2015-07-21 TRC Business Meeting Minutes Draft: Pending approval at the August, 2015 business meeting. Called to order at: 7:37 PM. Members present: Darin McGrew, Dean Stanton, Abby Grossman, Ed Slintak Agenda for current meeting: Approved after adding Website "Membership Renewal" page. Minutes from previous meeting: No June meeting minutes. Minutes from earlier meetings: May 2015: Approved OFFICERS' REPORTS * President: - Darin is no longer refusing to consider out-of-area jobs. If McGrews were to leave, TRC would have to find another source for 2 rallyes per year and 2 new board members. * Vice President: - No report. * Secretary: - Confirmed cancellation of August rallye (insurance, awards) - Confirmed lack of quorum for June - Confirmed quorum for July - Not present, so Dean took these minutes. * Treasurer (June Report): - 22 cars and 48 waiver signatures for June's rallye. - No July rallye, so no additional report - Canceled May rallye: lower expenses, but also lower income - Unbudgeted Rallye Guide printing affected the YTD, but we're getting it back (at a profit) as Misc. Income when they are sold. COMMITTEE REPORTS * Insurance: - Cris is waiting for instructions on when the next rallye is. * Database Chair (Heather Mellows): - AI: Darin to coordinate with Heather to finish verifying/entering a few remaining score sheets in time for the next mailing. - AI: Darin to print list of current members sorted by last name in time for the next rallye. * Publicity (Dave Moen): - May mailing (before June rallye) was cancelled. - 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: - AI: Michelle to check with Heather about her email address for link on "Officers" page. - AI: Ric to update "Officers" page to list Heather as DB chair. PAST EVENT(S) REPORT * 2014-03-01 The Dog Run (Mel, A-B, includes unmanned CPs) - Pending: Score Sheets * 2014-07-05 TAR9 (Steve H., Cris, John, 4 pm start, 9 pm finish) - Pending: Results, Score Sheets - AI: Dean to check to see if he has these score sheets. Done after meeting: Dean confirmed he does not have these score sheets. * 2014-08-02 The Game Rallye (Mel, game style) - Pending: Results, Score Sheets - 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. * 2015-06-06 RoboRallye (Darin, A-B with hints of CM and Q-A) - Pending: Report, Results, Score Sheets - Done: CMs down NEXT EVENT(S) REPORT * 2015-08-01 Cancelled * 2015-11-07 TBD (Heather, CM). - Dean will mentor. Heather and Dean should meet before school starts. - Registrar: TBD - Neighborhood: TBD - Compdir: TBD * 2015-12-05 Toy Rallye (Darin) 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 Cancelled * 2015-10-03 (Dave is iffy) - AI: Dave to let us know after a Monday appointment. - Dean noted (per SJ Mercury News) that the owner of Moffett Plaza (which Dave uses for his checkpoint) wants to evict the tenants and build a hotel there. - Abby and Ed can help (test the rallye, drive Dave through route, be RM on rallye day). * 2015-12-05 Toy Rallye 2015 (Darin?) [abby registrar?] UNFINISHED BUSINESS * Facebook Policy: - The board approved changes to Ric's latest draft. - Replace "here after" with "hereinafter". - Replace "editing of posts" with "editing posts". - Replace sentence ending the new web site bullet with Until that time, it's ok to link to or mention the new site as a "work in progress" or "under construction." - Remove the list of current admins. It is not part of the policy. - AI: Dean to send the policy text back to Ric. (Done via these minutes.) * Next mailing: - May mailing (before June rallye) cancelled. - Expect late September mailing for October?/November/December rallyes. * 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. * Loading Scoring Configuration into Club Computer - AI: Nick to tell Dean how to load a scoring configuration into the club computer. - AI: Dean to practice downloading a scoring configuration. - Need to verify I can do it in time for next rallye. NEW BUSINESS * Don't Drive Distracted - Agreement to link to a "Don't Drive Distracted" campaign, as rallyists would not text, so we don't need a "Don't Text and Drive" campaign. - Darin to pick an icon and a link target such as distraction.gov and will CC TRC's business mailing list. * Score Sheets - Individual letter boxes for contact info? - There are not enough boxes for long names, addresses, and email addresses. - If the boxes are smaller, making room for more characters, they'll be small. - Darin proposed a horizontal line with small up-ticks, so the "squares" can be ignored by those who need more room. - AI: Darin to mock up a horizontal line with small up-ticks. * Membership Renewal Page - Web site can allow members to renew by filling out and signing a paper membership form and mailing it in or bringing it to a rallye. If our database information is still correct, we only need enough information to identify a single person (not just one of the "Jeff Smith" rallyists). - renew.htm page should not say "one or more associates." ANNOUNCEMENTS: * Adjourned at: 8:58 PM * Next meeting: 7:30 PM, August 18, 2015 at: Harry's Hofbrau, 1909 El Camino Real, Redwood City. -------------------------------------------------------- TRC Facebook Policy TRC maintains a Facebook "group" page at https://www.facebook.com/groups/therallyeclub/ hereinafter called the "FB Group." Policies/Practices for the FB Group: * The FB Group is considered to be a public face for TRC and not appropriate for internal communications (or disputes). TRC officers, board members, appointees should always be aware that the membership (and others) are watching. We should always strive to communicate effectively, and in a positive manner. * To avoid confusion or "collisions," keep the number of admins for the FB Group to a minimum (usually no more than 3 or 4), consisting of the president, the webmaster, the publicity chairman, and perhaps another board member. * It is generally inappropriate to delete others’ posts without bringing someone else into the discussion. "Editing wars" are confusing for rallyeists. Posts which are derogatory, negative, or assert someone else’s motivation or "fault" may be removed by an admin, pending resolution of the disputed issues. * If an admin feels it is necessary to edit or remove someone else’s post, let them know and discuss it with them respectfully. * If disagreements arise when editing posts for the FB Group or associated events, bring a third party from the Board into the discussion and try to get consensus on what the posting should be. Disagreements should be private and/or offline from the FB Group. "Flame wars" or other negative exchanges may result in both parties been blocked temporarily until issues can be resolved. * Deleting someone else’s access to the FB Group as part of a disagreement is unacceptable behavior and may result in the person who did the delete being blocked or deleted themselves. * The new web site is considered under construction until determined otherwise, either by the webmaster, or a vote of the board. Until that time, it's ok to link to or mention the new site as a "work in progress" or "under construction." * When creating FB Group events for rallyes, the creator/moderator should not be the only "host." Include the rallyemaster to the host list. When the RM joins the event, they, too will be able to edit/correct content as they see fit. * The FB Group event for the next upcoming rallye should be "pinned" so as to appear at the top of FB Group.