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

Meraki Dec 7 2025 After Annual Meeting

Meraki (the PCD Steering Committee) met via Zoom on Sunday, Dec 7 2025 After Dance and Annual Meeting

Attending: Tasja (notetaker), Kellie, Jason, Mellen, Rebecca, Kari, Jimmie, Lori, Sophie, Andrew, Felicia, Noah, John, Jamie, Alban, Jess, Eva, ???

Note: As this was a Meraki meeting tacked onto the Annual Meeting, we didn't follow the normal meeting format or assign roles.

Agenda

• DJ Training and Mentorship Proposal - Jason & Kellie

Kellie and Jason walked us through their proposal. Here are the highlights:

Background

DJs have been meeting more regularly to come up with a plan to train four new DJs in 2026 in both the PCD culture and technology around DJing. 

In the past, training has happened as one-offs, whereby current DJs put in a lot of time and sometimes the prospective DJ hasn't followed through. 

The proposal is designed to 1) provide more consistency around DJ training, 2) offer DJ mentors financial compensation for their considerable time, and 3) ensure prospective new DJs are committed to the process. 

Noteworthy is that this is the first time PCD has undertaken a formal DJ training process.

Training Process

The training process consists of two group trainings:

• The first will be in January and will address PCD culture, holding space, music selection, etc.
• The second will be in February and will address more of the technology around DJs, mixing, equipment, music source, etc. 

ALL DJs are encouraged to attend these trainings to provide more consistency and cohesion among all our DJs around music and culture. 

In addition, each DJ-in-training will be paired with a DJ mentor who will support the new DJ in coming up to speed. 

Financial Ask

First, the proposal asks Meraki to pay $500 to train each of four new DJs for a total of $2000. Each DJ-in-training will be paired with a DJ mentor who will spend an estimated 15 - 20 hours training, although the time spent is up to the DJ mentor. 

Second, the proposal asks each DJ-in-training to pay $200 up front to show their commitment to the training process. 

Third, the proposal asks Meraki to pay for two dinners for 14 people each (10 existing DJs plus 4 new DJs) for the group training sessions at a cost of $200 each. These are expected to take place at night and go for three hours, so food will support and encourage the process. The DJs are not being paid for these training sessions.

The total financial ask is for $1600, summarized here:

DJ mentors (4 x $500)                2000

Training dinners (2 x $200)           400

DJ-in-training fees (4 x $200)      (800)

TOTAL                                        $1600

Status

11 people have expressed interest in being a PCD DJ. The next step is to have each of them fill out a formal application to describe their DJing experience and understanding of the PCD culture and musical wave structure. 

The DJs will review the applications and choose four DJs for training in January 2026.

The four new DJs are expected to start offering sets in June of 2026.

The training around PCD culture and music is based on our current understanding of what that is and could potentially evolve over time with input from the Vision committee. 

The application process is now closed for 2026 but will open up again next year, as needed.

Decision

Unanimous acceptance of the proposal

Meraki Nov 3 2025: Zoom

Meraki (the PCD Steering Committee) met via Zoom on Monday, November 3, from 7-9 PM

Attending: John B (notetaker), Tasja, Deb (Ingathering) Mellen, Rebecca (Vibe checker), Lori (timekeeper), Kiara, Shelagh

Meeting Format

• Choose roles (Ingatherer, Facilitator, Timekeeper, Vibe Checker, Note Taker)
• 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)
• Evaluation
• Outgathering

Agenda

• Fall 2025 Retreat Summary (Kiara)
• Email message expressing concerns about the facility we use for dance (Rebecca)
• 190 Lancaster Street Update (Tasja)
• Annual Meeting Planning (Rebecca)

Tabled

• DJ Training Proposal (Jason)
• PCD sponsored Workshops (Brian)
• (Added) AI Meeting Summaries (John)

John hosted the meeting on Zoom, and turned on AI Summary so that notetaking would be easier. Several members present expressed concern about using AI to summarize meetings and asked that it be added as an agenda item to be discussed and decided by Meraki. John turned off the Zoom AI summary feature, and knuckled down to take notes, which are summarized here.

190 Lancaster Street Update (Tasja)

Tasja talked to Barrett at Portland Community Squash to find out if anything's happening with Lancaster Street location (A possible space that several Portland area dance organizations could use). Porta wrote up a lease, presented to Portland Ballet, which rejected it, and they're happy to share the lease with us. The cost would be $10/sq foot (a low price); Portland Ballet rejected it (possibly because of the poles in the space).

Other share: Opportunity Alliance still has a lease on the space even though they moved out, and continue to pay rent. Because they're doing that, landlord would potentially offer that money as part of the buildout. Tasja wanted to share with us and not just hold the info herself.

John: Is there further action warranted on this?

Tasja: No, would require visioning and resources beyond what seem to be available at PCD.

Kiara: PCD is several steps behind being able to consider such proposals

Rebecca: Are you (Tasja) willing to continue to liase with Barrett? 

Tasja: Yes, I will contact him.

Deb:

It could be worthwhile writing to PCD people that attended the initial meetings where we explored the possibility of the new space. When Mellen and I left that meeting, seemed like PCD was the least noticeable to them. Some communication would help to increase our visibility. Thanks to Tasja and Kiara, and to anyone else who worked on that. Important to know that you're appreciated.

Action: Tasja to contact Barrett to see if there's any update on 190 Lancaster St.

Retreat Committee Update (Kiara)

John can give numbers, and we need to meet to determine how to divvy up for cancellations that occurred after the deadline

Ferry Beach (FB) said they could give assured regular dates if we could commit to multi-year contract

We had 58 total registrants, but a few had to drop out: Sadie, Marion

FB has a pretty strict system of determining who's in what bed. They have a whole safety protocol with badges. A lot of times FB has people sign up through them directly.

Pros and cons discussed of FB vs Oceanwood

Did we get a discount for mold problems that dancers experienced? Kiara discussed with them, but because we didn't call the amply posted numbers during the weekend so that they could address issues, they wouldn't discount, and we didn't want to push it. We paid their invoice.

John: Unless something has changed, using FB for registration would require participants to pay for all their roommates at the time of registration.

Kiara: It would be helpful to let people figure out their own lodging

Do we have a committee established for the next and future retreats? No, but Kiara is willing to spearhead future retreat committees

Deb: leadership for this retreat had a different low-key vibe, appreciated it.

Kiara: That did work; people stepped up for various things. This is a co-creation. When the committee doesn't hold it too tightly, there's space for people to step up effortlessly.

Pending: Creation of a new Retreat Committee and exploring a two year contract with Ferry Beach.

Dancer email regarding facility (Rebecca/Deb)

Proposal to divide the topic into 2 15 min sections (Rebecca and Deb will fill in each other's blank spaces as needed)

1.     Update
2.     Brainstorming action plans, possible solutions / next steps

Synopsis: 

A dancer sent an email through website; someone who had danced with us at Avant; they're not returning because we're dancing at Beth El. Do we know about the position or views of facility management regarding Gaza?

A follow up private email message continued to be respectful; they were disappointed to see 3 dances in November, and asked to be removed from email list; notify if/when we change locations

Rebecca wrote back with empathy and sadness about her decision; we will continue to keep confidentiality; did include a part about being an all-volunteer consensus-based organization, and it may take time to find a new home; all the lack of options of spaces landed us at our current location.

Deb: Also there are others who feel difficulty with dancing at the current location; this might not just be one person; there are perhaps others.

Rebecca: True, so it's not just about her

Rebecca reviewed questions that arose from previous meeting

  

On to questions. Are there further questions?

Shelagh: What is our responsibility in terms of relationship with the venue? Do we walk away or prioritize the relationship and engage with them?

Would we Walk away without giving a reason, or engage with dialog?

Deb: (transition to action steps) Eva shared about the venue, but Rebecca felt that third-party information wasn't relevant to our discussion.

Discussion about best ways to frame this. (Deb: accessibility; this space might be limiting.)

Rebecca: Given the complexity of these issues; let's move on to action steps.

Reinvigorate space committee (new people; Mellen, Lori, Kari did a fabulous job of researching and documented the venues). The hope is to start to look at space and creative solutions to finding another space

Mellen: Surprised and concerned to see how much time and effort is being given to this. There's always something for somebody about whatever space we're in. Concerned that we're elevating this to "should we relocate because of this?" What are we doing? Good luck to the next group (who searches for a new space).

Rebecca: It hit a deep chord in me. This feels different. Although, this can be a part of the solution: We stay, and not address it further.

Kiara: Is one of our action items to add to our mission statement that we don't take political positions

Shelagh: appreciates this discussion. Is the decision is to keep dancing or not at all? Like a relationship: Do we stay and continue dialog. (Rebecca: summarize) Value in keep dancing and continue to have difficult conversation about accessibility for others who will not dance at this temple?

Deb's version of what Shelagh said: As an organization, we hold the value about conversing around ethics

Lori: when first informed about the email message, wanted to know what is their standpoint? Looked on website, and found it, and it made her consider the complexity of the situation. So complex that it can't be a yes or no. Cannot be reduced to sound bites. A can of worms comes up.

Deb: Consider Rebecca's proposal to reinvigorate space committee for other reasons, irrespective of this

Rebecca: Willing to solicit involvement for new space committee. Lori willing to manage the google doc if that's helpful; willing to serve as consultant. Action step: start that process

Kiara: Send a callout to members in an email message

Tasja: We might have done something like this before, but include a link to the spreadsheet.

Mellen: There may have been some new venues that have popped up. Legitimate to continue to look for other reasons. This shouldn't be the reason to leave.

Rebecca: will craft email message

John: Mechanics - do we send to membership via MailChimp? 

Tasja: Maybe send to bigger list for more potential interest/etc. 

Decision: Rebecca to an email to our entire list, not just members, asking to form a new space committee.

Annual Meeting (Rebecca)

Rebecca: Board gets together, creates structure, person from each committee of dealings from the past year.

Mellen: Look at recycling the agenda. Question about food, entertainment

Rebecca to take on the agenda

Kiara re food: Last year we had an events committee; could check in with Taryn re Trader Joe's

Deb: Potluck a possibility

Rebecca: Providing food will be a draw to encourage participation

Mellen: afternoon timing means no meal needed

Kiara: all we need are simple snacks; a potluck raises the bar; if Taryn can't do it, Kiara offers to do it; we agreed to a $200 maximum expenditure for food.

To AI or Not to AI: Tabled

AI discussion for the purpose of summarizing the meeting

Kiara: there are other possibilities that don't involve AI.

Next Meeting 

• Sunday Dec 7 Annual Membership Meeting
• Tuesday Jan 13 In Person (Location TBD)