2014-02-18 TRC Business Meeting Minutes (amended) Called to order at: 7:52 pm. Members present: Darin McGrew, Dave Moen, Michelle McGrew, Dean Stanton, Steve Hartwell, Mel Nicholson. Agenda for current meeting: Approved as amended. Minutes from previous meeting: Approved as amended Minutes from earlier meetings: * June 2013: Approved as amended, pending handout from treasurer - AI: Ed to email handout to Michelle. * February 2013: Approved as amended, pending treasurer's report - AI: Ed to email the report to Michelle. OFFICERS' REPORTS * President: - No report. * Vice President: - No report. * Secretary: - Reminded Darin, Cris, Ed about things they needed to do. * Treasurer: - 23 cars for February's "The Road to Sochi" rallye, with 24 full members and 10 associate members (more members than budgeted). - YTD income $160 ahead of budget, similar to 2012 and better than 2013. - Various corrections to the budget bring the projected loss for 2014 down to about $600 (from almost $850). (Additional suggestions could bring the projected loss down to about $250.) - Annual insurance fee and 2013 Championship costs are still outstanding. - Requests for reimbursement should be submitted considerably before the business meeting, no later than 5 PM on the Friday prior. - AI: Dean to update signature card. - Names on card: Dean, Darin, Dave M., Mel, Cris. - Cris signed signature card and returned it to Dean. - Others signed card at meeting. - AI: Ed to email treasurer's reports for February, March, April, May, June, July, August, September, October, November, and December 2013 to TRC-Business. - AI: Ed to email treasurer's reports to Michelle for inclusion in the minutes. - AI: Ed to let Membership Chair know the number of paid memberships and associates for 2013. - AI: Ed to report the member vs nonmember percentage of income for 2013. COMMITTEE REPORTS * Insurance: - March insurance is paid and the certificate is in hand. - Annual insurance fee of $4.40 per "active member" is due. - Base payment on active members at the end of 2013. * Membership (Steve Hartwell): - AI: Steve to update the database with info from Membership Rallye in time for the next mailing. - AI: Darin to email bounced card info to Steve H. to be sure these are updated, too. * Publicity (Mel): - Cris sent Dean artwork for membership or First Timer cards. - AI: Dean to update these cards. - AI: Mel to draft a "How You Can Help" brochure to hand out at the finish for a future rallye. - Done: Steve H. transferring Facebook posting to Mel. - Done: Darin to make Mel an admin for Facebook account. - Done: Dean to post to Z-events to announce February, March, and April rallyes. * 2013 Championship - Results (and awards) were not ready for February - AI: Darin to contact Nick to discuss design for par plaque championship awards; use standard size par plaque. - Championship results need to be updated. - AI: Darin to update. - Drop: Bill needs September, October, November, and December's results. - Done: Darin to check with Bill to see if he needs help updating the results. - Drop if no 2014 championship: - AI: Darin to revise Championship Rules so we can approve them at the March meeting (describe "general" and "rookie" classes better, better define "worker", explain how one becomes "championship subscriber", clarify cancellation policy). - AI: Darin to figure out where the breaks are in Championship standings for awards (need info ASAP). - AI: Darin to post without names to TRC-Business so we can see where break is. * Webmaster - Done by Dean: Steve H. to put "map to start" on home page of new website. - 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 * 2013-11-02 The A Team Returns Again (John Kleder, early start) - AI: Steve to email results to participants. - Done: Darin emailed results to Ric. * 2013-12-07 Toy Rallye 2013 (Darin, A-B, early start) - Results: posted, emailed - Score Sheets: pending - Done: Darin to send Steve addresses for mailing. * 2014-02-01 The Road to Sochi (Cris & Dave G., AB/QA Membership Rallye) - 23 cars, 8 protests (5 denied, 1 granted to all, 2 granted to single car) - was more difficult than intended (top score of 940, several cars finished late), and some street signs were hard to see, but most enjoyed it. - some problems in the "curved arrow" section, including an incorrect RI part (easily updated for those who called RM) - Results: posted to website. - Email addresses not collected, so will not be emailed. - Score sheets: pending. NEXT EVENT(S) REPORT * 2014-03-01 The Dog Run (Mel, AB, includes unmanned CPs) - Precheckers: Darin/Michelle plus others. - Registrar: Darin (Steve H. as backup). - Neighborhood: Stevens Creek Blvd area. - Finish at Round Table; room booked. - Compdir: Darin * 2014-04-05 Life Is Full of Detours (Dave M., CM) - Registrar: Mel - Neighborhood: Charleston Park area. - Finish: Round Table; Dave M. will book room. - Compdir: TBD * 2014-05-03 Mayday! (Darin, AB) - Registrar: TBD - Neighborhood: TBD - Compdir: TBD * 2014-06-07 Stuck in the 60's (Don Bess, CM) - Don requests help from the club with the following: - Putting up CMs: Steve H. - Taking Down CMs: Clayton and ??? - CP workers (at Start and 2 on route): Mel (1 CP) and Steve H. - Someone to put on the Rallye School: Mel - Precheckers: Mel, ??? - AI: Michelle to let Don know to post to the worker list for additional help and to discuss the number of CPs. - Registrar: Darin/Michelle - Neighborhood: TBD - Compdir: TBD * 2014-07-05 TAR9 (Steve H., Cris Wendt, John, et al.) - Dave M. to precheck. - Registrar: Darin/Michelle - Neighborhood: TBD - Compdir: TBD - May wish to start the rallye at the park. - AI: Steve to determine which park we are starting at if we are doing this. - AI: Steve H. to look into the possibility of holding a bake sale at the rallye. - If so, perhaps a discount for rallye for those who bring items to sell? 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, and ask for volunteer to write leg of TAR9. - 2014-08-02 - 2014-09-06 - 2014-10-04 - 2014-11-01 - 2014-12-06 UNFINISHED BUSINESS * Revision of Dues Section of Operating Procedures - AI: Darin to update Operating Procedures * Old rallyes - AI: Dave M. to see if Bill wants him to store rallyes up here where they are more accessible for rethrowing. * Web Site-Wiki vs Non Wiki: - AI: Steve H. to create wiki page to work out migration plan. - AI: Steve H. to schedule meeting with migration team. - Done: Steve H. to give Darin, Dean, Mel, Steve W., and Ric admin access to the new site. - Verify that the change took effect for Steve W. * Tax ID - AI: Darin to send new officer list to the state. - AI: Darin to identify next step for 501(c)7. - AI: Ed to provide 2013 annual report (or, at least, 2013 total revenue) - AI: Darin to file TRC tax forms for 2013. * 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 - AI: Darin to put new eval cards on wiki and solicit feedback. - AI: Darin to print more eval cards. * Board & Bungee Technique for CMs - AI: Clayton to test sleeve design (board & bungee) 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 March meeting. - Life members are currently nonvoting members; will need to update once membership policy is recreated. * Simplify Registrar Duties - AI: Steve H. to update the Wiki page with registrar instruction priorities. * Redwood City location (Harry's Hofbrau) for business meetings - Done: Dave M. to arrange with manager to reserve tables. - AI: Mel to post to Facebook that we are meeting here. - AI: Bill/Michelle to post new meeting site on TRC-Events. - AI: Michelle to have Ric post on website. * Survey: - Done: Steve H. (for Dave M.) handed out survey at February rallye. - AI: Steve H. to email summary of results. * Motion to increase rates: $20 for TRC members, $25 for nonmembers - approved - New rates begin with April rallye - No longer charge for extra packets. - Announce in email, on web site, Facebook, etc., and after March rallye. * Reducing Costs and/or Increasing Revenue - Approved tonight: Considering raising entry fee from $20/15 to $25/20 - Done: Considering reducing mailing costs by using postcards * January Mailing - Postcards drafted, amended, printed, mailed - Used mailing list from September mailing, plus new addresses from December. - One person seemed to think rallyes are now free because postcards did not mention a fee. - There are no "forever" stamps for postcard postage, so we'll pay as we go. NEW BUSINESS * 2014 Championship? * Confirm update of printing reimbursement rates: - Approved the following: - $0.06 per sheet (simplex on own paper) - was $0.05 - $0.05 per sheet (simplex on TRC stock) - was $0.045 - $0.10 per sheet (duplex on own paper) - was $0.09 - $0.09 per sheet (duplex on TRC stock) - was $0.085 - $0.07 per 5 envelopes (or fraction thereof) - $0.11 per sheet (simplex card stock CMs, $0.06 + $0.05) - $0.16 per sheet (duplex card stock postcards, $0.06 + $0.10) - $0.30 per sheet (simplex on own labels, $0.25 + $0.05) - was $0.295 * Old rallye materials (reg packs and critiques) - Shall we stop carrying around old registration packs and critiques? - We'll sell copies on day of the rallye and will hold copies for anyone who requests a paper copy before the rallye. * Gimmick Rallye Rules - Under score sheets and scoring, says passenger names, but also need to add passenger club affiliation. - Update rules to express our new announcement conventions: - Provide artwork for postcard mailing. - For postcards: Need small graphic (will be printed in black and white), title, type, and time. - Provide the new web site's announcement page or the info it contains? - For website: need small and large graphic (in color), title, type, and time. - Are flyers mandated? - For now, we'll provide flyers and postcards at the start. * Mark Goldman's request - Mark Goldman requested help with a birthday party rallye. - Darin and Mel sent email requesting more info. * Next mailing: - Need to send out next mailing in April. - Include May, June, and July rallyes and bake sale announcement if this is happening. * Handing out "welcome to beginner class" cards: - Mel will hand these out at 9 pm for his rallye. ANNOUNCEMENTS: * Adjourned at: 10:30 pm. * Next meeting: 7:30pm, March 18, 2014 at Harry's Hofbrau, 1909 El Camino Real, Redwood City. Respectfully submitted, Michelle McGrew, Secretary