2014-11-18 TRC Business Meeting Minutes Called to order at: 7:40 pm. Members present: Darin McGrew, Dave Moen, Michelle McGrew, Dean Stanton, Ed Slintak. Agenda for current meeting: Approved. Minutes from previous meeting: Approved. OFFICERS' REPORTS * President: - No report. * Vice President: - No report. * Secretary: - Sent out emails/reminders to Darin, Dave M., Don, Ed, Cris, Ric, Nick, Steve H., Dean, Mel. * Treasurer: - TRC paid a little less than current value of the forever stamps used for member ballot mailing. (We have less than a full sheet left, and Dean accounts only by full sheets.) - No TRC rallyes, so no income, but YTD income matched budget! - Fewer rallyes, so less expense for Insurance, Printing, and rallye mailings. - Golden Gate Lotus Club reimbursed Toy Rallye insurance faster than budgeted. - Budget predicted $650 loss YTD, but we actually have a big profit. - The doctor who had paid $20 for his membership decided to simply join for 2015 for $25. But then he paid both by PayPal and by another check. Since we've got the PayPal deposit, Dean will simply destroy the checks and tell him that. - Anticipate less than $100 of expenses and no income (any cash we get we donate with the gifts) for Toy Rallye. - 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. - Ed could not find his info for the above on his computers. COMMITTEE REPORTS * Insurance: - Done: Michelle to ask Cris to talk with GGLC about covering insurance for December (would need to reimburse TRC as we've already paid this). - GGLC has reimbursed TRC for the Toy Rallye insurance. * Membership (Steve H.): - Done: Steve H. updated membership list (for both regular and associate members) for mailing the ballots. - AI: Need someone to update database and membership list in time for mailing postcards. - AI: Darin to check with Steve H. to get a mailing list for mailing postcards and to find out what Dave M. would need to do to update the database and have a backup in case we need to go back to it. - Dean has score sheets from Steve H. - AI: Darin to get electronically archived score sheets from Steve H. - Dropped: Steve H. to Print membership list for our next rallye registrars or let Darin know where to find it. * Publicity (Mel): - AI: Dean to print the updated First Timer cards. - Amended latest version; once updated, it's ready for printing. * 2013 Championship - AI: Darin to have Results (and awards) ready to distribute at the December rallye. - AI: Darin to contact Nick to discuss design for par plaque championship awards; use standard size par plaque. - 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. PAST EVENT(S) REPORT * 2014-03-01 The Dog Run (Mel, AB, includes unmanned CPs) - Scoresheets: Pending. - Mel will bring score sheets to Toy Rallye. - Done: Mel verified that he still has them; they were not turned in yet. * 2014-06-07 Stuck in the 60's (Don Bess, 3 pm start, CM) - Scoresheets: pending. - AI: Don will either mail the score sheets to Michelle, or bring them to Toy Rallye. * 2014-07-05 TAR9 (Steve H., Cris, John, 4 pm start, 9 pm finish) - Results: pending - AI: Darin to get results from Steve H. to email and post. - Scoresheets: pending * 2014-08-02 The Game Rallye (Mel, game style) - Results: pending. - Score sheets: pending. - Mel will bring score sheets to Toy Rallye. - AI: Mel to finish compiling findings from the "How You Can Help" cover sheet. NEXT EVENT(S) REPORT * 2014-12-06 Toy Rallye 2014 (Darin, A-B, early start) - Registrar: Dave M. - Neighborhood: Montague & San Tomas - Compdir: TBD - Abby can precheck, but cannot be compdir. - Done: Darin to create flyer ASAP so we can get it posted on the TRC website. * 2015-02-07 Rallye Bowl XLIX (Membership Rallye, Cris and Dave G., CM) - Registrar: TBD - Neighborhood: TBD - Compdir: TBD - Done: Cris/Dave G. to get rallye info to Darin for postcard mailing. - Cris/Dave G. created flyer for posting on the TRC website and for distributing at the start of Toy Rallye. - AI: Darin to clarify a couple of issues, including start time. - Done: Michelle to remind Cris about these action items. * 2015-04-04 TBD (Dave M.) - Registrar: TBD - Neighborhood: TBD - Compdir: TBD - AI: Dave M. to prepare artwork for postcard and flyer to post on website. - If not ready in time for this mailing, we'll include it in the next mailing. OPEN DATES - AI: Darin to send follow up email to attendees of his rallyemaster school. Ask if someone can do a rallye for an open date; Mel is available to mentor and has a rallye that could be rethrown. - 2015-03-07 - 2015-05-02 + 2015-06-06 Darin? + 2015-08-01 - 2015-09-05 + 2015-10-03 - 2015-11-07 + 2015-12-05 Toy Rallye 2015 UNFINISHED BUSINESS * Election Results: 2015 Board - 14 ballots received and counted. - Unanimously elected: - President: Darin McGrew - Vice President: Dave Moen - Secretary: Michelle McGrew - Treasurer: Dean Stanton - Board Members at Large (3): Ed Slintak, Heather Mellows, Abby Grossman. - AI: Michelle to notify winners. * Old rallyes - AI: Darin to contact Bill to see if he wants Dave M. to store rallyes up here where they are more accessible for rethrowing. * Migration to Google Sites - AI: Everyone to look at the migration plan that Dean posted on the old wiki page. - Requesting volunteers to help with the migration process. - AI: Those with expertise should look for an automation tool to transfer data from old to new site. Otherwise, we will need to migrate everything manually. * Tax ID - Done: Darin to send 2014 officer list to the state. - AI: Darin to send new 2015 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: - Done: Darin to file using the amount of $2387 ($2233+154) * Eval Cards - Update questions - AI: Darin to print more eval cards for Toy Rallye. * Definition of "life-time membership" - AI: Darin to propose updated language based on what's on the Wiki. * Survey: - Done, delivered by Dean: Steve H. to get surveys to Dean so we can get them to Dave M. - Generally: - Advertise more. - More CM rallyes. - Earlier rallyes. - Were fine with the price increase. - Championship: 3 to continue, 7 no, 12 don't know what it is. * Gimmick Rallye Guides: 1 left - AI: Dean to print more in time for the February rallye. * Facebook Policy: - AI: Ric to draft a Facebook policy/procedures guide (based on June and July minutes). * Equipment - Done: Dave to get hammer tacker from Keith and get it to Darin. * Next mailings - Done: Ballots mailed first thing Monday morning, October 27. - Done: Ballots collected between 4:00 and 5:30 PM on Sunday, November 9, at Starbucks, 2410 Charleston Avenue, Mountain View - Postcards (to be mailed by Tuesday, November 25): - Include December and February rallyes - Also include either an April rallye or a request for RMs * Membership Forms - Done: Dean to update forms. - AI: Darin to print new membership forms for February. NEW BUSINESS * None ANNOUNCEMENTS: * Adjourned at: 9:10 pm. * Next meeting: 7:30pm, December 16, 2014 at: Harry's Hofbrau, 1909 El Camino Real, Redwood City. Respectfully submitted, Michelle McGrew, Secretary