2014-09-16 TRC Business Meeting Minutes 

Called to order at: 7:37 pm.

Members present: Darin McGrew, Dave Moen, Michelle McGrew, Dean Stanton, Ed Slintak. 

Visitors: Abby Grossman. 

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
- Dropped: Ed to email handout to Michelle.
- Since Ed can no longer find the handout, we have decided to approve these Minutes as is. 
* February 2013: Approved as amended, pending treasurer's report
- Dropped: Ed to email the report to Michelle.
- Since Ed can no longer find the report, we have decided to approve these Minutes as is. 


OFFICERS' REPORTS

* President:
- No report.

* Vice President:
- No report.

* Secretary:
- Sent out reminders to Darin, Dave M., Don, Ed, Cris, Ric, Nick, Steve H., Dean, Mel. 

* Treasurer:
- No report as we had no September rallye.

- 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:
- K&K allowed us to transfer our insurance premium from our canceled September rallye to our November rallye.
- AI: Michelle to let Cris know if we need to switch this to the December rallye.

* Membership (Steve Hartwell):
- AI: Steve H. to update database and membership list in time for the mailing of the ballots in October.
- AI: Steve H. to Print membership list for our next rallye registrars or let Darin know where to find it.


* Publicity (Mel):
- Done: Mel to announce September rallye on Zvents.
  - Zvents is folding, so we will not post here in the future. 
- AI: Mel to email TRC-Business better wording to describe gimmick rallyes.
- AI: Dean to print the updated First Timer cards after Mel sends out better wording to describe gimmick rallyes.

* 2013 Championship
- AI: Darin to have Results (and awards) ready to distribute at the December rallye. 
- 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
- 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)
- Dropped: Steve H. to get score sheets to Dave M.
  - Steve looked for the score sheets, but couldn't find them. 
- Dropped: Dave M. to email results to participants once he receives the score sheets.
- Since the results have been posted on the TRC site, we'll drop these actions.

* 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.

* 2014-06-07 Stuck in the 60's (Don Bess, 3 pm start, CM)
- Scoresheets: pending.
- AI: 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)
- Results: pending.
- Score sheets: pending.
- AI: Mel to finish compiling findings from the "How You Can Help" cover sheet.


NEXT EVENT(S) REPORT

* 2014-12-06 Toy Rallye 2014 (Darin)
- Registrar: Dave M.?
- Neighborhood: TBD
- Compdir: TBD
- AI: Darin to create flyer ASAP so we can get it posted on the TRC website. 


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.

- 2014-11-01 Cancel?
  - AI: Darin to send email to trc-rm tonight to see if someone can do a rethrow for November; deadline to respond is Saturday, September 20.
- 2015-01-03 
- 2015-02-07 Membership Rallye 
  - AI: Michelle to check with Cris to see if he and Dave G. want to do this one. 


UNFINISHED BUSINESS

* Revision of Dues Section of Operating Procedures
- Updated: Someone needs to update the Dues section of the Operating Procedures to reflect the approved change:
    3.	Dues for the club will be:
      a) $25 for each regular voting member
      b) $5 for each associate voting member
- AI: Michelle to ask Ric if he can update the dates on the PDF for the Operating Procedures to show that there were changes on November 2013 and August 2014.
- Dean has updated the Wiki. 

* Old rallyes
- AI: Darin to contact Bill to see if he wants Dave M. to store rallyes up here where they are more accessible for rethrowing.
  - Dave M. has tried to contact Bill by email and phone, but has not received any replies. 


* Migration to Google Sites
- AI: Everyone to look at the migration plan that Dean posted on the old wiki page.
- Requesting volunteers to help with the migration process.
- 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.


* 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:
- AI: Darin to file using the amount of $2387 ($2233+154).

* Eval Cards - Update questions
- Done: Darin to put new eval cards on wiki and solicit feedback.
- AI: Darin to print more eval cards for our next rallye.

* Definition of "life-time membership"
- Darin found pieces and discussion about the membership policy in old Minutes, but could not find the policy itself.
- Dean found the information on the wiki. 
- AI: Darin to propose updated language based on what's on the Wiki. 

* Survey:
- AI: Steve H. to get surveys to Dean so we can get them to Dave M.

* Draft Gimmick Rallye Rules
- Done: Darin to update rallye rules to reflect approved drafted wording

* Printing Policy
- Done: Dean updated wiki allowing but not requiring duplex for extra packets.

* Gimmick Rallye Guides: 1 left
- Think about what improvements should be made before our next printing: New web site (mentions wiki)? Revise text?
- Done: Dean to update
  - definition of "traverse": no gimmicks on these if in an SI...
  - Pull references to wiki.
  - definition of "turkey route": The way you would most likely go if you miss gimmicks.
- AI: Dean to print more in time for the February rallye. 

* Facebook Policy:
- Done: Darin to remove the following admins: Teresa, Nick, Ed, Steve H.
- Done: Michelle to ask Dean and Trevor if they wish to be removed from admin list.
- AI: Darin to remove Trevor's admin status, but not Dean's. 
- Once updated, This will leave four admins: Darin, Ric, Mel, and Dean.
- AI: Ric to draft a Facebook policy/procedures guide (based on June and July minutes).

* Equipment
- AI: Dave to get hammer tacker from Keith and get it to Darin.

* Restart announcements for upcoming rallyes on TRC-Events list.
- Ongoing: Michelle is sending these out. 
  - First announcement went out just before the canceled September rallye. 
- Done: Michelle to sort out permissions from Steve W.


NEW BUSINESS

* Next mailings
- Ballots: 
  - Need members list (all regular and associate). 
  - Deadline for mail-out: Saturday, October 25. 
  - Also include: a blurb requesting volunteers to help with the transfer from the old to the new site. 
  - Also include: a request for rallyemasters and workers. 
- Mail out postcards before next rallye. 

* Nominations for the Board are now open. 
- If you are interested in serving on the Board in 2015, please let Michelle know.
- Nominations are open until our next meeting on October 21. 


ANNOUNCEMENTS:

* Adjourned at: 9:10 pm. 

* Next meeting: 7:30pm, October 21, 2014 at:
  Harry's Hofbrau, 1909 El Camino Real, Redwood City.

Respectfully submitted, 
Michelle McGrew, Secretary