IALLT Board Meeting
February 4, 2002
Call To Order 12:32 CT
Present: Crandall, Hendricks, Liddell, Pankratz, Rosen Guests: Earp, Gilgen
Approval of Minutes
· Harold moved the Minutes of December 4 and January 7 be approved as written. Lauren seconded the Motion. The Motion passed unanimously.
· Legal issues
o David asked for an update on what was needed for Quarles & Brady to act as our registered agent, and if the cost of archiving our minute book had been determined. Lauren replied per October email with them, they indicated it would be a few hundred dollars per year to act in that capacity.
· For bulk mail we were asked to provide a registered stamped copy of our Articles of Incorporation. As one was not available, Lauren sent a copy with the signature page signed by Read as he was in office at the time of incorporation. Quarles & Brady can forward copies as needed.
· It was determined the organization should retain a complete copy of our official documents, including our bulk mail exemption application. The Board's preference is the official copy stay with Quarles and Brady as our agent, with true copies maintained by the Secretary.
o David, Lauren and Lynne will work on correspondence with Quarles and Brady to clarify record keeping status, process and cost.
Peter joined the call at 12:42pm.
· Sales Permit
o David asked if there was any need for IALLT to obtain a sales permit. Lauren explained, per David Kinnamon, we are not obligated to report sales tax since we do not exceed $15000 sales per year to WI residents. We have a federal tax exemption number and can apply for individual state tax exemptions as needed.
· Lauren affirmed we are settling our bulk mailing status.
· Lauren noted she has received many inquiries from members and libraries regarding Journal publications.
· Journal Delays
o Following up on Lauren's concern regarding Journal mailing, Samantha explained there were significant problems with providing print quality graphics for the Directory covers. After struggling with this issue for some time, Samantha and Gamin arranged for the printer to create the graphic at a cost of approximately $200. Samantha hopes to recover this cost from future advertising revenue. Assuming Gamin approves the graphics today, the Directory will be printed tomorrow and the Journal will immediately follow.
· Samantha informed the Board effective with Volume 34.1 the logo will change to IALLT Journal. The mailing label issues have been resolved; we must provide sorted labels per zip code order.
· Regarding the tickler item concerning advertising for the Language Center Design Kit in the Journal, Samantha stated if someone could provide the printer ready copy by February 15, she can place it in Volume 34.1. A text notice advertising the LCDK will appear in Volume 33.2 and it was determined that a similar text notice would also be provided in Volume 34.1.
· Henderson Plenary Award Process
o Samantha broached the Henderson Plenary Award process for the next conference. She suggested we advertise a call for papers this spring for September/October submission. To give the Board time to reflect on this change, Samantha asked this be placed on the agenda of a future meeting.
· Lynne noted this would change the flavor and process we have established for the award.
· Samantha expanded on her concern that the best presentation content be represented in the Journal in a timely fashion following the conference.
· Lynne suggested the Journal sponsor a hallmark paper presentation, separate from the Henderson Plenary Award. In this way the Journal could solicit full papers in advance, with the presentation following selection.
·
Peter suggested the Henderson Plenary addressee be required to hand a
print copy of their paper to the Journal Editor at the conference to facilitate
timely publication.
President's Notes
· ROCMELIA
o David informed the Board that Ed Dente, representing IALLT, found the ROCMELIA conference, which took place in Taiwan in December, to be a very positive experience.
o Dr. Chuang has asked David to encourage IALLT presentations at their next conference, scheduled for July 2002. He has asked the Board to solicit, review, and recommend proposals.
§ Read observed this sounds like typical affiliate relations, and suggested we see if Ed might be willing to act as ROCMELIA affiliate representative for the upcoming conference.
§ David will check on the frequency of ROCMELIA conferences and forward his past correspondence with Dr. Chuang to Harold.
§ Harold will contact Ed to see if he is willing to serve in this capacity for the upcoming conference.
· IALLT Identity Statement
o David analyzed the fifty some responses he received from his posting and forwarded the results to Peter.
o David and Peter
will be working on the draft statement for presentation at the March Board
meeting.
1. IALL
2001 Evaluation Summary Report
· David lauded Judi Franz and Bruce Parkhurst for their fine efforts preparing the IALL 2001 conference evaluation report. The Board affirmed its gratitude for the quality of the work.
· David relayed Judi and Bruce's request that presentations receiving highest evaluations be posted on the IALLT website.
o Peter wondered what would be the purpose of posting? David responded it would serve to acknowledge fine presentations and advertise future conferences.
o Harold suggested we put the list in our past conference page, make a link from the website and note the URL on LLTI. We could announce the top 11 presentations as identified by Judi and Bruce.
o Read advised we note this was an "attendees choice" selection, and not a juried selection.
o Harold suggested we list them as conference highlights.
· On the first page of the report there is good summary information, and this could be included on the conference archive page as well.
o David suggested one of the reasons to include this information is to acknowledge the work Judi and Bruce have done, but noted it also raises the level of professionalism we promote. He suggested we title the summary as "Excerpts from..." the full report.
o Peter and Lynne both suggested we ask Judi and Bruce to write up the brief.
o The Board agreed we should limit the recognized presentations to the top 11 as identified by Judi and Bruce.
o David will approach Judi and Bruce for their position on posting the full document as written as an attachment to the Minutes, or determine whether they want to make editorial amendments.
o Lynne moved we accept the IALL
2001 report; Peter seconded the motion.
Lynne accepted a friendly amendment from David that we accept editorial
revision of the report if desired.
The Motion passed unanimously.
· Future conference reporting requirements
o David asserted this report serves as a good template for future conference reporting requirements.
o Lynne suggested we review the WorkTools site prior discussions and compare what we discussed there to the current report.
o The Board concurred, agreeing to draft conference-reporting guidelines after review.
· Lynne informed the Board that conference arrangements at the University of Michigan are well underway.
o Meeting rooms for the conference have been arranged.
o The conference hotel will be the Campus Inn, which is located within easy walking distance to all conference venues.
o Venues for major social events have been reserved. Due to the availability of suitably sized facilities, the current schedule is for a reception on Wednesday evening, banquet on Thursday evening, regional group meetings for Friday lunch and a buffet party for Saturday evening.
· Peter asked for the conference dates to be sent to him to put on the webpage.
· David will be speaking soon with Monika Dresslser at the University of Michigan to discuss plans for the SLM.
· David suggested we bring in a speaker or workshop leader to conduct a workshop session on a leadership topic.
o Peter queried what would be the focus of such a session. David responded it would be an opportunity for SLM attendees to reflect on our own leadership skills and abilities, a way to give something back to the people who come.
o David mentioned another possibility might be for one of our own people to give a few short sessions.
o Lynne expressed concern about the organization's finances to underwrite costs of such an initiative.
o Lauren observed that our agenda is always quite full and wondered how we might fit in all of our business if we added extra sessions.
o Lynne suggested SLM participants be prepared to give a brief address on a leadership topic.
o Referring to the last SLM, Read suggested we formalize the "tip of the day" idea, the difference being attendees would know in advance they had to prepare a brief leadership topic for presentation.
Samantha left the meeting at 1:41CT.
· Language Center Design Kit Editor
o The Board accepted Jack Burston's request to resign from the IP Coordinator Council position and appointed him the LCDK Editor.
· Intellectual Property Chair position review
o Per preliminary email discussions, the Board affirmed a desire to review the organization's needs and expectations regarding the IP Chair before soliciting applicants. Discussion was tabled to a future meeting.
· Lynne informed the Board the working group examining IALLT database issues is scheduled to meet on Feb 5 in a conference call. The main issues on the agenda are to identify current databases and their interdependencies, discuss the pros and cons of using FileMaker Pro, SQL or some other database structure, and establish priorities.
· In addition to Bruno Browning, Otmar Foelsche, Eric Granquist, Marlene Johnshoy and Reid Paxton, Bruce Parkhurst will join the database working group. Her key interests lie in the conference and consultant databases.
· Peter noted the calendar updates are very brief. Peter will be in touch with Bruno for updating the website.
· Dr. Kim of KAMALL has approached IALLT for reciprocal arrangements, which would entail KAMALL underwriting all attendance costs for a set number of IALLT presenters at KAMALL conferences, and IALLT offering identical funding for an equal number of KAMALL presenters at IALLT conferences.
o The Board did not believe we could finance, or sustain financing, for this type of arrangement.
o David will decline Dr. Kim's invitation to affiliate in this way, and will inform him of IALLT's willingness to promote and advertise the KAMALL conference in accordance with our usual affiliation practices.
· There has been no progress to date on establishing a "labster" service. It is likely we will need to have a person in charge of this effort if it is to develop.
· The question arose, that as publishers make their media available online in digital form, is the service likely to be something IALLT would need to provide. It was noted that digitizing current publishers' materials is only one aspect; archiving rare and LCTL materials is another aspect that deserves attention and IALLT may have a role to play in this area.
Peter left the meeting at 1:57pm CT.
9. FLEAT Contractual Arrangements
· In preparation for the FLEAT V conference, Harold explained that local contracts must be signed soon for BYU to qualify for help from county and state government.
· Harold wondered, in drafting the contractual arrangements, who is the host organization--IALLT or FLEAT? What kind of commitments, such as for likely lodging needs, are we going to be able to contract for this far out.
· Harold will lay his questions out in an email message and requested prompt response from the Board.
Meeting adjourned: 2:01pm CT
Respectfully Submitted,
Lynne A. Crandall