2015-03-17 TRC Business Meeting Minutes 


Called to order at: 8 pm.

Members present: Darin McGrew, Dave Moen, Michelle McGrew, Dean Stanton, Heather Mellows.

Agenda for current meeting:    Approved as amended

Minutes from previous meeting: Approved as amended (removed extraneous brackets).


OFFICERS' REPORTS

* President:
- No report.

* Vice President:
- No report.

* Secretary:
- Sent late reminders to Abby, Cris, Dave G., Dave M., Darin, Dean, Mel, Heather, Nick, Ric, Steve H.

* Treasurer:
- No report as there was no March rallye. 


COMMITTEE REPORTS

* Insurance:
- No update, though in February, Cris said he'd set up the insurance for April's rallye.  

* Database Chair (formerly Membership Chair):
- We need a new Database Chair.
- To get things caught up, we'd like to get as many people as possible together
  to update the database in March or April.
- AI: Michelle to find out what Steve H. uses/used to interface with the database and when he could work with us to show us how to use the database.
  - From Nick's email: "Assuming the database is still MySQL, Macs can use
    jHeidi." (URL also included)
- Dean has score sheets from Steve H. and those from Don's rallye.
- AI: Darin to look on new website for electronically archived score sheets
  that were emailed to Steve H.

* Publicity (Dave Moen):
- We need a new Publicity Chair.
  - Dave Moen has volunteered!
  - AI: Michelle to notify Ric so he can update website. 
- AI: Darin to update list of rallyes.

* 2013 Championship
- AI: Darin to send results to Ric to post.
- AI: Once he receives results, Ric to post results on website.


PAST EVENT(S) REPORT

* 2014-03-01 The Dog Run (Mel, A-B, includes unmanned CPs)
- Scoresheets: Pending.
- AI: Need score sheets before we update database.
  - Done: Michelle to let Mel know he can also email electronic copies to Darin.

* 2014-07-05 TAR9 (Steve H., Cris, John, 4 pm start, 9 pm finish)
- Results: pending
- Scoresheets: pending
- AI: Need score sheets before we update database.
  - Done: Michelle to let Steve H. know he can also email electronic copies to Darin.

* 2014-08-02 The Game Rallye (Mel, game style)
- Results: pending.
- Score sheets: pending.
- AI: Need score sheets before we update database.
  - Done: Michelle to let Mel know he can also email electronic copies to Darin.
- AI: Mel to finish compiling findings from the "How You Can Help" cover
  sheet.
  - Heather can do this if Mel gets the surveys to her either as paper copies or by emailing scanned copies to her. 

* 2014-12-06 Toy Rallye 2014 (Darin, A-B, early start)
- Results: pending.
- Score sheets: pending.
- AI: Will need the score sheets when we update the database.

* 2015-02-07 Rallye Bowl XLIX (Membership Rallye, Cris and Dave G., CM)
- Results: sent to Ric, not yet posted
  - not sent to participants (few email addresses received)
- Score sheets: emailed to Darin and gave him the paper copies, too.


NEXT EVENT(S) REPORT

* 2015-04-04 Hopping Down the Bunny Trail (Dave M., CM)
- Written; now being prechecked. 
- Registrar: Dean
- Neighborhood: Using same as February rallye.
- Compdir:
  - Abby will precheck as long as she gets it the weekend before the rallye.
  - Darin will take care of duties at the finish.
- Done: Dave M. to email the flyer to Ric for posting on website.
- AI: Ric to post flyer. 

* 2015-05-02 Lord Stanley's Rallye (Mel, A-B)
- Hockey theme.
- Mel says he's behind where he wants to be, but will work on it.  
- Registrar: Darin/Michelle 
- Neighborhood: TBD
- Compdir: TBD
- AI: Mel to prepare artwork for postcard mailing the last week of April and flyer to post on website and
  to distribute at April rallye.

* 2015-06-06 TBD (Darin, A-B)
- Perhaps The Amazing Rallye 10?
- AI: Darin to request volunteers to write a leg of The Amazing Rallye. 
- If he doesn't receive responses this weekend, he will write the rallye himself. 
- Registrar: TBD
- Neighborhood: TBD
- Compdir: TBD
- AI: Darin to prepare artwork for postcard mailing the last week of April and flyer to post on website and
  to distribute at April and May rallyes.


* 2015-10-03 TBD (Heather, CM).
- Dean can mentor.
- Registrar: TBD
- Neighborhood: TBD
- Compdir: TBD


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.
  Also, ask if someone wants to write a leg for The Amazing Rallye 10. 

+ 2015-08-01
- 2015-09-05
- 2015-11-07
+ 2015-12-05 Toy Rallye 2015 Darin?


UNFINISHED BUSINESS

* Gimmick Rallye Guides:
- AI: Dean to email to Ric to post on website.

* Tax ID
- AI: Darin to submit list of 2015 officers.
- AI: Darin to submit 2014 tax form.
- AI: Darin to transfer information to Ric so he can work on getting TRC its
  501(c)7 tax ID.
- AI: Once Darin has transferred information, Ric to work on getting TRC its
  501(c)7 tax ID, assuming we don't find we already have it.

* 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.

* Definition of "life-time membership"
- AI: Darin to propose updated language based on what's on the Wiki.

* Facebook Policy:
- Last month's discussion about Facebook Practices document: 
- A couple of things to clean up, but otherwise looks good.
  - First bullet doesn't finish; just ends.
  - Fifth bullet down Says, "Disagreements should private..." needs to be
    changed to "Disagreements should be private..."
- Done: Michelle to let Ric know what changes are needed. 
- AI: Ric to clean up draft of the Facebook Practices document and resubmit for approval. 

* Website updates
- AI: Ric to update:
  - "Officers" Page
  - "About Us" page
- Done: Michelle to send updated info to Ric and ask him to update these.


NEW BUSINESS

* Next mailing: 
- Last week of April. 
- Include rallye announcements for May, June, and perhaps August. 


ANNOUNCEMENTS:

* Adjourned at: 8:45 pm.

* Next meeting: 7:30pm, April 21, 2015 at:
  Harry's Hofbrau, 1909 El Camino Real, Redwood City.

Respectfully submitted,
Michelle McGrew, Secretary