SPRING RETREAT 2019 - AUGUST MERAKI, DETERMINE BY OCTOBER


FOR THIS TO HAPPEN, NEED VOLUNTEERS/COMMITTEE TO COME FORWARD.

20180828 Annual Meeting November 2018

PREPARATIONS FOR THE NOVEMBER PCD ANNUAL MEETING

Responsibility of PCD Board:


PIKA - PRESIDENT
POLLY - TREASURER
JUDY - SECRETARY


* Discuss at August meeting
* Nominating Committee for new officers
* Space Rental at Avant
* Communications to membership
* Other.....?


Submitted by Judy 8.21.18

20180828 NEWS YEARS EVE DANCE 2018

NEW YEARS EVE DANCE

***SOMEONE STEP UP TO PLATE TO LEAD THIS EFFORT BY SEPTEMBER MERAKI***


PCD needs a volunteer chair to lead this effort soon or it will not happen.  The chair will need to recruit volunteers and assume overall management of the event which includes:

* Finding out if the space is available and the cost (Kari has done some preliminaries on this)

* Getting commitments in September from DJs (a priority unless we go with canned music)

* Other aspects of managing the event:  finance (break even, cost of event), marketing event, EventBrite for registration, food, greeter line-up, set up (lights, decorations, etc) and clean up etc.

* Volunteer chair needs to debrief with last's year volunteer committee around what works well, what need to be modified for 2018

(submitted by Judy with information provided by Kari and Mellen) 8.21.18

CAPACITY - ISSUES AROUND INCREASING ATTENDANCE/MEMBERSHIP - ORACLE

Lots of new dancers
2018-0805

a) Just so we don't get blindsided but have time for forethought....  And not
complete thoughts or anything like that.

There are increasing numbers for new dancers.  There could easily come a day -
for weather or calendar - when there are too many on the floor.

How do we want to prepare for that?

b) Despite the increasing numbers, there seems to be a decreasing involvement
behind the scenes helping out.  Same old crew getting older.  Perhaps the changes
in the Meraki process might help.

c) How does this affect the container?  Behavior changes as container changes.

d) what other effects?  2nd greeter?  Safety?  Consent?


Oracle  (who is only putting this out food for thought)

Meeting notes July 24, 2018

LOCATION:  Maine Center for Taijiquan and Qigong

ATTENDEES:  John, Lindy, Judy, Martin, Oracle (no quorum; quorum is 6 members)

JUNE MEETING NOTES RECAP:

AGENDA ITEMS:

• Sound System 
• Meeting Structure
• Governance
• Annual Meeting (Nominating Committee/Selection of Officers)
• Spring Retreat 
• New Year’s Eve (WIZ, availability of space, deposit, report at August meeting from WIZ
• Culture of Consent 
• Increased attendance (new to PCD) 

SOUND SYSTEM:

Sound system is purchased, delivered and a mobile cart built for it and being stored at Jason’s studio.  Follow up between Jason and John for a process to handle “accountability” of this PCD asset. 

MEETING STRUCTURE:

Discussion of Meraki’s current (historic?) meeting structure and two suggested alternative structures; one proposed by Marin (the “wave”), another by Oracle. So 3 structures on the table; how to proceed from here?  Lindy acknowledged the time, thought and energy both Marin and Oracle have put into their recommendations. There are aspects of each of them some like and some they don’t. There seems to be agreement that having more skilled/trained facilitators for meetings would be beneficial. Also having a timekeeper (a separate role from the facilitator). Also discussed have a meeting “greeter” like we do at dance, and “vibe-checker”.

July Meeting notes

In August, we will try out Oracle’s recommendation, of preparing a tentative agenda in advance of the meeting (final agenda subject to approval of the Board) with links to supplementary information/reports by members proposing an agenda item. Members will have an advance notice of what topics will be discussed, and if topics are new or complex, have the time to thoughtfully prepare in advance of the discussion. 

GOVERNANCE:

Currently is “potluck” ~ not working (the core group attending is in and out and difficult for continuity).  Perhaps a traditional non-profit (9 committed board members) should be implemented. As of now the only vested group are the 3 current board members. This would ensure a core group to carry out the responsibility of attending meetings and doing the work required to keep PCD running. There is recognition that there is a difference of opinion about what is working and what is not working with how PCD makes decision. It is good to review what PCD has to do (the ByLaws, then develop the structure that works to support the requirements). Also discussed other alternatives like small board and committees who do work, meeting frequencies, calendar of annual responsibilities.  These items may be perfect for a committed board to do versus the existing “Meraki” structure.

TABLED UNTIL AUGUST

• Annual Meeting (Nominating Committee/Selection of Officers)
• Spring Retreat 
• New Year’s Eve (WIZ, availability of space, deposit, report at August meeting from WIZ
• Culture of Consent 
• Increased attendance (new to PCD) 

NEXT MEETING:  TUESDAY, AUGUST 28, 2018, 7-9 PM, MAINE CENTER TO TAIJIQUAN & QIGONG, 500 FOREST AVENUE

Meeting notes July 24, 2018

DATE:  June 26, 2018

LOCATION:  Maine Center for Taijiquan and Taiji

ATTENDEES:  John, Lindy, Judy, Oracle, Nicole, David, Neil, Chloe, Jason, Sophie, Blair, Martin, Cooper

FACILATOR VOLUNTEER:  Lindy

GATHER AND GREET:

MISSION STATEMENT READ BY GROUP:

MAY MEETING NOTES RECAP:

LINDY RECAPS WORK IN JAN, FEB-APRIL (MARIN FACILITATING GROUP PROCESS):

AGENDA ITEMS:

* Meeting Structure (Oracle)

* Wave SubCommittee (Marin/Pika/Judy) - TABLED (Marin could not attend)

* Sound System (John/Jason/Pika)

* Finance (John)

* Wiz (Blair/Martin)

* Safety / “Culture of Consent” (Neil/Chloe)

* PCD Governance - TABLED (Decisions re:  meeting structure may impact this topic)

MEETING STRUCTURE:

Oracle researched different types of meeting structures for group consensus (decision making). Our current Meraki process is chaotic (agendas aren’t sent out ahead, facilitation is dynamic and therefore we don’t make the best use of time and run out of time to discuss things).

Some suggestions for improvement: Send out agendas ahead of the meeting, agreed upon (trained) facilitators who volunteer to be at meetings, proposals or reports for discussion can be prepared and accessible to members to read before the meeting, have a timekeeper (not facilitator)

The secretary (Judy) may need assistance (more pre-meeting work as well as capturing notes of what happened including captureing disagreement recorded as part of a vote.  

Oracle suggests the first step would be try it.  Put it in the notes, then on the agenda for discussion and vote the next time.

Group discussion highlights:

• Set known things on agenda in priority order; good for members to know ahead what is on agenda
• Unfinished business goes on agenda (people invested time…) 
• People who come to next meeting have opportunity to add insights to incomplete business
• Advocates must be present rather than introduce something written/emailed (unless emergency item)
• Board should “own” agenda between meetings, point person is secretary
• Distinction between introducing a topic for discussion versus engaging in actual discussion.  There should built in preparatory time between meetings for members
• 2 distinct points:  meetings more efficient and more engaged attendance
• Make the agenda more public for member
• Preferences voiced for making agendas during meeting
• Meeting notes can be uploaded to Google docs to Facebook group for another easy access point for those more engaged with fb (Chloe offered support)

VOTE:  Continue meeting structure discussion for July meeting

SOUND SYSTEM:  

At the May Meraki meeting, there was a vote to form a subcommittee to source a new PCD sound system with the charge to make the purchase within a set budget.  The subcommittee (Pika, Jason, Nev, Mark, Dave and Neil) purchased a system and had enough reserved in the budget to build a mobile storage cabinet. The system will be stored at the Maine Center for Taijiquan and Qigong.

*FOLLOW UP:  John will email Jason concerns about how to handle this

PCD asset (accountability and security). Jason will discuss with DJs and report back 

to Meraki.

WIZ 

• The Wiz wants to meet with the new owner of Avant (only Blair has met with her)
• Changes under new owner:  curtains, mirrors, closet, lost and found, no clutter
• Future changes - she intends to blow out wall in small dance space
• New Years Eve - should we reserve?
• Insure the ballroom is not left in disarray before our Sunday am start (tables and chairs on the dance floor having to be moved at the last minute which happened once a few weeks ago)
• PCD has no written agreement with Avant/new owner, only a 2014 rate sheet
• Should we have a contract?  New owner is very agreeable and we are just establishing communication
• Will be given notice of future construction (such as pulling down a wall)?
• Blair confirmed that curtains are in the works to cover the newly installed mirrors
• WIZ members will provide receipts/be reimbursed for out of pocket for curtains
• WIZ, for those who didn’t know, are those PCD members who take responsibility for Sunday dance (set-up, set back/closing, greeting, collecting donations, waivers, safety issues of all types etc.)

FINANCE

John reports that proceeds from the retreat came out slightly better ($150). He will compile and send out a full financial report. Even with the retreat and purchase for the sound system, PCD still has $6K in the bank as buffer.

SAFETY/ “CULTURE OF CONSENT” 

Neil has been sitting with complaints about individuals who do not feel entirely safe on the dance floor.  He sent an email the Sunday prior to the meeting to approximately 30-35 men.

His intent wasn’t to exclude women but to raise awareness and begin a conversation with men. It should be community wide and hopes it will promote affirmative consent. We should not assume things (that people aren’t going away from dance feeling violated, dancing alone can be as honored as dancing with others)

Group discussion highlights:

• Huge topic; who organizes it; moves it forward to community; separate from Meraki
• Men meet; women meet separately, then come back together
• Other dance groups have safety issues ~ sensitivity to those who are triggered, have had trauma. Try to get at it before a breakdown as other groups have had
• How to turn it into something productive/actionable (beyond Meraki)
• WIZ ~ what are reasons individuals haven’t brought the issue to WIZ? WIZ must be involved. There are privacy issues to consider; WIZ has already handled (successfully) some issues and maintained confidentiality. WIZ has discussed getting training and rejected idea. Each issue is distinct, best is case by case: example ~ it imay not be mistreatment but a discomfort and providing help for someone who may need mentoring. PCD should not be dealing with acute abuse issues.
• This is not a PCD issue; it’s a cultural societal issue
• What is the role of PCD community / organization not just individual responsibility
• Example of Country Dance Portland Oregon - “culture of consent” model. Proactive/collaborative
• Proposal to form a subcommittee to coordinate an effort on the topic

VOTE: To form a subcommittee of volunteers (Chloe, Jason, Oracle, Martin, Nicole, Pika and Neil) to provide recommendations/next steps to Meraki

NEXT MEETING - Tuesday, July 24, 2018, 7-9 pm, Maine Center for Taijiquan and Qigong

500 Forest Avenue

DATE:  May 8, 2018

LOCATION:  Ballroom Dance Portland

ATTENDEES:  Judy, Martin, John, Marin, Lindy, Oracle, Nicole, Nev, Jason, Pika

FACILATOR: Pika

AGENDA ITEMS:

• Sound system
• Finance report/Reporting frequency
• Marin’s agenda 
• Meraki meeting structure and schedule

SOUND SYSTEM:

Nev voiced concern about the speakers being used for Thursday night dance at Jason’s studio It is a disincentive for her to continue to DJ unless it’s resolved. The speakers are not adequate for PCD’s use (meant for ambient sound) continue to have technical problems (lower quality) and contribute to a less than optimal dance/music/DJ experience.

This has been an issue previously.  John gave some history about past discussions of sound systems for theThursday and Sunday dances. PCD formed a “sound system committee” to look at transportable sound system in a price range of around $4K.  Dave, Neil, John were part of that committee. At the time, it was determined that we did not need it and it was put on hold. The prior sound committee looked at a stand-alone system with 2 subwoofers and 2 tall tower (Bose), mixer and cables. More recently, John and Pika have had some preliminary discussions about sound systems.

The discussion then turned to whether or not we needed just speakers or a sound system. Considerations as to the type, size, cost, features and the storage needs of a system were discussed. A system could be used for Thursday and Sunday dance as well as other PCD sponsored events like retreats.  Rental costs for past retreats have ranged from $50-$250.

Jason would need to know the size of any proposed system to determine if there is adequate/appropriate storage space at his studio. If it is stored at his studio it would not be used for anyone but PCD.

John said there could be consideration of payment of a fee for storage.

SHORT TERM SOLUTION FOR DEALING SOUND NEEDS:

• Marin said she could live with the speakers as they are for the 5/13, All Ages Dance 
• Jason would look into repair/parts and/or speaker replacement (equivalent cost) in short term and let PCD know the cost. He will do before Sunday, 5/13.
• Pika will use his mixer and Neil’s speakers for the May Thursday night dance
• Oracle said to keep in mind, Thursday night doesn’t have a budget to rent Neil’s equipment. 
• Both Pika and John have back-up PA systems if needed.

LONG TERM SOLUTION:

New Sound System Committee:  Nev, Pika, John, Jason, Mark (?), Neil (?) DJs (?). They will research systems in the $4-5K price range that would be best suited to size and needs of PCD venues/events.

The impact of the large expenditure and PCD’s safety cushion was discussed.  John indicated that income from the retreat will help and the overall trend is upward. Before the purchase of a system, the PCD finance committee will be informed of the budget for the purchase.

VOTE:  To allow the PCD Sound Committee to research, select and purchase a sound system costing up to $5K by June 1st.  The finance committee will be advised before the purchase is made.

FINANCE REPORT/REPORTING FREQUENCY

John has traditionally prepared a finance report for each Meraki meeting and proposes to change it to quarterly.

VOTE:  To change financial reporting to a quarterly schedule.

INTERLUDE - Lindy made a suggestion. She recently heard a presenter at a workshop talk about how “we hear through our whole bodies” and how the presenter, in her couple therapy practice, asked partners to sing together as a way to bring them back into resonance with each other.  With this mind, those present at Meraki danced for 4 minutes to Supertramp’s “Logical Song”.

MARIN’S AGENDA

-Reconnect with perspective and curiosity (from the 10,000 foot view)

-Flesh out vision of PCD and Meraki we began last meeting (how is this phenomenal dance we witness from the air stewarded?)

-Begin translation into "Why"? (Who/What/Where/When)

-Next steps (and transition out of Marin as facilitator)

Marin has facilitated the January/February and April Meraki meetings and does not want to continue as facilitator nor does she recommend PCD continue on a “process path”.  However, she noticed that with this meeting PCD dispensed with reading the mission statement and taking time to check-in, especially for welcoming new attendees and how it felt very different from the last few meetings to her.

There was a thoughtful discussion about balancing the needs of conducting routine business (like the example of the sound system) with the actual experience or felt quality of the meeting. Balancing these requires an imagination and tolerance from each of us, going beyond our comfort level, trusting, being honest and respectful if we disagree etc. 

Martin said he was very appreciative of the way Marin was able to let go of the agenda she’d prepared and modeled, for him, an imaginative way of responding tonight. He said  it challenges and clarifies for him that he needs to find, new and better parts of himself when confronted with things he doesn’t care for.

Several people voiced that Meraki is not separate from dance. PCD has been careful and thoughtful about its rules for the dance floor which can be serve as guidelines for the way we hold discussions. We should approach meetings the way we approach the dance floor;  it’s about our approach and our INTENTION (our perceptions and experiences vary widely but we can agree on an intention). Meraki meetings have ebbed and flowed, come “full circle” as Lindy described (from energetic, unstructured to too much “container”).  Nothing stays the same; there needs to be room for growth and change. Marin’s facilitation and exercises helped some to be better prepared and open to change. 

Marin introduced the idea of modeling meetings similar to a natural phenomena  ~ a wave.  Similar to our music programs, which include quiet (intention setting) listening, common expectations, communion with others etc. How to keep the way we relate physically in the dance, as it morphs into “discussion”.

Pike said meetings are the work we do to sustain dance; he thinks of it like “….a gathering around a fire.”

Some ideas to consider for future Meraki meetings;

• Set an agenda beforehand (members would know ahead what topics would be discussed and there would still be room to add items)
• Take more time in the beginning (before jumping right in…) and with closure. Keeping in mind not everyone is comfortable with “ceremony”
• Have meetings after dance (people would bring own lunches)

MERAKI MEETING STRUCTURE

Oracle said that the new meeting rules/procedures committee is researching models and will report it’s findings at the next Meraki meeting.

NEXT MEETING:

TBD - John will check with Ballroom Dance Portland to see what dates are available for Sundays in June to have a meeting after dance.  We will also look at the PCD  annual calendar to see what items need to be on the June agenda.