Thursday, March 15, 2018


Meraki Meeting Notes - February 21, 2018

Host: Martin Steingesser and Judy Tierney

Facilitator: Marin Magat

Attendees: Mellen, Marin, Martin, Judy, John B, Lindy, Kari, Jimmie

Agenda  

Marin distributed a proposed agenda and asked if it made sense to proceed to continue with the work begun at the January meeting and for her to facilitate this evening’s meeting.  She suggested that, given the small number of attendees, the group could decide to focus on only one of the five “buckets” (Meeting Structure) identified from the previous January meeting or postpone for a future Meraki meeting.The group agreed to go forward.

In addition to Marin’s agenda, Jimmie and Kari wanted to report on and receive direction from Meraki in order to move forward with the spring retreat.

Before beginning, John summarized the January meeting minutes; the group took turns reading the PCD vision statement and there was brief ice breaker.

Discussion about the Spring Retreat:
The retreat committee consisting of Kari, Jimmie, Julie I, Laura and Byron and Jane is moving along with a solid template perfected from prior years, but they need direction regarding setting ticket price, if scholarships allowed and what to do in the event of not having adequate registrations to go forward. 

Kari and Jimmie gave a recap of the facts:
  • Due to cancellation last spring (May 2017), Camp Wavus holds $3,605 of PCD deposit which will be lost if we don’t use it this spring. Balance due to Wavus under contract is $1,195.11
  • Reasons given for not enough registrations last year (ticket price, Mother’s Day weekend, retreat fatigue, etc)  
  • Recommendation from Committee:  keep the ticket price affordable (well below $250) and hope for more sign ups, enough to cover the rest of what is owed Camp Wavus and other expenses. Would it be ok to breakeven?
VOTE:  THE RETREAT COMMITTEE HAS THE FREEDOM TO SET RETREAT TICKET SALE TICKET PRICE (NO SCHOLARSHIPS ALLOWED). THE COMMITTEE ALSO HAS AUTHORITY TO CANCEL IN THE EVENT/PULL THE PLUG IF THERE ARE LESS THAN 20 PEOPLE.

Discussion about the Agenda/Meeting Structure:
  • People shared preferences and perspectives about having discussions in a larger group (Meraki’s standard way) versus breaking up into small groups, then rounding back to the larger group.
  • Marin clarified that the smaller group process is not meant to replace the Meraki’s large group discussion format. The process she facilitated in January and with which she is experienced differs qualitatively - “it’s about the time and speed to resolve issues in smaller groups…helps with flow and moving the energy.” 
  • Marin summarized the process and outcomes of the January meeting. And the group took turns reading the January report back.
  • The group then began discussion of the bucket for Meeting Structure and due to time constraints, Marin agreed to facilitate and dispense with small group structure and engage the full group in discussion. 
  • The group had a full discussion about the suggestion of the formation of a Meraki subcommittee “to sketch out alternatives for procedures/research parliamentary process”.  While there are many ways to address meeting structure, parliamentary procedure and Roberts’ Rules of order may not be necessary or fitting for PCD.  Bylaws are in place with consensus as the decision making process.  Perhaps there could be improvements or modifications but don’t have to be drastic.  Even large organizations and some governmental bodies have moved away from formal meeting structures.
  • Consensus may not be the problem ~ for example, it may be that we need Agendas ahead of meeting or better facilitation, or less of people “floating in and out of meetings.”  We have bylaws in place for decision making; if there isn’t a quorum at a meeting, the board decides an issue.
  • Meetings should reflect and be carried out in the spirit of relating in the way we do nonverbally on the dance floor.  Keep rules simple; keep to the spirit we create every Sunday. The nonverbal informs our verbal way of being in community.
  • We speak from our own experience but what about group process…unfinished question.
  • What would be the charter of the subcommittee? Members of the subcommittee would be entrusted to research and educate Meraki about alternative meeting structure ideas. Current bylaws would have to be considered/there would be no restructuring. Any decision about changing meeting structure or process would continue to be done by consensus.

VOTE:  TO ALLOW A NEW SUBCOMMITTEE TO FORM WITH THE PURPOSE TO INFORM THE STEERING COMMITTEE ABOUT IDEAS AND MODELS FOR HOW PCD MAY CONSIDER MEETING STRUCTURE.   [PASSED]

Discussion about Meeting Facilitation:
  • Suggestion of having a Facilitators Group modeled on how the DJs work (taking turns, scheduling ahead of time, sharing expertise, mentoring and supporting each other etc). 
  • Lindy would be interested in co-facilitating with Marin
  • Propose selecting a facilitator before the next meeting
  • It was agreed that Marin will facilitate the next meeting


Next Meraki meeting:  Wednesday, March 21, 7-9 pm, John Ford is our host, 20 Howard Street, Portland (Munjoy Hill).  Street parking in the neighborhood (may require a short walk.)  Any questions:  Judy’s number 207 899-5238