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Meeting Minutes
Annual Membership Meeting Minutes
Atlantic City, NJ - June 26,2010
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Board of Directors Meeting Minutes
Atlantic City, NJ - June 25,2010
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Board of Directors Teleconference Meeting Minutes
April 27th, 2010
Call to Order/Roll Call:
Meeting was called to order at 8:00 PM EST by President Scott Fowler who reviewed the Agenda.
Present were Rich Dulski (Vice-President); Robert Newsom (Vice-President); Bill Harryman (Secretary);
Lou Flammia (Director); Ralph Wilcox, Jr (Director); Ralph Wilcox, Sr. (Director) ; Bob Somogyi (BTO
Editor); Marshall Adams . Absent were John Groot and Anita Brown.
Secretary’s Report:
There was little activity since the last BOD meeting 1-12-2010. An informal, not binding question was
conducted by e-mail to ascertain the validity of Boston for the 2011 Convention. The Board approved
Boston as the 2011 Convention site as they had in January. The minutes were approved by voice vote as
printed in the Big Train Operator Magazine.
Treasurers Report by E-Mail:
The first item was a motion for not printing the 2009 Financial Report because it was published in the
BTO magazine. Motion was approved by voice vote.
Marshall Adams reported for John Groot that there is $1,617.71 in the Business Checking account,
$28,235.74 in the Money Market Account, and $2,733.36 in the Membership Account for a total of
$32,586.81. – “ Very Good Shape” Only outstanding debt is about $1,900 for the first run of the 2010
Convention Mack’s. Motion to approve the treasurer’s report was approved.
Membership Report:
Dave Snow: One reinstallation, one new member and at end of April will remove 9 from roster. Total
membership, 546. Motion to approve the Membership Report.
Editor’s Report BTO Magazine:
Issue 136 to printers this week, in mail by June 1.Will include call for calendar photos and
announcement for the second run of the BTO Club Car. Should receive the issue before the convention.
Issue 137 will be a convention report and first announcement for the 2011 Convention, and
announcement of the BTO Club car again. Motion to accept the Editor’s Report passed.
Old Business:
2010 Convention Update – Marshall Adams: Group has been working hard., a few reservations ahead of
Last Year’s registration. There will be some Green Box Cars available to sell at the Convention table.
Some problems (now solved) with the hotel were discussed. 29 Hotel reservations. Asking anyone who
has been involved with donations the last several years to ask your local shops for donations for the
Convention as you did last year. Donations were further discussed.
2010 Club Car update: First order of clear Mack’s has sold out, in fact it’s over sold. Twenty Seven of
the 30 two mack sets have been sold, the other 3 will be brought to Atlantic City to be sold over the Club
Table.
Hartland has been changing personnel which has caused some problems. There was a mix up on the
goody bag car colors, did a good job and a month late in delivering them. They are painting the engine
blocks on the clear Mack’s.
Standing Committee:
Rich: The Committee continued to study membership and ways that it could be increased. Readership
of Garden Railway hasn’t varied a lot over the last thirteen years. Sending flyers to solicit new members
would be expensive after buying mailing lists. Minimum fee for mailing lists $400.00, to which costs of
mailing and printing a brochure or self mailer. Much discussion followed.
New Business:
2011 Convention:
Marshall presented his thoughts about the Convention. Before the discussion, we were reminded that
a motion was made and passed at the January 12, 2010 meeting, to hold the 2011 Convention in Boston.
The Marriott Residence Inn will the the Convention Hotel, rooms to cost 109.00 each. There is a free
breakfast and Tuesday, Wednesday and Thursday nights there will be a managers reception.
A tentative plan was submitted by E-mail, and the mechanics of the meeting were discussed at length.
As a follow-up, a Convention Committee has been formed with eight members. Volunteers are still being
accepted. Drop Scott Fowler an E-mail and volunteer. Members are Scott Fowler, Bob Newson, Rich
Dulski, Anita Brown, Marshall Adams, Dave Snow, & John Groot, registration Bob Somogyi.
The 2011 Club Car was discussed, leaning towards some sort of trolley since we’re relying on the trolley
for transportation in Boston. A motion was made and approved to have the 2011 Club Car be some sort
of Trolley – Aristocraft or Bachman. Rich moved, Bob Seconded and motion carried. Rich suggested,
and the Board concurred that we give Marshall a big thank you for all he’s done . Thanks, Marsh!.
Meeting Adjourned about 9:20 Eastern time.
Next Meeting during the 2010 Convention at Atlantic City.
Board of Directors Teleconference Meeting Minutes
Tuesday, January 12, 2010
Call to Order/Roll Call:
Meeting was called to order at 8:02 PM EST by President Marshall Adams, who welcomed the new board members. On hand were Marshall Adams (Outgoing President), Scott Fowler (Incoming President), Rich Dulski (Vice President), John Groot (Treasurer), Bob Somogyl (BTO Editor), Dave Snow (Outgoing Vice President / Continuing Membership Chairman), Anita Brown (Incoming Director), Lou Flammia (Incoming Director), Ralph Wilcox Jr. (Incoming Director) and Ralph Wilcox (Director Emeritus). Absent were Bob Newsom (Vice President) and Bob Ron Natinsky (Outgoing Vice President).
Secretary’s Report:
Rich Dulski stated there was no activity since the last BoD’s meeting on 11/11/09, minutes of which were previously posted. Without questions, Marshall asked for a motion accepting the Secretary’s report, which carried.
Treasurer’s Report:
John Groot presented the Treasurer’s report to the Board. Reviewed were the club’s Profit/Loss report for the period 1/1/09 – 12/31/09, and Balance Sheet as of 12/31/09. John indicated that YTD we are showing total income of $40,871 and expenses of $41,844 on the P/L, with a net loss of $973 for 2009. John reminded us that in 2009 a triennial audit of the club’s books as required by the bylaws, was conducted at an expense of $2,000. Total assets as of 12/31/09 were $28,294. After all discussion, Marshall asked for a motion accepting the Treasurer’s report as presented, which carried.
Membership Report:
Dave Snow presented the Membership report. Dave indicated that the “current” club membership stands at 573 (as of January 1st), showing an 88% average retention rate for Jan. – October 2009 (447 renewals of 506 due). He also commented that 63 and 43 renewals are due in November & December, respectively, with 52 and 28, respectively, received to date. While non renewals continue to happen at a rate of generally 4 – 7 per month, the number of new members has increased, primarily due to the upcoming 2010 Convention in Atlantic City.
BTO Editor’s Report:
Bob indicated Issue #135 (Spring 2010) is scheduled to go into the mail the week of 3/1, and will include additional information/details on the 2010 convention, as well as information regarding “other things to do” in the area while attending the convention. BTO Issue #136 (Summer 2010), will continue to have information/details on the convention. Finally, Issue #137 (Fall 2010), will report on the convention itself. Bob also continues to appreciate receiving information (e.g. pictures, a couple of paragraphs of text, etc.), from those attending the York Show and other national and local events, as well as articles from members.
Old Business:
(A) “Club Future” Subcommittee Update:
Rich Dulski presented information resulting from his research in the form of a summary report transmitted to the BoD prior to the meeting. Points noted therein were subsequently discussed, as well as additional potential initiatives to be performed prior to the next BoD meeting.
(B) 2010 BTO Club Car: Bob S. has completed a design which has been priced and accepted by the BoD’s selected manufacturer (HLC) for 2010. The BoD discussed a variety of order and run quantities, with Bob S. and Lou F. requested to pursue follow-up details to complete this effort. Full information will be published in BTO #135.
(C) 2010 Convention Update:
a. An update was given by Anita Brown of the South Jersey Garden Railway Society (and also Incoming Director of the BTOC).
b. Anita will be meeting to discuss reservations received to date with the hotel management shortly.
c. SJGR is seeking additional items for the “Goodie bag”, in addition to the 50 cars that the BTOC is donating to the convention for the first 50 registrations. Anyone having suitable contacts or with ideas is asked to contact Anita directly.
d. Two (2) clinics are currently scheduled. However, if anyone is interested in presenting a clinic at the convention or has contacts that might be interested, please feel free to contact Anita directly.
e. Additional discussions concerning the convention and its preparation will occur during the BoD Meeting in the 2nd quarter of 2010.
New Business:
(A) Marshall Adams thanked everyone for their participation and help over the last four (4) years and officially turned over the Presidency to Scott Fowler. On behalf of the club, Scott Fowler subsequently thanked Marshall for his time, patience and unending efforts.
(B) A motion was made to appoint Bill Harryman to fill the “open” Secretary position of the BTOC for the 2010 – 2011 term, which carried unanimously.
(C) A motion was made to appoint Marshall Adams as Chairman of the BoD’s Convention Committee. In this capacity, Marshall will act as the BoD’s representative and point of contact for Convention activities. Subsequently, the motion carried unanimously.
(D) Future Shows: Dave Snow presented hotel, potential activity and supporting information on having the 2011 BTOC Convention in Boston, MA. After some discussion, a motion was made for the BoD to itself sponsor the 2011 BTOC Convention in Boston, which passed unanimously. Marshall Adams will confer with Dave and subsequently follow up with getting the ball rolling on this effort.
Adjournment:
With no further new business, Scott asked for a motion to adjourn the meeting. A motion was made and carried, ending the meeting at 9:40 PM EST.
Respectfully Submitted,
Rich Dulski
BTOC 2008 – 2009 Director/Secretary
Board of Directors Teleconference Meeting Minutes
Wednesday, November 11, 2009
Call to Order/Roll Call:
Meeting was called to order at 8:03 PM EST by President, Marshall Adams, who reviewed the
Meeting's Agenda. On hand were Marshall Adams (President), Rich Dulski (Director/Secretary), Scott Fowler (Director), John Groot (Treasurer), Bob Newsom (Vice President), Bob Somogyl (BTO Editor), Dave Snow (Vice President /Membership Chairman), and Ralph Wilcox (Director Emeritus). Absent was Ron Natinsky (Vice President).
Secretary's Report:
Rich Dulski stated there was no activity since the last BoD's meeting on 9/14/09, minutes of which were previously posted. Without questions, Marshall asked for a motion accepting the
Secretary's report, which carried.
Treasurer's Report:
John Groot presented the Treasurer's report to the Board. Reviewed were the
club's Profit/Loss report for the period 1/1/09 – 10/30/09, Balance Sheet as of 10/30/09, and 2009 Budget vs. YTD status as of 10/31/09. John indicated that YTD we are showing a net income of $55.77 on the P/L, continuing to be indicative of running about
"break even" for 2009, with income of $34,881, and expenses of $34,825. Total assets as of 10/30/09 were $30,253. After all discussion, Marshall asked for a motion accepting the
Treasurer's report, which carried.
Membership Report:
Dave Snow presented the Membership report. Dave indicated that the "current" club membership stands at 584 (to start November), showing an 82 - 84% retention rate for Jan. – Oct. 2009 (427 renewals of 506 due). He also commented that we started October with 595, deleted 8 for September and 5 for October, with 2 reinstates in October. Again, non renewals continue to be leveling off.
BTO Editor's Report:
Bob indicated Issue #134 (Winter 2009), including the 2010 Calendar, will go into the mail the week of 12/1, include a preview of the 2010 Convention Car, information on the BTOC-Donated Goody Bag Car, the early bird 2010 convention registration and 2010 club car order forms. Bob indicated he particularly pleased with the 2010 calendar, as all thirteen (13) photos are of new layouts, with no
"repeats". BTO Issue #135 (Spring 2010), will have more information/details on the Convention, as well as information regarding
"other things to do" in the area while attending the convention. Finally, #135 (deadline Jan. 1, 2010), will have information on the 2010 BTO Club Car. Bob also appreciates receiving information (e.g. pictures and a couple of paragraphs), from those attending any of the major trains shows, as well as articles from the members.
BTOC Election Results:
Marshall reported that Scott Fowler (President), Rich Dulski & Bob Newsom (Vice Presidents), Anita Brown, Lou Flammia & Ralph S. Wilcox (Directors), and John Groot (Treasurer) were officially elected to office. We thank L. Cromwell and the Election Committee for their diligence, and both detailed and colorfully descriptive reporting of ballots submitted.
Old Business:
(A) "Club Future" Subcommittee Update:
Rich D presented some information resulting from his research, which was discussed by the BoD. Additional initiatives were also brought up and discussed, with a summary and accompanying action items in process for transmittal to the BoD under separate cover.
(B) 2010 BTO Club Car: Bob S. had mocked up some preliminary designs, and the BoD discussed these,
as well as associated costs. Design modifications will be pursued by Bob S, with full information published in BTO #135.
(C) 2010 Convention Update:
a. An update was received from Anita Brown of the South Jersey Garden Railway Society, who both Marshall and Bob S. had been working quite heavily with.
b. The Convention Car is ready to be ordered from the manufacturer by SJGRS. Marshall to monitor status.
c. "Goodie bag" cars (50) that the BTOC is donating to the convention have been ordered from the manufacturer.
d. "Other donations" of prizes previously approved for donation at the last BoD Meeting are ready for shipment. Marshall will personally handle this item, saving BTOC shipment costs.
e. The next SJGRS Convention Committee Meeting was scheduled for 11/15/09, minutes of which will be forwarded to Marshall.
f. Marshall discussed BTOC's desired presence at the convention (i.e. information & sales table in the dealer hall, BoD Meeting, Annual Club Meeting, MC for banquet).
g. Additional discussions concerning the convention and its preparation will occur during the 1st BoD Meeting in January, 2010.
New Business:
(A) 2010 BTOC Budget: The BoD discussed at length the 2009 Budget, 2009 YTD Status, Membership levels, and activities foreseen in 2010 that will impact the budgetary makeup. Line-by- line the proposed budget was reviewed and edited. Upon conclusion of this process, the attending BoD Members voted unanimously to adopt the resultant budget for 2010, which will be published on the website and BTO.
(B) 2011 Convention: With the withdrawl of the prior proposal by the
FLLS, it's likely that the BTOC will have to run its own convention in 2011. While Dave Snow and Scott F. are each being asked to research specific areas, location suggestions are still being gratefully accepted for this event.
Adjournment:
With no further new business, Marshall asked for a motion to adjourn the meeting. A motion was made and carried, ending the meeting at 10:10 PM EST.
Respectfully Submitted,
Rich Dulski
BTOC Director/Secretary
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