Meeting notes July 24, 2018

LOCATION:  Maine Center for Taijiquan and Qigong

ATTENDEES:  John, Lindy, Judy, Martin, Oracle (no quorum; quorum is 6 members)

JUNE MEETING NOTES RECAP:

AGENDA ITEMS:

• Sound System 
• Meeting Structure
• Governance
• Annual Meeting (Nominating Committee/Selection of Officers)
• Spring Retreat 
• New Year’s Eve (WIZ, availability of space, deposit, report at August meeting from WIZ
• Culture of Consent 
• Increased attendance (new to PCD) 

SOUND SYSTEM:

Sound system is purchased, delivered and a mobile cart built for it and being stored at Jason’s studio.  Follow up between Jason and John for a process to handle “accountability” of this PCD asset. 

MEETING STRUCTURE:

Discussion of Meraki’s current (historic?) meeting structure and two suggested alternative structures; one proposed by Marin (the “wave”), another by Oracle. So 3 structures on the table; how to proceed from here?  Lindy acknowledged the time, thought and energy both Marin and Oracle have put into their recommendations. There are aspects of each of them some like and some they don’t. There seems to be agreement that having more skilled/trained facilitators for meetings would be beneficial. Also having a timekeeper (a separate role from the facilitator). Also discussed have a meeting “greeter” like we do at dance, and “vibe-checker”.

July Meeting notes

In August, we will try out Oracle’s recommendation, of preparing a tentative agenda in advance of the meeting (final agenda subject to approval of the Board) with links to supplementary information/reports by members proposing an agenda item. Members will have an advance notice of what topics will be discussed, and if topics are new or complex, have the time to thoughtfully prepare in advance of the discussion. 

GOVERNANCE:

Currently is “potluck” ~ not working (the core group attending is in and out and difficult for continuity).  Perhaps a traditional non-profit (9 committed board members) should be implemented. As of now the only vested group are the 3 current board members. This would ensure a core group to carry out the responsibility of attending meetings and doing the work required to keep PCD running. There is recognition that there is a difference of opinion about what is working and what is not working with how PCD makes decision. It is good to review what PCD has to do (the ByLaws, then develop the structure that works to support the requirements). Also discussed other alternatives like small board and committees who do work, meeting frequencies, calendar of annual responsibilities.  These items may be perfect for a committed board to do versus the existing “Meraki” structure.

TABLED UNTIL AUGUST

• Annual Meeting (Nominating Committee/Selection of Officers)
• Spring Retreat 
• New Year’s Eve (WIZ, availability of space, deposit, report at August meeting from WIZ
• Culture of Consent 
• Increased attendance (new to PCD) 

NEXT MEETING:  TUESDAY, AUGUST 28, 2018, 7-9 PM, MAINE CENTER TO TAIJIQUAN & QIGONG, 500 FOREST AVENUE

Meeting notes July 24, 2018