2017-01-17 TRC Annual Meeting Minutes Called to order at: 7:53 pm. Members present: Darin McGrew, Ed Slintak, Michelle McGrew, Dean Stanton, Abby Grossman, Heather Mellows, Eric Anderson. Agenda for current meeting: Approved as amended Minutes from previous meeting: Approved OFFICERS' REPORTS * President: - No report. * Vice President: - No report. * Secretary: - No report. * Treasurer: - Corrected minor error in September's PayPal fee. - Toy Rallye printing reimbursement restated. - New budget predicts that we will break even. COMMITTEE REPORTS * Insurance: - February insurance check mailed. * Awards: - AI: Michelle to remind Nick to order 4 more Toy Rallye worker pins when he orders APRIL'S awards. - Michelle didn't remind Nick in time to order them with the February awards, so Nick has added these awards to his list of awards to order for April. * Database Chair (Heather Mellows): - Done: Darin and Heather to see if they can print member data for members to verify at Membership Rallye. - Darin was only able to print addresses. - AI: Darin to update database to indicate which addresses bounced before next mailing. - AI: Darin to update database based on Toy Rallye score sheets before next mailing. - Some of our score sheets have a checkbox to request to be added to the TRC-Events List. But this hasn't been happening. Need to do a better job of adding people. - AI: Dean to send instructions to the Board (not Business) to explain how to sign people up for the Events list. * Publicity: - Need a new Publicity Chair. - AI: Darin to update list of rallyes. * Webmaster report: - AI: Darin to send email asking if feedback sender wants to be on the TRC-Worker list to help with map prechecking. - October's results received and will be posted shortly. - AI: Michelle to ask Ric to indicate that future meetings will be at Dickey's until further notice. - AI: Michelle to be sure Ric has the current Board members listed on website. 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: Score sheets: pending; Darin to deliver. * 2014-08-02 The Game Rallye (Mel, game style) - Pending: Results, Score Sheets * 2015-12-05 Toy Rallye 2015 (Darin, A-B, early start) - Score Sheets: pending, but already added to DB * 2016-06-04 And Baby Makes Three (Darin, A-B) - Report: Pending - Results: Pending - Score Sheets: Pending, but already added to DB * 2016-10-01 Monster University, A Rallye School (John K. and Dean, A-B, 11 am start) - Results: emailed; to be posted to website shortly. - Score sheets: given to Heather. * 2016-12-03 Toy Rallye (Darin, A-B, 11 am start) - Additional report: pending - Results: pending - Score sheets: pending NEXT EVENT(S) REPORT * 2017-02-04 Rallyemon Go (Cris & Dave G., Membership Rallye, CM) - Registrar: Dean and Heather - Neighborhood: Palo Alto, bounded by San Antonio, Bayshore Frontage, Middlefield and Colorado. - Compdir: Abby to precheck, Darin to take care of finish duties. - The CM rallye is written, has been through 1 review and is now in Larry Friedrich's hands for precheck (he'll do it this week). - Finish is at Armadillo Willy's on San Antonio (couldn't find any pizza places large enough nearby). - There are no CP's (like our previous rallyes) due to potential staffing and weather issues. - Cris will contact Darin in the next week to get some red reflective tape, return the orange tape that he has, and pick up the CM equipment. - AI: Michelle to let Cris know that parking is bad at Armadillo Willy's; advise people to allow extra time for parking. 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. - Bill is interested in being rallyemaster for a rallye and in being a co-rallyemaster with John K., both some time in 2017. - 2017-03-04 Cancelled. + 2017-04-01 - 2017-05-06 + 2017-06-03 - 2017-07-01 + 2017-08-05 - 2017-09-02 + 2017-10-07 - 2017-11-04 + 2017-12-02 Toy Rallye UNFINISHED BUSINESS * Membership Policy - AI: Darin to amend the WIKI to reflect approved Membership Policy changes. * Score Sheets - AI: Darin to update mock up with up-ticks farther apart. * Tax ID - Done: Darin submitted list of 2017 officers after election. - AI: Darin to work on getting TRC its 501(c)7 tax ID. * 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. * 2017 Budget - Dean to make updates to the draft budget that he presented at the December meeting: - Done: Add "Worker food: $25" to budget and update loss to $100. - Done: Dean to ask Nick what he expects his expenses to be for 2017; adjust budget accordingly. - Nick doesn't expect high expense for par plaques this year. - Hence, balanced budget. - Approved the 2017 budget. * Domain name renewal: therallyeclub.org and/or therallyclub.org - Done: Michelle to let Steve know to renew both and thank him for hosting our web server. - Domain names: both renewed ($16 each). * Rallye Archives on the website - The Board would be interested, but if we do this, the archive needs to be in a location that is not publicly viewable. - Ric proposes that the rallye archives would not be available from the navigation of the main website. You would have to know the "magic" URL, and it would be in a password protected directory with search engine scanning turned off. (He is open to further encryption/security suggestions.) - Ric is willing to scan/build this from hardcopies if necessary (but forwarding .pdfs would be better). - AI: Dean to update timeline to include sending electronic copies to Ric for the archive. NEW BUSINESS * Next mailing: - Need artwork for postcard mailing by January 25. - Mailing should go out January 26. - Hoping to have info about February and April rallyes, and call for rallyemasters. * How long do we keep score sheets, waivers, and bank statements? - Tabled until next meeting. * Comparing scores to RM's scoring - Karen Wales posted to Facebook (back in April, 2015!): "A suggestion for future rallyes: Include a correctly filled out score sheet with the critique. This would make it easy to see what was missed and one could look at the critique more selectively, and hence faster, to find out why." - Decided not to require perfect score sheet to be included with Critique, but recommend that someone show her how to use the Critique to compare it with her Run Sheet. Could photography score sheet, etc. - AI: Dean to contact Karen with Board's response. ANNOUNCEMENTS: * Adjourned at: 9:03 pm. * Our next meeting: 7:30 PM, February 21, 2017 at: Dickey's Barbecue Pit, 570 North Shoreline Blvd., Suite F, Mountain View (in shopping center at Shoreline and Montecito) Respectfully submitted by, Michelle McGrew, Secretary