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.