IALLT Board Meeting

January 14, 2003

Call To Order 11:40am Central Standard Time

Present: Crandall, Hendricks, Liddell, Pankratz, Rosen Guests: Gilgen, Ross

Routine Business

Acknowledgment of Email Motions

§ On December 13 Peter moved that IALLT adopt the following process for Monograph Series
Publication:

IALLT Monograph Series
Editorial responsibility:
The Series Editors shall be the President-Elect and  the Journal editor (ex officio).  They will be responsible for:

· ensuring the overall consistency, quality of content, and editorial standards  of the series as a whole;

· receiving and soliciting publication  suggestions;

· recommending individual monograph publications and editors the Board; and

· determining, in consultation with the editor(s) of  individual publications, the appropriate size, format, platform, number of  print
copies  etc., likewise for final approval by the  Board.

Harold seconded the Motion. The Motion passed unanimously.

§ On December 16, Lynne moved that IALLT award two Graduate Student Conference Grants of $250 each (against qualified receipts) and a waiver of the basic conference registration fee to Hui-mei Justina Hsu and Jeremy Gilpin for attendance at IALLT 2003. Peter seconded the Motion. The Motion passed unanimously.

Approval of Minutes

§ Lynne moved the Minutes of December 10, 2002 be approved as corrected. Harold seconded the Motion. The Motion passed unanimously.

Treasurer's  Report

§ Lauren will deliver a delayed mid-year fiscal report in February.

§ Regarding the brochure update, Lauren expects to have the complete or nearly complete by the next BCC. Lauren and Harold will coordinate on mailing to affiliates. David will provide Lauren with numbers for shipping to regional leaders. Extras will be shipped to Lynne for disbursement to appropriate personnel at the conference.

Journal Report

• Andrew reported that four pieces are currently out for review for the next volume. Volume 34.2 was mailed on January 7, about a month after receipt by the bulk mailing. Andrew plans to follow up on the turn-around time for shipping. Andrew expressed his pleasure regarding Barbara and Jörg's work as associate and assistant editors.
• David asked Andrew to outline advertising needs for him to follow up on.

President's Notes

• David noted that IALLT is incorporated in the state of Wisconsin. Every year  it must submit a report to the State of Wisconsin entitled the Wisconsin Nonstock Corporation Annual Report. David was sent the report form in December by the office of Quarles & Brady.  He submitted the report to the Wisconsin office, along with a $10.00 filing fee. (Lauren provided the check.)  The report is very simple and asked for the names of the Board of Directors and a confirmation of our business and activities as "charitable, educational and scientific." He noted we will need to inform Quarles & Brady of the change of presidency as of June 2003.
• Bruce Parkhurst sent David the names of the three top candidates for the Henderson plenary and award, based on the quality of their conference proposal submissions. He drafted a congratulatory letter to inform them that they are candidates for the award, and that to further compete they are to submit an expanded abstract to the programs committee and to the Journal editor by February 28th.
• Jeff Samuels and David worked together to draft a job description for the position of Digital Exchange Coordinator. He reminded the Board he mailed the draft to them recently for review. He asked the Board to respond via email with suggestions.
• David spoke with Monika Dressler about progress made on the IALLT 2001 Survey. He encouraged her to try to publish, perhaps in at least a draft form, preliminary results of the survey prior to the IALLT 2003 conference. He also encouraged her to request our assistance if needed to bring this project to fruition.
• David sent email to Jack Burston  (01-12-03) expressing our support of the research project he described, and asked him to send a draft announcement of the project for publication in our Journal to Andrew.
• Based on discussions at our December meeting, David drafted a letter to regional group leaders to survey them on their business affairs and their interest in receiving tax-exempt status under the IALLT umbrella. He has learned that the Phi Beta Kappa organization does exactly this, granting tax-exempt status to its regional chapters. However, the constitutions of the chapters must reflect this subordinating relationship. They must state that they are "under the supervision and control" of the national organization. Further, they must demonstrate that their activities are in accordance with the requirements of tax exempt organizations.
• David wondered what would happen to membership status.
• Andrew wondered if it would impact the ability of the regional groups to collect dues and assess conference fees.
• Would regional group members be required to also be members of IALLT? Peter noted he is aware of groups that charge a nominal administrative fee. Only officers are currently required to be members of IALLT.
• Lynne wondered what impact the coverage would have on our tax filing requirements.
• Harold suggested we list our exploration items and survey the regional leaders for which would be interested in pursuing this. We could ask them to specify all related information for us to consider. David indicated that is what he has done in his letter.

Old Business

1. Affiliations/Conferences

§ FLEAT V dates

o Harold is still waiting for confirmation from the hotel of their willingness to revise the contract with the change the dates. The University is supportive of Harold's revised conference schedule. They are proceeding under the assumption of August 5-6 preconference activities, Sunday for tourist activities, and regular conference sessions August 8-10.

§ Harold noted the ACTFL deadline for session proposals is approaching.

§ The JNCL joint agreement must be brought to conclusion.

§ Lynne observed the Board had not acted on the Affiliate Policy drafted by Harold.

o Peter moved the Board accept the Affiliate Policy.

§ Affiliate Policy
Requests to become an IALLT Affiliate Organization are reviewed by the IALLT Executive Board on a case-by-case basis. The current IALLT affiliates are international or national organizations and advocacy groups whose goals are complementary to our own. Any organization wishing to become a recognized affiliate with IALLT should have the integration of technology in language learning as one of its primary concerns. Affiliation typically means that IALLT will appoint someone who is a member of both IALLT and the affiliate organization as a representative to attend conferences, sit on advisory councils (if appropriate), and coordinate communications and activities between the organizations. Certain exchanges of exhibitor space, advertising, journal articles, and conference sessions may be arranged, but no direct financial support can be given to affiliate organizations or its members, due to the all-volunteer, non-profit basis upon which IALLT is organized. Questions regarding affiliation with IALLT should be addressed to the IALLT Programs Director.

o Lynne seconded the motion.

o Peter asked for discussion, recalling prior talks on the differences between affiliation and sponsorship and wondered if the policy was consistent with the dialogue from the May 2001 international meeting. Read affirmed it was consistent.

o David called the vote. The Motion passed unanimously.

o Lynne will arrange for placement on the Affiliate page of the website, preceding individual affiliate links.

§ Lauren asked if IALLT should charge dues to organizations that charge us dues or fees. There was consensus that there was no likely impetus for organizations not currently committed to reciprocal arrangements to execute membership.

§ Harold noted Mary Morrisard Larkin has revised the ACTFL Affiliate Representative position description. Harold will send it to Lynne for incorporation in the Policy and Procedures Manual.

§ Harold asked Peter to advise him on setting up a booth for WorldCall.

2. Publications Update

§ LCDK

o Peter's last communication with Jack occurred in December, and dealt with some minor technical questions. He expected to be in contact with Jack in January.

§ Management Manual

o Peter informed the Board the IP section remains open. Andrew will follow up on a lead to update or expand on the current module. Ute reported that everything else is in hand.

§ Monograph series

o Peter reported that Kara Schwarz is going to get more details from the authors and correspond with Peter and Andrew regarding plans.

§ Website

o Peter has asked Scott Gerrity, of his staff, to maintain some of the website sections that Peter is having trouble keeping updated.

3. Graduate Student Conference Grant

§ Review of process

o Based on questions raised by Bruce Parkhurst, the Board reviewed the GSCG grant purpose. The Board affirmed its intent in establishing the grant was to encourage graduate students to attend the conference and become familiar with the organization. The GSCG is not intended as an award, but rather as a grant to encourage graduate student participation at the conference.

4. IALLT 2003

§ Lynne informed the Board that registration is set to open on schedule on January 31 and exhibitor arrangements are proceeding.

§ David suggested we use the Thursday welcoming lunch (sponsored by Tandberg), to incorporate a "meet the leadership" moment. The Board and Council will spread out with at least one person at each table. The Board or Council member will be responsible for conducting an activity at the table to help draw in new members and make them feel welcome.

5. Election

§ Reporting for the Election Committee, Read informed the Board the committee faced real difficulty in assembling a traditional slate for the election. Many members expressed interest in a future election, but were otherwise committed at this time. He also noted it is sometimes difficult to persuade perfectly qualified candidates who have run before and lost to run again. Therefore, the slate is not typical in that for most offices there is just one candidate.

§ Read noted the committee had discussed the nomination process used by other organizations, where the Board proposes a one candidate for each office, while not precluding others from proposing additional nominations. Our Bylaws do not preclude a slate specifying only one candidate.

o The question arose, would the nominating committee narrow the ballot to a single person?

§ Read presented the Board with the slate of candidates:

o President Elect – Ursula Williams

o Treasurer (Business Manager) - Ron Balko

o Secretary - Ute Lahaie

o Programs Director - Judi Franz, Karima Benremouga

§ Peter moved we approve the slate of candidates assembled by the Election Committee. Lauren seconded the Motion. The Motion passed unanimously.

Peter left the meeting.

§ Read will contact the candidates, solicit a statement, and organize the ballot.

§ Noting the timeline for elections specified in our Bylaws, the Policy and Procedure Manual must be changed to reflect that the election timeline is dependent on conference dates when the transfer of office takes place.

New Business

1. Donation

§ Lauren reported Claire Bartlett intends to donate about $4000 for conference funding and $1000 for the GSCG. David asked Lauren to send the Board email when the transaction is complete and David will express an official thank you.

2. Next meeting

• The next meeting will be held February 11 at 11:30am CST.

Meeting adjourned 1:10pmCST

Respectfully Submitted

Lynne A. Crandall