PCD Meeting Notes - January 8, 2019
Attendees: Kendall, Emily, Shelagh, Judy, Martin, Oracle, Jenna, Nicole, Kiara, Mellen, Kari. Jimmie, John, Deb
Meeting start: Welcome/Invocation by Martin
- FACILATOR: Deb
- TIMEKEEPER: Nicole
- PEACE-MAKER: Kari
Aligned agenda:
1. Contact dance – Kendall’s proposal (5 minutes)
2. Thursday night dance and the location concern – PCD member email (15 minutes)
3. Legal notes – Mellen (5 minutes)
4. Do we stop taking count? – John’s proposal (5 minutes)
5. Spring Dance Retreat update – Mellen (5 minutes)
6. NYE post event/report out – John (5 minutes)
7. Consensus process discussion - Oracle’s proposal (30 minutes)
8. Lighting at Sunday Dance – Kiara’s proposal (10 minutes)
9. Meeting Start/Invocation – Martin’s proposal (10 minutes)
Topics push for next time:
- DJ sound volume and quality, may be pushed to DJ meeting only
- Updated mission statement & principles, what we will be guided by, extension of consensus process
- Report out on process to insure WIZ committee always has a presence at Sunday dance (Lindy’s question 11/27/18)
- Updated Signage and Poster Board project will be brought in to see during next meeting (Jason’s proposal)
1. Contact dance – Kendall’s proposal (5 minutes)
Discussion:
Kendall:
- Immersed into contact dance the last 6-8 months and noticed profound life shift around healthy platonic touch and movement
- Feels there is a lot of curiosity about contact given new members joining
- Has ideas to share which would demystify contact and bring more dialogue around it, let people be educated if they’re curious
- Could start a subcommittee for this topic
Nicole:
- Neil and Chloe have a consent committee already which this topics
- Haven’t gotten together yet but would like to bring Kendall in
Kari:
- There was an old Proposal to have Wiz greeter in addition to explain it
Oracle:
- Concerned that it doesn’t fit into the consent piece, different. Process point of view, Nicole and Kendall determine if it’s different
Jenna:
- Agrees there is curiosity about contact and it’s not very clear where to start
Conclusion:
Kendall will sync with Nicole on existing consent committee to see if it that would be a good way to peruse the goal, otherwise, this can be an agenda item next meeting
2. Thursday night dance and location concern (15 minutes)
Discussion:
Topic origination: Email written to PCD
PCD Member: Sent email that it’s starting to get crowded there and suggested a new space. Felt it was an unpleasant crowded space and got injured
General thoughts by attendees:
Sometimes it’s crowded but don’t need new space | Space is okay, it does sometimes get hot, don’t need Thursday dance | More Thursday dances! | Thursday is uncomfortably crowded
| More people are coming, we should start exploring venues in case this starts to become an issue | It has gotten a little more crowded, but thinks it’s still okay | Music can make space feel more intense/crowded if it’s faster
Oracle:
- How to encourage more feedback on capacity with comment box to gauge is this is truly a problem?
Judy:
- How do we determine what capacity is on Sunday? Guideline needs to be developed. Question applies to studio on Thursday. Believes it’s up to us to determine the long-term availability
Jenna:
- We need data on how many people have gone vs. anecdotal data
Deb:
- Let’s take a few more months to see if new number is up there . Let’s take more notes over the next few times and see how it’s progressing
Kiara:
- Survey members of their opinions? but this may be self selecting
Judy:
- Wiz has talked about this before during Wiz and she does talk to people who aren’t participating correctly on dance floor. Wiz has vetted this before
Deb:
- Propose 3 people to start talking on project and organize how we could go about this problem
John: Can turn over numbers but not sure how accurate they are
Volunteers: Oracle, Jenna, Kendal
Conclusion:
Oracle, Jenna, and Kendall will explore how to think and talk about capacity, which may involve
explore other times and days. This group will start the process. Proposal about how to talk about it will be due at the next meeting. Facilitator doesn’t need to know in advance.
3. Legal notes from Mellen (5 minutes)
Discussion:
Mellen:
- 13 and up, now that we have waiver, they can’t legally sign when they are under 18. Once there were nieces and nephews and took over 2ndroom. Need to add into the legal language: 13-17 years old with an adult supervision
Judy:
- Let’s make sure everything is consistent on website and emails
Conclusion:
Proposal to change language and policy to clarify all are welcome, but if 13-17 come with an adult. Make sure this language is consistent across our website and emails.
4. Do we stop taking count? John
Discussion:
John: We’ve been tracking numbers on greeter tally and a bit of the burden to greeter. Don’t do anything with numbers. Originally was trying to get what the average donation was per person.
If there is interest, we keep going. John can give attendance sheets
Mellen:
- If we decide capacity is important to keep track of now, let’s use a clicker because it’s easy.
Oracle:
- Deposit and number of people, average is 8$/person
Deb:
- Wants to know how numbers are shifting, algorithm there is a difference in people coming
Sheila:
- Numbers would be important
Conclusion:
We will get a clicker & John will hand over data on past numbers to be shared with capacity planning team (both of these activities were done on 1/14)
5. Spring Dance Retreat (update from committee) (5 minutes)
Discussion:
Kiara:
- Contract signed, June 7th– 9th. Will be at Ferry Beach in Saco
John:
- Insurance matters pending and proof of coverage
Conclusion:
Spring dance retreat update to be given at each Meraki meeting leading up to event
6. NYE post event report out (5 minutes)
John:
- PCD made money and it was fun. Will have again next year
Melon:
- Felt it was a bit long to dance. Suggest going from 9:15-12:15 next year
7. Consensus process discussion (new committee ~ focus area for meeting) - Oracle’s proposal (30 minutes)
Discussion:
Consensus Process Reference: http://www.learningmethods.com/pdf/on%20conflict%20and%20consensus.pdf
Deb:
- Proposed there was a group that meets a little early before each meeting to look at consensus process and propose one thing that we focus on doing well and experiment with it. Few things are working well that we are doing
Sheila:
- Not sure how to not feel cut off on a topic suddenly. Part of it, but it’s
Judy:
- Lindy explored difficulty and we went right past it. Nicole made a point to bring it up and let it feel
Oracle:
- Feels trust and intimacy with the group that has gone out to community for starting
Kira:
- Someone had one at her house in the past that would never host again and she felt they’ve been awesome recently
Kiara:
- Is there a goal? Where are we going with the discussion? A couple factors have been going into it but it’s been huge and going well.
John:
- Are we intending to incorporate more of the formal consensus process. How will we do this? What works best for the group? How should we continue with process what elements
Nicole:
- Enjoys how meetings have worked. It’s been getting more comfortable and come together and shift around how we need. Basis works well. When someone hasn’t been coming, we need to educate on how this works to express how it works.
o Always changing, need clarifying way that everyone knows
Judy:
- As former secretary note taker. Keep idea of responsibility. Read a bit, read notes and agenda prior. Structure or template may be needed. Agrees with John and Oracle about statement we’re putting together. Put together 1 page doc about “this is what we’re doing” and we can talk about. Start a foundation
Shelagh:
- Wanted to propose having a paper item to review printed out at the meeting to checkout in advance to help people understand how to participate
Kendall:
- invocation with statement about roles and process and read as we meet each time
Chloe:
- Concise statement would be helpful that goes out in meeting invite as an FYI
Martin:
- We used to welcome new people more formally and check in to give them opportunity in advance to ask and make their presence more comfortable. Elements are the nature of the people that show up are the foundation. Elements have clarified and collected and getting better bc there is clarification and mutual conscious understanding
Deb:
- 2 things that we are tuning in. 1) There is change. We need a way to document this shift 2) What’s the progression or decision making process moving forward?
- Suggest that someone help document and move this forward
Judy: Will create this document and John will help
· Judy and John will organize this to help tell us “how we role”
Judy:
- Per the consensus process there is a doorkeeper role selected in advance of meeting and familiarize themselves of space and facilitator new people
John:
- Agrees readout will be nice at each meeting, reminder of this is how we do it.
Deb:
- Recommended playing with one thing each time and focus on it as an exploration
Kiara:
- Did we formally vote on this or agree to implement it as a group? Answer is yes.
Conclusion:
Judy and John to create a proposal for “how we roll” with the new consensus process which will include what we’re doing and a process for the future. They may pick one aspect to focus on, introduce it. If there is a big concern on what we do here, it can shift.
8. Lighting at Sunday Dance (Kiara’s proposal) (10 minutes)
Proposal:
I, Kiara, propose that PCD has a consistent setting for the lighting at Sunday morning dance. Both on the dance floor and in the lobby. Perhaps finding a happy medium that most could be comfortable with.
Discussion:
Kiara:
- This could be a standard agreement between Wiz and DJs. The lighting has been better an more consistent on Sundays.
John:
- Wondering how to ensure consistency
Deb:
- Feels it a no brainer to keep it consistent
Conclusion:
Wiz to bring it up in next meeting to make sure if it makes sense. Communicate to DJs and make sure it gets on their agenda
9. Ingathering/Invocation/Mission Statements - how we open our Meraki meetings (Martin’s proposal) (10 minutes)
Discussion:
Martin:
- We’ve been taking invocation for granted. Reminder that someone recommended that we did not use that word. Do we want to start with some kind of verbal saying to help bring us to a feeling that’s consistent with our meetings?
Kari:
- Has led many ingatherings and feels it sets the space well and creates a peaceful opening on what will happen next
Judy:
- Needs to be early at the very beginning of meeting
Deb:
- Suggest how we roll people is the opening and maybe it’s gong or bell
Mellen:
- Feels brief words and sound would be nice
Kendall: Feels Martin’s invocations have been very moving to begin meetings with
Conclusion:
To be continued! Topic cut short due to meeting time. In general sentiment is we should continue doing this and continue the conversation.
Evaluation
An evaluation of how the meeting went for each member.
- Kiara, enjoyed the meeting and was also stressed. Feels like the timing is challenging. Grateful with having multiple people with roles is really good to be spread out. Doesn’t think Kendalls question got fully addressed. Feels this has happened before
- Judy: In response to Kiara, do we try to make meeting longer, want to solve this. Learns something every time and feels good. Even if sometimes stressful. Worthwhile stress and fun. Wonderful warm room that held us well.
- Oracle: Short changing evaluation and cutting in half, he feels it’s the most important part. Feels he should have backed up Nicole on keeping time better. He’d like to see time keep and vibe checker as more assertive
- Kira: We started meeting late
- Mellen: Feels change in meeting and important, but challenging because meetings are very process oriented, and evaluation. Including process and must-dos will cut back on time
- Martin: Appreciates being called on boundaries. Helps him be free. Feels we’ve been flexible in taking things out of agenda.
- Shelagh: Delighted to see so many people here. Happy about process and elements coming together. When feels like don’t get done, feels stressful.
- Nicole: Reason suggested how we roll sets the tone, agreement of how we’re doing the space. Feels that it will make us more relaxed. Nicole felt like looking to facilitator to control time was better than shouting out. Hopes how we roll lets people embrace and feel comfy in space.
- Emily: Likes the new processes. Appreciated Deb.
- John: Felt sometimes stressed and praise makes him feel less than.
- Kendall: Appreciates time structure. Sometimes intimidated but leaves felling appreciative
- Deb: Enjoys it and likes the challenge, interesting to think of implicit implications of time and she was trying to make up for time, she felt like she went back on her initial gut and didn’t do it again
- Jenna: Enjoyed meeting and flow of conversation, felt productive.
- Jimmie: Haven’t been in a while , getting comfortable with it and feels that it’s a new direction that’s feeling good but not used to it yet!
Next Meeting
Next meeting: February 12th from 7-9pm
Location host: TBD, we are looking for a volunteer!
Draft Agenda for next time
- How we roll document (John and Judy) Educational moment of consensus process
Capacity planning update (Volunteers: Oracle, Jenna, Kendall)
- Wiz report out about process for insuring committee has presence at Sunday dance (Lindy)
- Poster Board project (Jason’s proposal)
- Share out of legal update (Mellen’s proposal)
- Lighting output from WIZ and DJ committee (Kiara’s proposal)
- Missions statement and principles
- Invocation
- Regroup of how we roll (pre-evaluation)
