2019-12-18 TRC Business Meeting Minutes

Draft: Pending approval at the January 2020 business meeting.

Call to order: 7:42 pm.

Members present: Darin McGrew, Michelle McGrew, Dean Stanton, Abby Grossman.

Agenda for current meeting:    Approved as amended

Minutes from previous meeting: Approved as amended


OFFICERS' REPORTS

* President:
- No report.

* Vice President:
- No report.

* Secretary:
- Sent out meeting reminder.

* Treasurer:
- 10 cars, 0 new memberships, and 31 waiver signatures for December's Toy Rallye.
- Cash (and toy) donations all given to HomeFirst aren't shown as income or expense.
- Incoming and Outgoing donations are equal ($105 + 13 toys), so they don't show in the Donations for the Month.
- GGLC provided our insurance directly again this year.
- Income more than $70 over budget!
- Over budget due to large investment in inexpensive magnets (for par plaques and awards).
- No Rallye Master nor CP worker asked for Worker Food reimbursement all year.
- We broke even (that's $26 behind budget) due to our large investments in clipboards & magnets.
- Helped that we have not yet purchased laminator.
- AI: Dave to propose a time for several of us to meet at B of A on Arques 
    to update our signature card.
  - A time Cris Wendt can join us would be ideal, so he can cosign insurance checks.
  - Ideally, also include Dave Graubart as Treasurer plus Dean Stanton, Darin McGrew, and either Eric Anderson or Ed Slintak.


COMMITTEE REPORTS

* Insurance (Cris Wendt)
- AI: Cris to confirm annual insurance rate and contact person for payment.

* Awards (TBD)
- Need a new Awards Chair (duties listed in Operating Procedures).

* Database Chair (Eric Anderson)
- AI: Darin and Eric to update database with November and December rallyes'
  info.
- AI: Dean to ask Glen to help with database user interface.
  - Glen agreed but needs access to database and an explanation of how it currently works.
  - AI: Darin to provide access and explain how it currently works. 

* Publicity (TBD):
- KRTY has a community calendar that we might be able to use to announce our rallyes.
  - AI: Dean to look into this.
- Need a new Publicity Chair (duties listed in Operating Procedures).
- AI: Modernize duties listed in Operating Procedures.
  - Dean can make changes once we decide what needs revision.
 
* Webmaster (Ric Goldman):
- No report sent. 


PAST EVENT(S) REPORT

* 2018-03-03 Spy Hunter (Membership Rallye; Ken and Bob Schott, CM)
- Darin to summarize eval cards for Ken.
- Pending: Report

* 2018-12-01 Toy Rallye 2018 (Darin, A-B, early start time)
- Score Sheets: to be delivered to Dean as the info is already in the database.

* 2019-06-01 One Thousand and One Nights (Darin, A-B)
- Score Sheets: to be delivered to Dean as the info is already in the database.

* 2019-08-03 The Toy Story Rallye (Dave G., A-B/QA)
- One car requested par plaques/awards to be mailed.
  - AI: Darin to mail these if not already picked up.

* 2019-11-02 Bill Jonesi Memorial Rallye (Ed, CM, 3-5 pm start)
- Score Sheets: Given to Eric electronically to add to the database.

* 2019-12-07 Toy Rallye (Darin, A-B, early start)
- Done: Michelle to post to TRC-Events
- Results: Pending
- Score Sheets: Pending
- Report: 
  - 10 cars
  - Favorite gimmick: "not a through" street sign toward end where street still didn't exist.
  - People seemed to enjoy rallye.
- Comments on new finish location:
  - Mountain Mike's (on Miramonte at Cuesta, not far from start) is a convenient location.
  - No deposit required. 
  - Darin added to Wiki.


NEXT EVENT(S) REPORT

* 2020-02-01 The Great Railroad Caper (membership, Bob Schott memorial, CM,
  Dave G. and Cris, 3-5 pm start)
- Ken Schott and Larry Friedrich (and perhaps Steve Beuerman) all to assist.
- Registrar: Need 2 volunteers (Dean and Eric?), 1 to register members and 1 to register
  participants for the rallye itself.
- Compdir: Abby
- neighborhood: mostly Cupertino
- Awards/par plaques: TBD
- Done: Flyer to distribute at Toy Rallye and posted on website.


OPEN DATES

- 2020-03-07
- 2020-04-04
- 2020-05-02
- 2020-06-06
- 2020-08-01
- 2020-09-05
- 2020-10-03 (Monster Mash?)
- 2020-11-07
- 2020-12-05 (Toy Rallye?)


POTENTIAL RALLYEMASTERS

* The following have previously expressed interest in being a rallyemaster:
- John Kleder
- Tamara Abrams
- Eric Anderson
- Greg Wong (Perhaps could write a small section of a rallye?)
- Jeffrey Martin: Would be happy to write or rethrow a rallye; needs to
  select a time.
- Jim Kermode and two kids: The kids are the potential rallyemasters and
  Jim plans to mentor them; need a rethrow and perhaps some occasional
  additional support.
  - Abby is willing to provide additional support.
  - Michelle to get rethrow to them and match with mentor.
- Brian Duddy and Nelson Cheung: Need a mentor and a rallye to rethrow.
  - Michelle to connect them with Dean for mentoring and rethrow.


UNFINISHED BUSINESS

* 501(c)7 status:
- AI: Darin still needs to finish filing for the 501(c)7 tax status.

* Laminator purchase:
- AI: Darin to decide which laminator we want.
- AI: Dean to place order.

* Bill Jonesi's rallye archive
- AI: Darin to contact Patrick Olsen (Bill's roommate) regarding Bill's
  archive of old rallyes.


NEW BUSINESS

* Proposed 2020 budget
- Based on 4 paid rallyes plus Toy Rallye
- Once budget is amended based on tonight's discussion, we predict a $27 profit.

* Reimbursement for color printing
- 20 cents per side plus 1 cent per sheet of paper.


ACTION ITEMS

- Michelle: get rethrow to Jim Kermode and the kids (or have them review
  other options) and match with mentor.
- Michelle: connect Brian Duddy and Nelson Cheung with Dean for mentoring
  and rethrow.

- Done: Darin: produce awards and par plaques for The Toy Story Rallye. 
- Darin to mail awards and par plaques for The Toy Story Rallye as requested.
- Darin: summarize Spy Hunter eval cards for Ken.
- Darin: mail Toy Rallye 2017 worker pins and "Welcome to Beginner Class"
  cards for 2018 Lotus Club participants to GGLC.
  - Done: Gave Kiyoshi pins. 
  - But Still need to get coupons to him. 
- Darin: Update list of past rallyes on wiki.
- Darin: Look to see who's on the TRC-RM list, and send the letters drafted
  by Michelle to request rallyemasters and mentors.
- Darin: Amend the wiki to reflect approved Membership Policy changes.
- Darin: Update score sheet mock-up with up-ticks farther apart.
- Darin: Work on getting TRC its 501(c)7 tax status.
- Darin: Pick a "Don't Drive Distracted" icon and a link target such as
  distraction.gov, then CC TRC's business mailing list.
- Darin: choose laminator, and let Dean know which one so he can order it.
- Darin: work with Bill's roommate to get TRC's share of Bill's rallyes. 
- Darin: print 100 run sheet pages for February's rallye.
- Darin: contact California Secretary of State to find out when officer info
  (President, Treasurer, Secretary) is due next.

- Dean to write insurance check.
- Done: Dean: ask Glen to help with database user interface.
- Dean: After getting info from Darin, order laminator.

- Done (by Dean and Darin): Eric: to confirm member count (as DB Chair), including 4+1 memberships
  from November.

- Eric/Darin: finish updating database. 

- Dean & Cris: confirm the amount of TRC's annual insurance fee, $4.40 per
  member + $5?

- Board: Think about how we might want to use groups.io


ANNOUNCEMENTS:

* Adjourned: 8:45 pm.

* Next business meeting: 7:30 PM, Tuesday, Jan 21, 2020,
  Panera Bread, 1035 El Monte Avenue, Mountain View (at El Camino).

Respectfully submitted by,
Michelle McGrew, Secretary