Subject: ADS Board Meeting Minutes, January 13, 2013
From: [email-masked]
To: [email-masked], [email-masked], [email-masked], [email-masked], [email-masked], [email-masked], [email-masked], [email-masked], [email-masked], [email-masked], [email-masked], [email-masked]
Date: Mon, 14 Jan 2013 14:03:07 -0500 (EST)

Greetings!  I didn't get a chance to let everyone know at the meeting, but I have a new "literary" hat to wear.  Last Tuesday I became the Secretary for the Edgerton Sterling North Book & Film Festival, Inc. which puts together the Edgerton Sterling North Book & Film Festival each year.  This year it will be on September 28th, thus it will not affect the Walden West Festival. The featured guest will be Dr. Patch Adams.  I am also on the "Author's Committee" and hope to get our friend Lauren Groff (The Monsters of Templeton, Arcadia) to be invited.

JR

AUGUST DERLETH SOCIETY BOARD MEETING, JANUARY 13, 2013
SAUK CITY PUBLIC LIBRARY.  1:00 P.M.

PRESENT: James P. Roberts, Tracy Heron, Pat Russell, Char Olson, Perry Huntoon, Mary & David Schweitzer, Ken Grant, Kay Price.

ABSENT:  Fred & Julie Roelke, Dan Boulden, Karen Nelson, Jim Kirchstein.

David Schweitzer will be appearing as "Augie" on April 11, 2013 at the Zona Gale Center in Portage as part of their Brown Bag Lunch program.

Meeting began at 1:08 p.m.

MINUTES:  An amendment was made to the minutes of the November 18, 2012 board meeting.  Mary Schweitzer and her singing was listed by several people as one of their highlights of past Walden West Festivals, but was noted only under Karen Nelson's comments.  The secretary regrets the oversight.

Ken Grant moved to approve the minutes.  Pat Russell seconded.  Approved.

PRESIDENT'S REPORT:  Tracy Heron reported that the Advance Royalty Payment check sent to the Derleth kids has been cashed.
Ken Grant reiterated necessity to send kids updates on royalties at six-month intervals.  David Schweitzer asked if Village Year was going to be an e-book only, or also in print format?  Or both?  Plans are to do both.

BOARD VACANCY:  Kay reported that Mark Wardecker would be delighted to join the Board.  Discussion followed, updating other board members on Mark's bio.  Tracy Heron suggested a letter to new Board Members outlining expectations.  Tracy to work on letter.

Kay Price moved to vote Mark Wardecker on to the Derleth Society Board.  Mary Schweitzer seconded.  Approved.  Welcome aboard, Mark!

ADS BUSINESS PLAN:  It will give us credibility with areas where we are seeking funding.  Need to provide a timeline of finances since the selling of the harness shop.  Need to formulate a solid plan.  Business Plan For Dummies.

Mary S:  Give people an overall view of Derleth Society as a way to move forward with promoting AD.

Kay: Business plan as a way to hire a person to market the ADS.

Ken:  Allow people who renew each year to award a free one-year membership to someone else.

Tracy:  Will seek resource material for business plan.

Ken Grant moved to reimburse Tracy up to $50.00 for materials on putting together a business plan.  Seconded by Kay.  Approved.

TREASURER'S REPORT:  Some purchases seem not to have been previously approved by the Board.  Our net worth has been going down year-by-year.  What happened to the rule that all expenses above $100.00 be approved by the Board?  Kay read a letter from Jim Kirchstein explaining a bit about the websites for ADS and the annual fees for them.  $59.00/yr to the web host site.  Software now sold on annual lease basis.

Tracy: Do we need to reconsider the $100.00 limit?  Or reinforce it better?

Ken:  What are the charges for things like Internet?

Perry:  The invoices don't tell exactly what is being purchased. (Misc. supplies)

Mary S:  All such requests should go to the Treasurer first to make sure we have money, then approved by the Board.  The Board has to have some control over expenses.

Char:  Jim Kirchstein also donates a lot of his time on these projects.

Kay:  Need to clearly lay out our expectations on projects.

Ken:  3 questions to be answered: "what are costs of archiving?"  "what do we own or lease?"  "What are website costs?"

Perry to talk with Jim Kirchstein about expenses.

Char asked about having three Newsletter bills on Treasurer's Report.  Perry said that some of last year's expenses slopped over into this year's, making it seem larger.

Perry:  CD matures in July.  Doesn't want to commit to risky things. 

Mary Schweitzer made motion to approve Treasurer's Report.  Seconded by Ken Grant.  Approved.

E-PUBLICATIONS:  Dan Boulden has been sick, thus publication has been delayed.  With other people e-publishing some AD work, the race is on.  No reason to delay but get as much out as possible.  Talk of publishing rights, but nothing is clear-cut.  John Haefele's new book about Derleth is now out and available on Lulu.com.  Kay said that Dan has access to other e-publishers to farm out Derleth e-book projects, if necessary.

ADS NEWSLETTER:  Char noted that it costs approx. $1600.00 per year to print Newsletters.  Need ads to help cut expenses.  Perhaps change the letterhead and improve the look.  Have 1 page of ads, 1 page of Board Members, also news of Walden West.

Kay:  We have 8 pages, if we go to 12 pages, it is more expensive.

Char:  Use an insert rather than pages.  Can give list of potential advertisers.

Tracy:  How many members are local?  Not many.  Less than 10%?

Mary S.: Put in membership forms.

Char:  Can design ads.  (much discussion on Newsletter)  Tracy to bring gavel next time.

Ken:  I like the idea of inserts.  But the editor is doing the work, they should have the final say.

Perry moved to seek advertising for ADS Newsletter.  J.R. seconded.  All ads an insert.  Char will devise price schedule.  Approved.

WALDEN WEST FESTIVAL PLANNING:  Questions about the purpose of Walden West Festival.  

Char:  Purpose and program items go together.  People who knew Derleth are disappearing.  Need to hear their stories.  Has list of 15 people still around.

Ken:  Purpose is to celebrate Derleth within Society and community.

David S. : To celebrate his time and place.

Program:  Much talk about past successful programs: Murder Mystery, Train Ride.

Ken:  A Derleth Dinner.  "Augie Talks About His Appetite!"  Saturday night dinner?  Noon on Sunday? Sell tickets.  $25 a plate?  Dinner music?

Much discussion of Derleth Dinner.  What kinds of food?  Make dinner a buffet-style?  Catered?  

Place:  Lake Wisconsin Country Club?  Chateau at Devil's Lake?

Price:  Budget first, set a goal, then see what works.

Perry moved to have Derleth Dinner for Walden West.  Kay and Char to chair.  David Schweitzer seconded. Approved.

JR to contact various magazines and media outlets to let them know date of Walden West:  October 13, 2013.

OTHER BUSINESS:  a) ADS Committees.  b) Those who knew Derleth (Jim K.).  Tabled until next meeting.

MEETING DATE CHANGE!!!!   SEPTEMBER 22nd instead of SEPTEMBER 8th.

                       ADS MEETINGS:   APRIL 21st
                                                   JULY 14th
                                                   SEPTEMBER 22nd

WALDEN WEST, OCTOBER 13, 2013.

Ken Grant moved to adjourn.  Char Olson seconded.  Approved.

Meeting adjourned at 3:16 p.m.