2014-01-21 TRC Annual Meeting Minutes [amended] Called to order at: 8 pm. Members present: Darin McGrew, Dave Moen, Michelle McGrew, Dean Stanton, Ed Slintak, Steve Hartwell, Mel Nicholson, Abby Grossman. Agenda for current meeting: Approved as amended (fixed typos) Minutes from February 2013 meeting: Approved as amended, pending treasurer's report - AI: Ed to email the report to Michelle. Minutes from June 2013 meeting: Approved as amended, pending handout from treasurer - AI: Ed to email handout to Michelle. Minutes from December 2013 meeting: Approved as amended OFFICERS' REPORTS * President: - No report. * Vice President: - No report. * Secretary: - Sent reminder to Cris. * Treasurer: - Transfering duties to Dean. - AI: Dean to update signature card. - Add Dave Moen. - Done: Ed to update proposed budget to present at the January annual meeting for approval. - AI: Ed to email February 2013's treasurer's report to Michelle for inclusion in the Minutes. - AI: Ed to email handout presented at June 2013 meeting to Michelle for inclusion in the Minutes. - AI: Ed to email treasurer's reports for February, March, April, May, June, July, August, September, October, November, and December 2013 to TRC-Business. - AI: Ed to email treasurer's reports to Michelle for inclusion in the minutes. - AI: Ed to let Membership Chair know the number of paid memberships and associates for 2013. - AI: Ed to report what the member vs nonmember percentage of income is for 2013. COMMITTEE REPORTS * Insurance: - No report. * Membership (Steve Hartwell): - AI: Steve to update the database with info from score sheets received from rallyes in September, October, and November in time for the next mailing. - Received: Steve to confirm that he received the scanned score sheets from Ed. * Publicity (Mel): - Steve H. transfering Facebook posting to Mel. - AI: Darin to make Mel an admin for Facebook account. - AI: Dean to post to Z-events to announce February rallye. * Other appointed positions: - Dean is the keeper of the start box. - Darin is the Equipment Chair. - Nick Stefanisko is the Awards Chair. - Nick Stefanisko is the keeper of the club computers. * Championship - AI: Darin to email to TRC-Business the number of awards needed (email later this week). - Possible place to get awards: Eagle Awards. - Dave checked with Wilson Trophy in Sacramento. - $6-10 per mug, plus $20-30 for shipping for the entire order, but would not get here in time for February). - Could do par plaques, either standard size or 4 times the size of business card. - designs: laurel wreath or trophy cup at center with appropriate text. - Mel to contact Nick to discuss design for par plaque championship awards; use standard size par plaque. - Championship results need to be updated. - Bill needs September, October, November, and December's results. - AI: Darin to check with Bill to see if he needs help updating the results. - Drop if no 2014 championship: Darin to revise Championship Rules so we can approve them at the February meeting (describe "general" and "rookie" classes better, better define "worker", explain how one becomes "championship subscriber", clarify cancellation policy). - See below for additional discussions. * Webmaster - Don Bess suggests that a "map to start" be put on TRC's home page. - Good idea, but will add to new site - AI: Steve H. to put "map to start" on home page of new website. - AI: Darin to email list of appointed positions to Ric for posting on TRC website. - AI: Darin to look at list on new website. - AI: Ric to post list of appointed positions. PAST EVENT(S) REPORT * 2013-11-02 The A Team Returns Again (John Kleder, early start) - Results: Posted to new website. - AI: Steve to email to participants and Ric. * 2013-12-07 Toy Rallye 2013 (Darin, A-B, early start) - Results: pending - Score Sheets: pending - AI: Darin to send Steve addresses for mailing. NEXT EVENT(S) REPORT * 2014-02-01 The Road to Sochi (Cris & Dave G., AB/QA Membership Rallye) - Flier posted - Done: Michelle to send email for an update. - Rallye is written, prechecked, and revised. - Finish at Jakes of Sunnyvale. - Awards ordered. - Registrar: TBD Dave? - Membership: Steve H. - Neighborhood: Sunnyvale - Compdir: Abby - 2014-03-01 The Dog Run (Mel, AB, includes unmanned CPs) - Flyers mention donation to Pet Food Stamps. - Darin/Michelle to precheck. - Registrar: Darin? - Neighborhood: Stevens Creek - Compdir: Darin * 2014-04-05 Life Is Full of Detours (Dave M., CM) - Registrar: Mel - Neighborhood: Charleston Park area. - Compdir: TBD - 2014-05-03 TBD (Darin, AB) - Possible theme: Mayday, Mayday, Mayday... (as a sequel to 2003's Mayday, Mayday...) - Registrar: TBD - Neighborhood: TBD - Compdir: TBD * 2014-06-07 Stuck in the 60's (Don Bess, CM) - Don requests help from the club with the following: - Putting up CMs: Steve H. - Taking Down CMs - CP workers (at Start and 2 on route): Mel (1 CP) and Steve H. - Someone to put on the Rallye School: Mel - Precheckers: Mel - Recommend that Don also post to the worker list for additional help. - Registrar: Darin/Michelle - Neighborhood: TBD - Compdir: TBD * 2014-07-05 TAR9 (Steve, John, et al.) - Dave M. to precheck. - Registrar: Darin/Michelle - Neighborhood: TBD - Compdir: TBD OPEN DATES - AI: Darin to send email to trc-rm seeking rallyemasters and asking if anyone has the box of old rallyes that Bill is missing, and ask for volunteer to write leg of TAR9. - 2014-08-02 - 2014-09-06 - 2014-10-04 - 2014-11-01 - 2014-12-06 UNFINISHED BUSINESS * Revision of Dues Section of Operating Procedures - AI: Darin to update Operating Procedures (need by February rallye). * Old rallyes - AI: Dave to see if Bill wants him to store rallyes up here where they are more accessible for rethrowing. * Web Site-Wiki vs Non Wiki: - AI: Steve H. to create wiki page to work out migration plan. - AI: Steve H. to give Darin, Dean, Mel, Steve W., and Ric admin access to the new site. - Done: Darin to post prelims etc. to the new site and to send to Ric to post. * Tax ID - AI: Darin to identify next step for 501(c)7. - AI: Darin to file TRC tax forms. - Done: Filed for 2011 and 2012. - AI: Will file for 2013 when we have total revenue for 2013. * 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 - Darin drafted new eval cards, but they are not yet on the wiki - AI: Darin to put on wiki and solicit feedback. - Darin printed more of the September cards to use for the October, November, and December rallyes. - AI: Darin to update and print new eval card for the February rallye. * Board & Bungee Technique for CMs - Need to test Clayton's design of a sleeve for the board & bungee system on aggregate poles. - Clayton has the prototype. * 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 the February meeting. - Life members are currently nonvoting members; will need to update once membership policy is recreated. * Simplify Registrar Duties - AI: Steve to update the Wiki page with registrar instruction priorities. * Survival Packs - AI: Dean assembled some, but needs to finish doing this. * 2014 schedule - AI: Steve to draft a "How You Can Help" brochure to hand out at the finish for a future rallye. - Would be good to have available at the membership rallye. * Redwood City location (Harry's Hofbrau) for business meetings - AI: Dave M. to arrange with manager to reserve tables. - Continue meeting here regularly. - AI: Mel to post to Facebook that we are meeting here. - Done: Dave and Dean to work on figuring out how to improve our ability to hear Mel when he is attending remotely. - Done: Darin verified we do not have a reservation at Round Table for January. - AI: Bill to post new meeting site on TRC-Events. - AI: Michelle to have Ric post on website. * Free TRC rallye entry for 2014 to offer as a door prize at the Fiat America banquet on January 11. - Apologized for not getting back to him in time. * Championship awards. - [Dropped; see above]: Dave to price items: mugs "TRC Gimmick Rallye Championship 2013 Award", plaques, oversized par plaques, etc. - AI: Darin to work with Bill to find out where the breaks are in Championship standings for awards (need info ASAP). * Proposed Budget - Approved as amended. - Budget shows shortfall of approximately $650 after adjustments listed below. - Didn't Cris and Dave G. say February's awards will be more than usual? - Rallyemasters are covering additional cost. - We lowered membership fees starting Sept. 1. Don't we expect 1 or 2 late in the year? (And are these in addition or instead of nonmember entries?) - Doesn't affect budget significantly. - There's only $10 equipment budget. Don't you think you'll need to replace the hammer tacker, buy more duct tape, etc.? - Should be sufficient. - Do we expect a Jan. 3, 2015 rallye? If not, we won't need a December mailing. If we do, we'll need awards and insurance expenses (before the rallye). - January 2015 rallye dropped. - What Par Plaque expenses did we pay in 2014? The budget includes $100 expense for 2014 championship in December. Do we think we'll be spending that money in December? - Removed $140 expense for June for par plaques. * Survey: - Done: Dave to prepare survey asking opinions regarding entry fee increase, start times (change with season, daylight savings time, year round), where else might we finish, etc. - AI: Dave to hand out survey at February rallye. * Reducing Costs and/or Increasing Revenue - Considering raising entry fee from $20/15 to $25/20 - Do we want a document and/or announcement at February rallye? - Conducting survey regarding raising fees. - Considering reducing mailing costs by using postcards * Next Mailing and Postage - Darin showed postcard mock-ups. - landscape orientation with each rallye having its own line. - Need title, type, slogan, clip art, date, time, rallyemaster/contact. - We need more stamps. The price goes up on January 26: - Letters from 46 to 49 cents - Postcards from 33 to 34 cents - AI: Darin to purchase 500 postcard forever stamps before price goes up. - Do we do postcards or flyers? - Pilot test of postcard mailings for this year. * Meeting Location - Redwood City Harry's Hofbrau or Stevens Creek Round Table? - Approved: Redwood City Harry's Hofbrau. NEW BUSINESS * 2014 Championship? - Adding question to February survey. * Do we want a BBQ for July's TAR or another summer rallye? - Not a BBQ, but maybe a bake sale. ANNOUNCEMENTS: * Adjourned at: 10:50. * Next meeting: 7:30pm, February 18, 2014 at Harry's Hofbrau, 1909 El Camino Real, Redwood City.