2015-11-17 TRC Business Meeting Minutes Called to order at: 7:43 pm. Members present: Darin McGrew, Michelle McGrew, Dean Stanton, Dave Moen, Heather Mellows, Abby Grossman. Agenda for current meeting: Approved as amended. Minutes from previous meeting: Approved OFFICERS' REPORTS * President: - No report. * Vice President: - No report. * Secretary: - Sent reminders to the Board, Ric, Nick, Cris, Dave G., Mel, and Steve H. * Treasurer: - 19 cars and 50 waiver signatures for November's Scooby Doo rallye. - Rallye income was very close to exactly what was budgeted for this month!- Awards for November bought in October; awards for December not yet ordered. - Insurance for November rallye paid in October; December insurance paid by GGLC. Annual per-member fee not yet paid. - Dean was reimbursed for rallye expenses (as TRC's rules allow), but these expenses were not budgeted since most RMs don't ask for them. - October postcard mailing was reimbursed this month, rather than in October where it was budgeted. - Unbudgeted printing of Rallye Guides became unbudgeted Nonmember Revenue. Fewer rallyes gave us less income than budgeted, but also less expense than budgeted. - The start box (after the November rallye) had $15 I couldn't explain/remember. I believe it is $15 of gimmick rallye guides sold at the finish of the June rallye (and not accounted for in June). So I accounted for it as miscellaneous nonmember income not from the November rallye. - Finalized (and had countersigned) the checks for Darin, Heather, and me. COMMITTEE REPORTS * Insurance: - Cris has the insurance certificate. * Database Chair (Heather Mellows): - Done: Darin entered remaining score sheets in time for the mailing. - Done: Darin printed list of current members sorted by last name for November rallye. - Done: Darin printed list of current members and addresses for ballot mailing. - AI: Darin to update DB in response to bounced addresses. - AI: Darin to show Heather how to update Members & Associates tables by February. * Publicity (Dave Moen): - Done: Michelle to contact Mel about dropping him from being a Facebook admin. - AI: Darin to drop Mel from Facebook admin status. - AI: Darin to update list of rallyes. * Webmaster report: - Done: Ric updated "Officers" page to list Heather's preferred email address. PAST EVENT(S) REPORT * 2014-03-01 The Dog Run (Mel, A-B, included unmanned CPs) - Pending: Score Sheets * 2014-07-05 TAR9 (Steve H., Cris, John, 4 pm start, 9 pm finish) - Steve H. recently found the score sheets. He said he'd figure out how to get them back to the club. - Pending: Results, Score Sheets * 2014-08-02 The Game Rallye (Mel, game style) - Pending: Results, Score Sheets - 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. * 2015-06-06 RoboRallye (Darin, A-B with hints of CM and Q-A) - Results: emailed and posted. - Contacts DB updated with info from score sheets. - Done: Darin to get score sheets to Heather to store with those from other rallyes. * 2015-11-07 Scooby Doo Rallye (Heather, CM). - 19 cars, 3 first timers - 10 nonmembers, 8 members. - No honored protests. - Comments on new finish location: 1 positive and 1 negative comment from the eval cards. Some issues with not wanting to give separate checks. Will need to work with them on this and seating arrangement (banquet vs individual). - CMs: down. - Results: posted, but still to be emailed. NEXT EVENT(S) REPORT * 2015-12-05 Toy Rallye 2015 (Darin, A-B, early start) - Registration 11-1, finish 3-4 - Registrar: Abby - Compdir: Abby or her designee. - Theme: Star Wars Christmas Special - Neighborhood: Sunnyvale/Santa Clara, south of El Camino - GGLC providing checkpoint crews and insurance. - Nick to order awards. - Done: Darin added Toy Rallye to new site. * 2016-02-06 Rallye Bowl 50 (Cris & Dave G., Membership Rallye, CM) - Registrar: Dean? (need 2-3 people) - Neighborhood: TBD - Compdir: TBD - Done: Need artwork and details for postcard mailing. - Need flyer: Cris preparing flyer this coming weekend. - AI: Darin to create page on new website. * 2016-04-02 TBD (Dave M.) - Registrar: TBD - Neighborhood: TBD - Compdir: TBD - Need artwork and details for the January postcard mailing. - Need flyer to post on the website and to distribute at the February rallye. 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. - AI: Darin to contact past RMs (e.g., Stefaniskos) about writing rallyes - 2016-03-05 - 2016-05-07 + 2016-06-04 - 2016-07-02 + 2016-08-06 - 2016-09-03 + 2016-10-01 - 2016-11-05 + 2016-12-03 Toy Rallye UNFINISHED BUSINESS * Elections for 2016 Board - 10 ballots received and counted. - Unanimously elected: President: Darin McGrew Vice President: Dave Moen Secretary: Michelle McGrew Treasurer: Dean Stanton Board Members: Abby Grossman, Heather Mellows, Ed Slintak - AI: Michelle to notify winners. * Tax ID - AI: Darin to submit list of 2015 officers. - AI: Darin to submit list of 2016 officers. - AI: Darin to submit 2014 tax form. - AI: Darin to work on getting TRC its 501(c)7 tax ID. * 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: Dean to add feedback form (about new site) to the new site - 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. - AI: Someone to migrate wiki to new site - AI: After migration, Darin to make wiki read-only * Definition of "life-time membership" - AI: Darin to propose updated language based on what's on the Wiki. * Loading Scoring Configuration into Club Computer - AI: Dean to practice downloading a scoring configuration. - Needs to verify that he can do it in time for the next rallye using the scoring program. * Don't Drive Distracted - AI: Darin to pick an icon and a link target such as distraction.gov and will CC TRC's business mailing list. * Score Sheets - AI: Darin to mock up a horizontal line with small up-ticks. NEW BUSINESS * Unclaimed Awards: - Unclaimed pins from June and November are in start box to give to their owners at the Toy Rallye. - discussed ideas for how to get names of winners matched up with awards which were not picked up. * Free Rallye Coupons - There have been a number of cases where we have not issued free rallye coupons, both to rallyemasters and to first-timers (the Welcome to Beginner Class coupons). What can we do to issue these free rallye coupons more consistently? - Suggest putting "welcome to beginner" coupons under box of first-timer awards. - Perhaps rallyemaster's helper or the compdir can help hand out "welcome to beginner" coupons. - Remember, rallyemaster coupons are supposed to be handed out at the end of the rallye, but signed once after-rallye duties are completed. ANNOUNCEMENTS: * Adjourned at: 8:54 pm. * Next meeting: 7:30 PM, December 15, 2015 at: Oregano's Wood-Fired Pizza, 4546 El Camino Real, Los Altos Respectfully submitted, Michelle McGrew, Secretary