IALLT Board
Meeting
October 1, 2002
Call To Order 12:03pm CDT
Present: Crandall, Hendricks, Liddell,
Pankratz, Rosen Guests: Gilgen,
Ross
§
There were no email
motions to acknowledge.
§
Lynne noted an error in
the posted June 20 Minutes and asked that a correction be approved. Lynne
moved the June 20 minutes be approved as corrected. Harold seconded the Motion. The Motion passed unanimously.
§
Peter moved the
Minutes of the Summer Leadership Meetings on June 21-22, and the Working Group
Reports be accepted. Harold
seconded the Motion. The Motion
passed unanimously.
o
David thanked Lynne for
her work.
§
Action on the July 9
Minutes was tabled to the next meeting.
§
Lynne asked the Board to
review the June Tickler for updates.
Andrew will discuss pending tasks with Samantha and assume
responsibility for outstanding items.
§
Lauren informed the
Board of telephone bill issues she is working on, including some unexpected
higher charges. Read observed
telephone rates might be higher for calling into Canada.
§
In addition Lauren has
been working on the brochure, and has sent Monika database-related items.
§
David wondered if as
donations come in, if Lauren planned to set up a separate line in the financial
report. Lauren confirmed there is
already an area for donations in the accounts, and she will establish subcategories
for the GSCG and the General Fund.
§
Andrew announced there
would be 2-3 feature articles for Volume 34.2. Samantha and Andrew are co-editors for Volume 34.2. Graphics
have been stripped out for processing.
Andrew hopes to have the Journal out at the end of October. He has discussed advertising revenues
with Sara.
§
Andrew informed the
Board he received a manuscript that may be suitable for reviving the Monograph
series, but wanted to get the Board's reaction before acting on it.
§
The question of how many
copies of the Journal are being printed arose. Andrew will find out the
current press run and inform the Board.
Lauren noted she prints over 500 labels. Lynne will search in past minutes for prior decisions and
report back by email.
President's Notes
§
Donations started for
Graduate Student Conference Grant
o
David referenced his
email regarding IALLT soliciting donations and encouraged the Board to consider
donating. He explained donors
receive an automatic html thank you, and that he also receives notice of
donation so he can send a personal thank you.
§
Posting of Professional
Responsibilities Statement
o
David informed the Board
he sent Bruno a request to post the Statement. Once it, and the GSCG and donations forms are in place we
can post an announcement.
o
Peter wondered whether
we would like to ask CercleS and EuroCALL, CALICO and any other international
organizations that might have similar missions if they would like to endorse
the Statement. Once it is on our
site we can post it to EuroCALL's listserv. Peter can solicit responses from our European
affiliates. He believes it is
important for us in raising our profile with our sister organizations, and
would be of interest as well.
o
Lynne will create a pdf
doc of the September 10 version of the Statement and send it to Bruno for
posting.
§
LLTI
o
David has sent the list
of recommendations from the SLM to Otmar; David and Otmar will discuss details
at a future date.
§
Digital Exchange
o
David requested
assistance in drafting a job description for the Digital Exchange Coordinator
and is waiting for responses. Jeff Samuels has provided a long list of benefits
publishers might enjoy by participating in the initiative.
o
David wonders if one of
the reasons we are stalling on this is because the task seems so large. He
suggested we view ourselves as facilitators of the service rather than
providers. He urged we start small and see how the initiative proceeds.
1.
Affiliations/Conferences
§
FLEAT V dates
o
Peter informed the Board
that the LET leadership is considering our question about dates. He noted it may well be that the first
week of August will work.
o
BYU is establishing a
FLEAT V committee. Administration,
College Humanities faculty, Marriott Hotel and Utah state and county
representatives will meet several times as an advisory committee.
§
ACTFL
o
Iris will not be able to
attend the ACTFL meeting and Mary's participation is in question. Harold explained that he will have
other responsibilities at the conference and cannot represent IALLT. Mary is trying to organize
replacements. IALLT has sessions
in the program but exhibitor status is in the Program Supplement due to late
booth registration. David asked
Harold if we need to consider any representative replacements, but Harold was
unsure if that was necessary.
§
LCDK
o
Peter has not asked for
another update. Jack cannot create
a pdf document so we need to identify someone to do that. David is meeting with someone from the
company who printed the last LCDK; they created both the pdf and print version
last time.
o
David asked Peter to
contact Jack regarding publication details. The target print run is 125 copies. David will find out where price breaks
will occur. Peter noted there was interest in Europe for this publication and
Lauren stated she receives a couple of requests a month. David will confirm with the company
that a pdf document for the website will be produced.
o
Peter will use David's
specifications to seek a second quote from Canada.
12:54pm There was a temporary disruption
of telephone service. Call resumed
at 1:03pm.
§
Management Manual
o
Peter informed the Board
that Ute has formed the publication committee.
§
Monographs
o
Peter noted email from
Kara Schwarz suggesting a Monograph.
Peter wondered if we accept a new publication, who would edit the
document, who pays for Monographs and publishes them? He suggested we draft a procedural statement outlining the
process if someone wants to publish through IALLT. Elements might include whether the original editor could be
the proposer, the need for a second editor or the availability of grants to
underwrite. If it is an IALLT
publication do we secure the printers?
o
Andrew suggested we
establish a subcommittee to examine the issue.
o
Peter recommended we ask
Kara to proceed with the editing process while Peter and Andrew establish
publication criteria. Peter and
Andrew will explore guidelines and report back to the Board.
o
Mike Ledgerwood has
approached Andrew with an article/monograph topic. Mike has asked if it would
be acceptable to publish an article in the Journal, with an expansion delivered
as a monograph. Andrew noted the
proposed topic is consistent with the mission of the organization.
§
Website
o
The Board determined the
Articles of Incorporation heading should be changed to Official
Documents. Included under this
heading should be the Articles of Incorporation, Bylaws, Policy and Procedures
Manual, and the Statement of Professional Responsibilities.
o
The Board discussed the
location/organization of information, in particular the Regional Groups.
·
Lynne suggested we
create a usability study before we make substantive changes
·
Read suggested we cross
list conferences to regional groups, and follow a pattern of main entry plus
multiple links.
·
Peter fielded a
compliment on the site from a European colleague who felt the substance was
easy to get at.
·
Peter asked Andrew
whether he was happy with where the Journal was found; Andrew professed
himself satisfied.
·
Lauren noted the Publications
section of the web needs to be updated and wondered if the page should not also
be reorganized. Is it organized by the most recent publication or
alphabetically? Lauren will review
and report to David and Peter.
§
IALLT Brochure
o
Lauren provided
estimates on printing the brochure.
We would provide the electronic files and typed changes. She has spoken
with a freelancer and is waiting for estimates from print houses; cost for
freelancer is $75-100 total plus printing costs.
o
The Board agreed we need
to revise the brochure; Lauren will pursue options and forward recommendations
to the Board.
§
Call for Proposals
o
As the proposal deadline
approaches Monika is sending reminders regularly. David is sending an email this week to announce Graduate
Student Conference Grant, the Statement of Professional Responsibilities and
the donations form, and will incorporate a reminder about the conference and
call for proposals.
o
Lynne reported15
proposals have been received.
o
Lynne raised a concern
about the recording/copyright phrase found at the end of the proposal form.
Authorization: I have read the information
concerning the submission of proposals. I agree to abide by all terms as
outlined. I hereby grant permission to IALLT 2003 to record my presentation and
to duplicate and distribute it as well as any other printed material that I
make available as part of the presentation. I agree and wish to submit.
Lynne noted the language did not give proposers the option to decline to waive
copyright or recording. Lynne
spoke with Bruce who suggested we put this in as a waiver box to give people
the option. Peter opted for
removing it altogether. Harold
speculated the origin might be from audiotape days.
o
Lynne
moved the recording/copyright statement be removed from
the proposal form. Peter seconded the Motion. The Motion passed unanimously.
o
David
will ask Reid to remove the statement from the form.
§
Approval and
Announcement of Graduate Student Conference Grant
o
Final Draft: Notice the
changed text under Criteria
·
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.
·
Grant is for express
purpose; change nouns to grant and verbs to award.
o
Peter moved the GSCG
be approved as revised. Lynne
seconded the Motion. The Motion
passed unanimously.
o
Lynne will make a pdf of
the GSCG and send it to David.
4. Election
§
Election Committee
report
o
Read send out a reminder
of the deadline for nominations.
He has received some nominations but the slate is not yet full.
§
Status of Peter's notice
of motion regarding the term of Treasurer.
o
Based on email
discussions Peter suggested we explore this issue a bit further; does the term
change dissuade people who might be interested in running for office? Lauren believes the 4-year term is
necessary to establish the contact identity and records maintenance. She suggested we only look at
successive terms as being 2 years. Peter wondered if the learning curve will be
as steep because of all the standards and routines that have been set up within
Lauren's tenure. Read remarked on
the consistency needs for the first term. He expressed discomfort at varied
terms and felt the staggered terms posed an unfair election condition. Peter expressed a lack of desire to put
the motion forward given the reasons expressed, but reiterated that we examine
the length of subsequent terms.
o
Can we make a change to
our own Bylaws to serve ourselves?
David will discuss the length of term for the Treasurer with the Council
and solicit their opinions, including the ramifications for an election
opponent.
5. Other
§
David asked the Board to
prepare for discussion of the Media Kit at the next meeting.
1:55pm Harold
and Andrew left the meeting.
1. Changes to Policies and Procedures
Manual based on SLM 2002
§
David noted the Policy
and Procedures Manual will need to be updated to reflect the dissolution of the
$2.00 regional subsidy
§
Lynne noted there are
other updates needed. She will
identify changes and inform the Board.
Meeting adjourned: 2:10pm CDT
Respectfully Submitted,
Lynne A. Crandall