2008 COUNCIL OF COUNCILS MEETING Holiday Inn Cocoa Beach Oceanfront Resort Cocoa Beach, FL 9 February 2008 Brian Walker called the meeting to order, welcomed the reps and thanked Florida Van Council (FVC) for hosting this event. A motion by Ma to waive reading of the minutes of the 2007 meeting was carried by a unanimous voice vote. Brian introduced the Council of Councils (CofC) Board. Gomer was not present. Cari Patton and Judith Pilon, from the host council, welcomed the reps to Cocoa Beach. The NATS Board members were introduced. At this point the roll was taken, and each council rep introduced his council. Brian asked each council to give an estimate of how many members were in the council. There were 30 councils in attendance at the meeting. Bid to host the CofC meeting in the Year 2009 was presented. Independents, Colorado, Arizona, Nevada (ICAN) made a bid to host the 2009 meeting on February 20 - 22, 2009 at the Embassy Suites (across from the Hard Rock Café) in Las Vegas, Nevada. Room rates are $100/night, which includes a free breakfast and Happy Hour. The hotel does provide a shuttle to and from the airport. The daytime temperature in Las Vegas at that time of year can be anywhere from 50 degrees to 80 degrees. There should be lots of airline flight specials to Vegas. Brian said, "Since there are no other bids, we're going to Vegas in 2009." ICAN will have a website up and running within 30 days. There will be a link to the website on Vannin.com. NATS Board. Joe Madonia wants to get together a list of local publications that take our flyers, photos & write-ups free to let them know that vanning is still alive. Howard said he wants to have a book like the NSRA, and, maybe a page on the website called "Vanners Helping Vanners". Vanners could put their name and contact information in case other vanners broke down, needed help, or just a stopover on a long trip. Each vanner would put in what help he or she is willing to provide to the book/website page. Judith noted that the new website for the NATS Board is www.vannationalsboard.org, and they have t-shirts available this weekend commemorating 35 years of National Truck-ins. Geoff said we need more details on fallen vanners. Update on the 2008 National Truck-in: Steve Ashley (Mid America Street Van Association) spoke about the 36th Van Nationals at Altamont, IL coming July 16 - 20, 2008. The website is www.36thvannationals.com. He noted that NOVC, the host of the 35th Van Nationals already have 61 of their vans pre-registered for the 36th Van Nationals. Total pre-registrations to date are 184. They will open the grounds at 12 noon Sunday for the pre-party. The grounds will be open at 12 noon Wednesday for the event. They have new electric, and are working on the water. There are a number of vanning events within a 5 to 6 hour drive on the weekend before and the weekend after the 36th NATS. They will have a slut bus to get around the campground. They have contracted a helicopter to get an aerial shot of the first 136 vans. And there will be time set aside for a tradable session. Scheduled Topics: Renting showers/Trailers for the Nationals. It was noted that the expense of renting shower trailers was too high. But, you can rent a Port-A-John. Is it right not to follow tradition & have a Mr. & Mrs. Van Nationals contest? The answer was, "Yes. Those details are up to the host council." How to conduct altercations at vanning events / Nationals. The group concluded that this submitted item really meant, "How to tactfully shorten and diffuse altercations and other potential disturbing events at vanning events / Nationals." Judith suggested that ICAN, the host of the 2009 CofC Meeting in Las Vegas, host a seminar on this topic at the 2009 CofC meeting. One rep suggested that the best approach is to work with the local police and sheriff's organizations. Let them know what's coming and tell them we'll keep things in order, but would appreciate them having a presence just outside the gate. That way, they could be called in if their presence was really needed. Just the realization that the sheriff is just outside the gate would give the host club/council some real negotiating power to tactfully resolve any situation that might turn into an altercation. Kathy Willis said that it would also help to have at least one security person on each shift who is totally sober to diffuse any potential altercations. Discussion on prices of events must go up - it's 30 years later. There was very little discussion on this topic. Everyone seemed to agree that event prices pretty much have to go up, consistent with inflation. Clarification of possible $10 admission for council's party. This topic is a carry-over from the following motion at the 2007 meeting: [At the end of the discussion, the following motion by Judith (with a second by Cathy Smith) passed with one Nay vote: "Host councils for the CofC meeting have the option to charge up to $10 per person to attend the event. That would give them a "party pass" to all activities for the weekend."] Bucko said it's not that hard to get up-front money, so you don't have to charge $10 admission to the CofC party. Jack (from ICAN) said that one hotel they checked on wanted $3000 for a meeting room and another $3000 for the band/party room. They didn't go with that hotel. Ma, from Northwest, said that the CofC meeting has become a "Winter Nationals." Judith noted that each hotel has different rates and different rules, so you have to shop around. A comment from the crowd indicated that the band at this event, "Crash Rocket" is excellent. It was also noted that, whether or not open alcohol containers are allowed is up to the state liquor laws, not the hotel, or the host council. Cari noted that this hotel "nickel and dimed us" like you wouldn't believe. They charged us for setting up the tables, they charged for the dance floor in the party room, the riser the band played on, and $50 per bartender for the cash bar in the party room. All that, in addition to the charge for the room. Kathy Willis noted that is the reason you should support the host council for the next CofC meeting when they sell raffle tickets, etc. After all, you're really supporting an event you'll be attending. Jeanne noted that you could get more support from contributors if the same individual approaches the contributor each year, and not have a different person make the contacts. Keep the same contact person from year to year. At this point Ray Whitley aka "Desperado" noted that he is the permanent NATS Board contact point for folks trying to get good goodie bag stuff for the NATS. Also, vanners can contact him about getting stuff for club and council events. His card is on the NATS board website, www.vannationalsboard.org under "Members." Cari, V.P. of FVC, asked reps to send a "Thank You" note to Royal Batteries for their support. They are the ones who financed the airport shuttle for us this weekend. Their address is in the center of the "bible" for this event. Debate on improvement of relations with community and vendors. Cari said that wearing your event t-shirt, and having a shown-n-shine available to the public (like the one this weekend on the hotel Promenade), were a good way to let the community know we are around and we are putting on events. Another rep noted that we should be sure that the community is alerted to our events. It doesn't do a lot of good to have a van parade if the community isn't aware of it. The community should be prepared for our coming. Nobody likes unexpected surprises. Permanent CofC Website. Some of the reps said it shouldn't be so hard to find the link to the CofC website, which is on the Vannin.com website under "community", then "web_pages", then "CofC". Vannin.com announced that the problem no longer exists. They purchased the domain name www.councilofcouncils.com, which has a direct link to the CofC web page. Brian thanked them for providing that service for the vanners, making it simple and direct to get to the CofC website. Financial breakdowns of past CofC conventions for reference. This information will help future host councils figure out what it takes to put on a CofC meeting. Geoff noted he's been waiting for that information from previous host councils and hasn't received any input. Judith said she would provide input from the FVC for the 2008 CofC meeting. Bob said he would provide input for the 2007 CofC meeting. Better communication of ground transportation issues (like cost or limited availability) from airport during future bid presentation for future CofC meetings. FVC noted that it was made clear during their bid presentation that there would be limited shuttle service from the airport. Brian noted to all the reps that, during bid presentations for future CofC meetings, it is the responsibility of the reps to be sure all aspects of the bid are answered to their satisfaction. If you're not sure about any aspect of the bid, including transportation to and from the airport, then keep asking questions of the potential host council until you fully understand the bid. A basic understanding of how all club & council members can participate in the growth of clubs, councils, and vanning. Brian noted that, with the current economic situation, and high gas prices, it is difficult to get much growth. It's hard enough to maintain a decent level of attendance. Doc suggested that, if two vanners can't afford to go separately, they could go in one van and share the fuel costs. That would at least get two vanners there who wouldn't make it, otherwise. A rep from Texas noted that they have a campground with cabins that can be rented. They encourage their members to van pool and rent cabins. A rep from the SouthEast Van Council said that we can't grow without more membership. We need to be actively recruiting new members. For example, if you see a nice van in the parking lot, you might approach the owner and say, "Nice looking conversion van. May I look inside?" That would start a conversation and you could personally invite them to a meeting or event. If we don't do that type of recruitment, then we aren't going to grow. The lunch break was taken at this point in the meeting. Continuing with the topic of growth, Wisconsin noted that they are hosting hall parties and inviting the public, to show them what vanning is all about. They have had a very small attendance so far. Texas noted that they are going to dealerships and getting them to offer free memberships to the club with the purchase of a new van. Of course, you have to come to a specified meeting, or event. Raoul noted that the best advertising we have is the vanning t-shirt we're wearing. That will spark the most interest and have folks ask us what the vanning movement is all about, so we can grow. San Diego noted that we have to support local events so they will thrive. We can't invite prospective new members to an event 200 miles away and expect them to come. Cari suggested that we go to car shows, wrecker shows, etc. en masse and hand out flyers. Doc suggested going to Cruise Nights and starting a conversation with those who show an interest in your van. Geoff said to let mini-pickups in, which would increase the membership of vans, once the mini-pickup truck owners see how much better it is in a van. Peter noted that a member from Scotland wanted to use Pay-Pal to pay for his membership. Peter said he got Pay-Pal, which costs him $30/month, but the convenience of using Pay-Pal gets a lot of new members. In summary, we concluded that, to grow, we need to get the public to know us. And, both Judith and Kathy noted that, once we get them to an event, we need to make them feel welcome, if we want them to stay. If we just ignore the newcomers, they won't stay long. Howard Furtak introduced Ron Nicholson (nick-n-vic@bellsouth.net), who gave a presentation and discussion on the DeniMachine custom vans. Ron designed and built the DeniMachines for Ford back in 1976. They had a denim theme, and denim for the seat coverings, etc. Ron started by saying that he was amazed that the custom van movement is still going this strong after all these years. He gave an excellent presentation of the history, design, and manufacture of those vans. During the "Question and Answer" session at the end, Howard asked, "How do we get Coca-Cola, or anyone else, for that matter, to sponsor $1000 to pay for a band at the NATS?" Ron noted that it's all about demographics. Coca-Cola wanted something in 1976 that would target the 19 - 26-year-olds, and the DeniMachine was it. The session ended with a round of applause, but, even though he was asked, Ron said he wasn't coming out of retirement to build any more DeniMachines. Unscheduled Topics: Bucko noted that Wisconsin Van Council (WVC) has a drawing for a pre-reg to a truck-in in Wisconsin. Non-transferable. He also noted that WVC is interested in making a bid for the 2010 CofC meeting. He asked, "Are you ready to freeze again in 2010?" This year's Hot Rod Power Tour will start on June 6 in Arkansas and end in Madison, Wisconsin. Since Wacko couldn't make the meeting, Howard called him on his cell phone and let all the attendees at the meeting shout a greeting to Wacko. He said that made his day. Van-In Magazine noted that they have Issue #4 at the end of the room. Issue #5 will come out when inputs warrant it. Maryland Van Council announced that their president recently passed away. Judith noted that you can send her any information on recently departed vanners for updates to the Vanner's Memorial any time at JudPilon@aol.com. Howard noted the success of the "How to Judge a Van" seminar/certification course by giving out certification cards to 3 of those attending the meeting. They are now certified van judges for any NATS. Brian re-iterated that next year's CofC meeting will be in Las Vegas. He also noted the 2009 NATS will be in Pennsylvania. Cale (FVC President) presented $400 to ICAN, host of the 2009 meeting. Mook presented $100 (SouthEast Van Council). John Attrill announced that, since the CofC2008 cruise is over, he is officially retired as a cruise director. Judith passed out commemorative gavels, with heads made in the shape of a van, to all the reps and the CofC Board. Cari made a motion to adjourn and the meeting was concluded. ATTENDEES AT THE 2008 COUNCIL OF COUNCILS MEETING: A.L.I.V.E. All In One Alliance Arizona Van Council Colorado Van Council Downstate Illinois Van Council Florida Van Council Greater New York Van Council Heart of America Van Council Hoosier Van Congress Maryland Van Council Midwest Van Council Missouri Van Council National Street Van Association - UK New England Van Council New Jersey Van Council New York Van Council Northeast Ohio Van Congress Northern California Van Council Northwest Van Council Ontario Federation Of Vanners Pennsylvania Van Council SouthEast Van Council Southeastern Virginia Van Council Southern California Van Council Southern Ohio Van Council Texas Van Federation Van Association of New Zealand V.O.I.C.E.S. West Lake Erie Van Council Wisconsin Van Council