2018-06-19 TRC Business Meeting Minutes Called to order at: 7:30 pm. Members present: Darin McGrew, Ed Slintak, Michelle McGrew, Dean Stanton, Eric Anderson, Abby Grossman. Agenda for current meeting: Using last month’s agenda and adapting as needed. Minutes from previous meeting: Tabled approval until next meeting. OFFICERS' REPORTS * President: - No report. * Vice President: - No report. * Secretary: - Emailed Minutes to Ed so he could add signature to bank card. - Emailed meeting reminder. * Treasurer: - 10 cars, 4 memberships, and 24 waiver signatures for May's "Presidents' Day" rallye. - Need more attendance. Both 2018 rallyes had income $130 lower than budgeted. $12 from clipboard I sold at April Fools rallye in Santa Rosa. - Schotts donated their (badge) awards. Presidents' Day used magnets as awards. See below. - Unbudgeted printing, mileage, worker food, and CP envelopes. Cris and Dave may not have charged TRC, but I did. Also more PayPal fees than usual. - Now expect postal mailing next month. - I did not include any cost for the magnets used as awards. (My company printed the colored pages used for the par plaques and awards.) If we are using magnets for awards, we could track how many we actually make and use, and include them in the rallye expenses (toward calculation of net profit or loss from the rallye). - Year to date: $65 income less than what budget expected. COMMITTEE REPORTS * Insurance: - Mailed insurance check to Cris (Darin as second signature). - From Cris’s email after meeting: - Received insurance certificate for July’s rallye. - And, as of 6/24/2018, Cris had still not heard back from our contact at BofA, so has not gotten his signature added to the card yet. * Awards (TBD): - Need a new Awards Chair. Duties include drafting artwork, ordering awards (using debit card provided by Dean), and producing par plaques. - Darin will use magnets for awards for his rallye, and will try to have all the same thickness. * Database Chair (Eric Anderson) - Dean gave Eric the score sheets and membership forms from the last two rallyes. - Eric to update database before mailing later this week. * 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. - Darin created an event for his rallye on FaceBook. - Send announcement to TRC-Events announcing upcoming rallye. - Michelle to email members directly to encourage them to attend July rallye. And perhaps include that we need a Board member and an Awards Chair. * Webmaster (Ric Goldman): - Ric will disable Pay-ahead with PayPal at midnight on rallye day. PAST EVENT(S) REPORT * 2018-03-03 Spy Hunter (Membership Rallye; Ken and Bob Schott, CM) - Score sheets: Given 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) - Report: - 10 cars, no first-timers or novices - Protest Granted: Thanks to "Competition Director" Abby Grossman and the protest committee for finding a fair way to correct the scores after I erected coursemarker E12 in the wrong place. Anyone who recorded E12 as E21 got credit for UU4, recorded or not. - Scoresheets: given to Eric. - Results: emailed and posted. NEXT EVENT(S) REPORT * 2018-07-07 Incredi-Rallye (Darin, A-B) - Hopes to have rallye finished this coming weekend and have it ready for pre-checking after that. - Eric available to help with prechecking if needed. - Registrar: Ed. - Neighborhood: Sunnyvale, south of Fremont. - Compdir: Abby. - Checkpoint workers: Abby and someone else (perhaps Eric?). - Awards: Will use magnets. * 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. - Removed Dave Moen, Mel Nicholson, and Michelle McGrew from card. - Added Darin McGrew, Dean Stanton, Eric Anderson, and Ed Slintak. - Add Cris Wendt (Insurance Chair) to card. * Tax ID number: - Received EIN number. - Darin and Dean gave EIN number to the bank. - Darin still needs to finish filing for the 501(c)7 tax status. NEW BUSINESS * Mailing (before July's rallye) - Include info about July’s rallye, save the dates for November and December’s rallyes, and a reminder to check the website for other upcoming rallyes. - Mail the weekend of June 23-24. * Eric’s email: - Discussion of who is likely to enjoy and not enjoy our rallyes. - Consider how we can write rallyes to make them more attractive to newbies. - Discussion of how to recruit participants. - Perhaps if we had less to read at the beginning, that would help (e.g.: 2 pages rather than 3 pages of GIs). - Perhaps prepare an optional tutorial (worth 0 points) that loops participants back to the start. - Perhaps write a short introductory rallye that could be run on a month when we don’t have a full-length rallye scheduled. ACTION ITEMS - 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. - Done: 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 by this weekend (June 23-24), adding info from membership forms and score sheets. - Nick: To drop off another envelope and perhaps more clipboards. ANNOUNCEMENTS: * Adjourned at: 8:45 pm. * Our next meeting: 7:30 PM, July 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, Michelle McGrew, Secretary