2020-01-21 TRC Business Meeting Minutes Call to order: 7:30 pm Members present: Eric Anderson, Dave Graubart, Abby Grossman, Darin McGrew, Michelle McGrew, Ed Slintak, Dean Stanton Agenda for current meeting: Approved as amended Minutes from previous meeting: Approved as amended OFFICERS' REPORTS * President: - Michelle and I are seriously considering leaving California. If we do, then someone else will need to take over my duties as President and as Equipment Chair, in addition to the things I have been doing for printing, awards, publicity, and DB [Database] updates. * Vice President: No report. * Secretary: No report. * Treasurer: - Done: Signature card updated. - $4172.92 B of A. (Paypal currently 0.) - $4324.92 including stamps * Emailed from Eric for the January 21 minutes: - Last Saturday we signed a new signature card at BofA with Dave, Dean, Darin, and me. So, Ed and Chris continue to be non-signers. - We discussed that they can ask B of A about adding themselves, per the minutes that say they can. - Dave asked who would do registration for the Railroad Caper on February 1, and Dean said he planned to do that. I said I could be the assistant/backup. That said, there's a 20% chance I will be out of town, and if so, I will provide at least 48 hours advance warning. - So, for both of the reasons above, Dave (and Cris) I would be happy to pre-check if that's helpful. (Trying to work registration and then run solo, even with a head start, is a bit stressful.) COMMITTEE REPORTS * Insurance (Cris Wendt) - The insurance certificate for the February rallye was received this morning. - Done: Cris to confirm annual insurance rate and contact person for payment. * Awards (TBD) - Need a new Awards Chair (duties listed in Operating Procedures). * Database Chair (Eric Anderson) - AI: Darin and Eric to update database with November and December rallyes' info before the mailing. - AI: Darin to provide access to DB to Glen, and to explain how it currently works, so Glen can help with UI. - AI: Darin to enter paper membership forms Dean just gave him. - AI: Darin to provide list of member contact info for Membership Rallye. * Publicity (TBD): - Need a new Publicity Chair (duties listed in Operating Procedures). - AI: Dean to look into KRTY community calendar that we might be able to use to announce our rallyes. - AI: Modernize duties listed in Operating Procedures. - Dean can make changes once we decide what needs revision. - Michelle will resend the rallye announcement. - AI: Dean to add to Wiki that RMs should include in their email with rallye results how to sign up for TRC Events. * Webmaster (Ric Goldman): - Toy Rallye results, tonight’s agenda, and miscellaneous notes just added to the website. PAST EVENT(S) REPORT * 2018-03-03 Spy Hunter (Membership Rallye; Ken and Bob Schott, CM) - AI: Darin to summarize eval cards for Ken. - Pending: Report * 2018-12-01 Toy Rallye 2018 (Darin, A-B, early start time) - DONE: Score Sheets delivered to Dean as the info is already in the database. * 2019-06-01 One Thousand and One Nights (Darin, A-B) - DONE: Score Sheets delivered to Dean as the info is already in the database. * 2019-08-03 The Toy Story Rallye (Dave G., A-B/QA) - One car requested par plaques/awards to be mailed. - AI: Darin to mail these if not already picked up. * 2019-11-02 Bill Jonesi Memorial Rallye (Ed, CM, 3-5 pm start) - Score Sheets: Given to Eric electronically to add to the database. - DONE: Eric emailed electronic copy to Darin. - AI: Darin to update database prior to mailing. * 2019-12-07 Toy Rallye (Darin, A-B, early start) - Results: Emailed and posted. - Score Sheets: Darin to add to database prior to mailing. - AI: Darin to then give Score Sheets to Dean. NEXT EVENT(S) REPORT * 2020-02-01 The Great Railroad Caper (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: Dean and Eric volunteers, 1 to register members and 1 to register participants for the rallye itself. - Compdir: Abby - Neighborhood: mostly Cupertino - Awards/par plaques: TBD - AI: Dave to send artwork to Darin - AI: Darin to prep Par Plaques, Awards (and mailing) - Precked by Abby and Larry and Steve - Finish: Jake's of Saratoga - Ken will erect and remove markers OPEN DATES - 2020-03-07 CANCELLED - 2020-04-04 - Eric would not commit to being RM. - Shall we include "Save the Date"? We'll add "Check online calendar to see if there's an April 4 rallye." - 2020-05-02 - 2020-06-06 - 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 * Laminator purchase: - AI: Darin to decide which laminator we want. - AI: Dean to place order. * Bill Jonesi's rallye archive - AI: Darin to contact Patrick Olsen (Bill's roommate) regarding Bill's archive of old rallyes. * Proposed 2020 budget unanimously approved. NEW BUSINESS * Mailing for February rallye and "Check website for April" - Want to send Friday. Post by Saturday. * Meeting Date will be *Thursday* 2/13/2020 instead of 2/18/2020 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. - Give Dean all the info and he'll take over nagging potential RMs. - Darin to mail awards and par plaques for The Toy Story Rallye as requested. - Darin: summarize Spy Hunter eval cards for Ken. - Darin: mail "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 February's rallye. - Darin: contact California Secretary of State to find out when officer info (President, Treasurer, Secretary) is due next. - DONE: Dean to write annual insurance fee check. - Dean: After getting info from Darin, order laminator. - Eric/Darin: finish updating database. - DONE: Dean & Cris: confirm the amount of TRC's annual insurance fee, $4.40 per member + $5 - Board: Think about how we might want to use groups.io ANNOUNCEMENTS: * Adjourned: 8:25 PM * Next business meeting: 7:30 PM, *Thursday* 2/13/2020. Panera Bread, 1035 El Monte Avenue, Mountain View (at El Camino).