Meraki Notes - October 30, 2018

DATE: 10.30.18, 7-9 pm

LOCATION: Transformational Healing (Kiara Archabault’s studio), 222 St. John St, #117, Portland

ATTENDEES: Kiara, Oracle, Judy, John, Lindy, Jason, Jane, Deb, Pika, Jenna, Nicole, and Martin

FACILATOR:  Pika

TIMEKEEPER: Lindy

WELCOME/INVOCATION:  Mission statement circulated and read aloud, first timers/newish folks welcomed, a moment to regroup/get present and orient to one another (take a moment to look into the eyes of 3 other people) at Deb’s suggestion.

AGENDA REVIEW, SET TIME FOR AGENDA EACH AGENDA ITEM, 10/2/18 MEETING NOTES RECAP:

INJURY PROTOCOL (20 min): Deb presented the injury protocol developed by the Wiz (Operations Committee) in their recent meeting. Toxtli, not a member of the Wiz, attended by invitation for input. Wiz debriefed with Jimmie (the injured one and member of the Wiz himself) about his experience. Things go down differently when it someone we know versus someone we don’t know well or at all. They have kept the protocol simple as it cannot be predicted/many variables. Wiz will take roles ~ a “direct helper” will always be a Wiz person. The protocol will be with the First Aid Kit (should also be at other PCD events - retreat, retreat, etc). Anyone who gets involved must be clear on exactly what happened.

Discussion:

• If person is unconscious ~ call an EMT
• How knowledge about injury will be communicated (knowledge will reside with WIZ 4-6 people ~ they are doing role plays to prepare for circumstances)
• Make sure this happens not just with Sunday, but Thursday’s, Family dance and retreats?
• Cautious in our thinking (not medically) because of liability
• Wiz to come up with a way to communicate protocol (signage, etc) ~ something simple “we have a way of dealing with this…we are set”
• Exploring with other dance communities (Moti - Paul Spielman sp?)
• Wiz is essentially a safety committee 

FORMAL CONSENSUS PROCESS:  (25 min)

Oracle reviewed the proposed formal consensus process and reviewed existing procedures and processes for how Meraki arrives at consensus in an informal. He also researched other more formal methods such as Robert’s Rules of Order. He suggests that Meraki work with a more structured way of reaching consensus than it has done in the past. The one he is suggesting is 25 pages and is used by the Alexander Technique international organization. Rather than the one who “yells the loudest” gets his/her way ~ there are processes to follow in the event of disagreement and conflict. These processes include some of things Meraki has been test driving for the past few months: agendas being sent out in advance,  assigning a timekeeper and setting aside time for attendees to evaluate and weigh in on how the meeting went for them.  A “vibe checker” which has been mentioned could be added as well.

Discussion:

• John voiced concern that it adds administrative burden to the secretary’s role. Need buy-in to make it work (like members submitting an agenda item in writing as a proposal to the secretary ahead of the meeting). Worries that this may be a disincentive for attendance at meetings. Will making it more formal draw in more members?
• Oracle thinks people knowing what is on the agenda ahead of Meraki may encourage participation.
• Oracle has been helping secretary with implementing/testing the proposal process (ie how to get something on agenda ahead ~ mostly comes from committees).  Secretary should only have to prepare agenda. 
• The proposals are not part of the consensus process. 
• Kiara suggests the community and socializing aspect should also be considered, not just business.  Stay juicy.
• Deb appreciates both viewpoints (structure and juicy)
• Lindy suggests separate out consensus process versus what Judy/secretary is doing that is not related (posting upcoming agenda at dance, making things more available and transparent)
• Deb wonders if tone and procedure maybe getting mixed up; if tone is unpleasant or difficult what matter the process then? ~ rules that help may have no effect on tone.  Will consensus help with tone? How is our process ineffective in running the dance? Don’t want to expend energy that doesn’t help run dance. Thriving dance; thriving Meraki.
• Oracle - the meeting should be effective even if uncomfortable. Some prefer to be comfortable with tone ~ but consensus is loose-y-goose-y, not clear decisions have been made or disagreements heard and noted, build a way for diverse opinions that aren’t mainstream.
• Kiara - there may be discomfort at times but things seem to work
• John though our consensus process is “messier” and maybe not crisp decisions, it’s been enriching.
• Jason thinks some of the newer initiatives like timekeepers, sending agendas out ahead are progress - maybe cherry pick what we adopt
• Deb would like more time to read the 25 page document on consensus as well as considering other things: how to do the timekeeping, tone person, what do we want from a facilitator - some things seem easy to add in, others not.  A gentle borrowing…see how we like it.
• Martin love of dance is what brings me here…manner of cooperation, even love….chemistry changes, different participants, we create it.
• John propose that we read the document and prepare to vote on it at the next meeting.

TABLED VOTE ON CONSENSUS PROCESS AT NEXT MEETING - MEMBERS WILL TAKE TIME TO READ THE DOCUMENT BEFORE THE NEXT MERAKI MEETING. LINK BELOW

http://www.learningmethods.com/pdf/on%20conflict%20and%20consensus.pdf 

NOMINATING COMMITTEE:  (5 min)

The committee has identified candidates for the (3) officer positions:

Nicole - President

Kiara - Treasurer

Jenna - Secretary

• Kiara would like to have an Assistant Treasurer.
• John clarified that the Treasurer does not have to count money; can delegate that task.  
• Jane is interested in the Assistant Treasurer position.
• Judy suggests that the Secretary position could use an Assistant Secretary as well.
• John explained that the (3) officer positions are “coincident” with the Board (same people). He takes care of the corporate filings; PCD has liability insurance for any lawsuits against the organization.
• The ByLaws state that the annual meeting agenda must be sent 7 calendar days before the meeting ~ the secretary will send it out.

NEW YEAR’S EVE COMMITTEE:  (5 min)

Blair is leading the effort this year.  He was not present at the meeting.

SPRING RETREAT:  (10 min)

Nicole, Jane from the committee were present. There is a new proposed site at the Ferry Beach Conference Center in Saco.  It has been used and recommended by other dance communities (Holy Actor/Deirdre). Kiara said it may be under $200 per person.  Tenting may be optional. Prices can vary by type of accommodation. Dates and deadlines are being discussed; multiple variables (not on Mother’s Day or Memorial weekend).  June may be iff-ey due to graduation season.

Kiara wondered if retreat registrants could prepay so PCD doesn’t have to front the deposit (avoiding what happened with WAVUS). Deb suggests leaving details to the committee to work out and recommend to Meraki at a later date.

MIXER: (9 min)

John purchased a mixer with USB sound card but had trouble with it. He’s working on a fix, purchased cables and testing technical stuff; the case originally purchased was inadequate for locking. It was returned (at additional expense) & another bought. The mixer, extra long cables and metal locking case brought the cost up to $700 more than the guesstimate $3-400 Meraki approved. 

There was some discussion about how the process and additional input from DJs changed the variables/cost on what was needed and the secure storing of it (DJs did not want to leave it out at Ballroom Portland). John communicated with DJs and sound committee regarding the purchase. The mixer is in place and ready to go this Sunday.

EVALUATION:

Lindy:  Apologized to Judy, feeling she may have been a little abrupt in voicing a differing viewpoint. She shared her changing and deepening experiences in attending Meraki over time, initially preferring the “business” part but coming to really value the softer aspects.

Kiara:  Loves the evaluation. When she used to leave Meraki meetings she would think about what she said during the meeting, “did I talk too much” etc. She does think there are good ideas to improve but not sure how far to go with change.  She is committed to reading the document and talking to Oracle about it.

Jenna:  Her first meeting, interesting organizational structure; like how everyone interacted. On the agenda of topics, not always sure what the goal was of what was being discussed. Don’t know where it’s going or supposed to go.

Jason: Feels like we “recalibrated” productive, cooperative and good.

Oracle:  Wearing process hat, throw out that we talked about craft proposal, not a good enough proposal, goes to what Jenna was saying about goal. Lindy - awesome, vibe checker is not in document but important piece.  Empower committees.

Deb:  Glad to have been here, felt disconnected/group not cohesive at beginning, good to pause for a reset 

Nicole:  Appreciate Kiara held space but she’s dying of heat! Valuable and uplifting, nice flow — accomplishing …more efficiently is work.

Jane:  Glad I finally made it, interesting to know backbone (..of the dance).

NEXT MEETING, TUESDAY, NOVEMBER 27, 2018, 7-9 PM,

AT DEB GRANT’S,  60 BRENTWOOD,  PORTLAND, 207-775-7752