January 9, 2001

IALL Board Meeting

January 9, 2001

Present: Crandall, Gilgen, Higgins, Pankratz Absent: Rosen Guest: Samantha Earp

Routine Business

Approval of Minutes: The Minutes of December 4, 2000 were approved as written.

• As Lauren was not present, there was no Business Manager Report.
• Read informed the Board that Lauren and Bruno Browning will begin to work on a PayPal solution for accepting credit cards.

• Read expressed the Board's gratitude to Samantha for undertaking the Journal Editor-in-Chief position and welcomed her to her first Board meeting in that capacity.
• Samantha informed the Board the Fall edition of the Journal is to go to press on Friday, and noted February 15 is the deadline for the next issue. Andrew is looking for new reviewers as they are down to four due to position shifts. Samantha is looking for regular columnists and wants to increase the number of articles in each Journal edition. Samantha plans to write to current columnists inviting them to continue, and will work behind the scenes to get manuscripts through the review process.
• Samantha expressed some concern that she isn't clear on what the plans are for electronic publications. Samantha, David and Reid Paxton can move forward on electronic publication issues.
• Gamin has worked with Rachel to pull the current issue together and will be ready to take on the next issue as Managing Editor.
• Samantha noted she plans to resurrect the Professional Issues column.

Old Business

• Read announced the IALLT incorporation is official as of December 8, 2000.

• The Bylaws will become official as soon as all consent forms are received. This is a transition step from the old to the new organization.

• Read requested suggestions from our attorneys on language to be used on the ballot form (if any). He is specifically concerned about what we need to do to inform members of changes and notification of a transfer of membership.

• Lynne asked the Board's opinion on whether we should keep our minute book with the attorneys, or maintain our own with copies of critical documents held with the attorneys. What does this mean financially if we have them maintain our minute book? If they kept our official books, with what frequency do we need to submit documents? Are annual or semi-annual submissions reasonable? Lynne will pursue these questions with the lawyers and determine what likely costs will be. The Board would like to keep an archive of pdf files available at all times in addition to any other archival methods required by law.

• Read moved that Lynne negotiate with our attorneys regarding depositing our legal documents with them. David seconded the motion. The motion passed unanimously.

• Our attorneys have encouraged us to consistently use the official name of the organization: IALLT. Methods of announcing our new identity as a tax-exempt, non-profit organization such as a renaming celebration at the end of the conference were discussed. New publications could have the IALLT logo. We should come to some decision about how to phase in use of the new acronym.

• Our attorneys will file for tax-exempt status once all consent forms are received.

• Web Editor
• David announced that Reid Paxton of the University of Michigan has applied for the Web Editor position. Both Read and David have discussed the position with him.
• Read proposed Reid Paxton be appointed as Web Editor. David seconded the motion. The motion passed unanimously.
• Gamin Bartle will continue as CALICO representative through the conference this year, and will then need to be replaced.

• Job Descriptions
• Read explained that Claire Bradin Siskin has found a number of electronic documents left by Bob Henderson. Among them were old job descriptions. Lynne has begun to work through these descriptions and will incorporate as is appropriate.
• Chris suggested the Past-President and Journal participate as ex oficio members of the Board, or indicate in their job descriptions that participation is a typical duty of these offices. The latter option seemed more favorable to the Board, but no official action was taken.

• Policy and Procedures Manual
• Lynne submitted revisions to the Policy and Procedures Manual to the Board for final review. The Appendix of Position Descriptions is still incomplete. Lynne noted she has not yet received all position descriptions. Samantha volunteered to review the Henderson Journal position descriptions and draft new documents for review. Lynne will send Samantha all existing Journal position descriptions.

• Scholarships
• There was no new discussion on scholarships.

• Survey
• Monika Dressler informed Read the survey is almost complete. It will be available online, and will feed into a FileMaker Pro database. Moni will run a test survey then publish it. She received the paper surveys from the University of Victoria and has students inputting the data from it so we can undertake comparisons. It was suggested we put information about the survey in the Winter Journal issue to encourage responses.

• Outreach Workshops

• Chris is assembling a team to present the grantwriting workshop. Lynne will forward possible workshop documents to Chris.

• Board approval of the slate of candidates will be conducted by email

• Additional needs include:

• candidate statements

• Resolutions and/or wording for incorporation actions. Read will be responsible for drafting these inclusions.

• A flyer advertising IALL 2001 should be included with election documents.

• Ballots will be returned to Nina for tabulation.

• Discussion:
• Planning Committee Chair is Claire. Chris will keep the Board informed of conference planning.
• Program Committee Chair is Bruce Parkhurst. The deadline for submissions was extended to January 8. Chris noted the committee received about 120 proposals for workshops and sessions and will meet Thursday to go through the acceptance process.
• Chris forwarded the Henderson Plenary procedures to Bruce for implementation.

• The dates proposed for IALL 2003 are June 17-23. The SLM will be held in Ann Arbor in June 2002.
• David moved the Board accept the proposed dates for IALL 2003 as June 17-23. Read seconded the motion. The motion passed unanimously

• Bruno Browning will join the Board for a discussion of the sharing of digitized materials at our March BCC.
• LDK and LMM FAQ or threaded discussion should be included in the website.

New Business

1. Pathway to Language Materials Portal

• LeeAnn Stone will be invited to join us at our February BCC to discuss what is desired of IALL.

2. Henderson documents (and archiving same)

• Claire Bradin Siskin forwarded numerous documents from Bob Henderson to Read, including old job descriptions, Board decisions that were not incorporated into the Policy and Procedures Manual, and historical information.
• The Board discussed whether we should establish a place on our web server for maintaining such documents. The Board determined a permanent digital archive of historical documents from past officers and committees would be useful, and should be incorporated into any revised web structure
• Whether such documents would be available for Board only access was not decided.

• The Board will meet from 1-2:30pm EST on the following dates:

• Feb 5
• Mar 5
• April 2
• May 7

February 5, 2001

IALL Board Meeting

February 5, 2001

Present: Crandall, Gilgen, Higgins, Pankratz, Rosen Guests: Samantha Earp, Nina Garrett

Routine Business

Approval of Minutes: The Minutes of January 9 were approved as written.

• The Board congratulated Lauren on the arrival of her daughter, Maia Solana.
• Lauren noted the membership call has been very successful. Sue Breeyear has received many renewals, and is preparing to target memberships with expirations from December 2, 2000 to March 1, 2001. There are plans to conduct a mailing for people who do not have email.
• Bruno and Lauren continue to look at ways to coordinate credit card operations with our needs.
• Lauren will wait until we receive tax exempt status to update our banking accounts.

• Samantha informed the Board the publication of the Journal was delayed. Samantha expects it will be distributed this week.
• A concern from Ron Balko was expressed regarding whether information had been provided to library subscribers about the reduction to two issues of the Journal. Lauren stated she has informed the company referenced.

Nina joined the meeting.

• Samantha wondered what the relationship would or should be between the web editor and the associate editor. David explained that he, Read, Bruno Browning and Reid Paxton met via conference call. Reid would like to set up the new website so that as many people as possible can conduct maintenance and update their particular areas of responsibility. The desire was expressed to have someone from the Journal overseeing the Journal section of the webpage. The Associate Editor will be responsible for electronic publication and ex oficio web editor for Journal issues. Samantha expressed her desire for an online submission area for Journal articles.
• Samantha will send Journal job descriptions to Lynne soon.
• Samantha would like to ensure that a strong Journal presence will be part of IALL booth.
• Lauren wondered if a new printer had been chosen with the relocation of the Managing Editor position. Samantha stated we will continue with the printer in Charlottesville for the Spring issue, but will relocate after that issue is published. Rachel will maintain signing authority on the checking account through the Spring issue. Lauren will establish signing authority for Gamin on the Journal account.

Old Business

• Ballot language for IALL's corporation will be:
  "RESOLVED, that, upon the date of the affirmative vote of the majority of the members of the International Association for Language Learning Technology who vote, the International Association for Language Learning Technology shall merge into International Association for Language Learning Technology, Inc. and the separate existence of International Association for Language Learning Technology shall cease, and all rights, privileges, powers, franchises and property, real, personal and mixed, and all debts due to each of such entities on whatever account and all other interests shall be thereafter the property of International Association for Language Learning Technology, Inc."
• Lynne has not yet discussed ramifications or requirements of storing our official documents and minute book with David Swanson
• Regarding tax exempt information for our attorneys, Lauren will correspond with David Swanson directly to answer his questions regarding our past business practices. We have received our Employer ID number.

• In addition to the Publicity and K-12 positions continuing vacant, Marc Boots-Ebenfield has tendered his resignation as the Intellectual Property Chair. Marc will continue in the position for a short time while a new individual is identified and familiarized with operations.
• The Board spent some time examining the draft position description. Lynne will revise the description and forward to Read. Read may confirm the posting's accuracy with other current IP committee members before posting.

• Policy and Procedures Manual
• Lynne asked the Board to be prepared to accept or reject the revised Policy and Procedure Manual at the next BCC. Lynne will send another copy to Read for posting in the Board space.
• Survey
• Read informed the Board that progress is being made on the survey and it is expected the Board and Council will be able to review the draft survey very soon.
• Outreach Workshops
• Chris explained the grantwriting team is still being constituted.
• The Board revisited whether we should charge for IALL service workshops. It was noted that IALL underwrites the costs for written materials receive during the workshops such as the LMM and LDK. Participants will pay usual workshop fees.

• Nina presented the slate of candidates:
• President Elect: Claire Bartlett, Peter Liddell
• Secretary: Lynne Crandall, Inge Brown
• Programs Director: Harold Hendricks, Daniel Beyer

• Read moved the Board accept the slate of nominees, Lauren seconded the motion. The motion passed unanimously.

• Nina expressed her gratitude to Sue Otto and Ed Dente for their participation in the process.

• Election Timetable and Details
• Candidate statements will be needed in one week. The Board discussed where the line should be drawn for determining membership eligibility to receive ballots, in particular due to the incorporation question.
• Nina moved that for the purpose of this election, ballots be sent to members who were current as of July 1, 2000. Read seconded the motion. The motion passed unanimously.
• The new constitution and bylaws will be posted in pdf format on the website for member review.
• Read will contact Bruno for posting candidate statements on the web.
• Advertising for IALL 2001 should be included in the election materials. Samantha will send the one-page pdf from the Journal to Read to include with the ballots.
• Read will prepare and mail ballots. Ballots will be returned directly to Nina for tabulation.

• The Board would like to invite Claire to join us at our March meeting. Read will arrange discuss with Claire and arrange a time.
• Schedule for Board and Council meetings
• The Board discussed possible meeting times, with a strong preference being to avoid daily, early morning meetings. The schedule will be:
• Monday, May 21, 7pm, Board dinner meeting (meet in the Warwick Lobby)
• Wednesday, May 23, 12:30-4:30 Board and Council meeting (box lunch provided, location TBA)
• Sunday, May 27, 8:30-11:30am, Board and Council meeting (location TBA)
• Lab tours will be divided into two sessions.
• Chris informed the Board that 90 proposals have been accepted, of which 15-16 are workshops. 22 sessions are still "in limbo" until their format as discussion fora or directed round-table discussions is finalized. The committee is working on logistics.
• Program will have similar look to the structure of IALL '99 program.
• Lynne stated she was trying to plan the reporting timeline for Council to ensure sufficient time for preparing, editing and posting of reports. Read urged as late a reporting date as possible to keep the reports up-to-date.

• A discussion of sharing digitized materials is tabled until March when Bruno Browning will be invited to join the discussion.

9. Pathway to Language Materials portal

• LeeAnn Stone is not yet prepared to discuss the PLM with the Board. The item is tabled indefinitely pending her readiness.

10. Henderson documents (and archiving those and other documents)

• Archival access to the Henderson documents as well as other historical organizational materials is being explored by Reid Paxton and Bruno Browning.

New Business

• Because of the great concern many IALL members have for Ursula Williams as she undergoes cancer treatment, and rather than deluge her with individual messages, Ursula has agreed to post regular updates to the IALL website. The URL for updates is: http://iallt.org/news/ursula/.

• LDK
• The Board discussed the format for the publication--3 ring binders with tabs. David requested an empty copy of binders and tabs for examination.
• Lauren will need to be advised of any changes in tab titles or order.
• It was suggested Ron Balko arrange for printing locally.
• The Board wondered if there were different ways to handle section breaks without using tabs. Other options include different color section pages and a full index.
• As we plan to include a CD-Rom we will need to have an insert page for storage of same. Lauren will need to know how many CD's before ordering. David will work with Lauren on structure and assembly.
• The LDK will be published on the web for member-only access. Given this dual publication, it is hard to know how much demand there will be for the printed copy. The Board decided to do an initial run of 200 copies.
• LMM status is unknown at this time.
• Membership Directory
• Lynne suggested the geographic location section be listed by state and then institution, rather than state then town. The Board concurred.

  Respectfully Submitted by Lynne Crandall

March 19, 2001

IALL Board Meeting Agenda

March 19, 2001

Present: Crandall, Gilgen, Higgins, Pankratz, Rosen Guests: Claire Bartlett, Samantha Earp, Nina Garrett

Routine Business

• The Minutes of February 5, 2001 were approved as corrected.
• The Board noted that subsequent to the Feb 5 BCC the membership cut-off date for balloting was changed to January 1, 2000 via email vote.

 Business Manager Report

• Lauren notified the Board that she has signed us up with Verisign for one year to serve our charge card needs. If we desire we can terminate or continue service with them at that time. She and Bruno are working to coordinate our needs with Verisign capabilities. She is also dealing with how we can conduct merchant services, and may need to use local services. More information will be forthcoming, as these issues are resolved.
• Lauren will meet with Bruno to discuss how the IALL website will work for online and membership orders. She noted we must create our own "shopping cart." All efforts will dovetail with the redesign of webpage. Lauren hopes the site will be up by IALL 2001.
• Lauren noted we will be able to accept credit cards at the booth. Orders could be filled out online via computer with an Internet connection. Chris will speak with Claire about having Internet access available at the IALL booth.
• Lauren further noted another membership drive via email has gone out, and this round had only two bounces. Lauren has been attempting to track missing members with relative success.

• Samantha explained the present issue is still pending. The new issue is in layout and should go to press in mid-April. Samantha would like to include election information in the issue if possible. After discussion it was determined we should print more issues for distribution at the conference.
• Samantha asked the Board to reflect on a possible redesign of the Journal for future discussion. She would like to review all aspects including font, internal layout, and possibly size and color.

Claire Bartlett joined the meeting at 1:21.

Old Business

• Discussion of Job Descriptions tabled to April 2.
• Discussion of the Policy and Procedures Manual tabled to April 2.
• Discussion of the Survey tabled to April 2.

• Claire noted that while at the CALICO conference, she encouraged attendees and vendors to attend the IALL conference, and found a receptive audience.
• Program Update
• Bruce and Chris are working on blocking for the program today. Chris divulged we have accepted about 110 sessions of 156 proposals submitted. They have a goal of seven concurrent sessions, with fewer sessions on Saturday to foster higher attendance at the last two sessions of the day. Discussion fora will continue. Chris noted they have accepted more sessions than was expected.
• The Saturday plenary has not yet been set. The first plenary session will be the keynote speaker from the NASA Astronaut Corps who has had experience with the NASA language program. Second is the Henderson Plenary Award Speaker, and the third plenary is a panel session. The committee is considering running four concurrent panel sessions.
• Claire wanted confirmation on the progression of events for the opening plenary. A general welcome will be extended as well as any pertinent business, and 60 minutes for the keynote speaker.
• Housekeeping details will be handled at plenaries.
• Welcoming letters for inclusion in the program are needed from Read and David. The letters should be sent directly to Claire, by March 30.
• Henderson Plenary
• Claire explained program information must be sent to the printer on March 30, thus this lends some urgency to the Henderson Plenary selection.
• Because the selection process must be abbreviated this time, the Board considered alternative selection procedures.
• Read moved the Board adopt an abbreviated selection procedure for the Henderson Plenary Award this year, due to time constraints. Lynne seconded the motion. The motion passed unanimously.
• The Board reviewed the proposed sessions and narrowed the choice to two proposals. In addition to the appropriateness of the suggested topics, both finalists were considered fully capable of providing an excellent Journal paper.
• It was underscored the Henderson Plenary speaker will be so highlighted in the program. The other finalist will be noted as a Henderson Plenary Finalist and will receive a prominent one-hour time slot. Chris and Bruce will arrange the schedule and note Henderson finalist status for Claire. Samantha will work with Bruce to arrange manuscript solicitation.
• Schedule for Board and Council Meetings
• Board dinner/planning meeting will be Monday evening 7pm at the Red Oak Grill. Claire and Bruce will join us. We will meet in the lobby of the Warwick Hotel.
• A Board and Council meeting will be held Wednesday from 12:30-4:30 on the Rice University campus. This will be a working meeting of the IALL Board and Council. Interested IALL members are invited to attend.
• Claire will secure a 50-seat classroom for the meeting with an Internet connection and projector.
• A box lunch will be served at 12:30. Claire will make arrangements per Council feedback. We will provide Claire with a headcount as soon as possible (no later than April 15), inflating the final count by 5 for unexpected attendees.
• Advance reports will be requested, with the meeting reserved for discussion and planning.
• Read will develop the agenda, in cooperation with David.
• A Board and Council meeting will be held Sunday from 8:30am-11:30am at the Warwick Hotel. Claire will make arrangements for a room. She will ask that coffee and juice be provided as well.
• "Business Meetings"
• For Bylaws purposes, the Council meeting constitutes the official, annual meeting. The membership should be made aware that this is where official business is conducted.
• A State of IALL address will be delivered at the "Opening Banquet and Membership Meeting"
• Comments will include a discussion of IALL initiatives and a report on the health and official business of the organization.
• Awards will be given at the Wednesday meeting.
• Member Recognition and Installation of Officers will occur on Saturday.
• Read asked the Board to reflect whether it might be wise in the future to hold the banquet mid-conference and have all business, awards and installation occur at that time.
• Free booth exchanges (CALICO, EuroCALL, IALL)
• Regarding booth space, Claire wondered if EuroCALL wanted a full booth, or if they wanted information available from a "take-one table." If a full booth, it was noted the free booth should be reciprocal. Claire will discuss and determine EuroCALL's needs.
• Also with respect to booths, 8-10 Internet connections will be possible in the Exhibit Hall. IALLT will be charged for the connections and switch. Claire will explore the possibility of a wireless switch.
• Email access will be available to attendees in the Lab. Two Macintosh computers are also available in the Student Center.
• Discussion of the Conference Database was tabled to April 2.
• Chris noted the Grantwriting Workshop is in progress.
• Claire expressed her wish for a Technical Committee to be constituted. She explained the Rice IT staff will be present at all sessions, but would like to have an IALL connection as well. As at Maryland, a student will stay with each session, and will be trained on how to use the podium. Claire asked the Board to send her suggestions for a technical committee.

• Nina has received 85 ballots to date, and has not yet begun to tally results. Read noted 10 ballots were returned from the postal services as undeliverable.

• Discussion of the sharing of digitized materials was tabled until April 2 when Bruno Browning will join the discussion.

New Business

• Read relayed a CALICO request that we review a CALL statement with the possibility of an endorsement by IALLT.
• Nina expanded on the history of the document reminding the Board a prior version, begun at EuroCALL, had been brought forward for discussion some time earlier.
• The document was created to inform others of what CALL is about, why people should support it and what is required of institutions in the way of support, development and recognition. CALICO asks IALL to endorse the same or a similar document so we can present a united front and use this document as leverage for the betterment of the profession. It is hoped the document could be used to foster support and tenure issues for the profession.
• The Board should review the document and prepare commentary. Read will poll the Board via email.

Claire left the meeting at 2:40pm. Nina left the meeting at 2:45pm.

• Per recent email discussion binder needs for new kits must be reviewed and determined.
• There was some discussion of using old binders, but there was significant concern that the former name of the organization (Learning Laboratories) was used. The former name is printed on the binders, while the new name was found on the printed materials inside.
• David related a conversation between Lynne and him regarding the hard work of the authors, the credibility of the organization and the need to use an accurate organizational title on these new works.
• Chris suggested the possibility of using stickers printed with the new organizational name to cover the titles, but the Board decided against the idea.
• David will coordinate preparation of binders and labeling with LMM and LDK editors. He will discuss local printing possibilities with Ron Balko, as Ron will be responsible for distribution.

• David informed the Board of recent conversations with Kathleen Ford regarding her present ability to work on the LMM, and what revised timelines the Board might approve. Kathleen has done considerable conceptual work on the project, and is at the point of beginning work with the authors.
• The Board discussed several possibilities which might assist Kathleen in her present situation, but did not arrive at a decision. The Board suggested David contact people to see who might be available to assist. Kathleen's availability will need to be solicited and further discussion will be necessary before a final decision can be made.

Chris left the meeting at 3pm.

• Discussion of Samantha's proposal to reorganize the Journal columns was tabled to April 2.

• As IALL 2001 approaches, it is time to move forward with award nominations. Read asked the Board to send him suggestions via email for consideration at the next meeting. Read will send a message to the Council soliciting nominations.
• Nominations will be needed for the Lifetime Achievement Award and the Henderson/Sheppard Awards.
• Lynne suggested the Board review the most current guidelines found in the draft Policy and Procedures Manual.

• The Board lamented the death of Fawn Whitaker. Read declared he would send a letter to her family, on behalf of the organization, mourning her passing.

• The next scheduled meeting is April 2, 2001 at 1pm EDT.

April 2, 2001 ***

April 20, 2001 ***

May 7, 2001

IALL Board Meeting

May 7, 2001

Present: Crandall, Gilgen, Higgins, Pankratz, Rosen Guests: Samantha Earp, Nina Garrett

Routine Business

Approval of Minutes: The minutes of April 2, 2001 and April 20, 2001 were not available for review.

• Credit card transactions update
• Bruno and Lauren have worked extensively on this issue in the last month. Lauren has not yet added Discovery or American Express and will continue to investigate options. Bruno has mocked up a form for the Board to test. Read noted he was quite impressed and believes it will be a great boon to our membership. Read will instruct Bruno to add a discount for two-year membership renewals to the form.
• Budgets/Reports for IALL 2001
• Lauren submitted a draft financial report and several income and expense graphs for Board review.
• Expenditure Approvals
• LCDK: Per David's email, the production cost for the Kit will be approximately $4000.
• ACTION: Read proposed we approve the expenditure of printing for the LCDK at approximately $4000. Chris seconded the motion. The Motion passed unanimously.
• David noted costs to print the LMM should be slightly less due to the fact that there will be no CD included with this publication.
• Read informed the Board our attorney fees will be $6000, plus an additional $500 for IRS filing. According to the attorneys the actual billable hours totaled approximately $10,000, however they will honor their original bid. The Board expressed gratitude for this honorable action on the part of Quarles and Brady.
• ACTION: David moved we approve the $6000 bill for Quarles and Brady for services rendered and $500 for current IRS status work. Chris seconded the motion. The Motion passed unanimously.

• Issue(s) status
• Samantha informed the Board Volume 32.2 was sent to the mailing service last Wednesday. She noted Volume 33.1 will be sent to the printer this Wednesday. Lauren should send mailing labels.
• IALL Directory
• After some discussion of the desirability of publishing a complete directory as opposed to having a directory available at the conference it was determined the directory will be published after the conference to reflect new members.
• The directory will not be shipped to libraries and commercial vendors.
• Samantha wondered whether the membership database should be referenced in the publication. The Board affirmed.
• Lynne offered a reminder to organize the geographical listing by state, institution rather than state, city.
• There was some discussion of whether an IALL 2001 attendees list will be published. Chris will inquire whether Claire plans this undertaking.
• Samantha withdrew her prior request for meeting refreshment funds for this year.

Old Business

• Read informed the Board papers have been filed for IALLT's tax exempt status with the IRS.
• Read will follow up with Quarles and Brady on minute book expenses.

• Progress Report
  Chris reported he has not heard from Claire about any needs. Read's impressions have been positive. Claire will have eight students and the Technical Committee to assist with presentation set-up.
• Official IALL Meetings
• Finance Committee 5:30 Monday, Read's suite
• Board: Monday, 7 p.m.
• Council: Wed 12:30-4:30
• Meeting to occur on Rice campus, location not yet identified. Lynne will confirm location with Claire.
• Lynne will prepare binders for the Council, which include the agenda, Articles of Incorporation, Bylaws, Policy and Procedures Manual, annual reports from the Council and an updated Council address list for distribution.
• Opening dinner: Wednesday evening at the Warwick
• Plenaries: Thursday, Friday, Saturday
• Regional Lunches: Friday noon
• International Affiliates Breakfast: Sat, 7-8 a.m. Princess Room
• Closing dinner: Saturday Evening on campus
• Council: Sun 8:30-11:30 Imperial Room, Warwick Hotel
• Protocol for plenary sessions
• Opening Plenary: Host welcomes the organization, IALLT President offers welcoming remarks, campus officials address organization, plenary speaker
• Henderson Plenary - Read will introduce Peter and present the plaque at the conclusion of Henderson Plenary

• David spoke with Kathleen regarding her ability to take up the LMM editorship in the near future. Kathleen suggested a few people as possibilities. These individuals were discussed by the Board with future action to occur.

New Business

• Read explained there is a dual need for moving to the IALLT acronym. First, it is officially expedient to do so and second, there is some public confusion between IALL and the International Association of Law Libraries.
• A transition plan and timeline for implementation should be discussed with the Council. In addition, the topic should be broached throughout the conference.
• Materials reflecting the acronym
• New LCDK Manuals will be published as IALL
• Revised Policy and Procedures Manual is IALLT
• Plaques
• Website (note the IALLT.org URL is ours)
• Journal
• Conference

• Samantha noted the need for a new Journal Advertising Manager.
• David will determine June meeting possibilities with the incoming Board.
• Lauren broached the possibility of obtaining an IALL business VISA. The Board authorized Lauren to investigate options.
• Read thanked the Board for their cooperation and hard work over the past two years, particularly noting the contributions of outgoing Programs Director Chris Higgins and Past-President Nina Garrett.

• May 21 at 7 p.m. CT Lobby of the Warwick Hotel, Houston.

May 23, 2001

2. IALLT Incorporation

• Read narrated the chain of events that led the organization to engage an attorney to undertake the processing of our incorporation and tax-exempt status. He lauded our attorneys for the manner in which they made the unique aspects of IALL fit the formal incorporation structure.
• Read outlined some of the significant differences in the former IALL structure and the new corporate structure.
• Articles of Incorporation
• The name of corporation is the International Association of Language Learning Technology, Inc.
• Read broached the idea of using IALLT as the official acronym of the organization.
• Because incorporation regulations require a Board of Directors, IALL now functions under that structure. It is necessary for the Board to be able to act independently from a legal perspective, so the Council has become an advisory body.
• Bylaws
• Read noted the Bylaws are not as detailed as in the past. He explained the Policy and Procedures Manual now serves to provide detailed operational guidelines of our organizational processes.
• Read explained that due to incorporation there are many requirements about notices and frequency of meetings. The Secretary will need to be watchful regarding the timing of posting notices.
• Changes made at the Council meeting last year are reflected in the new Bylaws.
• Read underscored the importance of membership status and emphasized we will need to be stricter and more concrete on active membership dates.
• The annual meeting of the membership will occur during the first Council meeting of the biennial conference or at the Summer Leadership Meeting and will be called the annual business meeting of the organization.
• Read also explained that due to legal requirements, the Council is formed by act of the Board.
• There were no questions from the Council on IALLT's incorporation requirements.
• Read noted some of the benefits of tax-exempt status include reduced postage costs and the protection of the organization's officers.

3. Treasurer's Report

• Lauren presented the annual financial report to the Council and noted there have been many extraordinary expenses in the past year.
• Lauren described IALLT's account structure of checking, savings, money market and Journal checking accounts.
• Lauren noted current and proposed publication costs are high because we have published the Language Center Design Kit and expect to publish the Lab Management Manual in the coming year.
• Council was asked to reflect on the documents and prepare for budget discussion and action at the Sunday meeting.
• Clarification was requested on whether Membership Dues includes subscriptions for this year. Lauren affirmed this was so. Lauren will establish a subscription category for future calculations.
• The Council expressed pleasure regarding the new brochures.
• Membership numbers were discussed. Several possible reasons for the decline in numbers include the validity of active membership in 1999, conference year cycles, and membership renewal notices.
• Lauren announced the web site will have online payment capabilities.
• Two-year membership cycles will receive a $5 discount on dues.
• Peter asked for expansion on the FLEAT expenses. Lauren explained that Tandberg donated funds to underwrite costs for IALL members to attend the FLEAT conference, but the donation did not cover the requests for funds. IALL absorbed the difference.

4. Web Report

• Reid Paxton presented an overview of revision activities on the IALLT website. He noted the process has been underway since January, and there is still a fairly substantial amount of work to be done before deployment.
• He explained he has tried to develop a design that satisfies decisions from the 2000 SLM, and noted there have been no attempts to make major design changes (color, graphics). Efforts have focused on moving the current content to a new shell. Items not presently at the site to also be included are online publications and the consultant database.
• Reid demonstrated the current design and asked for feedback from the Council. Peter suggested we flip the order of the page design to make member services more prominently located.
• There was some discussion of what should be publicly available on the site. Lynne noted the member/non-member partition was required due to Council actions at the 2000 SLM unless a change was voted on.
• Bruno demonstrated how the new online purchasing option will work. Bruno created a form that provides IALLT with the information we need for our membership database and publications which interacts with Verisign's server to check and confirm credit card numbers.
• Lauren noted credit card numbers are never on the IALL server, but are only on the Verisign service.
• It was suggested IALLT consider adding regional groups to the online purchasing system to facilitate regional group membership as well. It was determined further exploration of this possibility was needed.
• David pointed out that Reid could use help with the editing and production of copy for the website.

5. Publications

• Read congratulated Mike Ledgerwood and his authors and assistants on the newly published Language Center Design Kit.
• Read explained that publication of the Lab Management Manual was also planned for this time period, but Kathleen Ford is currently unable to work on it. LeeAnn urged the Board to address this issue quickly.
• Read thanked David for his work with both the regional groups and publications over the last two years.

6. Policy and Procedures Manual

• Lynne outlined the changes in the Policy and Procedures Manual. In addition to the materials at hand, job descriptions of Council positions will be included as an appendix.
• It was noted all of the legal documents will be published in Volume 33.1 of the Journal.
• Read urged the Board to read and review the Articles of Incorporation, Bylaws and Policy and Procedures Manual regularly.

7. Awards

• Read informed the Council of the criteria and problems in the current award structure.
• He explained the Board did not select a Lifetime Service Award this year and outlined the criteria as being designated for an individual at or near the end of their career and who has made significant contributions to the organization.
• Read expressed his concern over the attachment of a $300 gratuity to the President?s Award. He further described his difficulty in the selection process because the President alone chooses the individual. Read and David had spoken at length about this and David shares Read's concerns. The Board was not comfortable removing the financial award once the process was begun. Further, the Board wanted the Council's opinion on changes to the award structure.
• The IALL Showcase had only one submission, but the award is intended to be competitive.
• The Henderson and Sheppard Memorial Awards are given to those relatively new to the organization who have shown great leadership promise for the organization. The recipient receives a $100 gratuity.
• The Henderson Plenary is a competitive award given to the individual who has submitted a presentation proposal that has significant meaning for our field and who demonstrates the ability to prepare a sound companion article for the Journal. The financial award of $500 is supported by funds from the Henderson family.
• Read expressed his concern over the impact of the financial commitment of these awards, and asked the Council to reflect on what the organization was trying to accomplish by giving them. Read shared the Board's prior discussions that indicated professional recognition and gratitude were the compelling reasons behind the awards.
• In terms of coverage of the membership, we currently overlook a segment, the mid-career professional who has made significant contributions to the organization.
• Read asked if the Council believes we need to make these awards? He wondered whether commendations and resolutions are equally effective, which include a letter to one's supervisor or Dean, and whether the financial award is necessary.
• Bruce supported the letter to the Dean over a $100 award.
• Read expressed discomfort over the difficulty in selecting the recipients.
• Peter indicated he wants to donate his award to an endowment fund to support the attendance of graduate students to the conference. He stated a letter of commendation to his Dean was more meaningful to him than a financial award.
• Read reiterated his concern regarding a lack of clear definition of the selection criteria. What does the award support?
• Mike asserted the establishment of endowment funds is an enormous undertaking.
• Bruce suggested we might also recognize proposals submitted by graduate students in our award structure.
• LeeAnn emphasized that letters to one's Dean are very important.
• ACTION: Peter moved the President's Award shall have no financial component, beginning in 2002. Andrew seconded the Motion.
• Discussion continued on the establishment of a president's discretionary fund to support unusual needs.
• The Motion passed unanimously.
• ACTION: Chris moved the IALL President shall send letters of commendation to all award recipients and their supervisors. Samantha seconded the motion. The Motion passed unanimously.
• Read returned to the concept of a mid-career award. Do we base an award on outstanding effort, or proceed as we did last year with Otmar Foelsche by making a special commendation recognizing their contribution?
• LeeAnn expressed favor for recognizing people as merit arises.
• Read suggested we let this idea percolate and return to it after the breakout sessions.

8. International Affiliates

• Read noted there were many conference attendees from outside of the United States.
• Read wondered what IALLT's responsibilities were if another group desired to list us as affiliates. Would association require the organization to send a representative to a conference or meeting? Read informed the Council that several Board members would participate in a breakfast meeting with our international affiliates, and that these issues would be addressed at the meeting.

9. Labster

• Read explained the concept behind shared digital resources and asserted we need to take a proactive stand on how the organization can provide support.
• Bruno asserted the technical side is relatively easy to do but expressed concern about copyright permissions. He wondered whether coordinating the publisher relations aspects could be part of the IP chair's responsibilities.

10. Introduction to breakout group discussions

• Read explained the purpose of the breakout discussions was to promote the free flow of ideas, and speculated there would not be sufficient time to make substantial proposals. He urged the Council to remember we are a small organization and maintain focus on how do we attract and retain members.
• The Council divided into four groups for the breakout sessions. Leadership assignments for the groups:
• Regional Group Issues: David, Peter
• Affiliates: Chris, Harold
• Journal and Publications: Samantha, Lauren
• Member Services: Read, Lynne

11. The full Council reconvened for group reports at 3:40pm.

• Lauren announced credit cards would be accepted at the booth.
• Chris renewed his request for booth assistance.
• Publications Group Report
• The group discussed the Lab Management Manual, The Language Center Design Kit, Task Based Activities and the Journal.
• The group recommended an updated version of the Task Based Activities be developed for use in computer-based labs. LeeAnn, author of the original TBA, expressed her pleasure at the possibility. It was noted the title should probably be changed to reflect current buzzwords such as problem-based learning for the digital environment.
• One publication focus was how to get publicity about our publications out to potential buyers. One suggestion was to send a limited number out for review to other professional journals. Vendors could also be asked to purchase bulk stock to distribute with their new lab systems.
• Electronic publications
• Regarding electronic publication of the Journal, nonmembers should have available a Table of Contents, abstracts, and indications of how to subscribe to and publish in the Journal. A teaser could be included to indicate the broader services available for members.
• Member access to the Journal would include pdf copies available from two volumes back. Lynne explained that at the 2000 SLM the Council had acted to set a time frame of two issues back and any change would require a vote. The Council was asked to anticipate a Sunday proposal on this item.
• The LMM should be available to members as a pdf document in the members' partition. Non-members could purchase until stock is exhausted.
• Abstracts and Table of Contents of the LCDK should be available for non-members so they may see what they are missing.
• Affiliate Groups and Conferences Report
• IALL sessions at other conferences
• NECTFT: TechTalk, pre-conference workshops, breakfast meeting
• ACTFL: sessions and interest meeting
• CALICO: sessions and interest meeting
• TESOL: In her report on TESOL affiliation Karema Benremouga expressed concern regarding whether we should we continue our affiliation with this group. It was noted their membership numbers are very high and their computer area is very strong.
• Booth responsibilities at NECTFT, CALICO, ACTFL, and IALLT are very time intensive. The need to provide and support booth sitters remains strong so the representative can attend sessions.
• International Affiliations
• The group reported inconsistencies in the Policy and Procedures Manual that specify how an affiliate relationship is defined. The Manual requires a meeting at the affiliate's conference. The group expressed there are really three types of affiliations and the Manual should be revised to incorporate the variations inherent in these affiliations. A broad level of professional cooperation and collaboration exists in our international relationships and the affiliation is generically different from other affiliate relationships.
• It was noted a number of vacancies exist in affiliate representation that need to be filled soon. These include the ACTFL co-representative, CALICO representative, and possibly a second NECTFT representative.
• Member Services Report
• It is desirable for the organization to devise an automated structure that will initiate member benefits when a person signs up for membership. The database entry could trigger member benefits and provide access to service representatives.
• It would also be desirable to resolve regional and IALL membership payment issues in a form of one-stop service, if desired. Bruce indicated she did not think the joint membership payment option would threaten the autonomy of a regional group.
• A need exists to have a database that will confirm when people are members for conference registration purposes, support conference activities, and membership and benefit activities.
• Given the complexity of the database, it could take two years for full implementation. Bruce estimated that to bring the current conference database developed by Rice to a fuller version might require an investment of several thousand dollars. She expressed her satisfaction with the initial steps taken with the conference database and encouraged further development.
• The authentication process for verifying membership must be resolved.
• Discussion turned to the member benefits IALLT offers.
• Current benefits include the Journal, Member Directory, discounted rates on publications, the conference, regional connections, and the Foreign Language Software Database. Networking and sense of community fosters sharing and access to organizational emailing is possible in some circumstances.
• The Consultant Database and access to the survey data will be available soon. Labster would be a huge boon to the membership. It was further suggested the website could provide follow-up to conference materials.
• To best accommodate the service workshops we should reflect on their timing and structure at each conference. In addition, we should offer more service workshops. It was suggested we make them available for regional group meetings and at other conferences.
• We might also consider increasing the cost of obtaining membership at conference registration to encourage members to renew through organizational channels on an annual cycle.
• Regional Groups Report
• The only constant that emerged among the regional groups is that each is different and unique. As each group develops procedures, constitutions, etc., it is desirable these be shared broadly.
• There was some discussion of the $2 IALL subsidy. Clarification on whether the newsletter needs to be print-based was requested. The Board stated the newsletter does not need to be in print form, but must be sent to the Board and all IALL members in the region, even if they are not regional members, to qualify for the subsidy.
• K-12 concerns: how can we serve this population best? Could they be best served at the regional level? The International Society for Technology in Education (ISTE) should be explored and could be of affiliate interest at the IALL level. We need to publicize the breadth of our involvement in instructional technology, not just the administration of technology but the pedagogical and design aspects of instructional technology. CALICO discussions are sure to become more intense.
• Regional leaders should have a designated time together as part of the IALL annual meeting.
• Council should have their own area on the website to share information.
• Samantha asked the regional leaders to submit a brief synopsis of their regional meetings for publication in the Journal.

12. IALLT

• Read explained that our attorneys have urged us to begin using the IALLT acronym for the organization, rather than IALL. In addition he noted he has begun to receive invitations on behalf of the International Association of Law Libraries. As such, he asked the Council to consider establishing IALLT as the official acronym for the organization.
• ACTION: Chris moved the organization be known as IALLT in its abbreviated form. Mike seconded the Motion.
• The group was divided on pronunciation of the acronym. It was determined that general use will guide the pronunciation to its final form.
• It was suggested that a two year transition period be established, ending at the 2003 conference, after which all documents and publications must bear the IALLT acronym. It was determined this did not need to be part of the Motion and the Motion was not amended.
• Ron called the question.
• The motion passed unanimously.

13. Matters Arising

• David announced the Sunday meeting would be held from 8:30-11:30 at the Warwick Hotel, Imperial Room.
• Regional lunch locations have been identified.

Meeting Adjourned 4:25pm CT.

Respectfully submitted,
Lynne Crandall