2017-10-17 TRC Business Meeting Minutes

Draft: Pending approval at the November 2017 business meeting. 

Called to order at: 7:57 pm.

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

Agenda for current meeting:    Approved as amended

Minutes from previous meeting: Approved 


OFFICERS' REPORTS

* President:
- No report.

* Vice President:
- No report.

* Secretary:
- Sent reminders, TRC updates to members, and invitations to potential rallyemasters.  

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


COMMITTEE REPORTS

* Insurance:
- No report as there is no upcoming rallye this month.

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

* Database Chair (Heather Mellows):
- Done: Darin and Heather will work on regaining access to the database after the
  September meeting.
- We will need a new Database Chair next year. 

* Publicity (TBD):
- Need a new Publicity Chair.
- Publicize Toy Rallye on Facebook and TRC-Events list. 

* Webmaster (Ric Goldman):
- Agendas, minutes and regional rally updates uploaded as he receives them.


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)
- Delivered: 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: delivered; already added to DB

* 2016-06-04 And Baby Makes Three (Darin, A-B)
- Report:  - 15 cars, 1 first-timer car.
  - Favorite gimmick: the bonus instruction on one of the tasting spoons
    used during the "identify the baby foods" game at the CP.
  - Least favorite gimmick: the word "Ohio" appearing in parenthesis once
    on the RI page, and therefore not existing anywhere on the RI page.
- Results: Emailed
- Score Sheets: delivered; already added to DB

* 2016-12-03 Toy Rallye (Darin, A-B, 11 am start)
- Report:  - 12 cars, no first-timer cars.
  - 18 toys and $150 check delivered to HomeFirst
  - Favorite gimmicks: the "Night Howler" sign on your dashboard, and RI 15
    referring to a standard stop sign rather than a "Cross Traffic Does Not
    Stop" sign.
  - Least favorite gimmick: RI 1 not coming into effect.
- Results: Emailed but need to be posted
- Score sheets: delivered


NEXT EVENT(S) REPORT

* 2017-12-02 Toy Rallye
- GGLC needs a flyer/announcement by the end of the week, including a start
  location.
- Kiyoshi (of GGLC) can help line up the following potential start locations,
  if we're interested in using one of them:
  - Livermore (Turbo Hoses near Vasco Rd and I580)
  - Fremont (TrackSpec on Stevenson & Cherry, on the bay side of I580)
  - Redwood City (Status Auto, Spring & 2nd)
  - San Mateo (Dietsch Motorsports, Railroad & 7th)
  - considering starting at round table as Darin will finish there. Will talk with Round Table. 
  - Abby to pre-check and work registration and finish.


OPEN DATES

* The following have expressed interest in being a rallyemaster:
- Bill Jonesi
- John Kleder (and Bill has expressed interest in being his co-RM)
- Brian Duddy
- Tamara Abrams
- Eric Anderson

- 2017-11-04 Cancelled.

- 2018-01-06
+ 2018-02-03 (Membership Rallye?)
- 2018-03-03
+ 2018-04-07
- 2018-05-05
+ 2018-06-02
- 2018-07-07
+ 2018-08-04
- 2018-09-01
+ 2018-10-06 (Monster Mash?)
- 2018-11-03
+ 2018-12-01 (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 plus an additional 7 years.
- Michelle has asked Cris to check to see if we can keep electronic copies, or if we need the paper copies.
- Once we verify the times and format, we’ll need someone to put this info and the other "length of time info" from May on the .Wiki

* To recruit rallyemasters:
- Done: Also send letters to members.
- In response to our invitations to individuals to write or rethrow a rallye:
- Jeffrey Martin would like to write or rethrow a rallye. Discussing open dates, etc. 
- Trevor Graham: Kim said they wouldn't be comfortable as rallyemasters as it's been so long since they've run a They're Keeping busy selling Marshmallows at the Farmers' Market on Saturdays, so unavailable for daytime rallyes. Evening times worked better for them; miss rallying.
- Jim Kermode (in response to Darin's results email): Has two kids (ages 13 and 16) who would like to write a rallye. 
- Ken and Bob Schott: Have two rallyes they'd like to rethrow (one in the spring and one in the fall), but have concerns:
  - Ken says: "1. I am tired of fighting rallyists who think it is a personal battle between them and the rallyemaster. ... I would like assurances that the club leadership will step in and take care of these issues. They all should be directed to the Protest Committee. Maybe we need to add a good sportsmanship clause which will allow the rallyemaster to penalize the participant 10 points if they feel this is being broken.” 
    - Suggestion from the Board: Include as first tiebreaker, "The number of denied protests." This seems to take care of most frivolous protests. 
  - Ken continues: "2. All protests go directly to the Protest Committee or Competition Chair. As a rallyemaster, I just don't want to deal with them at the finish." 
    - Board response: We can have the Competition Director collect the protests for you and hand them directly to the Protest Committee. If you are willing, the Competition Director would like to look through them before giving them to the Protest Committee. If she sees something that may be clarified by a clearer explanation, she would like to ask you about it. All other protests will go to committee. This will give you an opportunity to give input so the Committee doesn't just have one side. Realize, though, that if you do not look through the protests, the committee doesn't have your view except what you have provided in the Critique and may grant protests that would have been denied with further clarification from the rallyemaster. 
  - "If we can come to an agreement for the top two items, then I think Bob and I can help out the club next year by rethrowing two of our rallyes, one in the spring and one in the fall, 2018.
- A few questions from Ken:
  - 1. Start location is the same or changed? 
    - Start location is TBD. Having the rallye in this area is preferred but not required.
  - 2. Start times? 
    - Standard times: 3-5pm, finish at 8pm. Or, start time for daytime rallye: 11am-1pm, finish at 4pm.
  - 3. Required finish location or can we choose? 
    - You can choose; criteria on the wiki.
  - 4. Reward for hosting a rallye? A few years ago, we received jackets for hosting a rallye. Is there something similar? (polo shirts?) 
    - Not lately. We do award a certificate for a future free rallye. Perhaps we can do something more in the future? 
  - 5. Car plaques? I know Nick used to do this. Is he still doing this, or is there someone else? 
    - Nick is still taking care of this. 
  - 6. Awards? Is the club still taking care of this, or do we need to cover it?
    - We’re still taking care of this. You’ll want to coordinate with Nick so he has the artwork you want used on the award pins. 


NEW BUSINESS

* Close Nominations for 2018 Board
- We have 6 of 7 candidates, so the 7th will be a write-in position unless we hear from a member who is interested before we prepare the ballots for mailing. 

* November Meeting: Tuesday before Thanksgiving?
- Yes. We decided we would hold our meeting on November 21st, the third Tuesday of the month (our usual time).  

* Mail ballots
- Deadline to mail: October 28.

* Mailing for next rallyes:
- Deadline for artwork for upcoming rallyes after Toy Rallye: Friday, November 17. 
- Mailing: Send out the weekend of November 18. 


ACTION ITEMS

- Michelle: Remind Nick to order 4 more Toy Rallye worker pins when he orders
  our next rallye's awards.
- Done: 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.
- Done: Michelle: Verified times to keep insurance papers.
- Awaiting answer: 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 ballot mailing.
- Darin: Update list of past rallyes on wiki.
- Done by Michelle: 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).
- Awaiting answer: 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: 9:00 pm.

* Our next meeting: 7:30 PM, November 21, 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