2016-12-13 TRC Business Meeting Minutes Called to order at: 7:45 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: - No report. * Treasurer: - Insurance annual fee: Assumes membership levels (28 members + 1 associate) and insurance fee ($4.40 per member) remain unchanged. - We also have Bill's lifetime membership, but he didn't run any rallyes, so we aren't insuring him. The per-member insurance payment hasn't been written or mailed yet, so the number could be changed, if needed. - 12 cars and 33 waiver signatures for December's Toy Rallye. - Cash (and toy) donations all given to HomeFirst, so they aren't shown as income or expense. - Insurance budget thought we'd have more members for our annual per-member fee. - Golden Gate Lotus Club provided our insurance directly, this year. - Canceling many rallyes made our income far less and our expenses far less. - Budget predicted $74 loss for the year, but we had a significant gain! - Darin did not request Toy Rallye printing reimbursement until after report was finished. Dean will send updated report with updated budget (if we make changes to the proposed budget). COMMITTEE REPORTS * Insurance: - For Toy Rallye, we used GGLC's insurance and waivers. - In the future, Cris suggests that it may be easier for Darin to contact Kiyoshi about Toy Rallye insurance as he is already in contact with him for cosponsoring rallye. * Awards: - AI: Michelle to remind Nick to order 4 more Toy Rallye worker pins when he orders February's awards. * Database Chair (Heather Mellows): - AI: Darin to update database to indicate which addresses bounced. - AI: Darin to update database based on Toy Rallye score sheets. * Publicity: - Need a new Publicity Chair. - AI: Darin to update list of rallyes. * Webmaster report: - AI: Darin to send email asking if feedback sender wants to be on the TRC-Worker list to help with map prechecking. - Emailed from Ric: - There have been ongoing updates for calendar entries, flyers, general instructions, Paypal buttons, Regional Rally Guide, board agendas and minutes, Facebook notices. Just the usual maintenance. - Need results for And Baby Makes Three (6/4), Monster University (10/1), and Toy Rallye (12/3). - Would prefer GIs at least 4 days before an event to avoid last-second rush to post and give rallyeists a chance to actually view them before they show up. 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 * 2016-12-03 Toy Rallye (Darin, A-B, 11 am start) - Compdir: Abby checked the route and Dean was acting compdir at the finish. - 12 cars - 18 toys and $150 check delivered to HomeFirst - Additional report: pending - Results: pending - Score sheets: pending NEXT EVENT(S) REPORT * 2017-02-04 Rallyemon Go (Cris & Dave G., Membership Rallye, CM) - Registrar: Abby - Neighborhood: TBD - Compdir: TBD - 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 Ed??? - 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. * 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. * Election for 2017 Board - Done: Michelle to welcome Eric to the Board. NEW BUSINESS * 2017 Budget - Once again, I lowered expected turnouts. I also lowered some expense estimates. - I hope we will have more rallyes, but the budget assumes we will have one in April, but not in August. - This budget predicts we will lose about $75 in 2017. For many years we have done better than our budget predicts. - AI: Dean to add "Worker food: $25" to budget and update loss to $100. - AI: Dean to ask Nick what he expects his expenses to be for 2017; adjust budget accordingly. * Domain name renewal: therallyeclub.org and/or therallyclub.org - Renew both. - AI: Michelle to let Steve know and thank him for hosting our web server. * Rallye Archives on the website? - Do we want to establish archives on the website with rallye documents (anything printed), and answer keys, to make it easier to have a reference source for rethrows or other interests? - Ric is willing to scan/build this from hardcopies if necessary (but forwarding .pdfs would be better). - The Board would be interested, but if we do this, the archive needs to be in a location that is not publicly viewable. - AI: Dean to update timeline to include sending electronic copies to Ric for the archive. - not give award for rallyes to come, but may want to consider offering an incentive to get previous rallyes. For now, ask people to do it and see what happens. * Migration to Google Sites? - From Ric: Is there still a desire to migrate to Google Sites? How big a priority is this vs producing and getting more folks to actually show up at new rallyes? - Migrating is currently low on the priority list. - We're looking for ideas to get people to show up. Any ideas? ANNOUNCEMENTS: * Adjourned at: 8:49 pm. * Our next meeting: 7:30 PM, January 17, 2017 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