Subject: RE: ADS Board Meeting Minutes from April 21, 2013
From: "Char Olson" <[email-masked]>
To: "'Jim Kirchstein'" <[email-masked]>
Date: Fri, 12 Jul 2013 08:59:09 -0500

Thanks

I  skipped over this pretty much and didn't see anything about the scope.

Will call  you in the morning.  On our way to Madison by noon and our car is
in the garage.

Did catch the following

I explained to Tracy and with his permission. did a trade out on memberships
with the chamber. that's how we obtained a valuable mailing list, 1 time
use.

Kay loves to generalize. we lost some members due to the increase. doubtful.
At our last meeting she mentioned 1 guy who said something and that he would
join as a single instead of the family deal.

I said. I wish I would have talked to him and I would have said. I'm sorry
you feel that way, we haven't had any other comments on our dues structure.
I also said. to those present. we all have to be

Salespeople when it comes to issues like this. and selling tickets.  We all
need to help sell tickets.

Tracy and David handed out about a thousand suckers with attached
advertising on them for the DD  - 10-13-13 at the Witwen Parade.

Tracy (and I) can see ADS really taking off in the future.  Now is the time.

We are meeting with Jodi Sweeney soon regarding achieving money.

She worked with the Ruth Culver Library and is presently working for the Al
Ringling Theater.

I met her, thanks to Carol Kratochwill.

For now

Char

From: Jim Kirchstein [mailto:[email-masked]] 
Sent: Thursday, July 11, 2013 8:18 PM
To: Char Olson
Subject: Fw: ADS Board Meeting Minutes from April 21, 2013

 

From: [email-masked] 

Sent: Tuesday, June 25, 2013 1:10 PM

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] 

Subject: ADS Board Meeting Minutes from April 21, 2013

Greetings!

Here's another sending of the minutes from the last ADS Board Meeting.  Have
fun on Saturday.  I will be in Iowa at a high-school class reunion,

JR

AUGUST DERLETH SOCIETY BOARD MEETING, APRIL 21, 2013
SAUK CITY LIBRARY                                  1:00 P.M.

PRESENT:  Char Olson, James Roberts, Mary & David Schweitzer, Tracy Heron,
Mark Wardecker, Kay Price, Karen Nelson, Ken Grant, Perry Huntoon, Jim
Kirchstein, Fred & Julie Roelke.

ABSENT:  Pat Russell.

Meeting began at 1:00 p.m.

Ken Grant moved to approve the minutes from the January 13, 2013 Board
Meeting.  Kay Price seconded.  Approved.

PRESIDENT'S REPORT:  Tracy Heron welcomed new board member Mark Wardecker to
ADS and gave a brief outline of the meeting agenda, emphasizing the need to
stay on track -- with gavel!

ADS MEMBERSHIP:  JR reported that while he was cross-checking the ADS
membership list with a list from the Sauk Prairie Chamber of Commerce at the
behest of Char Olson, he made an inventory of actual dues-paying members
apart from Honorary Members, those who haven't paid dues since 2011 and
recently deceased members and came up with 137 current dues-paying members
of the 188 total membership.  This generated much discussion.

Kay:  "A lot of people in S. P. don't know who August Derleth is."

Mary: "It's up to us to address this."

Should we increase our dues?   Char gave examples from other organizations
and suggested $25/individual, $40/family, $50/business.

Ken:  We should figure out how much money we have coming in each year from
dues as opposed to expenses.

Kay:  "Several people have dropped because of limited income."

Perry:  "Also figure in other income, we have occasional donations."

Ken:  "Could offer option to carry some people at lesser rate."

Some discussion on upcoming mass-mailing:

Mary:  "Put extra copies of ADS Newsletter in places (Cedarberry, ETC.)"

JR:  "Henry gives me about 20 extra copies of each issue for ADS archives."

Jim K:  "I recently donated $200 worth of CD's to Tripp Museum and they sold
every copy."

Char:  "The Chamber of Commerce has a website we could use for advertising."

Kay:  "A brochure would make more sense.  But what is it for?"

Mary: "A brochure has multiple uses.  Newsletter is primarily for members."

Mark: "Who's handling the website?  Might be able to figure out where we can
focus our energies."

Jim K:  "The blog gets more use than the website."

Tracy:  "Don't know what brochure will do.  Possibly just another
expenditure at this time."

Fred:  "I see no problem in raising dues."

(Mark may be able to help with website.)

Karen:  What are the benefits for joining the Chamber?"

Char:  "Advertising. It's our fault that people don't know Derleth."

Ken:  "Figure out cost of joining Chamber ($125) as related to our goals.
Just 10 new members would pay for the cost.  If we make good, renew each
year."

Tracy:  "Mass mailing means mass postage."

Char:  "I thought non-profits were exempt."

Kay:  "We get discount through Giegerich's."

Tracy:  "Send newsletter to Chamber of Commerce list."

[Ken volunteered to be on committee to meet with Chamber of Commerce.
Suggested Char as well.]

Tracy:  "Joining Chamber of Commerce was not approved by the board.  Need to
consult board in the future."

Ken moved to include Chamber list in next ADS Newsletter mailing.  Julie
Roelke seconded.  Approved.

Ken:  "Each board member should sponsor a new member."

ADS NEWSLETTER:  Kay Price reported that Newsletter won't be going out until
Russells get back. Likely first week of May.  Another issue will follow in
July.  What needs to be in Newsletter?
1) Brief history of ADS.
2) Who Was AD?
3) Members sponsor new members.
4) AD Dinner.
5) Insert ad sheet.
6) Letter from President.

PUBLICATIONS/E-PUBLICATIONS:  Tracy reported that we are at an absolute
standstill.  Need to move on.  Dan has been incommunicative.

Mark:  "If books have been already scanned, converting to OCR fairly easy.
Can do it myself."

Tracy:  "Letter to Dan Boulden.  Ask for files, see where we stand in order
to move forward."

Many questions for Mark about e-publishing.  JR gave report on books low in
inventory.  Mark can do a test book beforehand.

TREASURER'S REPORT:  Perry Huntoon reported.  $1600 went out in 1st Quarter
through card.  Down $300.00.  A total of $56,000 to date in bank.  1 CD
left.  Matures in August.  Check book stolen.  22 checks written, all money
has been returned.  Old account still in place, Perry will meet bank on
Monday to work on closing old account.  Assets have been transferred to new
account.  Need to have new checks with new address, use Ken's address. Perry
announced his resignation as ADS Treasurer.

JR moved to appoint Ken Grant as interim ADS Treasurer.  Kay Price seconded.
Approved.

Fred:  "Do we buy a protection plan?"

JR:  "Perhaps Ken can look into the costs of a protection plan."

Mary made motion to table approval of 1st Quarter report.  David S.
seconded.  Some discussion followed.  Approved.

Tracy:  "Jim K. sent me 2-page list of items he has purchased since 2012."
Tracy to follow up further with Jim K. on expenditures.

WWF13 PLANNING:  Char Olson reported.  May 1st is target date.  Newspaper
shows Circus World has events up to November 1st.  Has 50 tickets sold
already for Derleth Dinner.  5 or 6 people want to sell items.  250 people
possible.  No need to panic yet.  Derleth Dinner date may have to be
changed. A lot of people are interested.  Use Chamber of Commerce and Circus
World websites and blogs to promote.  Jim K. and Char have been talking to
people about Augie.

BUSINESS PLAN:  Tracy showed copy of One-Page Business Book.  Proposal:
create one-page business plan for ADS.  Much discussion about Vision Plan.

David:  "Return To Walden West" Derleth said some passages he called his
"mission statement".

ADS Mission Statement:  (from November 14, 2010 minutes) "The mission of the
August Derleth Society is to preserve and promote the life, work and
literary reputation of August Derleth."

OTHER BUSINESS:  Perry received card notifying the ADS of the $250.00
contribution to the Sauk Prairie Scholarship.  Award ceremony is Wednesday,
May 8th.  JR will attend.

Mark made the motion to adjourn.  David S. seconded.  Approved.

Meeting adjourned at 3:29 p.m.