BOARD MINUTES

2007 NCMA Board Meeting – Savannah, GA

May 8, 2007
Attendees:
Ron Kimmel, Mark Richardson, Bob Waibel, Allen Kekel, Mark Seng, Loanne Papas, David Haun, Carle Grabowski, Chris Nierintz, Milt Grimes, Jeff Chalfin

Minutes:

Meeting Opened – 12:00 PM EST

At the Conference we held elections for two open board positions.  Chris Nierintz was elected and will serve a one-year term and Jeff Chalfin was elected to serve a three-year term.  With Chris’ appointment as Board President, he will serve an additional year as Past President.

We agreed to the following board assignments:

President – Chris Nierintz
Executive Vice President – Carle Garbowski
Vice President, Conference Services – Milt Grimes
Vice President Membership – Loanne Papas
Vice President Publicity – Mark Richardson
Treasurer – Ron Kimmel
Secretary – Bob Waibel
       

Board of Governors:

Web Catalog Judging – Jeff Chalfin
CD Catalog Judging – David Haun
Paper Catalog Judging – Allen Kekel
Past President – Mark Seng

New Business:

 Mark R. will prepare press releases to announce catalog award winners and announce the new board.

David will provide Jeff with the Web catalog judging criteria.

The board was asked to submit suggestions for improving the Conference.  One suggestion mentioned at the meeting is to set up the table for the poker players group in the back of the hospitality suite so that visitors don’t see the poker game as they enter the suite.

Allen will join the “Senders” group and act as the liaison to the board. 

Ron recommends that we continue to give catalog judges a $100 gift certificate.

We discussed the dates for our January meeting in Tampa and agreed on Sunday the 20th through the 22nd.

Chris will assemble the comments and suggestions for improving the conference and set a post-conference conference call.

Bob will update the board cell phone number list.

At the Conference business meeting, the NCMA membership voted on a proposal to join with the AAIA as a segment group of the AAIA.  The proposal passed with 61 members voting for the proposal, 4 members opposed to the proposal, and 10 members abstaining.  Mark R. will get a press release out on this topic as soon as possible.         

Meeting closed @ 1:30 PM EST

Next scheduled meeting: June 27th 8:30 AM – 5:30 PM & 28th 8:30 AM – 1:00 PM, at the AAIA headquarters, Bethesda, MD

2006 NCMA Board Meeting – Phone Conf.

April 5, 2006

Attendees:
Tim Hardin, Chris Nierintz, Karen Neal, Ron Kimmell, Mark Seng, Mark Richardson, Bob Waibel, Jason Homenick, Scott Huston, Loanne Papas

Absent: None

Minutes:

Meeting Opened –11:00 PM EST, Apr. 5th          

The agenda for this meeting was to discuss any open topics regarding the conference.

The first topic was the status of catalog judging and data excellence awards.  Jason reported that the paper catalog judging is complete.  Final results for the web and CD catalogs should be in within a few days.  We are still awaiting the data excellence award winners from AMS, NAPA and Wrenchead.  Mark S. will contact the companies that have not submitted their award winners.

The next topic was the golf outing.  Scott has Hilton shuttle buses lined up for transporting everyone to the course.  We will not be able to have a shotgun start, so the buses will leave the hotel at 6:30 for the first tee time at 7:15.  Scott will arrange to have the hotel open their restaurant for the golfers; or, he will have a continental breakfast set up at the clubhouse.  Tim will get the final list of golfers from Corlan, and send everyone an email notice of the 6:30 departure.  Scott will also have the hotel desk clerk give anyone checking in on Friday a note regarding the departure time.  Scott will pick up the gift certificates needed for the outing on Friday.  Alumiware will sponsor five holes; and, the holes will be set up in consecutive order on the course.  Prizes will be awarded for first, third, last place, closest to the pin, and longest drive.  For recognition as the golf outing sponsor, the Technologue logo will be printed on an item (i.e. towel) given to each golfer.  Scott will make arrangements to have this item ready for the outing.  Tim will set up the foursomes and notify them.  Tim indicated we will need about ten dozen golf balls for the outing.  Everyone is encouraged to bring balls.

Scott Luckett and Corlan Budd joined us to give an update on the registrations that have been coming in.  Karen has contacted members who have registered for the conference; but have not paid their membership dues.  Karen will make sure we have the name badges, holders, etc. for the conference.  Power Systems Research has offered to supply the lanyards.  Chris has sent one roll of two different colored tickets for the dinner and reception to Karen.  Ron will bring a printer for printing name badges for last minute attendees.  Chris informed us that Power Systems Research will supply the lanyards for the badges.  Two vendors that verbally gave notification that they will attend have not registered.  Corlan will be on the lookout for their registrations.

Scott indicated that he has cleared up the confusion on hotel rates.  The rate the hotel will charge for a single room will be $149 per night.  As of April 3rd the hotel reported that attendees have registered for 750 room nights.  We were contracted for 550 room nights.

We have three golf holes and the Sunday breakfast sponsorships open at this time.  Scott will contact Pricedex to see if they are planning to come; and if so, take one of these open sponsorships.

Everyone was again encouraged to bring items for the auction and raffle.  We will buy some items for the auction on site.

Scott reported that the 2007 conference site will be Savannah, GA, and the 2008 site will be Tampa, FL.  The 2009 site has not been selected.  Two locations high on the list are Long Beach, CA and Las Vegas, NV.  Over the next three years AAIA has scheduled their committee meetings at times that are close to, or overlap our traditional NCMA conference time during the first week in May.  Consequently, we will schedule these conferences a little later in May.

Tim held a phone conference with the conference speakers and the Knowledge Session presenters.  They coordinated the topics and content of each session to eliminate redundant topics and to assure better coverage of all the intended subjects.

Scott reported that he has made arrangements for Audio/Video equipment.  He used the equipment records from last year as a guide for this year’s conference.  We discussed the need for two lapel microphones for the general sessions.  Scott also made arrangements for a photographer at the conference.  Loanne will bring her camera for additional, backup photos.

Mark R. will send all registered vendors a list of the companies that will be exhibiting in the trade show.

Chris will send the conference pocket guide to Adair for printing.  Tim will contact Adair for an electronic file of last year’s vendor guide; and, forward it to Chris.  Chris will update the vendor guide for this year’s conference and send that to Adair for printing.

The next phone conference meeting is scheduled for April 20th, at 11:00 AM EST.

Meeting closed at 12:15 EST.

2006 NCMA Board Meeting – Myrtle Beach, SC.

Jan. 12 & 13, 2006
Attendees:
Scott Huston, Karen Neal, Ron Kimmell, Mark Seng, Mark Richardson, Bob Waibel, Jason Homenick, Loanne Papas, Chris Nierintz

Absent: Tim Hardin

Minutes:

Meeting Opened –8:00 AM EST, Jan 12

Reviewed the meeting minutes from December.  The minutes were accepted without changes.  Motion to accept Ron, second Lo Ann.  Motion Passed.

Developed the following agenda/topics for discussion:

Hall of Fame
Catalog Guidelines
Board Vacancies
Name Change
Vendor Membership
Directory Enhancement
Future Conference Location – ‘07
NCMA Directory Enhancement Proposal

• Early dues solicitation and cash investments have contributed to an increase in our asset position when compared to this same period last year.  We have $15,062 more in Dec 2005 than we did in Dec 2004.  This is the best position in the organization’s history.  We have the assets to cover all the expenses of a full conference.  This has been a goal of the organization.
• As of Dec 31, 2005: Total Current Assets - $166,507
• Total Liabilities - --
• Total Net Assets - $166,507
• Total Liabilities & Net Assets – $166,507
• Total Revenue - $23,159
• Total Expenses - $300
• Change in Net Assets – $22,859
• Net Assets, Beginning of the Year – 143,648
• Net Assets, for month, ending Dec 31, 2005 – 166,507
• Motion to accept Scott, second Karen.  Motion Passed.

• Paid members to date: 105.  Karen will prepare a list of the unpaid members.  That list will be divided among the board members; and they will make calls to solicit payment.
  
• Karen will send a paper reminder, followed by an email reminder, and then we will make the calls.
  
  
• Some email addresses need to be updated.
  
  
• Karen sent a letter to those applicants that do not qualify for membership (i.e. vendors), rejecting their applications. 
  
  
• We will review conference registration applications and screen out exhibiting vendors.  They will be given “guest” status credentials at the conference.
  
  
• Karen suggested that we give new members a “certificate of membership” along with the welcome letter.  Everyone agreed this is a great idea; and, one will be designed for future use.
  
• It was suggested that we should solicit new AAIA members for membership in the NCMA.  Karen will find the AAIA new member listing and send solicitations.
  
  
• Karen will coordinate with Chris on preparing Conference registration materials, name tags, etc.
  
  
• Motion to accept Ron, second Chris.  Motion Passed.

• The website has all the NCMA meeting minutes and other materials up to date.
  
• The Newsletter will be updated with the information from this meeting and published the week of January 16th.
  
  
• Mark will add a link to the conference hotel’s website on the NCMA website.
  
  
• Motion to accept Karen, second Bob.  Motion passed.

• Chris’ work on the Conference is summarized below.

• Future Site Location: Scott presented his research on future Conference sites.  The research shows that the NCMA is large enough to be considered a “medium” size conference.  We gave Scott direction to select from his list using the following criteria: Easily accessible by air.  Room rates less than $160 per night.  Locations willing to give as much as a three-year contract.  Scott will select a potential site(s) and a contract proposal for Wed., Jan. 25th.  The board will review and approve the Conference site contract.  Chris, Scott, Mark S. and Ron will work out a 2007 Conference budget.

• Jason sent a letter to all members asking for catalog entries.
  
  
• The following people will be the paper catalog judges: Jason Homenick, Canadian Tire Corporation, Allen Kekel, The Timken Company, Bryan Clements, Dayco Products, LLC, and David Booker, Standard Motor Products, Inc.
  
  
• Jason will schedule a phone conference with the judging team to discuss the schedule and judging criteria.  Scheduled to have judging done by the first week of March.
  
  
• Jason will prepare a hard copy letter reminding members to enter their catalogs.  This letter will be mailed by Chris/Pep Boys the week of 1/20/06.  Email reminders will be sent 1/1606 and 1/30/06.
  
  
• The judging criteria and scoring matrix will be added to the NCMA website and included in the hard copy mailing.  This year the scoring will be reported at the item level vs. the page level report given last year.  The winning score will be given so that entrants can make a comparison with their scores.
  
  
• After some discussion we agreed that the web and CD catalog judging criteria need to be detailed much like those for paper catalogs.
  
  
• Mark R. has taken an action item to get the web and CD judging criteria loaded to the NCMA website.
  
  
• We discussed the catalog standards and the majority agreed that the standards have been in place a long time; particularly the paper catalog standards.  And, we are unsure that catalogs made to the standards will meet the needs in the marketplace today.  Ron made a motion to set aside funds (up to $5,000) to do a study with counterpersons to determine if our web, CD, and paper catalog standards meet the needs of the counterperson.  Survey participants will be given a chance to win a trip to the next NCMA conference.  Second Mark R.  Motion passed.
  
  
• Mark R. will contact “Counterman Magazine” to see what publicity we can get through their magazine.

Loanne

• Loanne has judges in place and will coordinate the CD catalog judging.  Results will be submitted by the first week of March.

• No report.
• Motion to accept BOG reports Bob, Second Chris.

• We discussed the need for a Board of Director’s folder/link on the NCMA website; where all job descriptions, forms, templates, and form letters, etc. used by each board position will be kept.  This link will be password accessible to Board Members only.  This folder will facilitate the transfer of materials, give position responsibilities, and improve continuity when members assume a new board position.  Mark R. will contact the AAIA to get this set up.
  
  
• There will be six openings on the Board to be filled at the next Conference.  Mark Seng will add an article to the next newsletter asking any interested members to contact him for additional information.
  
  
• Mark Seng will prepare a board position roster that lists board positions and terms.  He will get this posted on the NCMA website.
  
  
• The organization name change has been tabled for the new board’s review.
  
  
• Tim will head up the Hall-of-Fame and Distinguished Service awards program.  Tim will find potential nominees and present them to the board for selection.  If an award winner is selected, Tim will coordinate the awards presentation at the Banquet Dinner.  Loanne and Tim will develop a historical list of past Hall-of-Fame and Distinguished Service award winners for the NCMA website.
  
  
• We reviewed a proposal, given to Mark Seng by Multview, for enhancing the NCMA membership directory; whereby “vendor companies” can add advertising content to their company’s listing.  Multiview will have added costs to update and maintain this directory content.  We discussed how these costs could be compensated to Multiview and/or passed along to the vendor companies.  We agreed that exhibiting companies would pay a one-time $100 fee for these directory enhancements.  Non-exhibiting companies will pay a one-time fee equal to the fees charged for exhibiting at the Conference.  The NCMA would compensate Multiview by giving them a Monday morning breakfast sponsorship at no charge (a $750 value).  Mark will review this with Multiview and report back to the board.
  
  
• Mark Seng will send a letter to vendors soliciting gifts for the fundraiser auction.  Mark R. will include an article in the newsletter reminding members to bring gifts for give away at the tradeshow.

Following is the Conference Events Schedule developed at this meeting.

Saturday, April 29:

• Golf Outing: 7:30 AM – 2:00 PM – Various Board Members will help.
• Registration: 3:00 – 5:00 PM - Chris & Karen
• Reception: 5:30 – 7:00 PM – Outside/Poolside.  Give legal, anti-trust statement, open board nominations.
• Hospitality Suite: 9:00 – 11:00 PM – Mulligans

Sunday, April 30:

• Registration: 7:00 – 8:00 AM – Outside Ballroom
• Continental Breakfast: 7:00 – 8:00 AM – Outside Ballroom
• New Member Orientation: 7:15 AM – Karen, Links Room
• General Session:  8:00 – 11:00 AM - Ballroom
• Opening Comments
• Scott Luckett
• Category Management
• Polk, Wards, NPD
• Knowledge Session Subjects/Locations: PIES, ACES, & Category Management.  Arcadian & West Ballroom.
• Knowledge Session: 11:00 AM – 12:00 PM
• Lunch: 12:00 – 2:00 PM
• Knowledge Session: 2:00 – 3:00 PM
• Knowledge Session: 3:15 – 4:15 PM
• President’s Dinner & Auction: 6:30 – 9:00 PM – Outside
• Hospitality Suite: 9:00 –11:00 PM - Dunes

Monday, May 1:

• Reistration: 7:00 – 9:00 AM Chris & Karen, Outside Ballroom
• Continental Breakfast: 7:00 – 8:00 AM
• Vendors Trade Show Set-Up: 8:00 – 12:00
• General Session: 8:00 AM – 12:00 PM
• Opening Comments: 8:00 – 8:15 AM
• Updates: 8:15 – 9:45 AM – Activant, Advance, AMS, Wrenchead
• Break: 9:45 – 10:00
• Image Standards: 10:00 – 10:45 AM – Pat Weilmeier, Solenium
• (Speaker/Subject TBD): 10:45 – 11:15 AM
• Automotive Data Visioning Initiative Update: 11:15 – 11:45 – Bob Moore
• Catalog Judging Update: 11:45 AM – 12:00 PM
• Lunch: 12:00 – 1:30 PM TBD, Ballroom Area
• Trade Show: 1:30 – 4:30 PM
• Dinner: On own
• Hospitality Suite: 9:00 – 11:00 PM – Dunes

Tuesday, May 2:

• Continental Breakfast: 7:00 – 8:00 AM
• General Session/Business Meeting (Restricted Access): 8:00 – 11:30 AM – Ballroom
• Opening Comments
• Treasurers Report
• Roundtable
• Break
• Vote for Board
• By-Law Discussion
• Lunch: 11:30 AM – 1:30 PM – On own
• General Session (Cont’d): 1:30 – 4:00 PM – Ballroom
• Election Results
• Updates:
• AutoZone
• Canadian Tire
• CarQuest
• CSK
• Break
• Updates:
• NAPA
• Pep Boys
• Closing Comments: 3:30 - 4:00 PM - Mark Seng                                                                            
• Reception/Photos: 5:30 PM - Boardroom
• Banquet Dinner: 6:00 – 9:00 PM – Dunes

Next Board meeting (phone conference): Feb. 15th 11:00 AM EST.

Meeting closed @ 5:30 PM.