September 13, 2001
Present: Crandall, Hendricks, Liddell, Pankratz, Rosen Guest: Gilgen
§ The Board opened the meeting with a discussion of the events of September 11, and adopted a position statement.
o As a Board we lament the events of September 11, 2001 and call upon reasonable people everywhere to find ways to improve communication and understanding to prevent it from happening again.
§ David expressed his sadness about the terrorist attacks on the United States and asked if the Board was willing to undertake correspondence to Arabic organizations or to make a donation to a charitable organization to show our organization's support. Read noted that any efforts would be symbolic. Peter echoed that sentiment, and noted that symbolically and financially we should strive for the highest impact. Support was given to making a donation to the United Way September Eleventh Fund because all proceeds would go directly to support the victims of the attacks and their families and provide immediate support to established emergency assistance agencies.
o Peter noted discussions about the way Arabic children were being treated in schools. Lynne suggested that rather than single out one group, we urge the membership to treat with the individual rather than a stereotypical group. Peter suggested David talk with Bob Fisher of CALICO and Bernd Rüschoff of Eurocall to issue a joint statement that could be posted to HUMANIST listserv. David will contact Bernd and Bob to determine their interest and to draft a statement for posting at our website and to various listservs.
o Peter
moved that IALLT sponsor a $500 donation to the United Way September Eleventh
Fund to show the IALLT's support for the rescue and recovery effort. Harold seconded the motion. The Motion passed unanimously.
o David will announce this action on LLTI and will draft a donation letter. Lauren will arrange mailing of the donation and letter.
§ Harold moved the Board approve the Minutes of July 30, 2001. Lauren seconded the Motion. The Motion passed unanimously.
§ Lynne explained Bruno agreed to post documents to the website as needed. Lynne has discussed the situation with Reid Paxton and hopes to try again to set up direct access to server.
§ Lauren stated she has begun paying the attorneys for their work on incorporation and tax-exempt status.
§ Given our current budget, Lauren hopes the Journal will be able to increase its advertising revenues as projected.
§ Lauren noted we have taken in new members. She believes the credit card option is a useful tool. She praised Susan in being very timely mailing out renewal notices.
§ Lauren expressed concern regarding the missing Journals. She is working with Ron and Samantha (and perhaps with Frank and Rachel) to track down to where the missing Journals might have been shipped.
§ Tax exempt status/Archiving of IALLT docs
o Read relayed David Swanson's recommendation we retain Quarles and Brady as our registered agent. As such, they would file an annual report with the state on our behalf. Mr. Swanson also indicated we should be sure to have a good accounting firm to handle our annual return and to keep track of our accounts with an eye towards renewal of our tax-exempt status in five years. Lynne noted according to the Policy and Procedures Manual we are to conduct an audit for every term of the Treasurer. Lauren will speak with David Swanson about the audits.
§ FLEAT.org site paperwork
o Lauren explained Mr. Harrison sent a fax with the FLEAT.org administrative transfer information. He was also mailing a physical copy for submission. Lauren expects to conclude this business soon.
§ Lauren inquired after the status of the Membership Directory. David will discuss publication of the Directory with Samantha.
Journal Report
§ As Samantha could not attend the meeting, she forwarded her report via email.
o The second issue of Volume 33 is underway and on schedule at this point to be shipped out during the first week of November.
o Journal
staff is still trying to track down extra copies of the first issue of Volume
33. Nobody at the Mattie
Corporation seems to know where they are, nor have Lauren, Ron, Gamin or
Samantha received them, although Mattie was provided with labels to mail them
to Ron. She will continue to correspond with Lauren about this issue.
o The Journal staff has identified a printer to work with in Tuscaloosa. Samantha is talking with the publisher's representative and will send them a "letter of understanding" that details the process to be followed in our business with them. Having such a letter on record (and signed by them) will make it much easier to dispute any problems with service, like those we have gone through with Mattie in the last issue, and said letter would be part of the documentation needed if we were to seek recourse such as being given a rebate on the bill for the Journal's printing and handling if these have been handled inappropriately. All copies of correspondence will go into the Journal records Samantha is keeping and copies will be forwarded to Lauren.
o Regarding
affiliate and regional conference information, in the past, the Programs
Director and regional group leaders were to forward information to the Journal,
but this hasn't been a consistent practice. Samantha recently posted a request
to LLTI soliciting the membership for help with this information.
o Samantha will follow up with Lauren on our tax-exempt status for Journal mailings.
o Samantha informed the Board the Journal staff is proceeding on the general understanding that the Journal section of the Web site will be managed and maintained by the Journal staff, specifically the Assistant Editor for Electronic Publications, who reports to the Editor-in-Chief. The Board affirmed this assumption was accurate, in that the content of the website, in addition to the print version, of the Journal was under the purview of the Board.
o Samantha announced, with pleasure, that Marlene Johnshoy will be joining the Journal staff as Assistant Editor for Electronic Publications. In this role, Marlene will take the lead in building and managing the Journal's section of the IALLT Web site. The Board was delighted to have Marlene join the Journal staff.
§ Peter noted he has no information from the regional groups, and wondered whether he should encourage the regionals to send him information which he could then pass on the Journal or Board. David affirmed this was so.
§
Peter reported the RECALL Journal Board met, and had a
separate meeting with Cambridge University Press. He thinks RECALL may be willing to revive reciprocity
agreements. Peter suggested CALL
publishers could be approached for advertising dollars and will discuss these
possibilities with Samantha. Peter
will also talk with us more in the future about CERCLES.
§ Regarding paid announcements, Samantha reported there was editorial board meeting that afternoon and this would be part of the discussion. She wants to make sure that the "paid announcements" page - in whatever form - helps us get new advertising rather than taking away from existing advertising.
1. IALLT All Purpose Membership Database
§ David sent Sue Breeyear a welcome letter to send to all new members.
§ Neither David nor Lauren had anything to report regarding limiting access to the LLTI archives to only members.
§ David reported that Bruce sent substantial recommendations regarding the needs of the database to Lynne and to him. He informed the Board that Lynne will spearhead the project. Lynne plans to organize a team to consider the options. Possible planning team members were suggested. David advised the Treasurer and Membership Coordinator be active participants to be sure their needs are addressed, and asked that he and the Board be kept informed. Lynne confirmed she will keep the Board informed of progress and involved in the decision-making of this complex issue.
2. Council Issues
§ David will contact possible candidates for the Publicity and K-12 positions.
§ Harold announced Iris Meyers will act as one of the ACTFL representatives. As Jacque Kaminski will move to CALICO representative following the 2001 ACTFL conference, a second ACTFL representative is needed. Lynne will send Harold the ACTFL Affiliate Representative Council position description.
3. IALL 2001/2003
§ Lynne presented June 20-23 as the University of Michigan's tentative dates for the 2002 Summer Leadership Meeting. David will notify Council of these meeting dates and solicit availability.
4. Conferences/Affiliations
§ Harold and Lauren plan to work on procedural guidelines.
§ Lynne and Peter plan to review and suggest exhibitor fee guidelines.
§ Regarding new banners, Harold recommends we go with the vendor Lauren identified. Sign-o-rama will create nylon dye sublimation at $14/square foot. We will have four banners produced, with white lettering on a green background. Lauren will send the Board a quote from the vendor for dye sublimation and silk-screening. An email vote will be conducted for final selection.
§
5. Regional Groups
Harold informed the Board SALT, now known as SWALT, had planned to have an
October meeting but it is now looking unlikely. Pat Miller has taken a temporary leadership position, and
with LeeAnn and Harold are trying to re-establish organization. Progress has
been made.
6. Old/ New Website
§ The question arose as to whose responsibility it is to provide updates or conduct maintenance on the website. David responded that both the Web Editor and Webmaster report to the President-Elect, who provides significant information for the site. David and Peter will work together to identify update areas.
7. "Labster" Committee
§ Otmar informed David he is prepared to handle digital media distribution. There has not been sufficient time for further work.
8 . Other
§ The next meeting will be held October 2, 2002, 1pm EDT.
Meeting adjourned: 2:38pm ET
Respectfully Submitted,
Lynne A. Crandall