The open forum at Fringe Club last night was attended by around 15 members, and the discussion was extended from 30 minutes to 45 minutes. A summary of the discussion in PDF format can be found from the Club Thingies/Club Documents section of the Tango Forum. Or copy & paste the following URL to your browser:

http://www.tangotang.com/Mambo/images/fbfiles/files/20080306_member__forum.pdf

Names of attendants are not disclosed except for reply made to a question for an individual.

Introduction

1. A director welcomed the attendants on behalf of the Club. She explained that the forum was organized by TangoTang in order to provide an open platform for its members to express what they think and expect from the Club. No quorum was required and no resolution had been proposed. The forum was meant to be open-ended.
2. Status update: An extra general meeting (EGM) had been called because the Board of Directors saw a potential failure to meet the minimum requirement of three directors as stated in Club M&A. On 5 March 2008, the Board received written notice from Ms Kam Ping Hiller, who expressed her willingness to become a director of the Club.
3. Proposed rundown:
1. Why we need a board of three directors?
2. Why it has been difficult to find enough directors and howthis could be resolved?
3. What are members' expectations towards TangoTang in future?
4. Self-introduction of Ms Kam Ping Hiller to TangoTang members.

Appointment of directors 

1. A member asked for the names of the current directors.
2. A director replied that as of 6 March 2008, directors of TangoTang included Mr Richard Lai, Ms Agnes Lau, and Ms Joyce Cheng.
3. Members asked what was the general practice and guideline to appoint directors.
4. Another member asked what was the procedure to appoint a new director between annual general meetings (AGMs).
5. Another member said the appointment and resignation of directors in recent months have not been officially announced.
6. A member asked whether there is any guideline to choose the directors.
7. A director replied that there is very minimum guideline.
8. A director explained that three directors are required according to the M&A. On the AGM, all directors retire, and make themselves available for being re-elected if they are willing to continue their office. When a director resigns not on AGM, they give notification to the Company Secretary.
9. A member asked what is the formal procedure to appoint the next director.
10. A member asked if a member with potential conflict of interests could be appointed as a director.
11. A member asked if a member must be elected by members to become a new director, or if s/he can be directly appointed by existing directors.
12. Another member said that she asked such question in 2007, and had received no response.
13. A member said that the proper procedure of appointment of director, and how the decision to appoint a director is made, should be reviewed. He said that members should be more involved in the process.
14. A director explained that according to M&A, no resolution or general meeting is required to appoint a new director. The newly appointed director retire as well on the next AGM and make themselves available for being re-elected by members.
15. A member supplemented that a nomination and concurrence of another two members are required in order to propose election of a director on the AGM.
16. A member said that it seemed to him that the directors could appoint as many directors as they like, and to appoint any member that they like, regardless of potential of conflict of interests.
17. A director explained that the number of directors should be between three and ten as stated in M&A. The document says that directors have the right to appoint anyone they deem appropriate.

Shortage of directors 

1. A director urged the attendants to discuss the reason for the consistent lack of directors.
2. A member said that he thought the workload of directors seems very heavy. He urged the Club explore the possibility to hire a paid staff. He said that many members are interested to become directors but they had limited time to contribute, while the administrative tasks seem overwhelming, such as bookkeeping.
3. A member asked for update about the Club's financial status.
4. A director said that the Club currently has approximately HK$370,000 in bank. He agreed that staff is needed. The Club seems capable to afford a part-time staff. On the other hand there are a lot of costs such as rent at Helena May and auditor fee etc. The large-scale program in 2009 will require financial backup by reserve as well.
5. He added that the Club needs a bookkeeper and has made open calls in newsletters. The lack of bookkeeper has led to increment in financial and time cost of accounting service for the Club. The high turnover of directors has also led to higher cost in company secretary service.
6. He added that staff is needed, as the directors should focus on management and have someone else work on the daily administration.
7. A member asked whether there has been any similar issue the past years.
8. Another member commented that the Club has grown a lot. The Club started with around 30 members.
9. A director said that TangoTang now has roughly 300 paid members.

Should TangoTang be dissolved? 

1. Another member said that more background information is needed before members make comments on the matter.
2. A member said that he would like to see an EGM, on which all the directors resign, and be re-elected together with new directors by members. This is because directors should have the full confidence of members. Direct appointment might not give members such confidence.
3. Another member said that all attendants showed up because they love Tango. He wanted proper procedures to run the Club, such as appointment of directors. He also wanted the Club M&A be reviewed and amended as needed.
4. He added that members can be more involved in the process of filling the director vacancy. Vacancy for director should be notified on website with deadline given. Candidates should present themselves to members on practica. A few ten members on forum or AGM are not enough.
5. Another member suggested putting all AGM documents on the website and allow members vote online.
6. Another member asked whether the Club has considered having committees to run the Club.
7. Another member replied that in the past, there were appointed committees to help the board run the Club.
8. Another member said that the Club should be dissolved. There has been consistent difficulty to find directors throughout the years. Although turn out on the forum was great, the problem could appear again like a cycle. She thought that the Tango scene in Hong Kong might be healthy enough to sustain without TangoTang. Various organizers can run their own events even if TangoTang dissolved.
9. Another member said that she thought the big group showing up on the forum showed that many members want to keep TangoTang going and not to let it dissolved.

Expectations toward the future Club management 

1. A member asked Richard Lai to explain his vision on being a director in the coming few years.
2. Richard Lai explained that he become director with a plan in his mind. He wished to put Hong Kong on the map of Tango and make it the major Tango city in Asia. He thought that the board has made a lot of achievements over the last year, and there are more people dancing on events now. He anticipated bigger results in the coming year.
3. Another member asked if a member should be appointed as a director if s/he has conflict of interests.
4. Another member added that if someone runs his/her own Tango business and then become a director, she would perceive that as conflict of interest.
5. Another member explained that he concerned directors with conflict of interests might abuse members' contact database, and treat the other teaches in town unfairly.
6. A director asked the attendants to reconfirm if directors should not run his/her own Tango events.
7. A member said that currently there is no rule to guide whether a director can have his/her own Tango business or not. However members can decide whether it is good or bad.
8. A member said that as many members have expressed on the forum their concerns, EGM should be called in order to reassure members.
9. Another member urged set up communication channels exclusive for TangoTang members to raise their opinions.
10. Another member said that the Club should make use of technology to allow all members to vote online, instead of only letting those who attend AGM and/or EGM to vote. She felt that the Club is not very open for members to express their opinions.
11. Another member asked for regular meeting for members.
12. Another member urged the Board to encourage members continue the discussion on all the matters raised on the forum by using the website.
13. Kam Ping Hiller said that she was not yet a director. She attended the forum as a member. She was open for further discussion and welcomed members to talk to her over individual conversations.

Last update: 22-04-2008 12:53

Published in : TangoTang, TangoTang News