2013-10-15 TRC Business Meeting Minutes [amended]


Called to order at: 7:53 pm.

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 September meeting:    Approved 


OFFICERS' REPORTS

* President:
- No report. 

* Vice President:
- No report. 

* Secretary:
- Sent reminders to Darin, Dave Moen, Ed, Cris, Ric, Nick, Steve Hartwell, Mel, Dean, Teresa.

* Treasurer:
- Participation down, slowly loosing money on most rallyes 
  - Income for October: $185, for September: $201 
  - Expenses: about $200 per rallye (insurance at $154 and awards at $45), not including printing, etc. 
  - watch trend to see if we need to raise rate. 
- Next meeting: Discuss how to reduce costs and/or increase revenue. 
- 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, September, and October 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 sent in the check and has received the insurance certificate for November.
- Cris Says that we could also include payment for December in advance when we send reimbursement for September through November. 
- Ed sent check to Cris to reimburse him for insurance payments for September and October, but Cris didn't receive it. 
- AI: Ed to resend check, plus include November and maybe December. 

* Membership:
- Done: 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)
  - Draft of new language: See end of Minutes for proposed rewording. 
- AI: Michelle to update draft language with input from Dean. 
  - Delete new wording: "three (3) rallyes before the end of the calendar year, not including charity events such as the Toy Rallye" 
  - Replace with: "from September 1 until the month of the next membership rallye" 
- AI: Michelle to notify members/associates that we'll be voting on this at November's meeting 
  - Include announcement with ballot; need to be present at the November meeting to vote. 
- Done: Michelle to give Steve 5 more 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.
  - Updated database except for new ones just received 
- The TRC database is now on Steve Watt's site. 

* Publicity
- AI: Ed to talk with someone in Events and Adventures (Santa Clara office).
- Ongoing: Steve to post an update on Facebook once or twice a month (announcing
  upcoming rallye, tips, etc).
  - Steve posted 3 appropriate updates for The Raven, and one this morning. 

* Championship
- Championship results need to be updated.
  - Bill needs September and October results; will then update. 
  - Done: 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
  November meeting (describe "general" and "rookie" classes better, better
  define "worker", explain how one becomes "championship subscriber", clarify
  cancellation policy).

* Webmaster
- Ric asks rallyemasters to get prelims and results to him so he can post them; he keeps having to remind them. 
  - No "prelims" makes the rallye seem rushed. 
- Ric updated the calendar, except that a correction is needed: November's rallye is "The A Team Returns Again"
  - Dropped: 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 appointed positions.
- Done: Ric to post list of 2013 officers.
- 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)
- Score sheets are lost or misplaced. 
- Dropped: Teresa to get score sheets to Michelle if she can find them.
- Done: Michelle to email another reminder.

12-09-01 There are no Ts in Rallye (Teresa & Nick Stefanisko)
- Done: Michelle to check with Teresa for any additions to her report.
  - No addition to her report; original report was emailed with results but lost in cyberspace and is no longer available as she no longer has that computer.
- Score sheets are lost or misplaced. 
- Dropped: Teresa to get score sheets to Michelle if she can find them.
- Done: Michelle to email another reminder.

* 2012-10-06 Monster Mash: Ghost Chasers (Mel Nicholson)
- Report: 
  - 9 cars. 
  - 3 protests (all denied, all from the same car. 
- Score sheets: given to Steve. 
- Dropped: Dave offered to post results if he can get score sheets.
  - Results already posted. 
  - Done: Michelle to contact Mel to see if he would like assistance.

* 2013-02-02 Groundhog Day (Cris & Dave, Membership Rallye, A-B/QA)
- Scoresheets: given to Steve.
- Done by Michelle: Darin to remind Dave to turn these in.

* 2013-09-07 Firefly (Darin, A-B/CM)
- Results: pending
- Scoresheets: pending

* 2013-10-05 The Raven (MM2013, CM, Ed Slintak)
- Neighborhood: Palo Alto, north of El Camino
- Compdir: Steve Hartwell
- CMs: down 
- Report: 
  - 12 cars, 11 paid, 1 rallyemaster certificate. 
  - A couple of problems. 
  - Some rallyeists said it was a little long (perhaps because of the problems and because of the long traverse to the finish). 
  - No protests; apologized for errors. 
- Results: pending
  - awaiting assistance from nick (needs help getting info off the computer). 
  - AI: Darin/Michelle to get computers to Nick. 
- Scoresheets: given to Steve. 


NEXT EVENT(S) REPORT

* 2013-11-02 The A Team Returns Again (John Kleder, early start)
- Registrar: Darin/Michelle 
- Neighborhood: Palo Alto and Mountain View between Larry's and El Camino. 
- Compdir: TBD
  - AI: Darin to talk with Abby.
  - Dean can be alternate compdir if he's there. 
- John needs assistance with this rethrow:
  - Dean (and maybe Clayton) to precheck on the roads 
    - Ed Slintak and Dave Moen think they can also precheck, but would be good to have rallyeists from other levels precheck, too. 
  - Needs someone to do Checkpoint at the start. 
  - AI: Dean to send email to TRC-Workers requesting precheckers and CP workers. 
  - John needs help with formatting; Dean will help. 
  - John needs help printing. 
    - Darin could help with printing if needed. 
    - For this rallye, print 30 regpacks and 15 extra. 
  - Clayton(?) or Steve to help with putting up and taking down CMs.
  - Dean to teach rallye school. 

* 2013-12-07 Toy Rallye 2013 (Darin, A-B, early start)
- Registrar: Ed
- Ed can also precheck. 
- Neighborhood: TBD
- Compdir: TBD
  - Dave could be alternate compdir if needed. 

* 2014-02-01 (Cris & Dave, Membership Rallye)
- Registrar: TBD
- Neighborhood: TBD
- Compdir: TBD

* 2014-07-05 TAR9 (Steve, et al)
- Registrar: TBD
- Neighborhood: TBD
- Compdir: TBD


OPEN DATES
- AI: Bill to send email to trc-rm seeking rallyemasters.

- 2014-01-04
- 2014-03-01
- 2014-04-05
- 2014-05-03
- 2014-06-07


UNFINISHED BUSINESS

* January 2014 rallye? 
- Bill has another school rallye, perhaps for January? 
  - Bill cannot be rallyemaster; would need someone else to do it. 
- This rallye is similar to Steve Watt's school rallye which Bill recently rethrew. 
- Darin is concerned that it is too soon to rethrow again. 
- We're considering canceling the January rallye due to the lack of a rallyemaster. 

* Old rallyes
- AI: Dave to see if Bill wants him to store rallyes up here where they are
  more accessible for rethrowing.
- Bill is missing a box of old rallyes. 
  - Teresa thinks she gave these to someone, but doesn't remember who. 
  - John has some of his old rallyes that he got from Cris; don't know if these are the ones that are missing (box is not labeled "box 1"). 


* 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 should we have this position rotate
    like registrar does?

* Web Site-Wiki vs Non Wiki:
- 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)
  - AI: Steve to help Darin to post his results on Google Sites. 
- AI: Darin to follow up with Steve Watt on server issue regarding uploading
  new images to the wiki.

* 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 (deadline December).

* 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
  - AI: Darin to put on wiki and solicit feedback.
  - Darin printed more of the September cards to use for the October rallye. 
- AI: Darin to update and print new eval card for November rallye.

* Wiki: description of board & bungee technique for CMs
- Need to test Clayton's design of a sleeve for the board & bungee system on
  aggregate poles.

* 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 November meeting.
  - Life members are currently nonvoting members; will need to update once membership policy is recreated. 

* 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.
  - Dean need stickers for back of clipboards. 
  - AI: Ed to acquire stickers and let Dean know their specifications (size). 
  - Then, Dean to design; Ed to print. 

* 2014 schedule
- AI: Steve to draft a "How You Can Help" brochure to hand out at the finish
  for a future rallye.


* New location (further north) for business meetings?
- Will meet at Round Table for November. 
- But continuing search for another location. 
- 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?
- Switch to Harry's Hofbrau (Redwood City)? 
  - Checked, but postponed: Dave to check Harry's availability for meeting on Thursday, October 17 or Tuesday, October 22. 
  - Dave learned that we could reserve the meeting room, but that we could be bumped if a larger group wanted to use it. 
  - Concerned that it may be too noisy in the main room, we did not try meeting here in October. 
- AI: Dave Moen and Ed to check noise level in the main rooms at Harry's on weeknights when we might want to meet.


* Close Nominations:
- President: Darin McGrew
- Vice President: Dave Moen
- Secretary: Michelle McGrew
- Treasurer: Dean Stanton
- Board Members at Large (3): Steve Hartwell, Ed Slintak, and a space for a write-in. 

* Ballot mailing:
- Mail ballots to all members and associate members after the October meeting (members must receive ballots by October 31).
  - Use envelopes to be sure they arrive intact.


NEW BUSINESS

* Par Plaques
- Approved: Nick requested purchase of more lamination pouches for par plaques.

* Michelle's concerns about condition of mailings.
- Need to find a better way to seal mailings. 

* Free TRC rallye entry for 2014 to offer as a door prize at the Fiat America banquet on January 11. 
- Approved. 
- AI: Darin to email free rallye entry to Jeff Trimble for the event. 
- Also recommend Fiat America distribute flyers about our events to those who do not receive the door prize. 

* TRC Computers
- Postponed to November meeting.

* Championship awards.
- AI: Everyone should Start thinking about what awards to give. 


ANNOUNCEMENTS:

* Adjourned at: 10:30 pm.

* Next meeting: 7:30pm, November 19, 2013 at Round Table, 4400 Stevens Creek

Respectfully submitted, 
Michelle McGrew, Secretary 

Draft: Revision of Dues Section of Operating Procedures

Section IV of the Operating Procedures currently says: 

IV. Membership
A. Dues
1. Dues shall be payable annually at the membership rallye.
2. Dues may be modified in accordance with Section III of the Bylaws
3. Dues for the club will be:
a) $25 for each regular voting member 
b) $5 for associate voting member
B. The rallye on the first Saturday of February is typically designated as the membership rallye.
C. Memberships expire on the last day of the month during which the membership rallye is held.

Propose rewording of section IV A 3: 

3. Dues for the club will be:
a) $25 for each regular voting member who joins at the membership rallye or any time thereafter until three (3) rallyes before the end of the calendar year, not including charity events such as the Toy Rallye
b) $20 for each regular voting member who joins three (3) rallyes before the end of the calendar year, not including charity events such as the Toy Rallye, or any time thereafter until the next membership rallye
c) $5 for associate voting member