June
19, 2002
Call To Order: 5:11pm EDT
Present: Crandall, Hendricks,
Liddell, Pankratz, Rosen Guests: Earp, Gilgen,
§ Peter moved the Board approve the Minutes of April 8, 2002. Harold seconded the Motion. The Motion passed unanimously.
§ Harold moved the Board approve the Minutes of May 9, 2002. Lauren seconded the Motion. The Motion passed unanimously.
§ Lauren moved the Board approve the Minutes of June 10, 2002, as amended. Harold seconded the Motion. The Motion passed unanimously.
Treasurer's Report
§ Lauren introduced the narrative description she prepared for the budget summary. She noted the figures have been updated to reflect the current account status.
§ Per David's request, Lauren increased the budget for legal fees to $1000.
§ Printing costs and inventory supplies production are temporary numbers.
o Lauren estimates two Journals at $6000 each, and $4000 is allocated for production of the Management Manual.
o Lauren made a change to the structure of the Management Manual production costs in FY 2003 so that she can better track costs per supplies and production.
o The $19744 figure for Printing and Reproduction in FY2002 includes two Journals, the Member Directory and LCDK costs, in addition to some minor office printing.
§ Lauren noted the $150 charge for legal fees charged by Quarles & Brady for providing Lynne and David with copies of the Articles of Incorporation and Bylaws. After discussion it was decided Lauren should dispute the fee, as it was understood a true copy was to be distributed to the President and Secretary following completion of the incorporation process.
§ Lauren underscored Net Income: All Accounts as a point of interest.
o She has significantly reduced the projected dues income due to the high number of 2-year membership renewals.
o Management Manual sales also figure heavily into income categories.
§ The budget for regional group subsidies was lowered to better reflect actual requests for the subsidy.
o Samantha wondered if the Journal Editor is indicated in the Policy and Procedures Manual as a recipient for regional newsletters. Lynne will check and report back to the Board.
o Lauren requested a list of the Council members for past two years so she can assure appropriate Council members are receiving additional copies of the Journal, brochures and regional newsletters. Lynne will provide Lauren with a comparison list.
§ Discussion turned to our potential gross receipts. Harold requested Lauren confirm what is the qualifying amount that would require us to file tax forms with the IRS. David indicated his documents reflected $25,000 in gross receipts. Lauren will research and report back to the Board.
§ The budget item for marketing supplies is to pay for domain names. (IALLT.org and FLEAT.org) The Board determined to let IALL.net expire.
§ Samantha suspects the Journal expenses may be slightly high, but would prefer to leave them at the budgeted amount to account for page number variances.
§ The Board needs to reflect on priority expenses; and take a hard look at the things IALLT uses its funds for. Several cost cutting measures were discussed.
o Should the Member Directory be delivered via the web or email pdf rather than a print publication? Samantha noted it is a recurring cost to update and print the Member Directory. Lynne asserted if the full contact information was available online it would be a more attractive option.
o Lauren, Peter and David discussed the impact of charging postage for shipping all publications (rather than just outside North America) as one way to help balance our costs.
o The $1000 seed money for the conference was designed as a start-up grant. Should we expect to have the conference host reimburse the "loan-donation?" Peter argued we could increase the up-front conference donation if we had the expectation of getting the funds back off the top of the conference.
o There was discussion of plaques and awards and the type of tangible recognition desirable to the recipients. The Board wondered whether we would realize any savings if we used certificates rather than plaques.
§ Lynne stated she did not believe we needed to present plaques to the Board and Council.
§ Harold asserted we should adhere to stated policy and not go beyond it, thus omitting plaques for Board and Council service but keeping them for specified award recipients.
o Lauren noted one of the largest costs was the membership fee to JNCL. The Board pondered the benefit provided by the organization to IALLT. David will research the value of the affiliation and report to the Board.
o Read observed we need to look for ways to improve our bottom line to enable us to better serve the membership.
o Lynne suggested the Board reflect on the LLTI Annual Report submitted by Otmar Foelsche and reflect on his suggestions.
President's
Notes
§ David explained that Lynne would make a motion to automatically accept the unanimous decisions of the Board and Council at the start of the Annual Business Meeting.
§ David wondered if the Board wanted to approve the scholarship fund as it is currently written, or wait until after Council review and comment. It was the opinion of the Board that a full review by the Council, prior to a decision to adopt the award, would be beneficial. David asked the Board to think about ways we can make the conference meaningful and accessible to all. The Scholarship Award for graduate students would be one way of inviting participation from that target group. Peter noted the Sony awards at CALICO as a means of offering options to both graduate students and exhibitors. A further expansion with respect to exhibitor involvement is what do we want to offer that a potential donor might like to sponsor?
§ Lauren distributed a list of web-hosting questions we might consider when selecting the location to serve IALLT's conference and member databases. Her husband, who works in the private sector to develop web-based databases, provided the questions.
§ The previously discussed recommendation to appoint a Journal Board member to the Conference Program Committee was discussed.
o Lauren
moved that a Journal Board member be appointed to the IALLT Conference
Program Committee. Peter seconded the
Motion. The Motion passed unanimously.
§ Discussion then turned to the appointment of the next Journal Editor-in-Chief.
o Lynne
moved that Andrew Ross be named co-editor, with Samantha, of the IALLT Journal
for Volume 34.2, and assume the position of Editor-in-Chief thereafter. Peter seconded the Motion. The Motion passed unanimously.
2. IALLT
2003
§
The email
vote to appoint Bruce Parkhurst as IALLT 2003 Conference Program Committee
Chair was acknowledged.
§ The
next meeting will be held on July 9 at 12:30pm CDT.
Meeting
adjourned: 6:50pm EDT