2017-12-19 TRC Business Meeting Minutes


Called to order at: 7:41 pm.

Members present: Darin McGrew, Michelle McGrew, Dean Stanton, Abby Grossman, 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 available.

* Secretary:
- Sent emails to Nick, Ric, and February and March rallyemasters, and our usual meeting reminder email. 

* Treasurer:
- Report should list 2017 dates, not 2016 dates; will update and resend.
- Cash (and toy) donations all given to HomeFirst are not shown as income
  or expense.
- Insurance budget thought we would have more members for our annual
  per-member fee.
- GGLC provided our insurance directly again this year.
- Darin requested reimbursement for Toy Rallye printing.
- Canceling many rallyes made our income far less and our expenses somewhat
  less.
- Budget predicted $50 loss for year, but we lost almost $600!


COMMITTEE REPORTS

* Insurance:
- Dean has the necessary info for our per-member fee for insurance; will pay this year. 
 
* Awards:
- Nick emailed that the Toy Rallye awards arrived around 5pm the day of the rallye. He has them. He can mail the awards for GGLC and get the rest to us, or he can get all of them to us and we can take care of them. 
- We’ll have Nick send awards to GGLC; Darin will get the address for him. 

* Database Chair (Eric Anderson)
- Darin to work with Eric to get him familiarized with database. 

* Publicity (TBD):
- Need a new Publicity Chair.
- Ken Schott plans to change the marketing for his rallye a little with
  several posts to Facebook.

* Webmaster (Ric Goldman):
- Minutes, results, and latest regional calendar uploaded.  


PAST EVENT(S) REPORT

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

* 2014-08-02 The Game Rallye (Mel, game style)
- Pending: Results, Score Sheets
- Eric will look through the box of paperwork we received from Mel to determine if we have these score sheets and if we have results. 

* 2017-12-02 Toy Rallye (Darin, A-B, early start time).
- 11 cars, 19 toys and $200 donated to HomeFirst.
- There was no postcard mailing prior to this rallye.
- The favorite gimmicks were the Deliver Instructions during the rallye,
  block numbers not existing during the CP game, and the CP slip causing
  Road and Rd to appear on all street-naming signs.
- The least favorite gimmick was expressing that you were working on RI 11
  while laughing for Tickle Me Elmo.
- There were several protests related to the inability to speak thanks to
  DI (Tickle Me Elmo) vs the GI to say the CP saying and to answer the CP
  crew's questions. The original rallye explicitly stated that side effects
  of DIs (e.g., laughing for Tickle Me Elmo) were considered GIs.
  Unfortunately, this clarification was omitted from the rethrow.
- Results: emailed and posted.
- Received: Score Sheets


NEXT EVENT(S) REPORT
- January rallye canceled. 

* 2018-02-03 TBD (Membership Rallye; Cris and Dave G.)
- They expect to have more info for us by the end of next week.
- Registrar: Dean plus one more.
- Neighborhood: 
- Compdir: Abby
- Awards: 
- Need flyer to post on website and artwork for postcard mailing.
- AI: Michelle to send link to new/changed procedure info.

* 2018-03-03 Spy Hunter (Ken and Bob Schott, CM)
- Standard rallye times for start, school, and finish.
- May try to coordinate with Cris and Dave so both rallyes start at the same location.
- Registrar: 
- Neighborhood: Cupertino area. 
- Compdir: Abby
- Awards: 
- Need flyer to distribute at February rallye and to post on website and artwork for postcard mailing.
- AI: Michelle To let Ken know the link for the Wiki so he can review procedures, etc. However, we don’t have an easy way to tell what has changed recently.

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: Abby is willing to provide additional support. 
  - 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. 

+ 2018-04-07
- 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.
- AI: Dean to put this info and the other "length of time info" from May Minutes on the Wiki.


NEW BUSINESS

* Next postcard mailing
- Need database updated by January 12
- Need artwork by January 12
- Printing cards January 13-14
- Stamping at meeting and mailing January 16. 

* Presentation of 2018 Budget Proposal
- Based budget on 5 rallyes (4 to bring in funds and 1 charity). 
- Based on fewer cars running each rallye.
- Reduce reg packs from 30+20 to 25+15. 
- Reduce par plaques to have 15 prepared and 10-15 to assemble (whichever makes the printing work).
- Expecting to renew both domains. 


ACTION ITEMS

- 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.

- Done: 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: Update "First Rallye Free" cards and print more to have available for the February 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: 8:50 pm. 

* Our next meeting: 7:30 PM, January 16, 2018, 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