2011 Feb

 

Feb 2011

 

Roll Call:  Joe, Coop, Judith, Dave, Tom, Charlotte, Howard, and Donnie were present at the first half of the meeting.

 

We voted to have Tim move to a position on the Board.  And he joined us at this point.

 

We then interview Cathy Smith.

 

Next order of business was to vote for Tim’s replacement.  Sonya was elected to fill that post. 

 

We then talked about the other candidates and decided to ask them to join the support team so that they could work with us and we could see where they fit.  We will be asking all the support team to help out at van judging at the Nats.  Art will work on the mailing list.  These support team members will be encouraged to come to our meeting and participate in the discussions.

 

We discussed the use of our Trademarked wording and our logo.  It was decided that from now on we would inspect all things using our logo, etc.  Anyone (club, individual, etc.) who wishes to use our Trademarked wording or logo must submit a proposal in writing to the board.  We will after examining the items or artwork either approve or deny the use.  Upon approval by the board a contract will be signed and 10% of retail sales will be paid to the National Truckin Board® for the use of our trademarked items.  This is the only way we can protect our Copyright.

 

At 5:20 the meeting was opened to the alternates and the public.  Those present were Geoff, Virtual, Chooie, Art, Henry, Brad Phillips, Ed Lamoth, Kathy Smith, Billo, Dimples, Fred and Alma Independents form CA as well as the those mentioned above.

 

We got a request to address the issue of drug paraphernalia on display to the public at the Nationals.  We have already addressed the issue in the How to Book we just need to reinforce what we have.  Word it more strongly.  State by state the law is different.   

 

Coop: Change the words Buck a Truck to something like Royalty.  A discussion about changing it to a percentage instead of a flat fee was made but we agreed that it was better to leave it a flat fee.  We voted to change the wording to trademark licensing fee. Change contract and how to book.

 

All but one of the last several years Host have showed a profit why can’t they use this to invest back into the Nationals.  Dave, the money has been reinvested into the next event by most clubs.  We will put the wording into the book that we strongly recommend that the host club pay it forward. 

There have been different items pay for at different times by the Nats Board® such as bands.  We have not helped everyone but will if we are asked.  We need to do this on a Case-by-Case basis.  We should be able to raise money to help ourselves. 

 

We talked a little about loans to host clubs.  Kathy said that there has to be a vested interest on the borrower’s side.  If people think “it’s already paid for then the interest in paying it back is lost. 

 

Joe suggested that one way to promote the Nationals® is to send out a post card in the middle of the year to update what is going on.  The cost of the post card is $40.00. The cost to mail would be $280. We voted to round that up to $500. On the card will be a note that if you bring the post card to the Nats you will be eligible for a special prize.  Vans on the Run will give us all the post card they collect so that we can see how it worked.   Dave made the motion.  Seconded by Tim.  Joe has spoken to Art and he will give us their mailing list.  I spoke to John and we will get a mailing list from NY within the next month.  A suggestion was made that clubs who host an event put out mailing labels and have their participants fill them out and send them to Coop.  If your council has a mailing list, we would appreciate it.    We already have the provision in our contract that we be given the mailing list but have not enforced it.  We will now do so.

 

Dash plaque.  The directions for our dash plaques have not been followed.   Coop has found a vendor that will supply them in the correct format.  After some discussion it was decided that we supply the artwork for the Nationals® and have the dash plaques made.  The host club would then be billed for the dash plaques and pay for them upon receipt or at least 60 days prior to the event.  Howard made the following motion and Tim seconded.  The National Truckin board® will supply at manufacture cost a sufficient quantity of dash plaque to be paid for by the Host upon delivery.   All were in favor, so this passed.

 

Joe mails out flyers to all the magazines on his list.  He would like help with the postage for his mail out.  All were in favor, so this passed.  Joe will send a bill to Lynn and he will pay it.

 

Lights for bright and shine workers: They need head lights to be able to do the job. Judith has purchased them and will be paid for the lights. The judging sheet needs some work, so a motion was made by Howard that Judith and Tim revised the sheet and present it when it is ready. Howard seconded.

 

Steve found some childes battery operated lanterns he will donate them to Vans on the Run for the kid’s area.

 

Charlotte offered to do an afghan if we needed to do a fund raiser.

 

Charlotte has been on the board 20 years as of this meeting.  Joe and Howard have been on 22 years.

 

Dave let everyone know that Washington county has penciled us in for each July so we do have that as well as Altamonte to fall back on if we should ever need it.

 

Donnie:  They are rebuilding the Wyandotte county fairgrounds.  Would we come back again to Kansas and doing the speedway. 

 

There has been a request from the folks on Vannin.com to revisit the idea of vans being towed in with a motor home.  It has already been set that you can come in to the event with your motor home and van and park the motor home outside the gate or in the host club area.  If you come in a motor home and no van you will not be allowed in to the event.

 

Coop said they do not have an area that the motor homes can be parked outside this year, but they could possibly with prior contact park with the host club if they bring their van as well as the motor home.

This is the host club’s prerogative.  We have tried to accommodate the motor home/van owners when possible.

 

Dave motioned and Howard seconded that the meeting be closed, and we will see all of you at 1:30 tomorrow.  Bids will be presented at 2 PM.

 

Treasurer report: Lynn handed out the treasury report.

 

Steve:  Would like a minute to discuss our trademarks.  Their Definition, registration and permissions and assignments

 

Steve makes a form for the use of service/trademarked items.  These are two different items.  Lynn and Tim explained that if it pertains to our events.  It is ours.  If it points to our event it is ours.

 

Wisconsin Dairyland Vanners Inc.  Proposal for the 2012 Nationals®. The Chairpersons are Taz, Little Ed, Bucko

To be held at Walworth County Fairgrounds Elkhorn WI.  We watched a video of the grounds and they explained as they went along.

 

They were asked if they had a place to put motor homes if they were pulling a van.  They said they did.

Dave:  We need to table the motor home issue till they are finished with the proposal.  We will then address the problem and get them back to them this weekend. 

 

They asked if they can we show our vans.  Some people want to join want to show their vans.  There could be a separate show of the host vans with people’s choice.  There is nothing in the contract that they cannot show their own vans. 

 

Proposed budget.

 

Budgeted for 400 vehicles.  Price of the event $55.00 pre-reg.  $65.00 gate.  Trailers $15-20. up to them

 

No decision on golf carts yet.  ADA with your own cart insurance and lights must be allowed.

 

If we provide you with a template for a budget can you provide us a proposed budget?  Yes

 

Dave:  Having hosted many truckin in the past when you host a Nats® it is a little different.  Make sure the people living around her know what is going on before hand.  Make sure the local businesses know that we are coming so that they are prepared.

 

Report from NY Nats®

 

John and Vickie:  Good things at the Nats®.   There was enough time to get it together.  Conformation letters were sent as soon as they received a prereg.  Able to utilize goggle earth to conform addresses when it was not printed clearly.  They have seed money as a group.  Joe had said he would be reregistered all the members, but the group voted not to do this.  Instead, they will be giving Vans on the Run a check tomorrow at the meeting.  This is the way they will pay it forward.

They thought they could have had a better event if them would have been more structure meeting and a better list of who does what.  Vikki they should have had more meeting to get thing nailed down. More organized. 

Could we have done more to help them?  They wished that they had had more info about the vanning night in or out. They lost money on this venture. They also lost money on ice. 

They have now reformed, and you can find them on Wnyvansinc.com.  They will be hosting a warm-up for those coming to OH this year at you can find the info on the web page.

 

Motor homes pulling in a van, parking in a area outside of the main area.

Charlotte we are getting older and may need the comfort but keep it separate.

Parking them over there outside the event area is fine.  Howard, we may have to address this again later.

Billo all grounds may not have the area.

Joe, we need to keep it how it is.

Chooie must bring a van but have an area set aside for them.

Steve let them in separate. Vanning has evolved from more than just the van to tarps, popup.

Dimples.  Must have an area for them separate.

Coop if you have a van park separate.  If you don’t have a van, why do you want to be there?

Tim when I first started vanning came in our vans, put up a tarp and partied.  If they come to the Nats® pulling a van they must take the van with them when they leave. 

Sonya spent a couple hours talking about this and 30 years go.  If they are in the motor home is in the middle, we have lost sight of the van which is what its all about.

Dave agrees with Sonya and think we need to think about where we have it.  Keep them separate.

Cannot have the attendance go down and give what people expect.

Tom separate the Motor homes from the van.  Keep us alive in vanning.

 

Is it possible to be a buffer with the motor, what do you charge.  It is up to the host and the grounds.  You charge twice. 

Dave: To those who say if motor homes come I’m not

Joe:  Dave is right.

It is up to the host club when to determine the price.  This will not be put on the flyer.  If they need to bring a motor home pulling a van, they need to contact the host club to see if they have a way to accommodate them.

 

5-wheel trailers pulled in by trucks prior to the event.  Since this is a warm up, we have no control.  They can not be pulled out until the event is over.

Dave makes the motion that after the official start of the Nationals that no pickup is allowed on the grounds. 

 

Coop has dash plaques, sticker, trophies, etc. already and they are paid for.  

Club has a wholesaler trophy account.  The least amount $6000.  in the last several years.  They are getting theirs for about $1800.

 

$95. for port-a-Johns per week.  Cleaned once a day.  Tue through Sunday

They are working on a Wii hot spot. 

Thanks to Virtual who set up for Vans drag racing on Wednesday night at   National Trail Raceway 7 pm

Having a slut buss.  Donated by the tractor dealer.  They will have Slow drags and possibly a burn out.