2013-07-16 TRC Business Meeting Minutes [amended] Called to order at: 7:55 pm. Members present: Darin McGrew, Dave Moen, Michelle McGrew, Dean Stanton, Steve Hartwell, Clayton Castle. Agenda for current meeting: Approved as amended Minutes from February meeting: Approved as amended, pending treasurer's report - AI: Ed to email the report to Michelle. Minutes from June meeting: Approved as amended (fixed typos), pending handout from treasurer - AI: Ed to email handout to Michelle for inclusion in the minutes. 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: - AI: Ed to email February's treasurer's report to Michelle for inclusion in the Minutes. - AI: Ed to email handout presented at June meeting to Michelle for inclusion in the Minutes. - AI: Ed to email treasurer's reports for February, March, April, May, June, and July 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. - 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: - Does Cris know there's no August rallye? - Darin sent Cris email during the meeting to be sure he knows. - We will need insurance for September if there's a rallye. * Membership: - AI: Michelle to draft new language for Operating Procedures (reducing membership rate to $20 starting September) and email to TRC-Business for review. - After further review of the Bylaws and Operating Procedures, we Decided that Michelle should still draft the language for review, but that we would include this change in next year's budget rather than trying to make the change for this year. - AI: Steve to update database in preparation for our next mailing. * Publicity - AI: Ed to talk with someone in Events and Adventures (Santa Clara office). * Championship - AI: Darin to revise Championship Rules so we can approve them at the August meeting (describe "general" and "rookie" classes better, better define "worker", explain how one becomes "championship subscriber", clarify cancellation policy). * TSD Update: - No longer including this report under committee reports. * Webmaster - 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 offering to help Mel complete these actions. - AI: Michelle to contact Mel to see if he would like assistance. * 2013-02-02 Groundhog Day (Cris & Dave, Membership Rallye, A-B/QA) - Scoresheets pending - AI: Darin to remind Dave to turn these in. * 2013-04-06 Let's "Three-Peat" (Dave Moen, CM): - scoresheets: Steve now has these. * 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. * 2013-07-06 TAR8, Family Edition (Dean, Steve, Clayton) - report: "There were 22 cars (21 of them officially finished), including 4 first-timer cars! There was only one Expert car, so we asked Senior cars if they would like to compete as an Expert instead and one did. The rallye was still too long and complex, though most of the complexity was the same gimmicks used repeatedly. More papers and giveaway cookies caused the rallye to be more expensive than typical." - results: pending (AI: Dean) - scoresheets: pending (AI: Dean) - CMs down - Dropped: Darin to talk with Abby about being compdir. NEXT EVENT(S) REPORT * 2013-10-05 Monster Mash 2013 (Ed Slintak). - No update available. * 2013-12-07 Toy Rallye 2013 (Darin, A-B) - Done: 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. - AI: Dave to see if Bill wants Clayton to store rallyes up here where they are more accessible for rethrowing. * 2013-08-03 Cancelled * 2013-09-07 - AI: Clayton to talk with John Kleder to see if it is feasible for them to put on rallye. Steve can help facilitate if this is happening. - AI: Otherwise, Darin to do rethrow. * 2013-11-02 Dave? - AI: Dave to check with El Dorado to see if they want to do something. UNFINISHED BUSINESS * Compdir - We need a compdir (see Operating Procedures, section VI, for description of duties). - AI: Darin to talk with Abby about compdir position as defined in Operating Procedures. - Will she do it as described or do we have this position rotate like registrar does? * Web Site-Wiki vs Non Wiki: - AI: Steve to resend the Google Sites reminder to Michelle. - 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 - Done: Darin to solicit feedback - We need to finalize content for and format of eval cards. - AI: Darin to draft new eval card to put on wiki and solicit additional feedback. - Done: Darin to print enough of the old ones for the next rallye. * SAP Gimmicks - AI: Dave to ask Bill for draft of updated proposal for rallye rules specifying ambiguous intersections. - AI: Dave to review and Email updated proposal for rallye rules to TRC-Business for review at August meeting. * Wiki: description of board & bungee technique for CMs - Discussion at meeting of what worked best. - Could use some longer bungees, especially for the aggregate poles. - Bungee hooks need larger radius. - AI: Darin to put this on wiki for Further discussion of improvements needed. - AI: Darin to update CM page with photos of board & bungee technique - Done: Darin explained to Dean how to do this for July's rallye. * Twitter - Done: Darin to let Dean know how to use twitter account for his rallye. * Clarification of what "no gimmicks on SIs" Means: - Dropped unless we receive email with language to consider at August meeting: Bill to draft language to clarify this for future rallyemasters and to put into Gimmick Rallye Rules. * Definition of "life-time membership" - Done: Darin/Michelle to look for "lifetime membership" language (not in bylaws; check Operating Procedures, or perhaps a separate membership policy?). - Darin found pieces and discussion about the membership policy - AI: Darin to recreate membership policy from the old notes he found and then to post on wiki for discussion and update so we can approve at next meeting. - Reassigned: Bill to draft proposed revision of language. * 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" - Deadline for flyers and labels is Saturday before the meeting. - AI: Darin and Steve to do a test run of labels the week before. NEW BUSINESS * Simplify Registrar Duties - Discussion of how to handle unclaimed awards. - Need better way to keep track of these. - Older awards need better labeling. - AI: Steve to update the Wiki page with registrar instruction priorities. * Survival Packs - We're out of these. - Dean considering taking AI to put these together after he is reimbursed for his rallye. * Bill's concerns about bylaws & operating procedures - Dropped - If Bill wants to bring up specific concerns, we'll consider them. ANNOUNCEMENTS: * Adjourned at: 10:10 pm. * Next meeting at 7:30pm, August 20, 2013 at Round Table, 4400 Stevens Creek.