April 8, 2002
Call To Order: 12:30 Central Daylight Time
Present: Crandall, Hendricks, Liddell, Pankratz, Rosen Guest: Earp,
Gilgen
Approval of Minutes: The Board requested an extension for review of the March 4, 2002 Minutes.
§ Member Directory
o Samantha informed the Board an updated insert will be mailed with Journal Volume 34.1 to correct omissions from the Membership Directory; it is sized to be slipped into the back of the Member Directory.
o The Board asked Samantha to double check that Board, Council and honorary members are listed. Samantha noted it is difficult to determine who should have been in the directory. She suggested the database be queried for everyone who has joined since November 1, 2001 and the addendum can be created from that point, thus being current from 11-1 to 3-31.
o Samantha asked how frequently a Member Directory should be printed and wondered if there was a way to verify information from the database. She stated the Journal staff could make sure the Board and Council are listed but cannot commit to verifying all members. It was speculated problems could have arisen from transition time in the database update.
o David suggested the next time we print a Member Directory the front matter should include a list of the past presidents and the sitting Board of Directors.
o The next Member Directory should be printed Fall 2003, cycling every two years thereafter.
§ Samantha noted Issue 33.2 is mailing with shipments arriving at varying times around the country.
§ Lauren generated a preliminary list of assets for Board review. The Board was appreciative of this view of our financial condition. Lauren cautioned the Board to subtract printing costs from our assets to account for publication of 34.1.
§ Legal issues update
o David reminded the Board he sent a letter to David Kinnamon regarding our legal issues. Quarles & Brady will charge a $50 fee for setting up a corporate record book, and will maintain it for no additional charge. Monthly minutes and other legal documents dated after December 2001 should be submitted to them for the corporate record book.
§ Lynne will prepare a packet for shipment to Quarles & Brady.
§ David will ask Quarles & Brady to establish our corporate record book, send the bill to Lauren, and send a copy of the Articles of Incorporation to Lynne. He will inquire to whom Lynne should send documents.
o David also discussed retainer fees for annual service. The Board felt the costs were prohibitive, and would rather pay on an as-needed basis. Lynne suggested we budget it up front, in case we need legal advice, but not put Quarles & Brady up on retainer.
§ Denial of tenure update
o David and Peter believe we are moving in the right direction in compiling the identify statement and declared it will aid members who occupy dual faculty and administrative roles.
§ The IALLT 2001 Conference Summary Evaluation Report is available from the web as a link from the minutes. An IALLT 2001 Overview is also at the website under the "Previous Conferences" heading.
§ David reiterated Lynne's query regarding SLM reports. Regular Council positions are expected to submit reports, however, we also have several task forces; do we want to request reports on their activities as well? The Board requests reports from all members leading IALLT initiatives.
§ Lynne informed the Board that conference planning is well underway.
§ She noted the UM-LRC staff has created a list of potential keynote speakers. The Board would like to comment on the speaker list; Lynne will send the list to the Board.
§ The SLM will be held June 20-22. The URL is http://www.lsa.umich.edu/lrc/iallt.
o David proposed the Board meet on June 19th at 5:00pm, and then go to dinner together following the meeting, at individual expense. David asked Lynne to arrange reservations. David envisions the meeting as a short planning and review session. Peter asked for confirmation of the meeting time before he leaves on May 24.
o David will send an email announcement of the meeting to IALLT members informing them of and inviting them to participate. David asked Lauren if she would query the database for an email list he can use to send an announcement of our business meeting.
o David asked Lynne how she would like to handle registration as the full membership is invited to participate. Lynne plans to send a message to those from whom we expect reports providing them with access instructions to the WorkTools site. She will solicit current contact information and can inquire about attendance plans. David will field messages from the members-at-large and relay information to Lynne.
§ Lynne reported the SLM WorkTools site is up and ready. Report templates are in the Resources section, and a structure for receiving and organizing reports is in place.
§ David proposed a tentative structure for the meeting:
o Thursday am: reports
o Thursday pm: discuss key issues in working groups
o Friday: IALLT 2003 conference issues and further discussion of previous day's topics in groups
o Saturday am: Finish discussion in working groups, present findings
o Saturday pm: Final business meeting, target to finish at 3:00pm.
§ David proposed possible topic and sub-topics for the SLM:
o Budget and Membership Issues: fee structure, fund raising, services at Website, Examine Council positions, tenure issues, new initiatives
o Publications: Journal, LCDK, Management Manual, Membership Directory, interface with Website
o Regional groups and Affiliations: Strengthening/supporting regional groups, examining relationships with affiliates, relationships with private companies, international contacts (Peter reports increased international interest in IALLT conferences)
o Electronic issues: Website, Membership Database, Digital Exchange ("Labster")
o Other: Future reporting requirements for IALLT Conference, Enhancing efficiency of the organization, accountability issues
§ David will send a tentative agenda to the Board for feedback He asked for response in the next two weeks, by April 22. David will then finalize the agenda for presentation at the May Board meeting.
§ The next meeting is May 6, 2002.
§ Because several Board members cannot be present for the June 3 meeting, it is tentatively rescheduled to June 10, 2002. David will confirm the date with the Board.
Meeting adjourned: 1:44pm CST
Respectfully Submitted,
Lynne A. Crandall