Subject: ADS BOARD MEETING MINUTES, SEPTEMBER 11, 2011
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Date: Fri, 16 Sep 2011 19:21:14 -0400 (EDT)

NOTE: TO MAKE THE MINUTES EASIER TO USE AS REFERENCE, I AM NOW UNDERLINING ALL MOTIONS MADE BY THE SOCIETY THAT ARE APPROVED.

ADS BOARD MEETING MINUTES, SEPTEMBER 11, 2001
KEN GRANT'S HOUSE, NEW LISBON, WISCONSIN
 
PRESENT: Pat & Henry Russell, Karen Nelson, Mary & David Schweitzer, Perry Huntoon, Kay Price, James P. Roberts, Ken Grant, Tracy Heron.
 
ABSENT:  John Haefele, Rodney Schroeter, Jim Kirchstein, George Vanderburgh, Fred & Julie Roelke, Barb Meyer.
 
GUEST: Jim Nelson.
 
Social time from 11:30 a.m. to 12:45 p.m.
 
Meeting started at 1:00 p.m.
 
Kay Price announced that the Mazomanie Railroad Museum has moved.
 
Perry Huntoon announced that since it was not the end of the 3rd quarter, the Treasurer's Report will be read at the October 8th Walden West Fest Board Meeting.
 
Ken reported he had received an e-mail from Rodney Schroeter saying "it was not in the best interests of the ADS for him to assume the Presidency at this time."
Ken Grant has agreed to continue as President for one more year.
 
Kay: "There's nothing in the By-Laws that says the Vice-President has to take over the Presidency once the President's term expiires.  As far as Board Members' status goes; it's been the case that Char Olson and George Vanderburgh are on the Board because of being "Past-President".  Need to re-elect all Board Members next time.
 
Karen: The way we've operated in the past, those who come to our meetings are usually brought into the group.
 
Perry:  Are we having an election this year?  Do we keep things the same for one more year so as to get back on track with By-Laws?
 
Note: Since minutes of previous board meeting ran to 5 pages, JR was asked to read them aloud and discussion would be made on various points as they came up in the minutes, particularly Walden West.
 
Note: Tracy substantiated that the 'moratorium' on books being published and which has caused much controversy, was proposed but not voted upon, which is why it was not listed in the minutes of the April 7th meeting.  JR was told to inform George Vanderburgh of this 'moratorium'.
 
Tracy:  Get back to the By-Laws and start to enforce more regularly.
 
Perry:  Next year, be firm with elections and have a slate of candidates.
 
Ken:  Next September meeting, remind Board Members their terms are about to expire.
 
WALDEN WEST FESTIVAL: SATURDAY PROGRAMMING: JR reported that the DVD of "The Whisperer in Darkness" will NOT arrive in time for Walden West.  Alternate plan is to show the videos of Augie's friends remembering Augie again.
 
SUNDAY PROGRAMMING:  Jack Koblas to speak first, then David Schweitzer will read selections, followed by Ron Hill and Audrey Grieme performing.
 
Tracy Heron made motion to accept minutes of August 7, 2011 meeting.  Perry seconded.  Approved.
 
Tracy Heron moved to accept the Agenda for the September 11, 2011 meeting.  Mary Schweitzer seconded.  Approved.
 
Walden West Festival:  all items are now planned and approved.  Ready to go. (see previous minutes for schedule)
 
STRATEGIC PLANNING:  Roles still somewhat uncertain.  Ken: In our planning we need to look at what we want to do for the next 5 years.  Sometimes ADS Board tries to do too many things at once.
 
Low Impact/High Cost = e.g.  "gold watches to ADS members"
Low Impact/Low Cost = e.g.  "print book marks to hand out"
High Impact/High Cost = e.g.  "making an AD film"
 
Ken's Example: Buy every 5th grader in Sauk City Grade School a book and have the book taught in those schools at one grade.  Pick a class, fund one book.  How many 5th graders in area?  125?
How many teachers?  Spend one week reading and teaching the book.
 
Kay: Which committee would this fit in?
 
Ken:  Several committees: Legacy would likely research the books as which one would best fit a certain community.  Publications would arrange for the printing of the books.  Promotions would prepare discussion questions and arrange teachers and program.  Preservation would have little to do, perhaps keep two copies of book. Accountability would decide if it was a reasonable project to do, how long would it take?  What type of impact can be expected from such a program.
 
Mary S.: Several libraries in Milwaukee area.  David could go to these libraries and read to the children at set times.  Then leave books at the library.  Libraries are shelters where kids can go to learn about Augie.  Need to focus on a 1-to-1 basis when with kids.
 
Ken:  1 school district, 1 grade for 1 year; next year pick a different school district.
 
Ken: Other projects: brochures.  Again, goal is not to have too many projects at one time.
 
Kay:  We must be clear on what our goals are for each year.
 
IDEAS: BRAINSTORMING
 
Kay:  Go over each committee with what we see as the most effective use of our time.  Would like to see Tracy Heron in Publications Committee.
 
Kay:  Print one of each book?  Easier for Dan to do multiple books/copies.
 
Ken:  Think of the things we want to get done.  I'd like to see the Journals in print in both physical copies and e-book format.
 
Kay:  Send Dan Boulden copy of Village Year to reprint with new cover, 10 copies.  Advertise in Newsletter, etc.
 
Ken:  How many copies are we going to sell?
 
Kay:  Pays initial fee for scanning and set-up fees.  Get quote and decide.
 
Tracy:  Haveing more books that fewer people have heard of on shelves, either physical books or e-books: who's going to read them?  There has to be advanced marketing techniques to get the books out there.
 
Ken:  Publications will talk to Promotions on each step of process.  e.g.  Wisconsin Humanities Council: they want one of Derleth's journals in their discussion group.  ADS to provide copies at discount.  Have a program with people in the community to lead groups.
 
Ken:  Get a firm proposal from Dan Boulden on what he can do:  10 copies/50 copies/100 copies.  What will it cost in time and expense?  (JR volunteered to contact Dan Boulden and get estimates of printing costs).
 
Tracy:  Avols = GOOD,  Barnes & Noble = BAD.
 
Kay: Nominated Tracy Heron to Publications Committee.  David Schweitzer seconded.  Approved.
 
Tracy: Membership needs to grow.
 
Perry: What's been our largest membership?
 
JR: We were close to 600 when I was President.
 
Mary S: Has written an article on Walden West to put in Eagle or Star.  There's not been enough publicity.  Char made up posters when she was President.
 
Ken:  Other goals?
 
JR:  Perhaps focus more on Derleth's historical novels which there is an untapped market for sales to historical societies and gift shops.  Study his historical novels and match books to certain areas and publicize them in conjunction with local centennials, etc.
 
Tracy:  Pick top 6 best selling Derleth books and set up marketing plan.  Start with manageable group.  Difficult to measure impact, though.
 
David S.: Walden West and Return To Walden West, Derleth's two favorite books.
 
Ken:  Contact UW-Stevens Point Library/Wausau Library/Plainfield Public Library/Portage/Spring Green/ Marathon County.  We will provide discussion leader and copies of, say. Walden West or Wisconsin: River of 1000 Isles on sale for $5.00.  Ken: Happy to lead, a measurable effect for our goals.
 
Kay: Goals:  I've done the Newsletter since 1993.  John Haefele said he thinks the Newsletter is irrelevant.  Kay is willing to let John have his chance at taking over. (Note: John will not be able to take over until 2013.  Kay will have to rely on us until then...whew!)
 
Ken: 2 pages of ADS Newsletter to promote member's activities and ADS projects.
 
Kay:  How much money are we willing to spend?  Henry and Pat are invaluable in getting Newsletter to members.
 
Kay:  Will say goodbye in November Newsletter. (see above note: not yet, dear Kay, not yet)
 
Ken:  Operate Newsletter under general set of guidelines relating to members, goals of society, and future projects.
 
Tracy:  Contact people who want to get ADS Newsletter by e-mail.
 
Ken:  Members-only area of website, where ADS Newsletters can get uploaded.  Other groups do it.
 
Ken: Goals:  Collect membership e-mail addresses of those willing to share.  Send out notices of WWF.  A low cost/low impact goal.
 
Tracy: For next meeting, set definite goals.
 
Ken:  At Walden West Board Meeting, ask for ideas from public.  What can we do to better promote Derleth in that area?
 
Kay:  How do we get young people? (Silence).
 
Mary:  Have to keep Derleth name coming up.  Keep in contact with people.  Ask "Who is AD?"  "What is the purpose of AD?"
 
Kay: On I-Pad: icon called AppStore.  Type in "August Derleth", any e-book will come up.  No Derleth books are currently available on e-book.  Some books are in different formats.
 
Ken:  English majors/history majors.  Send e-mails/contact universities: to join the ADS, for the price of membership get a free copy of Walden West, targeting a likely new audience.  For history majors, it could be a book like Wind Over Wisconsin.
 
Kay:  Have a Junior League Membership for kids.  Join.  Get free stuff.  Mystery tours.
 
Ken:  A High Impact/High Cost project.
 
Ken:  Book gift program, need to assess its value.  Many problems with handling books at WWF and Young Writer's Project.
 
Ken:  Investigate with Fred and Julie what happened with books.  Fred had noted earlier that schools are no longer allowed to give out student's names and addresses.
 
It was decided that a November Board Meeting was necessary to begin implementing these ideas.
 
POST WALDEN WEST FEST ADS BOARD MEETING!!!
NOVEMBER 13, 2011    SAUK CITY LIBRARY  1:00 P.M.
 
JR will provide refreshments...except for coffee!  Bring your own coffee and pot!

David Schweitzer made the motion to adjourn the meeting.  Perry Huntoon seconded. Approved.
 
Meeting adjourned at 3:25 p.m.