2017-08-15 TRC Business Meeting Minutes [amended]


Called to order at: 7:49 pm.

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

Agenda for current meeting:    Approved as amended

Minutes from previous meeting: Approved as amended


OFFICERS' REPORTS

* President:
- No report.

* Vice President:
- No report.

* Secretary: 
- Limited reminders emailed due to computer issues. Followed up with Ric as updates to the website were needed. 

* 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.
- Realize we can't really go back to update this info as rallyists won't expect it, but begin this from now on. 

* Publicity (TBD):
- Need a new Publicity Chair.

* Webmaster (Ric Goldman):
- Ric has been updating the calendar as needed to show rallyes in other areas and to update our meeting cancellations. 


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.

- 2017-09-02 canceled.
+ 2017-10-07
- 2017-11-04
+ 2017-12-02 Toy Rallye


UNFINISHED BUSINESS

- Action Items moved to separate section.

* How long do we need to keep insurance papers?
- Adults: keep for 7 years? 
- Minors: until they're 18 and then some? 
- Can we keep electronic copies, or do we need the paper copies? 
- Once we verify the times, put the info on the Wiki along with other "length of time info” from May

* To recruit rallyemasters:
- Also send letters to members.


NEW BUSINESS

* Handling membership after inactivity
- Honor "free first-timer rallye" cards through next year.
- Consider how to handle Membership Rallye charges for next year.
- Renew memberships through next year at no charge for current members?  


ACTION ITEMS

- Michelle: Remind Nick to order 4 more Toy Rallye worker pins when he orders
  our next rallye's awards.
- Done: Michelle to Update appointed positions for Ric.
- Michelle: Write letters to send to potential rallyemasters (even if they are not current members), to the TRC-Rm list, and to all current members.
- Michelle: Check with Dean to Verify times to keep insurance papers. 
- Michelle: Ask Cris to check with insurance company to find out if we can keep insurance papers in electronic format or if we need to keep the paper copies; CC Dean.

- Darin: Update database with addresses that bounced from previous mailing and
  with data from Toy Rallye score sheets before next mailing.
- 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.

- Dean: Update Wiki to encourage rallyemasters to include a checkbox to join TRC-Events. 
- Dean: Update check signature card (remove Dave Moen, add Eric Anderson).
- Dean: Ask Cris to check with insurance company to find out if we can keep insurance papers in electronic format or if we need to keep the paper copies; CC Michelle.
- Dean: Print more "First Rallye Free" cards to have available for the next
  rallye.

- Done: Heather: Update new members' info now that attendants for
  Monster's University and Rallyemon Go have been entered into the database.
- Heather: To check to see if she still has access to Sequel Pro for updating 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: 8:42 pm.

* Our next meeting: 7:30 PM, September 19, 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