March 11, 2003
Time: 11:37am Central Time
Present: Crandall, Hendricks, Liddell, Pankratz, Rosen Guests: Gilgen,
Ross
§ Harold moved the Minutes of February 11 be approved as amended. Lynne seconded the Motion. The Motion passed on affirmative votes from David, Harold, Lauren and Lynne; Peter abstained, as he was not present for the meeting.
Treasurer’s Report
§ Lauren presented the mid-year budget report.
o Lynne observed that we were tracking closely with our budget year. Lauren affirmed, noting the only shortfall so far has been in Journal advertising revenue. Lauren and Andrew asserted with pleasure that that will change as advertising revenues are starting to materialize.
o Lynne expressed pleasure with the notes embedded in the excel spreadsheet.
o Lauren noted that Quarles & Brady submitted a bill for letters drafted on behalf of the organization for David.
o Lynne moved the Board accept the mid-year business report. Peter seconded the Motion. The Motion passed unanimously.
§ Discussion turned to upcoming financial reporting needs.
o A report of the current fiscal year is due at the conference Board and Council meeting.
o A proposal for the next FY must be presented at the same meeting.
o An accountant review should be conducted prior to annual business meeting.
§ Peter suggested we might ask Ron if he would like to recommend an accountant. Further discussion supported identifying someone local to Lauren to expedite documentation. Read cautioned we must give ourselves enough lead-time for the review to be conducted. Lauren will pursue finding accountants.
Journal Report
§ Andrew reported that Sara secured 5 advertisers for the upcoming volume of the Journal, totaling $2375. He plans repeated follow-up.
§ Three articles have been reviewed for publication and are ready for layout in mid-March with a mid-April mailing planned. Andrew noted there is about a 30-day turnaround time from printer to bulk mailer.
President's Notes
§ David reminded the Board he had intended to have Monika Dressler, IALLT 2003 host, join the Board call at today’s meeting, but she was unable to participate. She will participate in the April meeting.
§ Bruce Parkhurst reported that the conference program is coming together very nicely, with over 120 sessions confirmed, 90% of which are available for viewing at the conference web site.
§ Both GSCG recipients have confirmed their acceptance with David. Lauren is prepared to reimburse them for the $250 receipts at the conference.
§ Bruno Browning has set up the members-only feature for access to selected publications at the website. Members must log in with their login name and password to access the documents. Every member's login is his/her email address, and the default password is the same address. Passwords can be changed via a link to the "password change" page, found at the Services and Resources page. Bruno suggests requiring all members to change their password within 60 days, and he and David are working on a message to send out to all members explaining the details.
§ Regarding IALLT consultants, David observed some of the listed consultants had lapsed memberships. Bruce Parkhurst has agreed to contact those listed to remind them of the requirement to stay current in their membership. Bruce will monitor the membership status of consultants in the future.
§
Samantha Earp,
Showcase Coordinator, is planning to submit a draft of the call for submissions
to David and Peter later this week. Once finalized, David will
send the announcement and call out to members in an email planned for next
week. We will also ask Bruno to post the call at the website. The deadline for
Showcase submissions will be May 15th. The content will be maintained on
the IALLT website behind the - partition.
Read noted we might use submission as a teaser in the public area
§ David sent email to all of the regional group leaders regarding the possibility of bringing the regional groups under the IALLT umbrella for tax-exempt status. He has already received one response, with the request that this be further discussed at the June 18 Board and Council meeting.
§
Claire Bartlett
has informed David of her intent to send a check to the IALLT 2003 conference
host in the amount of $2,000. The check will be made payable to IALLT 2003.
Claire stated that in doing so, she hopes to establish a precedent whereby
other conference hosts will follow this lead, i.e., will receive and transfer
at least $2,000 from conference to conference.
o Lauren observed the conference-to-conference transfer made a lot of sense to her.
o Discussion turned to financial responsibility for the conference and the requirements we compel future hosts to observe. David made it clear to Claire that by taking this route we are hoping this will be a precedent, but are not willing to mandate what may be a financial burden for future conference hosts. The organization has not had a historical commitment to financing the conference. Peter compared the funding scenarios of various affiliate organizations.
1. Affiliations/Conferences
§ FLEAT V
o Harold reported that meetings at BYU are ongoing, focusing on promotional materials for IALLT 2003.
o Peter reported that LET is happy with the conference dates and relayed their question if KAMAL is a co-sponsor of FLEAT V. Harold's understanding from the FLEAT meeting in Kobe that KAMAL is not a co-sponsor, but participation is welcome from any and all who want to come. Read observed there may be a semantics issue with what sponsorship or affiliation mean for various groups and expressed the desirability of the LET President or liaison person attend the SLM. Lynne inquired if the FLEAT organizers were including IALLT’s LET representative in the regular communications.
o An official announcement of FLEAT V will be in the Journal and at the website.
§ SLM 2004
o Harold is open to SLM date possibilities.
o Peter will ask LET to update their English language webpage with IALLT 2003 dates and information.
§ Affiliate groups
o Would it be desirable for the regional groups advertise their conferences in the Journal? Dates should be listed on the conference page. Lauren wondered if we want to encourage broader conference information in the Journal. Andrew noted we have the space and a mission to advertise affiliate conference announcements. He was conflicted about populating possible advertising spaces with conference information.
§ JNCL
o Lauren wondered if we split the fees for the JNCL representative with CALICO. Harold replied CALICO would prefer alternating the payment, and asked IALLT to pay in this first year. The Board asked Harold to notify Bob Fischer that IALLT will pay the registration fee this year, and CALICO will pay next year, continuing in alternating years.
o Lauren asked that Harold provide full payment details to her via email.
§ ACTFL
o Harold reported that Iris Myers has resigned as ACTFL co-representative. David will send her a letter of thanks for her service.
o There was some discussion of public acknowledgements of departing Council members at the annual meeting.
o Harold has a replacement for the position in mind.
§ TESOL
o Karima Benremouga will not be able to attend the TESOL conference; Claire Bradin-Siskin will represent IALLT at the conference.
2. Council Positions and Activities
§ Digital Exchange Coordinator job description.
o Peter inquired on the role of other publisher liaisons and their relationship with the Digital Exchange Coordinator. David responded that he intended to leave that flexibility in the position description. He observed that discussion with the publishers will likely continue, and the Digital Exchange Coordinator needs to begin addressing the mechanisms by which materials will be shared. Peter wondered who would serve on the referenced committee.
o Harold expressed comfort with the draft description and suggested that publishers might find the site an incentive to make the digital materials available through us.
o
David will field additional comments in the next few
days and then call an email vote on the position.
3. Publications Update
§ LCDK
o Jack sent a complete draft version to Peter. Peter queried who does the actual conversion work and publishes it? David responded the company in Chicago will publish the print copy and convert the files to pdf for us.
§ Management Manual
o A revised copy of the IP module should be done this week.
§ Monograph series
o Peter reported a draft monograph has been submitted. Given the nature of the content, this monograph may be best served as an online publication. Revision suggestions have been relayed to Kara and she has been encouraged to think about front matter for the web.
§ Website
o David suggested we survey regional group websites periodically to see if the links from the IALLT site are current. Lynne found in her recent look at the sites that they were current.
Andrew left the meeting at 2:03
4.
IALLT 2003
§ Peter has set the Sunday, June 22 meeting for 8:30 - 10:30am.
§ David is receiving confirmations from Council members on attendance.
§ A decision has not yet made on the Henderson Plenary award; two of the three candidates have submitted expanded reviews
5. Election
§ Read reported the Election Committee has received 52 electronic ballots and 15 paper ballots. He expressed his pleasure with the returns given that it was a single candidate slate.
§ The notification process will be that Read will announce the results to the Board, and notify incoming Board members. He will email David with the results so that David can send a congratulatory letter to the supervisors of incoming Board members.
§ The incoming Board will be invited to the Board dinner prior to the conference, and could participate as guests at the Board meeting on June 16.
6. Updating Policy and Procedures Manual
§ Lynne will send a list of items culled from previous meetings to the Board for review.
§ Updates to the tickler list should be sent to Lynne.
§ Lynne noted that IALLT Conference Funding, a possible Monograph and the website emerged as possible discussion topics.
1. Awards
§
Due to the
shortness of time, discussion of awards will recur on the agenda next month.
David reminded the Board of the awards to be considered. Our Policy and
Procedures Manual currently lists: Lifetime Service Award, (airfare, plaque),
President's Award (plaque), IALLT Showcase Award (plaque), Henderson Plenary,
($500, no plaque or certificate), Henderson and Sheppard Memorial Awards ($100,
memorial statement, no plaque or certificate). Additionally, under Conferences, it states that the
conference host and Past President receive plaques.
2. Website Archive
§ David expressed a desire to establish a website archive for critical documents and make a link to these documents from the "IALLT Executive Board Work Area" website. The Board was in favor of the archive.
3. Next Meeting
§ The next meeting will be on April 8 at 11:30 CT.
Meeting adjourned 1:15pm CT
Respectfully Submitted,
Lynne A. Crandall