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May 2008 Advisory Council Meeting Minutes
TBABS Advisory Council Meeting
Oregon State Library, Room 103
May 20, 2008
Council Members Present: Doris Grolbert, Annis Holsworth, Marcia Mee, and by phone, Elizabeth Rousseau-Rooney and Sharon Baker
Council Member Absent: Adrienne Steele, Leone Holden.  Excused: Frank Synoground, Kit Jordan, and Chris Hennel.
OSL Staff Present: Jim Scheppke, Susan Westin, Elke Bruton
Guest: David Whittall from NLS
Call to Order/Introductions/Approval of Agenda: Doris called the meeting to order at 10:12 a.m. There were no changes to the agenda.
Approval of the Minutes: The minutes from January 24, 2008 were approved as presented.
State Librarian’s Report: Jim Scheppke
Jim reported that, while in D.C. for the ALA Library Legislative Day, he visited the Hill with several other library directors.  The main thing that they talked to local representatives about was the funding for the digital transition of Talking Books; lobbying for full funding.  Two members of congress, Blumenauer and Wu had already signed on to the Dear Colleague letter urging full funding.  At a briefing they said the House looked bad but that they still had hope for the Senate.  The Oregon delegates are all very supportive of libraries.
Program Manager and Fund Development Reports: Susan Westin
Susan reported that the Spring Appeal went out on April 15, 2008.  As of the date of this meeting, the appeal had raised over $20,000.  The appeal will run until the end of June to increase totals. 
The 2008 large print calendars cost $12,000 to create and print and have made $21,000 in fiscal year 2007-2008.  Next year, Vision Northwest is planning to offer the large print calendars for sale.  They have been selling a large print calendar that is printed in Idaho. 
The Fund Development position has undergone a re-design: in an effort to increase the position’s stability, it has been combined with the Volunteer Coordinator position currently open in Library Administrative Services.  The recruitment for this new, combined, position is currently open through May 23, 2008. 
Susan then reviewed the TBABS Annual Donation Expenditure Plan for Program Enhancements and Solicitation (for July 1, 2008 to June 30, 2009) and answered questions.  The members present approved the report to go to the OSL Board of Directors for further review and approval. 
In early May, Susan attended the NLS conference in Texas.  Among the many topics covered at the NLS conference was the proposed National Talking Book Day to be held on August 20.  This special day is still in the “talking stages” so more information is pending.
Susan requested a change to the bylaws that will add a statement that says that any changes to the bylaws must be passed by the Oregon State Library board of directors; this motion passed. 
Oregon Reads, the “everybody reads” portion of the Oregon Sesquicentennial is coming up.  TBABS is making arrangements to have Braille and audio copies of each of the three books featured in the Oregon Reads event.  Some of the books and formats are already available.  The young adult and adult books are not currently in Braille so TBABS will be paying to have each book Brailled in time for the event.  The children’s level book, Apples to Oregon, is already available in Print Braille (picture book with Braille overlay) at a reasonable price ($6.00).  Because of the aesthetic quality of the Print Braille book, Doris Grolbert suggested that we notify the public library directors of this fact so that libraries can order copies for display.  She also suggested that TBABS send letters about TBABS participation in Oregon Reads to libraries as well as patrons. 
Digital Transition: Susan Westin followed by David Whittall (NLS)
NLS plans to ship a demo model of each player (standard and advanced) will be shipped to TBABS in either December 2008 or January 2009.  This schedule will mean that production and shipping of patron players will start in Spring of 2009. 
We still need much more planning to get ready for the digital transition.  We know that we will need money for new software, computers, equipment, and supplies, but still do not know how much will be needed. 
NLS Digital Transition Update: David Whittall
David Whittall from the NLS reported that Congress has approved $12.5 million over a 6 year period.  This decrease from the original amount requested will hurt the number of books produced more than anything else.  David brought 2 machines: the basic and advanced models.  The flash drive cartridges will cost about $6 each and will be necessary for downloading books and duplicating books to satisfy patron demands.  David demonstrated each player and told stories about some of the development and testing involved with the digital players. 
Open Forum
Next Meeting
The Advisory Council will meet September 17, 2008 at the Oregon State Library, 1:30 – 3:30 p.m.
The meeting was adjourned at 11:50 a.m.
Minutes: Elke Bruton