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