Meraki Meeting Notes - July 16, 2019

Present
Lindy, Martin, Deb, Nicole, Deirdre, Tasha, John, Don, Tim (by phone)

Roles

• Facilitator: Lindy
• Timekeeper: Don
• Vibe-checker: Deb
• Scribe: Tasha

Agenda

1. Ingathering - Martin
2. Sept Retreat – Nicole
3. Consent form for minors – tabled because Mellen not present
4. Greeters – Tasha
5. DJ Update – Deb
6. Proposal Template – John
7. Suggestion Box – Tasha

1. In-gathering

·       Martin: We agreed to check in after four meetings to see how the in-gathering was going and to decide whether we wanted to continue. Also, if we decide to continue, Martin would like to step down as the coordinator.

·       The purpose of the in-gathering is to provide a 2 -4 minute reflective moment before the meeting starts to create an atmosphere for being present and being our best selves.

·        Do we want to continue with the in-gathering?

o   John: Let’s make it optional without any formal structure. Whomever is called to do the in-gathering will do it. If no one is called, then we can have a few moments of silence.

o   Deb: Let’s keep it but we don’t need a coordinator.

o   Deirdre: Agrees with John and Deb.

o   Martin: OK with making it informal but the 4 minutes is important.

o   Lindy: The in-gathering is built in to the consensus document so no need to vote on whether to have it.

o   Voted: Go with an informal, optional in-gathering.

·        Deb: As part of the consensus process, we should make the timekeeping more public for the whole group so we know how much time is left for discussion.

22. Fall Retreat / Spring Retreat Financial Report/Inquiry

·      Nicole: As the chair of the retreat committee, Nicole has decided that it’s too much work and too late to organize a fall retreat. The retreat committee will evaluate whether we want to have a fall retreat when organizing the next spring retreat.

·        The $788 budget deficit for the spring retreat was due to 1) $168 supplemental food budget, agreed to by Meraki, 2) 3 refunds were given at the last minute to people who didn’t show up and requested refunds, and 3) one person still hasn’t paid.

·        Nicole asked the question of the group whether we should allow refunds because we pay per head, so if people get refunded, PCD still has to pay.

·        Deb: It’s generous and kind to offer refunds for family emergencies, but otherwise we should consider not refunding or giving only a partial refund, or requiring that the person finds someone to fill their spot, or full refund only one month prior.

·        John: As the person who does the books, he’s not concerned about a $788 loss for the retreat. We still have plenty of money.

·        Tasha: Feels it’s not right that someone should get full refund right at the end. There were also a lot of people who were late in paying, which also doesn’t feel right.

·        Nicole: Next retreat, we will have more formal guidelines and policies around refunds. She feels like the committee needs to be accountable for the money as well as the rest. Nicole is committed to being the retreat coordinator. Gratitude all around!

33. DJ Update

·        Deb: DJs met to discuss how they make decisions about the music selections, especially if a song is particularly edgy or potentially controversial.

·        Table sharing their discussion because there are not enough people at Meraki to share their input.

44. Greeters 

·        Tasha: Greeter sheet updated and condensed. Shared it with the group.

·        Nicole called Tim who spoke by phone: 30% of the time, greeters don’t show up. 40-50% of the time greeters say they can’t make it when they get a reminder. And greeters are more often late than not. So Tim has to fill in and find someone to greet on the fly, which often ends up falling on the same people.

·        Suggestions discussed at WIZ: Announce at circle the importance of following through with your commitment, mention the importance of showing up on time, propose that every member greet twice a year, make it a paid position (it already is), have no greeter.

·        John: Are greeters being reminded? Tim sends a text on Thursday to remind the greeter.

·        Deb: If we had two greeters, we’d have a better chance of one of them showing up. Suggest making a strong announcement at closing circle about the importance of taking the responsibility of greeting seriously. Suggest that if you can’t greet that you find someone to replace you.

·        Deb: The suggestion box is missing from the greeter sheet.

·        Nicole, Deb, and Deirdre all agreed to have a lively discussion in support of Tim at closing circle to talk about taking the responsibility of greeting seriously.

·        Deb: The suggestion box is missing from the greeter sheet.

55. Proposal Template

·        John: The proposal template online for making proposals to Meraki feels cumbersome and uninviting. Suggests that the language and presentation be gentler and that we allow other document formats such as Google docs, not just PDF.

·        Deb: It’s only meant to be used for more complex initiatives that take some explaining, not for simple agenda items.

·        Deirdre: Suggested tabling the discussion until the people who created the template (Oracle, Jenna, Judy) are at Meraki to discuss.

66. Suggestion Box

·        Tasha: John made a suggestion in the suggestion box to have cones in the walkway to prevent people from parking in that spot.

·        Nicole and Don: We definitely need it in winter so people aren’t having to squeeze around cars and snowbanks.

·        Meraki agreed that we can buy a cone.

·        John agreed to buy a cone.

Adjourned at 8:30!!

Next Meeting: Tues, Sept 10 @ Tai Chi Studio

Note: No meeting in August.