2013-12-17 TRC Business Meeting Minutes [amended]


Called to order at: 7:45 pm.

Members present: Darin McGrew, Dave Moen, Michelle McGrew, Ed Slintak, Dean Stanton, Abby Grossman, Clayton Castle, Mel Nicholson (remote).

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 November meeting:  Approved as amended 


OFFICERS' REPORTS

* President:
- No report.

* Vice President:
- No report.

* Secretary:
- No report.

* Treasurer:
- Received $95 (3 entry fees and a $20 EHC LifeBuilders donation) that were donated to EHC LifeBuilders plus less than $10 for extra reg packs.
- Done: Prepare proposed budget to present at the December meeting (we vote on it at the January 2014 meeting). 
- AI: Ed to update proposed budget to present at the January annual meeting for approval. 
- 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, October, and November to TRC-Business.
- AI: Ed to email treasurer's reports to Michelle for inclusion in the minutes.
- Dropped: 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:
- From Cris's email: "I believe the annual payment will be due in January for 2014 (moved 
from July), we we'll probably have that expense in January/February."

* Membership:
- AI: Steve to update the database with info from score sheets received from rallyes in 
  September, October, and November in time for the next mailing. 
- AI: Steve to confirm that he received the scanned score sheets from Ed.

* Publicity
- Steve and Darin continue to post to Facebook. 

* Championship
- Championship results need to be updated.
  - Bill needs September, October, November, and December's results. 
  - AI: Darin to check with Bill to see if he needs help updating the results. 
- AI: Darin to revise Championship Rules so we can approve them at the
  January meeting (describe "general" and "rookie" classes better, better
  define "worker", explain how one becomes "championship subscriber", clarify
  cancellation policy).

* Webmaster
- done: update]: 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: Darin to look at list on new website. 
- AI: Ric to post list of appointed positions.


PAST EVENT(S) REPORT

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

* 2013-11-02 The A Team Returns Again (John Kleder, early start)
- Results: Pending
- AI: Steve to prepare, email, and post results. 

* 2013-12-07 Toy Rallye 2013 (Darin, A-B, early start)
- Registrar: Ed
- Neighborhood: Santa Clara
- Compdir: Abby
  - Done: Darin to talk with Abby.
- Report 
  - 16 cars, including 3 first-timer cars.
  - 22 toys and a check for $95 delivered to EHC Lifebuilders ($95 was 3 entrance fees and a $20 donation).


NEXT EVENT(S) REPORT

* 2014-02-01 TBD (Cris & Dave G., Membership Rallye)
- Need flyer. 
- AI: Michelle to send email for an update. 
- Registrar: TBD
- Neighborhood: TBD
- Compdir: TBD

- 2014-03-01 Bone Chaser (Mel)
- Dog theme.
- Finish at Stevens Creek Round Table 
- last leg near the Round Table and still deciding for earlier legs. 

* 2014-04-05 TBD (Dave M.)

* 2014-06-07 Stuck in the 60's (Don Bess, CM)
- Don requests help from the club with the following: 
  - Putting up CMs
  - Taking Down CMs
  - CP workers (at Start and 2 on route)
  - Someone to put on the Rallye School
  - Precheckers

* 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 Darin 
- 2014-08-02
- 2014-09-06
- 2014-10-04
- 2014-11-01
- 2014-12-06


UNFINISHED BUSINESS

* Election 
- Done: 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
- 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
- Abby expects to be available more this coming year, but it would be good to have back up people when she's not able to. 
- Need to make sure people don't get lost. 
- 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: 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.
- Done: Darin to post prelims etc to the new site and to send to Ric to post. 
- 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
- Done: Darin to follow up with Ed and Mel on trc-rm
  - Steve helped Ed sign up.
  - Mel signed himself up. 

* 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, November,
    and December rallyes. 
- AI: Darin to update and print new eval card for the February 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 January 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.
  - Done: Ed to print new stickers for back of clipboards. 

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

* Redwood City location (Harry's Hofbrau) for business meetings
- Meet here again in January.
- AI: Dave and Dean to work on figuring out how to improve our ability to hear Mel when he is attending remotely. 
- AI: Darin to be sure we do not have a reservation at Round Table for January. 
- Done: Darin to cancel our December Round Table meeting room reservation. 
- AI: Bill to post new meeting site on TRC-Events.
- AI: Michelle to have Ric post on website.
- AI: Steve to post on Facebook.
- Done: Darin to let John Kleder know about meeting location change.

* 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.
- Would they want to provide checkpoint workers for a rallye? 

* Championship awards.
- AI: Dave to price items: mugs "TRC Gimmick Rallye Championship 2013 Award",
    plaques, oversized par plaques, etc.
- AI: Darin to work with Bill to find out where the breaks are in Championship standings
  for awards (need info ASAP). 


NEW BUSINESS

* Proposed Budget
- Ed distributed copies of proposed budget. 
- Ed reduced estimated number of cars per month, though still have it higher than it should be. 
- Survey: Find out participants' opinions on Raising rates from $15/$20 to $20/$25. 
- But prefer to increase attendance. 
- Looking into reducing mailing costs. 
- Without making some changes, we will continue to lose $600 to $700 a year. 

* Survey: 
- AI: Dave to prepare survey asking opinions regarding entry fee increase, start times (change with season, daylight savings time, year round), where else might we finish, etc. 

* Online conferencing of TRC business meetings
- Done: 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.
- Approved as amended: Amend section G to from "without expense" to "without expense to the club" 
  - Mel abstained.
  - Update these sections as we gain more experience. 

* Reducing Costs and/or Increasing Revenue
- Considering raising entry fee (see above). 
- Looking into reducing mailing costs (see below).

* Reimbursement Rate for Envelopes
- Done: Darin to update wiki with envelope rate.  

* Next Mailing and Postage 
- Postcards if we can make it work. 
- AI: After Christmas or New Year's, Michelle to send out reminder for us to experiment with new format. 
- Have email discussion to decide how to do mailing. 
- Postcards would save us half the cost of current format. 
- Need to make decisions in time for rallyemasters to get info/flyers to us for mailing in time to prep at January meeting. 
- Postcards could be in black and white, but provide link for color flyer. 


ANNOUNCEMENTS:

* Adjourned at: 10:15 pm. 

* Next meeting: 7:30pm, January 21, 2013 at:
  Harry's Hofbrau, 1909 El Camino Real, Redwood City. 

Respectfully submitted, 
Michelle McGrew, Secretary