073001 BCC

IALLT Board Meeting

July 30, 2001

Present: Crandall, Hendricks, Liddell, Pankratz, Rosen Guests: Earp, Gilgen

Called to Order 1:08pm EDT

Routine Business

Agenda Check

Approval of Minutes

· Lynne moved the Minutes of April 2, April 20, May 7, May 23, May 27 and June 5 be approved. Peter seconded the Motion. The Motion was approved unanimously.

· There was some discussion about procedures for posting documents to the website. Lynne will discuss options with Read and Bruno.

Treasurer's Report

· Credit card transactions

o Lauren explained that credit card operations are starting to smooth out. For the sponsor information to appear on the graduate student application form we will need to remove a line as our space is fully used for Verisign. Lauren believes the need to undertake this is low, and recommends we wait until Read has finished revising the form before making any more changes.

· David provided Lauren with LCDK numbers; Lauren assumes her inventory figures are not accurate and needs to make changes to the system based on IALL 2001 disbursements.

· Brochures and banner will be sent to EuroCALL with a BYU colleague for delivery to Peter. Harold will solicit costs for having new nylon banners created. Lauren received quotes on banner creation ranging from $210 (with dye sublimation to provide greater washability) per banner. It was determined we will need at least 4 banners. Lauren will send Harold the banner quotes she has gathered. It was confirmed banners will have a green background with white lettering.

· Membership drive

o David sent a letter to LLTI urging participants to become members; Lauren and Sue reported they had a flurry of memberships resulting from the post. Based on our May 27 Board and Council decision regarding non-member LLTI participants, David will work with Lauren and Otmar to follow up on the LLTI membership issues.

· Raising fees

o There was some discussion of whether exhibitors should be required to become commercial members. Samantha indicated that if membership were included in the exhibitor fees it could be seen as a positive benefit. It also may encourage exhibitors to advertise in the Journal more. Concerns were expressed that membership requirements might have a negative impact on commercial participation.

o There was also discussion of tiered exhibitor fees. We could charge a differential based on the size of the booth. It was noted at affiliate conferences we receive a table and two chairs for our space, and offer reciprocate accommodations.

o Library subscriptions services are inquiring about rates for the next volume. Email discussions of rate increases were reviewed.

§ Harold moved that we increase the library subscription fee to $50 per volume. Lynne seconded the Motion. The Motion passed unanimously.

o The Board determined this also seems an appropriate time to raise commercial membership rates.

§ Peter moved that we raise the commercial fee for membership from $55 to $75 for one year and $140 for a two-year membership. Harold seconded the Motion. The Motion passed unanimously.

o Lynne and Peter will investigate what charges should be assessed for exhibitor fees.

· IALL 2001

o David inquired if Lauren had received any accounting reports from the conference. Lauren noted she received a check for what we invoiced, and has paid them what we owed to them.

o Peter raised a discussion point, that if the amount of money made on a conference is substantial that some amount of that money come to the organization. A counterpoint was expressed that if the institution takes a loss, would IALLT be responsible for sharing expenses? If a profit has been made, would IALLT take a percentage of the profit? One opinion was that the host does most of the work and should be able to reap any profit. David indicated we should receive a conference report that outlines facilities used, attendees, exhibitors, sessions, plus a brief accounting. Lynne noted it would be of great benefit to future conference hosts.

o Lynne will examine the Policy and Procedures Manual for conference reporting requirements and draft an amendment. Lynne will send David a list of information garnered from the Manual.

· FLEAT.org

o Lauren explained we have not yet received a bill from Mr. Harrison regarding FLEAT.org domain name. Lauren has not been able to access website to change domain name payment information so that IALLT receives the bill. It was suggested Lauren contact Mr. Harrison to explain that he is still listed as the administrative contact and this needs to be changed. Further notice should be given that we are waiting for a bill from him to conclude our business.

· Cindy Bravo sent David an email regarding the Council discussions of making it possible to submit regional group membership with IALL membership. Cindy explained that NERALLD was not interested in coupling the payment procedures with IALL.

Journal Report

· Samantha stated Volume 33.1 was shipped to members a several weeks ago. She noted there were some problems in June with the printer, who decided to subcontract the Issue. The Journal staff is somewhat unhappy with the results of the graphics, but is looking forward to improvements next time. Samantha noted copy deadline for Volume 33.2 is August 15, and she is in contact with columnists. They are setting up procedures and expectations for a new printer in Alabama. Samantha noted she has not been able to contact the candidate for advertising manager, and the web editor position is on hold at this time. She expects a decision will be made at the next Journal staff meeting. She anticipates a template for the Journal website will be available for review at the next meeting. Samantha has not yet dealt with the name change impact on serials yet. Lauren stated she will change the serials information when she sends out the new pricing information.

· Samantha expressed concerns regarding the reduced advertising rates offered to exhibitors. She believes the 50% cost reduction for exhibitors in the next Journal is problematic and should be reconsidered in the future.

· Samantha recommends we examine our advertising rates. Some of the regional groups are publishing proceedings of their conferences and are competing for advertising dollars. We need to be accessible for smaller publishers and could accomplish this through a "news from advertisers--paid announcements" to get small funds for a few lines, which might include a link to a website where a full release is found. Read suggested the End of the Reel section was designed for announcements. Samantha queried if the End of the Reel section was for members and affiliates, or is this a space for advertisers? Peter cautioned we must be sure to note it as paid advertising, without any implication the product is approved or endorsed by IALLT.

· David inquired if Samantha has been receiving conference announcements. She has not yet pursued this, but will solicit information soon. Peter noted there are a couple of websites that have extensive conference listings, and volunteered to send the URL's to the Board.

· Samantha is working to get the volume information printed on the spine.

Samantha left the meeting at 2:18pm EDT.

Old Business

1. Tax Exempt Status

· Read explained we received a letter from the IRS that our application for tax-exempt status has been denied, pending future information. The IRS has given us 2-3 weeks to respond before they would expunge our file. David Swanson indicated the IRS has all of the needed documents and is following up to see what the problem is.

· Regarding the archiving of IALLT docs (minutes, etc.), Read will follow up with David Swanson in future discussions.

2. IALL 2001

· "Post-IALL 2001" pictures and forum(a) notes

o Read transferred his pictures to the IALL server as IALLT2001 and will link up other information as we wish. Read will post a note to LLTI soliciting digital pictures from the conference.

· David will follow up with Claire on evaluations from vendors.

Peter stepped away from the meeting at 2:25.

· David suggested we compile a report on IALL 2001 for the benefit of the IALL 2003 conference host. Lynne suggested we table this discussion until after Bruce has completed the conference evaluation report.

Peter rejoined the meeting at 2:27.

3. Awards/ Special funding

· David sent out congratulatory letters to award recipients and their supervisors.

· Setting up a fund to assist graduate students

o Lynne explained her call with Mike Ledgerwood regarding endowment funds.

§ Things to consider:

§ Laws differ from state to state governing the set-up/tax-free status of an endowment. Mike suggested we talk with our attorneys to determine what the laws governing endowed funds are in Wisconsin, since there will be legal issues to handle associated with the fund.

§ There will be real competition for money as many organizations are trying to establish endowment funds.

§ He suggested we think of ways our organization differs from other organizations, and set up something that will appeal to our constituency to entice them to give money to our endowment rather than to someone else.

§ What kinds of things do we want to sponsor through the fund? Donors want to see something happen for the $$ they give. Would our fund mean scholarships to meetings? Training funds? A fellows program (special track at the conference, pre-conference workshops particularly designed for them, summer workshops/training; internships? Summer training sessions?)

§ We will need to define the fund well. What would be the criteria for applying for the funds? How would recipients qualify and receive?

§ Given that we would never want to touch the principal, only the interest, we will need to determine how much money we have to have in the fund before it can support our annual outlay through interest payments. Plus, we should have a certain amount already raised before undertaking a solicitation campaign. It's the "money gets money" concept.

o Tax-exempt status is important for establishing an endowment fund.

o Is an endowment fund what we need? Peter wondered, without an endowment fund, if people wanted to make donations, where would they go? Generally people don't want to donate for short-term benefit. Lynne urged the Board to consider what it is that we want to underwrite. Do we want to fund small projects or big projects? The Board will send suggestions about initiatives we would want to undertake with endowment funds to Lynne for preparation and discussion at the next meeting.

Lauren left the meeting at 2:30.

4. Conferences/Affiliations

· KAMALL --IALLT

o Dr. Kim has requested IALLT be an official co-host of the KAMALL conference. The Board had reservations about committing to official co-host status. Peter had some misgivings about the implied obligations of co-host. Lynne expressed liability concerns regarding the host language, and would prefer to use affiliate as the term.

o The Board determined Dr. Kim may list IALLT as an affiliate, but not as a co-host.

5. Council Issues