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.

Nov. 2017 PCD Annual Meeting

PCD ANNUAL MEETING - NOVEMBER 5, 2017

In attendance:
Jimmie and Kari Pritchard, Liberty Bryer, John Boynton, Tasha Salvo, Byron and Laura Saavedra,
Shelagh Reiser, Polly Urbach, Dave and Deb Grant, Natalie Hickey, Oracle Smith, Mary Ellen Deschenes, Judy Tierney, Martin Steingesser, Lindy Ost, Heather Westleigh, Rudy Gabrielson, Rodney Mashia, Jeff Edelstein, Jeanette Schmid, Jim Young, Blair Fridgen, Rebecca Booth, Rebecca Strauss, John Ford, Jane Campbell, Ed Pontius, Steve, Elvis Franck Nindorera, Pika Skoczenski, Mike Corson, Amos Hausman-Rogers, Amanda Cote,

I.   Music & Spoken Word/Song:  Rudy, Rodney, Amos, Rebecca S., Martin, Judy

II.  Facilitator: Dave Grant

• Introduction and overview of PCD origin and development
• Meraki meeting schedule -in 2018,  there will be a Meraki meeting quarterly after Sunday dance
• Committees:  Wiz (Wizengamot), Thursday night dances, All ages dances, New Years Eve dance, Finance, Nominating (disbanded after the annual meeting), DJs

III.  Signage:  PC Sunday dance photos on signs need to be updated with current and active volunteers.  (to be discussed at December Meraki meeting)

IV.   Finance Report:  John Boynton

V.    Bylaw Change: Shelagh read. Deb sang.  VOTE PASSED.

VI.  Elections:  Introduction of current officers -- Shelagh (President), Polly (Treasurer), Lindy (Secretary).  Slate of candidates presented and new officers ELECTED-- Pika (President), Polly, (Treasurer) Judy (Secretary).  Thanks to outgoing officers.

Unveiling of Regalia. Long live PCD.

VII.  Discussion:

• Officers can choose to have an assistant (ex.  Oracle as Assistant Treasurer)
• Photos taken at that annual meeting will posted to PCD Facebook (those present were offered an opt) (Jeff)
• Poll of those present who might be interested in ways to way to meet/get acquainted, discuss dance or non-dance topics off the floor (perhaps all men, or all women)  (Jeff)
• Sensitivity to gender balance by Wiz during the post dance circle offering (and identifying) volunteers with whom they can ask questions about anything that occurs on or off the floor) (Amos)  For Wiz follow up.
• Communications to PCD contact list/members about non-PCD dance, contact improv classes, workshops etc. (Jeanette).  Legal issues around using PCD list for anything other than PCD related events.  Other possibilities:  Flyers on the tables, PCD webpage and PCD facebook. Dave encouraged attendance at Meraki meetings to further this discussion.  PCD now sponsors a Thursday night and an all ages, an open question about any other sponsorships, for ex. a monthly contact improv jam.
• Suggestions are sought about how welcome/communicate to new dancers in a friendly but unobtrusive way (Wiz committee has ongoing discussions about this) (Martin)
• Agenda process is ad hoc (made at the start of Meraki) with the new quarterly meetings, this may change. (Lindy)
• Next Meraki, December 6th 7-9 pm:  Tasha Salvo is hosting, 52 Bellaire Road, South Portland, Maine, 04106-4601

Meraki Meeting Notes Oct 17, 2017

Host: Martin and Judy
Facilitator: Dave
Attendees: Dave, Deb, Lindy, Andy, Shelagh, John, Judy, Oracle, Martin, Pika; Chloe & Neal (Skype); Polly, Jeanette, Tasha

Review Meeting Minutes--Sep 2017

Agenda:

* Meraki Format--sm. groups, 1/4ly meetings, Committees
*Thur. night dance
*Wiz
*Annual Meeting--Agenda, Officers, BOD's
*New Year's Eve Dance
*Membership Renewal

Spring Retreat: Have not gotten contract from Wavus after it was returned b/c the names were wrong on the contract. Shelagh talked to the contact person at Wavus who was not aware of the issue. Shelagh is continuing attempts at contacting that person but at this time has not heard back. Currently we have a committee for planning and moving forward.

Annual Meeting: Bylaws corrections--Typos can be dealt with by BOD. Purpose: Elect officers and directors--President, Secretary, and Treasurer. Discuss/decide Bylaw modifications and whatever we want to put before the membership for a vote. We have provided food in the past. Include musical performance. Consider 2 asst. treasurers and 1 asst. secretary for next term. Clarify elected vs. selected officials. Consider vice president and assistants selected by BOD. Support for continuation of correspondence secretary. Considering new positions--Cherie Howard, Judy Tierney, Polly, Oracle, Pika. Lindy (secretary) to announce agenda 5 days before meeting.

Rudy, Judy, Martin for entertainment. Ukulele group. Judy to organize entertainment and food with Martin and Polly's help.  Chloe also to help with food. Consider $300 for food. Committee to use discretion to avoid too much left over food and plan accordingly.

Have used personal hats from the Grant's. PCD to borrow or obtain hats. Grant's may not be at mtg.

BOD to create the agenda.

Membership Renewal: We need to know by the annual meeting how many members we have. John to continue to track.

New Year's Eve Committee: Judy, Kari, Tasha, Martin, ?Cherie?. Lights? DJ's. Eventbrite. Will announce at next dance and in next email a request for Volunteers. Date to get together? ? sunday dance and newyearseve dance on same day. Voted to have both!

Wiz: Kari provided email update. Natalie and Eva are no longer on wiz but are still listed on the website. Deb and Martin are now welcomed as new members.

Thurs. night dance: Deb and Oracle reported. Fills a need for dance. Not more than one/mo. Venue works, not crowded, not best, but works. What other option? Use former playlists. Sound system discussed. Sound card improves system. Buy another sound card. Crowd size has adjusted. Dance covers direct costs, but does not cover adm. overhead. Lost $234.39 with $2137 income over last 12 mos.

Do we want to continue Thur. night dance? Differences in how much energy we have to host other activities.

Voted to continue to hold Thur. night dance as a part of PCD!

Contact Jam: Jeanette requested support for once a mo. contact jam dance for announcements and emails. In order to do that there is the question of do we want to consider adding Contact Jam to PCD line-up for dance options? She also asked for support for play lists. Deb to talk to Jeanette about playlists and advertising if Jeanette decides she does not want to move forward to add Contact Jam as a PCD sponsored entity. Jeanette to consider options and report back if desired.

Next meraki mtg. Wed. 12/6, 7-9 PM.Tasha's house--52 Bellaire Rd. S. Portland.

Meraki Meeting Notes Sept 20 2017

Attendance: Tasha, Marin, Pika, Martin, Judy, Shelagh, Mellen, Oracle, John, Lindy, Kiara, Dave and Deb (virtually), Polly

Host: Marin

Facilitator: Shelagh

Agenda List:

New Year's Dance
Sound Meter
Annual Meeting
Greeter's Tally Sheet
Calendar
Wiz
Thur. Dance
Meraki Structure

Agenda Discussion:

New Year's Dance: Reserved. No deposit needed yet. No Committee as of now. Defer. Announce at dance that we need a committee. Request volunteers. Check in with Chloe, Liz. Discuss in Oct.

Add Save the Date for New Year's and Retreat, and Annual Meeting. Lindy to do.

Retreat: Shelagh reports that we will loose our deposit if we do not use it this spring. Shelagh got contract but with the wrong names and so Wavus is re-doing contract and will send back.

Ombuds: Martin talked to Blair. All in sync with outreach for new people in low key social way. Suggestion for circle time-- "Like any more information talk to these people".

Wiz: No report. Deb expressed an interest to be on Wiz. Martin reaffirmed his interest.

Thur. Dance: Cancelled Nov. (Thanksgiving) dance.

Greeter's Tally Sheet: No news. Not critical.

All ages dance: Circe and Andy rock the house! Another wonderful dance. Slow attendance at beginning and than other families came and came and came, more and more joyous. Lovely time. Paid $75 rent. Received $80 this past mo. Relationship with Jason is working. Discussed getting feedback re: facilitating.

Sound meter: Mellen, Nev, Deb, Pika met. Got a respectable level and a plan to maintain that during the dance. Suggestion: buy a mixer for DJ's to use. Is it worth it to spend money on? Current one is low quality and difficult to use. DJ's to meet to discuss further.

Annual Meeting: Have a date and space reserved. Committee to meet this Sun. Shelagh won't be there. Dave and Deb will not be available to be at the meeting.

Meraki Structure:

Below are ideas, suggestions, opinions from individuals as we held an open forum discussing Meraki. No votes were taken. Everyone did get a chance to share their viewpoint.  It was a lively discussion and hopefully most of the ideas are captured here.

Dave: Review hx: of the beginning of PCD/Meraki--committee run organization. 'Unbranded'. 'Publicly held'. Create a structure for non profit. Treasurer and secretary have roles/to do tasks. Worked quite well. No grip on power.

Others?: Over time a sense of decreased enthusiasm. How to make Meraki more fun? "Play Meraki". Got more serious, no problem. ? loose sight of fun? Meeting objective? Power diffuse.

Relationship between Meraki/PCD. Working well.

Mellen: Community based organization. Great enthsusaiasm and lots to do in the beginning. Fun, excitement, 15-20 people ea. meeting. Monthly format. Lots of details. Last 1-2 yrs. decrease in attendance 6-7 people. Are we really achieving what we want to be doing? Difficult to make decisions. Flow pauses when people aren't present. Decreased sense of urgency. Question if it is effective or desirable. Bylaws created with flexibility. Does not say we have to meet monthly. Change frequency, or day of meeting? We have to have Board for Non-profit.

John: We tend to schedule meetings based on what we have to do, can be every 6 weeks. Question the format of Meraki, open to members? Not core group people in and out. Bigger board perhaps who have ownership of organization and involve membership input. More governing power, ownership. Anyone can come and BOD vested with responsibility.

Dave: Supports post dance meetings. Prefers not every Meraki meeting happens after dance and would also like to include week night meetings. Could be loss of continuity. Generate interest in Meraki. Don't confuse with PCD not being successful. Likes diffuse center of power. Community careful to differentiate improving structure with improving meetings.

Mellen: issues re: meetings, "how Meraki connects to PCD".

Polly: A lot of agreement in PCD functioning. Natural organization evolution. Starts out up and running and then maintenance and how to keep parts running? Polly's goal is to keep it in the community and keep the community involved. And it is not happening. People drop out. Hard to understand what is going on. Make more explicit. Help people to get involved right away. In response to Mellen's ideas of changing meraki to quarterly after dance: 1. Functionality-decision making, committees. 2. Community issues. 3. "Fuzz Stuff" 4. Philosophical, safety, etc. ID as a need. All committees report at Sun. quarterlies and then pot luck, fun! Theoretical stuff goes to elected BOD, representative of larger community, etc.

Oracle: Agrees with Polly re: separating business from...? A new person can't get invested with info in the background. With new people getting involved suggests getting more explicit with info on the website; contact, etc. Thur. nights OK for next few mos. To report in Oct. Sound system not adequate enough. Start a report/agenda before 1/4ly meeting to see and read. Getting people minutes. Publish meeting minutes every time.

Shelagh: "Themes". Desire to do it differently. Suggestion: stand up, popcorn ideas/suggestions out loud and hear them.  ID a couple things about what we like and what is not working right now.

John: Published agenda; names of people with time limits. Sets agenda.

Deb: 1/4ly on Sun. with purpose in committees. People helping on ground level. Clean up Meraki slog. Keep meetings relevant and not repeating things. Load up on committee commitment. Don't have Meraki just on Sun. Minutes real and want people to be engaged and can be done easily.

Martin: One of the reasons I stopped coming. We had a core group that was sympatico and I didn't have to always be here. Excused self. Come back. Common thing-- have ongoing interest from enough people. Count on people to be hear and  admired each member. Time problem. Don't need to meet regularly. Meet every other month. Voting members only. Size of bod not important. Balance between core group and come and go members. Vote on how often we meet and the 1/4ly idea. 3 principal things safety, money and music.

Dave: All successes: New energy Pika; Martin  and Judy back. Marin/Andy- all ages dance. One question to ask ourselves, "How do we promote meraki?" 1/4ly after dance has been one per year. Keep track of who is coming. a list of meraki members gets . time frames all those good intentions fall down with time frames fall down. caution of high expectations of what Sunday meetings will involve. the higher we set the bar, and loose sight of purpose, may lose sight of. Read minutes before you come. Put energy into something that collapsed between meetings.

Mellen: Hybrid-- 1/4ly meetings plus easy access to make easy for people to stay a bit. Make entry pretty welcoming. Meeting too frequently.  Don't think we have to change bylaws to do anything. Separate bod.

Meraki points shared between Mellen and john re: bylaws change!

Kiara: Agree with Dave. Lots of plans and some times things are going to be this way. Enjoyed in past. ? not fuzzy holding space and sharing of space. Not creating space of getting business done.
? Fulfilling in some way, slogging thru... getting shit done. How to do easier? Percolate and grow. That's why I like showing up at night. Don't enjoy keeping organization going. Needs to be meaningful.

Marin: Newcomer. Least favorite way of interacting. (Meetings) Disappointed. Relational story? Keep it going. Applaud and don't enjoy it. Divvy it up, meet with neighbor, make more personal relationships-most important to her.

Pika: Attending meetings last 4-5 mos. Impressed with organization, business of running this huge thing. Not about hanging out, but making decisions and handling business that needs to be handled. Tighten up how to tighten up decisions.

Lindy: Important not to assume we know why people have slowed down/stopped coming to meetings. We may be trying to change something in a way that does not address the primary issue. Spontaneous vs. structure ie, fun vs. work.

Judy: Likes the variety of everyone's opinions. Covers the gamut. Willing to do more.

Tasha: Hard time coming. Not fun-connection-want to use at forum as gratitude for those who are woking hard. Participation. Committees solicitus. Deb's suggestion, and Tasha agrees- build committees.

Polly: Separate function and business and fuzzy stuff, connect, relate, other issues, 1/4ly meetings. Simplifying it. Time limit is happening naturally, don't care about fun, but do care about being heard. Think about separating business from fuzzy stuff. Keep business running and roll along. Fuzzy stuff happens in a different way.

Dave: Small groups. Could be helpful. Supports Marin's idea. Dave happy to meet with anyone who would like to partner for suggestions for facilitation of meetings.

Martin: Confirm basis for this meeting is non verbal, right brain under the surface. All about relationships.

Next meeting date: Tues., Oct. 17th Martin and Judy to host 7-9 PM.

Meraki Meeting Notes Aug 22 2017

Meraki Meeting Notes

Host: Rudy

Attendance: Blair, Mellen, Rudy, John, Polly, Martin, Lindy, Shelagh

Facilitator: John

Review of last month's Meraki Meeting Notes

Agenda:

1. Annual Membership Meeting: Begin officer recruitment. Reach out to people. Talk to current officers. Scheduled for 11/5/17 after dance. John contacted Kristin. OK for the space. Have a process in place. Voted: A nominating committee of 2 or 3 people of board members and membership to seek a slate of officers for the annual meeting. Make an announcement, identify the nominating committee. Unanimous "Yes". Polly, Shelagh, and Mellen volunteered.

2. Membership Renewal: Blair, Dave to organize. John to coordinate with them by next meeting. No renewal 2016. John maintains list. Options: email and in-person renewal.

3. Annual Calendar: Active document. Part of every meeting.
Approaching--New Year's Dance--date, sign up, committee by Sep. Announce "save the date". Lost money last year. Lindy to put in meeting minutes and announce at dance.

4. Retreat: Shelagh checked with Kari: Committee-- Kari, Julie Isbill, Jane. Need 2 people--1 with tech experience. Will be meeting soon in fall. Dates reserved. Shelagh to sign contract. Shelagh to check in with Kari re: getting 2 new members.

5. Thur. night dance: Review with committee in Nov. at Meraki. Polly to talk to Oracle and Deb about Nov./Thanksgiving dance and she also may get back involved with the WEVE. Shelagh to also check in with committee in Oct.

6. All Ages Dance: Polly talked with Jason. Questionable financial status. Jason will take whatever they get thru the end of the summer. Shelagh to talk with Marin re: website and attendance. Questionable attendance. Review in Dec.

7. Wiz--How are members feeling? Look for new people to check in with them? No concerns otherwise. Opening of Sunday dance formal and informal. Wiz staying available for new dancers. Safety issues, a few. Natalie, Cheri, Jimmy, Kari, Blair make up Wiz. Blair to take back to Wiz meeting. Blair to check in with committee members. Martin interested in wiz committee. Meets first Sun. of the mo. Rudy offers the Nominating committee acts as the organization for all recruitment of members for committees.

8. Sound meter: Pika has volunteered to take up. Shelagh to check in with him.

9. Pot Luck: Not in fall b/c of annual meeting. If anyone is interested, put it on annual calendar for spring. To discuss in Jan. Unanimous.

10. Partnering discussion at last pot luck. Got some data re: how we communicate. No responses from organizing members. Topic remains relevant. How we communicate to new people at dance and what are the rules and what remains around the topic? People not available to put energy into it now.  Let it go for now until it comes up again.

11. Outreach: Make outreach a responsibility of wiz rather that waiting for people to respond to the invitation during circle time. Martin to connect with other group members. New name for the volunteers who are involved with outreach--"Ombuds". To take as a responsibility. Blair to take back to Wiz. Ombudsman group part of wiz. They will work out tighter details.

12. Greeter's tally sheet. Finance committee involvement. John to draft up a replacement, get a clicker. Finance committee and Tim to implement.

13. To review Bylaws and see if we need to change.

14. Feedback re: DJ's? DJ's web site clarification re: feedback format.

15. Meraki meeting--Review agenda setting for each meeting. Is our current way of operating working? Are there other options? Core board members meeting, is it serving us in the best way? Discuss at next Meraki meeting. When we announce the next meeting, include a special note to let members know that we will be discussing our business meeting structure, including bylaws.

Next mtg. Wed. 8/20. 7-9 PM. Make an event on FB. Talk about next meeting at Sunday Dance. Check with Liberty/Polly to host.  Lindy to contact.