July 9, 2002
Call to Order 12:28pm CDT
Present: Crandall, Hendricks, Liddell, Pankratz, Rosen Guests: Earp, Gilgen
§ The Board recognized the following email decisions:
o Via
email on June 25, 2002, Lynne moved that the Board accept the reports of the
Board and Council for the 2002 Summer Leadership Meeting. Lauren seconded the Motion. The Motion passed unanimously on June
25-26.
o Via
email on June 25, 2002, Lynne moved that the Board appoint Jan Stewart the LET
Affiliate Representative. Peter seconded the Motion. The Motion passed unanimously on June 25-26.
§ Lauren presented the Financial Report for FY 2001/2002.
o She noted that changes to the preliminary report presented and discussed at the June 19 meeting and from the SLM were incorporated in the final report.
o Quarles & Brady requested that Lauren disregard the bill for document preparation.
o Lauren explained that although $12000 was budgeted for Journal publication, publication costs for 34.1 will be realized in FY 2002/2003 as that bill has not yet been received.
§ Per discussions at the SLM, follow-up revealed that gross receipts of $25,000 or more is the basis for IRS document filing. At least one-third of our gross receipts must be related to our non-profit activities or we stand in violation of our non-profit status. If we need to file the IRS form, it will be due in November.
o Lauren cautioned the effort for form completion is estimated at 55 hours and we may need to contract to have it done.
o There was discussion of the impact of the seed funds from the conference. We will need to watch our gross receipts for the coming fiscal year to determine the need for accountant assistance. Examination of gross receipts should be accomplished in May to determine reporting needs.
§ Samantha reported Volume 34.1 went to the printer in early June and is currently being mailed. Volume 34.2 is being prepared; Samantha asked David, Peter and Harold to submit columns by August 31.
§ Andrew is approaching two members to determine their interest in becoming assistant editors. Andrew and Samantha feel the addition of an assistant editor will help make the workload more manageable. Samantha is trying to secure guest writers for columns and may have identified someone for the IP column. She hopes to send Volume 34.2 to press by the beginning of October.
§ Regarding the website, Marlene and Samantha have resolved many of the behind-the-scenes issues regarding electronic publication of the Journal.
§ Samantha expressed concern about Sara's duties as Advertising Manager and asked for clarification of her role.
o Harold noted that information regarding commercial membership was in the media kit but the advertising manager was not responsible for active member solicitation.
o Lynne reflected on the responsibilities of the Publicity Coordinator and the relationship of that position to the Advertising Manager.
o Lynne also referred to SLM discussions regarding what we want to offer vendors/exhibitors/commercial members, what we want to provide in the media kit, and how to best coordinate activities. She asked the Board to delay further discussion until the SLM minutes are completed.
o Samantha noted it would be interesting to explore whether commercial members might have a slightly reduced advertising rate.
o Read suggested a subcommittee be formed to make recommendations regarding commercial relations and benefits.
o Lauren suggested increasing advertising rates for non-members and maintaining rates for commercial members.
o Harold and Samantha will form a subcommittee to address these issues.
Samantha left the meeting at 2:16 EDT.
1. SLM Follow-up
§ General impressions, suggestions for the next SLM
o Peter congratulated Lynne and the UM team on the meeting arrangements. He noted the WorkTools site facilitated participant preparedness; David echoed the increase in effectiveness.
o David relayed Bruce's suggestion that members-at-large circulate among other higher ed groups to raise awareness of IALLT's mission and services.
§ Graduate Student Conference Award
o The Board discussed Bruce's concern regarding coordination of the conference proposal submission/evaluation and the expectation that the recipient(s) of the Graduate Student Conference Award (GSCA) would present at the conference.
o It was decided the GSCA procedure document be revised.
§
It is expected the successful candidate(s) will
submit a proposal to the IALLT Conference Program Committee for delivery of
some type of formal presentation at the conference (see the deadline for conference
proposal submission), or submit an article to the IALLT Journal for publication
consideration within two months of the conference.
o Discussion turned to ways to solicit funding. David inquired about soliciting donations from the membership. Lynne suggested David approach both the membership and the LLTI subscribers, but not until after the announcement of the award.
§ There was discussion of how payment would be procured. Lauren wondered whether we wanted to list the people who contributed to the fund. Peter volunteered to draft a scale for donor recognition. Initial discussion set the category breaks at $1-24, $$25-49, $50-99, $100-249, $250-499, $500+.
§ Lynne will post final revisions to the document at the WorkTools site. David will draft an announcement and donation form and post at the site for review.
§ Statement of Professional Responsibilities
o Peter reminded the Board he sent out a request for changes. He asserted his opposition to the statement exceeding four pages. He will post the final draft at the WorkTools site. Lynne noted the preamble indicates approval by the Board and Council and observed this should be changed to approval by the Board. Peter will submit the Statement for email approval by the Board.
§ Conference start-up fund: modifications to proposal made at SLM
o There was much discussion about whether to add this requirement for conference hosting. The Board felt the $10,000 start-up contribution proposed at the SLM was too high.
§ Would it discourage or encourage initial fund matching?
§ Peter expressed concerned about putting a high burden on the conference host and wondered if we should leave the contribution amount to the discretion to the host? Harold noted it could be difficult for some institutions to release funds back to the organization if it is not listed as a fixed expense; if it is a billed expense the institution can pay it.
· Peter observed IALLLT is giving a value to the campus and can reasonable expect a return contribution to the organization.
o Peter suggested we start with a smaller amount and increase the loan by $1000 per conference.
o Lynne
moved IALLT discontinue the $1000 donation to the upcoming conference
host. Peter seconded the Motion. The
Motion passed unanimously.
o Peter moved that on request from the organizer of the next conference, IALLT may provide a loan for the purpose of meeting pre-conference expenses, to be repaid within six months of the conference. Harold seconded the Motion. The Motion passed unanimously.
o For future action, Lynne noted that conference fund building must be addressed by October, 2002.
§ Conference Database
o David and Lynne explained we are still waiting for a bid on the conference database from Rice.
o Peter noted UVictoria is developing a submission process for WorldCALL that could be used for IALLT to receive proposals if the Rice system cannot be developed in time.
§ Read reported that he will need to appoint two people to serve on the Election Committee with him by the end of the summer. He asked the Board to send him suggestions for potential members.
§ Read noted the Call for Nominations needs to go out in July via email and the website. The slate of candidates needs to be established by the end of October.
§ Read wondered whether we needed to review position descriptions prior to soliciting candidates. Lynne observed the only descriptions were those found in the Bylaws. All present Board members expressed willingness to field questions from potential candidates regarding role and responsibilities.
§ The term of Treasurer was discussed, focusing on whether the first term be four years and subsequent terms be two years.
o In the interest of time, the group determined to continue discussion in the WorkTools area.
o Peter gave notice of motion to bring this issue to a resolution. David asked the Board to review the Board terms in the Bylaws.
§ The next meeting is scheduled for Thursday August 1, 12:30-2 CDT.
§ Tuesday September 10, was tentatively suggested as the subsequent meeting time. David will confirm via email.
Meeting adjourned: 2:37pmEDT
Respectfully Submitted,
Lynne A. Crandall