2015-02-17 TRC Business Meeting Minutes 


Called to order at: 7:35 pm.

Members present: Darin McGrew, Dave Moen, Michelle McGrew, Dean Stanton, Ed Slintak, Abby Grossman, Heather Mellows.

Agenda for current meeting:    Approved as amended

Minutes from previous meeting: Approved 


OFFICERS' REPORTS

* President:
- No report.

* Vice President:
- No report.

* Secretary:
- Sent reminders to Cris, Dave G., Dave M., Darin, Dean, Mel, Heather, Nick, Steve H.

* Treasurer:
- Done: Dean to reimburse Steve Watt for domain renewals.
- Membership Rallye:
  - 15 cars, 16 memberships, 35 waiver signatures
  - Poor turnout (perhaps poor weather prior to the rallye?) yielded income $275 behind
    budget, which was less than 2014's actual income. Lower than budgeted
    expenses somewhat offset reduced income.
  - Every non-member (except one with a Welcome to Beginner Class coupon) opted
    to join the club for "free".
  - There were no rallye giveaways. 
  - Rallyists who did not attend this month are likely to renew their
    memberships at future rallyes.
- Dean printed the revised Rallye Guides at Office Depot, using a coupon for
  20% discount.
  - It cost more than expected, because they don't stock 8.5x14" card stock for
    the covers and charged us to cut down 11x17" sheets.
  - Suggest that next time we print these, we move the TRC logo from the inside of the back cover to the outside so we only have color printing for one side. 
  - We'll recover this cost as we sell Rallye Guides. They are selling well.
  - Thanks for the review comments before printing.
- Darin bought postage for 2 mailings. One was expensed; the other is tracked
  as an asset until the next mailing.


COMMITTEE REPORTS

* Insurance:
- Insurance for February was taken care of (received update after last meeting). 
- Michelle reminded Cris that there is no rallye in March. 
- Cris will send in an insurance request for April. 


* Database Chair (formerly Membership Chair):
- We need a new Database Chair.
- To get things caught up, we'd like to get as many people as possible together
  to update the database in February or March.
- We need to find out what Steve uses/used to interface with the database.
  - From Nick's email: "Assuming the database is still MySQL, Macs can use jHeidi." (URL also included) 
- Dean has score sheets from Steve H. and those from Don's rallye.
- AI: Darin to look on new website for electronically archived score sheets
  that were emailed to Steve H.

* Publicity: 
- We need a new Publicity Chair. 
- AI: Darin to update list of rallyes.
- Done: Dean to print more "Welcome to Beginner Class" cards.
  - Done: Darin to email text to Dean.

* 2013 Championship
- Done: Darin to get contact info to Michelle for the winners who did not pick
  up their awards.
- Done: Michelle to notify award winners who have not yet received their
  awards.
- Done: Darin to get unclaimed awards to Dean to put in start box before
  February rallye.
- AI: Darin to send results to Ric to post. 
- AI: Once he receives results, Ric to post results on website. 


PAST EVENT(S) REPORT

* 2014-03-01 The Dog Run (Mel, A-B, includes unmanned CPs)
- Scoresheets: Pending.
- AI: Need score sheets before we update database. 
  - Michelle to let Mel know he can also email electronic copies to Darin. 

* 2014-07-05 TAR9 (Steve H., Cris, John, 4 pm start, 9 pm finish)
- Results: pending
- Scoresheets: pending
- AI: Need score sheets before we update database. 
  - Michelle to let Steve H. know he can also email electronic copies to Darin. 

* 2014-08-02 The Game Rallye (Mel, game style)
- Results: pending.
- Score sheets: pending.
- AI: Need score sheets before we update database. 
  - Michelle to let Mel know he can also email electronic copies 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 when we update the database. 

* 2015-02-07 Rallye Bowl XLIX (Membership Rallye, Cris and Dave G., CM)
- 15 cars
- Results: sent to Ric, not yet posted
  - not sent to participants (few email addresses received)
- Score sheets: emailed to Darin
- CMs: down
- Tried a new finish location: Cris says it's "a nice Boardwalk-like place near
  101/Lawrence"
  - No comments on comment cards, but general concensus of the Board was mixed. 
  - Prices a bit high, especially when you add in tipping.  
  - Be sure people know it is a sit down restaurant and that they need to be sure they pay their bill before leaving. (Or encourage restaurant to hand out bills shortly after delivering food.) 
  - Nice and quiet. Separate room for us to meet in. 
- From Dave G.'s email: The rallye was a little short with everyone in pretty early. But all that he talked to enjoyed it. 
- 1 protest; granted by the rallyemasters.
- Some want prelims and Facebook notices earlier. 


NEXT EVENT(S) REPORT

* 2015-04-04 Hopping Down the Bunny Trail (Dave M., CM)
- Registrar: Dean 
- Neighborhood: Using same as February rallye.
- Compdir: 
- Abby will precheck as long as she gets it the weekend before the rallye. 
- Darin will take care of duties at the finish. 
- Done: Dave M. to prepare artwork for postcard. 
- Done: Dave M. to prepare flyer to post on website and to distribute at February rallye.
- AI: Dave M. to email to Ric for posting on website. 

* 2015-05-02 Lord Stanley's Rallye (Mel, A-B)
- Hockey theme. 
- Registrar: TBD
- Neighborhood: TBD
- Compdir: TBD
- AI: Mel to prepare artwork for postcard and flyer to post on website and 
  to distribute at April rallye.

* 2015-06-06 TBD (Darin, A-B)
- Perhaps The Amazing Rallye 10?
- Registrar: TBD
- Neighborhood: TBD
- Compdir: TBD
- AI: Darin to prepare artwork for postcard and flyer to post on website and 
  to distribute at April 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.

+ 2015-08-01
- 2015-09-05
+ 2015-10-03 Heather? 
- 2015-11-07
+ 2015-12-05 Toy Rallye 2015 Darin?


UNFINISHED BUSINESS

* End-of-January mailing
- Done: Mailed Monday, February 2
  - Used old mailing list with bounces removed

* Membership Forms
- Done: Dean to remove section about timed rallyes and email the form to Darin.
- Done: Darin to print revised membership forms for the February rallye.

* Gimmick Rallye Guides: 1 left
- Done: Dean to print more in time for the February rallye.
- Done: Dean to email guide to Ed and Dave M. to review before he prints them.
- AI: Dean to email to Ric to post on website. 

* 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:
- Done: Ric to draft a Facebook policy/procedures guide (based on June and July
  minutes).
- Done: Michelle to forward the document to TRC-BUsiness for discussion.
- Discussion about document: 
- A couple of things to clean up, but otherwise looks good.
  - First bullet doesn't finish; just ends. 
  - Fifth bullet down Says, "Disagreements should private..." needs to be changed to "Disagreements should be private..."

* Website updates
- "Officers" Page
- "About Us" page
- AI: Michelle to send updated info to Ric and ask him to update these.


NEW BUSINESS

* Discussed changing date for April rallye, but decided not to at this point. 

*Do we want to switch the date for the March meeting since it is on St. Patrick's Day? 
- Decided to meet here that day anyway; Dave will try to be here early to hold our place. 

ANNOUNCEMENTS:

* Adjourned at: 9:15 pm.

* Next meeting: 7:30pm, March 17, 2015 at:
  Harry's Hofbrau, 1909 El Camino Real, Redwood City.

Respectfully submitted,
Michelle McGrew, Secretary