ALLC Committee Meeting 210700

Association for Literary and Linguistic Computing Committee
Minutes of Committee meeting, June 2001
Minutes of the Committee meeting held at the Torch Club, New York University on Tuesday June 12th, 2001 at 14.00

Present: Harold Short (Chair), Lisa Lena Opas-Hanninen (Secretary), Jean Anderson, Elisabeth Burr, Marilyn Deegan, Paul Fortier, Espen Ore and Michael Sperberg-McQueen
The Chair opened the meeting at 14.06 and suggested the following changes to the agenda: in item11a TEI update and a discussion on the Busa Committee should be added; item 9 a) should be dealt with immediately, as should part of item 8. These changes were made to the agenda.
9a.   Conference 2001
Lorna Hughes welcomed the Committee to New York and reported that everything is running smoothly. A total of 298 participants pre-registered for the conference, many of whom seem to be new to the conference. She also reported that she had received some corporate sponsorship for the conference, notably in the form of a reception funded by CISCO Systems. New York University decided internally to waive the conference fee for presenters from Eastern Europe, thus enabling more of them to participate.

The Committee expressed its thanks to Lorna for all her efforts.
8.   Communications of the Association
Marilyn Deegan introduced Simon Horobin, one of the two new Reviews Editors for the Journal.

1.   Attendance
Apologies for absence were received from John Dawson, David Holmes, Laszlo Hunyadi, David Robey, Thomas Rommel and Antonio Zampolli.

The Committee wishes to express its condolences to David Robey on the recent bereavement that prevented his attending the conference.
2.   Minutes and Matters Arising
Minutes: the Secretary noted that she had in fact received an apology for absence from Espen Ore for the December meeting and had inadvertently failed to include him in the list.

Item 7: It was noted that Steve DeRose's name was misspelt.

Item 8: It should be clarified that the 8000 GBP allocated to King's covers work both on the Archive and on the website.

Item 16, second paragraph: "(see item 11)" should be inserted after "The road map meeting..."

Item 17: It was noted that the year the protocol was changed to its present form is probably not correct and should be changed.
Matters Arising: Item 6: Conference abstracts and database: It was noted that the postgraduate student at King's has started work on this.

Archives: The Chair reported that the King's Archivist has made some progress on this. A postgraduate will be employed over the summer to catalogue material.

Publicity: It was noted that the leaflet has now been printed, as has the subscription form.

The Committee wishes to thank Louise Heininck for her efforts on this.

The Committee decided that we should now start a drive to send it to conferences. The Secretary will coordinate this and keep a list of all conferences and other places to which it has been sent. Committee members are asked to inform her of where it could be sent so that she can see to it, or alternatively to inform her where they have taken it/sent it.

Item 7
Concerning item 6a (which was discussed at this point in December), it was noted that the Committee had decided to offer the normal support for officers to Simon Horobin and Edward Vanhoutte, the Reviews Editors, towards their attendance at the annual conferences.

3.   Chair's Report

The Chair noted that he had written up a report which was distributed and that most items in the report would be discussed later during the meeting.

The question was raised whether the Chair's Report should also go into the Journal. After discussion it was agreed that the final issue of the Journal in each year would include the Chair's Report in addition to the treasurer's report and the minutes of the Annual General Meeting.

The Chair also noted that the postgraduate at King's will deal with compiling an email list of Association members.

4.   Secretary's Report
The Secretary noted that she had not yet received a list of Association members. Marilyn Deegan said that she had the list and would pass it to the Secretary.

The subscriptions are down again, at a rate similar to previous years. This seems to reflect the general funding problems of universities and cutbacks in library funding.

It was discussed and decided that we need to have a membership drive and that in the first instance we could approach people who have been to the conference but were not members.

Marilyn Deegan noted that student subscriptions to the journal were apparently not being calculated into membership numbers. The Committee felt that they should be.

The Secretary also asked again for help concerning information on Honorary Members. Michael Sperberg-McQueen agreed to ask for information on Joan Smith and Harold Short agreed to ask for the same from Roy Wisbey and John Roper.

5.   Treasurer's Report
The Treasurer distributed her report and noted that the finances are in a healthy state and income is fairly steady regardless of a small loss of membership. She then explained all accounts in detail and they are attached to the minutes.

6.   Election of Officers
Paul Fortier took the Chair for the duration of this item.

Harold Short was nominated and unanimously elected Chair.
Lisa Lena Opas-Hanninen was nominated and unanimously elected Secretary.
Jean Anderson was nominated and unanimously elected Treasurer.

7.   Elections of Committee Members
The Chair will review the conference proceedings and their publication with Allen Renear. Revision of the Constitution is still underway.
The Committee members whose term ends this year are: David Holmes, Laszlo Hunyadi and David Robey. David Holmes has indicated that he wishes to step down.

Elisabeth Burr, Laszlo Hunyadi and David Robey were nominated and unanimously elected for the term ending 2004.

A coffee break was held between 3.37 and 4.00

8.   Communications of the Association
Journal: Marilyn Deegan reported that all is going well with the Journal. Owing to the large number of good papers on offer in those years when the ALLC-ACH conference is in Europe and the risk of running over the budgeted amount of pages, OUP has suggested that we think about a 5th issue in those years.

Paul Fortier thanked Jean Anderson and the Glasgow team for an efficient job in getting the conference papers out in the Journal. Jean Anderson wished to acknowledge Paul Fortier's important role in the selection of papers.

It was agreed that Marilyn Deegan discuss with OUP about overrunning the page limit in ALLC-ACH conference years and the Association possibly paying for this.

It was also discussed that we might want to keep track of who has published in the last 5 years in the Journal and how many of them have been members, in an effort to push up membership.

Marilyn Deegan noted that she would like to return to the question of a new Editorial Board by email with the Committee when she has a final suggestion for the complete Board. It was agreed that the Committee could be on the Editorial Board and identified as Committee members.

Marilyn Deegan also reported that the journal will be available in electronic format as of January 2002.

Website: Harold Short presented the suggestion for the new website, in particular some new additions to it. The Committee section of the website has protocols and other information of specific interest to the Committee and the public section explains the various schemes to the membership.

It was agreed that there could be some kind of brief explanation of the Journal on the ALLC website and then a link to the OUP site.

Committee members were asked to do three things:

Check the website and comment on the design and structure of it, as well as on the content.

Check the information on themselves on the website and make sure it is up-to-date.

Look at the Committee website and see what is there making a note of what else could/should be put there.

9.   Conferences
Since 2001 had been dealt with earlier, the conference 2002 was discussed. It was noted that David Robey would be Chair of the Programme Committee.

The focus of the conference would be looking particularly at the future of Humanities Computing. The idea of the road map was discussed and it was decided that the road map meeting should be held in conjunction with the mid-year Committee meeting.

The Chair reported that Antonio Zampolli has started to make contacts with people in funding bodies with the view to organizing a round table on funding in Tuebingen.

10.   Conference Protocol
This had been discussed at the December meeting. the idea was simply to change the protocol to reflect custom and practice rather than to make any other changes to it.

This year's Programme Committee had been asked to monitor how they felt things were going and these experiences could be used to feed into the work of next year's Committee.

The issue of poster reviews was discussed. It was decided that a few people should be asked to look into the recommendations of this year's Programme Committee and the discussions from the December meeting and to work with nominated ACH members to make recommendations for possible changes to practice and the protocol.

11.   Association Initiatives
TEI: Michael Sperberg-McQueen reported that the membership policy has been changed. Membership is no longer restricted to non-profit organizations and individuals can also join.

Harold Short reported that Antonio Zampolli was pleased with the progress of the TEI. He is happy to continue as our representative. It was also suggested that the Association consider joining and paying the dues.

Busa Award: The Chair expressed his thanks to the outgoing Busa Award Committee for their work. He noted that we now need to appoint 3 members for the next Committee. The protocol for the Busa Award is on the Committee part of the website and there is now information on the Award and its recipients on the public section of the website.

Bursaries: The Chair noted that the names of this year's recipients are on the new website and the scheme seems to be going well.

Workshops: It was agreed that Marilyn Deegan, Lisa Lena Opas-Hanninen and Espen Ore will sort out an application protocol for this.

Postgraduate prize: It was decided that this should be renamed the Student Prize and then we should define what is meant by 'student'. It was also agreed that Jean Anderson, Elisabeth Burr, Marilyn Deegan and Lisa Lena Opas-Hanninen will work on this.

Project support programme: It was confirmed that we need to appoint a scrutiny panel to monitor this. It was also agreed that all Committee members should review the suggestions that have been written up so far so that this can be discussed further.

ACO-HUM follow-up: It was agreed that we need to look at this and reflect on what might be done to bring this up to date. It was also agreed that this would be done in the first instance by those Committee members who were active within the original scheme.

12.   Any Other Business
It was agreed that the Secretary will sort out the time and place for the next mid-year meeting.

It was decided that the ALLC members of the Programme Committee for 2001 would be: David Robey (Chair), Elisabeth Burr, Laszlo Hunyadi and Michael Sperberg-McQueen.

It was decided that the ALLC members on the Busa Award Committee 2004 would be Lisa Lena Opas-Hanninen, Espen Ore and one more person to be appointed by the Executive within the next few days.

A motion was made to elect John Burrows Honorary Member, but due to lack of time this could not be discussed.

The meeting closed at 5:30 pm.

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Association for Literary and Linguistic Computing Committee Minutes of Committee meeting, June 2001 Minutes of the Committee meeting held at the Torch Club, New York University on Tuesday June 12th, 2001 at 14.00 Present: Harold Short (Chair), Lisa Lena Opas-Hanninen (Secretary), Jean Anderson, Elisabeth Burr, Marilyn Deegan, Paul Fortier, Espen Ore and Michael Sperberg-McQueen The Chair opened the meeting at 14.06 and suggested the following changes to the agenda: in item11a TEI update and a discussion on the Busa Committee should be added; item 9 a) should be dealt with immediately, as should part of item 8. These changes were made to the agenda. 9a. Conference 2001 Lorna Hughes welcomed the Committee to New York and reported that everything is running smoothly. A total of 298 participants pre-registered for the conference, many of whom seem to be new to the conference. She also reported that she had received some corporate sponsorship for the conference, notably in the form of a reception funded by CISCO Systems. New York University decided internally to waive the conference fee for presenters from Eastern Europe, thus enabling more of them to participate. The Committee expressed its thanks to Lorna for all her efforts. 8. Communications of the Association Marilyn Deegan introduced Simon Horobin, one of the two new Reviews Editors for the Journal. 1. Attendance Apologies for absence were received from John Dawson, David Holmes, Laszlo Hunyadi, David Robey, Thomas Rommel and Antonio Zampolli. The Committee wishes to express its condolences to David Robey on the recent bereavement that prevented his attending the conference. 2. Minutes and Matters Arising Minutes: the Secretary noted that she had in fact received an apology for absence from Espen Ore for the December meeting and had inadvertently failed to include him in the list. Item 7: It was noted that Steve DeRose's name was misspelt. Item 8: It should be clarified that the 8000 GBP allocated to King's covers work both on the Archive and on the website. Item 16, second paragraph: "(see item 11)" should be inserted after "The road map meeting..." Item 17: It was noted that the year the protocol was changed to its present form is probably not correct and should be changed. Matters Arising: Item 6: Conference abstracts and database: It was noted that the postgraduate student at King's has started work on this. Archives: The Chair reported that the King's Archivist has made some progress on this. A postgraduate will be employed over the summer to catalogue material. Publicity: It was noted that the leaflet has now been printed, as has the subscription form. The Committee wishes to thank Louise Heininck for her efforts on this. The Committee decided that we should now start a drive to send it to conferences. The Secretary will coordinate this and keep a list of all conferences and other places to which it has been sent. Committee members are asked to inform her of where it could be sent so that she can see to it, or alternatively to inform her where they have taken it/sent it. Item 7 Concerning item 6a (which was discussed at this point in December), it was noted that the Committee had decided to offer the normal support for officers to Simon Horobin and Edward Vanhoutte, the Reviews Editors, towards their attendance at the annual conferences. 3. Chair's Report The Chair noted that he had written up a report which was distributed and that most items in the report would be discussed later during the meeting. The question was raised whether the Chair's Report should also go into the Journal. After discussion it was agreed that the final issue of the Journal in each year would include the Chair's Report in addition to the treasurer's report and the minutes of the Annual General Meeting. The Chair also noted that the postgraduate at King's will deal with compiling an email list of Association members. 4. Secretary's Report The Secretary noted that she had not yet received a list of Association members. Marilyn Deegan said that she had the list and would pass it to the Secretary. The subscriptions are down again, at a rate similar to previous years. This seems to reflect the general funding problems of universities and cutbacks in library funding. It was discussed and decided that we need to have a membership drive and that in the first instance we could approach people who have been to the conference but were not members. Marilyn Deegan noted that student subscriptions to the journal were apparently not being calculated into membership numbers. The Committee felt that they should be. The Secretary also asked again for help concerning information on Honorary Members. Michael Sperberg-McQueen agreed to ask for information on Joan Smith and Harold Short agreed to ask for the same from Roy Wisbey and John Roper. 5. Treasurer's Report The Treasurer distributed her report and noted that the finances are in a healthy state and income is fairly steady regardless of a small loss of membership. She then explained all accounts in detail and they are attached to the minutes. 6. Election of Officers Paul Fortier took the Chair for the duration of this item. Harold Short was nominated and unanimously elected Chair. Lisa Lena Opas-Hanninen was nominated and unanimously elected Secretary. Jean Anderson was nominated and unanimously elected Treasurer. 7. Elections of Committee Members The Chair will review the conference proceedings and their publication with Allen Renear. Revision of the Constitution is still underway. The Committee members whose term ends this year are: David Holmes, Laszlo Hunyadi and David Robey. David Holmes has indicated that he wishes to step down. Elisabeth Burr, Laszlo Hunyadi and David Robey were nominated and unanimously elected for the term ending 2004. A coffee break was held between 3.37 and 4.00 8. Communications of the Association Journal: Marilyn Deegan reported that all is going well with the Journal. Owing to the large number of good papers on offer in those years when the ALLC-ACH conference is in Europe and the risk of running over the budgeted amount of pages, OUP has suggested that we think about a 5th issue in those years. Paul Fortier thanked Jean Anderson and the Glasgow team for an efficient job in getting the conference papers out in the Journal. Jean Anderson wished to acknowledge Paul Fortier's important role in the selection of papers. It was agreed that Marilyn Deegan discuss with OUP about overrunning the page limit in ALLC-ACH conference years and the Association possibly paying for this. It was also discussed that we might want to keep track of who has published in the last 5 years in the Journal and how many of them have been members, in an effort to push up membership. Marilyn Deegan noted that she would like to return to the question of a new Editorial Board by email with the Committee when she has a final suggestion for the complete Board. It was agreed that the Committee could be on the Editorial Board and identified as Committee members. Marilyn Deegan also reported that the journal will be available in electronic format as of January 2002. Website: Harold Short presented the suggestion for the new website, in particular some new additions to it. The Committee section of the website has protocols and other information of specific interest to the Committee and the public section explains the various schemes to the membership. It was agreed that there could be some kind of brief explanation of the Journal on the ALLC website and then a link to the OUP site. Committee members were asked to do three things: Check the website and comment on the design and structure of it, as well as on the content. Check the information on themselves on the website and make sure it is up-to-date. Look at the Committee website and see what is there making a note of what else could/should be put there. 9. Conferences Since 2001 had been dealt with earlier, the conference 2002 was discussed. It was noted that David Robey would be Chair of the Programme Committee. The focus of the conference would be looking particularly at the future of Humanities Computing. The idea of the road map was discussed and it was decided that the road map meeting should be held in conjunction with the mid-year Committee meeting. The Chair reported that Antonio Zampolli has started to make contacts with people in funding bodies with the view to organizing a round table on funding in Tuebingen. 10. Conference Protocol This had been discussed at the December meeting. the idea was simply to change the protocol to reflect custom and practice rather than to make any other changes to it. This year's Programme Committee had been asked to monitor how they felt things were going and these experiences could be used to feed into the work of next year's Committee. The issue of poster reviews was discussed. It was decided that a few people should be asked to look into the recommendations of this year's Programme Committee and the discussions from the December meeting and to work with nominated ACH members to make recommendations for possible changes to practice and the protocol. 11. Association Initiatives TEI: Michael Sperberg-McQueen reported that the membership policy has been changed. Membership is no longer restricted to non-profit organizations and individuals can also join. Harold Short reported that Antonio Zampolli was pleased with the progress of the TEI. He is happy to continue as our representative. It was also suggested that the Association consider joining and paying the dues. Busa Award: The Chair expressed his thanks to the outgoing Busa Award Committee for their work. He noted that we now need to appoint 3 members for the next Committee. The protocol for the Busa Award is on the Committee part of the website and there is now information on the Award and its recipients on the public section of the website. Bursaries: The Chair noted that the names of this year's recipients are on the new website and the scheme seems to be going well. Workshops: It was agreed that Marilyn Deegan, Lisa Lena Opas-Hanninen and Espen Ore will sort out an application protocol for this. Postgraduate prize: It was decided that this should be renamed the Student Prize and then we should define what is meant by 'student'. It was also agreed that Jean Anderson, Elisabeth Burr, Marilyn Deegan and Lisa Lena Opas-Hanninen will work on this. Project support programme: It was confirmed that we need to appoint a scrutiny panel to monitor this. It was also agreed that all Committee members should review the suggestions that have been written up so far so that this can be discussed further. ACO-HUM follow-up: It was agreed that we need to look at this and reflect on what might be done to bring this up to date. It was also agreed that this would be done in the first instance by those Committee members who were active within the original scheme. 12. Any Other Business It was agreed that the Secretary will sort out the time and place for the next mid-year meeting. It was decided that the ALLC members of the Programme Committee for 2001 would be: David Robey (Chair), Elisabeth Burr, Laszlo Hunyadi and Michael Sperberg-McQueen. It was decided that the ALLC members on the Busa Award Committee 2004 would be Lisa Lena Opas-Hanninen, Espen Ore and one more person to be appointed by the Executive within the next few days. A motion was made to elect John Burrows Honorary Member, but due to lack of time this could not be discussed. The meeting closed at 5:30 pm.
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