2016-05-17 TRC Business Meeting Minutes 


Called to order at: 7:40 pm.

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

Agenda for current meeting:    Approved as amended. 

Minutes from previous meeting: Approved 


OFFICERS' REPORTS

* President:
- No report.

* Vice President:
- No report.

* Secretary:
- Reminders to Dean (re insurance check) and to Darin and Heather (re database).

* Treasurer:
- There were 9 cars (of which 7 paid) at April's rallye.
- 9 cars, 5 new or renewed memberships, and 29 waiver signatures from April's Three Strikes and You're Out. 
- Poor rallye attendance put us far behind the budget.
- No printing expenses for either 2016 rallyes.
- Greatly reduced expenses, but income is even further behind budget.


COMMITTEE REPORTS

* Insurance:
- Cris mailed the June insurance check; expect confirmation from K&K Insurance
  within 2 weeks.

* Database Chair (Heather Mellows):
- Done: Darin to show Heather how to update Members & Associates tables
  before the next mailing.
- Database is updated with all registration forms received this year.
- AI: Heather to prepare an up-to-date list of members and associates for the
  next rallye's registrar.

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

* Webmaster report:
- The May 10 regional rallye guide has been updated on the website.
- A "change detection" box has been added to the lower right corner of the home page.  A person can sign up to get a notification when the home page changes, so they always get any new news.


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: Score sheets: pending; Darin to deliver.
- Results: done

* 2014-08-02 The Game Rallye (Mel, game style)
- Pending: Results, Score Sheets

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

* 2016-04-02 Three Strikes and You're Out (Dave M., CM)
- Score Sheets: received.
- AI: Darin to check for completed Eval Cards in the finish box (Dave only received two so far). 
- Dave reports that the club computers worked very well, even better than before, but that you need to get them a month before your rallye and use the scoring program that's on there. 


NEXT EVENT(S) REPORT

* 2016-06-04 And Baby Makes Three (Darin, A-B)
- Registrar: Heather
- Neighborhood: Los Padres, Forbes
- Compdir: Abby 
- Cris Wendt and Abby available to precheck.
- Abby to work CP. 
- Nick ordered awards. 
- Darin to create flyer artwork using Nick's artwork for the awards.
- Has route and beginnings of the rallye; more work to do. 
- AI: Darin to reserve Round Table for the finish. 


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
- Done: Dean to see if he has an old school rallye that could be rethrown. 
  - Dean would need someone to work with him to be rallyemaster.

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


UNFINISHED BUSINESS

* Another rallye school? Or a school-style rallye? 
- AI: Darin to check for interest in various places: ask at rallye finishes,
  post to the TRC-Talk list, etc.
- Michelle continues to include this on the TRC-Events list email.
- Or, we could have a school-style rallye: lower classes receive a critique after each leg and the Master Experts run with minimal GIs.


* 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
- 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.

* 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.

* Meeting Location:
- Continue meeting at The Pasta Market? Switch back to Oregano's? Or, meet somewhere else?  
- Oregano's has closed. 
- AI: Michelle to call Round Table (570 North Shoreline Blvd, Mountain View) to see if we can reserve space for our meeting. 
- If we can reserve space, we'll meet at Round Table. Otherwise, we'll meet at The Pasta Market. 

* Next mailing:
- Only have one rallye to let people know about, so decided not to do a mailing. 
- Instead, publicize via Facebook and email. 


NEW BUSINESS

* Add sample check-in form to the Treasurer Instructions Wiki page.
- Done: Dean to add sample page showing how to fill out the check-in form. 

* Dean's upcoming rallye talk at his place of employment.
- Abby and Dave to review Dean's sample rallye. 
- AI: Darin to get flyers about his rallye to Dean. 


ANNOUNCEMENTS:

* Adjourned at: 8:30 pm. 

* Our next meeting: 7:30 PM, June 21, 2016 at:
  Round Table Pizza
  570 North Shoreline Blvd., Mountain View
  (in shopping center at Shoreline and Montecito) 

Respectfully submitted by,
Michelle McGrew, Secretary