International Association for Language Learning Technology

IALLT Board Meeting June 10, 2002 Call To Order: 12:33 CST Present: Crandall, Hendricks, Pankratz, Rosen, Guests: Earp, Gilgen Absent: Liddell Routine Business Agenda Check Approval of Minutes § The Minutes of May 9 were not available for review. § Lynne informed the Board they should expect to have the minutes available Friday afternoon. Treasurer's Report § Lauren will update the financial statement to reflect current condition in preparation for the SLM and will post the revised documents on the WorkTools site for Council review. o Lynne suggested Lauren include a prose description of the categories to facilitate understanding of the figures. o Samantha will provide Lauren with the proposed Journal budget this week. § Samantha requested confirmation of the number of extra copies of the Journal to be printed and sent to Ron to support back issue orders. She indicated 50 extra copies were printed of each issue for this purpose. The Board did not believe this number was excessive. § David referenced email from Sue Breeyear regarding how long to keep lapsed members in the database. Lynne will identify the Board decision for how long to retain members in the active database. Journal Report § Samantha informed the Board that 34.1 is not in press yet. She apologized for her inability to move this forward until now. § Samantha outlined three recommendations identified by the Journal Board. o The Journal Board recommends that anyone who has a subscription to the Journal be given access to the online Journal. She noted this would include library subscribers. Samantha referenced other journals that provide an online component for subscribers, and indicated it might be a deterrent to library subscription if we did not offer it. She asked the Board to think about this for future discussion and decision. She reminded the Board online access would apply to work from the previous volume. David asked the Board to check with their institutional libraries to see if this practice was a factor in subscription decisions. o The Journal Board recommends that a member of the Journal Board sit on the Conference Program Committee to facilitate the early identification of potential articles. This would enable the Journal staff to work with the authors to shepherd presentations into Journal form. As there are five Program Committee members one of those could be from the Journal staff. The Board's sense was that this was a positive step. David stated he would like to discuss this with Peter before entertaining a motion. Read joined the meeting at 12:56pm. o Samantha estimated likely costs for printing the Journal at about $12000 annually. The Journal Board recommends IALLT consider publishing some portion of the Journal in online form if printing costs prove prohibitive. They believe there are arguments to be made for going fully online, and for offering a print version. Harold wondered if there would be significant enough cost savings to make this venture worthwhile. Samantha does not believe we will be able to generate the budgeted $2500 per year in advertising revenue to help underwrite Journal expenses. The general consensus of the Board was to maintain a print version. Samantha noted her motivation is primarily a cost-cutting measure. She asserted that either production costs need to be cut or there needs to be another way from within the organization to underwrite Journal costs. § Samantha announced she has submitted her 6-month notice of resignation to David as Editor-in-Chief, citing time demands of increased professional responsibilities as the principal reason for her decision. She envisions34.2 as the transitional issue, and 35.1 being completely under the wing of the new Editor-in-Chief. Samantha put forth a recommendation for her successor. David asked the Board to consider Samantha's suggestion and be prepared to come to a decision at the June 19 meeting. David thanked Samantha for her hard work and dedication as Editor, and congratulated her on her high standards, particularly focusing on the high quality of the Journal content. President's Notes § Statement of Professional Responsibilities o Peter and David completed the draft Statement of Professional Responsibilities and posted it at the WorkTools SLM site for Council study. David plans to ask the Council to approve the statement. § Read suggested the Board entertain a motion at the start of the Summer Leadership Meeting stating the Board automatically approves motions adopted unanimously by the Board and Council during the meeting. o Lynne suggested that once the Statement has been approved, David send an email notification to the membership including the statement and requesting reaction to the document as it is intended to represent the typical work of the membership. § IALLT Website o Reid Paxton will give a demonstration of the new website at the SLM. o Lynne will make a link to the site on the Board WorkTools site. § Development of the Conference Database and Website o David expanded on Claire Bartlett's suggestion that we have Rice University undertake development of the conference website and database. David has had conversations with Claire, Lynne and Bruno over the past few weeks regarding issues and needs. The general consensus was that IALLT is not prepared at this time to host a Microsoft SQL database and that it may be prudent to ask Rice to develop a portable database and host it for IALLT 2003. o David urged the Board to approve this action and asked that specifications be developed quickly. Lynne noted that Bruce Parkhurst has already provided specifications for continued development. Old Business 1. IALLT 2003 Conference Update § David reviewed the Planning Committee as per our Policy and Procedures Manual. These appointees are the Treasurer, Programs Director, President-Elect, last and next hosts and other members as deemed appropriate. Lynne speculated the Planning Committee has not been much used in past conferences and suggested the role of the Committee be defined as a support when needed by the host. § Program Committee appointees include a Chair appointed by the Board, the hosts of the last and next conference and two other members approved by the Board. Lynne observed one of these positions would likely be a Journal representative. A potential chair has been identified; David will confirm interest and ask the Board for a motion to approve the appointment. It is expected the Chair will be appointed prior to the SLM. 2. SLM Update § The current count of participants is 24. Several members-at-large will be participating in the meeting. § Lynne informed the Board the Thursday dinner would beheld at the Arbor Brewing Company. She explained the U-M LRC staff would be joining the Council for the meal, at U-M expense. Lynne expects IALLT costs to come in at or below $20/person. Lynne will expand the Board's Wednesday dinner reservation at Zanzibar by one. The UM-LRC has arranged for a continental breakfast to be available all three mornings at IALLT expense. The UM-LRC will host the Friday lunch at the University Club, and has arranged a box lunch for Saturday for which participants will be asked to pay. § Lynne noted the remaining reports are trickling in. She plans to send daily email reminders until all reports are received. § David presented the revised Agenda for Board discussion. o David allocated time for brief activity reports from the President-Elect, Programs Director and Secretary and asked if there were any objections. Harold and Lynne both supported the reporting opportunity. David believes it will be informative for future candidates for these positions. o David asked if the draft Scholarship Fund document had been finalized. Lynne responded she was still waiting for Board comment. David asked the Board to provide feedback so this can be voted on at the June 19 Board meeting. o Lauren suggested adding times to the Day One meeting agenda to facilitate moving through the agenda. Lynne suggested appointing a Timemaster; David asked Lynne to fill that role and she assented. o Lauren also suggested combining the meeting headers of Day 1 and Day 2, asserting her belief that some of the topics on Day 1 were actually threads that should be running through all small group discussions. Lynne suggested adding items such how much will this cost, what priority is it to the organization, what are the milestones, and how much time should it take to proceed to these milestones, to the approach criteria for all sessions. o David will finalize the agenda and send to the Board by Friday. Samantha left the meeting at 1:54pm. 3. IALLT All Purpose Database § Lauren referenced a private hosting firm the organization might consider if the costs are lower than what Rice University will charge for the same service. Lynne asked if Lauren could provide the Board with a link to the hosting service so we can familiarize ourselves with the company and Lauren assented. § Lynne expressed concern about what intermediary steps may be necessary if the conference database is not ready in time for the CALL to be published. Lynne plans to ask Bruno and Eric to participate in a conference call on Thursday afternoon to facilitate full discussion of this issue as well as verification of membership for conference registration. § As the topic was addressed during the President's Notes, further discussion was not necessary at this time. New Business 1. Membership Access/ Fee Structure § Lauren suggested the Board send her comments about a) access by commercial (and library) members to the Members Only area of website, and, b) membership dues--consider increase(s), and she would include these in the working group discussions. 2. Other § The next meeting will be held June 19 at 5:00pm at the University of Michigan Language Resource Center Video Viewing Room. Meeting adjourned: 2:13pm CDT Respectfully Submitted, Lynne A. Crandall