Meraki Meeting Notes from May 4, 2015

Present

Neil
Chloe
John
Liz
Blair
Julie
Dave
Diane
Deb
Nev

Next Retreats
We decided to reserve the weekend of April 1-3, 2016 for the next spring retreat at Kieve.  This was the only weekend available Kieve.  No availability for this fall. We are probably not going to be having a fall retreat this year, but are hoping to book Kieve for the fall 2016 in anticipation of running two retreats per year. Denise will investigate booking Oct 14 -16, 2016 for our first fall retreat with the blessing of the Meraki to book it.

We decided we love each other.

IRS Application - we are all set to file as a 501C4 (social benefit organization).  We discussed our application and brainstormed additional language that shows how we are a social benefit organization.  John will receive input from the group for a few more days and completer our application.

Retreat Tip - We discussed the way a tip was handled at the dance retreat.   The Meraki held a discussion about how we may offer tips, or other voluntary gestures,  in a manner that does not put pressure on people to participate or contribute.  The retreat committee has been asked to keep this in mind for next retreat.

Summer Gathering - On June 28 -- or on a site designated by Diane's Doodle -- at Sebago Lake State Park we are committing to holding a PCD summer gathering.  Deb and Diane will plan it.   PCD will pay $125 to get a site there and participants will need to pay $4.50 to get into the park.

Alternative Dance Space for Sunday May 24  - the floors at Avant will be resurfaced and we need to find a different space.

Retreat Survey Results - Liz reported that the committee has digested the retreat results.  The maraca thanked the retreat committee.  It seems that the retreat price and fees were aligned with the possibility of a small surplus.  We discussed refunding the two people who enrolled in the retreat and couldn't make it. The meraki decided that whatever surplus remains will be divided among these two people up to, but not more than, their costs minus the $50 non-refundable deposits.  The group was clear that this was not a precedent setting.

DJs - The question of how to give DJs feedback was discussed.  The group expressed concern about how feedback could be collected and delivered.  The group settled on no official plan but some of the meraki volunteered to step up and give DJs kind, specific, and helpful feedback.  On another topic, DJs will need to come up with an equitable way to share the DJ days.  Each of the 12 DJs will DJ once a quarter only if the current DJ plan is followed.  Much concern here and more to discuss.

Next Meeting - TUESDAY JUNE 9 AT 7 PM - at Nev and Chloe's house 24 Pitt St in Portland.

Meeting Minutes from our April 6 Meeting

Dave officiating

Nev

Deb

Cherie

Diane

John

Liz

Wayne

Neil

Chloe

Eva note taking

  

Sound Systems decided for retreat.  Mid coast area sound system will set up plus $500.  After discussing pro’s and con’s we decided to go with mid coast folks who will set up sound system.  

Saturday night dance during the retreat.  Sending e-mail to everyone as invite.  Wayne earned Meraki Points for reading notes.  $10 dance fee Saturday night.  Dance will be broadcast to Portland Community if Amy Moffet or Carey want to let there community know it’s OK.  

Spoke about safety issues at the retreat center.  

Final e-mail what to bring and rules specifically explained etc.  

Wiz will be on Safety at retreat.  We will get first aid kit at retreat.  

Deb brought DJ concerns and wonders to Meraki.

Neil expressed concern of not enough silence at dances end.  Do we want to lengthen dance time?  We will put this agenda on another night.

Newbie suggestion: Wayne brought concern of Dance de-brief for new folks after dance.

Community building how do we include new folks is an ongoing discussion.  

Dance debrief after dance.  Perhaps optional meeting for new people. 

Debriefing committee after closing circle. Eva will co-ordinate.

Membership list needs to be accurate.  Quarum needs to be pinned down.  Julie and Liz taking over membership list.  Liz spoke about her management of the list.  Question about what members do.  Folks can opt out of Meraki notes. List of regular attendes.   Small break out meeting about meeting after Meraki about membership.

Sunday Morning safety:  Wiz was supose to do a safety card. 

Specific safety concerns feel managed well.

Financial: John says we have $. 

Family dance on one Sat. morning a month?  

Neil will head this committee. Plenty of Dj’s available to do a family dance. 

Suggestion box. Chloe: Request for live music found in the box.  

No live music Sunday morning.

Empower people to experiment with alternative dance?   Do we want include more than Sunday morning?  Insurance and financial risks for that. 

Bigger question are we good with more?  

Summer event may have live music: Book Fort Williams.  Deb, Chloe and Diane.

John is saying to try one extra-curicular dance and see what happens.  

Chloe feel the energy is available. 

1)Live music 

2)Some Structured

3)Evening event 

Dave concerned about keeping PCD brand clean.  

What workshops will be umbrelled under PCD auspice.  

Workshops to help folks learn the lay of the land and ropes.  

Bring proposals for different Dance events  and we’ll discuss it. 

Need to pick next meeting and next location.

Men’s dance circle on next agenda. 

May 4^th   7p.m.  Eva’s house. 46 C Street,  South Portland, 04106 

Maraki Meeting Notes March 9

The meeting was held at Julie Vohs' house.  Thanks Julie!!

Attending: Chloe, Dave, Deb, Diane, Blair, Neil, Julie, Jim, Eva, Liz, Honey, and John

Our Next Meeting will be on Easter Monday, April 6, at 7 pm at the Grant's House - 60 Brentwood St Portland, Maine

Dancer Issue -- we discussed a personal issue regarding a dancer who may be having some confusion about how to have appropriate boundaries within our community.   Neil and John communiated with this individual and the general sense is that the individual was receptive and willing to work with our guidelines, though there is a language issue.  We noted our value being inclusive while protecting people's sense of safety.  In conclusion, we are going to see how things go and trust Neil and John to cotinue to monitor the situation.

Articles of Incorporation (changing to a 501C4) vote -- the changes made to the articles were approved by the Meraki at last meeting and John brought it before the board tonight for final approval.  It was approved.   Next step:  the articles will go before membership at our next membership meeting after dance on March 22 for final approval.

Dave got 100 points for using the word "conflate" during the discussion of the the new Articles.

New Bigger Space -- there's committee of Honey, Deb, and Eva who will be investigating larger space options.   They have some plans in the works.  More to come.  Jim Young wants a "Bhakti in Motion" wall.

Spring Fling -- by accident, the New Bigger Space committee mentioned a "Spring Fling" that might be a way to test a bigger space.  The committee will investigate and come to the next Meraki with possible dates.

Membership Coordination -- Liz and Julie are going to now manage membership and the membership list.   People who express interest in becoming a member will be told to connect with Liz or Julie.

Retreat -- Diane's report -- she went to Kieve on the weekend.  She met in person with Diane, who will be our primary contact with Kieve.  So Diane will communicate with Diane.

• Numbers:  15 bedrooms with 2 twin beds each with private bath.  Diane says a third could be put into each room with floor matresses.   That means up to 45 with 3 in every room.
• Dining room has 32 seats.  Great room has fireplace with space for 40.  So there's overflow from the dining room with could make it comfortable for 45.
• Meraki decided to open the retreat to 45 people with 9 of those spaces reserved for coordinators, DJs, and cooks.
• 10 points to neil for thinking of the sound system issue at the event.
• Diane, Liz, Chloe, Eva, and Julie are the coordinators at present.
• The registration will be March 15 - April 1.
• In the event that someone who is not in clear standing with PCD wishes register for the retreat, members of the retreat committee will let Eva and Deb know so that they can let that person know that they are not invited this year.

Children at Dance -- left til next meeting......................

Meraki (Steering Committee) Meeting Notes 2/10/15

Meeting venue: Nev and Chloe's, 24 Pitt St. Thanks for your lovely hospitality!

Attending: Nev, Mellen, John (notes), Kristy, Blair, Julie, Kellie, Deb, Neil (Facilitating), Chloe

After a beautiful centering invocation by Neil, we discussed the following topics

Restatement of Articles of Incorporation for 501(c)(4)

John discussed reorganizing (filing restated Articles of Incorporation) as a 501(c)(4) social benefit organization for IRS filing simplification and reduced expense. After filing restated Articles of Incorporation through the tax attorney (Leonard Cole) we've engaged for this purpose, he would submit an application to the IRS for tax-exempt status under 501(c)(4). Approved, but requires board vote (Dave and Eva not present). (Update 12/15/15: Dave and Eva voted yes; John asked Len to move forward.)

Possible new space

We discussed the possibility of moving to the Mechanic's Hall (Ballroom), which is being renovated. It's a lovely space with high ceilings and historical significance. The renovation plan would expand the space in the future by removing a wall and adding fire exits. The rate would probably be comparable to Avant ($50/hr).

Sounds like we have first dibs on Sunday morning if we want it. Parking is a concern, we would need our own sound system (which we could store there), and there are other concerns. Deb proposed to form a new committee to look at the space (which we approved). We have first dibs on it for New Year's, but that's not an advantage over Avant because of the 160 person capacity until they knock down the wall (Phase II). Neil: committee is good, already nascent (Meraki points for that word!). John proposed to discuss in the broader context of growth (which we tabled).

Retreat

Had some retreat committee meetings, decided to present to Meraki:

• Schedule: Lease starts 10AM Sunday, ends 4PM Sunday. Might be able to extend on Sunday. $3000 for all space use (15 rooms, space, kitchen).
• We plan 4 official DJ dances in the big space: Friday night, Saturday morning and night, Sunday morning. Other times by volunteer/pick-up. We'll pay standard DJ rate: $130 per dance x 4 dances = $520.
• Want to have food provided. Potluck on Friday night, 3 meals Saturday, Sunday breakfast, leftover lunch on Sunday. Talked to a few caterers; decided to use Kari Luehman because of several members' past positive experience. She quoted 6 meals sliding scale $50 - $75 per person. Chloe assuming lower end of sliding scale: $5,270 divided by 30: $176 per person cost. Wanted to offer sliding scale, talking $150-$250, but lower cost might suggest $130-$230.
• Scholarships: suggested 2 work-study scholarships at 1/2 price. But say something like: If cost is a concern, then we provide this option. So not advertised. Idea: let's not make it work-study, but just scholarship. Julie: let retreat committee decide on scholarships in case of need.
• Members only? The general feeling is that this event should be members only, as a membership benefit, and so that we assure attendance by dancers who are well-acquainted with the PCD experience.
• We'll have a public open dance Saturday night, regardless of membership. We could accommodate a larger group. Probably won't have that many making the trip for that, so we should be safe in terms of oversubscription.
• What about Sunday Dance on the retreat weekend? Who (Meraki, Wizengamot) will be willing to open the doors and close up, etc. at Avant? Not known at the moment.
• Numbers: 15 rooms, 2 single beds in each. Some queen size beds for couples. Possibility: extra accommodation for more with cots/beds, etc. Possibly extra 7 slots accommodated this way. Also another room for pads on the floor. Only 30 seats in the dining hall. Neil: a little overcrowding would OK, fostering community, not unappealing.
• Kieve is the location.
• Put together an expedition to go up and look at the space to suss out how many we could accommodate. Kieve is open to us having extra people. Need to check fire code capacity of the dance space. Dance space is 40'x60' (similar to Avant), but that's disputed.
• Idea: 30 with waiting list. We're open to having more. Yea vote.
• Suss out who's willing to have 2 per room? 3 per room? When are you arriving/leaving?
• No partial attendance (except Saturday night). Minimize people coming and going.
• Saturday evening open dance: $10 suggested donation.
• Offsite attendees? Don't really want that - compromises the container. Accommodate extras at Kieve. But let's see what the demand is.
• Registration: When do we put it for sale and how? Let's have a deposit.
• Cost intention: basically cover costs, but PCD can cover shortage if necessary. Regarding this partial subsidy (PCD covering shortage), there's some feeling that it isn't fair. Lower end of sliding scale should be enough to cover costs so PCD doesn't have to cover a shortage. Decided on sliding scale $145-$215, PCD covers shortage. Initially have it open to 30, but open to at least 10 more spots, and we'll revisit when demand is known.
• Voted: Engage Kari Luehman for food preparation.
• Voted: Retreat committee to decide when/how/what mechanism to adopt/use for registration.

Wizengamot (Operations Committee)

The Wiz is membership is down to 4 (Neil, Chloe, Blair, Nev). We need another member. Mellen said she's willing to join, Kristy also. Kristy to join; Mellen perhaps later. Welcome to the Wiz, Kristy!

Welcoming newcomers

Neil: thought about welcoming new people. Questioned singling out new people. John seconded. Others feel differently - helps break the ice. Welcome newcomers. Kristy (recent newcomer) felt welcome, that she could enter into the dance even though there were established dance relationships. Felt pulled in. Love the idea of trying to pull people in. Also, we try to let folks know who to go to for questions, etc. Neil withdrew concerns; we'll continue to welcome newcomers in the closing circle.

Safety

We had a discussion about safety with some concern expressed about particular dancers. Wizengamot to follow up, and subcommittees as needed to deal with particular concerns.

Next meeting

Monday, March 9, 7-9PM at Julie Vohs' apartment, 29 Wilson St. #3, Portland. (207) 879-2279

Meraki Notes from Meeting January 5

Meeting January 5 -- Winter Retreat Meeting

Our Winter Retreat will be held at Camp Kieve over the weekend of April 17-19.  The decision was reached after considering the issues below:

Thanks to Chloe, Parks, Neil and Diane for leading the charge on our dance retreats.  They brought four options to the table.   We heard about each:

Place 1 -- Snowbird is reserved for the 20th of March which accommodates 23 people.  We have the space held at the present.  It has a sauna and lovely owners/workers.

Place 2 -- Camp Kieve in Nobleborough available April 3 - 5 (Easter weekend), or 17 - 19 (school vacation week) -- accommodates 31 with the possibility of 4 more spaces at a nearby cabin.  15 rooms with a bathroom in each.  Has a separate dance space.  The cost is $110/room/night x 15 rooms with fees for kitchen and dance space  which would be $3600 or $117/person.

Place 3 -- Mansion in Bethel that sleeps 38 or 31 -- all the floors are colored concrete.  Cost is 210/person before food.  Voted not to consider.

Place 4 -- sheepscott hollow between gardner and wiscassett-- not much info.

After discussing the pros and the cons, we went around the circle to hear people's views and preferences.  Eventually it was determined that the April 17-19 weekend was most suitable.

Eva suggested that meadowlark be considered for next year.

Information and registration for the retreat is forthcoming.

We schedule our next Meraki meeting or Feb 10 at 7 pm at Nev and Chloe's house - 24 Pitt St.

Meeting Notes from Dec 15, 2014

Present:  Parks, John, Cherie, Blair, Liz, Ella, Nev, Eva, Neil, Chloe, Ken


Topic 1: New Year's Dance - Capacity 150
Chloe shared details about the New Year's dance.   PCD will provide a a big fruit plates or so, veggie plates, etc.  The committee will determine what to bring food wise.  And the word will go out for the potluck bootie to be limited to finger foods.  Bottles of seltzer were requested.

There is an intention to keep the dance hall to a reasonable level of quietness.    

Greeters:  1 in the beginning; 9 - 11 (1/2 hr shifts, with two people) 1 person from 11 - 11:30 then it's a free-for-all.

Estimate is that we have sold 40ish tix to date.

If the event tix sales reach 150 then we will turn people away at the door.

The NYD Crew will be sending out reminders to all who have registered for the event about the rules.

People have volunteered to bring pillows and blankets - and the message for pillows and blankets will go out in the email.

Lighting  - Ken is happy to provide the lighting for the event.  Ken can be called at 347-1381 if anyone has lighting info/ideas/materials/support.

Setup starts at 8.  The NYD Crew will coordinate volunteers for setup and breakdown.

Topic 2: Retreat  Proposal Passed
Deb will contact Snowbird regarding placing a deposit on the space for a March 20 weekend retreat if available with a caveat (shared with the snowbird owners) that until the date of the next Meraki, PCD will be looking for a larger space to accommodate our retreat, and will consider larger spaces, if any are found only until that Meraki meeting.  If, at the time of the meeting, no other spaces are deemed superior, then PCD will make good on it's commitment to rent the Snowbird and the retreat shall go forth on said date.  The proposal passed unanimously.

Topic 3:  DJ Compensation
Meraki agreed to pay DJs up to $130, and DJs are requested to present invoices.   DJs will get $90 for new year's eve.

Meraki (Steering Committee) Meeting Notes December 1, 2014

Meeting took place at Jill Eng's apartment, 39 North St., Portland, 12/1/2014, 7-9PM. Thanks Jill!

Present: Eva (Facilitating), Nev, Julie, Neil, Chloe, Blair, Jill, Ken, Liz, Amy, Jim, Xiknawi, Parks, Cherie, Rebecca, Mellen, John (notes)

Welcome to new Meraki participants Amy and Rebecca, and to returning Ken

Thanks to all who were involved with the successful First Annual Membership Meeting


Lost and Found

Concern was expressed about people leaving high value items behind at dance and what to do about them. Specifically a set of keys was left last Sunday, that we didn't know whether or not belonged to one of our dancers.

• John to talk with Kristin about having a safe place at Avant to put high-value lost and found items.
• Wizengamot (Operations Committee) to follow up.

Safety and Silence

With more people coming to dance, there's a concern about excessive conversation on the dance floor, and persistent unwanted attention by new dancers.

      Safety

• Liz mentioned that the Cambridge dance group she belongs to had volunteers with special training in safety. (After the meeting, John requested more information; Liz to get information from contacts there.)
• Neil suggested posting pictures of Wizenagmot so that people will know who to turn to in the event they're not feeling safe. (Ed: We decided to do this previously, but it didn't happen.)
• We need something more proactive. Not specifically sexual, but non-threatening approach and sensitivity to nonverbal cues (eye contact, moving away, body language) and when that fails, suggesting that dancers take care of themselves and feel free to say "no". Also establish that 
• just because you danced once with a partner, it doesn't at all mean you have to dance again.
• Solo dancing is part of the norm at PCD.
• Suggestion was made to have a specific safety sheet and board that goes into more detail about what our expectations than what's on the new member sheet.
• Other suggestions/ideas:
• Have a designated "on-duty" safety person for each dance
• Have a 2nd greeter whose responsibility it is to welcome and orient new dancers
• Have a sign-off on the safety sheet that the dancer has read and agrees to abide by guidelines
• Let's not micro-manage this, but have something specific in place.
• Regular announcements at closing circle
• Whatever rules we establish, we use "so that ... " language to establish the benefit of following the rule. Example: "So that partnering is a comfortable experience"
• Wizengamot will follow up

      Silence

• We had a suggestion in the suggestion box that the way we ask for quiet now is overbearing. Too much "shooshing."
• "On the dance floor, movement is language."
• It's not silence we're asking for, but freedom from social conversation on the dance floor.
• On the other hand, DJs could provide more time for silent wind-down at the end. Make sure there's time for this at the end of the set before we have to leave the space. (Chloe to take to the DJs.)
• We need to model ourselves what we're asking from others.
• The current "silence" sign is not clearly legible enough. We need something that can be grokked at a glance.

New Year's Eve Dance

• John: what we need right now are start and end times, and how much, so we can publish the event.
• Capacity is likely to be a problem. We decided to sell tickets in advance. Price: $15-$20.
• Not a dance party per se. Our usual dance with waves.
• Event is from 9-1. We'll rent the space from 8-2.
• Committee formed to follow up: Eva, Julie, Chloe, Ken, Liz
• Chemical-free, alcohol-free
• Julie and John to coordinate Eventbrite registration
• Liz offered having laptop or tablet at dance for registration
• Question to DJs: what is fair compensation assuming approximately 30% tax burden?

Compensation

• DJs: John said that some DJs have approached the $600 limit over which we are required to issue 1099-MISC forms to DJs. He wants to be able to pay DJs more because they are the lifeblood of PCD. So we could pay DJs enough that taxes are a don't care. DJs to take up at their next meeting. John will provide information on Sunday Dance income and expenses for informed consideration.
• Other positions: Nev's experience with Dance New England says that compensation should/could be considered before it is actually needed. DNE developed a patchwork of inequitable compensation policies based on desires expressed by individuals. We tabled the issue for now.

Taxes/Nonprofit status

Treasurer John's discussion with the accountant/tax advisor recommended by Mellen suggested that it would be advantageous to organize as a tax-exempt organization. Tax filing becomes much simpler. John: 501(c)(7) organization (Social Club) fits us best. We wouldn't be a charitable, tax-deductible 501(c)(3), which requires a much higher standard of charitability. Would require amending Articles of Incorporation and Bylaws. John and Mellen to follow up.


Health during Cold & Flu Season:

•  Xiknawi to bring facial tissues and scent-free hand wipe or alternative
•  Liz: Stay home if you're sick

Retreat

Chloe solicited anyone who might know of a good retreat space for our 2015 winter retreat to let her know. Otherwise, further discussion about the retreat was tabled.


DJ Support

Neil suggested that PCD could buy one or more iPads with DJ software and a PCD spotify account for use by DJs, which would make their lives easier and save on music acquisition expenses. Agreed that this is a possibility. DJs to take up at their next meeting.


Promotion/Announcement of community resources

Neil and Chloe suggested possible ways that PCD community members could let other dancers konw about events of potential interest to them. Ideas: add links to Sunday Dance announcement, have a once/month special "Happenings" newsletter, put links to related dance resources on our website, have a table at Sunday Dance (we do now, but Liz said she'd never seen it). There was need for more discussion about this. What to include/exclude? Whose events are eligible? Email/website/physical or ? We tabled this for now.


Next Meeting

We'll be devoting the next meeting mostly to the New Year's Eve dance event and the PCD 2015 Winter retreat. Monday December 15, 7-9PM, at Nev and Chloe's, 24 Pitt St., Portland ME