IALL Board Meeting

February 5, 2001

Present: Crandall, Gilgen, Higgins, Pankratz, Rosen Guests: Samantha Earp, Nina Garrett

Routine Business

Approval of Minutes: The Minutes of January 9 were approved as written.

• The Board congratulated Lauren on the arrival of her daughter, Maia Solana.
• Lauren noted the membership call has been very successful. Sue Breeyear has received many renewals, and is preparing to target memberships with expirations from December 2, 2000 to March 1, 2001. There are plans to conduct a mailing for people who do not have email.
• Bruno and Lauren continue to look at ways to coordinate credit card operations with our needs.
• Lauren will wait until we receive tax exempt status to update our banking accounts.

• Samantha informed the Board the publication of the Journal was delayed. Samantha expects it will be distributed this week.
• A concern from Ron Balko was expressed regarding whether information had been provided to library subscribers about the reduction to two issues of the Journal. Lauren stated she has informed the company referenced.

Nina joined the meeting.

• Samantha wondered what the relationship would or should be between the web editor and the associate editor. David explained that he, Read, Bruno Browning and Reid Paxton met via conference call. Reid would like to set up the new website so that as many people as possible can conduct maintenance and update their particular areas of responsibility. The desire was expressed to have someone from the Journal overseeing the Journal section of the webpage. The Associate Editor will be responsible for electronic publication and ex oficio web editor for Journal issues. Samantha expressed her desire for an online submission area for Journal articles.
• Samantha will send Journal job descriptions to Lynne soon.
• Samantha would like to ensure that a strong Journal presence will be part of IALL booth.
• Lauren wondered if a new printer had been chosen with the relocation of the Managing Editor position. Samantha stated we will continue with the printer in Charlottesville for the Spring issue, but will relocate after that issue is published. Rachel will maintain signing authority on the checking account through the Spring issue. Lauren will establish signing authority for Gamin on the Journal account.

Old Business

• Ballot language for IALL's corporation will be:
  "RESOLVED, that, upon the date of the affirmative vote of the majority of the members of the International Association for Language Learning Technology who vote, the International Association for Language Learning Technology shall merge into International Association for Language Learning Technology, Inc. and the separate existence of International Association for Language Learning Technology shall cease, and all rights, privileges, powers, franchises and property, real, personal and mixed, and all debts due to each of such entities on whatever account and all other interests shall be thereafter the property of International Association for Language Learning Technology, Inc."
• Lynne has not yet discussed ramifications or requirements of storing our official documents and minute book with David Swanson
• Regarding tax exempt information for our attorneys, Lauren will correspond with David Swanson directly to answer his questions regarding our past business practices. We have received our Employer ID number.

• In addition to the Publicity and K-12 positions continuing vacant, Marc Boots-Ebenfield has tendered his resignation as the Intellectual Property Chair. Marc will continue in the position for a short time while a new individual is identified and familiarized with operations.
• The Board spent some time examining the draft position description. Lynne will revise the description and forward to Read. Read may confirm the posting's accuracy with other current IP committee members before posting.

• Policy and Procedures Manual
• Lynne asked the Board to be prepared to accept or reject the revised Policy and Procedure Manual at the next BCC. Lynne will send another copy to Read for posting in the Board space.
• Survey
• Read informed the Board that progress is being made on the survey and it is expected the Board and Council will be able to review the draft survey very soon.
• Outreach Workshops
• Chris explained the grantwriting team is still being constituted.
• The Board revisited whether we should charge for IALL service workshops. It was noted that IALL underwrites the costs for written materials receive during the workshops such as the LMM and LDK. Participants will pay usual workshop fees.

• Nina presented the slate of candidates:
• President Elect: Claire Bartlett, Peter Liddell
• Secretary: Lynne Crandall, Inge Brown
• Programs Director: Harold Hendricks, Daniel Beyer

• Read moved the Board accept the slate of nominees, Lauren seconded the motion. The motion passed unanimously.

• Nina expressed her gratitude to Sue Otto and Ed Dente for their participation in the process.

• Election Timetable and Details
• Candidate statements will be needed in one week. The Board discussed where the line should be drawn for determining membership eligibility to receive ballots, in particular due to the incorporation question.
• Nina moved that for the purpose of this election, ballots be sent to members who were current as of July 1, 2000. Read seconded the motion. The motion passed unanimously.
• The new constitution and bylaws will be posted in pdf format on the website for member review.
• Read will contact Bruno for posting candidate statements on the web.
• Advertising for IALL 2001 should be included in the election materials. Samantha will send the one-page pdf from the Journal to Read to include with the ballots.
• Read will prepare and mail ballots. Ballots will be returned directly to Nina for tabulation.

• The Board would like to invite Claire to join us at our March meeting. Read will arrange discuss with Claire and arrange a time.
• Schedule for Board and Council meetings
• The Board discussed possible meeting times, with a strong preference being to avoid daily, early morning meetings. The schedule will be:
• Monday, May 21, 7pm, Board dinner meeting (meet in the Warwick Lobby)
• Wednesday, May 23, 12:30-4:30 Board and Council meeting (box lunch provided, location TBA)
• Sunday, May 27, 8:30-11:30am, Board and Council meeting (location TBA)
• Lab tours will be divided into two sessions.
• Chris informed the Board that 90 proposals have been accepted, of which 15-16 are workshops. 22 sessions are still "in limbo" until their format as discussion fora or directed round-table discussions is finalized. The committee is working on logistics.
• Program will have similar look to the structure of IALL '99 program.
• Lynne stated she was trying to plan the reporting timeline for Council to ensure sufficient time for preparing, editing and posting of reports. Read urged as late a reporting date as possible to keep the reports up-to-date.

• A discussion of sharing digitized materials is tabled until March when Bruno Browning will be invited to join the discussion.

9. Pathway to Language Materials portal

• LeeAnn Stone is not yet prepared to discuss the PLM with the Board. The item is tabled indefinitely pending her readiness.

10. Henderson documents (and archiving those and other documents)

• Archival access to the Henderson documents as well as other historical organizational materials is being explored by Reid Paxton and Bruno Browning.

New Business

• Because of the great concern many IALL members have for Ursula Williams as she undergoes cancer treatment, and rather than deluge her with individual messages, Ursula has agreed to post regular updates to the IALL website. The URL for updates is: http://iallt.org/news/ursula/.

• LDK
• The Board discussed the format for the publication--3 ring binders with tabs. David requested an empty copy of binders and tabs for examination.
• Lauren will need to be advised of any changes in tab titles or order.
• It was suggested Ron Balko arrange for printing locally.
• The Board wondered if there were different ways to handle section breaks without using tabs. Other options include different color section pages and a full index.
• As we plan to include a CD-Rom we will need to have an insert page for storage of same. Lauren will need to know how many CD's before ordering. David will work with Lauren on structure and assembly.
• The LDK will be published on the web for member-only access. Given this dual publication, it is hard to know how much demand there will be for the printed copy. The Board decided to do an initial run of 200 copies.
• LMM status is unknown at this time.
• Membership Directory
• Lynne suggested the geographic location section be listed by state and then institution, rather than state then town. The Board concurred.

  Respectfully Submitted by Lynne Crandall