"Mike wrote:

Thanks Pete, they say every journey of a thousand miles begins with a first step, so there is our first step, I look forward to seeing others input on this topic but obviously we need to hear from the Board to find out if they support this project or not because I can see it involving hundreds of hours of work by volunteers to load the info once the hardware and software is in place.

Mike,
I will put together some instructions on "How it Works"
A flow diagram of how the input structure needs to be.
How to get started and produce revenue in the shortest time frame.
Suggestion of how fees could work.

I would remind all that if this had been begun 10 years ago it would be producing revenue now.

As it appears ACMOC intends to run two separate entities, the toy business and the hobby magazine. I say fine, we have a conflict of interest. Let them go ahead with this plan putting the magazine on its own on what it can support and charge the toy operation for advertising in the magazine.

Barstart, I appreciate your feedback and thoughts. You raised a few specific points to which I think I should respond.

1. The July 31, 2015 and, in fact, all the financial statements include the market value of the Caterpillar stock in the cash line. This presentation is not in accordance with Generally Accepted Accounting Principles in the United States of America (GAAP). While we do strive to present the statements in a format and content that is close to Generally Accepted Accounting Principles, they are internal statements and are not intended to be full disclosure, nor to completely comply with GAAP presentation.

There are certain aspects of presentation which depart from GAAP. Those departures result from several reasons. Some of them have to do with how the Board and the Members are used to seeing items presented, some result because the Board or I have decided that a departure provides more useful information for Management or the Board and some frankly result because we are a small organization and haven't had time to review and bring everything up to GAAP standards.

The decision about presenting the investment in Caterpillar stock at market value combined with cash was made because the Board has been and remains critically concerned about our cash position, is monitoring that closely and wanted to see our total liquid net worth in one place. The financials presented in the magazine are summary level, the Board actually has several detail reports provided to them on a monthly basis which detail several different categories of cash, the investment in stock separately and details a number of other categories of assets not presented in the magazine.

2. You point out errors in that ending net assets from one year do not reconcile to beginning net assets in the following year, and sometimes from month to month. The financial statements presented in each magazine are not necessarily final financial statements. I have to balance the need to provide timely information to the Members with the available information at the time of publication of the magazine.

Because of publication lead times, the information I provide won't be mailed to the Members for a minimum of two months after I provide it. There have been times when rather than present the most recent final financials which might be month old or even a little older, I chose to present the most current month, even though all my closing adjustments weren't completely finalized. At each year end, if I held publication of the year end financials until everything was completely final, the Members would never see the year end results until June or even later. To me, it made more sense to present the most current information I could which I determined was materially correct, than to withhold all information until every penny was finalized.

We can debate the propriety and wisdom of this and there is no right answer. I made a judgement call to provide nearly correct and more timely information rather than forcing the Members to wait until every adjustment was finalized.

Any Member can request copies of the most recent or historical financial statements from me at any time. I actually get fairly regular requests, probably sending out a half dozen copies each year. Most of the time those requesting Members have questions about specific items and I provide additional detail where they would like it on those items. Most of the time the requesting Member and I have at least a couple of discussions about the request and explaining the information after I have provided it. Members can also always request copies of our tax returns which detail all of our activities on an annual basis. I felt that these two sources alleviated any concerns about the completeness of the financial statements published in the magazine.

3. You indicate that SSARS 21 requires that an accountants report or disclaimer accompany the financial statements in the magazine. Because the financial statements published in the magazine are internal reports, presented by management and not associated with or prepared by a Certified Public Accountant, I don't believe that such disclosures are necessary. I am a Certified Public Accountant, but my association with these financial statements is as a manager, not a preparer or compiler of the statements. They are my responsibility, and the responsibility of the management and the Board, but I am not independent and I am not expressing an opinion or any other form of assurance about them.

I hope these perspectives and explanations are helpful.

Pete.

There has been significant discussion here about decisions made by the Board, concerns have been expressed about the transparency of the process and whether the Board was seeking or open to the advice and help from non-Board Members. Old Magnet, you proposed an organizational structure to facilitate advice and oversight and expand the Board's reliance upon experts in the various operational areas.

The Club has, in fact, operated and been organized in pretty much the fashion you suggested, Old Magnet, for at least fifteen years of which I have been aware. Each leadership group and President placed different emphasis on the reliance on the Board itself and other volunteers for advice. There were a few Presidents who acted pretty autonomously. I can say, however, that since I joined the Board in January, 2011, we have made it a primary focus to follow the below organizational structure, each Committee have operated actively and provided analysis, feedback and recommendations to the Board about their respective areas and the Board has used that advice in making its decisions. I can't think of really any examples where the Board or a Club Officer made a decision contrary to the advice and recommendation of these Committees.

The current organizational structure includes a Board of Directors consisting of nine elected Members with ultimate governance responsibility. That Board appoints four officers at the beginning of each year who are responsible to execute the decisions of the Board and facilitate day to day operations of the Club. The Offices and their current Officers are: President, Bruce Vinkler, Vice-President, Bill Amaducci, Secretary, Dan Hansen, Treasurer, Peter Bloom.

The Officers simply carry out the direction of the Board, supervise out staff of two and take executive actions on behalf of the Club.

The Board relies upon a number of Committees to assess, develop and recommend action about the various operational areas of the Club. These Committee consist of volunteers who have stepped forward and indicated an interest in serving the Club in a given area. Often, the volunteers in a particular area are experts or professionals in that area, although sometimes they are just interested Club Members. The current Committees and their participants are listed below:

Finance, Compensation and Insurance Committee.
Peter Bloom, Chairman.
Bruce Vinkler.
Terry Welch.
Dave Wintermute.
Jeff Huff
Dan Hansen

Nominating Committee.
Willie Dulinsky, Chairman.
Andy Haberle
Bill Amaducci.

Magazine and Website Committee.
Bruce Vinkler, Chairman.
Tricia Pearson.
Erik Christenbury.
John Hahn.
Walter Cheatham.
Andy Haberle


Membership and Chapters Committee.
Bill Amaducci, Chairman.
Erik Christenbury.
Mary Clark
John Hahn
Lance Jones
Tricia Pearson.
Trish Walker.
Terry Welch.

Models, Merchandise and Marketing Committee.
Peter Bloom, Chairman.
Tricia Pearson.
Bruce Vinkler.
Dan Wilhelm.
Willie Dulinsky.
Jim Clack.
Kent Bates.
Dave Tallon.
Bill Amaducci
Dwight Alexander

Museum Committee.
Dave Wintermute, Chairman
Bruce Vinkler
Tricia Pearson
Terry Welch
Dave Tallon
Kent Bates

Scholarship & Internship Committee.
Andy Haberle, Chairman
Gary Strom
Dave Tallon
Tricia Pearson
Dave Wintermute

Show Planning Committee.
Dan Wilhelm, Chairman.
Erik Christenbury
Willie Dulinsky.
Terry Welch
Dave Wintermute.
Tricia Pearson.
Andy Haberle.


Tractor & Equipment I.D. Committee.
Willie Dulinsky.
Bill Amaducci.
Erik Christenbury.
Kent Bates.
Dave Tallon.

501-c-3/Donations Committee Report.
Peter Bloom, Chairman.
Dave Wintermute.
Willie Dulinsky.
Dan Hansen
Terry Welch

Ad-Hoc Committee on Board Member Conduct.
Dave Wintermute, Chairman.
Peter Bloom.

Caterpillar Liaison Committee.
Bruce Vinkler, Chairman
Tricia Pearson, TML Contact.
Dave Wintermute.
Peter Bloom.

Ad-Hoc Committee for Discussion with the Antique Caterpillar Machinery Museum.
Dave Wintermute, Chairman.
Bruce Vinkler.
Peter Bloom.
Jeff Huff.

Most of these Committees meet at least once per month by conference call. Most also have many, regular email discussions and individual telephone calls during the month. Of course, our first scheduled Board Meeting of this year is coming this Monday. Part of the business at that Meeting will be consideration of and adjustments to participants on the Committees, appointment of Officers and other business, so the above may be subject to some change next week.

You will note from the names above that there are representatives from most disciplines. We welcome participation by any Member on any of the Committees. I have talked to Old Magnet, Barstart and a number of you who have posted here, most several times, about this structure and asked each of you to get involved, help us improve the governance and operation of the Club. Some of the names you see on the Committees above are there as a result of these pleas.

Old Magnet, your observation about the need for advice, guidance and expert help is exactly right and is the reason we are and have been structured as above. That doesn't mean, however, that we're full up, that we'll always make the right decisions, nor that everything will always be smooth. We need all the help we can get. There are very good ideas in this thread, I am bringing them to the attention of the appropriate Committees where I can. Those ideas would be much better advocated, however, by you yourselves, and the Club would be better for your participation.

Please contact me, contact the office or any of the above people if you are interested in making a difference and helping to improve things.

Pete.

There has been a lot of discussion around the organization, procurement and population of a technical library in this thread. That discussion and the concepts suggested have been pretty consistent from the beginning of this thread to the end. My support for it has also been consistent.

I am, however, pretty disappointed by our little community here. An area was provided for accumulation of the technical information. That area was set up shortly after this thread began. The significant contributors to the technical knowledge here were contacted and requested to help us in a volunteer effort to build that library. A few stepped up and have helped to populate some information into that area. Most declined to participate, citing various reasons including disagreement with the structure provided, an unwillingness to participate until the Club stepped up with money and resources, concerns about the capabilities of the database provided, including search and other functionality.

The bottom line is, this is a public forum populated by volunteer contributors. The Board of Directors provides significant support in both money and paid and unpaid time to keep it running, stable and available. The Club is not in a financial condition to contribute significantly more money or time to construction, population and publication of a complex archive of technical information. We hoped that the technical library might be populated by our community of volunteers here. Granted, that growth would be haphazard, inefficient, and would require re-organization and restructuring from time to time.

Yes, if money were no object, the right thing to do would be to plan the structure and functionality first, employing the best experts, then populate it with the information. The one thing we have in this community, however, is a bunch of volunteers who are happy to spend lots of time producing content, asking and answering questions and providing technical information. Since that is a free resource, to the Club and the Community at large, why not accept some inefficiencies and initial design limitations and build the library one brick at a time.

As capabilities or organization became a limiting factor, we could address the need to reorganize, reprogram or adjust. Had we as a community taken up that charge when the forum was offered, there would be lots of information available already. Unfortunately, not vary many of us have chosen to contribute and the technical library, such as it is, is mostly a bunch of empty threads.

Saying that we need to have the proper financial and time commitment first or we won't share our information or contribute to any effort is just not constructive. If the Club had a couple hundred thousand in positive cash flow every year, I'd be fully with you.

I joined the Board for one reason only, because I didn't like the lack of attention on the bulletin board, I didn't like if failing and I wanted to make sure that it was moved to front and center in importance. I still operate under that primary concern. Unfortunately, we have to generate a positive cash flow before we can worry about the bulletin board or anything else. We're very close to that now and maybe in a year or so we can create a project to outline, organize, populate and publish a technical archive the right way the first time.

What makes me sad is that if we'd all just rolled up our sleeves and copied over a few things into the library on an ongoing basis for the past two years, there'd be a pretty nice, albeit cobbled together, starting point there.

The fact that all we have done is squabble about design, plant our feet and refuse to cooperate unless each of our detailed specifications was met for the past two years makes me, as a Board Member, more skeptical that this group will ever contribute, no matter how much time, effort or money the Board or the Club put into this enterprise.

The fact that none of the most vocal commenters here have replied affirmatively any of the times I personally asked each of them to join a Committee, help make decisions about the Club, the bulletin board, the finances or any aspect also makes it more difficult now to accept the criticism.

I am elected to represent all the Members, so I will continue the discussion and I will continue to listen to the comments, suggestions and concerns, whether or not any of you decides to join Club operations. I hope to continue as the appointed Treasurer even after my Board term ends this year, and will continue to serve all the Members if I continue in that capacity. You will be much more satisfied, and the Club will be better, however, if you join the group and help make the decisions, than if you merely transmit the comments through me and your other representatives.

Pete.

Ok you wanted to hear from other board members . Pete said that there is need of help on all the committees. Right now the Nominating Committee, would be where I would look first. Willie beat the bushes last year looking for candidates and help on the committees. The committee meets by phone and it is not a monthly thing. Two years ago I was on it and helped Lance Jones. Once the call for candidates are out you will need to answer questions that come in. If we get a wide range of members on it it would bring more diversity to the board like has been suggested here. Mary Clark is a big help to the committee as most nominations go to her then the committee she also has several letters that with some tweaking can be put on the BB and magazine. It is a good way to get to know members from a ways away.
I hope some of you consider it.
Terry

Morning Garlic Pete, thanks for the response, it is good to see the Committee lists for the first time, though I must confess my first thought is there seems to be a lot of people on those Committees already but obviously that is said without knowing how much time is involved each month, can you please tell us what Committees need help, how many people are needed, what skills are needed, and how many hours are required each month, I am happy to help on a Committee and was originally thinking the Magazine Committee was a logical place to start but I see there are 6 nice folks on there already.

Morning John Gaunt, thankyou for your insight, I think this thread has been brilliant for bringing forward fresh ideas and conversation and any help you can offer on the Technical Library project will be much appreciated, it is interesting to note this thread is getting around 1,000 views each day and I know for a fact some of those are former Chapter 2 members in the UK.
Regards
Mike

"tw" wrote:

Ok you wanted to hear from other board members . Pete said that there is need of help on all the committees. Right now the Nominating Committee, would be where I would look first. Willie beat the bushes last year looking for candidates and help on the committees. The committee meets by phone and it is not a monthly thing. Two years ago I was on it and helped Lance Jones. Once the call for candidates are out you will need to answer questions that come in. If we get a wide range of members on it it would bring more diversity to the board like has been suggested here. Mary Clark is a big help to the committee as most nominations go to her then the committee she also has several letters that with some tweaking can be put on the BB and magazine. It is a good way to get to know members from a ways away.
I hope some of you consider it.
Terry

I'm happy to help on this Committee
Mike