DRAFT: Pending approval at the September business meeting

2015-08-25 TRC Business Meeting Agenda


Called to order at: 7:55pm Tuesday August 25th, 2015

Members present: Darin, Heather, Dean, Abby, Dave

Agenda for current meeting:    Approved as amended.

Minutes from previous meeting: Approved as amended.


OFFICERS' REPORTS

* President: no report

* Vice President:  no report

* Secretary: absent

* Treasurer: Bank of America statement says that nothing happened.



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.
- AI: Darin to print list of current members and addresses in time for
  October's ballot mailing.

* Publicity (Dave Moen):
Dave is now admin on Facebook group
- 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: 
- Done: Michelle to check with Heather about her email address for link on
  "Officers" page.
AI: Michelle to tell Ric Heather's email address and copy Dean so he can update the wiki page
- AI: Ric to update "Officers" page to list Heather's email address once
  provided by Michelle.



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
- Done: Dean checked, and 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

* 2015-11-07 TBD (Heather, CM).
DONE: Dean will mentor. Heather and Dean should meet before school starts. 
- Registrar: Dave
- Neighborhood: Palo Alto
- Compdir: Abby
Registration 11-1, finish 3-4 possible to avoid sunset, but this means Dave will have to start early to run before registration and Heather will have to get the course markers up even earlier

* 2015-12-05 Toy Rallye (Darin)
- Registrar: Abby
- Possible Theme: Star Wars Christmas Special?


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.

* 2015-10-03 cancelled

- 2016-01-02 - cancelled
+ 2016-02-06 - Dave/Cris - AI: Michelle to Contact
- 2016-03-05
+ 2016-04-02
- 2016-05-07
+ 2016-06-04
- 2016-07-02
+ 2016-08-06
- 2016-09-03
+ 2016-10-01
- 2016-11-05
+ 2016-12-03


UNFINISHED BUSINESS

* Next mailing:
- Expect either (content deleted) a late October mailing for 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? 
- Where do we meet next month? Oregano's

* Tax ID
- AI: Darin to submit list of 2015 officers. No progress
- AI: Darin to submit 2014 tax form. No progress
- 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 Dean has made progress on this
- 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 
- DONE: Nick to tell Dean how to load a scoring configuration into the club
  computer. Now Dean needs to practice
- AI: Dean to practice downloading a scoring configuration.
  - Need to verify I can do it in time for next rallye.

* Don't Drive Distracted
- AI: 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
- Confirm decision: Do we want to
  - remove renew.htm (the online PayPal form)
  - edit member.htm to tell people to use paper membership forms
We agreed to get rid of the PayPal membership option (renew.htm) so folks will have to print a .pdf and bring it with them. 


NEW BUSINESS

* Pop-Up Canopy?
- Do we want to buy a sun-shade/rain canopy?
- If so, Big 5 has a sale through Sunday (8/30):
  - Slant-leg: 8x8' canopy over 10x10' legs, regularly $130, now $68
  - Straight-leg: 8x12' canopy, regularly $120, now $88.
Table for later discussion - it might be hard to store, take down, and put up.

ANNOUNCEMENTS:

* The start box does not normally come to the finish, therefore:
- We should not accept membership forms at the finish, because they belong in
  the start box.
- Extra par plaques belong in the cash box; if they end up in the start box,
  then they can't be sold at the finish.

* Our current waivers are all 2-sided, therefore:
- Both sides of the minor waiver must be filled in and witnessed. This has been
  a problem recently.
- Try to fill both sides of a few pages of adult waivers, rather than spreading
  names across more pages than necessary.

* Elections for 2016 Board
- We need to open nominations at the September meeting (next month).
- We need to close nominations at the October meeting.
- We need to mail ballots to all members after the October meeting.

* Adjourned at: 8:50pm

* Next meeting: 7:30 PM, September 15, 2015 at:
 
  Oregano's Wood-Fired Pizza, 4546 El Camino Real, Los Altos