2016-11-15 TRC Business Meeting Minutes Called to order at: 7:46 pm. Members present: Darin McGrew, Michelle McGrew, Dean Stanton, Ed Slintak, Heather Mellows. Agenda for current meeting: Approved as amended Minutes from previous meeting: Approved OFFICERS' REPORTS * President: - No report. * Vice President: - No report available. * Secretary: - Sent reminders to Cris, Nick, and Dave G. * Treasurer: - No report as there was no November rallye. COMMITTEE REPORTS * Insurance: - Cris contacted Kiyoshi regarding insurance for Toy Rallye. - Kiyoshi's emailed reply: "We might be able to save the insurance fee by using the GGLC's coverage through American Specialty. It's designed for car clubs and has an E&O that's pretty complete. Currently the GGLC carries $5M in liability coverage which we use for our track days and autocrosses and drives. Interested? Either way the GGLC will cover the cost." - Cris's emailed reply: "If you have a better or preferred insurance policy that should work. Our costs are $190/rallye, but if you have a better rate or better coverage, we are good with that." - I asked Cris which way GGLC was covering the insurance, but did not get an answer. However, if we are using GGLC's insurance, we need to know what release forms our participants need to sign and if there are any other requirements that we need to meet. - Board agrees that if GGLC wants to use their insurance, that would be fine. But we need to know if there are special release forms our participants need to fill out. Dean can scan and email a copy of our form if they want to see it. * Awards: - Done: Nick to order more Skunk pins. - Ordered 20. These plus Toy Rallye awards gave us free shipping (shipping costs equal the cost of about 4.5 pins). - Done: Michelle to remind Nick to order Skunk pins. * Database Chair (Heather Mellows): - Had some bounced postcards. - AI: Darin to update database to indicate which addresses bounced. * Publicity: - Need a new Publicity Chair. - AI: Darin to update list of rallyes. * Webmaster report: - Ric posted flyers and Minutes. - 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 December's rallye. 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) - Score Sheets: pending, but already added to DB * 2016-06-04 And Baby Makes Three (Darin, A-B) - Report: Pending - Results: Pending - Score Sheets: Pending, but already added to DB * 2016-10-01 Monster University, A Rallye School (John K. and Dean, A-B, 11 am start) - Results: pending - Score sheets: pending NEXT EVENT(S) REPORT * 2016-12-03 Toy Rallye (Darin, A-B, 11 am start) - Registrar: Heather - Neighborhood: Cupertino, South of Stevens Creek - Compdir: TBD - Abby and Heather can pre-check. - Theme: Zootopia. - Flyer: posted to website. * 2017-02-04 Rallyemon Go (Cris & Dave G., Membership Rallye, CM) - Registrar: Abby - Neighborhood: TBD - Compdir: TBD - Done: Need artwork for postcard mailing. - Done: Need final draft of flyer. - Cris and Dave G. will start writing in December. 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. - 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 - AI: Darin to submit list of 2017 officers after election. - AI: Darin to work on getting TRC its 501(c)7 tax ID. * Definition of "life-time membership" - Discussed proposed language. Agreed to make lifetime members a type of "regular voting member"; language to be drafted and confirmed by email. - Didn't confirm by email, so approved at tonight's meeting. - Text of proposed policy appears in Addendum A below; text approved. * 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 * Election for 2017 Board - Slate: - President: Darin McGrew - Vice President: Ed Slintak - Secretary: Michelle McGrew - Treasurer: Dean Stanton - Directors: Heather Mellows, Abby Grossman, and Eric Anderson - Ballot count: 8 out of 9 voted for the slate. Slate wins. - AI: Michelle to welcome Eric to the Board. * Budget - Dean will base proposed budget on 4 paid and 1 charity rallye. * Possible member give-away - Decided not to do a give-away for the membership rallye. * Meeting date in December - Decided to meet at our usual time. - Later, we agreed by email to meet the second Tuesday of the month rather than on our usual meeting date. Meeting time updated below. * Meeting location - Continue meeting at Dickey's? - Meet at Dickey's December and January. - And if someone has other ideas we can consider ideas for meetings after January. ANNOUNCEMENTS: * Adjourned at: 8:40 pm. * Our next meeting: 7:30 PM, December 13, 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 ---- Addendum A: Proposed Membership Policy The current membership policy is available here: http://www.therallyeclub.org/wiki/Membership_Policy Below is the proposed membership policy: Membership Policy 1. Regular Voting Members Additional Rights and Privileges: - 1. Paid Regular Memberrs: - - 1. Discount on Club sponsored events. - - 2. Access to Club properties and equipment (marker-parker, CP signs, etc.), subject to club approval. - - 3. Opportunity for participation for Club promotional items (mugs, etc.). - - 4. Access to Club publications (newsletter, mailers, password protected website, etc.). - 2. Lifetime Members: - - 1. Pay no annual dues. - - 2. Discount on Club sponsored events. - - 3. Access to Club properties and equipment (marker-parker, CP signs, etc.), subject to club approval. - - 4. Opportunity for participation for Club promotional items (mugs, etc.). - - 5. Access to Club publications (newsletter, mailers, password protected website, etc.). 2. Associate Voting Members Additional Rights and Privileges: - 1. Discount on Club sponsored events. - 2. Access to Club properties and equipment (marker-parker, CP signs, etc.), subject to club approval. - 3. Opportunity for participation for Club promotional items (mugs, etc.). - 4. Access to Club publications (newsletter, mailers, password protected website, etc.). 3. Non Voting Members Additional Rights and Privileges: - 1. The Board shall have the authority to establish and define different categories of non-voting membership when needed and determine their rights and privileges. - 2. Honorary Members - - 1. Status awarded and renewed each year by a vote of the board. - - 2. Pay no annual dues. - - 3. Discount on Club sponsored events. - - 4. Access to Club properties and equipment (marker-parker, CP signs, etc.), subject to club approval.