2019-01-15 TRC Business Meeting Minutes


Call to order: 7:55 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 to TRC-Business, Cris, & Ric.
- Sent additional emails to Cris, Dave G., and Ric to follow up on rallye progress, to obtain reports, etc. 

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


COMMITTEE REPORTS

* Insurance:
- Insurance check was mailed. Usually takes 1.5 to 2 weeks Cris to receive the certificate.
- 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.

* Database Chair (Eric Anderson)
- AI: Darin to finish merging attendance data into database.
- AI: Darin to add Toy Rallye data into database.
- These need to be done before the next mailing.

* Publicity (TBD):
- Need a new Publicity Chair.
- Michelle posted a "Coming Saturday, February 2nd" announcement to TRC-Events. Will post again when prelims are available.
- Need to post announcement on Facebook.

* Webmaster (Ric Goldman):
- Fixed calendar web page, edited rallye .pdf, and uploaded new Regional Rallye calendar to website.
- Posted the approved November 2018 Minutes, draft of December 2018 Minutes, and the agenda for the January 2019 meeting.
- The Budget proposal is on the "About Us" page.  


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: pending.
- AI: Eric to prepare final report, combining results and eval info from Abby's report.
- Results: pending (Eric).
- 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)
- AI: Darin to mail 2017 Toy Rallye pins to GGLC, as well as "Welcome to
  Beginner Class" cards for the Lotus class first-timers.
- Results: pending
- Score Sheets: pending


NEXT EVENT(S) REPORT

* 2019-02-02 Dilbert Returns! (Membership Rallye, A-B, Dave G. & Cris)
- The rallye is now updated for all sign and road changes and is "Rallyemaster complete". Still to do our precheck and any updates from that. It will end at The Garrett near the Pruneyard.
- They are okay for precheckers and for maps. Need participants.
- Registrar: Dean registering and Eric handling memberships
- Neighborhood: Saratoga and Campbell
- Compdir: Abby to do a map precheck; Darin to oversee the finish.
- Awards and par plaques: Darin to produce magnets. 


OPEN DATES

- 2019-03-02 Cancelled.
- 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.

* 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.
- Changes: 
  - Will need more magnets at some point: added $25 
  - Funds to purchase new Laminator: added $35. 
  - Removed $20 for card stock.
  - Updated postage costs
- Given these conditions and with these changes, we expect $35 profit.
- Approved budget.
- Done: Darin confirmed that he has 120 Forever postcard stamps.

* Next mailing
- AI: Darin to update database before next mailing.
- Need 1-2 more rallyes to announce.
- Mail out the weekend after our January meeting.


NEW BUSINESS

* Taxes
- AI: Darin To File 2018 tax form.

* Laminator purchase:
- Assign someone to purchase laminator?
  - Darin to decide which laminator we want.
  - Dean to place order.
  

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 2017 pins and "Welcome to Beginner Class" cards 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: File 2018 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 purchased mini bungees and got them to Darin.

- Eric to email Monster Mash results to participants as he has the score
  sheets.
- Eric to prepare final report for Memorial rallye, combining results 
  and eval info from Abby's report.
- 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: 8:33 pm.

* Next business meeting: 7:30 PM, February 19, 2019,
  Panera Bread, 1035 El Monte Avenue, Mountain View (at El Camino).

Respectfully submitted by,
Michelle McGrew, Secretary