May 1, 2000

IALL Board Meeting

May 1, 2000

Routine Business

• Lauren is working on the financial reports for the SLM.

• Jan reported the Journal should be sent to the printer by the end of the week. She will discuss publication of the Membership Directory with Rachel after the current Journal is published. The next Journal copy deadline is July15. Jan will confirm arrangements for shipping extra issues to Frank. She stated the Journal needs some new articles.

Old Business

• Discussion
• Nina reported she passed the suggested revisions onto the Yale law student. He indicated most of the changes we raised were possible, but needed to confirm others with his professor. Nina will follow up. Nina noted that obtaining the EIN is part of the process. She is not sure whether our old number will continue to be effective or whether we will receive a new number.
• Discussion turned to the structure of the proposed documents and their comparison to our current organizational documents. There will be only one set of Bylaws. The question of whether we fold our current Constitution or Bylaws into the Articles of Incorporation was discussed. Nina expressed the difficulty, but not impossibility, of altering the Articles of Incorporation after they have been adopted. As the Constitution is general and deals with the broad issues of our organization, it could be part of the Articles of Incorporation. The Bylaws, however, are more operational in nature, and we need the flexibility to be able to act and respond to changes in the future. Thus, the Bylaws should not be part of the Articles of Incorporation. Chris wondered how long will it take us to get out a paper vote and obtain the returns to ratify the new organizational documents.
• Read reiterated his willingness to join Nina in meeting with the law student. Nina will inquire if meeting with Read would help expedite the process.

• Lauren received 4 requests for support, and three more are expected.
• Lauren will give requests to Read to examine. Read will email a summary of the requests and proposed awards to the Board for comment.
• Chris reported he spoke with the SONY representative at the NorthEast Conference, who was unaware of any IALL proposals seeking funds for FLEAT travel support. She further indicated as the conference was in Japan, this would likely be a SONY-Japan issue.
• Chris will send Rachel an email relating his conversation with the SONY representative.

• Discussion
• Nearly 20 Council members are expected to attend the SLM. Chris will email the Board and Council to remind them to register at Claire's site.
• Agenda
• General comments
  There was considerable discussion of the structure and ability to execute the agenda in the time available. Read explained the first morning is reserved for standard business issues and to receive and approve Council reports. He plans to hold a brief discussion of issues with the full Council, then break into working groups. A Board member will be assigned to each group. Jan suggested we establish a procedure to keep the groups on task. Read responded each group would receive written guidelines. Jan suggested the full Council reconvene after an hour to provide feedback for the working groups. Lauren suggested each group should be assigned a leader with desired outcomes specified. Board members will fill that role. Read plans to float among the groups to answer questions and help keep the groups on task.
• Discussion Topics
  After reviewing the many discussion group topics, and discussing whether it was realistic to have the large number of working groups complete the tasks at hand, it was determined to revise the topic groupings. Leaders were also assigned.
• Electronic Publications (David and Jan will lead)
• Current Paper Publications

0. Journal
1. LMM/Design Kits
2. Other

• Video tours (video and CD)
• Current Electronic Publication

0. LLTI
1. Software Database
2. Web Page

• Member Benefits and Affiliations (Chris and Lauren)
• IALL Membership Benefits (should we make suggestions for a Journal Article on member benefits an SLM tip of the day activity?)

1. Current benefits (list/define)
2. New benefits (propose)
3. Scholarships
4. Workshops
5. Publications

• Affiliations (should we also discuss how we want to respond to new solicitations?)

1. Develop or revise publicity information
2. Current affiliates
3. FLEAT/LLA
4. CercleS
5. HM/ACTFL/IALL Workshops
6. Language Resources Portal
7. LLT Journal

• IALL Survey and Consulting Database (Bruce Parkhurst invited to lead)
• Official Documents (Lynne and Nina)

0. Mission Statement (We will detail review and needs analysis as full Council and amend as a working group task)
1. Policies and Procedures Manual
2. Tax Exempt Status and the Resulting ByLaws Changes

• Dinner Monday evening will be provided at IALL's expense.

• IP Committee Progress (David)
  David has spoken with Marc several times, and circulated a draft of the IP release to the Board. The draft is very thorough, and also quite complex. There was concern it might overwhelm potential authors. The Board asked David to discuss simplification with Marc and report back.

Respectfully Submitted by Lynne Crandall 

May 21, 2000 (Summer Leadership Meeting)

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 

May 22, 2000 (Summer Leadership Meeting)

Summer Leadership Meeting
May 22, 2000
Rice University, Houston, Texas

Morning Session

Present: Balko, Barth, Bartlett, Benremouga, Crandall, Dente, Dressler, Gilgen, Hanneson, Higgins, Kuettner, Marston, Pankratz, Parkhurst, Rosen, Saury, Stone
Guests: Dr. Maria-Regina Kecht, Dr. Inge DiBella, Eric Grandquist, Henny Halliburton

IALL 2001 Planning

• Claire Bartlett opened the meeting with an introduction to the Rice staff. The Council was pleased to make the acquaintance of Dr. Maria-Regina Kecht, Director of the Center for the Study of Languages, Dr. Inge DiBella, Language Technology Consultant, Eric Grandquist, System Analyst, and Henny Halliburton, Coordinator. She gave information about the student population at Rice, comprised of approximately 2500 undergraduate students and 1800 graduate students.
• Dr. Maria-Regina Kecht welcomed the Council and provided background information on Rice University, the study of languages at Rice, and the new construction and initiatives being undertaken on campus.
• Dr. Inge DiBella presented two draft web designs for information and registration. The Council provided her with feedback and thanked her for her efforts.
• There was discussion of database compatibility between Rice and IALL. Rice uses Access and Sequel while IALL uses FileMaker Pro. Portability of data will need to be addressed.

• Chris distributed and explained the final accounting statement of IALL '99, as preparation for IALL 2001 budget discussions.
• Claire presented preliminary budget expectations, with an estimated budget of $85,000. She noted expenses assume 400 participants. Her figures were based on analysis of IALL '97 and IALL '99 figures.
• She estimated registration fees to run $185 for members and $155 for K-12 participants.
• Workshop fees are estimated at $50 for a half day session, $100 for a full day session and $150 for a two-day session.
• Discussion of workshop fees ensued.
• LeeAnn was particularly concerned about charging for the service workshops IALL sponsors. She noted at IALL '97, when no fees were charged, attendance at the service workshops was 75-100 participants; at IALL '99 where fees were charged and advance registration was required, there were only 25 participants.
• Chris expressed his opposition to not charging for workshops and described his experience at the University of Maryland, noting workshop facilities and equipment were expenses that had to be recovered.
• David commented the commitment involved in registering and paying for a workshop ensured stable participation. He suggested IALL's service sessions might be offered a very reduced fee; since facilities are inexpensive for the servcice workshops we should charge less accordingly.
• MaryBeth suggested there be no charges for the service workshops.
• Workshop charges, particularly the service workshops sponsored by IALL, should be revisited before a final amount is established.
• Accomodations
• The Warwick has reserved 50 rooms at a conference price of $102 per room, for a regular room with either two double beds or one king-size bed.
• Transportation costs were next discussed. Shuttle service between the Warwick and Rice University will not be free.
• The residential colleges (dormitories) on campus will cost $40 per room. Room configurations differ from college to college, and it is not yet known which rooms will be available. Claire has reserved 125 rooms for the conference.
• Meals
• Residential college meal costs will be: breakfast - $6.50, lunch - $7.50, dinner $9.50
• Box lunches will also be available.
• Lauren asked whether provision could be made for people not staying on campus to purchase a lunch-only meal plan.
• Facilities
• Computer labs will seat 15-25 people; rooms will be assigned per capabilities needed and the number of registrants
• The Grand Hall in the Student Center will be the exhibit hall.
• Events
• Claire has been exploring numerous events, both for registrants and their families. Ideas include:
• Tuesday evening theatre or concert
• Wednesday Local Lab Tour
• Wednesday evening reception (7pm) and banquet (8pm)
• Thursday evening 5-11pm trip to Galveston
• Friday afternoon trip to NASA and Kemah, as well as evening possibilities at Astroworld or a baseball game
• Texas barbecue, in the courtyard garden

• Deadlines
• As Soon as Possible: Release conference announcement via email
• Lauren will cull an email list of the membership for Claire.
• August 1, 2000: Announce Call for Presentations
• October 1, 2000: Proposals due (deadline might be extended to October 20)
• November 1, 2000: Print Announcement of Conference
• December 1: Program committee concludes deliberations followed immediately by notification and confirmation
• January, 2001: Program available via the web

• SOCALL plans not to hold an annual conference as IALL will be in that region and they wish to provide substantial assistance to Claire. However, they are concerned about losing the flavor and momentum of their annual conference by the hiatus. SOCALL will sponsor several scholarships for people who wish to attend but need extra funds.
• Following discussion regarding SOCALL's concerns, it was determined SOCALL could be guaranteed 10 slots for SOCALL presenters.
• The program could identify SOCALL offerings.
• SOCALL could assist in staffing the registration booth.
• As the sessions would be SOCALL sessions, SOCALL would select. It was determined there should be agreement between IALL and SOCALL on selection criteria. Jan had several individuals in mind who could work on selection procedures.

Adjourned for lunch at 12:32pm.

Afternoon Session

General Business

Read solicited the Council's opinion on moving up the Tuesday starting time to 8:30am. The Council was amenable. He informed the Council that following lunch on Tuesday, we would conclude our meeting in Baker Hall, where lunch would be served, rather than returning to Rayzor Hall.

Lynne distributed the SLM Report binders, and briefly described their contents.

• Consulting Services
  Bruce presented further detail on the possible contents of the consulting services page.

• Responsible Person: to be officially recommended Nov 1, 2000, and would start Dec. 2000.

• Recruit an IALL member to function as the Consulting Services Coordinator, who would review the consultants contact, biography and short paragraph abut special area of expertise, have one exchange with a prospective consultant, and forward the new posting to the webmaster.

• The Consulting Services Coordinator would be able forward changes to the consultant services pages directly to the webmaster. The Coordinator can refer more complex questions to the Board as needed, and would report to the Web Editor of IALL on changes befores they are implemented.

• the PUBLIC page

• Survey
  Monika presented further detail on the survey.
• ongoing ability to update the database is important, but this ability should not interfere with creation and execution of the discrete survey
• snapshot portion should be conducted every two years
• Chris expressed concern about the anonymity of the data if a user id is associated with the data
• general consensus is that anonymity is more valuable than update-ability
• when the survey is being conducted, there will be a limited time the database is open for new data collection
• possibility exists for a second round of data collection at the conference
• info areas:

• institutional profile, center profile, faculty user profile, student users, hours, equipment, services, materials

• personal information

• address virtual facilities; advisory board; performance evaluation process; reporting structure

• include rewards or any identification marks AFTER survey is submitted via a thank you page

• drawing for free renewal memberships for members, free membership for non-members, grand drawing for free conference registration

• Timeline

• alpha test July-August by working group

• beta test in mid-late August by Council and LLTI volunteers

• survey data collection November-January; advertise in as many places as possible

• unveil database and report findings at IALL 2001 

Lauren reported on behalf of the Member Benefits Group.

• Web Site
• The group spoke at length about the web site and decided they needed an action plan. A few parts were proposed they thought should be there, but left final definition for the web committee.
• The group believes a content editor should be added to the web team--Chris or Rachel are willing to put out an announcement on LLTI requesting a brief statement of interest and possible cv, within two weeks they want responses back
• There was some confusion regarding the current existence of a web committee and subsequent discussion. The current web committee is comprised of David (as President-Elect), Bruno Browning (as Webmaster), and Pete Smith as Electronic Publications Editor.
• The group suggested two web editors will help form the web committee with current committee members. There was discussion regarding the need for two web editors. Justification might include the need for significant updating and addressing the interactivity issues that would be incorporated in a revamped site. It was noted the web committee could hire an interface designer.
• The group felt strongly that by August 15 a person should be in place to address interactivity issues and a design should be in place by November 15.
• Relationship to GEM and PLM
  GEM is DOE-funded project to tag metadata resources, the meeting per LeeAnn's SLM report brought the two groups together for the first time
• GEM would like to see a front end put together for language teachers to access resources; IALL's involvement could run on a continuum starting from "this is a resource our members should know about" to "take existing link lists and tag them for larger web access"
• want to find those sites that have one or a few exercises taggable via the software database

• Workshops
• Design and Managment workshops plus a new addition. They have narrowed the possibility to three: identifying funding resources and grantwriting, intellectual property issues, and strategic planning. They requested the Council to help select.
• By October 1, if Council approves, the group would like to have a K-12 Council representative in place.

• Affiliate Issues

• Council Publicity manager - manage booths

• CERCLES - Board should decide on interaction with this potential new affiliate

• FLEAT first conference took place in 1981 in Japan with reciprocal meeting planned in the United States. After a hiatus, IALL was contacted by LLA and discussions for reconnecting commenced. Regular FLEAT conferences have occured since that time. 

• Read will explore future FLEAT plans with LLA.

• Rachel will work with the Journal printers to create a new glossy brochure for use at conferences.
• Plan advertising campaigns in journals like FLANNAL and ADA. Lauren will discover their fees, co-sponsor, and get ads in

Jan presented the work of the Electronic Publications group.

• The Lab Design Kit and the Lab Management Kit should be made available on the members-only partition website. The electronic version will be updated as modules are ready, and the print version will be updated and reprinted on a two-year cycle.
  
  Editors of the manuals will work with the President-Elect to assure a module revision schedule consistent with having both publications updated on a two-year cycle and ready at the conference. (Each President-Elect will be responsible for one complete revision cycle). 

• The group asserted we now have resolved copyright clearance issues for publishing some representative Journal articles on the IALL website. We are now ready to do what we said we’d do last year, and get four articles posted on the web by July 1.  

• The group proposes to broaden the scope of the lab tours to include lab or facilities tours, training, promotion, and project documentaries. In addition, they proposed to rename the lab tours IALL Video Showcase. Submissions would be evaluated on their design, implementation, and integration.

• The group proposes a Board and Council resolution commending Otmar Folsche for his exemplary work as moderator of the LLTI listserv.

• The group supports a redesign of the IALL website with these goals in mind: visually inviting, engaging and interactive.

• The group is of the opinion that we need a web editor to work with the Webmaster and the President-Elect.

Respectfully Submitted by Lynne Crandall  

May 23, 2000 - Morning (Summer Leadership Meeting)

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.

May 23, 2000 - Afternoon (Summer Leadership Meeting)

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

1. Read opened the session by inviting discussion of remaining items.

• Reports
• Lynne requested updates and revisions to the reports.
• Revision deadline is June 15, with final posting to the IALL web site on June 29, 2000.
• SLM Attendance
• Ed requested confirmation that SLM meetings are open to all IALL members. Read confirmed this was the case. Lynne noted Council members are required to attend.
• Read expressed his appreciation for the Council's attendance and effort at the SLM.
• Regional Group Concerns
• Kathy articulated concerns of the Canadian Regional Group about the inability for the group to hold an annual meeting, as well as newsletter requirements.
• It was noted the IALL conference counts as one meeting, and virtual meetings are also permissible.
• The newsletter could be a news group or a listserv.
• Regional membership coordinators can establish a mailing list (or electronic notification possibilities), including K-12 possibilities. It was noted this will be useful for survey mailing and can help maintain camaraderie in non-conference years.
• Victoria Williams' request via her Southwest Regional Group report, for information on the by-laws of other groups, was discussed.
• Bruce stated NERALLD has By-Laws, job descriptions on their website. Ron also noted MWALL's organizing documents are on the MWALL site too.
• David will email regional groups to determine whether groups have by-laws, and other supporting information and disseminate the information to the regional group leaders.
• It was confirmed that IALL will document the incorporation process to assist regional groups in the same.

1. IALL General Business

• Read informed the Council the IALL website has a secure Board area that is password protected where we keep drafts and working documents. He invited Council thoughts on establishing a similar area for the Council to view proposed agenda and draft minutes.
• LeeAnn expressed interest in receiving email solicitation of agenda items, and notification when minutes were available for review.
• Mary Beth inquired if there has been any recent dialogue about CALICO and IALL collaborating. She believes collaboration will strengthen both organizations.
• Read noted there is ambivalence as well as strong feeling on the parts of members from both organizations.
• Chris related a conversation he had with Bob Fischer about holding a joint conference. He noted CALICO will meet in March in 2001 to avoid conflicting with IALL 2001. Chris recommends we arrange a meeting of the two Boards to explore future collaboration.
• Moni suggested we think about the MLA - ALA model. Both organizations meet at the same time, in the same city, without having to lose identity.
• MaryBeth acknowledged her pleasure some ongoing dialogue is occurring.

1. Theme for IALL 2001

• Discussion turned to possible themes for IALL 2001. Numerous suggestions were given:
• The Near Horizon
• Houston We Have a Problem -- But IALL Can Fix It
• Houston We Have a Solution
• Don't Be In Denial--Yall Come to IALL
• It's a Small World After IALL
• Hal, Open the Lab � Hal?
• 2001 an IALL Odyssey
• Adding Picante to the Everyday
• IALL For You All
• IALL 2001001001
• Down to Earth Solutions for Space Age Challenges
• IALL-Houston: Taking Off into the 21^st Century
• A New Century, New Directions in Language, Learning and Technology
• Down to Earth Solutions for Digital Age Challenges
• New Solutions to Old Problems
• Real Solutions in the Digital Age
• New Directions in Language Learning Technology
• Pointing the Ways to Real Solutions:
• A new century in Language, Learning and Technology
• Meeting Institutional Demands with Language Technology Use
• Bruce noted the theme will influence the program solicitations and criteria
• MOTION
  Read moved:
  Given Council suggestions, the Board and conference host, will consider revisions and expansions on the theme and solicit final feedback for the Council for approval.
• ACTION
  Ed seconded the motion; Lynne called the question. The motion passed unanimously.

1. The next Board Conference Call will occur on June 5, 2000 at 12:00pm EDT.
2. Future IALL Conferences

• Read asked Council to vote on the two proposals for hosting future IALL conferences.
• The University of Michigan has proposed to host IALL 2003.
• Unanimously approved by the Council.
• Brigham Young University has proposed to host the IALL 2005-FLEAT .
• Approved by the Council with sixteen affirmative votes and two abstentions.

1. IALL 2001 Details

• Claire raised some concerns about early reservations and dates: are two or three deadlines needed? She also stated her gratitude for Chris' support.
• Claire stated her intent to schedule non-conference events and activities that will make it very appealing for attendees and their families. The Council exclaimed Claire's fine work and noted their satisfaction with the opportunities Houston offers as a conference site.
• Lynne reviewed who should be members of Claire's Planning and Program Committees.
• Planning Committee: Business Manager, President-Elect, Programs Director, and the hosts of the last and the next conference, and other members as deemed appropriate.
• Program Committee: Chair appointed by the Board, the hosts of the last and next conferences, and two other IALL members also approved by the Board.

1. Read again expressed his thanks to the Council for their dedication and hard work.

June 5, 2000

June 5, 2000

Present: Crandall, Gilgen, Higgins, Pankratz, Rosen

• Read suggested we recruit the web editor before we begin a list of needs

• David reported he has discussed the planned changes to the website with Bruno Browning. Bruno is pleased to have someone working on content, and is looking forward to partnering with that individual.

• Read noted we have many new positions. We need to compose job descriptions and post announcements to LLTI recruiting for those positions. Position openings should be posted on the website as well. David noted some urgency exists with the website editor, per the timeline suggested at the SLM. Lynne suggested the Publicity position might want to be filled at the same time to afford some design continuity in print and electronic media. It was decided we would post all open positions at once.
• To expedite crafting of job descriptions, tasks were divided as follows:
  Web Editor (David will draft)
  Consulting Services (Lynne will ask Bruce Parkhurst to draft)
  K-12 (Lauren will draft)
  Publicity (Chris will draft)
  Membership (Lauren will ask Ed Dente to draft)
  Distribution (Lauren will ask Frank Ryan to draft)
  Design Kit (David will ask Cynthia Shearer to draft)
• Proposed job descriptions will be sent to Lynne for review of Constitutional and By-Law conformity.
• Lynne will draft an LLTI announcement including job descriptions and a deadlines, and pass it by the Board prior to posting. Interested parties should submit notice of their interest and qualifications to Read, who will share with the Board.

Jan joined the meeting at 12:23

• The mission statement should be located on the front of the webpage. David will work with Bruno to incorporate it in the current design (by 6/9)
• The mission statement will also go to Publicity Coordinator for inclusion in other promotional materials

• Chris informed the Board LeeAnn Stone has contacted Mike Ledgerwood, and is working with him to prepare a recommendation for the Board. Chris will interact with her. The Board is unclear about what PLM organization wants or needs from IALL.

• Lynne explained that she, Dick Kuettner and Samantha Earp will solicit the job descriptions from Council members over the summer, and will pass them by the Board.
• The workplan for Revision of the Policy and Procedure Manual is to continue revising the document via shared electronic files with discussions occurring in conference calls.
• Read asked Lynne for a copy of the Policy and Procedure Manual with the revisions made at the SLM

• David will notify Kathleen Ford of the two new modules: strategic planning and student staffing.

• Chris will coordinate the workshop committees.
• Lynne will participate in grantwriting workshop preparation efforts, and will share current materials with Chris

• Monika Dressler will be in charge of designing, conducting and analyzing the survey. Read will monitor progress and support Moni as needed.
• There was some discussion as to the permanence of this position on the Council. Will it be ad hoc, existing in the year before and the year after a survey is delivered? Or, as Jan suggested, once the instrument is in place, will we want to conduct the survey more frequently? It was decided that for the present time, the position will be an ad hoc Council position, with a determination of continuance after the survey data has been analyzed.

• There was some discussion whether the revisions should be adopted immediately, as a call has already gone out. It was decided that changes should be effective immediately.
• David will inform Jacque Kaminski of the changes in name and scope of the former IALL Video Tours.

• Read will draft a commendation recognizing Otmar's service to the organization, and sign on behalf of the Board and Council. He will also inquire of Otmar who he would like to have receive a copy.

• Rachel and Lauren will begin drafting the promotional brochure. Once the Publicity Coordinator has been identified that individual will be drawn into the process.

• Chris will organize and sprearhead execution of the motion. There was considerable discussion of who would staff the booth. As in the past, IALL members will be asked to volunteer time at the booth to answer questions and add their knowledge of the organization and field. Should IALL people be paid to work at the booth if they are committing to spending a half or whole day there, or should we look for individuals, such as local graduate students, to provide set-up, staffing and tear-down? It is preferred that IALL members continue to volunteer their time. The affiliate representative should plan to spend time at the booth to give the booth attendant an opportunity for breaks and lunch. Chris believes we will be able to staff the booth easily if it is for pay.
• Although this was not indicated in the motion, the Board decided it would be prudent to re-evaluate the situation after two years and make a decision to continue or modify.
• Chris will flesh out the details and report at our June 26 BCC.

• David has also spoken with Marc Boots-Ebenfield, who has crafted two release forms. One is a simple sign-off, and the second is for individuals who want more detail. Both forms are now on the website.
• Jan has spoken with Pete and he indicated he has what he needs to execute the motion and post the first Journal reprints on the web.

• David let Mike Ledgerwood know the FLDB will be open to all individuals who wish to submit reviews. Mike was pleased and will spur his graduate students to begin posting reviews. David noted he took a closer look at database site and reported it states that reviews are open to anyone. David will follow up with Otmar and Mike to ensure there are no gatekeeper issues regarding submission.

• Lynne noted she sent follow-up messages to Council members attending the SLM regarding any revisions to the SLM reports, but still needs to solicit revisions from non-attending members. Read asked to be copied on the correspondence.

• David will follow up on regional group issues brought to the table at the SLM.

• IALL 2001 Theme
  Chris, Read and Claire will form a subcommittee to work on the conference theme. Read will arrange a phone conference.
• IALL 2003
  Read will send formal acceptance to the University of Michigan as hosts for IALL 2003.
• IALL 2005
  Concerns were expressed about values that might be imposed by the BYU community should IALL 2005 be hosted there. Read asked the Board to send questions or concerns to him by June 16. Read will discuss these concerns with our BYU colleagues.

• Lauren and Read are working to identify attorneys who can undertake our non-profit and tax exempt filing. Read has spoken with an attorney who indicated the final cost depends on how complicated our approach is. He was given an estimated range of $3500-$6500.

• Regarding the web editor position, David requested clarification that it was possible to contract with a professional web designer to undertake some of the design work, if needed. Proposals should be submitted to the Board prior to a commitment for payment. Jan noted this was parallel to the individual Rachel has hired to assist her in Journal layout.

• David brought up Council wishes on notification of posting the agenda and minutes. After a brief discussion of the background, and how this practice formerly occurred, it was determined Read will send out an announcement of the agenda availability for preview and comment by the Council. Lynne will send out notice of the minutes being posted on the website after Board approval.

• Summer Board conference calls will be held on June 26 12:00 EDT and August 10, 12:00 EDT.

June 26, 2000

IALL Board Meeting

June 26, 2000

Present: Crandall, Gilgen, Pankratz, Rosen Absent: Higgins

Routine Business

Approval of Minutes: Minutes of the May 1, May 21 and 23 (SLM), and June 5 meetings were approved.

• Lauren reported our accounts continue to be healthy.
• Discussion turned to the need to establish a budget. Per IALL's ByLaws a budget should be established and approved annually. Given the changes in accounting procedures, budget projections were not easily undertaken. Lauren will examine the past year's expenses and make projections.

• As Jan was not present, there was no Journal report.

Old Business

• Read reported he scheduled a telephone meeting with the law firm Quarles and Brady for the coming week. The firm has received an overview of our organization and situation. He will report on the telephone conference via email.

• A number of solid candidates submitted applications for the open positions, although not all positions received applications. Read will follow up with candidates as well as encourage additional applicants for all positions.

• Read reported he had spoken with Kathleen Ford regarding the LMM. Kathleen suggests we reprint it for people who want it now.
• Lauren expressed concern about the number of dividers to order. She noted the last order was for 180 divider sets. Lauren will order minimum supplies necessary to create duplicates of the current LMM and DK.

• Discussion centered on concerns expressed regarding the distance between Provo and the airport, on-campus housing, conference sessions off-campus and other issues.
• Harold Hendricks has responded to many of the issues, and expressed his appreciation for assisting them in thinking about the needs of the conference.
• Issues we need to think about include comfort impacts such as caffeinated vs. non-caffeine beverages.
• Peter, Chris Read and Harold will be at FLEAT IV to enter into conversations about BYU as a FLEAT site.
• FLEAT V would probably be held in early August.

New Business

• Per the Policy and Procedure Manual, it is time to convene the Election Committee. As Past-President, Nina will chair the committee. Several potential committee members were suggested. Read will share these with Nina, as well as discuss the election timeline.

 Respectfully Submitted by Lynne Crandall

August 10, 2000

September 11, 2000

IALL Board Meeting

September 11, 2000

Routine Business

Approval of Minutes: The Minutes of the August 10 BCC were approved as corrected.

• Lauren noted she has not received any FLEAT reimbursement requests to date. Chris expressed some concern as he was aware some reimbursement requests had been submitted. Lauren will check on incoming mail to be sure IALL business is being properly routed to her.

• As Jan was not present there was no discussion of the Journal.

Old Business

• Discussion
• Read explained that work on the incorporation documents was moving forward with Quarles & Brady (Madison/Milwaukee) and hopes to have draft documents available for Board review soon.

• The positions of Web Editor, Publicity Coordinator and K-12 Representative remain open. Read will re-post the position announcements on LLTI. He will also clarify that the Web Editor posting is one of a content rather than production focus.
• Report on Appointments
• Lab Design Kit
• Mike Ledgerwood will serve as Editor and Ron Bergmann will serve as Associate Editor.
• Membership Coordinator
• Sue Breeyear will serve as Membership Coordinator. She and Ed Dente are coordinating the transition. Lauren will become involved in communications as needed.

• Follow-up to June 5 SLM actions.
• Brochure
• Lauren affirmed she sent the Board's comments on the draft brochure to Rachel, who submitted them to the designer. They felt our suggestions were reasonable to execute. The publisher requested that higher resolution images be provided, 300 dpi minimum. Read will contact Rachel to see how work is progressing and will send out a call for photos if needed. The final draft will be submitted to the Board and Council for review.
• Survey
• There was no new information to discuss at present.
• Job Descriptions
• Lynne explained that a solicitation of job descriptions would happen soon.
• Outreach Workshops
• Chris reported no action has been undertaken yet.
• Policy and Procedures Manual
• Lynne informed the Board that Dick Kuettner, Samantha Earp and she had two conference calls to work on revision of the Policy and Procedures Manual. A copy of the first draft was also sent to Read for comment. Following draft revision a second draft will be sent to the Board for comment.
• It was not possible for the committee to resolve several issues, as they required Board input and decision.
• Survey
• A snapshot survey will be attached to a Journal issue in off-conference years. As appropriate, periodic snapshot surveys will be conducted. The Board determined to delete this line.
• A general membership survey will be attached to the annual renewal. The Board determined to delete this line.
• A snapshot survey will be conducted at each conference.
  The Board determined to amend this line to state "A snapshot survey will be conducted at each conference to determine the current status and issues of the organization and membership."
  A disclaimer line should be attached to each survey stating the results will be made available to the membership.
• Budget
• A detailed budget proposal for the next fiscal year shall be submitted by Managing Editor of the Journal prior to the _________ The Board determined the Managing Editor of the Journal shall submit its annual budget request one month prior to the Board meeting at which annual budgets shall be discussed.
• The Board decided to add "The Business Manager shall provide a status report to the Board every 6 months."
• President's Award 5.
• There is no travel stipend for this award. In earlier Board discussions it was unclear whether a stipend should be provided for this award.
• MOTION:
  Nina moved "The recipient of the President's Award shall receive a $300 stipend." Lauren seconded the motion.
• ACTION:
  The motion passed unanimously.

• Lynne brought the issue of providing scholarships for attendance at the annual conference to the Board for consideration. Motivation stems from the fact there are a number of individuals who would like greater involvement with the organization, and perhaps would be willing to take leadership roles, but do not have financial support from their institutions for travel. In particular this might impact secondary educators.
• The Board explored how these costs might be borne. Suggestions ranged from the conference costs, an extra budget expense or sponsorship might be underwritten by any of our commercial members? If the latter, could this be a duty the vendor coordinator might undertake, or the conference committee?
• The question arose whether this should be an IALL Board expenditure. If, for example, the scholarship was awarded via competition, what would be the criteria? Would it be based on need and desire, focus on the interest of current members to participate in an expanded role, or support the exploration of those who are new to the field? Chris suggested IALL might sponsor scholarships, and ask for vendor support for an additional scholarship.
• The issue turned to administration of such a program. How would need be established? What happens if IALL's finances are only adequate to meet organizational needs? Discussion continued on the complexity of the issue.
• MOTION: Read moved the issue of scholarships be tabled for future discussion. Lynne seconded the motion.
• ACTION: The motion passed unanimously.

• Nina explained an announcement will be posted to LLTI today requesting nominations. David and Read volunteered to discuss job responsibilities with potential candidates, if desired.

• Lynne asked about the status of the conference announcement and CALL. Chris remarked he has not received any updates yet. As the CALL for other conferences goes out we need to make sure IALL's CALL and conference announcement are posted for people to consider.

New Business

• Read asked for a status report on preparations for ACTFL, as well as any other plans for affiliate meetings. Chris will speak with Jacque to make sure booth attendants are in line. The brochure will hopefully be ready for the conference .

• David informed the Board that Mike Ledgerwood and Kathleen Ford will come to Chicago to brainstorm and plan the contents and form for the Lab Design Kit and the Lab Management Manual. Mike has requested an official letter of invitation; Read will provide the letter.
• David broached the subject of IALL providing funds to assist them in traveling to the meeting. After discussion the Board determined it was not willing to establish the precedent of providing travel funds for IALL business.

• Lauren informed the Board that as IALL begins to make payments for publications and membership dues possible through credit card service online, there may be small service charges assessed to IALL. Lauren wondered if prices for our publications should be updated to reflect these charges. The Board determined to leave prices as they are and evaluate the cost of doing business in this manner and increase prices after evaluation if needed. The Board felt strongly that an online presence is very important. The Board asked Lauren to ascertain that integrity of service be one of the most important factors in the choice of a service provider.

 Respectfully Submitted by Lynne Crandall

October 2, 2000

IALL Board Meeting

October 2, 2000

Present: Crandall, Gilgen, Higgins, Pankratz, Rosen

Routine Business

Approval of Minutes: The Minutes of September 11 were approved as written.

• Lauren has only received some of the claims for FLEAT reimbursement. Read will send a notice to FLEAT grant recipients to notify them that all requests for reimbursement should be submitted before the end of the year.
• Lauren also asserted that Rachael plans to have the new brochure ready for distribution by ACTFL.

• As Jan was not present there was no Journal report.

Old Business

• A line by line analysis of the draft incorporation documents was undertaken. Resulting items the Board thought deserved further exploration included:
• discuss adding affiliate members in the future for institutions akin to ours
• we will need to include a session where we report on the condition of the organization
• As a first order of business following incorporation the Board will need to resolve to recognize the current Council

• Discussion
• Read reported that open position have been reposted to LLTI with clarifications for Web Editor. Still no applications to date for:
• Web Editor
• Publicity
• K-12
• Report on Appointments

• Lab Design Kit Editor (Ron Bergmann appointed as Associate Editor)
• Distributions (Frank Ryan notified as to change)
• Lauren may contact Sue Breeyear and Ron Balko to offer support

• As Nina was not present there was no discussion of elections.

 Respectfully Submitted by Lynne Crandall

November 6, 2000

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.

December 4, 2000

IALL Board Meeting

December 4, 2000

Routine Business

Approval of Minutes: The Minutes of November 6, 2000 were approved as written.

• Lauren presented the Board with the December financial report, containing several summary sheets.
• Brochure expenses were reflected in the analysis but it did not include attorney fees.
• Lauren pointed out the high number of expired memberships. She will conference with Sue Breeyear to discuss a membership drive and will try to implement the two-year membership option on the IALL 2001 registration form.
• Lauren noted she hopes to have the credit card option available soon.
• Lauren expects shipping costs to rise in the coming year.
• Frank has LMM supplies remaining; Lauren is working with him to determine the number of full kits available for assembly.
• Lauren will amend future reports to include a sales/week category in the inventory report and a two column comparison of last year's budget to this year's budget in future reports.
• IALL presently earns 6% interest on money market funds.
• Nina moved the Business Managers report be accepted; Read seconded. The motion passed unanimously

• Andrew Ross will serve as Associate Editor.
• Lauren has not yet been asked to send labels for the Journal mailing. Read will contact Rachel for an update.

Old Business

• Discussion
• Per a final review and questions/comments from the Council the following amendments to the legal documents were decided.
• Article 2, Section 1-A: add "administrators" after supervisors
• Article 2, Section 6: Are we a proxy or non-proxy organization? We will become a non-proxy organization and strike the relevant section. Proxy will also be removed throughout.
• There are two Section 6 headers--these need to be renumbered.
• Membership renewals: add phrase with respect to renewals "Dues received prior to termination of membership, per Section x, Renewals will be addended to the end of the membership year. Dues received after termination of membership will be treated as new memberships." Lauren will talk with Sue regarding urging members to renew as the election is approaching.
• The annual Summer Leadership Meeting is open to all members. It could evolve into a leadership training meeting as well. Announcement of meeting dates will be via the Journal. Board and Council participation are required; membership participation is optional.
• Article 3, Section 17a: add "and appointed representatives to affiliate organizations." There was some discussion of the meaning of affiliate. The general sentiment was that it is a loose and not necessarily official association.
• The Board was pleased with the number and quality of responses from the Council.
• The next step is to submit the review to the attorney for final drafting and Board signatures.
• Motion
• David moved we proceed in principle with the Articles of Incorporation as discussed today. Chris seconded the motion. The Motion passed unanimously.

• Web Editor (David) a potential candidate has been identified. More information to follow at January meeting.
• K-12 (Lauren) There is an interested party but meeting requirements are an issue. Chris will approach the individual.

• The brochure is done and looks very good. Lauren will mail a sample to the Board, and will direct that follow-up copies be sent to affiliate representatives, the Board and Council, and to David for distribution to regional leaders.
• Lynne noted there are still some job descriptions outstanding.

• Nina stated the Committee is close to a slate of candidates. She hopes to present at least two candidates for each office. The ballot must be finalized at the January Board meeting. Lauren will contact Marlene Johnshoy to prepare for the possibility of printing labels for the election.

Nina left the meeting following the election report.

• The Planning Committee is composed of Claire (conference host), Chris (Programs Director and host of past conference) , Monika Dressler (host of next conference), Lauren Rosen (Business Manager) and David (President-Elect). Chris noted there is not much people can do from afar. Chris will try to schedule a monthly phone meeting with the Planning Committee for advice and input.
• The Program Committee consists of Chris Higgins (past conference host) Monika Dressler (next conference host), Bruce Parkhurst, Ute Lahaie (representing the SOCALL region) and Paul Aoki. The Chair is yet to be designated.
• Lynne will send Chris a copy of the revised Henderson Plenary procedures.
• Chris will approach a Program Committee member to assume the role of Chair.
• Read will send a reminder out to LLTI to solicit proposals.

• The Board determined it was not interested in reestablishing our official affiliation with AECT at this time.

• A group of CSU directors has organized and inquired about affiliation with IALL. David sent email to the group leader and the Kathleen Ford. Kathleen will interact with this group to bring them into the SALT regional group.

• Discussion of sharing digitized materials is tabled to the March meeting.

New Business

• Welcome to Samantha Earp as new Editor-in-Chief
• Associate Editor (Andrew Ross)
• Managing Editor (Gamin Bartle)

• Discussion of the PLM initiative is tabled to the February meeting. Leeann Stone will be invited to participate in discussion.

 Respectfully Submitted by Lynne Crandall