2018-02-20 TRC Business Meeting Minutes Draft: Pending approval at the March 2018 business meeting. Called to order at: 7:30 pm. Members present: Darin McGrew, Ed Slintak, Michelle McGrew, Dean Stanton, Eric Anderson. Agenda for current meeting: Approved as amended Minutes from previous meeting: Approved OFFICERS' REPORTS * President: - No report. * Vice President: - No report. * Secretary: - Sent monthly meeting reminder and corresponded with Nick, Cris, and rallyemasters. Sent upcoming rallye info to Ric. - Need someone to take Minutes for me at the next meeting. * Treasurer: - No report as there was no February rallye. COMMITTEE REPORTS * Insurance: - Since the February rallye was postponed to May, Cris paid the insurance for the March rallye using the February check. * Awards (TBD): - Need a new Awards Chair. - Duties include ordering awards and producing par plaques. - The Schotts will produce their own awards and par plaques for the March rallye; this gives us more time to find a new Awards Chair. - Received Toy Rallye awards from Nick today. - 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. - Staples (and Kinkos) can print almost anything if needed. - Received step by step instructions for Award Chair’s duties. - After reading through Nick’s directions, Abby isn’t sure if she could do the lamination. Perhaps if someone walked her through the steps, she could. Either way, she needs someone to do the artwork. - Dean has club debbit card for ordering awards to get to whoever takes the artwork production on. - Inquire on TRC-Workers if someone can assist with artwork production. - Nick has turned over Award’s Chair equipment, including the laminator, paper, magnets, etc. * 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. - If you have any ideas on how to publicize to puzzle people, please pass on suggestions. - Put note on score board letting people know we’re looking for another Board member, Awards Chair, and Publicity Chair. * Webmaster (Ric Goldman): - Posted flyer and details for March rallye and a “save the date, details to follow” for May’s rallye. 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. - Although there is some Game Rallye info there, we do not seem to have the score sheets or results. - We remain hopeful that they will be found. NEXT EVENT(S) REPORT * 2018-03-03 Spy Hunter (Membership Rallye; Ken and Bob Schott, CM) - Standard rallye times for start, school, and finish. - Start location: Cuesta Park. - Registrars: Dean and Eric. - Neighborhood: Cupertino area. - Compdir: Abby - Awards and par plaques: Schotts producing these at no charge to the club (and printing, etc). - Flyer for the website sent to Ric and posted. - Need artwork for postcard mailing (if still sending them). * 2018-05-05 TBD (Cris and Dave G.) - Registrar: - Neighborhood: - Compdir: - Awards: - Having trouble finding a good start location, so they have decided to wait to see how Cuesta Park works for the March rallye. - Need flyer to distribute at March rallye and to post on website. - Need artwork for postcard mailing. * 2018-06-02 TBD (Darin) - Registrar: - Neighborhood: - Compdir: - Awards: - Need flyer to distribute at May 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. - 2018-07-07 + 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.) * Next postcard mailing - Need database updated in time for next mailing. - We’ll use what we have now. - Need artwork by February 21. - Printing cards February 22. - Stamp and mail by February 24. * Teresa Stefanisko Memorial Rallye - Abby to Chair but not writing. - Board members to help prepare. - Nick to look through his archives to see what he has. * Location of next business meeting - Try Alice’s Smokehouse or, if we can’t get a reservation in the back room, return to Round Table. * Another Board member - Still looking for another member. NEW BUSINESS * None ACTION ITEMS - Michelle: Be sure Ric has 2018 officers and Committee Chairs so he can post these. - Done: 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. - Dean: Update check signature card (remove Dave Moen, add Eric Anderson). - Dean: Print "First Rallye Free" cards in time for the March rallye. - Done: Nick to drop off Award Chair equipment/supplies (including an expired club credit card). - Done: Nick: To get Toy Rallye 2017 awards to us. - Nick: To drop off another envelope and perhaps more clipboards. ANNOUNCEMENTS: * Adjourned at: 8:25 pm. * Our next meeting: 7:30 PM, March 20, 2018, Alice’s Smokehouse, 570 North Shoreline Blvd., Suite F, Mountain View (in shopping center at Shoreline and Montecito; formerly Dickey's Barbecue Pit). Respectfully submitted by, Michelle McGrew, Secretary