PCD Annual Membership Meeting Notes - December 3, 2023

Portland Community Dance held its annual Membership Meeting on December 3 2023 at Maine Coast Waldorf School, 57 Desert Rd., Freeport Maine

Quorum

Of 154 members, 19 attended, meeting quorum requirements of 10% of PCD membership.

Introduction

• Ingathering – Erin Powell
• Circulated attendance sign-up sheet
• Mellen and Kari entertained the membership with a skit

Reports

• Summary of 2023 – Kari Prichard, President
• Finance Update – Lori Harley, Treasurer / John Boynton
• PCD is in good shape financially, having weathered the pandemic with a surplus in March 2020
• Greeter Coordinator – Lily Nolan
• Lily is willing to continue as greeter coordinator indefinitely
• Wiz update – Jimmie Prichard
• The Wizengamot members currently are: Tim, Lori, Kari, Jimmie, and Lily
• DJ update – Mellen Deschenes
• 2023, 2024 Retreats – Lily Nolan
• 2023 retreat was a success, and took in less than $200 more than spent
• Planning underway for 2024 spring retreat, with 2 weekend possibilities: March 15-17 (St. Patrick's Day weekend), or March 29-31 (Easter weekend)
• Future Dance Location Committee – Lori Harley
• Nothing new to report on this front for a new facility that meets PCD's requirements
• Sound Equipment Sherpas – John Boynton
• He and Blair / Rebecca continue to share duties of transporting and storing sound system equipment
• Solicited for others to assist in this work, requiring a commitment for 2 consecutive dances: one to pack up and transport, and the next to bring early for setup
• How to help PCD – Mellen
• We circulated forms for dancers to express their interest in how they can help

Officer Elections

• Thanks to outgoing officers/board – Mellen/Kari
• Kari Prichard, President
• Lori Harley, Treasurer
• John Boynton, Secretary
• New Officer/Board elections – Kari
• We elected the following new board of directors and officers:
• Deb Grant, President
• Jamie Schwellenbach, Treasurer
• Tasha Salvo, Secretary
• Donning the Royal Regalia – Kari & Mellen
• Current officers ceremonially transferred hats to new officers
• Lori -> Jamie
• John -> Tasha
• Kari -> Deb (represented by Genevieve Levin, because Deb unfortunately was unable to attend due to illness)
• Out-gathering – Erin Powell
• Adjourn

Meraki Meeting Notes November 14, 2023

Present: Erin, Mellen, Kari, Jamie, Deb, John, Lori, Lily, Shelagh

Facilitator- John

Ingather/Outgo- Erin

Note taking- Deb

Time keeper- Mellen

Ingathering: 

Erin—something that brings you joy in the winter season

How we roll was reviewed

Last meeting minutes were reviewed 

Where can we dance

Lori—Reiche 78x60, Riverton Community Center 98x98

Discussed the floors of each, and other schools we have used in the past. Due diligence says keep researching these, and visit to get a feel. Recollection says these are not nearly as ideal as a place like Waldorf

Anniversary Party

Kari—Happy w/ the end results of our efforts!

2024 Retreat planning

Lily—Options are dwindling for 2025

Sentiment that we should have a retreat in Spring

March or June are possible dates at Ferry Beach

For high season we could potentially subsidize

We don’t currently have a cost/person we are aiming for

Seize March (when it’s cold and heat is questionable in the buildings)? We have October held; Lily will call a 45 min meeting

Annual membership meeting

Mellen—Kari and Mellen will co-facilitate

Mellen proposes approaching the meeting itself as perfunctory (aim for 45 min or so?), business-focused, short and sweet, especially as we recently had a chock-full and vibrant 10 year anniversary party. Potluck (rather than BYO meal). Agenda will be similar to the past. Hats/regalia will be employed

$200 Budget for Platters of food

Sign up sheet can be passed around for help for annual meeting: Set up, Clean up. Kari and Mellen will make the sign-up sheet(s)

Raffle at the meeting? Could do Royal River to entice people to join. We decided to table until next year.

Board and officers next term

Tasha is interested in being secretary- Kari will be in touch with her

Deb is nominee for President
Lori did not say she doesn’t want to be Treasurer any more

We discussed that we did not make an announcement to our community about officer election coming up. We need nominees. We need people to engage in our steering committee

Next year, let’s focus in on recruiting Meraki peeps. Post dance social?

What might we send out regularly to encourage participation

We reviewed that any future officers need to have come to Meraki meetings

Plan: 

• Email: annual meeting Dec 3; that we have candidates for Sec’y and Prez. That we need a treasurer. Option to meeet w/ interesteds after 26th Nov dance. Shelagh will write draft and send to John. Express your interest by Nov.25 by replying to sec’y. That you have attended Meraki meetings.
• In closing circle Nov.26 dance, mention the email that was sent, reminding/educating others about what it takes to run the dance

DJ Pay tabled. DJ’s need to meet/discuss

NY Eve discussion

Lori will let Mellen know about Dec 31 dates;

Mellen will put out the date to DJ’s, see what’s available

Get a read in a closing circle for a show of hands, a.m. or pm dance?

Next meeting dates:

Annual meeting Dec. 3

January 16 meeting at Lori’s 111 Alba Street, Portland

Evaluation

Future agenda items

How to get more engagement with Meraki

Meraki Meeting Notes October 17 2023

Meeting: October 17 2023, 7-9, at Maine Center for Taijiquan (Jason's studio), 500 Forest Ave., Portland

Present: John (Facilitating), Erin, Shelagh (Ingathering), Jimmie, Kari (Checking vibes), Mellen, Lori, Lily, Rebecca, Blair (Time), Tasha (Notes)

Agenda

Membership annual meeting

• Dec 3
• We need a facilitator. Mellen and Kari agreed to co-facilitate.
• We need a quarum of 150 people namely 15.
• Lori will request extra time after dance on this date.
• Potluck, members only. It can be short. 

Board officers

• Deb has volunteered to be Prez. Others could step up. 
• Kari makes a case for being Prez. It's awesome to represent this community. 
• Blair: "A turnip could do this job."
• John describes the other roles.
• Treasurer keeps track of finances. Specifically, cashing out at the end of dance. John serves as bookkeeper and will continue with it.
• Secretary: Takes notes, announces Meraki. John would like not to do it again, but would be willing to do it. John has it done it for 3 years. 
• All these people are on Board, which has ultimate responsilbity for the organization. We are required to have a Board but doesn't have. Board is supposed to be held once a quarter, which often overlaps with Meraki. 
• We need 6 people to have a Meraki quarum. 
• Board would be bottom line if we had to kick someone out of the organization. 
• Shelagh: It would be great to get new folks in these roles and encourage that. 
• Mellen: People who take these roles should come regularly to Meraki. We should be encouraging/grooming people to start coming to Meraki so they can move into the Board roles. 
• Rebecca: Has some people in mind who she would like to encourage.
• Tasha says she would be willing to be secretary if it starts after. Schedule zoom meetings. Delegate if not available.
• Lori says she is willing to remain Treasurer. 

Where can we dance (Lori)

• Mackworth Island is a new idea.
• Reiche Community Center has no windows.
• Riverton has a double gym.
• Yarmouth space has poor sound quality and was too expensive. $367 for our dance at community centers, which is expensive.
• At Waldorf we have to schlepp equipment. Idea of making a cabinet at Waldorf. For now, we are staying at Waldorf. 

DJ pay

• John proposes that we give DJs more money. We pay $175 now. Proposed $200 or $225. Also need to decide how to divide up the pay with trainees. 
• Mellen will bring this back to the DJs.
• Jimmie: How was it decided how much to pay the DJs originally? It feels like part of being a DJ is volunteering like many of us. Some DJs don't come to dance. 
• John: We decided that we don't pay for music or equipment for DJs.
• Blair: How much do we pay and take in per dance? 175 + 100 for the space + 100 for insurance. We take in about $500 per dance. 
• Mellen: DJs have to buy DJ software, mixer, and Spotify account. You now have to buy every song for $1.50 each. It takes more time to not link to Spotify. Some DJs use their own mixer. Most DJs spend about 10 hrs putting together a set. 
• Rebecca: Can PCD purchase a professional account? No. 
• John: Requests that Mellen take this discussion to the DJs. 
• Lily: How much do DJs spend buying music? Average of 30 new songs per set. 
• Kari: Playing a pre-recorded set is always an option and DJs get paid less. 

10th anniversary celebration

• Rebecca: A lot of outdoor activities planned but 50% chance of rain. If inside, cornhold, twister, wiffleball. Kari will find another twister. Planning for outdoor. Lots of fun ideas discussed for indoors.
• Kari: There will be a brief history of PCD by Deb and ice breaker for 30 min, dessert, then games until 3:30.

2024 Retreat planning

• Lily: There's no place other than Ferry Beach. We cannot camp in October though. March 29-31 is available, but it's cold and there's no heat in the rooms, just heat in the hallway and dance hall. Oct 18-20 is our current plan. Two night minimum. 2025 is already booked May - Oct 1 at Ferry Beach. Camping usually closes Memorial Day Weekend but not a fixed date. 
• Lily will put out a poll to PCD membership about how many people would come on these dates, esp given no camping in Oct and March is Easter.
• Do we want to wait an entire year for our next retreat?
• Lily will secure a 2025 date, Oct 3-5. She will ask if we can have the weekend before March 22-24.

Wiz update

• The Wiz: Kari, Jimmie, Lori, Tim, Lily, Rebecca (new member!), John (honorary member)
• They had a meeting recently. Reviewed safety/accident protocol established several years ago. We want to remember that our responsibility is only up to a point in terms of safety. Reminder that we announce that we are available and also can go up to people who look like they need support. 

Next meetings

• Nov 14th on Zoom
• No meeting in Dec due to annual meeting.
• RSVP requested for in-person meeting, text the host
• Lori volunteers to host in January for in-person meeting.

No-Quorum Meraki-ish Meeting Notes for 9/19/23

At the September 29 2023 Meraki meeting, we failed to reach a quorum of 6 attendees. We did however discuss Meraki topics, and notes of those discussions are worth posting.

Attending: Mellen, Deb (Facilitating), Lily (Timekeeping), Eva (Vibes), John (Notes) (No quorum)

Thanks to Deb for her notes, with edits by John:

• 2023 Annual Membership Meeting: Sunday December 3 after dance. We need a facilitator for this.
• Board and Officers Recruitment for next term: We still need to recruit. Deb is willing to be president and would enjoy. Historically the outgoing president has had the role in feeling out who might step in.
• Where can we dance update: Kari finally got a list of contacts for the area community centers and will get right on that tomorrow. She is sending a Use of Building Facilities form to the Westbrook School Department. Eva brought up Red Bank Center in SoPo.
• Sound system loudness update. The hand held and wall meter are fairly synched. Aiming for sustained limit of 85 dB on the wall. Went well so far, although it did pop up above 85 a few times….we’ll continue to note how this is going.
• 10th Anniversary celebration planning. An announcement will go out 2 additional times.
• 2024 Retreat: Oct 18-20 2024. Prez needs to sign contract. Prices up a little bit but fine. Additional membership fee ($125) also. March 2024 we could do a full retreat in March but no heat in Rowland rooms, so that seems like a bad idea. Idea of doing a day-long “mini-retreat,” holding an indoors long dance + potluck: we will discuss this idea next time. 
• DJ update: We are taking a slightly different approach to training DJs than we have in the past, one that happens in phases. Starting with training people around creating setlists in the spirit of PCD's vibe, and following a five rhythms structure to some degree.  When or if our core DJ trainers feel confident that the person is a good match for the job with song selection/ordering, etc. there would be a debut set alongside a PCD DJ who will mix your music if you don't know how (and show you some of the ropes).  After that, if things are still looking good, and the DJ is following through, seems reliable, and is responsive to feedback, etc. there would be a second (solo) debut when ready. Followed by feedback from participating DJs and a determination about whether or how we are holding the new DJ based on need and ability.
• Add to agenda for next time, proposed by John in light of the increased costs to DJ’s to run their music and in light of our financial health: Increase DJ fee. 

Joint Meraki/DJ Meeting Notes for August 22 2023

Location

Maine Center for Taijiquan (Jason's studio), 500 Forest Ave. (rear), Portland

Attending

Mellen D, Erin P, Shelagh R, Jamie S, Cueva G, Dena R, Jason A, John B, Kari P, Jimmie P, Rebecca B, Lori H, Chloe U, Parks M. Joining on Zoom: Deb G, Lisa H, Pika S

Agenda

• DJ enthusiasm and expansion
• Music volume during dance
• Can we use prerecorded playlists?
• When/how can we return to weekly dances
• 2024 Retreat planning update
• 10th Anniversary celebration update

DJ Discussion

We had a freewheeling discussion about DJ enthusiasm, the possibility of bringing on new DJs. Notes in somewhat raw form:

Possible new DJs: Sandra, Jamie, Nate, Dena

Lori: considered a hybrid approach where new DJ and seasoned DJ work together

Shelagh: Other DJs who aren't here: Mark, Kellie,

Frequency expectation: 4x/year minimum

Lisa: Contact 5Rhythms DJs (Willow suggestion)

Deb: Counter comment - when we discussed that before in DJ meeting, we want DJs to be community dancers. If we go outside, do we lose continuity?

  What is the vitality of PCD? Have been a vibrant community, and are now, but perhaps Covid loss

  Only group around here that does DJ our music that we don't set a playlist. Other groups provide playlists

  We want to be careful not to be a group that just accepts playlists. Music that is not mixed is just different.

Beck: what's the difference?

  Jason, John, Parks explanation

Kari: assumption was a playlist only an interim to tide us over until we have enough energy to dance every Sunday

Mellen: DJ in training would still be there

Cueva: the reason we're having this conversation: Not enough DJ juice

  DJs part of the community and also be able to read a room

Deb: Put a few ideas together: Likes Lori's idea of seasoned DJ being there with trainee DJ

Shelagh: Agree with importance of music coming from the group. The collective is important.

  Even if we have enough DJs, we don't have a steady location with storage, etc.

Jason make the point that we show the new DJ what the expectation. That's important to understand what a wave is and how the dance flows

Kari - Grateful for opportunity for the conversation. Learning a lot about what the DJs do. As member of search committee, life goal is to find our next permanent home so we can dance every Sunday.

Parks Speak to Shelagh/Kari: We hope that the organic moment of both space and DJ juice happens simultaneously.

Shelagh

 John read Kellie's email to the effect: While she loves to DJ, she doesn't feel called to PCD the way she once did. She would like to see more DJs invited into the circle. Yes to: Get more Dj energy in. Require less to begin. Start with great music choices and flow, then later bring in the mixing and dj skills. YES! 

 Chloe: out of rotation because Covid + Dad sick. Interested in rejoining the rotation. A super passion

 Parks: A little all over the map. Hard time getting the juice back with every other week.

   Hardest thing: Spotify no longer links with DJ Pro any more. Buy all songs, then add to DJ Pro, then mix. Evolution of playlist to mixing: a want to do it better. Happy to be involved in the training. Have heard Dena set, it was fantastic.

 Deb: Another challenge: the people who say they might do it. 

Dena: goose bumps about an experienced DJ working with her playlist. Challenged herself to make a playlist. 

Lori: Because DJs buy their own music, does PCD

  John: PCD pays for

Lisa: Looking for DJs: if you're interested, come prepared

Jason - in favor of growing from within, rather than putting out a survey

Parks - seconds that, ("whose phone number")

Mellen - 3 or 4 current DJs said they would be interested in training. Deferring to one or two people who don't have the time

Deb - Old pattern. It will be important to have criteria, quality control. On DJs to be quality control. One hit wonders

Pika - All for bringing in new DJs. Fresh perspective would be beneficial. Doesn't think a playlist is right for Sunday Dances. Strive to maintain a certain level of quality and committment, concerned about diluting that with playlists. Anyone who's excited/interested, take time to learn software etc. Interested in setting up training crew. Doesn't want to lower the barrier to entry

Erin - Hard to say after that. Record sets as they're playing, for later playback.

Chloe - Wholeheartedly agree with Pika. Recorded set is better than a playlist. Excited to hear Dena's passion. Hell yeah!

Cueva - Appreciate our DJs for a minute. The attention/quality is so beautiful to listen to your integrity. Mixed sets (outside once or twice). Not about playlist, about DJ/Dancer interaction

Jason - possible solution: Getting DJs together with trainees. Tag team with instruction/feedback

  Picker / mixer

Contact people, guage interest, from there, do training

Jason will reach out to Sandra and one other person

(Break)

Sound Level

Lily researched, and the gold standard is what we already have: a handheld meter. However, a wall-mounted meter with a large display would be an aid for DJs to easily monitor sound levels. We've discussed this before, and decided to purchase one. We'll compare its readings to the handheld meter to give DJs a guidance to equivalent of 85 dB maximum.

10th Anniversary Celebration Update

Planned for October 22 after dance at MCWS. Attendees to bring their own lunch and utensils; PCD will provide some extras and a celebratory something. Games and activities available depending on weather.

2024 Retreat Update

Planned for October 18-20, 2024 at Ferry Beach Conference and Retreat Center

Next Meetings

September 19, 7-9PM on Zoom

October 17, 7-9PM, location TBD

Meraki Meeting Notes for July 18 2023

 Attending: John B (Notes), Kari P (Ingathering, Vibes), Lori H, Mellen, Shelagh R (Fac.), Rudy G (time), Rebecca B, Lily N, Erin P

Where can we dance? Lori

• Nothing to report, except Kari - anything from your contact?
• Kari - Gym at Talbot School - 1500 Forest Ave. They're in summer school program for the kids.
• Mellen - No DJ juice, even for playlists
• John: Are our standards too high? Mellen: it's complicated. Plan DJ/Meraki joint meeting
• Discussion about DJ juice:
•   Mellen to schedule joint meeting Aug 22 in-person, perhaps Jason's studio?
•   Rebecca: suggest questions for DJs to consider
• With OneDance Portland, there's a rotating cadre of DJs, more casual

Capacity - Kari

• John: What about using the stage?
• Beck: Can we move the chairs out of the way?
• Mellen: Let's do both if possible
• Lori to check with Waldorf about both

Sound system loudness - Lily

• Wanted to get an accurate reading from the middle without using a handheld, which turns out to be the industry standard
• Also wanted to get a culture check on whether everyone is onboard with this idea.
• Last time at UFF was reasonable sound level.
• Discussion: Shelagh likes the idea of something to mount.
• Shelagh: benefits us to have a policy, figure out where in the room, choose where we put the meter
• Rebecca: Have already decided that we want to monitor, and we should have a sign "Please don't talk to the DJ"
• Sound level committee: John/Lili/Beck, invite Pika and Mark, and add to agenda for next DJ meeting

Safety committee

• Review of what motivated this (other community: dress/excommunication)
• John: as physical safety is already handled by Wizengamot, a safety committee's mission should be emotional
• Also have distinct verbiage about consent and boundaries, etc.
• Lily: make announcements at closing circle
• We don't just hand out the sheet to new dancers
• Do we need a safety committee?
• Posterboard also has principles. Keep in plain view
• Mellen suggests for greeters: give the hand out, say "read when you can"
• Do we need a separate committee? Thumbs down

(Break)

Temperature - Kari

We've been asked for maximum cooling efficiency to keep the doors to the auditorium closed.

10th anniversary celebration

• Planned for after dance September 10th at Waldorf
• Bring your own food + utensils; PCD will provide celebration cake/cupcake/whatever, and decorations
• Have fun outdoors if weather permits
• Committee: Lily, John, Lori, Lily (John would like to bow out)
• We can be there for 3 more hours
• Beck: can supply games: cornhole, etc.

Next Retreat

• Lily working on it with committee.
• Ferry Beach: we cannot have Rowland Hall during the high season
• Jo called Wavus, not suitable for a whole list of reasons
• Pilgrim Lodge? Rudy: Very expensive
• Other suggestions for 1 hour within Portland
• Shelagh: When? May 1 through Oct 1 2024 - Summer not great because of summer vacations
•            Also: what are the specific issues with Wavus?
• Erin: Camp Pondicherry? Mellen: No - no food service; tents or 16-person bunk rooms
• Kari: Grant restricts Wavus to renting for education
• Mellen: search "Maine summer camps" to turn up possibilities for off-season use
• John: Snowbird lodge? Too small
• Rudy: may be small, but: Darling Marine Center (UMaine) in Walpole Maine. Can hold 60 meetings, 30-40 comfortably Beautiful facility in the woods on the water. Small: Would only want 30-35 people
• Kari: Retreat at Ferry Beach where they got Rowland Hall for dancing, other buildings for sleeping.
• Lily will continue to follow up with Ferry Beach
• Lori: Medomak looks good, a little far away
• Mellen: Ocean Park Camp & Conference Center is a place in Ocean Park (Rebecca has more info)

Promotional Email message - Mellen

SerenityMe of interest to community, holding Ecstatic Dances etc.

Next meetings

• Aug 22 possibly at Maine Center for Taijiquan, possibly joint with DJs
• September 19 on Zoom

Evaluation

Meraki meeting notes for June 20

Meraki (PCD Steering Committee) met in person at Jimmie and Kari's home, June 20, 7-9PM.

Attending: Erin, Lily, Kari, Mellen, Jimmie, Lori, John, Jamie

Where can we dance (Lori)

• Every place we looked into has limitations for Sunday morning.
• Get temperature about Sherpa-ing - with dwindling options, how is everyone holding up?
• Kari: UFF has been great. It might be possible to dance there on a once-a-month basis
• Jamie: What about community centers? Response: We've tried them all.
• There are spaces, but many are too small.
• Waldorf continues to be available (usually).
• DJ juice still a challenge, so once a month at UFF might not be good
• We need 2000 sq ft.
• Places like UFF or 317 Main have refreshment bars
• Jamie: what about Space Gallery, Aura, or other clubs that have a dance floor?

Sound meter

• John: Propose large meter visible from across the room, placed in the back
• Discussion about placement of device / microphone. Center of the room would be ideal, but this would get in the way of dancing unless we could suspend it from above.
• Jimmie: Move speakers to offer loudness for some or not for others?
• Purchase still comes back to Meraki for decision
• Mellen: work with Sweetwater?

Capacity committee update - Jimmie, Kari, Rudy, Mellen

• John suggestion: use the stage at MCWS, clean the floor, make the stage available for dance
• DJs like to be closer to the dancers
• Scope it out next Sunday to see how do-able it is. We'd need more help with floors & setup.

Vibe/food break

10th Anniversary celebration

• After dance September 10th
• Catering really expensive, not a lot of service
• Are we going to feel like we've spent money well?
• Bring your own lunch, we'll have a cake/
• There have been some picnics at Waldorf and UFF with people not trashing the place
• Moving towards people bringing own food/utensils, plus supplying cake and some platters.
• Fun/relaxing day
• John: what about a park outing separately w/ cookout?
• Plan outdoor activities - badminton, cornhole, etc.
• Committee: Lori, Jamie, Erin, Lily, Kari

Next Retreat

• Lili and Kari plus names signed up on board:
• Really: next Fall? Couldn't we do it sooner?
• Jo, Marion, Bart, ??

Dress

• A male-bodied person wants to dress in tight clothing - is that verbotten?
• There's a perceived double standard between female tight sports bra, etc., and male-bodied people
• John: why wouldn't we affirm that we have no dress code?
• Lily percieves vibe of double standard.
• Erin: What I love about PCD is being comfortable in my own skin. Be clear that we don't have a dress code
• Mellen: would be uncomfortable if women started to go topless. The more we bring it up, the concern is that if we say we have no dress code, someone would push the boundary.
• There are implicit lines, but we haven't articulated anything.
• Suggestion: No specific dress code, please be conscientious about being respectful to others.
• Erin: this segues into the next topic: sensitive issues

Sensitive issues

• How do we handle sensitive interpersonal conflicts or issues?
• In another community, a member was "excommunicated" of someone who made someone else uncomfortable.
• John: We have procedures in place to resolve issues. For really thorny issues, we have in the past formed a group of people to address the issue specifically with sensitivity.
• First question: do you feel comfortable talking to the other person you're having trouble with?
• We have mechanisms in place, but haven't been as intentional about communicating the "Heartfelt no," dance-alone wristbands
  
• We need to be mindful to announce at closing circle that there's a group of people that dancers can talk to for issues or concerns that arise

Greeter volunteering

• How do we get people to step up to greet? Don't think we can resolve it tonight - think about how we can address this in the future?
• Solicit for a safety committee, Mellen: the committee needs a mission
• Put on the agenda for next time
• Please send me the written safety protocols

Meraki Meeting Notes for May 23, 2023

The PCD Steering Committee (Meraki) Met on May 23, 2023 on Zoom.

Attending: Lily N (notes), Kari P (vibes), Lori H, Erin P, Rudy G (time), John B (facilitating), Lindy O.

Agenda: 

• Retreat recap.
• Planning for the next retreat
• Where can we dance
• Volume/loudness
• Capacity committee update
• 10th Anniversary
• Next meeting 

Retreat recap (Lily):  all well with retreat.  No additional feedback. Would go back to Ferry again. 

Next retreat: no to autumn 2023, yes to spring or fall of 2024.  Need to establish committee.  Lily will put out sign up sheet at the greeter table and make an announcement at closing circle to form a retreat committee. 

Where can we dance (Lori):

• Cannot dance at Waldorf in July; we don’t have dance scheduled for July. Possibly dance at Oddfellows in July? 
• 317 Main Yarmouth: Alan and Joe are full time and they have summer programs starting. They're going to talk and get back to us.
• Waynefleet is a no.
• Portland public schools are a possibility.
• Erin to call Temple Beth El in Portland about availability. 
• Lindy suggests a place in Brunswick.
• We are dancing outside June 25th at Waldorf.

Loudness:  No movement on that.  80 dB still the limit and DJ’s seem to be onboard with holding that limit. 

Capacity committee:  nothing to report. (Ed: John: we could make use of the stage for additional room)

10th anniversary celebration: Lori, John, Kari and Lily on this committee. No details set. Lily suggests the celebration be in early fall to maximize weather niceness.

Next Meraki meetings:

• June 20th at Kari and Jimmie’s
• July 18th on Zoom 

Meraki Meeting Notes for April 11 2023

Meraki (PCD Steering Committee) met at Mellen's home on April 11, 2023

Attending

Kari P (facilitating), Jimmie P, Shelagh R, Mellen D, John B (notes), Lori H, Blair F, Rebecca B

Agenda

• 2023 Retreat updates (Retreat committee)
• Where can we dance update (Lori)
• Sound system loudness update (Kari, Jason?)
• Capacity committee updates (Kari, Jimmie?)
• In-person Hosting suggestion (Mellen)
• PCD 10th Birthday celebration

Retreat update (Retreat committee)

• Last registration day: Sunday
• John and Lily researched the sauna trailer idea with a Saco provider; after discussion Sauna trailer: vetoed due to logistics, cost, management
• People slotted for checkin, may need more
• Covid: Masks required in lunch line area
• Ask people to test beforehand
• Will ask at checkin
• Will have some tests available
• Money: We have $800ish surplus
• Received $205 in scholarship donations - Refund excess
• Mellen: spaces
• To add to email blast (after registration closes):
• Musical instruments
• Specialty activities like yoga, etc.
• Whiteboard for activities/announcements (Blair will bring)
• Don't announce availability of tests

Where can we dance?

• A group of us visited 317 Main in Yarmouth
• Beautiful space, about the size of Waldorf
• Sound check with bluetooth: subwoofer probably needed
• We're not on the same page about price (they mentioned $2-300/hour)
• Can do Waldorf ad infinitum, except for blocked out spaces
• Is Mechanics Hall a possibility? No: it's a wedding venue, frequently booked on Sundays
• Kari: Schools - only available is Westbrook
•   Middle school - need to have staffer, need to make application
• Christian School:
  
• Bigger, storage not secure
• Not pretty - narrow walkin, dark corridor, no loungy-type space
• Big windows
• Echo a problem
• Smells like a gym
• We can do a test dance there
• Mellen to check Waynefleet school
• Add to capacity committee discussion: Do we want a space that fits 100 people?
• DJ juice still lacking. Weekly dance is pipe-dreamy
• Jimmie - what about a different standard for DJs? Pre-recorded playlist
• Beck seconds the idea
• Mellen: even so, there's tech, flow needed. It's more about how you craft a set than the equipment.
• Shelagh: We've gone way out on the DJ track
• -- break --
• Mellen: Paradigm shift in DJ land. The passion around ownership has diminished.
• We need to make room for people to not feel the way they used to about control of the set.
• John: Concerns about Urban Farm Fermentory (UFF):
• Hard, dirty cement floor
• The place is kind of run-down
• Chem-free dance is a little inconsistent with the venue, which serves beverages that contain alcohol.
• Blair/Beck: Support variety of places
• Mellen: We need majority of places with a decent, danceable wood floor. UFF not great.
• UFF held June 4 for us. Despite concerns, we plan to dance there June 4.

Volume/loudness

• Mellen: 80 dB seems to be where we want to stay. Mark was high 70s.
• Beck: 80 db was a good limit. Above that over time, can get hearing damage.
• Spot checking is hit-or-miss. Research devices that can consistently monitor with a large readout or one that is easily visible to DJ with remote sensing location.

PCD 10th Anniversary

John: October will mark the 10th anniversary of PCD's first dance as PCD. Let's do something special.

In-person Meetings

• Mellen: Please text if you're coming.
• John will publish number in announcements.

Next Meetings

• May 2 not needed for Meraki; can be for Retreat Committee
• May 23 on Zoom
• June 20 at Kari and Jimmie's 

Meraki Meeting Notes for March 21 2023

The PCD Steering Committee (Meraki) met on March 21, 2023, on Zoom

Attendees: Lily N (notes), Lori H, Rudy G (timekeeping), Kari P (ingathering), Jimmie P, Jason A, Mellen D, John B (facilitation), Shelagh R

Proposal: Eliminate free entry first dance

Jimmie proposed to eliminate free dance for first timers discussed and unanimously affirmed. No more free first dance. John asked: Is this really about a too-crowded dance floor? Yes; we'll discuss more later if we have time.

Retreat update (John/Lily)

• 41 registrants
• Gross sales $7650.
• Donations $185
• Platform tent requests 12
• All DJs have registered already
• Rudy would like to offer open music jam and will liaise with Ferry Beach about offering in the Rose Pavillion. Rose Pavillion has a wood stove according to Rudy.
• Lily to contact Ferry Beach about reserving all 12 platform tent sites.

Where can we dance update (John/Lily)

• 318 Main in Yarmouth: Kari and Lori trying to set up meeting with Yarmouth to determine what barriers Yarmouth has with contracting with us.
• Waldorf is available indefinitely but not every weekend.
• Urban Farm Fermentory open to having us but has cement floor.
• Vote to hold occasional dances at Urban Farm Fermentory unanimously affirmed.
• Kari to confirm with UFF and contact Mark to be DJ

Sound levels update (Jason)

• Jason measured at previous dance from 15 feet away from DJ table, estimates that 75% of  measurements decibel level was at 85 dB or less, 15% of time 90 dB, 10% of time 93dB.
• Shelagh asks if current meter could be on DJ table for DJs to use and if meter could be calibrated to reflect volume that listeners are actually experiencing.
• Issue was not resolved.
• Some ideas proposed were use of smartphone dB app, having more than 1 meter so volume could be measured at different locations.
• Goal to keep volume at or below 83 dB affirmed to prevent hearing damage.

Crowd size discussion (group)

• Unanimous concern for crowd size.
• Discussion of whether to limit crowd size or not.
• Suggestions to limit are to allow members only to dance or members have priority,  increase cost to dance, having to pre register to dance.
• No resolution on this.
• Kari, Jimmie volunteer to spearhead new "capacity committee" 

Next meetings

• April 11th at Mellen's
• May 2 so we have Meraki before the retreat
• May 23

Evaluation

We all agree that we're awesome and caring and really appreciate each other  : )

 

Meraki Meeting Notes for February 21, 2023

 The Portland Community Dance Steering Committee (Meraki) met on February 21, 2023, from 7-9PM in person at Deb's place

Attending: Deb, Jason, Kari, John, Jimmie, Mellen, Shelagh, Rudy, Rebecca, Blair, Lily, Lori

Finances (John):

According to John’s flashy PCD income chart, after the protracted Covid valley, PCD’s coffers are steadily climbing to more comfortable levels. In part due to increased dancer participation (and payment); in part to the lower rental cost of Waldorf. It seems worthwhile to remind dancers to pay the admission fee (or portion thereof) at closing circles; Deb volunteered to do so at next opportunity. Rudy also game to do this as needed.

Decibel Level (Kari):

• PCD already has a decibel meter, and now it's functioning thanks to fresh batteries.
• Jason will learn use of same and facilitate its use during DJ setup and sound check.
• What is safe: 80 (Andrew)? 90 (Pika)? 70 (Rudy during meeting…according to the CDC, “Noise above 70 dB over a prolonged period of time may start to damage your hearing.") seems the safest. Rebecca to look into this further.
• DJs don’t like to hear about volume critique from dancers during dances; instead, they’d prefer feedback from their peers during dances.
• The above said, dancers always have the option to leave DJ feedback (of any nature) via the form on the PCD website.
• DJ committee will monitor for a few dances after which, if it seems necessary, share at closing circle if/why we’re reducing sound levels: hearing health!sss

Facebook Page and Group Administration (Rudy)

• Official FB page (public) more clearly reflects PCD branding (logo and banner image)
• Dance community FB Group (private): Rudy has been letting new people in by hand; this and general monitoring/moderating has proven very easy. For the moment, at least, it no longer seems necessary to re-name or alter in any other way.

Where Can We Dance? Update (Lori)

No movement yet on 317 Main in Yarmouth yet, so reiterating the following:

• The preference for access to RCA and XLR has been shared with 317; not having this access will seriously curtail DJ ability and may even necessitate using our own equipment;
• If we do need to resort to continuing to use our own equipment, will there indeed be enough storage space available to us?
• As soon as 317 has enough knowledge of their technical offerings, we (including John and/or Jason) should do a site visit to better understand and assess the setup being made available.

Meraki Meeting Format/Location

• Zooms are convenient
• Hybrid would be more work as well as require more equipment (Rudy vouches for Owl camera/system as viable after you get used to it)
• CONSENSUS: alternate between in-person (with roving hosts) and Zoom; keep an ear out for people who feel excluded from attending (because of) either format

May 5-7, 2023 PCD Dance Retreat pricing and registration logistics (Lily)

• Pricing all-inclusive, and dictated by accommodation: Quad ($170), Double ($210), Queen ($250)
• Buffer for PCD: $10 included in each registration.
• Email notification to all, with all information covered so that people can form their plan so that they’re prepared once registration goes live, since registration will be first-come, first-served.
• Committee to consider whether to offer any form of financial aid (scholarships? how many, for how much, decided by whom?) and therefore whether to also include an option in the registration process for people to give $ toward same. How will someone ask for aid?
• On the table for registration method: EventBrite, RSVPify, Google form. The former two have a cost per transaction; all snag a percentage of the price if paid via eFunds (PayPal, Stripe, et al).
• Cancellation/refund policy? Covid policy? Ask for gender? Ask for snoring/sleeping habit info for placing people in quads?
• Announce prices at next dance and take a straw pole for how many dancers might be interested in attending retreat.

DJs (Mellen & Deb)

• Cultivating a coherence in the direction of DJ methodology and music choice.
• Culling DJ list to winnow dead wood…if someone DJs 4 or more times a year, they get preference as well as greater voice in DJ issues.
• Already, there have been discussions within the active DJ body…
• sound levels (see decibels, above)
• music choice (Jason providing some reference to re-focus DJs to the original PCD intention of upholding/respecting/reflecting The Wave; a reminder that PCD is not intending to provide a Sunday morning rave, et al)

As an aside the subject of Family Dances came up:

Brian is interested in starting up a family dance. It was agreed that when Marin was organizing/facilitating this, it was in fact under the purview of PCD (i.e. on PCD website, covered by PCD insurance, utilizing PCD equipment)

Next meetings:

• March 21, Zoom
  
• April 11, in-person, location TBD

Meraki Meeting Notes for January 17, 2023

The Portland Community Dance Steering Committee (Meraki) met on January 17, 2023, from 7-9PM on Zoom

Attending: John B, Deb G, Lori H, Mellen D, Shelagh R, Lily N, Lindy O

Social Media Committee (John for Rudy):

• We've reviewed current social media vehicles for PCD
• Currently there are 5 vehicles for communication:
• PCD Membership eMails
• PCD official Face Book Page: Private Group for PCD Members only for PCD announcements
• PCD sponsored FaceBook Group: Private Group for folks with interest in PCD, dance and related activity. ~800+ members.  includes posts for non-PCD events that may be of interested (dance, music, art, theater, yoga) plus chat and videos.  Some commercial advertisements (yoga studio, theater)   Loosely curated.
• MaineDance Network: 1.5k members. not affiliated with PCD (so not really one of our 5 vehicles).  Lots of dance related advertising and announcements.  All kinds of dance, not just contact improv. We noticed some inappropriate non-dance posts.
• PCD Website.  PCD only announcements and info.  Tightly curated, no chat or comments.  Ability to leave feed back for DJs, make Paypal and Venmo contributions.
• In reviewing these five info venues, the committee determined that each meets a very specific need / audience, have value and should continue.  There may be some confusion between the FaceBook page and the FaceBook group. So Lori did some rebranding of the official FaceBook "Page" so the look and feel is consistent with the PCD official web page.  Rudy looking at the FaceBook "Group" to potentially put a bit more structure / curation around content and membership.
• Discussed renaming the FaceBook group to better differentiate it from the page
• Suggestions (Deb):
• Hold the intention about being part of the community. Should be local and part of the community.
• Add screening questions, e.g., "Why are you interested in joining this group?"

Spring 2023 Retreat (Lily):

• Proposal: Have a special requirement for retreat attendance to have danced with us at least 3 times (instead of the normal membership requirement of 5).
• After some discussion, the consensus was that this is a solution to a problem (low signup numbers) that we don't yet know exists.
• Tabled until low attendance appears to be an issue closer to the retreat date. We don't need to figure this out now.
• Jo E volunteered to put together some written materials / email copy for us to give retreat participants before they get to FB and/or at FB on arrival. Info on the dorms, grounds, dances, the whole shebang.
• Camping: campsites are $28 per night for a tent, $32 per night for a small RV.
• Update on Ferry Beach registration: the first person signing up for a room, whether it be quad or double, will have to pay for the entire room. That's problematic for us.
• Lori: we could manage room assignments with a spreadsheet.

Where can we dance (Lori)?

• Not much to report. 317 Main in Yarmouth is still the "apple of our eye", but we need patience because development of the space is slow.
• Discussed DJ hookup requirements. They can offer a USB connection, but that doesn't work for a number of our DJs, who would interface either with RCA or XLR analog inputs. Lori to take this info back to 317 Main.
• They still haven't come up with a rental price. They want to support community organizations like PCD, but can't afford to "give it away." They're working on a contract that will work for anyone who uses the space.
• The Christian School in South Portland is still on the table.
• We can continue to use MCWS until we find a preferable alternative.
• Discussion about the gritty floor situation: We could buy dry mops and either bring them with or label them and keep them in the auditorium broom closet
• When can we dance weekly? Discussion points:
• Equipment storage/haulage continues to be a limiting factor. If we have either on-site storage (better), or a killer house sound system (ideal), weekly dances are more possible.
• DJ juice is less of an issue now - we have 5 1/2 DJs for rotation, and are training new recruits.

Next meetings:

• Feb 21 in-person at Deb's (or Mellen's as backup)
• March 21, venue TBD

Meraki Meeting Notes for December 13, 2022

 Age Restriction & Associated Waiver Form Update (Kari)

• Proposal to restrict PCD dances to adults only (18 and older).
• Precipitated not only by the snafu during the 12.4.22 dance (synopsis: father arriving with 12-year-old daughter, not having found notification of age restriction via prior research on website and being miffed when this was spelled out; father subsequently submitted long email diatribe to which Mellen & Kari diplomatically responded).
• A number of PCD members have wished for this restriction for a long time, noting that (put simply) minors might not only have questions about what they encounter on the dance floor, but also that the presence of minors may inhibit full expression by adult participants.
• Concern about spatial and energetic awareness of minors.
• Mellen pointed out that the inclusion of minors was more in response to the opportunity to dance outdoors after Covid hit AND that space is already becoming a concern (again!) as we reestablish ourselves post-Covid.
• And it’s really always been an adult event.
• 18 is culturally/legally established as the cutoff for being an adult, so that cutoff feels non-arbitrary to society.
• Unanimous passage of proposal!
• Effective immediately.
• Greeter can inquire about age of new dancer if obviously necessary.
• Waiver to drop bottom two sections referring to minors; re-print with changes, but still use BLUE paper to keep continuity…will change color at the end of the requisite three-year lifetime of the collected signatures.

Where Can We Dance? Update (Lori)

• Mellen, Kari, and Lori visited the Christian School in SoPo and view it as a contender (storage, amenities, kindness and cooperation of contact person), with the caveat that the dance space (gym) is rather boomy. Pricing TBD. Available January forward.
• Looking forward to visiting the other strong contender, 317 Main Street in Yarmouth (storage, TBD plug-and-play hookup to 317 sound system, sprung dance floor, purpose-built, aligning with 317’s desire to create community). Pricing TBD. Not available until mid-February or possibly into March if there are snags on their end (the dance hall is part of an extension of their existing facility and is presently under construction). [Visit Wednesday following Meraki revealed square footage: 2061.]
• Option to try out one/other/both locations prior to signing a contract; WCWD committee entrusted with deciding upon any such activity.

May 5 - 7, 2023 PCD Dance Retreat at Ferry Beach in Saco (Lily)

• Contract has been ironed out, signed, and provided to all committee members so that the facility's requirements are known by all.
• Lily is in contact with Kathy and will convene the committee in January to continue planning:
• Marion K.
• Sandra (?)
• Joe E.
• Shelagh R.
• Krista O.
• Rudy G. & Kari P. (available for consulting)
• 4 DJs have already voiced interest, thereby covering the 4 dances!
• 25-person minimum; maximum?
• If people can begin signing up sooner rather than later, we’ll have a better idea of numbers and therefore whether or not or when to make membership requirement changes to encourage more signups.
• John will get proof of insurance to Lily pronto for Kathy.

Facebook Group Administration and Group Membership Approvals, et al (Rudy)

• Rudy has taken the bait and is taking this quagmire on.
• Clarification: Page is official PCD business and is completely open for viewing, but only PCD admins can post; for the purpose of announcing dances, cancellations, and policies as needed. Group, however, is only accessible via acceptance into the group; it is possible for anyone in the group to post and is meant as a place for building (dance) community.
• Committee of Rudy, Mellen, John, and Lori will figure out how to better define the above and then better visually and verbally communicate the same.
• Determine any rules of engagement for Group admission.
• Can the Group be a clearinghouse for dancing in Maine?!? Rename Group to something like “Portland Dance Hub”?

Membership Requirement (Lily)

• Would it be helpful for the 5-dance requirement for PCD membership be lowered since we’re only dancing twice a month presently and the retreat is on the not-too-distant horizon?
• Suggested: 3 dances.
• Change would make the retreat available to more dancers.
• What is the retreat capacity?
• Note that annual meeting must be attended by 10% of the membership in order to make quorum; keep this in mind as we grow membership, but membership can be winnowed of dead wood.
• Are 3 dances enough to grant benefits of membership: access to Meraki meetings and therefore decision-making, access to retreats, ability to serve as an officer?
• Do retreats have to be members only?
• Lingering concerns by some present: there is a group understanding, a holding of space around touch, boundaries, consent, power dynamics, body and gender issues. 

• Table for now.

Next Meraki Meetings

January 17 - possibly @Deb G.’s, weather permitting; otherwise, on Zoom

February 21