May 27, 2001
Warwick Hotel, Houston, TX
PRESENT: Paul Aoki,
Gamin Bartle, Claire Bartlett, Karema Benremouga, Cynthia Bravo, Bruno
Browning, Lynne Crandall, Marianne Crusius (representing NEALL), Monika
Dressler, Samantha Earp, Otmar Foelsche, Read Gilgen, Harold Hendricks, Jacque
Kaminski, Dick Kuettner, Peter Liddell, David Pankratz, Bruce Parkhurst, Reid
Paxton, Lauren Rosen, Sara Wilson
· David welcomed the Council and expressed his appreciation for their attendance. The Council introduced themselves and their relationship to the organization.
· David outlined the meeting agenda and reiterated the Wednesday focus of keeping members involved and attached. He urged that as we create initiatives, we consider what mechanisms are needed for keeping those initiatives on track. He also asked Council to use inclusion as a guiding principle and embrace the full range of institutions served by our membership.
· Budget
o Claire noted significant time was spent on planning. She estimated for 300 people and found this to be a sound beginning figure.
o She noted that companies are willing to pay to participate at IALLT, and suggested we consider asking them to contribute more than the $600 they were charged.
o Claire suggested that a $20 increase in registration fees would be reasonable.
o Claire affirmed the need to charge for pre-conference workshops, and noted the conference took in approximately $11,000 on workshop registrations. As Rice University did not provide any budgetary support for the conference she is hoping she will not have a deficit as it will impact her unit budget.
· Web
o Claire expressed her opinion that it is a waste of time to remake web tools for every conference. She asserted that even the text of the pages could be somewhat standardized and shared amongst conference hosts. She suggested an IALLT committee should be formed to create a conference web site. She noted there were substantial costs for the development of the database.
· Exhibitors
o Claire noted that exhibitor solicitation took significant time and effort. She sent over 215 invitations to participate and followed up with email and voice correspondence, as well as speaking with vendors at every professional conference she attended.
o David inquired whether we should conduct a post-conference survey of exhibitors to determine their satisfaction. Claire relayed exhibitors informed her that they found the 10am-5pm slot was generally good for them, and suggested that 10am-3pm would be desirable on Friday. Exhibitors wished there had been more exhibitor break time. Overall they were pleased with response and sales. Claire collected comments on break time, pre-conference interaction, and electrical support. She believes exhibitors were content.
o Lauren informed the group that sales at the booth amounted to $550 cash and $670 credit card. She expressed her concern that, on paper, she can only account for $310. As she doesn't know who bought what materials, and because of the interrelated structure of our accounts, there may a miscellaneous income column in next year?s financial report. She noted that some receipts have no expiration date listed and some forms were not completely filled out. Lauren will revise booth forms and instructions to avoid this in the future. The need for a cash box at the booth was expressed. As some of the shipping needs are not clear, Lauren will send out email to booth customers to determine who is expecting materials to be shipped.
o Claire spent $4000 on refreshments served in the exhibit hall, and believes it was well-spent money. Samantha shared that three vendors commented on how beneficial it was for the food to be in the exhibit hall.
· Evaluation
o Bruce sifted through past conference evaluation forms and assembled a three-page conference evaluation. Judy Franz will pare this down to a manageable form and put it up on the website for conference evaluation. Claire will put together an evaluation form for exhibitors; David offered to assist.
o Claire lauded Bruce's efforts and declared that without Bruce the conference wouldn?t have happened. She also recognized Chris' contributions. She explained that having an IALL body take care of the scheduling is very important. She suggested we adopt a standard schedule and revise as needed. She expressed reservations about the sessions ending at 6pm. Peter suggested there may be host institution considerations compelling scheduling. Claire suggested that some things could be standardized?time to end each day, break times, etc.
o Peter wondered whether the Program Committee suggested any session tracking. Bruce responded that tracking by content had been undertaken in scheduling but was not announced. Bruce noted that when tracking had been instituted at the 1999 conference, Chris felt it was limiting to some people. David suggested tracking for newcomers might be useful. Cynthia suggested we establish some way to recognize newcomers. It was further suggested we move the Lab Management and Language Center Design workshops to Wednesday to help support carryover.
o Bruce suggested regional groups might select the best presentations from their regional conferences for IALLT presentation. They could be identified accordingly in the program. Badges could include regional affiliations to foster development of regional affiliations.
· Conference networking and social events.
o David expressed concern that with our present banquet structure at either end of the conference, we miss people who arrive late or leave early. He suggested we change to a single ceremonial banquet in the middle of the conference and on Wednesday and Saturday have an informal social event. The focus at these events would be networking and appetizers or a buffet. Claire interjected that would necessitate organizing three events.
o Bruce asserted moving the regional lunch to Thursday would facilitate connecting people earlier in the conference.
o Claire thought it was good for people to gather socially early in the conference. David reported very favorable comments about the Wednesday gathering.
o Read suggested we have an opening reception rather than an opening banquet. Lauren thought a reception on Wednesday, regional lunches on Thursday, a formal banquet on Friday and a get-together party on Saturday would be a nice flow.
o Peter liked the conference organization, and felt the reception on Wednesday was very positive.
o Claire wondered whether the closing dinner was acceptable. Satisfaction was expressed, with particular enjoyment of the salsa band noted.
o Claire stated that approximately 260 people attended the opening banquet and approximately 130 attended the closing banquet.
o A query was raised of whether we want to use our conference to raise money for the organization. Scholarship funds could be an outcome. Karema suggested we could use other events to raise money such as a raffle.
o David asked the Council to reflect on possible changes for additional discussion in the future.
· Monika explained her conference report outlined main issues, but did not reflect the full analysis she plans to undertake. Monika thinks of the current data as the first phase, and plans to conduct significant outreach this summer. She speculated we should consider mailing paper versions, and referred to Ruth Trometer?s response rate on the last survey, to increase the response rate for the current survey. She asserted that if we send a paper survey to Deans or other central administrators and request they send it on to appropriate personnel, we would improve our returns. She plans to inquire whether she can obtain research funds to continue the process and invited the Council to suggest things they would like to see in the final report.
· Monika shared her thoughts on dissemination and usability. She believes the data should be stored in a searchable database so members can extract relevant information. She spoke with Bruce after the survey report session to assess comments.
o David suggested end products should include a searchable database and a report.
o Peter stated this survey analysis is very important to the field. He believes there is a great need for members to learn what working conditions exist in the profession and that some kind of advising center could assist people in the field.
o Bruce suggested we might post model job descriptions in the consulting database.
· Monika asked Council to urge contacts to fill out the survey, and noted there is a particular need for high school colleagues to complete the survey too.
o There may be three individuals interested in the K-12 position, and given the breadth of this potential population, the position could be co-representatives.
· Monika has heard of snapshot surveys conducted in the past and asked if there was data available. Bruno has the raw data from 1997 and can send that to Monika. Ed Stack at North Carolina State conducted a broad survey that was not sponsored by IALL.
· Samantha suggested a full report be made on the web or as a monograph, with a shorter reference article in the Journal .
· Read recognized the productivity and success of the Council and Board. He expressed his pleasure in the strength of the Council, is very pleased with the survey, and the incorporation process is complete.
o Claire noted that for the conference our non-profit status was essential.
· David urged the Council to read through the text. Read praised the dedication of the Council on their preparation and follow-up.
· Samantha referred Council to the extensive Journal annual report. She informed Council of the changes on the Editorial Board: Samantha as Editor-in-Chief, Gamin Bartle as Managing Editor and Andrew Ross as Associate Editor.
· Samantha stated the Journal will be back on schedule with Volume 33.1, which should be mailed mid-June. Copy deadline for 33.2 is August 15, with mailing expected in October.
· She explained they have an aggressive agenda and intend to be timely and reflect the richness of experience and knowledge in our organization. She is working with reviewers to reflect this quality.
· Samantha noted the Journal staff is working towards regular operating procedures and meetings.
· They have established a web site and undertaken an extensive review of the column offerings. The Board has approved these revisions.
· Job descriptions have been updated.
o In wrestling with layout issues they have begun to consider some design changes.
o They are looking for people to submit lab notes or feature articles, with an emphasis on including everyone.
o There have been numerous columnist vacancies. There are five candidates for electronic publications editor and a selection will be made soon. As K-12 and Intellectual Property columnists are also Council positions, these positions cannot be filled until the Board identifies representatives. There has been no interest in the Advertising Manager position to date. Samantha noted this with particular concern, as she believes it is imperative to increase revenues.
o Andrew Ross and Samantha will undertake outreach to vendors. Claire volunteered to supply the list of vendors she used for the conference. It was noted that exhibitors were promised 50% off of their advertising in the next Journal issue.
· Samantha stated there is moderate but steady interest in a redesign of the Journal . Minor changes to clean up the appearance have been implemented. Samantha advised the Board she will be submitting proposals for a full redesign.
·
Samantha explained there is a need to move some Journal
content to the web. When the
electronic publications editor is on board, the individual will be responsible
for undertaking this task and will associate with the Web group.
o
The website could include graphics, media, and
references.
· Lauren expressed budget concerns about moving Journal articles to the web as we still sell back issues and have significant inventory. Read countered we should be tighter on our overruns. Peter noted there is a move to enter scientific articles into the public domain within 6 months of publication. He mentioned ReCALL (the EuroCALL publication) has been taken over by Cambridge University Press and this has proven a big relief with respect to the review process. He suggested the Journal might benefit from a similar review process. Samantha explained the Journal is fully refereed, and noted there are 25 reviewers participating in anonymous review. Feature articles go through rigorous review and lab notes and columns go through a lesser review.
· It was suggested international affiliates could identify activities of interest to the membership. The Journal could contact affiliates for submissions.
· Samantha stated the Journal staff is developing a Policy and Procedures Manual for their operations.
· David lauded Samantha and her assistants.
· Lauren indicated plans to assemble a Policy and Procedures Manual for budget operations.
· Lauren issued a $1000 check to Rice for conference expenses.
o Claire noted conference fees will cover database development costs.
· David pointed out significant expenses of the past year. Lauren reiterated, and noted the only way she could craft a balanced budget was to assume increases in membership dues (from two-year memberships and credit capabilities) and advertising revenues.
· Database Development Costs
o Bruce asked whether we will continue to put money into the development of the conference database. She referred to the Wednesday meeting discussion to integrate conference elements and development with other organizational needs. Programming dollars in the SQL database for the conference went specifically to conference preparation, but the structure could be expanded to support numerous IALL needs.
o Bruno discussed this issue with Eric Renquist, who stated his belief that we will be able to use the data but not the present database structure. Claire noted Eric has volunteered to revise the conference database.
o Claire is negotiating with DACNET to halve their charges, currently $7500.
o Claire affirmed the current database uses Cold Fusion and SQL, and noted that if Eric is the person to revise the database he would be able to donate his time. She stated it was likely we would abandon File Maker Pro as our underlying database.
o Bruno explained that before he can comment on the conference database's possible broader functionality he will need to know more about the back end of the programming.
o Bruce had initially estimated $3000 to update the database. Any new system should include a confirmation of membership on registration.
o Read suggested we solicit proposals and estimates for development. David recommended we first outline our needs.
o Reid stated the choice of database is influential in our web development as it may be the mechanism for serving our web page. Bruce suggested we identify who was going to supply the specifications. Bruce recommended Eric be included in these discussions, as he may be able to go ahead with updating the conference module.
o Bruno and Reid affirmed the membership database will be the central feature of the system. Bruno needs to know more about the conference database before he can speak with authority about what the structure can support.
o Bruce claimed she and Lisa Jansen are interested in working on the conference module of the database.
· Spurring membership growth
o Peter suggested we try to recover development costs by spurring strong membership growth. Lauren expressed concern about increasing membership projections. Otmar advocated increasing membership through aggressive pursuit of LLTI subscribers.
o Peter favored passing a deficit budget, but with a condition the deficit must be erased through extra income by a fixed date.
o Claire noted our conference exhibitors are not members and inquired whether they should be.
o Bruce suggested we make a big push to LLTI subscribers who are not IALLT members to increase our revenue stream. Otmar suggested that searchable access to LLTI could be blocked based on an email address. Peter suggested Otmar needs a strong Board mandate to proceed with that action.
o Peter moved that IALLT resolve that subscribers to LLTI who are not current, paid-up members to LLTI be denied access to the searchable archive beyond six months of the lapse of their membership.
§ The Motion was not seconded. Bruno expressed reservations in the wording.
o Bruno moved that IALLT resolve access to the LLTI archives shall normally be available only to IALLT members of good standing or those who have been members in the last six months, subject to a biennial review. Samantha seconded the Motion. The Motion passed unanimously.
o Lauren moved the Board accept the Council resolution to limit access to the LLTI archives only to IALLT members of good standing or those who have been members in the last six months, subject to a biennial review. Peter seconded the Motion. The Motion passed unanimously.
o Claire inquired whether guest access would be possible and this was affirmed.
o Otmar indicated Dartmouth might have some problems with restricting access to the listserv. In that instance, the listserv host site would have to change.
o Read moved IALLT take steps to ensure member benefits are clearly defined. Peter seconded the motion. The motion was passed unanimously.
o Lynne moved the Board accept the Council?s recommendation to take steps to ensure member benefits are clearly defined. Harold seconded the Motion. The Motion passed unanimously.
o Otmar suggested funding will be needed to go through the LLTI database to identify individuals who are not members and approach them
· Commercial Relationships
o Claire reiterated her belief that we should approach companies, particularly those exhibiting at the conference, to become corporate members.
§ Lauren indicated she will ask Sue to contact the exhibitors.
o Sara suggested we consolidate the efforts of conference hosts, Journal advertisers, and regional groups to solicit commercial members. Peter urged caution on dealing with conference exhibitors as each host will have specific needs as they approach potential exhibitors. Sara clarified that her suggestion is to unify our approach.
o Otmar stated LLTI has commercial subscribers and suggested we approach them.
o Samantha stated she plans to add a line to the Journal Advertising Manager position description to act as an interface as well.
§ David observed there is always turnover at the commercial level.
§ Harold explained his original role as advertising manager was to provide information for Journal and conference exhibit functions. He believes the database he has assembled would be a good starting point.
o David will add a discussion of corporate relationships to future Board meetings.
o Lynne suggested we might need to establish a corporate liaison.
§ Given the potential size of the task, Lauren wondered if more than one person would be needed to fill the role.
§ Samantha inquired whether corporate relations could be part of the Publicity Coordinator?s role. Peter suggested offering incentives to the Publicity Coordinator if established goals were met.
o Based on his prior professional experience, Reid suggested IALLT is very appealing to commercial members because we control purchasing. He suggested that in addition to working at the international level, we connect them with regional groups to increase awareness at the local level.
§ There was discussion of the varying ways regional groups associate with vendors. Some regions have extensive commercial contacts while other groups prefer to avoid commercial relationships.
§ Peter suggested the Board take up this discussion. We could consider negotiating with the regional groups on an individual basis to respect regional differences.
§ Samantha suggested the Board be responsible for corporate relations (via the Programs Director) to ensure there is coordination among IALLT and the regional groups.
§ Lauren inquired whether regional groups with strong commercial relationships used regional or national contacts. Claire responded that in SOCALL's case, the approach was varied.
§
David concluded this would be addressed in a future
Board meeting.
· LLTI subscribers
o Bruce moved IALLT, recognizing the need to increase membership and the potential outreach to the LLTI mailing list, allocate not more than $1000 dollars to fund a paper mailing to LLTI subscribers who are not IALLT members and who do not respond to a general posted appeal to join. Read seconded the Motion. The Motion passed unanimously.
o Lauren moved the Board accept the Council motion to allocate not more than $1000 dollars to fund a paper mailing to LLTI subscribers who are not IALLT members and who do not respond to a general posted appeal to join. Harold seconded the Motion. The Motion passed unanimously.
o Otmar outlined what activities would be funded by the allocation.
· Uniform Board acceptance of Council actions
o Peter moved the IALLT Board resolve that any motion proposed and passed unanimously by the Board and Council combined shall automatically be accepted by the Board of Directors. The Board reserves the right to modify or rescind such motions. Harold seconded the Motion. The Motion passed unanimously.
· Budget Action
o David requested final comments from the Council on budget issues.
§ Lauren speculated we might need to hire someone to undertake development of the database.
o Samantha moved the IALLT budget for 2001-2002 be approved with the provision the Board will investigate to close the deficit and address the development of a database. Jacque seconded the Motion.
o Peter suggested the Motion be amended to a more simple form. Samantha accepted the amendment.
o Samantha moved the IALLT budget for 2001-2002 be approved. Jacque seconded the Motion. The Motion passed unanimously.
· David broached the Lab Management Manual [LMM] publication. He explained the current LMM issues and status to the Council, and underscored that Kathleen is interested in continuing as associate editor but cannot take the lead. David informed Council that Read is willing to undertake publication of the LMM.
· Lauren explained we are currently out of stock of the LMM and do not want to reprint more of the old version. David suggested we put it on the web. Lauren expressed her understanding that the current version could be put in a members-only area for downloading. Bruno explained he had the current LMM in html and that he and Lauren could make it available for member download.
Peter left the meeting at 11:19am.
· Given the lack of time remaining for full discussion, David asked the Council to send him ideas and issues related to initiating and implementing a Labster service.
· IALLT 2003 will be hosted in Ann Arbor by the University of Michigan, running from June 15-21.
· FLEAT V Conference site, concerns
o At the 2000 Summer Leadership Meeting, BYU was approved as the conference host for Fleat V. Following the meeting some concerns were raised. In June and August 2000, the Board discussed these concerns, which include restrictions on smoking, alcohol and caffeine, dress expectations and some uneasy feelings regarding religious overtones.
o Harold expressed concern because a building that was to be the primary focus of the conference will not be completed until late 2004.
o Lynne inquired whether BYU would like to delay hosting until 2007, and have IALLT seek a new host for 2005.
o If the conference is held at BYU in 2005, the dates will be August 1-6.
o Harold informed the Council the concerns raised are not as restrictive as they may seem. He explained that caffeine is not sold on campus but can be brought onto campus; alcohol and smoking are not permitted on campus. Lauren spoke of two concerns brought to her, those regarding timing and denial of "comforts."
· 2002 Annual Business Meeting (a.k.a. Summer Leadership Meeting) will be held in Ann Arbor. Monika will confirm dates and inform the Board.
· Board meeting schedule
o June 4/5 1:00pm EDT
o July 30 (July 25 as backup date)
o David will confirm meeting dates with Peter and inform the Board.
o David asked the Board to consider Tuesdays as possible fall standing meeting days.
Respectfully submitted,
Lynne A. Crandall