2019-11-19 TRC Business Meeting Minutes


Call to order: 7:36 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 emails regarding insurance, mailings, and the meeting.

* Treasurer:
- 15 cars, 4 memberships (plus one associate), and 28 waiver signatures for
  November's memorial rallye.
- Ed asked for no reimbursement for rallye expenses (printing, mileage,
  worker food), so the rallye had a profit.
- September through November rallyes totaled slightly more revenue than
  budgeted.
- Expenses are less than $10 over what was budgeted.
- YTD revenue better than budgeted.
- Promotional expense is investment in double clipboards we expect to
  eventually sell at a profit (totalling at $200).
- YTD net is close to budget. December will bring in no revenue, but
  include about $150 annual insurance fee.
- Reminder: When acting as registrar, be sure both sides of the minor waiver form are filled out.


COMMITTEE REPORTS

* Insurance (Cris Wendt)
- GGLC covering December insurance. Certificate obtained.

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

* Database Chair (Eric Anderson)
- Done: Update DB to include 2019 memberships and rallyes from February,
  June, and August.
  - Done: Darin and Eric to work together to update the rest before
    the October mailings.
- AI: Darin and Eric to update database with November's rallye info.
- AI: Dean to ask Glen to help with database user interface.

* Publicity (TBD):
- Need a new Publicity Chair (duties listed in Operating Procedures).
- Done: Darin to create Facebook announcement for November's rallye.
- Done: Michelle to send out email to TRC-Events announcing upcoming rallyes.
- 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
  - Think about how we might want to use this.
    - At this point, we'll continue sending reminders to the Board. 
 
* Webmaster (Ric Goldman):
- Posted approved September minutes, draft of October minutes, June and
  November rallye results.


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 Dean as the info is already in the database.

* 2019-06-01 One Thousand and One Nights (Darin, A-B)
- Results: emailed & posted
- 14 cars; no first-timer or beginner cars.
- Favorite gimmick: "15 MPH" sign was a CM, so didn't exist
- Least favorite gimmick: bandit: RI part invalid at stop sign, but valid
  at nearby "School Bus Stop" sign.
- Score Sheets: to be delivered to Dean as the info is already in the database.

* 2019-08-03 The Toy Story Rallye (Dave G., A-B/QA)
- Done: Darin to produce magnets for awards and par plaques
  - One car requested par plaques/awards to be mailed.
  - AI: Darin to mail these if not already picked up at the last rallye.
  - Done: Dave to forward contact info so Darin can do mailing.

* 2019-11-02 Bill Jonesi Memorial Rallye (Ed, CM, 3-5 pm start)
- Results: emailed & posted
- Score Sheets: To be given to Eric to add to the database.
- Coursemarkers: down.
- Report:
- 14 cars, 2 DNFs.
- Good representation of one of Bill's rallyes.
- overall, people had fun, but the rallye was very challenging.
- The style was very different from our current rallyes.
- TRC-Event reminders were helpful. 
  - Some attendees said they didn't realize there was a rallye until they received the email.
  - Encouraged to send reminders out early, followed later with the reminders containing the link to the prelims.


NEXT EVENT(S) REPORT

* 2019-12-07 Toy Rallye (Darin, A-B, early start)
- Registrar: Abby and Glen
- Compdir: Abby
- neighborhood: MV, near Cuesta Park
- Awards/par plaques: Darin to prepare magnets for both.
- Flyer posted.
- AI: Michelle to post to TRC-Events
- GGLC is on board; working checkpoints.

* 2020-02-01 The Great Train Rallye (membership, Bob Schott memorial, CM,
  Dave G. and Cris, 3-5 pm start)
- Ken Schott and Larry Friedrich (and perhaps Steve Beuerman) all to assist.
- Registrar: Need 2 volunteers (perhaps Eric and Dean?), 1 to register members and 1 to register participants for the rallye itself.
- Compdir: TBD
- neighborhood: mostly Cupertino
- Awards/par plaques: TBD
- Would be good to have flyer to distribute at Toy Rallye.
- Agreed to give free rallye to Kyle Pascua for February rallye.


OPEN DATES

- 2020-03-07
- 2020-04-04
- 2020-05-02
- 2020-06-06
- 2020-07-04 Cancelled.
- 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: 
- Both done.
- Postcard mailing:
  - Included rallye info for November & December, placeholder for February
- Ballot mailing to members:
  - Included quarter page announcing upcoming rallyes.
- Database updated in time for these mailings. 

* Fee
- Late fee for state information filing paid.
- Done: Dean to reimburse.
- AI: Darin to contact California Secretary of State to find out when
  officer info (President, Treasurer, Secretary) is due next.


NEW BUSINESS

* Election for 2020 Board
- Slate elected, 13 to 0 for the slate:
  - President: Darin McGrew
  - Vice President: Ed Slintak 
  - Secretary: Dean Stanton
  - Treasurer: Dave Graubart
  - Directors at large: Abby Grossman, Eric Anderson, and Michelle McGrew

* December meeting
- Do we want to meet at our regular time in December or switch to a different day?
- Rescheduled meeting to Wednesday, December 18, usual start time, usual meeting location.


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. 
- Darin: print 100 run sheet pages (for next CM rallye).

- AI: Dean to ask Glen to help with database user interface.
- Dean: After getting info from Darin, order laminator.

- Eric: to confirm member count (as DB Chair), including 4+1 memberships
  from November.

- Eric/Darin: finish updating database. 

- Dean & Cris: confirm the amount of TRC's annual insurance fee, $4.40 per
  member + $5.


ANNOUNCEMENTS:

* Adjourned: 8:35 pm.

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

Respectfully submitted by,
Michelle McGrew, Secretary