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0. Properties - Meeting Date: Not specified - Meeting Type: Call - Note Type: Summary - Attendees: Tracie Benson; Vera Rodehutscord; Scott Warner 1. Meeting Summary We met with Enterprise Fleet Management for an annual results review and planning session. Our fleet is in good shape overall - low average mileage and clean profile. We have nearly a full year of data and should be able to do proper year-over-year comparisons at the next review. Deliveries and pipeline are on track. One unit was delivered last week, and three more are due in the next few months. We will continue to factory order to keep acquisition costs down. For model year 2026, we are planning for two units initially - one Explorer and one F-150 - with the understanding that sales team changes could drive additional needs. The single biggest operational pain point is post-delivery logistics when sales makes last-minute personnel moves: storage, transport, and chain-of-custody for keys and vehicles. The prior provider handled this at no cost; Enterprise does not offer it as a standard service, but Tracie will explore options with their remarketing and fleet strategy contacts. In the meantime, Minnie continues to handle vendor quoting and coordination, which is time-consuming and not our core competency. Risk management and insurance program work is almost complete. Vera has the application filled out for Chris's team and Lockton; we are only missing average rental spend from Finance. Enterprise offered some flexible program options we should evaluate once the application is submitted. Telematics is back on the table at the request of Sales for territory coverage and route optimization. We agreed to hold off until Sales clarifies use cases, then schedule a Geotab demo with Enterprise's rep. Fuel, WEX, and data: we now have better visibility in eFleets, including a WEX Management tab. We saw approximately 10 unused cards in the last 30 days, which mostly aligns with spares, the flex vehicle, and units in storage. We will reinforce fuel-grade guidance (87 only) and use reporting to monitor any non-fuel spend. Some maintenance entries, including oil changes, may be missing from the log - likely a data capture issue rather than actual non-compliance. Recalls are largely addressed, with only one remaining open item. Service from Enterprise remains strong. We set the next fleet analysis meeting for June 23 at 0930, with a 30-minute data-check call about a month prior. Tracie will also send the deck and a fleet replacement schedule. 2. Attendee List - Tracie Benson - Vera Rodehutscord - Scott Warner 3. Action Items - Scott - Confirm with Finance whether we still have an active rep touchpoint for the Enterprise/National rental program; if not, ask Tracie for a referral. - Scott - Review Enterprise's target accounts list when received and share any referral contacts from my LinkedIn network. - Scott - Align with VP of Sales on telematics objectives and timing; invite him to a Geotab demo once use cases are clear. - Vera - Submit the risk management application once Finance provides average historical rental spend. - Vera - Provision eFleets access for Tanner and ensure role-appropriate permissions. - Vera - Use eFleets WEX reporting to review unused cards and any non-fuel spend; reconcile against spares, storage, and the flex unit. - Vera - Plan WEX card reissue once the entire fleet is fully on Enterprise so cards align to VINs or vehicle IDs, reducing tracking issues. - Minnie - Continue to manage recall paperwork consolidation and maintenance approvals; ensure oil change and maintenance data is captured via WEX odometer entries. - Tracie - Explore storage and transport support options with Enterprise's remarketing and fleet strategy contacts (Shawn) and report back with viable solutions and estimated costs. - Tracie - Send meeting recap, the slide deck, and the fleet replacement schedule; include how to use the eFleets WEX Management, Utilization, and Details reports. - Tracie - Coordinate a Geotab demo with Chad once we are ready; include VP of Sales and core stakeholders. - Tracie - Confirm 2026 model-year order cutoff windows so we can finalize the Explorer and F-150 orders. - Team - Proceed with one Explorer and one F-150 factory order for MY26; hold additional orders until Sales headcount and territory structure settle. 4. Relevant Timelines - June 23, 0930 - Next fleet analysis meeting (Teams). A 30-minute data-check call to be scheduled approximately one month prior. - March 10 (approx.) - Truck Week in Indianapolis - invite received; no action planned unless needs change. - July 23 - Separate account review with Brittany Hatfield (travel). Not directly fleet-related but noted for coordination. - Model-year 2026 - Order cutoffs are approaching soon; we plan to order one Explorer and one F-150 now. - Next few months - Three vehicles scheduled to deliver. - August-September - Target window to reissue WEX cards mapped to VINs once the fleet transition to Enterprise is complete. 5. Additional Notes - Internal coordination: We need a firmer change-notification process with Sales for driver transitions to prevent last-minute storage and transport scrambles. Consider a standard intake form, required advance notice, and a routing workflow through Ops before changes take effect. - Storage and transport: If Enterprise cannot provide a scalable solution, we may need to identify a small roster of national transport partners and a vetted storage network near our driver concentrations. Key custody and documentation steps must be explicit for terminations. - Data integrity: Zero-mileage flags may indicate drivers not fueling vs. not driving. Use WEX utilization and odometer capture to validate activity and coach as needed. - Dealer experience: Ford dealer responsiveness on recalls and service has been inconsistent. If necessary, create a preferred dealer list in heavy-use markets. - Industry trends: Acquisition pricing and incentives are favorable; resale is slightly down but still above pre-COVID; maintenance costs are elevated; insurance rates are broadly up. - Training and governance: Reinforce fueling policy (no premium or midgrade) and personal-use reporting via the mobile app. Offer eFleets/WEX refresher training to new users as needed. - Contacts: Risk and insurance handled with Chris and Lockton. Telematics via Geotab (Chad). Day-to-day with Diana and Tracie at Enterprise. Minnie remains our primary fleet point, with Tanner supporting back-end and insurance tasks.
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