2016-01-19 TRC Annual Business Meeting Minutes


Called to order at: 7:36 pm.

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

Agenda for current meeting:
Approved as amended.

Minutes from previous meeting:
Approved as amended. 


OFFICERS' REPORTS

* President:
- No report.

* Vice President:
- No report.

* Secretary:
- Reminders were emailed to the Board, Cris, Nick, Ric, Mel, Steve H., and Dave G.

* Treasurer:
- 2016 annual insurance fee ($140.80) paid in December.
- No additional treasurer's report as there was no January rallye. 


COMMITTEE REPORTS

* Insurance:
- 2016 annual insurance fee ($140.80) paid in December.
- AI: Dean to mail check to Cris so he can pay February insurance. 

* Database Chair (Heather Mellows):
- AI: Darin to update DB in response to bounced addresses from last mailing and the emailed change-of-address request. 
- AI: Darin to show Heather how to update Members & Associates tables by
  February.

* Publicity (Dave Moen):
- AI: Darin to update list of rallyes.

* Webmaster report:
- AI: Ric to post Minutes along with the 2016 officers list.


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
- Dropped as it's probably obsolete at this point: 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.

* 2015-12-05 Toy Rallye 2015 (Darin, A-B, early start)
- Results: pending
- Score Sheets: pending (but already added to DB)


NEXT EVENT(S) REPORT

* 2016-02-06 Rallye Bowl 50 (Cris & Dave G., Membership Rallye, CM)
- Registrar: Dean, Dave M. and Jean. 
- Neighborhood: TBD
- Compdir: Abby to pre-check, her designee to oversee the finish
- AI: Darin to create page on new website.
- Awards: Nick placed the order Sunday evening. 
- Member giveaway: TRC logo pins? Might still be able to add to order if interested. 
  - Decided not to do this. 
- Cris emailed that the rallye design is done, meaning they have the route and gimmicks defined. This past weekend, they planned to create the rallye documents, and will be prechecking in the next weeks. 

* 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 cancelled
- 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

* 2016 Budget
- Updated as discussed at December meeting:
  - Removed mention of a potluck or barbecue at a park at a rallye finish in
    the summer
  - No longer estimate how many rallyists will pay cash for Toy Rallye entry;
    any entry fees will be received as a donation that comes in and goes out
    and does not appear on the budget.
  - No member giveaway for the February rallye.
  - Removed 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.)
  - Removed second refund ($20) that was in July, when we don't even expect a
    rallye!
- Projected deficit is less than $75.
- Approved: Voted on budget's approval.

* Another rallye school?
- AI: Darin to check for interest in various places: Events, Talk, etc.
- Someone expressed interest in an email forwarded to us from Ric from an online survey.

* Score Sheets
- AI: Darin to update mock up with up-ticks farther apart

* 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 submit 2015 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 April 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.


NEW BUSINESS

* Next postcard mailing:
- Need artwork by January 27.
- Mail by January 30. 
- What to include: February and April announcements, a save-the-date for the June rallye, and a call for more rallyemasters.

* Domain name
- Maintaining therallyeclub as our real site. 
- Do we still want to keep therallyclub (without e) for $15 a year? 
  - Continue to Renew this each year until we say otherwise. 
  - In future, we'll include this item on our November Agenda.

ANNOUNCEMENTS:

* Adjourned at: 8:40 pm.

* Next meeting: 7:30 PM, February 16, 2016 at:
  Oregano's Wood-Fired Pizza, 4546 El Camino Real, Los Altos

Respectfully submitted by,
Michelle McGrew, Secretary