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John Lynch
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Ford Lincoln Mercury DD Alumni AssociationMinutes of Board of Directors MeetingAtlanta Airport Marriott t Hotel, College Park, GeorgiaMarch 6, 2008A meeting of the Board of Directors of the Ford Lincoln Mercury DD Alumni Association was held at the Atlanta Airport Marriott Hotel on Thursday, March 6, 2008 @ 8:30 AM. The following individuals were present: Board Members Gus Palmar, President Al Meyer, Vice President Mike Collins, Secretary/Treasurer George Doetsch Tarik Daoud Irving Matthews John Bearce Brack Greer, Past President John Lynch, Executive Secretary Linda Lynch, Spouse of Executive Secretary Ford Executives Jamy Hall Scott Majercik Richard Singletary Arthur Dukes The purpose of the meeting was to conduct the following business. The meeting was called to order by President, Gus Palmar and he welcomed everyone to the meeting. The minutes of the October 21, 2007 Board meeting and October 23, 2007 membership meeting were presented for review and ratification. It was requested that the minutes under Nominating Committee page 7 of the October 21st Board Meeting be amended to clarify that Past Presidents of the Association whether an active or retired dealer will have voting rights at any meeting of the Board of Directors. Executive Secretary Lynch agreed to make the change. After discussion the minutes of both meetings were unanimously ratified, approved and accepted by all the members present. Old Business Sponsor Levels - Executive Secretary Lynch presented a list of revised Sponsor levels and the benefits of each based on discussion at the last Board Meeting. 4 Levels were presented Platinum, Gold, Silver and Bronze. Discussion ensued and the Board elected to form a Sponsor Committee to solicit additional more diverse sponsors and encourage current loyal sponsors to increase their sponsorship contribution. The Sponsor committee for 2008 will be Association President Gus Palmar, DD Director Jamy Hall, Board members Tarik Daoud and Irving Matthews with Palmar acting as Chairperson. Following discussion agreement was reached on the following: · There would be only 3 Sponsorship levels 1. Platinum ($20,000) 2. Gold ($10,000) 3. Silver ($5,000) · Sponsors at the Gold level would not be afforded any podium time or be part of panel sessions. (This would be reserved for Platinum level sponsors.) · Gold Sponsors would have their Company name recognized from the podium, have signage at all functions or their Company name projected on an overhead at meetings and be able to distribute brochures and related material at business sessions. · Silver Sponsors would have signage at all functions or their Company name projected on an overhead at meetings and be able to distribute brochures and related material at business sessions only. (See Sponsor Committee report later in these minutes for further discussion) Alumni Dealer Milestone Recognition – Lynch advised that as discussed at the October 21st Board Meeting certain parameters had been established for the Alumni Dealer Milestone Recognition which would begin starting in 2008, the 35th anniversary of the Association, however there were certain open issues that needed to be resolved. Discussion ensued and agreement was reached on the following parameters: · Dealers with 10 years or more as a dealer who are members in good standing of the Association will be recognized. Recognition will be in 5 year increments thereafter ie. 15, 20, 25 years etc. The date used will be the date the person was appointed a dealer not the date they graduated from the DD program, eg appointed in 1988 – 20 year milestone recognition. DD will supply a list of Dealer appointment dates.
·
A plaque will be given to each dealer
recognizing their accomplishment. · The recognition ceremony will be morning of the first day at 9:00 AM before the spouses leave for the spouse function. ·
Dealer’s Spouses will also be recognized. ·
Group and individual photos will be taken. · A dealer who had achieved a 10, 15 year etc. milestone and is unable to attend the annual meeting will be presented his plaque at the dealership by an Association member. New Business December 31, 2007 Financial Statement – Lynch presented the unaudited December 31, 2007 Financial Statement for review and approval. Membership Dues received to date were $37,200 vs. $34,200 received in 2006. Sponsor income was $100,000 or $27,000 higher than 2005 the last year the Association received full sponsorship funds. (2006 Sponsors were asked only to pay for the expenses incurred by the cancellation of the 2005). The balance of the income was a resort refund from the advanced deposit for the 2006 meeting and interest income from the Association’s Money Market Savings account. (Sponsor income would have been $105,000 however half of Tetra Tech’s sponsorship funds were not received until 2008. It will be reflected in 2008 Sponsor Income.) Expenses for 2007 were considerably higher primarily due to the additional amount ($28,508) the Association had to pay to the resort based on increased meeting attendance and food and beverage costs. Administrative expenses for office supplies, postage and printing were slightly higher due to the Board’s efforts to increase membership. A charitable contribution of almost $3,000 also contributed to the increase. The Association reported a loss of ($1,301) for the year and the bank balance at December 31, 2007 was $15,690 ($1301 lower than the December 31, 2006 Bank Balance). After further discussion the Financial Statement of 12-31-07 was accepted, ratified and unanimously approved by the members present. Year Over Year Expense Analysis - Lynch presented a year over year comparative analysis of meeting expenses over the last nine years. Total 2007 Meeting Expense for 2007 was $234,196 versus $180,144 in 2006. Ford’s share of the expense was 55% versus 60% in 2006 and the Association share was 45% versus 40%. 2008 Meeting Site
and Agenda – The 2008 Annual Meeting will be held at the Hyatt Regency
Scottsdale Resort & Spa, Discussion ensued on the meetings theme, speakers, the golf & tennis tournaments and other agenda items. After discussion the following ideas were adopted: · The Meeting Theme will be “One Ford” in keeping with the Company’s recently announced strategy. · DD Director Jamy Hall with the assistance of Ford DD Coordinator Arthur Dukes agreed to confirm Ford CEO Alan Mullaly attendance and request that he have Executive Vice President Jim Farley join him. She will also extend an invitation to John Noone, Ford Credit, Randy Ortiz, Ford & LM Sales, Jay Davis, FCSD, Peter Horbury or Jay Mays, Product Development-Design, Kim Casiano and Edsel Ford, Ford Board of Directors, Z. Oshaka, Government Affairs and the current Ford Economist to be Speakers. · Director John Bearce agreed to send an invitation to Ford Board Member Jerry Shahem. · Director Tarik Daoud agreed to discuss participation with Jim Vela, Chairman of the Ford Fund to speak on how Dealers can improve their Community Relations efforts. · The Board agreed depending on who accepted invitations and because they could select only one person as key note speaker for Monday their choice would the Ford Economist, first, a member of Ford’s Board of Directors, second and the Government Affairs lobbyist, third. · Secretary Lynch will extend an invitation to former Ford President “Red” and Marion Poling. · A Dealer Panel Session comprised of Graduates and Undergraduates will be conducted again at the Business Meeting on Tuesday morning. Suggested topics would be best practices regarding used vehicles, GPPVS, and after market sales. · The Alumni Dealer Milestone Recognition ceremony will be held at 9:00 AM Monday during the Business Session. · The DD Alumni Membership Meeting will be held at 8:00 AM on Tuesday. Lynch asked the Board that because this was the 35th
Anniversary Meeting whether they wanted to consider giving a memento to the
attendees. Lynch advised that several books had been written in the past by
Ford DD retirees namely “40 years of Lynch advised that former DD Director George Frame had presented a pocket mirrors and a 25th Anniversary golf jackets at the meeting that year. Lynch then presented some other items which he had previously been involved in designing for the organization, a pin and DD Alumni coffee mugs with coasters which were distributed at the 20th Anniversary Alumni Meeting. The idea of the Coffee Mugs is that the gift would consist of two mugs and matching coasters (a right hand and left hand mug) with the meeting date, location and the DD Alumni logo. Whereas the mugs would be functional they could be used for display on a person’s desk. Attendees would get one set of mugs. Cost would be no more than $2,000. After discussion the pin idea was rejected, however the Board agreed that the Coffee Mug set should be given to attendees as a gift to commemorate the 35th Anniversary meeting. Linda Lynch, spouse of Secretary John Lynch advised that whereas the Sunday night welcome reception venue was still in the planning stage, the theme would be “A Night in Venice” to be held outdoors in the Palm Grove on the resort grounds. The resort has six Gondolas and Gondoliers for attendees use during the evening. An Italian menu is planned; appropriate entertainment is still being considered. She advised that she was currently working on a spouse function off site with some local organizations. Monday Night’s Dinner is also still in the planning stage, however she is considering hiring a show band to provide Monday’s entertainment. On Tuesday evening a Hawaiian Luau is planned on the beach at the resort adjacent to the 10 interconnecting pools. Entertainment would be provided by an authentic Hawaiian band and dancers. Contracts are being reviewed. Linda also advised that a Board member spouse breakfast meeting will be conducted again this year on Sunday morning at the resort at the same time as Board Meeting. Undergraduate Dealer Invitation – Secretary Lynch inquired whether the intent was to invite the Undergraduate Dealers again in 2008. The Board asked how many dealers were currently in the DD portfolio and was advised there were 83 active dealerships. Lynch advised that there were only 128 dealers (98 Graduates and 30 Undergraduates) who paid their dues in 2007. (Dues are payable to be a member in good standing and are payable whether a dealer attends the annual Meeting or not.) Lynch advised there were 5 dealers in the current portfolio who attended the 2007 meeting who still had not paid their dues. DD Director Hall advised that DD would ensure that these dues were paid. After discussion it was agreed the Undergraduate dealers would be invited again. Secretary Lynch is to contact DD Managers Singletary & Majercik to obtain a current list of dealers. DD Organization Invitation – Lynch inquired whether the DD Organization planned to hold a National Meeting again in conjunction with the Alumni Meeting and whether the entire DD organization would be in attendance for all three days of the Alumni Meeting. DD Manager Richard Singletary advised that this was the plan subject to approval of funding. 2008 Ford Sponsorship – Lynch asked what the amount of the Ford DD sponsorship funds would be for 2008. DD Director Jamy Hall advised that it would be between $130,000 & $150,000. 2008 Supplier Sponsorship – Lynch expressed concern over Sponsor funding for 2008. He advised that the Association had lost Tetra Tech as a sponsor as the person who was the conduit for maintaining sponsorship had left that Company. He had joined another environmental company, Vertec, Inc. and was trying to get Ford’s Environmental Quality Office to consider using his new Company for Ford dealership work. He advised that he would try to convince Vertec to be a sponsor this year, but could not guarantee it. Lynch advised that he sent a request to Vertec and would continue to follow up. As advised at the October 2007 Board Meeting Lynch was not advised until the 3rd quarter of last year that JW Thompson & Young & Rubicam were combining their sponsorship funds and reducing the amount each Company contributed in the past by $10,000. At the October Board Meeting former Director Ed Witt agreed to contact Young & Rubicam’s Senior Management to determine if the amount could be restored to pre 2007 levels. Lynch advised that he had yet to hear from Ed on Y & R’s decision. Lynch further advised he was not confident that some of the sponsors who had supported the Association in 2007 would be able to continue their support. He advised that the cost of conducting the annual meetings continue to rise. If attendance for the 2008 meeting parallels what it was in 2007 the cost of the meeting could exceed $250,000 a 7.5% increase over 2007. He expressed concern over getting enough sponsor funds this year, but more concerned about 2009 when the meeting will be held at Disney World. From conversation heard from some dealers they plan on bringing their children and members of their extended family. (It maybe necessary to charge family members to attend certain events.) He anticipates that supplier sponsorship funds for 2008 will need to be in the $150,000 to $160,000 range. (See additional comments and discussion under Sponsor Committee). Committee Reports Awards Committee – Director John Bearce spoke for the Committee. He advised that he and other committee members were discussing nominations to present to the Board at the next meeting for consideration for the Rewey Award.(Parameters for the Dealer Milestone Recognition Awards were previously discussed and agreed upon earlier during this Board Meeting). Membership Committee – Director Bearce representing the Membership Committee again recommended that the
Association use a direct mail company to assist in increasing Association
membership. (Lynch had previously investigated using a direct mail companies in
Southeastern Pennsylvania and no one was willing to provide this service. Additional mailings over the last two years have been mailed to former
members who have ceased paying dues without much success). This time Director Bearce suggested
that we solicit a Direct Mail Company to publish the semi-annual newsletter and
contact delinquent former members performing these services in kind (without
charge) in exchange for being afforded the benefits of sponsorship of the
Association thereby reducing the Association’s expenses. Secretary Lynch agreed
to investigate this further. Nominating Committee – Director Doetsch reminded that there are 4 Board Members, whose terms expire in 2008. Board members whose term expires should decide whether they want to be
considered to serve another three year term. Current Board members should
decide who they might want to nominate for a vacant Board position at the next
Board meeting. Sponsor Committee – As previously recorded in these minutes a Sponsor Committee of the Board has been formed. Discussion ensued among the members of the Board based on the new Sponsorship levels and the comments and concerns of Secretary Lynch regarding sponsorship funding requirements for 2008. Following
discussion the following actions were adopted · The Sponsor Committee will endeavor to raise 2007 Silver Sponsors to Gold and 2007 Gold Sponsors to Platinum in 2008. Committee will contact existing Sponsors before 2008 Sponsor Levels/Benefits and Invoices are sent. · Targeted New Sponsors were identified as JmFamily, R L Polk, Automotive News and Kelly Blue Book. · Committee will also contact former sponsor Reynolds & Reynolds and BPG Consulting who has contacted the Association about sponsorship.
· Secretary Lynch will continue to follow up with former President Ed Witt for resolution of Y&R sponsorship funds and Vertec for 2008 Sponsorship. Other Business · Director Bearce requested that pages attached to future Board Meeting agendas be numbered to allow for Board members to more easily follow the discussion. Lynch advised it will be done for the next Board Meeting. ·
Lynch advised that prior to the next Board
meeting that he planned a site visit for the 2010 meeting and was considering · It was recommended that a meeting evaluation survey be utilized for 2008. Lynch advised he would handle. · Director Bearce agreed to investigate whether any Ford NASCAR – Motorsport drivers might be available to attend the meeting. · Director Daoud suggested that Ford consider “branding” Dealer Development. This suggestion was tabled. Next Board Meeting
– The next meeting of the Board of Director will be held at the Chicago O’Hare
Airport Hilton Hotel Chicago, Illinois in the Board Room, Room #2046 at 8:30 AM
on Wednesday, June 4, 2008. A Continental breakfast will be served at 7:30AM. There being no further business to discuss the meeting was adjourned by President Gus Palmar at 11:25 AM. Respectfully submitted John
J. Lynch, Executive Secretary
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