2013-11-19 TRC Business Meeting Minutes [amended] Called to order at: 7:40 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 October meeting: Approved as amended OFFICERS' REPORTS * President: - No report. * Vice President: - No report. * Secretary: - Sent reminders to Darin, Dave M., Ed, Steve H., Dean. - Emailed Minutes to Ric along with some corrections for the website: - To correct November rallye's name. - To indicate that these meetings are business meetings (not just Board meetings). - And that the link for the June 2013 Minutes points to Minutes for a meeting in 2002. * Treasurer: - No report. - AI: Prepare proposed budget to present at the December meeting (we vote on it at the January 2014 meeting). - 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: - December insurance mailed - Annual payment expected due January 2014 - Done: Ed to resend reimbursement check, includes September through December (4 months). * Membership: - Done: Michelle to update draft language with input from Dean and Darin. - Done: Michelle to notify members/associates that we'll be voting on this at November's meeting - Done: Steve to update the database so the ballots can be mailed to all members and associate members after the October meeting. - AI: Steve to update the database with info from score sheets received from September's, October's, and November's rallyes in time for next mailing. - AI: Ed to get the box of score sheets to Steve. - Ed scanned and emailed them. - AI: Steve to confirm that he received the scanned score sheets. * Publicity - Dropped as it doesn't seem to be their type of event: 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 sent out 3. * Championship - Championship results need to be updated. - Bill needs September, October, and November's results; will then update. - AI: Darin to check with Bill again for a status report on the championship results. - AI: Darin to revise Championship Rules so we can approve them at the December meeting (describe "general" and "rookie" classes better, better define "worker", explain how one becomes "championship subscriber", clarify cancellation policy). * Webmaster - Done: Michelle emailed Ric final versions of minutes to be posted. - Ric also posted October's amended Minutes early, but there was no identifier saying that they were still to be voted on. - Drafts of Minutes: not required to post these. Don't want to post Minutes that haven't been reviewed. Once reviewed, could post that month's Minutes provided they have a note saying they will be voted on at the next meeting. I've asked Ric about doing this. - For new version of website, suggest having a members only section and a public section; could post minutes to be approved on the members-only section. - AI: Ric to correct the following on the TRC website: - Correct November rallye's name. - Indicate that these meetings are business meetings (not just Board meetings). - Post the correct Minutes for June' 2013 (this link currently points to Minutes for a meeting in 2002. - Post Minutes for September, 2013. - AI: Darin to email list of appointed positions to Ric for posting on TRC website. - AI: Ric to post list of appointed positions. - Dropped as we are starting the migration as time allows: Steve to organize another teleconference to discuss the use of Google Sites, etc. PAST EVENT(S) REPORT * 2013-09-07 Firefly (Darin, A-B/CM) - Results: emailed, but not posted. - Scoresheets: Given to Steve. * 2013-10-05 The Raven (MM2013, CM, Ed Slintak) - Results: Posted - Done: Darin/Michelle to get computers to Nick. * 2013-11-02 The A Team Returns Again (John Kleder, early start) - Registrar: Dave - Compdir: Darin - Results: Pending - AI: Steve to prepare, email, and post. - CMs: Down - Scoresheets: given to Steve. - Report: - 16 cars, 1 first timer (around $300 income). - Well received. - Thanks to Dean for all his work. NEXT EVENT(S) REPORT * 2013-12-07 Toy Rallye 2013 (Darin, A-B, early start) - Registrar: Ed - Neighborhood: Santa Clara - Compdir: TBD - AI: Darin to talk with Abby. - Dave could be alternate compdir if needed. - Golden Gate is set up to work CPs, bringing cookies, and has paid insurance. * 2014-02-01 TBD (Cris & Dave G., Membership Rallye) - Registrar: TBD - Neighborhood: TBD - Compdir: TBD - 2014-03-01 TBD (Mel) * 2014-04-05 TBD (Dave M.) * 2014-07-05 TAR9 (Steve, John, et al.) - Registrar: TBD - Neighborhood: TBD - Compdir: TBD OPEN DATES - AI: Darin to send email to trc-rm seeking rallyemasters and asking if anyone has the box of old rallyes that Bill is missing. - 2014-01-04 Canceled - 2014-05-03 - 2014-06-07 - 2014-08-02 - 2014-09-06 - 2014-10-04 - 2014-11-01 - 2014-12-06 UNFINISHED BUSINESS * Election - 12 ballots received - President: Darin McGrew - Vice President: Dave Moen - Secretary: Michelle McGrew - Treasurer: Dean Stanton - Board Members: Steve Hartwell, Ed Slintak, and Mel Nicholson. - AI: Michelle to let Mel know he has been elected, and that we agree with the concept of him attending remotely but are working on drafting and approving the appropriate language to allow it. * Revision of Dues Section of Operating Procedures - See text of proposed revision at end of Minutes - Approved unanimously - AI: Darin to update Operating Procedures (need by February rallye). * Old rallyes - AI: Dave to see if Bill wants him to store rallyes up here where they are more accessible for rethrowing. * 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: - Done by Dean: Darin to talk with Ric to let him know we're migrating to Google Sites. - AI: Steve H will work with Steve Watt to figure out how to link from new site back to content on old website. - Goal to switch domain by January 1, 2014. - AI: Darin to post prelims etc to the new site and to send to Ric to post. - Dropped: 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 and November rallyes. - AI: Darin to update and print new eval card for December 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. - Clayton has the prototype. * 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 December 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. - Done: Ed to acquire stickers and let Dean know their specifications (size). - Done: Dean designed stickers. - Members present gave input on preferred design (6 choices), and Dean and Ed made the final decision. - AI: Ed to print new stickers. - Dean bought a lot of "low profile" clipboards for survival packs. - Approved: Dean proposes replacing the "high profile" clipboards in the start box with the "low profile" clipboards. - Advantages include: - The "low profile" clipboards fit better into the start box, though removing things we rarely use (such as index cards) could alternatively assist this goal. - The small clips of the "low profile" clipboards' cover almost none of the paper, so we needn't worry about covering a document's title. - Disadvantages include: - The large clips of the "high profile" clipboards offer a place for an identifying label. The "low profile" ones don't have much room for stickers. - We'll use the "high profile" clipboards in the survival packs. * 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? - We will try meeting at Harry's Hofbrau (1909 El Camino Real, Redwood City) for December's meeting as a test run. - November and December are their busier months, so this will be a good test of the noise level. - Harry's has wifi that we can use. - Wifi is best in banquet room, but the person Dave spoke with thinks it would still work well enough for us for now. - At some point, Harry's hopes to add a booster to improve their wifi. - Dropped: Dave Moen and Ed to check noise level in the main rooms at Harry's on weeknights when we might want to meet. - AI: Darin to cancel our December Round Table meeting room reservation. - AI: Bill to post new meeting site on trc-events. - Michelle to have Ric post on website. - Steve to post on Facebook. - Darin to let John Kleder know about meeting location change; could also post to other lists. * 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. * Championship awards. - AI: Everyone should Start thinking about what awards to give. - AI: Dave to price items: mugs "TRC Gimmick Rallye Championship 2013 Award", plaques, oversized par plaques, etc. - Check with Bill to find out where the breaks are in Championship standings for awards (need before December meeting). NEW BUSINESS * Online conferencing of TRC business meetings - AI: Dean to Draft proposed wording for operating procedures to allow for teleconferencing at meetings: - To allow board members to attend to meet quorum. - To allow members to attend as capacity allows. * TRC Computers - Nick to continue to be keeper of computers - Dean could possibly need one for treasurer duties if his computer dies. - Steve H would like to learn more about the scoring program at some point. * Reducing Costs and/or Increasing Revenue - postponed * Reimbursement Rate for Envelopes - At Costco, 500 business envelopes cost $5.99 -Reimbursement rate: Seven cents for five printed envelopes. - AI: Darin to update wiki with envelope rate. ANNOUNCEMENTS: * Adjourned at: 10:15 pm. * Next meeting: 7:30pm, December 17, 2013 at Harry's Hofbrau, 1909 El Camino Real, Redwood City. Respectfully submitted, Michelle McGrew, Secretary ---- Proposed Revision of Dues Section of Operating Procedures Section IV of the Operating Procedures currently reads: 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. The proposed revision of section IV.A.3 is: 3. Dues for the club will be: a) $25 for each regular voting member who joins in the month of the membership rallye or any time thereafter until September 1. b) $20 for each regular voting member who joins on September 1 or any time thereafter until the month of the next membership rallye. c) $5 for each associate voting member.