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0. Properties - Meeting Date: Not specified - Meeting Type: Call - Note Type: Summary - Attendees: Lauren Valenta; Michael Belschner; April Coppelman; Scott Warner 1. Meeting Summary We aligned on why certain Canadian shipments are stalling and agreed on immediate process fixes. The core issues have been lack of clarity on importer of record details, missing or inconsistent Incoterms on shipments, and occasional data gaps such as HTS codes and invoices. April confirmed they are only the shipper, not the importer of record or broker, so holds are typically triggered when the CARM number is not on file or when brokers require clarifications the shipper cannot provide. We agreed to standardize Incoterms to DAP on all Canada shipments going forward. April will update their shipping profiles immediately. In the short term, April will receive and monitor UPS exception emails so she can escalate quickly while we stand up a dedicated shared mailbox on our side. Operationally, any customs exceptions should be forwarded to Michael and Kelsey so we can intervene with our broker without delay. On data integrity, April will export their full item master for our Canada-bound items, including HTS codes and country of origin, and send it to our broker contact (Chantal at Expeditors) to preload and prevent repeat issues. When Chantal flags an HTS correction, April will update their system to make it stick. I will confirm the precise legal entity to use as importer of record for Canada and ensure the correct name and email are consistently applied. We also validated that a recent hold tied to price tag inserts has been resolved with the correct HTS code. Near term, Michael plans to place two Canada orders (Vancouver and Ontario) and target delivery by the end of the first week of March. With DAP set and clearer exception routing, we should see improved clearance performance. 2. Attendee List - Lauren Valenta - Michael Belschner - April Coppelman - Scott Warner 3. Action Items - Scott - Confirm the correct legal entity name for importer of record in Canada and ensure it is used consistently on all paperwork and with the broker; confirm whether it is Tool Technic Systems or Festool Canada Inc. - Scott - Coordinate with IT to create a dedicated shared mailbox for Canada shipment notifications and exceptions; grant access to Michael and Kelsey and implement rules to flag exceptions and delays. - Scott - Validate with our broker that the importer's CARM information is correctly on file and being transmitted as needed on holds. - Scott - Confirm and document DAP as our standard Incoterm for Canada shipments across internal SOPs and communicate to stakeholders. - April Coppelman - Update shipping profiles to use DAP on all Festool Canada shipments effective immediately. - April Coppelman - Temporarily use her email for UPS tracking/exception notifications for Festool Canada shipments until our shared mailbox is live; escalate exceptions to Michael and Kelsey. - April Coppelman - Export the full item master for Canada shipments (HTS codes and country of origin) and provide it to Expeditors (attn: Chantal) to preload; maintain updates as new items are introduced. - April Coppelman - Correct any HTS codes in their system when Chantal flags errors to prevent repeat issues. - Michael Belschner - Place the two Canadian orders (Vancouver and Ontario) and monitor progress; coordinate with sales to adjust schedules if exceptions arise. - Michael Belschner - Partner with Kelsey to respond rapidly to any customs holds; use the shared mailbox once live. - Scott and Michael - Align on who else should receive exception notifications once the shared mailbox is set up and finalize the distribution list. 4. Relevant Timelines - End of first week of March - Target delivery window for the two upcoming Canada orders (Michael; supported by April for shipping setup and Scott for exception support). - Immediate - April to switch Incoterms to DAP and use her email for UPS notifications until our shared mailbox is active. - ASAP - Scott to confirm importer of record legal entity and CARM details with broker; Scott to stand up the shared mailbox and rules with IT. - ASAP - April to export and transmit full HTS/COO item data to Expeditors (Chantal) for preload. 5. Additional Notes - Holds frequently result from missing CARM information; since the shipper is not the importer of record, our broker should be the first line of resolution. Ensuring the correct importer entity and contact details flow to UPS/Expeditors is critical. - Day-to-day points of contact: April for HTS code clarifications; Michael and Kelsey for exceptions and escalations on our side. Chantal at Expeditors remains effective at clearing items and flagging HTS corrections. - We should verify whether any past name mismatches for the importer of record may have contributed to flags and clean this up systemwide. - One-off issues noted: a missing invoice on a prior shipment and an HTS code for price tag inserts; both addressed. Broader data preload with Expeditors should reduce recurrence. - Once the shared mailbox is live, we will rely on email rules to surface exceptions and reduce noise from routine tracking notices.
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