2020-02-13 TRC Business Meeting Final Minutes Call to order: 7:50pm Members present: Eric Anderson, Dave Graubart, Abby Grossman, Darin McGrew, Michelle McGrew, Dean Stanton Agenda for current meeting: [Approved as amended] Minutes from previous meeting: Approved. OFFICERS' REPORTS * President: * Vice President: * Secretary: - Sent minutes. * Treasurer: - After February rallye and membership renewal. - cash: $4637 - cash + stamps: $4767 - Accounts are now online on Google Sheets. - Check to reimburse Darin for printing was signed at the meeting. COMMITTEE REPORTS * Insurance (Cris Wendt) - Cris wants at least 3 weeks of notice for a rallye, in case we have an April 4 rallye. - Needs name and type of rallye, plus date and start time. * Awards (TBD) - Need a new Awards Chair (duties listed in Operating Procedures). * Database Chair (Eric Anderson) - Done: Darin updated database with November and December rallyes' info before the mailing. - Done: Eric updated database for bounced postcards. - Done: Darin provided access to DB to Glen, and explained how it currently works, so Glen can help with UI. (Eric cc'ed) - Done: Darin entered paper membership forms from November. - Done: Eric provided list of member contact info for Membership Rallye. * Publicity (TBD): - Need a new Publicity Chair (duties listed in Operating Procedures). - Done: Dean to look into KRTY community calendar that we might be able to use to announce our rallyes. - AI: Dean to try KRTY community calendar again. - AI: Modernize duties listed in Operating Procedures. - Dean can make changes once we decide what needs revision. - 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): PAST EVENT(S) REPORT * 2018-03-03 Spy Hunter (Ken and Bob Schott, CM) - AI: Darin to summarize eval cards for Ken. - Pending: Report * 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) - Done: Darin updated database prior to mailing. * 2019-12-07 Toy Rallye (Darin, A-B, early start). - Score Sheets: Darin added to database prior to mailing. - DONE: Darin to then give Score Sheets to Dean. * 2020-02-01 The Great Railroad Caper (Dave G. and Cris) - Done: Dave confirmed flyer artwork for Darin - Done: Darin prepped Par Plaques, Awards (and mailing) - Report: 14 cars. 18 memberships + 4 associates. - Income was $495.88 (without discounting memberships). - Expenses about $200. - Results emailed and posted. - CMs down. - Scoresheets given to Dean for filing. - Remind rallyists to turn in their evaluation cards. NEXT EVENT(S) REPORT - 2020-04-04 - "Talk Like a Pirate" A/B rallye - Early schedule: 11 AM to 1 PM registration. Rallye school at Noon. Finish open 3 to 4 PM. Finish Reservation 3 to 5 PM. - DEAN A/I: Tell Ric there is a 4/4 rallye. "Details coming soon." [done] - Eric A/I: to ask Steve Watt to set up Apr2020@TheRallyeClub.org alias. [done] - DEAN A/I: create a Facebook announcement - DEAN A/I: mail to trc-events. Does Steve Watt need to permit me? [done] "No March rallye, but here's what we know about April 4's..." Mention April Fools rallye that Sunday. - Darin A/I: prepare par plaques and awards for April rallye. - 2020-08-01 Dave A/B rallye OPEN DATES - 2020-05-02 - 2020-06-06 - DEAN A/I: Ask Ed to do a June rallye. Darin could offer a rethrow. [done] - 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 A/I: get rethrow to them and match with mentor. - Brian Duddy and Nelson Cheung: Need a mentor and a rallye to rethrow. - Michelle A/I: 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. NEW BUSINESS * Moving TRC's Rallye Archive out of Darin's house: - Darin wanted to give away 2 boxes of old rallyes: - Box of Bill's rallyes that Stefanisko's had. [done] - Small box of rallyes from Steve Watt. [done] - Darin passed these 2 boxes off to Eric. ACTION ITEMS - Dave to point Ric to broken Rallye Results links - 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: prepare par plaques and awards for April rallye. - Darin: work with Bill's roommate to get TRC's share of Bill's rallyes. - 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: Done: printed 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. - Dean: create a Facebook announcement - Dean to add to Wiki that RMs should include in their email with rallye results how to sign up for TRC Events. - Dean to try KRTY community calendar again for the Talk Like a Pirate rallye. - Dean: After getting info from Darin, order laminator. - Board: Think about how we might want to use groups.io ANNOUNCEMENTS: * Adjourned: 9:00 PM * Next business meeting: 7:30 PM, Tuesday, 2020-03-17 Panera Bread, 1035 El Monte Avenue, Mountain View (at El Camino).