February 11, 2003
Call To Order: 11:32am Central Time
Present: Crandall, Hendricks, Pankratz, Rosen Guests: Gilgen, Ross Absent: Liddell
§ Harold moved the Minutes of January 14, 2003 be approved. Lynne seconded the Motion. The Motion passed on affirmative votes by Harold, David, Lynne and Lauren.
Treasurer's Report
§ Lauren reported the brochure revision is complete; brochures were shipped the first week of February. Lauren will notify recipients of new shipments and request they discard the old brochures.
§ Lauren advised the financial report is delayed. She will submit it to the WorkTools site for the Board to review and begin discussions.
§ Lauren requested the opinion of the Board regarding listing IALLT as a non-profit professional organization in BMB. The Board declined the listing at the present time.
Journal Report
§ Andrew reported that reviewed articles for the next Journal are coming back in and revisions are underway.
§ Andrew noted that Sara has brought an advertiser in for the next Journal, with one more pending.
o Harold suggested Sara contact Tandberg and Sony. Lauren noted the Houghton-Mifflin Faculty Development Program (contact Melissa Zantello) is also a possible advertiser.
o Andrew asked Lynne to send him the list of exhibitors approached for the conference as additional leads.
§ Read suggested Sara convene a meeting of exhibitors at IALLT 2003 to explore their advertising and commercial interests.
§ Andrew noted he has not yet received abstracts from two of the Henderson nominees.
§ David inquired whether Andrew planned a memoriam for Karen Landahl; Andrew affirmed that he would like to run a remembrance of Karen.
§ Andrew reported he is having difficulty filling column spots.
§ The copy deadline for the next Journal is March 1, with final copy by March 15.
§ Responding to previous inquiry, Andrew relayed that both our printer and bulk mailer are located in Tuscaloosa, AL.
§ Speaking for the Board, David expressed our sorrow to learn that Karen Landahl, Associate Editor of the Journal 1993-1998, passed away after a long struggle with cancer. A notice was posted on LLTI. David will send Andrew text for a remembrance to appear in the next Journal issue.
§ David contacted our two GSCG recipients, gave them the good news, and asked that they confirm their acceptance with him. To date one has confirmed.
o Regarding the GSCG, David will inform Bruce of the Board's policy affirmation for the conduct of the GSCG.
§ David asked Bruno to update our publications order page based on the changes Lauren submitted in the fall and he has done this. He also asked Bruno to implement the members-only access feature for the publications that are supposed to be available online to members (the LCDK and the ManMan). Bruno indicated he is making progress on this.
§ Jack Burston wrote to thank the Board for supporting his survey project on the use of foreign language software. He will send a draft announcement of the project to Andrew for publication in our Journal. In order to ensure a successful survey, Jack has requested that IALLT and CALICO write a letter to ACTFL and MLA expressing our support of the project and asking for their support.
o Rather than IALLT or CALICO sending the letter to ACTFL and MLA, Lynne suggested the letter of support be sent to Jack and he could forward it to these organizations along with his request for support from them.
o David will follow-up with Bob and Jack.
1. Affiliations/Conferences
§ FLEAT V dates
o Harold reported he received confirmation from the hotel on the revised dates. The next advisory committee meeting is February 12 to discuss the presentation at IALLT 2003. David suggested Harold pitch FLEAT V briefly at the banquet and follow up with longer presentation at the final plenary.
o Harold will communicate with Moni and Bruce regarding announcement needs.
o fleat.byu.edu website will be live by June, link to site from fleat.org
§ ACTFL
o Mary Morrisard-Larkin is doing well getting the CALL out for the next ACTFL conference. She is receiving session summaries from the last ACTFL.
§ CALICO
o Jacque is working on getting the information for the conference ready.
§ JNCL
o The joint agreement between CALICO and IALLT has been signed and completed. Chris Higgins has registered with JNCL.
§ Harold wondered where to send the agreement letter. Lynne asked him to keep a copy, and send original to her. She will keep a copy in the organizational files and send original the to Quarles & Brady.
2. Council Positions and Activities
§ Digital Exchange Coordinator
o David asked the Board for approval of the draft job description. Harold provided input and David will revise.
o Lynne inquired what relationship this position has with publisher relations standing committee and other Council positions.
§ David asked Lynne to initiate a WorkTools discussion on the interdependency concerns.
§ Showcase
o David has not heard back from Samantha regarding the Showcase CALL. He will follow up with her via telephone.
§ ACTFL
o Lynne explained that Harold sent her a revised ACTFL position description. She will put it in the WorkTools site for review.
§ David reminded the Board of the draft letter soliciting input from the regional group leaders he placed for review at the WorkTools site, and asked the Board for feedback as soon as possible.
o Lynne and Harold posted minor revisions.
§ LCDK
o David informed the Board he sent Jack prior publication data.
§ Management Manual
o Andrew informed the Board he has discussed the Management Manual IP chapter with an IP lawyer. The lawyer questioned whether the module author has given permission to revise the work. Lynne affirmed her consent and will send an email to Andrew authorizing revision.
§ Website
o Lauren has been working with Marlene regarding what will happen with our membership database when the Treasurer's office turns over. Noting a new database will not be in place, the new Treasurer may not be able to use the FilemakerPro files from a PC. Some kind of search feature for the required kinds of access will need to be built. Lauren noted this makes it difficult for her to write procedures.
§ Read stated that Bruno and Marlene are working on a solution and suggested that as Lauren writes procedures, it might be more time-process oriented rather than software-detail based.
o Lynne wondered whether we should budget for an upgrade purchase of QuickBooks.
§ Discount to members of affiliate organizations for IALLT 2003 and future conferences? (See emails 2/7-2/10)
o Per email discussion February 7-10, David introduced the question of whether there is a discount offered to members of CALICO for conference attendance. Based on a search of organizational documents, Lynne could find no action authorizing such a discount, although there was a discussion item broached at the International Affiliates Meeting at IALLT '01.
o David suggested, and the Board affirmed, that for this conference IALLT not offer any discounts as it does not reflect current IALLT policy. The possibility of future discussion of the policy was left open. David will inform the conference host of this decision.
§ Suggested schedule for Board and Council meetings
o Monday, June 16th
§ 5pm Board meeting. Lynne will secure a meeting room.
§ Dinner will follow the meeting; David will invite Monika to join the Board. Lynne will make dinner arrangements and asked the Board to inform her whether there will be other guests attending.
o Wednesday, June 18th
§ 12:30-5:00, Board and Council meeting, box lunch included, Meeting Room D, 3rd Floor –Michigan League.
§ David will work on the agenda with Peter.
§ Lynne will arrange for projection and ethernet capability.
o Sunday, June 22nd
o morning, time to be determined by Peter
o Remember to refer to WorkTools site for updates and discussion
§ Dates and Process for correspondence with Council members
o Following up from the 2002 SLM Lynne asked for procedural clarification for soliciting reports.
§ Lynne will solicit reports and the respective Board members will conduct follow-up.
§ Key conference events
o Thursday, lunch with "meet the Board and Council" activities
o Thursday evening, IALLT Membership Meeting and Banquet
§ David will deliver a State of IALLT talk
§ Awards and Recognition
§ Induction of new Board members
§ Recognition of outgoing Board members
§ David noted the Policy and Procedures Manual needs to be revised to reflect the condensed opening and closing activities to a single event.
§ Program
o Keynote
§ Lynne noted we should be able to announce a keynote speaker soon.
o Henderson Plenary
o The President will introduce the Henderson plenary speaker; session scheduled for Friday morning.
§ David will solicit Henderson and Sheppard award nominees and determine if there is someone eligible for the Lifetime Achievement Award.
§ Read reported that all bios and platform statements have been received. He noted that Karima Benremouga withdrew her name from consideration.
§ Ballots will be mailed by mid-March to conform to Bylaws.
§ Lynne reported that the Board could continue to use the WorkTools site after her term expires. The incoming Secretary could be designated as site organizer, but Lynne, as the University of Michigan contact, would need to continue as the site administrator. Only she would be able to close and delete the site.
§ Lynne expressed her willingness to continue as the administrator, but wanted to be sure the Board understood that as administrator, she would have access to the site. She assured the Board of her intent to preserve the sanctity of Board communications by never "looking in," asserting that doing so would violate her sense of integrity.
§ The Board consensus was to accept Lynne's offer to maintain the WorkTools site. Lynne asked that when elections are completed, the opinion of the incoming Board be sought for confirmation.
§ The next meeting is March 11, 11:30 CT.
Meeting adjourned: 1:09pm CT
Respectfully Submitted, Lynne A. Crandall