2014-12-16 TRC Business Meeting Minutes Called to order at: 8 pm. Members present: Darin McGrew, Dave Moen, Michelle McGrew, Dean Stanton, Steve Hartwell. Agenda for current meeting: Approved as amended. Minutes from previous meeting: Approved. OFFICERS' REPORTS * President: - No report. * Vice President: - No report. * Secretary: - No report. * Treasurer: - 18 cars and 38 waiver signatures for Dec's Toy rallye. - The "net proceeds" line of the rallye report is misleading, because we donated all cash entry fees, but still had some minimal expenses: awards, and perhaps a free rallye coupon for Darin. - Most rallyists brought toys. All entrance cash was donated, so net matches budget. - No Awards nor Insurance during December, since there's no January rallye. - GGLC's reimbursement to TRC for insurance was in November, earlier than budgeted. - Per-member annual insurance fee paid in December, rather than next year. - Darin did not request reimbursement for Toy Rallye (printing, giveaways, worker food). - Raised rates ("Free" membership) gave us many more members and member entries. - Raised rates and reduced expenses yielded significant net income for the year. - Dean didn't have time to prepare a draft 2015 budget before the meeting. He will try to send one for email discussion before the January business meeting (at which we need to approve it, though we can amend if needed). - We had 7 revenue rallyes in 2014. How many do you expect in 2015? - Recommend basing budget on 6 revenue rallyes plus Toy Rallye. - AI: Dean to mail check. - Dropped: Ed to email treasurer's reports for February, March, April, May, June, July, August, September, October, November, and December 2013 to TRC-Business. - Dropped: Ed to email treasurer's reports to Michelle for inclusion in the minutes. - Dropped: Ed to let Membership Chair know the number of paid memberships and associates for 2013. - Dropped: Ed to report the member vs nonmember percentage of income for 2013. - Ed could not find his info for the above on his computers, so we have decided to drop these action items. COMMITTEE REPORTS * Insurance: - Per-member annual insurance fee paid. - AI: Dean to mail check. - There is no January rallye, so there is no monthly payment due. * Database Chair (formerly Membership Chair): - Need new Chair. - To get things caught up, would like to get as many people together to work on this on some Saturday in January or February. - Tentative date: Saturday, January 24 at 10:30. - AI: Dave M. to ask Larry if the classroom is available. - Dean has score sheets from Steve H. - AI: Darin to look for electronically archived score sheets that were emailed to Steve H. - Steve H. says to check the new website; if they aren't there, they're lost. * Publicity (Mel): - AI: Darin to update list of rallyes. - AI: Dean to print the updated First Timer cards. - Before printing, Dean asked for feedback on the back of the card. * 2013 Championship - Done: Darin to have Results (and awards) ready to distribute at the December rallye. - Done: Darin to contact Nick to discuss design for par plaque championship awards; use standard size par plaque. - Done: Darin to figure out where the breaks are in Championship standings for awards (need info ASAP). - Done: Darin to post without names to TRC-Business so we can see where break is. - AI: Darin to get contact info to Michelle for the winners who did not pick up their awards. - AI: Michelle to notify award winners who have not yet received their awards. 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: Michelle gave them to Dean to add to the archive. - Done: Don gave scoresheets to Michelle at 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. * 2014-12-06 Toy Rallye 2014 (Darin, A-B, early start) - 18 cars, with a good distribution among the classes. - Results: pending. - Score sheets: pending. - Collected $190 & 23 toys worth at least $15 each. NEXT EVENT(S) REPORT * 2015-02-07 Rallye Bowl XLIX (Membership Rallye, Cris and Dave G., CM) - Registrar: Dave? and Dean - Neighborhood: TBD - Compdir: TBD - Cris/Dave G. created flyer for posting on the TRC website and for distributing at the start of Toy Rallye. - Done: Darin to clarify a couple of issues, including start time. - AI: Darin to get flyer to Ric to post. * 2015-04-04 TBD (Dave M.) - Registrar: TBD - Neighborhood: TBD - Compdir: TBD - AI: Dave M. to prepare artwork for postcard and flyer to post on website and to distribute at February rallye. OPEN DATES - 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. - 2015-03-07 - 2015-05-02 Mel? + 2015-06-06 Darin? (or Mel if not doing May's) + 2015-08-01 - 2015-09-05 + 2015-10-03 - 2015-11-07 + 2015-12-05 Toy Rallye 2015 UNFINISHED BUSINESS * Election Results: 2015 Board - Done: Michelle to notify winners. * 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 expertise 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 submit list of 2015 officers. - AI: Darin to submit 2014 tax form. - AI: Darin to transfer information to Ric so he can work on getting TRC its 501(c)7 tax ID. - AI: Once Darin has transferred information, Ric to work on getting TRC its 501(c)7 tax ID, assuming we don't find we already have it. * Eval Cards - Update questions - Done: Darin updated and printed eval cards in time for Toy Rallye. * Definition of "life-time membership" - AI: Darin to propose updated language based on what's on the Wiki. * Gimmick Rallye Guides: 1 left - AI: Dean to print more in time for the February rallye. - Dean is going to look into the possibility of using legal paper ( 8.5" by 14" making finished booklet 7" wide) * Facebook Policy: - AI: Ric to draft a Facebook policy/procedures guide (based on June and July minutes). * Next mailings - Done: Postcards (mailed Monday, December 1): - Included December and February rallyes, and request for RMs - Next mailing: End of January. - Include February rallye and next 2 rallyes after that. * Membership Forms - AI: Darin to print new membership forms for February. NEW BUSINESS * Free Rallye Rallyemaster Cards - AI: Dean to design and print new cards. ANNOUNCEMENTS: * Adjourned at: 9:48 pm. * Next meeting: 7:30pm, January 20, 2015 at: Harry's Hofbrau, 1909 El Camino Real, Redwood City. Respectfully submitted by, Michelle McGrew, Secretary