2025-05 Board Meeting Minutes

May 14, 2025

NER BOD Meeting

Time: 6:41 PM – 8:16 PM

Attendees: Glenn Champagne, BettyMae Mosley, Andrea Smith, Robert Jacobsen, Av Silverman, Dan Gramm, Kevin (Late arrival), Jeff Croteau

Absent: Mark Shane, Peter Palermo

Purpose and Objectives

Discuss event planning and management (Clash at the Glen, DE events, Summer Party)
Review financial reports and budgeting
Address administrative processes (payments, reimbursements, Square usage)
Membership and marketing updates
Contract approvals and event commitments

Key Discussion Points

1. Clash at the Glen Event

Six regions interested in running the event with potential exposure.
Proposal to send a representative to observe and create a report before applying to host.
Requires a separate team with 5-6 volunteers including a manager and finance manager.
National organization involvement expected, registration handled nationally.
Concerns about distance (6-7 hours travel) and reliance on local volunteers.
Next step: Meet with Rico to clarify roles and determine group suitability.
Potential conflicts with PCA event on the same weekend.
Jeff to consult track committee and update Glenn.
Need to identify attendees for the June event and discuss reimbursement.

2. Financial Report (Andrea Smith)

Income down by $37K; major losses due to Drivers Ramble/Watkins Glen (~$28K).
Deposits paid for events, expecting surplus from Watkins Glen.
Motorsports Reg deposits come as lump sums; YTD tracking requested.
Transition from accrual to cash basis accounting approved by PCA Regional Accounting.
Motion to approve financial report passed unanimously.

3. Square and Debit Card Usage

Andrea to document Square usage guidelines referencing PCA Treasurer notes.
Business debit card use to be limited to subscription purchases and emergencies only.
Expense reports preferred over debit card use.
Reimbursements over $1,000 require board approval.
Receipts required; vendor payments must come directly from the club to avoid 1099 issues.
com preferred for quicker payments; 3–5-day processing time standard.
All payment requests to go through Treasurer email to avoid direct calls/texts.
Jeff, Andrea, and Glenn to finalize reimbursement forms and processes.

4. Summer Party Planning

Reviewing cost and number of children attending.
Kimball’s farm in Westford proposed for August event; walkthrough done by Ashley, Mark, and Peter.
Kevin to verify updated proposal and alternative tech session options.

5. Miami F1 Watch Party

Held May 4, 3-7:30 PM at Kings in Burlington, positive feedback on food and atmosphere.
Suggestions to improve outreach and data capture for new attendees.

6. Membership Update (Dan/Av)

Membership numbers stable; 25 new members processed.
Event attendance: 35 members attended watch party.
Discussion on pricing strategy for future events.
Plan for late summer newcomers meeting; need a sponsor.

7. Media and Content (Kevin)

April Ramble media coverage by Kaden and team.
Use of tables, tents, banners for NER branding at events.
Follow-up on video submission from Ramble.

8. Driving Events (Jeff)

AX event upcoming with 36 registrations; last-minute sign-ups common.
AX school with 8 drivers signed up.
DE Thompson event over Memorial Day weekend; 98 cars registered.
Positive feedback on events and plans for photo gallery and wrap-up video.

9. Calabogie DE Event

Approved attendance 20-25; currently 20 paid, 8 pending, 6 awaiting board approval.
Contract status unclear; Glenn requested hold on signing.
Discussion on potential $10K loss and membership interest.
Mixed opinions on continuing the event next year.
Motion to not cancel event approved by majority; Glenn and BettyMae opposed.
Contract signing process to be clarified and documented; Jeff to confirm with Glenn.

Decisions Made

Financial report approved unanimously.
Motion to continue support for Calabogie DE event passed despite some opposition.
Restriction on business debit card usage approved; reimbursement procedures clarified.
Summer party venue and tech session proposals approved to proceed with further details.

VP Driving Report

AutoX: Autocross is preparing for its first points event this Sunday, May 18. So far registration is light (about 36 registrations so far), but people usually wait until the last minute. Chriss will put out a reminder email blast Thursday before registration closes at midnight. AX School was held on May 3rd and went well – we actually have about 8 drivers signed up for AX#1 from the School.

DE: Thompson is the first DE event of the season. As of May 13^th, there are 98 cars registered – the budget was estimating 103 cars. The track committee is expecting some late signups.

Ramble: I got an email from Doreen. She said: “Despite the rain, it went great! Glen and BettyMae attended so I am sure they can share with you a bit about their own experience.” Peter has a nice wrap-up on the NER website, with Photo gallery, and a short video. Looking forward to seeing the full-length Ramble Recap that is coming soon.

Calabogie update from Jeff:

We had an approved DE budget that included Calabogie for the DE 2025 season. During that budget planning process, there was an agreed upon minimum number of 25 drivers that would be needed to commit to Calabogie. As of this weekend, there are 20 drivers that have paid for the event for the first two days, 18 for the last day, and 6 more that will pay as soon as NER commits to the event.
We are in possession of the invoice for the $16k deposit and it is with Andrea and was sent to com . The contract for Calabogie is signed and ready to be sent, but it has been put on hold because Glenn asked Andrea and the track committee to do so as President to understand in greater detail around the cost, since last discussion this event was past the agreed date/deadline to respond.
The P&L for DE is based on the season, not per event. The forecasted P&L for the DE budget for 2025 is in the black for $12k and was based on a conservative number of cars at each event based on 2023 registration data.
While Jeff felt he did not think we need to revisit the issue as the DE season budget since it was already approved, Jeff asked the board to authorize Andrea to pay the Calabogie deposit.

A greater discussion was held regarding the Calabogie event. Glenn, the President did continue to express his concerns over the limited number of drivers that attend the event overall and made comparisons to last year’s scenario which was quite similar in terms of discussion. Glenn also shared that he talked separately with Paul and Adam about the attendance to Calabogie and that Adam indicated that the event could cost NER an additional $10k.

Jeff as the VP of Driving reiterated that while the numbers are low, and shared some background information around why some drivers are reluctant to sign up until the event is confirmed.

Judi Mansing (registrar) has indicated that at least 6 drivers would sign up once the event has been confirmed. Glenn expressed his skepticism concerns about the low number of drivers. Glenn also shared his concerns and questioned if the number were drivers from NER, asked if we knew who registered thus far from the NER Region specifically. Glenn shared, he felt based on what we are learning, the event had the appearance that NER/PCA membership were running this event for a select few.

BettyMae also expressed concern about the low number of drivers. Robert pointed out that many of our events have drivers from other regions and Calabogie is no different. Andrea was asked for her input, and she commented that it was unprofessional to cancel so close to the event. She also pointed out that we had the funds to spend even if this event did lose money. BettyMae shared, she disagreed with Andrea’s approach to club money and made the statement, we shouldn’t be frivolous with club funds, Andrea commented, but the Calabogie event was not a frivolous example.

BettyMae shared that the social side of the club does generate funds as well, Robert acknowledged. BettyMae also asked Robert & Jeff where is the redline, when do we hold DE accountable when they are not able to fulfill the events moving forward so we do not year over year continue to have the same conversation – all agreed. Overall, board members wanted to be mindful and shared their concerns, all agreed points were taken and valid.

Jeff and Robert pointed out that the track events were the primary revenue generator for the club. Dan generally agreed with the comments from Andrea, Robert, and Jeff, asked if we could call attention to the event being the last. Robert felt that wording was not necessary. Kevin did not feel he had enough of a background on driving events to add anything more to the conversation than was already said.

Jeff made a motion to go forward with Calabogie and not cancel the event. Robert seconded the motion. The motion was passed: Andrea, Jeff, Kevin, Dan, and Rob agreed to move forward with payment.

Motion to not approve: BettyMae and Glenn

BettyMae asked Andrea based on the earlier conversation she brought up that the contract should be signed by an officer or a board member unless we had a specific policy to have committee members sign on our behalf (this would be in the bylaws). Andrea/Glenn/Jeff agreed, since this committee falls under Jeff’s directive, that Jeff would sign the Calabogie contract. Jeff will get from Paul and execute the contract, and he will get the other signed track contracts as well.

Next Steps and Action Items

Action Item	Owner(s)	Due Date	Notes
Meet with Rico to clarify Clash at the Glen involvement	Glenn	ASAP	Evaluate feasibility and volunteer needs
Consult track committee about Clash event and report back	Jeff	Before June	Address PCA event conflict
Identify and confirm Clash event attendees	Jeff, Glenn	Before June	Determine reimbursement process
Finalize financial tracking and YTD reporting	Andrea, Jeff, Glenn	Next meeting	Standardize reporting
Document Square usage guidelines	Andrea	Next meeting	Reference PCA Treasurer notes
Finalize and circulate reimbursement forms	Jeff, Andrea, Glenn	Next meeting	Ensure clarity on process
Verify Summer Party proposal and tech session	Kevin	Next meeting	Confirm venue details and alternative options
Follow up on Ramble video submission	Kevin	ASAP	Coordinate with Peter
Clarify contract signing authority for Calabogie	Jeff, Glenn	ASAP	Document procedure
Prepare for late summer newcomers meeting	Dan, Av	Summer	Find sponsor and plan event

Additional Notes

Reminder to respond to Mark Shane for user access for Teams.
Clash at the Glen – Discussion on ensuring event volunteers and drivers are properly identified and contacted.
Emphasis on improving event communication and data capture for future membership growth.
Motion to adjourn made by Kevin, seconded by Robert at 8:16 PM (All Approved)