2019-04-16 TRC Business Meeting Minutes


Call to order: 7:45 pm.

Members present: Darin McGrew, Ed Slintak, Michelle McGrew, Dean Stanton.

Agenda for current meeting:    Approved

Minutes from previous meeting: Approved


OFFICERS' REPORTS

* President:
- No report.

* Vice President:
- No report.

* Secretary:
- Sent out meeting reminder and emails to Dave G., Darin, Dean, and Eric. 
- Given that action item reminders went out so close to our meeting, they can also serve as early reminders for this month. 

* Treasurer:
- Done: Dean to correct number of stamps that Nick got to us (listed as 120,
  but Darin has another 20, giving TRC a total of 140 Forever stamps).
- No additional report as there was no April rallye.


COMMITTEE REPORTS

* Insurance (Cris Wendt)
- No report as there is no May rallye.
- AI: Cris to add his name to the bank signature card.

* Awards (TBD)
- Need a new Awards Chair (duties listed in Operating Procedures).

* Database Chair (Eric Anderson)
- AI: Database needs to be updated to include February's memberships and rallye.

* Publicity (TBD):
- Need a new Publicity Chair (duties listed in Operating Procedures).
- Duties listed in Operating Procedures need updating.

* 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)
- AI: Darin to give John a rallyemaster coupon for Monster Mash. 

* 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).
- Eric has completed the results and has included the comments from Abby. He emailed this to Dean and Abby for their approval before we post and email the results.
- AI: Dean and Abby to follow up re report and results; once approved, Eric to email out.

* 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, but database updated.


NEXT EVENT(S) REPORT

* 2019-06-01 TBD (Darin, A-B).
- Registrar: 
- Neighborhood: 
- Compdir: 
- Awards and par plaques: Darin to produce magnets. 
- Need flyer and artwork for postcards.

* 2019-08-03 TBD (Dave G., A-B)
- Registrar: 
- Neighborhood: 
- Compdir: 
- Awards and par plaques: Darin to produce magnets. 
- Need flyer and artwork for postcards.
- Dave G. plans to have artwork and more details to us in time for May's mailing.

* Bill Jonesi memorial rallye?
- If we can get some of his old rallyes, Eric and Abby (and others?) will
  choose one to possibly rethrow in November.


OPEN DATES

- 2019-07-06
- 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:
- John Kleder
- 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
- AI: Cris to add his name to the check signature card.
- AI: Dean to follow up.

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

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

* Magnet purchase:
- We used almost all our stock of magnets for the par plaques and awards
  for Dilbert Returns.
- AI: Darin to forward to Dean which magnets we want.
- AI: Dean to place order.

* Bill Jonesi's passing
- Darin is in contact with Patrick Olsen (Bill's roommate) regarding Bill's
  archive of old rallyes.

* New Board member:
- With Bill's passing, we need a new Board member.

* Double-wide clipboards?
- Approved: Dean to purchase 12-13, depending on what is needed to receive
  free shipping.
- Done: Purchased 14 at $7.41 each to get free shipping.
- Will continue to sell them for $11 for members, $12 for non-members.
- AI: Dean to update wiki with current price.


NEW BUSINESS

* Postcard mailing for June, August, ???
- Need to receive artwork by May 17.
- Mail out postcards the weekend of May 18. 


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 worker pins and "Welcome to Beginner Class"
  cards for 2018 Lotus Club participants 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.
- DONE - Darin: File 2016 tax form.
- DONE - Darin: File 2017 tax form.
- DONE - 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 give John a rallyemaster coupon for Monster Mash. 
- Darin to decide which laminator we want and to let Dean know so he can
  order it.
- Darin to forward to Dean which magnets we want so he can order more.
- Darin to work with Bill's roommate to get TRC's share of Bill's rallyes. 

- Done: Dean to correct number of stamps (listed in Treasurer's report) that Nick
  got to us (listed as 120, but Darin has another 20, giving TRC a total of
  140 Forever stamps).
- Done: Dean to update wiki finish locations with:
  - Mountain Mike's Pizza (301 East Hamilton Ave., Campbell).
  - Has more room than Jake's of Saratoga, but very noisy.
  - Does have a room that we might be able to reserve in the future, but
    may require a deposit. 
- Dean to follow up with Cris with info for adding his name to signature card
  (needs a contact person).
- Done: Dean to purchase 12-13 double-wide clipboards, depending on what is needed
  to receive free shipping. 
  - Needed to purchase 14 (see above).
- Dean: After getting info from Darin, order laminator and more magnets.

- Eric to prepare final report for Teresa Stefanisko 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.
- Eric to update database to include February's memberships and rallye.


ANNOUNCEMENTS:

* Adjourned: 8:17 pm. 

* Next business meeting: 7:30 PM, May 21, 2019,
  Panera Bread, 1035 El Monte Avenue, Mountain View (at El Camino).

Respectfully submitted by,
Michelle McGrew, Secretary