Meeting with Mercer U. Press 7/20/2006

Immediate Post Meeting Tasks

1. Mon. July 23rd - Discuss meeting with Judge Ruffin.

2. Ask Lendon to speak with Charles Adams about version of book and author assignment and begin compiling book offer list names and addresses. We can update addresses later. Determine with Lendon who will own book and copyright assignments.

3. Create initial pages of book and letter for photo permissions. Ruffin to do preface. Ask Bob about acknowledgements.

4. Discuss status with Mary Jo Volkert of A.G.'s office.

5. Check in with Ashley Stollar

Mercer Press will do the following:

1. Provide us a budget with options on design formatting and fact researching next week probably by July 26 or 27.

2. They can seek a fact researcher for us if necessary rate around $10 an hour. But we will have to see their availability. (We need to check if we can obtain any other free assistance?)

3. Provide us a form agreement to review based on our decisions on the budget

4. They will fax us some example Acknowledgment Pages, I need to see some coffee table book examples.

5. They have given us name of indexer and sample rates maybe $3 to $5 per page or about $600 -$1000 dollars. This will be done once text is finalized.

6. Edit and proofread the document

7. They will do design formatting if we decide to have them do it.

8. They will take text in Microsoft word or if Ashley does design formatting, Quark.

We need to:

1. We need to compile list of photos and scans: Number of Image, Caption, and location be on CD with actual photos and scans

2. Obtain photo permissions to do so we need cover letter mentioning it will be published by a non-profit organization, copies 2500, mostly complimentary, list and name and address and contact for owners. Mercer gave us sample form.

3. Obtain permission for materials, Appellate Judiciary Book from Henwood. Craft letter and ask Henwood to sign.

4. We need to create Bibliography, Title Page, Table of Contents, Acknowledgments page, Preface and In Memory of Tom Watson Brown Page.

5. Evaluate with Lendon budget submitted and what is affordable. Fact researcher, design, and indexing.

6. Contact Ashley to see if she has time to design and still wants to do it. We have to decide if Ashley will do the design or pay Mercer to do it.

7. Communicate to Mercer Press services to be included in the agreement. Will it include fact researcher, designer, and indexing?

8. Review proposed agreement. Check with AG.

9. Create and send letter and copyright waiver to authors. Have Seyfarth LLP sample form.

10. Text needs to be converted to Rich Text Format or Microsoft Word. Text must be double spaced. If we don't do design, we will need to indicate on pages general locations of photos which should include in bold Image # and caption. Any fact researching must be completed.

11. Create a permissions page for Book it would have Image 2, Caption, general location, like top of page ___Permission granted by _____________. Provide copies of permission to Mercer Press.

12. Permissions must be received before design phase if Mercer is going to do design and if Ashley does before document design is turned over to Mercer.

13. Provide Mercer photos for two optional designs of dust cover for us to decide: one of building; and one of all judges photos.

14. We have to send out book order forms and obtain mailing addresses when book is almost ready for printing and send label formatted names and addresses for mailing direct from printer. Is there a particular label format we need to use. Microsoft Word label size____. If Lendon provides information and decides what he would like the form to say, we can format for labels and form.

15. We have to decide if we want remainder of books shrink wrapped at $.17 and where they will be delivered and stored. Clerks file room?

Timeline

Once we send text and photos to Mercer Press about a 6-7mo. time to delivery.

This includes:

Copy Editing - 3 weeks

Our approval 3-4 weeks

Changes and approvals. 3-4 weeks

Design 2-4 weeks

Our approval and indexing 2-3 weeks

Printing process 6-12 week