January 13, 1999

IALL Board Meeting Minutes

January 13, 1999

Called to Order: 1:13 PM EDT

Present: Nina Garrett, Tom Browne, Chris Higgins, Patty Lamb

Routine Business

• Approval of Minutes:
• Minutes of December 7, 1998 Board Conference Call approved.
• Business Manager's Report:
• The membership directory has been mailed out to the membership. Membership renewal is going well. Ed reports that he has been receiving 5 to 8 renewals daily. This activity seems to be the result of the paper mailing which went out last month. We will continue to use the email notification method for membership renewals, but will follow up sooner with a paper notice.

Old Business

• IALL '99 Conference Progress Report
• Discussion:
• Chris reports that 91 proposals are in. He anticipates scheduling approximately 66 sessions. If need be, he will add some late afternoon sessions. He will schedule 5 sessions concurrently and might set up some split sessions of similar topics. There will be up to six sessions sponsored by Calico, which Calico will select.
• Three plenaries are planned with one being the new Henderson plenary. Normally, the final plenary would be a panel on the state of the field. As a contingency plan, Chris may line up a fourth plenary and move the panel discussion to another open block of time. This would allow for a late response from either Clinton or Gore without risking having an empty plenary spot.
• The jointly sponsored IALL/Association for Computational Linguistics workshop, which will actually be more like a symposium, will be on the subject of language assessment. Chris needs names of IALL people to participate in giving this workshop.
• IALL 2001 Proposal: Tentative site has submitted a progress report which is almost a final proposal, but a formal announcement cannot be made quite yet. They plan to hold IALL 2001 during one of the last two weeks of May, 2001.
• Elections
• Discussion:
• The slate of candidates is final.
• The dissolution paragraph, necessary for IALL incorporation, will be included in the election materials to go out to the membership.
• Action:
• Tom will call Ursula to make sure she knows that the dissolution paragraph must be included as a voting item.
• Nina will provide the wording.
• Software database: Nina will continue trying to work with Dartmouth on the ownership issue.
• Letter to vendors: Nina will formulate a letter.
• Curt Broderick's Web page
• Discussion:
• According to communication received, NERALLD is providing the site for information regarding digitized audio. IALL is pleased to have NERALLD sponsor this site and offers support.
• Nina expressed the hope that this site could eventually be expanded to include video as well as audio.
• ACTFL Technology Award
• Discussion:
• Chris announced that the plans for the award have been finalized. The award will be called the Houghton/Mifflin Technology Award in conjunction with IALL.
• Chris will chair the first award committee and will send out an announcement to LLTI when it is time to make nominations for the award.

New Business

• Electronic Publication: - Tabled for a future meeting.
• Board Conference Call Attendees: Tom will look into how to add an additional person to the call so that Jan and Pete can both be on the line during future calls.

The meeting was adjourned at 1:45 PM ETD.

Respectfully submitted by Patricia (Patty) Lamb

February 8, 1999

IALL Board Meeting Minutes

February 8, 1999

Called to Order: 12:05 PM EDT

Present: Nina Garrett, Read Gilgen, Tom Browne, Chris Higgins, Pete Smith, Jan Marston, Patty Lamb

Routine Business

• Approval of Minutes
• Minutes of January 13, 1999 Board Conference Call approved.
• Business Manager's Report
• Tom will make labels on this coming Wednesday to send to Ursula for the ballot mailing on February 15. Wording for the dissolution paragraph necessary for non-profit status/incorporation is needed for the ballots. Nina is waiting to hear from the Yale legal advisors.
• Action: Nina will push for the dissolution paragraph wording.

Old Business

• IALL '99 Conference Progress Report
• Discussion
• On-line registration will be available via the conference web site beginning of March (hopefully).
• The program committee has not yet received a reply from Clinton, but has invited Steve Gilbert to be the first keynote speaker. Pete mentioned that Gore participated in a teleconference recently and mentioned computer training in language instruction. Gore will be invited if Clinton declines.
• The conference has been announced via the journal and several on-line lists. A mailing will go out to IALL members going back three years.
• Preconference workshops will begin on June 22. The Executive Board will have a meeting on Monday evening, June 21. Board and Council meetings will take place Tuesday morning and after the conference.
• Action: Tom will send labels for IALL members over the last three years and Chris will send out the conference accouncement.
• IALL 2001 Proposal
• Still no formal proposal received.
• Action: Read will follow up on the IALL 2001 proposal.
• Elections
• Tom reported that the number of actual current members is 271. If we include the people who just dropped off the list of members with the last journal, the number jumps to 438.
• Action: Tom will print membership forms for those people who have recently dropped off the current members list and will send them out.
• Software Database
• Nina received the memo of understanding back from Dartmouth and has faxed it to the board. It was also cc'd to Otmar Foelsche and Mike Ledgerwood. Nina will sign it when she gets the hard copy and send it back to Dartmouth.
• Action: Board members will send word to Nina as to whether the document is okay to sign. Nina will send copies to Irene Starr and Lynn Crandall.
• Vendors and IALL Membership letter
• Action: Nina will draft a letter.

New Business

• Awards for IALL '99
• Action: Nina will place order for past president plaques. Nina will put out request for recommendations from the council for the Henderson and Sheppard awards. Pete will work with Jan on journal related certificates.
• Electronic Publication
• Discussion:
• Pete stated that in order to determine the format and make-up of items published electronically, he needs to know the primary motivation behind choosing to publish electronically. The board agreed that the primary reasons are visibility (gaining membership) and service, making a contribution to the profession.
• The Management Manual needs a new editor to be in charge of an updated version to be published electronically. Tom will check on the number of Management Manuals remaining in inventory.
• An optional opportunity for viewers of IALL's electronic publications to register with IALL would be desirable or the use of "cookies" may be employed.
• Read proposed that we have something substantially in place in electronic form for IALL '99. Pete replied that would be easily doable and a good focus for he and Jan to work on. Pete will use the PDF format and page images so that our logo and page appearance are preserved.
• The board agreed again that it is extremely important that the various authors of pieces to be published electronically know what is being done and have let us know what rights they will or will not give up.
• Action:
• Pete and Jan will send an email sketch to the board of what they would like to publish with the concepts of visibility and service in mind.
• Read will put the words "Language Labs" into the beginning text of the Web Site so that search engines will pick up on our site when users search for "Language Labs"
• Nina will get back to Lynn for the final draft of the permissions form with the check-off box for electronic publication.
• Domain names
• Action: Read will poll the council as to which they prefer IALL.net or IALLT.org. Read will talk to Bruno about a Web server for IALL.
• Lab tours tape
• Discussion:
• Dick Kuetner would like not to be in charge of the lab tours tape any longer. This position is a council member appointed by the president.
• We are out, or nearly out of the current tour tape. (Tom has it copied by someone outside at the cost of $7.50 per tape + mailing.) With the new lab tour tape coming up, is it worth making copies of the old one at this time? It is valuable for people planning new labs now. There are no orders pending right now. Chris has one or two copies. Five would probably suffice for the next few months.
• Action: Tom will check with Dick on the status of the tour tape inventory.

The meeting was adjourned 1:12 PM EDT.

Respectfully submitted by Patricia (Patty) Lamb

March 1, 1999

IALL Board Meeting Minutes

March 1, 1999

Called to Order: 12:13 PM EDT

Present: Nina Garrett, Read Gilgen, Tom Browne, Chris Higgins, Jan Marston, Patty Lamb

Routine Business

• Approval of Minutes
• Minutes of February 8, 1999 Board Conference Call approved.
• Business Manager's Report
• Tom sent out paper renewal notices to people whose memberships had expired with the last journal. There were a few hundred of them.
• IALL has a balance of $23,680 in the checking account. The cost of printing the journal has dropped dramatically.

Old Business

• IALL '99 Conference Progress Report
• Discussion:
• Chris announced that it looks like Steve Gilbert will be our opening plenary speaker. President Clinton still has two weeks to respond, and then we will move on to inviting Vice President Gore.
• The program committee is in the midst of accepting proposals and scheduling workshops. We will have over 20 workshops including lab management, lab design, lab tours, the linguistics symposium, introductory and advanced HTML, Authorware, Director, FileMaker Pro and Java script. A fee will be charged for the pre-conference workshops this year. There will be approximately 80 sessions during the conference. Seventy-four sessions have already been accepted. Three to six concurrent sessions will be scheduled.
• On-line registration should be in place by mid-March.
• Result of Council Poll for IALL '99 Henderson and Sheppard awards
• Discussion:

• Nina hasn't heard back from anyone on the council.
• A recommendation for one of the memorial awards has been made by a board member.

• IALL 2001 Proposal:
• Still no formal proposal received, but the details are coming together and the plan is moving forward. The goal is to be able to announce the location of IALL 2001 during the IALL '99 conference.
• Elections progress
• Discussion:
• The ballots have gone out thanks to Ursula and her committee. Candidates' statements are available on the Web site under Current News. Printed copies of the statements are also available from Ursula.
• The dissolution statement for the constitution was included on the ballot cards.

• Council domain name poll:
• Discussion:
• Read reported that the majority opinion was to use IALL.net now and discuss changing to IALLT.org later.
• Action:
• Read will draft an announcement and email it to the board for approval.
• Tax Exempt Status progress report

• Discussion:
• Nina has met with the new Yale law student once and will meet with him again tomorrow. A Certificate of Incorporation has been drafted. He will go over the IALL by-laws in preparation for the meeting with Nina tomorrow. She will forward information from that meeting to the board.
• Tax exempt status can't be accomplished until the Certificate of Incorporation and the By-laws changes are in place. At that point we can put through the application for tax exempt status. Nina would like that to be accomplished by this summer's meeting.
• Once our tax status is verified, we may set up a secured server and do on-line transactions with credit cards. This will be a great advantage, according to our current Business Manager.

• Dartmouth database

• Discussion:
• Nina received a redraft of the letter of agreement from Dartmouth. If there are no substantive differences between the redraft and the previous draft, Nina will sign it.
• Otmar Foelsche, Mike Ledgerwood, Lynne Crandall and Irene Starr have all okay'd the previous draft.

• Electronic Publication

• Discussion:
• Pete, Bruno and Jan met to discuss electronic publication of past journal articles. They have selected three pieces that they want to publish on the web site. The authors will be officially contacted for their permission.
• The text on the web page will be formatted to look just like a journal article. The first page will have the IALL logo and the last page will have the IALL membership form.
• Frank Ryan reported to Read that we have an inventory of 29 complete lab management manuals. We need a new editor with professional editing abilities to be in charge of updating the management manual.
• Additional inventory includes 66 complete lab design kits and text for 50 more (without the printed binders), 130 Learning Center of the Future, and some Task Based Activities I (285) & II (250)
• Action:
• Board to think about and recommend someone for the editorship of the management manual.

New Business

• Email correspondence/communication

• Discussion:
• Should IALL have an email list for the purpose of sending out announcements of interest to IALL members? The intention would be to send out one or two announcements maximum per month concerning things like new information on the Web server, conference announcements, election announcements, etc. This would be strictly announcements from the board, not a list serve. The messages would be signed by the president, but would not come from the president's own email account, but rather from iall@iallt.org.
• Consensus of opinion from the board is that this would be a good, positive step to take and a good idea to implement now, four months before the conference.
• Action:
• Read will check with Bruno on the logistics of setting this up.

The meeting was adjourned at 1:06 PM, EDT.

Respectfully submitted by Patricia (Patty) Lamb

April 5, 1999

IALL Board Meeting Minutes

April 5, 1999

Called to Order: 12:26 PM EDT

Present: Nina Garrett, Read Gilgen, Tom Browne, Chris Higgins, Patty Lamb

Routine Business

Approval of Minutes: Minutes of March 1, 1999 Board Conference Call approved as amended.

Old Business

1. IALL '99 Conference Progress Report

• Discussion:
• Chris has been busy scheduling sessions, dealing with exhibitors and getting sponsorships. The on-line registration form is now operational.
• Three finalists for the Henderson Plenary were voted on by the board. The first choice was unanimously approved. Of the five top sessions recommended by the program committee, two were submitted by non-members. The Henderson Plenary speaker must be an IALL member, so the field was narrowed to the three papers submitted by IALL members.
• Nina has a list of events the board is involved in during the conference. She will email the list to the board. The council needs to be notified very soon about when the council is expected to meet with the board, particularly before and after the conference.
• Action:
• Nina will email list of board involvement to the board and will notify the council as to the dates and times of pre and post conference meetings.

2. IALL 2001 Proposal

• Still no formal proposal received.
• Action: Read will follow up with the proposed host.

3. The Henderson and Sheppard Memorial Awards

• Discussion:
• 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, recommended by the council and selected by the board.
• The awards are intended to reward relatively youthful or new IALL members who are showing promise as new leaders for IALL, people who have been involved in their regional group or at the conference doing good things or who have made valuable contributions to the journal, etc. Both Bob and Marie were leaders who inspired and facilitated the contributions of others. These awards are for potential rather than necessarily fact.
• Each award is for $100.
• Action:
• The board has voted on the council recommendations and selected two awardees for IALL '99.

4. Election results

• Discussion:
• The election results were reported to the Board which accepted the results and thanks Ursula for conducting the election.
• The board will direct Ursula to contact all the candidates with the results and make a public announcement of the election results via LLTI on April 15.
• Action:
• Nina will ask Ursula to contact all the candidates and make the public announcement.
• Nina and Read will contact the newly elected board and congratulate them.
• Read will write letters of appreciation to the university officials who oversee the work of the new board members at their institutions.

5. Logistics of email correspondence with membership:

• Discussion:
• In order to use IALL.net directly and use email with IALL.net, IALL needs its own computer.
• This server could physically be moved to another location should that become necessary.
• Read may need to ask for a couple hundred dollars from IALL in order to put the dedicated server together.
• Action:
• Read will ask Bruno to set up a server which will be IALL's own web server out of spare parts.

6. Non-profit status, bylaws, etc.

• Discussion:
• Nina met with Lamar Baker, a Yale Law School student who is helping us achieve non-profit status. She forwarded to the board a list of questions which came up during her meeting with Lamar. The list of points and the board response regarding each point follows.
• 1) We're going to have a set of "articles of incorporation" as a formal organizational document. The question is whether we have that PLUS a Constitution PLUS a set of bylaws. Lamar recommends that the issues currently covered in the Constitution be folded into either the articles of incorporation or the bylaws. If we do the latter, those sections which represent matters on which changes can be made only by a majority vote of the membership can be specified as such, while others can be left as changeable by the Board and/or Council. Lamar thinks that it's common to have the big organizational principles in the articles of incorporation and the more nitty-gritty rules and procedures in the bylaws, but he's checking this out on Friday. Do we have strong feelings as to the desirability of having a formal Constitution separate from both the articles and the bylaws?
  Board Response: No absolute decision, but leaning toward having the articles of incorporation as a separate document.
• 2) When I explained to him that about the difference between the name and the acronym, he suggested that we reconcile this before we put the formal papers through, because it's apparently complicated to change it afterwards. However, the acronym has no legal standing as far as the incorporation or the tax-exemption are concerned, so as long as the *name* of the organization doesn't change it's not really a very big deal. Does this change our decision on Monday to stick with IALL and not initiate a move to IALLT yet?
  Board Response: No, this does not change our decision to stick with IALL for the present.
• 3) Does the Business Manager appointment have any limit? We have a four-year term, but no specification as to whether an incumbent may be re-elected to a second or further four-year term.
  Board Response: Leave the term limit unspecified.
• 4) (a) Lamar recommends that we change the designation from Business Manager to Treasurer, which seems to be the widely accepted term. He says if we ask for grants or bank loans we'll have to get a letter from the current IALL President affirming that "Business Manager" actually means "Treasurer" etc. Is this a problem? (b) He also recommended that we change the designation "President-Elect" to "Vice-President" to avoid confusion, simply spelling out in the bylaws that the Vice-President always automatically becomes President.
  Board Response: Keep both office titles as they exist now, Business Manager and President-Elect. We are an educational organization, not a corporate organization, and our titles make sense for our organization.
• 5) The bylaw framework has a section in it about calling special meetings -- under what circumstances, who may call, with how much notice, etc. It doesn't seem to apply to us, but he wanted to know whether we thought it ever might, i.e. whether we ought to leave the section in or take it out.
  Board Response: Leave in the section about calling special meetings.
• 6) We need to specify what the quorum is when we have meetings that involve the membership, i.e. the business meetings during the conferences.
  Board Response: The only things our membership votes on are elections and constitutional amendments which are both done by ballot. If we have to define a quorum, a low percentage such as 10% might be a good answer.
• 7) Do we have -- or do we need -- any procedure for establishing committees other than the election committee? (That seems to be the only one specified in our current bylaws.) He suggests that unless we think it likely we'll need anything more formal, we include a sentence something like: "By majority vote the Board (and/or the Council) may establish whatever committees are deemed necessary from time to time."
  Board Response: Adopt "By majority vote the Board may establish whatever committees are deemed necessary from time to time."
• 8) We need to spell out explicitly what issues (a) the Board votes on, (b) the Council votes on, and (c) the membership votes on. If I understand correctly, the membership currently votes only on elections to the Board and on changes to the Constitution.
  Board Response: The Council, which includes the Executive Board, votes on amendments to the By-laws.
• 9) We need to spell out some policy about when vacancies come up for the Board. It was obvious how the presidential vacancy created by Bob's death was to be addressed, but what about if one of the other Board positions became vacant for any reason?
  Board Response: The Board appoints a replacement until the next election. The board may hold a special election if the board deems it necessary. ***We may need a By-law change to reflect this decision.***
• 10) Should there be anything in the bylaws about Board Conference Calls? Obviously the scheduling of them changes according to the academic schedules of the current Board members, and we've decided ad hoc when we needed extra calls, wanted to skip a month, etc. Since these are in fact our regular Board meetings, Lamar thought there ought to be some sentence about them that is carefully balanced between establishing that they take place and leaving enough flexibility about when and how.
  Board Response: The Board meets regularly as needed in order to conduct the business of the organization.
• 11) It may be necessary for us to have an additional procedure for taking Board votes on issues: apparently neither phone votes nor e-mail votes are enough from a legal perspective; what's required is "signature assurance" or "privacy protection" -- which means hard copy, signed. He'll ask on Friday about e-mail, but he thinks that the President may need to e-mail a "form letter" setting out the issues on which we have to vote, whereupon each Board member would print it out, sign it, and mail it to the President.
  Board Response: Nina will check back with Lamar to see what he found out about using email.
• 12) He asked whether any Board members were paid, and I told him no, but that we wanted eventually to pay staff -- that's fine. I asked him, just for possible future reference, whether if we were to have an executive director who received released time from her/his home institution, the released time counted as "pay" -- pointing out that in such a case it would be the institution that did the paying, not the organization. He said he'd ask.
  Board Response: Nina will check back with Lamar to see what he found out about this issue.
• 13) He thinks we have to have some sentence about who has power to remove whom from what office and on what basis. I.e., do we say that the Board has the power to remove someone appointed to the Council? (Obviously the presidents of the regional affiliate groups are elected by *their* membership and wouldn't be subject to the Board on this.) The bylaw framework says "with or without cause" which seems a bit draconian, but if we say "with cause" then we have to specify in excruciating detail what the acceptable causes would be, which we certainly don't want to get into.
  Board Response: Non-elected members of the council may be removed by the board. Those members of the council who are appointed by the board may be removed by a majority vote of the board.
• 14) We need to figure out who the "original incorporators" are going to be. It seems to me to be most logically the members of the Board at the time that the articles of incorporation are actually put through. Or do you think the Council should be involved? Any other suggestions?
  Board Response: The original incorporators will be the members of the Board at the time that the articles of incorporation are actually put through.
• 15) Usually a board of directors is elected every year.
  Board Response: That system doesn't work for us.

New Business

1. Permanent member status for past presidents

• It was moved by the Business Manager and seconded by the Programs Director that IALL pay the yearly dues for honorary memberships for all past presidents. The vote was 3 in favor, 0 opposed with 2 abstentions (the president and president elect).

The meeting was adjourned 2:00 PM EDS

Respectfully submitted by Patricia (Patty) Lamb

May 3, 1999

IALL Board Meeting Minutes

May 3, 1999

Called to Order: 12:07 PM EDT

Present: Nina Garrett, Read Gilgen, Tom Browne, Chris Higgins, Patty Lamb, Jan Marston

Routine Business

Approval of Minutes: Minutes of April 5, 1999 Board Conference Call approved as amended.

Journal Editor's Report: Journal 31 #'s 1&2 has been mailed out to the membership. Journal 31 #3 will not be ready for IALL '99 but will be ready by the end of the summer. Tom asked whether Journal 31 is actually the journal series for 1998 which would mean that we are almost a full year behind in publishing journals. He also said that library subscribers may have a problem with this. Jan proposed that the publication schedule be discussed during a board meeting at IALL '99.

• Action: Jan, Read and Bruno will have a conference call to discuss electronic publishing with the goal being to have some past journal articles posted on the IALL web site before IALL '99.

Old Business

1. IALL '99 Conference Progress Report

• Discussion:
• Confirmations for all sessions have gone out via email. A flyer advertising the conference has gone out to the membership. There have been problems with on-line registration which has resulted in Chris having to do a lot of form FAXing.
• Chris received an official decline from President Clinton and has not yet heard from Vice President Gore. Chris will ask Clinton to write a letter for the program.
• Chris is organizing a panel of "Lab People" with differing types of positions. He would like to have a traditional language lab director, a new language lab director, a K-12 language lab person, a lab manager and an instructional technologist.
• Read is trying to put together a panel for the "International Perspective" session.
• There have been a lot of requests for off-campus housing. Chris asks that we encourage attendees to use on-campus housing. IALL will have to pay for a minimum number of on-campus housing units regardless of the number of units actually used.
• The Henderson Plenary speaker will receive a plaque to be presented at the opening dinner.
• Jacqueline Kaminski has taken over responsibility for the video lab tour contest and compilation. She has created a web site with information for entrants.
• Action:
• Chris will ask Dick Kuettner about the award for the best video.
• Nina will send the order of events out via email to the board for comment and planning. Board members please respond before the next board conference call.
• Board members are asked to send Chris suggestions they may have for the "Lab People" panel. Chris will send Read a list of attendees from Japan.

2. IALL 2001 Proposal

• Still no formal proposal received.

3. IALL Web Server:

• Will be in place well before the conference, hopefully this month.

4. Non-profit Status:

• Discussion:
• Nina met with Lamar, the law student assisting IALL with the non-profit status process, and reported the following seven points.
• Nina will have her last meeting with Lamar this spring and will wrap up a report rigorously compiled in one document which she will bring to IALL '99 for a board and council meeting discussion.
• 1) The preference for keeping the articles of incorporation, the constitution, and the bylaws all separate makes the drafting so complicated that it could seriously prolong the process. If we're not going to fold the Constitution into the articles, then some pieces of the constitution will have to get spelled out in the bylaws, with separate amendment procedures for each bit, because the constitution bits, being more "organic" are less amendable.
• Board Response: It appears that we don't have much choice on this. Lamar has already started putting the document together. The board will have to do a side-by-side comparison between the articles of incorporation and our currently existing constitution to be sure nothing has changed that we don't want to change. After the document is drafted, the board will go over it and then present it for a vote by the membership.
• 2) Lamar suggests that we specify no quorum for anything but elections. The annual meetings that are required of any incorporated body can be satisfied with the meetings (a) at the conference, and (b) during the Summer Leadership Meeting of the Board and Council. He suggests that we specify for our mail ballot quorum 10% of the electors ("electors" being defined as those members who are entitled to vote, whereas "members" is defined as including library members and venders; "electors" vote on elections, changes to the articles of incorporation, and "organic" changes to the organization, i.e., dissolution or mergers.)
• Board Response: 10% of electors is a reasonable quorum.
• 3) According to the generally accepted procedures, the President appoints all Council members, including the presidents of the regional affiliates. The Board votes on everything; the rest of the Council votes on whatever the Board asks it to.
• Board Response: Point 3 has to be re-written to reflect that the president appoints whoever the regional groups elect.
• 4) In replacing Board slots that become empty, the Board can (a) appoint someone, (b) appoint an acting someone, or (c) recommend a special election.
• Board Response: These rules of the game seem to offer us as much flexibility as we need.
• 5) The Board's "presence" in a conference call counts as being present in person. Whenever it takes a vote NOT in person, i.e. by e-mail, the vote has to be unanimous; when we vote in person (ergo also in BCCs) it doesn't have to be unanimous.
• Board Response: This sounds more flexible than we were told before. Lamar checked into this issue and came back with the above information.
• 6) The board of directors can only serve one-year terms, but there are no term limits. We have to hold an election every year, but the election we hold in the non-conference year could be at the Summer Leadership Meeting, where everybody on the Board gets automatically re-elected. All we need to do is make a resolution, have it approved by the [non-specified] quorum, and it's done.
• Board Response: How do other professional organizations do it? Board members of NEC are elected for three years. They hold elections each year, however, not each board position is elected each year. ACTFL is similar, as is CALICO. Is this peculiar to Connecticut? It just doesn't seem to make sense. The problem with #6 is if the quorum for some unforeseen reason would not approve the resolution. Do the difficulties lessen if we specify the terms for each of the offices? Term limits are not necessarily a negative, especially if it will help solve a problem. Nina will have to do some more talking with Lamar about this.
• 7) The by-laws that are required are mostly more general than our own have been, but we can always pass a resolution to add our own specifics. We don't have to work out amendments to the general ones (i.e. do something that requires a vote) unless what we want to put in *conflicts* with the general statement; if what we want can be accommodated within it, we can pass a resolution, which doesn't require a vote. Our officer structure is one example of how we specify by resolution something more specific than the required bylaws about the board of directors.
• Board Response: No problem with point 7.

NEW BUSINESS

1. Passing the torch

• Discussion:
• Tom, Read and Lauren will try to arrange to meet so that Tom can pass the Business Manager information and paperwork to Lauren.
• Patty has already given Lynne some information and will continue to pass both electronic and paper files to her. Lynne has offered to take notes at all board and council meetings at IALL '99. The board accepts Lynne's offer, with thanks.
• Action:
• Patty will let Lynne know that we appreciate and accept her offer to attend board and council meetings and take notes at IALL '99.

2. Board Conference Calls

• Discussion:
• Calls are scheduled for Monday, May 17th at noon eastern time and Wednesday, June 9th, also at noon eastern time.
• Read will initiate these calls.
• For the May 17th meeting, we will discuss the schedule of meetings for IALL '99 and possibly the non-profit status documentation.
• Action:
• Nina will send email around to re-confirm these two meeting dates with the board.

The meeting was adjourned at 1:21 PM.

Respectfully submitted by Patricia (Patty) Lamb

August 11, 1999

IALL Board Meeting Minutes

August 11, 1999

Called to Order: 12:03 PM EDT

Present: Lynne Crandall, Read Gilgen, Chris Higgins, David Pankratz, Lauren Rosen-Yeazel. Guests: Nina Garrett, Jan Marston

Routine Business

Agenda Check

Approval of Minutes: Minutes of the 6/27/99 Board and Council Meeting were approved. Minutes from the 6/9/99 BCC were tentatively approved.

Business Manager Report

• Checking accounts
• Lauren has established checking and saving accounts and is working through the items Tom sent. She recommended IALL set up a secondary account for the Journal so they can write their own checks. Access would be to the secondary account only. The Board agreed this would be a good idea. Lauren inquired how much to set aside in the Journal account and who to put on the signature card. The Board indicated the amount to deposit in the account should be per the Journal operating budget approved at the 6/27/99 Board and Council meeting. Rachel Saury should be named on the signature card.
• Conversation shifted to Journal print runs and related expenses. The current Journal print run is 600 copies. Jan wants to establish a process for estimating print runs (current number arrived at between Tom and Pete). Lauren estimates there are 300-400 members, so we may be able to lower the number of copies printed. Chris noted there were 78 new members from IALL '99 not presently on Lauren's list. Lauren reported there is currently $26,000 in account.
• Quickbooks and procedures. Lauren plans to use Quickbooks to manage IALL's accounts. She indicated Quickbooks would enable her to track what people have paid for and when payment was rendered and believes this will be an efficient organizer and time saver. She will use Quickbooks to track financial data and FileMaker Pro to maintain the membership database. The Board commended Lauren for her efforts in transitioning to the new software. She is continuing to follow-up on some old business with membership issues.

Old Business

1. Membership Issues

• Discussion:
• Database: Read officially asked Marlene Johnshoy to host the IALL database and she has agreed. She provided details about security and reliability that make this a good match. Lauren spent a half day working with Marlene on data transfer and found that some data will be difficult to track because it won't all exist in one package. David observed that if the financial information is kept in Quickbooks, then some sensitive information is removed from the membership database. Lauren has an old copy of Tom's database as well as the current database. There was some discussion of how long to keep records. Read suggested sending inactive individuals a letter to inform them they will be removed from the database if they do not renew their membership.
• MOTION: Read moved that members who have not renewed for a period of three years will be removed from the active database, but will remain in our archive database. Lauren seconded the motion. The motion passed unanimously. Members who have not renewed for a period of three years will be removed from the active database, but will remain in IALL's archive database.
• Library subscriptions remain at a January 1 renewal date. Membership is tied to Journal issues only for Library members, so we need to be mindful that Library members receive one complete Volume. - Lib subscribers different from other membership; Library members need to be informed their membership is tied to volume # and there will be two publications per year.
• Fields to be removed
• renewal date will be handled by actual date (old records are based on Journal volume) Ed has been converting records as people renew.
• change to month-day-year (Y2K compliant)
• financial information
• Fields to be available
• Board members may view all fields; members-at-large may view name, institution and email
• Members (name, institution, email, phone?)
• Lauren stated that ID numbers were assigned to members in the FMPro database for scripting purposes--these could also be used for password purposes. Chris noted this would be very useful for conference registration. Lauren suggested a renewal letter could be used to inform members of their password number.
• Marlene suggested adding a region field to the database, which would be especially useful for regional leaders. The Board strongly supported this idea. Read relayed a requests he has received that people want phone numbers accessible. There was some concern regarding privacy issues because some are home phone numbers.
• MOTION: Read proposed we add the telephone number field to the member accessible database; Nina seconded.
  Further discussion shows Lauren to be opposed. She added that Marlene was also opposed. David suggested polling the membership and adding an if/then (yes/no) statement to exclude phone numbers for those who did not want their phone number accessible. ACTFL has full address and email in their membership directory, but not telephone numbers. MOTION CALLED: David-no; Chris-abstained; Lauren-no; Lynne-no; Read-no. The Motion failed. Lauren will continue study of the issue.
• Should we remove institutional (library) memberships from the database since they clutter up front end because there is no last name - no action noted.

[Because Nina needed to leave the meeting early, the Board moved to Old Business, Item 3, Tax Exempt Status while she was still available. Nina left the conversation at 12:55pm. The Board resumed the agenda as written.]

• Past-Presidents: Should past-presidents receive free membership if they renew every five years (per prior Board action)? David opined that people need to express their continued interest so we know they want to remain involved, and the five-year renewal is one way to ascertain this. Lauren agreed with the intent but suggested we request a three year renewal. Past-presidents would then remain at active status consistent with members-at-large.
  Lauren noted there is a space for honorary membership in membership type.
• MOTION: David proposed IALL sponsor free memberships for past presidents conditional upon them expressing a desire to continue in the organization by renewing every three years. Read seconded the motion. David-yes, Chris-yes, Lauren-yes, Lynne-yes, Read-abstained. The Motion passed. IALL will sponsor free memberships for past-presidents conditional upon that individual expressing a desire to continue in the organization by renewing their membership every three years.
• Should past-presidents be reimbursed for dues they paid? It was determined difficult and awkward to reimburse dues, but that we must implement the pre-existing Board decision for sponsored membership immediately. Chris noted we should inform past presidents of the new procedure; Lauren indicated she would deal with each person individually, and add a donation field to the letter in the event a past-president wished to "donate" the membership fee..

2. Web Server

• Discussion
• IALL.NET release/announcement. The Board approved publication of the new website.
• Email addresses and redirects. Read apologized for any confusion the Board experienced with respect to the email redirects on the web. Read explained that most people will never see the email address, only the office or the position link. The redirect links to the officeholder's email address. He explained that as officers change, it is much easier to change one redirect rather than each location where an individual is named.
• Web committee. Discussion of the Web committee was tabled until the next meeting.

3. Tax Exempt Status

• Discussion
• Current status. Nina had no new information to present. It was noted IALL will receive a new tax
  ID number. Lauren is concerned about the lack and feels a pressing need to get the new number ASAP.
• Nina to write up "report" on the process for aid to regional groups. Nina reiterated her intent to write a report on the tax-exempt process.

4. IALL Conferences

• Discussion
• Follow-up report on IALL '99
• Numbers attending. Chris informed the Board 78 new members attended the conference; dues will be sent to IALL once numbers are confirmed. Unofficial attendance was 366, all inclusive of participants and vendors.
• Finances. Chris notified the Board we are paying penalties on some things because we estimated 500 attendees but had fewer (i.e. dinner service). He has received a preliminary tally and believes we will have some small surplus after retainer is paid back to the college. Non-member fees will be sent to IALL K-12 members were not invited to become members and because they were given a different price we may make them members. Chris is confident we will come out in the black.
• K-12 Participation. Jan noted K-12 column will be written by Karen Audant and wants to include the K-12 attendees in the membership. Chris doesn't have the K-12 numbers yet and doesn't expect to receive that information until mid-September but assumes about 50 people attended under that category. There are no comments in the K-12 track in survey.
• Numbers in dorms. Chris doesn't have dorm information from Conference Services yet. He commented that he received poor comments on the dorms. He hopes to have more a complete report at next meeting.
• Other. Chris reported he has only received about 25 evaluations and urged the Board to promote the evaluation and complete one if not already done.
• Summer Leadership Meeting
• It was agreed that CALICO wouldn't be a conflict.
• Available dates: 5/22 through 5/26 (Mon-Fri) The SLM is confirmed for this week, but exact dates have yet to be determined.
• Chris suggested we use Saturday as an area exploration day in
  preparation for IALL 2001.
• Discussion of SLM purpose was tabled until the next meeting.
• Discussion of who was a "required" SLM attendee was tabled until the next
  meeting.
• IALL 2001
• Name? (2001 or '01... ott-1) There was some discussion of what we should call the 2001 conference. The Journal lists it as IALL 2001
• MOTION: Read moved that we adopt IALL 2001 as the name for the biennial conference, David seconded. The Motion passed unanimously. The Next IALL conference will be known as IALL 2001.
• Dates: 5/22 (Tues) through 5/26 (Sat), 2001
• Host: Claire Bartlett/Rice
• Committees. Program Committee: Chris will offer Claire advice. Chris didn't realize there was a Planning Committee when preparing for IALL'99. David noted the Policy Manual sets out specifications. Others: as she sees fit. Chris will talk with Claire to begin planning.
• FLEAT IV. Discussion of the FLEAT IV Organizing Committee was tabled to the next
  meeting.

5. Publications

• Discussion
• Journal status. Jan reported that the Journal is progressing as expected.
• Lab Management Manual
• Photocopies (charge enough to cover costs)
• Frank has 22 extra binders with dividers plus 7 more extra dividers. He can photocopy 22 (or 29?) sets of text. Lauren has not been able to get hold of Frank as yet and has many orders. She urgently needs to have some stock available. Lauren will ask Frank to make 29 copies.

[Jan left the meeting at 1:32]

• Discussion of Webification (electronic files not yet found), revision, an editor and workshop use were tabled to the next meeting.

6. Council Positions & Issues

• Discussion
• General: we need to involve more people, and try to avoid doubling (or tripling) of assignments
• Journal: Samantha Earp has agreed to serve as Associate Editor. Board approval of Journal Board position is not required (Editor is appointed by Board), but coordination with the Board is appreciated.
• Marc Boots-Ebenfield is new chair of the Copyright committee
• Title of committee? Copyright vs Intellectual Properties. Discussion tabled to next
  meeting.
• Video Tours Editor (possible candidates discussed). Lauren will first contact Dick Kuettner to determine his interest.
• TESOL representative - Discussion tabled to next meeting.
• Council seat for Workshop Coordinator? Discussion tabled to next meeting.

7. Regional Groups Discussion tabled to next meeting.

New Business

1. Survey Discussion tabled to next meeting.

2. Task Force Discussion tabled to next meeting.

3. Other

• The next meeting is tentatively scheduled for 8/20.

Meeting Adjourned 1:38pm

Respectfully Submitted by Lynne Crandall

August 20, 1999

IALL Board Meeting Agenda

August 20, 1999

Called to Order: 12:01pm EDT

Present: Lynne Crandall, Read Gilgen, Chris Higgins, David Pankratz, Lauren Rosen-Yeazel
Guest: Nina Garrett

Routine Business

Agenda Check

Approval of Minutes:

• Minutes from the August 11, 1999 meeting were not available.
• Posting minutes from previous years
  Lynne informed the Board she has converted Minutes dating from 1991 and the Policy Manual to electronic format. She wondered whether Minutes from past meetings should be made available on the web. After some discussion it was decided Lynne will send the archive minutes to Bruno for Board distribution and review.
• ACTION: Lynne will send archive minutes to Bruno for web distribution to the Board. The Board will review archive minutes as able and determine whether posting is useful or appropriate.
  

Business Manager Report

• There was no Business Manager's report for this meeting.

Journal Report

• There was no Journal report for this meeting.

Old Business

1. Web Committee

• There was some discussion of whether this should be a Web Committee, or an Electronics Publications Committee. The mandate of the committee would be to make sure information on the website as well as other digital initiatives is accurate, considers directions the organization wants to move in, and occurs in a timely fashion. The committee would establish copyright provisions, confer with Board as needed, review the website and facilitate updates; make membership more aware of website and ensure it serves the needs of organization. A steering committee could form various task forces to deal with specific electronic issues.
• David will examine web and electronic status and report back to the Board.

2. IALL Conferences

• Summer Leadership Meeting
• There was some discussion as to what is the purpose of the Summer Leadership meeting: is it for the organizations leaders to confer or does it serve as a forum for training new leaders? There was general sentiment the latter would be desirable. Lauren wondered whether the current three-day meeting provided enough time to provide structured training.
• Chris suggested we allocate time for Board members to meet with their constituents as a group (i.e. David with regional group leaders, Chris with affiliate representatives), and then provide an overview of the year's activities to the Council.
• There was further discussion of who was required to attend the meeting, as well as changes in the structure of the meeting. It was suggested reports could be prepared and distributed in advance so that action and discussion items can be dealt with during the meeting. Discussion favored maintaining the attendance requirement but allow excused absences.
• Chris will create a list of issues to address for further Board discussion.
  Lynne will send the Board the electronic version of the Policy Manual.

3. FLEAT IV

• An Organizing Committee must be established. At this point little information has been provided.
• Read will contact potential Organizing Committee members and report back to the Board.

4. Publications

• Lab Management Manual
• Lauren expressed concern that she was not able to fill orders for the Management Manual. Chris indicated he may have some and would confirm with Lauren. Read has gotten electronic files from Robin McClanahan. What kind of timeline should we consider for webification? Files should be made available in pdf format.
• Read proposed that Kathleen Ford be assigned LMM editor and the Board approved the appointment. Read will contact Kathleen to have her proceed. Read will also mention a multimedia approach to Kathleen for consideration.
• There was discussion of fees for the IALL workshop and manual. Some felt we should not charge for the workshop, but rather provide it as a free member service. Chris noted this workshop is also offered at CALICO and ACTFL conferences, not only at IALL, and that a fee is charged at these. He also expressed concern that the fee structure prerogative for IALL conferences would be removed from the host, who must interact within his institutional structure and cost base.

5. Vacant Positions

• There was discussion of the workload of current Board and Council members, and a desire to involve more people in the organization's business. It was suggested that as a general rule, we should avoid multiple assignments for members.
• Jan has named Samantha Earp as Associate Editor. It was noted that Journal Board positions do not require Board approval, but coordination with the Board is wise.
• The name of the Copyright Committee was debated: should it be copyright or intellectual properties? The committee chair, Marc Boots-Ebenfield prefers Copyright. Lynne believed copyright was not as fully encompassing of the rights we need to consider, and believes it furthers an educational effort to get people thinking about IP rights in a larger sense.
• MOTION: Lynne moved that the Copyright Committee be renamed the Intellectual Properties Committee. Nina seconded the motion. The motion passed unanimously. Read will inform Marc, and ask him to discuss the issue in the next Journal column.
• Video Tours Editor
  The Board explored whether the Video Tours should be continued. It was suggested the Lab Design and Lab Management editors solicit supporting video for inclusion in these publications. Read will explore this possibility with the editors.
• TESOL representative
  Read asked Chris to identify a new TESOL representative and report back to the Board.
• Workshop Coordinator Council Seat
  Discussion and decision on this issue was tabled to a future meeting. Chris will outline what responsibilities the coordinator would have.

6. Regional Groups

• Dissolution of MSALT is complete: Groups have been notified, but perhaps new groups could contact members and to welcome them in as there seems to be some confusion about where they are most likely to go (Utah to SALT, Wyoming to NWALL, and Colorado and New Mexico to SOCALL).
• Regional meetings need to be posted on the IALL website. David will follow up.
• The Board should try to attend as many regional group meetings as possible.

New Business

1. Other Business

• The website graphics have been improved--the color is more vibrant and the graphics are crisper. It was suggested that multiple sizes of graphics be made available to regional groups for use.
• Marlene has set up the member database in FMPro. Users are asked for name and password; Marlene is working on resolving this issue. It is possible to search on discreet terms. Lauren will send the URL to the Board.
• The next meeting is scheduled for September 13, 1999 11 Central, 12 Eastern.

Meeting Adjourned 1:38pm

Respectfully Submitted by Lynne Crandall

September 13, 1999

IALL Board Meeting Minutes

September 13, 1999

Called to Order: 12:01 PM EDT

Present: Lynne Crandall, Read Gilgen, Chris Higgins, David Pankratz, Lauren Rosen-Yeazel. Guests: Nina Garrett, Jan Marston

Routine Business

Agenda Check

Approval of Minutes: Report on the August 11 and August 20 meetings tabled to next meeting

Business Manager Report

• Discussion
• Report on financial health: Lauren informed the Board she has opened an account for the Journal with an initial $5000 deposit. Jan affirmed this is a good starting sum, but will confirm needs with Rachel. Rachel has been supplied with a checkbook.
• Query: re financial reports to Board: Lauren inquired what kinds of regular reporting the Board needs. It was decided that Lauren should include broad categories of income and expense, membership renewals and new members. There was some discussion of whether to add the report as an addendum to the minutes, but it was decided we should publish an annual report and target December as publication month.
• Action
• The Business Manager will publish an annual report in December every year.

Old Business

1. Membership Issues

• Discussion:
• Membership database (member/Board access)
• Board members indicated they were able to access the database, and expressed satisfaction on its appearance and content. Marlene and Lauren are considering having the database generate email notices of renewal. Lauren and Ed plan a membership drive.
• A question arose as to whether regional conference hosts can get address and email lists from the IALL database for conference postings. After discussion it was decided regional leaders can request address/email lists from the IALL database.
• ACTION
• Lauren will inform Marlene that regional leaders can request address lists.
• Discussion
• Number of paid-up members
• Lauren informed the Board there are 1000+ members in the database, which includes institutional members, library members and voting members. She is looking to purge or merge some of the old or multiple entries. She estimates there are really just over 500 members. There was some discussion of how far back to look for viable data. Since we have decided to allow three years of inactivity before moving a past member from the active to archive membership database, it was decided Lauren will send membership email to members who have been inactive for three years.
• Lauren further noted several people have ordered publications who are not members. Ed is now pursuing those people to determine their interest in IALL membership.
• What does one get for membership fees?
• There was some brainstorming on what value for dues is their in being an IALL member. Items included the Journal, reduced rates on conferences and other publications, a printed membership directory, and a strong supportive community.
• Memberships Term
• There was some discussion of term of membership: should we allow one, two, and three year memberships? Lauren thought this would be easy to implement. Lynne noted the one and two year renewal options were discussed and approved at the 1996 Summer Leadership meeting. Chris pointed out some difficulties when combined with conference registration. There was also discussion regarding giving a slightly discounted membership rate for 2-year renewals.
• ACTION
• Lauren and Ed will investigate one and two year renewal options (Jan will talk with Rachel for input on cost and effort).
• Read will solicit input from the Council on membership options.
• ACTION
• Read and Lynne will change wording in the By-Laws re: membership renewal.

2. Web Server

• Discussion: Discussion of the Web committee was tabled to the next meeting

3. Tax Exempt Status

• Discussion
• Current status: Nina has written to the law student (Lamar Baker) who was assisting us with this project but has not heard back from him yet.
• Nina to write up "report" on the process for aid to regional groups

4. IALL Conferences

• Discussion
• IALL '99 wrap-up: In order to transfer the funds from U-Maryland to IALL, Chris needs an invoice for the 78 new members from the conference. NOTE: these members have not received the Journal and will need to receive it immediately.
• There was discussion of non-member status at conference registration. In conference materials, if membership is renewed a month before the conference one is considered a member, but if one renews at the conference the price break is not applicable. It was recommended we consider a web-based conference registration that touches the membership database. David wondered why it was more expensive to process a non- member. Chris explained advance registration allows for more efficient conference planning and helps control costs.
• Acceptance of credit card purchases would be desirable for future conferences and publications. Lynne noted her unit has been accepting credit card payments for materials. Read will talk to Monika Dressler about the University of Michigan's acceptance of credit cards for materials and the process Michigan went through to obtain credit card acceptance.
• ACTION
• Lauren will send Chris an invoice for the 78 new members from the conference.
• Lauren will ask Frank to ship the Journal to new members from the
  conference.
• Read will discuss credit card pros and cons with Monika Dressler.
• Discussion
• Summer Leadership Meeting
• Chris will develop a list of conference preparation issues to address at
  the SLM and present it to the Board - discussion was tabled to the next meeting.
• Lynne sent the Board the electronic version of the Policy Manual. Discussion of
  policy manual will occur at the next meeting.
• IALL 2001
• Dates: 5/22 (Tues) through 5/26 (Sat), 2001
• Committees:
• Program Committee. There was some discussion and review as to how the Program Committee was selected for IALL '99.
• Chris will come up with list of "must do" items as we plan meetings, Who should be appointed, when, how, etc.
• According to the Policy Manual, the Program Committee includes the past
  conference host, the Business Manager, President-Elect, vendor coordinator, and the hosts of the last and the next conference, but it was determined we should be adaptable
• Others as Claire sees fit
• FLEAT IV
• Read contacted LeeAnn about her willingness to head up FLEAT IV efforts but has not received an answer yet. Peter Liddell and Jan Stewart are also possible committee members. Chris received a second call for FLEAT IV. He will forward it to the Board and send the second Call on to the membership at large.

5. Publications

• Discussion
• Journal status: Jan reported the Journal is doing very well and Volume 31, No. 3 has been distributed. She informed the Board Samantha Earp has joined the Journal Board as Associate Editor.
• Lab Management Manual: Lauren informed the Board Frank copied and distributed Manuals to the backorders
  and we are now up-to-date on requests for this publication. Chris will retain the eight copies he has for conference dispersion. Kathleen Ford has agreed to edit the revision of the Lab Management Manual.
• Other Publication Issues: Lauren will contact Samantha Earp about copies of the video tours. Lauren notified the Board of a discussion she had with Bruce Parkhurst about the Design Kit. Apparently there are references to a glossary in several sections and a tab for a glossary section, but no glossary exists. Lauren will ask Cynthia Shearer if a glossary was planned. There was discussion of updating and printing Ursula William's Glossary. No action item was assigned for this topic.
• Action
• Lauren will contact Samantha Earp about copies of the video tours.
• Lauren will contact Cynthia Shearer regarding Design Kit glossary.

6. Council Positions & Issues

• Discussion
• Intellectual Properties Committee was notified of name change (formerly Copyright
  Committee). Read will suggest to Marc that the Committee prepare a brief column for the
  Journal to explain why the name has changed.
• TESOL representative: Chris will talk to Claire Bradin-Siskin for suggestions. Lauren will send Chris a list of
  members who indicated TESOL affiliation
• Council seat for Workshop Coordinator: No activity to date on a proposal for a Workshop Coordinator Council seat.
• Action
• Read will discuss Journal IP column with Marc Boots-Ebenfield.
• Chris will discuss TESOL representative with Claire Bradin-Siskin.
• Lauren will send Chris a list of members who indicated TESOL affiliation.

New Business

1. Survey initiative

• Discussion
• Lynne sent the Board a summary of survey discussions from past Board and Council meetings. It was noted the survey topic keeps recurring, but has not gelled. Read will ask Ruth for her thoughts on past surveys, and on conducting a new survey. Lynne suggested the U-Michigan's Institute for Social Research or some similar campus unit from another university be used as a consultant on the design of the instrument. Read stated the 1988 survey was reported in Vol. 23 no.2 (Spring 1990) of the Journal. A review of this could be formative as well as give points of comparison. Results of the new survey should be posted on the IALL website. Possible committee members are Ruth, Monika Dressler, and others.
• Action
• Read will discuss survey issues with Ruth Trometer.

[Nina left the meeting at 1:16pm]

2. Task Force (Mission Statement)

• Discussion
• No activity to date on this initiative. Read will begin work off-line to identify participants.
• Action
• Read will identify possible Mission Statement Task Force participants.

3. Other

• Discussion
• Do we want a website place with "official" IALL logos/graphics? There was agreement this would be useful. The question arose as to does this interface with the web committee. No action item was assigned to this topic.
• Meeting Schedule for this semester: BCC's are scheduled for October 13, November 1, and December 6.

Meeting Adjourned 1:20pm

Respectfully Submitted by Lynne Crandall

October 13, 1999

IALL Board Meeting

October 13, 1999

Called to Order: 12:03pm EDT

Present: Lynne Crandall, Read Gilgen, Chris Higgins, David Pankratz, Lauren Rosen-Yeazel Guest: Jan Marston

Routine Business

Agenda Check

Approval of Minutes:

• September 13 Minutes approved as written.
• August 11 Minutes approved as written.
• August 20 Minutes not available for review at this time. Tabled to next meeting
• Read noted there were action items remaining from prior meetings that it is possible to overlook because they have delayed deadlines or become lower priorities than other items. To keep these items from being overlooked we will establish a tickler list for review during the BCC's.

Business Manager Report

• Lauren had no new business to report.

Journal Report

• Jan indicated the Journal is on track for the December deadline.

Old Business

1. Membership Issues

• ByLaw changes to reflect Council action in June 1996.

• Read and Lynne examined the By-Laws for possible revision due to implementation of the Council action of June 1996 regarding term of membership. Lynne read the following proposed change to the By-Laws.
  
  Current Section 3.6
  The annual dues are determined by the Executive Board. The membership year runs from January 1 to December 31.
  
  Proposed revision Section 3.6
  The annual dues are determined by the Executive Board. The membership year runs for one year from the month in which membership dues are received.
  
  Chris wondered how renewals would be impacted. What would happen if processing was delayed for some months. Lauren further wondered how this related to the 78 new people from IALL'99. Lauren indicated she is processing memberships as they come in, and is not back-dating. It was noted that expired members still receive a Journal if renewal occurs within 4-6 months. Other discrepancies in wording and format were noted.
  
  Commercial members remain parallel (floating annual renewal) to voting members; library memberships are based on Journal issues. Since library memberships are, in fact, subscriptions, there was discussion of whether to change the terminology to reflect this.
• MOTION: Jan moved that Read and Lynne examine the By-Laws to determine needed changes related to membership and format consistency. Lauren seconded the motion. Motion passed unanimously.
• Policy Manual changes to reflect Council action in June 1996.
• Lynne read the following proposed change to the Policy Manual.
  
  Current Policy Manual: IALL memberships
  IALL memberships date from January to December of any given year and include one full volume of the IALL Journal. Partial year memberships or beginning membership with the current Journal has not been an option in the past. For easier bookkeeping, members joining up by September of a given year are given the current year's membership. After the publication of the first two issues of the Journal, it is preferable to give an individual joining in the last quarter of the year membership for the following year. In that case, the last issue of the Journal will be included as a complimentary issue.
  
  Proposed revision Policy Manual: IALL memberships
  IALL membership runs for one year from the month in which membership dues are received. It is the intention that members shall receive one full volume of the Journal within the membership year. Partial year memberships are not an option.
  
  It was determined the statement "Members shall receive all Journals published during that year and a membership directory." Should replace "It is the intention that members shall receive one full volume of the Journal within the membership year." in the Policy Manual revision. This will sever the tie between Journal volume and membership while retaining Journal receipt as a membership benefit.
• There was further discussion of codifying a grace period but it was determined it was not a policy we wanted to pursue. Lauren informed the Board there would be a membership expiration date on future Journal mailings. It was decided that a full Policy Manual revision be undertaken at the Summer Leadership meeting.

• MOTION: Read moved we accept the proposed changes to the Policy Manual. David seconded the motion. Motion passed unanimously. The Policy Manual shall be revised to state:
  IALL Memberships
  IALL membership runs for one year from the month in which membership dues are received. Members shall receive all Journals published during that year and a membership directory. Partial year memberships are not an option.

• Membership options (e.g., multi-year)

• Lauren sent Ed a preparatory notice, but they have not discussed how to implement these options yet.
  
  Lauren estimates there are 300-400 educational members, and about 800 total members. These figures do not include the 78 new members from IALL '99.
  
  Lauren noted that some international members already send funds for multiple year membership. Jan asked for clarification on what we wanted from her and Rachel. She and Rachel need to estimate costs of Journal to determine duration of the membership option. Jan indicated that was present in the Journal budget. Lauren will examine the budget Rachel submitted for cost per issue. Jan hopes to be able to bring print runs closer to actual numbers needed for distribution. Lauren requested we table a decision on multi-year membership options (discount and implementation) until after the December Journal is published.

• Value for membership

• Read wondered if we are publishing only two Journal volumes and a membership directory should we reduce the membership dues we charge? It was determined we should explore other options for workshops or scholarships if costs are in fact lower.

2. Web Committee

• David has spoken with Bruno Browning and Pete Smith and proposes we create a website committee. They suggest we begin work, then determine if a standing committee with a Council seat is needed. Their workplan is:
  1) evaluation of the current website - likes and changes
  2) implementation of changes which may involve recruiting other IALL people
  3) begin meeting (probably by conference call) to address issues.
• David asked for suggestions form the Board for improvements. Suggestions given were inclusion of a search feature; higher visibility of Board Minutes; Lauren noted email redirects are not fully implemented. The group will also be looking at headings and logical order. David suggested we add flair or graphics, and solicit knowledgeable members to assist.

3. Tax Exempt Status

• As Nina was not present, an update on IALL's tax-exempt status was not available.
• Read noted that at the MWALL meeting Marlene Johnshoy had stated it might be possible for regional groups to receive "umbrella" coverage under IALL's tax-exempt status. The Board asks Nina to discuss this possibility with Marlene.

4. IALL Conferences

• FLEAT IV
• LeeAnn agreed to head the FLEAT IV committee and is beginning to organize. She indicated the Korean Lab Association wants to join FLEAT IV. There was positive assent from the Board. Read will let LeeAnn know we are pleased to have the KLA join FLEAT IV.
• Call for papers deadline is not until January. Chris wondered whether it should be him who posts the call on LLTI. This desire was confirmed by the Board. Chris will post the call on LLTI.
• IALL 2003, 2005
  Read informed the Board that two institutions have expressed interest in hosting IALL conferences. Read will solicit proposals from both institutions. It was noted IALL 2005 is also FLEAT V. Read will also post another call for proposals on LLTI.

5. Publications

• Glossary: Ursula Williams willing to revise for IALL 2001. IALL funds could be used to cover publication costs.
• Membership Directory (schedule, who, etc.)
  When is the Membership Directory to be published? The Journal is published in the spring and September. Should the Membership Directory be sent as a separate mailing? Should the same people print the Directory as the Journal? Jan thinks it would be simpler for the Journal staff to prepare and ship the Directory. If Samantha gets FMPro, she could import the data form the Membership Database and create a Directory template. The Board asked Jan to discuss with Journal Board what would be involved if the Journal took on publication of the Membership Directory and report back to the Board. Tentative target for distribution is January.

6. Survey

• Read spoke with Ruth Trometer and Monika Dressler about the survey. Ruth does not wish to lead the survey effort, but is willing to assist. She sent Read electronic files from the 1988 survey. Read forwarded Monika a copy of the old survey and she responded with questions and ideas. David asked what we would do with this information when the survey is done--will we publish it? This survey would be published in the Journal. It might also be made available as a database. Read will send the Board a copy of the survey.

7. Other

• Lauren has informed Marlene that regional leaders can request address lists.
• Lauren has sent Chris an invoice for 78 new members from the conference.

• Frank will ship the Journal to new members from the conference, but hasn't received the extra Journals. Jan said a "good while" after the issue is printed they will be sent to Rachel who can send them to the new members. Lauren will explore with Rachel how to expedite shipping Journal to new members.
• Lauren informed the Board there are no lab tours videos left. She returned the check to the requester, has stricken the item from print publication forms and asks it to be removed from the web.

• Lauren will send Chris a list of members who indicated TESOL affiliation so he can identify a TESOL affiliate representative.

New Business

There was no new business to discuss.

Meeting Adjourned 1:26pm

Respectfully Submitted by Lynne Crandall

November 1, 1999

IALL Board Meeting

November 1, 1999

Called to Order: 12:03 EST

Present: Lynne Crandall, Read Gilgen, Chris Higgins, David Pankratz, Lauren Rosen-Yeazel Guest: Jan Marston

Routine Business

Agenda Check

Approval of Minutes:

• August 20 - tabled
• October 13 - tabled, an email vote during the upcoming week was requested
• Items to be included in minutes
  Questions were raised regarding the content of the minutes. It was determined the minutes should reflect summarized discussion and vote counts on motions.

Business Manager Report

• Lauren reported she continues to receive materials from Tom and is getting caught up on recordkeeping.
• Credit card transaction possibilities have not been explored yet.

Journal Report

• Articles are out for review for the next Journal. Jan has put out a call for reviewers; she hopes to have 12 reviewers. Jan informed the Board the Journal staff is streamlining the manuscript process. The Journal is in the happy circumstance of having a backlog of manuscripts, enough for a couple of issues assuming all articles are publishable. She hopes the next issue will be a double issue. Jan noted Volume 32 is dated 1999 and Volume 33 will be dated 2000. Jan's attention is now turning to columnists. The Journal intends to distribute manuscripts via website. Jan lauded Samantha for her work. She reminded the Board that updated forms, President and President-Elect features are due December 15.
• Jan cautioned the Board to be careful in extending invitations to publish in the Journal. We must be careful not to "promise to publish" but rather should invite individuals to "submit to the Journal for review." This should extend to the Henderson Plenary paper submission as well. Discussion ensued about changing the Henderson Plenary to a presentation and manuscript combination. The Program Committee will pick the top five proposals and submit them to the Board for review. The Board will ask the proposer to submit a Journal-style manuscript in advance. Selected speakers will be encouraged to give a presentation at the conference, rather than read the paper.
• MOTION: Read moved we modify the procedure for selection of the Henderson Plenary per the discussion above. Chris seconded. Motion passed unanimously.
  Lynne will draft a change for the Policy Manual to reflect modification of the Henderson Plenary speaker selection.
• Jan relayed that Rachel believes it is feasible for her to handle Directory publication in the summer months. She is concerned about getting camera-ready copy. Rachel could hire an editorial assistant to create the copy.

Old Business

1. Web Committee

• David and Bruno discussed the IALL site including label changes, moving the minutes, creating a link to the minutes via the Board and Council section; change IALL people to IALL Board and Council; inclusion of links to the IALL Directory , and creating an Official Business link for the Constitution, By-laws, Board and Council. David asked the Board to forward input on web re-design.
• David will send an email request to the Board and Council soliciting input on web re-design and link suggestions.

2. IALL Conferences

• FLEAT IV
• Call for papers deadline is in January
• We need to establish a panel discussion plenary (IALL) language lab perspectives; Read will follow up
• Other sessions (workshops) are being organized by LeeAnn Stone
• Offer of assistance from LLA (Symposium: 20,000 Yen ($192) honorarium, and waived conference fee of 15,000 Yen ($144); Workshops: 5,000 Yen ($48))
• IALL 2003, 2005
  Several institutions have expressed interest in hosting a conference.
• IALL-ACTFL-HM workshops
  A question arose regarding information on the history and progress of the partnership workshops. Chris may pursue this as a Journal column.

Lauren left the meeting at 1:01pm EST.

3. Publications

• Glossary Ursula Williams is willing to revise for IALL 2001.

 4. Survey

• Monika Dressler accepted the assignment to head up committee and will assemble a team. She provided some initial considerations for the substance and use of the survey. Particularly appealing was the idea of a searchable database accessible by members. The survey and database might also be useful as a recruitment tool.
• To draw a large response, we should solicit survey input in the Chronicle, ADFL, CCUMC and the CIC, as well as to our affiliate organizations. IALL may need to commit funds for a statistician.
• Thoughts on the survey should be sent to Monika.

New Business

1. AATG Proposal

• The AATG sent Read a proposal on their organization's technology plan for suggestions. While IALL is providing the services they propose to create, the organization is supportive. IALL may be able to help groups establish technology goals and technology planning and provide informaton on steps for educational integration.

Meeting Adjourned 1:32pm EST

Respectfully Submitted by Lynne Crandall

 

December 6, 1999

IALL Board Meeting - Draft Minutes

December 6, 1999

Called to Order: 12:02 EST

Present: Lynne Crandall, Read Gilgen, Chris Higgins, David Pankratz, Lauren Rosen-Yeazel Guests: Nina Garrett, Jan Marston

Routine Business

Agenda Check

Approval of Minutes:

August 20, 1999 Minutes approved as written.

November 1, 1999 Minutes approved as written.

Business Manager Report

• Lauren created an annual report for the Board to review consisting of a Balance Sheet and Profit and Loss Statement. Lauren explained what the various categories represented. She further noted she can provide various levels of detail based on the Board's needs.
• Action: After some discussion the Board asked Read and Lauren to explore additional reports on several categories, such as the Journal, and report back.
• The question was posed as to whether the organization should publish an annual report on our website or in the Journal. More review and discussion of this item is needed to determine its usefulness to the membership at large, and whether this may be a requirement for our non-profit status. The Board determined to revisit the issue in the future after the structure of the reports for the Board has been decided. The Board affirmed that a member wishing to see a copy of the annual report could do so.

Journal Report

• Jan noted the December 15 deadline is approaching. The Journal Board has received feedback from the new team of reviewers. Jan praised the reviewers for their integrity and the high quality of their comments on the articles out for review. She also informed the Board that Ursula Williams is joining the Journal Board next year to work with the columnists.

Old Business

1. Conferences

• FLEAT/IALL Symposium
• Read discussed the open slots for participants in the panel. The Board provided feedback and additional suggestions. Present status is that Read will moderate the panel and Otmar Foelsche will present technology perspectives. Individuals to present language and administrative perspectives need yet to be determined.

2. Web Committee

• Several changes have been made to the IALL web site. David requests more comments and suggestions. Several Board members commented on the ease and depth of the search feature. The only suggestion given was to make the search feature more visible.

3. By-Laws Changes

• The Board reviewed recommended changes to the Bylaws. The revisions were accepted with one exception: Section 2.1.5 should be amended to include library subscriptions to the Journal.
• After a discussion of the ByLaws' specification that the Past-President incorporate revisions to the Constitution and ByLaws, Nina waived her option to this revision, and asked Lynne to complete the task as she already has all of the files. David inquired whether the Council voted to accept the entire revision, or if they had to approve each section revision. Lynne informed the Board the Council voted on each section revision.
• ACTION Lynne will draft the revised ByLaws and submit them to the Board for review. Lauren will change the membership form to provide an option for library subscription and indicate entitlement to one Volume of the Journal.

4. Tax Exempt Status

• Nina met with Richard Preston, the new individual who will shepherd us through the tax-exempt process. She and Mr. Preston have agreed on next steps and Nina is confidant the process is back on track. She is hopeful the revision can be finished within a few weeks, with the entire process reaching completion sometime within the year 2000.

5. Regional Groups tabled to the next meeting.

New Business

1. Publication "Weeding" tabled to the next meeting.

2. Status of Lab Tours Video tabled to the next meeting.

3. Affiliate Representative Changes

• A number of possible affiliate representative positions were discussed.
• CALICO: Michael Heller (Montclair State, NJ) and Samantha Earp will be IALL's representatives
• ACTFL: Jacque Kaminski (UC Davis) will be IALL's representative
• TESOL: no progress yet
• The question arose if we are permitted to send two people to JNCL. Chris will look into this.
• A K-12 initiative with New Visions and ACTFL was mentioned. Chris will look into this as well as contact prospective representatives.

4. Other

• The next Board conference call will be January 10, 2000, 12pm EST.

 

Meeting adjourned at 1:05pm

Respectfully Submitted by Lynne Crandall

 

Pending Action Items (Tickler)

Short Term

• Lauren and Ed will investigate one and two year renewal options.
• Chris will post the FLEAT IV Call on LLTI.
• Read will solicit proposals to host an IALL conference from Brigham Young University and the University of Michigan. (Stanford too)
• Read will also post another call for proposals to host an IALL conference on LLTI.
• Read will send the Board a copy of the 1988 survey.
• Lauren will explore with Rachel how to expedite shipping Journal to new members.
• Video tours need to be removed from the web order form. David will check for removal.
• Do we need a new design kit editor?
• Lynne will follow up with Marc Boots-Ebenfield re: IP column.
• Chris should send Read email regarding who should receive thank you letter(s) [Greg Younger, others?]
• Read will identify possible Mission Statement Task Force participants.
• Samantha Earp is already beginning to put some of the possible survey information into a database. Read will put her into contact with Monika Dressler.
• Lauren will explore credit card transaction possibilities.
• Lynne will draft an amendment for the Policy Manual to reflect modification of the membership information and Henderson Plenary speaker selection.
• David will send an email request to the Board and Council soliciting input on web re-design and link suggestions.
• Read and Lauren will explore additional financial reports and report back to the Board.
• Lauren (?) will amend the membership form to include library subscription and indicate entitlement to one Volume of the Journal.
• Lynne will draft the revised ByLaws and submit them to the Board for review.
• Chris will investigate whether we are permitted to send two representatives to JNCL.
• Chris will explore the New Visions-ACTFL K-12 initiative and propose a representative.

 Long Term

• The Business Manager will publish an annual report in December every year.
• Value for membership: explore options for underwriting workshops or sponsoring scholarships.
• Nina to write up "report" on the process for aid to regional groups
• Nina should discuss with Marlene Johnshoy the possibility of IALL providing umbrella coverage to regional groups under IALL's tax-exempt status.
• A full Policy Manual revision will be undertaken at the Summer Leadership meeting.
• Jan will discuss publication of the Membership Directory with the Journal Board. (review in spring)
• Read will solicit input from the Council on membership options. Tabled until Lauren and Ed conclude their discussions.
• SLM--technology integration initiatives (working with FL orgs such as AATG)
• Consider annual report publication desirability and options.