2017-11-21 TRC Business Meeting Minutes

Draft: Pending approval at the December 2017 business meeting.

Called to order at: approximately 7:50 pm

Members present: Darin McGrew, Ed Slintak, Michelle McGrew, Dean Stanton, 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:
- Continued discussions with potential rallyemasters. 

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


COMMITTEE REPORTS

* Insurance:
- GGLC handled the insurance for Toy Rallye.
- We have the insurance certificate. 
 
* Awards:
- Nick has ordered the awards for this year’s Toy Rallye and the 4 worker pins we need from last year’s Toy Rallye.  

* Database Chair (Heather Mellows):
- Updated database with info from score sheets that were turned in last month. 
- Couldn’t add 2 new rallyists due to inadequate information on score sheet. 
- We will need a new Database Chair next year.
  - Eric has agreed to be our new Database Chair next year. He will need to get set up to access the database, etc.  

* Publicity (TBD):
- Need a new Publicity Chair.
- Darin has created an event on Facebook and a post announcing Toy Rallye. 
- Michelle to Publicize Toy Rallye on TRC-Events list.
- From Ken Schott: “I would like to change the marketing for this rallye a little with several posts to FaceBook. Is it possible for me to post and add events to the club's FB page?”
  - If you join the Rallye Club Facebook page, you should be able to create an event and posts. 
  - Current Facebook admins and moderators: Darin, Dean, and Ric are admins.  

* Webmaster (Ric Goldman):
- Posted results; updated calendar To include Toy Rallye.


PAST EVENT(S) REPORT

* 2014-03-01 The Dog Run (Mel, A-B, included unmanned CPs)
- Pending: Score Sheets

* 2014-08-02 The Game Rallye (Mel, game style)
- Pending: Results, Score Sheets


NEXT EVENT(S) REPORT

* 2017-12-02 Toy Rallye (Darin, A-B, early start time).
- Start and Finish at 4400 Stevens Creek, San Jose Round Table
- Abby to pre-check and work registration and finish.
- Partial rethrow of one of Darin's old rallyes.
- GGLC providing checkpoint workers. May include some games at the checkpoint. 

* 2018-02-03 TBD (Membership Rallye; Cris and Dave G.) provided we sufficiently answered their requirements for start location. 

* 2018-03-03 TBD (Ken and Bob Schott) 

OPEN DATES

* The following have previously expressed interest in being a rallyemaster:
- Bill Jonesi
- John Kleder (and Bill has expressed interest in being his co-RM)
- Tamara Abrams
- Eric Anderson
- Greg Wong (Perhaps could write a small section of a rallye?)

* The following have volunteered to be rallyemasters: 
- Jeffrey Martin: Would be happy to write or rethrow a rallye; needs to select a time.
- Jim Kermode and two kids: The kids are the potential rallyemasters and Jim plans to mentor them; need a rethrow and perhaps some occasional additional support. 
  - AI: Michelle to talk with possible mentor.
  - AI: Michelle to get rethrow to them and match with mentor. 
- Brian Duddy and Nelson Cheung: Need a mentor and a rallye to rethrow. 
  - Michelle to connect them with Dean for mentoring and rethrow. 

- 2018-01-06
+ 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.
- Our insurance company says we need to keep the paper copies.
- Dean to put this info and the other "length of time info" from May Minutes on the Wiki.

* Mailing for next rallyes:
- Deadline for artwork for upcoming rallyes after Toy Rallye: Friday,
  November 17.
  - This deadline was missed.
  - If we don’t have artwork or complete details, include a “hold the date” statement. 
- Mailing: Send out the weekend of November 18.
  - This deadline was missed.
  - Mail Friday or Saturday. 


NEW BUSINESS

* Election for 2018 Board
- 9 votes for the slate. 
- Slate elected unanimously:
- President: Darin McGrew
- Vice President: Ed Slintak
- Secretary: Michelle McGrew
- Treasurer: Dean Stanton
- Board Member at Large: Abby Grossman, Eric Anderson, and one vacant seat.


ACTION ITEMS

- Done: Michelle: Remind Nick to order 4 more Toy Rallye worker pins when he orders
  our next rallye's awards.
- Done: answered: 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 mailings and
  with data from Toy Rallye score sheets before ballot mailing.
- Darin: Update list of past rallyes on wiki.
- 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).
- Done: answered: 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: 9:03 pm.

* Our next meeting: 7:30 PM, December 19, 2017, at:
  Round Table Pizza, 570 North Shoreline Blvd., Suite I, Mountain View
  (in shopping center at Shoreline and Montecito)

Respectfully submitted by,
Michelle McGrew, Secretary