June 22, 2004
Call To Order 1:00 p.m. p.m. EDT
Present: Peter Liddell, chair; Claire Bartlett, Ute Lahaie, Ron Balko, Judi Franz. By standing invitation: David Pankratz. Andrew Ross
The Board welcomes Claire as new President-Elect.
Approval of Agenda
Motion to approve the agenda with corrections and amendments [Judi]. Second [Ron]. Amendment: Report on outcome of the elections. Approved [unan.]
Approval of Minutes of May 4th, 2004
Motion to approve [Ron].Second [Judi]. Approved [unan.]
Matters Arising from Minutes
Membership d-base
Bruno had some suggestions concerning the database (see Appendix below). The Board agreed with the suggestions. Peter will contact the Council concerning the testing of the d-base.
Worktools/Ctools walkthrough (TBA)
Peter reported that Lynne will contact the Board once she is ready for the walk-through. Ron reported difficulties in accessing the site. Claire reported not seeing the e-mail archive in the current WorkTools list. Ute will contact Lynne requesting that all Board members (plus Andrew and David) can access both the new and the old WorkTools site.
UWGSCG (conference grant announcement)
Peter reported that he wants to discuss this issue during the upcoming SLM, followed by an announcement for the grant in September.
Election Process
David reported that the electronic voting process was very smooth and it had a very clear winner—Claire. He then sent one message to the voting committee and other messages to both candidates. David was glad to see two candidates for this position, because it shows the strength of the organization and the members’ commitment to leadership in IALLT.
Bylaw wording re: electronic ballot
David sent out another draft of the bylaws today. He made some changes in the wording (“eligible”, and “written”). “Written” format is defined both to reflect in a printed or in an electronic document. Motion to approve the amended bylaws from June 22 [Ron]. Second [Claire]. Approved [unan.]. The motion will go forward to the SLM.
Chair’s Remarks
Council Positions (Survey, Showcase, Consulting)
Survey:
Peter reported that Jack Burston would like to get started with the survey, but that he (Jack) will be unable to attend the SLM.
Jack will be officially appointed as Survey director.
Claire will be the contact person for the survey during the SLM.
David inquired whether Jack is familiar with the IALLT 1989 survey, which was available in printed form. David suggested that Jack take a look at this printed survey.
The 2001 survey existed only online, not in printed form. Peter will contact Lynne to see, if she has a record of the survey question (to be passed on to the Survey director).
Claire will discuss the IALLT (Census) Survey during the Regional Groups meeting at the SLM.
Consulting Coordinator
Peter reported having discussed the issue of the consulting coordinator position with Samantha. She had expressed an interest in the consulting position in favor of her current showcase position.
Claire will discuss her possible appointment with her. This includes updating the consulting area on the IALLT database (only current members can be listed in the consulting database). Another responsibility of the consultant coordinator is to coordinate a session during the FLEAT conference.
Claire also mentioned that the position of showcase coordinator will need to be announced and filled during the SLM, should Samantha give up her current position.
David mentioned that the description of the Council positions may need to be revised. Claire suggested Hajime Kumahata as new Showcase coordinator. Claire will approach him about this position and report back to the Board.
Chair, Program Committee for FLEAT 5.
The Board unanimously approved Reid Gilgen as chair of the Program Committee.
Reports
Treasurer (Ron)
The treasure’s report reflects new membership income. There are $ 250.00 in the memorial account. There were some discussions about journal expenses.
Peter raised the issue of charging reasonable expenses to IALLT, as specified in the bylaws. The IALLT President has been invited as keynote speaker for the LET conference. He asked, if the Board might be willing to discuss subsidizing the air fare for the conference. If so, it needs to be discussed as a general item for subsidizing conference travel expenses for special functions, such as being the invited speaker for another conference. The Board members will discuss this issue in a separate meeting, chaired by Claire, and report the outcome of their discussion back to Peter.
Peter reported LET has been very generous to IALLT members in the past (sponsoring meals, paying a stipend for IALLT speakers), while IALLT has not been able to reciprocate in the past. Claire inquired whether we are planning to hold a reception for the LET representatives during the SLM. Peter suggested a joint dinner.
Ron reported that he has only 20 copies of the LCDK left. He has sold about 50 copies since the last conference. David reported that the LCDK was printed in Chicago. David and Andrew can get quotes for printing 60 copies of the LCDK.
Peter requested that Ron prepare an itemized budget for the SLM.
Journal/ Publications (see Andrew’s email of last Thursday)
Andrew reported that the current journal issue is ready to be mailed out.
He had discussed the issue of the monograph with Kara Schwarz. Andrew reported that there are currently three authors who are interested in writing monographs. One author is Jack Burston, who wants to write on the current state of language labs. Joerg Waltje is writing a monograph on using PDAs and Computers. The monographs may be published in electronic form for the “members only” area of the IALLT website.
Peter raised the issue of having to establish guidelines for the journal issue that will be dedicated to Ursula.
Affiliate Rep’s Report (Judi)
Judi reported that she received positive reports from Jacque concerning the IALLT both at Calico.
IALLT 2007. Judi sent out other e-mails to the Boston area. Georgia had proposed hosting the conference in Charleston in early May 2007. Peter will write Georgia and let her know that the Board is still discussing the conference site.
Judi reported that she found a potential rep. for EuroCALL. His name is Russel Hanson (from BYU).
Judi will request reports from all her affiliate reps.
Secretary (Ute re: Council reports)
Ute reported sending out a request for submitting Council reports on June 7th, 2004. Due to the pending move to the new WorkTools site, she sent the announcement along with the templates for the reports to all IALLT Board and Council members as reflected on the updated B&C list. The submission deadline for the reports is July 20th. Ute is planning to send out a reminder for the reports in early July.
Peter raised the issue of dissemination of the reports.
Ute reported that she will prepare PDF documents and send them to Harold. Board members will need to bring their own copies for the bylaws and P&P. They will not be included in the binders.
Ron recommended that Harold print these documents and the binders and reimburse him for the printing costs.
Peter asked the Board members to review their binders from the previous SLMs and asked them to review their responsibilities and submit them to Ute.
President-elect (Claire)
Claire had no report at this point
Agenda for SLM (separate document to follow)
Sub-topics for preliminary Board discussion include:
survey of new LRC contacts
survey of member roles
IALLT wiki(s)
relations with CALICO
LLTI – IALLT profiling (Signature)
During the Calico conference, Peter discussed the issue of IALLT signatures for LLTI messages with Otmar.
The date for the next meeting will be called after the SLM, unless an urgent matter arises prior to the SLM.
Respectfully submitted
Ute S. Lahaie
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Summary of Correspondence (PL<-->Bruno) re: member d-base:
[on the possibility of adding a password prompt/change for the forgetful:]
BB: The password issue is thornier, but still on the agenda. There's no way that we can inform someone what their password is: we never store the password in an unencrypted form, thus we don't know people's passwords. [...] As a sysadmin who is aware that many people tend to use a single password absolutely everywhere, I think it's irresponsible to ever store passwords in cleartext - which would be necessary to be able to retrieve them. I do intend to add a service which will change someone's password - and send it to them by email - after they provide pet name | mother's maiden | something else. But the other work we've been doing has been higher priority.
[on testing the new functions:]
BB: I would like to have the Board, and Council, test out the various new functionalities, and provide feedback. Most Council members will have access to only the edit-your-own-information function, and to the new membership-database-search function. But those will also be the ones that will likely see the most use, and thus need the most testing.
[on membership d-base search:]
BB: We are also waiting on a Board decision regarding the new membership- database-search function. It's restricted to current members, which I think we want, and also supplies more information than the old (current) one does, including email addresses and the like. The change was significant enough that Ron thought it ought to be a Board decision whether
the
increase in information was appropriate. Feedback on that point is requested
as
well.
[Other than that] work on the db is progressing well, I think. Marlene has one more function she wants me to add [not specified. PL], which I hope to
do in the next day or few.