2012-07-17 TRC Business Meeting Minutes

Called to order at: 7:55pm

Members present: Michelle McGrew, Dave Moen, Dean Stanton, Bill Jonesi,
  Teresa Stefanisko, Darin McGrew

Non-members present: John Kleder

Agenda for current meeting: Approved as amended

Minutes from June meeting:  Approved as amended


OFFICERS' REPORTS

* President
- No report

* Vice President
- No report

* Secretary
- No report
- AI: Ping Ric to post results from Mel's rallye and for Toy Rallye

* Treasurer
- Good turnout for July (28 cars; 26 paid)
  - income finally exceeds budget for the month
  - Teresa hasn't yet requested reimbursement for July's expenses, but I expect
    she will, at least for printing.
- YTD total income is $1000 behind budget
  - due to cancelled rallyes and poor turnout
  - YTD member revenue is slightly down vs 2011
  - 2011 member revenue was half of that through July in 2010
  - YTD memberships are down $115 from 2011's and $200 from 2010's.
- no August TRC rallye
  - paid for no awards during July
  - will pay for awards in August (for September's rallye) with no more income
- annual per-member insurance payment ($154?) will be paid early in August
- YTD overall is not as far ahead of budget at the report appears, but is still
  ahead of budget.


COMMITTEE REPORTS

* Insurance
- No insurance for August, but annual per-member insurance payment will be due.

* Publicity
- ZEvents (used by SJ Mercury) yielded at least 1 car of first timers
- First timers are leaving early, without getting free first timer card
- Discussion of various alternatives for getting cards to first timers
- Approved: Issue first-timer cards (for a free rallye) at the start when they
  register as first timers

* TSD Update
- Stu's rallye is coming along
- The year's third TSD rallye (Coral di Tierra, September) may not happen


PAST EVENT(S) REPORT

* 2012-07-07 Amazing Rallye 7 (Teresa, Nick and Zak Stefanisko, Jeffrey)
- CMs down
- Results pending
- Scoresheets pending
- good turnout: 28 cars, 5 first timers, more than half the cars were in the
  lower division
- Looking for new park and neighborhoods for next year


NEXT EVENT(S) REPORT

* 2012-09-01 There are no Ts in Rallye (Teresa & Nick Stefanisko)
- registrar: Ed will consider
- neighborhood: Sunnyvale
- compdir: Abby
- Done: flier produced
- Will be an A-B rallye (flier needs to be updated)
- AI: Teresa to get Nick to update flier and send it to Ric
- working on wording of gimmicks

* 2012-10-06 Monster Mash (Mel Nicholson)
- registrar: Dave & Jean
- neighborhood: TBD
- compdir: TBD
- AI: Bill to contact Mel
- AI: Mel to deliver flier PDF to Teresa, Ric

* 2012-11-03 TBD (Jean Talburt)
- registrar: TBD
- neighborhood: TBD
- compdir: TBD
- AI: Dave to deliver flier PDF to Teresa, Ric

* 2012-12-01 Toy Rallye (Darin)
- registrar: TBD
- neighborhood: TBD
- compdir: TBD
- possibly Toy Rallye 2012: It's a Wonderful Rallye
- possibly It's a Wonderful Toy Rallye
- AI: Darin to deliver flier PDF to Teresa, Ric
- flier logos: TRC, GGLC, and both with and without LPR-PCA


OPEN DATES

* 2013-01-05
- Bill considering an A-B school rallye, pitching it to puzzlehunt fans

* 2013-02-02 (Membership Rallye)
- Cris is talking to Dave about doing the membership rallye


UNFINISHED BUSINESS

* Rallye Rules
- AI: Darin to update wiki

* Web Site-Wiki vs Non Wiki
- AI: Darin to remind Ric about his AI
- AI: Ric to schedule a face-to-face committee meeting

* Board Members & E-mail
- Dave signed up for trc-business
- AI: Darin to follow up with Ed and Mel on trc-rm

* Business Meeting Action Items
- AI: Teresa to email Operating Procedures source again

* Tax ID
- AI: Darin to continue paperwork

* Gimmick Rallye Guide
- Darin to review A-B additions after June Rallye; others will get review
  copies from Dean too
- We'll discuss the changes at future meetings
- Agreed: start giving 1 copy to 1st place Beginners
- Agreed: if no feedback by August meeting, Dean will assume approval

* Feedback form
- Discussion of use of Ric's feedback form; we'll discuss more next month
- Objective 1: Why are people not coming to a given rallye?
- Objective 2: Why are people not coming to rallyes any longer?
- Should we link to online form on calendar pages?
- Approved: have Ric implement feedback form and add links to calendar page

* Bank Account
- Bank allows adjustable daily limit on card as low as $0.01/day
  - Bank suggests one person adjusts limit, second person uses card
- Approved: Dean controls limit on card, Nick keeps card and uses it

* Eval Cards
- AI: Darin to put questions on wiki and solicit feedback

* Promotion Policy
- AI: Dean to print ideas and solicit feedback at September finish


NEW BUSINESS

* None


ANNOUNCEMENTS

* Adjourned at: 9:05pm

* Next meeting at 7:30pm, Aug 21, 2012 at Round Table, 4400 Stevens Creek.