Styremøtereferat

Board Meeting Trondheim Tangoklubb 31. January 2017 

Present: Terje Tangen, Geir Ellingsen, Alina-Diana Potlog
Meeting location: Lademoen Bydelshus 

  1. Review of previous minutes from Meeting 
    1. Minutes approved. No comments.
  2. Annual Meeting
    1. All documents for the annual meeting were finished and will be sent to the members February 1.
      1. Annual report
      2. Accounting
      3. Budget
    2. Revision report and election committee report will be presented in the annual meeting.
  3. Spring events
    1. We will invite:
      1. Nico Bottega 31 March – 2. April
      2. Irem/Gøran – May 5-7.
  4. VAT-registry
    1. The club will not enter the VAT-registry. 
  5. Flower box at Tangohuset
    1. The box was tried to be removed, but there is no floor under it.
  6. Trondheim Milonga Weekend
    1. We will arrange this medio September. 

 

 

Minutes by Hjard Jensen


Board Meeting Trondheim Tangoklubb 13. December 2016

Present: Terje Tangen, Geir Ellingsen, Alina-Diana Potlog
Meeting location: Lademoen Bydelshus

  1. Review of previous minutes from Meeting
    1. Minutes approved. No comments.
  2. Contract at Båtsmannsgata 4
    1. We will enter negociations with the owner of Båtsmannsgata 4 in order to take over the responsibilities of renting the facilities as Xact has cancelled their agreement. It will be a half year contract with possibilities of extentions. We will also buy some of the furniture from Xact. This means we will have the right to use the facilities all days of the week and also rent away the time we don’t use.
  3. Financial status
    1. Finance is healthy. Positive result at the end of the year.
  4. Status courses
    1. 9 on intermediate course so far. Mostly beginners from the autumn course.
    2. 0 on beginner course so far
    3. No more courses planned rest of the year.
  5. Status practicas
    1. 30 dancers at each practica the last period.
    2. January 3. first practica
  6. Status milongas
    1. Fridays: Too early with start at 20:00. 21:00-00:00 from 2017.
    2. January 6. first milonga
    3. Romjulsmilonga
      1. 29/12 18:00-22:00.
      2. DJ Terje
      3. Geir find host.
      4. Cookie-party, bring leftovers from Xmas
      5. Internet Connection – Hjard checks.
    4. Some (many) haven’t sent in lists from milongas and practicas. Alina checks.
  7. Annual Meeting
    1. Annual report – Terje & Hjard has started on the report. Rest of board members to check and fill in.
    2. Budget and accounting – need to agree upon this in  next board meeting
    3. Change of statutes – Board has some improvements.
    4. Date of Meeting – 7. February 17:00-19:00.
  8. Other

Minutes by Hjard Jensen


Board Meeting Trondheim Tangoklubb 15. November 2016

Present: Terje Tangen, Geir Ellingsen, Alina-Diana Potlog
Meeting location: Lademoen Bydelshus

  1. Review of previous minutes from Meeting
    1. Minutes approved. No comments.
  2. Xact
    1. Renew contract for 1/2 year if possible from January 2017
  3. Status courses
    1. Boleo + sacada Terje & Torill – 10 dancers.
    2. Beginner class 2017– Starting January 12.
    3. Intermediate class – Starting January 12 (7 dancers).
    4. Practica class Lena & Hjard – Starting November 22.
    5. Workshops continue spring 2017 – Terje & Torill ++
  4. Status practica
    1. Practica list as before
    2. Still many people present (25+)
  5. Status milonga
    1. Concert at a milonga in February, Terje checks band and date.
    2. Beginner milonga – December 1.
    3. Beginner practica (2017) – once per month (starting February)
    4. Romjuls-milonga? December 29? Check on FB if there is interest.
  6. March weekend
    1. Started planning for March weekend. Using experiences from October weekend. Tasks available in Asana.
  7. October weekend
    1. Some small problems with hotel booking.
    2. Got very good feedback from a lot of participants. Very few complaints.
    3. Instructors were very pleased with everything.
    4. Xact worked very well for both courses, private lessons and milongas.
    5. Deficit of NOK 504 before tax (kunstnerskatt).
    6. 59 “participants” (unique order lines).
  8. Financial status
    1. Financial status is healthy – good economy
    2. Savings account – 0,1% interest rate. Check other banks for better terms.
    3. Frilynt
      1. Started registering courses for 2017. Can apply for support after end of courses.
    4. Grasrotandelen
      1. 2 members – generated NOK 50 so far :-).
    5. RF-1091B (tax form)– Alexandra/Edwin and Maria Ines/Jorge sent to Skatteetaten.
  9. Tango market
    1. Ragnhild is arranging this November 29.

Minutes by Hjard Jensen


Board Meeting Trondheim Tangoklubb 11. October 2016

Present: Terje Tangen, Geir Ellingsen, Alina-Diana Potlog
Meeting location: Lademoen Bydelshus

  1. Review of previous minutes from meeting
    1. Minutes approved
  2. Status courses
    1. Beginner class Terje & Torill – 17 dancers
    2. Milonga course Terje & Torill – 8 dancers
    3. Back to basic #1 Guro & Ragnhild – 8 dancers
    4. Back to basic #2 Guro & Ragnhild – Scheduled week 42 and 43
    5. November: Boleo + something else Terje & Torill
  3. Status practica
    1. Hard to get hosts for practicas. Members should volounteer!
    2. Will have a list with names prefilled from next year, letting each responsible of finding substitutes.
    3. 23 dancers as an average for first half year
  4. Status milonga
    1. Hard to get hosts for milongas. Members should volounteer!
    2. Practica – 16 dancers as an average for first half year. Very few the last 3 weeks (10-12)
    3. People don’t come early, even thoug the survey indicated people want to start earlier.
    4. We would like to start milonga with a concert once a month – Terje checks group.
    5. We will also try to have theme courses Fridays from 20-21.
    6. Announcing every week the milongas.
  5. Financial status
    1. Frilynt
      1. Recruit members under 26 so we can apply for more support – cooperate with NTNUI tango
    2. Grasrotandelen
      1. Must be marketed more. People should join Grasrotandelen and automatically give 5% of what theu use on Lotto/Norsk tipping to Trondheim tango. Se more here.
    3. Balance sheet first half year finished.
      1. Financial status is healty – good economy
    4. Contract with Maria & Jorge – Laila got it.
  6. October weekend
    1. Daytime milonga Saturday and Sunday 13-16. Terje & Torill hosts Saturday. DJ – Nisse? Inguna host Sunday?
    2. Basket party – everybody brings food – organized by Inguna
    3. Furniture – buy sofa group. Terje gets round table + chairs. Benches from kindergarden.
    4. Buy tic tacs, markers, knives/forks/spoons – Hjard
    5. Check price of plane tickets with Heidi.
    6. Ad-hoc enlistment for courses, use iZettle/mCash/Vipps – Terje
    7. Responsibilities:
      1. Courses – Enlistment – Hjard
      2. Host Friday milonga – Hjard
      3. Host Saturday milonga – Hjard
      4. Kitchen, lemon/cucumber water – Inguna ++ (get volounteers to help in the kitchen)
      5. Alcohol license + wine – Terje
      6. Daytime DJ Sunday – Geir asks in Trondheim tango.
    8. Cleaning at Xact – not very good cleaning so far
    9. Heat pumps at Lademoen – where is the Remote Control?

Minutes by Hjard Jensen

Board Meeting Trondheim Tangoklubb 23. August 2016

Present: Terje Tangen, Geir Ellingsen, Hjard Jensen (secretary)
Meeting location: Lademoen Bydelshus.

  1. Review of previous minutes from meeting
    1. Minutes approved
  2. Milongas and practicas
    1. Location for milongas
      1. We will try out the Xact dansestudio location at Båtsmannsgata 4 for 2 milongas. Feedback from the members will help the board decide where to host future milongas.
      2. The board will decorate the Xact dansestudio before the Friday milonga.
    2. Location for practicas
      1. We will continue to host practicas at Lademoen Bydelshus until next year. We have an option of moving this to Xact.
      2. We will arrange beginner practicas (also open for regular members) Thursdays from 1930-2200 at Båtsmannsgata 4, unless there are courses.
    3. Start of Friday milongas
      1. The survey showed that a majority wants to start Friday milongas earlier. We will try this the first 2 milongas, starting time 2000. Hopefully people will come earlier.
    4. Info text on the milonga and practica participant’s lists
      1. The scanning of milonga and practica lists is not good. Geir will make a new template with new instructions for the milonga and practica hosts.
    5. Private practica for members only
      1. We have a contract with Xact to use the locations from 1500-2200 every Thursday. The time from 1500-1800 will be reserved for members who want to practice their own skills. Just ask the board for key, or make an arrangement with Xact directly if they are present.
  3. External weekend spring 2017
    1. Sara & Juampi are chosen as the next big tango event in Trondheim, spring 2017! They are both DNI-instructors and we are very lucky to have them here :-).
    2. The dates for the spring weekend will be announced later.
  4. Courses autumn 2016
    1. Terje will contact members in the club who kan host workshops and courses this semester and make a full plan for this.
    2. Only 4 have enlisted for beginner course. We need some effort from all of our members to get more people to take the course.
      1. Spread the news to all your facebook-friends.
      2. Terje will make posters and flyers. Please grab some at the Friday milonga, and spread them around Trondheim. Put them on boards at your local grocery store.
      3. Hjard will visit cafes and bars during the weekend and spread the flyers.
      4. We will try to organise a tango event at Sirkus Shopping Saturday 27. August to recruit for the beginner class. Hjard will contact Sirkus to get permission. We need dancers to perform for an hour or so!
  5. Activities
    1. Cross-dance evening
      1. Would it be interesting to contact other dance clubs in Trondheim and have a common dance evening? E.g. salsa and swing, or perhaps other clubs (hip-hop, modern…)? Hjard will make a brief facebook survey.
    2. Tango concert
      1. We got contacted by an Argentinean girl and her boyfriend who has a tango band and they would like to play at our milonga some time.
      2. We will allow this if they play danceable tango. Date to be decided later.
    3. Kulturnatten
      1. The same couple wants dancers from Trondheim tangoklubb to dance at their concert at Kulturnatten. We still need volunteers.
    4. October weekend
      1. Hjard will contact the couple and check if everything is settled.
      2. Hotel booking is ok (last board fixed this)
      3. Hjard will be the host. Could use help of another tango member, preferably Spanish speaking.
      4. Only 7 people have enlisted so far. Do not forget to enlist!
      5. Hjard will check if we can have a live orchestra for parts of the Saturday milonga.
  6. Member survey
    1. The results of the survey will be published soon. We base a lot of our decisions on this survey (majority rules!).
    2. We will buy a survey tool and continue to have yearly surveys.
  7. Financial status and issues
    1. QR-code
      1. We can now pay milongas, practicas and courses with mCash and Vipps. We encourage all to use these systems instead of cash.
    2. Grasrotandelen
      1. We will register the club in Grasrotandelen. This means that we get 5% out of what every member spends on Norsk Tipping, Lotto, Viking Lotto otc. We encourage all members to give their Grasrotandel to Trondheim Tango.
    3. Membership in a union
      1. The club is not member of any union. A membership means that we will get a lot of funding for our club, and we basically do not need to do anything else than report our activity to the union.
      2. The board has chosen to apply for membership in Frilynt which sorts under Kulturdepartementet.
  8. Home pages
    1. The homepages have gotten a face-lift. Please report if you experience any issues.
    2. We introduce a calendar at the homepage. This shows all events planned. If you want anything to show in the calendar, please contact Alina-Diana or Hjard.
  9. Advertising
    1. We have bought advertising space on facebook to marketing the beginner course.
    2. We are now in Adressa Det skjer (milongas, beginner course, October weekend).

Minutes by Hjard Jensen

Board Meeting Trondheim Tangoklubb 28. June 2016

Present: Alina-Diana Potlog, Terje Tangen, Geir Holstad Ellingsen, Hjard Jensen.

Place: Krambua

  1. Review of previous minutes from meeting
    1. Minutes approved
  2. New board structure
    1. Hjørdis has resigned as leader for Trondheim Tangoklubb. Hjard was elected as new leader.
    2. Brønnøysundregisteret has to be updated with new board info – Hjard
    3. Reports to Altinn: Hjard checks with Morten
  3. Financial status
    1. Since January 1st: 156.000 in to account, 106.000 out of account + savings account. Economical status is good.
    2. Refund of membership fee and annual fee for board members – Terje will produce report from deltaker.no and send to Alina-Diana for refund according to statutes.
    3. Upper limit for purchase to milongas: 200,-. Milonga hosts should deduct money of receipt for purchase  from income before transferring money to the club account.
    4. Birger is not paid yet for his DJ assignment during Maria Ines & Jorge – missing invoice
    5. Lena has free practica when giving lessons
    6. Terje & Toril will get 20% bonus for filling workshops the next period.
  4. Spring 2017
    1. Planned for March/April 2017
    2. We got a lot of suggestions from the survey. Here are the final candidates:
      1. Sigrid Van Tilbeurgh and Murat Erdemsel/Daniel Carlsson
      2. Noelia Hurtado and Carlitos Espinosa
      3. Kati and Tiha
    3. Hjard will send requests to all couples and ask for prices and availability. Final result will be decided by the board.
  5. Tango survey so far
    1.  We got 21 responses so far (we are 40 members in the club). Hjard will send friendly reminder.
  6. October weekend
    1. 7 participants have enlisted so far
    2. Eva-Lena has ordered tickets to Trondheim already (DJ)
    3. We will be using 2. and 3. floor in Bridgehuset. Booking already ok. Might be daytime milonga as well.
    4. Diana-Alina will make budget
    5. Terje is in charge of enlistment, poster and DJs
    6. Hjard will be host for the instructors and book hotel at Krem etc.
    7. Geir will be responsible for checking participants at courses and milongas.
  7. Summer activities
    1. Thursday dance at Krem Kaffebar – try again 30/6. If not very many people show up we might have to cancel until mid-July.
    2. Outdoor milonga Saturdays if good weather. Application is still not approved from Trondheim kommune.
  8. Recruitment
    1. We will continue to use mailinglist
    2. Terje will produce posters which members can put up on boards at offices and stores.
  9. Checking contract regarding practicas/milongas – Åse Tårnesvik 917 11 013. Contract is present in Dropbox. Start milonga/practica after summer around 25. Aug.
  10. We will use Asana for internal board chat. If not suitable, we will concider Messenger.
  11. Next meeting will be just before start of autumn practicas/milongas. Hjard sends invitation.

Minutes by Hjard Jensen


Styremøte Trondheim Tangoklubb 8. juni 2016

Tilstede: Alina-Diana Potlog, Terje Tangen, Geir Holstad Ellingsen, Hjørdis Helsø, Vanja Helene Fahrenheim. Hjard Jensen.

Møtested: Krambua

  • Gjennomgang/evaluering av helgen med Nico
  • Vanja fratrådte som styremedlem. Hjard ble valgt inn i hennes sted.
  • Planlegging av helgen 28 – 30 oktober med instruktørene Alexandra og Edwin. Oppgavefordeling og forespørsler om å få folk til å påta seg ansvar ift denne helgen. DJ Eva Lena Aahlberg har takket ja til DJ-oppdraget. Bør vi leie et annet lokale til denne helgen, vil Bridgehuset bli for lite til et så stort arrangement? Alternativer sjekkes ut. Styret vil bli glade for evt ideer og innspill fra medlemmer i klubben.

Referent: Hjørdis Helsø


Styremøte Trondheim Tangoklubb 12. mai 2016

Tilstede: Alina-Diana Potlog, Terje Tangen, Geir Holstad Ellingsen, Hjørdis Helsø, Vanja Helene Fahrenheim.

Møtested: Bare Blåbær, Solsiden

  • Planlegging og promotering ift helg med Nicolas Bottega fra Buenos Aires.
  • Hjard er vikar for Vanja, jobber med planer, websider og promotering av klubben.
  • Høstprogrammet påbegynnes. Stort arrangement i oktober må prioriteres.
  • Idémyldring rundt aktuelle og mulige instruktører.
  • Nytt lokale? Nye ideer.
  • Nytt styre, endringsinfo sendes Brønnøysundregisteret.

Referent: Hjørdis Helsø


Styremøte Trondheim Tangoklubb 19. april 2016

Tilstede: Alina-Diana Potlog, Terje Tangen, Geir Holstad Ellingsen, Hjørdis Helsø, Vanja Helene Fahrenheim.

Møtested: Bare Blåbær, Solsiden

1.       Valg av nytt styre, oppgavefordeling:

  • Hjørdis Margrethe Helsø; Leder
  • Geir Holstad Ellingsen; Milonga og Practika ansvarlig
  • Terje Tangen; Grunnkurs og temakurs-ansvarlig, nybegynnere. 12 ukers kurs sammen med Toril.
  • Vanja Helene Fahrenheim; Ansvarlig for planer, kontakter med instruktører, promotering av events, webwork.
  • Alina-Diana Potlog; Regnskaps og økonomiansvarlig.

2.       Planer og ansvarsområder fremover:

  • Nicolas Bottega, instruktør fra Buenos Aires, kurshelg 20 – 22 mai.
    Hjørdis ansvarlig for kommunikasjon og avtaler med Nico, samt avklaring av leie Bridgehuset for arrangementet.
  • Hjørdis ansvarlig for Bridgehuset, leieavtaler , kommunikasjon med Åse Tårnesvik
  • Berit Møbius har hittil hatt ansvar for Bydelshuset. Skal dette fortsette? Drøftes.
  • Geir som praktika og milongaansvarlig får ansvar for organisering av verter og DJ. Lister  til påmelding sendes ut.
  • Planlegging og innhenting av opplysninger, kunnskap om aktuelle instruktører, kontaktnett utad, ideer til videreutvikling av klubbens tilbud i opplæringen er felles ansvar, samarbeid med Vanja, hovedansvarlig.
  • Tilbud om yoga med Anastasia før Milonga fredager eller før practica tirsdager. Hjørdis gjør avtale med Anastasia.
  • Studenter får tilbud om et år gratis inngang på Practika. Rekrutteringsarbeid.
  • Hjørdis, lederansvar: overordnet ansvar, organisere og innkalle til styremøter, signere regnskap og lignende, med mer

Neste møte 24. mai (fremskyndet til 12. mai pga Hjørdis bortreist).

Referent: Hjørdis Helsø