Subject: Fwd: ADS BOARD MEETING MINUTES, JUNE 3, 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], [email-masked]
Date: Tue, 14 Aug 2012 10:36:51 -0400 (EDT)

Re-sending minutes from last board meeting in case anyone wants an extra copy.

AUGUST DERLETH SOCIETY BOARD MEETING
SUNDAY, JUNE 3 2012    SAUK CITY LIBRARY    1:00 P.M.

PRESENT:  Rodney Schroeter, Jim Kirchstein, Ken Grant, Kay Price, Char Olson, James P. Roberts, Tracy Heron, David & Mary Schweitzer, Pat Russell, Julie & Fred Roelke, Perry Huntoon.

ABSENT:  Karen Nelson, Dan Boulden.

GUESTS:  Brianna Alberts?  Diana Smith?  (two ladies from Freethinker's Hall)

Kay Price announced that Henry Russell has resigned from the Board.

Discussion of new ADS Newsletter logo design created by Char Olson and Victor Bakhtin.

Meeting started at 1:05 p.m.

Introductions were made to new guests.

AGENDA:  Ken: add 'Approval of Amended By-Laws' as an Agenda item.  JR made the motion to approve the agenda. Kay Price seconded.  Approved.

MINUTES:   Kay Price made the motion to approve the minutes of the March 25, 2012 ADS Board Meeting.  Rodney Schroeter seconded.  Approved.

TREASURER'S REPORT:  Perry Huntoon reported.  Treasurer's report sent by e-mail to board members.  Cash flow diminished during 1st half of 2012. Had $3300.00 to start with, down to $2160.00 by the end of May.  Dues renewals declining?  Basically back to where we started in January.  Used up all surplus by the end of May.  Questions of expenditures, mostly Jim Kirchstein.

TIME CAPSULE:  In response, Jim Kirchstein reported (see minutes of last meeting as same topics were covered).  All ADS Newsletters now scanned in PDF format.  Also, the Derleth Collection at the State Historical Society -- over 1200 pages -- also on PDF format.  Renewal of website for 5 years. Maintains website, has to use other software (Dreamweaver/PhotoShop) to make changes or updates to ADS website.  Several miscellaneous items were needed.  Also, poster prints from Tripp Museum which must be in high resolution.

Ken: Is there a way to estimate expenditures for Perry's benefit as Treasurer?

Jim K:  I don't think there'll be much more left to do.  Mostly handle requests from other parties. (Just as Jim K. was explaining about the risks of non-profits vs, the IRS, Jim K's cell phone rang and everyone joked that it was the IRS calling.)

ARCHIVAL MATERIAL:  Jim Kirchstein: If I get any expenses over $100.00, I will check with Kay.  Char worked on a collage of Derleth for project.  Incoming donations need scanning at times.

Ken:  Should we charge for these services?

(Some discussion: most thought the goodwill and exposure better than a set charge. Most of the time will request a copy of the item -- book, magazine, etc.)

Fred Roelke made the motion to accept the Treasurer's Report. Julie Roelke seconded.  Approved.

(Interrupted briefly by Dan Boulden texting Kay, asking if we are calling him?  Discussion of how to get Dan into the loop. Jim Kirchstein has requested from the library a telephone jack outlet to be placed in the basement allowing calls in and out.)

Ken Grant reported on his letter regarding book contract and Village Year book printing to Danielle/Damon: more changes still necessary.  Will make final copy and send to ADS Board.

DERLETH PLAQUES:  Two possible places for Derleth plaques.  Didn't work out when contacting property owners. (Kay and guard dogs story)

Mary Schweitzer suggested a more prominent place for plaques rather than houses that are not easy to find.

Kay:  We already have Walking Tour maps and people have been using them.

WALDEN WEST 2012 PLANNING:

JR reported on Sara Rath.  JR to meet with Sara and extend official invitation.  Offer her $100.00 honorarium or free room at Cedarberry (she lives in Spring Green -- a short drive from Sauk City).  JR to also contact 2012 August Derleth Creative Writing Award winner Seth Abramson to see if he's willing to appear at Walden West and perhaps read from his winning short story.

Tracy:  Let's get that singer we had from last year (Audrey Grieme).

Ken: Let's try to use the same type of program as last year, which worked very well.

Fred Roelke brought up problem with hard-to-use handicapped elevator at Park Hall; need to make sure it is working for Walden West or have someone there who can operate it.

No Saturday Business Meeting (since THIS meeting performs that function, i.e. elections).

SATURDAY, OCTOBER 13TH

Meet at Park Hall.
Car Caravan to Ski-Hi at 2:00 p.m.
Seth Abramson at 5:00 p.m.?
Leystra's at 6:45 p.m.
Gravesite Poetry Reading at 8:00 p.m.

SUNDAY, OCTOBER 14TH

Meet at Park Hall at 1:00 p.m.
1:30 p.m.  Introduce AW Award Winners?  Video?
2:00 p.m.  Sara Rath
2:30 p.m.  musicians
3:00 p.m.  refreshments/book-signing/end.

Kay Price to contact 5 musicians (River Prairie Brass Band) -- horn players in a band.  Pay $125.00 total.  Money was voted on by the Board and approved,

David Schweitzer offered to read something: "I'm channeling Augie right now. I WANT TO TALK!"

NEXT MEETING: AUGUST 26, 2012.  1:00 P.M. AT CHAR OLSON'S "MOONGLADE" IN MERRIMAC.  DIRECTIONS TO FOLLOW.

Rodney asked about the declining revenue/membership.  What do we need to do?

Tracy:  A membership drive.  See what extra items we can sell or offer to attract new members.  Put a questionnaire in the ADS Newsletter asking members what they expect from us for their membership?

Fred Roelke: Put in ADS Newsletter a discount gift membership to attract and add new members.

AMENDED BY-LAWS:  Rodney Schroeter moved to accept By-Laws as amended.  Pat Russell seconded.  Approved.

Ken:  Nothing in By-Laws on how to form a slate/how to elect officers.

Tracy:  This body controls its own rules.  We can set the process now.  Not bound by a set rule.

ELECTION:  Ken Grant made the call for additional nominations.  None received.  Balloting ensued.  A maximum total of 15 (7 officers and 8 board members).

Board and Officers listed on the ballot were elected in toto.

Officers

President:  Tracy Heron
Vice-President: Dan Boulden
Secretary: James P. Roberts
Treasurer: Perry Huntoon
Past-President: Ken Grant
Executive Secretary: Kay Price (permanent)
Membership Chair: Pat Russell

Board

Rodney Schroeter
David Schweitzer
Mary Schweitzer
Jim Kirchstein
Fred Roelke
Julie Roelke
Char Olson
Karen Nelson

Ken Grant held up a copy of Tent Show Summer and said that he IS working on the Derleth biography!

New President Tracy Heron asked for a motion to adjourn. Perry Huntoon moved to adjourn. Ken Grant seconded.  Meeting adjourned at 2:45 p.m. -- forty-five minutes early!!!