2016-06-21 TRC Business Meeting Minutes 


Called to order at: 7:50 pm.

Members present: Darin McGrew, Michelle McGrew, Dean Stanton, Abby Grossman.

Agenda for current meeting:    Approved as amended. 

Minutes from previous meeting: Approved as amended.


OFFICERS' REPORTS

* President:
- No report.

* Vice President:
- No report available.

* Secretary:
- Sent reminders to the Board, Cris, Nick, Mel, and Ric.

* Treasurer:
- 16 cars and 39 waiver signatures for June's "And Baby Makes Three" rallye.
- Putative Rallye Income used to be Member + Nonmember entries + Memberships -
  $5 per person. To that, Dean is now adding all-but-$5 of the value (entry
  price) of member and nonmember coupon redemptions. This is more fair, but
  maybe we don't even want to subtract the $5. We could discuss this if it
  matters to anyone.
- Heather did an excellent job with registration recording. The funds were more
  easily balanced than ever -- even easier than when I am registrar.
- As expected, expenses are below budget, but income not as far behind budget.
  Net for May and June: $50 ahead.
- But YTD our income shortfall is $175 more than our reduced expenses. Fewer
  rallyes, so fewer mailings and their expenses.


COMMITTEE REPORTS

* Insurance:
- No report.

* Awards:
- AI: Nick to order more Skunk pins.
- AI: Dean to print more "Welcome to Beginner Class" awards.

* Database Chair (Heather Mellows):
- Done: Heather to add the new members from the June rallye to the database. 
- AI: Dean to email scanned copy of another membership form from the June rallye to Heather. 
  - AI: Once Heather receives this form, Heather to enter it into the database. 
- 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:
- Minor maintenance updates:
  - Latest Regional rallye updates
  - Changes for June meeting location
  - Placeholder added for October rallye
  - Latest minutes and agendas uploaded
- Given that there's been no activity on "Google Sites Migration", consider removing it as a topic.  If there's any activity on that, which Ric hopes will occur later this summer, he'll include it in the webmaster report.


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.

* 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)
- Done: Darin to check for completed Eval Cards in the finish box (Dave only
  received two so far).
- AI: Michelle to give Dave M. the Eval Cards from the finish box (found 3 more plus a Protest Form and magnets). 


* 2016-06-04 And Baby Makes Three (Darin, A-B)
- Report: Pending
- Results: Pending
- Score Sheets: Pending


NEXT EVENT(S) REPORT

- TBD 


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.

- 2016-09-03

+ 2016-10-01
- John Kleder has volunteered to be RM for October, but will need significant
  help.
- AI: Dean to discuss with John what he wants help with. 

- 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.
- AI: Dean to contact Corvette Club to find out if they would come if we had a school rallye and to discuss timing for such an event if there's interest. 

* 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 Round Table? Return to The Pasta Market? Or meet
  somewhere else?
- Meet at Round Table again next month. 
  - Get more input then. 
  - AI: Michelle to make reservations. 

* Dean's rallye talk: 
- Smaller group than expected attended. And only a few tried the sample rallye. 
- Abby and Dave to review Dean's sample rallye. 
  - Abby thought it was fine. 
- Done: Darin to get flyers about his rallye to Dean. 


NEW BUSINESS

* Double Clipboards
- We are now out of double clipboards. We should order more.
- They're just over $15 each from Amazon, but 12 from the maker are $11.50
  each, incl. shipping. There may also be tax. We had been selling them at $11
  to members and $12 to non-members. We'll have to raise our prices.
- If available from the manufacturer, purchase 12. Otherwise, purchase from Amazon.
- AI: Dean to order clipboards per above instructions.
- AI: Dean to propose price to charge for clipboards once we have purchased them. 


ANNOUNCEMENTS: 

* Adjourned at: 8:21 pm.

* Our next meeting: 7:30 PM, July 19, 2016 at:
  Round Table Pizza, 570 North Shoreline Blvd., Mountain View
  (in shopping center at Shoreline and Montecito) 

Respectfully submitted by,
Michelle McGrew, Secretary