Subject: ADS Board Meeting Minutes, November 18 2012
From: [email-masked]
To: [email-masked], [email-masked], [email-masked], [email-masked], [email-masked], [email-masked], [email-masked], [email-masked], [email-masked], [email-masked]
Date: Sat, 24 Nov 2012 11:04:07 -0500 (EST)

AUGUST DERLETH SOCIETY BOARD MEETING
NOVEMBER 18, 2012  SAUK CITY LIBRARY  1:00 P.M.
 
PRESENT: Char Olson, Tracy Heron, David & Mary Schweitzer, James P. Roberts, Perry Huntoon, Kay Price, Karen Nelson, Jim Kirchstein, Pat Russell, Ken Grant, Dan Boulden (via I-phone).
 
ABSENT: Fred & Julie Roelke.
 
Meeting started at 1:05 p.m.
 
Minutes of August 26, 2012 meeting:  Char Olson motioned to approve the minutes, Karen Nelson seconded.  Approved.
 
PRESIDENT'S REPORT:  Tracy Heron sent copies of his letter to the Derleth grandchildren to Board.  Feels it's still worth the effort to reach out to them.  No response as yet. Attempts to call them have not worked.  Money order for $100.00 not cashed yet.  At the moment we should go ahead with publishing projects...until we hear differently.  Keep April in mind when reaching out to kids.
 
Ken: Let kids know each time we make a report of book sales.
 
Perry: How do we decide what is accountable as per agreement?  Does Ghost of Black Hawk Island count?
 
Kay, Perry, JR to meet later to find workable solution.
 
BOARD MEMBER RESIGNATION:  Rodney Schroeter gone. Minimum no. of board members at present.  Not bound to add another member. [Tracy Heron sent a later e-mail amending and clarifying the numbers.]  Mark Wardecker a possible Board Member?  Lives in Illinois, even farther than Perry.
 
Dan: Need to look not so much whether he can get to the meetings, but how he can help the Society?
 
Tracy: Mark has great attitude.
 
Kay to contact Mark and get more information.
 
TREASURER'S REPORT:  Perry Huntoon reported:  Transition with checking account.  M & I now BMO Harris (known as "The Beem"), have been helpful to Perry.  M & I online account, BMO cut off
all access to past history.  They sent a flash drive to install, but with a short window for access and Perry was out of the country at time.  He had to reconstruct 3rd Quarter numbers.  M & I CD matured.  CD rates are virtually zero.  Transferred all to checking account.
 
Mary:  Had a question about book prices as part of inventory process.
 
Dan:  We are paying a higher price for a smaller amount, but still coming out ahead.
 
Jim K: Asked about George's book inventory value as to rest of ADS books.  JR will separate those from regular inventory.
 
Mary Schweitzer motioned to accept the Treasurer's Report.  Ken Grant seconded.  Approved.
 
UW surplus equipment to sell : leave to Jim Kirchstein's discretion.
 
ADS Membership Drive:  Derleth insert photos in last Newsletter cost a total of $57.00 using WinkFlash, instead of $200.00. (Karen was tickled to get photo)  (Tracy wasn't going to renew until he got photo) (much japery)
 
Jim K: Offer on-line Newsletters for new members as incentive.
 
Tracy: Put a business reply card with Newsletter.  Check with Pat/Henry Russell as to cost.
 
Jim K:  More a promotional item than anything else.
 
E-PUBLICATION:
 
Dan:  Wouldn't take long to e-pub Village Year.  Have ready for a vendor in an hour.  Hasn't had the time yet to look into vendors.  Very low cost: $30 - $40 per book.  Badly done books are a big turn-off.  What books to do beyond Village Year?  3 or 4 per year.  Copyright issues.  Has scanned all the Derleth books sent to him.
 
Kay:  Found a book "McIlvaine's Star" published by Project Gutenberg.
 
Dan:  Probably pulled from a pulp magazine.
 
Tracy:  We are getting beat to the punch by others.
 
Tracy:  How can we get Village Year published?
 
Dan:  Will look.  Give him two weeks and will reply by e-mail.  $200.00 to cover what we need to spend.
 
JR, Kay, Ken Grant, Dan Boulden new Publications Sub-Commitee.
 
Dan Boulden made motion to approve an amount no more than $200.00 to e-pub Village Year.  Kay Price seconded.  Approved.
 
Tracy:  Out before Christmas?
 
Dan: Yes!
 
WALDEN WEST 2012 RE-CAP:  What worked? (went round-robin with each board member offering comment)
 
Mary S: Saturday was wonderful.  Tripp Museum.  Sunday's highlight was the pianist.
 
Char: Selling ads on Newsletter.  Calling card size.  Suggested holding a mixer/silent auction.  
         Make more things available at Walden West.  -- People that knew Augie, not only at Walden
         West.  -- People that knew April.  --Tywana German, new Chamber of Commerce.  Honorary
         VIP memberships for Sauk Village President, Village Board.  -- Make main focus on Sunday.
Perry:  Attracting new people to entertain. -- Getting general/local public to attend has been a
           problem.
Char:  Have local talent.
Ken :  Suggested Patrick Rothfuss, Neil Gaiman as guests.
Karen:  Just reading from book doesn't work, more interaction with audience.
Tracy:  A bigger name draw.
Jim K : A one-day on Sunday for public. -- Keep Saturday to ourselves. -- Apple pie trip. -- Keep 
           theme all about Derleth. -- WORT radio close to Freie Geimeinde.  -- Wisconsin Humanities   
           Council, PortalWisconsin website.  -- Request for DVD's of past Walden Wests.  Give them
           for free, request donations to ADS.
Ken G : Greater presence on Internet and other media rather than depend on people showing up at
             Walden West. -- Saturday to ourselves.  -- Sunday have something art-related.  -- Keep
             program short: 3 hours.
Pat R :  Main program on Sunday.  -- Michael Perry a good speaker.  -- Entertainment a big draw.
            -- Kid's awards good, but people leave early.
Char:  Open Board Meeting in morning.  Catered lunch.
David S : Fall colors popular.  --The smaller things worked this time.  -- Would miss Freie 
              Geimeinde. -- love being part of 'Derleth'.
Mary S : Limit it to Sunday.  -- Saturday for ourselves.  -- Freie Geimeinde is nice.
              WWF guest: Finklemeyer, a pianist from Chicago.
Karen:  Goes back to beginning of Walden West Fest.  --Back to roots we began with, love of
            nature and area, focus on Augie, keep Freie Geimeinde.  -- Keep David.  -- Mary singing.
            Craig Culver a WWF guest?
Dan:  -- Being with everybody.  -- David Schweitzer as Augie.  -- Graveyard readings. -- Young people
           involved.  -- More Sauk City oriented.
Tracy:  Classical music ties to Derleth.  -- David's reading.  -- Give River Arts a try.  -- People speak
           who knew Derleth.
JR :  Saturday is social day.  Bring invited guests, where new people (Kimberly & Colleen, the 
        Callaghans) meet the ADS Board Members.  -- the ADS is like a family at Walden West.
        -- Keep Sunday program short, but allow for more socializing.
Kay:  -- loved the music.  -- David's reading.  -- have book discussions at Walden West.  -- need to
         be realistic.
Char:  Send letters to people who will talk about Augie.
 
ADS Newsletter: item for next meeting.
 
Other Business:  Stark House letter.  Dan doesn't think it will fly.  We should come out with a lot of e-books.  Add this option to sub-committee recommendation on whether or not it's feasible.  2 weeks will have report.
 
Perry:  Do we continue with $250.00 scholarship to Sauk Prairie Foundation for Academic Excellence?  Annual expenditure approved without formal vote.
 
Brochure:  Char, Kay and Jim Kirchstein to work on new brochure.  Present at next meeting.
 
JR to e-mail Dan Boulden list of books low in inventory.
 
2013 MEETING SCHEDULE:  January 13th
                                            April 21st
                                            July 14th
                                            September 8th
 
JR made the motion to adjourn.  Kay Price seconded.  Meeting adjourned at 3:16 p.m.  Packers won 24-20 over Lions.