Meraki In Person - April 22, 2026 at Rebecca's

Meraki Meeting took place in person at Rebecca's April 22 2026, 7-9PM

Attendees: Rebecca (Ingathering), John (Notes), Kari, Mellen, Jimmie, Elise, Blair (Timekeeper), Tasja, Andrew, Nate, Deb, Brian (Facilitating), Marion, Devin, Shelagh

Meeting format

• Choose roles (Ingatherer, Facilitator, Notetaker, Timekeeper, Vibe Checker)

• Ingathering

• Briefly review How We Roll

• Summarize previous meeting notes

• Gather new agenda items

• Set order and time for items

• Attend to agenda items

• Schedule future meeting(s)

• Evaluate

• Outgathering

Known agenda items

• Retreat Report: Kiara (Elise)

• PCD sponsored Workshops: Brian

• Code of Conduct: Emily G

• Where Can We Dance update - Tasja

• Proposal: Meraki Meetings to be regularly scheduled for after dance - Kari

  PROPOSAL LINK

• Discussion about raising price for dance - Tasja 

   

• Proposal: Share PCD’s PA speakers with Common Floor Contra Dance - John

  PROPOSAL LINK  

• Survey Proposal - Devin

Additional Agenda items

Meeting content

Retreat Report: Kiara Elise

Ferry Beach doesn't have any fall dates; we have reserved at Oceanwood

Survey: despite problematic food, Ferry Beach was still preferred over Oceanwood

Looking at Medomak, which is beautiful, on a lake, with a post-and-beam dance barn. Food supposed to be really good; they work with local farmers. It would be a really nice container for the weekend.

Because it's so nice, it's a little more expensive: about $315 per person + PCD costs (DJs and extra food).

They are hoping for a minimum of 50, and require a $2K nonrefundable deposit. They said though that they could make it work with 40.

Holding for September 18-20, but another group is looking at the same dates.

Both Oceanwood and Medomak are holding and waiting for a reservation

Retreat committee excited about Medomak

Because of the higher cost, the supporting tier would be higher than in the past

Marion: Earlier date for Oceanwood could mean it might not be as miserable as last time.

Shelagh: didn't catch total costs.

Ferry Beach: $235/person

Oceanwood: $265/person

Medomak: $315/person

Nate: We could survey the community, but proposes that we give it a try. Would be a risk. The retreat committee would need to have some kind of guarantee of support from PCD in the ballpark of $2000 (amount of deposit). As in the past, they're planning to do sliding scale.

Marion: How many people paid supporting amount previously? (Nate: 4 this time, as well as last)

Nate: The number of people who can afford covering costs doesn't change dramatically; the low end would be a little higher ($190) than before.

Jimmie: Would PCD be willing to subsidize a higher amount? Nate: That's what we're thinking. John: that would increase the "membership benefit."

Devin: We can also offer scholarships, even with the multi-tier approach at a limited amount.

Outcome: No definite action was taken, though the mood of those assembled were supportive. (Ed: Based on this support, and because another group is considering the same weekend, John requested approval from board members, and got PCD Board (Brian, Marion, and Jamie) approval to move ahead with a signed contract and deposit.

PCD sponsored Workshops: Brian/Tasja

Tasj: It's been tabled a few times, do we want to keep tabling? Went to a workshop last weekend with Devorah. Feels that there are people in the community that are happy to offer workshops to the community. Doesn't want to see the idea dropped. Great idea; can we keep it on the agenda.

Brian: Started a new job, hasn't had the space to do more with the topic. Jason in a similar space. Brian/Jason created a structure, had several conversations. Would love additional support and someone to take lead.

Marion: Is this in service of teaching people about the PCD Way? As in aligned with the Code of Conduct?

Shelagh: Remind us that a long time ago we decided to not partner with other organizations.

Deb: A Visioning question was how to uphold and maintain culture of consent, safety, etc. This was part of that.

Tasj: How do we get the ball rolling?

Outcome: no action taken; let the Visioning committee follow up.

Code of Conduct: Brian update

Brian read note from Emily:

Please tell the folks that I’m not feeling well and sorry to not be there!

The Code of Conduct will continue to be worked on by a newly formed group, Devin, Shelagh, and Emily.

Before the COC committee begins meeting, it’s important that the Wiz takes some time to get aligned around our willingness to support and implement the Code. For it to truly work, it will need all of us to actively uphold what it outlines in our participation in the community.

We’ll be gathering in the next couple of weeks to talk together about how we want to care for the community moving forward. As part of that conversation, we may also explore a possible shift in our structure, so that Wiz members can focus on the areas of responsibility where they feel most resourced, supported, and able to contribute.

Mellen: I assumed I was on the committee, but didn't hear about it. Shelagh expressed similar confusion. Not all interested are aware of meetings that were held.

Nate: Mellen can reach out directly to Emily for clarification/coordination

Brian: Emily has experienced it as a difficult process, feels like she's somewhat alone in leading, and would appreciate more support.

Where Can We Dance update - Tasja

Tasj: we were going to write a script we'd take to prospective facilities, with all the questions we have (square footage, floor type, parking, etc. etc. etc.). Tasja, Devin, Todd, and Sunshine investigated 36 places we've looked at, ruled out 18, leaving 18 possibilities. From their perspective, there are 3-4 possible candidates:

NYA

John, Devin, Tasj visited. Available Sunday mornings. A gym. (Tasj has pictures). Expensive ($200/hr). Scattered free parking. No A/C. (No A/C or windows in any of the gyms) Outdoor space (not private) we could use. Really nice (John takes issue with that characterization).

Assuming same number of dances, etc. Did number crunching. If we had 3 dances month, charged $12/dance, we'd break even. Devin: $450/dance is breakeven based on current participation and $10/dance. 

Falmouth Community Center (Mason Motz Community Center),

Beautiful newly done hardwood floating (not sprung) floor. Arched ceiling w/ acoustic tiles. Large ceiling fans; we'd have to keep the doors closed. Not available in the mornings; not available every Sunday afternoon. 6 weeks in April has indoor soccer. Parking 50 on-site, 25 on street, not a lot of flexibility. $50/hour; Tasj paced out estimate 3000 sq. ft. Court is 60x40.

South Portland Middle School

Brand new middle school 10 minutes from Portland Regulation basketball Gym. Available Sunday AMs pending custodial staff. 1 time/quarter booking fee + hourly: $275/dance including custodial fees (check with them next time).

Holy Cross School

Church competes for parking in the morning. Gym has windows, but noise competition. 2720 sq. ft., with storage. Didn't get a price yet, but seems affordable. Lot could accommodate all of us, but parking across the street.

(Devin Possibly: Portland Public schools) Reiche (pronounced RI-KEE) is a possibility, East-End also, both pending custodial availability. Each would be $315/dance. Other schools would be $236/dance. Deb: Liked Reiche the most. Deering High another possibility. Devin following up with Portland schools. Mellen: school custodial availability is an ongoing risk. Private schools would be a better option.

Deb questions about negotiability of the rate with NYA; we checked, and there's no flexibility. 

Tasj is going to be off the committee starting in June, leaving Devin as lead.

Discussion about features and parking, etc.

Deb happy to be DJ point person for the in-person meetings. Before June if possible.

Nate: Hearing strong candidates NYA, South Portland. Let's start with those two, not worry about the other ones.

Outcome: We'll pursue NYA and South Portland as primary candidates. (Ed: Devin is also continuing discussions with Portland Public School system.

Proposal: Meraki Meetings to be regularly scheduled for after dance - Kari
PROPOSAL LINK

Kari: Last meeting in person after dance was lovely. In a practical sense, we didn't have to schedule another date and time. Noticed lack of attendance for in-person hosted and Zoom meetings. (Summarized proposal,)

The idea would be to have meetings every 2 months, always holding after dance.

Deb: likes the idea of every other (instead of every). There's a benefit of having meetings in a smaller gathering.

Beck: Likes the idea of doing more meetings in person after dance. Also: Read notes! When we skip a month, we pay for it. Every other meeting at Beth El?

Brian: like after dance, and we do need monthly meetings. Never a lack of things to discuss.

Tasj: I'm implicitly hearing that Zoom meeting are less effective - should we eliminate them?

Shelagh: I don't like this idea; history: We used to always be in person on Tuesday night. We wanted to widen the umbrella. Trajectory: Have as many roads in as possible. As neurodivergent, the bigger meeting, the more horrible the experience. Goes against what the intention was to make meetings accessible.

Beck (to Shelagh): Would you be interested to do Zoom at an in-person meeting? Shelagh: Doesn't like Zoom meetings, but easiest for her to attend.

Marion: Important to have some smaller meetings

Brian: Am I hearing that you would like Zoomable meetings? Shelagh: 2 questions: What I would like as compared to the group intention. (Lives on an island, so in-person in evening is a late night home.)

Brian: goal is to increase participation

Deb: vibe check break

Mellen: Zoom hasn't met the purpose

Nate: Hearing lots of good ideas, but no support for the proposal. Let go of it, and there are a lot of good ideas like getting rid of Zoom, etc. There's not support for this proposal.

Nate: I can offer a tidy proposal. Every other Meraki meeting after dance. Smaller, in-person meetings could have a Zoom-in option. Deb: Let's start that in September.

Outcome: Proposal not adopted. Not resolved. We'll keep it on the agenda.

Discussion about raising price for dance - Tasja

Out of time - tabled. John threw a wrench in the works by suggesting that we couple this with where can we dance; we don't need to raise fees until we need to.

Proposal: Share PCD’s PA speakers with Common Floor Contra Dance - John
PROPOSAL LINK

John presented proposal as written; discussed; Outcome: proposal adopted with the caveat that we revisit in 6 months to see how it's going.

Survey Proposal - Devin

Presented the idea, but discussion tabled. Questions about understanding the community better. Vibe check feels important. A lot of things in the work now with the new space discussion. Outcome: Devin will put together questions to bring to the next meeting.

Next Meraki: Monday May 18 7-9 PM on Zoom

Meraki March 15 2026 in-person after dance

23 Attendees (wow!): Andrew, Blair (Timekeeper), Brian (Facilitator), Emily, Emma, Felicia, Henry, Jay, Jimmy, Kari (In/Outgatherer), Kiara, Lori (Note aker), Marion, Mellen, Noah, Rebecca, Robin, Sadie, Syd, Steve, Sunshine, Tasja (Vibe Checker), Todd G

Meeting Format

• Choose roles 
• In-gathering
• Briefly review How We Roll
• Summarize previous meeting notes 
• Gather new agenda items: Survey of PCD dancers, Where Can We Dance update
• Set order and time for items
• Attend to agenda items
• Schedule future meeting(s)
• Evaluation
• Out-gathering

Published Agenda

• Retreat update: Kiara
• PCD sponsored Workshops: Brian (TABLED)
• Code of Conduct: Emily G

Added

• Survey of PCD dancers: Tasja, on behalf of Devin
• Where Can We Dance update: Tasja

 

Retreat update: Kiara

(Committee: Nate, Elise and Kiara) Multi-year planning with Ferry Beach in Saco is tricky; we will never have access to Ferry before the end of October, given the long-term preference for the other existing, recurring renters (e.g. church groups). Also, booking into the future does not procure a better price, it just ensures that space is saved for us.

Our Spring 2026 retreat currently has 45 registrants; we can go up to 60 and indeed do expect some last-minute registrants even though formal registration has closed. Even so, these 45 participants have already allowed us to break even. Reminder: we pay per room, not per person, so yes, it does behoove us to put more people into each room.

Currently holding/considering at Ferry Beach:

    Mar 19 – 21, 2027

    Oct 29 – 31, 2027

    Mar 31 – Apr 2, 2028 or Apr 21 – 23, 2028* 

    Oct 27 – 29, 2028

    *later date preferred by informal vote of those present

Next Steps: Kiara is holding the above dates until she actually sees and can review the details of the contract (forthcoming from Ferry; not available by today's Meraki). It will be up to Meraki to approve dates.

Reminder from Kiara: while it is true that there has been general consensus around Ferry having generally better amenities and location than Oceanwood Conference Center, we need not feel like we can book only Ferry.

PCD sponsored Workshops: Brian

TABLED

Where Can We Dance update: Tasja 

- Current deal-breaker for the Boys & Girls Club (BGC): they would require—but don’t presently have—a staffer to be present during PCD activity (set-up, dance, break-down).

- Brick Hill went flat (see previous Meraki notes for more details).

- Where Can We Dance committee resurrected (Devin, Tasja, Emily, Noah) motivated by Temple Beth El’s floor and its identity as a sectarian place of worship. 

    First step: culling the current list of 80 spaces down to 30 which seem worthy of follow-up (some are new, some are ancient and may have new circumstances, some have as-yet incomplete data). 

    Next step: the committee will write a script with which a broader group of volunteers will use to make those follow-up calls/inquiries. Volunteer callers: Jay, Kiara, Rebecca, Sunshine, Syd, Todd.

Code of Conduct (CoC): Emily G

(Committee which formulated the CoC draft: Emily, Alex, Mellen, Dave S, Jess) Emily described the CoC as a distinct and separate protocol from the Wiz’s existing ReFlow for how to deal with difficult issues which come up in the dance community. Also to consider: would Wiz be the sole body to follow up on CoC concerns, or might that role include others in the broader community. Wiz waiting until May to meet and speak in depth on this subject (so as to ensure more Wizzers can participate); Felicia has volunteered to help Emily continue representing the CoC since this process is moving more slowly than she anticipated and spring will pull her time and focus back to her work.

Rebecca sought and received clarification about the two notes at the end of the current draft:

• “no history of old reports”: Emily is concerned that there be access to historical knowledge of past grievances so that as new grievances arise there is a context in which to place them.
• “CoC needs ‘teeth’ to kick someone out for anonymous reports”: Emily confirmed that there might be interest in using anonymous and/or outside-of-PCD reports of grievances to trigger the ability to kick someone out. And furthermore, that those with a grievance should not have to bear full responsibility for their own safety; they should also have support from the community.

Rebecca expressed support for having two avenues to report distressing events: ReFlow supports the individual who has felt boundaries were crossed whereas the CoC could allow the community/Wiz to speak directly to the individual who has had problematic behavior. 

It is intended that a lawyer look at the draft.

Survey of PCD dancers: Tasja, on behalf of Devin

Tasja read Devin’s email to the group. Devin is interested in developing a survey which will get to the heart of what the PCD community wants—particularly in regards to space, culture, safety, and retreats. Would Meraki be interested in her spending time developing questions for such a survey? 

Without Devin present to answer questions, the group mused about the concept of a survey, what information it might gather (e.g. how does the PCD dance serve its community?), and what might be done with that information (e.g. noting that it might also help inform the Where Can We Dance committee). 

Mellen noted that three years ago, a survey successfully gathered a list reflecting people’s willingness to volunteer in various capacities (e.g. greeting, etc.).

Brian not opposed to a survey, but wanting to establish what the gathered information would be meant to accomplish.

The group agreed that it is interested in learning more about Devin’s motivation behind and vision for this survey, and would like that to happen before Devin would spend any time creating survey questions.

Next Meetings

Tuesday, April 21 in person, at Rebecca's; Note Taker: Brian

Monday, May 18 on Zoom; Note Taker: TBD

Meraki Meeting February 9, 2026 on ZOOM

 

Meraki Monday February 9, 2026 on ZOOM

Attendees: Marion, Andrew, , James G, Marc F, Kiara, Shelagh, Emily, Tasja, Jennifer D, Devin.  Deb: in-gatherer, Andrew: out-gatherer, John: facilitator,  Kiara : timekeeper, Brian: vibe checker, Rebecca: notetaker 

Meeting Format

• Choose roles 
• In-gathering
• Briefly review How We Roll
• Summarize previous meeting notes 
• Gather new agenda items : sound equipment sharing, update on review of castle, sound quality issues, 
• Set order and time for items
• Attend to agenda items
• Schedule future meeting(s)

Evaluation

• Out-gathering

Published Agenda

• Spring Retreat update - Kiara, Nate (changed to Kiara, Deb)
• PCD sponsored Workshops - Brian. 
• Reinvigorate Search Committee - Tasja
• Update on Boys & Girls Club - Tasja 
• Attendance Counting Support Proposal
• Proposal: Attendance support at dance opening - Brian
• • Have one designated person help count attendance at the beginning of dance. This person would receive free entry in exchange for counting attendees from 12:45–1:15. After 1:15, the responsibility for tracking attendance would transition to the greeter. This approach ensures accurate early counts without adding ongoing workload or cost, and supports a smoother start to the event.
     
    The purpose of this counting is to give us an accurate idea of how many people are coming to each dance. With this information we can make a better informed decisions around future planning. 
    
    
    Added Agenda Items:

•  Sharing Sound System: John B
• Code of Conduct: Emily G
• Problems with Sound System recently: Emily G

 

Spring Retreat update - Kiara/Deb

The committee is Nate, Elise and Kiara. No Contract signed yet (due 3/9). Committee is meeting weekly, currently considering whether to have Ferry Beach do the registration process or use our pre-existing registration process.  Likely they will not use Ferry Beach's registration process and opt for use ours.  

Three DJs are committed.  Several options for the 4th set: Nev is considering, Mark will offer a pre-made set but not attend.  They are not considering the DJ trainees for the retreat. They will consider another option for the 4th set: contact jam, guided movement, pre-recorded set, talent show etc.  Group solicited for ideas for the 4th set which Deb collected

John: can we schedule multi year contract for annual retreats with a set rate at Ferry?

Kiara: we can discuss this now or she can gather information about what possible dates would be available

Devin: would we get better dates if we signed a multi year contract? Consider that the campground is open in May

Kiara: consider that warmer dates could mean less attendance as people are often busier in later Spring, she will check with Ferry about availability and report back

 PCD sponsored Workshops - Brian

TABLED

 Reinvigorate Search Committee - Tasja 

Tasja: Given the recent discussion about issues holding dance at Temple Beth El, there was some general questions about whether to have a new, active official search committee.  The former committee (Mellon, Lori H, Kari) still has the  spreadsheet with at least 60 venues that have been explored. Kari is willing to serve as a consultant to a new committee. Karl L has been a significant help with assessing spaces as well.   How should we go about starting a new committee?

Devin: Is attendance committee's report relevant to this decision? What are the other reasons to change location?

Tasja: more space, decrease the accessibility issue raised by the location in a temple, and to find a more permanent home.  Will need to address whether to continue to look for sublease space vs owning a space

Emily: offers to join Search committee, 

Devin: offers to join Search Committee

John: how about Tasja?

Tasja: willing, but not available this summer

Brian: Kari has offered to be a consultant 

Deb: there may be value to an adjunct committee--others who would be willing to go look at locations with the committee.

Tasja: This raises the question of who to reach out to if we want to go look at a place?  In the past, we have contacted a group of regular Meraki attendees,  most people at this meeting have agreed to be available.  

Rebecca: could the new Search Committee gather together the names of those interested in looking at places.

Shelagh: what about lease/own options?  The Vision Committee was considering how to guide PCD's growth perhaps in that direction

John: PCD doesn't have the current capacity to consider a lease for a larger space that involves renovations/subleasing etc.  This larger endeavor would increase our scope/purpose beyond what our scope currently is.   

Rebecca: agreed, looking at lease/own is beyond the scope of this volunteer organization

Kiara: agreed, that is beyond PCD scope

Devin: This new search committee (Devin, Emily, Tasja) will focus on rental options, they will reach out to the previous Search Committee for starters. 

 Update on Boys & Girls Club/Castle - Tasja 

Tasja: Several folks were going to go to Boys&Girls Club (BGC), but ICE was active in the area and the BGC couldn't coordinate a time to meet at this point.  Tasja has seen it before. General description: Big gym, tall ceilings, light coming through windows above, sprung hardwood floor created by Maine Celtics,  their logo on the floor, bleachers. No HVAC or ventilation, no a/c.  Heated, but "can be chilly". Very affordable: $62/hour  Parking: Sunday morning downtown, unknown how difficult that would be.  She suggests we do a trial dance on a Sunday morning and see.  

Devin: churches may take up parking in the area.  Would we change the time, afternoon dance might mean better parking and some people prefer the afternoon time. 

Rebecca: do bleachers move up (prob not). Prior to Avant, we danced in 2-3 gymnasiums in the Portland area and it was a good experience

John: Castle is only a lease option, do we want to even talk any further about this?

Beck: let's add it to the Search Committee's list with the caveat that it requires renovation and a lease

Tasja:  Note that it's a rectangular space, needs some buildout, zoning likely won't allow for dance.  

Rebecca: if zoning is the limit, we could potentially figure out how we could comply with zoning regulations,e.g. there is a way for us to make a case that we do skill training/education

Jen D: She works below and is familiar with the space, the owner wants tenants and would readily work with us, it could be a useable space if we did some renovations.

Tasja: loved the space

Shelagh: encourages others who are interested in space to look through past meeting notes for more background/info

Proposal: Attendance support at dance opening - Brian  

See proposal above. Brian has done the vast majority of the counting since June, 2025 and is looking for approval of the proposal to help increase participation in counting attendance.

Tasja: Lori had the clicker and let people in at the door which helped decrease cold air coming in, nice way to greet people and keep track of numbers. 

Shelagh:  how long are you going to do this for?

Brian: count until June for a years worth of numbers

Emily: would it work to have two greeters instead?

Rebecca: do you still want to count closing circle?

Kiara: Here's another type of proposal, if we did preregistration, we would automatically take care of counting the numbers.

Brian: Good idea, but that's not what we're doing now.  He will cont to count closing circle. 

Tasja: let's do two greeters

Devin: it might be nice to get two greeters, they could cover for each other

Shelagh: supports two greeters

Brian: Let's vote on the current proposal which is just for one counter.  That's a different proposal if we increase to two greeters 

Jen D: love the two greeter idea. Let's tell the community that we're growing as a community and need more support. 

Brian/ John: Let's vote on this proposal, and add another proposal later about increasing to two greeters. 

Proposal as it exists was voted on:  passed unanimously!

Rebecca: Regarding increasing the number of greeters, please include Lil if there is a proposal to change to two greeters. She has been the Greeter Coordinator for a long time and this decision needs to include her. 

Sharing Sound System

 IntownContra  uses the same space once/month on Sunday evenings. Alex, who coordinates the group,  is interested in sharing our sound system, they have to lug their sound system in every time. 

Beck: how does it benefit us?

Tasja/Emily: Benefit is community collaboration

Kiara: how much does our equipment cost ($800 each).  Should they use their own cables?

John will bring proposal next time

Code of Conduct (CoC)

The committee met: Emily, Alex, Mellon, Dave S, Jess and created a rough draft

Emily presented the rationale for a CoC: We don't have a document that says don't harass each other, there is no formal protocol for holding others accountable to a code of conduct. With a CoC, every participant reads it and signs it.  Our community as a whole agrees to and supports these expectations of conduct.   

They are editing and reviewing their first draft, then will send it to the Wiz since it involves the Wiz's participation.  Emily will also include anyone else who wants to see the draft, Emily has the names of those who would like to review it and will send the rough draft out via email for feedback from Wiz and others.   

Devin: will a lawyer look at it? 

Emily: a Code of Conduct doesn't have any legal weight, but it could help 

Devin: it's like a waiver, people could  read it and sign it. 

PROBLEMS WITH SOUND SYSTEM

Emily noticed treble sounds that were audibly uncomfortable, especially with this last dance and also other dances.  

John: Dina asked John to attend next DJ meeting.  Every DJ has a different set up and there is some info that exists about how to interface, but there are varying degrees of expertise and setup systems.  John will assist them

Emily: is there a way to do a sound check to verify the sound system is working well

Brian:  can help with the basics, happy to learn more.  

Jen D: as a DJ in training, she saw a tech message in the DJ Chat that was offering a Sound Engineering training, Gary G and Mark could help with this as well 

John: could there be a daylong workshop where every DJ learns how to interface with our system

Devin: could there be other sound back up support positions besides John

John: Brian has been learning to do sound support

Evaluations done!

Outgathering:  Andrew read The Sacred Dance of Life by Hafiz

Next Meetings

Sunday March 15 after dance--Lori will be note taker; 

Tuesday, April 21 in person, locationTBD . John will be note taker. 

Meraki Tuesday January 13, 2026 in person

Meraki Tuesday January 13, 2026 at Marion's House

Meraki met at Marion's house 

Attendees: Lori (in-gatherer), Brian S (facilitator), Beck B (timekeeper), Kari P (vibe checker), John B (notetaker), Jess M, Jimmie P, Lori H, Tasja S, Dave, Emily G, Shelagh, Cor, Mellen

Meeting Format

• Choose roles (In-gatherer, Facilitator, Timekeeper, Vibe Checker, Note Taker)
• In-gathering
• Briefly review How We Roll
• Summarize previous meeting notes 
• Gather new agenda items
• Set order and time for items
• Attend to agenda items
• Schedule future meeting(s)
• Evaluation
• Out-gathering

Published Agenda

• PCD DJ Training update - Jason Mellen
• Review how we collect Meraki agenda items & proposals - Tasja
• Fall Retreat financials - John
• Spring Retreat update - Kiara/Nate
• PCD sponsored Workshops - Brian
• AI Meeting Summaries - John
• Attendance - Brian

Added Agenda Items:

• Promotion (added) - Mellen
• Rates we're charging - Emily
• Code of Conduct - Emily
• Dance Space Possibility - Tasja
• Inquiry on Equipment Sharing - Cor
• Workshop/Onboarding Idea - Jess (Folded into Jason/Brian subcommittee)
• Where Can We Dance search committee

Dancer Concern about PCD's venue - Beck

Summary of issue from the past regarding dancer's discomfort meeting in a Synagogue. We discussed, and Beck responded to the individual, who wasn't comfortable with our decision to not pursue discussion with synagogue management about policies with regards to Gaza, etc. Dancer asked to be removed from all lists.

Emily: We should continue to hold that discussion; others have decided not to dance with us at the synagogue. The issue is alive; we shouldn't put it to bed.

Brian: During prior meetings, that was also shared

Tasj: Does this motivate us to re-engage search committee?

PCD DJ Training update - Mellen

Mellen: First session is this Thursday (Jan 15) with 4 prospective DJs; one can't make it.

Mellen to report who the trainees are

Tasj: If we voted for 4, and there are 5, that changes the math. Brian: doesn't change the math

Jess: I know some of the people who weren't picked, the letter felt unnecessarily exclusionary, and said more than was needed about why they were declined, including "We don't feel like you fit". Felt that wasn't cool. Feels there's a better protocol for letting people know. It read like a "fit with the group", not just that their music wasn't a fit. Read to her very exclusionary.

Can Mellen can give feedback on making the letter better?

Brian: Let's let that feedback just be filtered back to the DJ committee, rather than attempting to craft a solution.

Jess: In the future, "thank you so much for applying" with not

Mellen: Candidates are Ash, Jen Daigle, Bodhi, Sadie Grant (in other words, not 5 as previously said)

Review how we collect Meraki agenda items & proposals - Tasja

Marion and I had peaceful transfer of power meeting. Item of discussion was "how do we gather agenda items?" Tasj sent to select group, but it's not enough on people's radars to add in advance.

John: Propose we send email to membership soliciting new items, along with a link to the notes from the last meeting.

Tasj: Another idea: announce at closing circle

Lori: Important when soliciting that make it clear you need to present a proposal if you're making one.

Mellen: There's also a format for proposals

Beck: Agenda item doesn't have to be a proposal, right? Yes.

Brian (Point of order regarding stacking questions)

Resolved: We will publish a message after each meeting with

• summary and/or link to last meeting notes;
• request for future agenda items and proposals (along with the proposal format);
• request for notetaker for the next meeting

Fall Retreat financials - John

John presented the final Fall '25 retreat financial report, noting that partial refunds were adjusted to maintain the $100 scholarship support agreed to early at Meraki, and that the retreat committee did an amazing job with finances (thanks to Nate and Kiara!):

   $12,785.00 Gross registrations

      $384.97 Stripe fees

   ----------

   $12,630.03 Net registrations

 - $10,871.00 Lodging

 -    $800.00 DJs

 -    $250.00 Snacks

 -    $809.00 Refunds

=============

 -     $99.97 Final, PCD contribution for retreat scholarships

Spring Retreat update - Kiara/Nate

Kiara/Nate not present; John B relayed the date: March 27-29 for the spring retreat at Ferry Beach.

Mellen: We definitely need to know those dates for DJs etc.

PCD sponsored Workshops - Brian

Tabled 

AI Meeting Summaries - John

Zoom offers AI meeting summary, and there may be tools we could use for the same purpose in person.

Brian and Lori both offer to take notes in rotation

Beck: We're in person. Don't want to bring AI in. Energy cost should be quantified. Happy to be a note-taker.

John described a new note-taking mechanism

Tasj: We need note-takers in advance. We should request for note-taker 

Marion: Selecting note-taker for next Meraki meeting should be part of the planning meeting.

Lori: Note-taker can take by hand and type up later

Volunteer note-takers: Lori, John, Beck, Brian, Marion volunteer to be part of the steno pool

Lori: We never ask DJs to use AI to create their sets

Marion: We also don't tell them not to use AI

Resolved: We will not use AI to generate meeting notes, but for Zoom meetings, can record them so the note-taker can transcribe later.

Attendance and Rate - Brian

Wrote a proposal (but didn't bring it) to change donation to $15 suggested donation. Looking at new spaces, $10 is cheapest for any dance anywhere.

Emily: Fusion dance is $15 to $60 donation in. Have a min and max and say "no one turned away"

Marion: With retreat, sliding scale interesting model, maybe we could apply to dance.

Emily: suggests $15 to $30, no one turned away

Brian: another proposal Beck and I have been taking attendance; Annual meeting gave numbers. Summary: last dance 113 people, the most we have counted. Similar numbers before we started counting. Looking at the hard numbers, projection: We could get even more than 113, because the max we counted was last May: 105. January to May, we could potentially have more.

Proposal: 1 designated person count attendance (free dance) until 1:15 PM. Brian doesn't want to do it every time. Idea: to count through May to get a year's worth of hard data.

Beck: Like the idea of ending at 1:15. Make sure it's OK with greeter coordinator. Give the counter to the greeter to continue count (if they are able) after 1:15.

Beck/Kari: Include Lily (greeter coordinator) in the ask

Shelagh: Curious about the need to raise the rate.

John: I feel we should ask for more money when we need it, as for a new more expensive space.

Emily: We could bracket a fee $10 - upper limit. Further discussion warranted,

Beck: Tally indicated we were short about 10% from expected

John: We should keep a spreadsheet on attendance

We changed our messaging around donation to ask for that specific amount

Resolved: With Greeter Coordinator Lily's OK, designate one person to count attendance until 1:15, then give the counter to the greeter coordinator, who at that time of the process has light demands on their attention, to continue counting if they are willing.

Promotion - Mellen (Related: Attendance: Brian)

Update: Monthly announcements haven't really decreased numbers of new attendees. Don't know how the word is circulation. It's too crowded, I'm not comfortable. Should we continue with once a month announcements?

Tasj: Jeff sending out dance announcements with specific dates

Jess: OneDance got off the list

Beck: Jeff is willing to take us off the list. Wasn't full consensus from Meraki to take it off the list. Willing to talk to Jeff if we have consensus.

Shelagh: 2 questions: 1) Should we continue monthly announcements? Yes. 1) Should we ask to be off Jeff's list?

Brian: We're pretty consistent with low in the summer, higher in winter. With the power of word of mouth, taking off Jeff's list isn't going to solve attendance problems. We can ask to be taken off Jeff's list, but it won't matter.

Beck won't ask Jeff to take us off his list.

Jimmie: if we increase frequency, that will increase the numbers, because people make it a regular appointment. Our numbers are already close to a max.

Brian: close by saying that anyone who's passionate about it, keep a note to yourself, how full did it feel today, bring that to our discussion; we can talk about it in the future.

Lori: Music makes a difference; if more frenetic, seems more crowded.

Resolved: Continue monthly announcements, don't ask Jeff to take us off his list.

Potential space Boys & Girls Club on Cumberland Ave: Tasj

After brief discussion of interest and status, Resolved: Tasj will set up a meeting for after dance, will notify everyone in this room

Sound sharing: Cor

Cor: Alex of Contradance group that meets at Beth El is curious about sharing equipment. Seed: Thriving collaborative vibe

Cor will get my contact info to coordinate with Alex.

Jimmie: Had a discussion with Alex, he had to earn money? 

Resolved: Cor to share Al's contact info with John, who will discuss possible equipment sharing with Al.

Code of Conduct: Emily

Emily: Write down Code of Conduct, set behavioral expectations for people. Wiz doesn't want the onus to make decisions about handling individual actions. Has researched creating Code of Conduct, wants to make it collaborative.

Brian: Great idea, 

John: Propose committee

Resolved: Created Code of Conduct committee/group/team, with Jess, Mellen, Dave, and Emily leading

Next Meetings

Tasj: Add to agenda for next time: reinvigorate Search Committee

Monday February 9, 7-9 PM on Zoom; Notes: Beck

Sunday March 15 after dance; Notes: 

Annual Meeting: Dec 7 2026 After Dance

PCD membership met after dance on Dec 7, 2026 to review our accomplishments in 2025 and vote in new officers for 2026.

John noted that we have 235 members, that we need 10% of the membership present to vote in new officers, and that we have a quorum.

MCs

Jess and Alban were our MCs for the Annual Meeting, leading us into each topic.

Ingathering

Kari and Lori led us in a sacred procession of our PCD prayer flags into a spiral and then out again, toning as we wove our way together and back into a circle.

Appreciations

Rebecca and Jamie offered colored ribbons to each member of the community who has volunteered for PCD in these areas:

• Committee members (Retreat, Vision, Capacity, see below)

• Wiz (Kari, Lori, Lily, Jimmie, Rebecca, Blair, Tim, Brian, Emily)

• Officers (Rebecca, Tasja, Jamie)

• Greeters (Lily and various members)

• Finance (Jamie, John)

• Oversight (John)

• Membership maintenance (John)

• Email communication (Mellen)

• Website updates (Lori)

• Breaking down or setting up (various members)

• Counting money with the Treasurer (various members)

• Hosting a Meraki meeting (various members)

DJ Appreciation 

The DJs present and not present were honored for their offerings to PCD. Much appreciation was expressed!

President's Report

Rebecca offered this report:

It was one year ago, next week, that we had our first dance here at Temple Beth El after a 6 week break of having no place to dance. The experience of suddenly having no place to dance may have fueled some of the energy of this last year. We were all deeply grateful that the Space Committee (Kari, Lori and Mellen) found us a place to dance. 

Some limitations have become apparent over the months, as well as some distinctly positive outcomes. Parking, storage, communal space to gather and a larger dance floor are all greatly appreciated. We changed our time to the afternoon, a number of people became aware of the limitations of dancing on a non-wood, concrete floor and there were concerns raised about whether dancing in a religious space, a Jewish synagogue, would limit access to some people. Our hosts here at Beth El have been gracious, accommodating and welcoming.

Over the last year, there were 3 distinct initiatives to look towards future growth. Capacity and Vision committees were active. Capacity was developed to look at alternatives to managing our growth and a document was devised with ideas for membership responsibilities and pre-registration options. The decision was made to not make any changes at this point and assess attendance numbers for the rest of the year. Membership and Registration committees are currently not active. A document exists in the PCD Meeting notes with those ideas that could be pursued in the future. Attendance and Vision committees will give their update later.

The second initiative deserves some special recognition and appreciation for Tasja and Kiara. In an attempt to address some of the limitations of size, floor, renting from another organization they came up with a real possibility for a forever home for PCD. A Feasibility Committee was considered to explore subleasing a space on Forest Avenue. Several different groups explored the large space there and considered how a healing or dance collective could be developed. Much creative energy was put into this possibility, so a larger meeting was formed which raised even more questions and possibilities for how PCD might grow in the future. From that another document was formed to outline possibilities for a forever home for PCD. Many thanks to Deb Grant for this document which is also available in the PCD archives to be used as an outline for things to consider when starting this sort of big growth endeavor. 

A third possibility developed in June/July when the director of Portland Community Squash (with input from Tasja) pulled together several meetings of different dance communities with an intention of forming a Dance Collective. Several members attended these meetings and even toured the possible home on Lancaster Street in the Bayside neighborhood. This project is still in early stages of development and Tasja is our liaison to them at this point. 

And a fourth smaller initiative was coordinated by Kari and attended by Wiz. This involved ongoing discussion and meetings with Mechanics Hall on Congress Street to consider whether that space would be useful for us to use. Ultimately, it wasn’t a better alternative.

Although none of these options resulted in a change, I’d like to reinforce that the energy and efforts that were put into all three of these endeavors were worthwhile in planting seeds and providing practical information which can be access in the future as new initiatives are considered. 

And here we need to offer a big heartfelt appreciation for the current secretary, and all the past secretaries, who have kept well organized PCD Meeting Notes, easily accessible in the Blog Archive going back to 2013. And we will hear more from the Vision Committee and also a DJ proposal to increase the number of DJs allowing us to increase the number of dances each month. And more good news is that we have a nice nest egg financially, which could be used for future endeavors if/when the opportunity arises. 

So it’s been a year of fertile ideas and ongoing dances. 28 dances in 2025 and 9 Meraki meetings. My hope is we keep encouraging new ideas and new initiatives, new committees and new member involvement to truly help shape our future with the intent to preserve the magic and the mystery, the joy and the transformation, the community and the love we experience here together as we join in the sacred power of collective dance.

DJ Report

Kellie and Jason eluded to the upcoming DJ proposal to be discussed and voted on after the meeting. See Meraki Meeting Notes: Dec 7, 2025.

They also noted that we brought on one new DJ in 2025, DJ CJ Fee' (Charity Joy Robinson), introduced at the PCD Fall Retreat. 

As coordinator with Temple Beth El, Kari noted that starting in January, we have made arrangements with Temple Beth el for PCD to offer three dances a month consistently (except for April). 

Greeter Report

Lily shared that we've had many new PCD greeters this year, especially in the last few months. 

She remains committed to overseeing this volunteer role. 

The group expressed appreciation for her ongoing commitment to the role of Greeter Coordinator. 

Capacity Report

Rebecca reported that earlier this year we began tracking attendance due to steadily rising attendance at our dances. For a number of months, Brian was tracking the number of people who came in the door and the number of people at closing circle and comparing it to the money we took in. 

We learned that with a margin of error of about 10%, we consistently have between 60 and 100 people attending dance. 

Although various proposals were introduced during the year to address capacity, they are all on hold given generally steady numbers that the committee feels is within capacity.

Finance Report

Jamie shared our overall financial picture (with images created by Lori and data provided by John), which is rosy. 

Our numbers have been growing steadily over the past number of years, partially due to switching from a suggested donation to a fixed price. 

We have about $25,000 in the bank, which is well above the minimum that we decided to stay above, which is $7000. 

Each dance costs PCD about $500: $200 for DJ, $150 rental, $150 overhead (insurance, etc). 

Wiz Report

Kari and Lori offered this report:

We are the group of intrepid dancers whose goal is to make sure our PCD dances happen smoothly for us all. For those of you who may not know, the name "Wiz" was chosen years ago when PCD was young, and it’s definitely a more fun title than "Operations Committee"! It’s derived from the Harry Potter stories and is short for "Wizengamut," or Council of Wise Folks!!!

What magic does the Wiz make happen for each dance, you ask? (waving a wand with each)

clean floors...

set up sound equipment...

shhh—quiet on the dance floor...

we need signs...

it's getting hot in here...

it's too bright...

break down sound equipment...

manage contents of the lost and lost box...

Kari has had the honor of being the unofficial organizer of the Wiz for several years now and has gained much respect for all that we actually do besides cleaning! As PCD has stretched and grown, our role has taken on new and challenging tasks as we stepped up to meet the needs of that growth.

You mean even more magical magic? (waving a wand with each)

Woah, what's going on over there on the dance floor...!?!

I need help figuring out this whole dance thing with these people?

I'm having an emergency!—help!

Is there a suggestion box around here?

Last year Kari came to realize that it was time to step out of this position and step aside for some one else to take over. Luckily for her, that person is also a dear friend and is as devoted to PCD as she is. 

Thank you, Lori, for stepping up and bringing your great skills and clear intentions and kind nature to lead our little group as we all move forward!

Thank you, Kari, for keeping your loving attention on the needs of PCD for so long. We have felt your deep care. Lori will try to follow in your loving footsteps as the Wiz works together to find easeful resolutions to any new challenges that come up.

Retreat Committee

Nate honored those on the two retreat committees for 2026 (Nate, Nev, Devin, Marion, Tasja, Sunshine, Kiara, and Sadie). In particular, Devin was honored as having written up a playbook for organizing retreats going forward. 

Nate noted that this is the first time PCD has hosted both a spring and fall retreat.

The spring retreat at Oceanwood was the first time PCD introduced a sliding scale to make the retreat more accessible to all PCD members, with no extra cost for different types of rooms (introduced by Nate). We experimented with Oceanwood because we had a number of issues at the last retreat at Ferry Beach in 2024.

The fall retreat at Ferry Beach was much better than in the past, and we continued to offer a sliding scale. 

We will likely continue to offer spring and fall retreats, most likely at Ferry Beach. 

Nate and Kiara will continue on the committee for 2026 and are looking for one other person to join. Please reach out if you are interested in joining. 

Vision Committee

Shelagh shared that the Vision Committee (Shelagh, Deb, Jason, Brian, Tasja, Nev, Kiara, Kellie) has met irregularly since last spring to explore the future vision for our community. 

The initial goal was to offer creative ways of soliciting input from the wider PCD community about what we want for our future in a way that we could process the information in an effective way. However, after meeting a number of times, and taking a long hiatus, the group has not come to a general consensus as to how to move forward. One of the big issues is whether there is enough individual time, energy, and commitment toward moving anything forward in new ways given people's busy and otherwise engaged lives. 

As a result, the committee has formed two smaller groups, one that is considering offering community trainings on various issues around culture (Jason and Brian) and the other that is continuing to explore our mission and engagement as a community (Shelagh, Kiara, and Tasja). 

Please reach out if you're interested in joining these conversations.

Appreciation of Past Officers

Our current officers were honored for their service:

President, Rebecca

Secretary, Tasja

Treasurer, Jamie  

This is Tasja's second year as Secretary and Jamie's second year as Treasurer. 

Electing New Officers

This slate was voted in, donning the royal regalia in the form of passing of the hats from existing to new officers:

President, Brian Simpson (in absentia)

Secretary, Marion Knox (in absentia)

Treasurer, Jamie Scwellenbach

Filling in for each were three stuffed animals. Rest assured, membership, we are in good hands for 2026!!!

Outgathering

(Lyrics co-created by your outgoing officers with musical accompaniment by Cor, sung in unison to the tune of If I Had a Hammer by Peter, Paul, and Mary)

If We Had a Dance

If I had some rhythm

I'd move it in the morning

I'd shake it the evening

All over this town 

I'd wiggle my bootie

I'd open my heart and soul

I'd dance out love between my brothers and my sisters

All over this land

If we had some friends

We’d rock it in the morning

We’d swing it in the evening

All over this state

We'd twirl and spin ‘em

We'd boogie and sweat with them

We'd dance out hope between our brothers and our sisters

All over this land

If we had community
We’d gather in the morning
We'd meet up in the evening
All over this world
We'd join our hands in trust
We'd touch our hearts and souls
We'd dance out joy between our brothers and our sisters
All over this land

Well, we got some rhythm

And we got some friends 

And we got our P! C! D!

Right here in our hearts

It's the rhythm of release

It's the dance of freedom

It's the song about love between my brothers and my sisters

All over this land