MERAKI MTG.
March 16, 2017
Host: Liberty
Attendance: Kiara, Shelagh, Eva, Deb, Dave, Lindy, Liberty, John, Polly
Facilitator: Eva
Minutes from Feb. meeting read.
Actions from previous meeting yet to be completed: Lindy, John
List of Agenda Items:
Liability Release Refresh
Edits to Calendar
Finance Discussion
Oversight review
Sound System
Thur. Dance
Retreat
Potluck
Updated roles in documents? Polly, John
Communication/g-mail
Potluck: Avant reserved. Email sent out a week or 2 ago. Mellen to add it to Sunday dance announcement. Discussed interest in a theme. "How to say yes and how to say no in/to partnering". Action: Dave volunteered to facilitate. Shelagh and Kiara to organize "Who we are and what we do" for interested newcomers. They will stay in closing circle after dance and invite those interested. We have to be prompt in leaving. Need to be out by 2:30. New group in by 3.
Thur. Dance: Deb--Thurs. night is not making money. $60-100 loss/wk. Last year lost $300. Under consideration: Contribute play lists. Negotiate rent. Action: Thurs. committee (Deb, Oracle) to continue to discuss. Will review in May as originally decided.
Sound System/Tai Chi Studio: New speakers mounted. 4 speakers adequate for our needs.
Liability Release: Refresh every 3 yrs./insurance co. How do we implement? Action: Lindy, Liberty, Kiara to discuss, determine a procedure and implement on a trial basis. John to order new forms. Begin with yellow--200.
Sound System: John, Dave and Neil have discussed, researched and have identified a Bose system consisting of a tower, subwoofer, etc. for $4000+ with mixers and cables. Do we need it? Retreat is currently renting a system for $250. Voted to not buy a system and to close discussion until a sound system need is identified.
Threshold for Balance: $7000-10K. Discussed when to take "corrective" action. Discussion centered primarily around what will happen when the balance drops below $7000, esp. in consideration of deposits. Vote and approved: If the balance drops below $7000 with a retreat deposit, no corrective action will be taken. If the balance drops below $7000 and it does not include a large one time deposit (ie retreat), Meraki will discuss, consider and/or establish measures for corrective action.
Communication/g-mail acct: Shelagh and Lindy have explored and discussed what is needed to continue with tracking and responding to emails. Shelagh will continue to monitor the g-mail acct. Discussion re: how to proceed in "naming" the role. It was voted and agreed to title the role "Correspondence Secretary" and that the job would not fall under the responsibilities of the president, clarifying that Shelagh has volunteered to fill that position in addition to her presidency.
Retreat: Tickets will go on sale Sun. Discussion re: scholarships and sustainability. Query scholarships? ? mission. Feel of org.? There was a strong consensus that scholarships are vital to offer. Self sustaining vs. scholarships. Track scholarships. Build scholarship fund. Voted and approved: PCD ensures $500 to retreat committee for scholarships. The retreat committee will work towards financial independence. If there is a profit from any one retreat, the profit will be used to fund scholarships at future retreats. The retreat committee will discuss the status of registrants at the next Meraki in re: to number of registrants and scholarship needs.
Personal Loss: Sympathy cards can be sent personally. It was decided PCD would not participate as an organization.
Finance: Polly/John. $42/wk overhead in addition to direct expenses. In what format would/could it be viewed? Forms/docs. Minimize paper distribution.
Next meeting date: Tues. 4/11, 7-9 PM. Host: Eva-- 46 C St., South Portland.
***MERAKI POINTS go to Dave! In the arc of TENSION, he stayed cool and came up with a novel idea of creating a scholarship fund pool! It was a hit! Congratulations Dave!
