Archive for month: February, 2025

January 29, 2025

Meeting Attendees

Glenn Champagne

Andrea Smith

Robert Jacobsen

Dan Gramm

Avril Silverman

Peter Palermo

Kevin Moran

BettyMae Mosley

Absent

Jeff Croteau

A G E N D A D E T A I L S

6:36pm Meeting Began

Open Meeting/President’s Notes

Treasurers Report (shared screen) all of 2024 and did not prepare herself

others prepared. YOY 2023 – 2024 comparison and no AR showing up via

quick books and my first thought should have for sponsorship invoicing and

will contact QuickBooks to allow to tie…

Mixed Assets should not show as a club, it has been updated now, so great.

P&L 2024 zero account information that can show an expense/income and

that is a feature that should have turned on ages ago (Will make changes)

Income category things were netted to income that showed as an expense

and slightly messy and will work to make better and it will be a slow process

and now move into expenses.Misc. not showing in excel, expense lines look decent 2025/2026 we are only

a cash basis and not an accrual basis until we grow and this will have to be

moved until I am able to clean up the work done and I like balance sheets

and month over month… 10-12 2024 and wanted to show how much we

have in funds.

Bank accounts and not accessible to the majority of people and moving

forward and hiking to a small savings account is not my favorite, the thoughts

around 4 CDs and not something I encourage.

Checking, MMK account, 4 CDs and a small Quick Books checking account,

bill.com fund where we pay vendors and gets replenished a sweep account

and gain from 2024 and thoughts the MMK is only making .1% and we need

to switch to a 3.5% and a variable rate and not chase a rate and something to

think about Clinton is not the best..

The A/R is zero and the subledger has 2700 dollars and has not been

reconciled since 2017 and not formally since 2018 and my thought process is

to close the book 12/31/2024 and write off the smaller amounts that do not

tie. the Subledger should tie.

P&L the statements around gala, concourse, AutoX, the palmer $42K and it is

important to see the month over month breakout and we seem to be steady

and need an accurate account of the Journal Entry and has not see one that

has been done and found slightly overwhelming and coming from a lot of

experience and this is supposed to be a small non-profit and this should be

ok once I go slow and triage and the best.

Glenn Question: Spreadsheet is through quick books; Andrea confirmed her

process/cross reference for information to move over to her spreadsheet.

Andrea shared she can do a 12yrs rolling version and we can see more details

and has the ability to show as well.

Communication for Andrea via Treasurer: While we use Bill.com a wonderful

tool and get an email @billporsche.com – invoices via bills/invoices and go

thru the approval process and then approved then payment via when the

payment is due and the vendor can setup the banking detail and do not

touch banking (leave alone and really great)

Reimbursement: if we had to pay out of pocket, then we will go to bill.com

and pay from there and submit (bailey just sent a mail package and he is nowa new vendor in bill.com) Andrea will create a process and it should come

straight from the bank account and invoice is the way to go..

Will create a new vendor package is 1099 due in 1/31/205 and NER has

NEVER sent a 1099 and the grand total of $600.00 and we gather that info as

we go and when we get a new vendor and send a new package and send to

bill.com and share their 1099 from the vendor and it will be good for the new

treasurer.. it is cheap $50.00 or less (New Vendor Package to get out to the

Board)

$250.00 does not need a vote, but ALL expenses should go through

Andrea/Glenn and have eyes on ALL and feel there is a budget to think about

what/where we spend money and have a lot of communication.

Confirmed with Glenn/Board, this process the treasurer is undertaking is not

currently in the Bylaws, the work and a more confirmed process needs to be

included during the Bylaws review now, knowing it can be difficult to change

down the road. Will look at language.

Bank accounts/New: Transitions year after year and Glenn/Andrea have

updated and want to move via the information/Account Number and Routing

Information – Revisit the change for security for the board.

Have a physical Debit Card and have an option to obtain and what are

people’s thoughts and not using unless it was needed and can use the PayPal

account and not all are connected and a thought.

We did not sign a file for a debit card if needed (changed the Mailto: Now

going to Andrea’s house)

Open to have a physical card and when would we need a debit card etc. and

will we have to give the 3digit code…? (Mark/Andrea says yes) Andrea

thoughts if Clinton Savings have a way to use similar to a company card etc.

(more discussion is needed).

Mark: we need a slush fund if the debit card does get compromised.

Andrea: We are FDIC ensured (Andrea)

Glenn: Mailchimp and others we need to confirm what we ONLY have a

payment – Revisit at a later date around the payments and possible writing a

check.Andrea: A massive scrub of the vendor list and making them a vendor (the

letter A was a vendor, the word about was a vendor etc.) – Will need help to

scrub and we reimbursed for a lot of things.

Square Account: Andrea was able to create and get a device and the 1st is

free (showed) What do we need and how many and who needs them and do

sooner rather than later… Repeat of the Gala, (Mark) Rallies – Conquers Chair

and can have an option for a receipt and tap/share email etc.

Square Reader for contactless and chip (2nd Generation) / Square reader for

magstripe (USB-C) Andrea will purchase one of each item (one you only tap)

Glenn: We have a square account and a Stripe Account – Andrea what is your

idea I will ignore since we never used and created a brand-new treasurer

account… and can share the login – Mark will assist with securing a way to

ensure protocols.

Zoom Account for Board Only: NER Board Only Zoom only – Andrea checked

to see a non-profit 501c3 are free (connected to a charity zoom/team for

free).

501C7 and try to get a discount will be nice and try to get a discount online

and there are free google/teams etc. (BettyMae and Kevin, Peter will work

with BettyMae to find a zoom account) that is fine. to work teams.

Voted to motion for teams (not zoom)

Robert motioned to approve.

Mark 2nd

All approved

2025 PCA NER Budget First Pass

Mark to share dollars back from PCA National

Copies of forms/receipts needed from the chair (working thru her

spreadsheet.

Andrea is sharing deposits are coming in for certain areas. not sure we need

to get done via deposits.

Chatter Box Communicator – Chris Ryan

Glenn Sterling owned some IT support: Glenn believes we are good and the

web hosting/domain name.

Mailchimp: 2k right now from Dan

Charity Donations: choose a variety of charities (Loaves and Fishes etc. make

donations to this local charity).Budget: post the financials Monthly Balance Sheet etc.…

Due to NER/PCA books not being closed: Andrea was asked if we are in

exposure – we will not get into trouble right now, but we do need to (Glenn

asked If this is an internal audit) yes I need to d the work and receipts for all

and that way going forward and record to the bottom detail..

Venmo, we needed a paper trail and produce a statement and be attached to

the transaction via quick books.

Filing the taxes and the vendors have not been 1099 vendor be more

compliant for the 1099’s.

Andrea is putting in a lot of time hours and still need to dive into the books et.

and move names around and Andrea set priorities around her free time

URGENT TEXT if needed.

SOCA-F – Robert to send info to Andrea and will write a check.

Mark Gala Update we raised 2K + and all had an enjoyable time waiting for

dates for Cars & Coffee (sort out)

Marketing Resources – to look at other options to do things we probably want

to add an add ’l category in terms of expenses via marketing/printing the

category.

One event apart from SOBO events on the calendar for the entire yr. and the

winter warmer and a huge response forty-five registered thanks Kevin/Peter

and Porsche Boston was great.

Thank you, Andrea we are, all volunteers.

Glenn the Gala: Silent Auction Items we need to rethink potentially around the

Gala gets co-mingled with a charity event and to that end a lot of work.

VP Of Social Events and wants Chairs associated with the Gala/Summer Party

(Sourcing items, donations on behalf of the charities etc..) and can take away

from the event (Glenn asked Mark to take lead on next steps in terms of a

direction).

Charities should have their Square and not using our NER/PCA.

Lake Pearl: Sent a refund etc. no indication around the reason for the additional

funds on the event (Zelle, Venmo, PayPal, Cash APP etc.)

Remove around accepting money at the event – create a communication where

we need to say NO CASH digital money is accepted.What do we do when people want to pay with a check (answer to give back to

the person who donated or keep for the next year).

Peter/Kevin

Ramble update to help cleaner platform via platforms (Facebook, website etc. it

all matched and it was a cross reference) linking each item and the platform to

registers were all aligned and seeing the same things (Calendar helped).

Supporting the Flow of picture: Detail and supported Dan/Avril

Winter Warmer: openly worked.

Larry supported him and all the calendar of events are up, and we will have

more moving forward and that is not for tonight and Luis left a wonderful

platform and can reach out to him and he still showing love.

We will allow people to have the access they need and to enhance the

experience via membership, events and hopefully get more of the people that

we work with Amber around the active emails (finding lost emails, change

phone numbers and we need a platform to roll out and when emails are broken

and come back if a PCA thing and say hey we lost your communication and

welcome them back).

Interns: Media interns and part of a team (the big 3) and concourse, BBQ and

the GALA taking pictures and video and between we come up with a social

media presence: Nicole Auto Motive Journalist – Legacy Members and she can

interview, and we can do via email / online/website and different exposure

Under Dreamweaver Presents.

A Motorsports Reg Account and my events require registration and tending to

use the website a bit and need to discuss on how can fix due to a couple of

complaints.

Mark asked: Can I continue to post on the website and happy to hand over if

that is the way you want to work – can we think through the discussion – Peter

will transition to possibly Ryan and needs to create a job description and not

messing Ryan and run with that now as part of the transition and under the

process to funnel to the webmaster to manage and goes to one point and that

direct point will move

Wants to streamline who has access etc. a flow and effect (Mark to connect

with the communications)

True NER/PCA events are on the site (posting and links, those are going to be

selective and do it on the socials/Facebook etc. and anything we can move to

the calendar and keeping off of NER.com and that is a flow and an approach and

can do this and transition and implementing and following a process for no

confusion).40 People outside of the NER Region and have to discuss with Doreen and she

did a lot of marketing/Instagram.

Dan/Av Membership

Received at least eight unsubscribe from the clean mailing list and Anker has

scrubbed and Anker scrubbed it and mailed it to the Mailchimp and Anker is still

the owner, but Dan shared he made Andrea a user for the software.

Dan shared he is the currently owner: Mark is an author; Andrea has admin, and

shared Andrea can complete the credit card.

Doreen needs to have the GPS product paid (Shared with Andrea

Trying to understand around those who are unsubscribe.

DE Parties/AutoX awards Party/etc. too much communication and folks are

unsubscribing.

Concerns around manual maintenance to the list each month and the new

membership list from National do we wipe out the challenging work from

MailChimp (something to think about).

Watched a video around a template and a board and different membership

numbers and have not received Jan/and had twenty-two new members one

transferred in etc. Dan has numbers (report can be shared)

We would like to take the numbers on a monthly basis to draft/chart out and

wanted to ask for historical information and perhaps we can find a database

from national. And populate the graphs around membership is growing.

Charlotte – National membership chair (see if she can provide)

Membership: New Members Meeting Porsche Burlington (Dan and collaborate

directly with John) Mark shared it has been run in the March timeframe.

Dan will collaborate with Peter on the Newcomers meeting and the date/time

and scrub the membership list and setup the parameters.

Porsche owners who may not be PCA members (dealership can help) and help

us get some people (Create Business Cards/Etc. to join the NER/PCA and get a

box of a thousand cards made up and work with Andre to create and invoice

made up) Peter would like to see and view on the brands

Flyers around various places / Table tents and the QRC Codes to create

(Mark/Peter/Kevin/Mark)

Create A Banner, put the Feather Flags, and add the QR Code on the banner

(Peter to help)

1. Vice President Admin Report – Done2. 3. 4. Vice Presidents Communications – Done

Membership Chairs Report – Done

Vice President Driving – NO SHOW

5. December Meeting Minutes

New Business

Bylaws Drafts Review

Need to address Bylaws and Policies and need to address since we do not

currently have, and we need to get more info around officers/board etc.

• Duties on Board

• Standing Committees (DE/AutoX)

• Election Process

• What should be our next steps.

• Need to get it done Glenn whatever you need to get

this done (Peter)

Andrea shared it can be a lengthy process and getting everyone together and

placing time on the calendar, shared perhaps after today there needs to be

some follow-up and meetings and ducks in the row and do our best to attend.

Glenn to have more parliamentary meeting to meet and discuss and get out in

chunks and one meeting to discuss and need to attack in some sort of strategic

manner and broken up and we do need representation across the entire club.

And meet as a Board and next steps and come into the board and look at a

different Lense and get dates on our calendars at least a minimum of three

meetings to start with and outline chunk out focus.

A, B, C and get a minute agree digest and have another meeting and what does

that looked at and we need to have time to submit to National and corrections

and it will happen.

Peter, we need to get to Amber as soon as possible, entire board will begin to

review what was shared (voting board members confirmed)+Non-NER Postings on Website/Social Media

 Ramble

 Volunteers

 Sponsorships/Advertising

Ad-hoc committees

• Website Refresh

• A NER Email Server?

• “Teams” Communication

Motion to adjourn BettyMae.

2nd Mark

All approved

Meeting Adjourned 8:45pm

November NER PCA Meeting November 13, 2024

 

Ryan Kitlinski (Guest)

Glenn Champagne

Luis Rivera

Bailey Bishop

Kristin Larson

BettyMae Mosley

 

Absent:

Robert Jacobson

Mark Shane

Stephen Hall

 

Glenn attended the Zone 1 Presidents meeting in Albany on November 8-10th. It was a good turn out with a lot of great discussion. Rico Diaz, the current Zone 1 rep, term expires this year, and a replacement has yet to be named. It turns out Zone 1 is an incorporated entity and PCA is looking the Zone to unincorporate like the other zones. This no impact on NER. However, Zone produced events like the Clash at The Glen and the Ocean Board Walk event are in jeopardy unless a region(s) picks them up. The presidents of the Niagara and New Jersey regions expressed an interest in doing so.

Long interactive discussions regarding bylaw changes were had. Other regions are going through their revisions, and two have gone through successfully. Essential information such as what worked and what did not work was exchanged.

Election is still open, 14% participation. Two members shared did not receive the notification. Glenn collaborated with them and were able to find. Outside of that we are in decent shape. Confirmed that Sterling will be involved as a teller.

Expecting results on Saturday, November 16^th.

December meeting will have the new board members attend, and the 2^nd Wednesday of December 11, 2024.

 

Redbook/Glovebox

At the Zone 1 meeting, software on the PCA Org site offers a free software (called Glovebox) access as a repository of confidential region data such as Redbooks and confidential information. Glovebox – each person has the ability to upload into your own section and at that point only the president has access to all data. It is tied into a PCA log on id and generates a report and during the turnover, the information is automatically captured and transitioned as board member change.

Freedcamp is not recommended based on national and they are uncomfortable using Freedcamp as alternative since this is not secure enough for national.

Concern: Currently non-board members still have access to view information including financials in Freedcamp. (Ryan and comms team will review).

Ryan shared this should not be a problem to export to a file and keep history/archive and in terms of adopting the national policy.

Luis is there a cost for usage: Glenn shared – It is free no cost.

 

Bailey

The report is uploaded to Freedcamp, and a few noteworthy things discussed around the CDs have matured. New 4.16% CDS will use the same naming conventions was already shown in QuickBooks and the accounts did not change and so what I did and changed the name of the CD convention to show which ones are new and mature 6/25/25.

There has been some residual from AutoX expenses along with the Dow Rally, and 2025 ramble expenses.

There is another big one which is income for membership services directly from national. That has been accounted for and based on this time last year were are currently off by 3% and have received those funds.

Glenn asked around Watkins Glen to see if check was cleared.

Motion Betty

2^nd Luis

ALL voting members approved.

 

Mark

Gala (Glenn to report) only nineteen registered so far, and if you are planning to attend, please do so, we do have 5 weeks out and will need to send an updated photo for the event.

Luis has done some advertising and spruce up the imagery and add to what is showing today online.

Perhaps some updated photos, and Stephen has shared he will send a new email to the members.

 

Amount of $ needed is due on December 7^th for a final registration. Glenn will connect with Mark to push out the date and check with Mark to see if he agrees. The good news we can always add to the head count and the trend here is folks wait for the last minute to sign up similar to the summer party.

Is there a budget w/a guarantee of $2,500.00 (mark to share budget cost)

Porsche / Yoga at Porsche Burlington: this event is focused around bringing a yoga expert and focused on women only. Porsche Burlington will /own the registration directly. Goal, they will seek to have roughly 15-20 openings and sign up is available great. (Need to obtain date from Mark to create post on our website)

Sign up for tables. please let BettyMae/Mark know if you would like to secure a reservation.

January Porsche of Boston looking for a date (Mark)

New members meeting (Mark to share date)

Feb looking for a tech session at KMC. (Mark to confirm)

AutoX tech session (Justin was interested Feb/April we are not sure on those dates) (Mark to confirm)

Luis shared around a Brunch/Lunch/dinner (spontaneous opportunity for the club, like what has been done in the past)

 

Feedback from Paul in RI – try not to overlap events and take away from other events, how can we limit take a survey to gauge interest in 2025.

Luis, perhaps ask more directly around the events and do our members feel they were too many. last two cars and coffee were a hit.

 

Luis

Website (Ryan) home page is showing attendance and gauge next few weeks, and then we can update Motorsport Reg.

Victory Auto Design and was happy to collaborate with our club and perhaps work in the future. Are we able to use this as a cross branding and an immense success.

OPS work and the focus next 30 days to trans to the next team, logins, websites and Freedcamp more to come… google and spending time with co-chairs and defer to them on how they want to run the show and hand off from Sterling, calendar, homepage, data etc…

Analysis – site data and year/over/year in terms of visitors (getting add ’l numbers from Luis) some traffic has been limited. Trends what type of cars, owners, four doors etc… viewed some Google Analytics Data… general interest has been trending upward (shared some statistics with the board).

To date – 5K visits YOY a 5% upward change.

Visits are flat and still a solid advertising/selling point for sponsors. (good revenue generating point)

Ryan: Domain name is expiring, and it was not setup for auto renewal for payment and it only accepts PayPal or credit card, and one other can auto renew at $25 and do a multi-year renewal and wanted to run by and do not want to have to think about it.

Bailey is sharing we cannot get onto PayPal account, and it works for Kristin and Bailey is not able to access. (Kristin to ensure removes her information to allow the new Treasurer full access).

Board inquired for more clarification: Is this just for the Porshenet.com referencing the URL, also where are we posting, and the ownership of the webhost name?

Ryan asked Brett to see how that is being paid and has not heard back and will continue to do more digging to clear up. (Ryan to own point of contact and work with Glenn)

Glenn will send an email, cc Ryan, and see what is going on and Sterling may be able to shed more light. The board will need to simply ensure we are tracking. Glenn will send an email out to Sterling for clarification.

PayPal- Kristin and bailey to connect with Ryan about login ID and Passwords for help in the form of payment (Bailey to work with Ryan to update information).

 

Motion

BettyMae/Luis

2n Bailey

All have approved September and October meetings (Bailey/Luis motioned to approved), and all approved for those in attendance.

 

Kristin

Season is over.

DE Schedule is set for next year, Watkins Glen may work and have some dates and are still tweaking dates and try to keep 3 weeks between events.

Paul skinner will shadow Charlie this year (half to a full year) to ensure smooth transition.

Get the check from Chris Ryan for the Gala Event.

Web post has been paid up until 2025 (Ryan shared we have time and referencing Sterling’s email account)

Meeting adjourned at 6:35pm

Motion to adjourn – Bailey Motioned / BettyMae 2^nd.

All Approved