IALLT Annual Meeting 2006

Board and Council Meeting

Friday, June 23^rd 2006

Tufts University

Present: Claire Bartlett (chair), Ron Balko, Barbara Sawhill, Ute Lahaie, Peter Liddell, Ed Dente, Harold Hendricks, Jeffrey Samuels,, Marlene Johnshoy, Sharon Scinicariello, Hajime Kumahata, , Bruno Browning, Betty Rose Facer, Debra Mandel, Michael Heller, Scott Williams, Stacey Powell, Mike Ledgerwood, Erin Brazell, Ruth Trometer, Andrew Ross, Judi Franz (via Skype)

Call to order: 9 a.m.., Tufts University, Olin 11

Ed welcomed everyone to the SLM. Claire opened the meeting and welcomed the Board and Council members.

1. Overview and Perspectives (Claire)

• Claire reported that most of the issues discussed by the Board are initially brought up during the SLM

• Claire expects around 400 attendees for IALLT 2007. She asked the SLM attendees to help finding a host institution for IALLT 2009.

• Claire reported that during the past SLM and the FLEAT 5 conference, the idea of a CALICO conference with a strong IALLT presence was brought up. The conference will be held in March 2008

• The IALLT Wiki was initiated during the past SLM. However, according to Claire, there is not much activity on the Wiki. Claire hopes to increase the presence on the Wiki

• The IALLT web committee is working on plans to update the IALLT website

• Outreach effort: Claire reported that IALLT plans to purchase membership lists, in specific the ACTFL list

• Journal: Claire thanked Andrew for a job well done for the journal.

• Relief fund: Claire reported that the disaster relief fund contains only $100 so far. She encouraged the IALLT members to donate to this fund in order to allow members from disaster areas to attend next year’s conference.

2. Reports

A. Financial Report (Ron)

• Ron reported another positive cash-flow, mainly due to the FLEAT conference. $5,000 was given to Ed as seed-money for the conference

• The current net-income is 11,495.94

• Major sources of funding are memberships and publications.

• Ron explained that IALLT is now a 501-C3 organization—a tax-exempt organization. This means that members can donate money to special IALLT funds and write them off for their taxes. It also means that IALLT can apply for grants.

• Ron reported that the “distributions” portion of his position was turned into a new Council position. Doug Canfield is the new distributions coordinator.

• Ron explained that the current banking is free; so is the Visa card for him and for the distributions coordinator. He asked the Council members to share their experience with Internet banking, as he likes to facilitate the transition to the new treasurer in the upcoming year.

2. Summary of Reports Submitted (Claire)

Claire addressed all issues listed in numerical order below. Any bulleted items are summaries of the discussions during the meeting.

1. Back issues of journal on website to be completed

2. Single journal issues per year?

3. Could we consider the LLT model of publication?

• Andrew reported that the journal has currently a 60% acceptance rate. The editors have helped authors in revising their submissions.

• Andrew expressed the concern that the lack of submission, which is an ongoing problems

• He also raised the question whether or not IALLT should move to an electronic form (following the LLTI model)

• One issue raised was whether or not the journal is currently indexed for the libraries.

• Mike Ledgerwood and Scott Williams expressed their support for an electronic publication, as long as it remains a peer-reviewed publication, due to the fact that libraries move more and more to the subscription of electronic journals.

4. Improve business meeting / interest session at ACTFL and CALICO

• Claire raised the issue of bringing more content to the IALLT interest sessions. Judi asked that any suggestions be sent to her.

5. Few publications sold at CALICO, perhaps need promotion sign(s)

• Sharon stated that she needs to coordinate promotional material with Judi

• Andrew suggested that the signs be distributed in electronic form and printed out by IALLT reps.

• Sharon suggested that the electronic group meet with the publication group.

6. Excellent JNCL; CALICO responsible this year.

7. K-12 representative very active, BB site

8. Hosting an IALLT conference at K-12 site (High school)?

9. K-12 representative for each region, names in journal?

• Michael Heller suggested also reaching out to K-12 tech people by attending their conference

• Marlene recommended having IALLT presence at state language conferences.

10. Northeast conference: IALLT participation continues to decrease. Is it needed?

• Mike explained that he is wearing too many hats with the Northeast conference. He reported that during the past conference, about 3,000 people attended the conference. Of these, about 500 were exhibitors / vendors. Roughly 80 % of the remaining 2,500 people were K-12 instructors.

• Mike recommended continuing the presence at the Northeast conference, as long as we have something specific to offer to the K-12 audience. He recommended increasing the number of IALLT sessions from one to three.

11. Need to complete TESOL affiliation, need to know names of IALLT members also TESOL members

• Judi reported that Carol Wilson-Duffy had worked very hard to represent IALLT at TESOL. The IALLT Board is working on following the steps suggested by TESOL to become an affiliate.

• Ute reported that IALLT will receive TESOL mailing labels once a year once it is an official TESOL affiliate.

12. Locate a library to house/archive IALLT journals and other IALLT materials.

• Sharon recommended that IALLT identify a library that will become the repository of IALLT materials.

• Andrew volunteered Brown library, pending approval by the librarian.

13. Should the Digital Exchange set standards?

• Andrew recommended that Digital Exchange create standards, to include for metadata.

• Jeff asked for approval to move the Digital Exchange away from the mission of “exchange” towards the metadata issue.

• Andrew mentioned that Bluestream (U. Michigan) converts programs into different data.

14. LLTI active and international

• Peter suggested that IALLT think about a successor for Otmar as he is approaching retirement.

• The IALLT Board needs to find a new moderator.

15. Copyright excellent. Is anything missing?

• Claire asked the Council members to give input to Judy on copyright issues.

• Claire will post a message to all IALLT members to submit contributions on copyright issues.

16. Commercial membership approved.

• Sharon has not received the approved text for the suggested changes to the P&P back from the Board.

• Sharon will print it out for the Board’s Sunday morning discussion.

17. Commercial liaison needed; council position? Same position as journal advertising?

• Sharon inquired about the amount for the commercial membership. Claire stated that the Board had approved the amount.

• Ute will look it up in the minutes.

18. New web editor selected to revamp IALLT website.

• Sharon reported that she has currently two candidates, one of whom is not a current IALLT member.

19. Development of IALLT material for promotion and advertisement, IALLT gives away gifts? (showcase CD)

• Claire stated that Rice University is happy to continue producing IALLT showcase CDs.

20. IALLT workshop series needs to continue; number dropping.

• Marlene raised the issue that the IALLT name is associated with it, but the main work is done by Houghton Mifflin.

• Marlene recommended that this position become a real Council position (currently it is a special working committee)

• The Board will discuss this issue.

21. Regional groups: some host joined conferences every other year or more regularly to maintain active group and interest

22. Regional groups: conference sizes vary from 30-150-250

• Peter stated that some of the groups are so small due to geographical challenges. In these cases it is a good idea to piggy-back with another organization, like in the case of the Digital Stream conference.

23. Difficulty attracting K-12

24. Is non-profit status an attainable/worthwhile goal for the regional groups?

• Marlene inquired whether or not the regional groups can piggy-back on the IALLT non-profit status.

• Barbara explained that this is not possible due to the fact that both IALLT and the regional groups are independent entities.

25. Could/should small portions of IALLT dues be redistributed to regional groups?

• Peter stated that it is better to contribute “in kind”.

• Claire explained that IALLT plans to distribute labels to the regional groups.

26. Strategy to increase membership, outreach nationally and internationally.

3. Break-out sessions

The break-out groups met from 11 a.m. until noon in different rooms. The results of the breakout-sessions will be reported during the Saturday morning meeting.

Lunch Break

The Board and Council met again at 1 p.m. for a tour of the campus facilities.

3:45 Discussion on Publication (Andrew)

Andrew provided a report of his break-out group, as he won’t be able to attend theSaturday morning meeting.

• Andrew presented the outcome of the breakout group on publication.

• The group recommended an online journal

• A managing editor would oversee the entire publication

• The publication would consist of the following pars:

  • Peer-reviewed

  • Non-peer-reviewed

  • Media articles

  • Manuals

• Each publication type would be overseen by individual editors

• Andrew stated that the proposed changes for the changes would also result in new position descriptions for the journal editors.

• Ron cautioned that we still need to continue with a paper subscription for the next journal editions, especially in light of the current library descriptions.

• Claire expressed concerns about charging membership fees without having a print-journal as membership benefit.

• Peter clarified that the electronic publication would contain “live” articles rather than outdated publications.

• Andrew also added that the e-publication would be functionally different from the LLTI.

• Claire inquired whether the articles would be searchable

• Marlene confirmed that the electronic publication would be searchable

• Peter suggested charging the break-out group and also the Board member in charge of publication with investigating this issue further.

• Andrew will talk to the Center of Digital Initiatives at Brown University about hosting the IALLT archives.

• Mike voiced concern that the IALLT journal would have to be printed on demand.

• ACTION: the Board will need to vote on the organizational structure to support the new journal / journal editor format.

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