2018-09-18 TRC Business Meeting Minutes


Call to order: 7:45 pm.

Members present: Darin McGrew, Michelle McGrew, Dean Stanton, 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 available.

* Secretary:
- Sent out meeting reminder and worked on some action items.
- Will get approved Minutes for May and June out by the end of the week.

* Treasurer:
- No report as there was no September rallye.


COMMITTEE REPORTS

* Insurance:
- Email from Cris: “I am not on the signature card. I haven't processed any insurance for October so will need a check from Dean and need to know if this is a CM or A/B rallye. I usually need 2 weeks lead time.”
- Dean to mail check tomorrow.
- Michelle to confirm that the rallye is a go with Cris.

* Awards (TBD):
- Need a new Awards Chair. Duties include drafting artwork, ordering awards
  (using debit card provided by Dean), and producing par plaques.
- Darin to produce award magnets and par plaques for October’s rallye. 

* Database Chair (Eric Anderson)
- Eric: update database with score sheets from last rallye. 
- Darin: Done: sent 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: make sign to post on score board with this info.

* Webmaster (Ric Goldman):
- Posted approved July Minutes and the draft of the August Minutes.
- Updated calendar to indicate meeting location ongoing at Panera Bread. 


PAST EVENT(S) REPORT

* 2018-03-03 Spy Hunter (Membership Rallye; Ken and Bob Schott, CM)
- Darin to summarize eval cards for Ken.
- Pending: Report  


NEXT EVENT(S) REPORT

* 2018-10-06 (Monster Mash, John Kleder, CM, early start time)
- John expects to have the rallye ready for Ed to precheck this weekend. 
- John asked for help with Monsters Inc artwork: Sully and Sid (Sully and
    Mike?) with magnifying glass
  - Darin to help with artwork for postcard, flyer, par plaque, and awards.
- Eric to help with critique, maps, and precheck. 
- Ed to help with CMs and school, and with editing docs if needed. 
- Done: Ed: contact John to convey above info. 
- Done: Michelle: provide above info to Ed. 
- John said registration is 11am to 1pm, and finish closes at 4pm.
- Need registrar; Darin and I to find someone to do this or do it ourselves.
- Dean to get start box to Darin.  

* 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 to do printing.
  - Darin and Michelle: registrar.
- start time: registration 3-5 pm (usual start time). 
  - October and December have an early start time. Should this rallye also?
  - Keep at the 3-5 pm start time.
- Done: Michelle and Abby to look for their copies of Teresa's rallye.
- For artwork for postcard and flyer, ask Nick if he has a picture he can email.
- Perhaps also make a donation to an organization of Nick’s choice in Teresa’s honor? 
  - If so, this would be good to include on the postcard and flyer.

* 2018-12-01 Toy Rallye 2018 (Darin, A-B, early start time)
- registration from 11am to 1pm, finish closes at 4pm
- Grinch themed (the movie The Grinch will be released in November)
- Neighborhood TBD
- Registrar: Abby and Glen


OPEN DATES

- 2019-01-05
- 2019-02-02 (Membership Rallye?)
- 2019-03-02
- 2019-04-06
- 2019-05-04
- 2019-06-01
- 2019-07-06
- 2019-08-03
- 2019-09-07
- 2019-10-05 (Monster Mash?)
- 2019-11-02
- 2019-12-07 (Toy Rallye?)


POTENTIAL RALLYEMASTERS

* 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?)
- 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.


UNFINISHED BUSINESS
(Action Items moved to separate section.)

* Next Mailing
- Darin to produce artwork for October through December rallyes. 
- Aiming to mail postcards by this weekend.

* Another Board member
- Still looking for another member.

* Update check signature card
- Cris to work on adding his name to the check signature card.

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


NEW BUSINESS

* Open Nominations for 2019 Board


ACTION ITEMS

- Done: Michelle to send Ed info about volunteers to help with John's rallye. 
- Done: 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.
- 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 status.
- Darin: Pick a "Don't Drive Distracted" icon and a link target such as
  distraction.gov, then CC TRC's business mailing list.

- Dean to make sign to post on score board at finish (info to include is
  listed above under Publicity).

- Eric: Update database by October meeting. 

- Done: Abby: look for her copy of Teresa's rallye. 

- Done: Ed: 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: 8:50 pm.

* Next business meeting: 7:30 PM, October 16, 2018,
  Panera Bread, 1035 El Monte Avenue, Mountain View (at El Camino).

Respectfully submitted by,
Michelle McGrew, Secretary