2015-12-15 TRC Business Meeting Minutes [amended]


Called to order at: 7:40 pm.

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

Agenda for current meeting: Approved as amended.

Minutes from previous meeting: Approved.


OFFICERS' REPORTS

* President:
- No report.

* Vice President:
- No report available.

* Secretary:
- Thanks to Darin for helping me email the Minutes and reminders while my main computer is in for repairs. Reminders were emailed to the Board, Cris, Nick, Ric, Mel, Steve H., and Dave G.

* Treasurer:
- 20 cars and 54 waiver signatures (including workers) for December's Toy
  Rallye. Darin has not requested any reimbursement, reducing our loss.
- We still need to pay (to ESCA) our annual per-member insurance fee. Need to know how much it is per member (it has been $4.40 for several years). Count of members, including associate(s): 32.
- Also regarding insurance, the budget thought that we would pay $190 for
  December's insurance in November, be reimbursed from GGLC in December, and
  pay our annual per-member fee in December. But none of these occurred.
  Therefore, November's actual was $190 better than budget for Insurance and
  December's is (only) $30 worse than budgeted, but we'll eventually (in
  January?) pay something like $170 for our per-member fee. For now, I am not
  including it in next year's budget.
- Canceling many rallyes made our income far less and our expenses also far
  less. These somewhat balance. The budget predicted a $370 gain for year, but
  at least we had a gain (almost $70), rather than a loss!


COMMITTEE REPORTS

* Insurance:
- Cris is working on insurance for 2016 (yearly fee). 

* Database Chair (Heather Mellows):
- AI: Darin to update DB in response to bounced addresses an Toy Rallye.
- AI: Darin to show Heather how to update Members & Associates tables by
  February.

* Publicity (Dave Moen):
- Done: Darin to drop Mel from Facebook admin status. 
- AI: Darin to update list of rallyes.

* Webmaster report:
- AI: Ric to post Minutes along with the 2016 officers list.
- Still looking for results on some older rallyes for website.
- Still looking for details and flyer on RallyeBowl 50 for website.
- Done at meeting: Darin to email Rallye Bowl 50 flyer to Ric for posting.
- 2016 Regional Rallye guide recently posted.


PAST EVENT(S) REPORT

* 2014-03-01 The Dog Run (Mel, A-B, included unmanned CPs)
- Pending: Score Sheets

* 2014-07-05 TAR9 (Steve H., Cris, John, 4 pm start, 9 pm finish)
- AI: Steve H. still to get score sheets to TRC (he recently found them). 
- 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.

* 2015-11-07 Scooby Doo Rallye (Heather, CM).
- Results: emailed and posted.

* 2015-12-05 Toy Rallye 2015 (Darin, A-B, early start)
- 20 cars, one DNF; no first timer cars.
- 31 toys and a check for $125 delivered to HomeFirst.
- Results: pending
- Score Sheets: pending


NEXT EVENT(S) REPORT

* 2016-02-06 Rallye Bowl 50 (Cris & Dave G., Membership Rallye, CM)
- Registrar: Dean plus 2-3 additional people to help with registration, etc. 
- Neighborhood: TBD
- Compdir: Abby to pre-check, her designee to oversee the finish
- Done: Need artwork and details for postcard mailing.
- AI: Darin to create page on new website.
- Email from Cris: "In terms of Super Bowl traffic and security, we plan to conduct the rallye
  as far away from Levi's as possible, but within reason (traffic and security
  is already on our radar). The route we used last year is probably too close
  to Levi's, but areas like Cupertino, Sunnyvale (not the "woods"), Los Altos,
  Mountain View, Milpitas, etc should be fine. I suspect on Saturday night,
  the roads near Levi's will be blocked off from use, mostly for security. We
  plan to stay clear. But, I wouldn't worry about the whole Bay Area being in
  party mode. We should be good staying clear of Levi's.
- We don't have a lot of details on the February rallye, but some early
  planning is underway. We expect to write the bulk of the rallye over the
  upcoming holiday and have Larry Fredriech be the primary pre-checker."

* 2016-04-02 TBD (Dave M., CM)
- Registrar: TBD
- Neighborhood: TBD
- Compdir: Abby 
- Need artwork and details for the January postcard mailing.
- Need flyer to post on the website and to distribute at the February 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. 
- AI: Darin to contact past RMs (e.g., Stefaniskos) about writing rallyes

- 2016-03-05
- 2016-05-07
+ 2016-06-04
- 2016-07-02
+ 2016-08-06
- 2016-09-03
+ 2016-10-01
- 2016-11-05
+ 2016-12-03 Toy Rallye


UNFINISHED BUSINESS

* Another rallye school?
- Check for interest in various places: Events, Talk, etc. 

* Score Sheets
- Done: Darin mocked up a horizontal line with small up-ticks.
- Needs revision (spaces currently too small).

* Elections for 2016 Board
- Done: Michelle notified winners.

* Tax ID
- AI: Darin to submit list of 2015 officers.  
- AI: Darin to submit list of 2016 officers. 
- AI: Darin to submit 2014 tax form. 
- 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
- AI: Dean to add feedback form (about new site) to the 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

* 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.


NEW BUSINESS

* 2016 Budget
- Will we pay the annual membership fee in January (not yet on the budget)?
  - Cris is working on the cost.
- Do we want to have a potluck or barbecue at a park at a rallye finish in the summer?
  - Don't have the man-power to pull this off and don't want to drive around with food that long before a potluck.
- Suggest that we stop estimating how many rallyists will pay cash for Toy Rallye and just list funds received as a donation that comes in and goes out and does not appear on the budget.
  - Sounds good. Shows up in books but not in budget.
- Remove printing costs ($32) from April's rallye. We don't expect Dave to ask for reimbursement. (That has already been done for the Toy Rallye printing.)
- Remove second refund ($20) that was in July, when we don't even expect a rallye!
- Do we want to order a member giveaway for the February rallye? 
  - Not this year unless Dave G. and Cris think of something. But if so, we need to know ASaP as Dean is putting the budget together. 
- Perhaps get more bags from Larry's, add a TRC image, and sell them at the start of rallyes? 
  - Rather not repeat a giveaway, and don't feel right reselling something Larry gives us for free. 
  - Would want to discuss with Larry the idea of using the bags as a fund raiser before we tried selling these. 
    

* Meeting Location
- Continue at Oregano's?
- Try Pasta Market?
- Try somewhere else?
- No change at this time. 

ANNOUNCEMENTS:

* Adjourned at: 8:40 pm.

* Next meeting: 7:30 PM, January 19, 2016 at:
  Oregano's Wood-Fired Pizza, 4546 El Camino Real, Los Altos

Respectfully submitted by,
Michelle McGrew, Secretary