Subject: ADS Board Meeting Minutes, October 8, 2011
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Date: Tue, 11 Oct 2011 13:08:56 -0400 (EDT)

AUGUST DERLETH SOCIETY BOARD MEETING, OCTOBER 8, 2011
PARK HALL, SAUK CITY, WISCONSIN

PRESENT: James P. Roberts, Henry & Pat Russell, Fred & Julie Roelke, Mary & David Schweitzer, Ken Grant, Perry Huntoon, Rodney Schroeter, Kay Price, Tracy Heron, Karen Nelson, George Vanderburgh, John Haefele.

ABSENT: Jim Kirchstein, Char Olson, Barb Meyer.

GUESTS: Mark Wardecker, Pat & Teresa Callahan, Bob and Judy Breitenbach, "Trouble" Heron, Ken Faig, David Woodruff, Jack Koblas, Janet, Avery Koblas, and several others (Board Meeting was open to the public).

Meeting started at 1:07 p.m.

Ken Grant read out the schedule of events for Walden West Festival.

Minutes of September 11, 2011 Board Meeting were quietly read.  Question about the "moratorium" established on printing of books. Ken Grant explained that the ADS has a large backlog of books in inventory.  Once inventory becomes more manageable, new books, including e-books, can be printed.

Perry Huntoon moved to approve the minutes. Mary Schweitzer seconded.  Minutes approved.

JR moved to approve the October 8 Meeting Agenda.  Karen Nelson seconded.  Approved.

Treasurer's Report: Report is not available.  Perry said that there was a current cash balance of $2500.00, but a $900.00 bill still has to be paid and a $300.00 bill due later in the month.  Does not take into account several other expenses.  ADS credit card has a $1500.00 limit and has come back as "inoperable" on one occasion.  Jim Kirchstein has made several purchases.  Kay: "Jim Kirchstein has bought hard drives to store the archives, bought the new flat-screen TV to show videos on, replaced equipment damaged from electrical storm.  These were necessary purchases."

Ken: We need to tidy things up on items that are reasonable purchases, but it would be easier for the Treasurer if items were listed along with the prices when bills are submitted.

Perry:  Can't use credit card this weekend.  At max. limit.

Tracy: People doing the work need the ability to get the work done.  We have this process in place for a reason.

Ken: Jim Kirchstein has resigned from the Preservation Committee.

Fred Roelke: Jim Kirchstein has been getting items at a discount, too, which has helped us.

John Haefele: At January 9, 2011 meeting the $100.00 limit was established, anything over needed to be okayed by Accountability.  But if needed, could do approval by e-mail, then we'd have a record for later official approval.

Ken: I'll contact Jim Kirchstein to follow through with process and will copy Board with results.

Responding to John Haefele's question, JR reported very few online book sales since September 11 board meeting.  Will provide full report at next meeting.

President's Report: Ken gave overview on ADS Board situation, a.k.a. "the dirty laundry".  In a nutshell, the following committees were explained to the public in attendance:
1) Publications: makes selections of what books to publish and in what order.
2) Preservation: to archive all physical memorabilia.
3) Legacy: to share the sense of what Derleth means to Wisconsin.
4) Promotions: to work with Publications and Legacy to advance Derleth's stature in the public eye.
5) Accountability: to oversee the financial impact on the Society.

The overall situation is in media res; "we are in the middle of things".  The Board will continue to work together to promote the mission of the ADS.

(Question from the public: Are there Derleth books now available for download?
 Answer from Ken: We are working on it.  We have established that there is some interest in AD books in download format.)

Elections issue:  Two years ago Ken Grant was elected President but Perry agreed to serve an extra year until Ken's retirement from teaching.  Thus Ken's "retirement" as ADS President was delayed a year.

John Haefele: Do all terms run concurrently?

Ken: Yes.

John: Other organizations stagger theirs to preserve continuity.

Ken: Have been extremely lax, to this point.

Kay:  We have always been one "big happy family", but some new members are not used to such looseness.  We added people but have not taken people off the Board unless they have chosen to resign.  Some have not been coming to meetings but have stayed on the Board.

Ken: (after reading provisions of the By-Laws concerning Board Member elections aloud): We shall have to agree to violate our By-Laws for this year before we can have an official election.

Perry Huntoon made the motion to suspend the provisional By-Laws regarding Officer Elections for one year and retain the current slate of officers until next year's elections at Walden West Festival 2012.  Mary Schweitzer seconded.  Approved.

Ken: (using Presidential Decree) selected Henry Russell, Perry Huntoon and Tracy Heron to comprise a "By-Laws" committee.

(Story of American Philatelic Society's Past-President Hell)

Ken:  Strategic Planning has been difficult but members should always keep the best interests of the August Derleth Society in mind despite conflicting opinions.

George Vanderburgh restated that "the ADS will not receive any more invoices from him."

There was a motion to adjourn.  Perry Huntoon seconded.  Meeting adjourned at 2:00 p.m.