2013-05-21 TRC Business Meeting Minutes [amended] Called to order at: 7:45 pm. Members present: Darin McGrew, Michelle McGrew, Dean Stanton, Bill Jonesi, Steve Hartwell, John Kleder, Ed Slintak. Agenda for current meeting: Approved as amended Minutes from February meeting: Approved as amended, pending treasurer's report. - Ed plans to email the report to Michelle. Minutes from April meeting: Approved as amended OFFICERS' REPORTS * President: - No report. * Vice President: - No report. * Secretary: - No report. - AI: Michelle to send monthly reminders to officers/committee chairs to remind them to email their reports to TRC-Business before the meeting for inclusion in the minutes, especially if they will not be attending. * Treasurer: - AI: Ed to email treasurer's reports for February, March, April, and May to TRC-Business. - AI: Ed to email treasurer's reports to Michelle for inclusion in the minutes. - AI: Ed to arrange for updating signature card. - Dean has paperwork for updating signature card, but has also emailed scanned copies to the board. - AI: Ed to let Membership Chair know the number of paid memberships and associates. - Done: Michelle to contact Ed regarding the need for better communication, signature card, getting treasurer's reports, number of paid members and associates, and to see if he is able to be registrar for June. COMMITTEE REPORTS * Insurance: - Cris took care of insurance for May. - Done: Bill to check with Cris on status of May's insurance. - AI: Bill to check with Cris on status of June's insurance. * Membership: - Done: Michelle to email Steve info about returned March mailings. - Done: Steve to update database with changes from returned March mailings. - Ed is sending scanned membership forms to Steve for inclusion in the database. This method is working well. - Steve continues to update database as needed. - AI: Ed to report what the member vs nonmember percentage of income is for the year. - Consider: Is there a point during the year when we want to only charge $20 per membership for the rest of the year? - AI: Check bylaws/operating procedures to see what would need to be changed if we modified the cost for memberships and when, and to see what announcements need to be made. * Publicity - Bill isn't receiving Facebook notifications. - But Ric has been very proactive in creating events in Facebook. * Championship - Updated through April. - AI: Bill to revise Championship Rules so we can approve them at the June meeting (describe "general" and "rookie" classes better, better define "worker", explain how one becomes "championship subscriber", clarify cancellation policy). * TSD Update: - Doesn't look like much, if anything, is happening this year. * Webmaster - AI: Michelle to email Ric drafts and final versions of minutes to be posted with appropriate identification. - AI: Ric to post list of 2013 officers and appointed positions. - AI: Darin to email list of appointed positions to Ric for posting on TRC website. - Postponed while Ric reviews Google Sites page: Steve to organize another teleconference to discuss the use of Google Sites, etc. PAST EVENT(S) REPORT * 2012-07-07 Amazing Rallye 7 (Teresa, Nick and Zak Stefanisko, Jeffrey) - AI: Teresa to get score sheets to Michelle if she can find them. * 2012-09-01 There are no Ts in Rallye (Teresa & Nick Stefanisko) - AI: Michelle to check with Teresa for any additions to her report. - AI: Teresa to get score sheets to Michelle if she can find them. * 2012-10-06 Monster Mash: Ghost Chasers (Mel Nicholson) - Report: pending - Score sheets: pending - AI: Dave to again encourage Mel to complete these actions. * 2013-02-02 Groundhog Day (Cris & Dave, Membership Rallye, A-B/QA) - Scoresheets pending - AI: Bill to remind Dave to turn these in. * 2013-04-06 Let's "Three-Peat" (Dave Moen, CM): - results: posted - scoresheets: pending * 2013-05-04 Iron Man (John Kleder, early start, A-B) - Finished at Jake's of Sunnyvale. - report: 12 cars, 2 used free Second-Rallye Coupons. Highest score: 990. Dropped one RI due to a sign disappearing. Rallyeists liked it. - results: pending - scoresheets: Given to Steve. NEXT EVENT(S) REPORT * 2013-06-01 Five Ringy Dingy (Darin, A-B) - registrar: Steve Hartwell - neighborhood: Cuesta - compdir: Abby - AI: Darin to solicit precheckers. - Finishing rallye; RM illness last weekend delayed completion * 2013-07-06 TAR8, Family Edition (Dean, Steve, Clayton) - Bill unable to be rallyemaster or mentor for July. Dean to be new rallyemaster. - registrar: Darin/Michelle - neighborhood: TBD - compdir: TBD - AI: Darin to talk with Abby about being compdir. * 2013-12-07 Toy Rallye 2013 (Darin, A-B) - AI: Darin to get flyer to Bill so he can start promoting the rallye. OPEN DATES - Bill has another school rallye, perhaps for January (Jan 4, 2014)? - AI: Bill to send email to trc-rm seeking rallyemasters. * 2013-08-03 * 2013-09-07 * 2013-10-05 Monster Mash 2013 - Perhaps Ed Slintak? Or Bill has possible Monster Mash rethrow. * 2013-11-02 UNFINISHED BUSINESS * Web Site-Wiki vs Non Wiki: - AI: Michelle to check Google Sites prototype for accessibility. - AI: Ric to review Google Sites. - AI deferred to teleconference until after Ric has reviewed Google Sites: Assess what's involved in going from HTML to Wiki or Google Sites * Board Members & E-mail - AI: Darin to follow up with Ed and Mel on trc-rm * Tax ID - AI: Darin to identify next step. - AI: Darin to file TRC tax forms. * Feedback form - AI: Ric to implement feedback form and add links to calendar page - AI: Darin to contact Ric regarding feedback form * Eval Cards - Update questions - AI: Darin to solicit feedback * SAP Gimmicks - AI: Bill drafted updated proposal for rallye rules specifying ambiguous intersections; awaiting additional feedback before presenting to board. - AI: Bill to Email updated proposal for rallye rules to trc-business for review at June meeting. * Beginners' Protests - Done: Bill to resend/resubmit Cris's updated language for "protest policy" by email for approval at May meeting. - Agreed to put onto "TRC gimmick rallye protest policy" page under "protest guidelines." - Done: Dean added amended version to the wiki. * Wiki: description of board & bungee technique for CMs - AI: Darin to update CM page with photos of board & bungee technique * Twitter - AI: Darin to contact Teresa regarding how we use this when she's not at a rallye / Figure out how to enable rallyemasters to use it. NEW BUSINESS * Bill's concerns about bylaws & operating procedures - Tabled until next time. * Spam Filtering on TRC Lists: - Regarding dave's email that got trapped by spam filter, Steve Watt added new rules to keep rallye-related content from bouncing. * Email Addresses on Flyers: - Discussed whether permanent email addresses should be published on flyers or if we should continue using the month-year@therallyeclub format. - Decided we should continue using month-year, but RMs may use their own email addresses if they choose. President/Secretary will also be sure that Steve Watt knows who the month-year email addresses should be forwarded to. * Clarification of what "no gimmicks on SIs" Means: - AI: Bill to draft language to clarify this for future rallyemasters and to put into Gimmick Rallye Rules. * Definition of "life-time membership" - AI: Determine which document defines this. - AI: Bill to draft proposed revision of language. ANNOUNCEMENTS: * Events and Adventures: - Would they be interested in car rallyes? - If this organization is interested, we'd be interested in putting on a rallye for them. - Works best if someone involved with this organization could figure out how to get rallyes announced. - AI: Ed to look into how this works. * Adjourned at: 9:45 pm. * Next meeting at 7:30pm, June 18, 2013 at Round Table, 4400 Stevens Creek.