2018-05-15 TRC Business Meeting Minutes


Called to order at: 7:35 pm.

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


Agenda for current meeting:    Approved 

Minutes from previous meeting: Approved 


OFFICERS' REPORTS

* President:
- No report.

* Vice President:
- No report.

* Secretary:
- Prepared Minutes for the bank and sent out meeting reminder. 

* Treasurer:
- 10 cars; report pending. 
 

COMMITTEE REPORTS

* Insurance:
- No report as there is no June rallye. 

* Awards (TBD):
- Need a new Awards Chair. Duties include drafting artwork, ordering awards
  (using debit card provided by Dean), and producing par plaques.

* Database Chair (Eric Anderson)

* Publicity (TBD):
- Need a new Publicity Chair.
- Put note on score board at rallye finishes announcing we're looking for
  another Board member, an Awards Chair, and a Publicity Chair.
- Need to post announcements of rallyes on FaceBook earlier than we posted May’s rallye, but don’t want to post too early. 
- Darin to create FaceBook event for his rallye some time this week. 
- Send announcement to TRC-Events announcing no rallye in June but join us in July. 
- Michelle to email members directly to encourage them to attend July rallye. Perhaps also include that we need a Board member and an Awards Chair.

* Webmaster (Ric Goldman):
- Calendar: Changed June rallye to July rallye.
- Posted officers and committee chairs for 2018.
- Posted approved March Minutes and draft of April Minutes. 
- Posted May rallye flyer and prelims.
- Pay-ahead with PayPal is supposed to be disabled midnight before the rallye, but it wasn’t. List of who paid via PayPal was already printed, but didn’t include the person who paid after that. 
- Need to figure out how to ensure this is disabled or include a note to bring their confirmation email.


PAST EVENT(S) REPORT

* 2018-03-03 Spy Hunter (Membership Rallye; Ken and Bob Schott, CM)
- Equipment returned. 
- Score sheets: Given to Michelle to give to Eric.
- Ken has an electronic copy of the score sheets so he can put together the Results. 
- Have more eval cards to give to Ken. Pass them on or scan and send.
- Pending: Report and results.

* 2018-05-05 Presidents' Day (written by Cris & Dave G., substitute RM Dean) 
- Thanks to Steve for helping to put up CMs and to John for helping to take them down. 
- Report: pending.
- CMs: down.
- Scoresheets: pending.
- Results: pending.
- Neighborhood: downtown Mountain View, near Cuesta Park, and some in Los Altos.


NEXT EVENT(S) REPORT

* 2018-07-07 Incredi-Rallye (Darin, A-B)
- Started working on it.
- Registrar: Ed. 
- Neighborhood: Still deciding.
- Compdir: Abby.
- Checkpoint workers: Abby and Glen? 
- Awards: TBD
- Flyer printed & posted to web site. Artwork suitable for postcard mailing.

* 2018-11-03 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.


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.

+ 2018-08-04
- 2018-09-01
+ 2018-10-06 (Monster Mash?)
+ 2018-12-01 (Toy Rallye)


UNFINISHED BUSINESS
(Action Items moved to separate section.)

* Another Board member
- Still looking for another member.

* Update check signature card
- Dean continuing to work on updating check signature card.
- Removing Dave Moen, Mel Nicholson, and Michelle McGrew from card.
- Added Darin McGrew, Dean Stanton, Eric Anderson. 
- Add Ed Slintak, VP (needs appropriate paperwork to take with him).  
- Add Cris Wendt (Insurance Chair) to card.

* Tax ID number:
- Darin to apply for EIN number, and get it to bank by June 4. 
- Darin to work on getting TRC its 501(c)7 tax status.


NEW BUSINESS

* Mailing (before July's rallye)
- Need artwork for other rallyes (August-October) no later than June 20. 
- Mail the weekend of June 23-24, or earlier if database is updated sooner and we have other rallyes to announce sooner. 
- If no other rallyes to be announced yet, include save the dates for November’s and December’s rallyes.


ACTION ITEMS

- Done: Michelle: Arrange to get equipment used for March's rallye returned (from Ken
  and others).
- Done by Dean: Michelle: Be sure Ric has 2018 officers and Committee Chairs so he can
  post these.
- 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: To apply for EIN number, and get it to bank by June 4.
- Darin: To work on getting TRC its 501(c)7 tax status.
- Darin: Pick a "Don't Drive Distracted" icon and a link target such as
  distraction.gov, then CC TRC's business mailing list.
- Darin: Inquire on TRC-Workers if someone can assist with artwork production.

- Dean: Inquire on TRC-Workers if someone can assist with artwork production.

- Eric: Update database before next mailing (membership forms, score sheets).

- Nick: To drop off another envelope and perhaps more clipboards.


ANNOUNCEMENTS:

* Adjourned at: 8:42 pm.

* Our next meeting: 7:30 PM, June 19, 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