2014-07-23 TRC Business Meeting Minutes Called to order at: 8:10 pm. Members present: Darin McGrew, Dave Moen, Michelle McGrew, Ed Slintak, Mel Nicholson, Steve Hartwell. Agenda for current meeting: Approved as amended. Minutes from June meeting: Approved. 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: - Some reminders sent (to sort out Round Table discount, to get mailing out, and to get upcoming rallye flyers ready to distribute at July's rallye); other issues still need attention (including reminders to sort out 2013 treasurer reports, etc). * Treasurer: - 24 cars and 54 waiver signatures for July's rallye. - Cash box was $32 light after rallye, charged as "miscellaneous" expense. - AI: Michelle to talk to Dean about a possible reason for the discrepancy. - $75 of bake sale proceeds. - Rallye was quite profitable. - YTD income and net are far better than budget! - 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: - Check sent to K&K for August rallye, certificate received. * Membership (Steve Hartwell): - Steve H. sent Darin a list of addresses for the mailing, but 11 cards returned. - Done: Darin/Michelle to give bounced cards to Steve H. so database can be updated. - Several people joined TRC at July's rallye. - One of the people who joined wasn't sure if he had already joined; if already joined, need to return $5. - This is an example of why it would be helpful for the registrars to have a list of current members. - There is now a list of members which is up-to-date through end of June (except for any info not yet turned in), but list needs to be printed. - AI: Steve H. to update database and membership list in time for August rallye. - AI: Print membership list for August rallye registrars. - Steve H. put a spread sheet on Google Docs containing everyone in database. - We can make amendments as needed; he'll be able to see the changes made and can update the database accordingly. - Done: Steve H. to update the database with info from Membership Rallye. * Publicity (Mel): - AI: Dean to print the updated First Timer cards. - AI: Mel to email TRC-Business better wording to describe gimmick rallyes. - Done: Mel to revise the "How You Can Help" brochure to hand out at the finish for a future rallye. - As part of August rallye, Mel will have the registrars hand out a "How You Can Help" cover sheet with his regpack for participants to fill out and exchange for their score sheet. Registrars will point this out to rallyists. * 2013 Championship - Results (and awards) were not ready for July. - AI: Darin to contact Nick to discuss design for par plaque championship awards; use standard size par plaque. - AI: Darin to update Championship results. - 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. * Web Site - AI: Dean to check with Steve W. to see if he has the access he needs to do the things he wants to do as part of the migration to the new site. PAST EVENT(S) REPORT * 2013-11-02 The A Team Returns Again (John Kleder, early start) - AI: Steve H. to email results to participants. * 2014-02-01 The Road to Sochi (Cris & Dave G., AB/QA Membership Rallye) - Score sheets: pending. - AI: Michelle to continue to follow up on this with Dave/Cris. * 2014-03-01 The Dog Run (Mel, AB, includes unmanned CPs) - Scoresheets: Pending. - AI: Mel to check to see if he already turned these in. * 2014-04-05 Life Is Full of Detours (Dave M., 3 pm start, CM) - Results: Emailed, but need to be posted. - AI: Dave resending results so Ric can post these. * 2014-06-07 Stuck in the 60's (Don Bess, 3 pm start, CM) - Results: posted. - Scoresheets: pending. - CMs: down - AI: Michelle to request a report and to arrange to get score sheets. * 2014-07-05 TAR9 (Steve H., Cris, John, 4 pm start, 9 pm finish) - CMs are down. - Results: pending - Scoresheets: pending - One stapler on marker parker is missing staple pressure pin; Cris offered to replace the stapler if given approval. - Dave M. has a hammer tacker we can have to fix this. - AI: Michelle to remind Dave M. to bring a hammer tacker. - Darin/Michelle put sign up at Larry's to direct people to the start at the park. - Report and discussion: - Well attended: 24 cars. - Overall, location worked well. However, at least one car did go to Larry's first, so it was good we posted a sign. And another car commented they had trouble finding the start location at the park, but they did find us. - Walking leg was completely new. Many were skeptical, but they enjoyed it. - Could consider walking legs for future July rallyes. - Six or seven got a perfect score on this leg. Some experts didn't do well; some novices got perfect scores. - Some liked the walk, some liked the logic puzzle. - Room for experimenting with new ideas. - Recommend using these neighborhoods again. - Had some errors, including unintended typos, so unfortunately Steve had to give away a gimmick to one of the rallyists. NEXT EVENT(S) REPORT * 2014-08-02 The Game Rallye (Mel, game style) - Registrar: Darin/Michelle - Neighborhood: Cuesta Park area. - Compdir: TBD - AI: Darin to check with Abby. - Dave M. to precheck. - Rallye is ready unless precheckers find problems. - Dropped: Michelle to remind Mel to publicize his August rallye on Facebook. - From Ric's email: "Mel has joined the Facebook event, so he is a host and can edit the event details if desired." - AI: Darin to resend the flyer for this event to Ric so he can post it on the TRC website. * 2014-09-06 Neighbors (Ed) - Registrar: Darin/Michelle - Neighborhood: in Sunnyvale, west of Lawrence. - Compdir: TBD - AI: Darin to contact Abby. - Needs a checkpoint worker. - Could be helpful if someone could do rallye school. - From Ric's email: "Will create the Facebook event after 8/2." - AI: Darin to resend the flyer for this event to Ric so he can post it on the TRC website. * 2014-12-06 Toy Rallye 2014 (Darin) - Registrar: Dave? - Neighborhood: TBD - Compdir: TBD - From Ric's email: "Will create the Facebook event in November." - AI: Darin to create flyer. 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. - AI: Darin to send follow up email to attendees of his rallyemaster school. Ask if someone can do a rallye for an open date; Mel is available to mentor and has a rallye that could be rethrown. - 2014-10-04 - 2014-11-01 UNFINISHED BUSINESS * Revision of Dues Section of Operating Procedures - AI: Darin to produce Draft Operating Procedures, to keep membership fee at $25 (since $20 is less than the current entry fee) - Need to vote on this at the August meeting! * Old rallyes - AI: Dave M. to call Bill to see if he wants him to store rallyes up here where they are more accessible for rethrowing. * Migration to Google Sites - AI: Everyone to look at the migration plan that Dean posted on the old wiki page. - AI: Darin/Michelle to Resend the link again. - Requesting volunteers to help with the migration process. - AI: Michelle to send email to Darin, Dean, Steve H., Steve W., Mel, and Ric to get the process started. - Some time ago, Ric created TRC-Web@ to discuss migration issues, web site issues, etc. Currently subscribed: Darin, Dave G., Bill, Mel, Nick, Dean, Steve H., Steve W., Ric, et al. - Sites produces HTML with Google imports/widgets. How do we import raw wiki or raw HTML? - From Ric's email: "Still looking for any suggestion of tools to help with this. Please post on TRC-Web@therallyeclub.org" * Tax ID - AI: Darin to send new officer list to the state. - AI: Ric to work on getting TRC its 501(c)7 tax ID. - AI: Darin to transfer information to Ric so he can do this. * Tax Return for 2013: - We need a plan for how we will determine our 2013 income. B of A does not provide free online access to statements that are that old. Dean doesn't think he has a complete set of statements or check carbons for what we spent in 2013. Any ideas, 2013 treasurer? - Plan: If Ed cannot find the paperwork, Dean will follow up with B of A to get copies. - Update from Dean's email: "I mailed Ed all the info I have, which is pretty good. We're now missing info on just one check, #1660! Without that check, our 2013 income was $2233." Was this check a $154 insurance check? - From Michelle: If this was an insurance check, was this the check we voided/rewrote because Cris didn't think he received it? * Feedback form - Done: Darin to contact Ric regarding feedback form - Renamed this as "we miss you" and put on main page - Done: Ric to implement 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 as needed. * Board & Bungee Technique for CMs and other tips: - AI: Clayton to continue prototyping sleeve design (board & bungee) for aggregate poles. - Cris says that Scotch tape works well for putting up CMs. * 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 August meeting. - Life members are currently nonvoting members; will need to update once membership policy is recreated. - Dean found some notes on this; Dean and Darin to coordinate. * Simplify Registrar Duties - AI: Steve H. to update the Wiki page with registrar instruction priorities. * Survey: - AI: Steve H. to email summary of results. - AI: Steve H. to bring in survey forms when he finishes summary so others can read them. * Draft Gimmick Rallye Rules - AI: Darin to update rallye rules to reflect approved drafted wording * Registration - AI: Steve H. to produce list of members for August rallye registrar. - A list is available on Google Sites, but needs to be printed. * Printing Policy - AI: Darin to add summary to wiki allowing but not requiring duplex for extra packets. * Rallye Club Discount at Round Table - Done: Dave M. to contact Butch/appropriate manager to verify discount and to be sure all managers know about the arrangement. - From Dave M.'s email: "Every time we make a reservation, we need to mention it is for The Rallye Club. I know most of us always do. The manager at SJ is Eric and he is well aware of our long standing patronage at his location, as is Butch the old manager who is now the reservations manager. All managers and assistant managers at that location should know we get a discount. He's talked to Butch the reservations coordinator and every time TRC makes a reservation the 10% discount is in the system automatically. The trouble is some employees may not know and to bring it up on a screen a telephone number has to be in the database. So if you're denied on Saturday, be sure to ask for a manager. As soon as a RM arrives, he should check in with the manager or assistant manager and mention the discount and mention that Eric knows of it. The problem is sometimes the RM is by himself and he doesn't want to leave equipment, i.e. the club laptops, sitting unattended at the table. The next problem is the managerial turnover is high at these sort of businesses. A call by the RM the day of the rallye is always a good idea just to make sure the manager on duty gets a reminder of the discount before we all start arriving. Calling between 11 & 1 is not a good idea because no one has time to write anything down as they are swamped." - Remember to add "don't forget to ask for your 10 percent discount" when we finish at Round Table. - AI: Darin to put these items in the rallyemaster wiki guide. * Boardwalk closed - AI: Dean to remove Boardwalk references from the Wiki. * Gimmick Rallye Guides: 1 left - Think about what improvements should be made before our next printing: New web site? Revise text? - We will print more after we resolve website links. * Facebook Policy: - Done: Michelle contacted Ric regarding FB policies and his concerns. - Done: Darin reinstated Ric's access to Facebook after Michelle's conversation with Ric. - How many admins should we have on FB? Who should they be? Currently: Darin, Dean, Trevor, Teresa, Nick, Ed, Ric, Mel, Steve H. - Admins to remove: Teresa and Nick (not been rallying lately), and Ed and Steve H. (at their request). - AI: Michelle to ask Dean and Trevor if they wish to be removed from admin list. - This would leave three admins: Darin, Ric, and Mel. - Suggestion: not have the only one with access to event be moderator; include RM at least - From Ric's email: "What I'm now doing when I create events on Facebook is to add the Rallyemaster(s) as a host (requires that I friend them if not already done). Then, when the Rallyemaster(s) join the event, they can make changes to any details of the event itself. I suggest we adopt this as standard practice." - Suggestion: If you are editing someone's stuff, then you should let them know and discuss it with them respectfully. - Add the following policy to those we discussed last month: "Deleting someone's access as part of a disagreement is also unacceptable." - From Ric's email: "Rather than detail these policies in meeting agenda/minutes, does it make sense to develop a Facebook policy/procedures guide? Is someone willing to take this on?" - AI: Ric to write the first draft. * Mailing sent: - Done: Postcards included updated details for July's rallye and announcements for August and September rallyes. * Flyers prepared for upcoming rallyes. - Done: Darin printed flyers for August and September rallyes to have at the start of July and August rallyes. NEW BUSINESS * Restart announcements for upcoming rallyes on TRC-Events list? - Tabled. ANNOUNCEMENTS: * Adjourned at: 10:15 pm. * Next meeting: 7:30pm, August 19, 2014 at Harry's Hofbrau, 1909 El Camino Real, Redwood City. Respectfully submitted, Michelle McGrew, Secretary