IALL Board Meeting

November 6, 2000

Routine Business

Approval of Minutes: The Minutes of October 2, 2000 were approved as corrected.

• Lauren reported she received the bill for the brochure design ($2120) and does not plan to pay it until the final version is approved. The printer is ready to move ahead on the final version as soon as it is received. Printing costs for 2500 copies is $1400 and 5000 copies can be printed for $1829. After discussion the Board determined to request a run of 2500 copies.
• As Lauren is to give a financial status report in December, she requested direction from the Board on the data we would like to review. The Board requested a comparison of last year's expenses and receipts to those of this year.

• Read informed the Board that Rachel hoped to publish the Journal by December 1.

Old Business

• The Board reviewed the revised draft of the incorporation documents in detail.
• One unresolvable difference is the change in the Business Manager title to Treasurer. Read explained that legally the corporation must have the office of Treasurer. He noted we could define the treasurer's role as business manager without using a double title.
• The process for adoption (to be confirmed with the attorneys) is:
  1) recognize the corporation is a separate entity from the current organization
  2) the Board approves the draft for review by the Council
  3) Read will send the draft to the Council for approval, setting a date for input
  as the end of November
  4) once the Council has given their approval the Board will sign the document,
  thereby voting to incorporate
  5) IALL can then apply for tax-exempt status
  6) notification of the new corporation will be sent to the membership with the
  election materials
• Lynne moved the Board accept the draft articles as written. David seconded the motion. Read communicated that Chris had given his assent to the draft. The motion passed unanimously.

• Read and David had little activity to report on the open positions of Web Editor, Publicity and K-12 Coordinator. Lynne will send Lauren a copy of the K-12 posting for placement in the ACTFL booth.

• Job Descriptions

• Lynne asked for feedback on the request for Council Position Descriptions. The Board suggested no changes. Lynne will proceed with the email solicitation.

• Policy and Procedures Manual (Lynne)
  Lynne brought several additional items to the Board for discussion.

• Checks

• This section seemed an unnecessary burden to place on the Business Manager, particularly as major expenses are discussed by the Board, and routine expenses must be paid in a timely manner.

• Nina moved to delete the Checks section entirely from the Policy and Procedure Manual. Read seconded the motion. The motion passed unanimously.

• The Press Release Coordinator must maintain a database of publications.

• There is no Press Release Coordinator; the closest parallel is that of the new publicity coordinator position. Additionally, what would constitute a database of publications? This item seemed more appropriately placed in the Publicity Coordinator position description.

• Read moved to strike this item from the Policy and Procedure Manual. Lynne seconded the motion. The motion passed unanimously.

• Expenses over $500 must be approved by the President prior to commitment of funds.

• It was noted that for expensive items the Board has already discussed and approved expenses. Additionally, numerous regular expenses amount to over $500.

• David moved the language of the item be changed to "Expenses over $1000 must be approved by the Board prior to commitment of funds." Lauren seconded the motion. The motion passed unanimously.

• After review of several possible arrangements of the Policy and Procedures Manual the Board determined to adopt the second topical option with a table of contents.

• Lynne will make changes in the document and forward it to the Board for final review.

• Read thanked the Legal Documents Working Group for their efforts and Lynne accepted on their behalf.

• Nina reported she, Ed and Sue conducted a conference call earlier in the day. She reported the committee has names to pursue. Each election committee member will contact a particular set of possible candidates, and the committee will be back in contact with each other within a few days.

• The Board discussed the changes to be made in the CALL for IALL 2001. December 15 will be the deadline for receipt of proposals.

• Read noted with pleasure the database developed by Rice will be usable for other conferences or by regional groups.

New Business

• Read reported with sadness that Jan Marston has submitted her resignation as Journal Editor-in-Chief. Jan suggested Samantha Earp be appointed as the new editor. Chris informed Read he concurs with Samantha's appointment. That would mean there would be no Associate Editor at present.

• Read also reported that Rachel Saury would like to step down as Managing Editor of the Journal and has identified Gamin Bartle as a desirable candidate.

• Read moved the Board appoint Samantha Earp as Journal Editor-in-Chief and Gamin Bartle as Managing Editor. David seconded the motion. The motion passed unanimously.

• Read will ask Samantha to cast a broad net to fill associate editor positions.

• Discussion of the reestablishment of IALL's affiliation with AECT was tabled to the next BCC.

• Read informed the Board a group of California State University directors is organized and has inquired about affiliation with IALL or a regional group. David will contact Victoria Williams to request she explore options and coordinate with them.

• Discussion of the sharing of digitized materials was tabled to a future meeting.

• The Board discussed a permission request for a Journal article from the Copyright Clearance Center. As authority to grant reproduction requests has been assigned to the Journal Editor-in-Chief, and as the Journal's policy is to permit reproduction of its articles for educational purposes in limited quantities, assuming permission is granted from the author, it was deemed unnecessary to have a third party acting as middleman on our behalf.
• The permissions policy is stated in the end matter of the Journal. It was suggested we affirm our permissions policy in the Policy and Procedures Manual as well.

• Discussion of the PLM was tabled to a future meeting. The Board determined to invite LeeAnn Stone or Mike Ledgerwood to participate as guests for that discussion.