International Association for Language Learning Technology

IALLT Board Meeting October 1, 2002 Call To Order 12:03pm CDT Present: Crandall, Hendricks, Liddell, Pankratz, Rosen Guests: Gilgen, Ross Routine Business Agenda Check David expressed the Board's thanks to Samantha Earp, stating, "On behalf of the Board and all of the members of IALLT, I would like to commend Samantha Earp for her hard work and dedication for serving as Editor in Chief of the IALLT Journal. Samantha served in this capacity for Journal Volume 32.2 through Volume 34.1. Her work has resulted in significant improvements to the Journal's style and content, changes, which will provide inspiration for future editors." David also introduced Andrew Ross, stating, "I would also like to welcome Andrew Ross as the new IALLT Journal Editor-in-Chief, beginning with Volume 34.2. We look forward to working with you, Andrew. All of us have high hopes for the continued quality of the Journal, which is so integrally tied to the professionalism and the success of our organization." Acknowledgment of Email Motions § There were no email motions to acknowledge. Approval of Minutes § Lynne noted an error in the posted June 20 Minutes and asked that a correction be approved. Lynne moved the June 20 minutes be approved as corrected. Harold seconded the Motion. The Motion passed unanimously. § Peter moved the Minutes of the Summer Leadership Meetings on June 21-22, and the Working Group Reports be accepted. Harold seconded the Motion. The Motion passed unanimously. o David thanked Lynne for her work. § Action on the July 9 Minutes was tabled to the next meeting. § Lynne asked the Board to review the June Tickler for updates. Andrew will discuss pending tasks with Samantha and assume responsibility for outstanding items. Treasurer's Report § Lauren informed the Board of telephone bill issues she is working on, including some unexpected higher charges. Read observed telephone rates might be higher for calling into Canada. § In addition Lauren has been working on the brochure, and has sent Monika database-related items. § David wondered if as donations come in, if Lauren planned to set up a separate line in the financial report. Lauren confirmed there is already an area for donations in the accounts, and she will establish subcategories for the GSCG and the General Fund. Journal Report § Andrew announced there would be 2-3 feature articles for Volume 34.2. Samantha and Andrew are co-editors for Volume 34.2. Graphics have been stripped out for processing. Andrew hopes to have the Journal out at the end of October. He has discussed advertising revenues with Sara. § Andrew informed the Board he received a manuscript that may be suitable for reviving the Monograph series, but wanted to get the Board's reaction before acting on it. § The question of how many copies of the Journal are being printed arose. Andrew will find out the current press run and inform the Board. Lauren noted she prints over 500 labels. Lynne will search in past minutes for prior decisions and report back by email. President's Notes § Donations started for Graduate Student Conference Grant o David referenced his email regarding IALLT soliciting donations and encouraged the Board to consider donating. He explained donors receive an automatic html thank you, and that he also receives notice of donation so he can send a personal thank you. § Posting of Professional Responsibilities Statement o David informed the Board he sent Bruno a request to post the Statement. Once it, and the GSCG and donations forms are in place we can post an announcement. o Peter wondered whether we would like to ask CercleS and EuroCALL, CALICO and any other international organizations that might have similar missions if they would like to endorse the Statement. Once it is on our site we can post it to EuroCALL's listserv. Peter can solicit responses from our European affiliates. He believes it is important for us in raising our profile with our sister organizations, and would be of interest as well. o Lynne will create a pdf doc of the September 10 version of the Statement and send it to Bruno for posting. § LLTI o David has sent the list of recommendations from the SLM to Otmar; David and Otmar will discuss details at a future date. § Digital Exchange o David requested assistance in drafting a job description for the Digital Exchange Coordinator and is waiting for responses. Jeff Samuels has provided a long list of benefits publishers might enjoy by participating in the initiative. o David wonders if one of the reasons we are stalling on this is because the task seems so large. He suggested we view ourselves as facilitators of the service rather than providers. He urged we start small and see how the initiative proceeds. Old Business 1. Affiliations/Conferences § FLEAT V dates o Peter informed the Board that the LET leadership is considering our question about dates. He noted it may well be that the first week of August will work. o BYU is establishing a FLEAT V committee. Administration, College Humanities faculty, Marriott Hotel and Utah state and county representatives will meet several times as an advisory committee. § ACTFL o Iris will not be able to attend the ACTFL meeting and Mary's participation is in question. Harold explained that he will have other responsibilities at the conference and cannot represent IALLT. Mary is trying to organize replacements. IALLT has sessions in the program but exhibitor status is in the Program Supplement due to late booth registration. David asked Harold if we need to consider any representative replacements, but Harold was unsure if that was necessary. 2. Publications Update § LCDK o Peter has not asked for another update. Jack cannot create a pdf document so we need to identify someone to do that. David is meeting with someone from the company who printed the last LCDK; they created both the pdf and print version last time. o David asked Peter to contact Jack regarding publication details. The target print run is 125 copies. David will find out where price breaks will occur. Peter noted there was interest in Europe for this publication and Lauren stated she receives a couple of requests a month. David will confirm with the company that a pdf document for the website will be produced. o Peter will use David's specifications to seek a second quote from Canada. 12:54pm There was a temporary disruption of telephone service. Call resumed at 1:03pm. § Management Manual o Peter informed the Board that Ute has formed the publication committee. § Monographs o Peter noted email from Kara Schwarz suggesting a Monograph. Peter wondered if we accept a new publication, who would edit the document, who pays for Monographs and publishes them? He suggested we draft a procedural statement outlining the process if someone wants to publish through IALLT. Elements might include whether the original editor could be the proposer, the need for a second editor or the availability of grants to underwrite. If it is an IALLT publication do we secure the printers? o Andrew suggested we establish a subcommittee to examine the issue. o Peter recommended we ask Kara to proceed with the editing process while Peter and Andrew establish publication criteria. Peter and Andrew will explore guidelines and report back to the Board. o Mike Ledgerwood has approached Andrew with an article/monograph topic. Mike has asked if it would be acceptable to publish an article in the Journal, with an expansion delivered as a monograph. Andrew noted the proposed topic is consistent with the mission of the organization. § Website o The Board determined the Articles of Incorporation heading should be changed to Official Documents. Included under this heading should be the Articles of Incorporation, Bylaws, Policy and Procedures Manual, and the Statement of Professional Responsibilities. o The Board discussed the location/organization of information, in particular the Regional Groups. · Lynne suggested we create a usability study before we make substantive changes · Read suggested we cross list conferences to regional groups, and follow a pattern of main entry plus multiple links. · Peter fielded a compliment on the site from a European colleague who felt the substance was easy to get at. · Peter asked Andrew whether he was happy with where the Journal was found; Andrew professed himself satisfied. · Lauren noted the Publications section of the web needs to be updated and wondered if the page should not also be reorganized. Is it organized by the most recent publication or alphabetically? Lauren will review and report to David and Peter. § IALLT Brochure o Lauren provided estimates on printing the brochure. We would provide the electronic files and typed changes. She has spoken with a freelancer and is waiting for estimates from print houses; cost for freelancer is $75-100 total plus printing costs. o The Board agreed we need to revise the brochure; Lauren will pursue options and forward recommendations to the Board. 3. IALLT 2003 § Call for Proposals o As the proposal deadline approaches Monika is sending reminders regularly. David is sending an email this week to announce Graduate Student Conference Grant, the Statement of Professional Responsibilities and the donations form, and will incorporate a reminder about the conference and call for proposals. o Lynne reported15 proposals have been received. o Lynne raised a concern about the recording/copyright phrase found at the end of the proposal form. Authorization: I have read the information concerning the submission of proposals. I agree to abide by all terms as outlined. I hereby grant permission to IALLT 2003 to record my presentation and to duplicate and distribute it as well as any other printed material that I make available as part of the presentation. I agree and wish to submit. Lynne noted the language did not give proposers the option to decline to waive copyright or recording. Lynne spoke with Bruce who suggested we put this in as a waiver box to give people the option. Peter opted for removing it altogether. Harold speculated the origin might be from audiotape days. o Lynne moved the recording/copyright statement be removed from the proposal form. Peter seconded the Motion. The Motion passed unanimously. o David will ask Reid to remove the statement from the form. § Approval and Announcement of Graduate Student Conference Grant o Final Draft: Notice the changed text under Criteria · It is expected the successful candidate(s) will submit a proposal to the IALLT Conference Program Committee for delivery of some type of formal presentation at the conference (see the deadline for conference proposal submission), or submit an article to the IALLT Journal for publication consideration within two months of the conference. · Grant is for express purpose; change nouns to grant and verbs to award. o Peter moved the GSCG be approved as revised. Lynne seconded the Motion. The Motion passed unanimously. o Lynne will make a pdf of the GSCG and send it to David. 4. Election § Election Committee report o Read send out a reminder of the deadline for nominations. He has received some nominations but the slate is not yet full. § Status of Peter's notice of motion regarding the term of Treasurer. o Based on email discussions Peter suggested we explore this issue a bit further; does the term change dissuade people who might be interested in running for office? Lauren believes the 4-year term is necessary to establish the contact identity and records maintenance. She suggested we only look at successive terms as being 2 years. Peter wondered if the learning curve will be as steep because of all the standards and routines that have been set up within Lauren's tenure. Read remarked on the consistency needs for the first term. He expressed discomfort at varied terms and felt the staggered terms posed an unfair election condition. Peter expressed a lack of desire to put the motion forward given the reasons expressed, but reiterated that we examine the length of subsequent terms. o Can we make a change to our own Bylaws to serve ourselves? David will discuss the length of term for the Treasurer with the Council and solicit their opinions, including the ramifications for an election opponent. 5. Other § David asked the Board to prepare for discussion of the Media Kit at the next meeting. 1:55pm Harold and Andrew left the meeting. New Business 1. Changes to Policies and Procedures Manual based on SLM 2002 § David noted the Policy and Procedures Manual will need to be updated to reflect the dissolution of the $2.00 regional subsidy § Lynne noted there are other updates needed. She will identify changes and inform the Board. 2. Next Meeting Next meeting will be held November 12, 2002, 12pm CT. Meeting adjourned: 2:10pm CDT Respectfully Submitted, Lynne A. Crandall