2015-04-21 TRC Business Meeting Minutes 


Called to order at: 7:37 pm.

Members present: Darin McGrew, Dave Moen, Michelle McGrew, Dean Stanton, Ed Slintak, Heather Mellows, Abby Grossman.

Agenda for current meeting:    Approved as amended (added new business and made some updates regarding things that had been completed)

Minutes from previous meeting: Approved 


OFFICERS' REPORTS

* President:
- No report.

* Vice President:
- No report.

* Secretary:
- Sent reminders to Board members, committee chairs, Steve H., and Mel.

* Treasurer:
- 19 cars and 41 waiver signatures for April's rallye.
  - It had fewer existing members, but more memberships, maybe because
    February's iffy weather kept some members away, so they renewed in April.
    Our pricing system (and offering every nonmember a "free" membership) also
    encourages more memberships than budgeted.
  - Dave's April rallye was very profitable, since RM sought no reimbursement
    for printing, giveaways, etc.
- Dean sold 8 Rallye Guides ($40 income) at ESCA's April Fools rallye.
- Canceling May's rallye reduced both expenses (~ $200) and income (~ $300).


COMMITTEE REPORTS

* Insurance:
- From Cris by email: No insurance in process, will arrange for June insurance once he receives a check from Dean. 
- AI: Dean to mail insurance check to Cris. 

* 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 April or May.
  - AI: Dave to check to see if the classroom at Larry's is available for us to use on May 2 at 10 am. 
  - If not available, Heather says we could meet at Gunn High School. 
- 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):
- Done: Michelle to notify Ric of our new Publicity chair (Dave).
- AI: Ric to 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 when 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 when 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)
- 18 cars, very even distribution among the classes.
- The favorite gimmicks were the Penguin Instructions, especially Rico. And the
  least favorite gimmick was Rico.
- Results: emailed & posted
- Score sheets: given to Dean. 

* 2015-02-07 Rallye Bowl XLIX (Membership Rallye, Cris and Dave G., CM)
- Results: Posted. 
  - not sent to participants (few email addresses received)
- Score sheets: emailed to Darin and gave him the paper copies, too. 
- AI: Darin to be sure he knows where these are for the database entry party. 

* 2015-04-04 Hopping Down the Bunny Trail (Dave M., CM)
- Report: 
  - 19 cars. 
  - Large senior class, no first-timers. 
  - Received 8 eval cards; need to hand these out with critiques. 
  - If we do finishes here in the future, tell him we'll have about 45-50 people. 
  - Rallye was more difficult than expected. 
  - Reminder that all rallye erected signs should have reflective tape on them. 
- Results: Emailed to rallyists who provided email addresses and to Ric. 
- Score sheets: Given to Dean. 
- Coursemarkers: down. 


NEXT EVENT(S) REPORT

* 2015-05-02 Cancelled

* 2015-06-06 RoboRallye (Darin, A-B)
- Registrar: Ed 
- Neighborhood: TBD
- Compdir: TBD
  - Ed to precheck. 
  - Abby to gather and oversee protest committee.
- Done: Darin prepared artwork for postcard mailing the last week of May and
  flyer to post on website and to distribute at April rallye.

* 2015-08-01 TBD (Ed)
- Registrar: TBD
- Neighborhood: TBD
- Compdir: TBD
- AI: Ed to prepare artwork for postcard mailing the last week of May and
  flyer to post on website and to distribute at June rallye.
- AI: Michelle to have Ric update the calendar. 

* 2015-11-07 TBD (Heather, CM).
- Rescheduled from 2015-10-03, so October date now open. 
- Dean can mentor.
- Registrar: TBD
- Neighborhood: TBD
- Compdir: TBD
- AI: Michelle to have Ric update the calendar. 


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 may be available to mentor
  and has a rallye that could be rethrown.

- 2015-09-05 Dave? 
+ 2015-10-03 
+ 2015-12-05 Toy Rallye 2015 Darin?


UNFINISHED BUSINESS

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

* 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:
- AI: Ric to clean up draft of the Facebook Practices document and resubmit for
  approval.

* Website updates
- AI: Ric to update:
  - "About Us" page
    - Change "Membership Chair" to "Database Chair"
  - "Officers" Page
    - List 2015 officers and committee chairs. 


NEW BUSINESS

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

* Club computers:
- Dean is now the keeper of the club computers. 

* Investigate new business meeting locations? 
- If anyone has ideas of places to meet closer to Mountain View, let us know. 


ANNOUNCEMENTS:

* Adjourned at: 9:08 pm. 

* Next meeting: 7:30pm, May 19, 2015 at:
  Harry's Hofbrau, 1909 El Camino Real, Redwood City.

Respectfully submitted,
Michelle McGrew, Secretary