2020-06-16 TRC Business Meeting Final Minutes Call to order: 7:41 PM Members present: Eric Anderson, Dave Graubart, Abby Grossman, Darin McGrew, Michelle McGrew, Ed Slintak, Dean Stanton Agenda for current meeting: Approved as amended Minutes from previous meeting: Approved OFFICERS' REPORTS * President: - Michelle and I are leaving California at the beginning of July. Therefore, we are resigning from the TRC board effective June 30. - Over the weekend, Ed picked up TRC property from me (signs, CM tools, reflective tape, etc.). Thursday, I will bring a box of old rallyes for Eric, and Abby's laminator for her. If I find anything else that I still have, I'll bring that too. - Our remaining action items will need to be dropped or reassigned to someone else. - McGrews have postcard stamps to go to someone to send the next mailing. - Michelle may eventually fulfill her A/Is buried in her email. - We weren't sure who has the Finish box (plastic box with interlocking lid). * Vice President: No report. * Secretary: Sent the draft minutes with action item list. * Treasurer: No changes. COMMITTEE REPORTS * Insurance (Cris Wendt): - We should mail insurance for the Talk Like a Pirate Rallye 3 weeks before. * Awards (TBD): - Need a new Awards Chair (duties listed in Operating Procedures). * Database Chair (Eric Anderson): - DONE: Dave sent names and email addresses from free rallyes to Eric. - Include snail mail addresses if you have them. * Publicity (TBD): - 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. PAST EVENT(S) REPORT * 2018-03-03 Spy Hunter (Ken and Bob Schott, CM) - DONE: Darin summarized eval cards. Report follows: - 8 cars finished, 1 DNF. - Overall, rallyists enjoyed it. There were a few comments/suggestions: - Prelim GIs were posted late, and the GIs seemed long/intimidating. - A beginner car got lost twice (but finished), and couldn't find one CM. - A 3pm start in March makes it hard to see signs & CMs for the last half of the rallye. - Some would have liked more info on traverses (distances, hints, etc.). - The favorite gimmick was the oil slick in the far lane, forcing a right turn (DA10). The least favorite gimmick was the Laser Proof Windows, which turned stop signs green and changed "Golden Gate" to "Green Gate". Interestingly, the Laser Proof Windows were also the second-most favorite gimmick. * 2019-08-03 The Toy Story Rallye (Dave G., A-B/QA) - One car requested par plaques/awards to be mailed. - AI: [SOMEONE] to mail these if not already picked up. * 2020-06-06 Rallye to the Far Side (Dave, Online A/B using Google Maps) - At least one car drove (part of) the route. - 70 "cars" (teams) registered! 42 teams finished! Several out of state and one out of the country. - 35 teams answered the survey. - It was a little long. A rallye takes longer via Google Street View. - Survey results were thoughtful. Eric suggests we all read them. - Suggestion for a future online rallye: have a version with less going on (no notes and creatures) for First Timers. - Jira ServiceDesk worked well for questions to RMs, until free service limit. Request acknowledgement is now disabled, so next time it should suffice. - Email outside the tool is an alternative solution. NEXT EVENT(S) REPORT * 2020-08-01 Talk Like a Pirate Rallye (Eric, A/B) - Early schedule: 11 AM to 1 PM registration. - A detailed self-paced tutorial explains how a rallye works. - Finish open 3 to 4 PM. Finish reservation 3 to 5 PM. - Finish at a patio restaurant? - Have rallyists bring their own food to a park? - Turn in score sheet and have an online presentation of scores the next day? - A/I: Eric to send a survey to prospective rallyists (using TRC's mailing list). - 10 questions are free. * 2020-10-03 (Monster Mash?, Eric, A/B) - AI: Eric: confirm he's on trc-rm mailing list. - If anyone wants the date, Eric will delay this rallye. * 2020-12-05 Toy Rallye 2020 (Ed) - Need name and type of rallye, plus date and start time. OPEN DATES * 2020-09-05 * 2020-11-07 POTENTIAL RALLYEMASTERS * The following have previously expressed interest in being a rallyemaster: - John Kleder (doesn't drive and will need help with computer file editing). - Tamara Abrams - 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 A/I: get rethrow to them and match with mentor. - Brian Duddy and Nelson Cheung: Need a mentor and a rallye to rethrow. - Michelle A/I: connect them with Dean for mentoring and rethrow. - Darin might write a rallye remotely, time permitting. - Arlene Bell or Abby could be "boots on the ground" RM. UNFINISHED BUSINESS * Laminator purchase: - Darin's advice: - It's easier to feed 9-inch laminator sheets (for 8.5-inch pages) if you have a laminator (like Abby's) that can accept wider media, like 11-inch. - The lighter laminator sheets (3 mil) seem to work fine for purposes other than par plaques. Nick said that the heavier laminator sheets (5 mil) work better for par plaques. But to use them both, you'll need a laminator that can handle both. Abby is happy with her Fellowes. - AI: Dean to decide which laminator we want and suggest it to board. - AI: Dean to place order (after no one objects). * Bill Jonesi's rallye archive - DONE: Darin to put Eric in contact with Patrick Olson (Bill's roommate). - AI: Eric to contact Patrick Olsen (Bill's roommate) regarding distribution of Bill's archive of old rallyes. * More Rallye Archives - DONE: Darin to put Eric in contact with Steve Watt. - AI: Eric to arrange with Steve Watt to arrange transfer of rallyes. - AI: Darin to deliver box of old rallyes on Thursday. [Done after meeting] * Old Plaques/Trophies - DONE: Cris posted photographs of old plaques/trophies he has. - Ed didn't think we could easily repurpose them. - AI: Cris will look into how we could reuse them. [Done after meeting] - What should Darin do with the plaques/trophies he has? - He trashed them after meeting. NEW BUSINESS * Replacing Darin and Michelle. Ed to be President. Abby to be Vice President A/I: Dave to ask Cris if he'll be a board member at large. Glen will be a board member at large for the rest of year. * Farewell Gathering - There will be a farewell gathering this Thursday, June 18, from 6:00-7:30pm at Cuesta Park. Bring your own food, drink, and camping chair to our regular rallye start location, and maintain appropriate social distancing while wishing Darin and Michelle (and Janie) well, as they move to Tennessee. ACTION ITEMS - DROP: Offer to mail "Welcome to Beginner Class" cards to Kiyoshi for 2018 Lotus Club participants to GGLC. These cards are in the Finish Box. - Dave: ask Cris if he'll be a board member at large. [Done after meeting] - Eric: confirm he's on trc-rm mailing list. - Eric: send a survey to prospective rallyists (using TRC's mailing list). - Eric: prepare for a postcard mailing in July (in case rallye is in Aug.) - Eric: work with Bill's roommate Patrick Olsen to get TRC's share of Bill's rallyes. - Eric: arrange with Steve Watt to arrange transfer of rallyes. - [SOMEONE]: get rethrow to Jim Kermode and the kids (or have them review other options) and match with mentor. - [SOMEONE]: connect Brian Duddy and Nelson Cheung with Dean for mentoring and rethrow. - Give Dean all the info and he'll take over nagging potential RMs. - [SOMEONE]: prepare par plaques and awards for Talk Like a Pirate rallye. - [SOMEONE]: mail awards and par plaques for The Toy Story Rallye as requested. - [SOMEONE]: Update list of past rallyes on wiki. - Darin might help with that remotely. - [SOMEONE]: Look to see who's on the TRC-RM list, and send the letters drafted by [SOMEONE] to request rallyemasters and mentors. - [SOMEONE]: Amend the wiki to reflect approved Membership Policy changes. - [SOMEONE]: Update score sheet mock-up with up-ticks farther apart. - [SOMEONE]: Work on getting TRC its 501(c)7 tax status. - [SOMEONE]: Pick a "Don't Drive Distracted" icon and a link target such as distraction.gov, then CC TRC's business mailing list. - Ed: contact California Secretary of State to find out when officer info (President, Treasurer, Secretary) is due next. - Dean: choose laminator and order laminator. - Dean: Order a light color cardstock for future mailings. [Done after mtg] - Board: Consider what Publicity Chair duties should be. - After board is settled, schedule a time to go to the bank with current signers, Darin's resignation letter, and new signers. ANNOUNCEMENTS: * Adjourned: 9:20 PM * Next business meeting: 7:30 PM, Tuesday, 2020-07-21; online.