Subject: ADS Board Meeting Minutes, April 10, 2011
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Date: Tue, 12 Apr 2011 17:06:30 -0400 (EDT)

ADS BOARD MEETING MINUTES                                APRIL 10, 2011
THE CLUBHOUSE (Mary Schweitzer's Place)
MILWAUKEE, WISCONSIN

PRESENT:  Karen Nelson, Rodney Schroeter, John Haefele, David and Mary Schweitzer, Kay Price, James P. Roberts, Tracy Heron, Ken Grant, Henry and Pat Russell, Jim Kirchstein, Fred and Julie Roelke.

ABSENT:  Barb Meyer, Dr. George Vanderburgh, Dan Boulden.

GUEST:  Frank Matusinec.

Frank Matusinec presented a slide show on the history of Milwaukee's beer barons from 11:00 to 11:50.  Very well done and enjoyable despite technological handicaps.

Committees met after Frank Matusinec presentation from 12:00 to 12:30.

Meeting started at 12:45 p.m.

Motion to approve agenda.  Kay Price moved.  Karen Nelson seconded.  Approved.

Motion to approve minutes of January 9th meeting.  Perry Huntoon moved.  David Schweitzer seconded.  Approved.

Treasurer's Report:  $750.00 less today than at the end of last year.  Jim Kirchstein has been paid for the new cabinet.  Insurance and P.O. Box rental have been paid.  Totals will go into 2nd quarter report.  Kay moved to approve report.  Henry Russell seconded. Approved.

Subcommittee Reports:
Accountability: has not had any proposals to report on or present at this time.
Promotions: Ken Grant summarized.  Whether or not to have July 4th and/or Walden West.  4th of July not the best time.  Commemoration of 40th anniversary of Augie's passing at July meeting or Walden West.  JR mentioned new Lovecraft oriented film (Whisperer in Darkness) might be available to show at Walden West.  Ken Grant suggested boat tour of river places.  Kay and Fred didn't think boats would be able to run sandbars on river.  Low water, liability issues.  Duck boats from Dells?  Places Derleth wrote about on the river are mostly gone.  David Schweitzer mentioned Wisconsin Heights as possible location for event.  John Haefele questioned purpose of Walden West?  What do we achieve by doing this?  Reinvent Walden West?  Need to think about different places.  Tracy Heron: Walden West as use for recruiting new members.  We have to seek them out. Kay: New Union South and Historical Society as alternate places for Derleth events.  Dr. George purportedly has new book of AD on comics coming out.  Perhaps as part of Walden West.  Jim Kirchstein: Museum on the Square would agree to a Derleth display, perhaps donate items?  Persons to talk about Derleth at same time as comic collection display.  John: Use as part of bigger event; 2 or 3 events related to Derleth which would draw various interests in Derleth.  Ken Grant mentioned Leopold film "Green Fire", they hand out brochures/pamphlets. Do same at Derleth event.  Newsletter issue focused on comic strips?
John: put ads in papers about Walden West.
JR: has been in past contacting libraries, UW, bookstores to post copies of Walden West flyers.
Fred: Best Walden West festivals have had guest authors, but few are left who have any connection with Derleth.
Ken G: Can get announcements in Portal Wisconsin site.  JR to do University Libraries.
Karen: Do we really want to have a Walden West?
Rodney: Was it successful last year?  Did get a few new faces.
Tracy: "The day you let Walden West die is the day you let Derleth die."  Need to redouble efforts to advertise it.
Rodney: On board meetings: need to set a date, keep meetings open-ended.
Ken: Perhaps re-organize committees as goals change.

Technology committee:  Jim Kirchstein reported.  New cabinet has been purchased and moved into Derleth back room.  Now filled with archives on CDs.  JR to add contents to inventory.  Facebook Page and YouTube videos.  No cost to have Facebook or YouTube. Need to renew website blog; upgrade to Dreamweaver software.  Jim Kirchstein has monitored blog; spam has dropped off, JR article on Past Derleth Award winners very popular.

Some talk about book donations and valuations.  Conflict of interest if ADS member does valuation.

Publication committee:  John Haefele reported.  Trading books: Going to be looking and comparing the amounts of books that we are carrying.  Now have an idea of what is selling and what is not.  Rodney: WRWA has a conference in May.  JR is attending also. John: The idea was of having books as gift and inducements to grow membership in the ADS. Remembering Derleth/A Derleth Collection/Wisc. Writers & Writing. Take books to WRWA conference to show and sell.  Objective: 1) reduce inventory 2) convert into sales 3) continue to keep track of sales.

John:  will bring series of recommendations of e-books.  Work with Dan Boulden.
Kay:  Dan Boulden says he can print 100-300 copies at a time and at cheaper price.

ADS Collections: Update current list of AD books.  Break out additional lists that define what we are saving.
1) Definitive Library = 1st editions only, best copies.
2) 2nd set will be back-up.
3) 3rd set will include generic material/ will trade or barter to get copies that we don't have.

Newspaper clippings a separate list in inventory.  Long-term project.
Get books on inventory for insurance.  All books...not just those for sale.
Donations: 1 or 2 needed items, rest of box will be liquidated in best interests of ADS.
A template for what would be published and what would go out of print.  Don't print as e-book until liquidate books on hand.

Legacy committee: David Schweitzer reported.  Part of problem is Derleth has so many legacies.  Difficult to consider just one.  Derleth/Emerson?  Derleth as spiritual seeker.  David has 2 possible bookings upcoming: North Shore Library and one other.  Mary Schweitzer: "we don't get enough of using Derleth name in Wisconsin magazines"  New ways of advertising other than what we have been doing.

Karen Nelson thanked Kay for respectful memorial newsletter.

Board thanked Mary and David Schweitzer for hosting meeting.

Brief talk about brochures.

Henry Russell reported a purging of memberships due.  JR to write Ramsey Campbell.  Consensus of board to keep Ramsey as Honorary Member status.

What is the criteria for honorary membership?

WALDEN WEST FESTIVAL SCHEDULED FOR OCTOBER 8TH AND 9TH!!!!!

Promotions committee will meet again soon.  Will send results to full board soon.

Motion to adjourn.  Tracy Heron seconded.

Meeting adjourned at 2:03 p.m.