Minutes

ORTESOL Board Meeting

Sunday, January 26, 2004

1:00 – 4:00pm

Mt. Angel Seminary

Anselm Hall, Room, 114

 

The meeting was called to order by President Bill Walker at 1:34 PM.

Members present were Kathryn Lon``g, Anna Becker, Talisman Saunders, Tim Van Slyke, Linda Steinle, Joel Glick, Amanda Franzoni, Regina Weaver, Bruce Arendt, Carole Scholl, Mary Stevens, Franklin Engel, Kelley Fitzpatrick, and Bill Walker.

I.          Introductions and sorting out the archives: what to discard, what to put on the Web, and what to put on CD

            A.  We told who we are, our positions, and the length of time on the board

            B.  We met in four groups, with someone we don’t know, to discuss sorting out the archives.

1.  We decided to throw away pre-1998 material except information like plenary speakers and costs.

2.  We need to make sure notebooks are complete.

a.  We should have a contents page in the front listing what is in the binder.

                        3.  Make a list of missing items; throw out old material

            4.  We are supposed to have the minutes of the meetings posted on the

Web.  Tal will send them to Tim and he will post them in pdf and rtf.  Then, we can download what we need for our binders.

5.  Bill has a seven-page synopsis of the 2000-2002 Board meetings.  He will get the last years to us.  Tim offered to make them available on-line.  It might become the job of the secretary to make a synopsis each year.

II.        Full report on Fall 2003 Conference

A.  H.O.- Results of feedback from Fall 2003Conference was the hallways were

 crowded.

B.  Bill is looking for a Plenary Speaker

C.  Speakers – out of 55 proposals, 44 were accepted.

            1.  pleased about the quality of presentations

            2.  maybe work harder at getting K-12 in

            3.  maybe start 90-minute session ½ hour earlier

            4.  Friday or Saturday conference – results were from people who attended

            Saturday, which may have affected the results.

D.  David Nunan has tentatively agreed for November 6.

E.  St. Mary’s is available November 6.

F.  Email from Pati:  of those who went to both days – presented- lost a lot of

revenue from that.

G.  Money is not final amount – also additional $4,000

H.  Pati has sent renewal notices

I.  Bill emailed notices; 500/600 reached people.

III.       2004 Conference

            A.  St. Mary’s site:  The elevator is an issue.  We couldn’t bring in tables.

            B.  It was crowded.

1.  Let’s put publishers all in one place

2.  Bruce will find out if we can we put publishers in the cafeteria.

3.  2 round tables for 1 rectangular table?

4.  Registration on first floor

            a.  people can’t sneak in

            b.  if there’s a Friday workshop, 90 people will already be registered

            c.  Frank motioned to use St. Mary’s again.  Tal seconded the motion.

d.   It was unanimously approved.

C.  Plenary speaker:  Larsen-Freeman was $2,000 for two days.  David Nunan – start at $1500 and see?

D.  Friday workshops

            1.  Should we hold them at PSU?

2.  Start checking with colleagues for ideas of people to give workshops

3.  Carole:  Could SIGS design their own workshops?

4.  Linda:  Possible full day workshops (k-12)

5.  Aim for each SIG to find a speaker(s).

6.  Carole: It would be good to have SIGs sponsor workshops

7.  Mary will check to see if St. Mary’s has an in-service the Friday before

 (11/5).

            E.  Key speaker:  one full day workshop, same in the afternoon.

            F.  Presenters

                        1.  fees

                        2.  We discussed waiving the registration fee for 2 presenters per presentation

3.  Joel moved to limit waiving the registration fee to 2 presenters per presentation. Tal seconded the motion.  This will be specified in the registration form.

            G.  Theme:  think about a possible theme for our next meeting.

            H.  On-line registration

                        1.  unsure about using Paypal

                        2.  Tim will investigate other ways of paying on-line

            I.  Lunches for volunteers - A voucher for lunch from Pizzicato for $7

            J.  Advertising

                        1.  Bill will send information to WASOL for posting on their website

                        2.  email

                        3.  complimentary newsletter with registration form

            K.  Conference chair registration fee

                        1.  Kelley moved that the conference chair should go to the conference for

 free.

2.  Regina seconded the motion.

            L.  Official receipt stamp:  Mary will ask Pati for a stamp

IV.       Budget

A.  Received handout – last year 2003

B.  Fall 2003 revenue was down from expected – too many presenters

C.  Mary will do the food next time for the Board Meeting.

D.  Bill will send Juliet an email to ask about audit.

E.  Received handout – draft for 2004.  If we get more aggressive about saying we have money to give away, we may get more members

F.  Joel would like Pati to do inservice registration

G.  We need to adjust our expenditures .

H.  We will do the audit.

I.  No outlying board member

J.  Line Items

Fall 2003 conference +$1,000

            Travel - $200

            TESOL rep.-$300

            Hourly wages + $1,000

K.  Frank moved to approve the budget with the changes listed above; Kelley seconded the motion. It was unanimously approved.

V.  ORTESOL Journal

            A.  No manuscripts submitted

            B.  Low submitting numbers for the last journals

            C.  During time no publicity, no submissions

            D.  No need for deadline, better to open year round?

            E.  Meant to be a safe way to get published

            F.  If we have to beg people to write, something is wrong

            G.  Are these guidelines written in stone?

            H.  Research should be encouraged

            I.  Advertising would be nice if we had things to publish

            J. Kathryn will talk to SOAL chairperson to talk about advertising journal

            K.  Look for a “shepherding” person like Marge Terdal was with grad students.

            L.  Listserv discussion soon:  where do we go from here?

VI.       Spring Workshops

            A.  Poll: listserv and newsletter

            B.  Technology:  Bill would like to put a request in

            C.  Book group: interested people

VII.      Newsletter

            A.  Fall-Winter issue:  deadline is February 16.

            B.  Tal will resign – will advertise for a new editor who is technologically skilled.

VIII.    SIG listservs

            A.  Bill is ready to start up SIG listservs

            B.  Will only do it if you ask for it

IX.       Reports from Board Members

            A.  1^st VP: Mary has some questions regarding the conference

            B.  2^nd VP:  Amanda needs to talk to Pati regarding membership

            C. Workshops: Kathryn (no report)

D.  Mailing:  Kelley mailed the journal in November. When the Newsletter is finished, she’ll send it out as well.

E.  Publishers: Bruce will contact publishers regarding round tables

F.  Volunteers:  Anna has questions about conference

G.  AE SIG:  Carole is talking about doing a listserv

H.  Elementary/Secondary/Bilingual SIG:  Joel and Linda’s goal is to get more K-12 at the conference.  OEA language will be in the Newsletter.

I.  Higher Ed SIG:  Regina may write an article to try to get people to put information on the listserv.

J.  Technology:  Tim has created new Web pages.

X.        Next Meeting: March 7 from 10-2, with lunch, at Chemeketa? (Tim will find out) Mary will do the food.  Be prepared to hear from Bill on the listserv.

The meeting was adjourned after 5 PM.

Minutes respectfully submitted by Betsy Kraft, with the help of Kathryn Long.