2014-08-19 TRC Business Meeting Minutes Called to order at: 7:37 pm. Members present: Darin McGrew, Dave Moen, Michelle McGrew, Dean Stanton, Ed Slintak, Mel Nicholson, Steve Hartwell. Visitors: Ric Goldman. Agenda for current meeting: Approved as amended. Minutes from previous 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: - Sent various reminders to both TRC-Business and to individuals. * Treasurer: - 21 cars (20 paid, 1 free rallye) and 47 waiver signatures for August's Game Rallye. - Budget predicted we'd be in the black by now, but we're far better than budget, especially due to missing August expenses. - September awards just ordered (probably today). - No request for August rallye printing reimbursement. - 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 not yet received. * Membership (Steve Hartwell): - AI: Steve H. to update database and membership list in time for the September rallye. - AI: Steve H. to Print membership list for September rallye registrars or let Darin know where to find it. * Publicity (Mel): - AI: Mel to announce September rallye on Zvents. - AI: Dean to print the updated First Timer cards. - AI: Mel to email TRC-Business better wording to describe gimmick rallyes. * 2013 Championship - Results (and awards) were not ready for August. - 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 - Done: 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. - Migrate in such a way that no links are broken. PAST EVENT(S) REPORT * 2013-11-02 The A Team Returns Again (John Kleder, early start) - AI: Steve H. to get score sheets to Dave M. - AI: Dave M. to email results to participants once he receives the score sheets. * 2014-02-01 The Road to Sochi (Cris & Dave G., AB/QA Membership Rallye) - Score sheets: received via email (scanned copy). - Done: Michelle to continue to follow up on this with Dave/Cris. * 2014-03-01 The Dog Run (Mel, AB, includes unmanned CPs) - Scoresheets: Pending. - Done: Mel verified that he still has them; they were not turned in yet. * 2014-04-05 Life Is Full of Detours (Dave M., 3 pm start, CM) - Results: Emailed, but need to be posted. - Done: Dave resending results so Ric can post these. - AI: Ric to post results. * 2014-06-07 Stuck in the 60's (Don Bess, 3 pm start, CM) - Scoresheets: pending. - Done: Michelle to follow up on her request for a report and arrangements to get score sheets. - Michelle sent email; Don will get things to us soon; he's in the process of moving. * 2014-07-05 TAR9 (Steve H., Cris, John, 4 pm start, 9 pm finish) - Results: pending - Scoresheets: pending * 2014-08-02 The Game Rallye (Mel, game style) - Rallye Report: - 21 cars. - Rallye went well. - Huge senior class; promoted top senior to next class. - Good influx of beginners. - All but 1 car liked the new formats; people especially liked the Battleship leg. - Results: pending. - Score sheets: pending. - AI: Mel to finish compiling findings from the "How You Can Help" cover sheet. - Compdir: Darin. - Done: Darin to resend the flyer for this event to Ric so he can post it on the TRC website. NEXT EVENT(S) REPORT * 2014-09-06 Neighbors (Ed) - Registrar: Darin/Michelle - Neighborhood: in Sunnyvale, west of Lawrence. - Compdir: Abby - Checkpoint worker: Abby. - Needs precheckers. - Could be helpful if someone could do rallye school. - Awards ordered. - Done: 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 M.? - Neighborhood: TBD - Compdir: TBD - AI: Darin to create flyer in time to distribute at September rallye. 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 Canceled - 2014-11-01 Dave or Mel? UNFINISHED BUSINESS * Revision of Dues Section of Operating Procedures - Done by Michelle: Darin to produce Draft Operating Procedures, to keep membership fee at $25 (since $20 is less than the current entry fee) - Draft of new language: See end of Minutes for proposed rewording. - Done: Vote on this at the August meeting! - Approved: Option 3. - AI: Someone needs to update the Dues section of the Operating Procedures to reflect this change. * Old rallyes - AI: Dave M. to try again to contact 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. - Done: Darin/Michelle to Resend the link again. - Requesting volunteers to help with the migration process. - Done: Michelle to send email to Darin, Dean, Steve H., Steve W., Mel, and Ric to get the process started. - AI: Those with expertees should look for an automation tool to transfer data from old to new site. Otherwise, we will need to migrate everything manually. - Had a lengthy discussion as to when it would be appropriate to switch from the old to the new site. * 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? - Doesn't look like it's this check. - Darin to file using the amount of $2387 ($2233+154). * Eval Cards - Update questions - AI: Darin to put new eval cards on wiki and solicit feedback. - AI: Darin to print more eval cards for the September rallye. * Board & Bungee Technique for CMs: - Clayton to continue prototyping sleeve design (board & bungee) for aggregate poles. - Dropping this item from the agenda until he has something to report. - AI: Michelle to let Clayton know to tell us when he has an update. * 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 - Dropped: Steve H. to update the Wiki page with registrar instruction priorities. * Survey: - Dropped: Steve H. to email summary of results. - AI: Steve H. to get surveys to Dave M. * Draft Gimmick Rallye Rules - AI: Darin to update rallye rules to reflect approved drafted wording * Printing Policy - AI: Darin to add summary to wiki allowing but not requiring duplex for extra packets. * Rallye Club Discount at Round Table - Done by Dean: Darin to put these items in the rallyemaster wiki guide: - 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. * Boardwalk closed - Done: 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 (mentions wiki)? Revise text? - AI: Dean to update definition of "traverse": no gimmicks on these if in an SI... - Pull references to wiki. - Update the definition of "turkey route": The way you would most likely go if you miss gimmicks. - We will print more once items are updated. * Facebook Policy: - AI: Darin to remove the following admins: Teresa, Nick, Ed, Steve H. - AI: Michelle to ask Dean and Trevor if they wish to be removed from admin list. - Michelle asked Dean; awaiting response. Need contact info for Trevor. - This would leave three admins: Darin, Ric, and Mel. - AI: Ric to draft a Facebook policy/procedures guide (based on June and July minutes). * Equipment - Done: Michelle to remind Dave M. to bring a hammer tacker. - AI: Dave to get hammer tacker from Keith. NEW BUSINESS * Restart announcements for upcoming rallyes on TRC-Events list? - AI: Michelle to begin sending these out. - AI: Michelle to sort out permissions from Steve W. ANNOUNCEMENTS: * Adjourned at: 9:48 pm. * Next meeting: 7:30pm, September 16, 2014 at: Harry's Hofbrau, 1909 El Camino Real, Redwood City. Respectfully submitted, Michelle McGrew, Secretary Draft: Revision of Dues Section of Operating Procedures Section IV of the Operating Procedures as approved at our November 2013 meeting 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 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. 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. We propose to revise section IV.A.3 using the wording from one of the 3 options below. Option 1 - Keeps the exact wording as is used now except for updating the cost listed in part b: 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) $25 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. Option 2 - A blend of the current wording and the old wording: 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 the month of the next membership rallye. b) $5 for each associate voting member. Option 3 - Wording used before November 2013: 3. Dues for the club will be: a) $25 for each regular voting member b) $5 for each associate voting member