June 5, 2001
Present: Crandall, Hendricks, Liddell, Pankratz, Rosen Guest: Read Gilgen
Call to Order: 1:01 EDT
§ Approval of the Minutes of April 2 and May 5 were deferred until further review by the Board; approval of the Minutes of May 23 are deferred until after the June 11 deadline for Council review has passed.
§
Lynne moved that all Council motions unanimously
approved at the May 23 Annual Business Meeting be adopted by the Board. Harold
seconded the motion. The Motion passed unanimously.
§ Credit card transactions
o Lauren informed the Board there is much use of credit card purchases. She expressed concern regarding Verisign and Merchant E Solutions matching and verifying credit card purchases with shipping addresses and is trying to confirm the process with them. If card numbers are not correct, we need some way of knowing a bad card has been rejected.
o If, for some reason, a member-sponsor did not endorse a student membership application, Lauren wondered if we would refund the student membership fee. The Board suggested Lauren add the name and email address of the sponsor to the membership application to simplify sponsor identification. Lynne suggested the process be automated so the student's application would initiate an email message to the sponsor, who could then easily reply with confirmation of endorsement.
§ IALL 2001
o Lauren continues working to resolve the booth purchases and is waiting on inventory status and invoices to finalize totals. David stated 150 LCDK were shipped to Ron and 50 were shipped to Houston. Claire will inform David of workshop distributions of the LCDK, and then David can provide Lauren with those totals as well as the distribution of complimentary copies.
§ Discussion turned to the need for clear guidelines for booth attendants. Lauren and Harold will devise guidelines for booth set-up and management.
· Harold expects to ship a booth packet for each conference. Read suggested the packet be forwarded from one affiliate to the next per the conference cycle. The booth kit could include envelopes for mailing proceeds and forms to Lauren. Harold noted we currently maintain a separate book for each conference. Lauren suggested a single receipt book should travel with the conference packet. Peter suggested we lease a cash box for each conference. David recommended we purchase lightweight receptacles.
· Peter noted materials for EuroCALL should be shipped soon. He requested pamphlets and a desk copy of the LCDK. David will ask Ron to send Harold one demonstration copy of the LCDK, and one copy to Peter, which Peter will return to Harold. Harold will ship Peter a set of brochures and membership forms.
o Lauren explained that 30 people registered as members who, in fact, were not. Eighteen individuals had expired memberships and twelve were non-members. Sue Breeyear has emailed these individuals to invite them to join the organization.
§ Database Development
o Bruno Browning and Reid Paxton will solicit Claire's perspective on what is needed to expand the current database shell. It is possible that new or additional development will have to be contracted. A potential cost-saving measure might be to hire an institutional unit to develop parts of the database.
o A summary statement of our regular organizational needs and conference database needs must be developed. Lynne offered to create a list of desired components, based on minutes of prior meetings. David will ask Bruce to spearhead this effort with Lynne assisting.
o It was noted both ACTFL and TESOL have robust organizational databases and might be approached to see if their databases are sellable or adaptable.
§ Open Positions
o Samantha has identified people to fill the open positions of Editor for Electronic Publications and Advertising Manager. A query was raised whether Board approval of these positions was required. Lynne confirmed Board approval is not required for Journal assistant staff appointments. Read clarified that previous editors have presented assistant appointments to the Board as a courtesy.
§ Columnists
o Clarification was requested on whether the Intellectual Property chair and the K-12 Coordinator were required to write columns for the Journal. Lynne affirmed that this requirement was in the job descriptions.
§ Affiliate Announcements
o Announcements of other conferences, both affiliate and otherwise, are open to anyone. We might want to solicit current announcements from our affiliates as well. The Journal End of the Reel section also provides space, free of charge, for press release information. At the International Affiliates meeting on Saturday morning, it was agreed we should assemble a contact list for sharing conference information. Harold will forward this information to Samantha for publication in the Journal. This information should also be posted on the website. Peter indicated it might be worthwhile to put a link to the Australian site that lists all language-related conferences. Reid and Bruno can be approached to assist in establishing these website links.
§ IALLT Directory
o Samantha is working with Lauren on publication of the Directory. Peter suggested that expired members receive notification that July 1 is the cut-off date for member listing in the new Directory. David will send a letter to LLTI notifying them of impending publication of the Membership Directory and reminding them to join soon if they wish to be included in the Directory.
§ Monograph with results of IALLT Survey
o Peter suggested one possible outcome of the survey is to model or describe typical contracts that spell out position requirements. Peter offered to spearhead this initiative after publication of the survey. Further discussion was tabled to the next meeting.
§ Read had nothing to report on our Tax-Exempt Status at this time.
§ David stated that news of our name change has not gone beyond the conference and LLTI announcements. He wondered whether announcements to our vendors or affiliates were advisable. General consensus advocated no special announcement beyond library subscribers because our name has not changed, only our acronym. Library serial subscribers may have some difficulty; Samantha should address concerns with them. Ron Balko is available to consult with Samantha on library concerns.
§ David explained Claire Bradin-Siskin informed him that it seemed the Henderson family were unaware of the status of the IALL awards honoring Bob. It was noted that Nina had sent them a letter explaining our plans to honor Bob, and the Hendersons were present at the FLEAT III conference when awards were first given. The Hendersons should be informed of current recipients and plenary address.
§ Discussion turned to the distribution of letters and awards. Standard practice is for the President to send letters to incoming officers, merit award recipients and their supervisors. Because Read has the plaques for this year's recipients he will distribute them, and David will send the congratulatory letters.
§ Interest was expressed in establishing a fund to promote graduate student participation in the organization. We need to examine the issues surrounding endowment. Lynne will question Mike Ledgerwood about his experience with endowments. If establishing an endowment fund is more complex than desirable, could we isolate the funds for specific purposes without setting up the fund? More discussion is needed at later date.
§ Several individuals have expressed interest in the Publicity Coordinator, Intellectual Property Chair and K-12 Coordinator Council positions.
o The role of the IP Chair was discussed, including whether this individual would be responsible for permission seeking activities related to the Labster initiative.
o Regarding the K-12 representative, Lauren suggested we appoint co-representatives to be responsive to different areas of the country. Read suggested we appoint one person to act as the lead and fulfill the Council position obligations.
§ Read Gilgen has been appointed to serve as Editor of the Lab Management Manual.
§ Bettina Myers has been appointed to serve as the JNCL Affiliate Representative.
§ Jacque Kaminski will continue to serve as the ACTFL Affiliate Representative for the Fall meeting, and will then switch positions to the CALICO Affiliate Representative for the 2002 meeting. New ACTFL Affiliate Representatives are needed.
§ Otmar suggests we fold the Foreign Language Database. Mike Ledgerwood has also expressed a lack of interest in continuing work on it. The Board should reflect on whether we should continue it. Peter will examine the database and comment on its viability at a future meeting.
§ A new LCDK Editor should be identified. Peter questioned if it might be possible to move away from print versions entirely, and if so, how we might address non-member access.
§ David will correspond with Reid Paxton and Bruno Browning, and will include Peter in the communications.
§ Lynne asked if Read was willing to continue posting the draft Minutes and documents to the website and Read assented.
§ Several people have volunteered to participate in the Labster initiative, but no point person has stepped forward. Elements of the initiative will include publisher contact and permission, server space and hosting issues, and digitization work. There is strong interest in the membership to see this initiative to fruition.
§ Otmar Foelsche expressed willingness to host one server and mirror to regional groups.
§ It was determined a task force should be established to formulate a plan. Read will work with Bruno to identify issues and possible task force members. Read expressed the conviction that it was important for the group to know there is strong Board backing. David will follow up with Bruno to see how he wants to proceed.
§ The Board should consider the creation of a Council position to coordinate Labster efforts if we determine to proceed with the initiative.
§ Strategies for increasing membership and encouraging renewal were briefly discussed. David will post an announcement on LLTI informing users that only members will be able to access the Archives and encouraging participants to join the organization.
§ It was suggested the President send a welcome letter or email to every new member and at every renewal informing them of benefits and inviting their full participation.
§ David briefly explained that one outcome of the publisher relations session he moderated at IALL 2001 was interest in establishing a task force to address areas of cooperation among the membership and the publishers. Mikle Ledgerwood has agreed to head a task force to explore better ways to implement the use of media materials in our Centers and curricula.
§ The next BCC will be July 30, 2001 at 1pm EDT.
§ The Board should check schedules for meeting availability on the first Tuesday of each month for Fall Term.
o September 4
o October 2
o November 6
o December 4
Meeting adjourned: 2:59pm EDT.
Respectfully
Submitted by Lynne Crandall