IALLT Annual Meeting 2005

Board and Council Meeting -- Agenda

Saturday, August 6^th, 12:30-4:30

4010 JFSB, on BYU campus

Present: Peter Liddell (chair), Claire Bartlett, Judi Franz, Ron Balko, Harold Hendricks, Lee Abraham, Bob Fischer, Lee Howell, Hajime Kumahata, Gus Leonard, Doug Canfield, Georgia Schlau, Marlene Johnsoy, Read Gilgen, Ed Dente, Ron Brown, Barbara Sawhill, Samantha Earp, Betty Rose Facer, Paul Aoki, Russell Hansen, Scott Williams, David Pankratz, Tom Gravolotti (?), Bruno Browning, Sharon Scinicariello, Judy Shoaf, Carol Wilson-Duffy, Jeffrey Samuels, Michael Heller

Call to order: 1 p.m., BYU, 4010 JFSB

I.

1. Welcome & Introductions

Following the introduction, Peter welcomed the Board and Council.

2. Distribution of folders and other documents

3. Review Meeting structure and intent

II. 1:00-3:00 Plenary Board & Council Session/Discussion of Agenda Items

1. President's Report

• Peter reported on his term as President. He expressed gratefulness to Claire for stepping in as President-elect following Ursula’s sudden passing.

• Peter reported that IALLT is now doing well financially, thanks to Ron’s capable job as treasurer.

• The journal is also in very good hands and has appeared on a regular basis.

• The new editions of the IALLT publications have been very successful. Peter thanked Ute and Jack Burston for serving as editors.

• Peter reported that the actual membership is now known, thanks to the efforts of Marlene, the new membership coordinator. IALLT has had a consistent membership of around 300. He emphasized the importance of serving the membership in this time of ever changing technology / needs.

• Peter asked the Council members to request submissions for the journal from presenters of excellent sessions during the FLEAT conference.

2. Other Board Member Reports

1. President-Elect (Claire)

• Claire stated that the position of the President-elect has had a steep learning curve. She expressed thanks for the other Board members for helping her in the learning process.

• Claire reported that she was overseeing Jack Burston’s publication of the DLLS, which is now available for sale.

• Sharon has developed the IALLT Wiki, which will be discussed further.

• Claire thanked the Council for submitting the reports prior to the conference.

2. Programs Director (Judi)

Judi stated that she will need a new secondary ACTFL representative. She also requested help with the IALLT booth, which is located in the exhibit hall of the hotel. The exhibit hall will be open in the mornings during the conference.

Judi reported that Frank will try to strengthen the K-12 representation within IALLT. She thanked Lee for representing Frank Krueger-Robbins during the B&C meeting.

3. Secretary/Parliamentarian

Ute thanked the Council for submitting their reports in a timely fashion, which allowed her to compile the B&C report prior to the conference.

3. Treasurer's Report (Ron)

1. Overview( highlights/key issues arising)

• Ron reported a positive income for the past year, which has been a non-conference year. The largest income has come from membership and sale of publications. He reported that IALLT has currently a tax-exempt status, which will be reviewed this fall. Due to the generous income he has to submit a comprehensive tax report, which he has to submit by November. He may request professional help with the tax report.

• Ron reported that he is now using Quicken for his budget reports.

• Otmar’s representative inquired whether IALLT could pay the support for the LLTI that was traditionally given to LLTI. Peter promised to research the history of this issue and to get back with Otmar on it.

2. Proposed Budget 2005-06

• Ron has a preliminary budget. Projected expenses: $ 20,000. Projected income: ____________.

4. Conferences

1. Financial structure (changes, recommendations)

• Peter reported that the conferences were always important membership drives. This year, IALLT will receive a flat rate for FLEAT. He asked the Council for input about the new versus the old membership rate.

  • Discussion: Samantha recommended including the membership as part of the registration.

• Peter pointed out that the conference organization of IALLT differs from the one in CALICO. For the IALLT conferences, the conference hosts takes on the risk, but also earns all the profit of the conference, whereas CALICO pays for the conferences, thus keeping the profits or paying for the losses.

• Harold recommended that IALLT go back to the original conference fee structure, but revisit the membership issues of the affiliates.

• Claire reported that she researched the issue of dual membership. 40% of the IALLT members were members of CALICO.

• Read suggested differentiating between CALICO and other IALLT affiliates.

• Harold moved that we return the membership rate to the original state, which includes discounts for CALICO and EuroCALL. The motion was unanimously approved by the Council.

2. IALLT 2007 (Ed Dente)

Ed invited the Council to attend IALLT 2007 at Tufts University. He reported that Harold offered to assist him with the conference planning. Further, he explained that Tufts is a small liberal arts University near Boston with approx. 5,000 students. He expressed hopes that most conference attendees can be housed on campus since the hotels are quite expensive in this area. The SLM will be held during the June 17-19 week, 2006. The conference will be held during a similar time frame in 2008. Ed will make his presentation during the banquet.

3. CALICO Proposal (Bob Fischer)

• Bob Fischer addressed his preliminary discussion document. He reported that he had discussed possibilities of a closer collaboration between the two organizations with Peter throughout the years. He proposed a joint conference between both organizations, which he considered to be beneficial for both organizations. His proposal included nine concurrent sessions (vs. the traditional 6 concurrent CALICO sessions). The proposed concurrent conference is proposed for San Francisco in 2008. The additional three sessions would be reserved for IALLT presentations.

• Read expressed interest in a greater collaboration between both organizations, but he expressed concerns that the organizations might lose their distinct differences. He suggested following the joint CALICO sponsored conference by an IALLT sponsored conference.

• Bob stressed that his proposal was not an attempt to lose the distinct identities of the two organizations, or to merge them. Bob asked for a response on this issue within the next six months.

• Read motioned that the Board pursue this issue. Second [Scott Williams]. Approved [unan.]

5. Council Reports and positions (Peter)

1. Overview (Council changes 2003-05)

2. Matters Arising from 2005 Reports

• Peter asked the Council to address the issues the Council members wish to raise in their reports.

• David suggested that we will have a session on JNCL during the next conference.

• Frank had raised the issue that there is no K-12 track in the IALLT journal. David reminded the Council that there is a K-12 columnist position in the IALLT journal that is currently vacant.

  • Sharon recommended piggy-backing with publishers to have a larger representation for the K-12 organizations.

• Carol reported that she had received a free booth at TESOL. She is working toward receiving a session slot.

• Digital Exchange: Jeff had requested an expansion of the statement for professional responsibilities. Peter asked Jeff to take this issue to the Board.

  • Jeff inquired whether he should develop closer relationships with other publishers besides Vistas Higher Learning. Michael suggested for Jeff to work closer with publishers that have been reluctant to give permissions to digitize materials.

• Judy Shoaf brought up the petition to the Copyright Office for an education exemption to ban multi-regional DVD players. Judy asked whether we as organization, perhaps jointly with a joint lobbying organization, would lobby for this issue.

  • Sharon replied that tax-exempt organizations will lose their tax-exempt status if they lobby. She suggested taking this issue to JNCL.

  • Harold suggested that Judy discuss this issue with Judy Franz and Betty Facer. He further suggested that IALLT collaborate with other organization to request an exemption from the Library of Congress. Motion [Read]. Second [Samantha]. Accepted [unan.].

• Hajime announced that the winner of the showcase award will be shown at the IALLT booth.

• Bruno requested more ownership of individual areas of the website.

• Marlene requested input for the workshops that have the IALLT name attached to them. Claire proposed to take the ManMan workshop and the LCDK workshop to ACTFL and other organization. Peter suggested that Marlene take this issue to the Board.

6. Publications

1. Journal (Andrew in absentia).

• Journal issues to be discussed in the breakout group.

2. DLLS (Jack in absentia).

• Issues concerning the DLLS publication will be discussed in the breakout group.

3. Survey of LRC directors (Lee Abraham, Jack in absentia)

• Lee Abraham thanked everyone who was involved in the development of the survey. Jack and Lee are continuing to analyze the data. He wanted to provide a brief preliminary report.

  • He provided a summary of question # 58 “Future Challenges and Opportunities for LRCs.

  • He showed data of other issues, such as the age distribution of directors, contract conditions, age of directors, type of lab usage, analog vs. digital materials etc. Details will follow in the finalized report.

  • Peter thanked Lee for the report. He thanked David Pankratz and Andrew Ross for authoring the survey questions.

    • He pointed out that the report will become part of the membership benefits.

    • Ute suggested that Lee’s preliminary report be posted online in the membership area of the IALLT website.

7. Website update (Bruno, Marlene, Sharon)

• Will be discussed during the Breakout groups.

H. Overview of Breakout group agendas.

Break 3:00-3:15

3. 3:15 - 4.30 Agenda for the Breakout Groups

1. Groups:

1. Regional Groups (Claire)

1. Membership retention, Networking, Newsletters

1. IALLT/Regional Groups Relationships

2. Survey - census (review and recommendations)

3. Other business

2. Affiliations, Conferences (Judi, Harold, Ed)

1. Relationships with affiliates - overview of current status

2. Affiliate reciprocity with IALLT

c. Other business (e.g. IALLT future, FLEAT)

3. Publications (Barbara, Andrew in absentia)

1. Review of pubs. priorities and schedule of revisions

2. Journal - quo vadis?

3. Online access to publications

4. Website and Membership (Marlene, Bruno, Sharon, Ron)

1. Review status, innovations

2. Possible Improvements to website

3. 4:30-5:00 Reports back from Breakout Groups

1. Each group presented a summary report, emphasizing recommendations for changes and/ or improvement.

1. Affiliate report (Gus)

• TESOL relations improved dramatically under leadership of Carol Wilson-Duffy

• Links on IALLT website should be to a page on the IALLT server with information about what we’re doing with the affiliate (meetings, etc)

• Definition of our position on affiliations

  • Judi has rewritten policy

  • Need to review affiliate websites to make sure they’re not abusing our relationship

• SIGs

  • Slots for affiliates (TESOL, CALICO, LET, others?) at the conference

  • Need to prepare information to make sure selected presentations meet objectives of IALLT

• IALLT Workshops in our “slots” at other conferences

  • Do Management, Design, etc.

  • If not workshops, sessions based on part of manuals

  • Prepare a general session (PPT and outlines) for consistency among presenters

  • Judi should coordinate with Marlene to get this going

• WorldCall

  • “Amorphous” organization

    • No membership

    • Unofficial steering committee?

    • Heads of current orgs? (CALICO, IALLT, EuroCall, etc.)

  • Japan (Hiro) is offering to host

• Future of FLEAT?

  • 2008 too soon, and 2010 too soon after WorldCall

  • Time to let FLEAT fade away? (Issue for Board/Council)

  • Important to maintain relationships with LET

    • Offer sessions at IALLT and LET meeting to each others

    • Invitations to speak

    • Publish each other’s articles occasionally in our journals

2. Regional Groups report (Read)

• Summary of discussion on how to attract K-12 groups:

  • Purchase lists from larger organizations, eg ACTFL,

  • Can IALLT do that and regional group subsidize or access it?

  • What are some consumables that can help attract and provide value at conferences which IALLT can help facilitate?

  • Piggy backed conferences seem to work well, with NWALLT and SWALLT examples. Also larger EdTech conferences

  • Best practices needed: could be part of existing manuals, or website

  • Materials needed @ regional meetings for display

  • Checklist of standard marketing materials needed on IALLT site. Challenge of having 2+ meetings in 1 FY

2. Publications report (Barbara)

• Journal

• Lack of submissions has been a problem.

• Suggestions:

• -contact members and request articles on specific topics. Maybe one issue of the journal each year could be a “special topic” issue.

• -to cut cost, use “docutech” printing technology instead of traditional printing. (CALICO printing has been much cheaper. They have covers and binding done off campus.)

• -CALICO could encourage some authors to send publications to IALLT; sometimes articles it receives may be more appropriate for IALLT Journal.

• -recruit new authors for vacant columns

• -Consider new nomenclature for Journal sections, especially “Lab Notes”

• LCDK and ManMan

  • both need revisions prior to IALLT 2007

  • need new editors prior to SLM 2006

• DLLS

  • Board needs to discuss future of revisions.

• Task-Based Activities

  • Investigate an update, possibly with a new name, possible collaboration with CALICO?

• Online access to publications

  • Journal staff is beginning to put Journal back-issues online; need to review previous board motions on this topic (CALICO waits 3 years to put them up online)—IALLT Board needs to get Council input and determine publication policy.

2. Membership and Website report (Sharon)

• Clarification of membership benefits

  • Types of memberships & benefits

• Educational

  • Discount on IALLT conferences

  • Access to members-only services

  • Additional Web services (see agenda item #2).

• Commercial

  • List below is taken from recommendations previously submitted to the IALLT Board in May 2005.

  • Synopsis

    • Non-voting

    • Right to participate in IALLT committees/activities

    • Access to members-only services

    • Conference registration at IALLT member rates

    • Right to purchase printed mailing labels for targeted mailings (with an opt-out provision)

    • Discounted rates for advertising in Journal/conference program

    • Inclusion of promotional materials with IALLT conference packets

    • Priority notification of opportunities to sponsor IALLT activities

    • Listing in IALLT Journal, conference programs, special section of IALLT members-only Web

    • One exhibitor session at IALLT conference

• RECOMMENDATIONS

• Implement recommendations for commercial membership benefits

Impact:

• IALLT Bylaws will need to be amended.

• Web Committee has to create commercial member space

• Membership Coordinator must notify members of mailing list options.

• Board must determine commercial member rates for labels, discounted Journal advertising, discounted conference program advertising.

• Replace the current Journal Advertising Manager position with a "Commercial Member Relations" position, which would include the Journal advertising duties.

• Web space

• Recommendations

• Access to IALLT Wiki should be restricted to members-only.

• IALLT Public Web site should include "teasers" for Wiki content.

• Implement a content-management approach to allow individuals to update the content for which they are responsible.

• IALLT will buy a copy of Macromedia Contribute for section editors who do not have access to it via their institutions.

• The Board should revise position descriptions for Council members to include Web editing responsibilities.

• Action items

• By October 2005, the Web committee will develop a list of content sections with names of designated editor.

• By October 2005, Web committee a job description for the Web Editor position.

• By October 2005, the Web committee will circulate a storyboard for the content architecture of the IALLT Web site.

2. Key items were flagged for next meeting under new president, Wednesday, August 10th.

The meeting was adjourned at 4:30 p.m.

Respectfully Submitted,

Ute S. Lahaie