Subject: ADS Board Meeting Minutes January 2011
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Date: Sat, 22 Jan 2011 10:32:35 -0500 (EST)

AUGUST DERLETH SOCIETY BOARD MEETING MINUTES
JANUARY 9, 2011          KAY PRICE'S HOUSE         NOON

PRESENT: Jim Kirchstein, Kay Price, Tracy Heron, James P. Roberts, Mary Schweitzer, David Schweitzer, John Haefele, Ken Grant, Pat Russell, Henry Russell, Perry Huntoon, Karen Nelson.

ABSENT: Rodney Schroeter, Julie Roelke, Fred Roelke, Barb Meyer.

SUBCOMMITTEES MET AT 11:00 IN VARIOUS NICHES OF THE PRICE ABODE.

Pizza was served at noon, courtesy of Karen and Jim Nelson.  Many thanks!

Meeting started at 1:00 p.m.

Talk about JR's April 9th speech on August Derleth at the Milwaukee Public Library and ADS Board Meeting at Mary Schweitzer's house on April 10th.  Get hotel room and stay over?  Mary told about Frank Matusznek?, ADS member, has donated money to ADS on occasion.  Holds tours: speaks Russian, French, German, English.  Show slides of Milw. after ADS meeting?  Possible board member?
April 10th meeting same set-up as today: arrive at Mary's at 11:00 a.m. for Committee Meetings, Lunch, Board Meeting at 1 p.m.

Talk about Ronald Rich, photographer.  Photos of AD, some on book jackets.

Adoption of Agenda unanimously agreed.

Accountability Committee: Ken Grant reported.  Focus on solving inventory problem, assets tied up in books.  Make recommendation to board for expenditures over $100 to be approved by whole board.  All expenses tied into ADS goals.  Explore possible grants.

Technology Committee: Jim Kirchstein reported.  Liability insurance, have equipment worth around $12,000, total investment is $1800.  Maintenance at Derleth Room, keep an eye on posters on wall; keep falling and getting damaged.  Electronic Derleth: e-books. Dan Boulden scanning books.  Getting Derleth books into e-books.  Allocate $200.00 to get started OCR-digitalizing.  In 5 years most libraries will be 50% e-books.  Invest in 2-3 books to get started.  Locate disk archives from Jim K's place to library room, large cabinet needed: lift-open top, 3 shelves.  $350.00 sell to ADS.  Complete set of archive disks.  80 disks contain photos, audio, video.  Accepting donations from people:  Kay will be sole person to accept donations.
(Ken Grant: "The Char and Bart Olson Center for Wisconsin Regional Literature": they fund, we provide naming opportunity?)

Mary Schweitzer made motion for Kay to be designated sole recipient of ADS donations.  John Haefele seconded.  All further considerations to be discussed by accountability committee.  Approved.  No one on ADS is allowed to evaluate the value of donations, must have separate entity.

Kay made a motion to allow insurance on ADS equipment for $100.00.  Mary Schweitzer seconded.  Approved.

Motion to table purchasing equipment from Jim Kirchstein.  Accountability to recommend at next meeting.  Approved.

Publication Committee: JR reported in absence of Rodney Schroeter.  3 primary areas of responsibility: 1) trade (retail/buying) -- website is key to promoting AD books, deciding what books to put on website, linking to as many other websites as possible. 2) publishing: focus on e-publishing.  Do not reprint any AD book already widely available, tracking what AD book sells best, bring to meeting next time (JR). 3) Rare Books: build a complete set of AD books, store in safe place.  Jim Kirchstein sees no problem  linking to other websites.  Doesn't want ADS website to list sale books.

Legacy Committee: David Schweitzer reported.  Historical values not just in old homes, but physical sites such as "Wisconsin Heights". Derleth tended to gravitate to fellow solitaries (much like ADS board members?).  Use quotes from other people (Gaylord Nelson, William Proxmire).  Earth Day publicity. Letters in newspapers, article in ADS newsletter?

Promotions Committee: Karen Nelson added to Promotions Committee.  Will meet before next Board Meeting.

John Haefele: each sub-committee e-mail correspondence between meetings.  To send Ken Grant topics and recommendations 10 days before next meeting.

Treasurer's Report: Billing card comes to Perry.  Two people should access account.  Mary Schweitzer questioned "automatical withdrawal" item on spreadsheet list.  Perry answered.

Tracy Heron made motion that Perry and Key have on-line access to Baraboo National Bank account.  Perry will do on-line access, Baraboo National Bank will send physical copy of statement to A.D. PO Box (Kay).  John Haefele seconded.  Approved.

Mary Schweitzer suggested contacting small bookstores and gift shops to sell books.  Item for Promotion subcommittee.

Other Business: Walden West/ July 4th celebration?  Not discussed.  Football game looming.
                          Brochures: To be on agenda for next meeting.

Mary Schweitzer made motion to adjourn.  Perry Huntoon seconded.  Approved.

Meeting adjourned at 2:50 p.m.