Minutes of Executive Board Meeting, Oct. 16, 2004

Madison, NJ

Present: Josephine McQuail, Executive Director; past President, Antonio Cao, Hofstra University; President, Michelle Tokarczyk, Goucher College; First Vice President Matthew Wilson; Second Vice President Carine Mardorossian; American/British Literature Director; Rita Bode, Trent University; Marilyn Rye, Fairleigh Dickinson University; Spanish Language and Literature Director, Laureano Corces, Fairleigh Dickinson University; Director, German Language and Literature,Helga Druxes;; Two-Year College Director Dan Schultz, Cayuga Community College; Nick Parker, local representative for Cambridge convention, Boston College, Michael Schiavi, Not present: Italian Director, Mario Aste Graduate Caucus Director; Darcie Rives, University of Nebraska-Lincoln ; Laurence Roth, Modern Language Studies editor; French Language and Literature Director, Noelle Carruggi; Women's Caucus Director, Ruth Anolik, Villanova

Welcome from President Michelle Tokarczyk. New members of the Board were introduced, as well as our local representative in Boston/Cambridge, Nick Parker

Approval of Agenda

Approval of Agenda for the meeting of Oct. 16; and Minutes of March meeting by unanimous acclamation
Officer and Committee Reports

(the Executive Director issued a separate report sent by e-mail before the convention)
1. President’s Report, Michelle Tokarczyk.
  
  President Tokarczyk’s report mainly focused on the upcoming 2005 convention in Cambridge. Harvard professor Leah Price is scheduled to be our keynote speaker through President Tokarczyk’s efforts. Also, President Tokarczyk was able to get the hotel’s Audio/Visual Services to agree to bill NEMLA panelists wishing to use equipment directly. NEMLA will continue to book panels whose members request media equipment in the same room(s) in order to minimize the cost, but will not be involved in any way in billing. We will continue to explore alternatives but the general consensus was that panelists and panel chairs wishing to use media equipment should be responsible for exploring alternatives.
2. First Vice President’s Report, Matthew Wilson.
  
  First Vice President Matthew Wilson reported that he has been busy preplanning the 2006 convention to be held in Philadelphia. He got in touch with Tramble Turner, who had expressed his willingness to serve as local representative, with Bill Misticelli. The chair of English at Abington State University has also been approached with an invitation to serve as host institution. Matthew has also tentatively secured a keynote speaker, Amy Kaplan, former president of of the AmericanStudies Association.
3. Election Committee Report, Michelle Tokarczyk
  1. Elections: President Tokarczyk reported that the elections took place but participation was low.
  2. Conduct of future elections. Executive Director McQuail requested that ballots be ready to include in the November newsletter. Matthew Wilson, as first Vice President, will be Election Committee head. The candidates we need are for the following positions:
    1. Second Vice President for 2005
    2. British/American Area Director
    3. Italian Language and Literature Director
    4. Other nominations: we should begin thinking about finding a successor to the Executive Director, especially as this Director will be presiding over NEMLA’s 40th anniversary convention.
4. Fellowship Committee Report, Rita Bode.
  
  Professor Bode reported that there were only two applicants for the fellowship this year. She recommended that the Fellowship be advertised in the PMLA.
5. American Antiquarian Society, consideration of continuing Fellowship with. Executive Director McQuail explained that when she took over NEMLA, last fall she was contacted by the AAS who said that NEMLA was behind two years in support of the AAS/NEMLA award. This was because the award had apparently been forgotten. While unsure of finances last fall, the Board voted to suspend the AAS/NEMLA fellowship. E.D. McQuail pointed out that other regional MLAs, like South Central (SCMLA) have numerous fellowships, including two with the Huntington Library in Pasadena, CA.
6. MLS, funding of, Executive Director McQuail
  
  Report on Status of Modern Language Studies, Executive Director McQuail. According to Editor Laurence Roth, Susquehanna is committed to continuing to support NEMLA, and granted an endowment of $10,000 meant to be kept as a nestegg. E.D. McQuail reported that she has been sending MLS all subscription monies, amounting to about $5,300 for 2003-4. She expressed a desire for MLS to take over handling subscriptions and subscription lists.
7. Book Award Committee, Laura Niesen de Abruna. E.D. McQuail and President Tokarczyk have been trying to contact now Provost de Abruna (Heidelberg U) to find out where the 2004 book prize stands. Until we hear otherwise, we will assume that the adjudication process must be started over. The British/American Language and Literature directors volunteered to be first and second readers, and Board members agreed to screen manuscripts in their area of expertise for both 2004 and 2005 and send on to other readers.
Budget and Report on Expenses, Josie McQuail
1. Nonprofit Mail Status was finally granted this fall. It took a lot of effort and the Articles of Incorporation had to be requested from the IRS. The Articles of Incorporation for NEMLA are included in the new versions of the NEMLA handbook distributed by E.D. McQuail this fall.
2. Back taxes. When E.D. McQuail filed an extension for the 2003 tax return, the IRS informed her that NEMLA tax returns have not been filed since 1999. The former Executive Director didn’t think returns had to be filed since NEMLA had no salaried employees. E.D. McQuail hired an accountant who has finished the 2003 return, but when he tried to file it he discovered that the 2003 return must be filed with the back years. NEMLA’s nonprofit status has actually been suspended until this is done. The deadline for 2003’s extension is Nov. 15. Maximum fine is $10,000 per year. IRS representatives told E.D. McQuail if an explanation was given for the failure to file returns that penalties would likely be waived.
3. Modern Language Studies payment for current issue ’ request approval. The next issue will be approximately $7,000 for printing and mailing, judging from past issues. However, MLS has been getting subscription monies, though Susquehanna has been covering office costs.
  1. We have raised subscription prices for institutions (beginning with 2005 subscriptions)
  2. Raise price for individual issues (listed as $10; but this was established when a $40/year subscription entailed 4 copies of the journal per year); raised.
    
    printing of 2004 issue pending. New subscription information, NEMLA contact information and background, should be included in the 2004 issue and subsequent issues. NEMLA should appear on the title page. Laura Niesen de Abruna was apprised of these things in March but this information obviously was not conveyed to Laurence Roth.
  3. consideration of reprint of issue 31:1 [note corrections; there was a reprint of 32:1 recently made by TTU Printing Services]; 30:1 ’ request approval. The disc for 30:1 can presently not be located, and E.D. McQuail found a few moe copies of 31:1. We are endeavoring to contact Stephen Foley for a copy of the disc for 30:1.
  4. Mailing expenses, keeping to a minimum. E.D. McQuail asked Professor Roth if it would be cheaper to mail MLS issues without an envelope. There should be instructions to the post office to destroy issues that cannot be delivered as it is costly to have issues returned [though this should be weighed against the advantage of having extra copies of the journal]
  5. handling of subscriptions and special requests. The Executive Director feels that the MLS office should handle subscriptions and apprise subscribers of increased costs, though the Executive Director will have to continue to convey membership information for issues of MLS to be sent to members, both domestic and foreign.
Caucus Reports
1. Women’s Caucus. E-mailed to members. Caucus chair Ruth Anolik asked about the publication of the Women’s Caucus prize in MLS. The Board recommended she contact Laurence Roth directly.
2. Graduate Student. E-mailed to members. Several Board members participated in the Graduate caucus-sponsored panel and report that all of the caucus panels were well attended. Darcie Reeves said in her report that she would like to work on recruitment, and the E.D. McQuail said she would send the membership list to her so she could pick out grad student members.
3. Gay/Lesbian, etc. Michael Schiavi previously e-mailed his report to members, but reported that he was pleased with the number of GLBT panels.
4. Two Year College. Dan Schultz will send his report later, but he said he was pleased to take over the position.
5. E.D. McQuail reported that Kandace Lombart was interested in forming a Adjunct/part time faculty caucus. The Board wished to make a statement regarding support of the newly forming caucus, namely: The NEMLA Board would like to encourage qualifying members to begin the process of forming a Part Time/Adjunct Faculty (consisting of all part time or nontenure track and/or renewable contract faculty)/Independent Scholars. As universities and colleges rely more and more on such faculty in order to cut costs, awareness of this trend and support of such generally exploited faculty should be encouraged. The Two-Year and Graduate Student Caucuses should be able to help this newly forming caucus and work together for common goals.
Recertification of caucuses

Enough evidence of numbers in attendance at the caucuses led the Board to unanimously recertify the caucuses. The Executive Director reminded everyone that according to Bylaws caucuses must report on numbers in attendance.

Break for Lunch
Government or National Organizations Seeking NEMLA Assistance: NEH, NEA, AP Spanish
1. NEH Fellowship Representative. The Board agreed that the NEH representative who contacted us wishing to apprise NEMLA members to help them in applying for NEH grants may be given a panel slot.
2. The NEA and AP Spanish seemed to the Board not to offer the same direct benefit to members. The Board wished to amend the Bylaws with the following policy: Government supported and educational organizations. Government sponsored and educational organizations who wish to present at NEMLA will join and register in order to present in a panel slot or will rent a table in the registration area in order to display materials (exceptions may be made by the Board) subject to approval by the Board
Book Prize
1. Book Award.
  1. Status of 2003 award: Executive Director McQuail reported that last fall Nebraska University rejected the 2003 NEMLA prize-winning manuscript by Jennifer Zachman asserting that they did not publish in the area of Spanish drama. Celine Philibert has for a year been pursuing the issue with Ladette Randolph at Nebraska and Nebraska agreed to reconsider Professor Zachman’s manuscript. In an e-mail to the Executive Director Professor Philibert urged NEMLA to reexamine the arrangement with Nebraska. Nebraska claims that it has no record of an agreement with NEMLA and apparently asked that NEMLA pay for part or all of the publication of the winning manuscript. Executive Director McQuail said that no publisher could accept the recommendation of the readers for the NEMLA Book Prize out of hand and no guarantee of publication could be given. The description of the Book Prize on the NEMLA Web page states that plainly.
  2. The 2004 Book Prize, as related previously in the minutes, apparently has also stalled somewhere in the process. The Board agreed to get the manuscripts assigned to readers and soon as possible.
  3. 2005 Book Prize. Past President Antonio Cao said that he would chair the Book Prize committee for 2005.
2. Publishers and nature of agreement to publish winning manuscripts — Marilyn Rye said she would investigate Fairleigh Dickinson University Press and sponsorship of the NEMLA Book Prize. E.D. McQuail said that she thought publishers would be grateful to have manuscripts sorted for them in the book prize process.
Upcoming Conference
1. Local host: Boston University — Convention Planning Committee
  1. Introduction of local chair, Nick Parker. Nick was advised to buy 500-600 folders with Boston University’s logo. If Boston U. can pay for the folders or provide a discount, that would be great! The folders will be stuffed with material highlighting local activities, restaurants, and events, that members might find interesting. The Chamber of Commerce may provide some of this material, and local merchants may provide this for free. NEMLA will provide some material, like membership forms and blank receipts, as well as a small convention newsletter, some of which may be ready before the convention in order to be inserted into folders beforehand.
  2. Staffing of registration table: Nick was told to recruit student workers to staff the registration tables on Thurs. night, Friday and Saturday. (Pay is $10 an hour). Board members recommended that the badges be kept in order in boxes and/or inserted into holders when they are picked up. E.D. McQuail said that it has to be remembered that there are times when scores of people are waiting to pick up their convention materials and it would be better if they were already in holders, but kept in alphabetical order on the tables or in boxes. On site registration will be heavily discouraged and a $20 on site registration fee will be added.
  3. Shuttle bus. The Hyatt provides a shuttle bus, but in 2003, Board members complained, the shuttle was very irregular.
  4. Events planned: the Board discussed walking tours, plays, and museum visits. The Board asked Nick to look into group rates for these activities; Thurs. and Sun. would be the best days to offer walking tours and museum visits; though other cultural events could be offered on Fri.
2. Scheduling of panels and events
3. Keynote speaker — Leah Price will give her keynote address on Sat. evening, so caucus receptions and Language and Literature receptions and readings will be on Fri.
4. Receptions and special events. Caucus events need to be announced as open to all, not just caucus constituencies.
  1. A special reception and catering, Thursday was ruled out when prices were considered. The extensive research of Nick Parker on venues might come back into play if the 2009 NEMLA convention (its 40th anniversary) is held in Boston, which we are considering.
  2. Spanish Ministry of Culture — the reading and reception will be on Friday.
  3. Helga Druxes requested that the reception take place before the reading by Milena Moser rather than after. This will take place on Fri. as well.
  4. Caucus breakfasts and events — checks for the women’s caucus breakfast should be made out to NEMLA rather than the Women’s Caucus so that there is no confusion about who should get the checks for the breakfast.
  5. The Board recommended that Zoe Trodd’s panel be scheduled at a time when it doesn’t compete with other panels so that as many people can attend it as practicable. Robert Pinsky has tentatively agreed to present or give a reading, and that event should be scheduled at a time when the most people can attend.
5. Media. Lisa de Tora volunteered at the Spring business meeting to help with media. She reported that she has connections with the Cambridge Hyatt and may be able to help bargain down the prices of media equipment. President Tokarczyk agreed to contact her.
6. Second panel requests. All second panel requests that were not already granted on the basis of underrepresentation were denied. The Board wants to see what happens this year to attendance when panels are limited. GLBT Caucus leader Michael Schiavi expressed concern that roundtables were not pedagogically a good strategy; E.D. McQuail differed, saying that if the papers could be read beforehand, by being posted on a web site listed in the convention program, for instance, a roundtable could be effective. The Board recommended that more definite guidelines be given for roundtables.
Committees
1. President’s report on the formation of committees. The Executive Director recommended that committees be formed in order to help the Executive Director with work.
  1. Book Award — Board members will be a de facto committee and find readers for manuscripts in their fields after an initial screening.
  2. Program Committee for 2005 convention. The Executive Director will initially schedule panels and the Caucus and Language Directors, as well as officers, will look over and help to make adjustments.
  3. MLS Committee
    
    Laura Niesen de Abruna needs to be replaced on MLS Board
  4. Possible new committees:
    1. Comparisons with other Regionals: in order to make things fair, NEMLA needs to establish an award that is British oriented (in contrast to the American Antiquarian Association), and support for scholars in the Languages. E.D. McQuail suggested that the British/American directors look into the Paul Mellon Center for the Study of British Art, institutions in Canada, and similar places, to find an institution that would be willing to work with NEMLA in establishing a fellowship. SCMLA has numerous awards. It would be helpful to have a committee that would do comparisons between different regionals. ? compiled comparative data among the regionals, and NEMLA is in range with other organizations as far as membership and registration rates. E.D. McQuail would like the MLA to offer an option (perhaps for a reduced rate) to combine MLA membership with membership in a regional affiliate. (Language directors could also seek sponsorship from those especially with whom we already have a relationship, like the Spanish Ministry of Culture and the Swiss Consulate. For French, perhaps the Canadian province of Quebec. For Italian?
      
      Other regionals seem to be having problems with attendance at panels. NEMLA has a special relationship with the Pacific Conference on Ancient Languages which we need to advertise. Relationships with other regionals should be explored.
    2. Membership committee — The following questions were raised: Who should have access to member database? If WEB masters will be responsible for this, should they receive more compensation (E.D. McQuail noted how much work the Webmasters do as the organization grows to rely more and more on internet applications, and Marilyn Rye suggested that perhaps the E.D. gradually increase compensation until the Webmasters have a stipend position)? Does the Executive Director have enough time to be responsible for regulation of membership database? The President agreed to keep backups of the various Excel lists of membership and subscribers to MLS.
    3. Publicity Committee — need for publicizing the annual convention, the journal, and the organization. Nick Parker, the local representative, was informed of the need to provide local coverage of the NEMLA convention in Cambridge. Board members agreed to work on sale of ads for MLS. Selling membership info from those members who agree to release preference information to publishers and marketers of educational materials is another possibilty for income. Board members also agreed to contact local universities with informational materials regarding the convention in order to attract graduate students and tenure track faculty and potential NEMLA members. NEMLA Bylaws don’t require that auditors need to register for the convention or join, but participants in the convention must be NEMLA members and preregister for the convention.
    4. Revive Committee on Professional Standards — the Board agreed to look over this section of the handbook, and to see how COPS relates to the newly forming Part Time/Adjunct caucus.
Nov. Newsletter

E.D. McQuail reported that Web master Elizabeth Abele offered to help with the newsletter.
2007 Convention Venue — Buffalo or Baltimore?
1. 2007 venue seems to be decided as Baltimore
2. 2008 venue — still being decided, but the Board agreed that NEMLA’s northern members, especially those in Canada, receive consideration in choosing a venue.
Such other matters
1. Credit card acceptance via the WEB (Acteva). NEMLA signed on to Acteva which will allow members to register and join using a credit card or filling in a form online and sending a check in later made payable to Acteva. The Board agreed to consider adjusting membership rates for 2006 to take into account Acteva fees after giving the system a try. Members will still be able to print out a form from the Web page and send it in directlys to the E.D. with a check at no extra charge. Jason Haslam, one of our Webmasters, has designed a much shorter form using Acrobat which can be accessed from the Web page. The membership form is already online and the combined form should be up shortly. E.D. McQuail must edit out references to and charges for an opening reception from all the various Acteva forms (a different form must be created for each option: full time, part time, late full time, etc.), but then the Acteva page will be linked to the NEMLA web page.
Search for Next Executive Director

E.D. McQuail recommended that NEMLA be professionalized; that the organization look into establishing a permanent office and a salary for some officers. The Executive Director bears a lot of responsibility, and if a single Executive Director buckled under pressure the organization would be in a lot of trouble. President Tokarczyk recommended that the search for an Executive Director be started early on in the tenure of the present Executive Director.