2017-09-19 TRC Business Meeting Minutes 


Called to order at: 7:52 pm.

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

Agenda for current meeting:    Approved

Minutes from previous meeting: Approved as amended


OFFICERS' REPORTS

* President:
- No report.

* Vice President:
- No report available.

* Secretary:
- No report. 

* 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):
- Does not still have access to the database with her current computer. 
- Darin and Heather will work on regaining access to the database after the meeting.
- We will need a new Database Chair next year.  

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

* Webmaster (Ric Goldman):
- September meeting Agenda, approved May Minutes, and draft of August Minutes posted. 


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.

+ 2017-10-07 Cancelled.
- 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.

* Handling membership after inactivity
- Approved: Honor "free first-timer rallye" cards through next year.
- Consider how to handle Membership Rallye charges for next year.
- Approved: Renew memberships through next year at no charge for current members. 
  - For the Membership Rallye, current members will pay the “Member’s” rate. 
  - New members join per normal procedures. 


NEW BUSINESS

* Nominations Open for 2018 Board
- Email members to let them know they can run for office.
- Current Board members should let Michelle know if they plan to run for re-election. 


ACTION ITEMS

- Michelle: Remind Nick to order 4 more Toy Rallye worker pins when he orders
  our next rallye's awards.
- 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: To prepare a proposed budget for 2018, to be presented at the December meeting. 
- 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.

- 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: 8:30 pm. 

* Our next meeting: 7:30 PM, October 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