2025-02 Board Meeting Minutes
February 12, 2025
Glenn Champagne
Andrea Smith
Dan Gramm
Mark Shane
Kevin Moran
Avril Silverman
Jeff Croteau
BettyMae Mosley
Peter Palermo
Robert Jacobsen
Attendees
Kristin Larsen
Bill Seymour
Meeting began 6:34pm
Glenn
Glovebox – hold financial records, Redbook, teams’ status reports (Kevin shared we can go into detail via files privacy/filters and edits/shares, videos, and shared reports with Teams. Kevin take lead via action item)
Status reports: Dan/Av
Moving the company address for the board to remove from Kristin Larsen and looking at a PO Box via Needham, MA. Andrea / Glenn billing side via address around how quickly to make changes and connect with Andrea separately.
Kristin: Try to use an online earth mail via the board and prevent to one person to go to a PO Box
Dan / Av
New members meeting connecting with comms and design/copies of last yrs event page and once on the website and add to the newsletter and perhaps send in 2 weeks perhaps. Mark shared he did lasts year’s event March 23rd Dan to work with Porsche Burlington – asking Mark if he wants to be involved and plans to connect this upcoming week (take offline).
Registration link is not working and move all to motorsports Reg and having trouble on Porsche net is required to register first… Mark shared he only uses the website for the winter event and does not really matter only needs a rough number.
Some instances can use motorsports reg and we can share with Porsche Burlington (Glenn said turn off bookings and we should not have issues). Dan would like to cap the number of attendees (work with Mark).
Volunteer Data Base: shared how to get started Av will begin via Facebook, post (Glenn asked Peter/Kevin to work with Ryan to assist). Mark shared it may be able to be driven through the website via admin level etc… may not have to create a separate data base (Peter will use several avenues to feed into the site and add for a staple via newsletter/volunteer). Judges Concourse, tease, promote and push keep feeding the volunteer database site. (meet with Ryan next Monday at 6:30pm).
Mark
Three updates winter warmer got pushed back from Sunday. we have added ’l people registering for the event and no concerns from the dealership via a set limit and has been updated around 50+ and a couple of people shared they may not be able to attend and posted KMC to pick a day in March for an event.
Summer Party Chair (Peter) w/in the next month to get the ball rolling to canvas places to hold. Andrea asked around lake pearl, march shared to go to new places/new places etc. and run around and the group and open to thoughts.
Dan would like a new place and a bit too large and more concentrated (peter agrees and too big) and do on the beach/concept. One of the issues that arose we need enough room for cars to park and that is a concern for 50/60 cars and that is the tough part to review.
Av shared Nashoba mountain includes the winery. Mark shared we have a big community we need to ensure we keep everyone coordinated (Andrea offered as well).
All Cars & Coffee set for the year
Gala – Chair needed.
Andrea
YOY % changed and a difference is looking good, a lot of scrubbing via the visual (condensed) and minimized and not as busy. Jan 2024 over Jan 2025 Watkin Glens has not been paid yet once we formalize our budget at the end of the month, we will begin to move items over.
Jeff shared the invoice for the deposit for Palmer is ready to be paid, Andrea shared she has not received/paid and asked Glenn what was paid (she will circle back on payments and has paused on purpose for the budget meeting)
Andrea wanted to make a quick note regarding A/R and was not showing on the balance sheet, and after some long hours/diving into this it was on cash basis (incorrectly) so once she clicked on the Accrual et. in hopes to move forward, Andrea will work through the financials/accrual (she can share the aging list et). Comms has asked some questions and working with the cpas/accounts and she and Glenn will work together to ensure we are signed via the agreement to get their invoice paid for $1,600.00 and there are two things to connect on:
1st Anker needs to be reimbursed Mailchimp owe quite a bit of $$ and never got reimbursed $3,900.00 (do we want to pay back to him via out of pocket), can go into Mailchimp to pull statements and wants the board to reimbursed 4yrs. Motion to pay back the 4yrs.
- Motion to approve – Peter.
- Mark 2nd
- All board approves.
Glenn, we need a policy to pay not over 6 months (peter reimburse 100% and paid back)
2nd Debit card and change the subscription.
3rd Received some checks in the mail, and one got bounced back (EPE event) and one person received 2 (David ?) and then another person at the end and no one bid on the sheet and sold and not written down and now we only have the payer information and call for a wash ($150.00) and all I got.
Square Devices: Purchased the two and needs the debit card/business address and it needs that one associated with the IRS and will trickle down via events and will come w/in 3-5 business days.
December treasurer report (Peter Motion/ Dan 2nd / all board members
January Treasurer report Peter, Mark/ all board members
Peter / Kevin – Comms
Met with Mark on social events and working on cars/coffee new members and audience and the winter warmer and getting content and people being there to be the brand ambassador for the club to create a lot more interest.
Met with Tim Canfield regarding track experience and how the club can support, website, enthusiast, and the NER space.
Website refresh comm and proper information and other avenues and everything is cohesive and flows and work with Ryan to see a refresh for new/current for 2025.
Mark wants attendance at the winter warmer and all leaders should help.
Jeff
Dave Melchars resigned and Rob Hinrichs was taking over. Jeff emailed board for approval, Glenn seconded, and we board approved. 7 ayes and no nays.
Rally – nothing to report
Spoke with Doreen on a few occasions and felt she was building from scratch, challenges, posting to the site via participants and we worked as a team and helped her. Ramble was published to the website, hotel was full, and it sold out in 4hrs.
Peter shared around communication and on point and fifty people on the waitlist.
DE Events are posted and three of the tracks require deposits – Thompson, Palmer, and Watkins Glenn.
Jeff made motion to pay deposits, BettyMae/Andrea 2nd / all board approved.
The DE budget was submitted to Andrea, Charlie is sending her the invoices. Jeff will work with him to send to [email protected]. DE high points are net profit for 2025 is projected to be $12k. It is using the 2023 registration numbers to be conservative.
2025 track/race car rentals and an invoice were sent to MDM for $3K for a platform sponsor for this week. Charlie confirmed that spite changes in Calabogie management, and we have the same flexibility as 2024 in terms of later commitment/deposit and can cancel in a timely manner.
Paul skinner is the next track chair for 2026, and the change will be made at the end of 2025 and happen over the next 11 months.
PCA national has changed the tech requirements to be very broad, a tech inspection within the last 120 days. The current NER requirement is to have the car tech inspected before each event. The track committee has decided on a hybrid approach – details are being worked out now and will be posted to website. Current thinking is likely going to be a 60 day tech inspection for black and red run groups for up to 3 events. Green, yellow, blue, and white will have to get a tech inspection for each event. Those details will follow and will update via next month.
The 2024 fee model for instructors will be used for advanced driver days (no green/yellow drivers) – that is the instructors pay full price – this was done in 2024 and was helpful in making DE profitable.
AutoCross – Jeff spoke with Chris Ryan and discussed increasing the sponsor fee from 2024 to 2025. It has been $450 per event for the last three years, and suggest increasing to $500 per event for 2025. (Dan motion to approve / Andrea seconded / All approved)
Chris hopes to get the same sponsors for 2025, they are: Conway Autoworks, Kachel Motor Company, Porsche Norwell, Herb Chambers – Burlington, Autobahn Performance. Chris wanted me to check with Justin at SSA to see of he’d sponsor an event.Chris forwarded Jeff and Andrea his analysis of the 2024 actual to budget report. Jeff and Andrea are working on a 2025 budget. According to Chris’ numbers, the net income for 2024 would be approximately $2,650. That is after an NER contribution of $3,750 to their charity and $1,250 collected from donations during registration. The charity is Loaves and Fishes Food Pantry in Devens. Chris is asking for the $5,000 donation to be approved by the BOD. I should note that Chris said this amount is consistent with past contributions. Andres indicated that was included as part of the December meeting and was already approved. Andrea shared she will get payment approved ASAP.
Glenn/Board: Ramble – begin to consider members only and are PCA members and we need to have priority around membership, and we need to have consideration. We should have a meeting, and have we selected next year’s event, and Dan shared it needs to be bigger and not enough space and not easy to execute on and not make too big and not have enough participation and prioritize and NER first and wait/see and if we get maximum capacity and open up to outside the region.
Jeff asked about the distribution of non-members vs members – Dan shared we will / should discuss around the need to vet the registration first and current member and lookout (we have insurance to cover for the Ramble).
Glenn – conversations with Ryan and (web designer different from a webmaster) we have one person who can do a mockup and Mark shared he has someone as well. Mark, let’s have a vague example and we need to do more due diligence, conversations and Peter shared frame in and polish the site/refresh (Peter/Dan) functionality, and what looks good/seamless and not a volunteer role and start to get the ball rolling and pay (peter asked if we need to pay outside service) Glenn shared we can bring to the board and see..
Av asked if we need compliance for the website around design. Mark shared around what the size s/b for the organization and try to comply with compliance standards. Dan asked around a template, Glenn shared yes, we have a template and there is a website and imply via the website. And create if we do not.
Glenn: Bylaws to give to Amber,
Kristin had a conversation with Mike Brian – so I called Mike B around the mid-January call and the board call, and I did not know what was going on in the background and the suggestions Glenn made and wanted to get a summary around Glenn’s conversation with Mike. The parliamentary committee felt the board was not being transparent in their conversations. Secretary moved this discussion offline to the topic of discussion was part of an Executive Closed Session (Board Director’s only Meeting). Kristin shared the Past President, Robert shared the details, which sparked concerns from the committee which prompted her to contact the Zone 1 rep for clarification. The board’s members shared dissatisfaction and emphasized it was a president directed session and the President (Glenn) has the authority to call a meeting at his discretion. The board members agreed, (conversation taken offline).
Conversations resume with the secretary/VP Comms asking how a detailed conversation was shared outside of a closed meeting. The parliamentary committee shared, they were simply trying to get a handle on the Bylaws and wanted to submit directly to National to ensure we move towards being in compliance since we have not updated Bylaws since 2014, last official submission to national and the current 2017, which were only sent to the NER members and were not submitted in a formal process to the PCA Policy Committee.. (more discussion offline).
The board agreed, essentially restating the existing 2017 NER Bylaws which state the boards concerns around leapfrogging over the VOTED Members of the NER/PCA Board of Directors and asked what directive the Parliamentary committee has to bypass the board.
Kristin shared, they are considered the Advisors to the board, more discussion around the Bylaws and the Parliamentary’ s interpretation is not correct; based on what the process of engagement states. (offline discussions cont’d).
Resumed: Much discussion around understanding the importance of reading/clarifying current Bylaws to move into a space where the board/parliamentary committee can work together. The meeting concluded with all agreeing to work together, pass a version to the board and there will be an opportunity to collaborate. Kristin (guest) agreed to share the work which has been developed and share out. Members agreed that was the best way forward.
Motion to conclude – Dan
Mark -Second
Av
BettyMae
Glenn
Mark
Jeff
Meeting concluded 8:40pm
