2015-10-20 TRC Business Meeting Minutes Called to order at: 7:44 pm. Members present: Darin McGrew, Michelle McGrew, Dean Stanton, Dave Moen, Heather Mellows. Agenda for current meeting: Approved Minutes from previous meeting: Approved as amended. OFFICERS' REPORTS * President: - No report. * Vice President: - No report. * Secretary: - Thanks to Dean, Heather, and Darin for taking Minutes for me while I cared for my guide dog as he recovered from cancer, and thanks to everyone for your patience. Now that my dog has recovered and returned to guiding, I expect to be returning to my regular duties. * Treasurer: - No report as there was no October rallye. COMMITTEE REPORTS * Insurance: - November insurance is paid. - Cris has received the insurance certificate from K&K for the November rallye. - GGLC is sending a check for December insurance. * 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): - AI: Michelle to contact Mel about dropping him from being a FB admin. - AI: Darin to update list of rallyes. * Webmaster report: - Done by Ric: MIchelle to confirm to Ric that the board approved Dean's membership changes - Done by Darin: Michelle to give Ric Heather's TRC email address. - 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 * 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) - Report: - 22 cars: 1 first-timer (who ran solo) and a heavy bias towards beginners and seniors. - People enjoyed the new format, but disliked some of the side effects of that format. - The favorite gimmicks were CP7 being invalid (a hammer instead of a wrench), the lasers, and the robots. - The least favorite gimmicks were CP10 (at the finish at Round Table) and the speed limit sign for RI 110 being invalid because it was just past the street naming sign. - One protest was granted for the ME class only. - The results are finished, but have not yet been emailed or posted. - Pending: Results, Score Sheets NEXT EVENT(S) REPORT * 2015-11-07 Scooby Doo Rallye (Heather, CM). - Registrar: Dave - Neighborhood: Palo Alto - Compdir: Abby - Registration 12-2, finish 4-5 (before sunset). CMs have to be up in time for Dave to start the rallye early (before registration). - Dean will assist with CM posting, chalk talk, and maybe scoring. - Had 2 prechecks, shorten the rallye, and are doing another precheck to be sure everything is good. - Flyer posted. * 2015-12-05 Toy Rallye (Darin) - Registration 11-1, finish 3-4 - Registrar: Abby - Theme: Star Wars Christmas Special - GGLC providing checkpoint crews and insurance. * 2016-02-06 - Rallye Bowl 50 (Dave/Cris) 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. [?: if not hear back, remove this] - AI: Darin to contact past RMs (e.g., Stefaniskos) about writing rallyes - 2016-03-05 + 2016-04-02 Dave - 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: - Need artwork for November, December, and February by Tuesday, October 27, to mail postcards before Saturday, October 31. * Investigate new business meeting locations? - Meeting location officially changed to here until further notice. - Done by Ric: Darin to let Ric know meeting location through end of year. * 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. * 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 - Done[?]: Ric to add link to new site on old site - AI: Dean to add feedback form (about new site) to new site - 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. - AI: Someone to migrate wiki to new site - AI: After migration, Darin to make wiki read-only - Done: Heather to review November's rallye entry on new site - AI: [move to darin's rallye info] Darin to add Toy Rallye to new site. * 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: Dean to practice downloading a scoring configuration. - Needs to verify that he can do it in time for the next rallye using the scoring program. * 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 - AI: Darin to mock up a horizontal line with small up-ticks. * Elections for 2016 Board - Close nominations for the 2016 Board: President: Darin McGrew Vice President: Dave Moen Secretary: Michelle McGrew Treasurer: Dean Stanton Board Members: Ed Slintak, Heather Mellows, Abby Grossman. - We need to mail ballots to all members after the October meeting. [mail by this weekend, no later than Monday, so they arrive by October 31] NEW BUSINESS * Meeting December 15 - Currently planning to meet as there is a Bylaws requirement to present the 2016 budget at that meeting. ANNOUNCEMENTS: * Adjourned at: 8:55 pm. * Next meeting: 7:30 PM, November 17, 2015 at: Oregano's Wood-Fired Pizza, 4546 El Camino Real, Los Altos Respectfully submitted, Michelle McGrew, Secretary