Lathrop Antique Car Tractor & Engine Association

“The organization is an association under state and federal definitions. The active participants are members with little or no restrictions other than that they be law abiding citizens. As members they are eligible to attend and participate in meetings held annually by the board of directors as well as participating in attendance at other regularly scheduled meetings. All active members are eligible to vote on the board of directors at the annual meetings.”

“Board members are elected by the members of the association.”

“Annual meetings are held for the purpose of election of officers and directors. Active members are notified and requested to attend and participate. Other meetings are scheduled as necessary to carry out and conduct current activity. These meetings are open to member attendance with decisions relating in large part to scheduling and conducting activities to promote purposes of the organization.”

“Form 990 is prepared by an outside accountant who is not a member of the association. A copy of form 990 is submitted to the board for such review and discussion as they find necessary for their decisions in that regard. A copy of form 990 is retained by officers of the association and is available for review by active members and other parties upon request.”

“Officers and directors comply with certain conflict of interest rules similar to those required of public officials of public schools and municipalities. The essential element is that said directors shall not personally benefit or use their position to financially benefit from transactions involved in the conduct of association activity.”

“None of the directos and/or officers receive compensation of any nature for their services to the association. The association currently has no persons employed in a manner that would involve payroll tax reports. Virtually all services are performed by active members on a volunteer basis. Any change in these procedures would require formal approval by the board of directors.”

“Reference is made to the response to the preceding question in which it is explained that there are no compensated officers or key employees, and any change in this procedure would require formal approval of the board and memebrs at a regularly scheduled meeting.”

“Governing document involve the initial articles of association and by-laws regulating activity of the organization. Subsequent formal documents involve minutes of official meetings as well as current licensing related to activities being conducted. The latter are posted in conspicious places as required by law, and the other documents are retained on file by the secretary where they are available to the public upon request.”

“Other expenses itemized list.”