January 13, 2004

IALLT Board Meeting January 13, 2004 Call To Order 1 p.m. p.m. EST Present: Ute Lahaie, Peter Liddell, Ron Balko, Judi Franz. Guests: David Pankratz. Andrew Ross Absent: Ursula Williams, President-Elect Routine Business Approval of Agenda Motion to approve. [Judi, Ute]. Approved (unan.) 2. Approval of Minutes from November 11th, 2003 Motion to approve [Ron ; Judi]. Discussion: the following corrections need to be made: numbering (second # 3 should be # 5…), and item 4.6. covering letter needs to be changed to “cover letter”. The minutes were approved as amended 3. Matters Arising from Minutes Membership breakdown for next meeting (reminder, see Item 4) Peter suggested that Ron analyze any membership patterns by February (one year and two-year memberships) Correspondence: 2000 Survey (see Monika’s reply circulated November 03) Peter will contact Monika again concerning the survey. Monograph series update (Andrew) Andrew does not have any report at this time. Peter suggested that he contact Karry about the status of her proposed monograph iv. Council Issues – below 4. Treasurer's Report (Ron) Ron had submitted amended treasurer’s reports. David pointed out some discrepancies in the dates. Discussions: Ron explained that Merchant E expenses are credit card fees. Merchant E handles the deposits of credit cards (other than American Express, which is handled separately). Judy inquired whether or not Ron received the last invoice for conference calls and postage. Ron received an invoice from ACTFL for the reservation and the set-up for the IALLT table. Ron received income for one possible membership and one publication from the ACTFL conference. Andrew suggested putting together a travel case to take IALLT materials to different conferences of affiliate organizations. Ron will send a new report with corrected dates. 5. Journal Editor's Report (Andrew) Andrew reported that all submissions for the journal issue 36.1 are out for review. The written copy deadline is March 1. Andrew received an estimate from Brown Printing Services for a guaranteed run of 600 copies at $2, 701.00. He will also receive an estimate for mailing from Brown Printing. Peter requested that an estimate be faxed to the officers for approval. Brown Printing promised a ten day turn-around time for any journal publication. Andrew wanted to cut ties with the previous publisher due to problems with previous journal issues. A new associate editor position has been created to deal with vendors’ case studies. Andrew requested nominations for someone to fill this position. Ute will contact Apple to see if they are interested in taking out a journal ad. 6. Affiliate Rep. Report (Judi) Judi had shipped IALLT materials to the ACTFL conference. The next affiliate conference will be the TESOL conference. Judi is not yet registered for the conference, but she may be able to attend. Peter reminded Judy that Harold used to coordinate the IALLT conferences for conference presentations at affiliate organizations. Judy will contact Harold about it. 7. Council issues Membership Coordinator (needs more definition, see Minutes Item #6) Peter recommended checking into this issue. Sue would like to hand it over. He reported that Marlene has presently control over the database. Peter asked for guidance on how to proceed with this issue. He recommended establishing a policy on how to handle membership issues. David reminded the Board that the Membership Committee had discussed membership issues and benefits during the past Summer Leadership Meeting in Michigan. David recommended contacting Bruno about technical recommendations for the database. TESOL rep (tba) Peter will contact Carol Wilson-Duffy K-12 Peter will contact the regional leaders for recommendations for K-12 reps. Copyright site & follow-up Peter reported that Judy Shoaf had created a copyright website. It will need to be linked to the IALLT website. Jack Burston’s survey Peter will follow-up with Jack about his survey. 8. Correspondence (Peter) David reminded the Board that Bruce holds a council position dealing with consultants. IALLT 2007 Judy had forwarded an e-mail she received from Bruce concerning possible host sites for IALLT 2007. Judy will contact Jane from Bentley College, who published an article in the recent IALLT journal. LED LED has invited an IALLT rep. to give a keynote address at the LED summer conference. The conference will be held just prior to the SLM. Peter had reservations about giving a keynote address at the LED conference due to the closeness to the SLM. Peter will still need to make up his mind about the whether or not to he will accept the invitation. New Business The date for the next meeting will be scheduled via e-mail. Meeting adjourned: at 2:15 p.m. (EST) Respectfully submitted Ute S. Lahaie

February 24, 2004

IALLT Board Meeting February 24, 2004 The agenda for this meeting was discussed in two parts: February 24, 2004 (part 1) and March 9, 2004 (part 2) Call To Order 1 p.m. p.m. EST Present: Ute Lahaie, Peter Liddell, Ron Balko, Judi Franz. Guests: David Pankratz. Andrew Ross Absent: Ursula Williams, President-Elect Routine Business (part 1) Approval of Agenda Motion to approve. [Judi, Ron]. Approved (unan.) Approval of Minutes from January 13th, 2004 Motion to approve [Ron, Judi]. Discussion: correction of typos necessary. Approved (unan.) Matters Arising from Minutes Andrew wants Board approval for moving to Brown printing. The printing costs will remain pretty much the same as previously. New Items of Business SLM Timetable 2004 Peter suggested that the IALLT Board meet prior to the joint meeting with the FLEAT Board. The IALLT Council would join later. The Board would establish the meeting in advance. The Board discussed a preliminary schedule of the SLM meeting. David made suggestions based on the agenda of previous SLM meeting. The preliminary schedule will look as follows: On Day 1, the Board would meet for 1 ½ hours, then be joined by the Council and representatives of LET, who would join us for lunch, followed by a meeting to discuss future FLEAT conferences. On Day 2, Harold would give an orientation about the conference, followed by a tour of the sites. After lunch, the Council would meet, followed by work meetings of different working groups. On day 3, the groups would convene for a final time and report about their work. Website recommendations Sharon submitted the recommendation for the website. She later sent also a recommendation for a new membership category, the institutional membership. Peter will send Sharon’s message to the Board. Peter suggested that his colleague clean up the current website (calendar, current events). Judi agreed with Sharon’s recommendations. Ron expressed concerns about the initial login that Sharon suggested. Peter would like to pass on areas of responsibilities to the leaders of the different areas (such as regional group leaders). Sharon had recommended Macromedia Contribute to manage the information for those who have been assigned site responsibilities. The document will be further discussed during the March Board meeting. Sharon has created a survey concerning the IALLT site. David recommended that this survey not go public, because the Board is responsible to determine the contents of the IALLT website. Peter recommended to take a closer look at the survey and to make further suggestion for modification. David expressed concerns about the responsibility for the survey and asked, who will need to analyze and compile the data. Site for 2007 (the search begins) Judi reported having been in discussion with Jane Tscheicha from Bentley College in Boston about possibly hosting IALLT 2007. Other Journal Editor’s Report and Publications (Andrew) Andrew reported that Jack Burston has expressed interest in publishing a first monograph. This means, the monograph series will debut with an issue on different types of language lab systems. Andrew had recommended a perfect bound issue, similar to the IALLT journal. Jack had suggested a ring binder format. Ute was opposed to the latter suggestion, since a ring binder suggests an incomplete document that requires updates. Andrew suggested a print on-demand type publication in order to avoid print overruns. David expressed reservations about adding more workload to the person who will need to deal with the on-demand publication. Ron and Andrew will explore this issue further and report back to the Board. A new associate editor position has been created to deal with vendors’ case studies. Andrew requested nominations. Ute recommended Hajime Kumahata for this position. New Business The date for the next meeting (part 2 of this meeting) has been scheduled for March 9 at 1 p.m. EST to continue the discussions of items # 6 – 8. Meeting (part 1) adjourned: at 2:10 p.m. (EST) Respectfully submitted Ute S. Lahaie IALLT Board Meeting (part 2) March 9, 2004 Call To Order 1 p.m.. EST Present: Ute Lahaie, Peter Liddell, Ron Balko, Judi Franz. Guests: David Pankratz. Andrew Ross Absent: Ursula Williams, President-Elect Treasurer's Report and Related Issues (Ron) Ron gave an update on the January report. Judi asked Ron to amend Irving to Irvine. The February report reflected Verisign and Merchant E Expenses. The total cash assets for IALLT for January were $ 21,027.56. David inquired about the American Express settlement. Ron explained that this entry in the report reflects an income, because this is the way American Express handles payments. Ron expressed concerns about the amount of database work he has to handle at the moment. He inquired about the status of the membership coordinator. Peter mentioned that Sharon had raised the issue of the IALLT database maintenance as well. He recommended forming a committee that deals with database issues. Ron would like to receive access to the database. Peter inquired about Ron’s desire to move some of the funds into a savings account. Ron would like to move some money into a CD at the local bank in order to earn interest for IALLT. This would exclude the funds for the journal. He also wants to look at the possibility of moving the IALLT funds into an Internet bank. Affiliate Rep. Report (Judi) The ACTFL call went out. Judi reported having received eight proposals that need to be rated. She reported having received three IALLT proposals for the CALICO conference. The JNCL matter is settled. CALICO will attend the meeting this year, IALLT next year. IALLT 07: she heard back from her contact at Bentley who has contacted the Dean. Peter reported that his team has put together at conference package that they offered to donate to the new conference host. Judi announced the location for the next SWALLT conference—Hawaii. The TESOL conference will be held in Long Beach. Judi hopes to be able to attend. Peter reported that Carol Wilson-Duffy won’t be able to take the job as TESOL rep, because she won’t be able to attend the TESOL conference. Peter suggested finding someone else who could write the TESOL report and then ask Carol, whether she would be interested in being a TESOL rep for a longer term. Judi wants to inquire whether someone else is planning to attend the conference and would be interested in writing a report. Council issues Membership Coordinator Motion to approve Marlene Johnshoy as the new membership coordinator [Ron]. Second [Judi].Approved (unan.) Other: Peter reported on his discussions with Jack Burston. Peter has been unsuccessful in reaching the new K-12 reps. All his messages bounced back. Judi offered to verify the addresses. Peter wants to further explore the consultant services coordinator. David recommended updating the website, since several names for council positions have been changed. Peter addressed Sharon’s recommendation for the changes of the IALLT website. He would like to form a committee to oversee these changes. David pointed out that it is the task of the president-elect to oversee such a committee. He recommended deactivating or removing a few outdated items at the IALLT website. Peter will talk to Bruno about removing some of the links. Judi suggested first focusing on the positive aspects of the website prior to addressing the updates and changes of the website. Ron sought advice on how to deal with inaccuracies on the current IALLT website. Judi recommended working on a “quick fix list” to deal with such problems immediately rather than waiting for the redesign of the website. Peter suggested e-mailing those “quick fix” suggestions. He recommended forming a database committee that includes Bruno, Marlene and Ron. Ron will report back. New Business The date for the next meeting has been scheduled for April 6 at 1 p.m. EST. Meeting adjourned: at 1:50 p.m. (EST) Respectfully submitted Ute S. Lahaie

April 06, 2004

IALLT Board Meeting April 6, 2004 Call To Order 1:10 p.m. p.m. EDT Present: Peter Liddell, chair; Ute Lahaie, Ron Balko, Judi Franz. By standing invitation: David Pankratz. Andrew Ross Vacant: Position of President-Elect Ursula Williams in Memoriam (David) David reported about the memorial service for Ursula, which was held in the Notre Dame basilica on March 25th. About 300 people attended the service. Eight IALLT representatives attended the service and the following reception. They had a chance to talk to Ursula’s daughters and her son. David told the family that Ursula would receive the lifetime achievement award, which would be awarded during the IALLT 2005 conference. He also told them about our naming the IALLT graduate student award after their mother. David gave a card representing the IALLT Board and the IALLT members to Ursula’s children. Routine Business Approval of Agenda Motion to approve. [Ron, Judi ]. Approved (unan.) Approval of Minutes from Feburary 24 (part 1) and March 9 (part 2), 2004 Motion to approve [Ron, Judi]. Approved (unan.) Matters Arising from Minutes The Board agreed that Sharon’s survey should be delayed. Item 6 (Ron’s report) – Ron was asked to provide details of the cash assets. Ron will transfer some IALLT funds into a money market account The JNCL matter is settled. CALICO will attend the meeting this year, IALLT next year. Each association pays the dues to JNCL in 'its' year. Website recommendation: Peter reported that the IALLT website has been cleaned up for now. Peter requested that all website recommendations be sent to him. He would then forward the recommendations to Bruno. Ron reported that the database committee, which includes Bruno, Marlene and Ron, has been formed. Bruno is expecting to move the database over to U. of Madison within the next week. Andrew inquired whether or not it would be possible to print reports from the database. Ron reported that this will be possible once the database has been moved. Marlene will be in charge of the membership database. Ron will handle the subscription database. Peter mentioned that several e-mails from the IALLT e-mail list bounced back. David reported that he has a more current version of the IALLT e-mail list. He will forward the names that bounced back to Marlene. Treasurer’s Report & Related Issues (Ron) Budget Ron reported that IALLT currently has $ 18,807.23 in the membership account, and $ 6,790.85 in the journal account. The cash assets currently total $25581.25. Andrew stated that he will need $ 2,700 dollars for the new journal issue. Peter asked Ron to prepare a report, comparing the financial reports of the current year with those from the previous SLM year. Membership D-base changes (see item # 3 above) Selling the membership list This issue was raised recently. Ron did not find any information about this issue in the IALLT policy and procedures manual. The Board is not in favor of selling the M-list. Peter recommended posting a disclaimer somewhere on the IALLT website. (Ron left the meeting after his report) New Items of Business Election (David) David selected Ed Dente and Cindy Bravo to join him as members of the election committee. Motion to approve [Judi]. Second [Ute]. Approved (unan.). David reported having received several nominations. He also encouraged the Board to submit nominations. So far, David received one nomination who agreed to run for the position as President-elect. The bylaws states that the ballots should be in printed form. The Board moved approval of web-based ballots on this occasion, in view of the emergency situation. [Ute, Judi]. David recommended limiting the voting period to a relatively short time-frame. Approved [unan.]. David will send the slate of candidates directly to the Board members for approval. Worktools site changes Lynne sent a summarized report (see below). Lynne proposed to join the Board to walk everyone through the new features. Peter will schedule a “walk-through” of the new membership site. Naming of the graduate student award The discussion focused on whether the graduate student award should be named in memory of Ursula on a one-time basis, or on a permanent basis. The money will need to be raised. Judi suggested posting information about the persons after whom awards are named. Motion to rename the graduate student permanently grant as Ursula Williams graduate student conference grant [Ute]. Second [Judi]. Approved [unan.] The matter of duration of the renaming was tabled. Journal Editor’s Report & Publications (Andrew) Journal tribute to Ursula Andrew is still waiting for the President’s column and for the final version of the obituary from Peter before sending the journal to press. Andrew received 5 submissions for this past issue and rejected 3 of them. He is still trying to contact Kara Schwartz concerning the monograph. (She left Amherst to go to graduate school). He has also not heard back from Jack Burston concerning his proposed monograph issue. Affiliate Rep’s Report (Judi) Judi received 7 submissions for ACTFL. The committee had to rank them. The list was sent back to the ACTFL rep. for ranking. Judi found a colleague who was able to distribute IALLT material at the TESOL conference. She is still looking for the right mailing case for the IALLT conference materials. Council Issues K-12 The K-12 reps both agreed to take the position Review of Consultant coordinator position [postponed until a future meeting, pending clarification of Bruce's position.] Carol Wilson-Duffy will not be able to attend this year’s conference, but agreed to accept the position as TESOL rep. Other business David inquired whether or not the Council members have been informed about the dates for the SLM. Peter confirmed that he sent out messages to the Council members in February. Next Meeting The date for the next meeting has been scheduled for 4 May at 1 p.m. EDT Meeting adjourned: at 2:10 p.m. (EDT) Respectfully submitted Ute S. Lahaie ****************************************************************************** Worktools site changes: Lynne's summary of our needs for new site OK. This is what I understand so far. 1) You want to continue to use the environment, so the capability will be migrated to CTNG and I will provide you with user docs. Could I ask to particpate for 10 minutes or so in a Board call to walk you through the new environment? We can all be online at the same time. 2) You view the site as an area for ongoing Board work that will be discussed, explored, drafted, edited with most of it being moved to the website, incorporated into the minutes via action or made public in some other manner. 3) Some things are used as persistent tools that are never really publicly disseminated (SLM prep materials for example) and need to be preserved so they can be re-used cyclically. 4) The email archive serves a valuable purpose in recycling information, acquainting new Boards with past Board discussions, etc and may benefit from a little clean-up (meeting date announcements, etc) but by and large the whole archive has a long-term use. 5) I understand that the Database site can be deleted. Would you like me to make a folder in the Board area for storing informative documents from the Database site? That way these docs will be preserved for future use. I plan to enter the Board and Council sites today and review what is in the Discussions and Resource areas. I suggest that I make recommendations on preservation per topic item to you after I do that. Does this seem acceptable to you? --Lynne

May 04, 2004

IALLT Board Meeting May 4, 2004 Call To Order 1:00 p.m. p.m. EDT Present: Peter Liddell, chair; Ute Lahaie, Ron Balko, Judi Franz. By standing invitation: David Pankratz. Andrew Ross Vacant: Position of President-Elect Routine Business Approval of Agenda Motion to approve the slate of candidates proposed by the election committee. This will be discussed under item # 10. Motion to approve the agenda with corrections and amendments [Judi]. .Second [Ron]. Approved [unan.] Approval of Minutes from April 6, 2004 Motion to approve with amendments [Judi]. Ron second. Approved [unan.] Matters Arising from Minutes Membership database issue (4b of previous minutes). Judi reported that she has tested the database, and it worked beautifully. David concurred. He reported that he even made some changes in his personal membership information, and it worked great. Peter wanted to see two issues addressed: the retrieving of a lost password with the help of a prompt, and keeping a track record of the expiration of a membership record. Peter suggested to widen the testing of the database to the council, and to report the results of the testing back. Peter will contact Bruno concerning this issue. 5b. WorkTools. Peter contacted Lynne to inform her that the Board had agreed to arrange a walk-through with her—preferably after May 18th in order to ensure that the new President-elect will be able to participate in the walk-through. Continuing Items of Business Election (David). David reported that he has sent out the announcement to vote for the new President-elect. The message went out to about 320 members. Votes already started to come in. Bruno has provided David with the means of monitoring the voting process. David will send another announcement to the same group of members in about a week. The voting process will end in two weeks. Peter inquired about the tallying process. David reported that the tallying process is automatic. Peter mentioned that he and David have raised the issue of changing the bylaws to change from a voting process via mail to an electronic voting process. New Items SLM Planning (Peter) Peter suggested that we start the planning process so that we can finalize it during the next meeting. David suggested having a proposed agenda ready for the June meeting. David reminded the Board that part of the process is to request reports from the Council members. Lynne had prepared guidelines for the last meeting. Ute will need to check into the guidelines for the reports. Peter reminded the Board members that the Board members will need to be in charge of different meetings. David reminded the Board that the regional groups always had some time to meet as groups during previous Summer Leadership Meetings. Treasurer’s Report & Related Issues (Ron) Budget Ron currently only has a bill over 236 $ for the conference call. There is income from publications and journals. Details will follow in his written report. Ron reported that he will open a new account for the Ursula memorial. He has received $ 250 from NERALLD for the memorial account. Peter suggested that Ron will write a receipt. David reported that he used to send a letter, thanking the donors during his tenure as IALLT president. This letter can then also be used for tax purposes. David will send his letter as a model to Peter. Ron raised the issue that we are currently not charging for mailing. Peter suggested building the cost in. Ron reported that he currently charges for extra handling. Peter suggested that Ron starts keeping a running list of mailing costs. David inquired whether Peter is planning to send out a message to the IALLT members concerning the Ursula memorial fund. Peter will send the messages out via IALLT mailing list and vial LLTI. Journal Editor’s Report & Publications (Andrew) Andrew reported having received the PageMaker files for the journal issue 37.1. He will still need to talk to Jack Burston concerning the monograph. Andrew is considering publishing an “E-Festschrift” for Ursula. He will need enough lead time to plan this issue. He wanted to have the issue ready for the 2005 conference. David preferred the notion of a dedicated issue for a journal. Peter suggested finding a special editor for the Festschrift within MWALLT. Andrew suggested identifying topic areas, then to send out a call for papers to the LLTI. Peter asked Andrew to draft a message and propose it to the Board. . Affiliate Rep’s Report (Judi) Judi reported contacting Jane concerning IALLT 2007, but she has not been able to hear back from her. Peter suggested contacting her via phone. Judi is still trying to get a TESOL report The selection for the IALLT at ACTFL presentation has been finalized, and the presenters have been notified Judi has been in contact with Jackie Kaminski to set up a table at CALICO. There will be three IALLT presentations at the CALICO ‘04 conference. Council Issues Consultant Coordinator review Peter reported that Bruce will no longer be able to continue in her position as consultant coordinator. This position is now officially open. Peter inquired whether the Board thinks that this position needs to be redefined. Peter suggested approaching Lynne to ask whether or not she will be interested in assuming this position. Program Chair 2005 (FLEAT Program) Bruce used to be a Program Chair for the past 8 years. Peter will contact Bruce concerning recommendations for a new Program Chair. Survey Peter reported that Jack Burston’s survey went out to the regional leaders. Ute suggested sending another reminder, then to possibly extend the deadline. Other business E-mail motion to approve the slate of candidates proposed by the election committee on April 22nd [Ute]. Second [Judi], April 22nd. Approved [unan.], April 23rd. Next Meeting The date for the next meeting has been scheduled for Monday, 7 June at 1 p.m. EDT [Note: the meeting has since been rescheduled for Tuesday, June 22 at 1 p.m. EDT] Meeting adjourned: 2:15 p.m. (EDT) Respectfully submitted Ute S. Lahaie

June 22, 2004

IALLT Board Meeting June 22, 2004 Call To Order 1:00 p.m. p.m. EDT Present: Peter Liddell, chair; Claire Bartlett, Ute Lahaie, Ron Balko, Judi Franz. By standing invitation: David Pankratz. Andrew Ross The Board welcomes Claire as new President-Elect. Routine Business Approval of Agenda Motion to approve the agenda with corrections and amendments [Judi]. Second [Ron]. Amendment: Report on outcome of the elections. Approved [unan.] Approval of Minutes of May 4th, 2004 Motion to approve [Ron].Second [Judi]. Approved [unan.] Matters Arising from Minutes Membership d-base Bruno had some suggestions concerning the database (see Appendix below). The Board agreed with the suggestions. Peter will contact the Council concerning the testing of the d-base. Worktools/Ctools walkthrough (TBA) Peter reported that Lynne will contact the Board once she is ready for the walk-through. Ron reported difficulties in accessing the site. Claire reported not seeing the e-mail archive in the current WorkTools list. Ute will contact Lynne requesting that all Board members (plus Andrew and David) can access both the new and the old WorkTools site. UWGSCG (conference grant announcement) Peter reported that he wants to discuss this issue during the upcoming SLM, followed by an announcement for the grant in September. Election Process David reported that the electronic voting process was very smooth and it had a very clear winner—Claire. He then sent one message to the voting committee and other messages to both candidates. David was glad to see two candidates for this position, because it shows the strength of the organization and the members’ commitment to leadership in IALLT. Bylaw wording re: electronic ballot David sent out another draft of the bylaws today. He made some changes in the wording (“eligible”, and “written”). “Written” format is defined both to reflect in a printed or in an electronic document. Motion to approve the amended bylaws from June 22 [Ron]. Second [Claire]. Approved [unan.]. The motion will go forward to the SLM. Chair’s Remarks Council Positions (Survey, Showcase, Consulting) Survey: Peter reported that Jack Burston would like to get started with the survey, but that he (Jack) will be unable to attend the SLM. Jack will be officially appointed as Survey director. Claire will be the contact person for the survey during the SLM. David inquired whether Jack is familiar with the IALLT 1989 survey, which was available in printed form. David suggested that Jack take a look at this printed survey. The 2001 survey existed only online, not in printed form. Peter will contact Lynne to see, if she has a record of the survey question (to be passed on to the Survey director). Claire will discuss the IALLT (Census) Survey during the Regional Groups meeting at the SLM. Consulting Coordinator Peter reported having discussed the issue of the consulting coordinator position with Samantha. She had expressed an interest in the consulting position in favor of her current showcase position. Claire will discuss her possible appointment with her. This includes updating the consulting area on the IALLT database (only current members can be listed in the consulting database). Another responsibility of the consultant coordinator is to coordinate a session during the FLEAT conference. Claire also mentioned that the position of showcase coordinator will need to be announced and filled during the SLM, should Samantha give up her current position. David mentioned that the description of the Council positions may need to be revised. Claire suggested Hajime Kumahata as new Showcase coordinator. Claire will approach him about this position and report back to the Board. Chair, Program Committee for FLEAT 5. The Board unanimously approved Reid Gilgen as chair of the Program Committee. Reports Treasurer (Ron) The treasure’s report reflects new membership income. There are $ 250.00 in the memorial account. There were some discussions about journal expenses. Peter raised the issue of charging reasonable expenses to IALLT, as specified in the bylaws. The IALLT President has been invited as keynote speaker for the LET conference. He asked, if the Board might be willing to discuss subsidizing the air fare for the conference. If so, it needs to be discussed as a general item for subsidizing conference travel expenses for special functions, such as being the invited speaker for another conference. The Board members will discuss this issue in a separate meeting, chaired by Claire, and report the outcome of their discussion back to Peter. Peter reported LET has been very generous to IALLT members in the past (sponsoring meals, paying a stipend for IALLT speakers), while IALLT has not been able to reciprocate in the past. Claire inquired whether we are planning to hold a reception for the LET representatives during the SLM. Peter suggested a joint dinner. Ron reported that he has only 20 copies of the LCDK left. He has sold about 50 copies since the last conference. David reported that the LCDK was printed in Chicago. David and Andrew can get quotes for printing 60 copies of the LCDK. Peter requested that Ron prepare an itemized budget for the SLM. Journal/ Publications (see Andrew’s email of last Thursday) Andrew reported that the current journal issue is ready to be mailed out. He had discussed the issue of the monograph with Kara Schwarz. Andrew reported that there are currently three authors who are interested in writing monographs. One author is Jack Burston, who wants to write on the current state of language labs. Joerg Waltje is writing a monograph on using PDAs and Computers. The monographs may be published in electronic form for the “members only” area of the IALLT website. Peter raised the issue of having to establish guidelines for the journal issue that will be dedicated to Ursula. Affiliate Rep’s Report (Judi) Judi reported that she received positive reports from Jacque concerning the IALLT both at Calico. IALLT 2007. Judi sent out other e-mails to the Boston area. Georgia had proposed hosting the conference in Charleston in early May 2007. Peter will write Georgia and let her know that the Board is still discussing the conference site. Judi reported that she found a potential rep. for EuroCALL. His name is Russel Hanson (from BYU). Judi will request reports from all her affiliate reps. Secretary (Ute re: Council reports) Ute reported sending out a request for submitting Council reports on June 7th, 2004. Due to the pending move to the new WorkTools site, she sent the announcement along with the templates for the reports to all IALLT Board and Council members as reflected on the updated B&C list. The submission deadline for the reports is July 20th. Ute is planning to send out a reminder for the reports in early July. Peter raised the issue of dissemination of the reports. Ute reported that she will prepare PDF documents and send them to Harold. Board members will need to bring their own copies for the bylaws and P&P. They will not be included in the binders. Ron recommended that Harold print these documents and the binders and reimburse him for the printing costs. Peter asked the Board members to review their binders from the previous SLMs and asked them to review their responsibilities and submit them to Ute. President-elect (Claire) Claire had no report at this point New Business Agenda for SLM (separate document to follow) Sub-topics for preliminary Board discussion include: survey of new LRC contacts survey of member roles IALLT wiki(s) relations with CALICO LLTI – IALLT profiling (Signature) During the Calico conference, Peter discussed the issue of IALLT signatures for LLTI messages with Otmar. Next Meeting The date for the next meeting will be called after the SLM, unless an urgent matter arises prior to the SLM. Meeting adjourned: 3:05 p.m. (EDT) Respectfully submitted Ute S. Lahaie ------------------------------------------------ Appendix (see Item 3a) Summary of Correspondence (PL<-->Bruno) re: member d-base: [on the possibility of adding a password prompt/change for the forgetful:] BB: The password issue is thornier, but still on the agenda. There's no way that we can inform someone what their password is: we never store the password in an unencrypted form, thus we don't know people's passwords. [...] As a sysadmin who is aware that many people tend to use a single password absolutely everywhere, I think it's irresponsible to ever store passwords in cleartext - which would be necessary to be able to retrieve them. I do intend to add a service which will change someone's password - and send it to them by email - after they provide pet name | mother's maiden | something else. But the other work we've been doing has been higher priority. [on testing the new functions:] BB: I would like to have the Board, and Council, test out the various new functionalities, and provide feedback. Most Council members will have access to only the edit-your-own-information function, and to the new membership-database-search function. But those will also be the ones that will likely see the most use, and thus need the most testing. [on membership d-base search:] BB: We are also waiting on a Board decision regarding the new membership- database-search function. It's restricted to current members, which I think we want, and also supplies more information than the old (current) one does, including email addresses and the like. The change was significant enough that Ron thought it ought to be a Board decision whether the increase in information was appropriate. Feedback on that point is requested as well. [Other than that] work on the db is progressing well, I think. Marlene has one more function she wants me to add [not specified. PL], which I hope to do in the next day or few.

October 5, 2004

IALLT Board Meeting October 5, 2004 Call To Order 1:00 p.m. p.m. EDT Present: Peter Liddell, chair; Claire Bartlett, Ute Lahaie, Judi Franz, Ron Balko. By standing invitation: Andrew Ross Absent: David Pankratz Routine Business Approval of Agenda Approved [unan.] Chair’s Remarks (Peter) a. CFP and Publicity Peter thanked Read for publishing the CfP for FLEAT 5, which he sent out this week. b. IALLT 2007 Standford declined to host the conference. Peter sent out the wording for the CfP, which will need to be mailed out soon. Treasurer's Report & Related Issues (Ron) Ron gave a brief update of the current budget. The balance of the general account as of 9-30-04 was $ 26, 218. 86. Currently, the journal account contains about $3,500. This current balance reflects the status of the account prior to the payment for printing costs of the upcoming journal issue. Peter expressed concerns about the remaining amount for the journal and the printing costs and recommended increasing the revenue from advertisement. He also recommended finding a formula to tag a certain portion of the membership fees to be used for Journal costs. Ron reported that the organization is financially pretty stable. He recommended monitoring the mailing procedure to the regional leaders, who currently receive multiple journal issues. These copies are intended to be used to advertise IALLT during regional conferences. Claire will send an inquiry to the regional leaders concerning the need for multiple copies of the journal. This issue will be further discussed in November. Affiliation with sister organizations Peter proposed posting a statement concerning affiliate organizations on the IALLT website. This way, IALLT may avoid future problems with unsolicited listings of IALLT as “affiliate organization” at other organizations’ websites. This has been a problem in the past. Judi suggested sending an inquiry to the IALLT members, asking whether anyone has attended technology-based conferences in Asia. Claire recommended publishing affiliate organizations on the IALLT website. LLTI Signature-tag Otmar had requested a signature-tag for LLTI postings—a statement that references the list server’s affiliation to IALLT. The signature will appear in the sub-headers, not buried at the end. It should reference both IALLT and the Consortium (Peter Patrikis' Ivy-League consortium) Peter had sent out a sample text for the LLTI signature-tags. Other Business Advertising for the journal Andrew reported that he has not received payment for advertisement in the IALLT journal from several companies. Sara Wilson, the advertising manager, did not have any report on these outstanding bills. Claire recommended asking Sara to send another bill to the vendors who have outstanding bills and have her copy Ron and Andrew to the messages. Andrew expressed concerns about accepting further advertising from companies that have not paid past-due bills. Request from Bruno (Claire) Claire reported that Bruno has implemented a new membership database system. He requested that one of Board member send a test message to the members of the IALLT Council. With this new system, members will be able to update their information. Peter will send out a message, encouraging members to send feedback about the new membership database to Bruno. Request from Otmar (Claire) Otmar asked Claire to address the book proposal that CALICO issued recently. Otmar had concerns that this book was not proposed as a joint-project. This issue was discussed. None of the Board members considered this book to be an IALLT-related project. The Board unanimously expressed interest in pursuing join-publication projects with CALICO in the future. Next Meeting The next meeting has been scheduled for Tuesday, 9 November 2004 at 1 p.m. EDT. The future meetings will be held again during the first Tuesday of each month. Meeting adjourned 2 p.m. (EDT) Respectfully submitted Ute S. Lahaie