International Association for Language Learning Technology

October 13, 1999

Present: Lynne Crandall, Read Gilgen, Chris Higgins, David Pankratz, Lauren Rosen-Yeazel Guest: Jan Marston

Approval of Minutes:

• September 13 Minutes approved as written.
• August 11 Minutes approved as written.
• August 20 Minutes not available for review at this time. Tabled to next meeting
• Read noted there were action items remaining from prior meetings that it is possible to overlook because they have delayed deadlines or become lower priorities than other items. To keep these items from being overlooked we will establish a tickler list for review during the BCC's.

• Lauren had no new business to report.

• Jan indicated the Journal is on track for the December deadline.

• ByLaw changes to reflect Council action in June 1996.

• Read and Lynne examined the By-Laws for possible revision due to implementation of the Council action of June 1996 regarding term of membership. Lynne read the following proposed change to the By-Laws.
  
  Current Section 3.6
  The annual dues are determined by the Executive Board. The membership year runs from January 1 to December 31.
  
  Proposed revision Section 3.6
  The annual dues are determined by the Executive Board. The membership year runs for one year from the month in which membership dues are received.
  
  Chris wondered how renewals would be impacted. What would happen if processing was delayed for some months. Lauren further wondered how this related to the 78 new people from IALL'99. Lauren indicated she is processing memberships as they come in, and is not back-dating. It was noted that expired members still receive a Journal if renewal occurs within 4-6 months. Other discrepancies in wording and format were noted.
  
  Commercial members remain parallel (floating annual renewal) to voting members; library memberships are based on Journal issues. Since library memberships are, in fact, subscriptions, there was discussion of whether to change the terminology to reflect this.
• MOTION: Jan moved that Read and Lynne examine the By-Laws to determine needed changes related to membership and format consistency. Lauren seconded the motion. Motion passed unanimously.
• Policy Manual changes to reflect Council action in June 1996.
• Lynne read the following proposed change to the Policy Manual.
  
  Current Policy Manual: IALL memberships
  IALL memberships date from January to December of any given year and include one full volume of the IALL Journal. Partial year memberships or beginning membership with the current Journal has not been an option in the past. For easier bookkeeping, members joining up by September of a given year are given the current year's membership. After the publication of the first two issues of the Journal, it is preferable to give an individual joining in the last quarter of the year membership for the following year. In that case, the last issue of the Journal will be included as a complimentary issue.
  
  Proposed revision Policy Manual: IALL memberships
  IALL membership runs for one year from the month in which membership dues are received. It is the intention that members shall receive one full volume of the Journal within the membership year. Partial year memberships are not an option.
  
  It was determined the statement "Members shall receive all Journals published during that year and a membership directory." Should replace "It is the intention that members shall receive one full volume of the Journal within the membership year." in the Policy Manual revision. This will sever the tie between Journal volume and membership while retaining Journal receipt as a membership benefit.
• There was further discussion of codifying a grace period but it was determined it was not a policy we wanted to pursue. Lauren informed the Board there would be a membership expiration date on future Journal mailings. It was decided that a full Policy Manual revision be undertaken at the Summer Leadership meeting.

• MOTION: Read moved we accept the proposed changes to the Policy Manual. David seconded the motion. Motion passed unanimously. The Policy Manual shall be revised to state:
  IALL Memberships
  IALL membership runs for one year from the month in which membership dues are received. Members shall receive all Journals published during that year and a membership directory. Partial year memberships are not an option.

• Membership options (e.g., multi-year)

• Lauren sent Ed a preparatory notice, but they have not discussed how to implement these options yet.
  
  Lauren estimates there are 300-400 educational members, and about 800 total members. These figures do not include the 78 new members from IALL '99.
  
  Lauren noted that some international members already send funds for multiple year membership. Jan asked for clarification on what we wanted from her and Rachel. She and Rachel need to estimate costs of Journal to determine duration of the membership option. Jan indicated that was present in the Journal budget. Lauren will examine the budget Rachel submitted for cost per issue. Jan hopes to be able to bring print runs closer to actual numbers needed for distribution. Lauren requested we table a decision on multi-year membership options (discount and implementation) until after the December Journal is published.

• Value for membership

• Read wondered if we are publishing only two Journal volumes and a membership directory should we reduce the membership dues we charge? It was determined we should explore other options for workshops or scholarships if costs are in fact lower.

• David has spoken with Bruno Browning and Pete Smith and proposes we create a website committee. They suggest we begin work, then determine if a standing committee with a Council seat is needed. Their workplan is:
  1) evaluation of the current website - likes and changes
  2) implementation of changes which may involve recruiting other IALL people
  3) begin meeting (probably by conference call) to address issues.
• David asked for suggestions form the Board for improvements. Suggestions given were inclusion of a search feature; higher visibility of Board Minutes; Lauren noted email redirects are not fully implemented. The group will also be looking at headings and logical order. David suggested we add flair or graphics, and solicit knowledgeable members to assist.

• As Nina was not present, an update on IALL's tax-exempt status was not available.
• Read noted that at the MWALL meeting Marlene Johnshoy had stated it might be possible for regional groups to receive "umbrella" coverage under IALL's tax-exempt status. The Board asks Nina to discuss this possibility with Marlene.

• FLEAT IV
• LeeAnn agreed to head the FLEAT IV committee and is beginning to organize. She indicated the Korean Lab Association wants to join FLEAT IV. There was positive assent from the Board. Read will let LeeAnn know we are pleased to have the KLA join FLEAT IV.
• Call for papers deadline is not until January. Chris wondered whether it should be him who posts the call on LLTI. This desire was confirmed by the Board. Chris will post the call on LLTI.
• IALL 2003, 2005
  Read informed the Board that two institutions have expressed interest in hosting IALL conferences. Read will solicit proposals from both institutions. It was noted IALL 2005 is also FLEAT V. Read will also post another call for proposals on LLTI.

• Glossary: Ursula Williams willing to revise for IALL 2001. IALL funds could be used to cover publication costs.
• Membership Directory (schedule, who, etc.)
  When is the Membership Directory to be published? The Journal is published in the spring and September. Should the Membership Directory be sent as a separate mailing? Should the same people print the Directory as the Journal? Jan thinks it would be simpler for the Journal staff to prepare and ship the Directory. If Samantha gets FMPro, she could import the data form the Membership Database and create a Directory template. The Board asked Jan to discuss with Journal Board what would be involved if the Journal took on publication of the Membership Directory and report back to the Board. Tentative target for distribution is January.

• Read spoke with Ruth Trometer and Monika Dressler about the survey. Ruth does not wish to lead the survey effort, but is willing to assist. She sent Read electronic files from the 1988 survey. Read forwarded Monika a copy of the old survey and she responded with questions and ideas. David asked what we would do with this information when the survey is done--will we publish it? This survey would be published in the Journal. It might also be made available as a database. Read will send the Board a copy of the survey.

• Frank will ship the Journal to new members from the conference, but hasn't received the extra Journals. Jan said a "good while" after the issue is printed they will be sent to Rachel who can send them to the new members. Lauren will explore with Rachel how to expedite shipping Journal to new members.
• Lauren informed the Board there are no lab tours videos left. She returned the check to the requester, has stricken the item from print publication forms and asks it to be removed from the web.

• Lauren will send Chris a list of members who indicated TESOL affiliation so he can identify a TESOL affiliate representative.