Meraki Meeting on Zoom, October 6, 2026

 Meraki Meeting on Zoom, October 6, 2026, 7-9pm

Attendees: Elise (Facilitator), Deb (Ingathering), Marion (Notetaker/Outgathering), Andrew (Vibe Checker), Tasja (Timekeeper), Bee, Blair, John, Shelagh

Meeting form

• 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)
• Evaluation
• Outgathering

 

Published Agenda:

Opening Circle at start of Sunday dance - (Hudson not present so item tabled)

Code of Conduct Report - Bee

Retreat Report  - Elise

Additional Agenda Items

Update on sharing sound equipment - John

Where Can We Dance - Feedback round on Lyman Moore Middle School 

Retreat Feedback round - Elise

Update on sharing sound equipment - John

The plan to share equipment with Open Flow Contra Dance is now "put to bed." John tried to reach Alex with a contract but there was no response. John is happy to let this plan go as it entails considerable hassle for PCD in packing up our equipment in a way that would facilitate sharing. Will revisit if Alex gets back in touch. Note: The issue will be moot if PCD moves to South Portland Middle School.

Where Can We Dance - Feedback round on Lyman Moore Middle School 

The generous space for dancing felt great to many. The poor sound quality and echo was noted, though there was a general consensus that having space balanced the poorer sound. 

Other issues for some: the florescent lights, the urinals in the all-gender bathroom, no natural light

One observation: there seemed to be less contact dance than at Beth El. Is this true? If so, why? Perhaps we are less on top of each other in the larger space?

Note from John: The sound quality will be similar at S. P. Middle School - it is not a space built for high fidelity - but there will be more natural light.

Retreat Report  - Elise

67 Attendees. Super positive responses over all. A survey will go out on October 7. 

Finances: Total income: $21,210.92 . Total cost: $22,531.83  PCD contributed $1,320.91 

Sliding Scale breakdown: 

Scholarships:                 $190 x 4 

Supported:                     $250 x 14

Covering                        $300 x 2

Covering plus donation: $350 x 41

Covering plus donation: $400: 1

Supporting:                    $450 x 5

Note: Medomack charges per person, including both room and board. They only charge for actual attendees, so we could give full refunds for cancelations. 

Spring 2027 Retreat: 

The current Retreat Committee (Elise, Kiara and Nev) do not have the capacity to find an alternative to Ferry Beach for a spring 2027 retreat.

The weekend March 19-21 is still reserved at  Ferry Beach.

While they did have good conversations with Ferry Beach, it is clear that the food situation will not change. There is a question in the survey about whether or not people would like to return to Ferry Beach in spite of the food.

Discussion: Might we be able to rent a cottage and use that to cook for specific dietary needs? Committee thinks it may be possible but there is no capacity, in the main kitchen or the cottages, to cook for the entire retreat. 

Retreat Feedback Round - Elise

Food:  Excellent quality, prepped & served by professionals with care. Having open access to leftovers was generous and friendly. Family style serving great success, no lines, easy to mix it up and sit with new people

Snacks: Good mix of things, ample, a request for more nuts

Cabins: Appreciated the privacy and sense of spaciousness. A pleasure to walk to and from. Excellent night sky. Would not want it to be too much colder. A few items found broken in one cabin

Dance space: Great, loved the opening sides in the good weather.

Environment: We traveled from all over to be there, it felt like a real destination. Felt immersed in nature - the lake is lovely, contained (though some still prefer the ocean).

Retreat Committee: wonderful organization and care for us all. HUZZAH!

Code of Conduct Report - Bee

Survey: 87-100 responses. Committee is compiling the results which will be given to the Review Panel in the next two weeks.

Documents: Are underway and will also soon be ready to share with the review panel - once the survey notes are incorporated.

Next Meetings

Monday, November 9 in-person at Deb & Jason's 7-9 pm

48 Brentwood Street, Portland ME

Annual Meeting, Sunday, December December 6, after Dance, 3:15pm 

Meraki Meeting in Person, September 14 , 2026

 

Meraki Meeting took place in person, September 14, 2026, 7-9pm

Attendees: Brian (Facilitator), Kari (Ingathering& Vibe Checker), Marion (Notes), Tasja (Timekeeper), Mellen, Bee, Larissa, Blair, Hudson, Andrew, Jamie, Eric, Gary

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)
• Evaluation
• Outgathering

 

Published Agenda:

Where Can We Dance update -  Mellen 

Retreat update - Marion

Code of Conduct Task Force update - Larissa 

Insurance for Board Members update - Brian

Additional Agenda Items:

Planning for Officer Elections at Annual Meeting

Good Medicine Friendsgiving - Eric 

Where Can We Dance update -  Mellen 

Sept 27 dance is at Lyman Moore Middle School, 1-3 pm. It is a one-off dance there as Beth El is not available. Mellen will send an email to the Sunday Dance list with the relevant details. 

October 18, 25 and November 1 Sunday morning dances will be at South Portland Middle School. These are trial dances to see if PCD prefers that venue to Beth El.

John is not able to remove the sound equipment from Lyman Moore after the September 27 dance. Eric volunteered to take the equipment back to Beth El. Mellen will help  facilitate the move, Kari will coordinate with Beth El. Thanks to all.

Retreat Update - Marion

As per Kiara, all is going swimmingly; the retreat is full, accommodation placement is underway.

Code of Conduct Task Force update - Larissa 

The survey is out, 85 responses so far. One reminder was sent out and another goes this week. The QR code will be available at the retreat.

Insurance for Board Members - Brian

Brian will sign up PCD for liability insurance for the three Board Member  (officer) positions. Cost is around $825 dollars a year for a million dollars of coverage. The insurance policy covers the position not the individual, so new PCD  officers will be covered. 

Proposal passed unanimously.

Planning for Officer Elections at Annual Meeting

• 2026 Annual Meeting scheduled for Sunday, December 6, 3:15pm (after dance) at Beth El
• New Officer Elections

Discussion: How are new officers nominated and selected?

In the past, the current officers have served as the nomination committee and recruited potential new officers. Last year a list was made of people who had expressed interest in serving. Tasja will share that list. 

Discussion:  

Term limits - fluid at this point though there was general (unofficial) consensus of three years. Marion requested to stay on as Secretary (she's just beginning to get the knack); Brian is willing to stay on as President and equally willing to step aside if someone else wants the role; Jamie would like to step down (after three stalwart years). 

Treasurer's role: Treasurer handles the funds at dance and makes deposits.
Note: John is the de facto CFO of PCD as he has the checkbook and holds the deep financial institutional knowledge. 

 

Marion (with Tasja's help) will send out an announcement of the Annual Meeting including a note that those interested in serving as officers speak to one of the current officers.

Good Medicine Friendsgiving - Eric 

Proposal: That the annual pot-luck at Good Medicine, held this year on Sunday, November 29th, be a PCD event. The potluck meal would happen after the Slow Wave (non-PCD) dance that runs from 10:30-1:30.

Discussion: Noted that has been a PCD events committee in the past; question of renting the upstairs space for $120 for the event; question whether there would be need to be a RSVP requirement or a concern about numbers. Decided that the Sunday of Thanksgiving weekend would not be overly busy.

Proposal passed unanimously that PCD (via Marion and Eric) send an invitation to PCD members and that the meal take place in the downstairs area only. 

Agenda Items for the next Meraki Meeting

• Proposal  to have an opening circle at Sunday Dances - Hudson

(Larissa noted that by then we might have good community information on the topic in the Survey)

Next Meetings

Tuesday, October 6, on Zoom, 7-9 pm

Monday, November 9 in-person at Deb & Jason's 7-9 pm

Annual Meeting, Sunday, December December 6, after Dance, 3:15pm 

Note: The October was changed from After Dance to a Tuesday due to the long weekend on October 10-12.

Meraki Meeting on Zoom, August 10, 2026

 

Meraki Meeting took place on Zoom Monday, August 10, 2026, 7-9pm

Attendees: John (Facilitator), Kiara (Ingathering), Marion (Notes), Mellen (Timekeeper), Larissa (Vibe Checker), Seth

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

 

Published Agenda:

Where Can We Dance update -  Devin 

Retreat Update - Kiara

Use of AI to support note-taker - Marion

Cell Phone Policy at dance - Mellen 

Additional Agenda Items: 

Sept 27 Dance reschedule - Mellen & Devin  

Code of Conduct Task Force update - Larissa 

Lighting at Dances - Kiara

Sub-woofer ailing not yet failing - John 

 

Where Can We Dance -  Devin

As per last Meraki, three trial dances have been arranged at South Portland Middle School for October 18, 25, and November 1. The dances will be from 10am to 12 noon.

Cost is $313.75 per dance. Full payment for all three dances and a Certificate of Insurance are required to finalize the agreement.  

Note: Devin will continue as the contact person with Heather at the South Portland School District for these three dances but we will need to have another contact person for ongoing coordination if we decide to move to SPMS indefinitely.

Proposal passed unanimously (thank you, Devin)

Actions: John will supply check and C of I to Devin; Mellen will coordinate with Beth El and DJs.

 

Sept 27 Dance Reschedule - Mellen & Devin

Beth El is not available for dance on Sunday, September 27. Proposal is to have a dance at Lyman Moore Middle School instead.

Discussion: The impact of having only one dance in September versus the work of a one-off dance in a new space for Wiz, the equipment movers, hassle of working with the Portland School District, and the fact that Devin will be away at that time. 

Discussion of dance start time, 10am-12 or 1-3pm.  Given the equipment schlepping this dance will require (and the preferences of those present) the Sept 27 dance will be from 1-3pm.

Near unanimous approval of doing the dance at Lyman Moore from 1-3 pm only if it is easy for Devin and Mellen. If it seems at all problematic we will cancel the September 27 dance.

Notes: This is NOT a test dance. Lyman Moore is not a candidate for long term use as they are putting polyurethane on their floor (happily for us, after the Sept 27 dance).

 

 Retreat Update - Kiara

 The retreat committee is Kiara, Elise, Nev.

Last week there were 27 sign-ups. Numbers were not available for this week but attendance seems on track. Kiara re-visted the site and reports that it is GORGEOUS: clean, fresh, beautiful dance space and lodging - enough room for all in comfort. Camping (with electricity) is also available if desired.

Note: Retreat Committee needs to identify a designated medical personnel with CPR and First Aid certification.  PCD also needs to ensure transportation for any medical issues. If Brian attends, he might serve as he is an RN.

 Use of AI to support meeting note-taker - Marion

A previous Meraki decision was not to use AI for Meraki notes. Nevertheless, Marion did use AI to help organize the copious and detailed notes from the Special Meeting on Code of Conduct and the follow up Meraki Meeting (in all nearly six hours of deep discussion). 

Proposal passed: To use AI only if the scope of the meetings exceeds the capacity of a volunteer effort at note taking, i.e. use it sparingly if at all. Indicate clearly when AI has been used.

Note:  Creating a transcript from a recording does not use AI.

 

 Cell Phone Policy at Dance - Mellen 

Issue arose from a note in the suggestion box that referred to "cell phone use creep on the dance floor"

Action: Mellen will be sure a new sign is posted on doors going into the dance. 

 

Code of Conduct Task Force Update - Larissa 

The task force is working well. They are grateful for the extended timeline which may be further extended as many in the team are at Dance Camp these weeks. A revised schedule will go out to both the task force and the review team. The plan is to have the community survey go out sometime in the last week of August. A revised schedule will go out to the team and the review team shortly.

Notes following other agenda items: 

• Larissa suggests that the cell phone policy also be part of the Code of Conduct. 
• The question of dance start time 10-12 or 1-3 will also be added to the survey.

 

Lighting at Dances - Kiara

 The fluorescent lights at Beth El are problematic for her and others. The buzz of the fixtures as as afflicting for some people as perfumes and scents can be for others

Discussion: The only lights that are on are near the door, though even these can be an issue. Some people find going into a dark room disturbing. Lights may be needed only when the partition to the Sanctuary is closed.

Suggestions were made about using pole lights, or fairy lights

It is unclear who is responsible for the lights. It made sense to this Meraki that the Wiz take this responsibility. 

This issue will be taken up at the next meeting with perhaps more Wiz members present. 

 

 Subwoofer ailing not yet failing - John 

John wants to put it on record that the subwoofer is malfunctioning and creates a buzz. The nearest authorized repair shop for the Mackie brand is in Massachusetts. There is/was a repair shop in Windham s a possible resource.

We may need to purchase a new one: An upgraded version of the Mackie is $1100. A QSC subwoofer (which would match our speakers) is $2,000 plus and is too heavy to maneuver.

Next Meraki meeting dates: 

Monday, September 14, 7-9pm - In person Location TBD (Mellen to contact Kari on location. FYI Portland New Church is not available) 

Sunday, October 11, 3-5pm  - After Dance at Beth El

Meraki In Person July 14, 2026

 

 

Meraki In Person - Tuesday, July 14, 2026

 

Attendees: Brian (facilitator), Deb (How We Roll), Devin (in-gathering), Seth (timekeeper), Felicia (vibe checker), Marion (note taker), Mellen, Shelagh, Tasja, Kari, Jimmy, Eric, Larissa, Bee, Parks,  Blair,  Sunshine, Jeff E, Kiara, Noah, Chris, Rebecca, John, Gary, Steve, Elise, Terry, Hugh and others (approx. 30 participants). 

 Meeting format

• Choose roles (Ingatherer, Facilitator, Notetaker, Timekeeper, Vibe Checker)
• 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)
• Evaluate
• Out-gathering 

 

Published Agenda: 

•  Create a PCD Retreat Account - Retreat Committee - Tabled

•   Where Can We Dance - Devin - 10 minutes

• Proposal to purchase Directors & Officers (D&O) liability insurance  - Brian - 15 minutes

• Code of Conduct - PCD Taskforce Proposal 7.7.26 - Larissa and Task Force - 50 minutes

  

In-gathering:

Devin led us a practice of prayer and connection with the wider community, for Joan Sebastian Guerrero and family, the Biddeford community, the PCD community, and ourselves here at this Meraki meeting.

Where Can We Dance - Devin 

About 10 PCD members visited Lyman Moore Elementary School in Portland and South Portland Middle School.

Both are good options, both are bigger than where we dance now, have better floors for dancing, more space and equal storage.  The consensus of those who visited both is that South Portland is a better option: newer facility, more light, AC, better floor bounce, better set up for DJs. The lovely old floor at Lyman Moore is scheduled to be re-sanded and waxed, which is not ideal for us.  

The cost of South Portland is $342 per dance – $220 for 4 hours of custodial presence to include set up, the dance, and breakdown and the school’s fee. The space is 75 sq meters – about 800 sq ft – so room for decoration, altars, etc. There are showers available.

Discussion include query about PCD volunteers taking on the custodial responsibilities to save money. Devin said that there was an outside chance of an adjustment down the road but that is not something to count on.

Finances: Currently the take per dance is approx. $450. The cost of a dance at the school would be the $342 plus $200 for the DJ.  Note that PCD has just implemented a sliding scale for dances which should raise the amount of money we get per dance.

Trial Dances: There was discussion and then a consensus taken to do three trial dances  

Proposal Passed: Devin will move forward with setting up three trial dances at South Portland Middle School. We will maintain out contract with Beth El, and the option to test dance at Lyman Moore as well.

 

Proposal for Directors & Officers (D&O) Liability Insurance - Brian

PCD will purchase Directors & Officers (D&O) liability insurance to protect our volunteer officers and the organization from the legal and financial exposure that comes with governance decisions. Even as volunteers, board members are not fully shielded from personal liability and a single lawsuit could be costly to defend. D&O coverage is common practice in the non-profit world and is helpful in retaining board members.

 Annual cost from ~$520/year ($250K coverage) to ~$842/year ($1M coverage)

Discussion: While the PCD by-laws indemnify the individual PCD officers from PCD liability, the D&O insurance would provide the financial backing to cover the cost of litigation and claims. It is the PCD officers who hold ultimate fiduciary responsibility as the Board of PCD. Other CD members and volunteers would not be liable to be sued individually. A legal consult on the topic (possibly through the Maine Association of Nonprofits) was suggested. No formal vote was taken; Brian will gather more information (including whether elected officers other than board member are covered) and bring it back to a future Maraki meeting.

  

A Meraki values moment:

A member could not stay at the meeting due to the persistent piercing whine of the AC. We arrived at an easy consensus that we’d rather be hot and together than cool and apart.  

Vibe Check gave us a moment to appreciate the silence

 

Code of Conduct / Safety Documents & Community Involvement Proposal

Context - Parks:   The proposal stems from consent violations at and around PCD and builds on the work of Emily and Devin. A task force (Parks, Larissa, Kari, Eric, and Bee) researched how peer communities (Intown Contra Dance, Seattle Contact & Ecstatic Dance) handled similar issues by creating consent policies and accountability processes with outside consultants

The proposed structure – Larissa:

Four working groups

•        Member Survey
•   Community-Led Taskforce
•  PCD Review Panel: PCD Officers, Brian (President), Marion (Secretary), Jamie (Treasurer), John B, Deb G, Emily G., Kellie R, Devin and Blair.
• Outside Contractors (Dela Murphy, Lux, and Maine Coalition Against Sexual Assault)

Groups would collaboratively produce four documents:

•        A Consent Culture Statement: a community-wide statement that lands us in our values, how we want to act, how we like to be treated, and how we come together as a community with responsibility and understanding.
•       Code of Conduct Behavior Policy that covers behaviors and policies and insures thast all participants are held to the same standard.
•       Reporting & Incident Procedures that will specifically address what happens when there is a violation, who handles it, what are the steps, and how it is documented.
•      Consent Team Formation & Guidelines: How the team is formed, the roles, the guidelines, and decision-making processes. This is where the Code of Conduct is implemented and how we as a community bring it to life.

Finances: Bee 

$2,000 is requested to cover contractor fees (~$500 each, with one estimate ranging $500–$1,000), with a separate future budget request for legal review. Note: These consultations might be eligible for grants. Legal review is not covered in proposed budget.

Discussion:

-       Timeline debate: The original timeline (survey out July 19, closing ~1 week, documents finalized for a September vote) drew significant push-back. Concerns included: the timeline being too rushed (especially during summer, when people are less available/attentive), insufficient time for community input, and worry about trauma-informed pacing. Others (e.g., Jeff, Sunshine) pushed the opposite way — wanting urgent action on immediate safety concerns, even suggesting adopting Seattle's existing documents right away rather than waiting.

-     Concern about need for urgent action: WIZ affirmed that they are actively addressing the current issues while maintaining confidentiality. Taskforce affirmed that they are working on long-term measures to provide safety and to support PCD culture rather than responding to a current crisis.  

-       Jeff noted that “sexual assault” is a legal term and suggested we not use it in our PCD documents.

Resolution: The Taskforce agreed to reorder the process —the Taskforce and the Review Panel will work on the documents (drawing on Seattle/Intown Contra materials) in parallel with a longer, more thoughtful community survey, rather than doing the survey first. The community would see the finished documents only after both the survey and review panel input were incorporated, with the goal of completing this process by January (rather than September).

    
The Amended Taskforce Proposal  (approve the Taskforce, $2,000 budget, four-group structure, revised/extended timeline with survey and document work happening in parallel) was put to a consensus vote and passed, with people voicing support (with some near-full "yes" and a few partial reservations about wanting more community engagement).

Amended Timeline

Next Meraki meeting dates: August 10 and September 14.

Out gathering - Devin