2019-05-21 TRC Business Meeting Minutes


Call to order: 7:37 pm.

Members present: Darin McGrew, Michelle McGrew, Dean Stanton, Abby Grossman, Eric Anderson, Dave Graubart.

Agenda for current meeting:    Approved as amended

Minutes from previous meeting: Approved


OFFICERS' REPORTS

* President:
- No report.

* Vice President:
- No report provided.

* Secretary:
- Emails sent to the Board, Cris Wendt, and Ric Goldman.

* Treasurer:
- Checks signed for double clipboards and insurance. 
- No report as there was no May rallye.


COMMITTEE REPORTS

* Insurance (Cris Wendt)
- Mailing out insurance form this evening after we fill out another check to include with it.
- We can either cancel the check that we mailed to Cris or he can use it for the August rallye.
- For the future, instead of us mailing Cris a check to include with the form, Cris suggests that he could email us the form so we can mail it along with the check.
- 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: Update DB to include February's memberships and rallye.
  - Darin to update enough so he can send out postcard mailing.
  - Darin and Eric to work together to update the rest later. 

* Publicity (TBD):
- Need a new Publicity Chair (duties listed in Operating Procedures).
- AI: Modernize duties listed in Operating Procedures.
  - Dean can make changes once we decide what needs revision.

* Webmaster (Ric Goldman):
- Posted flyers for upcoming rallyes. 


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.
- Done: Dean and Abby to follow up re report and results; once approved, Eric
  to email out.
  - Eric to email results to rallyeists and webmaster.

* 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 One Thousand and One Nights (Darin, A-B)
- Registrar: Eric
- Precheckers: Eric, Dave G., Abby
- Neighborhood: Sunnyvale
- Compdir: Abby
- Awards and par plaques: Darin to produce magnets. 
- Flyer posted. Artwork ready for postcards.

* 2019-08-03 The Toy Story Rallye (Dave G., A-B/QA)
- Registrar: Darin and Michelle
- Neighborhood: Saratoga, Campbell
- Compdir: Abby to precheck, Darin to gather Protest Committee as needed.
- Awards and par plaques: Darin to produce magnets. 
- Flyer posted. Artwork ready for postcards.
- Dave has lots of clip art for creating flyers, par plaques, etc. 

* 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 Canceled.
- 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.
- Done: Darin to forward to Dean which magnets we want.
- AI: Dean to place order; need in time for June rallye.
  - Order 250 magnets to start with so we can be sure these are the ones we like; can order in bulk once verified. 

* 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.
- Dave Graubart appointed to the Board.

* Double-wide clipboards
- Will continue to sell them for $11 for members, $12 for non-members.
- Done: Dean to update wiki with current price.

* Postcard mailing for June, August, ???
- Artwork ready.
- AI: Darin to update DB and print postcards.
- AI: Darin to purchase more postcard stamps.
- AI: Darin to mail Postcards May 22. 


NEW BUSINESS

* None


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.
- 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.
- Done: 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. 

- Dean to follow up with Cris with info for adding his name to signature card
  (needs a contact person).
- Dean: After getting info from Darin, order laminator and more magnets.

- Done: Eric to prepare final report for Teresa Stefanisko Memorial rallye,
  combining results and eval info from Abby's report.
- Done: Eric to prepare results for the Teresa Stefanisko Memorial Rallye as he
  has the score sheets.
- Darin/Eric to finish updating database. 


ANNOUNCEMENTS:

* Adjourned: 8:33 pm.

* Next business meeting: 7:30 PM, June 18, 2019,
  Panera Bread, 1035 El Monte Avenue, Mountain View (at El Camino).

Respectfully submitted by,
Michelle McGrew, Secretary