2017-02-21 TRC Business Meeting Minutes Called to order at: 7:47 pm. Members present: Darin McGrew, Michelle McGrew, Dean Stanton, Abby Grossman, Heather Mellows, Eric Anderson. 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 Nick, Cris, and Ric. * Treasurer: - 11 cars and 27 waiver signatures for February's rallye. Attendance, memberships, and revenue still continuing downward. - Budget had 1 more Membership, 2 more nonmember registrations, $85 more income than what we took in. - Mailing (printing, postage) budgeted, but did not occur. - Rallyemasters requested no reimbursement at all. Still a loss, not the profit budgeted. COMMITTEE REPORTS * Insurance: - No report as there's no upcoming rallye. * Awards: - AI: Michelle to remind Nick to order 4 more Toy Rallye worker pins when he orders our next rallye's awards. * Database Chair (Heather Mellows): - Heather entered attendants for Monster's University and Rallyemon Go, but needs help updating new members' info. - AI: Darin to update database to indicate which addresses bounced before next mailing. - AI: Darin to update database based on Toy Rallye score sheets before next mailing. - Some of our score sheets have a checkbox to request to be added to the TRC-Events List. But this hasn't been happening. Need to do a better job of adding people. - Done, but sent to TRC-Business: Dean to send instructions to the Board (not Business) list to explain how to sign people up for the Events list. - Eric has volunteered to help enter info for those wishing to receive TRC-Events emails. - Encourage rallyemasters to include a checkbox to join TRC-Events. * Publicity: - Need a new Publicity Chair. - AI: Darin to update list of rallyes. * Webmaster report: - The January minutes and February agenda have been uploaded. - The February results, April Fool's Rallye, and Ron's regional rallye updates to be posted shortly. - Done: Darin to send email asking if feedback sender wants to be on the TRC-Worker list to help with map prechecking. - Done: Michelle to ask Ric to indicate that future meetings will be at Dickey's until further notice. - AI: Michelle to be sure Ric has the current Board members listed on website. 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: emailed and posted to website * 2016-12-03 Toy Rallye (Darin, A-B, 11 am start) - Additional report: pending - Results: pending - Score sheets: pending * 2017-02-04 Rallyemon Go (Cris & Dave G., Membership Rallye, CM) - Finish was at Armadillo Willy's on San Antonio - Parking was difficult, but knew that going in. - Given that we had a small turn-out, we had enough room. Could probably handle about 15 cars, and if we overflowed into adjacent area, we could have about 25 cars. - More expensive than other places we tend to finish at, but it does give us a finish location in this area. - 11 cars - Overall, folks seemed to have fun. - We didn't have any protests. - Evals were good except some said too short. - CMs down, CM equipment returned - Score sheets: scanned and forwarded to Heather and entered in the DB - Results: emailed; not yet posted NEXT EVENT(S) REPORT * None OPEN DATES - Done: 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 in 2017. - Brian Duddy would like to write a rallye sometime. - Tamara Abrams and John kleder are both interested in writing rallyes. + 2017-04-01 Cancelled + 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 * Membership Policy - AI: Darin to amend the wiki to reflect approved Membership Policy changes. * Score Sheets - AI: Darin to update mock up with up-ticks farther apart. * Tax ID - 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. * Rallye Archives on the website - Done: Dean to update timeline to include sending electronic copies to Ric for the archive. * Comparing scores to RM's scoring - Done: Dean to contact Karen Wales with Board's response. NEW BUSINESS * Next TRC Meeting? - If there's no April rallye, shall we cancel March's TRC meeting? - March meeting cancelled. * Next mailing (before next rallye) * How long do we keep score sheets, waivers, and bank statements? - Re-tabled until next meeting. * 2017 budget v2 - Correction: the total of the MONTHLY EXPENSES (rightmost column, near the bottom) should have been $1563.10, rather than $1506.10 as the approved 2017 budget v1 said. - Added the $20 non-profit filing fee (already paid) to the budget. - Approved revised budget * Order business cards? - Wait until after next rallye to order more. - But be thinking about what the card should say. * Membership Applications, First Rallye Free cards, etc. - Decided it would be better for people to have a physical card to give to a first-timer. - AI: Dean to print more to have available for the next rallye. - Dean gave Heather the 2017 membership applications. * Check signature card: - Dean to update this. - Remove Dave Moen. - Add Eric Anderson. ANNOUNCEMENTS: * Adjourned at: 9:00 pm. * Our next meeting: 7:30 PM, April 18, 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