Minutes of the American Philatelic Research Library
Board of Trustees Meeting

2:00 p.m., EST, Wednesday, August 13, 2004
Sacramento, California

Charles Peterson welcomed the Board, APS/APRL staff and society     members attending the annual board meeting.

Bob Lamb presented the consolidated Statement of Changes in Net Assets for the APRL. The document shows a net increase of $1,550,797 over the year as a result of the sale of the State College headquarters building.

The APS/APRL’s new controller is Rick Banks, who brings to the position excellent financial management credentials.

Frank Sente will be leaving at the end of August, 2004. The APS/APRL is currently looking for his replacement.

Helen Bruno is transferring to advertising from complaints, and Wendy Masorte will be taking responsibility for both complains and building operations.

Regarding the status of the building, Bob Lamb indicated that we are in the process of renovating Building 18 -- the Health Clinic. We have one building left to rent, and we are in preliminary negotiations with a potential renter.

Moved by William Bauer and seconded by W. Danforth Walker to accept the Administrators Report. Passed unanimously.

B. Librarian

Gini Horn reported that the APRL solicited three bids ranging from $50,000 to $90,000 to move the library from State College to Bellefonte. The final cost was $58,000, 40% less than was budgeted for the project. The move, she indicated, went smoothly.

Library Staffing: Betsy Gamble is a recent hire, replacing Carol Jeffries. Vickie Masur resigned, and the APRL is currently looking for a replacement.

During the APS/APRL relocation, the library was out of commission for only one week.

Moved by W. Danforth Walker and seconded by Ken Lawrence to accept the Librarian's Report. Passed unanimously.

Moved by Ken Grant and seconded by Herb Trenchard to approve the August 8, 2003 and June 23, 2004 meeting minutes. Passed unanimously.

Virginia Eisenstein indicated that Frank Sente served as the Assistant Secretary when it was necessary for APRL documents to be signed.

Moved by W. Danforth Walker and seconded by David Straight that we appoint Frank Sente as Assistant Secretary of the APRL and to ratify all actions that he has performed in that capacity in attesting to Bob Lamb’s signature on document for Omega Bank. Frank Sente's successor in that position shall be appointed Assistant Secretary to succeed him. Passed unanimously.

Peter Martin reported that he reviewed all APRL expenditures in excess of $1,000. The largest expenses were for construction, and all expenses were deemed appropriate.

With the exception of restricted funds, the Founders and Patrons' Fund has been exhausted.

The APS/APRL should expect to see rental income in 2005.

Moved by Ken Lawrence and seconded by Herbert Trenchard to approval the Budget Report. Passed unanimously.

W. Danforth Walker asked for information on the cash flow statement. The new controller is conducting a new analysis which should be completed by the end of the year, at which time it will be shared with the APRL Board.

Gini Horn reviewed the current APRL user fee: $5 base fee plus $1/book or 20-cents/page photocopy charge over twelve copies. The APRL should consider increasing the base fee to $6 and the photocopy charge to 25-cents/page over twelve copies. We currently have 178 foreign subscribers, and we are currently losing money through postage costs associated with these members.

Ken Lawrence indicated that juries for national shows are the heaviest users of the library’s services. He would like to ask the World Series of Philately shows to provide an honorarium to the APRL. The proposal was discussed by the APRL Board. The Board felt that it would assist the library if a letter were drafted to CANEJ putting emphasis on providing the APRL with the names of jurors and the Title Pages and Synopses of World Series of Philately competitive exhibits.

The sense of the APRL Board is to initiate a $5. surcharge for foreign subscriptions to the Philatelic Literary Review.

The APS/APRL Agreement was withdrawn from consideration at the APS Board meeting. Representatives of the APS, the APRL and the APS/APRL Lawyer will review the document to insure that each institution’s rights are protected. Jack Flannery will represent the APS, and Charlie Peterson will represent the APRL. Virginia Eisenstein will serve in her role as APS/APRL attorney.

Moved by Ken Grant and seconded by David Straight to name the Building 12 First Floor Exhibition Hall the Maynard R. Sundman -- Mystic Stamp Company Exhibition Hall and to reserve Room 22 as the Andrew and Janet Levitt Room. Passed unanimously.

The APRL Board reviewed Attachment 3: APC Naming Proposals, containing a list of possible areas open for designation. Bob Lamb will provide a list of naming opportunities (individuals or groups) to the APRL Board.

E. Options for Future Development of APC

Bob Lamb indicated that the APRL Board should consider completing Module 1: Buildings 12, 13 (exterior only), 17 and the St. Louis Patio. Funds to complete this module should come from the Operating Fund, drawing down no further than $440,000.

Moved by David Straight and seconded by Ken Lawrence that the APRL Board authorize the Executive Director to proceed with Module 1 construction using funds from the Operating Fund, drawing down that fund no further than $500,000. Passed unanimously.

Hubert Skinner reported on the Crescent City Stamp Club of New Orleans' Happening XXXI. Through the generosity of the membership, the APRL received a gift of $1,000. In addition the Club provided a check for $500, the third year of its pledged contributions. Charles Peterson will convey to the Crescent City Club the APRL Board’s sincere appreciation for that group's longstanding support of the Library.

Moved Herbert Trenchard and seconded W. Danforth Walker that the Director of Library Services of the APRL be given permission to use the Cryer Funds to evaluate the methods and costs necessary to establish an electronic library of selected philatelic web sites and to report back to the ARPL Trustees her recommendations within one year. Passed unanimously.

Herbert Trenchard reported that the National Postal Museum was intent on digitizing philatelic incunabula for permanent electronic storage. It was the consensus of the Board that the APRL supports the National Postal Museum in this endeavor and that the APRL will allow its materials to be digitized.

Charles Peterson indicated that William Bauer, Hubert Skinner, and Kenneth Grant’s terms end next year.

It was the consensus of the Trustees that by-law amendments regarding Personal Liability and IRS were approved for presentation to the membership.

Moved by Ken Lawrence and seconded by Herbert Trenchard to recommend that the changes in the By-laws be presented to the membership. Passed unanimously.