2012-11-20 TRC Business Meeting Minutes Called to order at: 7:45pm Members present: Ed Slintak, Cris Wendt, Dean Stanton, Steve Hartwell, Darin McGrew, Michelle McGrew (via teleconference) Agenda for current meeting: Approved as amended Minutes from previous meeting: Approved OFFICERS' REPORTS * President - no report * Vice President - no report * Secretary - no report * Treasurer - Expenses for month and YTD still omit about $250 of overdue expenses. - Year-to-date net is about $250, so we're just about break-even for the year. - Dean still doesn't have an accounting for how many TRC stamps Teresa has, nor her reimbursement requests for July's rallye, September's "There are No T's in Rallye," and the September-ish rallye mailing. - The "Reimbursement Logistics" section of the TRC_Accounting_Rules wiki page says Reimbursement should occur within two months and within the same year. Dean added this to the draft Rallye Rules (finances section). COMMITTEE REPORTS * Insurance - December insurance paid. - GGLC will reimburse us. - Cris checked with K&K about "active members" and they have not yet gotten back to him. ESCA also deals with this, and omits out-of-state members. * Publicity - Discussion of issues - Why don't people return? first-timers feel like "outsiders". critiques are too cryptic, etc. - We could focus on specific groups? Which groups? - Smaller rallyes (less time commitment for newbies)? - School rallyes? (attendance was low before we dropped school rallyes) * TSD Update - no report PAST EVENT(S) REPORT * 2012-06-02 Men in Black: The Rallye (Darin) - Results pending - Scoresheets pending * 2012-07-07 Amazing Rallye 7 (Teresa, Nick and Zak Stefanisko, Jeffrey) - Results pending - Scoresheets pending * 2012-09-01 There are no Ts in Rallye (Teresa & Nick Stefanisko) - Report pending - Results pending - Scoresheets pending * 2012-10-06 Monster Mash: Ghost Chasers (Mel Nicholson) - Report pending - Scoresheets pending NEXT EVENT(S) REPORT * 2012-12-01 It's a Wonderful Rallye: Toy Rallye 2012 (Darin) - registrar: Ed - neighborhood: Washington Park, Sunnyvale - compdir: Abby - GGLC is cosponsoring and providing CP crews. - Done: Darin emailed Cris & GGLC re: GGLC covering insurance. - Done: Darin contacted Abby about comp dir role. - AI: Darin to get finish box (and flier rack) from Mel - AI: Darin to get CP signs from Mel/Bill - Darin getting rallye docs ready for prechecks this weekend. * 2013-02-02 TBD (Cris & Dave, Membership Rallye) - registrar: TBD - neighborhood: TBD - compdir: TBD - Cris & Dave are currently "90%" according to Bill - AI: Cris to produce flier before Toy Rallye and bring hardcopy * 2013-03-02 A-B School Rallye (Bill Jonesi) - registrar: TBD - neighborhood: TBD - compdir: TBD - Preceded by A-B Class in the afternoon (noon-3?) * 2013-04-06 TBD (Dave Moen) - registrar: TBD - neighborhood: TBD - compdir: TBD * 2013-05-04 TBD (John Kleder) - registrar: TBD - neighborhood: TBD - compdir: TBD - John will join as a member in February - May be A-B format. OPEN DATES * 2013-06-01 - Darin may consider after Toy Rallye 2012 * 2013-07-06 - Will Teresa consider TAR8? UNFINISHED BUSINESS * Rallye Rules - Done: Darin updated 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 - AI: Darin to follow up with Ed and Mel on trc-rm * Operating Procedures - Done: Dean updated Operating Procedures in wiki per February 2010 decision - We need to update the official PDF version, or update the links to refer to the wiki version. - AI: Darin to ask Ric to update PDF or links - AI: Ric to update PDF or links * Tax ID - AI: Darin to bring paperwork to November's meeting - Discussion of promoting membership to meet 35% income requirement for 501(c)7 organizations: - Possibly allow non-members who have run n events to join for free? - Promote membership breaking even after 2 rallyes? * Feedback form - Objective 1: Why are people not coming to a given rallye? - Objective 2: Why are people not coming to rallyes any longer? - Approved: have Ric implement feedback form and add links to calendar page - AI: Darin to contact Ric re: feedback form * Eval Cards - AI: Darin to put questions on wiki and solicit feedback * Promotion Policy - AI: Dean to print ideas and solicit feedback at another finish. * Membership - nonmember income percentage will be > 35% - we will sell 2013 memberships at Toy Rallye - AI: Dean to determine number of memberships needed * SAP Gimmicks - Done: Bill identified ambiguous intersections - AI: Bill to draft updated proposal for rallye rules * Beginners' Protests - AI: Cris to draft proposed language, expressing the desire of TRC to be lenient in interpreting beginners' protests if there is some reasonable logic in the protest NEW BUSINESS * Election Results - President 9: Darin McGrew - Vice President 9: Dave Moen - Secretary 7: Michelle McGrew 2: [blank] - Treasurer 9: Ed Slintak - Board 7: Bill Jonesi 7: Dean Stanton 4: Steve Hartwell 2: Cris Wendt 1: Teresa Stefanisko * bringing back Gimmick Rallye Championship - Questionnaire results: - 5: Yes - 2: No - 2: [blank] - tabled * invest in postage futures before stamps go up in price on January 27? - agreed: use current stamp supply first * Wiki: description of board & bungee technique for CMs - Done: Dean updated CM page with description of board & bungee technique - AI: Darin to update CM page with photos of board & bungee technique * Clip art - Dean: Dean provided URLs of current clip art * Teresa not responding to reimbursement requests - Dean needs to close the books - AI: Ed to phone and mail (stamped) Teresa on Dean's behalf * Future mailings - we may consider switching to postcards in the future - our mailing list needs to be fixed - approved: Steve to be new Membership Chair starting January 2013 - AI: Darin to suggest that Steve take over mailing DB - next mailing should be January, and start with Feb rallye * 2013 Budget - previous year: - 7 revenue rallyes - average per rallye: 19.5 cars & $361 - about 137 paid cars total - first draft budget: - 10 member entries, 5 memberships, 5 nonmember entries per rallye - approved: stop paying for food at annual meeting ANNOUNCEMENTS * Adjourned at: 9:15pm * Next meeting at 7:30pm, Dec 18, 2012 at Round Table, 4400 Stevens Creek.