2018-08-21 TRC Business Meeting Minutes Called to order at: 7:52 PM. Members present: Darin McGrew, Ed Slintak, Michelle McGrew, Dean Stanton, Eric Anderson, Abby Grossman. 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 out meeting reminder and have been corresponding with Nick. * Treasurer: - No report as there was no August rallye. COMMITTEE REPORTS * Insurance: - No September rallye, so no insurance check needed. * 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) - No report. - Eric to update database with score sheets from last rallye. - Darin to send Eric email addresses including the corrections. * 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. - Dean to make sign to post on score board with this info. * Webmaster (Ric Goldman): - Updated meeting location on calendar. - Posted results for Spy Hunter and for Incredi-Rallye. PAST EVENT(S) REPORT * 2018-03-03 Spy Hunter (Membership Rallye; Ken and Bob Schott, CM) - Results: - Eric prepared basic results; posted on website. - Darin to summarize eval cards for Ken. - Pending: Report * 2018-07-07 Incredi-Rallye (Darin, A-B) - Report: - Great turnout! 20 cars, including 3 First Timer and 7 Beginner. - Protests noted ambiguities in GI template; Darin will update. - Favorite Gimmicks: out-of-order RIs (especially RI .17) and Incredi-Ball (especially entering CP early after denying RI 18). - Least Favorite Gimmick: Definition of Yield - Comments about the new start location are favorable. - Some thought it too short/easy, some thought it too long/hard, but overall most thought it was about right. - Other suggestions (other than gimmick ideas) include: - help for beginners (a cheat sheet, an elaboration on the instructions, balloons to make CP more visible, tell beginners to stay in car at CP, explain scoring and CP expectations better, etc.) - better publicity (emails, postcards, dates known in advance) - too many awards categories (We actually presented almost all the awards for the first time in years.) - Would be good to do TSD rallyes sometime - CP could have opened 15 minutes earlier - Results: emailed and posted. - Score Sheets: given to Eric. NEXT EVENT(S) REPORT * 2018-11-03 Teresa Stefanisko Memorial Rallye - Abby to Chair but not writing. - Board members to help prepare: - Dean willing to format if he gets drafts. - Eric can help with proofreading and checking. - Ed could put up CMs. - Darin and Michelle: registrar. - start time: registration 3-5 pm (usual start time). - Dean and Abby reviewed Teresa's rallyes. The final choice will also depend on which rallye's documents we and/or Nick can find. - Michelle and Abby to look for their copies of Teresa’s rallye. + 2018-12-01 Toy Rallye 2018 (Darin, A-B, early start time) - Everything TBD 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 Canceled. + 2018-10-06 (Monster Mash?) - John Kleder volunteered to do a CM rallye, but still needs help. - Needs to be ready to be prechecked and have artwork by September meeting. - Eric to help with critique, maps, and precheck. - Ed to help with CMs and school, and with editing docs if needed. - Ed contacting John to convey above info. - Michelle to provide above info to Ed. 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 tax status. NEW BUSINESS * Next Mailing - Need artwork for October through December rallyes by September meeting. * Meeting Location: - Meeting at Panera Bread until further notice. ACTION ITEMS - Michelle to send Ed info about volunteers to help with John’s rallye. - Michelle to look for her copy of Teresa’s rallye; email to Abby and Dean. - 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 to summarize Spy Hunter eval cards for Ken. - Darin: mail Toy Rallye pins to GGLC. - Done: 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. - Dean to make sign to post on score board at finish (info to include is listed above under Publicity). - Eric: Update database by September meeting. - Abby to look for her copy of Teresa’s rallye. - Ed to let John know who his helpers are for his rallye. - Nick: To drop off another envelope, more clipboards, old trophies, and 25th anniversary mugs. ANNOUNCEMENTS: * Adjourned at: 8:52 PM. * Our next meeting: 7:30 PM, September 18, 2018, Panera Bread, 1035 El Monte Avenue, Mountain View (at El Camino). Respectfully submitted by, Michelle McGrew, Secretary