Meraki Meeting Notes
Host: Rudy
Attendance: Blair, Mellen, Rudy, John, Polly, Martin, Lindy, Shelagh
Facilitator: John
Review of last month's Meraki Meeting Notes
Agenda:
1. Annual Membership Meeting: Begin officer recruitment. Reach out to people. Talk to current officers. Scheduled for 11/5/17 after dance. John contacted Kristin. OK for the space. Have a process in place. Voted: A nominating committee of 2 or 3 people of board members and membership to seek a slate of officers for the annual meeting. Make an announcement, identify the nominating committee. Unanimous "Yes". Polly, Shelagh, and Mellen volunteered.
2. Membership Renewal: Blair, Dave to organize. John to coordinate with them by next meeting. No renewal 2016. John maintains list. Options: email and in-person renewal.
3. Annual Calendar: Active document. Part of every meeting.
Approaching--New Year's Dance--date, sign up, committee by Sep. Announce "save the date". Lost money last year. Lindy to put in meeting minutes and announce at dance.
4. Retreat: Shelagh checked with Kari: Committee-- Kari, Julie Isbill, Jane. Need 2 people--1 with tech experience. Will be meeting soon in fall. Dates reserved. Shelagh to sign contract. Shelagh to check in with Kari re: getting 2 new members.
5. Thur. night dance: Review with committee in Nov. at Meraki. Polly to talk to Oracle and Deb about Nov./Thanksgiving dance and she also may get back involved with the WEVE. Shelagh to also check in with committee in Oct.
6. All Ages Dance: Polly talked with Jason. Questionable financial status. Jason will take whatever they get thru the end of the summer. Shelagh to talk with Marin re: website and attendance. Questionable attendance. Review in Dec.
7. Wiz--How are members feeling? Look for new people to check in with them? No concerns otherwise. Opening of Sunday dance formal and informal. Wiz staying available for new dancers. Safety issues, a few. Natalie, Cheri, Jimmy, Kari, Blair make up Wiz. Blair to take back to Wiz meeting. Blair to check in with committee members. Martin interested in wiz committee. Meets first Sun. of the mo. Rudy offers the Nominating committee acts as the organization for all recruitment of members for committees.
8. Sound meter: Pika has volunteered to take up. Shelagh to check in with him.
9. Pot Luck: Not in fall b/c of annual meeting. If anyone is interested, put it on annual calendar for spring. To discuss in Jan. Unanimous.
10. Partnering discussion at last pot luck. Got some data re: how we communicate. No responses from organizing members. Topic remains relevant. How we communicate to new people at dance and what are the rules and what remains around the topic? People not available to put energy into it now. Let it go for now until it comes up again.
11. Outreach: Make outreach a responsibility of wiz rather that waiting for people to respond to the invitation during circle time. Martin to connect with other group members. New name for the volunteers who are involved with outreach--"Ombuds". To take as a responsibility. Blair to take back to Wiz. Ombudsman group part of wiz. They will work out tighter details.
12. Greeter's tally sheet. Finance committee involvement. John to draft up a replacement, get a clicker. Finance committee and Tim to implement.
13. To review Bylaws and see if we need to change.
14. Feedback re: DJ's? DJ's web site clarification re: feedback format.
15. Meraki meeting--Review agenda setting for each meeting. Is our current way of operating working? Are there other options? Core board members meeting, is it serving us in the best way? Discuss at next Meraki meeting. When we announce the next meeting, include a special note to let members know that we will be discussing our business meeting structure, including bylaws.
Next mtg. Wed. 8/20. 7-9 PM. Make an event on FB. Talk about next meeting at Sunday Dance. Check with Liberty/Polly to host. Lindy to contact.
Saturday, September 2, 2017
Wednesday, July 12, 2017
Meraki Meeting Notes July 12, 2017
Host: Keita
Attendance: Shelagh, John, Mellen, Pika, Lindy, Keita
Facilitator: Mellen
Review of Minutes: Lindy
Agenda:
Retreat--Kiara stepping back in leadership of retreat. John to talk to Polly and Kiara to clarify status of contract with Wavus. It is reported that Kiara and Liz expressed willingness to poll members for interest in future retreats. Shelagh to inquire with membership for new committee members at Sunday dance.
Pot Luck--Kiara to step back with organizing. Do we want to change frequency? Purpose: Social, get to know each other off the floor, specific topics/concerns. Defer further discussion until Aug. Shelagh to follow-up with pot luck committee.
Annual Calendar--Still in development. In process of putting it into google docs. Begin to use it as part of Meraki.
Insurance--We do not get a refund from our previous policy per contract. New policy costs less for more coverage. It is with Farmer's Ins. began in June.
DJ update--DJ's talked about the sound meter, but discussion not completed. Pika--able to set sound setting. House amplifier can change. Can't be set. John and Pika to look into it this Sun. with other DJ's who are available or who may be available in the near future. Two new DJ's: Pika-lots of experience! Debuting Sun. 7/16. Jason is debuting on Thur. night in July (27). Welcome new DJ's!!!
Keita--looking to start a community dance in Harrison, ME.
All Ages Dance--Pika went to last mo's dance. Structured. Cool, fun. Marin/Andy unable to attend tonight but did email. Will be to Meraki in Aug. John to clarify how to handle funds and relaying of information. Shelagh to reach out to work with Marin re: specific details, web site, etc. Last dance earned $80. Paid to Jason for rent. 8 adults, 5 kiddos.
This Fri. dance next dance.
Greeter's Tally Sheet--Current chart has unnecessary details. Primarily need count of money and people. Consider a counter and not record how many people gave $5, $10, etc. on paper. John to work with Tim to reformat form. John wants to do a 4 wk. rolling ave.
Next Meeting--Tues. 8/22. Shelagh to check with Rudy, Jason and Liberty to host.
Thank you all for finishing business early and without any obvious grievances!!!! Meraki points to Mellen for her management in facilitating the meeting to make that happen and showing it could be done!!! (Granted having only 6 people and it being a summer evening probably helped too!)
Attendance: Shelagh, John, Mellen, Pika, Lindy, Keita
Facilitator: Mellen
Review of Minutes: Lindy
Agenda:
Retreat--Kiara stepping back in leadership of retreat. John to talk to Polly and Kiara to clarify status of contract with Wavus. It is reported that Kiara and Liz expressed willingness to poll members for interest in future retreats. Shelagh to inquire with membership for new committee members at Sunday dance.
Pot Luck--Kiara to step back with organizing. Do we want to change frequency? Purpose: Social, get to know each other off the floor, specific topics/concerns. Defer further discussion until Aug. Shelagh to follow-up with pot luck committee.
Annual Calendar--Still in development. In process of putting it into google docs. Begin to use it as part of Meraki.
Insurance--We do not get a refund from our previous policy per contract. New policy costs less for more coverage. It is with Farmer's Ins. began in June.
DJ update--DJ's talked about the sound meter, but discussion not completed. Pika--able to set sound setting. House amplifier can change. Can't be set. John and Pika to look into it this Sun. with other DJ's who are available or who may be available in the near future. Two new DJ's: Pika-lots of experience! Debuting Sun. 7/16. Jason is debuting on Thur. night in July (27). Welcome new DJ's!!!
Keita--looking to start a community dance in Harrison, ME.
All Ages Dance--Pika went to last mo's dance. Structured. Cool, fun. Marin/Andy unable to attend tonight but did email. Will be to Meraki in Aug. John to clarify how to handle funds and relaying of information. Shelagh to reach out to work with Marin re: specific details, web site, etc. Last dance earned $80. Paid to Jason for rent. 8 adults, 5 kiddos.
This Fri. dance next dance.
Greeter's Tally Sheet--Current chart has unnecessary details. Primarily need count of money and people. Consider a counter and not record how many people gave $5, $10, etc. on paper. John to work with Tim to reformat form. John wants to do a 4 wk. rolling ave.
Next Meeting--Tues. 8/22. Shelagh to check with Rudy, Jason and Liberty to host.
Thank you all for finishing business early and without any obvious grievances!!!! Meraki points to Mellen for her management in facilitating the meeting to make that happen and showing it could be done!!! (Granted having only 6 people and it being a summer evening probably helped too!)
Thursday, July 6, 2017
Meraki Meeting Notes June 6, 2017
Host: Mellen
Attendance: John, Shelagh, Mellen, Judy, Pika, Dave, Martin, Andy, Marin
Facilitator: Dave
Review Minutes from May meeting: Lindy
Agenda:
Finance
All ages dance
Liability Form
Pot Luck
Tally sheet
990 filing
Sound Meter
Post dance circle
Annual Calendar
DJ agenda
Sound system avant
Avant
New Greeter Coordinator
Finance: --Relationship to money and how we communicate that.
--990 Filing Files every year. 15th of May. John missed deadline. Not a problem unless
we do it for 3 years in a row. John to make sure we will do next year. Has been filed late, but has been done.
--Avant Update; Cancellation policy. Avant's 2 mos. cancellation is for events, but not for us since we are "regulars". We will give Kristin enough advanced notice for changes in our schedule. We don't pay if they cancel. We will pay if we cancel on short notice.
--Current balance $6559.16.
Retreat: Cleared $260. $3605 deposit currently held by Wavus.
Greeter tally sheet: Defer.
Sound Meter: Mellen to take to DJ meeting.
Update from Wiz: (Kari) meets every mo. Nothing to pass on. Will meet in a couple weeks.
New Greeter Coordinator: Tim stepped forward and volunteered. Will greet in a couple weeks. John to show him the ropes.
Live Music Sunday: We have a policy that we previously coordinated that we will not hire outside people for live performance. If members want, we can discuss further.
Previous Pot Luck Summary: Would be useful to have a system that follows thru with action steps. Last pot luck topic-- partnering. Results: 1.) Look at board. 2.) Safety information. Committee will look at process results and explore action and come up with suggestions. To consider content of board, paper guidelines, etc. To develop process.
Next Pot Luck: No topic, no facilitator. Social vs. topic? Interest in individuals commitment and expanding to others and educating new people. Phone call with Kiara: Topic for discussion/social. To have social only. Polly has cutlery.
All ages dance: Move forward to incorporating this group into PCD. How much contact? Insurance quote from different insurance co. Obtained policy for less cost and more coverage. Release form. How much to subsidize, for how long, how are we going to decide, criteria? Measure of criteria? ? do for a set period of time? ?spell out parameters? How do we integrate AAD into our community? "PCD now includes an all ages dance which we will develop over the course of a year with a plan and assess with a plan to revise and assess the program in 6 mos. Representatives of the all ages dance committee will make an effort to be in attendance at Meraki." Voted to include AAD into PCD and approved!
Group Stress: Defer.
Post Dance Conferencing: How do we improve the form of interactions to hear newcomers concerns or to help them feel more comfortable? Greeter take responsibility to refer to members to talk with. Historical background: Purple bracelets? Learn about how dance works. How to invite people to be in discourse with the question. Change statement to general questions rather than a "process". We have agreed not to ask greeters to do more and we have asked members to search new people out. Happens informally.
Next Meeting: Wed. July 12th 7-9 PM. Ask Kiara if she can host. Otherwise, put out request.
Attendance: John, Shelagh, Mellen, Judy, Pika, Dave, Martin, Andy, Marin
Facilitator: Dave
Review Minutes from May meeting: Lindy
Agenda:
Finance
All ages dance
Liability Form
Pot Luck
Tally sheet
990 filing
Sound Meter
Post dance circle
Annual Calendar
DJ agenda
Sound system avant
Avant
New Greeter Coordinator
Finance: --Relationship to money and how we communicate that.
--990 Filing Files every year. 15th of May. John missed deadline. Not a problem unless
we do it for 3 years in a row. John to make sure we will do next year. Has been filed late, but has been done.
--Avant Update; Cancellation policy. Avant's 2 mos. cancellation is for events, but not for us since we are "regulars". We will give Kristin enough advanced notice for changes in our schedule. We don't pay if they cancel. We will pay if we cancel on short notice.
--Current balance $6559.16.
Retreat: Cleared $260. $3605 deposit currently held by Wavus.
Greeter tally sheet: Defer.
Sound Meter: Mellen to take to DJ meeting.
Update from Wiz: (Kari) meets every mo. Nothing to pass on. Will meet in a couple weeks.
New Greeter Coordinator: Tim stepped forward and volunteered. Will greet in a couple weeks. John to show him the ropes.
Live Music Sunday: We have a policy that we previously coordinated that we will not hire outside people for live performance. If members want, we can discuss further.
Previous Pot Luck Summary: Would be useful to have a system that follows thru with action steps. Last pot luck topic-- partnering. Results: 1.) Look at board. 2.) Safety information. Committee will look at process results and explore action and come up with suggestions. To consider content of board, paper guidelines, etc. To develop process.
Next Pot Luck: No topic, no facilitator. Social vs. topic? Interest in individuals commitment and expanding to others and educating new people. Phone call with Kiara: Topic for discussion/social. To have social only. Polly has cutlery.
All ages dance: Move forward to incorporating this group into PCD. How much contact? Insurance quote from different insurance co. Obtained policy for less cost and more coverage. Release form. How much to subsidize, for how long, how are we going to decide, criteria? Measure of criteria? ? do for a set period of time? ?spell out parameters? How do we integrate AAD into our community? "PCD now includes an all ages dance which we will develop over the course of a year with a plan and assess with a plan to revise and assess the program in 6 mos. Representatives of the all ages dance committee will make an effort to be in attendance at Meraki." Voted to include AAD into PCD and approved!
Group Stress: Defer.
Post Dance Conferencing: How do we improve the form of interactions to hear newcomers concerns or to help them feel more comfortable? Greeter take responsibility to refer to members to talk with. Historical background: Purple bracelets? Learn about how dance works. How to invite people to be in discourse with the question. Change statement to general questions rather than a "process". We have agreed not to ask greeters to do more and we have asked members to search new people out. Happens informally.
Next Meeting: Wed. July 12th 7-9 PM. Ask Kiara if she can host. Otherwise, put out request.
Saturday, May 27, 2017
Meraki Meeting Notes May 9, 2017
MERAKI MEETING NOTES
May 9, 2017
Host: Tasha
Attendance: Liberty, Deb, Shelagh, Kiara, John, Tasha, Blair, Andy, Pika, Lindy, Marin
Facilitator: John
Review Last Meetings Minutes: Lindy
Agenda:
Thur. Dance
Spring Retreat
Live music Sun. Dance
DJ agendas
Care and responsibility of sound system at Avant
New folks closing circle
Finance Report
Pot luck info distillation
To Do item list
Calendar
Cancellation Evant's policy
Liability Release Update
Family all-ages family committee dance
June Potluck
Thur. Dance--1. Changed cost to DJ's to $80. A.) DJ brings in a set that they have done before. The DJ holds space and if something goes amiss, the DJ addresses. B.) Pay DJ's to review set lists and send to committee. 2. Reduce rental cost from $90 to $70.
Deb Proposes the A model. Has already happened.
Long term: Consider active DJ'ing, as before, in the future.
Finance Report- 2 lg. equipment costs, ? cost of facility. Money matters. Discuss subsidy of Thur. night. Need for subsidy is not anticipated with changes that have been made.
Vote and passed: Continue Thur night dance with above changes. Re-assess in Oct.
Vote to do Doodle survey: Did not pass.
Vote and passed: Thur. night dance to operate during summer.
Spring Retreat: 11 people signed up. Is happening. Retreat is paid for. DJ set lists are ready. 1 partial scholarship given. Total cost $140/person. Bring own food. Paying Rudy to rent his equipment. Next year Spring Retreat at Wavus May 18-20, 2018. Kiara is attempting to schedule 2019. Committee Kari, Jimmy, Kiara may want to sit the next one out. Let people know we need a committee. Need 30 people to cover expenses at Wavus.
Next Potluck June 11 is reserved. Voted yes to hold. Discussed ending time and donations for use of space. Vote and passed: Rent space until 3 PM. Voted and failed: Ask for donation for space rental.
Financial Report--What do we need? Something more detailed? At annual meeting presentation. DJ expenses went up in Jun. 17 and Avant costs went up therefore increase expenses. Stopped free dances. Spring retreat deposit went up $1500 to $3000 deposit; food doubled cost. Wavus has a deposit which will be transferred to next retreat at that location.
Next meeting: Continue to discuss finances/dance. Finance Committee reports. Keep monthly reports as is. Ave. donation, # of attendees to add to monthly report.
All Ages Dance: Marin/Andy. Read subcommittee report. Need separate release form. ? who is responsible for child? ? Jason's ins. Continue discussions and work Voted and passed: Committee and discussions to continue.
Liability Release Forms: New forms--yellow paper. Liability to start 6/1. Education push. Everyone to sign. Liberty to track.
Discussion re: last potluck: Shelagh volunteers to talk to Dave and come up with summary and proposals. Marin to join group. Have secretary. Voted and passed: go ahead with above.
Next Meeting: Jun 6. 7-9 PM Kiara's office. 222 St. John St., Suite 117, Transformational Healing.
May 9, 2017
Host: Tasha
Attendance: Liberty, Deb, Shelagh, Kiara, John, Tasha, Blair, Andy, Pika, Lindy, Marin
Facilitator: John
Review Last Meetings Minutes: Lindy
Agenda:
Thur. Dance
Spring Retreat
Live music Sun. Dance
DJ agendas
Care and responsibility of sound system at Avant
New folks closing circle
Finance Report
Pot luck info distillation
To Do item list
Calendar
Cancellation Evant's policy
Liability Release Update
Family all-ages family committee dance
June Potluck
Thur. Dance--1. Changed cost to DJ's to $80. A.) DJ brings in a set that they have done before. The DJ holds space and if something goes amiss, the DJ addresses. B.) Pay DJ's to review set lists and send to committee. 2. Reduce rental cost from $90 to $70.
Deb Proposes the A model. Has already happened.
Long term: Consider active DJ'ing, as before, in the future.
Finance Report- 2 lg. equipment costs, ? cost of facility. Money matters. Discuss subsidy of Thur. night. Need for subsidy is not anticipated with changes that have been made.
Vote and passed: Continue Thur night dance with above changes. Re-assess in Oct.
Vote to do Doodle survey: Did not pass.
Vote and passed: Thur. night dance to operate during summer.
Spring Retreat: 11 people signed up. Is happening. Retreat is paid for. DJ set lists are ready. 1 partial scholarship given. Total cost $140/person. Bring own food. Paying Rudy to rent his equipment. Next year Spring Retreat at Wavus May 18-20, 2018. Kiara is attempting to schedule 2019. Committee Kari, Jimmy, Kiara may want to sit the next one out. Let people know we need a committee. Need 30 people to cover expenses at Wavus.
Next Potluck June 11 is reserved. Voted yes to hold. Discussed ending time and donations for use of space. Vote and passed: Rent space until 3 PM. Voted and failed: Ask for donation for space rental.
Financial Report--What do we need? Something more detailed? At annual meeting presentation. DJ expenses went up in Jun. 17 and Avant costs went up therefore increase expenses. Stopped free dances. Spring retreat deposit went up $1500 to $3000 deposit; food doubled cost. Wavus has a deposit which will be transferred to next retreat at that location.
Next meeting: Continue to discuss finances/dance. Finance Committee reports. Keep monthly reports as is. Ave. donation, # of attendees to add to monthly report.
All Ages Dance: Marin/Andy. Read subcommittee report. Need separate release form. ? who is responsible for child? ? Jason's ins. Continue discussions and work Voted and passed: Committee and discussions to continue.
Liability Release Forms: New forms--yellow paper. Liability to start 6/1. Education push. Everyone to sign. Liberty to track.
Discussion re: last potluck: Shelagh volunteers to talk to Dave and come up with summary and proposals. Marin to join group. Have secretary. Voted and passed: go ahead with above.
Next Meeting: Jun 6. 7-9 PM Kiara's office. 222 St. John St., Suite 117, Transformational Healing.
Tuesday, April 11, 2017
Meraki - April 11, 2017
Attending:
Kiara, Dave G, Liberty, Blair, Mellen, Eva, Andy, Marin, Pika, Liz, John, Neil, Chloë, Shelagh (facilitator)
Establishing Norms:
Shelagh began the meeting by establishing that we take turns to talk and that the facilitator will track who wants to speak. We make decisions "loosely by consensus."
Agenda:
Financail oversight process review
Anual calendar
Spring Retreat Update
Finance Report
Family Dance
Potluck - new signs and partnering
Thrusday Night Update
Request for live music
Booking the next potluck
DJ agendas
Sound System management at Avant
The Experience of New people
Spring Retreat:
Looks like the spring retreat is not happening at Wavus. We have only 9 enrolled (need 30) and we don't have DJs. Plan: Diane is going to investigate moving the retreat to Snowbird Lodge. Facts about Snowbird: ~ $1400 for the whole group; Snowbird is in Harrison (70 minutes from Portland); Snowbird has 12 bedrooms which means up to 24 people if we have enough couple for the double beds; Deposit at Wavus will be held for our next retreat. Meraki gave a thumbs up to letting Diane pursue the retreat at Snowbird - and make it happen as she sees fit.
The group was curious about why the attendance was so low, and why DJs were not interested in supporting the dance. Chloe shared that her experience was that it was frustrating to have so few people dancing, that instead people tended toward the cuddle pile.
The group decided to conduct a survey which could include:
Kiara, Dave G, Liberty, Blair, Mellen, Eva, Andy, Marin, Pika, Liz, John, Neil, Chloë, Shelagh (facilitator)
Establishing Norms:
Shelagh began the meeting by establishing that we take turns to talk and that the facilitator will track who wants to speak. We make decisions "loosely by consensus."
Agenda:
Financail oversight process review
Anual calendar
Spring Retreat Update
Finance Report
Family Dance
Potluck - new signs and partnering
Thrusday Night Update
Request for live music
Booking the next potluck
DJ agendas
Sound System management at Avant
The Experience of New people
Spring Retreat:
Looks like the spring retreat is not happening at Wavus. We have only 9 enrolled (need 30) and we don't have DJs. Plan: Diane is going to investigate moving the retreat to Snowbird Lodge. Facts about Snowbird: ~ $1400 for the whole group; Snowbird is in Harrison (70 minutes from Portland); Snowbird has 12 bedrooms which means up to 24 people if we have enough couple for the double beds; Deposit at Wavus will be held for our next retreat. Meraki gave a thumbs up to letting Diane pursue the retreat at Snowbird - and make it happen as she sees fit.
The group was curious about why the attendance was so low, and why DJs were not interested in supporting the dance. Chloe shared that her experience was that it was frustrating to have so few people dancing, that instead people tended toward the cuddle pile.
The group decided to conduct a survey which could include:
- considering fewer dances (which might increase dance participation)
- pre-recorded sets to lower dj costs
- retreat frequency
- price
- ideal group size
- too much cuddling?
- other programs /activities
- would people like to have alternating retreats - ie - big at wavus and small at snowbird
Family Dance:
PCD formed a committee with Andy and Marin to explore how PCD might or might not integrate with the All-Ages Dance. On the committee will be Neil, Chloe, Eva, Andy, and Marin.
Financial Update:
John reminded us that how we allocate the fixed costs for PCD (insurence, taxes, etc) impacts how we might view the profitability of each dance we support. For example, if sunday covers all fixed costs, it costs $42 per week. If we spread it out over other events, Sunday's overhead cost is $22.
John is wondering what he should produce for reports. He shared a pretty comprehensive report that breaks down costs and income in detail for all of our events.
We decided that we need more time to review John's report and so it may be revisted next Meraki.
Next Meeting:
Tuesday, May 9 at Location: TBA
Thursday, March 16, 2017
Meraki Meeting Notes March 15, 2017
MERAKI MTG.
March 16, 2017
Host: Liberty
Attendance: Kiara, Shelagh, Eva, Deb, Dave, Lindy, Liberty, John, Polly
Facilitator: Eva
Minutes from Feb. meeting read.
Actions from previous meeting yet to be completed: Lindy, John
List of Agenda Items:
Liability Release Refresh
Edits to Calendar
Finance Discussion
Oversight review
Sound System
Thur. Dance
Retreat
Potluck
Updated roles in documents? Polly, John
Communication/g-mail
Potluck: Avant reserved. Email sent out a week or 2 ago. Mellen to add it to Sunday dance announcement. Discussed interest in a theme. "How to say yes and how to say no in/to partnering". Action: Dave volunteered to facilitate. Shelagh and Kiara to organize "Who we are and what we do" for interested newcomers. They will stay in closing circle after dance and invite those interested. We have to be prompt in leaving. Need to be out by 2:30. New group in by 3.
Thur. Dance: Deb--Thurs. night is not making money. $60-100 loss/wk. Last year lost $300. Under consideration: Contribute play lists. Negotiate rent. Action: Thurs. committee (Deb, Oracle) to continue to discuss. Will review in May as originally decided.
Sound System/Tai Chi Studio: New speakers mounted. 4 speakers adequate for our needs.
Liability Release: Refresh every 3 yrs./insurance co. How do we implement? Action: Lindy, Liberty, Kiara to discuss, determine a procedure and implement on a trial basis. John to order new forms. Begin with yellow--200.
Sound System: John, Dave and Neil have discussed, researched and have identified a Bose system consisting of a tower, subwoofer, etc. for $4000+ with mixers and cables. Do we need it? Retreat is currently renting a system for $250. Voted to not buy a system and to close discussion until a sound system need is identified.
Threshold for Balance: $7000-10K. Discussed when to take "corrective" action. Discussion centered primarily around what will happen when the balance drops below $7000, esp. in consideration of deposits. Vote and approved: If the balance drops below $7000 with a retreat deposit, no corrective action will be taken. If the balance drops below $7000 and it does not include a large one time deposit (ie retreat), Meraki will discuss, consider and/or establish measures for corrective action.
Communication/g-mail acct: Shelagh and Lindy have explored and discussed what is needed to continue with tracking and responding to emails. Shelagh will continue to monitor the g-mail acct. Discussion re: how to proceed in "naming" the role. It was voted and agreed to title the role "Correspondence Secretary" and that the job would not fall under the responsibilities of the president, clarifying that Shelagh has volunteered to fill that position in addition to her presidency.
Retreat: Tickets will go on sale Sun. Discussion re: scholarships and sustainability. Query scholarships? ? mission. Feel of org.? There was a strong consensus that scholarships are vital to offer. Self sustaining vs. scholarships. Track scholarships. Build scholarship fund. Voted and approved: PCD ensures $500 to retreat committee for scholarships. The retreat committee will work towards financial independence. If there is a profit from any one retreat, the profit will be used to fund scholarships at future retreats. The retreat committee will discuss the status of registrants at the next Meraki in re: to number of registrants and scholarship needs.
Personal Loss: Sympathy cards can be sent personally. It was decided PCD would not participate as an organization.
Finance: Polly/John. $42/wk overhead in addition to direct expenses. In what format would/could it be viewed? Forms/docs. Minimize paper distribution.
Next meeting date: Tues. 4/11, 7-9 PM. Host: Eva-- 46 C St., South Portland.
***MERAKI POINTS go to Dave! In the arc of TENSION, he stayed cool and came up with a novel idea of creating a scholarship fund pool! It was a hit! Congratulations Dave!
Saturday, February 25, 2017
Meraki Meeting Notes February 16, 2017
Meraki Meeting
Feb 16 2017
Polly Hosted
Attendance: Oracle, Blair, Mellen, Shelagh, John, Polly, Kiara, Lindy, Marty
Facilitator: Shelagh
Agenda:
1. Thursday night dances: DJ Feedback. DJ's have voted to take a reduction of pay to $150 from $175. Discussion re: financial loss. ? re: self sustaining.
Considering options for time, pay, play lists, etc. Polly resigns from Weve. Dave, Deb, and Oracle on Weve. Mechanics Hall may be becoming a community center.
408 Broadway, S. Portland, mentioned as a place that has been used in the past for dances.
2. Wiz: Blair: a. Weather Cancellation Policy is in place. Discussion re: Avant cancelling vs. PCD cancelling and other considerations. Actions: Lindy to put written policy into google docs. John to discuss with Kristin. Pre-recorded CD in greeter's bag if DJ can't come. Wiz has ultimate decision.
b. Committee Membership. We did have membership tenure in the past. Used to have 6 mo. membership. Didn't follow thru. Question need for new members. Action: Wiz to self monitor.
3. Spring Retreat: Kiara: 6 committee members. Cheri, Judy, Rudy, Kari, Jimmy, Kiara. Deposit made. Mtg. this Sun. Push for registration to go out in Mar.
Date: Mother's Day w/e. May 12-14. Send out notice for retreat "save the date". Will need 4 DJ's. Retreat to be self sustaining. Kiara suggests we get more information re: dates from Wavus and plan for projecting ahead. Empower Kiara to recruit committee members for 1-2 retreats per year. Event brite charges to use it. Must clarify if event gets cancelled. Kiara will bring up new information at next mtg. if needed. Actions: Committee meets 2/19. Send out "Save the Date" notice. Clarify Event Brite cancellation.
4. Quarterly Potluck: All 4 Sun. available in Mar. Pot Luck costs-space. Actions: Kiara to pursue organizing and determining date. Kiara to talk with Neal and Kristin. Wiz members to discuss. Shelagh to meet with Kiara.
5. Financial Oversight: Treasurer Role; $3000 deposit to Wavus. To be returned, currently on loan from deposit. Current balance $7000-$10,000. Corrective action. Discussed greeter involvement. Action: Finance committee to discuss and return to Meraki to propose announcements/suggestions in March.
6. Calendar: Mellen would like input re: what to include. Has gotten some.
7. Treasurer Role: Polly Sun. deposit, writing checks. John to do annual committments, taxes, etc.
9. Inquiry: Adults Dev. Disability. Shelagh reports on recent request. Action: Visitors welcome. Be aware and welcoming.
10. Liability Release Form: That people sign at first dance. John reports that we checked with the insurance agent and the form is good. To do every 3 yrs. Action: Table it until Mar.
11. Passwords: New for gmail. Check with John if you need it.
11. Next mtg.: Wed. Mar. 15, 7-9 PM. Host? Shelagh to check with Liberty.
For next meeting: By-Laws
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