2013-06-18 TRC Business Meeting Minutes Amended Called to order at: 8 pm. Members present: Darin McGrew, Dave Moen, Michelle McGrew, Ed Slintak, Dean Stanton. Agenda for current meeting: Approved as amended Minutes from February meeting: Approved as amended, pending treasurer's report - Ed to email the report to Michelle. Minutes from May meeting: Approved as amended OFFICERS' REPORTS * President: - No report. * Vice President: - No report. * Secretary: - 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: - Ed distributed handout showing income vs expenses for February thru July. - $116 less than what we expected at this time of year, but still need expenses for June awards. - AI: Ed to email handout to Michelle for inclusion in minutes. - AI: Ed to email treasurer's reports for February, March, April, May, and June 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. - Ed found paperwork. - Dean also has paperwork (originals) in case needed. - AI: Ed to let Membership Chair know the number of paid memberships and associates. - AI: Ed to report what the member vs nonmember percentage of income is for the year. COMMITTEE REPORTS * Insurance: - June and July insurance is paid. - Dropped: Bill to check with Cris on status of June's insurance. * Membership: - Discussion: Is there a point during the year when we want to only charge $20 per membership for the rest of the year? - Start reduced rate for membership in September; membership good through end of February. - AI: Michelle to draft new language for Operating Procedures and email to TRC-Business for review. - Changing membership dues is covered in the Operating Procedures. - Requires a 2/3 vote of members present at meeting. - Notify members of the change as described in the Bylaws. - Dropped: Michelle to 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. - Michelle gave Dean 2 more returned mailings from the March mailing to give to Steve. - AI: Steve to update database in preparation for our next mailing. * Publicity - 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. - Primarily aimed at singles. - Professionally done, a business. - Ed will try to talk with someone in their Santa Clara office. * Championship - AI: Bill to revise Championship Rules so we can approve them at the July meeting (describe "general" and "rookie" classes better, better define "worker", explain how one becomes "championship subscriber", clarify cancellation policy). * TSD Update: - No report provided. * Webmaster - No report provided. - Update website: says the next rallye is Five Ringy Dingy. - Bad URL (both on the web page and on the wiki) for the link "TRC Operating Procedures, updated January 2009" - Either update to the correct document or fix link to this one. - AI: Michelle to email Ric drafts and final versions of minutes to be posted with appropriate identification. - AI: Darin to email list of appointed positions to Ric for posting on TRC website. - AI: Ric to post list of 2013 officers and appointed positions. - 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. - AI: Michelle to email another reminder. * 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. - AI: Michelle to email another reminder. * 2012-10-06 Monster Mash: Ghost Chasers (Mel Nicholson) - Report: pending - Score sheets: pending - AI: Dave to offer to help Mel 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): - scoresheets: Given to Dean to give to Steve. * 2013-05-04 Iron Man (John Kleder, early start, A-B) - results: pending - AI: Darin to get email addresses from Bill/John/Steve to get results out to participants. * 2013-06-01 Five Ringy Dingy (Darin, A-B) - results posted - 12 cars, including 2 first-timer cars, 4 senior cars. - No protests; one RI broken (tweeted, posted sign, answered calls) - overall, rallyists enjoyed it - RM was encouraged to rethrow rallye in a few years given low turnout - Jake's of Sunnyvale worked okay for finish; with a larger rallye turnout or with a busier night (such as sporting event on TV), it would not have worked. - Score sheets: Given to Dean to give to Steve. NEXT EVENT(S) REPORT * 2013-07-06 TAR8, Family Edition (Dean, Steve, Clayton) - registrar: Darin/Michelle - neighborhoods somewhat around Sunnyvale's De Anza Park, specifically: - Los Altos W of 85 and E of Foothill Expy - Near Serra Park (in southern Sunnyvale) - Santa Clara SE of San Tomas and El Camino Real - Still working on rallye: - Dean and Clayton need to shorten their legs - Need to see what Steve has done since he's been out of the country. - Need precheckers and checkpoint workers. - Abby to precheck. - compdir: TBD - AI: Darin to talk with Abby about being compdir. * 2013-10-05 Monster Mash 2013 (Ed Slintak). * 2013-12-07 Toy Rallye 2013 (Darin, A-B) - AI: Darin to get flyer to Bill so he can start promoting the rallye. - Considering reusing "The Grinch" theme. - Golden Gate is eager to staff two checkpoints. 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 Cancelled * 2013-09-07 Dave? * 2013-11-02 - AI: Dave to check with El Dorado to see if they want to do something. 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: Darin to contact Ric regarding feedback form - AI: Ric to implement feedback form and add links to calendar page. * Eval Cards - Update questions - AI: Darin to solicit feedback - We're now completely out of Eval cards; need more for July's rallye. - AI: Darin to print newly revised ones or enough of the old ones for the next rallye. * 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 July meeting. * Wiki: description of board & bungee technique for CMs - AI: Darin to update CM page with photos of board & bungee technique - AI: Darin to at least do a draft so Steve knows how to do this for July's rallye. * Twitter - Done: Darin contacted Teresa, received credentials for TRC account - AI: Darin to let Dean know how to use twitter account for his rallye. * 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: Darin/Michelle to look for "lifetime membership" language (not in bylaws; check Operating Procedures, or perhaps a separate membership policy?). - AI: Bill to draft proposed revision of language. NEW BUSINESS * Next mailing: - Prepare at August meeting: include flyers for September, October, November, December, and a fifth page for "Championship Standings" and/or "Call for Rallyemasters" * Bill's concerns about bylaws & operating procedures - Tabled * Simplify Registrar Duties - Discuss at July meeting ANNOUNCEMENTS: * Adjourned at: 9:30 pm. * Next meeting at 7:30pm, July 16, 2013 at Round Table, 4400 Stevens Creek.