IALLT Board Meeting
Present: Crandall, Hendricks, Liddell, Pankratz, Rosen Guest: Earp, Gilgen
Time: 1:06 Eastern Standard Time
Approval of Minutes
§ Peter moved the Board approve the Minutes of September 13, 2001. Lauren seconded the Motion. The Motion passed unanimously.
§ Current Finances
o September ended the first quarter of our fiscal year. Lauren reminded the Board she was urged to offer a balanced budget plan for the fiscal year. While membership income is up, inclusive of conference and two-year memberships, we need to bring in an additional $5000 in the remaining three quarters to meet our budget goals. Lauren asked the Board to keep our budget situation in mind when making future plans.
o Lauren explained we disbursed over $6000 in this quarter due to attorney and LCDK publication costs. She further reiterated earlier concerns that under our current pricing structure we are absorbing a loss on member sales of the LCDK.
§ Peter suggested we increase advertising for the LCDK, and offered to promote the publication with EuroCall and Cercles and encourage members of those organizations to join IALLT.
§ David and Samantha will discuss advertising in the Journal for our other publications.
§ Lauren will speak with Ron about the current status of LCDK inventory.
o Lauren noted that our substantial costs in the last few budget years are indicative of the considerable activities of the organization.
§ Tax Issues
o Lauren spoke at length with Quarles and Brady regarding our tax-exempt status and filing an I90 form. One potential concern is that we have never charged sales tax. Our attorneys are checking to see if we need to charge sales tax.
o If the business office moves from Wisconsin there may be other tax issues.
o For the Annual Corporate Report for the State of Wisconsin, the attorneys send the papers, Lauren completes them with our financial data, and the attorneys will file on our behalf.
§ Lauren cautioned that if we pay our booth sitters as contract labor, we should have them sign a contract specifying they are responsible for taxes and will have to report income to the government.
§ We will need to receive an annual invoice from Otmar for computer services related to LLTI.
§ We will also need to list all contributions and donations. Lauren will talk with the attorneys about whether we can or should designate the monetary awards as support towards conference participation to minimize tax consequences for all.
§ We must provide independent contractors with 1099 tax forms.
o We may need to obtain a sales permit because we are selling via the Internet.
o Lauren also asked our attorneys for advice on the type of form to file: either the I90 or I90 EZ form, and Schedule A. Lauren explained the directions indicate it will take about 45 hours to complete the form. Our attorneys have accountants on staff that can undertake our filing for between $500-750. Lauren is interested in having them do the filing this year and will examine the forms for the possibility self-filing next year.
§ Lynne will speak with CPA's known to her for cost estimates. Lauren can provide Lynne with financial documents if needed.
o Our tax filings will provide evidence for our status review.
o Forms need to be filed by mid-November.
o We may need to have a tax-exempt code for the State of Alabama so we don't pay taxes to the printer. Samantha stated the printer is willing to arrange bulk mailing with provision of the federal tax-ID number.
o The audit specifications should be removed from the Policy and Procedures Manual, as this is not required to maintain our tax-exempt status.
§
Maintaining the minute books and filing annual forms should cost a few
hundred dollars per year. Lauren will confirm costs.
§ Staff Update
o Two new staff members have joined the Journal Board. Marlene Johnshoy, of the University of Minnesota, has joined as Assistant Editor for Electronic Publications. Sara Wilson of Tulane University is the new Journal Advertising Manager.
o Samantha is drawing up job descriptions for the Journal staff, and wants to be clear where web responsibilities begin and end.
§ Advertising
o The Journal staff is very wary of adding any other type of brief advertising page, and would like to abstain from any additional advertising for at least six months to see how advertising efforts evolve. The Board agreed to Samantha's request. The Journal staff plans a big push to increase advertising.
§ Complimentary Copies
o Samantha asked the Board for clarification of the Journal policy for complimentary copies to authors. The Board confirmed Samantha's understanding that each author should receive a complimentary copy of the Journal volume in which their article was published.
o Gamin is generating Journal-style pdf's that could be used as additional electronic copies if desired.
§ Back Issues
o Regarding back issues, we should maintain low inventory and try to divest of overstock issues.
o Either Bruno or Reid can update the web order form as needed.
§ Publication Schedule
o Samantha will look at the final proof of the Directory this afternoon. She will require labels from Lauren soon.
o Lauren will send new members addresses to Samantha so that the Directory can be as complete as possible at the time of printing. Samantha prefers to receive the data as an excel file.
o Issue 33.2 is nearly ready and will go to the printer when the Directory is complete. Samantha requested higher resolution pictures of Peter and David for their columns.
1. IALLT All Purpose Membership and Membership Database
§ Status
o Lynne has identified a potential team for examining the IALLT Membership Database and has spoken with Bruno about some of the issues. She plans to invite the rest of the team soon and will keep David informed.
§ Link membership to LLTI access
o David has not yet spoken with Otmar about generating a mailing to LLTI subscribers who are not IALLT members. David reminded the Board the impetus for the LLTI action was to block access to the LLTI archive. He underscored a need to promote IALLT to LLTI.
o A caution was raised that we need to exercise care that LLTI and IALLT information are mapped in such a way that members who use more than one email address are not blocked out.
2. Council Issues
§ Max Pugh has accepted the Council position of K-12 Coordinator. He is a language teacher with experience in technology, and is based in the Prince Georges County Schools in Maryland.
§ The Board revisited whether we need to appoint a Foreign Language Database Reviewer. Peter stated the EuroCall database is excellent, and the CELIA site also participates in reviews. Peter will send these possibilities to the Board for review, and will examine the FLDB to recommend whether we should continue support.
David was called to evacuate his building and the meeting drew to a premature close. Lynne will set up a University of Michigan WorkTools group so the Board can continue online discussion of our unfinished business in a manner more efficient than email.
The next meeting will take place on November 6, 2001 at 1:00pm EST.
Meeting adjourned: 2:13pm EDT
Respectfully Submitted,
Lynne A. Crandall