2015-05-19 TRC Business Meeting Minutes 

Draft: Pending approval at the June business meeting. 

Called to order at: 7:38 pm.

Members present: Darin McGrew, Michelle McGrew, Dean Stanton, Ed Slintak, Abby Grossman.

Agenda for current meeting:    Approved as amended

Minutes from previous meeting: Approved 


OFFICERS' REPORTS

* President:
- No report.

* Vice President:
- No report available.

* Secretary:
- Sent reminders to Board members, Ric, Steve H., and Mel.

* Treasurer:
- Canceling May's rallye reduced both expenses (~ $200) and income (~ $300).
- No additional report as there was no May rallye. 


COMMITTEE REPORTS

* Insurance:
- Cris has the certificate for June's rallye.

* Database Chair (formerly Membership Chair):
- Heather has agreed to be our new Database Chair.
- The data-entry party on May 2 was very successful.
  - A few score sheets still need to be entered or verified that they've been done (paper and scanned). 
    - AI: Darin to coordinate with Heather to complete this in time for the next mailing. 
    - AI: Darin to print list of current members sorted by last name in time for the June rallye. 
  - Done: Dave to check to see if the classroom at Larry's is available for us
    to use on May 2 at 10 am.
  - Done: Michelle to find out what Steve H. uses/used to interface with the
    database and when he could work with us to show us how to use the database.
  - Done: Darin to look on new website for electronically archived score sheets
    that were emailed to Steve H.

* Publicity (Dave Moen):
- AI: Ric to update website (Dave is now Chair, not Mel).
- Darin added Dave M. as a Facebook admin. 
- AI: Michelle to let Dave M. know of new status, and to check with Mel about his status. 
- AI: Darin to update list of rallyes.

* Webmaster report: 
- 2013 Championship results posted on website.
- Still no results from Steve H. or Mel on old rallyes.
- "About us" page - changed "Membership" to "Database".
- "Officers" page - added 2015 officers.  Need Heather Mellows's email
  address if you want a link for her name.
  - AI: Michelle to check with Heather.
- Calendar updates completed.  Also added the "DASH" event and the
  latest regional calendar updates.
- March final and April draft minutes posted on website.

* 2013 Championship
- Done: Darin to send results to Ric to post.
- Done: 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.

* 2014-07-05 TAR9 (Steve H., Cris, John, 4 pm start, 9 pm finish)
- Results: pending
- Scoresheets: pending
- AI: Dean to check to see if he has these score sheets. 

* 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.
  - Heather can do this if Mel gets the surveys to her either as paper copies
    or by emailing scanned copies to her.

* 2015-02-07 Rallye Bowl XLIX (Membership Rallye, Cris and Dave G., CM)
- Done: Darin to be sure he knows where the score sheet scans are for the
  database entry party.


NEXT EVENT(S) REPORT

* 2015-06-06 RoboRallye (Darin, A-B with hints of CM and Q-A)
- Registrar: Ed
- Neighborhood: Sunnyvale North of Homestead. 
- Compdir: Abby
- Precheckers: Abby, Ed, Dave, others?
- AI: Darin to add artwork to the new website for his rallye. 

* 2015-08-01 TBD (Ed, CM)
- Registrar: TBD
- Neighborhood: TBD
- Compdir: TBD
- AI: Ed to prepare artwork for postcard mailing the last week of May and
  flyer to post on website and to distribute at June rallye.
- Done: Michelle to have Ric update the calendar.

* 2015-11-07 TBD (Heather, CM).
- Rescheduled from 2015-10-03, so October date now open.
- Dean can mentor.
- Registrar: TBD
- Neighborhood: TBD
- Compdir: TBD
- Done: Michelle to have Ric update the calendar.


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 may be available to
  mentor and has a rallye that could be rethrown.

- 2015-09-05 (Dave?)
+ 2015-10-03
+ 2015-12-05 Toy Rallye 2015 (Darin?) [abby registrar?]


UNFINISHED BUSINESS

* Gimmick Rallye Guides:
- Done: Ric to post.

* Facebook Policy:
- Done: Ric to clean up draft of the Facebook Practices document and resubmit
  for approval.
- We should review Ric's latest draft.
  - Suggest to replace "mention" to "link to or mention"
  - Update list of admins? Need to talk with Mel and Dave M. first.

* Website updates
- Ric to update:
  - Done: About Us" page
    - Changed "Membership Chair" to "Database Chair"
  - "Officers" Page
    - Posted list of 2015 officers and committee chairs, but needs two corrections/updates: 
    - AI: Change Publicity Chair to Dave Moen (no longer Mel Nicholson).
    - AI: List Heather as Database Chair.

* Next mailing:
- Last week of May.
- Include rallye announcements for June, August, and perhaps another.

* Investigate new business meeting locations?
- If anyone has ideas of places to meet closer to Mountain View, let us know.
  - AI: Darin to look at Pasta Market and Oregano's and let Abby know if she should ask them about us meeting there. 
  - Any other suggestions? 

* Tax ID
- AI: Darin to submit list of 2015 officers.
- AI: Darin to submit 2014 tax form.
- AI: Darin to work on getting TRC its 501(c)7 tax ID. 
  - Ric has transferred this back to Darin as he doesn't have the info to work on 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
- 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.


NEW BUSINESS

* Discuss Feedback (via web form):
- "The reason we stopped going is because it stopped being fun. The gimmicks more
  and more were being oriented towards splitting hairs on the meaning of
  standard English words rather than true gimmicks based on observation /
  correlation. This seemed to start about 2 years ago a new group took over the
  club. The old time ralleys were more fun."
- Any ideas of how to improve rallyes? 

* Loading Scoring Configuration into Club Computer 
- AI: Nick to tell Dean how to load a scoring configuration into the club computer. 
- Need in time for Ed's rallye in August. 

ANNOUNCEMENTS:

* Adjourned at: 8:38 pm.

* Next meeting: 7:30pm, June 16, 2015 at:
  Harry's Hofbrau, 1909 El Camino Real, Redwood City.

Respectfully submitted,
Michelle McGrew, Secretary