2018-07-17 TRC Business Meeting Minutes

Called to order at: 7:38 pm.

Members present: Eric Anderson, Abby Grossman, Ed Slintak, Dean Stanton,
  Darin McGrew


Agenda for current meeting:     Adapting last month's agenda as needed.

Minutes from previous meetings: Approved as amended: May, June.


OFFICERS' REPORTS

* President:
- No report.

* Vice President:
- No report.

* Secretary:
- Emailed meeting reminder.
- Sent email to Nick re: Teresa's electronic copies of her rallyes, and to
  arrange final transfer of remaining TRC materials.

* Treasurer:
+ 20 cars, 3 memberships, and 63 waiver signatures (including a record 10
  minors) for July's rallye.
+ Issue #1: Though the check-in form shows 3 memberships, I only found 1
  membership form. Maybe Eric has the others already?
  - Membership Form for Robert Benjamin
  - Missing Membership Forms for car 10 (Jan Altman, Alex Baronski) and for
    car 3 (Steven Carr).
+ Issue #2: $2.70 too much was reimbursed to Darin in May (a duplicate
  payment for the February mailing, as a small part of check #1728). The
  prior May treasurer's report also showed duplicate use of 120 postcard
  stamps (worth $42) for the February mailing. The restated May treasurer
  report marks the first error and corrects the latter. And that $2.70
  mailing expense was not reimbursed to Darin again for the June mailing,
  as is noted in the July treasurer report.
+ Great turnout, esp. nonmembers. Rallye income $165 over budget!
+ Expenses close to that budgeted, so net for July is $137 better than budget!
+ July rallye income mostly offset previous $250 income gap. Now only $85
  behind.
+ Using magnets as awards is much cheaper than pins, and not being expensed
  each month.
+ Budget guessed wrong about when the mailings would be. YTD is $36 better
  than budget.
+ YTD overall is $72 better than budget. (Recall that the budget predicts a
  $305 loss for the year.)


COMMITTEE REPORTS

* Insurance:
- No rallye in August, so no insurance check needed.
- 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.

* Database Chair (Eric Anderson)
- Eric sent Darin data to add to DB.

* 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.

* Webmaster (Ric Goldman):
- No report.


PAST EVENT(S) REPORT

* 2018-03-03 Spy Hunter (Membership Rallye; Ken and Bob Schott, CM)
- Results:
  - Ken has an electronic copy of the score sheets so he can put together
    the Results.
  - Eric prepared basic results, will send to Ric.
- Darin to summarize eval cards for Ken.
- Pending: Report and results.

* 2018-07-07 Incredi-Rallye (Darin, A-B)
- Report: pending
- Score Sheets: pending
- Results: pending


NEXT EVENT(S) REPORT

* 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.

+ 2018-12-01 (Toy Rallye, Darin)


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.

- 2018-09-01
+ 2018-10-06 (Monster Mash?)


UNFINISHED BUSINESS
(Action Items moved to separate section.)

* Another Board member
- Still looking for another member.

* Update check signature card
- Dean and Cris to continue to work on updating check signature card.

* Tax ID number:
- Darin still needs to finish filing for the 501(c)7 approval.


NEW BUSINESS

* Next Mailing
- before next rallye

* Meeting Location?
- In August, we'll try Panera at ECR & El Monte


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

- Done: 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: 8:27 pm.

* Our next meeting: 7:30 PM, August 21, 2018,
  Panera Bread, 1035 El Monte Av, Mountain View (at El Camino).

Respectfully submitted by
Darin McGrew