2018-12-18 TRC Business Meeting Minutes


Call to order: 7:52 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:
- Sent meeting reminders.
- Also sent emails to Cris, Dave G., and Ric.


* Treasurer:
- 20 cars and 46 waiver signatures for December's Toy Rallye.
- [1] Cash (and toy) donations all given to HomeFirst aren't shown as income or expense.
- [2] Brian Cooley paid in advance by PayPal and also brought a toy, so he donated his PayPal to TRC!
- [3] Donation to TRC offset most of TRC's unbudgeted November donation to the Earthquakes fund.
- [4] GGLC provided our insurance directly again this year.
- [5] Including annual insurance fee, $131.35 — updated estimate!
- [6] Look how close the income was to budget!
- [7] Using magnets for awards saved us real money!
- [8] Budget predicted $300+ loss for year, but we finished with a net loss of $215. 


COMMITTEE REPORTS

* Insurance:
- Cris still needs to add his name to the signature card.
- No report as there is no January rallye. 

* 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)
- AI: Darin to finish merging attendance data into database.
- AI: Darin to add Toy Rallye data into database.

* Publicity (TBD):
- Need a new Publicity Chair.
- At Toy Rallye, Eric spoke with all attendees to encourage them to bring new rallyists.

* Webmaster (Ric Goldman):
- No report available.


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)
- Results: Posted on website, but need to email to participants.
- AI: Darin to give John a rallyemaster coupon for Monster Mash once results are emailed.

* 2018-11-03 Teresa Stefanisko Memorial Rallye (CM, 3-5 pm)
- Report:
  - Done: AI: Dean to forward Abby's email (to TRC-Business).
- Results: pending
- AI: Eric to prepare final report for Memorial rallye, combining results and eval info once he has Abby's report. 
- After results are posted and emailed, we'll award membership for 2019 to
  Abby (includes reimbursement from paper), and $10 toward Dean's and
  toward Eric's memberships for 2019 (instead of rallyemaster coupons).

* 2018-12-01 Toy Rallye 2018 (Darin, A-B, early start time)
- 20 cars, including 3 Lotus class (first timers)
- Delivered to HomeFirst: 21 toys, 18 small toy cars (treated as 1 toy),
  check for $195
- When Darin mails the pins to GGLC, he will send "welcome to beginner class" cards for them to get to the right recipients.
- Next year, be sure the GGLC website has the correct info, including a link to our site so they can download the prelims.


NEXT EVENT(S) REPORT

* 2019-02-02 TBD (Membership Rallye, A-B, Dave G. & Cris)


OPEN DATES

- 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.)

* 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.

* Election for 2019 Board
- Bill Jonesi accepted the position. He will join Abby and Eric as a board
  member at large.


NEW BUSINESS

* 2019 Budget
- Based on 4 revenue rallyes (Membership Rallye plus 3 other revenue rallyes) plus our charity Toy Rallye.
- Based on 18 memberships and 29 member rallye entries and 12 non-member rallye entries.
- Given these conditions, we expect $75 profit.
- Changes: will need more magnets at some point, add up to $35 for a laminator, and update postage costs.
- AI: darin to check to see if he has Forever postcard stamps. 

* Color printer
- Currently not planning on purchasing one, but we do need someone to print documents in color.

* Next mailing
- Need 1-2 more rallyes to announce.
- Mail out the weekend after our January meeting.


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.

- Done: Darin checked with Bill: he accepted board position 
- Darin to summarize Spy Hunter eval cards for Ken.
- Darin: mail Toy Rallye 2017 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.
- Darin to finish merging attendance data into database.
- Darin to add Toy Rallye data into database.
- Darin to give John a rallyemaster coupon for Monster Mash once results
  have been emailed.

- Done: Dean to forward Abby's rallye report email to TRC-Business.
- Dean to purchase mini bungees and get them to Darin.

- Eric to prepare final report for Memorial rallye, combining results and eval info once he has Abby's report. 
- Eric to email Monster Mash results to participants as he has the score sheets.
- Eric to prepare results for the Teresa Stefanisko Memorial Rallye as he has the score sheets.

- Nick to get TRC Forever stamps to Darin.


ANNOUNCEMENTS:

* Adjourned: 9:00 pm.

* Next business meeting: 7:30 PM, January 15, 2019,
  Panera Bread, 1035 El Monte Avenue, Mountain View (at El Camino).

Respectfully submitted by,
Michelle McGrew, Secretary