Here are the meeting minutes from the recent November 19th conference call. I want to thank Ron for attending for HDC. I had a conflict that evening. Those of you that asked for the Blue Ribbon Coalition membership deal to last longer got your wish. It has been proposed to run for six months instead of two months. We will have a special phone meeting to vote on the issue tonight. I will post up the results of the vote tomorrow.
It was also interesting that Art Schramm, who had resigned as the Marketing and Sales VP and also quit TLCA, has rescinded his decision and is now back as a TLCA member and a delegate for his chapter (see below for more details). It's hard to keep track of everybody...
Any questions, let me know.
Evan
Here are the meeting minutes:
****************************************************
TLCA Board Of Directors Meeting Minutes, Nov 19th 2009
Bluegrass Cruisers
Capital Land Cruisers
Central Valley Crawlers
Cotton Land Cruisers
Gotham City Land Cruisers
Green Country Land Cruisers
High Desert Cruisers
Jefferson State Cruisers
Lone Star Dallas Ft Worth
Mountain Transit Authority
Rocky Mountain Land Cruiser
Tall Corn Cruisers
The White Trash of Elwood Chapter
Toyota Trail Riders
Toys 4 Fun
Wasatch Cruisers
Washington Timber Toys
President – Jeff Zepp
Admin VP – John Sourbeer
Secretary - Ross Woody
Treasurer – Casey Campbell
Western Rep – Corey Fillmore
--------------
Administrator – Jennifer Lorincz
Advertising – Chris Hatfield
Toyota Trails – Todd Kaderabek
Webmaster – Matt Farr
President’s Report – Jeff thanked all who attended. Discussed that nominations close tonight. Jeff elaborated on how decisions are made (executively, voted by elected BOD and voted on by full BOD). Talked about events and reductions in expenses to keep us fiscally sound. Expressed his appreciation for all you diligently wade through the emails. Discussed making sure that we are clear in our communications both to and from the chapters.
Jeff took a question from Art regarding when decisions need to go to the BOD, and when they aren’t. Jeff gave an example of contractor contracts, and that they aren’t a BOD voted item, but can be discussed by the BOD.
Jeff brought up that Art Schramm quit the MSVP position, and his membership to TLCA. He stated that Art has since rescinded his resignation and re-upped for an additional year. Jeff asked for any concerns to be voiced, no one had anything negative to state. Jeff wanted to make sure that there were no questions regarding his current status. Jeff then asked Art to expand on his membership status, regarding stating that he didn’t want anything to do with TLCA. Jeff opened the floor to comment, and asked if there were any concerns to his being back on the BOD as a delegate.
Merchandise – Jeff is working with the Merchandise committee to restock the TLCA store. Henry Brimmer is printing the Land Cruiser Calendars, and is offering them to TLCA for $17 each (retail is $24). Discussion ensued, including the idea that Brian “Woody” Swearingen isn’t buying them for MUD, and Henry is cutting his run down by half. Much discussion about how long it would take to get them out, what our shipping charges/costs would be, etc.
Casey suggested that we offer him $14 each, as Casey is concerned that there isn’t enough profit margin at $17. His concern is that we are getting them too late to make it worthwhile.
Toyota Trails – Todd stated the Jan/Feb issue should be wrapped up. Casey asked if everything is OK for Kurt.
AVP – Jon said that All-Pak has all of our stuff loaded into their system. Rockvember turnout was about 300 with 2 new and 5 renewals. They also sold $106 in merchandise. Old North State Cruisers were very active in helping TLCA on the event.
M/CIR – Justin apologized being late, fielded some questions from chapters.
Treasurer report – Casey had nothing to add to the email sent to BODreps. Within $7 of budget thanks to cutting costs in spite of $12K less in revenue. Working on next year’s budget.
Admin Report – Jenn stated 3294 members.
Jeff thanked Jennifer for her work and taking flak for some current membership issues.
Advertising – 2 new advertisers – Stockton Wheel and Cruiser Outfitters have both come on for an ad for a year. Jeff asked what the value is for a 1 page ad, Chris said $850. Chris talked about a new relationship with Saddleback Leather, where any purchases via their web banner would return a percentage back to TLCA.
Webmaster – Matt talked about the change over to joomla 1.5 and updates to the template.
BRC proposal - Jeff asked Greg Mumm to speak to the BOD about his proposal. Greg discussed a member incentive program that he would like to run with TLCA. The current program is renew with BRC for $29 and you also get a $25 4 wheel parts discount.
Greg proposed that they would like to extend this offer to TLCA, and discount the BRC cost to $15 and still get the 4WP $25 discount. BRC would do all of the work, setup the ad for publication in Trails of for Flyers. BRC would set up a special webpage for this promotion. Once a week the BRC membership rep would send the membership info to TLCA membership, and BRC treasurer would send a check to TLCA. BRC would do the work, TLCA would share the costs of mailing, Greg suggested that would be $1500 - $2000. BRC would do a bulk rate mailing. BRC would agree to use the Database for only that mailing.
Greg suggested that it needs to happen fast, and that it would be for a limited period. He would like to see it in the next Toyota Trails.
Jeff brought up concerns about our bylaws and SOPS regarding a need to vote on a change to membership costs (to run a discounted rate vs full cost).
Art asked if it was feasible to add a check box to our existing membership form to add joining BRC for an additional $15
Jon asked if there would be any issue to move forward at the $28 (cash) price. Matt suggested that we actually discount to $25 for a total of $40.
Matt then motioned that we discount the membership to $25 for this promotion with BRC. Jeff seconded the motion.
Jon raised a concern that we would need to discuss at the next meeting and would then vote the following meeting which would take two months. Ross corrected that we could vote the following meeting on the proposal.
Greg proposed that he would ask 4WP to extend the promotion period to February if needed.
Ross asked if we could extend the offer of joint membership longer than the discount period, so that we could promote it as a joint TLCA/BRC membership and that if you act before Jan 31, 2010 you also get the $25 card.
Corey asked if we should reduce it farther, and Jeff responded that we have to be concerned with how much room we have in the budget to reduce membership income.
Matt discussed the perceived discount is $5, since the majority use the website to join/renew, even though you can join for $28 by check/money order.
Art suggested that reducing the rate would bring an influx of cash, which should be a good thing.
Ige brought up that we need to know what our fixed costs are, and to make sure that we don’t discount it so far that we lose money with each member through this promotion. She also stated that annual membership discounts can backfire, as people will wait for that.
Ross motioned that we amend motion to have the membership promotion to 6 months with the card as a bonus. Jeff seconded.
Justin asked that we address 1st class mailing costs. Jeff responded that mailing costs for 1st class are billed separately.
Peter asked about Canadian participation in the promotion. Jeff responded that international mailing is a separate line item cost.
Clarification from the floor that a membership discount is only for the joint promotion, and not for general membership.
Jon then asked if we need a fall back motion if we do not pass the motion at a discounted rate.
Jeff then said that the membership drive would be through TLCA. Casey clarified that no, it would be done by BRC.
Western IR – Ran through the Sept expired list.
Secretary report - Nothing
New Business – Close nominations
Western IR - Eric Putnam
Secretary – Ross Woody
International IR – Charla Downey
Josh Boltrek
Eastern IR – Chuck Atkins
EVP – Timm Buchanan
MSVP – open
Old Business – Vote on bylaw changes:
D. To be a "Chapter in Good Standing" the Chapter must comply with the following:
1. Retain all Bylaws clauses from Section C above.
2. Maintain four (4) current members who are TLCA members.
3. Be current on all financial obligations to the TLCA.
4. Submit a Chapter in Good Standing Form yearly or as called for by the BOD. the frequency and deadlines for which will be defined in the SOPs.
F. Responsibilities of Chapters in good standing:
1. Each Chapter is responsible for registering their Delegate or Alternate Delegate including any changes, with the TLCA Secretary, using the Chapter in Good Standing Form.
2. Each Delegate or Alternate Delegate shall be a member of the Chapter they are representing.
3. A Delegate or Alternate Delegate shall only represent one Chapter.
4. Each Chapter shall submit a Chapter in Good Standing Form, yearly or as called for by the BOD. the frequency and deadlines for which will be defined in the SOPs. This Chapter in Good Standing Form shall be submitted to both the TLCA Secretary and Membership Services.
In the SOP
1. Chapter in Good Standing (CGS) Forms must be received by TLCA on or
before May 31 in each calendar year
2. The Chapter in Good Standing (CGS) Form is valid for a period not to
exceed 13 months from the date of receipt by TLCA
No negative votes - Unanimous
Jeff closed the meeting.
It was also interesting that Art Schramm, who had resigned as the Marketing and Sales VP and also quit TLCA, has rescinded his decision and is now back as a TLCA member and a delegate for his chapter (see below for more details). It's hard to keep track of everybody...
Any questions, let me know.
Evan
Here are the meeting minutes:
****************************************************
TLCA Board Of Directors Meeting Minutes, Nov 19th 2009
Bluegrass Cruisers
Capital Land Cruisers
Central Valley Crawlers
Cotton Land Cruisers
Gotham City Land Cruisers
Green Country Land Cruisers
High Desert Cruisers
Jefferson State Cruisers
Lone Star Dallas Ft Worth
Mountain Transit Authority
Rocky Mountain Land Cruiser
Tall Corn Cruisers
The White Trash of Elwood Chapter
Toyota Trail Riders
Toys 4 Fun
Wasatch Cruisers
Washington Timber Toys
President – Jeff Zepp
Admin VP – John Sourbeer
Secretary - Ross Woody
Treasurer – Casey Campbell
Western Rep – Corey Fillmore
--------------
Administrator – Jennifer Lorincz
Advertising – Chris Hatfield
Toyota Trails – Todd Kaderabek
Webmaster – Matt Farr
President’s Report – Jeff thanked all who attended. Discussed that nominations close tonight. Jeff elaborated on how decisions are made (executively, voted by elected BOD and voted on by full BOD). Talked about events and reductions in expenses to keep us fiscally sound. Expressed his appreciation for all you diligently wade through the emails. Discussed making sure that we are clear in our communications both to and from the chapters.
Jeff took a question from Art regarding when decisions need to go to the BOD, and when they aren’t. Jeff gave an example of contractor contracts, and that they aren’t a BOD voted item, but can be discussed by the BOD.
Jeff brought up that Art Schramm quit the MSVP position, and his membership to TLCA. He stated that Art has since rescinded his resignation and re-upped for an additional year. Jeff asked for any concerns to be voiced, no one had anything negative to state. Jeff wanted to make sure that there were no questions regarding his current status. Jeff then asked Art to expand on his membership status, regarding stating that he didn’t want anything to do with TLCA. Jeff opened the floor to comment, and asked if there were any concerns to his being back on the BOD as a delegate.
Merchandise – Jeff is working with the Merchandise committee to restock the TLCA store. Henry Brimmer is printing the Land Cruiser Calendars, and is offering them to TLCA for $17 each (retail is $24). Discussion ensued, including the idea that Brian “Woody” Swearingen isn’t buying them for MUD, and Henry is cutting his run down by half. Much discussion about how long it would take to get them out, what our shipping charges/costs would be, etc.
Casey suggested that we offer him $14 each, as Casey is concerned that there isn’t enough profit margin at $17. His concern is that we are getting them too late to make it worthwhile.
Toyota Trails – Todd stated the Jan/Feb issue should be wrapped up. Casey asked if everything is OK for Kurt.
AVP – Jon said that All-Pak has all of our stuff loaded into their system. Rockvember turnout was about 300 with 2 new and 5 renewals. They also sold $106 in merchandise. Old North State Cruisers were very active in helping TLCA on the event.
M/CIR – Justin apologized being late, fielded some questions from chapters.
Treasurer report – Casey had nothing to add to the email sent to BODreps. Within $7 of budget thanks to cutting costs in spite of $12K less in revenue. Working on next year’s budget.
Admin Report – Jenn stated 3294 members.
Jeff thanked Jennifer for her work and taking flak for some current membership issues.
Advertising – 2 new advertisers – Stockton Wheel and Cruiser Outfitters have both come on for an ad for a year. Jeff asked what the value is for a 1 page ad, Chris said $850. Chris talked about a new relationship with Saddleback Leather, where any purchases via their web banner would return a percentage back to TLCA.
Webmaster – Matt talked about the change over to joomla 1.5 and updates to the template.
BRC proposal - Jeff asked Greg Mumm to speak to the BOD about his proposal. Greg discussed a member incentive program that he would like to run with TLCA. The current program is renew with BRC for $29 and you also get a $25 4 wheel parts discount.
Greg proposed that they would like to extend this offer to TLCA, and discount the BRC cost to $15 and still get the 4WP $25 discount. BRC would do all of the work, setup the ad for publication in Trails of for Flyers. BRC would set up a special webpage for this promotion. Once a week the BRC membership rep would send the membership info to TLCA membership, and BRC treasurer would send a check to TLCA. BRC would do the work, TLCA would share the costs of mailing, Greg suggested that would be $1500 - $2000. BRC would do a bulk rate mailing. BRC would agree to use the Database for only that mailing.
Greg suggested that it needs to happen fast, and that it would be for a limited period. He would like to see it in the next Toyota Trails.
Jeff brought up concerns about our bylaws and SOPS regarding a need to vote on a change to membership costs (to run a discounted rate vs full cost).
Art asked if it was feasible to add a check box to our existing membership form to add joining BRC for an additional $15
Jon asked if there would be any issue to move forward at the $28 (cash) price. Matt suggested that we actually discount to $25 for a total of $40.
Matt then motioned that we discount the membership to $25 for this promotion with BRC. Jeff seconded the motion.
Jon raised a concern that we would need to discuss at the next meeting and would then vote the following meeting which would take two months. Ross corrected that we could vote the following meeting on the proposal.
Greg proposed that he would ask 4WP to extend the promotion period to February if needed.
Ross asked if we could extend the offer of joint membership longer than the discount period, so that we could promote it as a joint TLCA/BRC membership and that if you act before Jan 31, 2010 you also get the $25 card.
Corey asked if we should reduce it farther, and Jeff responded that we have to be concerned with how much room we have in the budget to reduce membership income.
Matt discussed the perceived discount is $5, since the majority use the website to join/renew, even though you can join for $28 by check/money order.
Art suggested that reducing the rate would bring an influx of cash, which should be a good thing.
Ige brought up that we need to know what our fixed costs are, and to make sure that we don’t discount it so far that we lose money with each member through this promotion. She also stated that annual membership discounts can backfire, as people will wait for that.
Ross motioned that we amend motion to have the membership promotion to 6 months with the card as a bonus. Jeff seconded.
Justin asked that we address 1st class mailing costs. Jeff responded that mailing costs for 1st class are billed separately.
Peter asked about Canadian participation in the promotion. Jeff responded that international mailing is a separate line item cost.
Clarification from the floor that a membership discount is only for the joint promotion, and not for general membership.
Jon then asked if we need a fall back motion if we do not pass the motion at a discounted rate.
Jeff then said that the membership drive would be through TLCA. Casey clarified that no, it would be done by BRC.
Western IR – Ran through the Sept expired list.
Secretary report - Nothing
New Business – Close nominations
Western IR - Eric Putnam
Secretary – Ross Woody
International IR – Charla Downey
Josh Boltrek
Eastern IR – Chuck Atkins
EVP – Timm Buchanan
MSVP – open
Old Business – Vote on bylaw changes:
D. To be a "Chapter in Good Standing" the Chapter must comply with the following:
1. Retain all Bylaws clauses from Section C above.
2. Maintain four (4) current members who are TLCA members.
3. Be current on all financial obligations to the TLCA.
4. Submit a Chapter in Good Standing Form yearly or as called for by the BOD. the frequency and deadlines for which will be defined in the SOPs.
F. Responsibilities of Chapters in good standing:
1. Each Chapter is responsible for registering their Delegate or Alternate Delegate including any changes, with the TLCA Secretary, using the Chapter in Good Standing Form.
2. Each Delegate or Alternate Delegate shall be a member of the Chapter they are representing.
3. A Delegate or Alternate Delegate shall only represent one Chapter.
4. Each Chapter shall submit a Chapter in Good Standing Form, yearly or as called for by the BOD. the frequency and deadlines for which will be defined in the SOPs. This Chapter in Good Standing Form shall be submitted to both the TLCA Secretary and Membership Services.
In the SOP
1. Chapter in Good Standing (CGS) Forms must be received by TLCA on or
before May 31 in each calendar year
2. The Chapter in Good Standing (CGS) Form is valid for a period not to
exceed 13 months from the date of receipt by TLCA
No negative votes - Unanimous
Jeff closed the meeting.
