IALL Board Meeting Agenda

April 2, 2001

Called to Order: 1:04PM EDT

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

Routine Business

Agenda Check

Approval of Minutes: The Minutes of March 19, 2001 were approved as corrected.

Business Manager Report

• Credit card transactions update
• Lauren announced Verisign (provides secure server and credit card verification) and Merchant E Solutions (channels money to appropriate financial institutions) will provide our credit card services. Merchant E Solutions waived their set-up fee. Costs will be $10/month service fee w/ $25 min monthly business with 2.25% discount.
• Lauren explained we will not have a PIN pad, so at conferences we can either connect online if access is available, or enter transactions on paper and run them later.
• Two signatories are needed to establish the service. Lauren designated David and herself as current signers.
• VISA and MasterCard will be accepted.

Nina joined the meeting at 1:14pm.

Journal Report

• Samantha indicated Volume 32.2 will go to the printer by the end of the week. Layout is underway for Volume 33.1. Election results will go into 33.1. Resolution passage and the text of the Articles of Incorporation and Bylaws can also go into 33.1. Read will send documents to Samantha.

Old Business

1. TAX EXEMPT STATUS

• Read has been in touch with the attorneys, and they are moving forward with filing the papers. Read will double-check regarding costs for storage of the minute book.

2. IALL Open Council Positions

• There was some discussion on how to fill the open Council positions. Read will report on vacant positions during the State of the Organization meeting. General discussion will occur at the Council meeting and ongoing: recruiting will occur during IALL 2001.

3. SLM

• Job Descriptions

• Lynne reported she still had a few job description requests outstanding and will follow up. Read offered to assist if necessary.

• Policy and Procedures Manual (Lynne)

• Regarding audit requirements, Lauren will investigate what federal audit we must observe
• Lauren will prepare a budget proposal for the May 7 Board meeting
• Lynne should change the phrasing in the job descriptions to Annual Business Meeting
• ACTION: Read proposed the Board accept the revised Policy and Procedures Manual. Chris seconded the motion. The Motion passed unanimously.
• Lynne will send the Policy and Procedures Manual to Read for posting as a PDF document on the IALL website.

• Survey
• Read noted the survey is currently underway, and urged the Board to promote completion of the survey.

• Outreach Workshops
• Chris informed the Board that preparations for the Grantwriting Workshop are in progress. Samantha Earp, Lynne Crandall, Dick Kuettner are presently on the team.

4. Elections

• Nina announced the official returns and numbers for the election.

• 103 votes were cast in the election.
• The Incorporation resolution was passed.
• The incoming Board will be:
  David Pankratz, President
  Peter Liddell, President-Elect
  Harold Hendricks-Programs Director
  Lauren Rosen-Treasurer (Business Manager)
  Lynne Crandall-Secretary (Parliamentarian).

• The Board expressed their thanks to the Elections Committee.

5. IALL 2001

• Program
• The Henderson Plenary address will be delivered by Peter Liddell. Rachel Saury was selected as a Plenary finalist.

• The Management Manual Workshop will be delivered by LeeAnn Stone, Mike Ledgerwood and Barbara Sawhill

• LeeAnn is coordinating presenters and content issues.
• Attendees will received the current Management Manual if they don't already have one, and will be provided with the revised LMM for no extra cost when published.

• The Board addressed a request from the Journal for funding for meeting refreshments during the conference.
• Discussion focused on whether the organization should undertake such expenditures. Does provision of funds for working groups set a precedent we are willing, and able, to sustain?
• The Board recognized the Journal staff meetings are quite intense and of a somewhat different nature than other working groups.
• General sentiment was the Board could authorize funding for light refreshments for the Journal staff meeting. Samantha was asked to submit a proposal with specifics for action by the Board.

• Closing Ceremony/Talking Stick
  Read noted the talking stick given to the organization at FLEAT III was originally passed from President to President. He plans to alter the progression and pass the talking stick instead from conference host to conference host.

New Business

1. Journal Column Reorganization Proposal

• When Samantha constituted the new Journal staff she thought it was a fitting opportunity to examine and change some of the columns, partially because some haven't been written with regularity, but more importantly to reflect needs and interests of our membership. Thus, the Journal Editorial Board suggests reorganization. See Samantha's proposal at http://www.duke.edu/~ssearp/iallj/column_redo.html
• David asked for clarification on what might be included in multilingual computing. Samantha indicated items such as fonts, keyboard displays, etc. would be addressed here.
• David queried the changes in the satellite update column. Samantha said there was nobody currently to write it. The Journal would like to have someone explore available programs and discuss them. David and Read wondered if it might be more effective if we broadened the scope of the column to media resources and the ways to provide media resources. Chris wondered about a telecommunications title to include cable and video conferencing, but video conferencing is found under the new distributed learning column. A further suggestion was to make the column focus on video and include streaming and DVD. Samantha cautioned she is firm about having these columns appear in every issue. Samantha will discuss the Board's suggestions for this column with Andrew and ponder how to broaden the column title to incorporate other kinds of video as well.
• Samantha wondered what, procedurally, she should do to proceed.
• ACTION: Read proposed the Board authorize Samantha to move forward with reorganization of the Journal per our discussion. Nina seconded the motion. The motion passed unanimously.

2. CALL Document

• CALICO asked that we review a document on the support and recognition of CALL efforts, and consider endorsing it (see PDF document at http://iallt.org/board/CALL_document.pdf).
• David supports the idea fully but is uncomfortable with some of the language in the document. Samantha expressed some concerns about who was the target audience. Is it intended to be for administrators and lay people to help them understand CALL? Chris was interested in drafting a more specific document for IALLT. It was noted that IALLT's web address was incorrect.
• ACTION: Read proposed the Board inform CALICO that IALLT supports and endorses their CALL document, with IALLT's web address corrected. Lynne seconded the motion. The Motion passed unanimously.
• The Board noted IALL should consider drafting a similar document for IALLT constituents.

3. Award Nominations

• Discussion centered on specifications for awards and a review of the nominations.
• Nominations: Lifetime achievement
• There was significant discussion of recipient conditions. Is the award given to a person at the end of their career? Recognizing the breadth of their involvement or their continued involvement? It was further noted this is a significant award that doesn't need to be given at every conference.
• Read will send email regarding possible choices.
• Nominations were reviewed for the Henderson/Sheppard Awards. Again, there was considerable discussion of the specifications for this award.
• One outcome of these discussions was the Board would like to consider the establishment of new awards that recognize individuals who are making significant contributions and are in mid-career. Several names were suggested as possible recipients.
• The 2001 Henderson/Sheppard recipients were selected.

6. Next Meeting(s)

• May 7 at 1pm EDT

Meeting Adjourned at 3:16 EDT

 Respectfully submitted by Lynne Crandall