IALL Board Meeting

September 11, 2000

Routine Business

Approval of Minutes: The Minutes of the August 10 BCC were approved as corrected.

• Lauren noted she has not received any FLEAT reimbursement requests to date. Chris expressed some concern as he was aware some reimbursement requests had been submitted. Lauren will check on incoming mail to be sure IALL business is being properly routed to her.

• As Jan was not present there was no discussion of the Journal.

Old Business

• Discussion
• Read explained that work on the incorporation documents was moving forward with Quarles & Brady (Madison/Milwaukee) and hopes to have draft documents available for Board review soon.

• The positions of Web Editor, Publicity Coordinator and K-12 Representative remain open. Read will re-post the position announcements on LLTI. He will also clarify that the Web Editor posting is one of a content rather than production focus.
• Report on Appointments
• Lab Design Kit
• Mike Ledgerwood will serve as Editor and Ron Bergmann will serve as Associate Editor.
• Membership Coordinator
• Sue Breeyear will serve as Membership Coordinator. She and Ed Dente are coordinating the transition. Lauren will become involved in communications as needed.

• Follow-up to June 5 SLM actions.
• Brochure
• Lauren affirmed she sent the Board's comments on the draft brochure to Rachel, who submitted them to the designer. They felt our suggestions were reasonable to execute. The publisher requested that higher resolution images be provided, 300 dpi minimum. Read will contact Rachel to see how work is progressing and will send out a call for photos if needed. The final draft will be submitted to the Board and Council for review.
• Survey
• There was no new information to discuss at present.
• Job Descriptions
• Lynne explained that a solicitation of job descriptions would happen soon.
• Outreach Workshops
• Chris reported no action has been undertaken yet.
• Policy and Procedures Manual
• Lynne informed the Board that Dick Kuettner, Samantha Earp and she had two conference calls to work on revision of the Policy and Procedures Manual. A copy of the first draft was also sent to Read for comment. Following draft revision a second draft will be sent to the Board for comment.
• It was not possible for the committee to resolve several issues, as they required Board input and decision.
• Survey
• A snapshot survey will be attached to a Journal issue in off-conference years. As appropriate, periodic snapshot surveys will be conducted. The Board determined to delete this line.
• A general membership survey will be attached to the annual renewal. The Board determined to delete this line.
• A snapshot survey will be conducted at each conference.
  The Board determined to amend this line to state "A snapshot survey will be conducted at each conference to determine the current status and issues of the organization and membership."
  A disclaimer line should be attached to each survey stating the results will be made available to the membership.
• Budget
• A detailed budget proposal for the next fiscal year shall be submitted by Managing Editor of the Journal prior to the _________ The Board determined the Managing Editor of the Journal shall submit its annual budget request one month prior to the Board meeting at which annual budgets shall be discussed.
• The Board decided to add "The Business Manager shall provide a status report to the Board every 6 months."
• President's Award 5.
• There is no travel stipend for this award. In earlier Board discussions it was unclear whether a stipend should be provided for this award.
• MOTION:
  Nina moved "The recipient of the President's Award shall receive a $300 stipend." Lauren seconded the motion.
• ACTION:
  The motion passed unanimously.

• Lynne brought the issue of providing scholarships for attendance at the annual conference to the Board for consideration. Motivation stems from the fact there are a number of individuals who would like greater involvement with the organization, and perhaps would be willing to take leadership roles, but do not have financial support from their institutions for travel. In particular this might impact secondary educators.
• The Board explored how these costs might be borne. Suggestions ranged from the conference costs, an extra budget expense or sponsorship might be underwritten by any of our commercial members? If the latter, could this be a duty the vendor coordinator might undertake, or the conference committee?
• The question arose whether this should be an IALL Board expenditure. If, for example, the scholarship was awarded via competition, what would be the criteria? Would it be based on need and desire, focus on the interest of current members to participate in an expanded role, or support the exploration of those who are new to the field? Chris suggested IALL might sponsor scholarships, and ask for vendor support for an additional scholarship.
• The issue turned to administration of such a program. How would need be established? What happens if IALL's finances are only adequate to meet organizational needs? Discussion continued on the complexity of the issue.
• MOTION: Read moved the issue of scholarships be tabled for future discussion. Lynne seconded the motion.
• ACTION: The motion passed unanimously.

• Nina explained an announcement will be posted to LLTI today requesting nominations. David and Read volunteered to discuss job responsibilities with potential candidates, if desired.

• Lynne asked about the status of the conference announcement and CALL. Chris remarked he has not received any updates yet. As the CALL for other conferences goes out we need to make sure IALL's CALL and conference announcement are posted for people to consider.

New Business

• Read asked for a status report on preparations for ACTFL, as well as any other plans for affiliate meetings. Chris will speak with Jacque to make sure booth attendants are in line. The brochure will hopefully be ready for the conference .

• David informed the Board that Mike Ledgerwood and Kathleen Ford will come to Chicago to brainstorm and plan the contents and form for the Lab Design Kit and the Lab Management Manual. Mike has requested an official letter of invitation; Read will provide the letter.
• David broached the subject of IALL providing funds to assist them in traveling to the meeting. After discussion the Board determined it was not willing to establish the precedent of providing travel funds for IALL business.

• Lauren informed the Board that as IALL begins to make payments for publications and membership dues possible through credit card service online, there may be small service charges assessed to IALL. Lauren wondered if prices for our publications should be updated to reflect these charges. The Board determined to leave prices as they are and evaluate the cost of doing business in this manner and increase prices after evaluation if needed. The Board felt strongly that an online presence is very important. The Board asked Lauren to ascertain that integrity of service be one of the most important factors in the choice of a service provider.

 Respectfully Submitted by Lynne Crandall