20224 January Kick-off Meeting (started at 9:26) – Approved not unanimously on 9/26/2024
Glenn opened and asked new board members & chairs to asked to introduce themselves.
Paul is the registrar (new role)
Doreen – Dennis with the ramble
Peter – Dennis with the ramble
Larry – Registrar with ramble
Mark Shane – Vp Admin
Stephen Hall – Membership
First addendum item was to Approve Dec/Nov minutes. All approved.
Glenn Opened up with a powerpoint presentation and reminded everyone that an executive session will follow this meeting.
Setting goals and review events/quality/tweak/replace and revisit.
AutoX well
Ramble outstanding
Concourse
DE – Instruction was well organized.
Volunteerism – needed and recognition is needed.
Stephen is our new membership chair – Participation and get involved (support the club events and we need to find ways to locate new members)
Share upcoming events across the board (go back to the Steve Ross version).. Cross support & promote each other’s events
Website – content has stopped flowing . outdated, not reflective of a contemporary club
Remove Nor’easter references, they are dated back to 2021, and placed in the center on menu bar
Tech Inspectors – move from about us and move to DE side..
Review deadlinks/send to Luis (ok’d)
Chairs/Event mgrs.. you are responsible to confirm the content is updated.. (Luis will speak later in the program)
DE/Stan goes into the event page and sets up on the website, the links etc.. (Does anyone help Stan) (Upcoming Events) needs organization, inaccurate (Ann Anderson still DE Instructor ?), hard to locate and started the classroom session at DE and wants to upload those discussions and realize we have a lot of work to do and clean up and do a sort of spring cleaning.
Paul/Mike DE Side (David will take lead to create a newly formatted charge on the cleanup)
WordPress is not a website development platform, more blogging of a blogging site. There has also been issues with event registrations and website logins.
Let’s continue to use Eventbrite for event registrations.
There is a fee associated with these EventBrite Increase.. (Chris and Paul are using the (Motorsport and ClubReg used for the Ramble). Standardizing on one platform in 2024 will make it easier for our members
(Standardize the motorsport registration)
Review options etc.. Using Club Registration can use for multiple paying, non-paying and non-driving events (Motorsport Registration – Mark S. can speak to them).
Motosport Reg Database, has an eblast 300mile radius (Cape to Watkins Glen) they help you in terms of event promotion to a greater geographic.
Bailey – motorsports reg does not charge for tech session (free events) the fees charged but comparable, sharing screen-prints to support on tech issues.. *Based on the Audi experience*
Moving forward with Motorsports registration – all agreed. Need to create a profile, and you can reuse the profile..
In-House Talent – can we build using internal resources (Mark S. has some outside folks)
Webforms, Wix, Square Space – Glenn has experience with Wix – not committed but we need a more contemporary robust platform. (CT, NJ sites are very impressive and get to that caliber of a standard, we need to move forward with a sleeker version) CT is really on point.
Glenn noted that a Zone 1 Presidents Albany, April ’24. Glenn will ask the other presidents on best practices/shared advice. Bring questions to Glenn so he can take to the Albany Meeting..
Next Topic – Sponsorship / Partnerships
Account Mgt – Need to do internal check-ins. Glenn recommends an on-site visit or monthly/quarterly email club update.
Let us not overwhelm our sponsors and maintain positive relationships.
Do a Check-In (Porsche Burlington) Mark S. owns this contact / relationship.
Gold/Silver/Bronze – levels of commitment/access how can we give back to the sponsors.
Title Sponsors – Cayman Island (Dave M.) – sharing his process second tier sponsors.
Ramble – Can Gerry Pelegrino be a title sponsor and seek out secondary additional sponsors.
Let us not take advantage of our sponsors and create a partnership and we need to also ask what we can do for them. Glenn sees this as a partnership. We all win when we support..
Sponsor Partnership Mgr. – Glenn is very concerned about too many event/program repeatedly contacting the same for sponsor for funding. A sponsorship manager can help by identify NER members to be sponsor contact. A sponsorship manager could also help build a sponsorship pricing model i.e., Gold/Silver/Bronze.
More on sponsors
What can we do for our sponsor/advertisers etc.
Build Rapport/Connection
Understanding the roles/who is the POC and ensure we are checking the box etc.. and that is the main relationship.
Tech Inspector List – target for event sponsors or advertisers. Tech session or a DE Event – let us ask around.
Keep in mind (Sponsor can be an advertiser) and an advertiser can sponsor an event..
A lot of followed with regarding sponsorship and advertising levels and pricing. discussion regarding a value proposition – a document produced goes back to 2021. Kristin’s believe it’s it has been shared on freedcamp. Kristin confirmed it goes back in 2021. Where do we place ads or sponsorship logos. Robert pointed out that a lot of logos will overwhelm a page. Betty asked about a Carousel / page advertiser index. Glenn pointed out that CT region I doing this on their website. Everyone agreed that our sponsors should be curated– needs to make sense for the club.
Community Outreach Mgr.. – Promotion of charitable work
Loaves and fishes – AutoX side 5K per yr.
Homes for Our Troops – $7,500 per yr.
Parade Laps – goes towards Donations and at each event promotion.
Bailey says Audi does Best Buddies – share and take photos of presenting the events..
Chris / Paul – has the BIG Check..
Glenn believes this is an aspect of the club that not only should share this information and brag out it. Create a separate Page on the website
Further discussion followed around new charity adoption. Glenn and Kristin noted that is a tradition that the outgoing president chooses the club’s charity of choice. Numerous attendees questioned members should have a say in that. Numerous charities such as Homehold Good in Acton – provides used provides a full range of donated furniture and household items, free of charge, to help people in need make a home. They take donations, need volunteers, donate and people who need covering all Eastern MA
North Country Region – Make a wish and work together.
Previous NER charity Angel Flights
Wreaths Across America – Audi club supports/volunteer effort etc.. (Stan does this as well)
Create a Volunteer Day (Habitat for Humanity) – let us approach the Volunteer link and get that up and running on the volunteering space and focus and give back to our community at large..
Social Media – Luis will manage/Own along with Larry.
Following Best Practices – do not create a silo and communicate with those are unclear the process..
Do we need a Private Group – Un-shareable Events.. We are active with our FB Page
Collaboration/Collaborative Approach
Following on the idea of cross-promoting events, we e nsure we are producing events throughout the region to ensure we are cross representing our members
Create a crossover affect.. let us not be silo’ d and let us allow us to need more diversity of the attendance with more intentional, meetups, maybe consider speaker events
Sobo events really obtaining great attendance..
Cross pollinating our events with other car clubs..
41 Events for 2023
52 SIM Racing does fantastic events for the year..
Theatre nights BMW/Audi/PCA – light attendance, but interesting
Ensure Events are announced and promoted early/often.. Create soft reminders..
Brewery Events (south of Boston etc..)
Treasurers Report
Bailey will spend more time Understanding the Tools/Invoice the sponsors (collection). Pay the bills through Bill.com vendor payment etc..
Review the financials from last year.
Bailey introduced a reallocation of cash. In his opinion we are leaving money on the table at at 0.1% money market interest and recommended a move in to 8-month at 5%. Glenn loved the idea.
We still have enough cash to run all of our events. If we have to break the CD contract, it’s not big of a deal because it will just bring us back to we were.
Profit Statement
The PCA region distributions are likely to increase this year and continue to be a substantial revenue stream of the club
Motion to approve Treasurer’s Report – Kristen / 2nd Luis – approved. 11:08am
Communications – Luis
Google analytics – website hits, female visiting website are stable most from Boston are 35-55yrs.. youngest 25- 30 under visit our sites.
More Mobile Devise usage and less using a desktop and info is at their fingertips.
Our visitors understand what events they are interested in joining our. In terms of the overall usage to increase activity – need to increase a model.
Membership Chair on the website needs to be updated from Lisa Burke change to Steve Hall
Be cognizant when you post and what you post, do not oversaturate our members to keep them engaged in our channels and focus on the primary channels. There is a demographic reason on the why and the email/Facebook and device..
2024 Process
Notify Comms at least in 30 Days in advance minimum & ideal if something pops up as last minute, be aware of other’s time (volunteers and hard to keep updated), but the calendar will be used and will work best on the posting and the go live date..
Updating out of date information on the website needs to move through the COMMS team and share the responsibility to clean up items on the site.
Glenn to share the outdated info with Luis.
Who should have access – Chairs/Volunteers who should be able to have access to clean up the site? Glenn believes that each chair/event manager is responsible for their own content.
Follow rules to post online (include links – vitally important) use the club’s social account when posting on behalf of the NER club. Current FB admins are
Lisa
Larry
Paul Soars
Melanie (DE)
Update names on the new boards members and chairs on website – Luis to update his email access to add other’s names.
Content calendar sharing Luis to Larry..
Discussion lead to email level of effort for email distribution, Anker – how long does it take to create an email blast, believes its about an hour, and if you can do it regularly and the flow is smooth and cut/paste/drag images.. sometimes the Membership Chair is the owner..
Email Blast – Need to submit weekly (needs to be tracked to see who is reading the email).. slower months we distribute 1/month October thru March, then twice month April thru October.
Database list from national gets downloaded monthly – Anker Owns as a Backup / Luis will create a system to have auto-generated for a smoother way to send out emails.. (Stephen Hall)
Open Rate for email percentage – Anker to help Stephen with how to review those numbers…
Documentation for all roles/process/ways we do business.
Secretary – Betty Mae
D&I Inclusion for all and collaboration/supporting each other and ensure we are looking at our ENTIRE member population, regardless of car, Cayman, 911, Boxster etc.. young/old/middle age etc..
Help each other and be intentional on ways we can support/offer assistance and be mindful of how others are moving through our work and how we can maximize interest along the way.
Work with Stephen to drive volunteerism with our newer members (See below)
Volunteerism – Working with Luis/Anker to ensure we are opening the vault to allow others to volunteer for a Porsche Event/community Events. Etc..
Think creatively outside of the box.
Mark – Social
Procedural Manual – Anker to share (Waiver, Insurance when do I need to obtain) upload to Freedcamp
Mark noted Karting excluded from our insurance, so any karting events are out! He wants to ensure that all events comply it with the Insurance Policy..
Robert J. will review the bylaws and the RPM and try to analyze what is NOT included and verify – will own per Glenn.
Mark reviewed events from last year which he will use to build this year’s schedule.
Events
Charlie/Martha Dow Tour, driving responsibility
Paul Russell possible
Museum events to encourage partners to attend events.
Zone 1 ran trips that we we join and collaboration beyond Canada down to Southern New Jersey.. – How can we build relationships.. Glenn will inquire on his new calls with the presidents
Bailey informed us that the Audi club does Covered Bridge Tours and the Audi club does this and have seen one hundred Bridges without duplicating and partnering with other clubs.
North Atlantic – female driving school ’24 participants – Audi Club
EO February – Teen Driving Audi Club – educational events to x pollinate.
Membership – Glenn is interested in learning more about our members, demographic information and driving experience. Some members may not want to share that information and suggest that we contact as Jim Hemmig or another member of PCA membership for guidance.
Create a survey – volunteer the information to target age groups/interest etc.. and by car events..
Target Geographically to understand where our members live to ensure we are driving/promoting the events..
YOY – Lisa/Luis – event interest age group.. (Luis will pull the data and resurface)..
DE – Charlie
Focus will be on
Brand
Track time
Value/Cost
Build rapport/connection.
Safety
Educational Opportunities
Sixty drivers attend three events or more and this is a core/tribe support
Need to Recruit new drivers club via motorsports reg to increase signups and do better in social media/posting/Instagram/platforms
Recognizing others (Driving Status)
Adam and I have worked hard on Calabogie on 3/25 and have twelve sign ups. Went live last week. Adam is the track chair for Calabogie. 2024 budget is completed – Need 30 people to register, take can have money by March 25th
Non-Refundable after that date– similar in line of this event (case by case basis) show some flexibility..
Palmer/Thomson and Calabogie and those have held price.
Watkins Glen increase 10% (this is a heavily popular track event).
Ground school – understand how we share information, and the percentage needs to increase.
Competitive landscape (understanding why and where we are making inroads).
Peter/Larry – Ramble 278 registered, hit that number the first week. Peter has concerns how we handle aggressive drivers. Asked if a strongly worded email to the offender indicating they can be prohibited from future rambles, future driving events, membership revoked. People agreed overwhelmingly.
Chris – Auto X
Motorsport registration numbers have diiped. Open to others who are not Porsche Members.
New space for inexperienced drivers. New drivers are 20% of the populationand the old timers are dropping off. Not changing things at this moment and time..
Loaves and fishes and important organization we support in terms of donations..
Noise complaint at Devens – ok now and no issues and keep this going due to noise.
Police moving out of from Fort Devens in a couple of years. April – November (Local businesses) are happy with their support.
Alan Davis is taking over for registration on behalf of Jeff who will be stepping back and document the role.
We will contact our sponsors Norwell, Burlington, Boston Herb Chambers, Peabody – Tim Kachel, Will post with a group photo and email sponsors highlighting the event.
Sponsors get two free registrations with sponsorship. Will not work for DE.
Concourse – David M/Larry
Paying 5K for the lawn and down from 10K in the past.. but we are now only paying 5K and now we are in a great space to ensure we are allowed back
Sponsors
Porsche Warwick – Major Sponsor (has not paid/attended)
Grenon Watch and Jewelry – A member..
Quansot – Storage space
Revenant – mechanic shop
Cayman Islands Department of Tourism
Local RI companies who are sponsors as well – members of the club and has asked to obtain advertising..
Cayman Island – 2.5K, will offer them a trophy to give out.
Need more volunteers for judging. Cars can be left on the grounds until 6pm
One hundred spectator Porsches in/around the field
Past 2yrs it has rained.
Create Testimonials – educate the concourse collaboration with the DE team!
Surplus $7K
Anker – SIM Racing / DOW Rally
Club members to help in a spring/summer rally – wants to do one.
Fall Dow – continue.
SIM Racing – opened to other regions and has a membership of 172 people. races each week and a race has 10-20 participants.
Open wheel reaching (Rob G) loaner system and can bring/pickup fully functional rig and virtual reality to understand what it is about..
You need to buy a license to pay $100.00 per year.. I Racing etc..
Thomson
Watkins Glen
Lime Rock
Wonderful experience to learn how to drive..
Anker now involved in management SIM racing at the national level and seen an influx for driver school and the past 5yrs. 500 hundred members joined in 2023. 10-15 members to join each week and it is equally big as Club, DE/AutoX, novices and SIM can be a great tool to use in real life spaces)..
Anker to consider promoting the rig loaner option.
Glenn asked if would help SIM racing to have a page on the website.
Perhaps advertise the loan option and not promoting well enough.
Motion to end was made, seconded at contended at 1:30.