Attending: Kathy Ajisaka (ATJ office), Dan Dewey, Joan Ericson (Past President), Kazumi Hatasa, Noriko Iwasaki, Fumiko Nazikian, Mari Noda (President), Mayumi Oka, Masumi Reade, Susan Schmidt (ATJ office), Stephen Snyder, Motoko Tabuse, Tim Vance (Journal Coordinating Editor), Paul Warnick.
The meeting was called to order by President Noda. The Minutes from the Spring 2008 meeting were approved.
President's Report: President Noda has been working on the new college chapter of the Japanese National Honor Society. The Bridging Scholarship program continues to go well: the project has increased in importance during difficult economic times, and competition for scholarships has increased. Noda represented ATJ and the the Alliance at the annual meeting of the Joint National Committee for Languages in Washington, DC, discussing lobbying efforts for language teaching/study. Issues included the fact that many teachers of foreign languages (including Japanese) are not citizens. Noda also represented ATJ at the ICJLE conference in Pusan, Korea, the largest conference on Japanese language teaching to date. The large number of Japanese learners in Asian countries was the dominant theme at the meeting. K-12 enrollments seem to be suffering in the U.S., while college-level enrollments are up. The next ICJLE will be held in Sydney in summer 2009.
Membership Report: Schmidt reported that membership levels show shifting patterns during the year, with the highest numbers reached in the spring, around 850. ATJ has an ongoing campaign to increase the number of multi-year memberships. The new (in 2008) policy of requiring membership from those who submit proposals to present at the annual Seminar has increased membership numbers. (The previous policy was to require membership of those whose proposals were accepted.) A letter to reviewers of articles for the Journal has also been effective. Letters will be sent at the end of this year promoting membership for writers of recommendation letters for Bridging Scholarships. Ericson suggested sending letters to authors whose articles are accepted for publication in the Journal. Ericson also suggested making announcements about membership at meetings of local associations. She expressed her willingness to work on the memvership issue even after she rotates off the Board in 2009 and suggested that programs at research universities make more effort to urge graduate students in Japanese-language education to join. Schmidt pointed out that outreach programs at larger universities could also offer workshop attendees membership (as University of Pittsburgh is now doing). Nazikian asked whether reminders are sent when membership expires; Schmidt said they were. Iwasaki asked why membership was not required of Journal authors. After discussion of this issue, Ericson moved that authors be asked to become members when their work is accepted for publication. Noda suggested this might appear to be a payment for acceptance. Vance said he would check to see what percentage of authors submitting articles are members. Noda suggested publicizing acceptance rates for the Journal. Hatasa said that because the review process entails the energy of the organization, requiring membership is reasonable. Dewey suggested that acceptance rates be sent to prospective and published authors for use in the review processes. Ericson moved that membership be required of authors submitting articles to the Journal. Tabuse suggested that making acceptance rates public be linked to this requirement. Noda suggested amending the motion to read "all authors" of a paper. Ericson amended her motion to read: "require membership of all authors." The motion was seconded and passed unanimously.
Schmidt reminded the board of a discussion at the Spring 2008 Board meeting about cooperating with AJLS (Association for Japanese Literary Studies) on joint membership in order to increase memberships from literature faculty. She has corresponded with the director of AJLS and will report back. Schmidt said that there have been questions about membership rate differentials for overseas members now that many members are receiving the Newsletter electronically. In fact, sending the Journal and Occasional Papers via overseas airmail justifies the differential.
Financial Report: Financial reports for January through August 2008 were distributed. They show that for that period expenses exceeded income by about $10,000; assets as of August 31 were $89,935 in all accounts. The Endowment Fund currently stands at $23,520. Schmidt assured the Board that ATJ deposits (which are in excess of $100,000) are covered by the FDIC despite the current financial crisis. She also pointed out that because income and outlays are staggered throughout the year, the snapshot of finances on any given date can be quite different. The report breaks down income and expenses into general categories keyed to ATJ's individual accounts. Funds deposited online for membership, Seminar registration, and other purposes remain in that separate account unless manually transferred to another, regular bank account; thus, these figures are separate in the Financial Report. Noda asked whether the difference between January and August balances is significant; Schmidt said that this differential was larger in the previous year and reflects the difference in renewals, receipt of grants, and timing of expenses.
Ericson asked whether the additional capability of online membership renewal has been successful. Schmidt reported that it has been very successful, as has online voting for the officers and board (first used in 2008). Online and credit card membership payments have facilitated renewals despite the fact that they entail a cost to the organization. Schmidt pointed out that the combination of online and onsite registration increased the income received at the Seminar; she also suggested that the Board needs to discuss raising the registration fee for the more expensive Chicago venue of the 2009 Seminar.
Many of the large figures in the budget are connected to the Bridging Project. A University of Pittsburgh subcontract grant added to the ATJ income in this period; ATJ provided student grant subjects for research on language and culture knowledge gains during study abroad. Ericson and Iwasaki suggested that ATJ could publicize its ability to facilitate grants of this kind. Dewey, who authored this grant, said that the study is in progress and that the Bridging Project is a natural collaborator for this sort of research.
Fundraising Report, Part 1: Noda suggested that fundraising is an ongoing challenge for the organization. The report from the task force that began in Atlanta outlines current efforts. Noda said that the Board will need to take action on the proposal for a new category of Corporate Membership. The task force will begin approaching corporations in this connection. Noda pointed out that a capital fund of $2 million to $3 million would be necessary to cover basic expenses of the organization.
Schmidt said that she will compile figures comparing income from memberships and ad sales to expenses for member services and publications. Those figures are roughly in balance, but that budget does not include any staff for the organization. The Bridging Project has paid for ATJ staff up to this point, but the grant no longer covers all salary and benefits for staff. Noda pointed out that the office and the work of the Director are vital to the organization and that ATJ must find a way to continue this position without relying so heavily on outside funding.
Journal Report: Vance said that the most recent issue (April 2008) was the largest in the history of the Journal. This was due in part to the inclusion of many articles from the 2006 ICJLE (hosted by ATJ in New York). A special issue on pedagogy is also due out in Fall 2008. Hiroshi Nara has taken over from Kim Jones as linguistics editor, and Sachiko Matsunaga has taken over from Nada as pedagogy review editor. The number of submissions has increased, and acceptance rates have fallen accordingly. Ericson asked what progress had been made on investigating the potential cost-savings of moving to an optional CD format for the Journal. Vance said that the savings appear to be relatively small but suggested that the option be explored. The Journal is archived on JSTOR after three years. Iwasaki asked whether the Journal could be in a password-protected portion of the ATJ site before the three-year limit. Schmidt said that this was possible but that it was unclear how much use such a site would get in proportion to the difficulties involved in setting up the site and distributing passwords. Schmidt pointed out that JSTOR royalties ($4,958 for 2007) are increasing each year and are a significant offset for Journal expenses. Schmidt suggested that the Journal and Newsletter would benefit from increased ad sales. Noda suggested distributing ad flyers at AAS and ACTFL book exhibits. Hatasa suggested that embedded hotlinks in the online version of the Newsletter could serve as incentives to advertisers; he also suggested that a discounted ad rate might be offered as a benefit of corporate membership. Ericson suggested that publishers with forthcoming projects might be approached directly. Warnick asked whether a complimentary CD sent with the Journal as a temporary measure might help promote a transition to an all-CD format. Vance said that he would investigate the implications. Noda asked for and received the Board's approval for publicizing Journal acceptance rates in the Newsletter.
Website Report: Schmidt reported that a new portion of the website was being developed to solicit donations to the Endowment and also to the Bridging Scholarships. ATJ will send a fundraising mailing to past Bridging Scholarship recipients. The site will also solicit donations to a fund to support professional development projects such as publication of professional papers, research support, etc. Ericson suggested asking former Bridging Scholarship recipients for a report on their experiences and subsequent activities when contacting them for donations. Schmidt asked whether the Board approved of including a list of donors on the website. She also pointed out that the website currently includes links to corporate sites under the rubric of Japan information, though this has not been developed as an advertising opportunity. Ericson suggested adding a "sponsors" list to the site. Ajisaka asked whether a list of Endowment contributors should include lifetime members, whose fees are added to the Endowment. Hatasa pointed out that the AATJ.org e-commerce site is already password-protected and suggested that the Journal could be added. Schmidt said that her discussions with the developer of the site about putting the membership list online suggest that it might be quite complicated. Dewey pointed out that posting articles does not involve the privacy issues posed by posting the membership directory. Schmidt agreed that materials/Journal articles could be added to the members-only section of the site; it was pointed out that membership rolls are constantly in flux, making monitoring of valid passwords an added difficulty. Dewey pointed out that updating the meta-information on the site more regularly might make the site more easily navigable. Vance suggested that if the Journal goes to online publication, the CD option for the Journal should probably be eliminated. Reade said she felt that rather than decreasing membership rates for those who download, rates should be increased for those who choose to continue to receive the Journal in hard copy.
Bridging Project Report: Schmidt said that the Project has been a successful one, and that it has also allowed ATJ to have a stable staff. About 800 scholarships (about 100 per year) have been awarded. The funding has come in large part from AIG, Lehman Brothers, Morgan Stanley, Goldman Sacks, and Citigroup. Thus, the current financial crisis will probably affect the future of the Project. Money from the Freeman Foundation will also be affected. Schmidt and colleagues at the US-Japan Bridging Foundation (which solicits and manages donations to the scholarship fund) have been approaching Japanese companies, companies in the high-tech sector, and others, so far without much success. She pointed out that the ATJ office can provide support for any Board members who can identify development opportunities in their own region. Schmidt pointed out that connections from alums to the corporations where they are now employed could be particularly useful. Warnick suggested a systematic effort to contact companies that participate in the Boston Career Forum or similar events.
JNHS-CC Report: Ajisaka outlined some of the issues relating to selection criteria for JNHS membership, including finding appropriate equivalents for heritage learners. Sponsors for membership have to be ATJ members. Ajisaka pointed out that the current deadline for applications is complicated by differentials among school schedules, and it may need revision. She also asked the Board to consider whether the charter fee should be a one-time payment or would be paid on an annual basis when new students were nominated. The Board suggested setting a rolling deadline for submission of applications, allowing a four-week processing period for applications before graduation date at the institution. Ajisaka asked whether the charter fee should be annual. The Board suggested that it should; perhaps one fee for a new charter and a smaller fee for a re-charter could be considered. Noda suggested an express handling surcharge for institutions that ask for a shorter processing period. Tabuse asked whether students entering with AP or heritage credit could become members before their final year. Ericson noted that the intent is to recognize college-level study and achievement, thus the requirement for advanced work for students entering at a higher level. Reade pointed out that limiting the award to graduating seniors would eliminate the problem of students meeting the criteria earlier and then falling below the thresholds before graduation. Oka pointed out that the certificates presented at graduation were greatly appreciated by the students and the graduates; the suggestion was made that for an additional fee, pins or cords could be added on the model of NCJLT. The Board suggested looking into additional emblems of recognition (cords, $7; pins, $3) for future years. Winter graduation should also be included in the application process. Noda said that the Board needs to create a design for the seal to be included on the certificate; Reade volunteered to look into designing a seal.
Seminar Committee Report: Dewey announced that the call for papers for the 2009 Seminar went out in early September but that few submissions have been received thus far. (The deadline is October 30.) The committee has various questions about the role of SIGs in submission and vetting of SIG-linked proposals. Another question that has arisen concerns the number of proposals an individual can submit, specifically relating to multi-authored papers. Warnick suggested that all proposals be submitted to the Seminar Committee, with input from the SIGs requested in the course of vetting; he also pointed out that last year's committee decided to limit submissions to one per individual regardless of whether the individual is first or second author on the paper. Thus, any one person could not be on the program twice but would be asked to choose which proposal to submit. Warnick also supported the idea of allowing SIGs to have one dedicated panel, with more allotted as space allows. Hatasa pointed out that SIG-related submissions tend to be organized as panels. Schmidt said that in past years SIGs have been accorded shorter, lunchtime slots for SIG-related panels, but the consensus now is that a lunch break should be left open. She also pointed out that some SIGs meet on Friday evening and do not want dedicated panels for the Thursday Seminar. Dewey asked whether an informal venue for SIG meetings could be allowed and how that would be accomplished. The distinction was made between informal SIG business or discussion sessions and formal, SIG-sponsored Seminar panels. Oka asked about arrangements for and expenses associated with AV equipment for Seminar sessions. Schmidt explained that the current registration fee covers this expense at least partially, and that all panels are now AV-equipped. Dewey asked how we decide whether SIG proposals are official or ad hoc; Noda suggested that SIGs are not always aware as a group of the nature of submissions. Dewey suggested that the website for proposals needs to offer a way of identifying potential SIG affiliation. The selection committee can then group appropriate proposals around SIG-related themes. Dewey asked whether acceptance should be guaranteed for an official SIG-sponsored panel, and the consensus was that they should be, but that the Program Committee should still vet all proposals. Up to this point, SIGs have been proposing panels through the same process as general members; this allows SIGs to vet their own panels prior to submission, but necessitates a somewhat later deadline to allow them to perform the vetting process. The discussion was summarized by Noda: the process for submitting and vetting SIG-related panels will be essentially the same as for all other proposals and will proceed through the Seminar Committee, but SIGs will be notified early in the process to allow them to assist in the vetting of SIG-related proposals that come in. Iwasaki suggested that assuring SIG members were involved in the process could facilitate the review process, but Warnick pointed out that this could create conflicts of interest. The Board agreed that the Committee would adhere to a policy of one presentation per person.
Schmidt proposed a higher registration fee for the Seminar this year: $25 for regular members, $15 for students, and $30 for on-site registration. This represents a $10 increase, necessitated by increased costs associated with the Chicago venue. Schmidt reported that Stephen Miller, the coordinator of the Classical SIG, would like to organize a border-crossing panel including Chicago-based teachers of Latin, Greek, and Sanskrit and has asked the Board to consider funding honoraria ($100 per) for three presenters. The Board agreed that these guests could be invited with Seminar fees waived, but that it could not provide honoraria. Iwasaki reported that a reception for members at the Consul General's Japan Information Center had been proposed and asked whether there should be a keynote speaker at both the Seminar Session and at the reception or just at the reception. The Board agreed there should be just one keynote and that it be part of the Seminar. Noda suggested that a speech at the reception should be less formal. The suggestion was made that a performance be substituted for a keynote speech. Hatasa said that the rakugo performer Yanagiya Sankyo would be willing to come to Chicago at this time and a performance could be arranged. Dewey reported that the Committee is also considering a talk by Beate Sirota Gordon for the program. Ericson asked whether it would be feasible to do both—a keynote speech (Gordon) at the Seminar and the rakugo performance at the Consul General's. Noda proposed switching the order and charging admission (thus off-setting costs) for the rakugo performance at the hotel and having Beate Gordon speak at the Consulate. It was agreed to discuss this further by email after the availability of the performer and of Mrs. Gordon was confirmed.
Bylaws Revision Committee Report: Warnick reported for the Bylaws revision committee explaining that the document presented is a draft for discussion and does not even express complete consensus within the Committee. The Committee reviewed the Mission Statement and the officer structure specifically. The proposed revision to the Mission Statement attempts to differentiate the role of ATJ from that of other organizations. Warnick reported that there was some opposition on the committee to the revised Mission Statement because it might appear exclusive or unwelcoming to secondary school teachers and others. Noda wondered whether the proposed statement could be amended to suggest support for people employed in K-12 but studying at the university level. Warnick suggested that the proposed revision reflects the fact there are two organizations with complementary missions. Noda said the Bylaws revision of 2002 with a designated K-12 position on the Board was moving toward a more open membership between the two organizations, but that in practice the two memberships have gravitated to one or the other organization according to the member's employment. The fact is, however, that many language-pedagogy members have overlapping affiliations. Noda feels that it makes sense to have a clear Mission Statement that reflects what the organization does. Warnick suggested that a clear Mission Statement is vital to fundraising efforts. Hatasa concurred that a Mission Statement should accurately reflect the actual circumstances and function of the organization. Schmidt requested that the words "non-profit" and "non-political" be restored to the draft of the revised Mission Statement. Revised wording for the draft Statement was proposed and recorded by Warnick, as follows:
"The Association of Teachers of Japanese is an international, non-profit, non-political organization of individuals and institutions seeking to promote the study of Japanese language, linguistics, literature, culture, and pedagogy, primarily at the college or university level. The Association fosters professional development and the exchange of research and seeks to coordinate its activities with related organizations to promote Japanese studies."
Warnick introduced proposed changes to the Bylaws. In addition to minor changes, substantial revisions are being proposed to the officer structure in response to a feeling that the one-year term for the presidency has made it difficult to establish continuity in organization and fundraising and may, at some point, create a shortage of suitable candidates for the office. An informal poll of past presidents showed that some felt that the current system is fine, while others agreed that it presented problems. Options for revision proposed going back to a three-year term or (the option being proposed) a two-year term with two executive vice presidents who may or may not ascend to the presidency and an overlap year for both the incoming and outgoing presidents. Other proposed changes to the Bylaws would reflect this proposed change. There is consensus that the smaller nine-member board adopted in 2002 has been a success.
Discussion ensued about the proposed structure, length of term, and role of proposed vice presidents. Noda wondered whether creating the layer of "Executive Councilor" positions would duplicate the advisory function of the Board. She also suggested that a two-year term with the possibility of reelection would allow the president to tackle larger issues and develop continuity of fund-raising relationships. Ericson suggested that the new need for an emphasis on fundraising might necessitate a new structure for officer positions. Warnick pointed out the presidential training is now largely the function of the Administrative Director, who also provides continuity for the office and organization. Noda suggested that the outgoing members of the Board might serve as an informal advisory group to the president. Snyder suggested that a two-year reelection cycle could create awkward elections for a president in mid-administration. Noda said that perhaps a three-year term would make more sense to avoid the reelection process. The outgoing president could also serve in an advisory capacity for the incoming president.
Schmidt said that a shorter turnover cycle for the presidency tends to leave her in the position of being the face of the organization, which has some advantages but is also problematic to the extent that she is not an elected officer. She feels that being able to work with one person for a period longer than one year would be advantageous in terms of providing continuity for a variety of activities. Hatasa asked whether there are potential dangers involved in concentrating executive power for a longer period of time. It was pointed out that the Board retains the decision-making function within the organization. Noda observed that the Board was approaching a consensus around the following revisions: no new "councilor" position; third-year Board members would serve informally as an advisory group to the president; the term for the presidency would be increased to three years with no possibility of reelection; a president would be elected in the Spring (as at present) but would be installed during the Fall Board meeting after a six-month "training" period. It was also suggested that past service on the Board should be a requirement for nomination to the Presidency, but it was agreed that this need not be codified in the Bylaws. Warnick asked that the Board decide the wording of the dissolution clause proposed for the Bylaws revision. Noda asked the Board whether it wants to revisit the specifications in Article IV, Section 2, that positions on the Board be reserved for specific categories and disciplines. Schmidt suggested a vaguer wording allowing the nominating committee more discretion but charging them with creating diversity of fields. The role of the Board member who represents pre-colege teachers was discussed, and the Board agreed that this designation should continue, though the wording of the provision in the Bylaws might be reconsidered. The suggestion was made that NCJLT be consulted more closely in the process of identifying candidates for this position.
Oka pointed out that the name of the organization itself does not reflect that reality of the mission or membership, since it seems to limit the purpose of the organization to the support of those who teach Japanese language. Noda pointed out that the name of the organization is a historical relic. A name change, however, is not a practical possibility. Noda suggested putting a descriptive subtitle on the website.
Nominations Committee Report: The Committee met between morning and afternoon Board sessions and began collecting names for the slate of candidates to run for office in 2009; names for the literature slate are still needed, preferably those who attend AJLS regularly. Suggestions for candidates for president were also solicited and considered.
Fundraising Report, Part 2: Noda requested that the Board consider approving proposed guidelines for corporate sponsorship so that fundraising efforts can begin immediately. Tabuse asked why corporations other than publishers would want to sponsor ATJ. Proposed guidelines include suggestions for donations at the "annual membership" level and "permanent membership/sponsorship." Schmidt reported that a representative from the Japan Times came to the March seminar and expressed interest in corporate membership. Mention in the Journal and on the website would be a possible benefit of memvership/sponsorship. Hatasa pointed out that advertisements might be easier to promote to corporations. Benefits of corporate membership should be clearly spelled out in solicitation materials. The fundraising taskforce will revisit its guidelines in light of these suggestions.
Alliance Report: A report by Schmidt was distributed that outlines the history of the Alliance over the last 10 years and proposes issues to be considered in deciding the future of the joint organization and its relationship to its constituent members (ATJ and NCJLT), as well as the relationship between the constituent member organizations. Schmidt reported that the major grant that funds the Alliance, and primarily its staff, has been reduced by about half during the last decade. Questions for the future that must be answered are posed in the report, and several possible scenarios for the future are outlined: they include dissolving the Alliance, improving collaboration between NCJLT and ATJ and better defining the Alliance's mission, and reorganizing the field into a single organization (rather than two membership organizations and one linking umbrella organization).
Reorganization Task Force Proposed: A discussion held jointly with the members of the NCJLT Board about the future of the Alliance and relations among ATJ, NCJLT, and the Alliance resulted in a proposal, which was approved, that a task force be formed to investigate the possibility of a merger into a single field-wide organization. ATJ President Noda and NCJLT President Karla Vescovi were charged with appointing members of the task force, who would represent both ATJ and NCJLT. Board members were asked to submit nominations to Noda or Vescovi by October 15; the task force will be appointed by November 1 and will report at the Board's next meeting.
Respectfuly submitted,
Stephen Snyder
(Approved by the Board at its
March 2009 meeting)