2019-08-20 TRC Business Meeting Minutes


Call to order: 7:51 pm.

Members present: Darin McGrew, Ed Slintak, Michelle McGrew, Dean Stanton, Abby Grossman, Dave Graubart.

Agenda for current meeting:    Approved as amended

Minutes from previous meeting: Approved


OFFICERS' REPORTS

* President:
- No report.

* Vice President:
- No report.

* Secretary:
- Sent reminders regarding the meeting, verifying insurance payment, and checking for a webmaster report. 

* Treasurer:
- June's "1001 Nights": 14 cars, 34 waiver signatures, $58.54 putative profit
  from rallye.
- June's budget report is trying to note that we're about $85 behind budget,
  but more than that is because we invested in magnets for par plaques and
  awards ($120, we will eventually use) and double clip boards ($104, we will
  eventually sell at a profit).
- August "Toy Story Rallye": 18 cars, 48 waiver signatures, $145.28 putative
  profit from rallye, in part because Dave asked so little reimbursement.
- A May rallye was budgeted, but not an August rallye. We had the latter
  instead and good turnout.
- Insurance check #1743, written in May, finally used in July for August rallye.
- Par Plaques Magnets were bought in bulk to keep cost per unit low.
- Even with investment in magnets and double clipboards, we're almost on our
  budget YTD. We're $31 behind our budget. (The budget predicted $36 profit for
  2019.)


COMMITTEE REPORTS

* Insurance (Cris Wendt)
- No report from Cris as there is no September rallye.
- Done: Dean verified that he took care of the yearly insurance fee with
  Claudia at ESCA in December.

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

* Database Chair (Eric Anderson)
- AI: Update DB to include 2019 memberships and rallyes from February, June, and August.
  - Darin updated enough for May 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.
- Dave set up a new calendar option for the Board to do a pilot test. 
  - Abby, Eric, Darin, and Michelle are now signed up. 
  - Others still to sign up to do the pilot study.
  - Consider how we might want to use this resource.
 

* Webmaster (Ric Goldman):
- Toy Rallye 2018 results and Toy Rallye 2019 flyer were both posted. 


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

* 2018-12-01 Toy Rallye 2018 (Darin, A-B, early start time)
- Results: emailed and posted.
- Score Sheets: to be delivered to Eric at next meeting.

* 2019-06-01 One Thousand and One Nights (Darin, A-B)
- Results: To be mailed out soon!
- Report: pending
- Score Sheets: pending
- Next time we have a rallye at Round Table, be sure both managers know about
  the discount arrangements.
  - Darin will check with them for Toy Rallye; perhaps finish at Round Table or elsewhere depending on response.

* 2019-08-03 The Toy Story Rallye (Dave G., A-B/QA)
- AI: Darin to produce magnets for awards and par plaques
  - One car requested car plaques/awards to be mailed.
- Results: emailed and posted.
- Score Sheets: Dean has paper copies to file and Eric has the electronic copies. 
- Report:
  - Went well.
  - 18 cars
  - Harder than expected, but people still seemed to enjoy it.
  - Finished at Mountain Mike's on Hamilton. 
    - Used the back room. 
    - Back room holds about 40, so overflowed a little. 
    - His $75 deposit was returned.


NEXT EVENT(S) REPORT

* 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.
  - Ed took one of Bill's rallyes from the old rallyes that Dave brought in so he can evaluate the route.
  - Darin will look through the box of rallyes we have to see if any are rallyes by Bill.
  - Considering for October or November, depending on what is most appropriate. 

* Bob Schott Memorial Rallye?
- AI: Dave to ask Ken Schott and Larry Friedrich if they would like to work with us to do a memorial rallye. 
- If so, have them select a good rallye to rethrow and find out their preferred date.

* 2019-12-07 Toy Rallye (Darin, A-B, early start)
- Registrar: Abby and Glen?
- Compdir: Abby.
- neighborhood TBD
- flyer posted
- GGLC is on board
- Working on concepts.


OPEN DATES

- 2019-10-05 (Monster Mash?)
- 2019-11-02

- 2020-01-04
- 2020-02-01 (Membership Rallye)
- 2020-03-07
- 2020-04-04
- 2020-05-02
- 2020-06-06
- 2020-07-04
- 2020-08-01
- 2020-09-05
- 2020-10-03 (Monster Mash?)
- 2020-11-07
- 2020-12-05 (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

* 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.

* Bill Jonesi's passing
- AI: Darin to contact Patrick Olsen (Bill's roommate) regarding Bill's
  archive of old rallyes.


NEW BUSINESS

* Membership extension for 2019 to 2020?
- Have we had too few rallyes in 2019, to the point that we should extend
  everyone's membership to 2020 for free?
- Decided not to extend memberships.

* Mailing
- We should have a mailing before our next rallye. Ideally, with info for 2 or
  3 rallyes.
    - Perhaps Bill's Memorial Rallye, Toy Rallye, and Membership Rallye or something more appropriate.
- Database needs to be updated in time for this mailing. 

* Old rallyes:
- Dave brought in a bunch of old rallyes. 
- At least one of these was written by Bill. Given to Ed for review.
- Darin has the rest of the rallyes to file in Bill's box of rallyes.


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 decide which laminator we want and to let Dean know so he can
  order it.
- Darin to work with Bill's roommate to get TRC's share of Bill's rallyes. 

- Dean: After getting info from Darin, order laminator.

- Eric/Darin to finish updating database. 


ANNOUNCEMENTS:

* Adjourned: 8:50 pm? 

* Next business meeting: 7:30 PM, September 17, 2019,
  Panera Bread, 1035 El Monte Avenue, Mountain View (at El Camino).

Respectfully submitted by,
Michelle McGrew, Secretary