2019-10-15 TRC Business Meeting Minutes 


Call to order: 7:45 pm.

Members present: Darin McGrew, Michelle McGrew, Dean Stanton, Eric Anderson.

Agenda for current meeting:    Approved as amended

Minutes from previous meeting: Approved


OFFICERS' REPORTS

* President:
- No report.

* Vice President:
- No report available.

* Secretary:
- Sent meeting reminder and emails to Cris, Dean, and Dave G. 

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


COMMITTEE REPORTS

* Insurance (Cris Wendt)
- Insurance form and check mailed for the November rallye.

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

* Database Chair (Eric Anderson)
- Done: 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):
- AI: Darin to create Facebook announcement for November's rallye.
- AI: Michelle to send out email to TRC-Events announcing upcoming rallyes.
- 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):
- Amended August Minutes, draft of September Minutes, and October meeting Agenda uploaded to the website.  

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 the 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.
  - Done: 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
- Eric can precheck or work if needed.

* 2019-12-07 Toy Rallye (Darin, A-B, early start)
- Registrar: Abby and Glen
- Compdir: Abby
- neighborhood: TBD
- Awards/par plaques: Darin to prepare magnets for both.
- 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 in time for the October mailing.
- Ken Schott and Larry Friedrich (and perhaps Steve Beuerman) all to assist.


OPEN DATES

- 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
- Postcard mailing:
  - Include rallye info for November, December, and February membership rallye.
  - Need artwork and info by October 17-18.
  - Mail out by October 19-20.
- Ballot mailing to members:
  - Deadline to mail: October 26-27.
  - If there's room, include a half page announcing upcoming rallyes.
  - Dean gave Darin more stamps, so we should have enough for membership mailing.
- Database needs to be updated in time for these mailings. 


NEW BUSINESS

* Fee
- Late fee for state information filing paid.
- AI: Dean to reimburse.
- Darin has the contact info to find out when to file our info the next time so we don't receive a late fee again.
- AI: Darin to contact California Secretary of State to find out when officer info (President, Treasurer, Secretary) is due next.

* Close nominations for 2020 Board
- Slate of candidates:
  - President: Darin McGrew
  - Vice President: Ed Slintak 
  - Secretary: Dean Stanton
  - Treasurer: Dave Graubart
  - Directors at large: Abby Grossman, Eric Anderson, and Michelle McGrew.


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. 

- Done: 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: 8:28 pm.

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

Respectfully submitted by,
Michelle McGrew, Secretary