Meraki In Person  After Dance June 14, 2026

 

Attendees:  JImmie, Kari, Brian S., Deb (faciliator), Jamie (ingathering), Mellen (notetaker), Tasja, Syd, John B.,Henry, Jenna, Kiara, Blair, Sadie, Emily G. Devin, Jen D, Parks (Vibe checker), Rebecca, Larissa, Bee, Catherine C.Noah (Timekeeper), Felicia. Marion briefly attended to review last meeting notes. 

 Meeting format

• Choose roles (Ingatherer, Facilitator, Notetaker, Timekeeper, Vibe Checker)
• 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)
• Evaluate
• Outgathering

 

Published agenda 

• Retreat Committee: 

• Create a PCD Retreat Account 

• Where Can We Dance - Devin

•  Proposal to Adopt a sliding scale pricing structure for dance - Felicia

•  Fundraising event pre-planning - Deb

• Code of Conduct Committee Update - Emily & Devin

•  Survey of PCD Membership and next steps - Devin

Added  

• Clarify the budget for snacks for Meraki - Rebecca

  Note: It has been $35 for a decade; propose possible increase to $65-75 and maybe more, based on discussion.  

 Meeting notes

Devin introduced the concept of "Fist to Five" as a visual voting method other consensus groups use. We agreed to experiment with it for this meeting. Showing a fist on an issue means "I will never support this", 1 or 2 fingers up means I want to discuss this; 5 fingers means I fully support. Those with fewer than 3 fingers then can ask questions, others remain quiet. Presumably it streamlines voting and discussion. 

 Retreat Update - Kiara

Kiara & Elise to meet with Ferry Beach to discuss problem with food from last retreat. The hope is that the food issue can be resolved so a longer term contract can be established with them. 

Question arose about feasibility of 2 retreats per year citing expense to dancers, difficulty of booking DJs. This is still in play; more discussion after evaluation of Sept 2026 retreat at Medomak Camp. One possibility is holding one retreat annually at the more expensive site (Medomak).

Where can we dance? - Devin & Tasja

South Portland Middle School - will only negotiate a few months at a time, no long term contract. Once a relationship is established, it should be easier to get into a routine.  Gym has not been seen.

Portland Public Schools - Lyman Moore Middle School is best bet.  PPS also will not sign a long term contract; can set for 90 days and then renewed. 5000 sq feet. A sound check is needed- planning for sometime in next two weeks - between 7:30 - 5 pm. Suggested to try one or two trial dances (if space is appropriate) during summer to assess heat situation. No A/C, no natural light. $308 for 4 hrs; includes required school staff on site. 

Dancers who want to attend a site visit/sound check at Lyman Moore: Parks, Emily, John, Blair, Kari, Felicia, Jamie, Rebecca, Sadie, Larissa.  Devin will coordinate that visit. 

North Yarmouth Academy - Tasja. While still on the table, NYA rental would cost close to $1000 including DJ (rental is $600 plus DJ and overhead), this has been tabled.

John said our liability insurance has been increased as any of these sites require higher coverage.

Concerns raised- uncomfortable with lack of long term contract.

Proposal to Adopt a sliding scale pricing structure - Felicia

Felicia made a detailed proposal which was sent with the meeting announcement. Major points cited are that the current $10 rate may no longer reflect the real and future needs of the community, including:

• rising rental costs (especially if we relocate)

• the possibility of needing to move our location

• emergency funds

• future special events or community-building opportunities

• long-term dreams such as retreats, fundraisers, or eventually creating a permanent home for dance

Sliding Scale proposal:

$10 — Supported Rate- For those experiencing financial hardship or for whom paying more would create strain. $15 — Sustaining Rate- The suggested fee. This reflects the new baseline amount requested to help sustain the dance. $20 — Supporter Rate - For those who have financial abundance or stability and would like to help support accessibility for others and strengthen the community’s future.

Rebecca noted there's been no price increase since PCD incorporated 13 years ago. Kiara asked that we not call the fees a "donation" as we determined in the past it was a fee for participation.  Felicia agreed to amend her proposal to delete "donation". 

Vote: Measure passed

Felicia requested some time to get implementation of the fee change organized - a start date will be decided soon. She and Mellen will work together on getting out an email with wording to announce the change.  Also noted was the need for new greeting table signage (Wiz), DJs (for announcements at dances - Deb will contact DJs); and Lori for website changes.

Code of Conduct - Emily & Devin

Emily stated that current efforts to develop a code have been slower than hoped for many reasons and Devin presented the idea that the Code and insuring overall safety of the community needed more than volunteer effort. 

 

There are lots of confidential conversations currently among dancers about breaches of safety on and off the dance floor. Devin feels there is urgency around getting a Code of Conduct AND other policies or restructuring implemented. 

She recommends considering a paid consultant to do the work needed. There are three elements to be developed:  1. Community input (surveys and/or listening circles), 2. Proactive - code of conduct, preventing harm, 3. Reactive - solutions, how to handle problems. The Code of Conduct is only part of an overall solution. She believes the REACTIVE part is most pressing now for PCD as there are some pending issues around behavior. 

She stated she has the qualifications to do this work and based on other similar projects would expect the cost to be in the $15,000 range. She acknowledged "sticker shock". She also made it clear that another consultant could be hired, if PCD chooses to pursue this idea.

Rebecca reviewed what is currently in place around safety and behavior challenges - REFLOW was summarized. We went around the circle and all present gave thoughts on pluses and minuses of the idea of a paid consultant.  These are summarized here:

• This is important (dancer safety)
• Yes, it is too much for volunteers to do - support hiring 
• Inside consultant or outside person - there was potential value in either
• Can we enhance current systems (REFLOW) - no need to re-invent
• Find out who developed the Contradance Code of Conduct- it is considered very good
• Harm outside of dance floor is also important - how does it fit
• Intent is to strengthen community vs. targeting specific individuals
• As a non-profit we would need to vet at least a couple consultant proposals
• Feel good that community is addressing this
• Would want to see a full proposal from Devin

Next steps:

Brian agreed this is beyond a volunteer role, requiring too much time. Next steps:

• Requested Devin submit a scope of project proposal so Meraki can be clearer on the components suggested.
• Larissa - find out who crafted the Code of Conduct for Intown Contradance
• Determine a committee - ask for specific folks, nominate them vs request for volunteers. 
• Hold a special single topic zoom meeting for further discussion of this proposal, with reference to a more specific proposal from Devin - invitation goes to all members (Devin can discuss wording with Marion for the email announcement.) 
• Special meeting is scheduled for TUESDAY, JUNE 23, 7-9 PM on Zoom. 

Budget for snacks and pre-planning for fund raising event items were tabled due to lack of time.

Next meetings:

Tuesday, July 14. In person at Eva Goetz's house, South Portland 7-9 PM

Monday, August 10 - zoom. 7-9 PM

Meeting adjourned 2:15 pm.  Notes submitted by Mellen Deschenes.