TangoTang Director Meeting Minutes
Date: Nov 5, 2008
Participants: Becky, Clement, Erica, Rebecca, and Richard
Meeting Agenda:
1. Club business registration update
2. Next Tuesday Guided Practica
3. Hsueh-Tze Lee Project
4. Fringe club milonguita Nov 13, 2008
5. 2008/2009 curriculum and Director Objectives review
6. Cultural series
7. New Year's Eve milonga sponsorship
8. DJ, guided practica teacher and project director rotation update
9. Website revamp project
10. Volunteer update
11. Photo/calendar project
12. Outdoor milonga event
13. Christmas milonga event
14. P&L analysis for P&N and R&S
1. Club business registration update
Documentations for updating new directors are ready with signatures. Expect completion by Nov 14 (Richard to follow-up with Company Secretary).
Clement to follow-up with Richard and bank when company registration change is completed to transfer bank signing relating responsibilities. Expect completion by Nov 21.
2. Next Tuesday Guided Practica
Helena May not available for guided practica Nov 11 due to conflict with their use for the annual meeting. Erica will find replacement studio by Nov 6 and announce cancelation on Tangotang website if location cannot be found by end of day.
3. Hsueh-Tze Lee Project
Training/transition meeting set on Nov 6 to new project managers Vickie and Linda.
Visa details received from artist and will pass to Vickie/Linda to kick off process.
Erica received checks from Richard and will arrange payment for dance studio reservation.
4. Fringe club milonguita Nov 13, 2008
Will continue to publish event in this weeks newsletter (Rebecca).
Erica as main contact from director team for relating event communications and support.
Clement/Becky responsible for TangoTango registration desk and Clement is the designated photographer.
Erica to follow up on voucher and TT business cards printing for marketing and promotion.
Will discuss results of free trial class in next meeting.
5. 2008/2009 curriculum and Director Objectives review
Clement to follow-up with Coleman to complete long-term feasibility analysis with Pablo & Noelia by Nov 30.
No update on Lily on Leila (Erica to communicate with Lily by next meeting).
Javier and Andrea possibly not available in May next year. Will prepare backup teachers for same time slot if confirmed by Emily (Erica to follow-up).
No update on Pablo and Danas availability in 2009 (Rebecca to communicate with Geoff by next meeting).
Will discuss second round of nomination in next meeting with availability results from first round of teachers.
Postpone discussion to next meeting on feasibility analysis on a mini tango festival in Oct 2009 with 2 pairs of artists for celebrating TangoTang 10 Year Anniversary.
Erica to follow-up with Kitty/Gordon to work with Chelsea on possible collaboration with HK Philharmonic in 2009.
6. Cultural series
Erica is designated contact director to work with PMs Kitty and Cha.
Requested budget approved by director board.
Clement to check whether club owned DVD player works to provide to Kitty/Cha to use for workshop.
7. New Year's Eve milonga sponsorship
Director board approved $3k for wine sponsoring and marketing promotion on Tangotang channels (Clement to follow-up with Ray and Simon on payment details).
8. DJ, guided practica teacher and project director rotation update
Erica responsible for overall roster update and saving to Repository for directors file sharing. All directors agreed to update and save same file on Intranet to avoid confusion on duplicate copies.
9. Website revamp project
Director board approved use of CRM proposed by Cha on online membership module. Phase I including Paypal functionality for membership payment and online member account update, etc. Online workshop registration functionality will push to Phase II if feature is available and will evaluate later.
Clement to follow-up with Cha on required support, budget, and timeline for completion. Ideal beta completion by Jan and live in Mar 2009.
Clement to present Joomla website template mock-ups for new Tangotang website design by next director meeting.
Director team decided to keep Photo Gallery tab on website but will commit to recruit designated photographers for each event to keep web pages fresh and updated.
10. Volunteer update
Volunteer recruitment in good progress from Facebook, newsletter and HM announcement. Will continue using various channels to keep recruiting momentum.
Clement will forward marketing volunteer to Rebecca to follow-up.
Clement to follow-up on volunteers for 4 projects (Photo/Calendar, Christmas Milonga, Chinese New Year Milonga, and Web revamp).
11. Photo/Calendar project
Director board approved project to offer free calendar to each Tangotang member. Objective of promotion is to encourage membership renewal and active participation from members to submit their best tango photo.
12 photos will be selected by director team and intend to display in photo exhibition (e.g. Helena May, Fringe, etc) with consent of the photographed person(s).
Urgent need to recruit a project manager to run this project with completion before end of 2008 (Rebecca/Clement) for calendar distribution.
12, Outdoor milonga event
Desmond and Crystal as project managers for this event with Lily/Raymond for mentorship. Becky as key contact from director team for support and communications.
Desmond working on location request letters/documentation and expect confirmation update by next director meeting.
13. Christmas milonga event
Director team approved theme White and Red Christmas Milonga on Dec 23.
Will need to identify a project manager to run event (Clement/Rebecca on volunteer recruitment).
14. P&L analysis for P&N and R&S
Clement to complete P&L analysis by Nov 30.
Related Items:
- About Us
- Membership
Related Links:
- TangoTang, the Hong Kong Tango Club
Tango Forum
Favoured: 0
