2016-08-16 TRC Business Meeting Minutes 


Called to order at: 7:41 pm.

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

Agenda for current meeting:    Approved as amended.

Minutes from previous meeting: Approved as amended. 


OFFICERS' REPORTS

* President:
- No report.

* Vice President:
- No report.

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

* Treasurer:
- No report as there was no August rallye. 


COMMITTEE REPORTS

* Insurance:
- No report.
- AI: Michelle to remind Dean to mail insurance check to Cris.

* Awards:
- AI: Nick to order more Skunk pins.
- AI: Michelle to remind Nick to order Skunk pins. 
- AI: John/Dean need to work with Nick to get October's awards.

* Database Chair (Heather Mellows):
- Hand-delivered: Dean to email scanned copy of another membership form from the June
  rallye to Heather.
- AI: Heather to enter membership form into the database.
- AI: Heather to prepare an up-to-date list of members and associates for the
  October rallye's registrar.

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

* Webmaster report:
- Emailed by Ric earlier today: 
"No major updates.  Most recent changes are the August 11 regional rallye
guide and the agenda for today.  Both are going up shortly."
- Done: Michelle to let Ric know how he should update future meeting locations (change all of them to a new location or change individually upon request).
  - Changed future meeting locations to "TBD" 
  - Michelle will let Ric know the meeting locations as we decide them. 
- AI: Darin to send email asking if feedback sender wants to be on the
  TRC-Worker list to help with map prechecking and also to invite him to the
  upcoming daytime rallyes.


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 and Michelle to mail Dave M. the Eval Cards from the finish box (found 3 more
  plus a Protest Form.
- Done: Michelle to get magnets to Dave M. when we see him next.

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


NEXT EVENT(S) REPORT

* 2016-10-01 Monster University, A Rallye School (A-B, 11 am start, John and
  Dean)
- Registrar: Darin and Michelle
- Neighborhood: Sierra Vista area and Nickerbocker area. 
- Compdir: Abby
- Received: artwork for postcard mailing.
- Received: flyer.
- AI: Dean to email flyer to Ric to post. 
- Going to be a school rallye. But can Master Experts run A-B rallyes without GIs? 
  - We decided this wouldn't work very well. 
- AI: Dean to contact Corvette Club again once flyer is posted. 

* 2016-12-03 Toy Rallye (A-B, 11 am start, Darin)
- Registrar: Abby
- Neighborhood: TBD
- Compdir: Abby
- Need artwork for postcard mailing.
- Need flyer.


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.
- Bill is interested in being rallyemaster for a rallye and in being a co-rallyemaster with John K., both some time next year. 

- 2016-11-05 Cancelled.
- 2017-01-07
+ 2017-02-04
- 2017-03-04
+ 2017-04-01
- 2017-05-06
+ 2017-06-03
- 2017-07-01
+ 2017-08-05
- 2017-09-02
+ 2017-10-07
- 2017-11-04
+ 2017-12-02 Toy Rallye


UNFINISHED BUSINESS

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

* Tax ID
- Dropped: Darin to submit list of 2015 officers. 
  - Online form requires updating every 2 years (with fee). If we need to update sooner, we must mail the changes in (with fee). 
- AI: Darin to submit list of 2016 officers.
  - Officer info not due until 2016-10-28, and cannot be submitted online until
    after it is due.
- Done: Darin to submit 2014 tax form.
- Done: Darin to submit 2015 tax form.
- AI: Darin to work on getting TRC its 501(c)7 tax ID.

* Old rallyes
- Contacted: Darin to contact Bill to see if he wants someone to store rallyes up here
  where they are more accessible for rethrowing.
- Bill is going to keep rallyes as he plans to be more involved with TRC again. 

* Definition of "life-time membership"
- AI: Darin to propose updated language based on what's on the Wiki at the September meeting.

* 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 Dickey's Barbecue Pit? Return to Round Table? Return to The Pasta
  Market? Or meet somewhere else?
- Meet at Dickey's September through November, then re-evaluate. 

* Double Clipboards
- If available from the manufacturer, purchase 12. Otherwise, purchase from
  Amazon.
- Done: Dean to order clipboards per above instructions. 
  - But not from the manufacturer or Amazon. Found another vender. 
- Done: Dean to propose price to charge for clipboards once we have purchased
  them.
- Approved: Charge $12 per clipboard. 

* Next postcard mailing:
- Mail mid-September.
- Include rallye announcements for October and December.

* Update to scoring program:
- Done: Dean to ask Nick about updating scoring program to handle A-B rallyes.
  - Nick says that if someone knows PHP, updating the program would be simple to do. 
  - However, one could also use the program as it currently is. Would list choices as coursemarkers 1A, 1B, 1C, 2a, 2b, 2c, etc. 
- AI: Dean to look into updating the program as time permits. 


NEW BUSINESS

* Nominations for the Board open in September.
- AI: Michelle to include an announcement in the TRC-Events email to announce opening of nominations. 


ANNOUNCEMENTS:

* Adjourned at: 8:37 pm.

* Our next meeting: 7:30 PM, September 20, 2016 at:
  Dickey's Barbecue Pit, 570 North Shoreline Blvd., Suite F, Mountain View
  (in shopping center at Shoreline and Montecito)

Respectfully submitted by,
Michelle McGrew, Secretary