22 August, 2006
Call To Order 1:00 p.m. p.m. EST
Present: Claire Bartlett, chair; Barbara Sawhill, Judi Franz, Ron Balko, Ute Lahaie.
By standing invitation: Peter Liddell
Absent: Andrew Ross
Joining at 2 p.m.: Ed Dente
Routine Business
Next Meeting: Tuesday September 12 at 1 p.m. EDT.
1. Call to order.
2. Roll call of members present.
3. Approval of minutes: May 2 meeting
Ute resent the May minutes to the Board
4. Officers reports.
-Treasurer’s report
-Journal report
Barbara had sent out a report concerning the journal via e-mail during the past night.
Pete Smith won’t be able to assume the position of journal editor after all.
Barbara reported being in conversation with the university of Victoria concerning the e-journal software.
Peter explained that the software has been developed by Martin, the developer of Hot Potatoes at the University of Victoria.
Claire inquired whether or not it may be better to adopt both the conference software and the e-journal software from the same software developer.
Peter interjected that the University of Victoria software will be supported by the University of Victoria support staff.
Claire suggested inviting Bruno to the next Board meeting. Barbara will contact him.
Barbara expressed hesitations in posting a full call for a journal editor, as the current search is for an interim editor.
According to Barbara, Andrew is willing to support the interim editor during the transition time.
Barbara proposed to establish a Board of editors for the journal. She proposed establishing an editorial Board for the next edition of the journal.
Claire asked Barbara to send her the text for the announcement; Claire will send out the announcement.
Barbara asked how moving into the electronic format will affect advertisement of commercial members.
Barbara reported that she had given a September 15th deadline for the publication of the DLLS to Jack Burston. Claire reminded Barbara that the articles will need to be reviewed in order to avoid the problems from the previous publication.
Barbara stated that we are behind on the LCDK and the ManMan.
Peter cautioned that the updates for these publications need to be content driven, not driven by deadlines.
Barbara asked all Board members to review the
Program Director
Judi reported that she has a candidate for the ACTFL representative’s position. His name is George Detiveaux from Cyfair College in Texas.
Peter inquired whether or not he has any IALLT experience.
Claire proposed accepting this candidacy,
Barbara moved to accept Georges Detiveaux as ACTFL representative. Second [Ron}. Accepted [unan.]
Judi will contact Georges and inform him that he has been accepted as ACTFL rep.
Judi contacted TESOL concerning establishing the affiliation, but has not heard back.
Ed joined the conversation
Ed reported that everything is going well with the conference planning.
He currently has several conference budget; the gross budget is currently at $ 121,550. This figure includes the banquet and the cruise cost.
Claire suggested charging separately for the banquet and the cruise cost.
Ed is currently seeking commercial sponsorship.
Based on the current budget figure, the conference registration fee will total $ 400 for 250 people and $ 500 for 200 people.
Ed will send his budget to Claire and Harold for review.
Lodging: in addition to the lodging at the dorms, there will be three conference hotels: Hawthorn Hotel (no shuttle), the Amerisuites Hotel (includes shuttle), the Holiday Inn (located in Summerville).
Ed will post the lodging information on the conference website.
Claire inquired whether or not Ed has received any support from the Dean.
Ed reported that he had met with the Dean, but that he won’t receive any support from him.
Exhibit space: Ed reported that additional exhibit space will be available in a new building next to the exhibit space the Board and Council members had toured during the SLM.
Peter congratulated Ed, Harold, and Claire for a job well done with the conference planning.
Ed signed off.
President Elect
No report.
Immediate Past-president’s report
Peter will need written confirmation from the incumbents concerning the candidacy.
President
Claire reported that she had updated the IALLT website with the new council positions.
Claire stated that the conference advisor position will need to be approved by the Board. Judi motioned to approve the conference advisor position as submitted by Harold with the amendment that the position reports to the President and the Program’s Director. Barbara [second]. Approved [unan.]
Peter signed off.
5. Committee reports.
Web committee, update
Journal Editor, update
6. Special orders --- Important business previously designated for
Consideration at this meeting.
7. Unfinished business.
Commercial membership, change to P&P?
The text of the commercial membership will need to be posted on the website. Ute will send it to Claire.
Cost of IALLT mailing list to commercial vendors and prof. organizations? posting Information for our commercial vendors on IALLT web site.
Claire had reported the figures for purchasing the ACTFL mailing lists, but the costs for printing the flyers will need to be included. Ron will work on the estimate.
Purchase of ACTFL mailing list
8. New business.
IALLT insurance
Claire stated that this issue is clearly explained in the P&P. This means that IALLT won’t be able to take out any insurance for the conference. Tufts will need to bear all the risks.
Approval of “ the establishment of an ad hoc committee to explore grant opportunities in area described by Andrew in his June 29th email.
Barbara motioned to approve the establishments of an ad-hoc committee as described by Andrew to explore grant opportunities. Second [Judi]. Barbara suggested inviting Andrew for the next meeting.
IALLT mailing lists for companies and professional organizations. Cost, request system, process?
Claire suggested charging $200.
Judi inquired how many addresses are currently on the list.
Barbara motioned charging $1.00 per name for the mailing list. Approved [unan.]
Approval of conference advisor and workshop coordinator as new council positions.
Claire will contact Marlene to ask for a position description
SLM format.
Postponed until the next meeting.
Funding for regional groups
Postponed until the next meeting.
Select a person for the commercial relations position
Conference software
9. Announcements.
10. The meeting was adjourned at 3:12 p.m. EDT.
Respectfully submitted,
Ute S. Lahaie