June 5, 2000

Present: Crandall, Gilgen, Higgins, Pankratz, Rosen

• Read suggested we recruit the web editor before we begin a list of needs

• David reported he has discussed the planned changes to the website with Bruno Browning. Bruno is pleased to have someone working on content, and is looking forward to partnering with that individual.

• Read noted we have many new positions. We need to compose job descriptions and post announcements to LLTI recruiting for those positions. Position openings should be posted on the website as well. David noted some urgency exists with the website editor, per the timeline suggested at the SLM. Lynne suggested the Publicity position might want to be filled at the same time to afford some design continuity in print and electronic media. It was decided we would post all open positions at once.
• To expedite crafting of job descriptions, tasks were divided as follows:
  Web Editor (David will draft)
  Consulting Services (Lynne will ask Bruce Parkhurst to draft)
  K-12 (Lauren will draft)
  Publicity (Chris will draft)
  Membership (Lauren will ask Ed Dente to draft)
  Distribution (Lauren will ask Frank Ryan to draft)
  Design Kit (David will ask Cynthia Shearer to draft)
• Proposed job descriptions will be sent to Lynne for review of Constitutional and By-Law conformity.
• Lynne will draft an LLTI announcement including job descriptions and a deadlines, and pass it by the Board prior to posting. Interested parties should submit notice of their interest and qualifications to Read, who will share with the Board.

Jan joined the meeting at 12:23

• The mission statement should be located on the front of the webpage. David will work with Bruno to incorporate it in the current design (by 6/9)
• The mission statement will also go to Publicity Coordinator for inclusion in other promotional materials

• Chris informed the Board LeeAnn Stone has contacted Mike Ledgerwood, and is working with him to prepare a recommendation for the Board. Chris will interact with her. The Board is unclear about what PLM organization wants or needs from IALL.

• Lynne explained that she, Dick Kuettner and Samantha Earp will solicit the job descriptions from Council members over the summer, and will pass them by the Board.
• The workplan for Revision of the Policy and Procedure Manual is to continue revising the document via shared electronic files with discussions occurring in conference calls.
• Read asked Lynne for a copy of the Policy and Procedure Manual with the revisions made at the SLM

• David will notify Kathleen Ford of the two new modules: strategic planning and student staffing.

• Chris will coordinate the workshop committees.
• Lynne will participate in grantwriting workshop preparation efforts, and will share current materials with Chris

• Monika Dressler will be in charge of designing, conducting and analyzing the survey. Read will monitor progress and support Moni as needed.
• There was some discussion as to the permanence of this position on the Council. Will it be ad hoc, existing in the year before and the year after a survey is delivered? Or, as Jan suggested, once the instrument is in place, will we want to conduct the survey more frequently? It was decided that for the present time, the position will be an ad hoc Council position, with a determination of continuance after the survey data has been analyzed.

• There was some discussion whether the revisions should be adopted immediately, as a call has already gone out. It was decided that changes should be effective immediately.
• David will inform Jacque Kaminski of the changes in name and scope of the former IALL Video Tours.

• Read will draft a commendation recognizing Otmar's service to the organization, and sign on behalf of the Board and Council. He will also inquire of Otmar who he would like to have receive a copy.

• Rachel and Lauren will begin drafting the promotional brochure. Once the Publicity Coordinator has been identified that individual will be drawn into the process.

• Chris will organize and sprearhead execution of the motion. There was considerable discussion of who would staff the booth. As in the past, IALL members will be asked to volunteer time at the booth to answer questions and add their knowledge of the organization and field. Should IALL people be paid to work at the booth if they are committing to spending a half or whole day there, or should we look for individuals, such as local graduate students, to provide set-up, staffing and tear-down? It is preferred that IALL members continue to volunteer their time. The affiliate representative should plan to spend time at the booth to give the booth attendant an opportunity for breaks and lunch. Chris believes we will be able to staff the booth easily if it is for pay.
• Although this was not indicated in the motion, the Board decided it would be prudent to re-evaluate the situation after two years and make a decision to continue or modify.
• Chris will flesh out the details and report at our June 26 BCC.

• David has also spoken with Marc Boots-Ebenfield, who has crafted two release forms. One is a simple sign-off, and the second is for individuals who want more detail. Both forms are now on the website.
• Jan has spoken with Pete and he indicated he has what he needs to execute the motion and post the first Journal reprints on the web.

• David let Mike Ledgerwood know the FLDB will be open to all individuals who wish to submit reviews. Mike was pleased and will spur his graduate students to begin posting reviews. David noted he took a closer look at database site and reported it states that reviews are open to anyone. David will follow up with Otmar and Mike to ensure there are no gatekeeper issues regarding submission.

• Lynne noted she sent follow-up messages to Council members attending the SLM regarding any revisions to the SLM reports, but still needs to solicit revisions from non-attending members. Read asked to be copied on the correspondence.

• David will follow up on regional group issues brought to the table at the SLM.

• IALL 2001 Theme
  Chris, Read and Claire will form a subcommittee to work on the conference theme. Read will arrange a phone conference.
• IALL 2003
  Read will send formal acceptance to the University of Michigan as hosts for IALL 2003.
• IALL 2005
  Concerns were expressed about values that might be imposed by the BYU community should IALL 2005 be hosted there. Read asked the Board to send questions or concerns to him by June 16. Read will discuss these concerns with our BYU colleagues.

• Lauren and Read are working to identify attorneys who can undertake our non-profit and tax exempt filing. Read has spoken with an attorney who indicated the final cost depends on how complicated our approach is. He was given an estimated range of $3500-$6500.

• Regarding the web editor position, David requested clarification that it was possible to contract with a professional web designer to undertake some of the design work, if needed. Proposals should be submitted to the Board prior to a commitment for payment. Jan noted this was parallel to the individual Rachel has hired to assist her in Journal layout.

• David brought up Council wishes on notification of posting the agenda and minutes. After a brief discussion of the background, and how this practice formerly occurred, it was determined Read will send out an announcement of the agenda availability for preview and comment by the Council. Lynne will send out notice of the minutes being posted on the website after Board approval.

• Summer Board conference calls will be held on June 26 12:00 EDT and August 10, 12:00 EDT.