IALL Board Meeting

August 10, 2000

Routine Business

Approval of Minutes: The Minutes of June 26, 2000 approved as written

• Lauren noted some concern with publication requests that cannot be filled until Frank returns for fall semester. Of particular concern is a large textbook order for Task-Based Activities needed for the fall. Read suggested contacting the Brown Language Laboratory to see if they can disperse the materials in Frank's absence. If that is not possible other options will be pursued. Chris also noted if any orders were for the LMM or DK, he could supply those as he has stock on hand for taking to conferences. Lauren will let Chris know what she needs.

• FLEAT Reimbursement Requests/Procedures
  Lauren has the list of award recipients and will reimburse for the amount receipts are received for, up to the maximum award offered.

• There was some discussion regarding the late distribution of the Journal. Lauren explained that in May she sent the mailing labels to the printer, who had already received the Journal copy from Rachel. The printer lost the original copy so Rachel re-sent it in June. The Journal was forwarded to the shipper without mailing labels; the shipper did not notify the printer of the lack. When Lauren began to receive inquiries regarding the lateness of publication in mid-July, she followed up and the errors were corrected. The current issue was shipped in early August.

Old Business

• Read informed the Board that work is moving forward with Quarles & Brady (of Madison and Milwaukee). Shortly after the last BCC Read had a telephone conference with the lawyers. They expressed comfort with the approach we wanted to take re: our organizational focus, and noted the new mission statement very useful. They are currently drafting the Articles of Incorporation, and have found it be somewhat more complex than normal because of the nature of the organization. They expect to have a draft to us for review within the next couple of weeks. Estimated costs for the work range from $2500-$6500.

• Report on open positions

• Web Editor
• There is some concern that people may not understand this is a content-focused position rather than a development position. Additionally, the timing of the original posting may not have been optimal due to summer vacations. All open positions will be re-posted in September.
• Publicity
• K-12 Coordinator
• Several people approached Board members privately with respect to this position. The Board would like to encourage these individuals to submit applications.
• One of the concerns broached by possible applicants was the difficulty in attending conferences and meetings on a regular basis due to funding constrictions. Lynne expressed interest in IALL sponsoring some kind of scholarship(s) to assist individuals who wished to undertake leadership roles but lacked institutional funding. Read asked Lynne to prepare options for presentation at the next BCC.

• Report on Appointments

• Mike Ledgerwood has been appointed Lab Design Kit Editor. Ron Bergmann has been nominated to serve as Associate Editor.

• Sue Breeyear has been nominated to serve as Membership Coordinator.

• Ron Balko has been appointed Distributions Coordinator. He will work with Frank Ryan through the Fall to facilitate the transition
• Bruce Parkhurst has been appointed Consultant Coordinator.

• Ute Lahie will serve as SOCALL's representative on the program committee for IALL 2001.

• Follow-up
• Brochure
  Lauren hoped there would be a mock-up of the brochure available for discussion today, but on last review Rachel wanted to have some things changed before the Board examined it. Lauren hopes to send the Board a URL wherein the Board can review the brochure within the next 2 weeks.
• Booth Attendants
  ACTFL will be the first conference booth support impacts. Chris will work with Jacque Kaminski to put this initiative into practice at ACTFL.
• Survey
  Monika Dressler sent out a rough draft to the subcommittee for initial review. Further discussion will be forthcoming.
• Job Descriptions
  Lynne announced Dick, Samantha and she would be meeting in conference call next week to go over the remaining Policy and Procedure Manual revisions. They will then solicit job descriptions from Council members. Nina inquired if there would be any job description changes for the Board, as that would impact the election. Although there was some prior discussion about changes to the President-Elect's position description, these would not impact the current election as they would constitute a ByLaw change, which would require a vote of the membership for ratification.
• Outreach Workshops
  Chris will begin work on this issue soon.

• Discussion
• FLEAT IV Report
  Read reported there was a nice mix of people attending FLEAT IV. He noted there were numerous concurrent sessions. He declared the conference procedure, organization and scheduling was very smooth, the facilities were excellent and the timing good. There were nearly 500 people attending (about 40 from the North America; 124 from outside Japan) Read also happily announced that approximately 120 people attended the IALL symposium.
  
  Read and Chris complimented Jan Stewart on the informative webpage he created to help North American travelers in Japan.
• IALL meeting at FLEAT IV
  Read and Chris noted there was good interest in the IALL workshops; about 25-30 people attended the IALL interest meeting including representatives from other organizations. The latter expressed interest in cooperative possibilities.
• FLEAT V business meeting report
• FLEAT Steering Committee
  KAML (Korean Association for Multimedia Learning) joined in the planning meeting; their leader was eager to foster discussions of more frequent meetings. Nina noted WorldCall was also in the planning and needed to be considered. For the present FLEAT will continue to be held every 5 years, alternating between Japan and North America. A FLEAT V steering committee will be established between LET (formerly LLA), KAML, and IALL. Read nominated LeeAnn Stone and Peter Liddell to represent IALL on the committee. The Board approved these appointments
• BYU site concerns
  Harold Hendricks, Peter Liddell, Otmar Foelsche, Chris and Read prepared in advance for the planning meeting and were explicit about the issues that had been raised in Board and Council meetings regarding BYU's bid to host FLEAT V. The same concerns were raised by the Japanese regarding caffeine, tobacco and alcohol. Harold was able to explain how these issues might be resolved for the comfort of the participants without compromising BYU's position. The Japanese are very interested in FLEAT V being in the U.S., but some individuals privately expressed concern about the strictures posed in the BYU environment. As always, participant comfort will be an issue we must address.
• Read will ask future hosts to submit a letter of invitation/intent regarding their ability and plans for holding an IALL conference.

• Discussion
• Nina nominated Sue Otto and Ed Dente to serve with her on the Election Committee and the Board approved both appointments.
• The Call for Nominations will go out soon.
• Nina needs feedback from the Board if any current members plan to run for re-election.

New Business

• It was noted there had been discussion of a merger between SEALL and MALLD. Rather than a strict merger, such a move might effect reorganization of several regional groups, similar to the disbanding and redistribution of members of the Rocky Mountain regional group.
• MWALL will meet on October 13-14, as will NERALLD. The two groups will undertake a joint teleconference during their respective meetings.

• Read reported he had a positive conversation with Bob Fischer, Executive Director of CALICO. Both expressed satisfaction with the good working relationship between the two organizations and hope to find ways the groups may cooperate. CALICO plans to maintain their annual meeting schedule.

• Discussion was opened regarding whether Council needed a secure space in the web area, as the Board has, to examine documents or works in progress. It was agreed that Council needed to be able to access the BCC agenda for information and input, but that minutes would be private for the Board until approved, at which time they would be published on the public site.
• Read will discuss setting up a space for Council on the website with Bruno.

• The GALE Group publishes an encyclopedia of publications and approached Lauren to include a reference to IALL publications at no charge. The Board asked Lauren to work with them to have IALL included in their next publication.

• The web address is active but the site is not yet complete.

• Lynne observed the Business Manager's annual report had not been linked to the SLM meeting minutes. Read will see the report is linked.

• The Board will meet at 12:00 noon ET on September 11, October 2, November 6 and December 4.