Tangotang Director Meeting Minutes

Date: Oct 12, 2008
Participants: Becky, Clement, Erica, Rebecca, and Richard

Meeting Agenda:

1. Orientation meeting by Richard
2. Clarification on Richard's director role from Sep 08 AGM
3. Other follow-up items for next director meeting



1. Orientation meeting by Richard

* TangTang operation management in past consisted of directors, web adminstrator (Cha) and bookkeeper/admin (Sam). After Sam's resignation, bookeeping/accounting related duties resided with Richard.
* All club related faxes go into This e-mail address is being protected from spam bots, you need JavaScript enabled to view it . Currenly cannot change set-up due to missing password issue.
* Official club registration address goes to Simon's prior office address. This needs to be updated.
* Hotline has forwarding feature with instruction provided. Becky will take over hotline with one designated number for voicemail handling.
* Newsletter subscription and unsubscription is managed by Cha. Need to learn back-end details on newsletter subscription and unsubsciption from Cha.
* Two existing email alias accounts: Directors and DJs. Will need to update director alias with new directors' emails (follow-up with Cha).
* Other email accounts including This e-mail address is being protected from spam bots, you need JavaScript enabled to view it (Becky), This e-mail address is being protected from spam bots, you need JavaScript enabled to view it (Becky/PM), This e-mail address is being protected from spam bots, you need JavaScript enabled to view it (Erica), This e-mail address is being protected from spam bots, you need JavaScript enabled to view it (PM). Becky will take over other general email responses from events and info alias.
* Current TangoTang website has different access level. Regular login user with password can post forum, blog and events by other organizers.
* Need to follow-up on webite update approval process (add item to website revamp project).
* Club financial records have transferred to Clement. New directors will review past audited reports; Clement will organize and present to next meeting.
* Richard and Clement will remain responsible for bookkeeping and accounting of club operation. New bank signers include all directors with $15k HKD signing limit; any amount > $15k HKD will require 2 director signatures.
* Club membership records have transferred to Erica. Erica will be in charge of transforming paper copies to digital copies for records. Intend to upgrade membership database with web revamp project with online membership form.
* Guided practica teacher rotation ends in Oct; Erica will send follow-up emails to organize new rotation.
* Richard will add new directors as administrators to Facebook TangoTang account.
* Current outsourced services including $7k HKD for auditor (vendor), $5k for accountant/bookeeping (vendor), $1k per project for project accountant (Clement), $2k HKD for company secretary (vendor). Richard to provide new directors on vendor contact info.


2. Clarification on Richard's director role from Sep 08 AGM

* Richard remains as a director until retirement in Dec 31, 08.
* Richard will not assume any operational duties except completing accounting/bookeeping records for the 2008 year. Other roles & responsibilities pending discussion with director team.


3. Follow-up items for next director meeting or further discussion

* Update on new director registration with Company Secretary (Richard).
* Update on Bank/Signature card (Richard/Clement).
* Update TangoTang registraton and corresponding addresses.
* Discussion on update to date survey results and 2009 curriculum.
* Update on Halloween milonga (Clement).
* Project plan with timeline for website revamp project (Clement).
* Discussion on November milonguita at Fringe Club to attract new members/beginners to TangoTang.
* Update on Roberto/Silvana project. Richard will pass all expenses to Clement to complete project P&L analysis.
* Update on marketing collaterals/postcard (Rebecca).
* Change limited to non-for-profit; currently not urgent request due to company set-up on guarantee which limits profits to be distributed to shareholders (L-T discussion).

Thanks for posting these, it's helpful and transparent in keeping members in the loop. Very good start!

Thank very Erica & the new team of directors, well done!!! Transparency is the key word to a healthy growth! Congratulations!!! We appreciate it!