Tangotang Director Meeting Minutes

Date: Oct 20, 2008
Participants: Becky, Clement, Erica, Rebecca, and Richard

Meeting Agenda:

1. Club registration change update
2. 2008/2009 curriculum and Director Objectives review
3. Fringe club milonguita Nov 13, 2008
4. Halloween milonga update
5. Roberto & Silvana project follow-up
6. Marketing collateral update
7. Website revamp, web update responsibility, and training from Cha
8. New Year's Eve milonga sponsorship
9. DJ, guided practica teacher and project director rotation update
10. Outdoor milonga event



1. Club registration change update

* Need to update TangoTang company registration with new directors on board; Clement has received Company Secretary vendor contact (Jennifer) from Richard, and will follow-up directly with Jennifer on pending documentation for completing the registration change. Documentation including AGM meeting minutes, director's meeting minutes including notes for new director list and business registration details. Need timeframe for completion.
* Need to change company registration before upating bank/signature cards with new signing limit control. Clement to follow-up with Richard when company registration change is completed for transferring bank related responsibilities.
* TangoTango registration address remains status quo at current registered address but will update corresponding bank statement mailing address to Clement for easier and faster facilitation once bank authority change is completed.
* Past Audited reports available. Director team will review.


2. 2008/2009 curriculum and Director Objectives review

* Need follow-up with Colette on preparing visa details for Hsue-Tse workshop in Dec 6 weekend (Erica). Becky taking over communications from Sharon and will follow-up on visa and workshop program details until an assigned project manager is on board.
* Clement to follow-up with Coleman on conducting a feasibility analysis (plan, budget, etc) for inviting Pablo & Noelia for 1 to 3 month workshop in Sep 2009. Goal is to break-even.
* Erica to follow-up with Lily on Leila and Leandro and with Emily on Javier and Andrea's availability in 2009.
* Rebecca to follow-up with Geoff on Pablo and Dana's availability in 2009.
* Director team will accept second round of nomination if schedules for first round nominated teachers do not work out.
* Need to recruit volunteers including project managers, marketing managers/coordinators/designers and more. Will leverage Facebook (Clement) and newsletter (Rebecca). Will provide training for new volunteers with no prior experience.
* Director team plans to conduct a feasibility analysis on a mini tango festival in Oct 2009 with 2 pairs of artists for celebrating TangoTang 10 Year Anniversary.
* Director team will review latest survey results (ending Oct 31) and incorporate into 2008-2009 Director Objectives. Will publish the final objective documentation with performance metrics on club website in Nov.


3. Fringe club milonguita Nov 13, 2008

* Erica to confirm with Raymond/Lily as guided lesson teachers for a free trail class (from 8:30-9:15pm).
* Goal to promote tango to beginners and attract new potential TangoTang members.
* Will also offer one free Helena May guided practica admission voucher for non-TangoTang member who completed the trail class (valid for 3 months). Rebecca to design/prepare vouchers.
* Will promote guided lesson teachers' organized classes and distribute marketing collaterals with their photos. Erica will ask for R&L's poster size photo for display.
* Erica to check with Fringe for space for new cultural/speaker series; will confirm with Kitty/Cha to pioneer project once location and time slots confirmed.


4. Halloween milonga update

* Clement to invite local teachers for a possible performance if program time allows.
* No other update.


5. Roberto & Silvana project follow-up

* Clement pending Richard's bank statement and expense list for completing P&L analysis. Clement will follow-up with Richard to finalize project.
* No response from Sharon for replacing corrupted milonga video performance. Erica will follow-up with Sharon.


6. Marketing collateral update

* Rebecca to follow-up with Eric on marketing collateral design (e.g. postcards, flyers, and etc.)
* Rebecca and Clement to set-up a separate meeting for other marketing ideas and campaigns. Will prioritize on low cost marketing and propose marketing budget for other key intiatives.
* Need to recruit more marketing volunteers (Clement/Rebecca).


7. Website revamp, web update responsibility, and training from Cha

* Clement will review user requirement documentation to modify if necessary and will pass on to director team and other interviewed surveyers for additional input.
* Cha will provide website training fr new director team on Oct 21 2:30pm.
* Will discuss website revamp and web update responsibility in this meeting.
* Clement to demonstrate Joomla backend functionalities.


8. New Year's Eve milonga sponsorship

* Director team agreed to sponsor wine for New Year's Eve milonga with budget < $3k at approx 24 bottles. Clement will follow-up with Ray on choosing another wine vendor base on the agreed budget.


9. DJ, guided practica teacher and project director rotation update

* Erica to confirm with guided practica teachers and DJs for coming quarter and Tango Preface teachers for 2009.
* Clement to talk to potential new guided practica/tango preface teachers.
* Rebecca to swap with Clement for guided practica PM Nov 4.
* Becky will update master roster list and send to director team for review.


10. Outdoor milonga event

* Director team has agreed to sponsor an outdoor milonga in Jan 09 with project managers Raymond & Lily (Erica).