Subject: ADS Board Meeting Minutes, March 25, 2012
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Date: Wed, 4 Apr 2012 13:45:14 -0400 (EDT)

AUGUST DERLETH SOCIETY BOARD MEETING MINUTES
MARCH 25, 2012        SAUK CITY LIBRARY

PRESENT:  Henry & Pat Russell, Ken Grant, Kay Price, Rodney Schroeter, Perry Huntoon, Karen Nelson, Tracy Heron, Jim Kirchstein, Char Olson, Fred & Julie Roelke.

ABSENT:  David & Mary Schweitzer, Dan Boulden (we tried to get Dan Boulden via hookup but no suitable outlet could be found).

GUEST:  Zach Heron.

Meeting started at 1:12 p.m.

BY-LAW CHANGES:  Tracy reported.  Handed out copies.  Kay said Art. 3, Sec. 3 in Membership should be changed from 1 year to 2 years and also change from "shall" to "may" be removed.  Tracy: whatever changes are approved today is sent out to membership by Newsletter before any changes go into effect.

Rodney made motion to recommend approval for changes to be made and circulated to membership.  Perry seconded.  Approved.

Rodney: publish by-laws in Newsletter with changes made outlined.  Tracy to e-mail Kay with copy.

Henry:  We can make the by-laws an insert to the Newsletter rather than a part of the Newsletter.  Good idea.

TIME CAPSULE:  Jim Kirchstein is trying to get it down to a dozen disks for Time Capsule.  Going through final list one more time. Once it's done, will have about 12 disks to present to the Board for their approval. Over 1200 pictures on one disk.  The Tripp Board has approved the Time Capsule, located in their safe which is repaired and lockable.  Time frame: disks will last 300 years.  Are the disks searchable via software?  Yes.  Have done by Walden West 2012, then put in safe.

AUGUST DERLETH MEMORIAL PLAQUES:  Where he was born exists, where he grew up exists.  What else?  Jim K. brought it up two years ago but was shot down because it was too expensive.
Karen:  Form a committee to look into this, put plaque spots on ADS brochure.  Char will help.  Ken Grant also.  Need recommendations. By Walden West 2012?
Ken:  What kind of plaque?  Maybe a brass plaque, put on wall.
Karen:  Do we need written permission?
Kay:   The place where Derleth grew up, they own the house; the place where he was born is a four-plex, renters.
Fred:  Need a plaque for the harness shop.
Kay:  Place of Hawks has a sign.
Char:  Are we talking 4 plaques total?
Jim K.:  Should give more thought to this.
Kay:  Have different quote on each plaque.
Henry:  Ask for donations toward the cost of the plaque.

E-BOOK PLANNING:  Kay reported on a letter received from Stark House Press. Kay has received a sample contract and has given it to Jim K. to look over.
Tracy:  Do some shopping and comparison.  Once we get plan together, then proceed.
Ken:  Has written a sample letter to go to Danielle and Damon, Ken read the letter.
Fred:  Suggest introducing history of ADS and association with April over time.  Our involvement with Derleth book publishing.
Ken:  Have any royalties been paid by us?
Ken:  Earlier royalties had been nominally handled by George.
Fred:  Put a dedication to/acknowledgment of April in all new books.
Rodney:  "In Memory of April Derleth?"
Kay:  "The ADS has reprinted this book in memory of April Rose Derleth who worked with the August Derleth Society in promoting her father's work.
Jim K.: Had been paying April royalties on all CD/DVD sales, but 4 years ago April said all royalties to ADS.
Kay:  Where's Dan?
Jim K.:  Don't have phone hookup down here.  DSL signal didn't work out.
Ken:  What Derleth books are now in public domain?
(JR looked through his Copyright Manual picked up from the Public Library without immediate success concerning actual current Copyright law)
Rodney:  Sometimes the Library of Congress is the only way to find out.
JR:  Publications committee to talk with Dan, but I've been so busy with other things. I've e-mailed Dan a couple of times.
Kay:  Explained a bit about Dan Boulden's system of e-books.  Dan Boulden recommends using a woman who works in his office.  Charges a small fee, but it's the smart thing to do.  Dan recommends book without dust jacket.  Realistically, probably 4 e-books per year. More likely 2 per year for ADS?
Jim K:  3 Derleth books on Kindle.  Arkham House books.  Check on this.

[Talk of George.  Rodney reported that George is open to trying to mend fences with ADS.  George likely overreacted and caused the ADS to lose focus.  Tracy:  I'm not in favor of re-establishing contact.  JR:  Can we trust ourselves to do what's right for the ADS?  It's going to be very hard to establish that sense of trust after all of this.  Tracy:  Let's be done with it.  JR:  I agree.  Ken:  Not productive to keep at this, the board will move forward as we see fit.]

Elections:  By-Laws have to be announced first, then elections.  Kay:  Get the Newsletter out next week.  Will have elections of officers at ADS Board Meeting on June 3rd.

WALDEN WEST FEST 2012:  Char reported on a movie: "Secret Life, Secret Death", a show at Al Ringling Theatre, Sunday, April 22nd at 2 p.m.  $8.00.  Have dinner beforehand at Little Village Cafe at 12:30 p.m.
   Have this in October hosted by ADS, have it at River Arts on Sunday, October 14th.  Have the show, refreshments later.

Kay:  This will tie in with our purpose of promoting other Wisconsin authors as well as Derleth.
Char:  Could have catered lunch/movie for one price.
          Have annual meeting at 11:00 a.m. on Sunday.
          Invite local authors.
          Theatre gets 30 cents for each seat, 5% of book sales, charges $20/hr for space to show the movie.
Ken:  Can we pay for it and have it free to the public?  Wisconsin writers to receive an annual "August Derleth Society Award".  Sara 
         Rath presenter?

Char and Jim K.:  Story of Victor Bakhtin, artist from Merrimac who designed wonderful ADS-type poster of Augie.

JR:  Reported on e-mail from Katie Del Rosario asking about use of a Derleth image in a new book on H. P. Lovecraft.  JR to check into what picture they want to use and report to ADS (this was done to everyone's satisfaction)

JR:  August Derleth Young Writer's Contest: has received schedule for this year's workshop.  It's on May 24th.  JR may not be able to do it because WisCon starts that day.

JR:  UW-WIsconsin August Derleth Creative Writing Award will be on May 3rd at Helen C. White Hall at 7 p.m.  JR reported on former award-winner Lauren Groff's new book ARCADIA on NY Times Best-Seller List.  Possible guest for Walden West 2013?

NEXT MEETING AGENDA:  JUNE 3, 2012:  E-BOOKS REPORT
                                                                BOARD ELECTIONS

Char motioned to adjourn.  Perry seconded.  Meeting adjourned at 3:03 p.m.

Respectfully submitted,

JR