January 31, 2006

IALLT Board Meeting 31 January, 2006 Call To Order 1:00 p.m. p.m. EST Present: Claire Bartlett, chair; Barbara Sawhill, Judi Franz, Ron Balko, Ute Lahaie. By standing invitation: Peter Liddell, Andrew Ross Routine Business Next Meeting: Tuesday, February 7, 2006; 1:00 PM EST Approval of Agenda Motion to approve [Ron]. Second [Judi]. Approved [unan.] Approval of IALLT Minutes of Board Meeting on 12/9/05 Motion to approve the corrected minutes [Barbara]. Second [Ron]. Approved [unan.] Matters Arising Conference Call with Bob Fischer Barbara reported that Claire, Bob and her had a conference call in which they discussed the wording for the joint CALICO/IALLT 2008 conference and some concerns raised by IALLT members. Commercial membership Claire reported that she had contacted concerning this issue. Sharon requested more time to prepare her report. President’s Remarks (Claire) CALICO/IALLT joint conference 2008 announcement and wording The Board agreed that Claire will announce to the IALLT members that the Board accepted the CALICO’s invitation to join their conference with a larger IALLT presence. Claire requested the Board’s input for the name of the joint conference. Call for proposal for journal editor Peter raised the issue that there is no journal editor description in the P&P Andrew offered to write up a job description outlining official and ex-officio job descriptions. Barbara offered to help him with this. The Board appointed as chair of the journal editor search committee. Barbara will select a committee of three to five members. Barbara requested input for potential committee members. Call for web editor The Board voted to approve Sharon’s modified job description for the web editor. $25.00 IALLT fee at conference registration The Board discussed the IALLT association fees which the Board discussed already in May 2005. During the FLEAT conference, IALLT received $ 6,900 dollars from BYU consisting of IALLT association fees. Ron reported that $8,550 have been collected during the IALLT 2003 conference at Michigan. The Board decided to discuss the conference fees along with the IALLT association fees during the February meeting. Peter pointed out that the wording in the P&P needs to be changed to reflect the current practice of the conference seed money, which is passed on from conference host to conference host. Ute will make these changes in the P&P. New Listserve for discussion with publisher. Claire reported that she had not heard back from Jack concerning this issue. Jack Burston’s survey request Claire reported that she had informed Jack that the Board would not support his request for a new survey. ACTFL mailing list, cost Claire reported that the purchase of the ACTFL membership list will cost $207, 80. ACTFL will send mailing labels. This does not include the mailing costs for mailing the flyers to the 2,000 names on the mailing list. The Board agreed to discuss this issue further during the February meeting. Funds to help program director attend ACTFL Claire had Call for a new IALLT web editor, approval needed Treasurer’s Report (Ron) Ron reported that the current assets amount to $43, 143.23. Ron’s analysis showed that the monthly cash flow averages to $900 per month. President-Elect Report (Barbara) Publications: Jack, Lee, Andrew and the survey. Barbara reported having discussed this issue with Andrew. Andrew had asked Jack to provide data from the survey by 6 January, which, according to Jack was not a workable deadline. Andrew then decided to compile the data himself and publish them in the membership area of the IALLT website following the Board’s approval. DLLS #2: need Board approval Barbara reported that Jack had sent out a call for papers for the second part of the DLLS to his original writers. Barbara contacted him with a reminder that this publication and his editorship need to be approved by the Board. Following some discussions, the Board agreed to establish guidelines for the process, the deadlines, and the format of the publication. Regional Groups: 501(c) 3s for all? Questions for viability of this plan and the financial relationship of the regional groups to IALLT. Barbara reported from NERALLT’s process to become incorporated. Barbara suggested using some IALLT funds to help other regional groups. She will report on this issue via e-mail. (Peter signed off) Affiliate Report (Judi) Judi reported that she had collected the items from the ACTFL booth. Mary Morrissard-Larkin reported that another PPT is needed for the ACTFL interest session. Request possible IALLT affiliation with ATISA (American Translation and Interpreting Studies Association). The discussion will be tabled until the next meeting. TESOL/IALLT Affiliation update Judi pointed out the requirements to apply for TESOL affiliate membership, which she had disseminated via e-mail. Part of the requirements is that 3 Board members become IALLT members. Another requirement is that the organization provides TESOL with a membership list. Judi will start the application process. Journal Editor’s Report (Andrew) Will be postponed until the February meeting. Any Other Business tabled Meeting adjourned at 2:45 p.m. EST. Respectfully submitted, Ute S. Lahaie

February 7, 2006

IALLT Board Meeting 7 February, 2006 Call To Order 1:00 p.m. p.m. EST Present: Claire Bartlett, chair; Barbara Sawhill, Judi Franz, Ron Balko, Ute Lahaie. By standing invitation: Peter Liddell, Andrew Ross Routine Business Next Meeting: Tuesday March 7th Agenda Check Motion [Barbara], Second [Ron], Approved [unan.] Approval of the January Minutes: will be approved during the March meeting. Treasurer's Report Ron reported that January was a good month. He received $6,900 from BYU. Expenses were incurred for the Journal. A discussion ensued concerning the use of IALLT funds. To support regional groups instated as non-profit organizations will cost between $ 100 and $ 500. The groups can apply for non-profit status once they have obtained a tax identification number. Ron reported that he had examined the $25.00 association fee. At this point he does not see any reason to reduce or raise this fee. The fee will be charged per registrants regardless or memberships. Discussion: Peter raised the question whether there are any benefits to affiliates. At present there are no perceived benefits for non-members. Currently, the same rate is charged to anyone who registers for the conference. Action: Based on Ron’s recommendation, Judi motioned to vote for the $25 association fee for the IALLT 2007 conference for all registrants. Second [Ron]. Approved [unan.] Journal Report Andrew reported that 426 copies of the journal issue 37.2 had been mailed out. This includes mailings of multiple copies to regional group leaders. The print-run was for 500 copies. Andrew reported that he has a new template which can be sent to another institution. Jörg is currently in Germany on sabbatical while working with the authors for the next issues. Andrew will discuss a publication deadline with Jörg. Barbara reported that Jack will not be able to have the new DLLS ready for June. Andrew had received a request for an electronic version of the DLLS. Jack advised not to approve this. Andrew denied the request to purchase an electronic version of the current DLLS. Ron reported that about half of the orders for the DLLS were from non-members. Ron reported that he had paid $3, 985 for printing and mailing costs. President-Elect No report Affiliate Report Judi reported that she had been unable to pursue the funding question for the ACTFL rep that came up last week. President’sReport Claire reported that she had forwarded the JNCL forms to Bob Fischer, but has not heard back from him. Claire had sent out the announcement for the web editor. She has sent the job description of the web-editor to potential candidates Old Business 1. Use of $25.00 Association fee Ron requested a discussion on the proper use of the IALLT assets due to the fact that IALLT is currently in an excellent financial shape. He recommended thinking of benefits that would benefit all members. Discussion: Andrew suggested IALLT/regional workshops or presentation as part of IALLT outreach activities to K-12 institutions. Judi reported that the ACTFL/IALLT/Houghton Mifflin workshops are offered about six times per year. IALLT is promoted during these workshops. Claire reminded the Board of a discussion during the FLEAT conference to promote IALLT as part of IALLT presentations during other conferences. Barbara suggested offering K-12 workshops within the different regions that are independent of regional conferences, possibly during the summers. Barbara will draft a message to the regional presidents for the Board’s approval. Andrew suggested language-technology specific summer workshops for graduate students offered at various institutions throughout the country. He suggested forming a committee that would discuss IALLT’s role, the targeted universities and the type of funding provided by IALLT. Following some discussion, Claire suggested offering an IALLT technology certificate. Andrew offered to discuss this issue further with anyone who is interested. Ute suggested offering a special award for best feature article in the IALLT journal during the annual conference. Claire asked Ute to submit a proposal for this item. 2. Funds to help Program Director attend ACTFL Judi had not been able to pursue this issue further. Discussion: Peter suggested examining this issue further and clarify it in the P&P. 3. ACTFL mailing list Claire reported that she had contacted an ACTFL representative concerning the mailing. She was told that the contact information can only be purchased in form of mailing labels. She proposed mailing out an IALLT flyer, introducing IALLT and inviting the recipients to become IALLT members. Claire will ask for a new quote for the mailing labels for ACTFL members, to include K-12 instructors. Claire will draft the text for the flyer. Ron will inquire about the bulk mailing costs for 2,000 flyers to be sent to ACTFL members. Peter proposed an electronic mail out to EuroCALL with a message that points to the IALLT website. 4. Conferences/Affiliations: ATISA and TESOL Discussions will be continued via e-mail. 5. Title, naming of CALICO/IALLT joint conference Discussions will be continued via e-mail. 6. Other WorldCall – Peter will send a report via e-mail New Business none. Meeting adjourned at 2:30 p.m. EST. Respectfully submitted, Ute S. Lahaie

March 21, 2006

IALLT Board Meeting 21 March, 2006 Call To Order 1:00 p.m. p.m. EST Present: Claire Bartlett, chair; Judi Franz, Ron Balko, Ute Lahaie. By standing invitation: Andrew Ross Absent: Barbara Sawhill, Peter Liddell Routine Business Next Meeting: April 4th, 2006 Agenda Check The agenda was unanimously approved. Roll call of members present. Approval of Minutes postponed until next meeting Officers’ Reports Treasurer’s Report Ron reported expenditures for the printing costs of the journal Journal Report Andrew reported that the Journal board is currently discussing the articles for the spring issue for the lab. Andrew inquired whether the Board approved the publication of the survey result. Andrew assured that he will include a summary column in the journal. Motion[Ron], Second [Judi], Approved [unan.] President-Elect Postponed until the April meeting. Affiliate Report Judi had talked with Cindy Evans about the IALLT presentation at CALICO. Cindy reportedly had received two free registrations. Judi inquired where she should have the IALLT materials shipped. Claire suggested Judi’s hotel. Judi had no further reports on TESOL President’s Report Claire thanked the Board for meeting today despite the fact that not everyone could be present. Committee Reports Web committee. Not everyone had received the message from Barbara listing the candidates for the web editor’s position. Ron will forward the message. Journal Editor Committee. Andrew reported that the committee had been formed. The Board will wait to hear back from them. Special Orders Important business previously designated for Consideration at this meeting. Worldcall. No report. Conference Affiliation: ATISA and TESOL. Scott Williams had requested affiliation with ATISA. Claire inquired about the size of the organization. The discussion will be postponed until the next meeting following further inquiries about the organization. Title, naming of CALICO/IALLT Joint conference Ute mentioned the title that was suggested during an informal discussion at the SOCALLT conference. The suggested title was “CALICO with IALLT” conference. Ute will send the wording out via e-mail for approval by all Board members. Unfinished business IALLT Workshops for High schools Will be discussed during the April meeting. IALLT Workshops for graduate students Will be discussed during the April meeting. Mailing of IALLT flyer to all ACTFL members and purchase of ACTFL mailing list. Claire had received a quote for the numbers of ACTFL members included in the mailing labels: 2,358 will be for the high school category, 1,581 for members at undergraduate institutions and 1, 738 for members at graduate institutions. This will amount to 5,677 mailing labels. The rough cost for the mailing labels will be $ 667. Claire inquired about the mailing costs and the flyers. Ron suggested having Brown University design the flyer and take care of the bulk mailing. IALLT mailing list to regional groups Claire reported that ACTFL had expressed interest in purchasing the IALLT mailing list. According to Bruno, it would be easy to add a box that all IALLT members could select if they were interested in receiving advertisement. Discussion on adding options in the members profile authorizing dissemination of members’ information to organizations and businesses. The discussion will be continued via e-mail. Claire inquired whether regional group leaders JNCL-NCLIS Delegate Bob Fischer will attend the meeting. Commercial membership Ute will initiate the online discussion on this issue via e-mail. Proposal for Travel Funds Judi submitted the following proposal: “Should the Programs Director want or need to travel to an IALLT affiliate conference, but not have sufficient funds, s/he can request support from the Board, to be reviewed on a case-by-case basis. An explanation of how the Programs Director's attendance will benefit IALLT should be included in the request for support.” The proposal will be decided during the April meeting. Announcements Claire will send a reminder about the SLM to all IALLT members. Adjournment The meeting was adjourned at 1:55 p.m. EST. Respectfully submitted, Ute S. Lahaie

April 11, 2006

IALLT Board Meeting 11 April, 2006 Call To Order 1:00 p.m. p.m. EST Present: Claire Bartlett, chair; Barbara Sawhill, Judi Franz, Ron Balko, Ute Lahaie. By standing invitation: Peter Liddell, Andrew Ross Routine Business Next Meeting: May 2nd , 2006 Call to order. Roll call of members present. Approval of Minutes 2/7/06 and 3/21/06 Judi noted that she had not received the January minutes. Ute will send them out again for approval in May Judi motioned to approve the February minutes. Ron seconded. Approved [unan.] March minutes postponed until May. Ute will resend them because not everyone has received them. Officers’ Reports Treasurer’s Report Peter inquired who “Doug” is, as he was listed for Visa card purchases. He recommended adding his last name and his position (Distribution’s coordinators) on future reports. Journal Report Andrew reported that the journal is expected to go to publication soon. The journal will include the results of the survey. David Pankratz will add comments Andrew will draft a position description for the journal editor. Andrew will send his draft to Barbara. Andrew hopes to have the journal published in time for the CALICO conference. Peter inquired whether is might be possible for the journal to continue to be published at Brown University and for Andrew to oversee the printing process for the new journal editor. Andrew agreed to do so. Program Director’s Report Judi reported having received three proposals for IALLT presentations at ACTFL. Judi had received several inquiries concerning IALLT brochures for distribution at regional conferences. Judi will send the TESOL requirement to the Board members. TESOL charges annual fees for affiliates. In addition, they require a minimum of three TESOL members for the Board from future affiliates. Claire inquired whether Carol is still a member of TESOL. Peter proposed for IALLT to purchase the TESOL memberships for three IALLT Board members. The affiliate status allows for an IALLT booth during the TESOL conference. Whereas an affiliation fee and a minimum of three Board membership is a requirement for affiliate membership with TESOL, be it resolved Barbara motioned that IALLT pay the $175 affiliate membership to TESOL plus the three required memberships at $75 each at a total of $400 for the year 2006-2007. Judi [second]. Approved [unan]. The Board agreed that Barbara, Judi and Ute will sign up for TESOL membership fee. Peter proposed to have the Board members sign up with their position listed first, with the addition of “currently held by” and their names. President-Elect Barbara submitted the following report via e-mail: 1. Publications: Jack Burston is still looking at a June date for the first draft of the 2nd edition of the DLLS, despite the fact that he just put out a call for three new authors. Realistically, I think we will see this in September. The committee is formed for the IALLT Journal Editor Search Committee. Andrew is creating a job description (as I could not find one in the P&P), which the Board and then the search committee will review and approve. We hope for a late summer start date. In about a month I will contact the current editors of the Man-Man and the LCDK about the next version of these publications (due out in time for IALLT 2007). The hope is that they will take this on again. 2. Regional groups: NERALLT is in the process of pulling together its organizational structure but has scrapped for the time being the idea of obtaining a 501 c3... at least for the moment I was able to attend the SWALLT meeting at Digital Stream. They have their regional meetings planned for the next 2 years. They will need to be advised about the IALLT/CALICO meeting as March is when Digital Stream happens (annually) and I would suspect it would be very hard for them to compete with that meeting. They have already begun planning for Digital Stream 2007, so informing them should happen soon. I tried to get to NEALLT this past weekend, but my basement flooded. No go. 3. K-12 initiatives: The email I sent out was met with great support from the regional groups. Frank Krueger-Robins has proposed a K-12 IALLT Eastern Seaboard summit of sorts in March 2008. I have yet to have a conversation with Frank to hear the details, but the fact that he has stepped forward to pursue this project, I believe, is something the IALLT Board should support in as many ways as we can. 3.5 The IALLT Wiki: SWALLT (and others) would like to use the IALLT wiki as a way to make reference materials for such the many tasks we do on a regular basis as part of our work (digitizing audio and video, etc) available to our members for their contributions as well as for their benefit/ reference. This initiative comes out of a very successful workshop that was held at Digital Stream in 3/06 in which many participants expressed a need to have a place where people could come and contribute lots of ways of doing the same task, provide frequent updates, etc. Sharon S. met with this group and gave them access to the IALLT wiki. Note: The SWALLT members are not automatically IALLT members. That is a separate membership fee for them. Action Item: SWALLT asked Barbara to ask the Board whether it would be possible to give the regional groups access to the IALLT wiki in order to access the information that may be posted by their regional colleagues. Thoughts? Should we have a separate wiki-access membership? Note: the K-12 summit proposed by Frank K-R will also be using the IALLT wiki for planning purposes. Sharon is working with him. Barbara will inquire with Bruno and Marlene, whether or not members of regional groups who are not IALLT members can be added to the IALLT wiki. 4. Ed-update: He is doing great. Saw his doctors today...all systems go. President’s Report Claire reported that she had not forwarded the list of hotels for the SLM due to the fact that Ed Dente would like to see the majority of the attendees stay at the dorms. Claire had asked Dente to establish an SLM website. He hopes that the website will be available by next week. Claire reported that she had not heard back from the new IALLT members who had suggested hosting IALLT 2009 in Atlanta. Claire will send out a call for the IALLT 2009 proposal. Committee Reports Web committee update Clare had not heard back from Sharon. She will contact her again. Journal Editor committee update No new information. Special Orders Important business previously designated for Consideration at this meeting. Conference Affiliation: ATISA and TESOL. Judi reported that she had further correspondence with Scott Williams about the ATISA conference. Claire suggested added a non-affiliate links. New proposed naming for conference: CALICO with IALLT Ute had proposed the title “CALICO with IALLT” conference for the 2008 conference. WorldCALL Peter reported that WorldCALL was awarded to Fukuoka in Japan in 2008. During the last year, the FLEAT conference went very well. Both the Japanese leader of LET and Peter Liddell were hopeful that FLEAT would continue. The next FLEAT conference would need to be held in Japan in 2010. Peter suggested that Claire contact Jon Stewart to continue discussions about FLEAT while attending the LET conference in Japan. Unfinished business IALLT Workshops for High schools and graduate students Barbara had discussed this issue with Frank Krueger-Robbins. Barbara has mailed an inquiry about potential workshops to the regional group leaders. Total cost of mailing of IALLT flyers to all ACTFL members (5677) Per Ron Balko, the mailing of the 5,677 labels, which includes labels for the high schools, would cost around $3,000. Claire suggested including information about the regional groups in the IALLT brochure. Claire proposed helping the regional groups with the purchase of ACTFL mailing labels for their regions. Following some discussion, the Board decided to do a have Ron put together the cost estimates for the printing and mail-out of the labels to a. only institutions of higher ed. Commercial membership Will be added to the May agenda. Need for check box in members profile to authorize dissemination of members mailing address Will be added to the May agenda. Proposed wording for travel funds Judi had submitted the following proposal: “Should the Programs Director need to travel to an IALLT affiliate conference, but not have sufficient funds, s/he can request support from the Board, to be reviewed on a case-by-case basis. An explanation of how the Programs Director's attendance will benefit IALLT should be included in the request for support.” Claire proposed included this wording into the P&P. The Board agreed to approve the wording via e-mail. New Business SLM meeting: agenda, reports, hotel vs dorms Claire announced that the Board will meet on Sunday morning from 9-11 a.m. Claire reported that she had discussed the proposed SLM schedule with Ed. She asked him to cancel the tour of Boston, which he had scheduled for Saturday night. Peter suggested requesting the conference services staff from Tufts to be present during the visit of the Tufts facilities. Claire proposed to schedule a dinner between the Board and the conference host on Thursday night. Claire verified that IALLT will pay for the dinner of the conference host on Thursday night as well as for the Council members’ boxed lunches. Claire suggested a joint Board and Council dinner for Friday night. This will be optional for anyone to attend. (Andrew signed off) Claire suggested a joint Board and Council dinner for Friday night. This will be optional for anyone to attend. Claire will follow Peter’s guidelines in establishing the agenda for the Board. Barbara suggested collaborating on the SLM agenda via wiki. She will inquire with Bruno about the possiblitiy of establishing a wiki that is reserved solely to IALLT Board members. IALLT 2008 Eastern Seaboard Conference at our Fort Lauderdale and Boca Raton campuses: March 2008 Barbara will contact Frank to find out more information about the proposed dates for the conference. Claire expressed her concerns about offering two IALLT-sponsored events during the same year. Barbara will contact Frank and report back to the Board during the May meeting. Printing more ManMans - stock down to 4 Ron estimates that at least 30 copies of the ManMan will be printed Judi motioned to print 30 copies of the ManMan for approx. $25 each. Barbara [second] Approved [unan.] Announcements. Adjournment The meeting was adjourned at 3:01 p.m. EDT. Respectfully submitted, Ute S. Lahaie

May 2, 2006

IALLT Board Meeting 2 May, 2006 Call To Order 1:00 p.m. p.m. EST Present: Claire Bartlett, chair; Barbara Sawhill, Judi Franz, Ron Balko, Ute Lahaie. By standing invitation:, Andrew Ross Joining later: Peter Liddell Routine Business Next Meeting: Thursday June 20, 2006 after dinner? And Sunday 25th 9AM-11AM Summer Meetings: 8 August ‘06 Call to order. Roll call of members present. Approval of Minutes : 1/?/06 and 3/21/06 and 4/06 Ron motioned to approve the January minutes. Judi seconded. Approved [unan.] Ron motioned to approve the March minutes. Judi seconded. Approved [unan.] Judi motioned to approve the April minutes. Ron seconded. Approved [unan.] Officers’ Reports Treasurer’s Report Ron did not have any financial report. The ManMan are currently printed. Journal Report Andrew reported that the journal 38.1 has been turned in to Brown graphic services for printing. He is currently still waiting for some reports. Program Director’s Report Judi reported that she will be unable to attend the SLM due to health reasons. She expressed hopes to join via phone, WebCam, or Skype. Judi reported that a colleague in Virgin islands expressed interest in hosting a regional conference. Judi confirmed the e-mail motion for the EuroCall rep. [ add here] The ACTFL rep won’t be able to attend the conference in Tennessee. Claire will send out a search for a new ACTFL rep. via e-mail. The new rep. will need to be in charge of the IALLT booth at ACTFL. Judi will need to send the application to TESOL. Part of the requirements is to submit a membership list. President-Elect Barbara reported that she had sent the job description for the journal editor to the Board. She inquired whether or not the text was o.k.—with the exception of the last paragraph. She reported from her discussion with the SWALLT group who inquired whether they might be able to join the IALLT wiki without becoming IALLT members. Gus Leonard will submit a proposal to be discussed during the SLM. [Peter joined the meeting] During a phone discussion with Frank Krueger-Robbins, Barbara had discussed the Eastern Seaboard meeting. The proposed new date for that K-12 meeting will be January 2008. This will be a joint meeting together with two regional IALLT groups, SEALLT and MAALLT. Barbara suggested providing financial support from IALLT for this K-12 event. Claire proposed to add this topic for discussion to the agenda for the SLM. Frank will send a representative from his school to the SLM. President’s Report Claire reported that she had numerous conversations with Ed Dente concerning the IALLT 2007 conference. She had requested the use of classroom and conference room space. Tufts had requested a letter of intent, but had received no further information. Claire will forward any further communications from Tufts concerning this issue to the Board Committee Reports Web committee update No report. Journal Editor committee update (?) No new information. Special Orders Important business previously designated for Consideration at this meeting. Unfinished business Commercial membership Ron motioned to approve the wording for the changes to the commercial membership in the P&P. Judi [second]. Accepted [unan.] Ron proposed to offer an “opt out” possibility to the membership in order to obtain a substantial enough membership list for the purpose of exchanging mailing lists with other organizations. [Ron signed off] Judi motioned to approve an “opt out” option on the website to enable individual members to opt out of distribution of membership mailing lists for 1. e-mail mailing lists and 2. postal mailing lists. Barbara [second]. Approved [unan.] with Judi abstaining from the vote. SLM meeting: agenda, reports Claire addressed the agenda for the SLM. She suggested having different break-out groups based on topics suggested by the membership. Claire will resend the tentative agenda. The travel funds were approved in an e-mail motion from…. New Business Claire will send out an e-mail message to the membership, announcing the SLM and informing them to contact Ute, if they plan to attend the meeting at Tufts. Announcements. Claire will send out the information concerning the Thursday night Board meeting at the restaurant. Adjournment The meeting was adjourned at 2:43 p.m. EDT. Respectfully submitted, Ute S. Lahaie

June 23, 2006

IALLT Annual Meeting 2006 Board and Council Meeting Friday, June 23rd 2006 Tufts University Present: Claire Bartlett (chair), Ron Balko, Barbara Sawhill, Ute Lahaie, Peter Liddell, Ed Dente, Harold Hendricks, Jeffrey Samuels,, Marlene Johnshoy, Sharon Scinicariello, Hajime Kumahata, , Bruno Browning, Betty Rose Facer, Debra Mandel, Michael Heller, Scott Williams, Stacey Powell, Mike Ledgerwood, Erin Brazell, Ruth Trometer, Andrew Ross, Judi Franz (via Skype) Call to order: 9 a.m.., Tufts University, Olin 11 Ed welcomed everyone to the SLM. Claire opened the meeting and welcomed the Board and Council members. Overview and Perspectives (Claire) Claire reported that most of the issues discussed by the Board are initially brought up during the SLM Claire expects around 400 attendees for IALLT 2007. She asked the SLM attendees to help finding a host institution for IALLT 2009. Claire reported that during the past SLM and the FLEAT 5 conference, the idea of a CALICO conference with a strong IALLT presence was brought up. The conference will be held in March 2008 The IALLT Wiki was initiated during the past SLM. However, according to Claire, there is not much activity on the Wiki. Claire hopes to increase the presence on the Wiki The IALLT web committee is working on plans to update the IALLT website Outreach effort: Claire reported that IALLT plans to purchase membership lists, in specific the ACTFL list Journal: Claire thanked Andrew for a job well done for the journal. Relief fund: Claire reported that the disaster relief fund contains only $100 so far. She encouraged the IALLT members to donate to this fund in order to allow members from disaster areas to attend next year’s conference. Reports A. Financial Report (Ron) Ron reported another positive cash-flow, mainly due to the FLEAT conference. $5,000 was given to Ed as seed-money for the conference The current net-income is 11,495.94 Major sources of funding are memberships and publications. Ron explained that IALLT is now a 501-C3 organization—a tax-exempt organization. This means that members can donate money to special IALLT funds and write them off for their taxes. It also means that IALLT can apply for grants. Ron reported that the “distributions” portion of his position was turned into a new Council position. Doug Canfield is the new distributions coordinator. Ron explained that the current banking is free; so is the Visa card for him and for the distributions coordinator. He asked the Council members to share their experience with Internet banking, as he likes to facilitate the transition to the new treasurer in the upcoming year. Summary of Reports Submitted (Claire) Claire addressed all issues listed in numerical order below. Any bulleted items are summaries of the discussions during the meeting. Back issues of journal on website to be completed Single journal issues per year? Could we consider the LLT model of publication? Andrew reported that the journal has currently a 60% acceptance rate. The editors have helped authors in revising their submissions. Andrew expressed the concern that the lack of submission, which is an ongoing problems He also raised the question whether or not IALLT should move to an electronic form (following the LLTI model) One issue raised was whether or not the journal is currently indexed for the libraries. Mike Ledgerwood and Scott Williams expressed their support for an electronic publication, as long as it remains a peer-reviewed publication, due to the fact that libraries move more and more to the subscription of electronic journals. Improve business meeting / interest session at ACTFL and CALICO Claire raised the issue of bringing more content to the IALLT interest sessions. Judi asked that any suggestions be sent to her. Few publications sold at CALICO, perhaps need promotion sign(s) Sharon stated that she needs to coordinate promotional material with Judi Andrew suggested that the signs be distributed in electronic form and printed out by IALLT reps. Sharon suggested that the electronic group meet with the publication group. Excellent JNCL; CALICO responsible this year. K-12 representative very active, BB site Hosting an IALLT conference at K-12 site (High school)? K-12 representative for each region, names in journal? Michael Heller suggested also reaching out to K-12 tech people by attending their conference Marlene recommended having IALLT presence at state language conferences. Northeast conference: IALLT participation continues to decrease. Is it needed? Mike explained that he is wearing too many hats with the Northeast conference. He reported that during the past conference, about 3,000 people attended the conference. Of these, about 500 were exhibitors / vendors. Roughly 80 % of the remaining 2,500 people were K-12 instructors. Mike recommended continuing the presence at the Northeast conference, as long as we have something specific to offer to the K-12 audience. He recommended increasing the number of IALLT sessions from one to three. Need to complete TESOL affiliation, need to know names of IALLT members also TESOL members Judi reported that Carol Wilson-Duffy had worked very hard to represent IALLT at TESOL. The IALLT Board is working on following the steps suggested by TESOL to become an affiliate. Ute reported that IALLT will receive TESOL mailing labels once a year once it is an official TESOL affiliate. Locate a library to house/archive IALLT journals and other IALLT materials. Sharon recommended that IALLT identify a library that will become the repository of IALLT materials. Andrew volunteered Brown library, pending approval by the librarian. Should the Digital Exchange set standards? Andrew recommended that Digital Exchange create standards, to include for metadata. Jeff asked for approval to move the Digital Exchange away from the mission of “exchange” towards the metadata issue. Andrew mentioned that Bluestream (U. Michigan) converts programs into different data. LLTI active and international Peter suggested that IALLT think about a successor for Otmar as he is approaching retirement. The IALLT Board needs to find a new moderator. Copyright excellent. Is anything missing? Claire asked the Council members to give input to Judy on copyright issues. Claire will post a message to all IALLT members to submit contributions on copyright issues. Commercial membership approved. Sharon has not received the approved text for the suggested changes to the P&P back from the Board. Sharon will print it out for the Board’s Sunday morning discussion. Commercial liaison needed; council position? Same position as journal advertising? Sharon inquired about the amount for the commercial membership. Claire stated that the Board had approved the amount. Ute will look it up in the minutes. New web editor selected to revamp IALLT website. Sharon reported that she has currently two candidates, one of whom is not a current IALLT member. Development of IALLT material for promotion and advertisement, IALLT gives away gifts? (showcase CD) Claire stated that Rice University is happy to continue producing IALLT showcase CDs. IALLT workshop series needs to continue; number dropping. Marlene raised the issue that the IALLT name is associated with it, but the main work is done by Houghton Mifflin. Marlene recommended that this position become a real Council position (currently it is a special working committee) The Board will discuss this issue. Regional groups: some host joined conferences every other year or more regularly to maintain active group and interest Regional groups: conference sizes vary from 30-150-250 Peter stated that some of the groups are so small due to geographical challenges. In these cases it is a good idea to piggy-back with another organization, like in the case of the Digital Stream conference. Difficulty attracting K-12 Is non-profit status an attainable/worthwhile goal for the regional groups? Marlene inquired whether or not the regional groups can piggy-back on the IALLT non-profit status. Barbara explained that this is not possible due to the fact that both IALLT and the regional groups are independent entities. Could/should small portions of IALLT dues be redistributed to regional groups? Peter stated that it is better to contribute “in kind”. Claire explained that IALLT plans to distribute labels to the regional groups. Strategy to increase membership, outreach nationally and internationally. Break-out sessions The break-out groups met from 11 a.m. until noon in different rooms. The results of the breakout-sessions will be reported during the Saturday morning meeting. Lunch Break The Board and Council met again at 1 p.m. for a tour of the campus facilities. 3:45 Discussion on Publication (Andrew) Andrew provided a report of his break-out group, as he won’t be able to attend theSaturday morning meeting. Andrew presented the outcome of the breakout group on publication. The group recommended an online journal A managing editor would oversee the entire publication The publication would consist of the following pars: Peer-reviewed Non-peer-reviewed Media articles Manuals Each publication type would be overseen by individual editors Andrew stated that the proposed changes for the changes would also result in new position descriptions for the journal editors. Ron cautioned that we still need to continue with a paper subscription for the next journal editions, especially in light of the current library descriptions. Claire expressed concerns about charging membership fees without having a print-journal as membership benefit. Peter clarified that the electronic publication would contain “live” articles rather than outdated publications. Andrew also added that the e-publication would be functionally different from the LLTI. Claire inquired whether the articles would be searchable Marlene confirmed that the electronic publication would be searchable Peter suggested charging the break-out group and also the Board member in charge of publication with investigating this issue further. Andrew will talk to the Center of Digital Initiatives at Brown University about hosting the IALLT archives. Mike voiced concern that the IALLT journal would have to be printed on demand. ACTION: the Board will need to vote on the organizational structure to support the new journal / journal editor format. The meeting was adjourned at 4:30 p.m.

June 24, 2006

IALLT Annual Meeting 2006 Board and Council Meeting Saturday, June 24th 2006 Tufts University Present: Claire Bartlett (chair), Ron Balko, Barbara Sawhill, Ute Lahaie, Peter Liddell, Ed Dente, Harold Hendricks, Jeffrey Samuels,, Marlene Johnshoy, Sharon Scinicariello, Hajime Kumahata, Betty Rose Facer, Michael Heller, Scott Williams, Stacey Powell, Mike Ledgerwood, Erin Brazell, Judi Franz (via Skype) Joining late: Mary Morrisard-Larkin, Bruno Browning Call to order: 9 a.m.., Tufts University, Olin 11 Announcements Claire invited the Council members to join the Board members for the Board meeting on Sunday morning. Group Reports from the Friday Breakout Groups Budget Group (Ron) Ron Balko, Ruth Trometer, Marlene Johnshoy were in this group Membership for retirees: will receive ½ price Institutional member – not recommended – too much tracking for the benefit Individual membership –benefits need to be better defined—especially in light of the decision to move towards an online journal Commercial member – need a liaison to manage members including data entry into database, print labels, etc. Current commercial members need to be notified of the change. Outreach activity/New initiatives – Ruth suggested (and offered) to compile a list of post secondary schools with an enrollment of over 1,000 that can be put into a database which can be broken into regional groups. Ruth T. might be interested in compiling the list. Ron B. is concerned about who will do the flyer & cover letter. The workshop situation/person needs more discussion. Marlene & Judi will discuss this issue further. Peter inquired whether it might be possible to reduced phone conference costs by switching to Skype. Judi reported that the conference calls costs roughly $ 100. The Board will investigate this issue. Regional Groups (Barbara) Michael Heller, Debra Mandel, Mike Ledgerwood, Betty Rose Facer, Barbara Sawhill were in this group The group discussed how IALLT could strengthen and support regional groups Debra suggested honoraria for speakers: could IALLT earmark the funds from Commercial membership to pay for this? Recommendation: If IALLT were to go out for grants with its 501 c 3 status, or provide a pool of funds for which regional groups could apply for regional initiatives, that would be optimal. International Groups. The issue of whether or not and how to support international groups was discussed. Regional groups would like more guidelines in how to reach out to other regional organizations. The issues of marketing and branding were discussed. Recommendation: the IALLT president should write a letter of support to the leaders of the regional groups underlining the importance of their work (see “Statement of Professional responsibilities”). The “Statement” should probably be revised. Michael Heller added that we should include initiatives for recruiting members of community colleges. The issues of purchasing membership lists was raised. Claire stated that the Board will explore whether or not the mailing lists IALLT will purchase can be passed on to the regional groups. Electronic issues, Outreach; Olin 110 (Ute) Present: Sharon Scinicariello, Bruno Browning, Jeff Samuels, Hajime Kumahata, Ute Lahaie a. Digital Exchange: Jeff suggested researching getting grants/ joint grants with Ivy-league schools to develop standards for metadata. Bruno stated that there needs to be a standard with the metadata. Sharon suggested that IALLT (Digital Exchange) serve as a liaison between those who research metadata issues and the publishers; in the meantime, the publishers are tagging their proprietary material. Peter raised the issue that the new standard will be TEI (Text Encoding Initiative).Victoria will host a conference of the TEI Consortium (TEI-c.org) this fall to discuss and define these standards. Sharon affirmed that IALLT’s role is to be the mediator that ensures that publishers are aware of this and won’t start creating their own standards. Peter recommended that any IALLT member who has a leadership role in this area should attend this conference. Claire suggested to discuss this issue further during the afternoon session. b. CALL PUB Jeff explained that CALL PUB is a listserve that has been created with the purpose of promoting outreach to textbook publishers Only IALLT members can join this forum Recommendation: The forum needs to be linked to the IALLT website and also advertised it on LLTI as a benefit for IALLT members only. Bruno recommended that information about this membership benefit be mailed out by Marlene to members only. The subcommittee recommended that the Digital Exchange committee be the contact point with the publishers and that a member of the publisher’s committee be an ex-officio member. IALLT survey Sharon raised the issue that the survey serves as a service that helps define what the role of the language professional is, along with the IALLT statement of professional responsibility. Ute recommended that survey data be available in the members only area, with a teaser about this service on the general access area of the IALLT website Recommendations: The survey should be conducted every 4-5 years. Some survey sections (such as salary) need to be carefully thought through that the information can be viewed within its appropriate context. A mechanism needs to be established to ADFL (and the ADE) to provide information about technology professionals to Deans. Web Designer: There are 2 current candidates. Action item: we need to see the websites of both candidates; both candidates need to be IALLT members and have institutional support to attend the SLM and the IALLT conferences. Conference Group (Harold) Harold, Ed, Irene were in this group) Outreach: Action Item: Harold will gather the contact information of international attendees/groups and pass them on to Ed. Tech Support issues were discussed. Harold explained the tech support system for the past two conference Classroom size issues and early scheduling for the classrooms were addressed. Recommendation: try to get as many sessions as possible within a close proximity Program Committee: a chair needs to be appointed immediately, and a selection system for incoming abstracts needs to be found or created as soon as possible Keynote speaker: Marlene suggested a name for a keynote speaker. Marc Prensky (www.marcprensky.com). The candidate will be contacted. Ed reported that the local committee will hold its first meeting soon. 5. Wrap-up Claire recommended that each group create action items for the Board. Recommendation: 1. Assess where we are now, 2. Decide which goals and plans should remain 3. Which directions should we move in the future? How much will it cost? 4. How do we keep the work on task? Claire redefined the groups that will meet in the afternoon. Conference, publication and outreach will remain Coffee Break at 10:20 a.m. Following the general session, the breakout-groups resumed their meetings at 11 a.m. until lunch. The meeting resumed at 1:20 p.m. I. Reports from the Saturday Break-Out Groups A. Publication (Barbara) Journal: Barbara reported that the subcommittee proposed to change the job-description of the journal editor and create a managing editor’s position. The managing editor would oversee the following: The journal IALLT Publications Best Practices, Presentations Wikis, blogs The journal subscription would allow the subscribers to post interactive content Transition-Time: Barbara mentioned that at least two more issues will need to appear in print (v. 38.2) Ron raised the issue that the journal subscription cycle needs to be kept in mind when making the transition to the electronic publication. This means to either move into the e-version after volume 38.2 or after volume 39.2 Barbara stated that during the time of the final print-run, the e-version would already be phased in. The target time for the e-version will be launched during IALLT 2007. The new e-version will initially tested by the IALLT Board. The new manager will oversee the editors of the different parts of the journal. Barbara suggested that there should be an interim editor for the print-version of the journal while the search goes on for the managing editor Action Item: The Board needs to decide when the new versions of the IALLT capstone publications need to be released. Ute suggested finding an author for a ManMan module on mobile technology. Michael Heller suggested adding an online component for the LCDK. B. Electronic Publication and Outreach (Sharon) Present: Sharon Scinicariello, Bruno Browning, Jeff Samuels, Hajime Kumahata, Ute Lahaie, Marlene Johnshoy, Michael Heller, Betty Rose Facer, Mike Ledgerwood, Judi (via skype) Targeted Marketing: Branding/ Marketing (Commercial Coordinator) Develop promotional kit (Sharon referenced the example of the North-East Conference) Outreach to Vendors, exhibitors and marketers K-12 Community Colleges, ADFL, Chairs, CCUMC, AECT, NECC, ISTE ESL/EFL people tend to be in English departments Can we get mailing lists, purchase or trade? Are any IALLT members going to state FL conferences? Discuss give-aways at the exhibits Use regional language associations to find out about state organizations Have an ongoing IALLT session about “new” technologies geared toward specific target groups Regional groups co-host with state or regional conferences Action Items: Judi will e-mail the suggestions made by Frank-Krueger-Robins and ask about other potential K-12 reps Time-line: end of July The Outreach subcommittee will compile a list of contact persons from other organizations for further outreach (wiki item!) Time-line: start during the summer, complete the list by November 1 Contact membership and ask them to promote IALLT while attending regional conferences. They will receive promotional IALLT material Come up with ideas for give-aways for exhibit tables (Hajime mentioned showcase CDs) Offer appropriate technology sessions in regional conferences (workshop, session on technology) Michael Heller asked the question how we benefit from the additional membership groups we targeted Share expertise both ways (ex. – with other IT experts) Judi suggested that we offer a conference session on technology. Suggestions for branding / marketing Another suggestion from Judi was the slogan “We help technology speak your language” Sharon asked: what is IALLT? - Her answer: a community of different people dealing with language learning and technology. Judi suggested an “I am IALLT” logo with the slogan “We are here to help.” Mike Ledgerwood suggested to have a Wiki on the discussion “Who is IALLT?” as a basis for the branding and the logos. Sharon suggested creating a wiki on “how-to” instructions as a member benefit; Gus Leonard has already started this with his regional group and Digital Stream and post this into the IALLT wiki. She asked how the wiki can be opened to regional groups. Sharon and Judi will plan a “faces of IALLT” membership campaign during the summer. Sharon will put the information on the wiki. Sharon proposed that IALLT promotional material will be made available in form of PDF files for IALLT reps to print out and take along to other conference. The IALLT reps will be reimbursed for their printing costs pending pre-approval. Recommendation: The Board needs to revisit the relationship between the regional groups and IALLT. Following some discussion on the Wiki-access for regional groups, Bruno suggested opening the Wiki-content outwardly as “read-only”, while only members receive a “write” access. This would resolve the issue of posting SWALLT contents within the IALLT Wiki and making it accessible to regional members. Mary M-L suggested sending out reminders to the IALLT membership to encourage them to post within the Wiki. Sharon recommended having the new membership material ready for ACTFL (mid-November) The Digital Exchange Committee will come up with a text for the webpage. Conference Committee (Harold) Attendees: Ed Dente, Harold H. Hendricks, Stacey Powell, Irene Starr Conference Planning: Harold reported that there has been a miscommunication between the head of the Tufts conference bureau and Ed in regard to what the conference bureau’s responsibilities are The conference bureau’s proposed conference fees of $ 250 include lunch, 2 breaks, conference packets, badges, parking, access to athletic facilities, student workers, coordination, signs At this point, Tufts is lagging behind on their conference planning. A lot of details still need to be worked out. According to Harold, the following needs to be done: Form a local area committee by 14th of July; current members already are Mary, Ruth, Cindy, Irene, Debra. Send out a letter of commitment for the university facilities, dining services, IT, classrooms and workshop spaces Get budget figures for extra charges (IT, online registration) Harold will show Ed a sample package of materials to recruit vendors for the conference Peter stated that Ed will identify a local contact who will be appointed as member of the Program Committee Claire pointed out that Harold has volunteered to assist Ed with the conference organization. The Board will need to create an official council position for the work Harold is doing to assist with all the conference planning. Part of Harold’s responsibilities will be to put detailed conference planning guidelines and a timeline in writing. Claire proposed an official Conference Coordinator Council Position. The Board will need to make a decision on this. D. Announcements Scott encouraged the Board and Council members to pursue a relationship of some kind with the American Translation and Interpretation Studies Association (ATISA )—a group of Academics dealing with translation. This is still a relatively small group that deals, among others, with machine-translation. Michael Heller concurred with the importance of supporting this, as he has already two specially designed lab rooms to support translating and interpreting studies. Peter suggested that Scott research IALLT’s potential involvement with translation groups, a potential reciprocal partnership. Claire asked Scott to report back on his findings during next year’s conference Ed inquired whether there is enough interest for an outing to Boston tonight, despite the bad weather. He thanked all SLM participants for coming. Claire thanked Ed for his work and support. She thanked the SLM attendees for their hard work. The Council Meeting was adjourned at 3 p.m. The Council Members were invited to attend the Board Meeting, which was rescheduled from Sunday morning to Saturday afternoon. Board Meeting Present: ClaireBartlett (chair), Barbara Sawhill, Ron Balko, Judi Franz (via skype) By standing invitation : Peter Liddell Absent: Andrew Ross Council Members present: Erin Brazell Next Meeting: Tuesday August 22nd 1. Call to order at 3:35 p.m. 3. Approval of minutes: May 2 meeting – postponed until the August meeting. 4. Officers reports. -Treasurer’s report. Ron gave his report yesterday, but he had to pay a few bills during the SLM. He will e-mail out his report to the Boar members. Based on the SLM suggestion, future Board meetings may happen on Skype. -Journal report – See Andrew’s report on 6-23 -Program Director: Judi will finish the TESOL agenda. Claire reported that Mary M-L had received an extension from ACTFL. On the 5th of July, Bruno will retrieve the membership list. Stacey Powell will be the (one-time) ACTFL rep for the upcoming ACTFL conference. Mary M-L had expressed the wish to step down as ACTFL rep. Claire will post an announcement for the search of an ACTFL rep. -President Elect No report. -President Claire finished the announcing for “opting out”. Fifty IALLT members have already accessed the IALLT website since that announcement. Claire reported that she has not been too successful to round up conference attendees for IALLT 2007 during her recent China trip. Peter offered to help Claire in getting in touch with the PacificCALL group to promote IALLT 2007. Claire inquired whether IALLT would be willing to provide some sort of conference discount Peter raised the issue that there have been recent scams during which false conference registration were made for the purpose of immigration into the US Ute suggested some type of grant similar to the graduate student conference grant. Peter recommended providing the grant only based on the strength of the proposal. Ron also pointed out that the Budget item needs to be identified. Peter proposed to write the grant and link to it a list of officially identified countries that qualify as recipients for such grants in order to avoid scams. Ute will send the text for the graduate Student grant to Claire, and the Board will determine the grant amount. Ute raised the issue that the Program Committee will need to be involved in selecting grant recipients based on their abstract. Peter pointed out that Sue Otto is the Council Member for EuroCALL. Sue will need to receive promotional materials prior to attending the conference. Ute pointed out that vacancies and address changes of positions need to be changed by Bruno (add TBA) Committee reports. Sharon Scinicariello joined Web committee, update. Barbara raised the issue that a decision needs to be made concerning the new Web Editors. Claire expressed concern that one of the two candidates is not a member of IALLT. Sharon explained that the committee had preferred the sample website of the candidate who is currently not an IALLT member. Sharon will present a recommendation of the Web committee by the end of July. Sharon left the meeting Journal Editor, update Barbara reported that we need an interim Journal editor for the upcoming three issues. She will contact some potential candidates 6. Special orders --- Important business previously designated for Consideration at this meeting. none 7. Unfinished business. Commercial membership, change to P&P? Ute will go through the revisions of the P&P and update it. – Priority will be to update the text for commercial membership (to be done immediately) Note, announcement to membership about opting out of mailing list and email for commercial members and professional organizations (see President’s report) Claire reported that IALLT 2008 Eastern Seaboard Conference at Fort Lauderdale and Boca Raton campuses: changed to a joint regional meeting January 2008. Purchase of ACTFL mailing list. Ron reported that the total cost for the mailing list is roughly around $4,000. Claire will send the regional contact information to regional leaders. This was approved by the ACTFL rep. Ron will take care of this issue. 8. New business. Electronic Journal. The Board agreed on the Journal committee’s recommendation to move the journal into electronic format with POD capabilities. The last paper issue will be 39.2. (see report of the Breakout group from 6-23 and 6-24) Harold Hendricks and Mary Morrisard-Larkin joined Conference Group (Harold, Mary) Harold reported that Mary joined the conference group. Mary reported that the local conference group will help Ed with the conference preparation, to include pre-conference workshops. This includes potentially finding workshop space elsewhere. Peter pointed out that the local group will need to find a liaison to the Program Committee Mary had already volunteered to print the program. She also offered to be the Program Chair for the conference. Harold offered to be a reviewer on the Program Committee Judi pointed out that she will be an ex-officio member of the Program Committee. Ron brought up the fact that Paul, the head of the Conference Bureau, had requested an insurance certificate from IALLT. Ron will contact Paul to investigate this issue further. Claire offered to talk to the Dean at Tufts, if necessary. Conference Title – should be made by the local committee and ready by July 15th Harold and Mary left the meeting Program Chair will need to be selected by the Board at a later date Keynote Speaker – will need to be determined by the local committee. Commercial Membership (Sharon’s Proposal) Ron believes that it was $ 200, but it needs to be verified. The Board will need to decide the discount given to commercial members. The Board agreed to give a 25% discount The Board reviewed Sharon’s proposal on the Commercial Relations Coordinator. Ron moved that we create the position of Commercial Relations Coordinator as described in the draft handout of June 19th 2006, second[Barbara], approved [unan.] Barbara motioned to remove from Council the position of advertising manager. Second [Ron]. Approved [unan.] Conference Announcement (draft, date) Barbara motioned that the “Knowledge base” portion of IALLT Wiki be open to public on “read-only” basis; “member area” created for members’ discussion., Second [Ron] approved [unan.] Digital Exchange and Publisher’s taskforce – postponed until August meeting ManMan and LCDK– postponed until August meeting. Meeting adjourned – 5:10 p.m.

August 22, 2006

IALLT Board Meeting 22 August, 2006 Call To Order 1:00 p.m. p.m. EST Present: Claire Bartlett, chair; Barbara Sawhill, Judi Franz, Ron Balko, Ute Lahaie. By standing invitation: Peter Liddell Absent: Andrew Ross Joining at 2 p.m.: Ed Dente Routine Business Next Meeting: Tuesday September 12 at 1 p.m. EDT. 1. Call to order. 2. Roll call of members present. 3. Approval of minutes: May 2 meeting Ute resent the May minutes to the Board 4. Officers reports. -Treasurer’s report -Journal report Barbara had sent out a report concerning the journal via e-mail during the past night. Pete Smith won’t be able to assume the position of journal editor after all. Barbara reported being in conversation with the university of Victoria concerning the e-journal software. Peter explained that the software has been developed by Martin, the developer of Hot Potatoes at the University of Victoria. Claire inquired whether or not it may be better to adopt both the conference software and the e-journal software from the same software developer. Peter interjected that the University of Victoria software will be supported by the University of Victoria support staff. Claire suggested inviting Bruno to the next Board meeting. Barbara will contact him. Barbara expressed hesitations in posting a full call for a journal editor, as the current search is for an interim editor. According to Barbara, Andrew is willing to support the interim editor during the transition time. Barbara proposed to establish a Board of editors for the journal. She proposed establishing an editorial Board for the next edition of the journal. Claire asked Barbara to send her the text for the announcement; Claire will send out the announcement. Barbara asked how moving into the electronic format will affect advertisement of commercial members. Barbara reported that she had given a September 15th deadline for the publication of the DLLS to Jack Burston. Claire reminded Barbara that the articles will need to be reviewed in order to avoid the problems from the previous publication. Barbara stated that we are behind on the LCDK and the ManMan. Peter cautioned that the updates for these publications need to be content driven, not driven by deadlines. Barbara asked all Board members to review the Program Director Judi reported that she has a candidate for the ACTFL representative’s position. His name is George Detiveaux from Cyfair College in Texas. Peter inquired whether or not he has any IALLT experience. Claire proposed accepting this candidacy, Barbara moved to accept Georges Detiveaux as ACTFL representative. Second [Ron}. Accepted [unan.] Judi will contact Georges and inform him that he has been accepted as ACTFL rep. Judi contacted TESOL concerning establishing the affiliation, but has not heard back. Ed joined the conversation Ed reported that everything is going well with the conference planning. He currently has several conference budget; the gross budget is currently at $ 121,550. This figure includes the banquet and the cruise cost. Claire suggested charging separately for the banquet and the cruise cost. Ed is currently seeking commercial sponsorship. Based on the current budget figure, the conference registration fee will total $ 400 for 250 people and $ 500 for 200 people. Ed will send his budget to Claire and Harold for review. Lodging: in addition to the lodging at the dorms, there will be three conference hotels: Hawthorn Hotel (no shuttle), the Amerisuites Hotel (includes shuttle), the Holiday Inn (located in Summerville). Ed will post the lodging information on the conference website. Claire inquired whether or not Ed has received any support from the Dean. Ed reported that he had met with the Dean, but that he won’t receive any support from him. Exhibit space: Ed reported that additional exhibit space will be available in a new building next to the exhibit space the Board and Council members had toured during the SLM. Peter congratulated Ed, Harold, and Claire for a job well done with the conference planning. Ed signed off. President Elect No report. Immediate Past-president’s report Peter will need written confirmation from the incumbents concerning the candidacy. President Claire reported that she had updated the IALLT website with the new council positions. Claire stated that the conference advisor position will need to be approved by the Board. Judi motioned to approve the conference advisor position as submitted by Harold with the amendment that the position reports to the President and the Program’s Director. Barbara [second]. Approved [unan.] Peter signed off. 5. Committee reports. Web committee, update Journal Editor, update 6. Special orders --- Important business previously designated for Consideration at this meeting. 7. Unfinished business. Commercial membership, change to P&P? The text of the commercial membership will need to be posted on the website. Ute will send it to Claire. Cost of IALLT mailing list to commercial vendors and prof. organizations? posting Information for our commercial vendors on IALLT web site. Claire had reported the figures for purchasing the ACTFL mailing lists, but the costs for printing the flyers will need to be included. Ron will work on the estimate. Purchase of ACTFL mailing list 8. New business. IALLT insurance Claire stated that this issue is clearly explained in the P&P. This means that IALLT won’t be able to take out any insurance for the conference. Tufts will need to bear all the risks. Approval of “ the establishment of an ad hoc committee to explore grant opportunities in area described by Andrew in his June 29th email. Barbara motioned to approve the establishments of an ad-hoc committee as described by Andrew to explore grant opportunities. Second [Judi]. Barbara suggested inviting Andrew for the next meeting. IALLT mailing lists for companies and professional organizations. Cost, request system, process? Claire suggested charging $200. Judi inquired how many addresses are currently on the list. Barbara motioned charging $1.00 per name for the mailing list. Approved [unan.] Approval of conference advisor and workshop coordinator as new council positions. Claire will contact Marlene to ask for a position description SLM format. Postponed until the next meeting. Funding for regional groups Postponed until the next meeting. Select a person for the commercial relations position Conference software 9. Announcements. 10. The meeting was adjourned at 3:12 p.m. EDT. Respectfully submitted, Ute S. Lahaie

September 12, 2006

IALLT Board Meeting September 12, 2006 Call To Order 1:00 p.m. p.m. EST Present: Claire Bartlett, chair; Barbara Sawhill, Judi Franz, Ron Balko, Ute Lahaie. By standing invitation: Peter Liddell Routine Business Next Meeting: Tuesday October 17th 1. Call to order. 2. Roll call of members present. 3. Approval of minutes: May 2 meeting Motion [Judi]. Second [Ron]. Approved [unan.] 4. Officers reports. Treasurer’s report Ron reported that Brown had mailed the remainders of the journal 38.1 to Purdue University. Ron expressed concerns about the late publication date of the journal. Due to the delays, he has received numerous complaints from libraries. Ron will try to contact all libraries to inform them about the possible transition of the journal into an electronic form. Journal report The journal will continue to be disseminated in print-form to the libraries initially. Barbara is currently drafting a letter concerning the decisions made during the SLM announcing the changes of the journal from a paper version to an interactive electronic version. Barbara raised the question whether or not the journal should be continued at all. Peter interjected that this needs to be a separate discussion. Claire suggested that Barbara disseminate her message concerning the journal via CTools. Ron expressed concerns that any changes with the journal will translate into renewals of library subscriptions or the lack thereof. He proposed making a decision. Claire proposed an extraordinary meeting to discuss the journal issue on 26 September. Barbara will send out her message prior to the 26th September via CTools to the IALLT Council members. Program Director No report concerning the TESOL membership. Marlene will give a Houghton-Mifflin workshop in October in North Carolina. President-Elect No reports in addition to the journal report. Barbara expressed a desire to discuss the format of the SLM. President Claire contacted Marlene concerning the draft for the workshop coordinator. Claire has not yet received a budget from Tufts. Claire reported that she had asked Ed, whether or not Tufts will print the conference program, or whether another institution (such as Holy Cross) should help him with this. Action item: Ute needs to update the P&P (esp. the commercial members page) 5. Committee reports. Web committee, update Claire reported that she had a conversation with Sharon. Jeff is now the new webmaster. Barbara suggested that Jeff send a proposal concerning any changes for the IALLT website. 6. Unfinished business. Commercial membership, change to P&P- Claire requested that Ute put this into a higher priority than the minutes and have them ready by October. Purchase of ACTFL mailing list: Quote from Brown 3,500 brochures $945.00, (plus mailing costs?). ACTFL lists: Undergraduate = 1,581, Graduate, any assignment = 1,738, total: 3319. Claire thanked Ron for submitting the mailing costs. The costs for the ACTFL mailing lists, the IALLT brochure, and the actual mailing cost for mailing out the flyer will roughly amount to $ 2,000. Ron proposed postponing the vote on the brochure until after the extraordinary meeting on the journal issue. Ron motioned to approve an expense of 2,000 to produce and mail brochures that will be sent to higher education members of ACTFL, in addition, we will purchase the list for ACTFL members in secondary education to be used by regional groups for their own mailing. Judi [second]. Approved [unan.] IALLT insurance, still ongoing with Tufts Claire reported that the discussion with Tufts concerning the insurance is still ongoing. Funding for IALLT Regional groups speakers Barbara suggested supporting regional groups by funding a speaker. This would also benefit IALLT. Claire expressed concerns about giving a honorarium of $500.00 to a speaker, along with travel expenses, to a region that only has 50 attendees. Claire proposed paying for a speaker who would record the presentation as podcast. The podcast would be disseminated to IALLT members and the regional groups. Claire suggested making $3,000 available for this project. The money would be made available for the speaker. The video could then be streamed from a server. Barbara moved that the IALLT Board consider approving a pilot program for the upcoming year to fund up to two speakers per year for up to $1,000 each to assist in covering the expenses for an exceptional outside speaker for a regional group. The speaker cannot be a member of the regional group. The pilot program will be revisited in a year. The presentation will be videotaped and made available on the IALLT website. Judi [second]. Approved [unan.] 8. New business. Ad hoc committee to explore grant opportunities in area described by Andrew in his June 29th email. SLM format Conference software, specifically conference proposal software. Claire reported that she had discussed the purchase of the conference proposal software with Ed. She had suggested having the same software for the conference program Peter interjected that it is not possible to have the same software for both areas. Claire asked Barbara to resend to resend the link to the conference software along with the username and password 10. Adjournment: The meeting was adjourned at 2:30 p.m.. EDT. Respectfully submitted, Ute S. Lahaie

September 26, 2006

IALLT Extraordinary Board Meeting September 26, 2006 Call To Order 11 a.m. EST Present: Claire Bartlett, chair; Barbara Sawhill, Judi Franz, Ron Balko, Ute Lahaie. By standing invitation: Peter Liddell The Board met to discuss the journal situation. Barbara had asked the Board to read the discussions posted by the Councils on the issues. The answers were rather varied. The following suggestions were made by he Council: 1. no journal 2. a different version of the journal is needed 3. the journal needs to remain. It is an important member benefit Peter went into the history of the journal: until the 80s, the journal only focused on language-lab. After the 80s the focus of the journal was expanded. Peter suggested creating an electronic portal Claire made the observation that the general consensus was to have some form of publication. She suggested a transition period of an electronic journal, have it not peer-reviewed, and send out another call for submissions to the IALLT council. Peter advocated for the electronic journal – it is not tied to a set number of pages. Peter suggested disconnecting the peer-review article from the other areas. Ute suggested using the LLTI as a source for new articles. Ron expressed concerns that the current print-version of the journal is not only cumbersome, but also expensive. According to Ron, the journal will become a drain on the IALLT account within the next two issues. Ron has received claim forms from companies due to the fact that the journal has not been published on time. Ron stated that we have to either discontinue with the journal after this upcoming issue, or to commit to two further publications for 2007. Ute suggested reprinting a chapter from one of the manuals. Barbara suggested writing an article on the history of technology (from – until iPods). A discussion on the electronic issue ensued. The following time-line was discussed: the last print-issue will be published in December. The electronic publications will be available for the April and October issues next year. Claire asked that the call for an editor be sent to the membership. Peter suggested finding an editor for the last print-version, and another editor for the e-journal. Barbara offered to be in charge of the last print-issue. Barbara will draft a message to the membership and sent it to the Board for approval. Then she will send out the call for submission. Barbara had worked on the job description for the new e-journal editor. Ron moved to end the print publication of the IALLT journal with volume 38.2 around December 2006 and begin publication of an online journal beginning May 2007. Barbara [second]. Approved [unan.] During the month of October, Barbara will make a recommendation to the Board about the format of the e-journal following her visit at U. of Victoria, where she will meet with Peter and with the creators of the e-journal tool. Barbara will send the description for the e-journal editor to the Board by the October meeting. The meeting was adjourned at 12:06 p.m. EDT. Respectfully submitted, Ute S. Lahaie

October 17, 2006

IALLT Board Meeting October 17, 2006 Call To Order 1:00 p.m. p.m. EST Present: Claire Bartlett, chair; Barbara Sawhill, Judi Franz, Ron Balko, Ute Lahaie. By standing invitation: Peter Liddell (joining late) Routine Business Next Meeting: Tuesday November 7. 1. Call to order. 2. Roll call of members present. 3. Approval of minutes: September 12 Motion [Judi], Second [Barbara], Approved [unan.] September 26 Motion [Barbara], Second [Judi], Approved [unan.] SLM minutes will be approved via e-mail by Friday, 20 October. Ute will send out a reminder. 4. Officers reports. Treasurer’s report Ron had sent the monthly reports via e-mail. He reported that he is currently working on filling out the new 990 form with the help of an accountant. Peter joined Journal report Barbara reported that she had received five articles, the lab notes, and the LLTI highlights. She has three people who had agreed to be readers for the articles. She hopes to have the reviewed articles back to the authors within ten days. Upon Claire’s inquiry, Barbara clarified that she had received the articles in response to Claire’s call for submissions; Claire had e-mailed the call for submissions to the IALLT membership. Barbara reported that she had visited the University of Victoria where she had the opportunity to have a discussion with the author of the e-journal template. This tool also allows the publication of print-on-demand journals. According to the author of the e-journal template, it takes about 20 hours to mark up the text for an entire journal in order to put it into an electronic format. This will translate into $300.00 for student work hours to publish a journal. The marked-up text will be searchable. Ute inquired whether or not the e-journal tool can also be used as a basis for an IALLT portal. Barbara clarified that the other web based areas can be bundled with the journal. Claire inquired whether any other programming is required for the journal in addition to the marking up the text. Barbara will send a link to a mock-up site of the e-journal to the Board by the end of the week. Claire will look for other e-journal tools for the Board to compare by the November Board meeting. Claire asked Barbara to send an updated position description to the Board for approval prior to sending the new text out to the membership. Program Director Judi reported that Stacey Powell will be the ACTFL representative. Judi inquired whether anyone will be able to review the IALLT PowerPoint. Claire volunteered. President Elect No report. President Claire reported that she has posted the message to the membership for the journal. She reported that the IALLT 2007 conference site is ready and linked to the IALLT website. 5. Committee reports. No reports. 6. Special orders --- Important business previously designated for Consideration at this meeting. None. 7. Unfinished business. Changes to P& P: Commercial membership, and purchase of IALLT membership list cost. Claire asked Ute to update the P&P. Ute reported that she had sent the text concerning the commercial membership to Marlene for the purpose of posting on the IALLT website, but that she had not had time to update the entire P&P. Ute will update the P&P in time for the November meeting. Purchase of ACTFL mailing list: Timeline, brochure design, mailing. No additional reports. Keynote speakers for regional meetings announcement The speaker fees ($1,000) have been approved for use by regional groups during the regular meeting. Claire recommended making up to $ 1,000 per year available for 2 speakers for a total allocation of up to $2,000 per year for speaker fees. Ute will send the corrected paragraph or the text concerning the speaker fees back to Claire. Barbara will collect the applications for the regional speaker fees. 8. New business. Conference proposal software Claire reported that Mike had made some changes to the IALLT conference software Ad hoc committee to explore grant opportunities in area described by Andrew in his June 29th email. The discussion of this agenda item has been postponed until the November meeting. SLM format The discussion of this agenda item has been postponed until the November meeting. IALLT election Peter reported that he has two members who are willing to serve on the election committee: Gus Leonard and Claire Bradin-Siskin. Motion to approve the election committee [Barbara]. Second [Judi]. Approved [unan.] The committee will send out a text for the call for nominations, with a closing date by a month after the initial call for nominations. Peter suggested January as election month. IALLT 2007, awaiting for budget conference software Claire reported that she still has not received a budget from Ed. Barbara inquired whether he has asked for help with the program. She reminded the Board that Mary Morrissard-Larkin had volunteered during the SLM to take care of printing the conference program. Claire signed off IALLT 2009. So far, only Stacy responded. Barbara asked the Board for input concerning finding other possible host institutions. 9. Announcements. None. 10. Adjournment. The meeting was adjourned at 2:35 p.m. EDT. Respectfully submitted, Ute S. Lahaie

November 21, 2006

IALLT Board Meeting November 21, 2006 Call To Order 1:00 p.m. p.m. EST Present: Claire Bartlett, chair; Barbara Sawhill, Judi Franz, Ron Balko, Ute Lahaie. By standing invitation: Peter Liddell Routine Business Next Meeting: December 5th, January 16th 1. Call to order. 2. Roll call of members present. 3. Approval of minutes: The SLM minutes have been approved with corrections via e-mail on Friday, 20 October. Motion [Barbara]. Second [Ron]. Approved [unan.] 4. Officers reports Treasurer’s report Ron had sent out the October statement prior to the meeting. He reported that he had filed the IRS form. Claire will write the report for the law firm and sent it to Ron to submit along with the payment. Journal report Barbara reported that she is currently working with authors on revisions of articles for the upcoming journal. One of the articles was lengthy and ideal for publication within the LCDK with a shorter version of it for publication within the journal. She reported that she had received columns from David Pankratz and Ute Lahaie. She is trying to solicit other columns. The last print journal will still be published by Brown University. Peter applauded Barbara for doing a fabulous job with the journal during this time of transition. Draft for new position of IALLT journal editor Barbara will try to send the text for the interim journal editor’s job description out by the end of the week. Revision of DLLS, LCDK and ManMan Barbara reported that Jack had suggested publishing an updated publication of the DLLS for the CALICO conference in May 2007. Ron will work on a sales report for the DLLS Barbara requested that the IALLT publications (electronic or print version) be discussed during the next meeting Barbara asked the Board to take a look at the LCDK and the ManMan for possible revisions. Program Director Judi had sent out the proposal for the IALLT 2009 conference from Atlanta. She asked the Board to look at the proposal, Judi reported that due to the sales tax in Tennessee, she was unable to sell any materials at the IALLT booth. Claire reported that Georges Detiveaux, the new ACTFL rep., spent the entire time at the booth. She suggested having another ACTFL rep. to help with the duties. Judi sent out a lot of brochures and is starting on running low. She is working with Sharon on the design for a new brochure. Peter asked the Board to consider what type of expenses qualify for the membership drive and what types of expenses need to be absorbed by the conference host when distributing brochures at other conferences (such as the ACTFL conference) Judi reported that she had sold one LCDK during the SWALLT conference. President Elect No report President Claire will contact Jeff Winters, the new editor, to request templates for the redesign of the IALLT website She reported that she had helped Ed establish contacts with vendors during the ACTFL conference. During the ACTFL conference, Claire had contacts with members from Monterey Tech University who expressed interest in hosting a future IALLT conference. Peter proposed hosting an extraordinary IALLT conference at Monterey in Mexico. Claire reported that the Monterey team was interested in hosting IALLT 2009 and wanted to submit a proposal. She explained that Monterey Tech is a well-funded private university, but the Monterey Tech team members are not currently IALLT members. Peter suggested that Judi contact the Monterey group and explain the process in submitting a proposal. Ute pointed out that per P&P, the proposals need to be reviewed by the Board and the Council. Peter recommended making the decision during the annual business meeting at the IALLT 2007 conference. Ron, Peter, and Barbara signed off. Claire reported that the conference preparations are moving along nicely. The conference proposal software is up and available. Claire proposed that IALLT take on the responsibility of hosting the conference proposal software 5. Committee reports. No reports. 6. Special orders --- Important business previously designated for Consideration at this meeting. None. 7. Unfinished business. IALLT election IALLT 2007 conference budget Claire reported that the high conference rate is due to the fact that the banquet is included. Ed will need to advertise the conference rate. He hopes to receive sponsorship, but Claire cautioned that the commitment of the sponsors typically happens by March. Conference proposal software – not discussed during this meeting. Changes to P& P: Commercial membership Ute had sent out the updated P&P. She had sent the text for the commercial membership to Marlene a few weeks ago. The P&P text does not include the membership rate for the commercial members. Ute will search the minutes to find the amount approved by the Board. Producing IALLT flyers for the ACTFL mailing list Claire will contact Sharon to get the flyer designed. 8. New business. ad hoc committee to explore grant opportunities in area described by Andrew in his June 29th email – postponed until the December meeting SLM format email – postponed until the December meeting IALLT 2009 – Proposals, campus visits, January 1st deadline – as discussed earlier. IALLT 2011 – Claire reported that she had been approached by Hawaii. They wanted to submit a proposal for 2011. – This issue will be discussed further during the December meeting. Our registration for the name fleat.org expires on 23rd of November. – The renewal amount is $114. December, so we'll need to be renewing that fairly soon Claire will send out a message to the Board for vote via e-mail on this issue. IALLT defraying Ed’s cost to ACTFL- postponed until December meeting. Revision of LCDK and Man Man – discussed under the journal item. 9. Announcements. 10. Adjournment. The meeting was adjourned at 2:50 p.m.EST. Respectfully submitted, Ute S. Lahaie