2017-05-16 TRC Business Meeting Minutes [amended]


Called to order at: 7:51 pm.

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

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 Darin, Dean, Heather, Ed, and Ric, and sent meeting reminder to the TRC-Business List.

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


COMMITTEE REPORTS

* Insurance:
- No report as there is 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.

* Publicity (TBD):
- Need a new Publicity Chair.
- In the meantime, forward inquiries to TRC-Business. 

* Webmaster (Ric Goldman):
- "Request for Mentors" added to front page.
- Updated some stale links.
- Updated the site with the latest (May 3) regional rally calendar.
- Latest Agenda and Minutes uploaded.
- Added 2017 Board members. Assumed the appointed positions are the same as they were not provided.
  - Yes, appointed positions are the same except for Publicity Chair which is TBD (see above). 


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)
- Pending: Score sheets (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


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.

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


UNFINISHED BUSINESS

* Recruitment of rallyemasters
- Several of the possible rallyemasters are not currently members. Shall Michelle still contact them? 
  - Yes. 

* Recruitment of mentors
- Current list of interested mentors: Abby, Dean, and Ed. 

* New start location
- Perhaps somewhere like Round Table or somewhere else where there's food & restrooms?
- Perhaps somewhere where there's a Starbucks with lots of parking around? 
- Perhaps start at a park like Cuesta?
- Suggest to our next rallyemaster that we start at Cuesta Park, but allow him/her to choose another location if desired.

* 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?
- Perhaps a gift certificate? 
- Try sending a thank-you note first, and if we find out a definite way to contact them, we can send something else later.  

- Action Items moved to separate section.


NEW BUSINESS

* How long do we keep score sheets, waivers, and bank statements?
- Score sheets? 
  - Two years provided there is no unfinished business for that rallye.
- Waivers? 
  - Ask Cris to check with insurance company to find out how long we need to keep these. 
- Bank statements:
  - Keep for now until tax ID status is resolved. 
- Check carbons:
  - Keep with bank statements.
- Protest forms and evals:
  - Encourage rallyemasters to summarize relevant information in their report, but also to return these along with their score sheets.

* Web Domains
- therallyeclub.org (witn E): primary domain 
- therallyclub.org (witnout E): forwards to primary domain 
- therallye.club: available
  - Decided not to get this domain.


ACTION ITEMS

- Michelle: Remind Nick to order 4 more Toy Rallye worker pins when he orders
  our next rallye's awards.
- DONE: Michelle: be sure Ric has the current Board members to list on website.
- Michelle: Update appointed positions for Ric.
- Michelle: Write letters to send to potential rallyemasters and to the TRC-RM
  list.
- Michelle: Ask Cris to check with insurance company to find out how long we need to keep insurance waivers; CC Dean.

- Darin: Update database with addresses that bounced from previous mailing and
  with data from Toy Rallye score sheets before next mailing.
- DONE (immediately following meeting): 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, then CC TRC's business mailing list.

- DONE: 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: Ask Cris to check with insurance company to find out how long we need to keep insurance waivers; CC Michelle.
- Dean: Print more "First Rallye Free" cards to have available for the next
  rallye.

- Heather: 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: 8:53 pm.

* Our next meeting: 7:30 PM, June 20, 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 
+