2018-10-16 TRC Business Meeting Minutes


Call to order: 7:37 pm.

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


Agenda for current meeting:    Approved as amended

Minutes from previous meeting: Approved 


OFFICERS' REPORTS

* President:
- No report.

* Vice President:
- No report.

* Secretary:
- In addition to our usual Minutes, I Emailed the approved Minutes for May and June, both as amended.
- Sent meeting reminder and various other emails. 

* Treasurer:
- October's rallye had 8 cars register. 6 paid cash (including 1 membership renewal) and 2 paid with rallyemaster coupons.   
- Dean gave Eric the form for the membership renewal.  

COMMITTEE REPORTS

* Insurance:
- Sent Cris the insurance check for November's rallye.
- Cris still needs to add his name to the signature card.

* Awards (TBD):
- Need a new Awards Chair. Duties include drafting artwork, ordering awards
  (using debit card provided by Dean), and producing par plaques.
- Laminator no longer working properly (roller not taking sheets in).
- Abby has a laminator that we can use until we can get a replacement.
- Budgeting $35 maximum to purchase a new laminator next year.
- We'll begin researching after Toy Rallye. 

* Database Chair (Eric Anderson)
- Eric: update database with score sheets from last rallye.
- Add renewed member from last rallye to database. 

* 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.
- Darin posted to Facebook to let rallyists know we need a new Publicity Chair.

* Webmaster (Ric Goldman):
- Uploaded the following to the website:
  - All the latest meeting minutes and tonight's agenda.
- The new regional rally calendar for 2018 (as of Oct 18) and the draft calendar for 2019.


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

* 2018-10-06 (Monster Mash, John Kleder, CM, early start time)
- Report: 
  - 8 cars. 
  - 1 protest (denied).
  - Overall, went well. Had to post signs higher on poles than normal to be seen over the dump truck convoy.
  - 1 comment card said it was too short, but all others said it was just right. 
- Results: Posted on website, but need to email to participants.
- Score sheets: Eric has them.
- Coursemarkers: down.
- AI: Darin to give John a rallyemaster coupon.


NEXT EVENT(S) REPORT

* 2018-11-03 Teresa Stefanisko Memorial Rallye (CM, 3-5 pm)
- Board members to help prepare:
  - Abby to Chair
  - Dean formatting materials. 
  - Abby and Dean acting as co-rallyemasters.
  - Eric helping with proofreading and prechecking.
  - Eric and Dean to put up CMs.
  - Ed can help take down CMs.
  - Darin to do printing.
  - Registrar: Darin and Michelle.  
  - Par plaques and awards: Darin to produce magnets.
- Darin prepared artwork using portrait of Teresa.
- Nick suggested Earthquakes Community Fund as an appropriate charity if we want to make donation in Teresa's honor.
- Planning to donate $2 per paid entry plus any additional donations people wish to give. 

* 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
- GGLC cosponsoring; covering insurance, providing CP workers, and goodies as usual.
- Flyer and postcard artwork done.
- Par plaques and awards: Darin to produce magnets.

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.)

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


NEW BUSINESS

* Close Nominations for 2019 Board
- Slate of candidates:
  - President: Darin McGrew.
  - Vice President: Ed Slintak.
  - Secretary: Michelle McGrew.
  Treasurer: Dean Stanton.
  Directors at large: Abby Grossman, Eric Anderson, and a write-in.
- Announce the open position after November's rallye. If anyone volunteers, we can write in his/her name. 

* Ballot mailing to members
- Update contact DB before mailing.

* Next meeting date:
- To be sure we have quorum, we're changing our meeting date for November to Tuesday, November 13. 
- AI: Michelle to have Ric update this on the calendar.


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 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 mailing. 

- Nick: To drop off another envelope, more clipboards, old trophies, and
  25th anniversary mugs.


ANNOUNCEMENTS:

* Adjourned: 8:55 pm.

* Next business meeting: 7:30 PM, November 13, 2018,
  Panera Bread, 1035 El Monte Avenue, Mountain View (at El Camino).

Respectfully submitted by,
Michelle McGrew, Secretary