Re: June 2018 EBM Announcement

Transcription

1 Re: June 2018 EBM Announcement To: Directors, Auditor, Chapter Presidents, SIG Coordinators, Conference Co-chairs, Conference Program Chair, Conference Site Chair, Conference Treasurer, Business Manager, FSC Chair, Chapter/SIG Representative Liaisons, Chapter/SIG Treasurer Liaisons, Pub Board Chair, Young Learners Committee Chair, Regional Professional Activities Committee Chair and other invited officers Executive Summary: The June EBM will be held June 2018, in Tsukuba, Ibaraki at Tsukuba International Congress Center (Epochal Tsukuba). Please submit your EBM Attendance Registration Form (see below for details) by 25 May 2018 (Friday). Other deadlines: Power of Attorney form: 13 June 2018 (Wednesday) Hotel reservation changes: 1 June 2018 (Friday) Saturday night party changes: 1 June 2018 (Friday) Travel costs: JALT will reimburse travel expenses for the official Chap/SIG rep and invited national officers. *** For those flying to the meeting, please make your travel reservations as early as possible to make use of significant discounts by LCC airlines or early purchase discounts. Please note that JALT will ONLY reimburse for the lowest cost airfare.*** Chapters and SIGs are free to sponsor additional reps. As below, please let us know ASAP if you need additional hotel rooms. Hotel accommodations: JALT will reserve a hotel room located near the venue for attendees on a first-come first-served basis. Submit your EBM Attendance Registration to Dear Officers, It is my great pleasure to invite you to the second JALT Executive Board Meeting (EBM) of 2018 and the first Ordinary General Meeting (OGM), which will be held in Tsukuba, Ibaraki at Tsukuba International Congress Center (Epochal Tsukuba), June How to register for the EBM: Please use our web-based signup system to register your attendance details

2 (including "Sorry, I can't attend this EBM") for the June EBM. To use the form, please click on As a logged-in officer, you will be able to view the EBM Attendance Registration form, fill out the details, and submit it. Chapter and SIG representatives can also fill in the form to register other officers wishing to attend the meeting as a sponsored guest of their chapter or SIG. After you fill out the requested information and click "Register my EBM attendance information", please check for the confirmatory message that will be sent to you. Deadline! For our planning purposes, please let us know your attendance details by May 25, 2018 (Friday). Feel free to submit the form well before the deadline. Changes If your situation changes after you submit the form, please inform Ms. Junko Shirakawa, the JALT Central Office Supervisor, of the new details. You can send Junko-san a message via jco@jalt.org. Letter of Invitation If you need a letter of invitation for the EBM to submit to your school, please contact Ms. Junko Shirakawa at jco@jalt.org or indicate your request in the Comments/Special Circumstances section of the online form. Feedback If you have any comments about the online registration process or encounter problems with the form, please send a message to feedback@jalt.org. Tech Support Also, if you, or another officer in your Chapter or SIG, do not have log in information or are unable to log in for some other reason, please contact Paul Collett, the JALT Webmaster, at collett@jalt.org. For more information Finally, details regarding relevant policies and procedures are appended to this message. Please refer to these policies and procedures as necessary. Speaking for all the Directors, we appreciate your hard work for JALT and are looking forward to seeing you in Tsukuba. Please accept our best wishes for a safe journey to the EBM, and see you in June! With warm regards,

3 Richmond Stroupe JALT President Addendum: June 2018 EBM Details Site: Tsukuba International Congress Center (Epochal Tsukuba) Address: Takezono, Tsukuba-shi, Ibaraki-ken Telephone: Main URL for Tsukuba International Congress Center (Epochal Tsukuba) Tsukuba International Congress Center (Epochal Tsukuba) Access: Map: From Akihabara station : 45 minutes by Tsukuba Express Line From Tsukuba station : 10 minutes on foot Meeting schedule Saturday: Financial Steering Committee Meeting: 09:00-12:00 Location: Conference Room #404 ( 404) Attendees: FSC members EBM: 13:00-17:00 Location: Conference Room #201( 201 Attendees: All members Pre-Conference Planning Committee Meeting: 16:00-18:00 Location: Conference Room #404 ( 404 Attendees: PCPC members Chapter/SIG breakouts: various times, 13:00-17:00 Location: Conference Room #201( 201 Attendees: Chapter/SIG representatives Sunday: Pre-Conference Planning Committee Meeting: 9:00-10:30 Location: Conference Room #404 ( 404 Attendees: PCPC members

4 EBM: 09:00-14:30 Location: Conference Room #201( 201 Attendees: All members OGM: 14:30-15:30 Location: Conference Room #201( 201 Attendees: All members Chapter/SIG breakouts: various times, 09:00-14:30 Location: Conference Room #201( 201 Attendees: Chapter/SIG representatives Accommodations Hotel Grand Shinonome Address: Onozaki, Tsukuba, Ibaraki Telephone: Main URL: Access: Hotel Grand Shinonome is near Tsukuba stations. Map: Hotel Tsukuba Hills (Gakuen Nishi Odori) Address: Higashi-arai, Tsukuba, Ibaraki Telephone: Main URL: Access: Hotel Tsukuba Hills is near Tsukuba International Congress Center. Map: EBM Dinner Party Date: June 16 (Saturday) Time: 18:30 20:30 Location: Bistro Polizza The restaurant is located at Bivi Tsukuba (next to Lawson) Map: Pv Price: 4,000 yen for variety of dishes with drinks (alcoholic and non-alcoholic beverages will be supplied). Vegetarian dishes will be available. IMPORTANT INFORMATION --- YOUR ATTENTION PLEASE!! ---

5 1. Accommodation: Deadline for changes to your reservation: Changes to your room reservation will be accepted by JCO only until 1 June 2018 Friday at 15:00 Extra rooms/nights may be available: If you want to arrive a day early, then let JCO know so that you can be advised as to availability and cost for a hotel room. If you cancel your reservation on or after the deadline for changes above, you will need to pay all associated cancellation fees. JALT will cover the cost for Friday night accommodation for officers who will attend the Financial Steering Committee meeting on Saturday morning or for Saturday night accommodation for the officers who will attend the Pre-Conference Planning Committee meeting on Saturday afternoon. 2. Officers arriving by airplane: Pease note that JALT will ONLY reimburse you for the lowest cost airfare. Please consider using a LCC (Low Cost Carrier) if possible, reserve hayawari discount tickets, or arrange a plane/hotel package to help keep the overall expenses for the EBM within budget. 3. Travel reimbursement: Please remember to get receipts ( or ryoushuusho ) for your travel in the name of "NPO JALT" and turn in an Officer Expense Claim form at the EBM. OEC forms will be available for you at the EBM, or you can download one before the meeting. As JCO reimburses your travel expense through a bank transfer, all officers who have not submitted or updated the relevant bank information need to include a copy of the inside front page of the bank passbook or a readable photocopy of the bank cash card with the submitted Officer Expense Claim form at the EBM. The provision of accurate and exact bank information will help us to ensure prompt reimbursement to your account. Thank you for your understanding and cooperation with this policy. 4. Food Breakfast is included with your hotel accommodation. 5. Party fee: Cancellation for attendance at the party will be accepted only until 1June 2018 (Friday) at 12:00 noon. If you cancel after that time or don't show up for the party, we will still have to charge you for the party fee, because we will be paying the venue for the number of people who made reservations. Thank you for understanding about this policy. Your party fee will be deducted from the amount you have claimed for travel

6 reimbursement. If your travel is less than 4,000 yen or is not covered by JALT, please be prepared to pay the party fee in cash to the JCO Supervisor, Ms. Junko Shirakawa, on the Saturday of the EBM weekend. 6. Eligibility for reimbursement: Please note that expense reimbursements can only be made to officers attending the EBM who are current JALT members in good standing and who are members of the Executive Board (Chapter Presidents and SIG Coordinators or an officially designated representative) or who have been specially invited (appointed officers and committee members). Anyone who is attending on behalf of another officer must be a JALT member in good standing and must be present under a Power of Attorney form (see below), signed by the relevant Chapter President or SIG Coordinator and submitted to JCO in a timely manner. If these conditions are not met, the attendee will not have voting privileges, accommodation will not be paid for, and transportation fees will not be reimbursed. Of course, such attendees are more than welcome to join the EBM and are encouraged to participate actively, outside of voting. Documentation for the EBM Please note that the following documents can be downloaded from the "Officer Resources" section of the JALT website. 1. OEC (Officer Expense Claim): These forms will be available at the meeting as well as by download from the Officer Resources section of the JALT website. 2. JENL (JALT Executive Newsletter): Director of Records, Maiko Nakano, will post a message to the EBM-Net when the JENL is available for download (no later than 1 June 2018). Please note that there will not be any printed copies of the JENL at the EBM, so be sure to bring a paper or digital version of it with you to the meeting. 3. Power of Attorney and ininjo ( 委任状 ): (IMPORTANT!) All Chapters and SIGs who wish to have an individual other than the Chapter President or SIG Coordinator officially represent their group at the EBM need to transfer their voting rights to that person by sending a Power of Attorney form to JCO by 1 June 2018 (Wednesday). The form needs to be signed by the President or Coordinator and sent by postal mail to JCO (address below, instructions are included with the form download). The form is available at

7 Postal address: The Japan Association for Language Teaching, Urban Edge Bldg 5F, Taito, Taito-ku, Tokyo The download also includes an ininjo ( 委任状 )that transfers your vote to the chair of the meeting. GIVEN THE LOGISTICAL CHALLENGES INVOLVED, WE WOULD PREFER YOU SUBMIT THIS FORM, WHICH IS AVAILABLE NOW. 4. Absentee Voting: Voting members of the Executive Board who do not submit the above form will be able to submit an absentee ballot allowing for votes on announced agenda items. When the JENL is published (no later than 1 June 2018), there will be an absentee vote form available. Because we are having some issues with the jalt.org website, the download location of the form will be announced on EBM-net. Please send your absentee votes by postal mail to JCO no later than 13 June (Wednesday). 5. Access to Officer Resources: To get the JALT Executive Newsletter (JENL), view past JENLs, EBM minutes, get Power of Attorney or OEC forms, and much, much more, please visit the Officer Resources section of jalt.org. Login section: Use the "Login" section that appears at the top or on the left side of any jalt.org web page). If you do not know your password, use the "Request New Password" function on the login section: After successful login, the Officer Resources section will be available via a link on the left-hand navigation column. (Note that due to a bug in the system, some officers may not be able to access the Officer Resources section if their membership data is incorrectly listed on the JALT site. If you experience this issue, please contact Ms. Junko Shirakawa at jco@jalt.org. We apologize for any inconvenience here). Thank you very much for your hard work for JALT and for reading this rather lengthy but important message. If you have any questions or comments, please let us know via feedback@jalt.org. With much gratitude for your volunteer efforts and best regards, Richmond Stroupe JALT President