Treasurer’s Duties

Duties

  • Maintain club checking account
  • Prepare monthly income/expense reconciliation
  • Make deposits as received from Membership Chair; reconcile to reporting and segregate payments for United registrations.
  • Pay bills as required
  • Monitor expenses and alert Board to any significant issues
  • Prepare quarterly and annual income/expense statements; interim statements and budgets as requested
  • Complete annual tax form (990) for non-profit organizations
  • Assist incoming Treasurer with transfer of funds, assuring smooth transition to new bank

Guidelines for Best Practices

  • Treasurer chooses bank—usually one that they are familiar with; preferably a national chain and one that would allow deposits by Membership chair or via digital image.
  • Strongly suggest two signers on the account, just to have backup in the event of an emergency. Also suggest that Treasurer email Excel workbook to President or another officer, to serve as a recovery tool in the event of emergency.
  • Routine bills (newsletter, insurance, postage, etc.) have standing approval; anything else should have review and approval by Board. United Chairpersons can approve United expenses, provided they are in line with pre-approved budget.
  • Treasurer should call attention to any significant variances in expenditures and make recommendations for cost savings as possible.

Supplied by Barb Geschke (previous treasurer)

Board Meeting Febrary 9, 2025

Slides for the meeting can be found here (opens in new tab)

A Video Conference Meeting was called to order by President Kerch McConlogue at 3:00 pm.

Minutes from the July 2024 Board meeting were approved as posted

Elected Officers Present: President Kerch McConlogue, Vice President, Kate Lawler, Treasurer, Todd Reid, and Secretary, Barb Blue

Board Members Present: Tom Ehrhart, Tom Calvert, Jim Lindner, Eric Gibeaut, Barb Geschke and Joe Parlanti

Others: David Reina, David Kellogg, Bill Bulpitt, Ron Stein

Slide 4-5: Treasurer’s Report, Todd Reid

The move of our bank account between Wells Fargo branches became problematic. Progress is being made to move to M&T Bank instead.

We have about $40,000 in the account at this time, but the actual balance sheet is to be determined.

Slides 6 through 12: Membership Report, Kerch McConlogue

Joe McConlogue was in the Hospital

  • 18 members do not have email addresses.
  • Using a credit card to renew a membership is easier than using PayPal and the cost of using PayPal is actually a bit more than using a credit card
  • Thanks to the Regional Reps for tracking down new members and members who are late in renewing their memberships
  • And thanks to Joe for updating Regional Reps on new members.
  • Records show that the Member Roster was accessed only 9 times in the year. Several people questioned this saying they probably accessed the roster that many times themselves.
  • As the Ohio River Valley rep does not use email, the main mode of messaging, it was decided to find a replacement. Jean Webb was suggested. Tom Ehrhart (?)to contact her. Jim Lindner volunteered to notify Doug Jennings of his replacement.

Slides 1-16: Editor/Webmaster Report, Kerch McConlogue

There was discussion about combining the January and February issues of the RootesReview because of lack of content and the holiday complications. There was discussion about printing bimonthly and publishing monthly. This is actually more work for the editor.
The consensus was that unless it is a budget issue, then do not change to bi-monthly.
On slide 14, was the amount for July with 20 pages a typo ($1079) as June at 20 pages was $1758

Facebook membership is up about 300 members since August

Kerch has found a source of regalia: bitsoftriumph.com will do individual, personalized embroidered shirts, etc with our emblem

Slide 17: Additional Reports

David Kellogg reported Steve Towle has requested/encouraged that TEAE make the Bristol Rhode Island British Car show a sanctioned event
Tom Ehrhart suggested making a BASH of the event
It is June 6 to 7, 2025, so same weekend at Susquehanna BASH
David mentioned the $500 fee to establish a class of cars, but maybe that could be waived for if we don’t request a class, just acknowledgement of participation.

United 42

Cannot do concours in Frank Liske Park—looking for another location or a different location in the park.
Attraction visits will be available in lieu of the Autocross.
The NC Transport Museum is very interesting per Bill Bulpitt. He will write up something for the newsletter about this attraction

Slide 20: Budget Estimate for United 42

The numbers on this budget estimate do not include sales tax
Trying very hard to keep registration fee down ($175 per person is less than recent years)

Slide 21: Three Year Business Plan Update

  • Regarding the change of tax status from 501(c)7 to a 501(c)3
    Email from Joe Montecalvo rebutting the cost of fees to convert to a 501(c)3. Kerch points out that Joe’s group is only in California, but we are nationwide. Also, Joe’s website is focused totally on charity. TEAE is a social group, not a charity group
  • Expanding membership west of the Mississippi River was mentioned again
  • Regarding producing technical videos
    This is going to be virtually impossible for TEAE. Lots of technical videos out there already
  • Kate Lawler suggested and said she would make a playlist of YouTube videos that can be posted as a play list on our website with a link on our Facebook page
  • Currently, there is no link from our Facebook page to our website

Slide 22: Proposed TAC improvements

These items were discussed

Slide 24: SUNI VIII (2026)


Tom sent information about SUNI via Kerch before the meeting for everyone to review
Claudia and Buck are planning a SUNI for 2026.
One of the policies of SUNI is that we won’t hold our own event in the same year.
But 2026 is the 50th Anniversary for TEAE and we might want to celebrate that ourselves.
Additionally, Tom says that the original tenets of SUNI are being violated
So should we even be involved?
A motion was made and seconded. The motion passed. We will not be involved in the 2026 SUNI.

Slide 25: United 43 (2026)

Jim Lindner is not doing it!
Tom Ehrhart will look at hotels.
Location in New Jersey (perhaps Smithville, NJ) is being considered. October at the shore might be more open than September, but it could still be crowded and therefore expensive. Tom Hillmann will be asked to organize the United 43.

Barb Geschke asked if we have gotten rid of rotating to different parts of the country. Someone said yes, but Tom Ehrhart thinks we should try to keep moving around.

We have traditionally had 4 Zones to hold Uniteds—North, South, Mid Atlantic, and MidWest. The far west is regularly discussed but without much support.

After discussion, it is proposed: 2026 MidAtlantic, 2027 Midwest, 2028 North (New England), 2029 South

Suggested locations for 2030 were Williamsburg, Yorktown, and Valley Forge.

Slide 26: Wrap Up

Notes regarding TEAE.org forwarded email:
Our mail processor will not forward mail to addresses using one of these domains: Outlook, Hotmail, Live, AOL, Comcast, Microsoft, or Verizon
Therefore, TEAE position-based email (for example:Secretary@teae.org, Midwest@teae.org, etc.) will no longer work. (These addresses are used on the printed brochures and for officers) A new domain (TEAE-regions.net) was purchased by Kerch to support a new process for appropriate regional reps and for some officers who have addresses using those domains.

A short board meeting will happen in EARLY May to address the United issue.

Motion to Adjourn made and seconded and adjourned at 4:36 p.m. EST.

Barbara Blue
Secretary

Additional 501 (c) 3 answers from a professional in the field

Supporting information regarding becoming or adding a 501(c)3 organization:

From the report available below

Note also that audit costs generally begin at around $5,000 annually for small organizations.
This would be in addition to the $15,000 compliance costs referenced above.

It is my recommendation that if you’re not looking at a minimum of $100,000 in real dollars contributed annually, this will not pay off appropriately for the organization.

501 C 3 queriesDownload

Additional information about requirements for compliance with the rules for 501(c)3 organizations from Lawyers for NonProfits.

Moving the TEAE Bank Account

The Board of Directors of TEAE approved the move of our Wells Fargo bank account # 6100708459 from the Alexandria, VA branch to M&T Bank.

Also approved the removal of James Lindner (Past President)  and Steve Murphy (Past Treasurer) from the account and the addition of Todd Reid (current Treasurer) and Kathryn McConlogue (current President) to the account.

Contact information for all are below.

Todd Reid
331 Old Bailey Lane
West Chester, PA 19382
(610) 730-6697

Kathryn McConlogue
820 Fishing Creek Valley Rd
Harrisburg, PA 17112
(443) 255-3401

Jim Lindner
1832 Duffield Ln
Alexandria, VA 22307
(703) 329-1763

Steven Murphy
4005 Harris Place
Alexandria, VA  22304
(703) 499-4886

Submitted by
Barbara Blue
Secretary

TEAE Annual General Meeting: 2024

15 August 2024

President Jim Lindner called the meeting to order at 6:45pm.
Approximately 55 members were present.

Minutes of Last Meeting

Minutes of Annual General Membership meeting held 23 September 2023 were approved.

Treasurer’s Report 

In summary the club is in a good position financially with a profit for each of the past few years. The membership dues only cover the cost of publishing and distributing the newsletter, so it is important that the yearly United generates additional income.

Membership Report 

The Club currently has 525 memberships. The payment processing service Stripe is now being used instead of PayPal – their rates are better.

Webmaster Report

To reduce the mailing costs for the Rootes Review newsletter there was some consideration given to mailing the printed version only every two months, but the Board ultimately decided not to do this.

Kerch is looking for members to provide unique content for future newsletters. ‘How I Got Involved in Rootes Cars’, ‘Rootes on The Road’, and ‘My Other Classic Car(s)’ are topics of interest. She thanked the Regional Representatives for their regular articles.

Jim noted the posts and responses on the website Forum have recently increased, and expressed his appreciation for member’s participation.

Facebook Report

The Club Facebook page has almost 2,000 members worldwide, and Club members contributions are greatly appreciated. Many users are not club members although Jim regularly requests people join the Club. The August 2024 Rootes Review will be posted there to provide more insight into Club activities. 

OLD BUSINESS 

3 Year Plan

Only three items remain to be completed on the 3 Year Plan initiative. 

  • The first item is Bylaw revisions – to create two more Director positions for a total of nine, and to create a Procedures Manual on ‘how to do things’ which will be separate from the Club Bylaws which will define ‘what needs to be done’. A motion made and seconded to accept the revised bylaws. It was unanimously approved.
  • The second item is revisions to management of the TAC Program – this remains to be done.
  • The third item is Club Regalia and finding a service provider to manage it for the Club. Kerch has investigated Redbubble with whom she has had some good experiences, and will continue to pursue this initiative.

2024 Elections 

There have been numerous nominations for the Director positions and there are nominations for the Treasurer position, but there are none for the President nor Vice President positions. Jim called for nominations from the floor but none were made. Nominations will remain open until 1 November 2024.

Jim reiterated to the audience of the importance of the President position, and stated how much he enjoyed being President and being the face of the Club. It also provides an opportunity to set the strategic direction of the Club and start new initiatives in support of that direction. He highly encouraged someone to take it on, supported by five other past presidents who were in attendance.

United 42

The Board has approved Charlotte, North Carolina as the location for United 42, to take place 18-21 September 2025. The Embassy Suites hotel will be the venue, and there are lots of interesting local attractions to visit. Planning is underway.

SUNI VIII

Planning continues for the next SUNI event in 2026.

Rootes Archive Donation 

Donations will be solicited at the banquet and a check sent to The Rootes Archive from TEAE.

Banners 

The Board is looking into purchasing banners incorporating the new Club logo.

Adjournment 

The meeting adjourned at 7:35pm.

Respectfully submitted
Gary Corbett
TEAE Secretary