IALL Board Meeting

January 9, 2001

Present: Crandall, Gilgen, Higgins, Pankratz Absent: Rosen Guest: Samantha Earp

Routine Business

Approval of Minutes: The Minutes of December 4, 2000 were approved as written.

• As Lauren was not present, there was no Business Manager Report.
• Read informed the Board that Lauren and Bruno Browning will begin to work on a PayPal solution for accepting credit cards.

• Read expressed the Board's gratitude to Samantha for undertaking the Journal Editor-in-Chief position and welcomed her to her first Board meeting in that capacity.
• Samantha informed the Board the Fall edition of the Journal is to go to press on Friday, and noted February 15 is the deadline for the next issue. Andrew is looking for new reviewers as they are down to four due to position shifts. Samantha is looking for regular columnists and wants to increase the number of articles in each Journal edition. Samantha plans to write to current columnists inviting them to continue, and will work behind the scenes to get manuscripts through the review process.
• Samantha expressed some concern that she isn't clear on what the plans are for electronic publications. Samantha, David and Reid Paxton can move forward on electronic publication issues.
• Gamin has worked with Rachel to pull the current issue together and will be ready to take on the next issue as Managing Editor.
• Samantha noted she plans to resurrect the Professional Issues column.

Old Business

• Read announced the IALLT incorporation is official as of December 8, 2000.

• The Bylaws will become official as soon as all consent forms are received. This is a transition step from the old to the new organization.

• Read requested suggestions from our attorneys on language to be used on the ballot form (if any). He is specifically concerned about what we need to do to inform members of changes and notification of a transfer of membership.

• Lynne asked the Board's opinion on whether we should keep our minute book with the attorneys, or maintain our own with copies of critical documents held with the attorneys. What does this mean financially if we have them maintain our minute book? If they kept our official books, with what frequency do we need to submit documents? Are annual or semi-annual submissions reasonable? Lynne will pursue these questions with the lawyers and determine what likely costs will be. The Board would like to keep an archive of pdf files available at all times in addition to any other archival methods required by law.

• Read moved that Lynne negotiate with our attorneys regarding depositing our legal documents with them. David seconded the motion. The motion passed unanimously.

• Our attorneys have encouraged us to consistently use the official name of the organization: IALLT. Methods of announcing our new identity as a tax-exempt, non-profit organization such as a renaming celebration at the end of the conference were discussed. New publications could have the IALLT logo. We should come to some decision about how to phase in use of the new acronym.

• Our attorneys will file for tax-exempt status once all consent forms are received.

• Web Editor
• David announced that Reid Paxton of the University of Michigan has applied for the Web Editor position. Both Read and David have discussed the position with him.
• Read proposed Reid Paxton be appointed as Web Editor. David seconded the motion. The motion passed unanimously.
• Gamin Bartle will continue as CALICO representative through the conference this year, and will then need to be replaced.

• Job Descriptions
• Read explained that Claire Bradin Siskin has found a number of electronic documents left by Bob Henderson. Among them were old job descriptions. Lynne has begun to work through these descriptions and will incorporate as is appropriate.
• Chris suggested the Past-President and Journal participate as ex oficio members of the Board, or indicate in their job descriptions that participation is a typical duty of these offices. The latter option seemed more favorable to the Board, but no official action was taken.

• Policy and Procedures Manual
• Lynne submitted revisions to the Policy and Procedures Manual to the Board for final review. The Appendix of Position Descriptions is still incomplete. Lynne noted she has not yet received all position descriptions. Samantha volunteered to review the Henderson Journal position descriptions and draft new documents for review. Lynne will send Samantha all existing Journal position descriptions.

• Scholarships
• There was no new discussion on scholarships.

• Survey
• Monika Dressler informed Read the survey is almost complete. It will be available online, and will feed into a FileMaker Pro database. Moni will run a test survey then publish it. She received the paper surveys from the University of Victoria and has students inputting the data from it so we can undertake comparisons. It was suggested we put information about the survey in the Winter Journal issue to encourage responses.

• Outreach Workshops

• Chris is assembling a team to present the grantwriting workshop. Lynne will forward possible workshop documents to Chris.

• Board approval of the slate of candidates will be conducted by email

• Additional needs include:

• candidate statements

• Resolutions and/or wording for incorporation actions. Read will be responsible for drafting these inclusions.

• A flyer advertising IALL 2001 should be included with election documents.

• Ballots will be returned to Nina for tabulation.

• Discussion:
• Planning Committee Chair is Claire. Chris will keep the Board informed of conference planning.
• Program Committee Chair is Bruce Parkhurst. The deadline for submissions was extended to January 8. Chris noted the committee received about 120 proposals for workshops and sessions and will meet Thursday to go through the acceptance process.
• Chris forwarded the Henderson Plenary procedures to Bruce for implementation.

• The dates proposed for IALL 2003 are June 17-23. The SLM will be held in Ann Arbor in June 2002.
• David moved the Board accept the proposed dates for IALL 2003 as June 17-23. Read seconded the motion. The motion passed unanimously

• Bruno Browning will join the Board for a discussion of the sharing of digitized materials at our March BCC.
• LDK and LMM FAQ or threaded discussion should be included in the website.

New Business

1. Pathway to Language Materials Portal

• LeeAnn Stone will be invited to join us at our February BCC to discuss what is desired of IALL.

2. Henderson documents (and archiving same)

• Claire Bradin Siskin forwarded numerous documents from Bob Henderson to Read, including old job descriptions, Board decisions that were not incorporated into the Policy and Procedures Manual, and historical information.
• The Board discussed whether we should establish a place on our web server for maintaining such documents. The Board determined a permanent digital archive of historical documents from past officers and committees would be useful, and should be incorporated into any revised web structure
• Whether such documents would be available for Board only access was not decided.

• The Board will meet from 1-2:30pm EST on the following dates:

• Feb 5
• Mar 5
• April 2
• May 7