No-Quorum Meraki-ish Meeting Notes for 9/19/23

At the September 29 2023 Meraki meeting, we failed to reach a quorum of 6 attendees. We did however discuss Meraki topics, and notes of those discussions are worth posting.

Attending: Mellen, Deb (Facilitating), Lily (Timekeeping), Eva (Vibes), John (Notes) (No quorum)

Thanks to Deb for her notes, with edits by John:

• 2023 Annual Membership Meeting: Sunday December 3 after dance. We need a facilitator for this.
• Board and Officers Recruitment for next term: We still need to recruit. Deb is willing to be president and would enjoy. Historically the outgoing president has had the role in feeling out who might step in.
• Where can we dance update: Kari finally got a list of contacts for the area community centers and will get right on that tomorrow. She is sending a Use of Building Facilities form to the Westbrook School Department. Eva brought up Red Bank Center in SoPo.
• Sound system loudness update. The hand held and wall meter are fairly synched. Aiming for sustained limit of 85 dB on the wall. Went well so far, although it did pop up above 85 a few times….we’ll continue to note how this is going.
• 10th Anniversary celebration planning. An announcement will go out 2 additional times.
• 2024 Retreat: Oct 18-20 2024. Prez needs to sign contract. Prices up a little bit but fine. Additional membership fee ($125) also. March 2024 we could do a full retreat in March but no heat in Rowland rooms, so that seems like a bad idea. Idea of doing a day-long “mini-retreat,” holding an indoors long dance + potluck: we will discuss this idea next time. 
• DJ update: We are taking a slightly different approach to training DJs than we have in the past, one that happens in phases. Starting with training people around creating setlists in the spirit of PCD's vibe, and following a five rhythms structure to some degree.  When or if our core DJ trainers feel confident that the person is a good match for the job with song selection/ordering, etc. there would be a debut set alongside a PCD DJ who will mix your music if you don't know how (and show you some of the ropes).  After that, if things are still looking good, and the DJ is following through, seems reliable, and is responsive to feedback, etc. there would be a second (solo) debut when ready. Followed by feedback from participating DJs and a determination about whether or how we are holding the new DJ based on need and ability.
• Add to agenda for next time, proposed by John in light of the increased costs to DJ’s to run their music and in light of our financial health: Increase DJ fee. 

Joint Meraki/DJ Meeting Notes for August 22 2023

Location

Maine Center for Taijiquan (Jason's studio), 500 Forest Ave. (rear), Portland

Attending

Mellen D, Erin P, Shelagh R, Jamie S, Cueva G, Dena R, Jason A, John B, Kari P, Jimmie P, Rebecca B, Lori H, Chloe U, Parks M. Joining on Zoom: Deb G, Lisa H, Pika S

Agenda

• DJ enthusiasm and expansion
• Music volume during dance
• Can we use prerecorded playlists?
• When/how can we return to weekly dances
• 2024 Retreat planning update
• 10th Anniversary celebration update

DJ Discussion

We had a freewheeling discussion about DJ enthusiasm, the possibility of bringing on new DJs. Notes in somewhat raw form:

Possible new DJs: Sandra, Jamie, Nate, Dena

Lori: considered a hybrid approach where new DJ and seasoned DJ work together

Shelagh: Other DJs who aren't here: Mark, Kellie,

Frequency expectation: 4x/year minimum

Lisa: Contact 5Rhythms DJs (Willow suggestion)

Deb: Counter comment - when we discussed that before in DJ meeting, we want DJs to be community dancers. If we go outside, do we lose continuity?

  What is the vitality of PCD? Have been a vibrant community, and are now, but perhaps Covid loss

  Only group around here that does DJ our music that we don't set a playlist. Other groups provide playlists

  We want to be careful not to be a group that just accepts playlists. Music that is not mixed is just different.

Beck: what's the difference?

  Jason, John, Parks explanation

Kari: assumption was a playlist only an interim to tide us over until we have enough energy to dance every Sunday

Mellen: DJ in training would still be there

Cueva: the reason we're having this conversation: Not enough DJ juice

  DJs part of the community and also be able to read a room

Deb: Put a few ideas together: Likes Lori's idea of seasoned DJ being there with trainee DJ

Shelagh: Agree with importance of music coming from the group. The collective is important.

  Even if we have enough DJs, we don't have a steady location with storage, etc.

Jason make the point that we show the new DJ what the expectation. That's important to understand what a wave is and how the dance flows

Kari - Grateful for opportunity for the conversation. Learning a lot about what the DJs do. As member of search committee, life goal is to find our next permanent home so we can dance every Sunday.

Parks Speak to Shelagh/Kari: We hope that the organic moment of both space and DJ juice happens simultaneously.

Shelagh

 John read Kellie's email to the effect: While she loves to DJ, she doesn't feel called to PCD the way she once did. She would like to see more DJs invited into the circle. Yes to: Get more Dj energy in. Require less to begin. Start with great music choices and flow, then later bring in the mixing and dj skills. YES! 

 Chloe: out of rotation because Covid + Dad sick. Interested in rejoining the rotation. A super passion

 Parks: A little all over the map. Hard time getting the juice back with every other week.

   Hardest thing: Spotify no longer links with DJ Pro any more. Buy all songs, then add to DJ Pro, then mix. Evolution of playlist to mixing: a want to do it better. Happy to be involved in the training. Have heard Dena set, it was fantastic.

 Deb: Another challenge: the people who say they might do it. 

Dena: goose bumps about an experienced DJ working with her playlist. Challenged herself to make a playlist. 

Lori: Because DJs buy their own music, does PCD

  John: PCD pays for

Lisa: Looking for DJs: if you're interested, come prepared

Jason - in favor of growing from within, rather than putting out a survey

Parks - seconds that, ("whose phone number")

Mellen - 3 or 4 current DJs said they would be interested in training. Deferring to one or two people who don't have the time

Deb - Old pattern. It will be important to have criteria, quality control. On DJs to be quality control. One hit wonders

Pika - All for bringing in new DJs. Fresh perspective would be beneficial. Doesn't think a playlist is right for Sunday Dances. Strive to maintain a certain level of quality and committment, concerned about diluting that with playlists. Anyone who's excited/interested, take time to learn software etc. Interested in setting up training crew. Doesn't want to lower the barrier to entry

Erin - Hard to say after that. Record sets as they're playing, for later playback.

Chloe - Wholeheartedly agree with Pika. Recorded set is better than a playlist. Excited to hear Dena's passion. Hell yeah!

Cueva - Appreciate our DJs for a minute. The attention/quality is so beautiful to listen to your integrity. Mixed sets (outside once or twice). Not about playlist, about DJ/Dancer interaction

Jason - possible solution: Getting DJs together with trainees. Tag team with instruction/feedback

  Picker / mixer

Contact people, guage interest, from there, do training

Jason will reach out to Sandra and one other person

(Break)

Sound Level

Lily researched, and the gold standard is what we already have: a handheld meter. However, a wall-mounted meter with a large display would be an aid for DJs to easily monitor sound levels. We've discussed this before, and decided to purchase one. We'll compare its readings to the handheld meter to give DJs a guidance to equivalent of 85 dB maximum.

10th Anniversary Celebration Update

Planned for October 22 after dance at MCWS. Attendees to bring their own lunch and utensils; PCD will provide some extras and a celebratory something. Games and activities available depending on weather.

2024 Retreat Update

Planned for October 18-20, 2024 at Ferry Beach Conference and Retreat Center

Next Meetings

September 19, 7-9PM on Zoom

October 17, 7-9PM, location TBD

Meraki Meeting Notes for July 18 2023

 Attending: John B (Notes), Kari P (Ingathering, Vibes), Lori H, Mellen, Shelagh R (Fac.), Rudy G (time), Rebecca B, Lily N, Erin P

Where can we dance? Lori

• Nothing to report, except Kari - anything from your contact?
• Kari - Gym at Talbot School - 1500 Forest Ave. They're in summer school program for the kids.
• Mellen - No DJ juice, even for playlists
• John: Are our standards too high? Mellen: it's complicated. Plan DJ/Meraki joint meeting
• Discussion about DJ juice:
•   Mellen to schedule joint meeting Aug 22 in-person, perhaps Jason's studio?
•   Rebecca: suggest questions for DJs to consider
• With OneDance Portland, there's a rotating cadre of DJs, more casual

Capacity - Kari

• John: What about using the stage?
• Beck: Can we move the chairs out of the way?
• Mellen: Let's do both if possible
• Lori to check with Waldorf about both

Sound system loudness - Lily

• Wanted to get an accurate reading from the middle without using a handheld, which turns out to be the industry standard
• Also wanted to get a culture check on whether everyone is onboard with this idea.
• Last time at UFF was reasonable sound level.
• Discussion: Shelagh likes the idea of something to mount.
• Shelagh: benefits us to have a policy, figure out where in the room, choose where we put the meter
• Rebecca: Have already decided that we want to monitor, and we should have a sign "Please don't talk to the DJ"
• Sound level committee: John/Lili/Beck, invite Pika and Mark, and add to agenda for next DJ meeting

Safety committee

• Review of what motivated this (other community: dress/excommunication)
• John: as physical safety is already handled by Wizengamot, a safety committee's mission should be emotional
• Also have distinct verbiage about consent and boundaries, etc.
• Lily: make announcements at closing circle
• We don't just hand out the sheet to new dancers
• Do we need a safety committee?
• Posterboard also has principles. Keep in plain view
• Mellen suggests for greeters: give the hand out, say "read when you can"
• Do we need a separate committee? Thumbs down

(Break)

Temperature - Kari

We've been asked for maximum cooling efficiency to keep the doors to the auditorium closed.

10th anniversary celebration

• Planned for after dance September 10th at Waldorf
• Bring your own food + utensils; PCD will provide celebration cake/cupcake/whatever, and decorations
• Have fun outdoors if weather permits
• Committee: Lily, John, Lori, Lily (John would like to bow out)
• We can be there for 3 more hours
• Beck: can supply games: cornhole, etc.

Next Retreat

• Lily working on it with committee.
• Ferry Beach: we cannot have Rowland Hall during the high season
• Jo called Wavus, not suitable for a whole list of reasons
• Pilgrim Lodge? Rudy: Very expensive
• Other suggestions for 1 hour within Portland
• Shelagh: When? May 1 through Oct 1 2024 - Summer not great because of summer vacations
•            Also: what are the specific issues with Wavus?
• Erin: Camp Pondicherry? Mellen: No - no food service; tents or 16-person bunk rooms
• Kari: Grant restricts Wavus to renting for education
• Mellen: search "Maine summer camps" to turn up possibilities for off-season use
• John: Snowbird lodge? Too small
• Rudy: may be small, but: Darling Marine Center (UMaine) in Walpole Maine. Can hold 60 meetings, 30-40 comfortably Beautiful facility in the woods on the water. Small: Would only want 30-35 people
• Kari: Retreat at Ferry Beach where they got Rowland Hall for dancing, other buildings for sleeping.
• Lily will continue to follow up with Ferry Beach
• Lori: Medomak looks good, a little far away
• Mellen: Ocean Park Camp & Conference Center is a place in Ocean Park (Rebecca has more info)

Promotional Email message - Mellen

SerenityMe of interest to community, holding Ecstatic Dances etc.

Next meetings

• Aug 22 possibly at Maine Center for Taijiquan, possibly joint with DJs
• September 19 on Zoom

Evaluation

Meraki meeting notes for June 20

Meraki (PCD Steering Committee) met in person at Jimmie and Kari's home, June 20, 7-9PM.

Attending: Erin, Lily, Kari, Mellen, Jimmie, Lori, John, Jamie

Where can we dance (Lori)

• Every place we looked into has limitations for Sunday morning.
• Get temperature about Sherpa-ing - with dwindling options, how is everyone holding up?
• Kari: UFF has been great. It might be possible to dance there on a once-a-month basis
• Jamie: What about community centers? Response: We've tried them all.
• There are spaces, but many are too small.
• Waldorf continues to be available (usually).
• DJ juice still a challenge, so once a month at UFF might not be good
• We need 2000 sq ft.
• Places like UFF or 317 Main have refreshment bars
• Jamie: what about Space Gallery, Aura, or other clubs that have a dance floor?

Sound meter

• John: Propose large meter visible from across the room, placed in the back
• Discussion about placement of device / microphone. Center of the room would be ideal, but this would get in the way of dancing unless we could suspend it from above.
• Jimmie: Move speakers to offer loudness for some or not for others?
• Purchase still comes back to Meraki for decision
• Mellen: work with Sweetwater?

Capacity committee update - Jimmie, Kari, Rudy, Mellen

• John suggestion: use the stage at MCWS, clean the floor, make the stage available for dance
• DJs like to be closer to the dancers
• Scope it out next Sunday to see how do-able it is. We'd need more help with floors & setup.

Vibe/food break

10th Anniversary celebration

• After dance September 10th
• Catering really expensive, not a lot of service
• Are we going to feel like we've spent money well?
• Bring your own lunch, we'll have a cake/
• There have been some picnics at Waldorf and UFF with people not trashing the place
• Moving towards people bringing own food/utensils, plus supplying cake and some platters.
• Fun/relaxing day
• John: what about a park outing separately w/ cookout?
• Plan outdoor activities - badminton, cornhole, etc.
• Committee: Lori, Jamie, Erin, Lily, Kari

Next Retreat

• Lili and Kari plus names signed up on board:
• Really: next Fall? Couldn't we do it sooner?
• Jo, Marion, Bart, ??

Dress

• A male-bodied person wants to dress in tight clothing - is that verbotten?
• There's a perceived double standard between female tight sports bra, etc., and male-bodied people
• John: why wouldn't we affirm that we have no dress code?
• Lily percieves vibe of double standard.
• Erin: What I love about PCD is being comfortable in my own skin. Be clear that we don't have a dress code
• Mellen: would be uncomfortable if women started to go topless. The more we bring it up, the concern is that if we say we have no dress code, someone would push the boundary.
• There are implicit lines, but we haven't articulated anything.
• Suggestion: No specific dress code, please be conscientious about being respectful to others.
• Erin: this segues into the next topic: sensitive issues

Sensitive issues

• How do we handle sensitive interpersonal conflicts or issues?
• In another community, a member was "excommunicated" of someone who made someone else uncomfortable.
• John: We have procedures in place to resolve issues. For really thorny issues, we have in the past formed a group of people to address the issue specifically with sensitivity.
• First question: do you feel comfortable talking to the other person you're having trouble with?
• We have mechanisms in place, but haven't been as intentional about communicating the "Heartfelt no," dance-alone wristbands
  
• We need to be mindful to announce at closing circle that there's a group of people that dancers can talk to for issues or concerns that arise

Greeter volunteering

• How do we get people to step up to greet? Don't think we can resolve it tonight - think about how we can address this in the future?
• Solicit for a safety committee, Mellen: the committee needs a mission
• Put on the agenda for next time
• Please send me the written safety protocols

Meraki Meeting Notes for May 23, 2023

The PCD Steering Committee (Meraki) Met on May 23, 2023 on Zoom.

Attending: Lily N (notes), Kari P (vibes), Lori H, Erin P, Rudy G (time), John B (facilitating), Lindy O.

Agenda: 

• Retreat recap.
• Planning for the next retreat
• Where can we dance
• Volume/loudness
• Capacity committee update
• 10th Anniversary
• Next meeting 

Retreat recap (Lily):  all well with retreat.  No additional feedback. Would go back to Ferry again. 

Next retreat: no to autumn 2023, yes to spring or fall of 2024.  Need to establish committee.  Lily will put out sign up sheet at the greeter table and make an announcement at closing circle to form a retreat committee. 

Where can we dance (Lori):

• Cannot dance at Waldorf in July; we don’t have dance scheduled for July. Possibly dance at Oddfellows in July? 
• 317 Main Yarmouth: Alan and Joe are full time and they have summer programs starting. They're going to talk and get back to us.
• Waynefleet is a no.
• Portland public schools are a possibility.
• Erin to call Temple Beth El in Portland about availability. 
• Lindy suggests a place in Brunswick.
• We are dancing outside June 25th at Waldorf.

Loudness:  No movement on that.  80 dB still the limit and DJ’s seem to be onboard with holding that limit. 

Capacity committee:  nothing to report. (Ed: John: we could make use of the stage for additional room)

10th anniversary celebration: Lori, John, Kari and Lily on this committee. No details set. Lily suggests the celebration be in early fall to maximize weather niceness.

Next Meraki meetings:

• June 20th at Kari and Jimmie’s
• July 18th on Zoom 

Meraki Meeting Notes for April 11 2023

Meraki (PCD Steering Committee) met at Mellen's home on April 11, 2023

Attending

Kari P (facilitating), Jimmie P, Shelagh R, Mellen D, John B (notes), Lori H, Blair F, Rebecca B

Agenda

• 2023 Retreat updates (Retreat committee)
• Where can we dance update (Lori)
• Sound system loudness update (Kari, Jason?)
• Capacity committee updates (Kari, Jimmie?)
• In-person Hosting suggestion (Mellen)
• PCD 10th Birthday celebration

Retreat update (Retreat committee)

• Last registration day: Sunday
• John and Lily researched the sauna trailer idea with a Saco provider; after discussion Sauna trailer: vetoed due to logistics, cost, management
• People slotted for checkin, may need more
• Covid: Masks required in lunch line area
• Ask people to test beforehand
• Will ask at checkin
• Will have some tests available
• Money: We have $800ish surplus
• Received $205 in scholarship donations - Refund excess
• Mellen: spaces
• To add to email blast (after registration closes):
• Musical instruments
• Specialty activities like yoga, etc.
• Whiteboard for activities/announcements (Blair will bring)
• Don't announce availability of tests

Where can we dance?

• A group of us visited 317 Main in Yarmouth
• Beautiful space, about the size of Waldorf
• Sound check with bluetooth: subwoofer probably needed
• We're not on the same page about price (they mentioned $2-300/hour)
• Can do Waldorf ad infinitum, except for blocked out spaces
• Is Mechanics Hall a possibility? No: it's a wedding venue, frequently booked on Sundays
• Kari: Schools - only available is Westbrook
•   Middle school - need to have staffer, need to make application
• Christian School:
  
• Bigger, storage not secure
• Not pretty - narrow walkin, dark corridor, no loungy-type space
• Big windows
• Echo a problem
• Smells like a gym
• We can do a test dance there
• Mellen to check Waynefleet school
• Add to capacity committee discussion: Do we want a space that fits 100 people?
• DJ juice still lacking. Weekly dance is pipe-dreamy
• Jimmie - what about a different standard for DJs? Pre-recorded playlist
• Beck seconds the idea
• Mellen: even so, there's tech, flow needed. It's more about how you craft a set than the equipment.
• Shelagh: We've gone way out on the DJ track
• -- break --
• Mellen: Paradigm shift in DJ land. The passion around ownership has diminished.
• We need to make room for people to not feel the way they used to about control of the set.
• John: Concerns about Urban Farm Fermentory (UFF):
• Hard, dirty cement floor
• The place is kind of run-down
• Chem-free dance is a little inconsistent with the venue, which serves beverages that contain alcohol.
• Blair/Beck: Support variety of places
• Mellen: We need majority of places with a decent, danceable wood floor. UFF not great.
• UFF held June 4 for us. Despite concerns, we plan to dance there June 4.

Volume/loudness

• Mellen: 80 dB seems to be where we want to stay. Mark was high 70s.
• Beck: 80 db was a good limit. Above that over time, can get hearing damage.
• Spot checking is hit-or-miss. Research devices that can consistently monitor with a large readout or one that is easily visible to DJ with remote sensing location.

PCD 10th Anniversary

John: October will mark the 10th anniversary of PCD's first dance as PCD. Let's do something special.

In-person Meetings

• Mellen: Please text if you're coming.
• John will publish number in announcements.

Next Meetings

• May 2 not needed for Meraki; can be for Retreat Committee
• May 23 on Zoom
• June 20 at Kari and Jimmie's 

Meraki Meeting Notes for March 21 2023

The PCD Steering Committee (Meraki) met on March 21, 2023, on Zoom

Attendees: Lily N (notes), Lori H, Rudy G (timekeeping), Kari P (ingathering), Jimmie P, Jason A, Mellen D, John B (facilitation), Shelagh R

Proposal: Eliminate free entry first dance

Jimmie proposed to eliminate free dance for first timers discussed and unanimously affirmed. No more free first dance. John asked: Is this really about a too-crowded dance floor? Yes; we'll discuss more later if we have time.

Retreat update (John/Lily)

• 41 registrants
• Gross sales $7650.
• Donations $185
• Platform tent requests 12
• All DJs have registered already
• Rudy would like to offer open music jam and will liaise with Ferry Beach about offering in the Rose Pavillion. Rose Pavillion has a wood stove according to Rudy.
• Lily to contact Ferry Beach about reserving all 12 platform tent sites.

Where can we dance update (John/Lily)

• 318 Main in Yarmouth: Kari and Lori trying to set up meeting with Yarmouth to determine what barriers Yarmouth has with contracting with us.
• Waldorf is available indefinitely but not every weekend.
• Urban Farm Fermentory open to having us but has cement floor.
• Vote to hold occasional dances at Urban Farm Fermentory unanimously affirmed.
• Kari to confirm with UFF and contact Mark to be DJ

Sound levels update (Jason)

• Jason measured at previous dance from 15 feet away from DJ table, estimates that 75% of  measurements decibel level was at 85 dB or less, 15% of time 90 dB, 10% of time 93dB.
• Shelagh asks if current meter could be on DJ table for DJs to use and if meter could be calibrated to reflect volume that listeners are actually experiencing.
• Issue was not resolved.
• Some ideas proposed were use of smartphone dB app, having more than 1 meter so volume could be measured at different locations.
• Goal to keep volume at or below 83 dB affirmed to prevent hearing damage.

Crowd size discussion (group)

• Unanimous concern for crowd size.
• Discussion of whether to limit crowd size or not.
• Suggestions to limit are to allow members only to dance or members have priority,  increase cost to dance, having to pre register to dance.
• No resolution on this.
• Kari, Jimmie volunteer to spearhead new "capacity committee" 

Next meetings

• April 11th at Mellen's
• May 2 so we have Meraki before the retreat
• May 23

Evaluation

We all agree that we're awesome and caring and really appreciate each other  : )