2013-09-17 TRC Business Meeting Minutes Called to order at: 7:35 pm (with break when food came). Members present: Darin McGrew, Dave Moen, Michelle McGrew, Ed Slintak, Dean Stanton, Steve Hartwell, John Kleder. 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, pending handout from treasurer - AI: Ed to email handout to Michelle. Minutes from August meeting: Approved OFFICERS' REPORTS * President: - No report. * Vice President: - No report. * Secretary: - Done: 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. - Sent reminders to Darin, Dave, Ed, Cris, Ric, Steve Hartwell. * Treasurer: - No report. - 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, July, August, and September 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: - Cris paid for September and October. - AI: Ed to send check to Cris for September and October. - Check signed at meeting. * Membership: - Had 1 membership renewal at September rallye; also interested in being a rallyemaster. - AI: Michelle to draft new language for Operating Procedures (reducing membership rate to $20 starting September) (or earlier if shorter schedule, as deemed appropriate at the business meeting) and email to TRC-Business for review. (To be included in 2014 budget) - Done: Steve to update database in preparation for our August mailing. - Michelle gave Steve 3 returned August mailings. - AI: Steve to update the database so the ballots can be mailed to all members and associate members after the October meeting. * Publicity - AI: Ed to talk with someone in Events and Adventures (Santa Clara office). - Steve learned that Facebook was the most common way people learned about the rallye. - AI: Steve to post an update on Facebook once or twice a month (announcing upcoming rallye, tips, etc). * Championship - Championship results need to be updated. - AI: Darin to ask Bill for a status report on the championship results. - AI: Darin to revise Championship Rules so we can approve them at the October meeting (describe "general" and "rookie" classes better, better define "worker", explain how one becomes "championship subscriber", clarify cancellation policy). * Webmaster - AI: Darin to ask Ric to update calendar. - 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 - Decided Membership Chair will store score sheets once entered into database. - AI: Ed to get other score sheets to Steve. * 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. 12-09-01 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 offered to post results if he can get score sheets. - 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. * 2013-05-04 Iron Man (John Kleder, early start, A-B) - results: posted - Dropped: Darin to get email addresses from Bill/John/Steve to get results out to participants. * 2013-07-06 TAR8, Family Edition (Dean, Steve, Clayton) - Done: Dean delivered scoresheets to Steve - Results: posted * 2013-09-07 Firefly (Darin, A-B/CM) - 13 cars registered, 12 finished, 1 DNF (first-timer) - 1 protest (denied) on the government-erected CM - The favorite gimmicks were the digit 0 being ignored and the valid RI on the Supp/SI page. The least favorite was the sign on the freeway sound wall. - The beginner class took longer than usual in part because Darin needed to explain both the A-B processes and the CM processes. Some thought it was too long; others thought it was very helpful. - The distinction between cast instructions being "in effect" and "in focus" was confusing. This may have been less confusing in the original rallye, when some personnel instruction effects depended on being "on duty", others depended on being "off duty", and others were independent of who was "on duty" or "off duty". - CMs are down - compdir: Dean recruited protest committee, Michelle observed committee - Done: Darin to have Ric post flyer on website and update calendar. - results: pending - scoresheets: pending NEXT EVENT(S) REPORT * 2013-10-05 The Raven (MM2013, CM, Ed Slintak) - Registrar: Dave - Neighborhood: TBD - Compdir: TBD, Dave is available if Abby isn't. - AI: Darin to talk with Abby. - Precheckers: Darin/Michelle and Dean. - CP workers: Steve? Clayton? * 2013-11-02 The A Team Returns (John Kleder) - Registrar: Darin/Michelle, or Dave? - Neighborhood: TBD - Compdir: TBD - John will need assistance with this rethrow - Clayton/Dean to help John precheck on roads. - Bill emailed GIs, etc to John. - John needs help with formatting. Dean helping? - Clayton(?) to help with putting up and taking down CMs. * 2013-12-07 Toy Rallye 2013 (Darin, A-B, early start) - Registrar: Ed - Neighborhood: TBD - Compdir: TBD * 2014-07-05 TAR9 (Steve, et al) - Registrar: TBD - Neighborhood: TBD - Compdir: TBD 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. - 2014-01-04 - 2014-02-01 (Membership Rallye) - 2014-03-01 - 2014-04-05 - 2014-05-03 - 2014-06-07 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. - Is Abby willing to do this as described or do we have this position rotate like registrar does? * Web Site-Wiki vs Non Wiki: - Done: Steve to resend the Google Sites reminder to Michelle. - Done: Michelle to check Google Sites prototype for accessibility. - AI: Darin to talk with Ric to let him know we're migrating to google sites. - AI: Ric to review Google Sites. - AI: Steve to lead migration team in transition from HTML to Google Sites (Dean, Darin, et al) * 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 - Darin drafted new eval cards, but they are not yet on the wiki - Put on wiki and solicit feedback. - AI: Darin to update and print new eval card for October rallye. - Done: Darin to print new eval cards for the September rallye. * SAP Gimmicks - Done: Dean to add "straight as possible" wording to the RM guide on the Wiki. * Wiki: description of board & bungee technique for CMs - need to test Clayton's design of a sleave for the board & bungee system on aggregate poles - AI: Darin to follow up with Steve Watt on server issue regarding uploading new images to the wiki. * Definition of "life-time membership" - Darin found pieces and discussion about the membership policy in old Minutes, but could not find the policy itself. - AI: Darin to recreate membership policy and post on wiki for discussion and update so we can approve at the October meeting. * Next mailing: - Done: Darin, Michelle, Dean, and Steve prepared mailing - Done: Darin and Steve worked out the label formatting in advance - Next mailing: ballots to all members and associate members after the October meeting. * Simplify Registrar Duties - AI: Steve to update the Wiki page with registrar instruction priorities. * Survival Packs - AI: Dean assembled some, but needs to finish doing this. - AI: Dean to determine who produced stickers for back of clipboards. - Done: Dean to order 24 clipboards online. * 2014 schedule - Done: After September rallye, Darin to ask for rallyemasters especially for April-August. Explain that without help, we may need to reduce the number of rallyes for the coming year. Ask for RMs, RM assistants, registrars, etc. - Done: Steve to circulate and recruit help at September rallye.. - AI: Steve to draft "How You Can Help" brochure to hand out at the finish for October's rallye. * New location (further north) for business meetings? - Questions to ask: - Do they have a space we can reserve/meet? (for 6-10 attendees) - Cost for reservation? - Can people who are not eating attend? - Menu selections? - Done by Dave: Ed to check Harry's Hofbrau (Redwood City). - No charge, private room, ask that any food eaten there be purchased there, but third Tuesday already reserved by another organization. - AI: Dave to check Harry's availability for meeting on Thursday, October 17 or Tuesday, October 22. - AI: If we switch meeting location for next month, Darin to cancel our October reservation at Round Table. - AI: If switch, Ric to update calendar on web site. - Done: Dean to check Mountain Mike's (Palo Alto). - Not suitable. - AI: Darin to check Round Table (Mountain View); limited food options. - Closes at 9:30 pm; only pizza available. NEW BUSINESS * Printing reg packs - Agreed to print 30 numbered reg packs and 20 extras without score sheets. * Open Nominations: - President: - Vice President: - Secretary: - Treasurer: - Board Members at Large (3): ANNOUNCEMENTS: * Adjourned at: 10:30 pm. * Next meeting: 7:30pm, October 15, 2013 at Round Table, 4400 Stevens Creek - NOTE: No final decision to change the meeting location and date was made by email, so we will be meeting at our standard time and location.