Board Members Present: President Matt Lessig, State University of New York, Cortland; Natalie Edwards, Wagner College, French Languages and Literature Director; First Vice President, Rita Bode, Trent University; Past President Carine Mardorossian, University at Buffalo, Simona Wright, The College of New Jersey, Italian Language and Literatures Director; Laurence Roth, Susquehanna University, Modern Language Studies editor; Grace Wetzel, University of South Carolina, Graduate Caucus Representative; Donald Gagnon, Western Connecticut State University, LGBTQ Caucus Director; Nilgun Anadolu-Okur, Temple University, Comparative Languages and Literatures Director, Monica Leoni, University of Waterloo, Spanish/Portuguese Languages and Literatures Director; Elizabeth Anderman, CAITY Representative, University of Colorado-Boulder; Helga Druxes, Williams College, German Language and Literature Director; Robert Lougy, Pennsylvania State University, American/British Literature Director; Jason Haslam, Dalhousie University, American/British Literature Director; Barbara Mabee, Past Second Vice President. Non-Board members present: Executive Director Elizabeth Abele, SUNY Nassau Community College; Johanna Rossi Wagner, Rutgers University, Recorder.
Not Present: Jennifer Harris, Mount Allison University, Popular Culture Director; Lisa Perdigao, Florida Institute of Technology, Women’s Caucus Director
Meeting Minutes
President Matt Lessig calls the meeting to order at 10:33 am.
I. Approval of October 2007 Board minutes
Motion to approve the minutes by Elizabeth Anderman; seconded by Helga Druxes; minutes approved.
II. Executive Director Report, Elizabeth Abele
1. 2008 Convention Report:
A. The E.D. remarks about the record-breaking convention size this year with 900 rooms booked a number that was not adversely affected by the implementation of a roomshare board, which was a success. In addition to the record size, the conference also introduces the seminar format and a poster session that can run next year if successful. The E.D. mentions that the MLA delegate assembly did discuss issues of Academic Freedom and asked if NeMLA needs to approach this with special roundtables or alternate formats. Summarizes other newly implemented ideas: lunch breakouts, more Graduate assistants, strategic food ordering. This year has been easier and the E.D. will look to streamline other processes for next time like the use of Acteva to simplify receipts.
B. Panel Scheduling
The E.D. notes that deadlines were looser this year because of the later convention date, but next year's convention Feb 26-Mar 1 might require earlier abstract submission deadlines.
2. Auditors
The E.D. notes that per the by-laws auditors do not need to pay to attend, but this may have been implemented at a time when not a lot of services were involved with the convention. Mentions that there are a lot of people who are not presenting but who pay for the full registration. This year, though it was not required, it was suggested that these non-presenters register and pay an auditor fee of $10 to cover the cost of the program and nametag. Last year there were approximately 20-30 auditors which is not a large number but we might consider amending the bylaws.
Discussion about Auditor Issue: Three issues on the table 1) Distinguishing between local community attendees and family members and professional attendees, 2) the fee amount, and 3) policing this. After discussion it was decided that those local non-participating attendees and guests within a 25 mile radius are encouraged to attend but must at least register and pay a $10 fee if they would like the program and name tag. Those non-participating professional attendees should pay the membership fee and the $10 auditor fee as they are taking advantage of NeMLA's services. For those professional attendees there will be a choice in the drop-down menu upon registration and the late fees will be waived for such attendees. There is not a way to police this, but the numbers are small. Motion to add the policy to the by-laws made by Simona Wright; seconded by Barbara Mabee; motion approved.
Matt Lessig makes two clarifications to the late fee bylaw language: that the $10 late fee for registration after December 1st be changed to $25. Motion to make change made by Simona Wright; seconded by Helga Druxes; motion approved, and that the phrase "convention participants" should be stricken as it seems to include people who are neither presenting or chairing. Motion made to strike the clause by Simona Wright; seconded by Jason Haslam; motion approved.
3. Graduate Assistants
The E.D. notes that the number of assistants was increased to 8 this year, in addition to the graduate assistants managing the website and newsletter. Jennifer Harris specifically worked with an assistant for media and she will be trouble-shooting in Jen’s absence during the Convention.
4.Surveys w/ Survey Monkey
The E.D. states that there are 300 participating in elections, which is more than previous years, and using Survey Monkey acts as a promotional tool as people express interest. This year there is also a chair report that went out asking about the sessions and also the desire to propose a session for Boston.
4. Finances
The E.D. announces that NeMLA has non-profit status in New York this year and hopefully it will be possible to acquire it for Massachusetts. States that the revenue is the same as the goal was to break even but also increase services to members. There is a surplus but better systems need to be implemented and the E.D. will work with the Executive Board on this. There will be an accountant in place this summer to produce quarterly reports to the Executive Board and members of the Finance Committee.
Simona Wright inquires about how much support MLS receives and opens a discussion regarding NeMLA supporting publications such as Italian Studies, which she edits. The E.D. responds that MLS currently does not receive funds from NeMLA aside from postage last year and support for the subscription person. The discussion addresses Simona's concerns about paying out of pocket for the publication of a journal as well as the E.D.'s question about how does NeMLA want to spend money. The directors of other languages agree that it would be good to have support for language publications aside from MLS and that paying out of pocket should be avoided. Laurence Roth brings up the fact that funding more journals can be expensive. The possibility of an online journal is discussed as well and agreed to as a possibility for languages, which would not diminish from MLS contributors. Robert Lougy notes he would prefer publications without contributor fees. Discussion follows about a formal proposal for a journal in any language to be presented to the Executive Council for negotiations to include language supporting language journals, the encouragement of seeking external support in addition to NeMLA funding, and the possibility to begin online journals. Motion to encourage the Executive Director to negotiate with NeMLA Foreign Language Studies for journal support made by Elizabeth Anderman; seconded by Laurence Roth; motion approved.
Returning to budget concerns, Matt Lessig asks the E.D. where the surplus is. The E.D. states that there was in increase in food, keynote and fellowship costs, she adds that we have an increase in applications for fellowships, but only 3 applications for the Newberry Fellowship and only one of these from a NeMLA member. Should we continue or would it be better to give these independently, do the Newberry and American Antiquarian Society fellowships still have value? Rita Bode notes that we do not promote these and perhaps we would get more if we did. Jason Haslam is in favor of the American Antiquarian Society Fellowships.
5. 2009 Convention Boston
The E.D. states that the 40th anniversary posters are printed and going out to all departments in the Northeast and Canada. So far there are 10 proposals and only 8 of our former Presidents expressed interest in participating. The E.D. goes on to say that there may be fewer breakouts next year and asked about the possibility of a Thursday luncheon.
6. Future Convention Sites
The E.D. opens up discussion on the 2011-2012 venues. She reports that she has been looking at both Princeton and Harrisburg. She adds that the best airports are in places that we cannot have conventions: NY is too expensive at $300 plus breakout room, and in NY participation will not be high. The survey of last 2yr's attendees was not too enthusiastic about Baltimore. Jason Haslam notes that it could have been the hotel overflow issue. Elizabeth Anderman adds that participants did not go to the Harbor. Matt Lessig notes that the participants felt the rates were expensive for Baltimore on the survey. The survey showed that Boston and Cambridge were popular, but the Cambridge hotel had negative comments. The E.D. mentions that Princeton's Hyatt is in an office park that serves 2 airports which make it good for participants flying in, but it is isolated and to go anywhere guests will have to arrange for a shuttle. Helga Druxes asks if we thought about Providence as an alternative. The E.D. mentioned that Providence would make the convention north three years in a row and went on to say that she likes Harrisburg which is a nice place where there is the riverfront park, it is close to the station and there are a lot of dining options close by for various budgets. Laurence Roth agrees and adds that in the last 10 years Harrisburg has been developed and there are a lot of cultural things to do, you can get around easily and the airport quick and simple as well as brand new. There are direct flights into Harrisburg and it is also an International airport. Robert Lougy notes that there may be a lack of University support. The E.D. agrees that support from Graduate Programs is an issue, (PSU maybe), but there are enough undergraduate institutions that would be willing to support the convention. It would also be easier for PSU students to come and it is close to Philadelphia, and Dickinson has a few Graduate programs as well. Laurence Roth adds that Susquehanna would be willing to help and possibly Bucknell and Gettysburg. Carine Mardorossian notes that Pittsburgh was successful. Matt Lessig agrees that Pittsburgh has a great airport. The E.D. adds that she can get some quotes for Pittsburgh, but that Philadelphia is getting more expensive. Simona Wright agrees with Harrisburg which is between both Philadelphia and Pittsburgh. Rita Bode adds that going to a cheaper venue after Montreal is a good idea. Jason Haslam asks if Harrisburg has a history of hosting academic conventions and also asks if there is concern about getting speakers. The E.D. and Laurence Roth state that Harrisburg hosts many large conventions. Elizabeth Anderman states that there will be a draw for speakers from Philadelphia. Laurence Roth adds that there are many creative writing programs nearby. Rita Bode adds that there is a possibility of an Eco criticism speaker from Bucknell. It was agreed that Harrisburg is the top candidate for the 2011 convention venue.
III. Officer and Committee Reports
1. President's Report, Matt Lessig
The President opens the report with a mention of how fortunate we are to have Carine Mardorossian in Buffalo to arrange for speakers.
A. Amendment to bylaws to formal arrangement to MLS
President suggests that the committee be eliminated and the Editor with the Board will consult about this, currently there is not a formal letter of agreement. Instead of the committee we will substitute the entire Board. Carine Mardorossian asks if we are keeping committees. President clarifies that only the nominating committee will remain. President asks to take this as a bulk proposal and vote. The specific changes to the bylaws include a striking of subheading B. Modern Language Studies Committee under Section VI. Standing Committees; a striking of language associated to the Committee in subheading B. The Executive Director under Section VIII. Duties of Officers and Council Members; a striking of Editors under that same Section VIII subheading H as well as language associated to the Committee; striking of Executive Council language in Section IX. Modern Language Studies. Motion to accept the amendments to the by-laws made by Elizabeth Anderman; seconded by Barbara Mabee; motion approved.
B. MLS Editor
President asks Board of we need more explicit statement regarding the appointment of Editor or clarification about the process. Is there something within Susquehanna that makes this clear, if so then this phrase is sufficient. It was agreed that there was.
2. First Vice President's Report, Rita Bode
A. 40th Anniversary Boston
First VP mentions that Boston University has had some individual departments in support of the convention. We are looking at exploring high profile writers. The letters have been sent to past Presidents and Executive Directors and we have eight responses which are very enthusiastic and they are encouraging participation and speaking to faculty.
B. Executive Director
First Vice President asks the E.D. to leave the meeting for the Board to discuss the reappointment of the Executive Director position. The term is for three years and we would ask Elizabeth Abele for another three years. If she is not willing or we don't approve then we need to start looking. She is interested and I am asking for Board approval to take her to 2012. Helga Druxes states her support and adds that Elizabeth Abele is diplomatic and efficient and the increase in conference attendance alone supports it. Laurence Roth agrees that it has been a pleasure to work with her. Grace Wetzel agrees as well and adds that Elizabeth Abele has opened up opportunities for Graduate Student participation. Motion to approve Elizabeth Abele as Executive Director for an additional three-year term to 2012 made by Helga Druxes; seconded my Laurence Roth; motion approved. The E.D. is asked to join the meeting once again and accepts the reappointment.
3. Second Vice President's Report, Barbara Mabee
A. Summer Fellowships 2008
Second VP mentions that there was a great summer fellowship committee and a strong group of submissions. There were 8 fellowships of $1000 and 4 honorable mentions of $400. The 2nd VP asks to have it formally announced on the website.
B. Board Positions and Vacancies
Board positions that are vacant in 2009-2010:
American/ British Director (preference for American)
Second Vice President
Popular Culture Director
Comparative/World Literatures Director
Adds that Matt Lessig and Simona Wright are on the nomination committee. 2nd VP mentions that there are already 3 nominations for Comparative/World Literatures Director and 2 for American British Director. There has not yet been interest in the Second Vice President.
4. Past President’s Report, Carine Mardorossian
A. Buffalo Convention
Past President mentions that she helped line up the speakers for the event and also people to introduce them. There was some funding from UB English Department which is why there are also on campus events. The Past President adds that the UB grad students came through for the registration table and that there will be a poster session with UB English grad students.
B. Book Award and Best MLS Essay Award
Past President raises the issue of the Book Award if it should be revived and what are the specific award details and then opens the discussion for the MLS Essay Award. Mentions that NeMLA wanted to recognize scholarship but this does not mean only for a best book in a year or best essay in MLS – it does not have to be one award. Past President asks what models other institutions have and adds that the Book Award has not attracted submissions. Discussion of the following issues resumes: 1) timing of process we have for the Book Award 2) the specifications of the award if it is to include a press arrangement or not 3) the possibility of an alternative for unpublished manuscript or already published manuscript award. Elizabeth Anderman asks if the essay process is more closely related to this process and opens discussion on essay awards as well.
Discussion on Essay Awards
Following Elizabeth Anderman’s suggestion the following issues are discussed: 1) The possibility of having a series of 3 essay awards: 1) MLS selected article, 2) Best published article in an journal English, 3) Best published in a journal Languages. There is the suggestion of the series instead of the Book Award, but then it was decided that the Book Award should remain. Elizabeth Abele suggests that having multiple awards would be healthy for membership. Robert Lougy notes that this may be a lot of reading and Jason Haslam adds that it would be in addition to the Caucus awards. Laurence Roth mentions that he is less in support of the series if we want to support the Caucus awards. Matt Lessig states that these awards should be given to essays coming from work presented at NeMLA. Don Gagnon asks if prize winners would be restricted from other prizes.
Book Award Discussion Resumed
Discussion resumes about the Book Award. Robert Lougy asks if other regional MLA offer Book Awards and Carine Mardorossian answers that SaMLA does. He goes on to question the service it does to our members and adds that the previous manuscripts have been weak. Elizabeth Anderman suggests offering a Best Book Award in three years. Jason Haslam replies that it would be too much as 900 come out this year, then another 900. Rita Bode suggests that NeMLA should recognize scholarship at all levels and that the possibility of publication with Farleigh Dickenson can be left open. Past President adds that NeMLA does not need to have a relationship to a publisher. Discussion begins about who the award would help either in support for tenure or First book prizes and Laurence Roth suggests replacing the award with First Book Award would not necessarily limit. Matt Lessig clarifies that we are looking to 1) Maintain modified version of current award with focus of trying to assist untenured faculty (we probably want to limit any suggestion or reference to this being published in a particular press) or 2) Get rid of it and do First Book Award. Simona Wright brings up NeMLA’s role, should it be as publishing house readers or should it be in support of already published works. Past President adds to this mentioning that publishing houses rely on people like us. Grace Wetzel asks if a NeMLA stamp of approval would help a Jr Faculty member and Jason Haslam replies that it does as it shows academic recognition. He adds that the problem with the manuscript award is that we haven’t seen any worthy of vetting for publication let alone the best of those. Past President suggests that NeMLA needs to publicize the award more. Nilgun Anadolu-Okur suggests a committee. Matt Lessig brings up the monetary award, should there be on or not. Laurence Roth says that he could see MLS without money. Matt Lessig asks if we want to separate publishing from the awards or any obligation to a press thus if it is already accepted elsewhere we simply give our stamp of approval. Robert Lougy suggests that NeMLA would still be successful without a Book Award. Past President says that it does the members good and also it helps NeMLA. Motion to keep the Book Award but to create a committee to discuss further made by Matt Lessig; seconded by Laurence Roth; motion approved.
5. MLS Report, Laurence Roth
The Bylaw changes were already made during the President’s Report. The Printer is taking longer and did not print until March (it was to be mid February), but it is ok to push the deadlines back as we are getting a great deal. We have 1179 subscription orders and foreign subscriptions increased.
6. Language Director Reports
A. American Director, Jason Haslam
Mentions that earlier periods are not well represented but there was an increase in number of panels by 1/3. The E.D. adds that there are a lot more Canadian panels.
B. British Director, Robert Lougy
There were 29 panels: 5 Victorian, 3 Medieval, there were18th Century Romantic, Dickens, Shaw, Joyce, Tolkien, Milton, Postcolonial and Irish literature panels
C. Italian Director, Simona Wright
The panel topics have expanded including the role of the intellectual in Italy, teaching. The 30th Italian Studies was published and a few of the awardees for travel grants were doing work in Italian studies.
D. Spanish Director, Monica Leoni
There is a lack of 19th Century panels but this year there is a roundtable and special event.
E. German, Helga Druxes
The German section does well with 3 double sessions and 17 regular sessions. The earlier periods have had an okay representation. There were 3 travel awards granted to scholars in German. Mentions a possibility for an author with whom she has a good relationship for Boston Convention.
F. French Director, Natalie Edwards
There are 15 panels which is better than last year and there is a range of centuries, Francophone, pedagogy, film and cultural studies. There is a weakness when it comes to Medieval and Renaissance Literatures. This year there is the Special Theatre event.
G. Comparative / World Literatures Director, Nilgun Anadolu-Okur
There are 19 sessions this year and seminar submission is increasing.
H. Popular Culture, Elizabeth Abele on behalf of Jen Harris
Notes that there should be a per panelist fee for future media requests.
I. Women's Caucus Representative, Carine Mardorossian for Lisa Perdigao
There are 8 panels, 1 roundtable Mommy Lit, the numbers are down. The Woman’s Caucus is starting a newsletter which will increase visibility as well as a best essay award.
J. Graduate Caucus Representative, Grace Wetzel
Graduate Caucus has been working on the newsletter and an email to increase participation. The Travel awards help with participation. There were 34 Travel grants and 133 submissions. Perhaps these should be limited to those not getting funding from their institutions.
The roomshare board was a success with 95 users 47 messages and overall 10% of NeMLA members were being helped out by the service, which was a secure online system.
K. Gay, Lesbian, Bisexual, Transsexual, and Queer Caucus Representative, Don Gagnon
Presence was doubled this year from 6 to 12 panels. He requests help from everyone to diversify the conference. Brings up issue of recipient who received both the Graduate and GLBTQ caucus essay awards which resulted in choosing an alternate choice, but he suggests that a rule might be specified about simultaneous submissions. Grace Wetzel adds that the Caucuses just need to communicate the winners to each other before notifying. It was decided that Caucus reps should contact Don to continue the conversation about this issue via email.
The caucus is interested in co-sponsoring a speaker if anyone is interested for Boston.
L. Independent Scholar/2yr Caucus, Elizabeth Anderman
This is a new Caucus with the first CAITY essay award. This is a growing process. The meeting will hopefully recruit people to participate. There is interest in starting travel awards for the next conference. The panel representation struggles but will we see.
The E.D. states that the bylaws of the CAITY Caucus require that a formal representative begin a 3year term to start next year, but asks if we need another year to elect a representative? Matt Lessig asks what the requirements are. The E.D. states that the aucus has to demonstrate that they are a constituency and that they meet and elect. It was approved in the fall for formal election in the spring. They should still hold officer elections but not the representative to the Board. Motion made to reappoint Elizabeth Anderman for another year term as CAITY Caucus Representative made by Matt Lessig; seconded by Nilgun Anadolu-Okur; motion approved.
Motion made to Elect a committee to construct a proposal for the CAITY Caucus to present to the Board in the fall to elect a Board Representative in the spring made by Matt Lessing; seconded by Nilgun Andolu-Okur; motion approved.
M. 2nd Panel Policy
Motion made to form a committee dealing with second panel proposals made by Jason Haslam; seconded by Matt Lessig; motion approved.
Matt Lessig proposes that this be an Ad hoc committee for next year that can look to change into a standing committee for the following year. The E.D. will select possible 2nd panels to send to the committee for approval. Asks for volunteers for the committee which will be via email for a report by the October 15th meeting: Jason Haslam, Barbara Mabee, Don Gagnon.
IV. Final Points of Business
Travel grants need to be given out to the awardees by Board members, please see if any are in your section that you can hand out.
The next convention will require very quick turnaround time. Please think now about your board sponsored sessions. There is not a lot of time.
Motion to adjourn made by Robert Lougy; seconded by Matt Lessig; motion approved, meeting adjourns 3:29 pm.