2013-01-15 TRC Annual Meeting Minutes [amended] Called to order at: 7:50 pm. Members present: Darin McGrew, Dave Moen, Michelle McGrew, Dean Stanton, Bill Jonesi, Steve Hartwell. Non-members present: John Kleder. Agenda for current meeting: Approved. Minutes from previous meeting: Approved. OFFICERS' REPORTS * President: No report. * Vice President: No report. * Secretary: Please include any info for reports in the body of an email or as a text file attachment. * Treasurer: Starting balance: $4,060.81. No January revenue. Expenses: $164 (Feb insurance). Ending balance: $3,896.81. [ask ed if there's any other info that he wants be included; ask for info to be included in body of email.] COMMITTEE REPORTS * Insurance: Paid for February rallye. - AI: Cris to talk to ESCA about reducing insurance premium since we only have 35 members (not 50). - AI: Michelle to let cris know about above AI. * Publicity - Done: Steve to get DB access from Nick. - AI: Michelle to initiate transfer of stamps from Teresa - AI: Steve to work out how to get database info to Bill so he can recruit rallyemasters. - AI: January mailing (Darin to print, Darin and Michelle to prepare for mailing and mail; include: Feb, March, April, and May rallye flyers, Championship announcement, and calendar). * Championship - AI: Bill to revise Championship Rules (describe "general" and "rookie" classes better, better define "worker", explain how one becomes "championship subscriber", clarify cancellation policy). - AI: Bill to get paragraph about championship for mailing to Darin by Saturday, Jan 19. email to TRC-business for approval. - Awards: $100 set aside; decide specifics later. * TSD Update: Stu Helfer has a proposal for a championship; still working out details. Perhaps something in the Bay Area late spring at the earliest. PAST EVENT(S) REPORT * 2012-06-02 Men in Black: The Rallye (Darin) - Results: done - Done: Darin delivered results to Ric, et al - Scoresheets: Done - Dean updated database * 2012-07-07 Amazing Rallye 7 (Teresa, Nick and Zak Stefanisko, Jeffrey) - Results pending - AI: Teresa to deliver results to Ric, et al - AI: Michelle to ask Teresa about results - Scoresheets pending * 2012-09-01 There are no Ts in Rallye (Teresa & Nick Stefanisko) - Report pending - Results pending - AI: Teresa to deliver results to Ric, et al - AI: Michelle to ask Teresa about results - Scoresheets pending * 2012-10-06 Monster Mash: Ghost Chasers (Mel Nicholson) - Report pending - Scoresheets pending - AI: Dave to encourage Mel to complete these actions. * 2012-12-01 It's a Wonderful Rallye: Toy Rallye 2012 (Darin) - Results: Done - Done: Darin delivered results to Ric, et al - Scoresheets: Done- - Dean updated database NEXT EVENT(S) REPORT * 2013-02-02 Groundhog Day (Cris & Dave, Membership Rallye, A-B/QA) - registrar: Dean registering, Steve doing membership. - neighborhood: East Mountain View? - compdir: TBD - Dean to help figure out who will be compdir. * 2013-03-02 A-B Classroom School & School Rallye (Bill Jonesi) - Bill still working on school stuff; location at Larry's still tbd; need checkpoint crew to help with school rallye. Will have giveaways for the school including one free rallye. - registrar: Dave? - neighborhood: west of Jake's of Sunnyvale - compdir: TBD * 2013-04-06 Let's "Three-Peat" (Dave Moen, CM) - registrar: TBD - neighborhood: Sunnyvale (Java, Caribbean). - compdir: TBD * 2013-05-04 Iron Man (John Kleder, early start, A-B) - registrar: TBD - neighborhood: East Mountain View and Sunnyvale (Mary, Bernardo). - compdir: TBD * 2013-06-01 TBD (Darin, A-B) - registrar: TBD - neighborhood: TBD - compdir: TBD - possible themes: Star Trek, Monsters University, Much Ado About Nothing, Superman (Man of Steel), Firefly/Serenity, And Baby Makes 3 (June Bride 3) OPEN DATES * 2013-07-06 - Will Teresa consider TAR8? - AI: Steve to let Teresa know he's interested in being rallyemaster. * 2013-08-03 * 2013-09-07 * 2013-10-05 Monster Mash 2013 * 2013-11-02 * 2013-12-07 Toy Rallye 2013 UNFINISHED BUSINESS * 2013 Budget: Approved (emailed Jan 13, 2013). * Web Site-Wiki vs Non Wiki: ad-hoc committee met via teleconference; summary from Ric (abbreviated version given by Dean due to time limitations): - Looking for a better way to collaborate on updates, whether using Wiki, Google Sites, or HTML, but without stepping on each other. - ACTION: we need to better secure the Wiki (only members allowed to update) - ACTION: Get access and review (or further develop) Steve's Google Site prototype - TO CONSIDER: Assess what's involved in going from HTML to Wiki or Sites - ACTION: Dean to review both the Wiki and HTML, looking for duplicates or out-of-sync conditions - REQUEST FOR BOARD APPROVAL: Simplify maintenance by allowing "non-TRC" pages back under our domain as long as they explicitly state that they *are* non-TRC (this item not yet discussed by the Board due to time limitations) Regarding this item, Ric adds: The overall impression is that this is not a high-priority activity given the relatively few updates we are doing on the site other than the calendar. * Board Members & E-mail - AI: Darin to follow up with Ed and Mel on trc-rm - AI: Darin to set up alias for Steve Hartwell * Operating Procedures (updated 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 * Feedback form - Approved: have Ric implement feedback form and add links to calendar page - AI: Darin to contact Ric re: feedback form * Eval Cards - The questions from the eval cards are on the wiki - AI: Darin to solicit feedback * SAP Gimmicks - AI (working on this): Bill to draft updated proposal for rallye rules specifying ambiguous intersections * 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 * Wiki: description of board & bungee technique for CMs - AI: Darin to update CM page with photos of board & bungee technique NEW BUSINESS * Competition Director - AI: Dean to draft summary of our concerns about Competition Director duties and discuss with board before addressing with Abby * Bill's concerns about bylaws & operating procedures * Domain renewal(s) for TheRallyeClub.org and TheRallyClub.org - AI: Dave to let Steve know we want to keep both domains so a competing club, etc., doesn't get it. [* Consider appointing publicity chair?] ANNOUNCEMENTS: None. * Adjourned at: 10:15 pm. * Next meeting at 7:30pm, Feb 19, 2013 at Round Table, 4400 Stevens Creek. [clayton and steve both interested in writing legs for amazing rallye.]