Meraki Notes - October 30, 2018

DATE: 10.30.18, 7-9 pm

LOCATION: Transformational Healing (Kiara Archabault’s studio), 222 St. John St, #117, Portland

ATTENDEES: Kiara, Oracle, Judy, John, Lindy, Jason, Jane, Deb, Pika, Jenna, Nicole, and Martin

FACILATOR:  Pika

TIMEKEEPER: Lindy

WELCOME/INVOCATION:  Mission statement circulated and read aloud, first timers/newish folks welcomed, a moment to regroup/get present and orient to one another (take a moment to look into the eyes of 3 other people) at Deb’s suggestion.

AGENDA REVIEW, SET TIME FOR AGENDA EACH AGENDA ITEM, 10/2/18 MEETING NOTES RECAP:

INJURY PROTOCOL (20 min): Deb presented the injury protocol developed by the Wiz (Operations Committee) in their recent meeting. Toxtli, not a member of the Wiz, attended by invitation for input. Wiz debriefed with Jimmie (the injured one and member of the Wiz himself) about his experience. Things go down differently when it someone we know versus someone we don’t know well or at all. They have kept the protocol simple as it cannot be predicted/many variables. Wiz will take roles ~ a “direct helper” will always be a Wiz person. The protocol will be with the First Aid Kit (should also be at other PCD events - retreat, retreat, etc). Anyone who gets involved must be clear on exactly what happened.

Discussion:

• If person is unconscious ~ call an EMT
• How knowledge about injury will be communicated (knowledge will reside with WIZ 4-6 people ~ they are doing role plays to prepare for circumstances)
• Make sure this happens not just with Sunday, but Thursday’s, Family dance and retreats?
• Cautious in our thinking (not medically) because of liability
• Wiz to come up with a way to communicate protocol (signage, etc) ~ something simple “we have a way of dealing with this…we are set”
• Exploring with other dance communities (Moti - Paul Spielman sp?)
• Wiz is essentially a safety committee 

FORMAL CONSENSUS PROCESS:  (25 min)

Oracle reviewed the proposed formal consensus process and reviewed existing procedures and processes for how Meraki arrives at consensus in an informal. He also researched other more formal methods such as Robert’s Rules of Order. He suggests that Meraki work with a more structured way of reaching consensus than it has done in the past. The one he is suggesting is 25 pages and is used by the Alexander Technique international organization. Rather than the one who “yells the loudest” gets his/her way ~ there are processes to follow in the event of disagreement and conflict. These processes include some of things Meraki has been test driving for the past few months: agendas being sent out in advance,  assigning a timekeeper and setting aside time for attendees to evaluate and weigh in on how the meeting went for them.  A “vibe checker” which has been mentioned could be added as well.

Discussion:

• John voiced concern that it adds administrative burden to the secretary’s role. Need buy-in to make it work (like members submitting an agenda item in writing as a proposal to the secretary ahead of the meeting). Worries that this may be a disincentive for attendance at meetings. Will making it more formal draw in more members?
• Oracle thinks people knowing what is on the agenda ahead of Meraki may encourage participation.
• Oracle has been helping secretary with implementing/testing the proposal process (ie how to get something on agenda ahead ~ mostly comes from committees).  Secretary should only have to prepare agenda. 
• The proposals are not part of the consensus process. 
• Kiara suggests the community and socializing aspect should also be considered, not just business.  Stay juicy.
• Deb appreciates both viewpoints (structure and juicy)
• Lindy suggests separate out consensus process versus what Judy/secretary is doing that is not related (posting upcoming agenda at dance, making things more available and transparent)
• Deb wonders if tone and procedure maybe getting mixed up; if tone is unpleasant or difficult what matter the process then? ~ rules that help may have no effect on tone.  Will consensus help with tone? How is our process ineffective in running the dance? Don’t want to expend energy that doesn’t help run dance. Thriving dance; thriving Meraki.
• Oracle - the meeting should be effective even if uncomfortable. Some prefer to be comfortable with tone ~ but consensus is loose-y-goose-y, not clear decisions have been made or disagreements heard and noted, build a way for diverse opinions that aren’t mainstream.
• Kiara - there may be discomfort at times but things seem to work
• John though our consensus process is “messier” and maybe not crisp decisions, it’s been enriching.
• Jason thinks some of the newer initiatives like timekeepers, sending agendas out ahead are progress - maybe cherry pick what we adopt
• Deb would like more time to read the 25 page document on consensus as well as considering other things: how to do the timekeeping, tone person, what do we want from a facilitator - some things seem easy to add in, others not.  A gentle borrowing…see how we like it.
• Martin love of dance is what brings me here…manner of cooperation, even love….chemistry changes, different participants, we create it.
• John propose that we read the document and prepare to vote on it at the next meeting.

TABLED VOTE ON CONSENSUS PROCESS AT NEXT MEETING - MEMBERS WILL TAKE TIME TO READ THE DOCUMENT BEFORE THE NEXT MERAKI MEETING. LINK BELOW

http://www.learningmethods.com/pdf/on%20conflict%20and%20consensus.pdf 

NOMINATING COMMITTEE:  (5 min)

The committee has identified candidates for the (3) officer positions:

Nicole - President

Kiara - Treasurer

Jenna - Secretary

• Kiara would like to have an Assistant Treasurer.
• John clarified that the Treasurer does not have to count money; can delegate that task.  
• Jane is interested in the Assistant Treasurer position.
• Judy suggests that the Secretary position could use an Assistant Secretary as well.
• John explained that the (3) officer positions are “coincident” with the Board (same people). He takes care of the corporate filings; PCD has liability insurance for any lawsuits against the organization.
• The ByLaws state that the annual meeting agenda must be sent 7 calendar days before the meeting ~ the secretary will send it out.

NEW YEAR’S EVE COMMITTEE:  (5 min)

Blair is leading the effort this year.  He was not present at the meeting.

SPRING RETREAT:  (10 min)

Nicole, Jane from the committee were present. There is a new proposed site at the Ferry Beach Conference Center in Saco.  It has been used and recommended by other dance communities (Holy Actor/Deirdre). Kiara said it may be under $200 per person.  Tenting may be optional. Prices can vary by type of accommodation. Dates and deadlines are being discussed; multiple variables (not on Mother’s Day or Memorial weekend).  June may be iff-ey due to graduation season.

Kiara wondered if retreat registrants could prepay so PCD doesn’t have to front the deposit (avoiding what happened with WAVUS). Deb suggests leaving details to the committee to work out and recommend to Meraki at a later date.

MIXER: (9 min)

John purchased a mixer with USB sound card but had trouble with it. He’s working on a fix, purchased cables and testing technical stuff; the case originally purchased was inadequate for locking. It was returned (at additional expense) & another bought. The mixer, extra long cables and metal locking case brought the cost up to $700 more than the guesstimate $3-400 Meraki approved. 

There was some discussion about how the process and additional input from DJs changed the variables/cost on what was needed and the secure storing of it (DJs did not want to leave it out at Ballroom Portland). John communicated with DJs and sound committee regarding the purchase. The mixer is in place and ready to go this Sunday.

EVALUATION:

Lindy:  Apologized to Judy, feeling she may have been a little abrupt in voicing a differing viewpoint. She shared her changing and deepening experiences in attending Meraki over time, initially preferring the “business” part but coming to really value the softer aspects.

Kiara:  Loves the evaluation. When she used to leave Meraki meetings she would think about what she said during the meeting, “did I talk too much” etc. She does think there are good ideas to improve but not sure how far to go with change.  She is committed to reading the document and talking to Oracle about it.

Jenna:  Her first meeting, interesting organizational structure; like how everyone interacted. On the agenda of topics, not always sure what the goal was of what was being discussed. Don’t know where it’s going or supposed to go.

Jason: Feels like we “recalibrated” productive, cooperative and good.

Oracle:  Wearing process hat, throw out that we talked about craft proposal, not a good enough proposal, goes to what Jenna was saying about goal. Lindy - awesome, vibe checker is not in document but important piece.  Empower committees.

Deb:  Glad to have been here, felt disconnected/group not cohesive at beginning, good to pause for a reset 

Nicole:  Appreciate Kiara held space but she’s dying of heat! Valuable and uplifting, nice flow — accomplishing …more efficiently is work.

Jane:  Glad I finally made it, interesting to know backbone (..of the dance).

NEXT MEETING, TUESDAY, NOVEMBER 27, 2018, 7-9 PM,

AT DEB GRANT’S,  60 BRENTWOOD,  PORTLAND, 207-775-7752

AGENDA - PCD MERAKI OCTOBER 30, 2018

AGENDA

DATE:  OCTOBER 30, 2018

TIME:  7-9 PM

LOCATION:  TRANSFORMATIONAL HEALING (KIARA ARCHAMBAULT'S STUDIO), 222 ST. JOHN STREET, #117 PORTLAND, 775-1416

WELCOME ~ INVOCATION ~ ASSIGNMENT OF ROLES (FACILITATOR, TIMEKEEPER)

TOPICS:

• INJURY PROTOCOL (WIZ REPORT - LINK) 
• FORMAL CONSENSUS PROCESS (PROPOSAL ATTACHED)
• NOMINATING COMMITTEE (REPORT - LINK)
• NEW YEAR'S EVE (UPDATE - LINK)
• RETREAT - SPRING (UPDATE - LINK)
• OTHER

EVALUATION:

SET NEXT MEETING DATE/LOCATION

INJURY PROTOCOL - WIZ REPORT

PROTOCOL for injuries

Wiz direct helper (of injured person):

• Make sure that anyone directly helping injured person knows exactly what happened.  Check: are all who are involved with helping the injured person clear on this?
• When appropriate, ensure that injured person is asked directly if s/he would like us to call an EMT.  
• Share that “It is our understanding that there is no charge for an EMT. Charges begin if you are transported to a hospital.”
• Ask injured person if there is anyone here at dance they’d like to have nearby, and/or if there is anyone they’d like us to contact who is not here.

Wiz support (making sure environment is managed appropriately):

• bring emergency kit to injured person and helpers
• help consider if injured person wants to be or can be moved safely off dance floor
• help make sure injured person has enough space 
• organize helpers (including reducing the number of helpers or declining help) if needed
• confer with DJ whether to continue / resume the dance as is…or to change  or discontinue the music to support the situation if calm or quiet is needed.

RETREAT - SPRING 2019

SUBMITTED BY RETREAT COMMITTEE /KARI PRITCHARD
Just wanted to chime in about the retreat search. We have located a place that seems VERY viable, just getting the details in place now to present to Meraki.
It's Ferry Beach in Saco. I visited it with Julie Bowman from 5Rythms for their Holy Actor event and Deirdre from PCD and Holy Actor, and the consensus is very positive. Will say more when all facts are gathered but will say now that the dance floor is amazing! And they have their own sound system, which Deirdre has deemed to be very workable. MANY music and dance events happen there, so they're well-prepared for this.
Also, the previous Retreat Committee is having good luck finding replacements for each of their roles! Folks have stepped up and will work with us to learn theropes of each different task. Our goal is to slip away slowly and let the new committee take over, as we believe that it's a good thing to make space for others to do some work. I'm still the point person, for now, and will provide all information as it becomes available.  

NOMINATING COMMITTEE REPORT

The nominating committee (Oracle, Kiara, Judy and Martin) have been working on the slate of candidates for the PCD Annual Member meeting, December 9th.  They've made progress identifying qualified and interested candidates for the President, Treasurer and Secretary officer positions for 2019.
They met briefly Sunday, October 21, and will present the slate at the next Meraki meeting in November.

NEW YEAR'S EVE 2018

BLAIR IS LEAD OF NYE COMMITTEE.  HE WILL BE SUPPORTED BY LAST YEAR'S LEAD/COMMITTEE (JUDY).  THEY HAD AN INITIAL MEETING 10/21.

(ON 10/2. MERAKI VOTED TO PROCEED WITH NYE WITH BLAIR AS LEAD OF COMMITTEE AND GREEN LIGHT TO SET TICKET PRICE/SET UP EVENTBRITE/ MARKET THE EVENT TO MEMBERS AND PUBLIC THROUGH OUR WEBSITE/SOCIAL MEDIA-FB ETC, ANNOUNCEMENTS AT PCD DANCES AND OTHER.)

COMMITTEE TASKS:

EVENTBRITE SET UP (TICKET PRICE/TICKET SALES) - SEND TO PCD LIST THROUGH MAILCHIMP

RECRUIT VOLUNTEERS ~ IDENTIFY AND FILL VARIOUS ROLES

RECRUIT/ASSIGN DJS

MARKET EVENT THROUGH VARIOUS METHODS

CREATE TIMELINE FOR 12/31 (8:30-12:30) - SET UP - CLEAN UP, LIGHTING, FOOD, GREETERS, GATE ($) AT DOOR

MERAKI NOTES - OCTOBER 2, 2018

DATE: 10.02.18, 7-9 pm
(Note: the original date of the this meeting was 9/25/18; it was postponed until 10/2)


LOCATION:  Ballroom Dance Portland, Westbrook (formerly Avant Dance and Event Center)


ATTENDEES: Judy, Martin, Lindy, Oracle, John, Blair, Kiara, Nicole

FACILATOR: Lindy

TIMEKEEPER: Martin

INVOCATION:  Martin


AUGUST MEETING NOTES RECAP: 15 min

NOMINATING COMMITTEE: 15 min

The date for the annual PCD Board meeting (where officers are elected) was originally set for November 4 (including space rental of the ballroom). However, there was agreement among officers and Meraki that more time was needed to prepare a slate of officers.

VOTE:  To change the annual meeting date from November 4th to December 9th.

Four people volunteered to identify and to ask qualified PCD members to consider officer positions for 2019.

VOTE:  The nominating committee (Oracle, Judy, Kiara and Martin) will present a slate of officer candidates for the annual meeting.

(Note:  Paulina, the Ballroom owner, was present and John asked her to change the reservation of space from 11/4 to 12/9.)

NEW YEAR’S EVE DANCE:  10 min

Blair has agreed to be the lead coordinator for the dance, with support from last year’s organizers and other PCD volunteers (Judy was lead for 2017).

• The cost to rent the ballroom is the same as 2017 ($1,200)
• The evening will end at 12:30 am instead of 1 am (feedback from DJs last year)
• 2 DJs instead of 3 (2-2 hour sets) (8:30pm -12:30 am)
• Lessons learned from last year:  volunteers at the end of the evening had a lot of food clean up, leftovers and waste
• 60 attended last year (80 was breakeven) - $20 ticket price in 2017
• It’s open to members, members’ family/friends and the public

VOTE:  Blair will develop ticket cost and oversee the coordination of setting up the event with support from last year’s NYE committee. Agreed to 2 DJs only and 8:30 pm-12:30 am time.

SPRING RETREAT  5 min

PCD has had several retreats at Camp Wavus in Jefferson but this site is no longer available. Kari and Kiara will do research on an alternate location but do not want to take the lead for organizing the retreat. Nicole volunteered to be lead and will have support from all those on the retreat committee who have organized past retreats.

Nicole/retreat committee will provide updates at future Meraki meetings on the progress.

SAFETY: 15 min

Near the close of Sunday dance, 9/30, a PCD member fell and was injured and taken by ambulance to the hospital. A debrief/discussion followed about PCD’s handling of the incident and lessons learned as well as existing protocols and any modifications/recommendations for future.  (Note:  the individual injured was released from the hospital the same day with no broken bones or spinal injury. He is convalescing from stretched neck & back ligaments/muscles.)

Highlights:

• Calling 911 ~ perspectives differed on who should make the decision to call for EMTs; the injured person (if he/she is able) or someone related or close to the injured person who is present, or anyone present can call. Also when to call. There was some chaos around this and need clarity around how to handle it going forward.
• The WIZ (operations committee) has developed safely protocols and it’s a good time to review them. Since PCD’s inception, for liability reasons, PCD does not designate a lead person who assumes responsibility at the time of an injury. Dancers sign waivers. WIZ maintains a basic first aid kit for member use; does it have everything we might need (like ice packs)?
• Should a emergency contact name be added to the waiver form?
• Other dance communities may be able to share their safety protocols.

VOTE:  WIZ will review the incident and report back with recommendations for safety protocols at the next Meraki meeting.

SOUND BOARD:  5 min

John reported the “mixer” at the Ballroom is broken and Paulina, the owner, does not plan to replace it. PCD DJs need a mixer on Sundays. The PCD sound system, with it’s own mixer, is stored at Jason’s studio but moving that system (or a part of it) back and forth each week is not ideal. John proposes that PCD purchase a dedicated mixer (with USB sound card) to be used at the Ballroom. Considerations as to how to keep the PCD owned mixer secure at the Ballroom were discussed. John will check details/specs with sound committee before the purchase.

VOTE:  Allow DJs/Sound Committee to purchase a mixer (estimate cost $3-400).


EVALUATION: 15 min

Oracle explained that he’s proposed bringing a more formal consensus process to PCD (one which the Alexander Technique organization uses). The process of “Evaluation” at the end of a meeting is for everyone to have the opportunity to speak ~ from a “process” point of view (and not the meeting content), about what worked and didn’t work for them.
It enables more voices to be heard; everyone gets respected, learn what might have gone better. Also, he would like to see things discussed and get moved quicker (i.e, allowing subcommittees to get things done/report back). He also feels uncomfortable talking about anyone who is not in attendance at the Meraki meeting.
Lindy appreciated Oracle’s speaking up about his experience of being uncomfortable. She felt that she did not want to be thought of as being critical about the handling of the injured person at Sunday dance; “they did what they needed to do” and to acknowledge that. She also thanked Oracle for the source for the formal consensus document he shared; it was very good.
Kiara was not sure she quite understood the evaluation process….but her feeling was that the meeting room was cold, she didn’t like the lights and there was no food! (John explained that we had to cancel the meeting which was to have been at Chloe’s and Neil’s due to illness and find a new date/location).
Nicole really appreciates the structure. She attended a meeting in spring which was more loose. But with time limits…she wanted to know more about a subject but did not  feel comfortable asking because of the time limits; maybe it could be more flexible, less pressured? (John responded that the time limits are really only guidelines to help cover what we needed to, but there is flexibility.)
Martin appreciates everyone’s patience because sometimes he has to work to get clear on what he wants to say; really loves being with everyone, the way each person responds and is patient! And thanks to Lindy for sharing being uncomfortable…
Oracle added that it is important to note divergences in perspectives as that’s where future good ideas come from. Agenda is contract with ourselves about what we will try to do; not sticking with agenda/what has been published to members is disrespectful/disenfranchises
John questioned “disrespectful” ~ certain things not on the agenda may be time sensitive  (of an emergency nature) and are not disrespectful.
Judy wishes she could remember what she said but she stopped taking notes….but it was something of the flavor of how Meraki meetings cannot go wrong if we hold to the values and intentions we bring with our body/mind/hearts each Sunday.

NEXT MEETING DATE:   Tuesday, October 30, at Kiara’s (Transformational Healing ~ Diane Archambault)  222 St. John’s Street, #117, 207 775-1416.

ADDENDUM TO EVALUATION: 10/2/18 MERAKI - ORACLE

Hi Judy, can you add this to notes on evaluation, please?

Oracle emails later to reflect on focusing discussion. There are reports that
come in from outside meraki, from various subcommittees and from membership.
Those might be discussed by Meraki generally.

However, where there are subommittees existing, such topics should /first/ be referred
to that committee - as we ultimately did with the "injury" issue, sending it
to Whiz to cook their reflections and considered opinions into a report to
Meraki for later.

If that is not done, Meraki ends up discussing something about which it doesn't
have big chunks of information and background.

Otherwise, discussions should be about "proposals".  For example, discussions
of a nominating committee, should be around such-and-such a proposal.  If not,
discussions ends up free ranging and unfocused.  There has to be a proposal
on the table.

Note, there are times, as John notes, when Meraki must take up something without
preparation.  That should be only the case in time-sensitive emergencies.

thx, O

ADDENDUM:  EVALUATION FROM THE 8/28/18 MERAKI - EMILY

Date: Wed, 10 Oct 2018 21:13:38 -0400
From: Emily Galli

Subject: Meraki Feedback

Hello!

Just wanted to share a few reflections from the Meraki meeting I attended last month. I shared this feedback with Oracle and he thought it might be of value..
What I am hearing is that it is important to the committee that PCD community members feel involved, included and that new people attend meetings.

Here is my feedback,
Most of the agenda items that were discussed I was nearly or completely clueless about.

I did not want to interrupt the carefully timed agenda and waste the committees time with my questions about the inner working of PCD. I was unaware of financial ins and outs, the committee positions and the Wiz, let alone the discussion that was happening…
While I want to become more involved, I am realizing that there is so much to know before I can even begin to participate..

Im left wondering,

Is there a way to get someone up to speed who wants to be more involved?
Because so much catch up is needed for a newbie, Is there a gateway to involvement that is perhaps less “all in”?
How can we gently make the community become more aware in the inner workings of PCD?

Hope this helps begin to cultivate a more involved and participatory energy for the coming shift in December.

love n thanks,

Emily
PCD Meraki meeting notes 10/2/18Meraki meeting notes - OCTOBER 2, 2018