Meraki (the PCD Steering Committee) met via Zoom on Monday, November 3, from 7-9 PM
Attending: John B (notetaker), Tasja, Deb (Ingathering) Mellen, Rebecca (Vibe checker), Lori (timekeeper), Kiara, Shelagh
Meeting Format
- Choose roles (Ingatherer, Facilitator, Timekeeper, Vibe Checker, Note Taker)
- Ingathering
- Briefly review How We Roll
- Summarize previous meeting notes
- Gather new agenda items
- Set order and time for items
- Attend to agenda items
- Schedule future meeting(s)
- Evaluation
- Outgathering
Agenda
- Fall 2025 Retreat Summary (Kiara)
- Email message expressing concerns about the facility we use for dance (Rebecca)
- 190 Lancaster Street Update (Tasja)
- Annual Meeting Planning (Rebecca)
Tabled
- DJ Training Proposal (Jason)
- PCD sponsored Workshops (Brian)
- (Added) AI Meeting Summaries (John)
John hosted the meeting on Zoom, and turned on AI Summary so that notetaking would be easier. Several members present expressed concern about using AI to summarize meetings and asked that it be added as an agenda item to be discussed and decided by Meraki. John turned off the Zoom AI summary feature, and knuckled down to take notes, which are summarized here.
190 Lancaster Street Update (Tasja)
Tasja talked to Barrett at Portland Community Squash to find out if anything's happening with Lancaster Street location (A possible space that several Portland area dance organizations could use). Porta wrote up a lease, presented to Portland Ballet, which rejected it, and they're happy to share the lease with us. The cost would be $10/sq foot (a low price); Portland Ballet rejected it (possibly because of the poles in the space).
Other share: Opportunity Alliance still has a lease on the space even though they moved out, and continue to pay rent. Because they're doing that, landlord would potentially offer that money as part of the buildout. Tasja wanted to share with us and not just hold the info herself.
John: Is there further action warranted on this?
Tasja: No, would require visioning and resources beyond what seem to be available at PCD.
Kiara: PCD is several steps behind being able to consider such proposals
Rebecca: Are you (Tasja) willing to continue to liase with Barrett?
Tasja: Yes, I will contact him.
Deb:
It could be worthwhile writing to PCD people that attended the initial meetings where we explored the possibility of the new space. When Mellen and I left that meeting, seemed like PCD was the least noticeable to them. Some communication would help to increase our visibility. Thanks to Tasja and Kiara, and to anyone else who worked on that. Important to know that you're appreciated.
Action: Tasja to contact Barrett to see if there's any update on 190 Lancaster St.
Retreat Committee Update (Kiara)
John can give numbers, and we need to meet to determine how to divvy up for cancellations that occurred after the deadline
Ferry Beach (FB) said they could give assured regular dates if we could commit to multi-year contract
We had 58 total registrants, but a few had to drop out: Sadie, Marion
FB has a pretty strict system of determining who's in what bed. They have a whole safety protocol with badges. A lot of times FB has people sign up through them directly.
Pros and cons discussed of FB vs Oceanwood
Did we get a discount for mold problems that dancers experienced? Kiara discussed with them, but because we didn't call the amply posted numbers during the weekend so that they could address issues, they wouldn't discount, and we didn't want to push it. We paid their invoice.
John: Unless something has changed, using FB for registration would require participants to pay for all their roommates at the time of registration.
Kiara: It would be helpful to let people figure out their own lodging
Do we have a committee established for the next and future retreats? No, but Kiara is willing to spearhead future retreat committees
Deb: leadership for this retreat had a different low-key vibe, appreciated it.
Kiara: That did work; people stepped up for various things. This is a co-creation. When the committee doesn't hold it too tightly, there's space for people to step up effortlessly.
Pending: Creation of a new Retreat Committee and exploring a two year contract with Ferry Beach.
Dancer email regarding facility (Rebecca/Deb)
Proposal to divide the topic into 2 15 min sections (Rebecca and Deb will fill in each other's blank spaces as needed)
- Update
- Brainstorming action plans, possible solutions / next steps
Synopsis:
A dancer sent an email through website; someone who had danced with us at Avant; they're not returning because we're dancing at Beth El. Do we know about the position or views of facility management regarding Gaza?
A follow up private email message continued to be respectful; they were disappointed to see 3 dances in November, and asked to be removed from email list; notify if/when we change locations
Rebecca wrote back with empathy and sadness about her decision; we will continue to keep confidentiality; did include a part about being an all-volunteer consensus-based organization, and it may take time to find a new home; all the lack of options of spaces landed us at our current location.
Deb: Also there are others who feel difficulty with dancing at the current location; this might not just be one person; there are perhaps others.
Rebecca: True, so it's not just about her
Rebecca reviewed questions that arose from previous meeting
On to questions. Are there further questions?
Shelagh: What is our responsibility in terms of relationship with the venue? Do we walk away or prioritize the relationship and engage with them?
Would we Walk away without giving a reason, or engage with dialog?
Deb: (transition to action steps) Eva shared about the venue, but Rebecca felt that third-party information wasn't relevant to our discussion.
Discussion about best ways to frame this. (Deb: accessibility; this space might be limiting.)
Rebecca: Given the complexity of these issues; let's move on to action steps.
Reinvigorate space committee (new people; Mellen, Lori, Kari did a fabulous job of researching and documented the venues). The hope is to start to look at space and creative solutions to finding another space
Mellen: Surprised and concerned to see how much time and effort is being given to this. There's always something for somebody about whatever space we're in. Concerned that we're elevating this to "should we relocate because of this?" What are we doing? Good luck to the next group (who searches for a new space).
Rebecca: It hit a deep chord in me. This feels different. Although, this can be a part of the solution: We stay, and not address it further.
Kiara: Is one of our action items to add to our mission statement that we don't take political positions
Shelagh: appreciates this discussion. Is the decision is to keep dancing or not at all? Like a relationship: Do we stay and continue dialog. (Rebecca: summarize) Value in keep dancing and continue to have difficult conversation about accessibility for others who will not dance at this temple?
Deb's version of what Shelagh said: As an organization, we hold the value about conversing around ethics
Lori: when first informed about the email message, wanted to know what is their standpoint? Looked on website, and found it, and it made her consider the complexity of the situation. So complex that it can't be a yes or no. Cannot be reduced to sound bites. A can of worms comes up.
Deb: Consider Rebecca's proposal to reinvigorate space committee for other reasons, irrespective of this
Rebecca: Willing to solicit involvement for new space committee. Lori willing to manage the google doc if that's helpful; willing to serve as consultant. Action step: start that process
Kiara: Send a callout to members in an email message
Tasja: We might have done something like this before, but include a link to the spreadsheet.
Mellen: There may have been some new venues that have popped up. Legitimate to continue to look for other reasons. This shouldn't be the reason to leave.
Rebecca: will craft email message
John: Mechanics - do we send to membership via MailChimp?
Tasja: Maybe send to bigger list for more potential interest/etc.
Decision: Rebecca to an email to our entire list, not just members, asking to form a new space committee.
Annual Meeting (Rebecca)
Rebecca: Board gets together, creates structure, person from each committee of dealings from the past year.Mellen: Look at recycling the agenda. Question about food, entertainmentRebecca to take on the agendaKiara re food: Last year we had an events committee; could check in with Taryn re Trader Joe'sDeb: Potluck a possibilityRebecca: Providing food will be a draw to encourage participationMellen: afternoon timing means no meal neededKiara: all we need are simple snacks; a potluck raises the bar; if Taryn can't do it, Kiara offers to do it; we agreed to a $200 maximum expenditure for food.
To AI or Not to AI: Tabled
AI discussion for the purpose of summarizing the meeting
Kiara: there are other possibilities that don't involve AI.
Next Meeting
- Sunday Dec 7 Annual Membership Meeting
- Tuesday Jan 13 In Person (Location TBD)
