Meraki Meeting Minutes 12/1/15

Dave Grant facilitating

Attending: John Boynton, Dave Grant, Neil Sattin,

Chloe Urban, Julie Vohs, Diane Archambault

Lindy Ost, Dierdre Sulkameister, Jim Young, Martin Steingasser, Liz Farmer, 

Mary Ellen D, Eva Goetz, Shelagh R, Liberty, Deb Grant 

Agenda Items suggested:

financial accountability - Mellon

Financial question of what we are doing with extra money - Liberty

New Years Eve Dance

meeting norms - Dave Grant

partnering w/ outside organizations  - Dave Grant 

  dne conference Jim is going

Issues re: email list - Dave Grant

First Aid Supplies - Martin Steingasser

Counseling Service - Martin Steingasser

Equity  committee - Nev (not in attendance - would like to FaceTime conversation)

DJ issues - Chloe

Issue about ways to have conversations about issues that matter to the community - Neil

Having Meraki meetings after dance instead of during the week - Liz

Wizengamot - 

free dance - John Boynton

extending dance hours - Neil Sattin

spring retreat - Diane Archambault

1st order of business: Welcome to new board

Meeting norms: no formal process for meetings - Dave proposes we start reading our minutes from the previous meeting.

 Deb read highlights from last meeting

Suggestions: 

organize meetings around old business and new business 

conversation dovetails with how we generate agenda items

DO we want to have a more formalized way of generating agenda? 

Suggested agenda items put onto a document in google drive?

Discussion was tabled for future meeting

Vote: Secretary or someone will start meetings w/ reading highlights of previous meeting

Outcome: Unanimous

New Years Eve committee - Deb G, Chloe, Diane A, Shelagh, Jim Y. Dierdre, Liz, 

Thursday Night dances - Deb talked about the feeling that there is a little too much work for the small group who has been putting it on.  Shelagh and Eva agreed to come early to help.

Deb asked that one or two other people become Mechanics Hall members so that they can lock up. 

Vote: unanimous to add mechanics hall members - willing to stay late and help set up

Retreat - Diane reported on her conversation with Camp Waavus & Kieve.  We had planned to have the next retreat the weekend of April 1 - which is early in the year for to expect good weather. She suggested we switch from Kieve to Wavus - and submitted available dates. 

Proposed dates - April 8 & 10, 15 & 17, May 13-15, May 20-22,

Diane was given the authority to book the date that works best for the majority.

Diane will create a doodle poll and Julie will administer to the community to vote on a preferred date. 

Dimensions of dance floor are 45 x 50 ‘

Partnering w/ outside organizations: Nev, Eva & Dave met in committee to formulate a plan about how PCD might partner with other groups/teachers. Dave read a statement formalizing PCD’s stance. 

PCD encourages all forms of dance thru sharing on Facebook and table at dance 

statement:

PCD encourages all forms of dance through sharing of announcements on our table and FB, and does not officially endorse or partner with individuals or organizations in hosting events, with the exception of offerings focused on safety arranged by invitation from the Meraki.

Lindy volunteered to maintain the table with dance offerings

Committee statement was voted on unanimously

Financial safety & accountability: Melon talked about the ways in which we move $ through the organization, ($30K a year) and suggested we need to formalize a plan for financial safety and accountability so that liability does not fall to John for such large amounts. Mellon will work w/John to come up with a policy to create safety and accountability. John talked about liability.  Committee? 

Melon, John, Dave G. Nev

Other financials - Free dance - At last meeting it was decided free dances would be held at the treasurers discretion when our monies fall in a range above a yet to be determined amount. 

John does not want to be in charge of deciding when free dance will be offered. 

After discussion it was proposed that free dances will be held at the discretion of members of the board? _ voted unanimously

John will bring information about the range we will use to determine when dance will be offered free - 

Potential compensation for the treasurer  was discussed - Topic will be part of ? about accountability

dave, melon, john, nev will be on committee

email list - membership 2016,  82 people - membership is in google, list  in mail chimp must be updated.

Extended dance hours- Neil followed up w/Kristen at Avant who said we are welcome to have the space for an extra 1/2 hr - changes dance hours to 10:15 to 12:45.  Chloe suggested we add the 1/2 hour to the end to give us space but do not announce the change.  

vote yes - to rent the space for an extra 1/2 hr at the end

First aid supplies - Martin asked that we have a good basic set in one place that is easy to get. - Blair will organize the first aid kit.  

Counseling service - Martin - suggests that it be a larger group  - and not called Counseling. The group will be larger once we have dealt with appointing new people to the Wizengamot.

 Deb will draft a script to be read by dj’s specifically addressing safety concerns. 

Ways to have conversations about PCD issues with the community - Neil brought up that many of the conversations about dance happen outside of dance.  (Examples: safety, hours etc).  Since we don’t talk during the dance  he suggested having regular potlucks to have conversations that need to happen about dance.  

• salon style with a mixture of facilitated and free form conversation around a dance topic.

• Neil will elicit help to put an event on in January and wouldl ike permission to choose a date. Mixture of facilitated and free form conversation (requested by john). 

Voted yes by majority

This topic intersects w/ safety dance topic which will be held in January on Martin Luther King weekend - when Deb DJ’s.

The topic also intersects w/ the possibility of holding some Meraki meetings after dance.  - tabled until next meeting

DNE - Jim Young - will bring back info from DNE - asked if would we want to be listed as a dance new england event?  It was suggested he go, get information and bring it back for Meraki to consider.

Wiz rotation - issues - found out we have only 4 members and we need 6.  Wiz has not had meetings in a long time. It was suggested that is time to rotate the wiz.  Neil will research Wiz responsibilities and facilitate a discussion on the Wiz at the next meeting

Date for next meeting - January 5, 7 pm at Melon’s House 186 congress Street.

Issues tabled to next meeting:

Meraki meetings after dance

Agenda and meeting formats

Issues on Agenda that did not get addressed

DJ issue - purchasing an ipad and Spotify subscription…

Issues to be reported on at next meeting:

financial range for hosting of free dances

Jim Young’s DNE meeting experience

Wizengamot duties, member rotation

Possible compensation for a financial person

Guidelines for Financial accountability and safety

11/15/2015 - PCD Annual Membership Meeting Notes

Minutes of the Portland Community Dance Annual Membership Meeting

November 15, 2015

Present:

John Boynton (treasurer)

Neil Sattin

Dave Grant (outgoing secretary)

Deirdre Sulkameister

Eva Goetz (outgoing president)

Genevieve Levin

Kellie Ryan

Ann Stires

Deb Grant

Jeanette Schmid

Polly Urbach

Oracle Smith

Lindy Ost

Martin Steingesser

Carl Lakhari

Blair Fridgen

Jim Young

Deb Panish

Wayne Cobb

Liberty Bryer

Shaylah

Rebecca Booth

Chloe Urban

Julie Vohs (incoming secretary)

Diane Archambault (incoming president)

Judith Burwell

Judy Tierney

Joe Rogers

Brandon Hall

Ken Wood

The meeting was opened by Dave Grant who explained why we come together to satisfy the terms of our incorporation.

Deb Grant then went over the history of how PCD came to be, and reaffirmed our commitment to a dance organization that is community based.

Blair Fridgen, membership coordinator, went over the number of members we now have (80), how many we had last year (73?), and the cost and benefits of membership (no cost, members get to have a larger hand in running the organization by attending meraki meetings.

John Boynton and Eva Goetz went over the the Board duties and Operations.  They introduced the board, explained what the meraki does, and the Wizengamot.

The explained the Greeter coordinator’s job and DJ coordination. Kellie Ryan spoke about the organization of the DJ committee, and how and why it works the way it does.

John Boynton then gave the finance report.

Finally, Genevieve Levin conducted an official thank you to the outgoing board members, Eva and Dave.  Candidates Diane Archambault for President and Julie Vohs for Secretary were introduced and approved and voted on unanimously.  John Boynton will carry over as treasurer amongst a group chant for “one more year”.

The board approval was followed by a brief open forum for member questions to take to Meraki. All members were invited to attend Meraki meetings.

To close the meeting  Martin Steingasser read our mission statement and his beautiful, moving  poem, reminding us all of the natural currents that flow through our dance, bringing us together in community.

Meeting was adjourned.

PCD Meraki meeting 
November 3, 2015
At Eva's (and thank you for the awesome pies!)
Present:
John B, Liberty, Dave G, Liz F, Eva, Martin S, Brandon, Lindy, Tasha, Jim Y, Diane A., Shelagh, Deb G, and a few pets

Minutes

Surplus (John): what to do with 11K surplus? We could:

• Change the price from $10 to: 8, or $5-10 range; or have occasional Today's-on-us dances as declared by Treasurer J. either announced ahead of time or not; can make sure people know that cost is voluntary; could do upgrades at avant; scholarships for retreats; donations to organizations in line with our values or mission, etc.; committee could decide or make recc's about surplus in future; sound system; making no change at all; first time free
• By consensus and with a lot of careful consideration we decided to:  keep it at $10, with clearer signage that "currently it costs $8 to break even"*, a free dance announced every so often, free dance to first timers.  (Versus  $5-10 slide with 1st time dancers dance free, with $8 being break even and free dance once or twice).  We will revisit how this is going in Oct 2016. Brandon will ensure that a great sign is created reflecting it's really ok if you pay less, $8 to break even*, suggested donation, etc.

* John edit after the fact: $8 break-even figure not really accurate, with apologies for presenting it this way. What's accurate: for the 12 months ending October 2015, we took in 20% more than was needed for expenses.

Membership (Blair): has to be renewed.  We can do it by person and email.  Committee will ensure this happens.

Dance New England proposal (Jim Young): Jim was invited to come to a DNE meeting think tank meeting in western mass.  We gave a thumbs up for him representing PCD!

Retreat (Diane A):  Contract in the mail for Spring retreat, could switch to girls' camp.  Fall:  retreat is bigger and nicer on girls' side and is the place we'd need to . Hall is where we would eat and dance.  No hot tub.  The rooms would be cheaper.  Not clear about overall cost.  2 Merakians have been to this side of the camp and said it's wonderful and a better dance space.  Group decided: go for girls' side for both locations.  Keep dates as is.  We will review if we have energy to run 2nd retreat in the future (for now we haven't signed a contract).

Safety (Diane A): Blood was all over the floor.  We need to be prepared to tell a bloody person to get off the floor.   We need a bottle of alcohol and gloves.  Blair will get that and spray disinfectant and biohazard bag and will check CDC or OSHA requirements.

Safety (Diane A): Diane witnessed someone new dancing unsafely with another, and wasn't comfortable herself.  This generated a global discussion of when and how we might talk with a dancer if we have concerns.  Important  to reactivate announcement at end that these people are available, 3rd party identifies those people.  Deb will remind the DJ's.  Reminder of PCD intent to have a built-in safety class preceding one of our dances (see below).  REMINDER: the WIZENGAMUT is available to address safety issues/concerns.  Safety dance can include info about WIZ as ppl to go to.

FROM AUGUST 4 Meraki minutes: Safety Dance:  We reviewed the safety dance idea from last time - 2 x per year -  a first hour of safety followed by 2 hours of dancing.  We rediscussed everything about it.   New agreement about the safety dance structure: 15 mins of warmup, 30 mins of safety instruction, 120 mins of dancing.  Deb and Chloë and Nev will plan and deliver the first safety dance.  Date: TBA - probably in Oct, announced a couple of weeks in advance.

Meeting procedural issue (Dave):  We need to review our structures and how we keep our commitments and remember what we've agreed to do.  For example, that Wiz changes its members, etc. And we sometimes redecide things because we don't remember that a decision was already made. DISCUSS AT NEXT MEETING.  INCLUDE WIZ discussion for sure!

Officers for the board (John):  John reviewed role of Prez Trez and Sexy.  Reminder that meeting minutes need to be posted in member email that announces next meeting.  The Meraki is the governing body and the board answers to the Meraki.  If there's a major dispute or disagreement there are times when it comes down to the board.  The board meets with the Meraki (is expected to be at the meetings regularly).  Lindy noted that the bylaws were unclear, could be more clearly worded, or clearer about how to find bylaws or references in them.
The membership meeting votes for the officers.
There are no term limits for the board.
WE HAVE A SLATE!!!!
Diane for President
Julie for Secretary
John as our National Treasure
The voting happens at the membership meeting on November 15.  We will have a Potluck. Dave will Emcee the event as his swan song, and provide structure.

Other issues discussed briefly with our remaining time:

Timing-of-dance proposal (Neil, with John as proxy):   Neil proposes we have the dance be 10:30-12:30 (rental is 10:15-12:45, paying extra 30 min for buffer time). John will report back to Neil that we want to understand if this is an option with Avant before discussing further.

Brandon: how wonderful it is to be here with all of you, to feel so welcomed to PCD.  Big HEART feelings.  Thank YOU Brandon.

Proposal that love rhythm group plays for PCD as a live band event.  This reminds us that Chloe was/is going to make a proposal about live music night.  Do we want the Love Rhythm Group to provide live music at an event?  John to pass along to Chloe.

Greetings from LA California (Traca and Don) via Dave!

Oracle and Orion asked about (via John) support for an authentic movement group/opportunity.
Reminds us that Dave Nev and Eva need to meet as committee about how we determine additional classes and events....
Dave will also ask Chloe Webmaster for link to notes.

Thursday night dance-- overall feedback: liking

New Year's Eve is all set, @ Avant.

Agenda for next meeting
New Year's
Meeting procedures/follow through
Wizengamut: will these be the people to approach for post dance processing?
Request to have Meraki meetings after dance.


NEXT MEETING:  Tuesday December 1, 7-9 pm  @ Deb and Dave's, 60 Brentwood Street.

Meraki (Steering Committee) Meeting Notes 9/15/15

Attending: Chloe & Neil (hosting), Mellen, John (notes), Natasha, Nev, Rebecca S., Wayne, Julie Vohs, Blair, Parks

Rebecca Strauss' proposal for monthly dance for "New Mainers"
Rebecca teaches English as a second language to refugees/asylum seekers, etc. "New Mainers" value music & dance.
Idea: create a community monthly dance with 1 hour PCD DJ, 1 hour African community DJ.
Suggests PCD could sponsor or kick off, announce using email list.
Entrance fee would be by suggested donation (some can't afford). Money in excess of expenses would be donated to existing nonprofits that explicitly fund refugees and asylees.

Discussion about how much support PCD could offer. Don't need permission to engage PCD DJs. Concerns expressed about use of the email list, safety with "New Mainers" coming to Sunday Dance.

We agreed that PCD would support helping to get this off the ground, and can use the email list to announce it. Rebecca to work on further details and report back next meeting.

Monthly Thursday Night Dance
We need to figure out DJ scheduling. (Haven't had DJ meeting) Greeters: roll into Cherie? Nev and Julie can be greeters. We're planning the same format as Sunday Dance across the board. Mellen: I need to be in the loop for announcements. Nev would like to see it folded into regular announcements. Sound system: Deb says existing sound system fine if you move speakers onto the floor (Need to test). Money handling: Chloe/Nev will pay DJ and deliver funds with completed greeter sheet to John at Sunday Dance. Buy another whiteboard and first aid kit (voted yes). Don't know what storage is available there. We'll hold 3 initially, then see if it catches on.

Bonnie Jo
Proposal to take up a collection for Bonnie Jo. We'll allow a basket, but no PCD announcement at dance or by email list.

New Year's Eve
We have Avant reserved; they need $300 deposit. John will pay.

Membership signups/meeting
Blair to organize membership signups; will send email announcement and announce after dance. Members need to sign up again annually, so we can have an accurate count of members for meeting quora. We tabled the email announcement for next Meraki meeting.

Annual Membership meeting
It's time to plan our annual membership meeting. Need to know if officers and board members want to stay on or what, or who might want to step forward. We set the date tentatively for November 15; Neil to check with Kristin. Alternate date: November 8.

Safety Progress Report
Nev: No progress on safety dance proposal

Sound System
"Taking it to the next level" with our sound system. Richer experience possible. Coincidentally, Avant sound system was blown a few weeks ago. Even so, existing sound system has limitations. DJ recommendation: 2 12" self-powered, 1 subwoofer $3K for 1/2 a sound system (2 speakers, 1 subwoofer). We'd have to either store, schlep, or install equipment. (If installing would need to be able to uninstall.) Could either do demo or rent a sound system to try it out and hear. Would be good to at least get an idea of logistics before we do a trial. Outside storage shed? Rent closet from another business? Table for now. General support for further investigation. Neil will report back at next meeting.

Live Music
Chloe: no update, tabled for now.

DJ Feedback
Feedback should go to DJ coordinator (Kellie). Kellie Deb, Nev made DJ feedback form; status unknown; Nev to check with Kellie. For now, got to Kellie; more formal mechanism is being developed.

Sensitive Topics
Tabled for now

Next Meeting
Monday October 19, 7-9PM, Location TBD. Julie to arrange for meeting space.

Meeting Notes Aug 4, 2014

Present:
Wayne, Nev, John, Eva, Deb, Chloë, Diane, Liz, Kellie, Dave

Content:

BBQ Update: attendance approximately 25.  Diane was applauded.

DJ Survey Summary: The DJs are hard at work :)

Once-a-month evening dances: The plan calls for once a month, typically on the 4th Thursday (holidays excepting) PCD at Mechanics Hall from 7 - 9.  DJs get normal pay, the hall is $100 per night.  Deb proposes starting in Sept to see how it goes with the current sounds system.

Dates so far:  9/24, 10/22, 11/19, 12/17 are the current dates for the four dance trial period.

New Year's Dance at Avant: Neil agreed to send Avant a message to reserve the space.

Live Music Special Event Dance: Chloë is heading up our investigation of creating a live music dance.

Safety Dance:  We reviewed the safety dance idea from last time - 2 x per year -  a first hour of safety followed by 2 hours of dancing.  We rediscussed everything about it.   New agreement about the safety dance structure: 15 mins of warmup, 30 mins of safety instruction, 120 mins of dancing.  Deb and Chloë and Nev will plan and deliver the first safety dance.  Date: TBA - probably in Oct, announced a couple of weeks in advance.

Hiring Teachers -  The committee of Nev, Dave and Eva will meet and discuss.

Retreat Update: No update.  We have a verbal that we are in for April 1- 3, 2016 and Oct 14-16, 2016.

Non-Profit Business: Nadda

Email and Gmail list:  John is going to deal with making sure that all list are in gmail.

Sensitive Topics: We discussed how we handle sensitive topics in meraki and we may want to revisit this topic in a future meeting.

Next Meeting: Tuesday the 15th of Sept from 7 to 9 pm at Neil and Chloë's  --  71 South Freeport Rd, South Freeport.

Meeting Notes from June 9, 2015

Attending:

Jimmy, Deb, Dave, Wayne, John, Mellen, Diane, Chlöe, Liz, Troy, Eva, Julie

Report on the state of PCD:  All is well!

Summer Gathering
Summer gathering will be at Sebago Lake State Park at the group picnic spot on Sunday, July 19, after dance.  The cost was $50.  Chlöe will check in at dance to see if there are some people who will be willing to head it up.

DJ Checkin
The DJs have determined that they are going to do an equally dispersed rotation of DJs.  Chlöe reported that no steps have been taken to give DJs feedback - but she checked in about people facilitating some post dance conversations.  Deb reminded us that in the last meeting we talked about an online forum for collecting DJ feedback.  Nev reminded us that, although in the past people express reticence about giving feedback for fear of lacking descriptive language, that after listening to the community, she is confident that people do have the language they need to give DJs feedback.  The Meraki discussed a wide variety of ways to collect and give feedback to the DJs.
Decision: Meraki agrees that the DJs will take responsibility for creating the feedback process, and gives its blessings in having the DJs go for it.

Tax Exempt Update
John updated us and all is going just fine.  We trust John and note that he appears to like to tell us about how things are going with regard to our official fiduciary status.  We wonder if he is drawing this out because of the shear pleasure he derives from telling us about our fiduciary status at each meeting.   

Night Dance
No big update. Chlöe, Deb, Nev, and Eva are going to explore Thursday, the special event friday night dance.  By next meeting the group will have details.

Safety Checkin
Nev noted that newbies may be putting themselves at risk via witnessing and trying contact without an orientation.  Nev had offered to investigate online videos that teach how to contact/dance safely.

A committee is being formed to discuss and investigate workshops with paid teachers for skills/safety.  The committee includes Nev, John, and Dave.

The group agreed that PCD will hold two annual safety dances that have an hour of safety programming from 10:15 - 11:15 then 11:15 - 1:15 for dance.  The group that will head the safety dances up includes: Deb, John, Eva, Julie.

Email Person
Mellen is our new Sunday dance reminder.

Future Retreats
The group approves the process of putting deposits down for the retreats.

Next Meeting
Liz's house: 81 Quebec St #5 in Portland at 7 pm.  Eva is our backup plan if Liz is away.

Meraki Meeting Notes from May 4, 2015

Present

Neil
Chloe
John
Liz
Blair
Julie
Dave
Diane
Deb
Nev

Next Retreats
We decided to reserve the weekend of April 1-3, 2016 for the next spring retreat at Kieve.  This was the only weekend available Kieve.  No availability for this fall. We are probably not going to be having a fall retreat this year, but are hoping to book Kieve for the fall 2016 in anticipation of running two retreats per year. Denise will investigate booking Oct 14 -16, 2016 for our first fall retreat with the blessing of the Meraki to book it.

We decided we love each other.

IRS Application - we are all set to file as a 501C4 (social benefit organization).  We discussed our application and brainstormed additional language that shows how we are a social benefit organization.  John will receive input from the group for a few more days and completer our application.

Retreat Tip - We discussed the way a tip was handled at the dance retreat.   The Meraki held a discussion about how we may offer tips, or other voluntary gestures,  in a manner that does not put pressure on people to participate or contribute.  The retreat committee has been asked to keep this in mind for next retreat.

Summer Gathering - On June 28 -- or on a site designated by Diane's Doodle -- at Sebago Lake State Park we are committing to holding a PCD summer gathering.  Deb and Diane will plan it.   PCD will pay $125 to get a site there and participants will need to pay $4.50 to get into the park.

Alternative Dance Space for Sunday May 24  - the floors at Avant will be resurfaced and we need to find a different space.

Retreat Survey Results - Liz reported that the committee has digested the retreat results.  The maraca thanked the retreat committee.  It seems that the retreat price and fees were aligned with the possibility of a small surplus.  We discussed refunding the two people who enrolled in the retreat and couldn't make it. The meraki decided that whatever surplus remains will be divided among these two people up to, but not more than, their costs minus the $50 non-refundable deposits.  The group was clear that this was not a precedent setting.

DJs - The question of how to give DJs feedback was discussed.  The group expressed concern about how feedback could be collected and delivered.  The group settled on no official plan but some of the meraki volunteered to step up and give DJs kind, specific, and helpful feedback.  On another topic, DJs will need to come up with an equitable way to share the DJ days.  Each of the 12 DJs will DJ once a quarter only if the current DJ plan is followed.  Much concern here and more to discuss.

Next Meeting - TUESDAY JUNE 9 AT 7 PM - at Nev and Chloe's house 24 Pitt St in Portland.

Meeting Minutes from our April 6 Meeting

Dave officiating

Nev

Deb

Cherie

Diane

John

Liz

Wayne

Neil

Chloe

Eva note taking

  

Sound Systems decided for retreat.  Mid coast area sound system will set up plus $500.  After discussing pro’s and con’s we decided to go with mid coast folks who will set up sound system.  

Saturday night dance during the retreat.  Sending e-mail to everyone as invite.  Wayne earned Meraki Points for reading notes.  $10 dance fee Saturday night.  Dance will be broadcast to Portland Community if Amy Moffet or Carey want to let there community know it’s OK.  

Spoke about safety issues at the retreat center.  

Final e-mail what to bring and rules specifically explained etc.  

Wiz will be on Safety at retreat.  We will get first aid kit at retreat.  

Deb brought DJ concerns and wonders to Meraki.

Neil expressed concern of not enough silence at dances end.  Do we want to lengthen dance time?  We will put this agenda on another night.

Newbie suggestion: Wayne brought concern of Dance de-brief for new folks after dance.

Community building how do we include new folks is an ongoing discussion.  

Dance debrief after dance.  Perhaps optional meeting for new people. 

Debriefing committee after closing circle. Eva will co-ordinate.

Membership list needs to be accurate.  Quarum needs to be pinned down.  Julie and Liz taking over membership list.  Liz spoke about her management of the list.  Question about what members do.  Folks can opt out of Meraki notes. List of regular attendes.   Small break out meeting about meeting after Meraki about membership.

Sunday Morning safety:  Wiz was supose to do a safety card. 

Specific safety concerns feel managed well.

Financial: John says we have $. 

Family dance on one Sat. morning a month?  

Neil will head this committee. Plenty of Dj’s available to do a family dance. 

Suggestion box. Chloe: Request for live music found in the box.  

No live music Sunday morning.

Empower people to experiment with alternative dance?   Do we want include more than Sunday morning?  Insurance and financial risks for that. 

Bigger question are we good with more?  

Summer event may have live music: Book Fort Williams.  Deb, Chloe and Diane.

John is saying to try one extra-curicular dance and see what happens.  

Chloe feel the energy is available. 

1)Live music 

2)Some Structured

3)Evening event 

Dave concerned about keeping PCD brand clean.  

What workshops will be umbrelled under PCD auspice.  

Workshops to help folks learn the lay of the land and ropes.  

Bring proposals for different Dance events  and we’ll discuss it. 

Need to pick next meeting and next location.

Men’s dance circle on next agenda. 

May 4^th   7p.m.  Eva’s house. 46 C Street,  South Portland, 04106 

Maraki Meeting Notes March 9

The meeting was held at Julie Vohs' house.  Thanks Julie!!

Attending: Chloe, Dave, Deb, Diane, Blair, Neil, Julie, Jim, Eva, Liz, Honey, and John

Our Next Meeting will be on Easter Monday, April 6, at 7 pm at the Grant's House - 60 Brentwood St Portland, Maine

Dancer Issue -- we discussed a personal issue regarding a dancer who may be having some confusion about how to have appropriate boundaries within our community.   Neil and John communiated with this individual and the general sense is that the individual was receptive and willing to work with our guidelines, though there is a language issue.  We noted our value being inclusive while protecting people's sense of safety.  In conclusion, we are going to see how things go and trust Neil and John to cotinue to monitor the situation.

Articles of Incorporation (changing to a 501C4) vote -- the changes made to the articles were approved by the Meraki at last meeting and John brought it before the board tonight for final approval.  It was approved.   Next step:  the articles will go before membership at our next membership meeting after dance on March 22 for final approval.

Dave got 100 points for using the word "conflate" during the discussion of the the new Articles.

New Bigger Space -- there's committee of Honey, Deb, and Eva who will be investigating larger space options.   They have some plans in the works.  More to come.  Jim Young wants a "Bhakti in Motion" wall.

Spring Fling -- by accident, the New Bigger Space committee mentioned a "Spring Fling" that might be a way to test a bigger space.  The committee will investigate and come to the next Meraki with possible dates.

Membership Coordination -- Liz and Julie are going to now manage membership and the membership list.   People who express interest in becoming a member will be told to connect with Liz or Julie.

Retreat -- Diane's report -- she went to Kieve on the weekend.  She met in person with Diane, who will be our primary contact with Kieve.  So Diane will communicate with Diane.

• Numbers:  15 bedrooms with 2 twin beds each with private bath.  Diane says a third could be put into each room with floor matresses.   That means up to 45 with 3 in every room.
• Dining room has 32 seats.  Great room has fireplace with space for 40.  So there's overflow from the dining room with could make it comfortable for 45.
• Meraki decided to open the retreat to 45 people with 9 of those spaces reserved for coordinators, DJs, and cooks.
• 10 points to neil for thinking of the sound system issue at the event.
• Diane, Liz, Chloe, Eva, and Julie are the coordinators at present.
• The registration will be March 15 - April 1.
• In the event that someone who is not in clear standing with PCD wishes register for the retreat, members of the retreat committee will let Eva and Deb know so that they can let that person know that they are not invited this year.

Children at Dance -- left til next meeting......................

Meraki (Steering Committee) Meeting Notes 2/10/15

Meeting venue: Nev and Chloe's, 24 Pitt St. Thanks for your lovely hospitality!

Attending: Nev, Mellen, John (notes), Kristy, Blair, Julie, Kellie, Deb, Neil (Facilitating), Chloe

After a beautiful centering invocation by Neil, we discussed the following topics

Restatement of Articles of Incorporation for 501(c)(4)

John discussed reorganizing (filing restated Articles of Incorporation) as a 501(c)(4) social benefit organization for IRS filing simplification and reduced expense. After filing restated Articles of Incorporation through the tax attorney (Leonard Cole) we've engaged for this purpose, he would submit an application to the IRS for tax-exempt status under 501(c)(4). Approved, but requires board vote (Dave and Eva not present). (Update 12/15/15: Dave and Eva voted yes; John asked Len to move forward.)

Possible new space

We discussed the possibility of moving to the Mechanic's Hall (Ballroom), which is being renovated. It's a lovely space with high ceilings and historical significance. The renovation plan would expand the space in the future by removing a wall and adding fire exits. The rate would probably be comparable to Avant ($50/hr).

Sounds like we have first dibs on Sunday morning if we want it. Parking is a concern, we would need our own sound system (which we could store there), and there are other concerns. Deb proposed to form a new committee to look at the space (which we approved). We have first dibs on it for New Year's, but that's not an advantage over Avant because of the 160 person capacity until they knock down the wall (Phase II). Neil: committee is good, already nascent (Meraki points for that word!). John proposed to discuss in the broader context of growth (which we tabled).

Retreat

Had some retreat committee meetings, decided to present to Meraki:

• Schedule: Lease starts 10AM Sunday, ends 4PM Sunday. Might be able to extend on Sunday. $3000 for all space use (15 rooms, space, kitchen).
• We plan 4 official DJ dances in the big space: Friday night, Saturday morning and night, Sunday morning. Other times by volunteer/pick-up. We'll pay standard DJ rate: $130 per dance x 4 dances = $520.
• Want to have food provided. Potluck on Friday night, 3 meals Saturday, Sunday breakfast, leftover lunch on Sunday. Talked to a few caterers; decided to use Kari Luehman because of several members' past positive experience. She quoted 6 meals sliding scale $50 - $75 per person. Chloe assuming lower end of sliding scale: $5,270 divided by 30: $176 per person cost. Wanted to offer sliding scale, talking $150-$250, but lower cost might suggest $130-$230.
• Scholarships: suggested 2 work-study scholarships at 1/2 price. But say something like: If cost is a concern, then we provide this option. So not advertised. Idea: let's not make it work-study, but just scholarship. Julie: let retreat committee decide on scholarships in case of need.
• Members only? The general feeling is that this event should be members only, as a membership benefit, and so that we assure attendance by dancers who are well-acquainted with the PCD experience.
• We'll have a public open dance Saturday night, regardless of membership. We could accommodate a larger group. Probably won't have that many making the trip for that, so we should be safe in terms of oversubscription.
• What about Sunday Dance on the retreat weekend? Who (Meraki, Wizengamot) will be willing to open the doors and close up, etc. at Avant? Not known at the moment.
• Numbers: 15 rooms, 2 single beds in each. Some queen size beds for couples. Possibility: extra accommodation for more with cots/beds, etc. Possibly extra 7 slots accommodated this way. Also another room for pads on the floor. Only 30 seats in the dining hall. Neil: a little overcrowding would OK, fostering community, not unappealing.
• Kieve is the location.
• Put together an expedition to go up and look at the space to suss out how many we could accommodate. Kieve is open to us having extra people. Need to check fire code capacity of the dance space. Dance space is 40'x60' (similar to Avant), but that's disputed.
• Idea: 30 with waiting list. We're open to having more. Yea vote.
• Suss out who's willing to have 2 per room? 3 per room? When are you arriving/leaving?
• No partial attendance (except Saturday night). Minimize people coming and going.
• Saturday evening open dance: $10 suggested donation.
• Offsite attendees? Don't really want that - compromises the container. Accommodate extras at Kieve. But let's see what the demand is.
• Registration: When do we put it for sale and how? Let's have a deposit.
• Cost intention: basically cover costs, but PCD can cover shortage if necessary. Regarding this partial subsidy (PCD covering shortage), there's some feeling that it isn't fair. Lower end of sliding scale should be enough to cover costs so PCD doesn't have to cover a shortage. Decided on sliding scale $145-$215, PCD covers shortage. Initially have it open to 30, but open to at least 10 more spots, and we'll revisit when demand is known.
• Voted: Engage Kari Luehman for food preparation.
• Voted: Retreat committee to decide when/how/what mechanism to adopt/use for registration.

Wizengamot (Operations Committee)

The Wiz is membership is down to 4 (Neil, Chloe, Blair, Nev). We need another member. Mellen said she's willing to join, Kristy also. Kristy to join; Mellen perhaps later. Welcome to the Wiz, Kristy!

Welcoming newcomers

Neil: thought about welcoming new people. Questioned singling out new people. John seconded. Others feel differently - helps break the ice. Welcome newcomers. Kristy (recent newcomer) felt welcome, that she could enter into the dance even though there were established dance relationships. Felt pulled in. Love the idea of trying to pull people in. Also, we try to let folks know who to go to for questions, etc. Neil withdrew concerns; we'll continue to welcome newcomers in the closing circle.

Safety

We had a discussion about safety with some concern expressed about particular dancers. Wizengamot to follow up, and subcommittees as needed to deal with particular concerns.

Next meeting

Monday, March 9, 7-9PM at Julie Vohs' apartment, 29 Wilson St. #3, Portland. (207) 879-2279

Meraki Notes from Meeting January 5

Meeting January 5 -- Winter Retreat Meeting

Our Winter Retreat will be held at Camp Kieve over the weekend of April 17-19.  The decision was reached after considering the issues below:

Thanks to Chloe, Parks, Neil and Diane for leading the charge on our dance retreats.  They brought four options to the table.   We heard about each:

Place 1 -- Snowbird is reserved for the 20th of March which accommodates 23 people.  We have the space held at the present.  It has a sauna and lovely owners/workers.

Place 2 -- Camp Kieve in Nobleborough available April 3 - 5 (Easter weekend), or 17 - 19 (school vacation week) -- accommodates 31 with the possibility of 4 more spaces at a nearby cabin.  15 rooms with a bathroom in each.  Has a separate dance space.  The cost is $110/room/night x 15 rooms with fees for kitchen and dance space  which would be $3600 or $117/person.

Place 3 -- Mansion in Bethel that sleeps 38 or 31 -- all the floors are colored concrete.  Cost is 210/person before food.  Voted not to consider.

Place 4 -- sheepscott hollow between gardner and wiscassett-- not much info.

After discussing the pros and the cons, we went around the circle to hear people's views and preferences.  Eventually it was determined that the April 17-19 weekend was most suitable.

Eva suggested that meadowlark be considered for next year.

Information and registration for the retreat is forthcoming.

We schedule our next Meraki meeting or Feb 10 at 7 pm at Nev and Chloe's house - 24 Pitt St.