No Meraki Meeting May 10 because no quorum

At the scheduled meeting on May 10 2022, we didn't meet the required quorum of 6 PCD members, so the officers discussed a few items, but we didn't have a Meraki meeting.

Meraki Meeting Notes for April 12 2022; Next Meetings: May 10, June 14

Meraki (Portland Community Dance steering committee) met on Tuesday, April 12 2022, 7-9PM on Zoom.

Attending: Martin S., John B. (notetaker), Kiara A., Rudy G (vibe checker), Andrew P, Shelagh R (Facilitator), Deb G, Blair F, Jason A

Greeter coordinator:

• Want to have community involvement with greeting
• As Tim hasn't been at dance recently, we need a new greeter coordinator
• Thanks to Lilly for greeting
• Is she willing to pivot to the greeter coordinator?
• Suggestion to attend to it soon
• Blair volunteers to be point person, will reach out to Kari and Lilly

Ketcha update:

• Since September is unavailable to us, can we maximize dances in August and October?
• Think of alternate dance locations - table for next time?
• Ask space people to check on doubling up dates in August & October
• Perhaps we could do another special event in September?
• Possibility: Ferry Beach? Kiara volunteer to organize; Rudy expressed interest in liasing with Ferry Beach as he and they are well-acquainted.

Kids at dance:

• A situation occurred last time, where a dancer brought a young child to dance, causing multiple side discussions about how to handle it. We told her our ground rules for kids in attendance, but was she was allowed to stay anyway.
• Some felt that she should have been asked to leave
• There are good reasons for us having that boundary - the Board is liable for any mishaps.
• How did this happen? There was ignorance of the "rule" in an initial contact.
• Symptomatic of the greeter system non entirely intact.
• In defense, we're getting our bearings back.
• It happened, and reinforces the need for clear messaging.
• Wiz requested to have a meeting, and possibly recruit new members before next Sunday dance.
• Deb to check in with Mellen about age prominently displayed in messaging.
• Blair will recruit new Wiz members
• More generally, when things like that come up, how do we handle it, communicate with each other? Communication and decision-making felt clunky.
• Before Covid, we had a system to identify people to talk to in case of an issue or concern: "talk to those people", but we haven't reinstated that.
• Conclusion: Reinstate at closing circle: These are the folks to talk to.
• Revisit next time with Wiz report

Can we Dance?

• Discussed possible change in mask requirement.
• Maine has one of the best vaccination rates, and hospitalization rates are way down. Infection rate not as important because of self-testing.
• Increases with new BA.2 subvariant, causing concern. People are getting sick again.
• Proposal: change policy: masks welcome, not required for indoor dancing. A few CWD members participated in an email thread that agreed with that proposal. (But the committee did not meet together as a group.)
• Discussion about being more intentional about relaxing requirements re both masks and vaccination.
• Concern for people with underlying health issues, etc.
• Concern about alienating people.
• Counter-proposal: hold the line as we are, request CWD to meet for next Meraki
• Ambivalence felt about how to proceed.
• Conclusion: As we didn't reach consensus, the status quo remains. Request that CWD committee meet, and we'll discuss more fully next time with CWD committee input/proposal.

DJ update:

• Situation with DJs is as "sludgy as ever"; doubtful we could sustain a weekly dance.
• Setup was glitchy last Sunday for a prerecorded set played on an iPad.
• DJs to meet and report at next Meraki.

Finances:

• Balance as of 3/29/22: $6721.99. Our balance continues to drop as total donations are not covering costs.
• Continue to highlight the need for support at greeting
• John to publish the 2022 Q1 Finance report soon.

Next meetings:

Tuesdays May 10 and June 14, 7-9PM on Zoom

Tentative agenda topics for May 10:

• Can We Dance update and proposal (Rudy delegate)
• Wiz report: recruiting effort, greeter coordination, "who to talk to", other items (Blair)
• September special event (Kiara, Rudy)
• Alternate location update? (Jason, Kari, Lori)
• DJ update (Mellen/Deb)
• Finances (John)

Meraki Meeting Notes for March 15 2022; Next meeting: April 12 2022

Present: John Boynton, Mellen D., Deb G, Jason A., Kari P., Parks Mc., Lori H.,Blair F., Rebecca B.

Dancer’s age: Unanimous decision- stick with our policy of no children (younger than 13) inside or out. Mellen will contact Marin to see if she is thinking about any occasional family events (outside) that we could promote.

Review of first indoor dance on March 13

Positives:

• Per Kari & Lori – smooth check in. No pushback on vax cards and masks.
• Thea (from Ketcha) is coming to the next dance
• Dancers were happy to be indoors together.
• Outdoor access is a plus (for good weather)
• Windows and views of outdoors were nice!
• Brightness and openness

Concerns:

• Outside greeter table: can it be indoors?
• Need gatekeepers to catch late comers and ask for vax proof- table indoors makes that easier. (Rebecca, Mellen & Kari are open to doing this—we should recruit more to help to spread out the responsibility). Idea- have a list of times for “gatekeeping” at the greeter table for sign ups – ½ hour or 15 minute commitment (not decided)
• Too much speaking on dance floor – need to remind dancers –
• Bring signs from Avant with “rules of the road” re: talking, safety etc. (Blair to do)
• Floor could be cleaner (though it was swept numerous times)
• Sound: it was muddy and echo-y. Possible solution- reorient speakers to bounce off side wall.
• 45 people counted and room felt quite full – concerns about future suitability as more dancers return.
• Understand need for masks (for now) but it was “distancing” not to see faces.
• Rebecca will contact Rudy about scheduling a Can We Dance committee meeting to discuss any changes to dance precautions.

Space discussion:

• General sense- settle in to Ketcha space for now, but continue to look for larger space based on various concerns expressed.
• Overall concern is that a minimum of $450 needs to be collected at each dance to cover expenses and the Ketcha space may not be large enough to allow enough dancers to bring in sufficient funds.

Agreed to:

• Continue to look for larger space.
• Jason is willing to informally look for space again, and to be the point person for any leads. Ketcha is 32’x64’, 2200 square feet.
• John provided a link to the spaces that had been previously vetted to assist in this.

Finance update:

John: there has been a steady decline in income during covid. Balance is around $7K and some annual bills come due in the spring- insurance, web host, corporate registration. Current income and expenses are not sustainable. Reminder to Meraki of importance in keeping a reasonable balance in case of challenges (such as covid). Corrective action needs to be taken if balance goes below 7K. John will provide a quarterly financial report (Jan-Mar) for the next meeting.

Brainstorming on need for financial support:

• Be explicit with dancers: state that minimum $450 needed to sustain dances (reality check)
• Remind dancers at closing circle
• Add text to weekly announcement
• Explore yearly membership opportunity – pay all at once?
• Make donation box more prominent
• Can PCD be the recipient of an estate (yes, but not for tax deduction)
• PCD is a 501 c4, (not a c3) and donations are not tax deductible, but anyone can make a gift to PCD.
• Could do a dance fundraiser if needed
• Have greeter(s) emphasize need for financial support

Greeters

• Many thanks to Lily for consistently greeting
• But continue volunteer greeters because it builds community and helps with the more involved intake process of vax cards etc.
• Emphasis on donations is needed

DJ’s

• Mellen & Deb will gather the DJs to discuss future availability now that dances are indoors.
• Mellen will contact Lisa (DJ for March 27) to update her on the indoor space.

Equipment Storage:

Still not resolved at Ketcha. Temporarily an informal equipment crew of John, Blair and Jason will work out storage between dances.

Items that arose for WIZ to handle:

• Kari will call a meeting of WIZ members.
• Location of greeter table inside
• Securing gatekeepers to watch for new dancers after greeter table closes
• Large sign needed on greeter table emphasizing vax proof
• Post signs Blair will bring to next dance.

Questions about return to weekly dances. Decision depends on:

• Suitable equipment storage
• Available DJs

Upcoming dance dates:

• Dates are set through August
• No Sept dates are open! Later discussion needed for how to handle – are there evening dates open that might work? Or alternate location.
• Kari and Thea will set definite dates through the winter for 2^nd and 4^th Sundays.

Next Meraki meetings:

Tuesday, April 12, 7 pm

Tuesday, May 10, 7 pm

Group was lukewarm on the idea of in-person Meraki meetings in the near future. Continue with zoom.

Submitted by:

Mellen Deschenes

Secretary, pro-tem

Meraki Meeting Notes 2/15/22; Next meetings: March 15, April 12

Present at meeting: 

John (Facilitator)

Blair

Rebecca (Timekeeper)

Sheila

Rudy

Lori (Notes)

Mellen

Andrew

- - -

Indoor Dance…many decisions were made!

To begin March 13 (vaxed & masked inside, no restrictions outside); Mellen will update the associated PCD email with details/requirements

Moving dance indoors may court some of the DJs back.

While we won’t be contact-tracing, PCD will encourage dancers to report if they may have exposed others to Covid so that PCD can share that alert with the group (without naming names)

Wiz agenda

• greeter table location (perhaps just off to the right of the front door so that people will flow inside or off to the right to dance outside as the case may be
• vax card checking protocol for greeter (each dancer to show proof of vax for each dance, as PCD does not want to keep records; NOT delving into dates and verification of booster status)
• air flow prep: cracking windows and assessing a fan arrangement

Equipment committee agenda (John, Blair, Jason, with Lori/Kari as Ketcha liason)

• John, Blair, and Jason to coordinate schlepping for the foreseeable future, each schlepp necessarily entails two dances: taking equipment home and then bringing it to the next dance
• John researching temperature/humidity/salt/corrosion issues for all equipment to verify the possibility of…
• constructing or purchasing a secure locker/cabinet for under the back entrance overhang

- - -

PCD Gmail: Mellen taking on Gmail administration (receiving and responding to PCD emails)

PCD Facebook Page (official business): Mellen will continue to post the dances and answer FB queries; she’ll also cull/update what has become a long list of FB admins and editors! As needed, John and Lori will (try to!) assist with the evolving technology.

- - -

NEXT TWO MERAKIS: March 15 & April 12

Meraki Meeting Notes 1/4/2022; Next Meetings: Feb 15, Mar 15

Meraki (Steering Committee) Notes for January 4, 2022

Meeting started at 7PM and was conducted on Zoom.

Attending

Kari, John, Mellen, Blair, Rudy, Lori, Andrew, Deb (Facilitator 1), Jason, Lindy (Facilitator 2), Sunshine, Shelagh, Marion, Lilly

Agenda

1. Choose roles
2. Ingathering
3. Review last meeting notes - John
4. When Can We Dance committee report - Rudy
5. Ketcha update - Kari
6. DJ juice update - Mellen (tabled)
7. Donations - John
8. How we Roll - John (tabled)
9. Evaluation
10. Plan future meetings
11. Outgathering

Meeting

Initial facilitation was by Deb.

When Can We Dance (WCWD) (Rudy)

Rudy reported that the WCWD committee, with expanded participation, had a robust meeting on Dec 9, 2021 (notes).

We discussed 4 possible scenarios covered by the committee, and Rudy gave a Covid update. The 4 scenarios:

1. No, we can't dance.
2. Yes, we can dance, but with restrictions
3. Yes, we can dance, with no restrictions
4. Yes, we can dance, alternating with restrictions and no restrictions

The Covid 19 update:

• Omicron has changed the landscape - it is more highly infectious, and concentrated more in the upper respiratory tract.
• Reported case numbers are an undercount, as rapid test results are not reported
• Omicron appears to confer greater immunity
• Its surge is likely to come and go fairly quickly
• Cloth masks are not nearly as effective as surgical, or N95/KN95 masks

Recommendation:

•    Don't come to dance with symptoms
•    Indoor and outdoor, with outdoor less restrictive
•    Indoor: vaccination and masks required
•    Sign: Contact allowed with consent
•    Keep windows open for good ventilation

Rudy expressed that as there are other dance groups dancing with fewer restrictions, PCD can offer a safer indoor choice with more restrictions.

Discussion:

• Several participants expressed that dancing outdoors in winter has been great in other groups
• Suggestion: continue as we have done, outdoors, until further notice
• Maine CDC guidance has not been keeping up with the virus
• Can we use the portable speaker outdoors to have a both/and option: Indoor dance with restrictions, and outdoors with less restrictions
• WCWD dance could meet before next Meraki (Feb 15) to fine-tune recommendations
• Sunshine: Should we wear masks outdoors? Blair: each can continue with personal responsibility and risk tolerance. Others affirmed.

Proposal:

Adopt the WCWD committee's proposal "in principle" to dance indoors with the restrictions mentioned above in "Recommendations", with an outdoor option using the portable speaker with no restrictions. "In principle" means subject to further updates and modifications to be determined by the committee as conditions and CDC guidance warrant.

This proposal was adopted with unanimous agreement.

(Deb had to leave, and Lindy agreed to facilitate.)

Ketch update (Kari & Lori) 

Ketcha continues to be agreeable to work with. Regarding plowing, they'll try to get the timing of plowing more specific so we don't have to worry about an unplowed parking lot before dance.

(Post-meeting update: Ketcha said the equipment storage situation has changed, and they'll no longer be able to store our equipment in Thea's office. If we want, we could build or purchase a storage locker to keep under the overhang of their side doorway. We're discussing options.)

Donations (John)

• Our balance has been slowly declining
• We now accept Venmo: @pcdance and by a QR code posted at the greeter's table
• Remind people we need to cover our costs by donations
• Lilly: the per-person average has been pretty good
• We'll remind folks by MailChimp announcements, at closing circle, and by just getting the word out informally.

DJ juice (Mellen)

• DJs not wanting to do it outside in the cold
• Software changed for most DJs (Spotify no longer an option for many)
• Need to schedule meeting (Mellen to discuss with Deb)
• Shelagh: Do we have the required equipment for outdoor equipment? John: Yes, connectors on the way to connect mixer to outdoor speaker on a chair

Evaluation (chorus)

Members evaluated their experience during the meeting.

Next meetings

Feb 15, Mar 15 7-9PM, on Zoom

Closing

PCD Annual Membership Meeting Notes - 7 December 2021

 Portland Community Dance held its Annual Membership Meeting on Tuesday December 7, 2021, at 7PM on Zoom.

Participants:

Deb Grant (Facilitator), Kari Prichard, Jimmie Prichard, John Boynton (Notetaker), Martin Steingesser, Judy Tierney, Rudy Gabrielson, Mary Ellen (Mellen) Deschenes, Marion Knox (timekeeper), Rebecca Booth, Shelagh Reiser, Lindy Ost, Blair Fridgen (Vibe checker), Elizabeth (Lilly) Nolan, Lori Harley.

With 18 attendees, we met quorum of 10% of our 136 current members.

Agenda:

1. Ingathering - Martin & Rudy
2. Summary of 2021 - Blair
3. Finance - John
4. Racial Equity meetings - Mellen
5. Space - Kari
6. When Can We Dance - Rudy
7. Thank outgoing officers / board
• Blair Fridgen, President
• Oracle Miller, Secretary
• Tree Tenney, Treasurer
8. New Year's Eve / Day (added during meeting) - Lindy
9. Elect new officers / board
• Mary Ellen Deschenes, President
• John Boynton, Secretary
• Lori Harley, Treasurer
10. Outgathering/adjourn

Meeting:

Ingathering

Martin and Rudy offered a poem accompanied by piano.

Summary of 2021

Blair gave highlights of 2021.

Finance 

John shared his screen for a Finance report, showing gradual decline in our account balance and a discussion of our costs and income. PCD now accepts Venmo payments, and has a QR code displayed at the greeter's table for that purpose, which one dancer was able to verify that he could successfully make a donation via Venmo.

Racial Equity meetings

Mellen summarized the Racial Equity meetings that PCD has been conducting. Group facilitation rotates among participants, and the group usually considers a particular question for focus, for example looking at how and where we first learned about race, and the impact that has had.

Space

Kari summarized our experience with Ketcha Outdoors (formerly Camp Ketcha), who have been very accommodating to our needs, and have been great to work with.

When can we Dance

Rudy summarized the proceedings of the When Can We Dance committee, who are now Rudy, Kari, Rebecca. (Bart and Oracle also contributed, but are no longer participating.) The group have been monitoring the Covid infection rate in Maine and changing guidelines from the Maine CDC and developing proposals for consideration by Meraki on when might return to indoor dance, and under what conditions or restrictions.

The group has recommended that we won't dance inside until the daily infection rate is below 10 new cases per day, and as of the meeting, the daily infection rate is over 500 per day.

The group decided to open up the discussion beyond the confines of the original committee membership, and invited new members for a broader perspective, to meet on Thursday Dec 9 at 7PM. New committee members who indicated their interest will be Alban, John, Julie, Jeff, Lori, Shelagh, and Martin.

Rudy recognized and thanked former committee members Bart and Oracle for their perspectives and input.

Thank You to Outgoing Officers

We thanked outgoing officers Blair, Tree, and Oracle, for their service to PCD. Deb made particular note of Oracle, who recently resigned as Secretary and as a member of PCD, for the strong role he played in introducing the Formal Consensus process, and for his assiduous attention to matters of process.

The group expressed thanks to

• Deb for her facilitation of this and many Meraki meetings,
• Mellen for making regular announcements,
• John for his back-office contributions, 
• Kari for her work with Ketcha,
• Wizengamot (operations committee) members Blair, Kari, Jimmie, Lilly, Sunshine, Tim, and Lori, 
• DJs Kellie, Jason, Chloe, Parks, Deb, and the rest of the DJ crew,
• Jason for his work with equipment and customizing our current equipment cart, and
• everyone who has helped PDC to put on our dances and keep the community vibrant.

New Year's Eve / Day

Lindy mentioned that we hadn't planned anything yet for New Year's Eve or Day, and with the timing of New Year's Day on Saturday this year, the suggestion was made to reach out to Christa, who holds a regular Saturday (non-PCD) dance, to see if she is holding her dance on the Saturday of January 1, with the idea that PCD members could dance with her group if they were seeking New Year's dance opportunities.

Officer / board elections

We elected the following new officers and board members:

• Mellen Deschenes, President (beginning January 1 2022)
• John Boynton, Secretary
• Lori Harley, Treasurer

Lori and John's positions take effect immediately, and Mellen will be able to serve as President beginning in 2022.

Future Meetings

We scheduled future Meraki meetings for Jan 18 and Feb 15. (Update: Jan 18 meeting rescheduled for January 4, so Meraki can consider When Can We Dance proposal before the first scheduled dance in January)

Tentative agenda:

• Collecting donations - in light of the slow decline of our balance, do we need to make changes?
• When Can We Dance? - committee update / proposal
• DJ update - do we still have enough DJ juice to keep dance going?
• How's it going at Ketcha?
• How We Roll - a review/update of the Meraki meeting process

 Outgathering/adjourn

Martin and Rudy performed a brief reprise of their ingathering poetry/piano piece.

Meeting was adjourned at 8:30 PM.

Meraki Meeting Notes - 2020-02-11 - tentative agenda

PCD Meraki Meeting February 11, 2020 - members welcome! Tentative agenda.


This coming Tuesday (2/11/20)  PCD members Meraki at MaineTaiji & Qigong
studio, 7-9 PM.  500 Forest Ave, Portland, rear entrance.

Please arrive a few minutes early so we can start on time.

Meraki uses the Formal Consensus process outlined here.  Please review:
  http://www.learningmethods.com/pdf/on%20conflict%20and%20consensus.pdf

As well, please advise Secretary of any /continuing/ items that belong on
the agenda, eg tabled items.

Oracle, PCD Secretary
secretary@portlandcommunitydance.com
<-- br="" note="" please="">802.279.3088


---------------------------------------
***  THE AGENDA  ***
     2020-02-11


INGATHERING

  Filling of roles
    * facilitator
    * timekeeper
    * vibe checker
    * ingatherer

  The ingathering.


INTRODUCTIONS


HOW WE ROLL
  A brief look at Meraki's process.


PROCESS ITEM
  Oracle would like to talk a bit about "cycle", notice, proposed agenda, etc...


MINUTES
  Review and approve minutes from previous Meraki.
    https://pcdmeetings.blogspot.com/


AGENDA ITEMS
  These items will be reordered at the start of the meeting and estimate time assigned.

  * Emergency items if any.

  * Proposal, returning: Consent (Kendall) - "Dance with anyone" bracelets.
     Discussion  tabled in January for more participation.  Surprisingly juicy.
      2020-01-14_consent_invite_bracelet.pdf
      2020-02-11_consent_invite_followup.pdf

  * Proposal, report: DJ Committee (Jason) - hardware to record all dance sets.
    Approved, received.  Apparent technical issues.
      2020-01-14_dj_proposal_recorder.pdf

      2020-01-14_dj_proposal_recorder.pdf

  * Proposal: Wiz (Tasha) - Wiz to send periodic emails to membership re topics
    around dance.
      2020-02-11_wiz_email_to_membership.pdf

  * PreProposal, discussion: Wiz wants a small slush fund for purchase of TP,
    paper towels, etc...  Building maintenance is unresponsive.  Best way to
    handle?

  * Report: Waiver (Mellen)
    Approved Jan, 18+ fine, under 18 (but still 13+) signed by parent and must
    be accompanied by a guardian.  YES BY CONSENSUS, Jan Meraki.  Mellen
    plans to bring revised form and it will be posted here if available before
    meraki meeting.
      2020-01-14_minors_at_dance.pdf
      2020-02-11_minors_at_dance.pdf (if available)

  * Discussion: Finance (John) - excessive reserve funds.  John recommends
    simply removing 11k internally decided limit for now.

  * Report, capacity (Jason) - review report from Capacity committee and
    powerpoint.
      2019-01-30_capacity_report.pdf
      2019-01-30_capacity_jason_oliver.pdf





ITEMS NOT ON AGENDA


ITEMS CURRENTLY TABLED
  This is incomplete list and not scheduled for discussion unless....

    * Website (Nicole)


NEXT MERAKI
  Setting of next Meraki


EVALUATION


OUTGATHERING

  Outgathering


ADJOURNMENT


###