Tangotang Director Meeting Minutes

Date: Oct 6, 2008
Participants: Becky, Clement, Erica, and Rebecca

Meeting Agenda:
1. Halloween Milonga
2. Membership
3. Roberto & Silvana Project Follow-up
4. Newsletter
5. Fringe Club
6. Survey
7. Marketing collaterals/postcards
8. Technology/Website Revamp
9. Guided Practica
10. Car park questions for Richard Orientation meeting Oct 12


1. Halloween Milonga
• Clement as project manager and will recruit volunteering team for Oct 28 event.
• Tentative program reviewed by director team and Clement will follow-up with Richard.

2. Membership
• Erica/Clement will contact Agnes to retrieve hard membership form copies and transfer into digital files.
• Goal to update membership database in 3-6 months (beta in Jan).
• Erica to send expired member reminder list once a month until system is set-up for automatic reminders.

3. Roberto and Silvana Project Follow-up
• Erica to follow-up with Sharon on video file and past due membership fee.
• Clement to follow-up with Jayne ($75) and Anthony ($150) for unpaid classes.
• Clement to complete P&L analysis for the project.

4. Newsletter
• Ideas to change newsletter design with follow-up in Nov with Website Revamp project.
• Rebecca in charge to highlight key TangoTang related news on weekly basis (Sunday or no later than Monday).

5. Fringe Club
• Focus for the milongita at Fringe is to recruit new members and beginners to TangoTang.
• Will discuss details for up coming November milongita in next team meeting.
• Erica to confirm with Fringe on Jan 5, 2009 for New Year's milongita.

6. Survey
• See attached (can modify if you see fit).
• Erica and Clement will print out paper copies for general distribution at Guided Practica this week and next week.

7. Marketing Collateral/Postcard
• Rebecca to follow-up with Eric (or other designers) to create collaterals/postcards for guided practica, milongita and halloween milonga events.

8. Technology/Website Revamp
• Clement to find co-project manager and content programming vendor.
• Goal to upgrade operation management (e.g. membership database, communication distribution, accounting) leveraging technology.
• Streamline website content and provide various access levels (directors, members and visitors/general public)
• Tentative goal to have beta in Jan.

9. Guided Practica
• No project manager but should be director in weekly rotation (Becky, Clement, Erica and Rebecca).
• Roles and responsibilities including cashier (1), director (1), DJ (1), and teachers (2). Need to create roster chart (Becky)
• Collection should be sign-off by rotating director at 11:30pm.
• Rollout after Oct 12 Orientation handover meeting.

10. Car park questions for Richard Orientation meeting Oct 12
• Hotline and email handover (Becky)
• Accounting/banking handover (Clement+check signers)
• 2008/2009 artist list and workshop
• New Year's eve collaboration
• Roster list for DJ and guided practica teachers
• Change of Facebook administrator
• All existing TangoTang related email/login accounts and passwords