Subject: ADS Board Meeting Minutes, August 26, 2012
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Date: Mon, 27 Aug 2012 17:08:40 -0400 (EDT)

AUGUST DERLETH SOCIETY BOARD MEETING, AUGUST 26, 2012
CHAR OLSON'S "MOONGLADE"       1:00 P.M.

PRESENT:  Perry Huntoon, Tracy Heron, Fred & Julie Roelke, Mary and David Schweitzer, James P. Roberts, Char Olson, Jim Kirchstein, Karen Nelson, Dan Boulden (via phone link).

ABSENT:  Rodney Schroeter, Pat Russell, Ken Grant.

GUESTS: Kimberly Blanchette, Colleen Frentzel, David Esau (arrived near the end of the meeting).

After a wonderful lunch provided by Char Olson and a dockside rescue by JR of two wandering alpacas, the meeting began at 1:03 p.m., although the recording secretary (hampered by a bad back) was still trying to find a decent place to sit and effectively transcribe the proceedings.

Kay Price made the motion to approve the minutes of the June 3, 2012 board meeting.  Mary Schweitzer seconded.  Approved.

TREASURER'S REPORT:  Perry Huntoon reported.  Insurance rates have gone up.  Lisa Meyer looking into insurance rates and Perry is waiting on Meyer Insurance before need to decide whether or not to continue with Indiana Insurance.  A previous damage claim netted the ADS only $80.00.  Jim Kirchstein -- not worth it.  Current rate is $300 per year.  Mary Schweitzer questioned a discrepancy in total balance.  Perry will investigate.  Mary also had questions on book inventory, which were answered.

Karen Nelson moved to approve Treasurer's Report.  Kay Price seconded.  Approved.

Jim Kirchstein had nothing imminent to report on excess and/or donated books at this time.  Likewise on UW surplus equipment.

TIME CAPSULE:  Jim Kirchstein: Have set up to be opened in 100 years.  Time capsule is 8" by 8" by 8".  All stuff on disk.

Dan Boulden: works with Library of Congress.  Regular disks last only 4 - 6 years, gold-plated disks only 8 - 15 years.  Has on very good authority.  Studies used to test stuff.  Library of Congress has stopped using them.  Dan will do research in Library of Congress and will get back with more info.

Kay Price: Just read an article saying gold-plated disks last only 20 years.
Dan:  Everything going to solid-state (didn't catch last part)
Tracy:  A long-term maintenance goal for ADS would be to update every 10 - 15 years.

MEMBERSHIP DRIVE:  Lots of discussion and passing around of photos, etc.  Discussion of various prices and types of photos of Augie to include in ADS Newsletter as incentive for new memberships.  Kay:  Perhaps do a series of photos, collect all 6 or 8, one with each new member.  Char has photo montage of AD on poster, make them for sale at Walden West.  To print a 5" by 7" inch photo to include in ADS Newsletter is 79 cents each (Dan Boulden has found place where it can be done much cheaper).  Around $160.00 printing cost.  What other photos to use?  Book jacket art? Also talked about ADS calendar?  Kay did pricing at Wal-Mart/Walgreens for 1 calendar = $20.00 each.  Mary Schweitzer suggested taking ads in Newsletter.  Kay: ...so much work...
Tracy:  Don't really know how effective a membership drive will be.
Char told about a fellow who did an astronomy display.  Possible program for River Arts.  Use Derleth works about astronomy with display.
Tracy:  Should print our own ADS business cards to hand out.

Kimberly Blanchette leaped up to give a presentation using Facebook to promote AD.  Take clips of kids reading AD's works and posting on YouTube.  Tape things and events.  Do contests.  Agenda for next meeting: Social Media.

Mary Schweitzer moved to allow an expenditure of less than $200.00 for photos to appear in next ADS Newsletter.  Seconded by Char.  Approved.

Jim Kirchstein and Char will work on selecting other photos.

Char lamented lack of AD postcards.

Kay reported that she needs an Walden West Fest schedule for next Newsletter.  Had been holding off, but should now be at printers on Tuesday.  Can get another issue out in September with photos and announcement of membership drive.

E-PUBLICATIONS:  Dan Boulden will likely be leaving job soon.  We have a month to send him books to scan.  Can scan book in 4 - 5 minutes, then convert into e-reader format.  Dan uses company in India: Dan ships them stuff to encode and OCR.  Take Word Doc and page correct, then upload to Kindle website, Amazon, Apple (all are open to price negotiations).  It's getting cheaper to convert to e-format.  Turn 1 title in, see how it goes.  Out-of-copyright material, Amazon, etc. has no interest in, but will work with copyright stuff.

Marketing:  Colleen :  Offer free stuff, they will read it and look for others by AD.

Dan:  Leading with Walden West as free book is great idea.

Jim K: University of Wisconsin Press probably not allowed to digitize Walden West.

Dan:  None of Derleth in public doman.  1926-1927 latest that is out of copyright.

Tracy Heron will follow up to Ken Grant on letter to Derleth kids.

Dan:  Probably safe on printed books done before April's death.  He uses Better World Books.

Tracy: Best Case Scenario:  1) Very soon we're in clear.
                                              2) Send Dan worst condition copy where text is good.
                                              3) E-reader format in under a week.
                                              4) Put together pricing.  Different packages to select (Amazon, Kindle)

Kay:  Send a check for advance royalties ($100) to kids.

Jim K: How is digitizing stored?  Dan: We use banks of redundant servers.  Audio CD's work better than visual.  More technical stuff follows...

WALDEN WEST 2012:

JR to call Susan Larkin week before to make sure elevators work proper.

Friday:  6:30 p.m.        Meet at Blue Spoon for supper
                                     Friday night gravesite practice run!  

JR to put up signs on Saturday morning.  JR to handle book sales.  Colleen and Kimberly to assist.
JR will make WWF schedule packets to hand out at door (purple this year!)

Saturday:    1:00 p.m.      Meet at Tripp Museum for Time Capsule ceremony.  David to speak for
                                         15 - 20 minutes.
                     2:00 p.m.     Meet at Park Hall for Car Caravan to Ski-Hi for pie and ice cream.

Ken Grant in charge of arranging pie and ice cream.
JR to meet with Henry to make map of driving route for each car.

                     4:30 p.m.     Meet at Library in Derleth Room.
                     5:00 p.m.     Paula vW. Dail to talk about her book Women and Poverty in 21st Century
                                         America.  2012 winner of the Council for Wisconsin Writers Kingery-
                                         Derleth non-fiction book award.
                    5:30 p.m.      Derleth video (Interviews with old friends of Augie's)
                    6:30 p.m.      Dinner at Leystra's
                    8:00 p.m.      Candlelight readings (poetry/anecdotes) at Derleth grave.

Tracy in charge of parking.  FLASHLIGHTS!!!

                   9:00 p.m.      Party at Kay's (Prize for best Derleth book character impersonation!)

Sunday:     1:00 p.m.     Meet at Park Hall.
                                       Welcome and Introductions of new Board Members.
                   1:30 p.m.     Sara Rath.
                   2:00 p.m.     David Schweitzer to read two Derleth train poems.
                   2:15 p.m.     Orange Blossom Express Musical Duo.
                   2:45 p.m.     Refreshments/Book and Membership Sales/Sara Rath book-signing.

                   6:00 p.m.    Dinner at Green Acres.

Char to get apple crisp, napkins, plates, plastic utensils.  Kay to bring bottled water.  Soda is BYO.  NO COFFEE!!! (JR faints off seat)

Char to call Gary Hooverson at Funeral Home to possible provide hearse for cemetery arrival!

Jim Kirchstein concerned about condition of Hugo's items in Bayley's storage.  Henry Russell no longer has the storage space as previous.  Also the phone jack at the Sauk City Library doesn't work at present.  Eventually will get one: Library has wireless coming in ... eventually.

Char:  Should we have an August Derleth Foundation?  Lots of money needed (all eyes turn to JR???  PEOPLE!  I haven't worked at American Girl (a.k.a. Pleasant Rowland) but one short season in over ten years!  I couldn't get it done when I was working there; and I tried, believe that!)
          Would like to see new/old brochures to hand out.
          Nothing at new PdS Library on ADS.  Nothing at the new Chamber of Commerce on ADS.

JR moved to adjourn the meeting.  Colleen Frentzel seconded.

Meeting adjourned at 3:29 p.m.