Global Accessible Library Steering Committee
Meeting:          26th-27th March, 2009

10:00-10:15 Welcome from the Chair

3. Confirmation of the minutes of Steering Committee meeting on January 8th 2009 
Minutes were confirmed.
4. Activities since last SC Meeting: Debriefing – Project Leader
Have been working with the working groups in developing their business cases, developed the communication strategy/plan.  Contacted OCLC to introduce details of Global Accessible Library and introduced the chair of the Discovery and Access working group.
5. Review Project Budget Status
Discussion was held around the funds of the Global Accessible Library project as provided by Vision Australia. These funds will no longer be available in FY10.  The Project leader is developing a paper to look at how we can finance beyond June 2009.
ACTION:                 JR to determine the status of the funds and forecast the spending to end of June 2009 and report back to the steering committee as soon as possible.  
6. Interim Report of the Working Group on Discovery and Access
Margaret Williams joined the meeting to outline the interim business case from the Discovery and Access working group. Her suggestion is that further discussion with OCLC is needed. The bringing together of OCLC, Discovery and Access working group, Collection Sharing working group and the Helsinki group to discuss the options.
A global rights registry is something that the mainstream publishers are investigating.
The new Google settlement for Google books requires Google to set up a registry.
The project team considered four main options:

1. Develop a virtual integrated digital library system
2. Develop a stand-alone search and discovery tool
3. Develop a guide to libraries serving people with print disabilities
4. Contribute content to an existing public domain repository

Presented with the above challenges and options, the Discovery and Access project team recommends proceeding with:

Option 1, to develop a virtual integrated digital library system, and because option 1 will take time to implement fully,

Option 2, to develop the search and discovery layer from option 1 as a stand-alone in the short term.

Option 3, to build an online guide to libraries (and potentially other services) serving people with print disabilities, provided that it could be implemented in such a way as to facilitate options 1 and 2, not delay them.

The next step in researching options 1, 2 and 3 would be to create a series of use case scenarios, user requirements, and a conceptual model (or models) that would meet those requirements.

The resulting business requirements document would be tested with potential member libraries and other advisors using (primarily) an accessible online survey tool. Members would be asked to confirm that the requirements respond to their needs and the needs of their end-users.

The survey would also be used to determine the technical readiness and level of interest of potential member libraries to participate in the first iteration of the Global Accessible Library. Questions would be asked about library systems, cataloguing standards, compatibility with federated search and authentication protocols, countries served, languages of service and content, alternative formats provided, and end-user devices.

A consultant with expertise in survey design would be required to assist the project team. Survey methodology and design would be coordinated with the Collections project team.

After refining the requirements based on the survey results, the project team would share it with potential technology and standards partners to confirm basic feasibility and obtain cost ranges.

The steering committee identified that the Discovery and Access working group should concentrate on the following:

1. Detail options around mainstream content aggregators, Google, yahoo,
2. Write terms of reference for technical team – report to the DA working.
3. Provide the document to techies for comment and feedback.
4. Further explore the OCLC option
5. Develop a business case around options 2&3 inclusion in final report.
6. Develop specification for survey around determination of organisation readiness about participation in the Global Accessible Library first iteration.  Develop this specification in conjunction with Collection sharing group. Obtain up to three quotes for the delivery of the survey and work with Helen Brazier on this part.  Back to the steering group for comment and feedback.  END OF APRIL??. To steering committee.
7. Survey libraries – May/June
8. Distribute survey results to steering committee.
9. Utilise survey results into Business Case.
10. Once survey results are known develop a scoping document for option 1. (if needed) including any feedback from the technology sub group. (Develop pilot with 5 libraries one from each continent).

7. Ramping up the Business Model Development and Partnership Development working groups
Business Model Development working group.
The terms of reference were slightly modified to ensure all outcomes for this group were identified.  The revised terms of reference were approved by the Steering committee.
ACTION: Francois, Francisco and Stephen to develop to a options paper for discussion and feedback by members of the Steering Committee. MAY 2009.
Once the options are assessed then a time plan should be developed.
Once the reports from the DA working group and Collection sharing groups.

Partnership Development working group
The terms of reference were slightly modified to ensure all outcomes for this group were identified. The revised terms of reference were approved by the Steering committee.
Once the Discovery and Access Working group have updated their interim report to include a section on mainstream content aggregators then this report will be sent to the Partnership and Business model working group by the Project Leader.

8. Technical sub group:
Discussion was held on the members of this group, it was agreed that only one person from the DAISY Consortium would be required and the George Kersher be asked to provide a name. The technical group will report into the Discovery and Access Group and obtain direction and their terms of reference from the Discovery and Access working group. The technical group will also provide input to the Discovery and Access working group.
Risks:  Technical group not to lead negotiations.
9. Interim Report of the Working Group on Shared Collections Development
Discussion was held on the interim report provided by Shared Collections working group. It was agreed that the document need to be rewritten to identify the vision which is about the 3-5% of information in accessible formats and then how they will increase this percentage.  
The steering committee would like to understand the extent of collection sharing? Collection policies will vary across the world and the survey can identify this.
The survey should look into finding out, what current Collection sharing is occurring, bartering and selling.. What types of formats, what type of content ie Education materials. How do libraries handle copyright and rights management?. What is the scope of library’s collection, do they have any specialist collections.  Capture this information in the directory as suggested by the DA working group.
Web resources: Identify why it is important and explore how this could be achieved while understanding that it is out of scope.
The steering committee saw no need to exclude educational text books and that it was up to the individual library to include or not include educational text books. However at some stage should this be considered as part of an international collection sharing scheme?
It is important that the Global Accessible Library can not tell organisations what to include at this stage.
How we all acquire content and how can we do this efficiently.
Once content is acquired how can we share it?
Are publishers interested in providing international rights for DAISY books.
(Experiment in Germany 600 titles in Daisy available on the commercial market.)
The sharing working group should take a position on DRM, this should be inline with the DAISY Consortium and the Discovery and Access working group. A survey was done last year, which could be utilised.  The issues this group need to consider are: How do they convey the rights of a particular title so a borrower or a Global Accessible Library system understands what they can do with the title.  Identify what the rights holder has given in terms of the Global Accessible Library.
Once the WIPS draft standard is developed this should be given to the Business Model group.
Suggested Workplan

1. Develop the library survey, scope this out and present to Steering committee for approval. Finalize costing. 
2. Develop Standards:
   1. Cataloguing standards for rights management.
   2. How do we put something into WIP what should be included in the WIP record. Include timelines. Dialect, format, etc. DAISY level? Investigate other criteria. 
3. Conclusions around minimum production standards that libraries would need to do to participate in the Global Accessible Library.
4. What did they learn from the survey what will work what won’t. 
5. The working group should relook at the risk issues.
6. What is the model for sharing, exchange etc. to go to the Business model group?

10. “Case for Support” for the next phase
Discussion was held around how we can find the money to assist the continuation of the steering group from June to 31st October.  A teleconference of the steering committee will be held in September.  It is anticipated that the budget requirements for the Steering Committee would be:
$30,000 AUD for surveys - (this may be able to be paid from VA funds)
$20,000 AUD for Teleconferences and travel.
Total $50,000 AUD
It was agreed to adhere to the current timetable for report delivery and if needed seek an extension from the DAISY board.
Final reports preparation schedule
Working group reports due by early August.
Steering committee – IFLA Milan meeting Sunday 23rd Need to book a room with teleconference details at the Mozart hotel in Milan.
Complete the first draft of final report (steering committee) in September 26th or 27th. 
Finalise the final report by 31st October.
11. Communications plan attached.
The communication plan was reviewed and endorsed.
ACTION JR to write:
A communiqué to be sent to identified agencies.
Official notification to Francois and Marteen a letter to be written.

Upcoming conferences:
Mechilin Satelitte meeting, Bente Dahl Rathje will be discussing the Global Accessible Library.
IFLA a paper will be presented on the Global Accessible Library by Julie Rae.
12. Meeting schedule:  Next SC meeting – Milan, Sunday August 23rd, 2009
13. Other business Members of the committee to send comments about the Terms of reference for both the Partnerships and Business Model working groups. Could members please supply names for the Discovery and Access working group Technical advisors to be sent.

Meeting closed.