2014-10-21 TRC Business Meeting Minutes Called to order at: 7:55 pm (needed quorum to begin). Members present: Darin McGrew, Michelle McGrew, Dean Stanton, Steve Hartwell. Visitors: Abby Grossman. Agenda for current meeting: Approved as amended. Minutes from previous meeting: Approved OFFICERS' REPORTS * President: - No report. * Vice President: - No report. * Secretary: - Invited certain TRC members to run for 2015 Board positions. - Sent out reminders to Darin, Dave M., Don, Ed, Cris, Ric, Nick, Steve H., Dean, Mel. * Treasurer: - No report as we had no October 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: - Done: Michelle let Cris know the November rallye was cancelled, and he got our insurance transferred to the December rallye. - AI: Michelle to ask Cris to talk with GGLC about covering insurance for December (would need to reimburse TRC as we've already paid this). * 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): - Dropped: Mel to email TRC-Business better wording to describe gimmick rallyes. - Mel updated this on the wiki and emailed wording to Darin and Dean. - AI: Dean to print the updated First Timer cards. - Discussed various possible texts for the cards and gave input about what we liked and didn't like. * 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 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 * 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 either mail the score sheets to Michelle, or bring them to Toy Rallye. * 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, A-B, early start) - Registrar: Dave M.? - Neighborhood: TBD - Compdir: TBD - Abby can precheck, but cannot be compdir. - AI: Darin to create flyer ASAP so we can get it posted on the TRC website. * 2015-02-07 Membership Rallye (Dave G. and Cris) - Registrar: TBD - Neighborhood: TBD - Compdir: TBD - AI: Cris/Dave G. to get rallye info to Darin for postcard mailing. - AI: Cris/Dave G. to create flyer so we can get it posted on the TRC website and have it at the start of Toy Rallye. - AI: Michelle to remind Cris about these action items. OPEN DATES - Done: Darin sent email to trc-rm (and to RM school attendees) seeking rallyemasters and asking if anyone has the box of old rallyes that Bill is missing. - The Schotts may be interested in rethrowing one of their old rallyes. - 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 Canceled - Done: Darin sent email to trc-rm. No one volunteered to serve as RM. We cancelled November's rallye. - Do we want to switch to every other month (even months: February, April, June, August, October, December) for 2015, until we have enough rallyemasters to support a monthly calendar again? - Priority given to even-numbered months. If we don't have enough rallyemasters to hold rallyes every month, we'd like to spread the rallyes out more throughout the year so we don't have big gaps with no rallyes. - 2015-01-03 Cancelled - 2015-03-07 - 2015-04-04 - 2015-05-02 - 2015-06-06 - 2015-07-04 Cancelled - 2015-08-01 - 2015-09-05 - 2015-10-03 - 2015-11-07 - 2015-12-05 Toy Rallye 2015 UNFINISHED BUSINESS * Revision of Dues Section of Operating Procedures - Done: 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. - Ric has made these updates. * 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. * 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 Toy Rallye. * Definition of "life-time membership" - 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. * Gimmick Rallye Guides: 1 left - AI: Dean to print more in time for the February rallye. * Facebook Policy: - Done: Darin to remove Trevor's admin status, but not Dean's. - 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. * Next mailings - Ballots (to be mailed first thing Monday morning, October 27): - Need members list (all regular and associate). - As a courtesy, since TRC will not present a rallye this November, ballots can also be delivered to TRC personnel between 4:00 and 5:30 PM on Sunday, November 9, at Starbucks, 2410 Charleston Avenue, Mountain View (across the parking lot from REI, at Charleston & Independence). Anyone interested in an informal visiting time may join Darin and Abby while they collect ballots. - Also include: - request for volunteers to help transfer the old site to the new site. - request for rallyemasters and workers. - Ask for help with various committees. - Postcards (to be mailed by Tuesday, November 25): - Include December and February rallyes - Also include either a third rallye (March or April?) or a request for RMs * Close Nominations for the 2015 Board: - President: Darin McGrew - Vice President: Dave Moen - Secretary: Michelle McGrew - Treasurer: Dean Stanton - Board Members at Large (3): Ed Slintak, Heather Mellows, Abby Grossman. NEW BUSINESS * membership forms - Dean received an old membership form (costs not updated), along with a check for the old membership fee ($20 for September 1 to January 31). - We need to decide what to do with this application (given that there are probably no more paid rallyes until the next membership rallye). - Dean will give this person a choice of joining for 2014 and voting or paying $5 more for a 2015 membership. - We need to print new forms before February's membership rallye, after confirming correct info (rates, dates, address to mail form and check). - AI: Dean to update forms. ANNOUNCEMENTS: * Adjourned at: 8:50 pm. * Next meeting: 7:30pm, November 18, 2014 at: Harry's Hofbrau, 1909 El Camino Real, Redwood City. Respectfully submitted, Michelle McGrew, Secretary