2016-02-16 TRC Business Meeting Minutes Called to order at: 7:43 pm. Members present: Darin McGrew, Dave Moen, Michelle McGrew, Dean Stanton, 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: - Reminders were emailed to the Board, Cris, Nick, Ric, Mel, Steve H., and Dave G. * Treasurer: - 16 cars, 20 new or renewed memberships, and 39 waiver signatures from February's Rallye Bowl 50. - One more membership, but 3 fewer nonmember registrations than budgeted. Income was $40 less than budget. - Postcard mailing in February, but budgeted in January. Using TRC card stock reduced the cost. - Darin was reimbursed for postage for 2 mailings in 2015; for this mailing, he used up his stamps on hand. - Rallyemasters requested no reimbursement at all. This put the rallye net proceeds $146 and now our YTD net is $83 better than budget. - Domain renewal budgeted in January, but not reimbursed until February. - Our main 2016 budget categories are: - Insurance 52.6% - Awards 13% - Postage 11% - Printing 7.5% COMMITTEE REPORTS * Insurance: - Done: Dean to mail check to Cris so he can pay February insurance. - AI: Dean to mail check to Cris so he can pay April insurance. * Database Chair (Heather Mellows): - Done: Darin to update DB in response to bounced addresses from last mailing and the emailed change-of-address request. - AI: Darin to show Heather how to update Members & Associates tables before the March meeting. * Publicity (Dave Moen): - AI: Darin to update list of rallyes. * Webmaster report: - AI: Ric to post this year's Minutes along with the 2016 officers list. 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) - AI: Steve H. still to get score sheets to TRC (he recently found them). - Pending: Results, Score Sheets * 2014-08-02 The Game Rallye (Mel, game style) - Pending: Results, Score Sheets * 2015-12-05 Toy Rallye 2015 (Darin, A-B, early start) - Results: pending - Score Sheets: pending (but already added to DB) * 2016-02-06 Rallye Bowl 50 (Cris & Dave G., Membership Rallye, CM) - Neighborhood: Sunnyvale, south of El Camino - CMs: down - Results: done, but not emailed to rallyists yet (just to Board) - AI: Ric to post results. - Score Sheets: delivered to Heather electronically Report (emailed by Cris): - 16 cars; - 3:00 to 5:00 start time in winter gives more daylight hours to see signs - Supp 80 was incorrect (SI posted on pole) - Second W CM fixed before rallye - One CM got wet and colors bled, but was replaced before rallye - CMs taken down on Sunday morning; results sent to Ric on Friday. - Protests: - granted: The VV CM was spaced enough to read V V, and thus was not an incorrect Roman numeral sequence - granted to 1 of 4 protests: The "at" gimmick of turning once should apply to a particular sign and not to turn only once - Eval cards: - 7 found the rallye "great fun," while 1 found it "fun" - The most favorite gimmick was the multiple Flea Flicker occurrences. Others like the Traffic Cop, Roman numerals, and double U turn (tickets available sign). - Some of the least favorite gimmicks were doing the RI before the middle traverse, the Raiders (can't do the last RI until competing with Raider) and ironically, too many Flea Flickers. - The most troublesome gimmick was to turn only once for the compete instruction. Several rallyists interpreted that to be to turn once at any particular sign. - Although we had about 39 good CMs, rallyists said that the distance (miles) was OK, but the time to run the route was short. Then it took a long time for those people to get their awards. - Most liked the route, although a few commented that some streets (e.g. Mary) were a bit busy and wide. - Additional discussion, including: - Need to be sure we have a compdir (or representative) overseeing the protest committee. - Rallyemasters need to pass on any protests that they have already granted to the Protest Committee for the Committee to consider for scope. NEXT EVENT(S) REPORT * 2016-04-02 Three Strikes and You're Out (Dave M., CM) - Registrar: TBD - AI: Michelle to check to see if Ed can be registrar. - Neighborhood: Java and The Woods - Compdir: Abby - Rallye about where Dave expected; hopes to have it done by the beginning of March. - Heather and Abby can both precheck. - Done: Need artwork and details for the January postcard mailing. - Need flyer to post on the website. 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 - 2016-05-07 + 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 * Another rallye school? - AI: Darin to check for interest in various places: Events, Talk, etc. - Someone expressed interest in an email forwarded to us from Ric from an online survey. - One person expressed interest after the February rallye. * Score Sheets - AI: Darin to update mock up with up-ticks farther apart * 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 submit 2015 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 - Done: Dean to add feedback form (about new site) to the new site - To the home page, Dean added a request for comments about the new site to be emailed to TRC-Business (included some sample questions). - 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 - Done: Dean to practice downloading a scoring configuration. - AI: Dean to update the Readme page. - But the computers are ready for use for the April rallye. - AI: Dean to bring club computers to give to Dave M. at the March business meeting. - AI: Dean to send Nick the scoring program that is on the server computer. * 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. * January postcard mailing: - Printed and mailed. - Included: February and April announcements, a save-the-date for the June rallye, and a call for more rallyemasters. NEW BUSINESS * Corvette Club Co-sponsorship - Talked with someone from the Corvette Club after the February rallye about the possibility of them bringing around 25 cars to participate in some rallyes. - Could also help with checkpoints, but do not have the experience to write a gimmick rallye. - AI: Darin to talk with them about possibly trying this around September and October, perhaps earlier but need prior notice so we can prepare. ANNOUNCEMENTS: * Adjourned at: 9:55 pm. * Next meeting: 7:30 PM, March 15, 2016 at: Oregano's Wood-Fired Pizza, 4546 El Camino Real, Los Altos Respectfully submitted by, Michelle McGrew