2017-04-18 TRC Business Meeting Minutes [amended]


Called to order at: 7:45 pm.

Members present: Darin McGrew, Ed Slintak, Michelle McGrew, Dean Stanton, Abby Grossman, Eric Anderson.

Agenda for current meeting:    Approved as amended 

Minutes from previous meeting: Approved 


OFFICERS' REPORTS

* President:
- No report. 

* Vice President:
- No report. 

* Secretary:
- Sent out meeting reminder and Minutes to TRC-Business, and sent emails to Ric.

* Treasurer:
- Sold a double clipboard at the April Fools Rallye.
- No additional report as there was no rallye. 


COMMITTEE REPORTS

* Insurance:
- No report as there's no upcoming rallye. 

* Awards:
- No report as there is no upcoming rallye. 

* Database Chair (Heather Mellows):
- Encourage rallyemasters to include a checkbox to join TRC-Events. 
  - Eric can enter data for those who have already checked this box if he gets score sheets. 
- Also, see Action Items below.


* Publicity:
- Need a new Publicity Chair.

* Webmaster report:
- Updated calendar to show Dickey's as ongoing meeting location. 
- "Request for Rallyemasters" is in bold on the front page.
- Removed Larry's Autoworks sponsorship and map from the main web page.
- Listed "PCA SVR" in May and "Get Ready for Spokane" in June.
- Updated the site with the latest (April 6) regional rally calendar.
- Latest Agenda and Minutes uploaded today.


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

* 2016-12-03 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)
- Results: posted


NEXT EVENT(S) REPORT

* None


OPEN DATES

- 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. 

+ 2017-05-06 Canceled
+ 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

* None
- Action Items moved to separate section.


NEW BUSINESS

* State of the Club?
- We have no scheduled rallyes.
- No one has contacted those who expressed interest in being rallyemasters.
- Need more people to run rallyes as low turn-outs are discouraging to rallyemasters. 
- Discussion regarding some of the ways we've tried publicity in the past and some possible future ideas. 
  - At one time, we tried handing out flyers at one of the community colleges, but had no responses. 
  - Perhaps get companies to challenge each other? 
  - There's a performance car group at Lockheed, but would they really be interested in doing puzzles? 
  - Get people added to the TRC-Events list. 
  - But ultimately, we need rallyes in order to recruit participants.
- Need rallyemasters to write rallyes. 
  - Can write original rallyes or rethrow rallyes. 
  - A rethrow is a good way to gain more experience as a rallyemaster, and helps shorten the process of preparing a rallye. 
  - Try recruiting rallyemasters individually. 
  - Draft letters to send to potential rallyemasters and to the TRC-RM list. 
  - See Action Items below.
- Perhaps switch to writing shorter rallyes? 
  - May be easier for people to write a first rallye. 
  - And, perhaps people would be more willing to run a rallye if it was shorter.
- Need to recruit more people interested in mentoring new rallyemasters. 
  - Current list of interested mentors: Abby, Dean, and Ed. 
  - Can post a request for other mentors.
  - See Action Items below.
- We need a new start location.
  - We may need to show our tax ID number to obtain permission to start
    somewhere else.
  - We can work on finding a new start location, but this isn't the immediate problem. 
- All-members meeting to discuss the future of TRC?
  - Not at this time. Decided it would be better to recruit people individually rather than in a group. 

* Thank-You Gift to Larry and Laurie Moore?
- Do we want to give Larry and Laurie Moore (from Larry's AutoWorks) a
    thank-you gift for supporting us all these years?
  - If so, do we know how to get it to him?
- Decided to try sending a note to Larry at Larry's AutoWorks via email or mail. If mailed, we expect that it will be forwarded to him. 
  - See Action Items below.

* Next TRC Meeting?
- Decided to meet in May. 

* Next mailing?
- Depends when next rallye is. 

* 2016 taxes
- Submit 2016 tax form.
  - Need revenue. 
  - Darin to file. 

* How long do we keep score sheets, waivers, and bank statements?
  - Tabled again. 


ACTION ITEMS

- Michelle: Remind Nick to order 4 more Toy Rallye worker pins when he orders
  our next rallye's awards.
- Michelle: Be sure Ric has the current Board members listed on website.
- Michelle: Write letters to send to potential rallyemasters and to the TRC-RM list.

- Darin: Update database with addresses that bounced from previous mailing and
  with data from Toy Rallye score sheets before next mailing.
- Darin: Now that Heather entered attendants for Monster's University and Rallyemon Go, help her with updating new members' info. 
- Darin: Update list of past rallyes on wiki.
- Darin: Contact past RMs (e.g., Stefaniskos) about writing rallyes.
- Darin: Look to see who's on the TRC-RM list, and send the letters drafted by Michelle to request rallyemasters and mentors. 
- Darin: Amend the wiki to reflect approved Membership Policy changes.
- Darin: Update score sheet mock up with up-ticks farther apart.
- Darin: File 2016 tax form.
- Darin: Work on getting TRC its 501(c)7 tax ID.
- Darin: Pick a "Don't Drive Distracted" icon and a link target such as
  distraction.gov and will CC TRC's business mailing list.

- Dean: Let Darin know TRC's total revenue for 2016 so he can file tax form.
- Dean: Update check signature card (remove Dave Moen, add Eric Anderson). 
- Dean: Print more "First Rallye Free" cards to have available for the next
  rallye.

- Heather: Work with Darin to update new members' info now that attendants for Monster's University and Rallyemon Go have been entered into the database. 

- Ed: Email/Mail Larry Moore of Larry's AutoWorks a note thanking him and asking how to contact him in the future to send an additional thank-you gift. 


ANNOUNCEMENTS:

* Adjourned at: 9:00 pm.

* Our next meeting: 7:30 PM, May 16, 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