2018-03-20 TRC Business Meeting Minutes Called to order at: 7:40 pm. Members present: Darin McGrew, Ed Slintak, Dean Stanton, 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: - Sent monthly meeting reminder. * Treasurer: - March Membership Rallye (Spy Hunter) - 9 cars, 8 memberships (one with an associate), and 24 waiver signatures. - Despite a disappointing turnout, the RMs did not request reimbursement, so we made a small profit. - 2018 Budget - Revised to reflect that the membership rallye was in March, not February, and our next rallye is in May. This only moved around income and expense estimates, but didn't change any. - Added a note that the annual per-member insurance fee is an optimistic estimate of roughly 1.8 times the 2017 membership. We might reach that, since we're extending all the 2017 memberships and several people (even some we know) did not re-up in 2017, but have started to join for 2018. COMMITTEE REPORTS * Insurance: - No report. * Awards (TBD): - Need a new Awards Chair. - Duties include ordering awards and producing par plaques. - 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 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. - 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. - Discussed ways to improve attendance. One possibility would be to encourage competition between teams from different companies/groups. * Webmaster (Ric Goldman): - No report. PAST EVENT(S) REPORT * 2018-03-03 Spy Hunter (Membership Rallye; Ken and Bob Schott, CM) - Neighborhood: Cupertino area. - Awards and par plaques: Schotts produced these at no charge to the club (and printing, etc). - Pending: report, score sheets, and results. NEXT EVENT(S) REPORT * 2018-05-05 TBD (Cris and Dave G.) - Registrar: - Start location: Cuesta Park. - Neighborhood: - Compdir: - Awards: - Flier posted on web site. * 2018-06-02 Incredi-Rallye (Darin) - Registrar: - Neighborhood: - Compdir: - Awards: - Need flyer to distribute at May rallye and to post on website. - Need artwork for postcard mailing. * [date TBD] Teresa Stefanisko Memorial Rallye - Abby to Chair but not writing. - Board members to help prepare. - Dean and Abby reviewed Teresa's rallyes. The final choice will also depend on which rallye's documents we and/or Nick can find. - Voldemort rallye (rethemed to Fantastic Beasts?) - Presidents rallye as backup 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.) * Location of future business meetings - Stay at Alice's Smokehouse. * 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: mail Toy Rallye pins to GGLC. - 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). - DONE: Print "First Rallye Free" cards in time for the March rallye. - Dean: Update wiki regarding tennis pro shop at Cuesta. - Nick: To drop off another envelope and perhaps more clipboards. ANNOUNCEMENTS: * Adjourned at: 8:45 pm. * Our next meeting: 7:30 PM, April 17, 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, Darin McGrew, president