Summer Leadership Meeting
Rice University, Houston, Texas
Tuesday May 23, 2000

1. Working Group Charge

• Read reminded the Council of the focus for the morning session: working groups are to prepare motions for a vote by the Council, to be followed by the discussion and voting process. He further admonished the Council that as motions were drafted, to bear in mind current policices and procedures as well as individuals currently working on related initiatives.
• The Council then divided into the four prior working groups for a 45-minute work final session.

2. Motions
   Upon reconvening at 9:30am, it was determined 18 motions were to be presented for action. Ninety minutes were allocated. Read determined motions would be presented one at a time in a round robin fashion, with approximately six minutes allocated to each motion.

• IALL Web Site

• MOTION
  Representing Member Benefits, Lauren moved:
  IALL will review and revise the web site for content and function, including establishing a public area, a members-only area, additional web committee members and other proposals and guidelines as suggested by the SLM 2000 working groups.
• ACTION
  The motion was seconded by Rachel. The motion passed unanimously.

• Web Editor

• MOTION
  Representing Electronic Publications, Jan moved:
  IALL will create a new Council position for a web editor who will coordinate the content of the IALL website in cooperation with the webmaster, reporting to the President-Elect.
• ACTION
  Chris seconded the motion. The motion passed unanimously.

• Mission Statement

• MOTION
  Representing the Legal Documents group, Lynne moved:
  The IALL mission statement shall be:
  IALL is a professional organization whose members provide leadership in the development, integration, evaluation and management of instructional technology for the teaching and learning of language, literature and culture. Its strong sense of community promotes the sharing of expertise in a variety of educational contexts.
• ACTION
  The motion was seconded by Dick. The motion passed unanimously.

• Consulting Services

• MOTION
  Representing New Initiatives, Bruce moved:
  IALL shall create two types of pages at the IALL web site for consulting services. One type will reside in the public area for people seeking consulting services and one will be accessible in the members-only area, with guidelines and a sign-up mechanism for interested member-consultants. An IALL member will serve as a Consulting Services Coordinator and will be responsible for the content on these pages. The Consulting Services Coordinator will coordinate with the Web Committee.

• The motion was seconded by Ron.

• DISCUSSION

• Legal ramifications were explored in relation to the reporting lines for this position. Chris moved to amend the motion with the following change:
  The Consulting Services Coordinator will report to the President and coordinate with the Web Committee.

• Samantha seconded the motion to amend. Bruce accepted the amendment.

• The revised motion states:
  IALL shall create two types of pages at the IALL web site for consulting services. One type will reside in the public area for people seeking consulting services and one will be accessible in the members-only area, with guidelines and a sign-up mechanism for interested member-consultants. An IALL member will serve as a Consulting Services Coordinator and will be responsible for the content on these pages. The Consulting Services Coordinator will report to the President and coordinate with the Web Committee.

• ACTION
  The question was called. The motion passed unanimously.

• Design Kit and Lab Management Manual

• MOTION
  Representing Electronic Publications, Jan moved:
  The Lab Design Kit and the Lab Management Manual will be made available on the members-only partition of the IALL website. Editors of the manuals work with the President-Elect to update the modules on an ongoing basis and to publish them on the web, reprinting a paper version every two years to be available at the biennial IALL conference.

• Ed Dente seconded the motion.

• DISCUSSION

• The question was raised as to IALL's intent to publish these as CD-ROM publications. It was suggested the wording be changed to include "Other forms of publication will also be explored." This suggestion was not moved.
• Ron moved the wording be changed from "reprinting" to "printing" and from "work with" to "report to."

• Rachel seconded the motion. Jan accepted the amendments.

• LeeAnn expressed concern regarding updating the manuals every two years. Jan explained this was addressed in the statement "update the modules on an ongoing basis" in that parts of either manual were likely to be under revision at any point in time, of which the most current versions would be printed every two years.

• The revised motion shall be:
  The Lab Design Kit and the Lab Management Manual will be made available on the members-only partition of the IALL website. Editors of the Manuals report to the President-Elect to update the modules on an ongoing basis and to publish them on the web, printing a paper version every two years to be available at the biennial IALL conference.
• ACTION
  The question was called. The motion passed unanimously.

• Pathway to Language Materials and Gateway to Language Materials

• MOTION
  Representing Member Benefits, Lauren moved:
  IALL will include within the software database access for creators of original instructional materials to input information about online instructional materials consistent with the Pathway to Language Materials initiative and the Gateway to Educational Materials.

• Jan seconded the motion.

• DISCUSSION

• It was suggested the wording be changed from "software database" to "FLDB site."
• Chris moved to amend the motion as "IALL will include at the FLDB site links for creators of original instructional materials to input information about online instructional materials consistent with the Pathway to Language Materials initiative and the Gateway to Educational Materials." Additionally, as this will target individuals who have created materials, it was suggested "individual teachers" replace "creators of original instructional materials."

• Samantha seconded the amendment; Lauren accepted the amendment.

• Further discussion ensued about what would be located at the site -- a mechanism for metatagging, or links to another site? Will teacher materials be mixed with commercial materials?

• MOTION
  Read moved:
  The motion "IALL will include at the FLDB site links for individual teachers to input information about online instructional materials consistent with the Pathway to Language Materials initiative and the Gateway to Educational Materials initiative," be tabled for clarification and refinement.
• ACTION
  Chris seconded the motion. Ron called the question. The motion passed unanimously.
• MOTION
  Chris then moved:
  IALL will work with the Pathway to Language Materials initiative to find ways IALL can provide benefits to the field.
• ACTION
  LeeAnn seconded the motion; Jan called the question. The motion passed unanimously.

• Board and Council Job Descriptions

• MOTION:
  Representing the Legal Documents group, Lynne moved:
  IALL shall authorize the Legal Documents working group to solicit job responsibility descriptions from each Council member. The descriptions will be submitted to the Board for review and approval.

• Jan seconded the motion.

• DISCUSSION

• Ed inquired whether the Board should solicit the job descriptions. It was decided since the Council was authorizing the action, the Legal Documents group could proceed.

• ACTION
  The question was called. The motion passed unaninously.

• Lab Mangement Manual Expansion

• MOTION:
  Representing Electronic Publications, Jan moved:
  IALL shall expand the Lab Management Manual to include modules on Strategic Planning and Managing Student Staff.
• ACTION
  Samantha seconded the motion; Ron called the question. The motion passed unanimously.

• Outreach Workshops

• MOTION:
  Representing Member Benefits, Lauren moved:
  IALL will establish outreach workshops. Workshop committees will be convened by the Programs Director at IALL 2001 to establish the content and design of these workshops, starting with lab management, lab design and one new topic to be determined by the Council.

• Ron seconded the motion.

• DISCUSSION:

• As the Programs Director is the reporting line that should be stated in the motion. The question arose, are the committees in place?
• Although the Lab Management and Lab Design workshops have been offered in the past, unified training materials, and "training the trainer" sessions have not been developed, and the third workshop must be decided.
• The Council discussed the three possible workshop additions: strategic planning, intellectual property and funding sources-grant writing. Voting commenced for the workshop topic, and after an even split first round, the second round found funding resources-grantwriting to have a slight margin of victory with 6 votes garnered with the other topics each having five.

• Lynne moved to amend the motion as follows:
  IALL will establish outreach workshops. Workshop committees will be convened by the Programs Director at IALL 2001 to establish the content and design of these workshops, starting with Lab Management, Lab Design and Funding Sources-Introduction to Grant Writing for Language Technology Projects. Committees will report to the Programs Director.

• Ron seconded and Lauren accepted the amendment.

• ACTION
  Ron called the question. The revised motion passed unanimously.

• Survey

• MOTION:
  Representing New Initiatives, Bruce moved:
  Recognizing the need for up-to-date information about IALL members and non-members in the field, we propose to conduct a web-based survey which includes individuals in the profession and target institutions.
  Monika Dressler (Univ of Michigan) will be in charge of development, testing and implementation of the survey, reporting directly to the IALL President at each critical stage. Formulation and compilation of survey items will commence immediately, by a working committee composed of IALL members who have already expressed interest in the project.
  TIME LINE
  Alpha testing by interested members of the Board and Council will commence no later than September 1, 2000. Beta testing will be conducted in September/October, with 10-15 volunteers recruited via LLTI. Target distribution of the invitation to participate in the final survey will occur in November 2000, with results collected through January 2001. Presentation of survey data will be proposed as a session at IALL 2001.
  We recognize the advantage of maintaining the results in a searchable database, as well as the desirability of comparative analyses with prior surveys. However, the paramount concern is that a useful survey be implemented, with a minimum goal of a snapshot profile of the profession.
  SECURITY
  The committee will place security of the survey tool and confidentiality of sensitive personal
  information as its highest priorities.
  INCENTIVES
  We further move that IALL offer and fund the following incentives to survey respondents, in a drawing entered after completing the survey:
  two renewal memberships for existing members
  two new IALL memberships to non members
  Grand Prize: one IALL 2001 registration

• Jan seconded the motion.

• DISCUSSION

• Bruce and Monika briefly summarized: the survey will be web-based, with Monika spearheading efforts. She will regularly report to Read. Alpha testing of the survey instrument will be conducted with the Council and beta testing to limited others. Results will be reported at the conference. Based on prior Council discussion, security and confidentiality are the highest priorities; incentives of some kind will be provided.
• Lynne expressed concern regarding the length of the motion, and observed it is actually a workplan abstract. Further, it is Read's perogative to appoint Council members and initiative leaders, so the motion should not include that specificity.

• Lynne moved to amend the motion as follows:
  Recognizing the need for up-to-date information about IALL members and non-members in the field, IALL will conduct a web-based survey which includes individuals in the profession and target institutions, to be completed by February 1, 2001, with reports to the President at each critical stage.

• Ron seconded and Bruce accepted the amendment.

• ACTION
  Ron called the question. The revised motion passed unanimously.

• IALL Showcase

• MOTION:
  Representing Electronic Publications Jan moved:
  We propose to broaden the scope of the lab video tours to include lab or facilities tours, training, promotion, and project documentaries. We propose to rename the lab tours IALL Showcase. Video submissions, either analog or digital, will be evaluated on their design, implementation, and integration.

• Ed Dente seconded.

• DISCUSSION

• The format and medium of submission was discussed. The Committee confirmed its intent that motion video, regardless of format or medium, was the objective.
• The question of how do you compare a lab tour to training materials was raised. The Committee explained that "evaluated on their design, implementation, and integration" was the focus of evaluation.
• Bruce suggested Showcase was a significant enough term, and not necessarily tied to medium.
• Dick noted that in the past submissions were not necessarily tours and the method of presentation which best represented the content was selected to receive the award.
• Ed observed the delivery platform should be complimentary to the medium.

• Lynne moved to addend the motion to include:
  The Lab Tours Video Award will be renamed as the IALL Showcase Award.

• Chris seconded the motion; Jan accepted the addendum.

• The REVISED MOTION is:
  IALL shall broaden the scope of the lab video tours to include lab or facilities tours, training, promotion, and project documentaries. We propose to rename the lab tours IALL Showcase. Video submissions, either analog or digital, will be evaluated on their design, implementation, and integration. The Lab Tours Video Award will be renamed as the IALL Showcase Award.
• ACTION
  Bruce called the question; the motion passed unanimously.

• K-12 Council Position

• MOTION
  Representing Member Benefits, Lauren moved:
  IALL will establish a K-12 Council position to demonstrate our committment to the K-12 community. This Council member reports to the President.
• ACTION
  Ed seconded the motion; LeeAnn called the question. The motion passed unanimously.

• IALL Publicity Council Position

• MOTION
  Representing Member Benefits, Lauren moved:
  IALL will establish a Council position focused on IALL publicity. This Council member reports to the Programs Director.

• MaryBeth seconded the motion.

• DISCUSSION

• While not arguing against the position, Lynne urged the Council to consider the optimal size of the body.

• ACTION
  The question was called. The motion passed unanimously.

• Commendation for Otmar Foelsche

• MOTION
  Representing Electronic Publications Jan moved:
  IALL will adopt a Board and Council resolution commending Otmar Foelsche for his exemplary work with the LLTI listserv.
• ACTION
  David seconded the motion; Lauren called the question. The motion passed unanimously.

• IALL Brochure

• MOTION Representing Member Benefits Lauren moved:
  IALL will have a brochure professionally designed and created by the end of Summer 2000.

• Kathy seconded the motion

• DISCUSSION

• The new Publicity Council position will be responsible for execution.

• ACTION
  Rachel called the question. The motion passed unanimously.

• Booth Attendant Funding

• MOTION
  Representing Member Benefits Lauren moved:
  IALL will provide funding for a booth attendant at affiliate conferences. in the amount of $150 per day, or $75 per half day. This person will be selected and trained by the affiliate representative.

• Rachel seconded the motion

• DISCUSSION

• LeeAnn expressed that non-members might be drawn into membership through booth responsibility.
• Chris noted the affiliate representative and other IALL volunteers might still be available to spend some time at the booth.
• Numerous concerns were expressed regarding how much to pay the individual, who the individual would be, and the process we would go through to identify and hire.
• Read suggested we table, or amend the motion as there were many general concerns regarding
• Lynne noted our choices were to vote the motion, amend the motion or table.

• ACTION
  The question was called. The motion failed.
• MOTION:
  LeeAnn moved
  The IALL Council recognizes the need to provide additional assistance to affiliate representatives and proposes that funding be provided for a booth attendant at affiliate conferences. This person will be selected and trained by the affiliate representative. Details will be arranged by the Board by August 2000.
• ACTION
  Chris seconded the motion; the question was called. The motion passed unanimously.

• Policies and Procedures Manual

• MOTION
  Representing Legal Documents Lynne moved:
  The Legal Documents working group will continue the Policies and Procedures Manual review and revision, and submit final recomendations to the Board by February 1, 2001.

• Bruce seconded the motion.

• DISCUSSION

• The question arose why this would take so long. Lynne explained that it may take that long to solicit job descriptions and put them into form for review by the Board.

• ACTION
  Ed called the question. The motion passed unanimously.

• Electronic Publication of Past Journal Articles

• MOTION
  Representing Electronic Publications, Jan moved:
  We propose re-publishing selected IALL Journal articles to the public partition of the IALL website, excluding the current Volume and we propose that the first four articles be posted on the web by July 1, 2000.

• Ed seconded the motion.

• DISCUSSION

• Clarification was provided that electronic re-publication would be conducted by Volume, not Issue.

• ACTION
  Kathy called the question. The motion passed unanimously.

• Non-Member FLDB Contributions

• MOTION
  Representing Electronic Publications, David moved:
  IALL will allow non-members to contribute reviews to the IALL Foreign Language Database.
• ACTION
  Samantha seconded the motion; MaryBeth called the question. The motion passed unanimously.