Convened 3:15 p.m. following Appeals Tribunal session.

Attendees:

Staff present: Bob Lamb, Executive Director; Ginny Eisenstein, Society Counsel; Helen Bruno, Dennis Gilson, Ken Martin.

Others present at start of meeting: Irv Miller, Dealer Representative to the Board; Nick Carter, Alan Warren, Ken Lawrence, George Fekete, Rob Haeseler, Foster Miller, Douglas Clark, Charles Koeble, Patricia Ann Loehr, Gordon Morison, Dan Walker.

McCann announces anyone can participate in the meeting, which is open.

Executive Director's Report:

Internet Sales recorded a small profit: Gross sales were $1.2 million, and so far this year, sales are running about 10% ahead of last year.

The Sales Division saw an increase, and was automated. It now has a staff of 7; the staff was 13 four years ago. Lamb expects the results of automation to increase book distribution and keep operational costs down.

Expertising processed almost 7,700 items, down 5 percent from last year but the second best year on record.

The bad news was in investments. The realized loss was $26,000, unrealized loss $247,000, net loss $177,000. The Library had a realized loss of $24,000 and unrealized loss of $39,000. The net loss in all Library funds was $36,000. Lamb expresses relief the Board had voted to reduce the total investment in equities.

The Society now has 21% of its money in equities, with a policy maximum of 25%, and the Library has a policy maximum of 10% with 8% actually in equities at this time. Had the two had the same level of exposure as they did a year ago, the losses would have been about three times as great.

Another expense is the life membership fund. About $120,000 more was spent from the Fund than was taken in. Life memberships cost the APS about $145,000 per year.

Membership continues to be a concern. In January 2003, membership was slightly below 50,000. Lamb expects the APS to drop about 4,000 members on April 1, and about 3,000 members to join in the course of 2003. That's normal, but the APS is not picking up new members.

Most traditional means of recruitment — shows, clubs, philatelic publications — are not generating as many members as in the past. However, dealers and Internet are doing very well. Lamb is planning campaigns in both of those areas which he will announce in August at Stampshow 2003.

The 25-year member recruitment program, conceived by Triggle — in which 25-year members can give a free one-year membership to someone who is not currently a member —has brought in 160-170 new members the first year, 77 the second, and Lamb plans to continue the program. There was a 37% retention rate on the first year's group. Costs for this program have been reduced: The first year, there was a separate letter to each 25-year member. Lamb thinks the reason the second year didn't work as well is that the offer was included in the letter telling members they had achieved 25 years. However, that cut costs by about $1,000.

Relations with the U.S. Postal Service and National Postal Museum are as good as in any time during Lamb's tenure. He credits Hotchner, a member of the Citizens' Stamp Advisory Committee, and McCann, vice chairman of the museum's Council of Philatelists. Lamb wants to use both organizations more and more as vehicles for cooperative programs to promote the hobby and to attempt to recruit members for APS.

McCann brought up the possibility of selling American Philatelist at the NPM. It had been done in the past, and then stopped for some reason. Hotchner was instrumental in getting the fliers and mailings from USPS' Stamp Fulfillment Services. That helped with prestige, although it has not brought in as many members.

The APS is now doing much more with beginners. The first order of StampIt Kits has sold out; the second shipment just arrived. Lamb hopes to have a Beginner's Manual published by the summer; education director Kim Kowalczyk, Clark, and Betsy Towle are working on it.

Match Factory:

The financials for Phase I look good. At this point, 5500 square feet will be kept for Society use and 16,500 square feet will be rented out. That's 500 more square feet kept for APS use than previously reported to the Board. There are three tenants for about half of that space; they should be signed shortly. Developer George Lulos expects to have the rest of the tenants shortly, but if not, the APS/APRL are still ahead. One more tenant will mean a net profit.

One prospective buyer for our current building could not get zoning for parking and a multistory office building and backed out. Three days later, a second buyer signed a contract. He is now in the first 30 days of "due diligence." The first 30 days are free; there is a charge for the additional days if needed. There are three or four other potential buyers as well.

If the building is sold, there will be enough money from the sale to pay entirely for the APS/APRL portion of Phase II (32,000 square feet) without incurring any debt. With a $1.25 million loan on Phase I, there will be enough rental income. With one more tenant, there will be a profit. That does not include any rent from the APS, just outside tenants.

Phase II will increase the Society's space by 5,000, which is what was added in 1990 when the present building was expanded. With the new building, the Society will be able to hold where it is for a long time.

Lamb expects to turn Phase III over to the developer. It will include the Society conference center, meeting space, museum, classrooms, exhibition and "out-year" expansion for the Library.

De Vries: Who are the tenants who are committed?

Lamb: Hugh Wood, another insurance company, a tax preparation service. Another prospect is considering a fairly small space.

Sale of Mail Sent to the APS:

Lamb: No, he would like the Board to consider this issue. The APS gets some very interesting mail from its members, and, unless the member asks that the envelope be returned, the mail is sold in bulk to local stamp clubs. The envelopes could be shredded, but members would object: They want these stamps to stay in philatelic circles. The APS does not want to keep the mail or cut the stamps off the envelopes. If the Board wants the staff to destroy the mail, it can.

Klug: Could members be educated that this does happen, and they should put their return addresses on the backs of their envelopes?

Lamb: The addresses would still be made public when the envelopes are sold, even if not pictured on eBay.

Klug: But it wouldn't be published on a Web site with thousands of onlookers.

Triggle: The recipient is free to sell an envelope to someone else.

Zeigler: If a member does not want his address publicized, then he needs to rent a post office box or some other security measures.

Klug: The member probably was completely unaware that his address was being sold on eBay.

Hotchner: With just one complaint, he feels this is a non-issue, and is probably best handled by Lamb in his AP column.

There is general agreement on this.

Member Use of ISU Images:

Lamb: Had asked Eisenstein about the ownership of the scans, and she made some suggestions for changes to the Web site. One is that the site is now copyrighted. If people do something with the images that is objectionable, the APS now has some basis to intercede. Anything on the Internet is available for the taking and it would be hard to stop it.

De Vries: If it's philatelic research, then it's private use and there wouldn't be a problem in copyright. It's only if the intent is to publish this research that it becomes an issue.

Klug: What the member was suggested is to make the images public domain or free for non-commercial use.

Clark: It's already implied. Anyone who does research goes through auction catalogues and other material and keeps a record of it, so it's not an issue.

Lamb: The APS also uses these images for educational purposes. For example, the education department uses them in its Internet correspondence courses. There is now a notice on the site, at Eisenstein's suggestion, that the APS reserves the right to use the images for educational purposes.

Irv Miller: It sounds as if this member wants the images made more available to him, categorized somehow. That's another can of worms, since the APS would have to store these things for him. Downloading what is presently available is fine, but to make all scans ever scanned available to anyone at any specific time would take an unbelievable amount of member.

McCann: That's not reasonable.

Exhibit Insurance for Mega Event Shows:

Lamb: Nothing has happened; he is a little worried. The APS has been helping with these shows with exhibits. Ken Martin has his direct expenses only reimbursed, and the APS has been transporting the exhibits to the show. There is a real question about whether the APS is insured for handling these exhibits.

Clark: Asks what Lamb proposes. Is there no insurance coverage on these?

McCann: There's no insurance on these exhibits?

Lamb: The APS has insurance, but if there is a loss, he does not want the APS' insurance to cover it, which would affect the rates.

Clark: It should be an ASDA issue.

Lamb: He wants ASDA's insurance to cover the exhibits. He thinks the APS needs to tell the ASDA that if they want the APS to continue to handle exhibits, they must show that there is adequate insurance protect the APS.

Zeigler: Has there been any response from ASDA?

Lamb: No. He acknowledges he should follow up on it.

Zeigler: Can APS request that it be added as an additional insured on the ASDA policy for these shows?

Martin: That should be incorporated in the next show contract for the APS, ASDA and USPS. The APS has not yet received a contract for the year that began September 1st, but the contracts are normally late.

McCann: Should do that.

Triggle: Should the APS specify that it is not liable?

McCann: It will be added to the contract that the ASDA has to provide the insurance.

Zeigler: Agrees.

Clark: What about this April's show?

Martin: Haven't received any exhibits yet; doesn't expect any until third week of March, except for 1 or 2 from the Biloxi show that will go back with other APS materials to State College. Where the possession and liability from one show to the other changes may be a little fuzzy.

McCann: APS should ask ASDA to get insurance coverage immediately.

Lamb: Or ASDA should make it clear that it already has it.

McCann asks Lamb to follow up on this.

Washburne: Asks what the approximate dollar amount is in terms of insurance.

Martin: Not sure how much such insurance would cost. In some cases, APS is transporting 15 exhibits that easily could total $1 million in value.

Walker: If they have insurance with Wood or Walker, individual exhibitors are covered automatically.

Lamb: Just wants reassurance from ASDA that it has insurance as well.

Zeigler: There have been incidents in the past couple of years where possession has passed between entities, and coverage may not be clear under an individual policy.

Walker: There is coverage so long as Martin ships by registered or express mail.

Martin: What if the exhibitor doesn't have insurance and something happens, such as an accident, while the exhibit is being driven between State College and New York City? The APS would be sued, even if the prospectus states that the APS is not liable.

Lawrence: The insurance company could always sue the APS.

Walker: Wood and Walker would not go after the APS.

Lesher: Should the APS require that exhibitors have their own insurance if APS is to handle their exhibits?

Clark: That is done now.

Lesher: It doesn't mean that they do.

Clark: Even if they don't, they may still sue the APS.

Martin: Doesn't think there is anything in the prospectus that says APS will not accept an exhibit if it is not insured by the owner.

Washburne: The Pennsylvania National Stamp Exhibition prospectus specifies in large letters that exhibitors must provide their own insurance.

McCann: Asks Lamb and Martin to take care of the matter.

eBay Forgers:

Haeseler: Is the forger an APS member?

Lamb: No, and never has been, but is well known to the APS.

Hotchner: Suggests bringing the matter up with Dave Failor, executive director of Stamp Services of the U.S. Postal Service.

Match Factory:

Lamb: The additional 500 square feet is only in Building 18. Both the Sales Division and Internet Sales needed more storage space. The additional space became available as the architects refined the plans.

Zeigler: Does the 32,000 square feet mentioned earlier include the 5500 square feet from Building 18?

Lamb: Yes.

Zeigler: What else does it include?

Lamb: Building 18 has 5,685 square feet instead of 5500. The loading dock area has 3,504 square feet, Building 11 has 1600 square feet, the exhibit lobby (on the loading dock) has 640 square feet.

Zeigler: That's part of Building 18, right?

Lamb: No, that's in addition; it's a separate portion of the loading dock. Building 1 has 7,560 square feet, Building 2 has 5,040 square feet, Building 3 has 6,120 square feet that is considered finished, plus 1,266 square feet unfinished, and there is a receiving area of 522 square feet.

Gilson: The receiving area is on the loading dock outside the building. All the plans will be available Friday during the Library meeting.

Lamb: The total is 31,937 square feet, rounded off to 32,000 square feet.

Zeigler: The 6,120 square feet finished in Building 3 includes only HVAC or walls, floors and everything else?

Lamb: It includes everything that APS/APRL plans to do: Lighting, air conditioning, heating. Some of the charm of the building is that the natural walls will be used, while other walls will have wallboard.

Walker: Is any roof work being done on Buildings 1, 2 or 3?

Lamb: Yes, roof replacement for 1 and 2.

Gilson: Roofing for Building 3 is an option at this point. All of the areas that will be occupied in Phase II will be complete refurbished.

Motion to accept executive director's report by Klug, seconded by Clark. Passes unanimously.

Society Attorney's Report (Virginia Eisenstein):

The case brought by Greg Stolow against the APS has been dismissed, following a motion by both the APS and the American Stamp Dealers Association. There was also a motion for summary judgment filed by "The Ring" defendants. Both were granted. The judge in her opinion said that in order to have a conspiracy, there must be a cause of action, some wrong that the people are conspiring to commit. Only fraud was alleged, and there was not enough to establish that.

The other allegations were aiding and abetting the conspiracy because, according to Stolow, the APS knew about the existence of "The Ring" and had done nothing, in violation of the APS By-Laws. The judge ruled that in order to bring such a complaint about not following the By-Laws, the complainant must be a member, and Stolow was not. There had to be substantial action for aiding and abetting, and inaction wasn't enough.

For "The Ring" conspirators, the summary judgment was issued because the statute of limitations had run out; Stolow took too long to file his claims.

Zeigler: So there's no part of the case let?

Eisenstein: No, but Stolow can still appeal.

Briefs have been submitted in the Russell Case case. A hearing was held January 13th.

Mr. Case had sent stamps for expertizing to Germany and didn’t have insurance. When they got lost he did not make good to the owners so was expelled. The case is for reinstatement, and the issue is whether or not the APS has a right to expel him. He was expelled under sections 3 and 8 of the Code of Ethics so the question before the court is whether the APS is entitled to have and enforce its own Code of Ethics.

The judge hearing the case is very impressed with the U.S. Supreme Court case involving the Boy Scouts, which allowed a private organization to have a Code of Ethics and enforce them.

The other issue is how the Code of Ethics was applied; Case alleges it was in bad faith.

The attorney handling the case for the APS is very optimistic. Usually the judge takes one or two months after the briefs are submitted to make a decision.

Clark: Asks Lamb where the APS, which has insurance against wrongful lawsuits, is in applying for reimbursement for the Stolow case.

Lamb: The insurance company said it would not pay unless the APS won, because it was a conspiracy case, and a guilty judgment was not covered. No reimbursement has been received yet, but the insurance company is aware of the judgment. Lamb expects some reimbursement for legal fees on the Stolow case, which were far above the deductible. The Case case has not yet reached that stage.

Lamb notes that Eisenstein has been nominated for a prestigious award in Centre County, Pa., which is being given tonight, and she chose to be here at the Board meeting rather than be there to accept the award.

Klug moves to accept the Society Attorney's report, Schnell seconds, passes unanimously.

APS/ATA Meeting:

Triggle handed out a report on the meeting:

Selection of the Jury at NTSS:
It was re-affirmed that the ATA Judges' Accreditation Director informally selects the Jury which is then formally approved by the chairman of CANEJ, and that the Jury will be composed of three ATA/APS qualified jurors and two APS accredited judges. In line with all other WSP Shows the NTSS Jury Chairman is appointed by the chairman of CANEJ. The frequency of service by interested and suitable APS judges will be determined by the list of their names compiled by the chairman of CANEJ and also held by the ATA Judges' Accreditation Director. Jurors would be chosen in turn from this list.

ATA Accreditation:
It was re-affirmed that:

a. Obtaining a Vermeil Medal at an NTSS show is a necessity
b. One must have apprenticed as a judge at an NTSS show
c. Attendance at a thematic judging seminar is mandatory
d. Must be a member of ATA
e. To maintain the accreditation, one must serve as a panel member at least once in a five year span or less frequently if the number of APS jurors on the list is greater than 15.

Thematic Display exhibits:
They will be included as competitive exhibits in NTSS 2003 on a trial basis for one year and will be judged by the regular jury panel. Only Display exhibits of a primary Thematic nature would be accepted. Social philately is not considered a branch or derivative of Thematic Display philately.

It was suggested by the ATA Committee that the present ATA score sheets should be amended to accommodate Thematic Display exhibits. This was not thought necessary by the APS Committee as the selection process for the exhibits already had considered the character of these exhibits and the amount of non-philatelic material could be small and so logical mental adjustments could be made by the jurors to the original ATA form. The ATA Committee did not agree.

A compromise was suggested by the chairman of CANEJ that the ATA Thematic Display amended sheet be used in tandem with a regular Display score sheet by the Jury in NTSS 2003 so that results might be compared and the need for such an amended score sheet be determined. This compromise was adopted by both ATA and APS.

Classes and Divisions:

a. It was re-affirmed that Youth and One Frame exhibits should be judged using the relevant WSP score sheets.

b. Little discussion was generated on whether the point spread used on ATA sheets is fair to all award levels. On the whole it was felt by both ATA and APS to be reasonable.

NTSS Combining with the APS/AAPE Winter Show?
The idea that this combination should occur in the same venue at the same time had been brought to both ATA and APS Boards but no formal proposal has been made to either. It was felt that this idea was worth exploring and it was suggested by the APS President that the President of ATA and its Board should contact the chairman of CANEJ to decide the operational details. The general view of the APS/ATA Affiliation Committee was very favorable once the ATA were assured they would not lose their WSP status and their ability to have their Grand Award winner be eligible for the C of C.

Next Meeting:
The chairman for ATA (Mary Ann Owens) announced that the next meeting would be held in Columbus at Stampshow, 2003 and she would chair the meeting.

Footnote: (not in Minutes)
If the decision to combine NTSS and the Winter Show is taken, it is likely that Article 4A of the Affiliation of the APS/ATA Affiliation Agreement would have to be amended next year.

Triggle: The ATA is not too thrilled about having display exhibits, and suggested a special form for them because they can't be judged properly by regular thematic forms. The APS didn't feel that was necessary. Triggle commented that the negotiations appear to be at an impasse.

She reported that Klug suggested the use of two forms, APS and ATA, with the results compared. That will be the case in Denver (NTSS 2003), where Doug Clark will chair the jury and Nancy Clark will be one of the judges.

Regarding combining shows, the ATA Board was not enthusiastic.

McCann: Wasn't suggesting combining the shows, but that the two shows be held at the same time in the same venue, sharing expenses. ATA clearly is having some economic problems and this seemed like a very reasonable and rational solution.

Zeigler moves to accept the report, Schnell seconds, passes unanimously.

Old Business:

Clark moves to accept the August 2002 General Membership Meeting minutes, seconded by Lesher.

Eisenstein asks why the General Membership Meeting wouldn't approve its own minutes.

Zeigler: The Board is the operational body for the organization.

McCann: That's the way it's always been done.

Eisenstein: Believes Roberts requires that the body that meets votes on its own minutes.

Lawrence: There were some disruptions at a general meeting several years ago, so then-Society Attorney Dave Flood did an awful lot of work to see that the general meetings can't make decisions except under very narrow circumstances.

McCann: In order for the general meeting to make decisions, a quorum of the entire membership would be required.

Motion to accept the minutes passes unanimously

Telephone meetings:

September 11, 2002: Clark moves, Lesher seconds. In favor: Klug, Triggle, Schnell, de Vries, Clark, Lesher, Prill, Washburne, Hotchner. Opposed: Zeigler. Passes 9-1.

December 7, 2002, informational meeting: Klug moves, Clark seconds, passes unanimously.

New Business:

Clark moves, Klug seconds.

De Vries: Wonders about the momentum for AmeriStamp if it is skipped for a year. He also questions whether the Board would go nine months from Stampshow 2005 until Washington 2006 in May. Even six months is sometimes too much of a gap between meetings.

Martin: Historically, this is the way it was done for CAPEX 96, Pacific 97, and Ameripex 86. In at least one of those years, a separate board meeting was held outside the show. There are more options available to the Board now with e-mail and conference calls than there were 10 years ago.

McCann: Feels those arguments are valid. If another meeting is needed, it will be called.

Motion passes unanimously.

Stampshow 2008:
Martin: Outlines present schedule:

• August 7-10, 2003, Columbus, Ohio
• August 12-15, 2004, Sacramento
• August 4-7, 2005, Grand Rapids
• August 24-27, 2006, Chicago (Rosemont)
• August 9-12, 2007, Portland, Oregon

References e-mail distributed to Board earlier in the week comparing the three possibilities for 2008: Hartford, Pittsburgh and Richmond. He feels the show would be successful in any of those locations, but recommends Hartford even though it is significantly more expensive than the other two.

However, the convention center cost of $51,000 is less than was paid in 2002 for Atlantic City, 2001 for Chicago or even 2000 for Providence.

Although the Hartford hotel appears more expensive than the other two, it is the only one of the three that is willing to lock in the price, based on the Consumer Price Index [measure of inflation].

The main reason is the population base. Dealers have been complaining that APS is going too much to second and third tier cities, which they feel don't have the population base. Hartford isn't that large a city, but is about 100 miles from both New York and Boston. There is good transportation access.

Clark moves to accept, Schnell seconds.

Clark: Large collector base there.

Irving Miller: There is a good airport nearby.

McCann: It is served by Southwest Airlines, so cheap airfares are possible.

Triggle: But not from all cities.

Walker: Shows there get good attendance, even in snow.

Miller: Asks about casinos.

Martin: Doesn't look viable.

Klug: Asks about labor costs for Hartford. Martin says they are relatively high. How do they compare to the other two cities?

Martin: In some cases they are as much as twice as much as the other two cities. They are considerably less than New York or Boston, but more than other areas. Would guess about $70 per hour for Hartford, versus about $40 for Richmond or Pittsburgh.

McCann: Asks what that means.

Martin: Probably about $15,000 difference in the decorator bill.

McCann: What percentage of the total budget is that?

Martin: In Columbus, a decorator bill of about $125,000 is expected. $15,000 is significant. Overall, Hartford could cost $30,000 more than one of the other cities.

Klug: Can APS still break even in Hartford?

Martin: Yes. Hartford probably would be on a par with Chicago, less than Atlantic City. In Atlantic City, the APS did all right. A major factor is how many dealers do the show. Martin expects as many if not more to do Hartford.

Hartford is slightly better in accessibility than Richmond, but "international airport" is relatively meaningless: Biloxi has an "international airport." For comparison, Pittsburgh has more flights with 600 daily non-stops, but Hartford has cheaper fares, because it is not dominated by a single carrier.

Motion passes unanimously.

Zeigler: Expresses appreciation for the summary Martin sent the Board.

Atlanta 2005:
McCann asks Martin for an update on Atlanta (February 2005).

Martin: The cost in the actual contract has gone up significantly, but the contract is not yet signed. He has never seen such a significant difference before between what was agreed upon and what is in the contract. Atlanta has since cut the cost somewhat, to below $17,500, although that is still not in writing. Even that is expensive for the winter show.

Portland cost $12,606 for facilities; Riverside $10,396. Biloxi will be close to $15,000.

Somehow, Birmingham has found out that the APS is considering not going to Atlanta, and Martin received a proposal via Express Mail last night from Birmingham — for $47,500 for facilities!

Clark: Has managed shows in Atlanta for years, and said that raising the price there is normal procedure. She suggests that Martin hold the line and everything will work out. She also suggests he talk to Don LaBerteaux [who is active in producing the Peach State show there and pushed for winter show being held in Atlanta in 2005]; he may have a local contact.

Martin: Told Atlanta he wouldn't sign without Board approval, and the price was dropped to $20,500. When he still refused to sign, the price dropped further to about $16,500, but has not been given an exact figure.

Clark: Tells Martin he is playing the right game, but should get "the local boys" involved.

De Vries: Moves to go ahead with Atlanta if they give a firm price of $16,500 in writing.

Martin: The original figure was $13,000; he gave the Board a figure of $15,000 because the costs tend to come in a little higher than promised. Norfolk, on the other hand, estimated $10,000 and sent a contract for $5,250. He doesn't know if that was a mistake or not.

Zeigler: Regarding de Vries' motion, doesn't want to tie Martin's hands.

Lamb: Asks Martin what he would recommend in place of Atlanta.

Martin: He has not looked much yet, but Riverside is available for 2005 for the last weekend of February. They have promised a cost equivalent to the last show, which was just over $10,000. However, the APS was there last year and will be in Sacramento in August 2004, but Sacramento and Riverside are not that close. The number of dealers restricts the profit potential there, but there probably would be some. Most consider it was a successful show; it was the winter show that came the closest to breaking even, losing less than $5,000. He isn't sure what price or dates other locations would offer. He is not sure the APS can wait; six months from now, there will be even fewer options.

McCann: Agrees with Zeigler not to tie Martin's hands, but let him continue to negotiate. The Board can have a vote by e-mail or telephone if there must be a change from Atlanta.

Zeigler: Suggests the Board can set a deadline if Martin would find that helpful.

Martin: Thinks a deadline and a maximum amount of money would be helpful.

McCann: Thinks that should be done by the executive director. The Board shouldn't get involved in that.

Lamb: He and Martin have had a lot of discussions. If the price comes down, should stick with Atlanta because of the enthusiasm from the Atlanta club and other collectors there. Thinks Riverside actually has better potential: Good turnout, good hotels, good location. Suggests that if Atlanta won't come down to a reasonable fee, the show be moved to Riverside and Atlanta be pushed to 2007. If there is a good fee from Atlanta, Riverside probably will be recommended for 2007.

General agreement to Lamb's proposal.

De Vries withdraws motion that was never seconded.

Irving Miller: He is concerned about dealers canceling out of the Biloxi show at the last minute. He thinks dealers who do this should either lose some "priority points" [which help determine dealer placement in the summer shows] or be put at the bottom of the waiting list for Stampshow.

McCann: Agrees, but it's up to Martin.

Martin: Has no intention of offering a refund to one dealer who canceled at the last minute. Fortunately, it doesn't happen very often. Sometimes it is because of sickness and death.

Affiliation:
That the St. Pierre & Miquelon Philatelic Society be accepted as an affiliate. Moved by Klug, seconded by Schnell. Passes unanimously.

Show Accreditation:
Klug, as CANEJ chair: Two shows have asked to be disaccredited. Filatelic Fiesta is having venue cost problems, Midaphil is having committee problems.

McCann: Asks if both shows realize that, if disaccredited, they must start the accreditation process over again, from scratch.

Klug: Yes.

Lamb: Fiesta is hoping to combine with the ASDA California show, but does not yet have an answer.

Washburne: Thinks the area is still viable for a regional or national show there. Thinks there is a place for a lower level of shows, a network of minor league shows, that don't want to be fully-accredited national shows.

McCann asks for a motion on disaccrediting the two shows. Washburne moves, Zeigler seconds. Passes unanimously.

Klug: Asks if the Board wishes to have CANEJ look into relaxing its rules, such as frame counts and the number of judges. CANEJ can't fix committee and venue problems.

Clark: There is a good network for obtaining exhibits for shows, so isn't sure there is a need for help with that.

Triggle: Asks whether the frame count should be dropped, but feels there should be some minimum.

Hotchner: Thinks the discussion is getting too detailed and the matter should be referred to CANEJ.

McCann: It's not a motion, just CANEJ asking for guidance. Sarasota took a bye this year, and had a special invitational show. It had good attendance, lots of new dealers. The organizers said they would like to do that every 3-4 years, but right now the rules say they can't. McCann suggests the rules should not be too rigid.

De Vries: Suggests that shows might be allowed to take byes more frequently than at present, and that perhaps shows shouldn't have to go through the entire accreditation process when they run into problems like Midaphil and Filatelic Fiesta have.

McCann: Supports that idea, and asks the committee to look into that possibility.

[A short break is taken.]

Membership Forum:
Klug: The Board has a report on the Forum. She calls attention to the last part, a two-part proposal: The first part is to hire a public relations firm to help APS design promotional materials that can be used to convey its mission and purpose to a larger audience. According to the end of the year financial statement, the APS spent less than $6,000 on public relations, $3,100 on local public relations, $2800 on national PR, another $27,000 that was spent on promoting at shows. Some of this money could be channeled into a PR consultation. The APS is not now bringing in sufficient numbers of new members to offset those who have died, leave the hobby, or leave the APS for other reasons.

The second recommendation is ideas for better public relations within the membership. These include augmenting the Chapter Activities Newsletter with a canned PR piece about the APS the Chapters can republish in their own newsletters and providing some communications to Affiliates and developing promotional brochures to help clubs with their recruiting efforts.

She recommends the forum concept, which had its trial run at Stampshow 2002. It is not a bad idea to bring the Society problems and concerns to the membership and ask for their help in seeking solutions. It creates awareness of the problems and offers members the opportunity to participate in solving the problems.

Klug moves to hire a public relations firm to help develop these concepts and to improve member relations. Seconded by Schnell.

Clark: How much would this cost?

Klug: Has talked to a few members who are in public relations. They sounded as if they were interested in doing something like this at less than their usual fees. She thinks the cost for consultations might cost $10,000-$15,000.

Clark: The money would come out of what the APS is currently doing?

Klug: The money would have to come from somewhere in the budget.

Washburne: That $10,000 wouldn't include the cost of advertising?

Klug: It doesn't include implementation, just the consultation.

Triggle: How many people participated in the forum and how many sent in information?

Klug: Forty people actually participated. Four or five sent submissions.

Triggle: Should another forum be held this summer?

Klug: Was going to propose that if another forum is held at Stampshow, it concentrate on fund-raising.

Lamb: Supports the idea of using a publicity firm. More and more the Society needs to use professional organizations for this sort of thing. Leo August of Washington Stamp Exchange had offered $100,000 for a national campaign to promote philately, but a member who owned a New York ad agency said $100,000 wasn't that much money.

A spot on National Public Radio during the non-drivetime morning classical music program would have cost $190,000 for five times during one week. The ad agency owner said a single national advertisement didn't make sense, but it should be an integrated campaign with different media. But Lamb is not sure what $10,000-$15,000 would accomplish.

Klug: Isn't suggesting a national campaign; knows it's too expensive. She is thinking of smaller targeted campaigns to certain individual groups such as teachers, or attorneys or doctors, physicians, things like that and also developing a public relations package that APS could send out to national and news magazines and things like that to keep its name out there so that when there is a philatelic story of some sort they know who to come to first and the APS gets its name in print. Thinks a PR firm could help develop that.

Washburne: An ad campaign about 10 years ago for $2,000 didn't accomplish much. You really have to have a lot of money, otherwise you're just playing games.

Lawrence: Something similar was done with COPO (Council of Philatelic Organizations) money by Les Winick. There were no results. The APS got about 20 new members from six figures' worth of money. If it's tried again, there should be specific criteria so the results can be evaluated.

De Vries: Points out the proposal is to spend $10,000-$15,000 for a PR firm to evaluate the prospects, not to send out a press kit. As a professional journalist, a press kit sent out without a hook is a waste of money. It would be thrown out if there's no news story to go with it.

He feels any program undertaken needs the Postal Service, especially at the local level. The USPS has the muscle, the money, the resources. He believes in every country that has successful stamp collecting the postal agency is behind the organized stamp collecting.

Asks if the APS membership database is capable of finding professional writers and journalists among the members. Believes self-interest - getting paid for articles - is a motivator. He knows where he can sell stamp collecting articles to the general press; other journalists will know of other markets. Sending sample articles to Readers Digest isn't going to work; you need a writer to push on his own.

Klug: This is a start, not anything specific, just to get some basic help from a public relations specialist. It's not time to discuss specifics.

Schnell: If this proposal is approved, who would handle it.

McCann: Staff.

Schnell: Says he believes there is a committee or something else for this.

McCann: That can be discussed, but turns discussion to another proposal.

Lamb: This might be the next step rather than Janet's proposal. Dennis Sadowski did a super job handling the publicity for Stampshow in Cleveland (1999). But his proposal may be too grand. Sadowski proposes a partnership between the APS and local clubs for a national promotion of philately:

Our club, Cuy-Lor on the west side of Cleveland, is embarking on a significant marketing campaign to promote philately. It's not going to be easy as we attempt to figure out what might attract more people to the hobby. The impetus for this effort is the decline in attendance at our fall shows (Cuy-LorPex) the last two years...

...What I'm interested in pursuing is discussions about a major marketing effort under APS auspices. I know you are busy with the new match factory property and all kinds of other issues. What I'd like to know is if there are others who have expressed similar concerns and who may be interested in developing a full-fledged marketing campaign for the hobby. I think this is something that the should be done under the auspices of the APS, probably in conjunction with the USPS. But I fear the postal people aren't quite on the same [plane] when it comes to promoting the hobby based on the way they have handled new issues, etc.

...What's needed, I believe, is a strategic plan, catchy slogan, bright graphics, perhaps even some significant advertising.

Lamb feels very few local clubs have the resources to contribute substantially. It would become very expensive for the APS.

Instead, Lamb proposes that, rather than hire a PR firm, get members who have experience and talent in this area and bring them together to see what sort of a campaign they would recommend, if in fact the Board thinks the APS should be in the business of promoting philately. Historically, the APS has left that to the Postal Service and has promoted itself.

Clark: Supports that approach.

Klug: Thinks APS should do both. Just asking for advice isn't going to cost that much. Must do something because, as Lamb said, what APS has been doing isn't bringing in sufficient numbers.

Washburne: Lamb said the most active areas for member recruiting are dealers and the Internet Sales Unit. APS should play to its strengths and offer more incentives to dealers to bring their customers into the APS, more than the $3 voucher. He has proposed before trial memberships to purchase stamps through the ISU, such as three months and your money back if you don't like it.

Triggle: Suggests tabling until Lamb can bring together some public relations professionals.

McCann: Agrees.

Procedural discussion.

McCann: Thinks it is very important that the APS promote philately, but because of limited resources, APS must promote APS first.

De Vries: Disagrees slightly with McCann. Says if APS promotes philately successfully, it promotes itself. While those recruited for stamp collecting may not join APS immediately, they may eventually: The larger the pool of philatelists in general, the more people to recruit for APS, plus it makes APS look good if it is promoting philately.

McCann: You have to look at the bottom line.

Hotchner: Opposes tabling the motion. It should be passed, but as the second step after Lamb's research. The Cuy-Lor proposal needs to be discussed by the Chapter Activities Committee because it is about clubs.

He has talked with the Postal Service's new executive director of Stamp Services, Dave Failor, and he is willing to talk with the Board on a regular basis. The Board should do that, but not attack him the first time he comes. Hotchner thinks the APS can sell Failor on what it thinks the USPS should be doing, as long as it can be put in terms of what the Postal Service gets from it, too.

Adds that the APS not doing enough with its own press releases, which cost virtually nothing. They should also be sent to clubs, affiliates and others, and ought to promote real news, too. Suggests press releases about milestone issues, high visibility expertizations with appropriate permissions, large donations, and so on.

Miller: Agrees. The best publicity is free publicity. Hasn't seen as much about the Match Factory as before, and wondered at what stage it was.

Asks de Vries what kinds of "hooks" he suggests.

De Vries: Hotchner has just suggested some excellent hooks, and would include the Associated Press and Reuters in the distribution, because many professional news agencies rely on them to make their news judgments for them. If it's on the AP and Reuters, then it's news. If it's not, it's not news.

Hotchner: The public press focuses on value [dollar amounts].

Zeigler: Agrees with everything Hotchner said. Would like to see Klug's motion passed, but also some of Washburne's suggestions regarding playing to strengths included.

Klug: Thr proposal includes evaluating "killer discounts and freebies."

Zeigler: Didn't see anything regarding strengthening the incentives offered to dealers, and dealers are the best recruiters.

Washburne" The last time stamps made the national news was the recovery of Stanley Piller's material. He was "somewhat appalled" to see that the philatelic source quoted was some "American Philatelic Foundation," not the APS.

Lamb: Isn't ready with details yet, but staff is proposing giving the dealers cash instead of certificates for new members, which many of them don't like. Many of the dealers just establish an account instead of receiving the actual certificates. Staff is proposing sending a $5 check to a dealer for every new member they get for the APS, and is inexpensive compared to what the APS spends on each new member.

De Vries: Hpw would staff define a dealer?

Lamb: A dealer member.

De Vries: Not just show dealers?

Lamb: Right

Clark: Doesn't have a problem with doing the public relations but wonders where the money is going to come from, which is why she agrees with Triggle about putting this motion aside and using the focus group Lamb suggested.

McCann: Thinks the Board can pass the motion without earmarking money for it.

Triggle: Agrees the Board should pass the motion and make it secondary to the investigation.

Schnell calls the question.

Lengthy discussion about just what the proposal (motion) is now. Klug works on it while the Board continues on other matters.

Bylaws Amendments:
Lamb: The problem is that with moving Stampshow earlier in the summer, there is a tight timetable for the elections, as stipulated in the Bylaws, and there are problems with American Philatelist's production schedule. This year, the May AP had to be delayed in order to get the candidates' names in the magazine, as required by the Bylaws. It will be worse for the next election, because Stampshow 2005's general meeting is August 6, so the timetable falls apart.

He points to the paper outlining options put together by Dan Siegel. Staff is proposing Option 1.

Hotchner moves to accept Option 1, Schnell seconds.

Triggle: Why sticking with 90 days? Wouldn't 45 be easier? It would give more flexibility. Suggests amending the motion (Option 1) to 45 days.

Hotchner: Asks why Option 1 requires 90 days, not 45.

Zeigler: Doesn't like the current wording in 4.5.2 which talks about publishing properly seconded nominations in the AP not less than 90 days prior to the annual meeting.

Lamb: The 90 days is needed for the distribution of the ballots, and that extra time is needed because the distribution to foreign members can't be done in less than 90 days; in fact, it can't be done for some U.S. members in 45 days.

Triggle draws amendment.

Eisenstein: Asks what the return date for return of the ballots is.

Zeigler: It is specified in 4.5.5 that elections shall close at 12 noon on the seventh Saturday after the date that the magazine containing the ballot is mailed.

Eisenstein: That's vague. Suggests the following line be inserted into the Bylaws: "The ballot shall contain a notice of the date by which it must be received by the National Headquarters in order to be counted," which is current practice anyway.

Discusison over whether it is necessary to put something that is current practice into the Bylaws.

Hotchner: Points out the Bylaws will be changed anyway.

More discussion on whether the sentence should go in 4.5.3 or 4.5.5.

Hotchner accepts amendment. Question called. Passes unanimously.

Prill: Last year the Board changed the earliest date for acceptance of nominations from December 1 to November 1. She now thinks that was wrong, because it started the campaigning in the summer. She would like to see this fixed.

McCann: Asks if Prill has specific wording on this.

Prill: Moves that nominations and seconds may not be secured before November 1st.

Klug seconds.

Washburne: Asks what the penalty will be if a candidate violates that. There should be a penalty.

Zeigler: The penalty is aggravation, because if the candidates have to re-send their solicitations, it will incur the wrath of local clubs.

Klug: Thinks it would fall under the Code of Ethics.

Lamb: The penalty is that when they are received early, they are sent back.

Washburne: His second point against the motion is that a club may change its vote at any time, so November 1st or any date is meaningless.

Prill: It would let directors concentrate on doing their jobs for more of the two years for which they are elected.

McCann: A member thanked him for his service as president a year before his term expired, because the campaigning for the next president had started so early.

Lamb: Members have complained about the length of the campaign. Thinks this needs a Bylaws amendment. Could have the Bylaws committee draft something, and if it is approved within 30 days, there is still time to get it on the ballot.

McCann asks for a vote of the Board on that, and it is passed unanimously.

Lamb: There are other housekeeping changes needed in the Bylaws.

One is if there are tie votes for any Board position, it is decided by the general meeting at Stampshow. It would be difficult to determine if all the people in that room really are APS members.

It is likely there will be a tie vote some time in the near future; many elections are close.

As outlined in the Siegel paper, if there is a tie vote, there would be another quick mail ballot in the AP. The contested position would not be filled by Stampshow and the Board would just accept the credentials of the winner later.

Proposed 4.5.6: Tie Votes. In the case of a tie vote for any office or if the successful candidate for any office dies, an official ballot shall be prepared by the Executive Director, containing the names and offices of the candidates for which there was a tie vote, and containing spaces for indicating a choice opposite each name. The ballot shall be in such form as shall preserve the secrecy thereof and shall provide for proper identification, and may be in such form as to allow electronic counting. An official ballot shall be provided by the Executive Director to each member in good standing by direct mail or by inclusion in next issue of The American Philatelist. The ballot shall be returned to the Board of Elections by mail. The election shall close at twelve o'clock noon, 45 days following the mailing of the American Philatelist. A plurality of all valid votes shall be required for the election of a candidate. In the event of a subsequent tie, the tie shall be broken a coin toss between the candidates whose votes remain equal. Until a tie is resolved, the prior person or persons holding the elective office shall remain in office.

Old Article 4.5.6: In the case of a tie vote for any office or if the successful candidate for any office dies, the election shall be decided immediately after the report of the Board of Elections by a vote of the members present at the annual meeting.

Lamb does not like that the proposal says that if there is another tie, the position is determined by the flip of a coin. Lamb says he would not want to be the one flipping that coin, particularly if the position was the presidency. He suggests further ties be decided by a vote of the incoming Board, minus anyone whose seats are in question.

McCann The Board will vote in e-mail on the actual wording.

Lesher: Does that mean that the person who was in the position before the election stays in that office until the tie is broken, or the Board functions without that seat?

McCann: The Bylaws now say the incumbent stays in office until it is resolved.

Lamb: That would be a problem with Directors-at-Large.

Lesher: It is one of the Director-at-Large seats, and three are clearly elected, but there's a tie for the fourth seat, and all are new people, who stays on the Board?

Various: It remains an empty seat.

Klug: Regarding the Auction Bid Rigging case ["the Ring"], the appeals process has dragged on. The length of time some of the accused have remained members in good standing, either because of suspensions or awaiting the Appeals Tribunal, has been very frustrating to the BVP. It was also frustrating to members.

The BVP points out that the Appeals Tribunal may be called into session at any time.

Accusations Against Members In A Court Of Law:
The BVP proposes a standing resolution or Bylaws amendment. A standing resolution would have to be ratified by the members at a general meeting, and would become Standing Resolution 2.1.2 or the Vice Presidents' procedure.

"Be it resolved that the Board of Vice Presidents may issue an unpublished suspension to APS membership to any member named in a court case whether criminal or civil, that involves fraudulent, deceptive, or illegal philatelic practices. Suspension of the membership will remain in effect pending the outcome of the court case and may be appealed according to the procedures established in the Bylaws of the American Philatelic Society."

Or it could become part of the Bylaws: 2.11.5 Member Charged with a Crime:

"Any member charged in any court of law [whether civil or criminal] with a crime [change to "of illegal activity"] involving philatelic material or of any felony may be suspended by the Board of Vice Presidents pending trial and upon conviction thereof may be placed on probation, suspended for a definite period, or expelled by the Board from the Society."

There are just two little phrases changed from the present wording.

Eisenstein: Suggests two changes, to "named as a defendant in a court case" and "upon conviction or adjudication thereof, because in a civil case it would be an adjudication, not a conviction.

Hotchner: Questions why the Standing Resolution proposal includes "unpublished suspension." There were press and member inquiries in this case, and if it's not published, how can the APS respond?

Klug: Is concerned that by publishing the suspension, it might prejudice public opinion unnecessarily. She is open to a change, however.

Hotchner: By being charged, they have prejudiced themselves.

Zeigler: They're innocent until proven guilty.

Lamb: Is wary this might open a very big door to civil suits. Does not think the Board should deal with it hurriedly; he would like to see it go through the regular review process and let the Bylaws Committee look at it. A criminal suit is one thing, but civil suits are an entirely different area for the APS.

Zeigler: One problem he sees is that anyone can name an APS member in a civil dispute by just filing the court fee. With a civil suit the burden of proof is not that high; it's only preponderance of the evidence. It would enable someone to put a rival under a cloud. Isn't sure how if it's unpublished it remains quiet, either. He sees a can of worms in this.

Schnell: The problem is members of "the Ring" were allowed to advertise in the AP for two years in spite of the fact that they had been accused of criminal activity in civil court.

Various: No, it wasn't criminal activity.

Schnell: The point is, what does the APS do when this occurs so they aren't allowed to carry on activities as members as if nothing ever happened?

Zeigler: Sees a big difference between specifying someone named as a defendant in a criminal action where there is presumably going to be either an indictment or information produced by a prosecutor, and a civil action. If you’re talking about a civil Rico action — again, brought by the government — then that might be different and you might be able to split some hairs here. But the problem that I see is that I don’t think you want to drag APS into the middle of every civil case between civil litigants.

McCann and Klug: It says "may be." It doesn't require APS action.

Triggle: The BVP put this together because it wanted to do something about the problem, but she does not have a problem with referring it to the Bylaws committee.

Lawrence: This has come up before. Agrees with Zeigler, the BVP should not get involved with frivolous civil cases. However, in this case the complaint was brought by a government regulatory agency, and APS action should be allowed. The case when he was a vice president was more difficult, because it ended with a consent decree. There was no conviction or adjudication that said the defendants were guilty. The BVP then was unable to act the way that our members really wanted.

Hotchner is right that people call the staff and ask whether someone is a member in good standing; the staff has to be able to say "yes" or "no," so not publishing doesn't help. He agrees the Bylaws should be amended to go beyond a criminal charge to include "made a defendant in an action brought by a government regulatory or law enforcement agency," and that ought to solve the problem.

Eisenstein: Agrees with Zeigler very much, but thinks that everyone is thinking about is a civil antitrust or Rico action brought by a government agency.

Klug: The BVP would like to withdraw its motion and refer it to the Bylaws Committee.

McCann: The Bylaw reads now and will continue to read "may be suspended," so it's not mandatory.

Eisenstein: It must be more specific, or the APS will be accused of discriminating against dealer friends.

McCann: Let's send it to the Bylaws Committee.

Zeigler: The Bylaws Committee ought to also look at the question of whether to publish or not publish. He thinks an unpublished suspension puts the staff in a difficult position if asked whether it is all right to sell a collection to such a dealer.

McCann: Points out the unpublished part is only in the proposal for a Standing Resolution, not the Bylaws amendment. A Standing Resolution would have to be ratified by the APS general meeting, which he does not think is practical for a major change in how the Society is run.

Klug: That's why it was offered both ways.

McCann: Let's refer it to the Bylaws Committee. As a result of this discussion, it will be a matter of public record that the Society is concerned about this issue and taking steps. He commends the BVP for bringing up the issue.

Miller: Points out that, under the proposal, the Board of Vice Presidents would have to put itself on suspension if someone like Stolow were to sue it again.

McCann: It will be referred to the Bylaws Committee and probably be ready for discussion in Columbus [August].

Discount Subscription To AP:
Proposal from Tom Fortunato, chairman, Chapter Activities Committee:

The Board of the APS is to create a new non-member classification called the "AP Library Subscription Rate" allowing libraries or their patrons to purchase a yearly subscription to the American Philatelist for their institution.

A "library" is defined as a public body organized for the purpose of lending of books, or an organization acting as a depository of public information. APS Headquarters has sole discretion in reviewing and accepting or rejecting applications for this subscription.

The amount charged per year shall be one-half the current adult yearly membership rate minus any "pay early" or other discount offered by the APS to its members. A subscription may be taken out for 1, 2, or 3 years and entitles the library to all issues of the American Philatelist published by the APS in any given 12 month period. Libraries shall not have voting rights nor be entitled to the use of any other additional APS service or benefit with the exception of the book borrowing policies established by the American Philatelic Research Library or those approved by the APS Board at a later date.

Patrons of philately should be encouraged to donate an AP subscription to the library of their choice as a way of promoting the American Philatelic Society as well as the hobby as a whole.

Lamb: Not sure the proposal goes in the right direction. Right now, there are about 20 libraries that subscribe to the AP. There are another 220 that receive it free from clubs or individuals, who have told the APS to send their copies to the libraries. The staff now believes that this is good, and that's a radical change in thinking in State College: The traditional belief had been that if people could read the magazine for free in a library, they wouldn't join. Now, the staff believes that putting the magazine in libraries exposes it to more people and people who are more likely to join.

However, libraries are accustomed to paying, and in fact, pay more for subscriptions than individuals do. Libraries sometimes turn down free subscriptions if they don't think their readers would be interested: They don't want to waste the space.

Lamb instead proposes starting a campaign with clubs to get individuals to go to their public library with a copy of the AP, and recommend that the library begin carrying it. If enough people do that, the libraries will put it on their shelves. Lamb doesn't think the $6 discount proposed by Fortunato will make much difference to libraries.

Washburne: What about a special edition for libraries, without things like new members, expulsions and other strictly-society stuff. Can that be handled easily?

Lamb: No. The total library subscription is less than 250. He doubts the APS would get more than 1,000 at best, and that's not enough for a special edition.

Hotchner: He would like to see subscription cards in the copies that go to libraries, if that is possible.

Lamb: Thinks that's a great idea and will look into it.

Klug: Asks Lamb if he is proposing that clubs be given discounts if they purchase a subscription for their libraries. Her local club gives its copy to a library, but there is more than one library in her area. Her club might sponsor more than one subscription if given a discount.

Lamb: If a club wants to donate more than one, he thinks it should be possible to find a way to make it affordable.

De Vries: Why not put those subscription cards into all editions of the AP and members can give the subscription cards to friends? It probably is more cost effective to put them in all copies anyway.

Lamb: Will look into it.

Clark: In line with that, she thinks all Directors and committee chairs should have a packet of current materials for expertizing and other services.

McCann Agrees. He has more material for AAPE than he does for APS, of which he is president.

Lesher: Suggests instead of a pullout card the AP have a wrapper.

McCann: There already is a wrapper.

Clark: Libraries are likely to take off the wrapper.

The proposal is tabled.

Restrictions on Dealers:
Miller: Asks about Bylaws section 4.6, which restricts the number of dealers allowed to serve on the Board at any one time.

4.6 Collectors and Dealers. No fewer than six of the ten elected officers shall be stamp collectors who are not classified as dealers by the Board of Vice Presidents. In the event that an election shall result in the selection of more than four dealers, the meeting immediately after the report of the Board of Elections shall determine which one or ones are ineligible, by a vote of the members present at the session of the meeting.

Miller: If a full-time dealer were elected to the Board, he would relinquish his position as the dealer representative to the Board. Are there any plans to change the way in which it determines which elected directors may not serve because they are dealers?

Lamb: Doesn't think it's much of an issue. Dealers have a hard time getting elected to the Board. The members see this as a collector society, and even though there are 1,900 dealer members, they are not represented on the Board.

McCann: Is it necessary to change this?

Hotchner: Don't change it.

McCann: Agrees with Miller's premise that he would resign if a full-time dealer were elected to the Board. He says Miller represents all dealers collectively, while any dealer elected is representing all members.

Washburne: The wording says the dealers are classified as such by the Board of Vice Presidents. What would happen if the BVP ruled that someone were a dealer? All collectors are stamp junkies and do a little dealing to support their habit.

De Vries: The BVP does the actual designation. He has part-time dealer designation, and believes it went through the BVP. Or is it now done by Staff?

Lamb: Years ago, the BVP ruled on every dealer application. Technically, it still does, but decades ago the BVP said it only wanted to see the problem applications, and the actual designation is done by somebody on Frank Sente's staff.

Miller: It's ludicrous that the BVP could reject a president in that manner. The section says that if more than 4 dealers are elected, then the Board of Elections shall determine which one or ones are ineligible by a vote of members present at the session. Why not make it so that the lowest office is cut first?

McCann: The section just gives the Board the latitude to make such a decision. He doesn't think it has ever been a problem and doubts it ever will be.

Membership Enhancements:
Clark: Reads hand-out:

With the dues increase, our members will want to get new services for their money - the "what have you done for me lately" syndrome. While we must try to attract new members, we must also serve the ones we have.

A major component identified as a means to the improvement of member services is a Members-only section on the Web site. We have an excellent site, but we are ready for a makeover. There have been some very good changes, but a new look is needed. Most websites get overhauls at least once a year if not more frequently. You want to keep members and visitors (read "potential members") coming back.

Suggested Web site changes for Board Consideration
We as a Board have been asked to provide guidance to Staff on recommended changes for the Society web site. For your consideration:

Basic Design Factors

• More inviting language.
• More intuitive, user-friendly.
• Add more pictures.
• Explore multimedia, sound and video possibilities
  

Specific recommendations:
Public area:

1. Add a "Donor of the Month" —for any kind of donation— in the public area.
2. Move judge contact information to Members Only section.
3. List Committees and scope of service, but access through Members Only section
4. Add AP index, but no access to articles without membership
5. Search for an item in the APRL.
6. Add Directors' pictures
7. Promote our member activities with show, cruise, and seminar pictures.
8. Traditional Sales Division circuit request form and Marketplace form for blank books and mounts, no access to use them without entering Members Only section of site.

Members-Only area:

1. Put judge contact information here.
2. List Committees with contact information and scope of service.
3. Add AP index, with access to limited articles, as staff time allows to implement.
4. Search for an item in the APRL then to request it with just a click with a "borrow this item" link in the online card catalogue.
5. Maybe a link to the USPS for purchasing stamps online, with a reciprocal link on the USPS site.
6. Scanned C of C exhibits with a watermark to each page, with owner permission.
7. A news section — news pertaining to or about members.
8. Opportunities to participate. Volunteer hotline where staff can post their needs and members can offer their skills and time.
9. During construction of the Bellefonte facility we could have a web cam to help our members feel that they are part of this project.
10. During the move, we could have updates as to what and who has moved. Again pictures.
11. Interesting articles from the PLR, such as "How to Build A Personal Philatelic Library,"
12. A tour of other philatelic libraries with a link to the library web site.
13. Printer-friendly versions of articles on the web.
14. Special sales and discount on a book or a specialty item.
15. Downloadable screensavers, possibly using items in the Reference Collection, APS emblems/logos for use on Web sites and in printed material.
16. Tips on how to use the sales division, ISU, expertizing, and the library.
17. Sales Division circuit request form and Marketplace form for blank books and mounts.
18. Monthly tips on basic skills: soaking, tools, watermarks etc.
19. Renew insurance coverage online, just as we renew membership, including a review of your current policy and coverage options.
20. Highlight services and opportunities: what's new in sales circuits or on the ISU.
21. Non-binding "straw polls" to "help guide" APS leaders.

As we put our heads together, I am sure there are many more ideas that we can come up with. What is needed is a sense of the Board of where we think their efforts can be best directed and support for the process.

Recommendation To Support Staff Implementation
Creating a Members Only section on our Web site will have to be a group effort. Doris Wilson and Barb Boal can do the scanning, page preparation and get the pages posted, but they need help to manage the implementation, since there are only the two of them and they have many other tasks to perform. Therefore, we need to identify a person within our membership to volunteer to help with these efforts. Changes must be vetted by Staff before posting. Suggest we endorse this step by headquarters.

Triggle: Who would put this together? Who would monitor it?

Clark: The staff.

Triggle: Seems to be labor intensive.

Clark: Has talked to Lamb, staff; Lamb brought it up in staff meetings. These are suggestions.

Zeigler: Likes many of the ideas, and is very much in favor of a members-only area. What will it cost?

Clark: These are nothing that should cost much of anything. AP editor Barb Boal, under whom the site is now, and Webmaster Doris Wilson are now at a two-day conference or workshop on Web sites. They should come back with even more ideas. Clark believes most of the changes can be done in-house.

Zeigler: Will it be possible to implement this without actually engaging the services of a technical person?

De Vries: Much of it. Some of the multimedia would require some expertise, but there are also issues there about file size. There are sites that will make the code for pop quizzes that can just be tossed into a Web page, but it's just a matter of time but not that much time.

McCann: Asks if Lamb has any comment on the proposal.

Zeigler moves, Schnell seconds.

Lamb: Has discussed this at a staff meeting. It is Boal's area, so her views carry the most weight. She felt that these things could be done. The APS is not as likely to rely on volunteers because the site is so important. It's four years old, and it is time for another redesign. He expects some additional expense, perhaps about $15,000, but it's something that needs to be done anyway. Using the StampStore technology to create a members-only area is probably possible now at relatively small cost. It would be important to dress it up so that it doesn't appear that you are going through StampStore in accessing the members-only area.

Washburne: Glad that Boal and Wilson are at workshop. Strongly supports spending money to train staff rather than outsourcing. Every organization that does that pays.

Prill: Thinks some of the proposals are really fairly exciting and will great improve the Web site, but questions the need for Board involvement. Seems as if it's a staff matter.

Clark: The staff asked for some guidance, and it came up at the last Board meeting.

Zeigler: Feels that changing the site in such a major way as to make it partly accessible only by members is a significant policy shift and probably should be a Board issue.

McCann: Thinks the issue is really the members-only section.

Klug: There was an Internet Ad Hoc Committee that did a review of the Web site and recommended that a redesign be done every 3-5 years. It further recommended that the committee again review the Internet presence in 2003 - this year - and it seems to her that this would be the perfect thing for that committee to address.

McCann: Seems as if much of that already has been done. Is Klug suggesting it be done again?

Klug: Either that, or discontinue having the two-year Ad Hoc Committee.

De Vries: Wasn' the Ad Hoc Committee superseded by Clark's committee?

Clark: No, there was no official transfer.

Miller: Agrees with most of the points, but would not put the insurance information online at all. Anything online can be hacked.

Clark: That's the same reason checking on membership status wasn't include, and insurance is a concern, too.

Lawrence: The Web site should be integrated with the recruitment efforts discussed previously.

Walker: He checked into protecting records from hackers and it is very expensive. He advises caution.

Irving Miller: Would like to see better use of online newsletters. As a dealer, he gets Stampshow updates, but nothing on the APS in general. E-mail is free, and news should be distributed, with a link back to the site. Don't send an attachment; he doesn't open attachments.

Foster Miller: The monthly APS e-mails stopped. They should be restarted.

Lamb: They stopped because of a shortage of personnel. Last was about November.

Fekete: E-mail newsletters work.

McCann: Agrees with Zeigler that a members-only section is a Board issue. Asks for clarification of the motion on the table.

Zeigler: That the Board approves a re-examination of the Web site to include the possibility of a member's only section.

Passes unanimously.

McCann appoints a new Ad Hoc Committee on the Internet site: Klug, Clark, Lamb, de Vries.

Clark continues reading hand-out:

Other Members-Only Areas

• Institute a certification program for members based on completed course work in Summer Seminar and on-line Stamp Campus courses: a Certified Basic Stamp Collector.
• A Members Only lounge at Stampshow and AmeriStamp, where members can sit in comfort and meet friends, trade stories and share news.
• A Members Only discount in parking or a beverage coupon to enhance the show experience.
• Explore use of videos and offer more interactive multi-media approaches for on-line courses.

De Vries: Maybe slightly nicer furniture in the lounge area?

Clark: Perhaps. She brought it up with Ken Martin, and he just laughed. But it is an idea that resonated with members so it is worth checking out.

McCann: Most people who come to APS shows are already APS members.

Clark: A number are not; they read about the show in the press.

Washburne: Had suggested the lounge before and still thinks it is a good idea. It is a perceived value whether there is value or not.

McCann: Asks for more opinions; doesn't like it. Says it sounds very elitist.

Triggle: Agrees. It's like going to a church and getting a hard seat while members of the church sit on padded seats. It doesn't seem right.

Clark: This was suggested by a member.

Hotchner: The concept is valid. He would like to see the idea studied.

McCann: Praises Clark's report.

Lawrence: Has had the dilemma at international shows of whether to pay the fee and go into the members-only area or not. Usually, he does not, and is brought into the area as a guest by someone who did. He thinks it would be disruptive at an APS show because most of the crowding is in the concession area; there are never enough seats. These areas become social gatherings that could be fragmented in a way that wouldn't help APS as an organization. It is through socializing that people decide "Yes, I want to be a part of this."

Washburne: Believes this has been misinterpreted. The member brought this up with him first. He wanted a seating area that was not necessarily in the concession area. He just wanted an area where he could sit down, not a separate area.

Lesher: Many WSP shows have a hospitality room which is a social gathering place, with or without food and drink. It's an opportunity for people to get together, trade stories and material. Suggests APS could do something like that, outside show hours, maybe in the hotel rather than in the convention center. Klug reads revised proposal on public relations:

1. To seek expert advice from a panel of experienced public relations, advertising and promotional specialists within the membership who will advise what is needed for APS promotion.

2. To use that data to seek bids from a professional public relations specialist, whil will advise APS on the best way to implement a unified, professional promotion.

3. To implement the improve member relations proposal. Moved by Hotchner, seconded by Triggle. Passes unanimously. Meeting recesses at 6:40 p.m. for dinner, reconvenes later in Executive Session. Later, moves out of Executive session into open session, and meeting is adjourned at 7:40 p.m.