2018-01-16 TRC Annual Meeting Minutes


Called to order at: 7:33 pm.

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

Agenda for current meeting:    Approved as amended 

Minutes from previous meeting: Approved


OFFICERS' REPORTS

* President:
- No report.

* Vice President:
- No report. 

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

* Treasurer:
- Restated the December budget report, including the per-member insurance fee. For December's meeting I misleadingly estimated it at $577.67, probably based on some other year with higher membership. This year's annual insurance fee, including our share of some ESCA overhead, was only $74.15. So the Budget predicted $50 loss for the year, but we lost less than $40! Very close! 
- Paid the $190 Insurance fee for the February rallye. 
- No additional report as there was no January rallye. 


COMMITTEE REPORTS

* Insurance:
- If February insurance was paid, need to be sure payment is switched to cover the March rallye since February rallye was postponed.  
 
* Awards (TBD):
- Need a new Awards Chair.
- Duties include ordering awards and producing par plaques.
- March and May rallyemasters need to know who to work with for their rallye.
- Nick will be getting Toy Rallye 2017 awards and Award Chair equipment/supplies (including an expired club credit card) to me this Thursday (January 18). 
- Nick hasn’t mailed the awards to GGLC yet, so Darin and I will get them mailed. 
- Dean thinks Nick was printing par plaques using a dye sublimation printer (more colorful). Ask nick for tips if we don’t have this available. 
- Abby could do the lamination, but needs someone to do the artwork. 
- Need step by step instructions for Award Chair’s duties.
- Dean has club debit card for ordering awards to get to whoever takes the artwork production on. 
- Inquire on TRC-Workers if someone can assist with artwork production. 

* 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):
- Needs upcoming rallye info to post. 
- Has received queries asking if we have shut down.
  - AI: Even if we don’t have all the titles, have Ric post that these are happening with details coming soon. 


PAST EVENT(S) REPORT

* 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. 


NEXT EVENT(S) REPORT
- February rallye postponed to May. 

* 2018-03-03 Spy Hunter (Membership Rallye; 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: Dean and a second person. 
- Neighborhood: Cupertino area. 
- Compdir: Abby
- Awards and par plaques: Needs to know who to work with. 
- Need flyer to post on website - Need artwork for postcard mailing.

* 2018-05-05 TBD (Cris and Dave G.)
- Registrar: 
- Neighborhood: 
- Compdir: 
- Awards: 
- Need flyer to distribute at March rallye and to post on website. 
- Need artwork for postcard mailing.


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.
  - Abby is willing to provide additional support. 
  - 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 Canceled 
+ 2018-06-02 Darin
- 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.
- Our insurance company says we need to keep the paper copies.
- Done: Dean to put this info and the other "length of time info" from May Minutes on the Wiki.

* Next postcard mailing
- Update to reflect new rallye schedule: 
- Need database updated by February 9. 
- Need artwork by February 9.
- Printing cards February 10-11.
- Stamp and mail by February 12.   


NEW BUSINESS

* Vote to accept 2018 Budget 
- The budget is almost identical to the one from the December business meeting:  
- Based budget on 5 rallyes (4  to bring in funds and 1 charity). 
- Based on fewer cars running each rallye.
- Reduced reg packs from 30+20 to 25+15. 
- Reduced par plaques to have 15 prepared and 10-15 to assemble (whichever makes the printing work).
- Expecting to renew both domains. (Steve agreed to renew, Dean to reimburse)
- Approved budget as amended. 
- Update to reflect changes: Feb to May, and number of rallyes in rest of year if we want.

* Start location?
- Still recommending Cuesta (or perhaps Round Table in San Jose). 

* Location of next business meeting?
- Still meeting at Round Table.

* Teresa Stefanisko Memorial Rallye
- Abby to Chair but not writing. 
- Board members to help prepare. 

* Another Board member
- Still looking for another member. 


ACTION ITEMS

- Michelle: Be sure Ric has 2018 officers and Committee Chairs so he can post these. 
- Michelle: Let rallyemasters know the link for the Wiki so they can review procedures, etc. (We don’t have an easy way to tell what has changed recently.)
- Michelle: To get rethrow to Jim Kermode and the kids (or have them review other options) and match with mentor. 
- Michelle: To connect Brian Duddy and Nelson Cheung with Dean for mentoring and rethrow. 

- Darin: Update database with addresses that bounced from previous mailings before next 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: File 2017 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: 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 March rallye.
  - Brought mock-ups for input. 

- Done: 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.
  - Received no response, so cannot send thank-you at this point.


ANNOUNCEMENTS:

* Adjourned at: 8:40 pm.

* Our next meeting: 7:30 PM, February 20, 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