Subject: FW: ADS Board Meeting Minutes, February 8, 2014
From: "Char Olson" <[email-masked]>
To: "Kirchstein Jim" <[email-masked]>
Date: Mon, 10 Feb 2014 15:34:43 -0600

Always in confidence

From: Tracy Heron [mailto:[email-masked]] 
Sent: Monday, February 10, 2014 3:20 PM
To: [email-masked]; [email-masked]; [email-masked];
[email-masked]; [email-masked]; [email-masked];
[email-masked]; [email-masked]; [email-masked]
Subject: RE: ADS Board Meeting Minutes, February 8, 2014

JR -- great job on the minutes!

Tracy

From: [email-masked] [mailto:[email-masked]] 
Sent: Monday, February 10, 2014 10:54 AM
To: [email-masked]; [email-masked]; [email-masked]; [email-masked];
[email-masked]; [email-masked]; Tracy Heron;
[email-masked]; [email-masked]
Subject: ADS Board Meeting Minutes, February 8, 2014

AUGUST DERLETH SOCIETY BOARD MEETING, FEBRUARY 8, 2014
SAUK CITY CHAMBER OF COMMERCE     1:00 P.M.

PRESENT:  Char Olson, Karen Nelson, Kay Price, James P. Roberts, Julie &
Fred Roelke, Pat Russell, Tracy Heron.

ABSENT:  Ken Grant, David & Mary Schweitzer, Mark Wardecker.

GUEST: Jody Sweeney.

Meeting began at 1:02 p.m.

MINUTES:  Kay Price made the motion to approve the minutes of the November
2, 2013 Board Meeting.  Pat Russell seconded.  Approved.

Tracy Heron introduced Jody Sweeney, from Madison, a consultant for
non-profit groups.  Some highlights from her talk:

*	Current project is working with Al Ringling Theatre in Baraboo.  Did
feasibility study first, then began capital campaign. Went from $0 to $3
million in just over a year.
*	Need good volunteers, also an honorary committee with known names.
Honorary committee to lend name to project and participate in 1 event per
year.

Need donors and an Action Plan.  Someone designated to track donations.
Typical gifts are pledged over 5 years.
[Discussion Period]

Kay: "We'd worked with Jeffries Foundation before."  Talk of harness shop
acquisition and problems.
Tracy: "Idea of Derleth Writing Center exciting, but many potential pitfalls
daunting.  Still need a direction and/or structure of where to go next?"
Fred: "Must make a choice between a new building or take over an existing
space."
Tracy: "Still beginning to formulate a plan."
Kay: "Vision of an interactive museum style place, with tours (ghosts,
hiking).  Need space for activities."

*	Jody: Get list of 15 - 20 goal items, meet with targeted people.  Do
a survey to gauge interest in specific items.  James Thurber place,
excellent model to use.
*	These studies take a lot of work to prepare and make a report.
*	Make a 2 - 3 minute video, make campaign materials (booklet,
brochure).

Get concept together internally, then put it out for comment.
[Discussion Period]

Kay: "Need paid staff, rather than volunteer.  Talk of Jesse Stuart
Foundation.

*	Jody: Need a couple months of planning a campaign.  Print up signs
to give to donors as recognition for their contribution: yard sign PART OF
THE STORY was used for new Ruth Culver Library in Prairie du Sac. (Ours
could be called "PART OF THE (BIG) DREAM".)

[Discussion Period]

Fred: "How many of these have you done?"
Jody: "40 - 50.  Pabst Mansion in Milwaukee.  Libraries in Lancaster and
Marshfield."
Kay: "What can we expect if we are just a handful of people?"
Jody: "You're at a tipping point.  Either do it now, within a few months, or
probably never."
Tracy: "When do people bring you in?"
Jody: "At the beginning.  Help refine things, put proposals in language
donors understand."

*	Start with big gifts, then work on the fringes.  Proposals must be
1) unique 2) sustainable 3) have credibility.

Kay: Story of Arkham House and Place of Hawks.
Pat:  "Are you a grant writer?"
Jody:  "I've done them.  I hate it."

*	Timeline: Study = 90 days.  Campaign = 1 year to 18 months.  Pledge
Period =  5 years.
*	Campaign should be short-term, 1-time, focus on big event.
*	Make a request to donor to fund the study.  A lot of up-front cost.

Tracy: "How often do we meet on something like this?"
Jody: "1 big meeting at first, then an interview-based meeting, use a point
person to handle interviews, a secure place for the interviews.

*	3 - 4 months of campaign planning.  Meet 2 - 3 times a month.
*	Create plan first, then go after grants, donors, etc.

Jody's talk/presentation ended at 2:05 p.m.  There was a brief break, then
the meeting resumed at 2:21 p.m.

PRESIDENT'S REPORT:  Tracy Heron reported on January 18th meeting with Sauk
City Village President Jim Anderson. Anderson made interesting proposal.  A
piece of land next to Place Of Hawks is available.  City will annex and
offer to ADS, city will do site clean-up and handle re-zoning issues.
Potential offer: city to donate old school building, give ADS $10,000 to
move it to annexed site. [Much discussion followed.  Talk of other building
fiascos in Sauk City.  No great benefit to ADS at present.  Kay: Prefer to
"go big", work on getting property on Wisconsin River, more relative to
Aug's works.  Char mentioned the Riverview Ballroom as possible ADS site?]
NOTE: After the meeting, a tour was taken of the Riverview Ballroom. A sad
sight, totally gutted except for the long bar.  No chance of using it.

AV EQUIPMENT UPDATE: Tracy Heron reported.  Jim Kirchstein will drop off all
AV equipment to ADS.  Some to Library Room, some to Ray Bayley storage.

TREASURER'S REPORT: Kay reported for Ken Grant.  Total of a little over
$60,000 in all accounts.

Char Olson motioned to approve Treasurer's Report.  Karen Nelson seconded.
Approved.

ADS NEWSLETTER: Tracy: Helen Derleth collection, put in ADS Newsletter.
Offer to have members' AD books sale ads in ADS Newsletter.  Kay wants next
issue of ADS Newsletter out by next week.

Fred Roelke motioned to have next meeting open to all membership to cover
oversight of not having open meeting at 2013 Walden West Festival.  Pat
Russell seconded.  Approved.

ADS WEBSITE: Mark Wardecker working to clean up website.  Better to start
from scratch.  Needs freshening up.  ADS Facebook Page: not expected to
launch anytime soon.  Needs constant maintenance and upkeep.

PUBLICATIONS/E-PUBLICATIONS: Kay tried to contact woman mentioned by Dan
Boulden.  No response yet.

JR to send ADS Board list of books: 1) extra copies to use at fundraisers
                                                         2) books to get rid
of and not reprint

ADS PRESS:  JR to research and make suggestions for new publication company.
To be determined at next meeting.

Tracy Heron shared a letter from Ron Hill.

DERLETH DINNER/FUNDRAISER: Fred Roelke made motion to have a Derleth Dinner.
Julie Roelke seconded.  Approved by majority with one Nay (Kay).

OTHER BUSINESS:  Pat Russell brought copy of Sauk City 1976 Bi--Centennial
booklet published by SPHS (Historical Society).  They want to publish an
updated version.  Questions about copyright: where do they get permission to
use Aug's text?

WALDEN WEST FESTIVAL 2014:  Will be held on OCTOBER 10 - 12, 2014.

NEXT ADS BOARD MEETINGS:   APRIL 6, 2014
1:30 P.M.
                                                  JULY 20, 2014
1:30 P.M.
                                                  SEPTEMBER 7, 2014
1:30 P.M.
                                                  OCTOBER 12, 2014 (OPEN)
TBD
                                                  NOVEMBER 9, 2014
1:30 P.M.

Fred Roelke motioned to adjourn the meeting.  JR seconded.  Approved.

Meeting adjourned at 4:00 p.m.