May 2006 ARP Newsletter

Audio Recovery Project Newsletter 3 May 2006

Dear Friends,

This is the third issue of the Audio Recovery Newsletter, which is being sent to all of the centres that are participating in the Audio Recovery Project (ARP) to digitally remaster the recordings of the teachings of Chögyam Trungpa Rinpoche and create digital CD libraries in many locations. The newsletter is also being sent to supporters of the Audio Recovery Project, including individual donors and groups such as the Shambhala Trust, as well as to other interested parties.

The purpose of this newsletter is to provide practical information and updates on the project.

Schedule

This week we will be sending you the second ARP shipment, containing 150 CDs. This brings the total shipped to 250. We expect to ship CDs 2 to 3 times per year, with the final shipment expected just before Shambhala Day 2008.
Schedule updates will be sent in future newsletters. We had hoped to ship 500 CDs by this time, so we are slightly behind. However, production is picking up and is going well in the Archives. We just received word of a grant from the Young Canada Works program of the Government of Canada, which will allow us to have a student for the summer working on ARP production.

Shipping and Insurance

Beginning with the second shipment (the one currently on its way to you), we will begin charging a shipping and insurance fee to all participating ARP centers. The cost of insurance will be approximately $10/shipment for $1,000 of coverage in the US and $1500 coverage in Canada. We are still investigating insurance for Europe, South America and Asia. The insurance will help to cover replacement costs. However, it will be difficult for us to replace a large number of damaged or lost CDs, so we are looking at shipping methods that are both safe and economical.

ARP Financial Statements

To help all of us keep track of payments made, owing, and due, the Shambhala Archives will begin sending financial statements to you every quarter, indicating when your ARP contributions are due, as well as other charges such as shipping and insurance. We hope these statements will serve as a reminder, to help centres stay up to date in their contributions.




Storage

We continue to recommend the MC3D20 cabinets from CanAm, which can be seen at http://www.can-am.ca/ Please mention that you are part of the Audio Recovery Project when you order. If enough centers order, we may receive an additional rebate in the future.
General storage considerations:

Humidity and Temperature Recommendations
In order to maximize the longevity of the CDs you receive, they should be stored at a cool or moderate temperature, with low to moderate humidity. It is preferable to keep the CDs in a stable temperature- and humidity-controlled environment. If a climate- controlled room is not available, a home dehumidifier can help to remove a great deal of excess humidity from the environment. A window/room air conditioner is very helpful to control high temperatures in the summer. If you cannot provide air-conditioning, then be sure to have adequate ventilation of the room. You can use a window fan to help bring in cool air in the evenings and early mornings. High humidity and temperatures can greatly decrease the life expectancy of the CDs. Specific recommendations for your space can be discussed with Gordon Kidd or Carolyn Gimian.

Additional Information on Storage
If you decide to use some other means of storage, we would suggest that you check out the cabinets on the Can-Am website, to give you some idea of the features you may want to consider. We will be happy to provide you with advice. The key features of your storage system would be: security (a locking cabinet is essential if you want to keep the collection intact) and an inert archival environment (low light and cabinets made of inert materials that don’t off gas. If you choose to use wood shelving, it should be specially treated before use.)

Care and handling of the CDs

 Always handle CDs by the edges or inner hub.
 Press down on the inner hub to take a CD off the tray (pulling from the edges can bend the disc).
 Press on the hub to return the CD to the case.
 Remove fingerprints and other embellishments with a soft cloth in a center to edge radial direction (watch for scratches - stop if you make one and use a softer cloth!)
 Wash with warm soapy (non-chemical) water if CD is very soiled, dry with a soft cloth in a center to edge radial direction.
 Avoid leaving a CD in direct sunlight - i.e. near a sunny window or the dash of a car; sunlight breaks down plastic polymers over time and the CD will not play.
 Avoid leaving the CDs out of their cases.




ARP Staff Updates

The names, duties and contact information for all ARP staff appear at the end of the newsletter, in case you need to speak with any of us. We would like to welcome Sandra Kipis, who will be helping with duplication, record keeping and shipping. We also wish to thank departing staff members Dominique LeGrande, Helen Bonzi and Rhiannon Wells for their contributions to ARP. (Helen continues to oversee the Great Transcription Project of the Archives.)

Duplication
Please read the attached policy on the duplication of ARP CDs. If you have any questions, please contact us.

Restricted Materials
All centres participating in the Audio Recovery Project will receive 1,500 CDs of the Vidyadhara’s teachings. Access to the content of some recordings is restricted. There may be restrictions on reproduction of these materials for participating centres who are not Shambhala Centres. If due to access restrictions we are not able to provide some recordings to centres outside of Shambhala International, we will provide alternative recordings or a partial refund. This will be negotiated and discussed on an individual basis. We will endeavor to provide the most complete set to the largest number of centres.

A Gift to Say Thank You
We would like to express our thanks to all participating centres and donors by sending a special gift to ARP donors from your centre. We apologize for the delay. In June we will be sending ARP donors a number of copies of one of the newly restored talks by the Vidyadhara. If you have not already done so, please send a list of contributors and others interested in the project to Sandra Kipis: archives@shambhala.org. Please include the address of the donor. We are happy to send a thank-you CD to volunteers who have helped fundraise for ARP in your center or who are helping with another aspect of the project, such as maintaining the library of CDS. We have budgeted for approximately 6 to 10 CDs for each ARP center.

Finally
Once again, thank you thank you thank you all – for your participation in the Audio Recovery Project. Please feel free to post this e-mail newsletter in your centre and please forward it to other members of your centre or other parties interested in the Audio Recovery Project.

Yours in Oceans of Dharma,

The Staff of the Audio Recovery Project of the Shambhala Archives

Centres Participating in the Audio Recovery Project as of May 2006


Please note: in some cases, more than one centre is sharing a set of CDs. New participants are indicated in italics.

Canada
1. Halifax Shambhala Centre, Halifax, Nova Scotia
2. Dorje Denma Ling, Tatamagouche, Nova Scotia
3. Gampo Abbey, Pleasant Bay, Nova Scotia
4. Toronto Shambhala Centre, Toronto, Ontario
5. Vancouver Shambhala Centre, Vancouver, British Columbia
6. Khyentse Foundation, Vancouver, British Columbia
Mexico
7. Mexico Shambhala Centre
Chile
8. Chile Shambhala Centre
United States of America
9. Washington/Philadelphia
Washington Shambhala Centre, Washington, D.C.
Philadelphia Shambhala Centre, Philadelphia, Pennsylvania
10. New York Shambhala Centre, New York, New York
11. Boston Shambhala Centre, Boston, Massachusetts.
12. Karme-Choling Meditation Centre, Barnet, Vermont
13. Southeast Shambhala Centres
Atlanta Shambhala Centre, Atlanta, Georgia
Durham Shambhala Centre, Durham, North Carolina
Birmingham Shambhala Centre, Birmingham, Alabama
14. Chicago Shambhala Centre, Chicago, Illinois
15. Boulder Shambhala Centre, Boulder, Colorado
16. The Naropa University, Boulder, Colorado
17. Shambhala Mountain Centre, Red Feather Lakes, Colorado
18. Dharma Ocean Foundation, Crestone, Colorado
19. Los Angeles Shambhala Centre, Los Angeles, California
20. Ojai Valley Dharma Centre, Ojai, California
21. Bay Area Shambhala Centres, California
Berkeley Shambhala Centre, Berkeley
Davis Shambhala Centre, Davis
San Francisco Shambhala Centre, San Francisco
Sonoma Shambhala Centre, Sonoma
Santa Cruz Shambhala Centre, Santa Cruz
Grass Valley Shambhala Meditation Group, Grass Valley
Monterey Shambhala Meditation Group, Monterey
Santa Rosa Shambhala Meditation Group, Santa Rosa
Silicon Valley Shambhala Meditation Group, Mountain View
Tamalpais Shambhala Meditation Group, San Rafael

Europe
22. Shambhala Europe, Cologne, Germany
23. Longchen Foundation, Oxford, England

Nepal
24. Pullahari Monastery and Retreat Center, Kathmandu, Nepal

Other
25. Chögyam Trungpa Foundation and Institute
26. Shambhala International, Practice and Study Department
27. The family of Chögyam Trungpa
28. Shambhala Archives Reference Set



Audio Recovery Staff and Contact Information

Sandra Kipis: 425-4275 x 22. archives@shambhala.org Administrative Support. Questions about your contract, financial contributions or other administrative details. Also contact Sandra if you have questions about donations to other Archives projects.

Gordon Kidd: 425-4275 x 21. gkidd@shambhala.org Technical Director of the project. Contact Gordon with general as well as specific questions about your participation in ARP. Technical questions can be directed to Gordon or to:

Chris Levy: 425-4275 x 22. clevy@shambhala.org ARP Technician.

Carolyn Gimian: 420-0009. cgimian@suchns.com Overview. Send questions to Carolyn about any aspect of the project that aren’t covered above. Also questions about the content of the tapes, database overview, etc. may be directed to Carolyn or other staff members.


If you do not wish to receive future newsletters and would like to be removed from the distribution list, please send an e-mail to that effect to cgimian@suchns.com

The Audio Recovery Project of the Shambhala Archives

Duplication Policy

May 2006

1. The recordings included in the Audio Recovery Project of the Shambhala Archives are copyrighted materials. These copyrights must be respected. No duplication for commercial purposes, broadcast or for use in any published material is allowed without the express written permission of the Shambhala Archives.
2. Definitions for the purposes of this document:
a. Master: refers to the archival copy provided by the Shambhala Archives to the participating ARP centre.
b. On demand: means that a centre will not duplicate ALL of its ARP masters, but will only duplicate individual CDs as requested by members of the centre or other participating centres.
3. Centres participating in the Audio Recovery Project may make a copy of an individual ARP CD in the following situations or for the following purposes:
a. Where more than one centre is participating in ARP, the centre library that has the master CDs may provide a copy of an individual CD, on demand, to one of the other participating centres.
b. A single copy may be provided to a retreatant, to a teacher preparing for a class, and to a student or teacher wishing to pursue private study.
c. The centre may choose to make an individual copy, on demand, to be played in educational classes, rather than playing the master recording.
4. If a centre not participating in ARP requests a copy of an ARP CD from one of the participating centres, after consulting with Kalapa Recordings or the Shambhala Archives, the participating ARP centre may provide a copy, subject to the requesting centre sending a negotiated payment to the Shambhala Archives.
5. Participating centres will not duplicate the ARP CDs or their contents in any other formats without the express written permission of the Shambhala Archives.
6. If a centre wishes to replace an ARP CD, the replacement charge will be $15/CD up to 10 CDs and 10$/CD thereafter, plus shipping. Replacements may take 6 to 8 weeks.
7. Please contact the Archives if for any reason you want to make multiple copies of a CD. We are working on a license agreement to cover that possibility.
8. As a participating centre, you agree to keep a log of all CDs duplicated, for what purpose copies are made and to whom they are given.