Tag Archive for: Minutes

You are here: / / Minutes

Posts

2025-06 Board Meeting Minutes

June 18, 2025

 

Monthly NER Board Meeting

 

Attendees: Mark Shane, Peter Palermo, Kevin Moran, BettyMae Mosley, Glenn Champagne, Dan Gramm, Av Silverman, Robert Jacobsen

 

Non-Attendees: Jeff Croteau, Andrea Smith

 

Meeting Began: 6:38 PM – Glenn opened the meeting with the first item.

 

Approval of May Minutes:

The May minutes were approved upon motion by Mark and seconded by Peter.

Microsoft Teams Inquiry:

Glenn demonstrated the use of Microsoft Teams. The board agreed to utilize Teams for communication and document sharing, prioritizing the general channel for board-related discussions. Individual teams will be used for specific projects or private conversations. Mark will update and share information with all members.

VP Driving Report:

Glenn presented the VP Driving Report, including the Calabogie event (30 registered, report previously shared on Teams) and updates on the Clash at the Glen.

Clash at the Glen:

Discussions regarding the Clash at the Glen event were extensive. Concerns were raised about the event’s cost, distance, and lack of regional support. After considerable debate, including a soft vote, the board unanimously voted to decline participation in the Clash at the Glen. Glenn will formally withdraw NER’s interest.

Treasurer’s Report

Andrea submitted the Treasurer’s Report, but review was postponed due to time constraints and questions regarding new templates. A follow-up discussion will be held to address these questions.

Membership

Discussions centered around communication regarding the Palmer Cars & Coffee event and strategies for promoting future events to NER members. The board explored ways to leverage existing marketing efforts and ensure clear communication channels. VP Administration

  • Larz Anderson German Car Day: The event was well-attended, resulting in new memberships and re-engagement with existing members.
  • Newcomers Event: Discussions focused on planning a newcomer’s event, potentially hosted by Porsche Norwell, with a limited budget. A second event, prior to the Concourse, is planned, potentially with Porsche Burlington’s support.
  • Tech Sessions: The need for insurance for tech sessions was emphasized. Mark will ensure compliance.
  • Cars & Coffee: The June 28th Porsche & Coffee event is confirmed.
  • Summer Party: The board approved a revised budget for the Summer Party at Kimball’s, reducing the cost per child to $20 (under 4 free). Concerns about child attendance were addressed, and strategies to increase family participation were discussed. The venue’s amenities and pet-friendliness were also noted. Mark will confirm insurance coverage.

Communications

  • Cars and Coffee Video: A video recap of the Cars and Coffee event is in progress. The use of the PCA logo in videos was confirmed as approved.
  • Digital Membership Drive: The success of the digital membership drive was acknowledged. Dan will confirm the availability of 70th-anniversary stickers. Peter is working on QR code cards.

Important New Business – Concours Update:

Bob resigned as Concours Chair. Rick Archibald will assume the role, with Bob providing support. The board approved Bob’s resignation and Rick’s appointment. Glenn will inform Jeff.

VP Administration & Communications:

A video recap of the Ramble was approved for posting.

Website Refresh:

Ryan’s progress on the website refresh was noted. Further discussions will involve Glenn, Dan, Mark, Peter, Kevin, and the Membership chairs.

Nomination Chair:

BettyMae was nominated and approved as the 2026 Nominating Chair.

Other Business:

Discussions regarding the Bylaws update were held. The board agreed to use the National template and submit the final version to Amber. Mark will create a Bylaws channel on Teams.

Creating New Events:

Mark will set up a Teams channel to assist members with using the platform. A mid-week dinner for the board will be discussed at the next meeting.

Adjournment:

The meeting adjourned at 8:15 PM upon motion by Mark and seconded by Kevin.

 

/by

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 13th, 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)

 

/by

2025-04 Board Meeting Minutes

Meeting Minutes April 9, 2025 6:35 PM – Meeting Commenced

 

Attendees: Andrea Smith, Dann Gramm, Av Silverman, Jeff Croteau, Mark Shane, Glenn

Champagne, Robert Jacobsen, Peter Palermo, BettyMae Mosley

Late Arrival: Kevin Moran

 

Glenn Champagne proposed moving to a closed/executive session at the adjournment of this meeting.  BettyMae Mosley proposed the motion, and Mark Shane seconded. The motion was approved by all present. It was noted that minutes would be recorded for this session.

March Minutes Approval: The minutes from the March meeting were reviewed. There was a question regarding the “Website Refresh” section in the fifth paragraph. Key thoughts for the website refresh include updates, which Glenn Champagne will send out tomorrow, followed by a call for a vote. The Teams update is pending Kevin Moran’s arrival.

Presidents’ Meeting: Glenn Champagne reported that 17 presidents attended a Zone 1 presidents’ meeting featuring 2 speakers from the Porsche Club of America. He has slides to share, and per Michael’s request, these will be shared via screen sharing rather than email (To Be Determined).

The Clash at the Glen: Discussion regarding the race format for The Clash at the Glen and the net outcome. The DE/racing format will have support, and run groups will be assigned half-hour sessions (Glenn Champagne to connect for details). The NER (North East Region) would be responsible for the race format and the administration associated with both the race and the Driver Education (DE) portion. Assistance will be available, and two other regions have expressed interest in sending two paid individuals to conduct due diligence and an obervers report/

  • Next Steps (DE Focused): Jeff Croteau and Glenn Champagne discussed the next steps. Jeff Croteau will assemble a team next week consisting of Adam, Paul, and Dave B. Rico, the former Zone 1 representative, will be the co-chair and has been asked to connect with the team (ask Rico as many questions as possible). A letter of intent is required, and the proposal should be sent back. The exact selection criteria are needed. It is expected that after further conversation, a determination can be made regarding the feasibility and capability. Glenn Champagne can share information via Freedcamp (ask Louis for access).
  • Questions Regarding Run Groups and Safety: A question was raised regarding the run groups, noting that the colors vary and there is a limited understanding of the program. This will be a three-day program, with an endurance race on Sunday. Intel is available and will be sent out. Another question concerned car safety, which is managed by Rico.
  • Registrations and Pricing: NER will handle registrations for the DE portion, while the PCA organization will handle race registrations. As the host, the region sets the pricing for both DE and the race. Jeff Croteau was asked to inquire further about the race pricing. The cost to operate a race is more substantial, particularly regarding the number of flaggers required per station (double the usual number).
  • Next Steps for Communication: The goal is to gather the necessary data and move forward. It was suggested to create a PowerPoint presentation with clear information, which Jeff Croteau can send out for input from others. Glenn Champagne will send the initial information to Jeff Croteau for distribution.

Treasurer’s Report (Andrea Smith): Andrea Smith shared the total values of the accounts. CD rates have changed, and updated financials will be resent with necessary fixes and reclassifications. She also provided insight into the overall total income. Some administrative work needs to be completed, including reclassifications, and a vote will be conducted via email once the updates are finalized. Mark Shane inquired about the $500.00 subsidy for new members and Andrea Smith confirmed receipt. The new Square device has been received and needs to be set up. The paper form for the address update was completed online, confirmation was received, and the password/PIN are set. A new W9 will need to be signed to update QuickBooks and other relevant addresses. Mark Shane motioned to approve these actions, and Jeff Croteau seconded. The motion was approved.

VP Admin (Mark Shane): Mark Shane reported on two recent events. The Newcomers Event received valuable feedback, noting room for improvement. Attendance was limited due to the location, and registration filled quickly. Regarding the second event for the year, there is consideration to hold it at a different location, as the 40-50 person limit at the previous venue was not ideal. Dann Gramm suggested that another 15-20 people could have been accommodated. Exploring Natick as a potential location to attract more business was suggested, while aiming to stay within the same geographic area.

The first tech session at Kachel Motors last weekend included three sessions: one on DE tech inspections, another on the business’s electronics work for cars, and a third on custom 911s, which was reported as interesting and casual.

Registration patterns for events have been undesirable, with only 10 people signed up in the week leading up to the event, followed by a late surge of 30-40 people. The possibility of increasing email velocity prior to events to highlight them was raised. A special one-off email might be beneficial. The question of whether other events see similar registration patterns was posed, suggesting a check of social media platforms, though email is believed to have a positive effect. Dann Gramm advised against sending too many emails, given the large number of unsubscribed members.

The first Porsches and Coffee event this weekend is still scheduled. There has been no communication from the mall regarding cancellation. It was felt that a last-minute cancellation would be problematic. The SOBO event had a successful turnout, with attendees bringing their own coffee. The club’s event is different, and the decision is difficult if only five cars attend.

The Sunday tech session viewing has 19 registered attendees. A reminder was sent to the membership. South Shore is happy to accommodate the event, which will proceed rain or shine at the Kingston location and will include a pizza truck. The tech session will take place in the afternoon and is considered an event not to be missed.

Peter Palermo and Mark Shane are visiting a potential venue for a summer party on Friday and are also checking out a second venue for a tech session that is competitive with Qcar and does vehicle wraps. Qcar has not yet been contacted, and a decision will be made on how to approach them for more engagement. Mark Shane will make the final decision on one or both venues. Kimball Farms was mentioned in relation to car accommodation, etc.

Past events had a neutral cost to participants versus the cost to run them. The idea of giving back more to members was proposed, considering whether it would be acceptable to incur a larger loss on these types of events if a more expensive venue is chosen, to allow for scaling up. The possibility of non-profit pricing will also be explored. Dann Gramm sees no problem with a space that offers protection, whether permitted or not. Peter Palermo described a private tent area with food options (BBQ, clambake menu), a driving range, batting cage, and an ice cream buffet, with tiered/scaled access (check the site for more information), including a covered tent, private space, menu, and family activities. BettyMae Mosley agreed. Glenn Champagne requested confirmation from the national organization regarding safety aspects and what is permissible. Peter Palermo and Mark Shane will confirm these details. Bumper boats, bumper cars, and a private tent space are available, and a bouncy house could be obtained if approval is granted for the standard package. Dann Gramm recalled a summer event in Wrentham that had too much space and no centralized gathering area, cautioning against having too many activities and ensuring opportunities for members to socialize. The goal is to socialize, share the work, and promote events. Creating a Porsche and Coffees event with a dedicated space and exploring other concepts, such as the Topsfield Fair space, for entertainment were suggested. Av Silverman mentioned an indoor space as a weather contingency.  

A gentleman willing to sponsor a Porsche and Coffee event has been secured (Jeff Croteau/Mark Shane to provide the name). He will provide food and coffee and have literature available. Andrea Smith suggested drafting a donation or in-kind sponsorship agreement (Mark Shane to confirm). Mark Shane has the dates, which will be in May/June, and advertising details will be confirmed closer to the time. There are no expectations from the sponsor in return.

Membership Feedback: The only feedback received by the General Manager was the absence of participants from the Ramble and Concours chairs. It was noted that for next year, their attendance should be ensured. September was suggested as a good time for another event.

Membership: It was reported that the North Region lost a member (Dann Gramm to provide the name) who contributed significantly to AutoX. The idea of creating an award in his honor was discussed, potentially for course design, given his involvement. A $250.00 donation to a charity was suggested. Alan Davis and Chris Ryan will determine how to best recognize this individual. A section to house focused features on members and continuing the North’easter column to preserve the legacy were proposed, potentially with its own dedicated space. Peter Palermo suggested opening up submissions for the column, with Chris Ryan working with the submitter to ensure content availability. These submissions could also be bumped up to PCA submissions when they send out information. A question was raised about Ted’s potential interest and passion for taking over the submission process and adding his own columns, with flexibility regarding the space.

Communications  (Peter Palermo/Kevin Moran): Peter Palermo and Kevin Moran are working with Chris Ryan on the website and social media for next year, focusing on dealerships and ambassador points of interest. BBQ options were also discussed. The priority is to have the most updated registration lists for both events. Initial numbers show 19 registered for one event (membership will help push out an email) and 4 or 6 for another

(Miami). Efforts are underway to strategically prepare the social calendar for the Cars and Coffee event and a potential North Shore location for collaboration and member engagement, with optimism for increased event numbers.

Travel to events and member engagement are ongoing, and an update on the media support schedule was provided: Ramble 4/26; Track at Thompson 5/24; AutoX and BBQ 7/19; Concours and Gala 10/4 (venue is locked in for marketing and logistics).

Rally/Concours/Ramble/AutoX (Jeff Croteau): No updates for Rally/Concours. No response has been received from Doreen regarding the Ramble on the 25th (Andrea Smith confirmed they spoke to her). Chris Ryan ordered 175 t-shirts for the 2024 AutoX season, with a $1,000 allocation (Andrea Smith confirmed). An incentive of t-shirts for the first 30 early sign-ups was planned, but the total confirmed is 60 t-shirts, to be split between two events, with the remaining 30 for subsequent events or sale. The cost was noted as high (Dann Gramm), suggesting a comparison of prices. 4-6 volunteers have committed for the Autobon performance. 

19 out of 30 have committed to the Calabogie event, with no deposit due until April 30th, and renegotiation to remove the 25-person minimum is being attempted.  

Regarding old helmets, a quote was received for 2020 models discounted due to their age. Tim hopes to secure 6 helmets if they are viable for 6 seasons. Jeff Croteau motioned to approve the payment, Mark Shane seconded, and the motion was approved.

The process for obtaining certificates for the Devens events and the Calabogie event needs clarification. The contact person for coordination will be asked for more insight (Adam will be contacted).  

Porschenet Email:

The possibility of using the Porschenet email address as a true email account, rather than an alias, was raised, to allow transitioning off personal email for board communications. Glenn Champagne suggested Ryan might know the limitations of the email server regarding space and the number of users. It was agreed to form an ad-hoc committee (Mark Shane, BettyMae Mosley, Kevin Moran, Andrea Smith, etc.) to review this. It appears an email was created, and assistance is now needed.

Sponsorship Chairs (Glenn Champagne): Concerns were raised about sponsors who have not paid; these need to be removed from the website, and paying sponsors should be added. There was considerable discussion about removing non-paying sponsors and establishing tier levels for recognition, referencing EPE as an example of over-solicitation. A collaborative approach to building sponsor relationships is desired, and assistance in this area is needed. Robert Jacobsen mentioned a similar template developed for the websites (car-specific), where each tier received website placement, suggesting this as a starting point for someone to focus purely on sponsorship.  

Further discussion regarding sponsorships of events such Porsches & Coffee followed.  Mark Shane works at Haggerty and contacted internal colleagues to speak to the club, but they are too busy. However, Anker suggested asking Haggerty for items to distribute. A suitable contact person at Haggerty was found, who indicated that 2025 sponsorship is complete, and a proposal for 2026 needs to be prepared. Swag/marketing materials (keychains, sunglasses, bags, etc.) are potentially available. A reasonable number for distribution across different groups (50 social, 50 AutoX, 50 other) or a swag bag was suggested. Dann Gramm thought this was a good idea for Cars and Coffee events. Mark Shane asked if they should request 500 items to gauge Haggerty’s response.

Motion to Adjourn: Mark Shane motioned to adjourn, Dann Gramm seconded, and the motion was approved. Peter Palermo had left the meeting due yo a previously scheduled commitment.

 

 

/by

2025-03 Board Meeting Minutes

March 12, 2025

In attendance: Glenn Champagne, Jeff Croteau, Dan Gramm, Mark Shane, Robert

Jacobsen, Andrea Smith, Kevin Moran, Av Silverman, BettyMae Mosley

Not in Attendance: Peter Palermo

 

Meeting began at 6:35

 

President’s Update:

Bi-Annual President’s Meeting: Glenn will attend the bi-annual president’s meeting in Albany, NY from March 28-30th. A key topic for discussion will be the dissolution of Zone 1, as our region will be the last to undergo this process. Despite becoming unincorporated, we will continue to be recognized as Zone 1. Other discussions will include the Clash At The Glen and the Board Walk Reunion in New Jersey, which will proceed with some management changes. If no region assumes control of these events, they may be discontinued. However, other regions have expressed interest in taking over or assisting with these events.

Teams Update: Kevin shared progress on the Teams product. The primary question revolves around the number of people we need to consider for full access, as usage is based on the total number of users. Teams offers notable features such as file sharing and access management, which can be tailored based on the number of board users. Additional licenses can be added over time if needed. The chosen option will likely include features for photos, videos, PowerPoint, and OneDrive access, with safety measures for editing/viewing and case-by-case permissions.

Regarding cost, it is important to note that NER/PCA does not qualify for non-profit discounts. Questions were raised about fund allocation, and the board agreed to incorporate the budget into the VP of Admin’s budget, as the product will be used for NER/PCA administrative duties.

Glovebox Usage: Jeff inquired about the necessity of glovebox. The President, VP Admin, and Secretary confirmed its usage as directed by the Policy Chair.

Membership and Credentials: Dan raised questions about having a one-stop-shop for credentials, moving away from personal emails for NER/PCA business. The Communications and Secretary teams will explore options within Microsoft 365 via the Outlook feature. Questions were also raised about email account management, including the creation of separate email addresses, universal addresses, and maintaining consistency during board transitions.

Password Management: Dan inquired about password usage, control, and audit trails. The board acknowledged these questions and tabled them for further discussion.

Email Address Usage: Mark and Dan suggested obtaining more insight into the use of porschenet.com email addresses. The board agreed to seek a simple solution for now and revisit the topic later. Discussions included subscription options (annual vs. monthly) and final pricing, which will be determined by the Treasurer and Communications teams.

Motion to Approve:

  • Motion: Mark
  • Second: BettyMae
  • Outcome: All approved

 

Website Refresh Update:

Theme Selection: Ryan has identified several themes for staging, including some autorelated options that could serve as a starting point.

Membership Feedback: Dan reviewed three themes and shared his thoughts. The team expressed interest in exploring additional options beyond those already presented. Dan also reviewed websites from 5-6 other regions for further insights. The team has not met since, so more updates will follow.

Options and Opportunities: Mark mentioned a web designer colleague who is interested in assisting NER/PCA with this project. The board decided to table this option until membership can connect with the webmaster for a follow-up discussion.

Project Scope: Questions arose about whether the board is considering a theme update or a full website refresh. Glenn indicated that the board is interested in both. He also spoke with the Kansas City region president, who uses WordPress with limited plug-ins for event registration and other functions. She offered to share insights on how her team created their themes.

Board Vision: The board discussed their vision for the website, emphasizing the need to benefit the membership audience by making information readily available, readable, and enjoyable. Key site requirements include:

Considerations: A few other regions built their own sites, and the president shared some of those specific sites for the board to review. Glenn also stated when he attends the President’s meeting, he will ensure to connect with other presidents during that time and try to get a vibe around their process and have a conversation. 

 

Treasurer’s Update:

 

CD Maturity: Andrea reminded the club that two CDs are maturing. Anticipating a drop in rates, Andrea presented two options: an 8-month CD at 4% and a 5-month CD at 4.25%. The board agreed to proceed with the 8-month CDs.

P&L Update: Andrea provided an update on the club’s profit and loss statement. Due to securing venues for the year, there have been significant payments for various event contracts.

Ramble Costs: The board discussed the costs associated with the Ramble and emphasized the importance of providing the treasurer with accurate information to settle all outstanding payments promptly.

Treasurer Address Change: The address change form for the state of Massachusetts has been updated, completed, and mailed on March 10th. Andrea will follow up with a call on March 14th to confirm receipt of the information.

Motion to Approve the 8-Month CDs:

  • Motion: Dan
  • Second: BettyMae
  • Outcome: All approved

 

VP of Driving/Treasurer: Ramble Update

2025 Ramble Budget: The treasurer and VP of Driving attempted to meet with Doreen for an updated budget meeting but were unable to connect. Consequently, Jeff and Kristin, the previous VP of Driving, met and reviewed the previous year’s budget for the Ramble.

Using historical data, Jeff and the treasurer developed a budget sheet. Andrea expressed confidence that she could incorporate this information into her master spreadsheet.

Clarification: Glenn inquired with Robert about whether a budget had ever been submitted for the previous Ramble. Neither Glenn nor the previous Ramble chair recalled submitting one. The board will collaborate with the Ramble committee and use the 2025 expenses to plan for the 2026 Ramble.

Motion to Approve the Ramble Budget:

  • Motion: Kevin
  • Second: Mark
  • Outcome: All approved

 

Membership 

Newcomers Meeting Update:

Dan shared that the newcomers meeting is scheduled for March 23, 2025, just two weeks away. It is essential to ensure representatives from each discipline, including DE, AX, Social, and the entire group, are present to introduce themselves and their areas. This meeting is a key opportunity for our newest members to meet club leaders, learn about available activities, and understand how to get involved.

Event Preparations: Questions were raised about items to bring to the event and their current holders. Mark confirmed he has the PCA photo stock, flags, and tablecloths, which should be present at the newcomers meeting.

Mailchimp Billing: Mailchimp is still being billed to Anker. Andrea shared that she paid the February bill on March 2nd and Anker has been reimbursed.

 

VP Admin Update:

New Members Meeting: The goal is to encourage attendance at the March 23rd event. The

Newcomers Meeting is fully subscribed! Board members presenting include Av, Dan, Glenn, Kevin, and Peter. Jeff will confirm attendance with the DE, AX, Ramble, and other chairs.

Upcoming Events:

  • Tech Session: KMC will host a tech session in April with a DE focus. The event is live on the website.
  • Porsches & Coffee: A NER member has offered to sponsor a Porsches & Coffee event in the Boston area. Mark contacted the venue, which requested that the sponsor purchase food and coffee from local vendors. Additionally, the member expressed interest in sponsoring an Autocross-oriented Porsches & Coffee event on a date to be determined.
  • South Shore Autoworks: Our partners at South Shore Autoworks will host a Tech Session and a Pizza & Coffee event this year. The SOBO events are now posted online.

Annual Gala Discussion: A longer discussion focused on the future format of the annual Gala. Some members prefer a holiday/celebration format. There is also consideration for holding the event later in January to avoid competition with December and early January holiday events. Feedback from previous attendees indicated a preference for less focus on DE awards and more opportunities for attendees to feel welcomed.

Robert inquired about other NER awards presented at separate events, besides Autocross. The board noted that Concours presents awards at their onsite event. Further discussion is needed, as the Gala also serves as the annual business meeting where the incoming board is introduced to the membership.

Summer Party Location: The location for the summer party has yet to be decided, with a return to Wachusett under consideration.

 

VP of Driving Update:

Monthly Newsletter: Jeff will share his detailed report for the monthly newsletter.

Rally: No updates to report on Ramble or Concours.

AutoX: Chris Ryan announced that the annual kick-off will take place in the next few weeks. The team has ordered AutoX t-shirts designed by Alan Davis, which were approved at the February budget meeting.

Justin Becker has been confirmed as a sponsor for an upcoming AutoX event, and Porsche Norwell will sponsor a separate event. The AutoX team will obtain which event they will sponsor and share them with the club.

Driver Education: Paul Skinner reported that motorsports registrations are coming in slowly, but we expect them to pick up for Calabogie. To break even, we need thirty registrants. If we cannot secure thirty registrants, the team will attempt to renegotiate for twenty-five. Paul is confident that the management team at Calabogie will collaborate with us.

The board discussed the need for a deposit if they decide to proceed with Paul’s plan. Robert emphasized the urgency of cutting a check if there is agreement. The board expressed support and requested updates.

Ground School: Attendance was encouraging, with a notable number of women participating. 

 

Innovative Programs:

  • HPDE Primer: Scheduled for Friday, May 23rd, this event offers two driving sessions with an instructor in the passenger seat after riding along for one session. It provides a guided introduction at a lower cost, shorter day, and fewer sessions, similar to a novice DE experience and parade lap.
  • Track Experience: Scheduled for Saturday, May 24th or Sunday, May 25th, this event allows members to ride on the track at speed with a National PCA Instructor. The instructor will explain track driving and the HPDE experience.

 

Communications Update:

Project Support and New Initiatives: The team has supported various projects, including Microsoft Teams, and is working to finalize payment. Communications and their interns successfully supported the Winter Warmer signature event in Boston, MA, and are bringing the same vision to the upcoming Newcomers Meeting.

Collaborative Efforts: The media team (interns) will continue to find new ways to integrate with membership and collaborate with Larry on NER’s social media presence. They will also support the upcoming Ramble in April, with a focus on conducting on-the-spot member interviews.

F1 Track Day Viewing Party: In collaboration with the VP Admin, the NER/PCA club will host an F1 Track Day – Miami viewing party at Kings Bowling in Burlington, MA, on Sunday, May 5th from 4-6pm. Kevin emphasized the importance of creating impactful events and providing a space for members to gather. This event, along with others like the Summer Party, Tech Sessions, Gala, and various social events, will enhance member interaction throughout the year.

Additional Viewing Party: Justin Becker has expressed interest in hosting a viewing party. The board asked Pete and Kevin to connect with Mark to plan accordingly.

Meeting Minutes: The board agreed to approve Jeff’s updates.

Motion to Approve:

  • Motion: Dan
  • Second: Mark
  • Outcome: All approved

Meeting Adjourned: 8:17pm

 

/by

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

 

/by

2025-01 Board Meeting Minutes

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

/by

2024-12 Board Meeting Minutes

6:49pm Meeting Opened

Attendees

Dan Gramm (2025 Board Member)

Avril Silverman (2025 Board Member)

Glenn Champagne (2024/2025 Board Member)

Andrea Smith (2025 Board Member)

Mark Shane (2024/2025 Board Member)

Luis Rivera (2024 Board Member)

Bailey Bishop (2024 Board Member)

Kevin Moran (2025 Board Member)

Kristin Larsen (2024 Board Member)

BettyMae Mosley (2024/2025 Board Member)

Peter Palermo (2025 Board Member)

Not in attendance

Robert Jacobsen

Stephen Hall (Conflict)

Began with Introductions of New Members

Mark

Annual Gala update events have wrapped up. Seventy-seven registered and things are set in motion, all

is mostly sorted, need volunteers and the check in process two people and do want to allow for each

volunteer have a team of six people to switch out each 15-20 minutes to allow all enjoy. the pre-event to

attend prior to have many hands to help setup.

Budget (share) able to walk through the pricing for the event. This year we gain a sponsor from PCA

national since it will be a charity event. $750.00 and gained a 10% discount only on the Entree since we

came back from the Summer Party.

Kristin has offered to volunteer if she attends.January events: winter warmer at herb chambers in Boston, MA open to having again in 2025 and will

connect with the Lead person Peter for an exact date typically done in February ’25 (have not begun to

build the new facility yet due to a number of approvals needed)

KMC in February ’25 and we will typically be hosted after the winter warmer.

Dan asked if is there a chance for a 50/50 raffle options? (charity/winner) and typically a successful

revenue generator and may have some issues due to the $$$ will work with Glenn towards the 2025

season.

Andrea Smith: it can be a reporting restriction et… it may cause a concern.

Charity will be on site… (pay directly and ask Robert his thoughts around how he plans to manage

payment and receive receipts)

Andrea to check with Bailey for the Square accounts…. Venmo is another possibility. Andrea will work

with Bailey and get more direction and clarification.

Meeting Minutes November:

Motion to approve – Kristin asked if there are minutes sent out from Rico regarding Glenn’s Zone

Presidents’ meeting. They did not create this time etc. Term limits, review of the RPM, bylaws and

compliance were well discussed between the presidents. Well attended event with 11 presidents from

11 zones were present. Next presidents meeting will be April.

Zone 1 is set up as a legal entity, and it is corporation. Rico shared that is likely to un-incorporate in

2025, more to come in terms of updates/changes. At the end of the year, Rico Diaz ‘s term ends at the

end of the year. A replacement has yet to be named. He will no longer be our Zone 1 rep due to his

term expiring. (Glenn reshared the notes in the minutes for the new directors coming on board) etc.

Bylaws and compliance were well discussed at the meeting.

Motion to Approve: Mark

2d Bailey

All approved

BaileyMade revisions and financial review of meetings and had to make some corrections, a little revenue for

the Gala. A noteworthy conversation of the CD (checking/Money Market) accounts have matured and

rolled into new 8 month CDs and prior to that we had add ’l $$ and ytd 7K and earning almost 1K per

month. It has been an outstanding strategy. We are a non-profit and we do need to be careful around

having those dollars and how we apply. This money can be used to subsidize other events.

Andrea asked some questions around the CD (terms) and better understand the reinvesting options

(Andrea / Bailey will connect offline).

Clinton Savings Bank – Glenn and Andrea/Bailey (board resolution that needs to go to the bank) and

need a quorum as formality to add Andrea, retain Glenn, and remove Bailey as treasurer as sole

signatories of the bank accounts.

Approve Treasurer’s report.

BettyMae motion

Mark 2d

Luis Communications

Biggest on comm the transition to support in the capacity for 60 days (end of January and created a

timeline/outlines/ media planning etc. and will connect on Saturday for a virtual walk through)

Posting and things of the nature and centered around the Gala until new dates Kevin/peter and will

support. Providing Baseline address users/sessions etc. Glenn acknowledged Luis’s contributions and

told Peter & Kevin they had “big shoes” to fill!

Kristin VP Driving

Transition has been done Ramble, AutoX and DE chair, concourse and rally and make sure they do their

work and did pass onto Jeff. Jeff and Kristin did aggressive driving on the Ramble. The Ramble

committee needs to own and not the board. Reach out is on them and have to do this in the moment.

Adam Schwartz, will take replace Stan Corbett as Safety Chair in January. Not a shadow role Adam will

own this role. It has been in the works for the past couple of years and do have others who can step into

the role if needed, Kristin will send Glenn an email for next steps.

The only thing to share with the incoming board. We had some issues this year and the ’25 board should

feel free to speak their minds. Glenn assured Kristin that the incoming board members input and

opinions will be well heard and encouraged.

Questions around who has access to board email lists and the correct board members board members

are listed. Glenn stressed the [email protected] list should include board member emails onlyBoard confirmed the need to update to the email list and remove the outgoing boards mmbers email

addresses.

Future regular monthly meetiings will be the second wed each month at 6:30pm (all good).

Bylaws and Parliament committee will review and template.

Review Website/WordPress etc. and other ways to make the club more efficient visually (Kevin and

Peter)

Bailey -Motion to adjourn.

BettyMae Second the motion

All Approved

Meeting ended 7:35pm

/by

2024-11 Board Meeting Minutes

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 16th.

December meeting will have the new board members attend, and the 2nd 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

2nd 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 7th 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 2nd.

All Approved

/by