Subject: ADS Board Meeting Minutes, January 29, 2012
From: [email-masked]
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Date: Mon, 6 Feb 2012 10:56:34 -0500 (EST)

Greetings!  Here are my transcriptions of the minutes of the ADS Board Meeting on January 29, 2012.  Many thanks to Rodney Schroeter for recording the meeting and sending me a CD copy to transcribe.  I know who I'm going to nominate for the next Secretary!  You are guaranteed a choice this time!
 
AUGUST DERLETH SOCIETY BOARD MEETING MINUTES
JANUARY 29, 2012    KAY PRICE'S HOUSE      1:00 P.M.
 
(The CD recording did not include a roster of members present or absent)
 
Motion to adopt the minutes.  Perry moved.  Kay seconded.  Approved.
 
TREASURER'S REPORT:  Perry reported.  Waterstone CD due, rather than renew, the money was deposited in M & I account.  Ginnie Mae:  current bank CD rates abysmal, interest rates likely around 0 % until 2014.  We want safety on investments.  Perry recommended part of CD deposited in Ginnie Mae.  Keep $1,000 - $2,000 in checking account, put $20,000 in Ginnie Mae.  Easier access to money.  Year end report:  Income and Expenses for 2011 pretty much evened out, we held our own.
 
Ken:  Ginnie Mae interest at 4% to 6%.
 
Kay:  Can still write checks?  Yes.
 
Kay moved to put $20,000 into Ginnie Mae, then put the rest into checking account.  Tracy seconded.  Approved.
 
(Perry explained the workings of Ginnie Mae to a question from Mary Schweitzer.)
 
TIME CAPSULE:   Jim Kirchstein reported.  A total of 501 inquiries posted on ADS blog since it went online; 387 are spam.  Still a big following for Derleth out there.  Time Capsule opened recently from 100 years ago.  Letters and stuff.  Our archives are on 4 big disks.  No way to hermetically seal these.  Will survive at least 100 years.  Most Derleth material included.  Some editing of letters of a sensitive nature.
 
Kay: this is for our grand-children and great-grandchildren.  (tale of Bennett and dial telephone)
 
Jim K:  Do we want to put our Time Capsule with the rest?  (argue over who gets their photo in the paper)
 
Ken suggested 2109 to exhume Time Capsule.
 
Jim K:  Once CD's are played, deterioration sets in.
 
Char:  Can re-record as played.
 
Kay moved to do a Time Capsule at Tripp Museum and make part of Walden West Festival.  Motion was seconded.  Approved.
 
Jim K:  Still have videos of past Walden West Festivals not yet transferred to CD/DVD.  (tale of Karl Ganzlin in WWII Germany)
 
(talk of famous book-stealers: Kay, how you could forget Randy Everts!)
 
Char:  Someone should contact Chamber of Commerce to get copy of Time Capsule put into cornerstone of new building.
 
Ken:  How much would it cost to make a copy?
 
Jim K:  Mostly time involved.
 
Rodney:  Some crazy ideas of other methods of preserving CD/stuff.  (I liked the Jimmy Hoffa approach)
 
BY-LAWS  REVISION:  Perry, Henry, Tracy given the task of proposing changes to by-laws.  Tracy explained each proposed change.
 
Honorary Membership:  honorary membership can be done "by a simple majority vote".
 
Officers:  President, Vice-President, and "Immediate" Past-President. (Secretary, Membership Secretary, Treasurer).
 
Board Of Directors:  more changes needed to explain "official" and "non-official" board directors.  Replace "non-official" with "non-officer".
 
Termination of Membership:  no great changes suggested.
 
(Check when Executive Secretary position was created: (I went through the ADS Board Minutes going back to 2004 and can find no mention of a formal vote taken.  I do remember the discussion on this, however it may have been 'informally' voted on by mutual agreement.)
 
Kay:  Woman in Rockford, Illinois has AD books.  Jim Kirchstein volunteered to go down and pick them up.
 
Ken:  Return question of officers to By-Laws committee.
 
Kay:  Keep Executive Secretary and Newsletter Editor separate.
 
Tracy:  Replacing 10 "non-official" with 10 "non-officer" Board Members.  
           Add Executive Secretary to officers, now 7 officers (see above).
           Define Executive Secretary position in by-laws.
 
Tracy:  No provision for voting by proxy.  Should make a provision for voting by "electronic media". To allow somebody to record your vote?
 
Jim K:  When terminating a board member, vote should not be by proxy.
 
Kay:  We need to get everybody hooked up for easier communication.  (Get every board member an I-Pad like they do in schools!)
 
Tracy:  Art. 6, Sec. 5: Financial: a change to "checks being drawn and deposits made".
 
Tracy:  Art. 14.  By-laws amended to :"changed by 2/3rds vote by board -- strike reference to general membership".
 
Ken:  Make by-law changes: put in ADS Newsletter noting changes to be made and giving membership time to respond before annual board meeting at Walden West.
 
Henry:  Keep by-laws committee and work on proposals to be voted on at next meeting.
 
Henry:  There's been no official nominations policy.
 
Ken: How many members have e-mail?
 
Henry:  Less than 100 members have e-mail.
 
Kay:  20-page Newsletter, how should we continue it?  People liked the larger size.  How much did it cost?
 
Henry:  It cost double.  From $350 to $700.
 
Jim K:  If you want Newsletters in Time Capsule, need to know now.  Earlier had voted 'No' to include Newsletters in Time Capsule. Too expensive.
 
PUBLICATIONS COMMITTEE:  Rodney Schroeter reported.  Still looking at various means of creating e-books.  Questions about JR's proposal.
 
Jim K:  Legal contracts should be detailed. Doesn't think current contract valid enough.  A contract with the kids would be more valid.
 
Ken:  Before we publish Village Year, to contact kids and let them know of our intentions. They would be in legal bounds to say we don't want you to publish this.
 
Jim K:  George said he won't show any contracts he may have.
 
Kay:  Kids aren't involved in finances of Arkham House.
 
Ken:  We should have honesty and clarity in our dealing with the kids.
 
Ken:  My task is to draft a letter to Danielle giving details of our publication goals.
 
Kay:  Make a list of questions for Dan:
 
        a) is he available for scanning?
        b) timetable for printing?
        c) price of e-books?
        d) hourly rate?              cost to us?       proofreading?
        e) ready as an e-book?
        f)  how is e-book delivered?  Open an account at amazon.com?
       g)  how to market it?
 
Perry:  Publications committee to meet with Dan.
 
Ken:  #1 agenda item next meeting is e-book.
         #2 by-laws
         #3 activities for 2012/Walden West
         #4 speaker at Walden West
 
NEXT MEETINGS:   MARCH 4, 2012
                              JUNE 3, 2012
                              AUGUST 26, 2012
 
WALDEN WEST     OCTOBER 13 - 14, 2012
 
Perry moved to adjourn.  Seconded.  Approved.