2015-01-20 TRC Annual Meeting Minutes Called to order at: 7:34 pm. Members present: Darin McGrew, Dave Moen, Michelle McGrew, Dean Stanton, Ed Slintak, and our new Board members: Abby Grossman and Heather Mellows. Agenda for current meeting: Approved Minutes from previous meeting: Approved OFFICERS' REPORTS * President: - No report. * Vice President: - No report. * Secretary: - Sent reminders to 2014 & 2015 Board members, Committee Chairs, and February rallyemasters. * Treasurer: - No January rallye, so no report. - AI: Dean to reimburse Steve Watt for domain renewals. COMMITTEE REPORTS * Insurance: - No report available. * Database Chair (formerly Membership Chair): - Need new Chair. - To get things caught up, we'd like to get as many people together to work on this on a Saturday in January or February - Done: Dave M. to ask Larry if the classroom is available. - Dave M. reserved the classroom at Larry's Autoworks for Saturday, January 24 from 10:30 am to 2:30 pm, and if we run over that's fine. - Can people make it? If not, we should let Larry know that we will not need the classroom after all. - AI: Dave M. to contact Steve H. to see if he is coming Saturday. If not, find out what Steve uses to interface between the Mac and the database. - Dean has score sheets from Steve H. and those from Don's rallye. - 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): - Michelle sent email asking Mel if he wishes to continue as Chair; awaiting his response. - AI: Darin to update list of rallyes. - Done: Dean to print the updated First Timer cards. - AI: Dean to print more "Welcome to Beginner Class" cards. - AI: Darin to email text to Dean. * 2013 Championship - 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. - AI: Darin to get unclaimed awards to Dean to put in start box before February rallye. PAST EVENT(S) REPORT * 2014-03-01 The Dog Run (Mel, AB, includes unmanned CPs) - Scoresheets: Pending. - AI: Need score sheets before Saturday. Can email to Darin. - Done: Mel verified that he still has them; they were not turned in yet. * 2014-07-05 TAR9 (Steve H., Cris, John, 4 pm start, 9 pm finish) - Results: pending - Scoresheets: pending - AI: Need score sheets before Saturday. Can email to Darin. * 2014-08-02 The Game Rallye (Mel, game style) - Results: pending. - Score sheets: pending. - AI: Need score sheets before Saturday. Can email to Darin. - 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) - Results: pending. - Score sheets: pending. - AI: Will need the score sheets for Saturday. NEXT EVENT(S) REPORT * 2015-02-07 Rallye Bowl XLIX (Membership Rallye, Cris and Dave G., CM) - Registrar: Dave and Dean - Neighborhood: Will run in the industrial parks of Sunnyvale and Santa Clara. - Compdir: Abby for the finish, and Darin/Michelle can precheck since Abby will be running it. - Trying a new finish location: Cris says it's "a nice Boardwalk-like place near 101/Lawrence." - Email from Dave Graubart: "I think we are done. The rallye is written and prechecked, with a few refinements based on precheck feedback just put in over the last couple of days." - Flyer posted on website. - Awards have been ordered, and the receipt sent to Dean. * 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 Dropped. - 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 * Proposed Budget - Dean wasn't able to prepare the proposed budget in time to present at the December meeting, but he emailed a draft to TRC-Business. - Aproved as amended: Discuss proposed budget and ratify. * Next mailing - Mail out Friday, January 30. - Include February rallye and next 2 rallyes after that. - AI: Michelle to sort out who the rallyemasters are for May and June. - Need artwork by January 29. * Membership Forms - AI: Dean to remove section about timed rallyes and email the form to Darin. - AI: Darin to print revised membership forms for the February rallye. * Gimmick Rallye Guides: 1 left - AI: Dean to print more in time for the February rallye. - Done: Dean is going to look into the possibility of using legal paper ( 8.5" by 14" making finished booklet 7" wide) - AI: Dean to email guide to Ed and Dave M. to review before he prints them. * Free Rallye Rallyemaster Cards - Done: Dean to design and print new cards. * 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. * 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. * Definition of "life-time membership" - AI: Darin to propose updated language based on what's on the Wiki. * Facebook Policy: - AI: Ric to draft a Facebook policy/procedures guide (based on June and July minutes). - Ric emailed a document to Michelle before the meeting, but since she forgot to check email once more before the meeting, she didn't bring it to the meeting. - AI: Michelle to forward the document to TRC-BUsiness for discussion. NEW BUSINESS * Domain renewal - Steve Watt renewed therallyeclub.org and therallyclub.org. * Website updates - "Officers" Page - "About Us" page - AI: Michelle to send updated info to Ric and ask him to update these. ANNOUNCEMENTS: * Adjourned at: 8:55 pm. * Next meeting: 7:30pm, February 17, 2015 at: Harry's Hofbrau, 1909 El Camino Real, Redwood City. Respectfully submitted by, Michelle McGrew, Secretary