2019-09-17 TRC Business Meeting Minutes


Call to order: 7:39 pm.

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

Agenda for current meeting:    Approved as amended

Minutes from previous meeting: Approved as amended 


OFFICERS' REPORTS

* President:
- No report.

* Vice President:
- No report.

* Secretary:
- Sent meeting reminders and email to Ric.

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


COMMITTEE REPORTS

* Insurance (Cris Wendt)
- No report as there is no October rallye.

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

* Database Chair (Eric Anderson)
- AI: Dean to forward new membership from August rallye to Eric.
- AI: Update DB to include 2019 memberships and rallyes from February,
  June, and August.
  - Darin updated enough for May postcard mailing.
  - AI: Darin and Eric to work together to update the rest before
    the October mailings. 

* 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.
- Pilot test of new calendar option for the Board
  - AI: Think about how we might want to use this.
 
* Webmaster (Ric Goldman):
- November rallye (Bill Jonesi Memorial Rallye) added to calendar and flyer 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)
- 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.
  - AI: 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 par plaques/awards to be mailed.
  - AI: Dave to forward contact info so Darin can do mailing.


NEXT EVENT(S) REPORT

* 2019-11-02 Bill Jonesi Memorial Rallye (Ed, CM, 3-5 pm start)
- Registrar: Dave G. 
- Compdir: Abby
- Abby can precheck and work checkpoint if needed.
- Neighborhood: area near San Jose airport
- Awards/par plaques: Darin to prepare magnets for both.
- Flyer posted
- Ed emailed the following report:
"I looked over and mapped out the old rallye from Dave's box-o-rallyes.  I drove it a couple Saturdays ago.  It is in the area near SJ airport.  The first three RIs need to be tossed because one street is now super busy and another no longer goes through.  One other street has gotten much busier than it was 30 years ago but I can move the route to a parallel street.  So I need to create a couple more RIs either at the beginning or the end to bring it back to a proper length and update some definitions to be more current but it should work out."

* 2019-12-07 Toy Rallye (Darin, A-B, early start)
- Registrar: Abby and Glen
- Compdir: Abby
- neighborhood: TBD
- Awards/par plaques: 
- flyer posted
- GGLC is on board

* 2020-02-01 Membership Rallye: Bob Schott Memorial Rallye (Dave G. and Cris, CM)
- Working title; actual title to be determined.
- Done: Dave to ask Ken Schott and Larry Friedrich if they would like to work with us to do a memorial rallye.
- Done: If so, have them select a good rallye to rethrow and find out their preferred date.
  - Looking at running it as the Membership Rallye on February 1 (rethrow, CM gimmick).
  - Ken Schott and Larry Friedrich (and perhaps Steve Beuerman) all to assist. 


OPEN DATES

- 2019-10-05 Cancelled

- 2020-01-04 Cancelled
- 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.

* Mailings
- We should have a mailing announcing upcoming rallyes in October, including:
  - November rallye
  - December rallye
  - February membership rallye
- Ballots to be mailed.
  - Perhaps also include a half page announcing upcoming rallyes?
- Database needs to be updated in time for these mailings. 


NEW BUSINESS

* Open nominations for board.
- President, Vice President, Secretary, Treasurer, 3 members at large.


ACTION ITEMS

- Michelle: get rethrow to Jim Kermode and the kids (or have them review
  other options) and match with mentor.
- Michelle: connect Brian Duddy and Nelson Cheung with Dean for mentoring
  and rethrow.

- Darin: produce awards and par plaques for The Toy Story Rallye and mail as requested.
- Darin: 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: choose laminator, and let Dean know which one so he can order it.
- Darin: work with Bill's roommate to get TRC's share of Bill's rallyes. 

- Dean to forward new membership from August rallye to Eric.
- Dean: After getting info from Darin, order laminator.

- Eric/Darin to finish updating database. 


ANNOUNCEMENTS:

* Adjourned: 8:37 pm.

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

Respectfully submitted by,
Michelle McGrew, Secretary