11/15/2015 - PCD Annual Membership Meeting Notes

Minutes of the Portland Community Dance Annual Membership Meeting

November 15, 2015

Present:

John Boynton (treasurer)

Neil Sattin

Dave Grant (outgoing secretary)

Deirdre Sulkameister

Eva Goetz (outgoing president)

Genevieve Levin

Kellie Ryan

Ann Stires

Deb Grant

Jeanette Schmid

Polly Urbach

Oracle Smith

Lindy Ost

Martin Steingesser

Carl Lakhari

Blair Fridgen

Jim Young

Deb Panish

Wayne Cobb

Liberty Bryer

Shaylah

Rebecca Booth

Chloe Urban

Julie Vohs (incoming secretary)

Diane Archambault (incoming president)

Judith Burwell

Judy Tierney

Joe Rogers

Brandon Hall

Ken Wood

The meeting was opened by Dave Grant who explained why we come together to satisfy the terms of our incorporation.

Deb Grant then went over the history of how PCD came to be, and reaffirmed our commitment to a dance organization that is community based.

Blair Fridgen, membership coordinator, went over the number of members we now have (80), how many we had last year (73?), and the cost and benefits of membership (no cost, members get to have a larger hand in running the organization by attending meraki meetings.

John Boynton and Eva Goetz went over the the Board duties and Operations.  They introduced the board, explained what the meraki does, and the Wizengamot.

The explained the Greeter coordinator’s job and DJ coordination. Kellie Ryan spoke about the organization of the DJ committee, and how and why it works the way it does.

John Boynton then gave the finance report.

Finally, Genevieve Levin conducted an official thank you to the outgoing board members, Eva and Dave.  Candidates Diane Archambault for President and Julie Vohs for Secretary were introduced and approved and voted on unanimously.  John Boynton will carry over as treasurer amongst a group chant for “one more year”.

The board approval was followed by a brief open forum for member questions to take to Meraki. All members were invited to attend Meraki meetings.

To close the meeting  Martin Steingasser read our mission statement and his beautiful, moving  poem, reminding us all of the natural currents that flow through our dance, bringing us together in community.

Meeting was adjourned.

PCD Meraki meeting 
November 3, 2015
At Eva's (and thank you for the awesome pies!)
Present:
John B, Liberty, Dave G, Liz F, Eva, Martin S, Brandon, Lindy, Tasha, Jim Y, Diane A., Shelagh, Deb G, and a few pets

Minutes

Surplus (John): what to do with 11K surplus? We could:

• Change the price from $10 to: 8, or $5-10 range; or have occasional Today's-on-us dances as declared by Treasurer J. either announced ahead of time or not; can make sure people know that cost is voluntary; could do upgrades at avant; scholarships for retreats; donations to organizations in line with our values or mission, etc.; committee could decide or make recc's about surplus in future; sound system; making no change at all; first time free
• By consensus and with a lot of careful consideration we decided to:  keep it at $10, with clearer signage that "currently it costs $8 to break even"*, a free dance announced every so often, free dance to first timers.  (Versus  $5-10 slide with 1st time dancers dance free, with $8 being break even and free dance once or twice).  We will revisit how this is going in Oct 2016. Brandon will ensure that a great sign is created reflecting it's really ok if you pay less, $8 to break even*, suggested donation, etc.

* John edit after the fact: $8 break-even figure not really accurate, with apologies for presenting it this way. What's accurate: for the 12 months ending October 2015, we took in 20% more than was needed for expenses.

Membership (Blair): has to be renewed.  We can do it by person and email.  Committee will ensure this happens.

Dance New England proposal (Jim Young): Jim was invited to come to a DNE meeting think tank meeting in western mass.  We gave a thumbs up for him representing PCD!

Retreat (Diane A):  Contract in the mail for Spring retreat, could switch to girls' camp.  Fall:  retreat is bigger and nicer on girls' side and is the place we'd need to . Hall is where we would eat and dance.  No hot tub.  The rooms would be cheaper.  Not clear about overall cost.  2 Merakians have been to this side of the camp and said it's wonderful and a better dance space.  Group decided: go for girls' side for both locations.  Keep dates as is.  We will review if we have energy to run 2nd retreat in the future (for now we haven't signed a contract).

Safety (Diane A): Blood was all over the floor.  We need to be prepared to tell a bloody person to get off the floor.   We need a bottle of alcohol and gloves.  Blair will get that and spray disinfectant and biohazard bag and will check CDC or OSHA requirements.

Safety (Diane A): Diane witnessed someone new dancing unsafely with another, and wasn't comfortable herself.  This generated a global discussion of when and how we might talk with a dancer if we have concerns.  Important  to reactivate announcement at end that these people are available, 3rd party identifies those people.  Deb will remind the DJ's.  Reminder of PCD intent to have a built-in safety class preceding one of our dances (see below).  REMINDER: the WIZENGAMUT is available to address safety issues/concerns.  Safety dance can include info about WIZ as ppl to go to.

FROM AUGUST 4 Meraki minutes: Safety Dance:  We reviewed the safety dance idea from last time - 2 x per year -  a first hour of safety followed by 2 hours of dancing.  We rediscussed everything about it.   New agreement about the safety dance structure: 15 mins of warmup, 30 mins of safety instruction, 120 mins of dancing.  Deb and Chloë and Nev will plan and deliver the first safety dance.  Date: TBA - probably in Oct, announced a couple of weeks in advance.

Meeting procedural issue (Dave):  We need to review our structures and how we keep our commitments and remember what we've agreed to do.  For example, that Wiz changes its members, etc. And we sometimes redecide things because we don't remember that a decision was already made. DISCUSS AT NEXT MEETING.  INCLUDE WIZ discussion for sure!

Officers for the board (John):  John reviewed role of Prez Trez and Sexy.  Reminder that meeting minutes need to be posted in member email that announces next meeting.  The Meraki is the governing body and the board answers to the Meraki.  If there's a major dispute or disagreement there are times when it comes down to the board.  The board meets with the Meraki (is expected to be at the meetings regularly).  Lindy noted that the bylaws were unclear, could be more clearly worded, or clearer about how to find bylaws or references in them.
The membership meeting votes for the officers.
There are no term limits for the board.
WE HAVE A SLATE!!!!
Diane for President
Julie for Secretary
John as our National Treasure
The voting happens at the membership meeting on November 15.  We will have a Potluck. Dave will Emcee the event as his swan song, and provide structure.

Other issues discussed briefly with our remaining time:

Timing-of-dance proposal (Neil, with John as proxy):   Neil proposes we have the dance be 10:30-12:30 (rental is 10:15-12:45, paying extra 30 min for buffer time). John will report back to Neil that we want to understand if this is an option with Avant before discussing further.

Brandon: how wonderful it is to be here with all of you, to feel so welcomed to PCD.  Big HEART feelings.  Thank YOU Brandon.

Proposal that love rhythm group plays for PCD as a live band event.  This reminds us that Chloe was/is going to make a proposal about live music night.  Do we want the Love Rhythm Group to provide live music at an event?  John to pass along to Chloe.

Greetings from LA California (Traca and Don) via Dave!

Oracle and Orion asked about (via John) support for an authentic movement group/opportunity.
Reminds us that Dave Nev and Eva need to meet as committee about how we determine additional classes and events....
Dave will also ask Chloe Webmaster for link to notes.

Thursday night dance-- overall feedback: liking

New Year's Eve is all set, @ Avant.

Agenda for next meeting
New Year's
Meeting procedures/follow through
Wizengamut: will these be the people to approach for post dance processing?
Request to have Meraki meetings after dance.


NEXT MEETING:  Tuesday December 1, 7-9 pm  @ Deb and Dave's, 60 Brentwood Street.

Meraki (Steering Committee) Meeting Notes 9/15/15

Attending: Chloe & Neil (hosting), Mellen, John (notes), Natasha, Nev, Rebecca S., Wayne, Julie Vohs, Blair, Parks

Rebecca Strauss' proposal for monthly dance for "New Mainers"
Rebecca teaches English as a second language to refugees/asylum seekers, etc. "New Mainers" value music & dance.
Idea: create a community monthly dance with 1 hour PCD DJ, 1 hour African community DJ.
Suggests PCD could sponsor or kick off, announce using email list.
Entrance fee would be by suggested donation (some can't afford). Money in excess of expenses would be donated to existing nonprofits that explicitly fund refugees and asylees.

Discussion about how much support PCD could offer. Don't need permission to engage PCD DJs. Concerns expressed about use of the email list, safety with "New Mainers" coming to Sunday Dance.

We agreed that PCD would support helping to get this off the ground, and can use the email list to announce it. Rebecca to work on further details and report back next meeting.

Monthly Thursday Night Dance
We need to figure out DJ scheduling. (Haven't had DJ meeting) Greeters: roll into Cherie? Nev and Julie can be greeters. We're planning the same format as Sunday Dance across the board. Mellen: I need to be in the loop for announcements. Nev would like to see it folded into regular announcements. Sound system: Deb says existing sound system fine if you move speakers onto the floor (Need to test). Money handling: Chloe/Nev will pay DJ and deliver funds with completed greeter sheet to John at Sunday Dance. Buy another whiteboard and first aid kit (voted yes). Don't know what storage is available there. We'll hold 3 initially, then see if it catches on.

Bonnie Jo
Proposal to take up a collection for Bonnie Jo. We'll allow a basket, but no PCD announcement at dance or by email list.

New Year's Eve
We have Avant reserved; they need $300 deposit. John will pay.

Membership signups/meeting
Blair to organize membership signups; will send email announcement and announce after dance. Members need to sign up again annually, so we can have an accurate count of members for meeting quora. We tabled the email announcement for next Meraki meeting.

Annual Membership meeting
It's time to plan our annual membership meeting. Need to know if officers and board members want to stay on or what, or who might want to step forward. We set the date tentatively for November 15; Neil to check with Kristin. Alternate date: November 8.

Safety Progress Report
Nev: No progress on safety dance proposal

Sound System
"Taking it to the next level" with our sound system. Richer experience possible. Coincidentally, Avant sound system was blown a few weeks ago. Even so, existing sound system has limitations. DJ recommendation: 2 12" self-powered, 1 subwoofer $3K for 1/2 a sound system (2 speakers, 1 subwoofer). We'd have to either store, schlep, or install equipment. (If installing would need to be able to uninstall.) Could either do demo or rent a sound system to try it out and hear. Would be good to at least get an idea of logistics before we do a trial. Outside storage shed? Rent closet from another business? Table for now. General support for further investigation. Neil will report back at next meeting.

Live Music
Chloe: no update, tabled for now.

DJ Feedback
Feedback should go to DJ coordinator (Kellie). Kellie Deb, Nev made DJ feedback form; status unknown; Nev to check with Kellie. For now, got to Kellie; more formal mechanism is being developed.

Sensitive Topics
Tabled for now

Next Meeting
Monday October 19, 7-9PM, Location TBD. Julie to arrange for meeting space.

Meeting Notes Aug 4, 2014

Present:
Wayne, Nev, John, Eva, Deb, Chloë, Diane, Liz, Kellie, Dave

Content:

BBQ Update: attendance approximately 25.  Diane was applauded.

DJ Survey Summary: The DJs are hard at work :)

Once-a-month evening dances: The plan calls for once a month, typically on the 4th Thursday (holidays excepting) PCD at Mechanics Hall from 7 - 9.  DJs get normal pay, the hall is $100 per night.  Deb proposes starting in Sept to see how it goes with the current sounds system.

Dates so far:  9/24, 10/22, 11/19, 12/17 are the current dates for the four dance trial period.

New Year's Dance at Avant: Neil agreed to send Avant a message to reserve the space.

Live Music Special Event Dance: Chloë is heading up our investigation of creating a live music dance.

Safety Dance:  We reviewed the safety dance idea from last time - 2 x per year -  a first hour of safety followed by 2 hours of dancing.  We rediscussed everything about it.   New agreement about the safety dance structure: 15 mins of warmup, 30 mins of safety instruction, 120 mins of dancing.  Deb and Chloë and Nev will plan and deliver the first safety dance.  Date: TBA - probably in Oct, announced a couple of weeks in advance.

Hiring Teachers -  The committee of Nev, Dave and Eva will meet and discuss.

Retreat Update: No update.  We have a verbal that we are in for April 1- 3, 2016 and Oct 14-16, 2016.

Non-Profit Business: Nadda

Email and Gmail list:  John is going to deal with making sure that all list are in gmail.

Sensitive Topics: We discussed how we handle sensitive topics in meraki and we may want to revisit this topic in a future meeting.

Next Meeting: Tuesday the 15th of Sept from 7 to 9 pm at Neil and Chloë's  --  71 South Freeport Rd, South Freeport.

Meeting Notes from June 9, 2015

Attending:

Jimmy, Deb, Dave, Wayne, John, Mellen, Diane, Chlöe, Liz, Troy, Eva, Julie

Report on the state of PCD:  All is well!

Summer Gathering
Summer gathering will be at Sebago Lake State Park at the group picnic spot on Sunday, July 19, after dance.  The cost was $50.  Chlöe will check in at dance to see if there are some people who will be willing to head it up.

DJ Checkin
The DJs have determined that they are going to do an equally dispersed rotation of DJs.  Chlöe reported that no steps have been taken to give DJs feedback - but she checked in about people facilitating some post dance conversations.  Deb reminded us that in the last meeting we talked about an online forum for collecting DJ feedback.  Nev reminded us that, although in the past people express reticence about giving feedback for fear of lacking descriptive language, that after listening to the community, she is confident that people do have the language they need to give DJs feedback.  The Meraki discussed a wide variety of ways to collect and give feedback to the DJs.
Decision: Meraki agrees that the DJs will take responsibility for creating the feedback process, and gives its blessings in having the DJs go for it.

Tax Exempt Update
John updated us and all is going just fine.  We trust John and note that he appears to like to tell us about how things are going with regard to our official fiduciary status.  We wonder if he is drawing this out because of the shear pleasure he derives from telling us about our fiduciary status at each meeting.   

Night Dance
No big update. Chlöe, Deb, Nev, and Eva are going to explore Thursday, the special event friday night dance.  By next meeting the group will have details.

Safety Checkin
Nev noted that newbies may be putting themselves at risk via witnessing and trying contact without an orientation.  Nev had offered to investigate online videos that teach how to contact/dance safely.

A committee is being formed to discuss and investigate workshops with paid teachers for skills/safety.  The committee includes Nev, John, and Dave.

The group agreed that PCD will hold two annual safety dances that have an hour of safety programming from 10:15 - 11:15 then 11:15 - 1:15 for dance.  The group that will head the safety dances up includes: Deb, John, Eva, Julie.

Email Person
Mellen is our new Sunday dance reminder.

Future Retreats
The group approves the process of putting deposits down for the retreats.

Next Meeting
Liz's house: 81 Quebec St #5 in Portland at 7 pm.  Eva is our backup plan if Liz is away.

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