03/12/02 th BAAL EC Minutes – September 11 2002 – 2pm Prior to the meeting, we considered worldwide events in view of the date of the meeting. Apologies Ben Rampton, Julia Gillen, Anne Ife and Pauline Rea Dickins Present Mike Baynham, Greg Myers, David Barton, Gabrielle Hogan-Brun, Theo van Leuwen, Virpi Ylanne-McEwen, Srikant Sarangi, Paul Thompson, James Simpson, Eddie Williams, Constant Leung, Deirdre Martin, Frances Rock (minutes) [Throughout these minutes, those present are referred to by first name except when the reference relates to action points – Initials are used instead to denote people tied to an action point. Therefore if you want to check what someone said during the meeting you can search for their first name and if you want to check what someone agreed to do you can search for their initials. Incoming posts (such as secretary are referred to as such). Hopefully! Action points which I noted are in capital letters. FR] 1. Appointment of minute-taker Frances took minutes for the duration of the meeting. 2. Minutes The minutes of the previous meeting were agreed – it was also decided that the minutes of the current meeting would be concise and would only note main points and action points. 3. Matters arising Mike hasn‟t yet contacted Guy Cook about the ESRC virtual college but will speak to him during the conference. James pointed out that AILA review is not given to PG members of BAAL – this will be discussed under regionalisation. All other matters will be discussed as part of the agenda. 4. Reports from officers 4a. Chair’s Report Making nominations to ESRC Committees. Janet Maybin has contacted Mike to let him know that she is on one of the panels. We put forward four names for panels but haven‟t heard anything We had moderate success in writing to newspapers about Modern Languages teaching. The Academy for the Social Sciences – Ron Carter has been accepted as an academician having been nominated by BAAL. Michael Halliday has been nominated for an AILA Gold Medal – We had nominated him . We sponsored two nominees for the AILA solidarity funds through BAAL, Benjamin (who knows his full name and base?) and Edrinnie Kayambazinthu (Chancellor College, University of Malawi) (these awards support AILA conference attendance). 4b. Secretary’s report Greg has been very involved in preparing for elections over the summer. As the amendment to 2-year terms is considered this year it seems only fair to invite ordinary members who are standing this year to apply only for one year. Next year they can reapply and people can stand for 2-year terms – Therefore 5 ordinary members will be elected this year – The text of the amendment has been circulated as necessary in BAAL News. Some specific vacancies were briefly discussed. 4c. Treasurer’s report Constant thanked Eddie for his help going through the figures. Constant talked through his pre-circulated figures – the reserve is healthy – Conference money makes the reserve look deceptively large as Cardiff has not been paid yet – however there have been slight gains since last year‟s figures. The rise in membership subscription has made up somewhat for the loss of the OUP funding for posting. Dovetail have doubled their fees for the conference – roughly 9000 pounds goes on fees and postage. Dovetail accounts lumps together accounts for conference and membership money. Srikant described some problems with the way Dovetail have organised things this year. He suggests spending at the local organising end rather than spending on Dovetail. This will be discussed further under the meetings report. Constant recommended keeping the total conference bill under 10000 for the whole conference [Note from FR - ?Is this figure correct?] Paul pointed out that it has also been difficult to budget for Dovetail because they do not bill in advance. Last year‟s conference generated rather a lot of money – 11874 – Although PT pointed out that around 9000 had been given to Dovetail to fees – Nonetheless this is still an impressive margin – In conjunction with the summer school the total amount raised has been around 3000 ACTION: CL TO CHECK DETAILS AILA representation of 1003 pounds is a new item – There was some discussion of whether this representation at AILA normally happens or not. Constant‟s figures will be presented at the meeting as provisional because they are as yet to go to the accountant (this is routine). Continuum have sent a remittance advice but the amount has not entered BAAL‟s account. The amount is 853.05. ACTION: CL TO CHASE AND REPORT TO AGM Newsletter and publications costs were discussed – it could be that we have been saving money here without realising – This should be checked. ACTION: SS AND CL TO LIAISE ABOUT OUTGOINGS. ACTION: MORE DETAILED ACCOUNTS FOR THE SEPTEMBER EC MEETING THAN FOR THE AGM MIGHT BE USEFUL – CL TO CONSIDER. Paul queried whether we have got back to the amount of reserves we used to have before we began employing Dovetail. 4d. Publications secretary Srikant reported that the BAAL Book prize has gone smoothly: Mike and Julia have been involved as subcommittee, and Anne Senior from the School of Education in Leeds gave administrative support. The annual proceedings were sent to Dovetail but were returned – Srikant was under the impression that the mailing should be sent from Dovetail. Deirdre pointed out that this should indeed be part of Dovetail‟s duties. ACTION: SS TO CHASE AND CHECK APPROPRIATE DISPATCH POINT WITH DOVETAIL– IT SEEMS THAT THEY SHOULD BE SENT TO CARDIFF AS THE MAILING IS NOW DISPATCHED FROM CAERPHILLY – SS AND VM TO LIAISE. ACTION: IN FUTURE THE PUBLICATIONS SECRETARY SHOULD CHECK WITH THE NEWSLETTER EDITOR ABOUT WHERE THE PROCEEDINGS SHOULD GO. Srikant pointed out that Continuum should have finalised a 5-year contract by now. It was not clear whose responsibility this should be. ACTION: INCOMING SECRETARY – TO CHECK AND PURSUE A 5-YEAR CONTRACT WITH CONTINUUM. Financial position – Continuum ask for camera ready copy – this means a lot of work and time is needed to prepare and does not allow an opportunity for proofing with the current submission deadlines. PT explained the implications of camera-ready copy – Continuum require cameraready copy by April which seems rather early and places a demand on the local organisers. PT pointed out that in the past a third-party was paid to edit the publications (Cambridge) – He suggested that this should happen again at Cardiff although he had prepared the CRC himself. Greg pointed out that this was agreed when the Continuum contract was first negotiated. – Each year‟s editor should find someone to prepare the camera-ready copy. ACTION: LOCAL ORGANISERS TO ARRANGE SUB-CONTRACTING OF PREPARATION OF CAMERA-READY COPY Only 50% of conference appears in the proceeding additionally the conference is growing. There was some discussion of the number of papers in past publications and of the possibility of putting items on the web which is becoming more prestigious. The presence of the editorial board was noted as having raised the profile of the publication. The BAAL name on the cover may detract from that status. Issues of „quality‟ and „reputation‟ of the publication were discussed. ACTION: INCOMING COMMITTEE TO CONSIDER EXPANDING THE PROCEEDINGS, IF THIS IS FINANCIALLY VIABLE – THIS IS A GOOD SERVICE FOR PRESENTERS, PARTICULARLY POSTGRADUATES – STANDARDS MUST BE MAINTAINED Srikant pointed out that all contributors are not necessarily members of BAAL – BAAL should ensure that all contributors get a copy. As the membership system has been changed so that all conference attendees automatically become members there should be no problems in future. the new Reviews Editor is Sarah Lawson from Cardiff University. 4e. Meetings secretary The local meeting Wendy Lewis was welcomed to the meeting. Srikant invited questions from the floor. Around 276 participants are registered for Cardiff including around 10 studentships and invited speakers – this is the highest attendance ever. There are more publishers than last year, 14, instead of 11. Dovetail have done the registration, and Cardiff have done local organisation, badges etc. Some particular problems and queries were mentioned (e.g.) issues with PowerPoint. Student volunteers have been found – these are, in fact, mostly colleagues, rather than students – they have prepared a rota to ensure that the enquiry desk is staffed – They have also produced the abstract book etc. As thanks, their conference fee has been waived and they will be able to come to meals etc. The conference book is very detailed which should reduce the need for volunteers to be so busy. Srikant, Deirdre and Wendy discussed local arrangements re rooms, car parking, day registration, programming, posters, facilities for Dovetail, notice boards, helpdesk, refreshments, Conference dinner, photocopying, the poster prize. Multilingual Matters are sponsoring the reception for the BAAL Book Prize on Thursday. New features: All „BAAL Book Prize‟-nominated books will be displayed, 9 ongoing funded project posters will be included, arrangements for PowerPoint presentations have been made in advance, the Applied Linguistics Journal meeting will take place during one lunch time at no extra cost to them, the SIG will have a business meeting, there is a conference bag, Multilingual Matters are sponsoring the reception for the BAAL Book Prize on Thursday. Deirdre felt that we had previously agreed to allow poster presenters to make a brief 2-3 minute presentation so that they can get funding from institutions etc. Srikant said this has not been incorporated this year, Greg suggested that those people who need to make presentations could be allowed to, others should not speak in this way – This is not running alongside much else – Deirdre invited volunteers for a committee to select a winner of the poster prize. General issues Deirdre drew attention to her report which is comprised of „questions‟ and „answers‟ (see report). Deirdre pointed out there have been some communication problems with notifying potential presenters of acceptance of their papers. Summer schools have been uncoupled from the conference for financial, organisational and pedagogical reasons. Over the last three years there seems to have been a drop in the number of abstracts submitted for selection to the conference (see table in report). However, there are more colloquia proposals being submitted, which carry several abstracts for papers. So it is likely that, overall, there hasn't been a drop in the number of abstracts being submitted. Deirdre proposed posting details of accepted papers on the web site rather than notifying every individual by email/post – people will still need to confirm (some people don‟t do this anyway). Deirdre proposed that people must be asked to confirm and register by a given deadline. This would avoid people pulling out last-minute as 6 people have done this year. Pulling out has caused problems - the conference programme is now wrong, even though Srikant had held off getting it published for as long as possible. Srikant supported Deirdre‟s suggestion of insisting on advance registration. Srikant suggested a reserve list of conference presenters who could be invited ACTION: DM TO NOTIFY PRESENTERS OF THEIR SUCCESS IN THE COMPETITION IN 2003 WITH A VIEW TO RATIONALISING THE WORKLOAD. ACTION: MB (AS LOCAL ORGANISER, LEEDS 2003) AND DM TO NOTIFY SUCCESSFUL APPLICANTS THAT THEY MUST REGISTER BY A DEADLINE – REMINDERS SHOULD BE SENT THE SPEAKERS SHORTLY BEFORE THE DEADLINE. ACTION: AT THE CONFERENCE AFTER LEEDS (I.E. 2004) BOTH DEADLINES (I.E. POSTERS AND PAPERS) WOULD BE END OF MARCH, RATHER THAN HAVING A LATER DEADLINE FOR POSTERS – AGREED IN PRINCIPLE. ACTION: THE LOCAL ORGANISATION OF FUTURE CONFERENCES MAY HAVE SOME PROFESSIONAL INPUT – TO BE DISCUSSED BY DM AND LOCAL ORGANISER. 4f. Membership secretary Gabrielle talked through her report. We have introduced higher membership fees as agreed at previous EC meetings and AGM. The number of overall BAAL members has gone up, but there has been a drop in reduced-rate members. It is not clear whether this is due to falling students numbers. Jeanie will from now on list students separately on her database for us to be able to trace this in future.' Supporting membership has been introduced and people have been alerted that this is tax deductible – Gabrielle pointed out that there has not been a conclusion about what should be done with the money – the use of this money was discussed – Constant pointed out that it is currently only 80 pounds as there are only 4 supporting members. He also pointed out that it has been agreed that this money should not be used for the routine running of BAAL. Constant pointed out that we might get more supporting members in future. Srikant proposed that each officer should check future minutes. Greg pointed out that in previous meetings this has already been decided – these funds should be used for student bursaries and scholarships and to overseas academics with particular needs – A fund will be set up and these monies will be in addition to existing bursaries or scholarships. AILA review – we now have copies but the renewal and distribution is problematic. ACTION: GABRIELLE TO IMPOSE A DEADLINE ON BAAL MEMBERS FOR REQUESTING MEMBERSHIP. Some members are unhappy with providing proof of ID and status when they apply for membership. ACTION: PT AND VYM TO REMOVE REQUEST FOR PROOF OF AGE/STAGUS FROM WEB SITE AND BAAL NEWS RESPECTIVELY. We need to add to the Dovetail Contract to insist that Jeanie subscribes new members to the BAAL Mail list. ACTION: GABRIELLE TO LIAISE WITH INCOMING SECRETARY TO ENSURE THAT THIS IS SPECIFIED IT IS ON THE EXISTING CONTRACT AS “MANAGE THE MAILING LIST”. London tourist board asks whether we would like to hold an AILA Conference Costs of membership – Greg circulated the Dovetail account for checking by relevant EC members as a few references to the conference have crept in. 4g. Post-graduate Student Representative Report James talked through his report, mentioning the role of the Post-grad mailing list, the post-grad colloquium and an encouragement to academics to encourage PG students to join BAAL. He described some difficulties with convening the PG colloquium which he mentioned lacked some focus. ACTION: JS - WHEN THERE IS A HANDOVER OF POSTGRAD LIAISON OFFICER THE OUTGOING OFFICER SHOULD PRODUCE A SHEET OF INFORMATION AND SCHEDULE FOR THE INCOMING OFFICER – THIS SHOULD PARTICULARLY ADDRESS THE GENERAL AIMS OF THE SESSION AT THE CONFERENCE. The fact that the post-grad meeting stands outside the conference generally was discussed. ACTION: JS TO ADDRESS THIS POINT ON THE HANDOVER INFORMATION. Conference organisers must be fully aware that they must schedule a colloquium in the programme. ACTION: MEETINGS SECRETARY TO ENSURE THAT EACH CONFERENCE ORGANISER KNOWS THIS, EACH YEAR. James described the possibility of a virtual/online strand to the meeting or as a preconference event. This was discussed – the meeting explored resources, responsibilities for organisation (presumably local organiser?), intended audience (post grads), content (teaching, a conference session), place *whether this is part of the annual meeting), this could run as a BAAL/CUP seminar with a novel format. Constant suggested that this could be combined with Ben‟s „online visit‟ idea – A (distant) academic could be invited to be available online for questions and discussion at particular times ACTION: EC TO EXPLORE THIS IN FUTURE – JS TO DISCUSS WITH 2004 ORGANISER OR PASS ON TO NEW PG REP IF APPLICABLE. 4h. Newsletter editor Virpi discussed her report to the AGM and to the EC meeting. She has sent a message from BAAL mail asking people to nominate themselves as BAAL reviews editor – she had many enquiries and received 2 formal applications – She circulated the details in order for the EC to make a democratic choice of reviews editor and talked through the procedure. Sarah Lawson from Cardiff was selected as News Review editor. David asked whether both could become involved in BAAL somehow – One of the applicants seems to have web experience and could be involved on that side. ACTION: VYM TO THANK BOTH CANDIDATES FOR THEIR APPLICATIONS AND OFFER THE NEWSLETTER EDITOR POSITION TO ONE CANDIDATE AND ASK THE OTHER CANDIDATE TO BECOME INVOLVED WITH WEB WORK – PT AND VYM TO LIAISE AND CONTACT THE CANDIDATES. Virpi has had a request from a former PhD student in Cardiff who is now editing a local journal in her University in Pakistan – She has asked to reprint a Geoff Hall book review from BAAL News. Geoff has already agreed to this. The EC approved the application. ACTION: VIRPI TO REPLY TO HER AGREEING THAT SHE CAN USE THE MATERIAL WITH ACKNOWLEDGEMENT TO THE AUTHOR AND BAAL NEWS. 4i. Web editor Paul reported his plans for updating the website. He suggested that SIGS should update their own parts of the web site – this was discussed. ACTION: PT TO ANNOUNCE THAT SIGS WILL UPDATE THEIR OWN AREAS OF THE BAAL WEB SITE. Paul has created 2 email accounts – He found that this was part of the package that we are already paying to Poptel for the web site – One is for the web editor and one is for conference links for people who want to have conferences advertised on the BAAL web site – He checks these regularly now as part of his post Paul is able to set up additional accounts if anyone needs one for a particular purpose. 5. Reports from reps on other bodies 5a. AILA Ulrike Meinhof is standing for Vice President or Ordinary member – She asked for BAAL backing – Eddie queried how we would formally do this – nomination? Eddie also asked whether we might be asked for this by anyone else in addition. Gabrielle asked for feedback by the end of November to pass on to the meeting she will be attending – ACTION: EXECUTIVE COMMITTEE. 5b. AfSS Theo was not able to attend their meeting but passed on some information to Mike B. He has passed on nominations. ACTION: VM TO ARRANGE A NEWSLETTER ARTICLE ABOUT THE NOMINATIONS AND ACADEMY – TvL WILL SUPPLY THIS/PASS IT ON. MB TO SEND RELEVANT MATERIALS FOR VIRPI. 5c. CLIE Constant reported that there have been 3 meetings this year – the second half of each was an open session with a speaker addressing an important issue. He described these sessions. there has been more contact between CLIE and various Government agencies this year e.g. Key stage 2 literacy contacts. Sue Kitchen, for example came from the regional key stage 3 committee. They also considered the QCA documentation. This has changed discussions but has made for some interesting links. We get info about LAGB and other organisations through CLIE – useful dissemination has taken place. Constant discussed some of this information. Ros Ivanic has been instrumental in making contact with officials. 5d. UCML Anne had submitted a useful report for information (see report). 5e. HEFCE subject centre Mike has been unable to attend their meetings. We had previously discussed inviting them to BAAL meetings regularly and inviting them to the BAAL conference to do something e.g. a panel. He has been in negotiation with them about attendance at Leeds, 2003. ACTION: MB TO PURSUE ATTENDANCE OF HEFCE AT LEEDS 2003. Mike discussed issues of teaching and research in relation to the subject centre. Deirdre pointed out that a summer school could be pursued. 6. annual meeting in Cardiff, 2002 This was discussed earlier due to Wendy Lewis‟ attendance at the meeting. 7. Annual meeting Leeds, 2003 Deirdre said that a venue has been agreed on the main campus in 2 adjacent buildings. Accommodation has already been finalised – a brisk walk or short bus journey from the site. Social organisation, the abstracts book, high local costs, guest speakers, posters, the distribution of colloquia and SIGS to individual papers (it was noted that whilst people might be keen to organise colloquia we should closely monitor whether conference-goers actually want to attend them), novel formats as platforms for discussion were discussed. Local organisation – A unit in Continuing Education in Leeds University might support locally, however this might be moved into the School of Education. The role of the meetings secretary was also discussed – whether the meetings secretary should work on registration. ACTION: FOLLOW UP THE PROVISION OF AN ABSTRACTS BOOK – MB AS LOCAL ORGANISER AND DM. ACTION: MB TO APPROACH STEF SLEMBROUK ABOUT THE WAY SIGS WORKED AT SS2002. ACTION: THE CARDIFF CONFERENCE SHOULD BE ADDRESSED TO CALL FOR VOLUNTEERS TO HOST 2004 CONFERENCE. Discussion of paper-reviewing procedures There had been a complaint about paper reviewing – Greg has looked into this – The reviewing is totally blind. Strands would possibly offer a solution in avoiding weighting in favour of particular areas. The meeting discussed strengths and weaknesses of asking paper proposers to select a strand. We discussed issues around selecting papers and even-handedness. ACTION: IT WAS AGREED THAT NO ACTION WAS REQUIRED. Student registration fees, scholarships and posters James had asked for this point to be discussed – He outlined the background to the point which was that he wanted to be clear about what the scholarships were, how many there are etc. James proposed a reduced-rate registration fee for postgraduates to encourage attendance, even if not presenting. Eddie supported this idea. We discussed ways of making things cheaper for postgraduates – Namely a more reduced registration for students and the possibility of reducing the cost of accommodation (e.g.) by arranging for local PGs to host visiting PGs. We discussed reduced conference registration at length but decided that we should not make a decision about this without a clear idea about costs. He also discussed international scholarships which we will address under 13 on this agenda. ACTION: DM TO ADD THE AMOUNT OF THE SCHOLARSHIPS TO THE BUDGET. ACTION: DM AND LOCAL CONFERENCE ORGANISERS TO LOOK AT THE FEASIBILITY OF OFFERING A REDUCED REGISTRATION PACKAGE FOR STUDENT MEMBERS – HALF-PRICE – THIS WOULD OFFER A GENUINE SAVING TO STUDENTS. ACTION: HOST UNIVERSITY TO PUT INFORMATION ON CHEAP LOCAL ACCOMMODATION ONLINE FOR THOSE POSTGRADS WHO MIGHT WISH TO TAKE IT UP. ACTION: SCHOLARSHIPS TO BE MADE AVAILABLE FOR POSTER PRESENTERS AS WELL AS PAPER PRESENTERS – DM. We discussed how the supporting membership fund should be spent. 8. Constitutional amendment Greg drew attention to the constitutional amendment which has already been circulated. He drafted this in consultation to the EC. Greg also discussed the procedure for elections. One new detail is that co-options would be explained with a reason. 9. BAAL CUP Seminars Frances talked through her report. (See report) 10. SIGS David confirmed that procedures were agreed at the last meeting and have now been distributed in the newsletter. This must now be put in process at the annual meeting. The deadline for SIG proposals must be some time before the December EC meeting so that SIGS can do something at the Leeds EC meeting. This may be a large task or a small task – it all depends on the number of applications. ACTION: INCOMING SECRETARY TO ORGANISE RECEIVING APPLICATIONS. At this point the meeting adjourned for an evening meal. 11. Procedures for choosing whether to support training programmes and postgraduate conferences The meeting discussed the success of the scholarships that have happened in the past at NWCL and the proposal for CamLing, the conference. After some discussion it was decided that CamLing did not have the appeal of NWCL in various respects. It was felt that we should devise criteria for deciding what to fund. ACTION: JS, MB AND EW TO DEVISE SOME CRITERIA AND CIRCULATE THESE AROUND THE EC VIA THE EMAIL LIST. 12. Regionalisation Gabrielle talked us through the document she had prepared on AILA‟s plans for regionalisation. we discussed this – Making point relating to: Potential problems with generalisability of the model which has worked in South Africa, the model has some potential in Baltic areas… We were unsure of what sort of comment would be required by AILA, wanted or not wanted. It was suggested that Gabrielle could present the following at Singapore: things which we do want to happen and do not want to happen; questions about what is intended by the addition of the possible „middle layer‟ between local associations and AILA, a thinking rather than doing document. We discussed what an „international angle‟ would be (ex-Colonial, linguistic, geographical…) and how we might achieve internationalism – practically or theoretically. ACTION: A RESPONSE TO THE PAPER TO AIR AT SINGAPORE WILL BE DRAFTED BY EW AND GHB AND CIRCULATED ON THE EXEC LIST ACTION: GHB TO PUT OUT A CALL FOR NOMINATIONS TO AILA COMMITTEE POSTS – THIS COULD ALSO ADDRESS THE POSSIBILITY THAT 13. A fund for linguistics in places deprived of normal contact with the world We discussed the letter about this idea from Henry Widdowson. We considered: criteria for selection, seeking ongoing funding, broadening the remit of the original letter, looking at wider groups of linguists who have problems with access, what exactly we would be funding, a realistic aim which reflects our location, finances and so on. We discussed a new solidarity award fund at length. Eddie raised the possibility that we could send academics to local conferences rather than bringing them to our conference. We might need to think locally in these matters. We explored: (i) virtual seminars; (ii) the possibility that the money could be used towards local travel; (iii) attendance at events other than the conference (e.g. BAAL/CUP seminar); (iv) an attendee who is nominated by BAAL to appear at the conference and at other British Universities during their visit. ACTION: MB, CL AND PT TO PUT TOGETHER A RPOPOSAL – ULTIMATELY THERE IS THE POSSIBILITY THAT WE COULD HAVE SUPPORTING MEMBERS WHO SUPPORT: (i) BRITISH STUDENTS AND; (ii) DONATING MEMBERS WHO CONTRIBUTE TO AN ACCESS FUND FOR THOSE WHO DO NOT HAVE ACCESS TO THE WORLD IN TWO CATEGORIES: a. THOSE WHO REPRESENT LINGUISTICALLY OPPRESSED MINORITIES AND COME TO TELL US ABOUT THEIR SITUATION b. THOSE WHO ARE HAMPERED IN THEIR LINGUISTIC RESEARCH BY THEIR LOCAL CONDITIONS BUT ARE NOT, THEMSELVES, RESEARCHING THOSE LOCAL CONDITIONS. ACTION: EW TO LOOK INTO NETWORKING (I.E. ACCESS FOR SCHOLARS) BY PUTTING OUT SOME FEELERS. ACTION: MB TO DRAFT AN INTERIM RESPONSE TO HENRY WIDDOWSON.
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