DATE:  May 8, 2018

LOCATION:  Ballroom Dance Portland

ATTENDEES:  Judy, Martin, John, Marin, Lindy, Oracle, Nicole, Nev, Jason, Pika

FACILATOR: Pika

AGENDA ITEMS:

• Sound system
• Finance report/Reporting frequency
• Marin’s agenda 
• Meraki meeting structure and schedule

SOUND SYSTEM:

Nev voiced concern about the speakers being used for Thursday night dance at Jason’s studio It is a disincentive for her to continue to DJ unless it’s resolved. The speakers are not adequate for PCD’s use (meant for ambient sound) continue to have technical problems (lower quality) and contribute to a less than optimal dance/music/DJ experience.

This has been an issue previously.  John gave some history about past discussions of sound systems for theThursday and Sunday dances. PCD formed a “sound system committee” to look at transportable sound system in a price range of around $4K.  Dave, Neil, John were part of that committee. At the time, it was determined that we did not need it and it was put on hold. The prior sound committee looked at a stand-alone system with 2 subwoofers and 2 tall tower (Bose), mixer and cables. More recently, John and Pika have had some preliminary discussions about sound systems.

The discussion then turned to whether or not we needed just speakers or a sound system. Considerations as to the type, size, cost, features and the storage needs of a system were discussed. A system could be used for Thursday and Sunday dance as well as other PCD sponsored events like retreats.  Rental costs for past retreats have ranged from $50-$250.

Jason would need to know the size of any proposed system to determine if there is adequate/appropriate storage space at his studio. If it is stored at his studio it would not be used for anyone but PCD.

John said there could be consideration of payment of a fee for storage.

SHORT TERM SOLUTION FOR DEALING SOUND NEEDS:

• Marin said she could live with the speakers as they are for the 5/13, All Ages Dance 
• Jason would look into repair/parts and/or speaker replacement (equivalent cost) in short term and let PCD know the cost. He will do before Sunday, 5/13.
• Pika will use his mixer and Neil’s speakers for the May Thursday night dance
• Oracle said to keep in mind, Thursday night doesn’t have a budget to rent Neil’s equipment. 
• Both Pika and John have back-up PA systems if needed.

LONG TERM SOLUTION:

New Sound System Committee:  Nev, Pika, John, Jason, Mark (?), Neil (?) DJs (?). They will research systems in the $4-5K price range that would be best suited to size and needs of PCD venues/events.

The impact of the large expenditure and PCD’s safety cushion was discussed.  John indicated that income from the retreat will help and the overall trend is upward. Before the purchase of a system, the PCD finance committee will be informed of the budget for the purchase.

VOTE:  To allow the PCD Sound Committee to research, select and purchase a sound system costing up to $5K by June 1st.  The finance committee will be advised before the purchase is made.

FINANCE REPORT/REPORTING FREQUENCY

John has traditionally prepared a finance report for each Meraki meeting and proposes to change it to quarterly.

VOTE:  To change financial reporting to a quarterly schedule.

INTERLUDE - Lindy made a suggestion. She recently heard a presenter at a workshop talk about how “we hear through our whole bodies” and how the presenter, in her couple therapy practice, asked partners to sing together as a way to bring them back into resonance with each other.  With this mind, those present at Meraki danced for 4 minutes to Supertramp’s “Logical Song”.

MARIN’S AGENDA

-Reconnect with perspective and curiosity (from the 10,000 foot view)

-Flesh out vision of PCD and Meraki we began last meeting (how is this phenomenal dance we witness from the air stewarded?)

-Begin translation into "Why"? (Who/What/Where/When)

-Next steps (and transition out of Marin as facilitator)

Marin has facilitated the January/February and April Meraki meetings and does not want to continue as facilitator nor does she recommend PCD continue on a “process path”.  However, she noticed that with this meeting PCD dispensed with reading the mission statement and taking time to check-in, especially for welcoming new attendees and how it felt very different from the last few meetings to her.

There was a thoughtful discussion about balancing the needs of conducting routine business (like the example of the sound system) with the actual experience or felt quality of the meeting. Balancing these requires an imagination and tolerance from each of us, going beyond our comfort level, trusting, being honest and respectful if we disagree etc. 

Martin said he was very appreciative of the way Marin was able to let go of the agenda she’d prepared and modeled, for him, an imaginative way of responding tonight. He said  it challenges and clarifies for him that he needs to find, new and better parts of himself when confronted with things he doesn’t care for.

Several people voiced that Meraki is not separate from dance. PCD has been careful and thoughtful about its rules for the dance floor which can be serve as guidelines for the way we hold discussions. We should approach meetings the way we approach the dance floor;  it’s about our approach and our INTENTION (our perceptions and experiences vary widely but we can agree on an intention). Meraki meetings have ebbed and flowed, come “full circle” as Lindy described (from energetic, unstructured to too much “container”).  Nothing stays the same; there needs to be room for growth and change. Marin’s facilitation and exercises helped some to be better prepared and open to change. 

Marin introduced the idea of modeling meetings similar to a natural phenomena  ~ a wave.  Similar to our music programs, which include quiet (intention setting) listening, common expectations, communion with others etc. How to keep the way we relate physically in the dance, as it morphs into “discussion”.

Pike said meetings are the work we do to sustain dance; he thinks of it like “….a gathering around a fire.”

Some ideas to consider for future Meraki meetings;

• Set an agenda beforehand (members would know ahead what topics would be discussed and there would still be room to add items)
• Take more time in the beginning (before jumping right in…) and with closure. Keeping in mind not everyone is comfortable with “ceremony”
• Have meetings after dance (people would bring own lunches)

MERAKI MEETING STRUCTURE

Oracle said that the new meeting rules/procedures committee is researching models and will report it’s findings at the next Meraki meeting.

NEXT MEETING:

TBD - John will check with Ballroom Dance Portland to see what dates are available for Sundays in June to have a meeting after dance.  We will also look at the PCD  annual calendar to see what items need to be on the June agenda. 

Meraki Meeting Notes - February 21, 2018

Host: Martin Steingesser and Judy Tierney

Facilitator: Marin Magat

Attendees: Mellen, Marin, Martin, Judy, John B, Lindy, Kari, Jimmie

Agenda  

Marin distributed a proposed agenda and asked if it made sense to proceed to continue with the work begun at the January meeting and for her to facilitate this evening’s meeting.  She suggested that, given the small number of attendees, the group could decide to focus on only one of the five “buckets” (Meeting Structure) identified from the previous January meeting or postpone for a future Meraki meeting.The group agreed to go forward.

In addition to Marin’s agenda, Jimmie and Kari wanted to report on and receive direction from Meraki in order to move forward with the spring retreat.

Before beginning, John summarized the January meeting minutes; the group took turns reading the PCD vision statement and there was brief ice breaker.

Discussion about the Spring Retreat:

The retreat committee consisting of Kari, Jimmie, Julie I, Laura and Byron and Jane is moving along with a solid template perfected from prior years, but they need direction regarding setting ticket price, if scholarships allowed and what to do in the event of not having adequate registrations to go forward. 

Kari and Jimmie gave a recap of the facts:

• Due to cancellation last spring (May 2017), Camp Wavus holds $3,605 of PCD deposit which will be lost if we don’t use it this spring. Balance due to Wavus under contract is $1,195.11
• Reasons given for not enough registrations last year (ticket price, Mother’s Day weekend, retreat fatigue, etc)  
• Recommendation from Committee:  keep the ticket price affordable (well below $250) and hope for more sign ups, enough to cover the rest of what is owed Camp Wavus and other expenses. Would it be ok to breakeven?

VOTE:  THE RETREAT COMMITTEE HAS THE FREEDOM TO SET RETREAT TICKET SALE TICKET PRICE (NO SCHOLARSHIPS ALLOWED). THE COMMITTEE ALSO HAS AUTHORITY TO CANCEL IN THE EVENT/PULL THE PLUG IF THERE ARE LESS THAN 20 PEOPLE.

Discussion about the Agenda/Meeting Structure:

• People shared preferences and perspectives about having discussions in a larger group (Meraki’s standard way) versus breaking up into small groups, then rounding back to the larger group.
• Marin clarified that the smaller group process is not meant to replace the Meraki’s large group discussion format. The process she facilitated in January and with which she is experienced differs qualitatively - “it’s about the time and speed to resolve issues in smaller groups…helps with flow and moving the energy.” 
• Marin summarized the process and outcomes of the January meeting. And the group took turns reading the January report back.
• The group then began discussion of the bucket for Meeting Structure and due to time constraints, Marin agreed to facilitate and dispense with small group structure and engage the full group in discussion. 
• The group had a full discussion about the suggestion of the formation of a Meraki subcommittee “to sketch out alternatives for procedures/research parliamentary process”.  While there are many ways to address meeting structure, parliamentary procedure and Roberts’ Rules of order may not be necessary or fitting for PCD.  Bylaws are in place with consensus as the decision making process.  Perhaps there could be improvements or modifications but don’t have to be drastic.  Even large organizations and some governmental bodies have moved away from formal meeting structures.
• Consensus may not be the problem ~ for example, it may be that we need Agendas ahead of meeting or better facilitation, or less of people “floating in and out of meetings.”  We have bylaws in place for decision making; if there isn’t a quorum at a meeting, the board decides an issue.
• Meetings should reflect and be carried out in the spirit of relating in the way we do nonverbally on the dance floor.  Keep rules simple; keep to the spirit we create every Sunday. The nonverbal informs our verbal way of being in community.
• We speak from our own experience but what about group process…unfinished question.
• What would be the charter of the subcommittee? Members of the subcommittee would be entrusted to research and educate Meraki about alternative meeting structure ideas. Current bylaws would have to be considered/there would be no restructuring. Any decision about changing meeting structure or process would continue to be done by consensus.

VOTE:  TO ALLOW A NEW SUBCOMMITTEE TO FORM WITH THE PURPOSE TO INFORM THE STEERING COMMITTEE ABOUT IDEAS AND MODELS FOR HOW PCD MAY CONSIDER MEETING STRUCTURE.   [PASSED]

Discussion about Meeting Facilitation:

• Suggestion of having a Facilitators Group modeled on how the DJs work (taking turns, scheduling ahead of time, sharing expertise, mentoring and supporting each other etc). 
• Lindy would be interested in co-facilitating with Marin
• Propose selecting a facilitator before the next meeting
• It was agreed that Marin will facilitate the next meeting

Next Meraki meeting:  Wednesday, March 21, 7-9 pm, John Ford is our host, 20 Howard Street, Portland (Munjoy Hill).  Street parking in the neighborhood (may require a short walk.)  Any questions:  Judy’s number 207 899-5238

Meraki Meeting Notes - January 9, 2018

Host: Mary Ellen Deschenes (Mellen)

Facilitator: Marin Magat

Attendees: Mellen, Pika, Oracle, Marin, Martin, Judy, John B, Lindy, Blair, Deb, Andy, Sheleigh, Cherie

Agenda  - Marin volunteers to facilitate and reads a proposed agenda she wrote (SCROLL DOWN FOR AGENDA) 

Discussion:

The group discussed Marin’s proposed agenda for the meeting as it is a departure from the regular format which is:  1) Meraki agendas are not made ahead of time but are formed by those present at the start of  each Meraki meeting 2) minutes from the prior meeting are read to bring everyone up-to-date. Her agenda was in response to attending recent Meraki meetings and some of the issues that have surfaced recently including the December meeting.

At the December meeting, it was decided to devote the entire agenda for he January Meraki meeting to the format for the new quarterly Meraki meetings scheduled to debut in February.  The proposed agenda suggested by Marin would not focus specifically on planning for the quarterly meeting. 

There was concern that following the format suggested by Marin would not allow time to prepare for February's post-dance quarterly meeting.  However, it was agreed that there was no reason the new quarterly meetings could not be moved to a later month (March). 

Some shared how they felt about the surprise change in the agenda, running the gambit from enthusiasm as well as concern and uncertainty about ice-breaking activities and/or breaking up into groups.

Is this a modification in the way Meraki will do things in the future? If so, how to identify facilitators with certain skill sets?  

Marin suggested no permanent change to Meraki format; just try a different process for this meeting which may help to gain perspective from everyone on a workable format for the quarterly meeting in March. Others agreed that it may be good idea to work things/get more clear on issues before starting the quarterly meetings.

VOTE to move the quarterly meeting from February to March.  PASSED

VOTE to proceed with Marin’s agenda and facilitation for the meeting.  PASSED

(REFER TO AGENDA BELOW)  Marin read the mission statement.  The rest of the meeting was experiential and interactive (small groups and reconvening into the large group with (3) report outs summarized below).  

Group 1, report out: 

Simplify meetings; use parliamentary procedure; review mission statement at each meeting, focus on unity (when tension arise), reflect on how we hold the dance (meeting reflect the dance), ask what PCD should be doing (perceptions differ), and match our energy/needs with what we can do.

Group 2, report out:

Discussed the idea of primary responsibility to preserve and protect the character of the dance.  Evaluate what we are doing (“Come for the dance, Come back for the community”).  Responsible for finances and committees have responsibility, like the WIZ, as in a recent successful example of resolving a dancer’s issue around safety. It was well done in the moment. We hold the dance, make it safe.  Do not want to create more committees or bureaucracies. Also asking ourselves, how are we running things - evaluate decision making (make advance agenda? who? the role of the  board etc.)

Group 3, report out:

PCD has a radical meeting structure not in line with other hierarchical structures. Unless we change that, strive for something more “sterile” …our meetings may sometimes seem  to be messy or have a some sloppy edges; we shouldn’t be scared of that.  Embrace it as part of our process.

There wasn’t time for large group synthesis and wrap up. Marin asked the small group note takers if they would be willing to type up their notes and send them to her.  She offered to synthesize them, finding parallels and outliers and bring it back to the group.  Martin concluded with a poem.

Thanks to Mellen, our host, and to Marin for facilitation.

Next Meraki meeting:  Wednesday, February 7th, 7-9 pm, Judy and Martin’s 10 Willis Street, Portland 

PROPOSED MERAKI AGENDA

for Tuesday, January 9, 2018

Purpose: Forward movement on Meraki meeting design using Right and Left Brain

-everyone feels seen and heard

-everything that wants to be said is said and included

-what is gleaned has a clear structure and next steps

Opening: (2 min)

-read PCD mission and vision

"Ice Breaker": (5 min)

-get "naked" with one another (pair off, look into each others eyes, and sit in silence alternating so each person gets "held").

Small Group: (45-60 min)

-World Cafe: break up into groups of 4.  Open discussion about Meraki with a notetaker.  Switch tables with "host" there to fill in the next group.  Continue discussion.. Switch again.

Break (10 min)

Large Group:  (10-20 min)

-Report out: each table highlights the commonalities and outliers in their discussion. 

Large Group:  (10-20 min) TABLED

-Synthesis & wrap up: Each table's output combined into one "map."  May do "sticker voting" on what has most resonance.  Identify next steps.

Announcements: (as time permits) TABLED

-committee announcements that do not need voting or feedback (2-3 min each)

-discussion items that do need voting or feedback (5 min each)

Closing: (2 min)

-reading of a poem related to PCD mission or vision

Meraki Meeting Notes December 6, 2017

Meraki Meeting Notes December 6, 2017

Host: Tasha Salvo

Facilitator: Tasha

Attendees: Tasha, John Boynton, Jeff Edelstein, Lindy Ost, Polly Urbach, Martin Steingesser, Judy Tierney, Pika Skoczenski, Mary Ellen (Mellen) Deschenes

Review Meeting Minutes—Oct/Nov 

Agenda:

• New Year’s Eve Dance
• Community Building
• By-Laws
• Meraki Structure/Agenda for quarterly post dance Meraki Meeting
• Committee Updates - WIZ, All Ages Dance

I.  NEW YEAR’S EVE DANCE

John explained PCD’S EventBrite membership is at “essential” level so there are a few features not available in the set up of this years invitation (ex. couldn’t do sliding scale, or comps).  Liz Farmer will do the EB set up again. $20 will be the ticket price. Since we lost over $500 in 2016, the budget was scaled back to not include food (or an upgrade in EB). 80 is approximate break-even. Two DJs are signed up, a third is needed.

Discussion:

1. Reasons for last year’s lower attendance/$ loss:  late in getting started/organized & marketing ?
2. Concerns about attendance for this year especially since it falls on a Sunday - may be too much dancing in one day for some
3. An option to consider- 1) cancellation the Sunday am dance and 2) a NYE day dance in lieu of NYE evening dance were vetted and decided against
4. An option to consider a survey of membership about NYE attendance was vetted and decided against
5. An option to consider less DJs (2) was vetted and decided against

Differing views about the discussion itself:  

Meraki already voted in October to hold both the Sunday am dance and NYE dance so we shouldn’t need to take up December meeting discussion time.  It’s a bigger issue about how decisions get made.  Meraki may need to decide what to do about next years event (downsize it, don’t do it. etc.) after we see what happens this year.

Although Meraki already voted to hold NYE dance, and some may feel it is inefficient to revisit the decision, there are new/different people at each Meraki meeting and, as a community driven organization, we want to make room for new information, concerns or feelings people may have. We can even change a decision if we need to, but even if we don’t it should not preclude a discussion.

*FOLLOW UP IN JANUARY - DEBRIEF ON 2017 NYE AND FUTURE NYE EVENTS AT AVANT

II.  COMMUNITY BUILDING

Jeff summarized his idea/request about having a brief post-dance gathering for informal discussion, i.e. PCD tag line:  “Come for the dance, come back for the community”.  Highlights:

• organic conversation about dance, share back about dance experience
• deepen connections; how to help new people get more connected/inclusivity of new people
• he’s been discussing the idea informally with others ~ there is interest in it
• lightly facilitated
• there could also be a non dance related topic for discussion
• the group would develop and form organically
• facilitators would rotate

Discussion:

There is precedent:  Neil had a similar idea (Salon) and Jeff spoke to him about it but it wasn’t implemented. Kiara organized potlucks post dance for informal socializing and occasional topic discussion areas.

There were comments generally in favor but with the preference for it to be non PCD sponsored (conducted off site, in a park, at a residence, a restaurant etc. not after dance at Avant).  If we stay beyond 12:45 pm there is additional expense to PCD for Sunday rental. Also need to be sensitive to WIZ folks responsible for closing.

There were comments that the dance itself and it’s nonverbal aspects are community building and should not be thought of as in opposition to or in need of verbal articulation. If there are to be “discussions” what are the specific topic areas? 

Agreed:  Should be held at Avant because of ready supply of interested people and facilitated.  No overhead, food or effort. Announcement at 12/10 dance for a show of hands interested and a brief meeting (12:15-12:45 pm).  John will see if Avant space is available for a trial run on 12/17 to see how it goes. Jeff can be trained to close Avant.  The cost to PCD is $75 to rent the small room for one hour, 12:30-1:30 pm.

*FOLLOW UP/DEBRIEF IN JANUARY ABOUT THE TRIAL RUN 12/17

III.   BYLAWS

The changes to the ByLaws from November annual meeting were discussed.  The word “NOT” is added and in place.  Other changes made (?) and filed TABLED.  

*FOLLOW UP IN JANUARY ABOUT CHANGES TO BYLAWS AND CONFIRM THE DOCUMENT IS FILED IN GOOGLE DOCS

IV.  MERAKI FORMAT AND AGENDA FOR NEW POST DANCE QUARTERLY MEETINGS

Background:  Up to this point Meraki (the PCD steering committee) meetings, usually monthly/every 6 weeks, on a alternating weekdays from 7-9 pm.  Someone volunteers to host.  Any member can attend.  There has been a trend toward less attendance at the evening meetings and various discussions about why that is and what can be done to get more and diverse member participation. There was a decision to add quarterly post Sunday dance Meraki meetings, with the first one to start in February 2018, as a way to encourage attendance and participation and get more feedback/support. There was discussion about how Meraki meetings were originally set up, how it has changed/evolved and how to adapt to changing participation and views about how the meetings are formatted to allow for both business (operational) and social (non-operational) aspects.  PCD is intentionally unique in its “free-floating” membership and operational style.

Discussion:

Meraki needs to decide on the format for the February quarterly meeting.  There was discussion on what that format would look like.  Differing views emerged:

• Polly prepared a hand-out for a suggested format.  The focus on brevity (a 45 minute meeting), committees present prepared and time delimited reports, presenters follow a determined protocol, facilitators have guidelines to follow.  Afterwards, there can be informal discussions, potlucks, social stuff after business is done. Where the “fuzzy stuff” would fall needs to be discussed and addressed in some other format.
• Lindy took issue with the descriptor “fuzzy stuff” to describe discussion areas at Meraki meetings that don’t fall under nuts and bolts/operations.  The business and emotional/social issues are intermixed.
• Mellen added that the original idea for the quarterly was to stimulate, invigorate involvement so that we mitigate fatigue of the same people doing the heavy lifting and generate new energy.
• Polly suggested that people don’t come to Meraki because committees are now doing a lot of the work and perhaps we don’t need to meet as often; PCD is maturing and organized and in a more maintenance phase. She volunteers because she wants to serve but hasn’t always found the meetings make efficient use of time.
• It’s important to adhere to Meraki meeting protocol; everyone’s point is valid, hands raised, speaking when called upon in order; can get sloppy if not.
• If the emphasis is on member engagement, Mellen and Jeff voiced concerns about starting the meeting with business (committee reports etc). We want to attract people to stay, be inspired.
• Jeff offered his perspective as an experienced facilitator.  He said that what was needed was a 2 hour Meraki meeting devoted to this discussion; that there is not adequate time to brainstorm, find common ground for a format. Brainstorming gets people to show up. Go through a set of objectives, structure a plan. He personally does not go to meetings without an agenda ahead (but that has not been Meraki’s format ~ agendas are made at the start of meetings).
• There should not be a subcommittee assigned to come up with a format; it should be Meraki.
• Pika suggested the January Meraki only have one agenda item- the format for the Feb meeting,  so we don’t run up against time constraints.
• Lindy suggested that February meeting could be considered a trial run; keep it light, maybe shorter and move on from there.
• Even with differing views, Martin reminded that all of this “strawberries on the cheesecake”.  We have something beautiful running. I come to Meraki so that isn’t jeopardized

* Mellen said, yes, Sunday dance works.  All the issues are additional/subordinate things.

* Jeff said there are ways to do consensus building ideas from his experience, feedback to Meraki.

* John, we want people to continue to come, versus come once. 

* COMMITTEE UPDATES - TABLED

Next Meraki meeting date/location/time: January 9, 2018, 7-9 pm.  Mellen’s, 186 Concord st, Portland. 318-4989.