2013-08-20 TRC Business Meeting Minutes Called to order at: 8:05 pm. Members present: Darin McGrew, Michelle McGrew, Ed Slintak, Dean Stanton, Steve Hartwell. Agenda for current meeting: Approved as amended Minutes from February meeting: Approved as amended, pending treasurer's report - AI: Ed to email the report to Michelle. Minutes from June meeting: Approved as amended, pending handout from treasurer - AI: Ed to email handout to Michelle. Minutes from July meeting: Approved as amended OFFICERS' REPORTS * President: - No report. * Vice President: - No report. * Secretary: - AI: Michelle to send monthly reminders to officers/committee chairs to remind them to email their reports to TRC-Business before the meeting for inclusion in the minutes, especially if they will not be attending. * Treasurer: - $372 turned in for The Amazing Rallye 8. - AI: Ed to email February's treasurer's report to Michelle for inclusion in the Minutes. - AI: Ed to email handout presented at June meeting to Michelle for inclusion in the Minutes. - AI: Ed to email treasurer's reports for February, March, April, May, June, July, and August to TRC-Business. - AI: Ed to email treasurer's reports to Michelle for inclusion in the minutes. - AI: Ed to arrange for updating signature card. - AI: Ed to let Membership Chair know the number of paid memberships and associates. - AI: Ed to report what the member vs nonmember percentage of income is for the year. COMMITTEE REPORTS * Insurance: - No update available. - AI: Ed to send checks to Cris for September and October. * Membership: - AI: Michelle to draft new language for Operating Procedures (reducing membership rate to $20 starting September) and email to TRC-Business for review. (To be included in 2014 budget) - AI: Steve to update database in preparation for our next mailing. * Publicity - AI: Ed to talk with someone in Events and Adventures (Santa Clara office). * Championship - AI: Darin to revise Championship Rules so we can approve them at the September meeting (describe "general" and "rookie" classes better, better define "worker", explain how one becomes "championship subscriber", clarify cancellation policy). * Webmaster - AI: Michelle to email Ric drafts and final versions of minutes to be posted with appropriate identification. - AI: Darin to email list of appointed positions to Ric for posting on TRC website. - AI: Ric to post list of 2013 officers and appointed positions. - Postponed while Ric reviews Google Sites page: Steve to organize another teleconference to discuss the use of Google Sites, etc. PAST EVENT(S) REPORT * 2012-07-07 Amazing Rallye 7 (Teresa, Nick and Zak Stefanisko, Jeffrey) - AI: Teresa to get score sheets to Michelle if she can find them. - AI: Michelle to email another reminder. 12-09-01 There are no Ts in Rallye (Teresa & Nick Stefanisko) - AI: Michelle to check with Teresa for any additions to her report. - AI: Teresa to get score sheets to Michelle if she can find them. - AI: Michelle to email another reminder. * 2012-10-06 Monster Mash: Ghost Chasers (Mel Nicholson) - Report: pending - Score sheets: pending - AI: Dave offering to help Mel complete these actions. - AI: Michelle to contact Mel to see if he would like assistance. * 2013-02-02 Groundhog Day (Cris & Dave, Membership Rallye, A-B/QA) - Scoresheets pending - AI: Darin to remind Dave to turn these in. * 2013-05-04 Iron Man (John Kleder, early start, A-B) - results: pending - AI: Darin to get email addresses from Bill/John/Steve to get results out to participants. * 2013-07-06 TAR8, Family Edition (Dean, Steve, Clayton) - results: emailed, but not posted to website - AI: Dean to email to Ric to post. - scoresheets: data entered into database, but score sheets still need to be given to Steve (AI: Dean) NEXT EVENT(S) REPORT * 2013-09-07 Firefly (Darin, A-B/CM) - AI: Darin to have Ric post flyer on website and update calendar. - Registrar: Steve Hartwell with Michelle to assist when not answering rallye questions. - We've been having trouble finding people to help with this. - Neighborhood: The Dalles - Compdir: TBD - AI: Darin to talk with Abby. - rethrow of ... (rallye name removed so it's not announced to everyone when Minutes are posted) - flyer ready, theme and gimmick revisions started * 2013-10-05 The Raven (MM2013, CM, Ed Slintak) - Registrar: Dave? - Neighborhood: TBD - Compdir: TBD * 2013-11-02 TBD (John Kleder) - Registrar: Darin/Michelle - Neighborhood: TBD - Compdir: TBD - John to do a rethrow for November, but will need assistance. - Clayton/Dean to help John precheck on roads. - Bill to help with GIs, etc. - Darin to produce flyer. - John will need help putting up and taking down CMs if this is a CM rallye. Clayton to help? * 2013-12-07 Toy Rallye 2013 (Darin, A-B) - Registrar: Ed? - Neighborhood: TBD - Compdir: TBD * 2014-07-05 TAR9 (Steve, et al) - Registrar: TBD - Neighborhood: TBD - Compdir: TBD OPEN DATES - Bill has another school rallye, perhaps for January (Jan 4, 2014)? - AI: Bill to send email to trc-rm seeking rallyemasters. - AI: Dave to see if Bill wants Clayton to store rallyes up here where they are more accessible for rethrowing. - 2014-02-01 UNFINISHED BUSINESS * Compdir - We need a compdir (see Operating Procedures, section VI, for description of duties). - AI: Darin to talk with Abby about compdir position as defined in Operating Procedures. - Is Abby willing to do this as described or do we have this position rotate like registrar does? * Web Site-Wiki vs Non Wiki: - AI: Steve to resend the Google Sites reminder to Michelle. - AI: Michelle to check Google Sites prototype for accessibility. - AI: Ric to review Google Sites. - AI deferred to teleconference until after Ric has reviewed Google Sites: Assess what's involved in going from HTML to Wiki or Google Sites * Board Members & E-mail - AI: Darin to follow up with Ed and Mel on trc-rm * Tax ID - AI: Darin to identify next step. - AI: Darin to file TRC tax forms. * Feedback form - AI: Darin to contact Ric regarding feedback form - AI: Ric to implement feedback form and add links to calendar page. * Eval Cards - Update questions - We need to finalize content for and format of eval cards. - AI: Darin to draft new eval card to put on wiki and solicit additional feedback. - AI: Darin to print new eval cards (or more of the old cards) for the September rallye. * SAP Gimmicks - AI: Dean to add "straight as possible" wording to the RM guide on the Wiki. - Dropped: Dave to ask Bill for draft of updated proposal for rallye rules specifying ambiguous intersections. - Dropped: Dave to review and Email updated proposal for rallye rules to TRC-Business for review at September meeting. * Wiki: description of board & bungee technique for CMs - Dean brought an adapter (made of board and part of a soda bottle, made by Clayton) to be used to assist in putting up CMs on poles (especially aggregate). - Needs to be tested on aggregate poles. - Dean and Clayton improved hole location on boards. - Done: Dean (for Darin) put "needed bungee improvements" on Wiki for Further discussion - Done: Dean (for Darin) updated CM page with photos of board & bungee technique - AI: Darin to follow up with Steve Watt on server issue. * Definition of "life-time membership" - Darin found pieces and discussion about the membership policy in old Minutes, but could not find the policy itself. - AI: Darin to recreate membership policy and post on wiki for discussion and update so we can approve at next meeting. * Next mailing: - Darin and Michelle to prepare mailing over Labor Day weekend (Friday or Saturday): include flyers for September, October, November, December, and a fifth page for "Championship Standings" and/or "Call for Rallyemasters" - Deadline for flyers (or revisions) and labels is Thursday, August 29. - AI: Darin and Steve to do a test run of labels the week before. * Simplify Registrar Duties - Discussion: labeling, keeping track of, and handling of unclaimed awards. - We'll label unclaimed awards better. - AI: Steve to update the Wiki page with registrar instruction priorities. * Survival Packs - We're out of these. - AI: Dean is working on putting these together. - AI: Dean to order 24 clipboards online. NEW BUSINESS * 2014 schedule - Should we switch 2014 to have a rallye every other month? - Suggestion: February, April, June, August, October, December - Alternative schedule: February, April, May, June, July, August, October, December - Would really like to keep a 12 month schedule, but without help, we'll need to consider reducing schedule to 8 or 6 month schedule. - AI: After September rallye, Darin to ask for rallyemasters especially for April-August. Explain that without help, we may need to reduce the number of rallyes for the coming year. Ask for RMs, RM assistants, registrars, etc. - AI: Steve to circulate and recruit help at September rallye.. - AI: Steve to draft "How You Can Help" brochure to hand out at the finish for September's rallye. * Open House: - Perhaps have an open house to talk with potential rallye helpers. * New location for business meetings? - Looking into moving further north than the Stevens Creek Round Table as meeting attendees all live further north. - Questions to ask: - Do they have a space we can reserve/meet? (for 6-10 attendees) - Cost for reservation? - Can people who are not eating attend? - Menu selections? - Will meet at Round Table again next month (room is reserved, and we'll need to give proper notification before switching), but in the meantime, we'll check into the following Possible locations: - AI: Ed to check Harry's Hofbrau (Redwood City). - AI: Dean to check Mountain Mike's (Palo Alto). - Darin to check Round Table (Mountain View); limited food options. ANNOUNCEMENTS: * Adjourned at: 9:35 pm. * Next meeting at 7:30pm, September 17, 2013 at Round Table, 4400 Stevens Creek.