PCD Annual Membership Meeting Notes - December 3, 2023

Portland Community Dance held its annual Membership Meeting on December 3 2023 at Maine Coast Waldorf School, 57 Desert Rd., Freeport Maine

Quorum

Of 154 members, 19 attended, meeting quorum requirements of 10% of PCD membership.

Introduction

• Ingathering – Erin Powell
• Circulated attendance sign-up sheet
• Mellen and Kari entertained the membership with a skit

Reports

• Summary of 2023 – Kari Prichard, President
• Finance Update – Lori Harley, Treasurer / John Boynton
• PCD is in good shape financially, having weathered the pandemic with a surplus in March 2020
• Greeter Coordinator – Lily Nolan
• Lily is willing to continue as greeter coordinator indefinitely
• Wiz update – Jimmie Prichard
• The Wizengamot members currently are: Tim, Lori, Kari, Jimmie, and Lily
• DJ update – Mellen Deschenes
• 2023, 2024 Retreats – Lily Nolan
• 2023 retreat was a success, and took in less than $200 more than spent
• Planning underway for 2024 spring retreat, with 2 weekend possibilities: March 15-17 (St. Patrick's Day weekend), or March 29-31 (Easter weekend)
• Future Dance Location Committee – Lori Harley
• Nothing new to report on this front for a new facility that meets PCD's requirements
• Sound Equipment Sherpas – John Boynton
• He and Blair / Rebecca continue to share duties of transporting and storing sound system equipment
• Solicited for others to assist in this work, requiring a commitment for 2 consecutive dances: one to pack up and transport, and the next to bring early for setup
• How to help PCD – Mellen
• We circulated forms for dancers to express their interest in how they can help

Officer Elections

• Thanks to outgoing officers/board – Mellen/Kari
• Kari Prichard, President
• Lori Harley, Treasurer
• John Boynton, Secretary
• New Officer/Board elections – Kari
• We elected the following new board of directors and officers:
• Deb Grant, President
• Jamie Schwellenbach, Treasurer
• Tasha Salvo, Secretary
• Donning the Royal Regalia – Kari & Mellen
• Current officers ceremonially transferred hats to new officers
• Lori -> Jamie
• John -> Tasha
• Kari -> Deb (represented by Genevieve Levin, because Deb unfortunately was unable to attend due to illness)
• Out-gathering – Erin Powell
• Adjourn

Meraki Meeting Notes November 14, 2023

Present: Erin, Mellen, Kari, Jamie, Deb, John, Lori, Lily, Shelagh

Facilitator- John

Ingather/Outgo- Erin

Note taking- Deb

Time keeper- Mellen

Ingathering: 

Erin—something that brings you joy in the winter season

How we roll was reviewed

Last meeting minutes were reviewed 

Where can we dance

Lori—Reiche 78x60, Riverton Community Center 98x98

Discussed the floors of each, and other schools we have used in the past. Due diligence says keep researching these, and visit to get a feel. Recollection says these are not nearly as ideal as a place like Waldorf

Anniversary Party

Kari—Happy w/ the end results of our efforts!

2024 Retreat planning

Lily—Options are dwindling for 2025

Sentiment that we should have a retreat in Spring

March or June are possible dates at Ferry Beach

For high season we could potentially subsidize

We don’t currently have a cost/person we are aiming for

Seize March (when it’s cold and heat is questionable in the buildings)? We have October held; Lily will call a 45 min meeting

Annual membership meeting

Mellen—Kari and Mellen will co-facilitate

Mellen proposes approaching the meeting itself as perfunctory (aim for 45 min or so?), business-focused, short and sweet, especially as we recently had a chock-full and vibrant 10 year anniversary party. Potluck (rather than BYO meal). Agenda will be similar to the past. Hats/regalia will be employed

$200 Budget for Platters of food

Sign up sheet can be passed around for help for annual meeting: Set up, Clean up. Kari and Mellen will make the sign-up sheet(s)

Raffle at the meeting? Could do Royal River to entice people to join. We decided to table until next year.

Board and officers next term

Tasha is interested in being secretary- Kari will be in touch with her

Deb is nominee for President
Lori did not say she doesn’t want to be Treasurer any more

We discussed that we did not make an announcement to our community about officer election coming up. We need nominees. We need people to engage in our steering committee

Next year, let’s focus in on recruiting Meraki peeps. Post dance social?

What might we send out regularly to encourage participation

We reviewed that any future officers need to have come to Meraki meetings

Plan: 

• Email: annual meeting Dec 3; that we have candidates for Sec’y and Prez. That we need a treasurer. Option to meeet w/ interesteds after 26th Nov dance. Shelagh will write draft and send to John. Express your interest by Nov.25 by replying to sec’y. That you have attended Meraki meetings.
• In closing circle Nov.26 dance, mention the email that was sent, reminding/educating others about what it takes to run the dance

DJ Pay tabled. DJ’s need to meet/discuss

NY Eve discussion

Lori will let Mellen know about Dec 31 dates;

Mellen will put out the date to DJ’s, see what’s available

Get a read in a closing circle for a show of hands, a.m. or pm dance?

Next meeting dates:

Annual meeting Dec. 3

January 16 meeting at Lori’s 111 Alba Street, Portland

Evaluation

Future agenda items

How to get more engagement with Meraki

Meraki Meeting Notes October 17 2023

Meeting: October 17 2023, 7-9, at Maine Center for Taijiquan (Jason's studio), 500 Forest Ave., Portland

Present: John (Facilitating), Erin, Shelagh (Ingathering), Jimmie, Kari (Checking vibes), Mellen, Lori, Lily, Rebecca, Blair (Time), Tasha (Notes)

Agenda

Membership annual meeting

• Dec 3
• We need a facilitator. Mellen and Kari agreed to co-facilitate.
• We need a quarum of 150 people namely 15.
• Lori will request extra time after dance on this date.
• Potluck, members only. It can be short. 

Board officers

• Deb has volunteered to be Prez. Others could step up. 
• Kari makes a case for being Prez. It's awesome to represent this community. 
• Blair: "A turnip could do this job."
• John describes the other roles.
• Treasurer keeps track of finances. Specifically, cashing out at the end of dance. John serves as bookkeeper and will continue with it.
• Secretary: Takes notes, announces Meraki. John would like not to do it again, but would be willing to do it. John has it done it for 3 years. 
• All these people are on Board, which has ultimate responsilbity for the organization. We are required to have a Board but doesn't have. Board is supposed to be held once a quarter, which often overlaps with Meraki. 
• We need 6 people to have a Meraki quarum. 
• Board would be bottom line if we had to kick someone out of the organization. 
• Shelagh: It would be great to get new folks in these roles and encourage that. 
• Mellen: People who take these roles should come regularly to Meraki. We should be encouraging/grooming people to start coming to Meraki so they can move into the Board roles. 
• Rebecca: Has some people in mind who she would like to encourage.
• Tasha says she would be willing to be secretary if it starts after. Schedule zoom meetings. Delegate if not available.
• Lori says she is willing to remain Treasurer. 

Where can we dance (Lori)

• Mackworth Island is a new idea.
• Reiche Community Center has no windows.
• Riverton has a double gym.
• Yarmouth space has poor sound quality and was too expensive. $367 for our dance at community centers, which is expensive.
• At Waldorf we have to schlepp equipment. Idea of making a cabinet at Waldorf. For now, we are staying at Waldorf. 

DJ pay

• John proposes that we give DJs more money. We pay $175 now. Proposed $200 or $225. Also need to decide how to divide up the pay with trainees. 
• Mellen will bring this back to the DJs.
• Jimmie: How was it decided how much to pay the DJs originally? It feels like part of being a DJ is volunteering like many of us. Some DJs don't come to dance. 
• John: We decided that we don't pay for music or equipment for DJs.
• Blair: How much do we pay and take in per dance? 175 + 100 for the space + 100 for insurance. We take in about $500 per dance. 
• Mellen: DJs have to buy DJ software, mixer, and Spotify account. You now have to buy every song for $1.50 each. It takes more time to not link to Spotify. Some DJs use their own mixer. Most DJs spend about 10 hrs putting together a set. 
• Rebecca: Can PCD purchase a professional account? No. 
• John: Requests that Mellen take this discussion to the DJs. 
• Lily: How much do DJs spend buying music? Average of 30 new songs per set. 
• Kari: Playing a pre-recorded set is always an option and DJs get paid less. 

10th anniversary celebration

• Rebecca: A lot of outdoor activities planned but 50% chance of rain. If inside, cornhold, twister, wiffleball. Kari will find another twister. Planning for outdoor. Lots of fun ideas discussed for indoors.
• Kari: There will be a brief history of PCD by Deb and ice breaker for 30 min, dessert, then games until 3:30.

2024 Retreat planning

• Lily: There's no place other than Ferry Beach. We cannot camp in October though. March 29-31 is available, but it's cold and there's no heat in the rooms, just heat in the hallway and dance hall. Oct 18-20 is our current plan. Two night minimum. 2025 is already booked May - Oct 1 at Ferry Beach. Camping usually closes Memorial Day Weekend but not a fixed date. 
• Lily will put out a poll to PCD membership about how many people would come on these dates, esp given no camping in Oct and March is Easter.
• Do we want to wait an entire year for our next retreat?
• Lily will secure a 2025 date, Oct 3-5. She will ask if we can have the weekend before March 22-24.

Wiz update

• The Wiz: Kari, Jimmie, Lori, Tim, Lily, Rebecca (new member!), John (honorary member)
• They had a meeting recently. Reviewed safety/accident protocol established several years ago. We want to remember that our responsibility is only up to a point in terms of safety. Reminder that we announce that we are available and also can go up to people who look like they need support. 

Next meetings

• Nov 14th on Zoom
• No meeting in Dec due to annual meeting.
• RSVP requested for in-person meeting, text the host
• Lori volunteers to host in January for in-person meeting.

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