2014-06-17 TRC Business Meeting Minutes Called to order at: 8:23 pm. Members present: Darin McGrew, Dave Moen, Michelle McGrew, Dean Stanton, Ed Slintak, Steve Hartwell. Agenda for current meeting: Approved as amended. Minutes from May meeting: Approved as amended (fix typos) Minutes from earlier meetings: * June 2013: Approved as amended, pending handout from treasurer - AI: Ed to email handout to Michelle. * February 2013: Approved as amended, pending treasurer's report - AI: Ed to email the report to Michelle. OFFICERS' REPORTS * President: - No report. * Vice President: - No report. * Secretary: - Sent late reminder to Cris. * Treasurer: - 22 cars and 46 waiver signatures for June's rallye. - Better-than-budgeted turnout and June revenue. - A full set of standard reimbursements were requested for June's rallye. - Sold 3 of the 12 double clipboards - Monthly net is $128 better than budget - Still need par plaque magnets and tax ID no. - Still need to buy 2013's Championship awards! - YTD income and net are far better than budget! - 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 the member vs nonmember percentage of income for 2013. COMMITTEE REPORTS * Insurance: - Report from Cris (emailed shortly before meeting): "Sorry for the delay - the July check has been sent, but no certificate received yet." * Membership (Steve Hartwell): - AI: Steve H. to update the database with info from Membership Rallye in time for the next mailing. - Done: Darin gave more bounced card info to Steve H. * Publicity (Mel): - Cris sent Dean artwork for membership or First Timer cards. - AI: Dean to print the updated cards. - AI: Mel to email TRC-Business better wording to describe gimmick rallyes. - AI: Mel to revise the draft of the "How You Can Help" brochure to hand out at the finish for a future rallye. - Mel has a draft of this and will share it on Google Drive with the Board/officers. * 2013 Championship - Results (and awards) were not ready for June. - AI: Darin to contact Nick to discuss design for par plaque championship awards; use standard size par plaque. - AI: Darin to update Championship results. - AI: Darin to figure out where the breaks are in Championship standings for awards (need info ASAP). - AI: Darin to post without names to TRC-Business so we can see where break is. * Web Site - AI: Dean to check with Steve W. to see if he has the access he needs to do the things he wants to do as part of the migration to the new site. PAST EVENT(S) REPORT - Done: Mel to give Dean the insurance sheets from a couple months ago. * 2013-11-02 The A Team Returns Again (John Kleder, early start) - AI: Steve H. to email results to participants. * 2013-12-07 Toy Rallye 2013 (Darin, A-B, early start) - Score Sheets: delivered. * 2014-02-01 The Road to Sochi (Cris & Dave G., AB/QA Membership Rallye) - Score sheets: pending. - AI: Michelle to continue to follow up on this with Dave/Cris. - Sent email, but haven't heard back. * 2014-03-01 The Dog Run (Mel, AB, includes unmanned CPs) - Scoresheets: Pending. * 2014-04-05 Life Is Full of Detours (Dave M., 3 pm start, CM) - Results: Emailed, but need to post. - Scoresheets: delivered. * 2014-05-03 Mayday, Mayday! (Darin, 3 pm start, AB) - Results: emailed, need to be posted. - Scoresheets: delivered * 2014-06-07 Stuck in the 60's (Don Bess, 3 pm start, CM) - Registrar: Dave M. - Compdir: Abby - Results: pending. - Scoresheets: pending. - 22 cars including 4 first timers and 7 seniors. - AI: Michelle to request a report and to arrange to get score sheets. - In the future, we need to do a better job of assigning a point of contact. - Be sure to direct rallyemasters, especially new rallyemasters or those who haven't done it for a long time, to the rallyemaster handbook. * 2014-06-14, 1-4 pm, Rallyemaster class (Darin) - 2 new (potential) local rallyemasters attended, plus Ed, Dean, Steve, Mel, Clayton. - 1 new (potential) rallyemaster in LA area attended via Skype. - Good length. - Suggest doing another class in 6 months to a year as there was additional interest, but not everyone could attend. NEXT EVENT(S) REPORT * 2014-07-05 TAR9 (Steve H., Cris Wendt, John Kleder, et al., 4 pm start, 9 pm finish) - Dave M. and the Sothiros to precheck. - Registrar: Darin/Michelle - Neighborhood: Near Fair Oaks Park, Sunnyvale. - Start at Fair Oaks Park (not Larry's). - Compdir: Darin - Bake sale: - Will have bags for $2, $4, and $6 (bags fills 1/3, 2/3, and full). - Donors will each have a card giving them credit. - Darin/Michelle to put sign up at Larry's to direct people to the start at the park * 2014-08-02 The Game Rallye (Mel) - Registrar: Darin/Michelle - Neighborhood: TBD - Compdir: TBD - AI: Darin to check with Abby. - Emailed from Mel: "I've written the first leg with checkpoint, and have two more legs to go. Should be ready for pre-checkers in about two weeks." - AI: Michelle to remind Mel to publicize his August rallye on Facebook. * 2014-09-06 TBD (Ed) - Registrar: TBD - Neighborhood: TBD - Compdir: TBD * 2014-12-06 Toy Rallye 2014 (Darin) - Registrar: TBD - 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. - 2014-10-04 - 2014-11-01 UNFINISHED BUSINESS * Revision of Dues Section of Operating Procedures - AI: Darin to produce Draft Operating Procedures, to keep membership fee at $25 (since $20 is less than the current entry fee) * Old rallyes - AI: Dave M. to see if Bill wants him to store rallyes up here where they are more accessible for rethrowing. - Sent email; awaiting a response. * Migration to Google Sites - AI: Everyone to look at the migration plan that Dean posted on the old wiki page. - AI: Darin/Michelle to Resend the link again. - Requesting volunteers to help with the migration process. - AI: Michelle to send email to Darin, Dean, Steve H., Steve W., Mel, and Ric to get the process started. * Tax ID - AI: Darin to send new officer list to the state. - AI: Ric to work on getting TRC its 501(c)7 tax ID. - AI: Darin to transfer information to Ric so he can do this. * Tax Return for 2013: - We need a plan for how we will determine our 2013 income. B of A does not provide free online access to statements that are that old. Dean doesn't think he has a complete set of statements or check carbons for what we spent in 2013. Any ideas, 2013 treasurer? - Plan: If Ed cannot find the paperwork, Dean will follow up with B of A to get copies. * Feedback form - AI: Darin to contact Ric regarding feedback form - Rename this as "we miss you" and put on main page - AI: Ric to implement and add links to calendar page. * Eval Cards - Update questions - AI: Darin to put new eval cards on wiki and solicit feedback. - AI: Darin to print more eval cards as needed. * Board & Bungee Technique for CMs - AI: Clayton to continue prototyping sleeve design (board & bungee) for aggregate poles. * 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 JuLy meeting. - Life members are currently nonvoting members; will need to update once membership policy is recreated. - Dean found some notes on this; Dean and Darin to coordinate. * Simplify Registrar Duties - AI: Steve H. to update the Wiki page with registrar instruction priorities. * Survey: - AI: Steve H. to email summary of results. - AI: Steve H. to bring in survey forms when he finishes summary so others can read them. * Draft Gimmick Rallye Rules - AI: Darin to update rallye rules to reflect approved drafted wording * Registration - AI: Steve H. to produce list of members for July rallye registrar. - AI: Mel to draw up revised dues language for July meeting. * Waiver Signatures - Done by Dave M.: Talked with those not following policy to remind them that they cannot run without signing the insurance waiver as this is a requirement of our insurance policy. * Printing Policy - AI: Darin to add summary to wiki allowing but not requiring duplex for extra packets. NEW BUSINESS * Next mailing: - Postcard to include info for July, August, and September rallyes. - Deadline to get artwork to Darin: June 23. - Mailing date: June 25. * Reimbursement to Don for rallye expenses? - Approved. * Thank You card for Larry Moore - Everyone at the meeting signed the card. - AI: Darin to mail or deliver in person. * New par plaque magnets - about $90 for 16-18 rallyes worth of the ones we're using now (30mil) - about $165 for 16-18 rallyes worth of ones that are twice as thick (60mil) - Approved: Nick to purchase more of the 30mil magnets (continue using current thickness). * Rallye Club Discount at Round Table - There was some confusion last time; should someone sort this out with the Round Table manager (not the reservation line)? - AI: Dave M. to contact Butch to verify discount and to be sure all managers know about the arrangement. * Boardwalk closed - AI: Dean to remove Boardwalk references from the Wiki. * Gimmick Rallye Guides: 1 left - Should we print more? - Should we improve it in any way first? New web site? Revise text? - Discussion conclusions: - Think about what changes to make. - Wait to print more until we resolve website links. * Facebook Policy: - It's okay to point people to the new web site, but we're not ready to redirect the domain name to the new site yet. - In general, if disagreements arise when editing on Facebook or web pages, bring a third party from the Board into the discussion. It is in appropriate to delete posts without bringing someone else into the discussion. "Editing wars" are confusing for rallyists. - AI: Michelle to contact Ric regarding these policies and his concerns. - AI: Darin to reinstate Ric's access to Facebook after Michelle's conversation with Ric. ANNOUNCEMENTS: * Adjourned at: 10:15 pm. * Next meeting: 7:30pm, July 15, 2014 at Harry's Hofbrau, 1909 El Camino Real, Redwood City. Respectfully submitted, Michelle McGrew