General Business

• Read extended his thanks to the Council for their participation in the Summer Leadership Meeting. He in particular noted Claire's contributions to the success of the SLM, and recognized the efforts of the Board.
• Lynne circulated the most current list of Board and Council member contact information for review and update. She lamented the SLM Report binders had not arrived as planned, and would be distributed on Monday. Read also noted that the position of executive secretary was once part of the organization, and although we are not presently in need, it is something to keep in mind for reconsideration if workload becomes a factor.
• Claire briefed the Council on meeting logistics.
• Read outlined the agenda and his hopes for the next three days. 

• Lauren noted IALL enjoys good financial health at present. Lauren explained we began using QuickBooks as our accounting program in July 1999.
• She distributed an annual financial report to the Council and detailed the spreadsheet line items.
• Non-member publication fees are from people who are buying our publications but are not members. The "unknown payment" line was due to the business manager transfer from Tom to Lauren and documentation was not available; this line item will not repeat in future budgets. Equipment rental refers to equipment needed for conferences. Only one regional group has requested funds.
• She informed the Council that IALL now maintains four accounts: checking, savings, money market (not indicated in the report) and a Journal checking account. She noted the last Journal expenses came from the general checking account, and not the Journal account due to some bank confusion.
• Lauren also expressed her eagerness that IALL's incorporation and tax exempt status be expedited.

• Lauren noted we are approaching time for a membership drive. She commended Marlene Johnshoy for her assistance with the member database and noted Marlene is working to automate some of the membership renewal tasks.
• Two-year renewal options are forthcoming.
• Claire asked to have a list of commercial members for conference preparation. She will work with Lauren to get the list. Lauren will inform Marlene know that Claire is authorized to access the database for the conference.

• Lauren noted she is receiving feedback that some of our publications are outdated. In particular, Designing the Lab of the Future is so out of date Lauren has removed it from the publications list.
• Lauren is preparing to print mailing labels for the Journal, and noted distribution of extra copies of the Journal directly from printer to appropriate regional and affiliate representatives was particularly important. Lynne noted that in the February BCC Minutes the Board specified 5 copies each to regional group leaders, 10 copies each to CALICO and ACTFL representatives and 5 copies to the TESOL representative.
• Dick would like 10 copies for the NEC. SOCALL and MWALL requested 10 copies.
• Frank is weeding out the inventory. Chris noted he has boxes of FLEAT III proceedings. Chris will send to _____(?).

The Council lauded Lauren for her work on the accounts. Bruce asked if a pie chart or graph could be generated in the future to show graphically how money is allocated. Lynne asked if in next year's report we could have some annual comparisons to identify trends. Lauren responded that as the data is accessible in QuickBooks, both of those requests are possible.

Appointments to the Council

1. History

• Read explained that when he became President of IALL, he undertook a review of the historical documents of the organization to see how positions evolved and to gain perspective on the role and process. He briefly explained who is appointed to Council positions, and why the positions exist.

2. Pending and Present Council Vacancies and Recent Appointments

• Read brought the Council up-to-date on several positions.
• Distributions Coordinator - Frank is considering stepping down from his role in the next year or so, and would like to ensure a smooth transfer of operations.
• Lab Design Kit Editor position is vacant.
• Bruce noted some of the preparation that went into the NERALLD meeting might be applicable.
• David pointed out the Design Kit can be updated piecemeal.
• Ed Dente noted the Membership Coordinator position may become vacant and wanted to give the Council notice of this possibility.
• Lab Management Manual editor is Kathleen Ford.
• In discussing open positions, the question arose as to whether one person should undertake two responsibilities. Read voiced his general opposition to assigning too many responsibilities to a single person, and further hoped to be able involve more people in the leadership of the organization through Council work.

Lynne reviewed past Board and SLM minutes, the Constitution, By-Laws and Policies and Procedures Manual, as well as awards documentation compiled by Patty Lamb to determine the origin and process of the awards IALL gives, as well as prior recipients. The text of the report follows, with commentary from the Council included [italics and brackets].

IALL Awards

• Awards are presented during the opening session of the conference.
• Awards include the Lifetime Service Award, President's Award, Henderson Award, Sheppard Award, the Best Video Tour Award and other individual awards proposed by the President and approved by the Board (outgoing Journal editor, completed publications' editors, etc.).

A lifetime achievement award created to recognize a major contribution to the organization over a significant period of time.

• Recipient is nominated by the President.
• Board discusses and votes on nomination.
• President writes a notification letter inviting awardee to attend the conference to receive the award.
• Registration fee is covered by IALL.
• Airfare is covered at advanced purchased coach fares (no last-minute rates!).
• A plaque will be presented to the recipient.

An optional award to be given to someone who has been especially valuable during the term of the President.

• The President selects someone who has provided special support and assistance to the president.
• Board discusses and approves nomination.
• Award remains confidential until announcement at the conference.
• The President will find a way to ensure the awardee's attendance.
• There is no travel stipend for this award. [should a stipend be awarded?]
• A plaque will be presented to the recipient.

Award to be presented to the lab or center submitting a motion video segment which provides the clearest information and which is most appropriate for its purpose, whether it be for training, student orientation, or to introduce the facility.

• The LabTours Coordinator will post a competition announcement on the IALL website and on LLTI.
• Submissions will be reviewed by a committee, including the Lab Tours Coordinator, to select the top tour or segment.
• The winner will be announced at the biennial conference.
• The winning institution will receive a plaque.

 Henderson Plenary

Given in Robert Henderson's memory, this honor is intended to reward the best presentation and corresponding article at the biennial conference.

• Conference proposals are invited by the Program Committee Chair.
• The Program Committee identifies the best proposals (no more than five) from the general conference submissions for Henderson Plenary Review.
• The Board:
• notifies potential Henderson Plenary presenters their conference proposal has been accepted, and is under consideration for the Henderson Plenary.
• requests the presenter to submit a Journal-style expanded abstract based on their presentation for review
• The Program Committee and Journal Editor reads the papers to select the best one.
• The Program Committee:
• notifies the proposer with the best paper they will offer the Henderson Plenary address
• urges the presenter NOT to read the paper, but to make a presentation based on the paper.
• The others are thanked and informed they have been selected to present on the regular
  conference program. [These presentations will be identified in the program as a Henderson finalist. ]
• The Journal Editor will notify presenters of either:
• automatic selection for the Journal, or
• extend an invitation to resubmit the article to the Journal with suggested modifications.
• The Henderson Plenary presenter will be awarded $500.

First awarded during FLEAT III at the University of Victoria, the Henderson and Sheppard Memorial awards were conceived in memory of Robert Henderson and Marie Sheppard, beloved members of IALL. Bob was a president of IALL and Marie was a Journal editor. The awards are to be given at the biennial conference to two IALL members.

• Recipients are recommended by the Council and selected by the Board.
• The awards are intended to reward relatively youthful or new IALL members who show promise as new leaders for IALL. These individuals may have become involved at the regional or international levels, or have made valuable contributions to the Journal.
• These awards are for potential rather than past action.
• Each award is for $100.

 ACTFL Technology Award/ Houghton/Mifflin Technology Award with IALL

• The award will be called the Houghton/Mifflin Technology Award in conjunction with IALL.
• The Program Chair will chair the award committee and will send out an announcement to LLTI when it is time to make nominations for the award.
• The criteria for judging the award would be set by an IALL committee.
• Ideally, two awards would be given, one for a K-12 entry and one for a university entry. The minimum award amount traditionally given by ACTFL is $500, plus an engraved plaque.

 Unadopted Award Suggestions

 Other types of awards that have been suggested over the past decade include:

• Outstanding media-based application
• Best article on language lab use
• Best dissertation on technology and language learning/teaching
• 20 year pins or an award for length of membership but was rejected because of uncertainty in membership records and complications of non-continuous membership, etc.
• an award for members who do a lot of work behind the scenes but are seldom recognized for their contributions to the organization. [this idea was deemed to still have a lot of merit]
• recognize how long people have been members at conferences [add first time and long-time information on registration forms] 

• Lynne praised the Council on the quality of their reports. She noted her overall satisfaction with the submission process, and indicated she would like to repeat the reporting structure next year. Read further explained that we would like to have the reports submitted farther in advance, perhaps with a due date a month before the meeting so the reports could be compiled and distributed to Council for review well in advance of the meeting.

Rachel Saury and Samantha Earp joined the Council at 11am.

• Jan reviewed the work of the Journal staff for the past year (in addition to the information found in the SLM Reports). She noted the current Journal issue is at the printer. She noted that many changes have been implemented in the past year. Rachel is training a student to assist with layout. Banking practices are organized. They plan to publish next issue in Oct-Nov; thus, the article deadline will be July 15.
• There was some discussion of what year the next Journal Volume would be published under. It was decided Journal Volume 32 will have a print year of 2000.
• Samantha has organized intake of manuscripts and their subsequent farming out for review. She is busy putting reviews in a form palatable to authors. Samantha is trying to regularize a schedule of when reviewers can expect articles. Reviewers currently receive Acrobat files, but she plans to move to an online environment for reviews to provide more efficient feedback. She noted she is still working with a backlog and is addressing quality issues. Additionally, they are trying to regularize the format submissions come in. Authors know it is a refereed journal and reviewer names are not listed to protect the integrity of the process.
• Jan urged the Council to submit articles for the Journal, from the nuts and bolts of what you do and how you make it work to your relationship with IALL, in Lab Notes form or full articles. Jan expounded, "This is the leadership, and one of the principle ways the membership can hear from you is in print."
• The Council noted upcoming conference information needs to run in the next Journal issue.
• Columns
• Columnists needed
• LLTI column has been vacant since David assumed his Board role. David explained the LLTI column is processing, re-structuring and synthesizing information presented on LLTI.
• secondary schools column
• satellite
• a digital issues column was suggested
• Jan happily informed the Council Ursula Williams has joined the Journal Staff to provide columnist support.

• Read explained the "working group" structure. Four groups were assembled:
  Electronic Publications: David (lead), Jan (co-lead),Ron, Ed
  Member Benefits: Chris (lead), Lauren (co-lead) Karima, LeeAnn, Rachel
  New Initiatives: Bruce (lead) Monika (co-lead), Kathy, Claire
  Legal Documents: Lynne (lead), MaryBeth, Samantha, Dick
• The leader of each group was given a charge. The groups were to address as many of the issues as possible, coming up with concrete suggestions for each possibility. Late in the afternoon groups would reconvene to present their initial ideas to the full Council for feedback. Further refinement would be possible during the Monday afternoon working group session, again with feedback from the Council as the summative afternoon action. Final presentation of motions and voting to occur in the Tuesday morning session. Read's role was to move from group to group to provide immediate feedback and monitor the process.
• Before breaking into working groups, the full Council held a brainstorming session on the issues:
• Lauren suggested considering creation of up-to-date pedagogical materials
• DK & LMM modules
• Rachel suggested contracts with suppliers, vendors
• Chris suggested cycling updates on LMM and DK modules rather than entire works
• Bruce suggested a DK module on writing specifications based on functionality and a second module on student employees; discussed function of modules with respect to accessibility of information and usefulness for members as well to draw new people in
• Samantha advocacy for language technologists
• Moni suggested including a section on strategic planning
• Claire supported giving away as much as possible from the web to encourage expanded membership and interest. She also urged including models.
• Read suggested a "lab of the month" feature at the website

• Lauren noted the conference theme has a lot to do with encouraging K-12 participation.
• Karima noted she also conducts workshops for the Intermediate School District, and at FL meetings
• Lynne observed the ability to award Continuing Education credits was also a draw. It was noted that Lisa Frumkes has looked into awarding CE credits.

At that point the working groups dispersed to reconvene at 3:30pm.

Ed Dente joined the Electronic Publications working group.

Working Group Presentations

• The Legal Documents group summarized their discussion about the ongoing process of attaining non-profit and tax-exempt status for the organization. It was noted this process has been under discussion or action for nearly ten years. Claire stated our status was relevant to charges she will incur for the IALL 2001. The group recommended IALL secure an attorney specializing in non-profits in Wisconsin to draft and complete the work.
• MOTION: Chris moved:
  To expedite our nonprofit and tax-exempt status, IALL will hire a lawyer or organization to complete the process by the end of Summer 2000.
• ACTION: Lauren seconded the motion; Lynne called the question. The motion passed unanimously.
• Read will proceed with this action. Read will also inform Nina and thank the Yale Law Clinic for their efforts on IALL's behalf.

• The group then presented their first draft of the mission statement. Council comments were formative, and the group garnered what it needed to revise accordingly.

• The Member Benefits group focused considerable attention on the website, with the intention of making it more interactive. It was their belief a web committee was needed to accomplish this task. They determined there should be both public and member areas, as well as a private space for the Board to conduct its work. They suggested a retaining the services of a professional web designer to establish the interface.
• Sections that could be included are a consulting section, a FAQ section, publications, and news and notes combined with job listings.
• Lynne noted it must be maintainable by someone within the organization.
• Jan stated a web committee already exists; the working group suggests that committee be expanded.
• The members-only area would include the membership database and full articles from the Journal.
• The public area could include workshop announcements, Journal abstracts and job postings.

• The group also spent considerable time on workshops that would 1) benefit the membership and 2) be of interest to the field at large, thus encouraging new members.
• Workshop suggestions included best practices workshops, designing language centers, management of language centers, strategic planning, fundraising/grant writing, and intellectual property issues.
• While design and management of centers are current workshop offerings, there is not a constant curriculum established. It is the hope of the group that a curricular package could be created, that could then be used by anyone giving the workshop to provide consistency in IALL offerings.
• Workshops could occur pre- or -post IALL conferences, as well as at other locations through the year. Interest also exists in Training the Trainer types of sessions, to regionally expand IALL's workshop offerings.
• IALL members who wanted to attend would receive reduced rate; non-members would pay higher rates which would include membership.

• The group asserted IALL's need to have a K-12 Council position to represent the needs of that community. This individual could be responsible for arranging for CE credits for conferences, represent the organization at K-12 meetings such as New Visions, work with regional groups and affiliate representatives as a consultant, and serve as a Journal columnist.

• The group stated the importance of having a professional brochure created for conference and meeting distribution. A tie should exist between the look of the brochure and other IALL publications and electronic materials

• Bruce explained a consultants directory would enable three things:
• facilitate the sharing of information by providing a venue for those willing to consult to indicate the areas in which they wished to provide consultation
• provide potential consultants with information on the expectations of consultants as well as a standardized input mechanism
• provide those needing consultation with a place to determine the individuals available for consulting and their geographic locations
• The group suggested establishing the consultants listing on the IALL webpage. Potential consultants would go to the members-only area to submit qualifications; service users would access the public area for the consultants list
• There was some discussion regarding the need to indicate IALL was not recommending any of the consultants, nor would they be establishing consultants' credentials.

• Initial thoughts on the IALL Survey were presented. Questions addressed included how the data would be used, survey structure and confidentiality issues. General concesus of the Council was that confidentiality issues were of paramount importance.

• The Journal Table of Contents should be available on the web to the public. It was determined this could be handled with relative ease by Rachel sending the TOC to Bruno after the Journal issue has been set.
• A simplified IP form will be available on the web for authors to access. Marc Boots-Ebenfield will handle the database management of IP requests and responses.

• The question re-surfaced as to whether the DK and LMM should be available to members-only or to the public-at-large as a service to the field. A minimal public web presence should include abstracts and samples. The Council believed a print version should be available and favored availability of the print version at cost to members and for a substantially higher fee for non-members.
• The desire to continue the modular format of both publications was confirmed. It is urgent we identify a DK editor, and plan to have revisions of both the DK and the LMM available by IALL 2001. Supporting video could exist on the web or in a companion CD.

• Rename Video Tours the Video Showcase
• Encourage submissions in digital format or tape
• Call should indicate broad possibilities

• Recommend special recognition for Otmar for his fine work on LLTI

• Adopt Mikel's recommendation to open up the submissions and reviews to the public, if necessary with a gatekeeper

• Inaugurate Lab of the Month links, highlighting a different location, or different focus each month
• could be coordinated by Bruno
• All regional groups should have a website the IALL homepage links to

 Meeting Adjourned at 5:42pm CT

 Respectfully Submitted by Lynne Crandall