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PREFACE TO THE STANDING ORDERS
Upon becoming President of ASLCS in 1992, I learned many of the business practices and policies of prior Executive Committees had been passed along from year to year only by word of mouth. In most situations, word of mouth would suffice but in hard or ambiguous cases it did not. Faced with a difficult issue, Presidents and Executive Committees often spent valuable time finding someone who remembered how a question had been previously addressed and why. The system of Standing Orders was conceived to solve this problem.
The Bylaws are the Society’s constitution. Standing Orders bear the same relationship to our Bylaws as statutory law does to a constitution; i.e., they are a written body of policy continuing in force unless amended or repealed by act of a present or future Executive Committee.
The Standing Orders have the added benefit of fostering a more open and transparent relationship between the Executive Committee and the membership. John Phelps, Clerk, Florida House of Representatives (July 24, 2003, San Francisco, CA).
SECTION I: ANNUAL MEETING (PROFESSIONAL DEVELOPMENT SEMINAR)
A. The American Society of Legislative Clerks and Secretaries (ASLCS) shall hold an Annual Meeting, to be known as the Professional Development Seminar.
B. The site selected for the PDS shall be approved by the Executive Committee. (January 21, 1995; Tallahassee, FL)
C. Registration fees for the fall PDS shall be Three Hundred and Twenty-five Dollars ($325) unless changed by action of the Executive Committee. (September 7, 2003; Scottsdale, AZ)
D. President's Fund. The President may expend up to One Thousand Dollars ($1000) for expenses associated with the PDS. (January 6, 1990; Denver, CO) (December 13, 1997; Atlanta, GA)
E. Society Group Photo. Each year that a Society group photo is taken at the PDS, the NCSL liaison shall purchase a copy to keep with the Archives of the Society. The photo shall be paid for from the Society Dues Account. (December 10, 2000; Memphis, TN)
F. Speaker's Fund. A Speaker's Fund of Eight Thousand Dollars ($8000) shall be established. Five Thousand Dollars ($5000) shall be paid out of the Professional Development Revolving Account and the remainder out of the Dues Account. (July 28, 1999; Indianapolis IN) (April 1, 2007; Chicago, IL)
In the event that the balance in the Professional Development Revolving Account is Five Thousand Dollars ($5000) or less, the Executive Committee may approve an expenditure from the Dues Account for honoraria at the PDS.
SECTION II: ASLCS FINANCIAL ACCOUNTS
A. Special Meeting Fund
1. The Special Meeting Fund is the general account for most private contributions to the Society. This includes contributions to the ASLCS fall meeting, as well as the winter or spring meeting, and for activities at the NCSL Annual Meeting.
2. NCSL maintains the account, which is to be invested by NCSL as part of its general fund investment activity. The account is to be credited with interest payments during the fiscal year. Balance sheets and fund detail are to be reported to the Executive Committee at each of its meetings, and to the President at his or her request.
B. Professional Development Revolving Account
1. The Professional Development Revolving Account is a non-interest bearing account that receives any profit from the Professional Development Seminar. This account shall be used for professional development of the members of ASLCS. Included are:
a. Legislative Staff Management Institute - Betty King Scholarship.
b. Five Thousand Dollars ($5000) of the Speaker’s Fund total of Eight Thousand Dollars ($8000) from the Professional Development Account as outlined in Section I.
c. Any other professional development opportunities as approved by the ASLCS Executive Committee.
d. Associate Exchange Program travel reimbursement.
(April 1, 2007; Chicago, IL)
2. The account is maintained by NCSL. Balance sheets and fund detail are to be reported to the Executive Committee at each of its meetings, and to the President at his or her request.
C. Professional Development Seminar (PDS) Account
1. The Professional Development Seminar Account is the budget for the ASLCS Fall Professional Development Seminar. It is created each year to set out the projected revenue and expenditures for the PDS. The budget shall be developed by working with the NCSL Meeting and Seminar Department. Revenue for the budget is derived from seminar registration fees. Expenses for the Professional Development Seminar shall be paid from this account.
2. The Professional Development Seminar Account is maintained by NCSL. Balance sheets and fund detail are to be reported to the Executive Committee at each of its meetings, and to the President at his or her request.
D. Dues Account
1. The Dues Account contains all funds received from membership dues for the Society. The account is maintained by the ASLCS Secretary-Treasurer in a non-interest bearing account established in his or her home state. The Secretary-Treasurer also maintains an up-to-date list of currently paid members. NCSL has no role in the maintenance of this account. The ASLCS Executive Committee, pursuant to Section II of these Standing Orders, may approve a transfer of money from the Dues Account to NCSL to be invested in an interest bearing account.
2. Expenditures from this account must be approved by the Executive Committee and may include:
a. Reimbursement for travel for the President and President-elect for coach class travel and lodging to attend meetings of the Legislative Staff Coordinating Committee of NCSL.
b. Reimbursement for travel for the President (or his or her designee), Associate Vice-President, and Chair of the respective committees for coach class travel and lodging when necessary to represent the Society at the Annual Meetings of CATTS and ANOMAC.
c. Reimbursement for travel for the President (or his or her designee) for coach class travel and lodging expenses to attend the ANZACATT Annual Meeting.
d. Society Group Photo, if one is taken at the PDS.
e. Logo items.
f. Membership certificates, pins, and codes of ethics.
g. Retirement certificates.
h. Memorial contributions up to One Hundred Dollars ($100) upon the death of a member or former member.
(December 1997; Atlanta, GA) (Amended April 1, 2006; Little Rock, AR)
i. Awards and plaques.
j. Publications of the Society including the Roster, Legislative Administrator, Professional Journal, and International Directory, as well as mailing expenses.
k. Other expenses as determined by the Executive Committee.
(April 1, 2007; Chicago, IL)
E. Investments
The ASLCS Executive Committee may direct the Secretary-Treasurer to transfer money from the Dues Account to NCSL to be invested in an interest-bearing account. NCSL agrees to quarterly accounting to ASLCS. The interest rate to be credited to ASLCS shall be the interest rate paid by NCSL for ASLCS funds. NCSL further agrees to transfer any portion or all of ASLCS funds, plus interest, back to the Secretary-Treasurer or President of ASLCS. (September 18, 1998; Madison, WI)
SECTION III. ARCHIVES
NCSL shall be responsible for the organization and preservation of the Archives for the Society. Two (2) copies of all Society publications shall be filed with the Society’s Archivist and one (1) copy with the NCSL Staff Liaison. (August 5, 1993; conference call) (August 13, 2001; San Antonio, TX) (September 22, 2004; Baltimore, MD)
SECTION IV. ASSOCIATE MEMBERS
(See Bylaws, Article I)
1. The Associate Exchange Program (AEP) provides Associate members of the Society an opportunity to enhance their professional knowledge and capabilities by participating in an exchange program with other chambers in other states.
Program Administration
The administration of the program shall be the responsibility of the ASLCS Support Staff Committee. The Support Staff Committee shall be charged with reviewing Associate nominations for participation in the AEP and making recommendations to the ASLCS Executive Committee for final approval.
2. Application Procedure and Review Process
a. Applications. Associates interested in participating in the program shall complete and submit an application, endorsed by their Principal, to the ASLCS Support Staff Committee (or subcommittee thereof) through the NCSL/ASLCS liaison. The liaison shall forward all applications to the Support Staff Committee Chair for review by that committee or an appropriate subcommittee.
b. Number of Participants. The Support Staff Committee Chair shall recommend a maximum of four (4) participants and two (2) alternates to the ASLCS Executive Committee. The Executive Committee shall then review the Support Staff Committee's recommendations and give final approval.
3. Eligibility
In order to participate in the AEP, an Associate:
a. Must be a member of the Society.
b. Must have been a member for a minimum of two (2) years prior to his or her selection.
c. Must have the application endorsed by his or her Principal.
d. Must have demonstrated and documented outstanding job performance and exhibited leadership abilities in his or her current position.
e. Must have demonstrated the potential for continued contributions to his or her legislature and the Society.
f. Must complete a written application, including a brief description of why he or she hopes to be selected and what he or she hopes to gain from participating in the AEP.
4. Program Content
It is the intent of the AEP that the selected Associate(s) would spend between three and five days (3-5) working with a chamber in another state. Participants are encouraged to conduct the exchange while the host state's legislature is in session. Interim exchanges are also encouraged, given the diversity of schedules and varying lengths of legislative sessions. (August 18, 2005; Seattle, WA)
During the exchange, the Associate(s) should be given the opportunity to work, visit, and learn about all aspects of the host chamber's process and procedures with special emphasis given to those areas that most closely relate to the Associate's job responsibilities in his or her home state.
5. Host Chamber Participation/Rotation
Chambers interested in hosting a member of the AEP shall submit a letter of intent to the Support Staff Committee Chair. The letter of intent shall include areas of the host chamber’s and other legislative offices’ operations that the participant would visit. There is no limit on the number of host chambers available to the Associate Exchange Program. Host chambers may “roll over” to the next year if not selected to host during the current year. (August 18, 2005; Seattle, WA)
6. Expense Reimbursements
There shall be budgeted annually by the ASLCS Executive Committee a maximum of One Thousand Dollars ($1000) to be provided from the Society’s Professional Development Revolving Account for the purpose of financial assistance to defray the expenses for selected Associates in the AEP. Selectees shall be eligible to receive a minimum of Two Hundred Fifty Dollars ($250) each toward their expenses. The remainder of the participant's travel and lodging expenses, if any, would be the responsibility of the participating individual(s). (April 1, 2007; Chicago, IL)
The annual appropriation of these funds is contingent upon the successful review and continuation of the AEP, pursuant to the AEP standing order review provision contained in Subsection 8 below. (August 12, 2001; San Antonio, TX) (September 12, 2003; Scottsdale, AZ)
Annual appropriation of these funds will continue unless changed by action of the Executive Committee. (September 27, 2004; Baltimore, MD)
7. Reports of Participants
Upon the completion of an exchange, both the participating Associate and the host chamber are required to make a report to the ASLCS Support Staff and Executive Committees.
8. Continuation of Program
The AEP will continue indefinitely unless changed by action of the Executive Committee. (September 27, 2004; Baltimore, MD)
SECTION V. AWARDS AND SCHOLARSHIPS
A. Innovation Award Program
1. The Innovation Award was established to recognize creative ideas and programs implemented by a member. There will be two categories: one for process and one for technology. The Awards shall be announced at the PDS.
Recipients are to be selected by a special committee appointed by the President for this purpose. (September 16, 1992; Albany, NY) (October 17, 1997; Vail, CO) (December 13, 1997; Atlanta, GA) (July 27, 1999; Indianapolis, IN)
2. The Innovation Award may be purchased when authorized by the President through the NCSL Staff Liaison. (Amended September 20, 2006; Austin, TX)
B. NCSL Legislative Staff Achievement Award
The NCSL Legislative Staff Achievement Award will be awarded annually at the NCSL Annual Meeting to designated individuals or offices who have demonstrated excellence in supporting the work of a state legislature and strengthening the legislative institution. ASLCS may nominate up to two (2) individuals from its staff section. (October 17, 1997; Vail, CO) (July 27, 1999; Indianapolis, IN)
The recipients are to be selected by a special committee appointed by the President for this purpose.
Following the selection of award recipients, the President shall send letters of notification to the recipient with a copy to his or her leadership, and if the recipient is an Associate member, a copy to his or her Principal Clerk.
In addition, the President shall send thank you letters, along with a listing of the recipients, to the persons who submitted nominations for this award. (April 22, 2001; Salt Lake City, UT)
Plaques for recipients of the Legislative Staff Achievement Award are purchased when authorized by the President through the NCSL Staff Liaison.
C. Joe Beek Award
The Joe Beek Award was established in 1983 to honor and recognize Mr. Beek’s service to Clerks and Secretaries. Joe Beek, then Secretary of the California Senate, played an important role in organizing clerks and secretaries into a national organization. He was elected as President and held that position for the first 25 years of ASLCS’ existence. He was named President Emeritus in 1969.
The Joe Beek Award is a special award that is presented infrequently. The recipient is selected by a special committee appointed by the President for this purpose.
Plaques for Joe Beek Award recipients may be purchased when authorized by the President through the NCSL Staff Liaison. (Amended September 20, 2006; Austin, TX)
D. Distinguished Service Award for Associates
1. The Distinguished Service Award for Associates was established in 1991 to honor a current Associate Member of ASLCS who has provided a long record of service in leadership roles, and displayed a commitment to the legislative institution.
2. The Distinguished Service Award is a special award that is presented infrequently. The recipient is selected by a special committee appointed by the President for this purpose. (Language taken from President and Executive Committee Manual.)
3. The Distinguished Service Award for Associates may be purchased when authorized by the President through the NCSL Staff Liaison. (Amended September 20, 2006; Austin, TX)
E. Life Membership Award
1. The Life Membership Award was established by the Executive Committee on March 10, 1990, in Santa Fe, NM.
2. The Life Membership Award is a special award that is presented infrequently. The recipient is selected by a special committee appointed by the President for this purpose.
3. Life Membership Awards may be purchased when authorized by the President through the NCSL Staff Liaison. (Amended September 20, 2006; Austin, TX)
F. Betty King Scholarship for the Legislative Staff Management Institute (LSMI)
The Betty King Scholarship was established to assist ASLCS members with tuition costs in attending the Legislative Staff Management Institute. (August 13, 2001; San Antonio, TX)
An active member of the American Society of Legislative Clerks and Secretaries for 24 years, Betty King served as President of the Society in 1984-85, was the NCSL Staff Chair in 1987-88, received the Joseph A. Beek Distinguished Service Award in 1993, and received that organization's Legislative Staff Achievement Award in 2000. Betty King became the 37th Texas Secretary of the Senate on January 11, 1977, after being a Senate staff member for 28 years. She went on to become the longest-serving Secretary of the Senate in Texas history before her retirement on June 1, 2001.
The Betty King Scholarship will be awarded to both Principal and Associate members of the Society and funded from the Professional Development Revolving Account. Associate members must secure a letter of endorsement from their Principal Clerk/Secretary. The award amount shall be for no more than fifty percent (50%) of the tuition. The Executive Committee will set an aggregate total amount each year to be shared equally among the recipients.
Once a Society member has been chosen by the institution to attend LSMI, ASLCS scholarship awards must be approved by the Executive Committee before scholarship funds are disbursed. (March 1998; Kansas City, MO) (July 23, 1998; Las Vegas, NV)
1. Upon retirement, all members of the Society, both Principals and Associates, shall receive a certificate from the Society in recognition of their retirement. (July 25, 1994; New Orleans, LA) (April 18, 1999; Chicago, IL)
2. These certificates are the responsibility of, and will be issued by, the President. (July 28, 1999; Indianapolis, IN)
SECTION VI: COMMITTEES
(For information regarding the Executive Committee, See Bylaws Article IV, and other references throughout these Standing Orders.)
A. Standing Committees (For descriptions: See Roster and Reference Guide)
1. Bylaws and Standing Orders
Canadian-American Relations
Inside the Legislative Process
International Communication and Development
Legislative Administrator
Membership and Communication
Professional Journal
Program Development
Roster
Site Selection
Support Staff
Technology
(Amended August 18, 2005; Seattle, WA)
B. Committee Chairs, Co-Chairs, Vice-Chairs, and Term of Office
1. Appointment and Term of Office
a. Committee Chairs, Co-Chairs, and Vice Chairs are appointed by the President. The term of Chair for Committees on Bylaws and Standing Orders, International Communication and Development, Legislative Administrator, Membership and Communication, Program Development, Site Selection, Support Staff, and Technology is one (1) year. (August 18, 2005; Seattle, WA)
b. The term of Chair for Committees on Inside the Legislative Process, Canadian-American Relations, Professional Journal, and Roster is two (2) years. (July 23, 1998; Las Vegas, NV) (July 28, 1999; Indianapolis, IN) (March 19, 2000; Santa Fe, NM) (August 18, 2005; Seattle WA)
2. Committee Leadership
The President has the flexibility to appoint up to three (3) members (as chair, co-chairs, and/or vice chairs, or any combination thereof), at least one of whom shall be an associate member. The chair of the committee shall appoint a “recorder” for the committee from among its membership.
The President-elect shall consult with the Associate Vice-President to seek recommendations for associate leadership positions. (August 18, 2005; Seattle WA)
Matters before a standing committee of the Society shall no longer be active upon the appointment of a new committee with the same jurisdiction, but may be resubmitted to the newly appointed committee. (January 21, 1995; Tallahassee, FL)
C. Committee Transitions
Matters before a standing committee of the Society shall no longer be active upon the appointment of a new committee with the same jurisdiction, but may be resubmitted to the newly appointed committee. (January 21, 1995; Tallahassee, FL)
D. Special Committees
The President may appoint special committees and chairs as needed, including committees to select recipients of the Joe Beek Award, Distinguished Service Award, Innovation Award, Legislative Staff Achievement Award, or for life membership. (October 17, 1997; Vail, CO) (July 28, 1999; Indianapolis, IN)
1. Budget and Revenue Committee
a. The President shall appoint a Budget and Revenue Committee to review the budget of the Society on an annual basis and to provide revenue development for ASLCS.
b. The committee shall be composed of no fewer than five (5) members who are able to solicit funds on behalf of the Society.
A former President of ASLCS shall serve as chair of the committee. The Secretary-Treasurer and a former Associate Vice-President shall also be members of the committee.
c. The committee is charged with the responsibility of developing a national database of contributors, including contact names, and sending solicitation letters annually on behalf of the Society. The NCSL Staff Liaison will work with the committee to maintain the database and send the solicitation letters. (September 7, 2003; Scottsdale, AZ)
2. Internal Audit
The incoming President shall appoint three (3) members to perform an internal audit of the Treasurer’s records from the previous year. (September 14, 2000; Wilmington, NC)
3. Nominating Committee
(See Bylaws, Article VI)
All candidates seeking an elective office of the Society shall declare their candidacy for office to the Chair of the Nominating Committee at least two (2) weeks prior to the first day of the PDS in order that a time may be arranged to appear before the Nominating Committee. (July 26, 2002; Denver, CO)
No later than ten (10) days prior to the first day of the PDS, the Chair of the Nominating Committee shall notify the membership of the Society of those individuals who have declared their candidacies. Failure to declare candidacy does not preclude being nominated from the floor at the time of the election. (July 26, 2002; Denver, CO)
If a person serving on the Nominating Committee is from the same state as a declared candidate, the President shall replace the member of the Nominating Committee with a member from another state. (July 26, 2002; Denver, CO)
SECTION VII: DUES
(See Bylaws, Article I)
A. Society Dues. Effective January 1, 2004, dues for Principal members will be One Hundred Thirty Dollars ($130) and dues for Associate members will be Sixty-five Dollars ($65). (October 1, 1995; Oklahoma City, OK) (Amended September 7, 2003; Scottsdale, AZ)
B. Society Dues Invoices. All invoices will be mailed by the Secretary-Treasurer to the Principal. Dues shall be payable each calendar year. (December 15, 1984; Nashville, TN) (September 23, 1998; Madison, WI)
C. Dues Deadline. April 15 is the deadline each year for payment of dues by Associate members wishing to be included in the Roster. (March 1998; Kansas City, MO)
D. Transferability of Dues. Dues are paid for the individual. Dues are not transferable to another individual. (April 25, 1981; Annapolis, MD)
SECTION VIII: GENERAL ADMINISTRATION - OFFICERS AND DUTIES
(See Bylaws Article III)
OFFICERS - The officers for the Society shall include a President, President-elect, Secretary-Treasurer, and the Elected-Principal member of the Executive Committee, all of whom shall be Clerks or Secretaries, and an Associate Vice-President, and an elected Associate member of the Executive Committee, who shall be Associate members from the office of a Clerk or Secretary.
A. President
The President shall preside at all meetings of the Society and of the Executive Committee and shall have general control over the affairs of the Society, subject to the approval of the Executive Committee, and shall sign all certificates and other instruments for the Society.
1. Budget and Revenue/Audit. The President shall appoint a Budget and Revenue Committee and an Internal Audit Committee.
2. ASLCS Meetings. Effective in 2004, the President shall call either a spring or winter meeting of the Society. This section will remain in effect unless changed by action of the Executive Committee. (September 7, 2003; Scottsdale, AZ)
3. Legislative Staff Coordinating Committee (LSCC). The President, along with the President-elect, represents the Society on NCSL’s Legislative Staff Coordinating Committee. (August 3, 1993; conference call) (Amended April 2006; Little Rock, AR)
4. The President serves as an ex officio member, with voting privileges, of the Professional Journal Committee. (August 18, 2005; Seattle, WA)
5. The President appoints the Nominating Committee.
B. President-elect
The President-elect shall: have responsibility for depositing copies of the current Bylaws, Standing Orders, and Index with the staff liaison of the National Conference of State Legislatures, unless otherwise ordered by the Society; perform such duties as may be assigned by the Executive Committee, and shall, in case of death, disability, or absence of the President, be vested with all the powers and perform all the duties of the President.
C. Secretary-Treasurer
The Secretary-Treasurer shall: keep accounts of all monies of the Society received or disbursed; sign all checks for the payment of money; have responsibility for depositing copies of programs and proceedings of all meetings with the staff liaison of the National Conference of State Legislatures unless otherwise ordered by the Society; countersign all certificates and other instruments for the Society; keep a record of all votes and minutes of the proceedings of all membership and Executive Committee meetings; give notice as required in the Bylaws of all meetings of the Society and the Executive Committee; and have custody of all books, records, and papers of the Society.
1. Membership records are kept by the Secretary-Treasurer.
2. Upon the death of a member, the Secretary-Treasurer of the Society shall send a One Hundred Dollar ($100) contribution to the charity of the decedent’s family's choosing. (December 13, 1997; Atlanta, GA) (Amended April 2006; Little Rock, AR)
D. Associate Vice-President
1. The Associate Vice-President shall:
2. Attend meetings of the Canadian Clerks-at-the-Table and ANOMAC, along with the President.
3. Serve as an ex officio member, with voting privileges, of the Professional Journal Committee. (August 18, 2005; Seattle WA)
E. The Immediate Past President shall:
1. Update the President's and Executive Committee's Reference Guide annually. (September 18, 1998; Madison, WI)
2. Serve as an ex officio member, with voting privileges, of the Professional Journal Committee. (August 18, 2005, Seattle, WA)
SECTION IX: HONORARY AND RETIREE MEMBERSHIP
A. Honorary Membership
1. The Executive Committee may designate an honorary member of the Society. (January 6, 1990; Denver, CO)
2. The Clerk of the United States House of Representatives and the Secretary of the United States Senate shall be honorary members of the Society as long as they remain in their respective offices. (July 28, 1999; Indianapolis, IN)
3. The President shall inform such individuals of their having received honorary membership upon his or her appointment. (July 28, 1999; Indianapolis, IN)
B. Retiree Membership
(See Bylaws, Article I)
Any former member of the Society may maintain an associate membership by notifying the Secretary-Treasurer and paying yearly dues at the Associate level.
SECTION X: INTERPARLIAMENTARY RELATIONS
A. Joint Canadian/American Meeting
1. The Joint Canadian/American Meeting shall be held in odd-numbered years. Attendance at Joint Meetings shall be limited to each Principal or, in the event the Principal is unable to attend, an Associate member may be designated by the Principal to attend the Joint Meeting. (September 11, 1983; Portland, ME) (July 28, 1999; Indianapolis, IN) (August 13, 2001; San Antonio, TX)
2. Joint Canadian/American Meeting site proposals shall be approved by the Executive Committee. (January 21, 1995; Tallahassee, FL )
B. ANOMAC (Association of Mexican Federal and State Clerks)
1. Attendance at ANOMAC. The ASLCS President, Associate Vice-President, and Chair of the International Communication and Development Committee are designated to represent the Society at the Annual Meeting of ANOMAC. In the event one or more of these members are unable to attend, the President may designate a replacement. (July 28, 1999; Indianapolis, IN)
2. Attendance at the ASLCS Professional Development Seminar. Three representatives from ANOMAC shall be invited to the Professional Development Seminar and their registration will be waived. The cost of a room for one shall be paid by the Society. (July 23, 1998; Las Vegas, NV)
C. ATELCA (Central American Clerks Association)
Attendance at the Professional Development Seminar. One representative from ATELCA shall be invited to the ASLCS Professional Development Seminar. The cost of the registration and room shall be paid by the Society. (January 6, 1990; Denver, CO)
D. CATTS (Canadian Clerks-at-the-Table)
1. Attendance at the Canadian Clerks-at-the-Table Meeting. The ASLCS President, Associate Vice-President, and Chair of the Canadian/American Relations Committee are designated to represent the Society at the Annual Meeting of the Canadian Clerks-at-the-Table. In the event one or more of these members is unable to attend, the President may designate a replacement. Upon written invitation by the host, other members of the Society may also attend. (January 8, 1994; Denver, CO) (December 11, 2006; conference call) (September 25, 2006; Austin, TX)
2. Canadian Attendance at the Professional Development Seminar. The Society shall pay the costs of registration and hotel for the Canadian president or representative attending the ASLCS Professional Development Seminar. The Society will waive the registration fee for two (2) additional Canadian guests at the Professional Development Seminar. (September 11, 1983; Portland, ME) (March 1998; Kansas City, MO)
E. ANZACATT (Australia and New Zealand Association of Clerks-at-the-Table)
Attendance at the ASLCS Professional Development Seminar. Three (3) representatives from the Australia and New Zealand Association of Clerks-at-the-Table shall be invited to the ASLCS Professional Development Seminar and their registration fees will be waived. The cost of a room for one (1) shall be paid by the Society. (December 10, 2000; Memphis, TN)
SECTION XI: LEGISLATIVE STAFF COORDINATING COMMITTEE
A. Legislative Staff Coordinating Committee (LSCC) Representation. The President and the President-elect shall represent the Society on the Legislative Staff Coordinating Committee of NCSL. (August 3, 1993; conference call) (Amended April, 2006; Little Rock, AR)
B. Should either the President or the President-elect be unable to serve or attend meetings, the President shall designate a representative to attend meetings or fill the vacancy. (November 3, 1993; Santa Fe, NM) (Amended April, 2006; Little Rock, AR)
SECTION XII: LOGO PIN POLICY, PLAQUES, CERTIFICATES, CODES OF ETHICS, PINS & GAVELS
A. The primary purpose of the ASLCS Logo Pin is for use as a small gift by the ASLCS President, or designee, when attending a meeting on behalf of the Society in another country. It may also be given to international delegates in attendance at an ASLCS Professional Development Seminar. Other uses shall be at the discretion of the President. While not a substitute for the official ASLCS Membership Pin, this pin is available for members to purchase from the Secretary-Treasurer for Three Dollars ($3). (July 26, 2002; Denver, CO)
B. Plaques for the outgoing President and Associate Vice-President, and the gavel for the incoming President may be purchased when authorized by the President through the NCSL Staff Liaison. (Amended September 20, 2006; Austin, TX)
C. Honorary Membership Certificates. Honorary Membership Certificates are printed when authorized by the President through the NCSL Staff Liaison. (July 28, 1999; Indianapolis, IN) (Amended September 20, 2006; Austin, TX)
D. Membership Certificates, Pins, and Code of Ethics. Membership Certificates shall be signed by the Secretary-Treasurer. These certificates, Society Pins, and the Society Code of Ethics shall be distributed by the Secretary-Treasurer to all members joining the Society for the first time. (January 8, 1994; Denver, CO) (April 18, 1999; Chicago, IL)
E. Membership pins, Past President and Past Associate Vice-President pins may be purchased when authorized by the President through the NCSL Staff Liaison. (Amended September 20, 2006; Austin, TX)
SECTION XIII: MASON’S MANUAL COMMISSION
A. Coinciding with each revision cycle, the President of ASLCS shall notify the Society that a new Mason's Manual Commission will be appointed. Any member of the Society who wishes to be considered for appointment to the Commission must submit a letter of interest to the President of ASLCS by the announced date. The President shall appoint the new Commission and shall announce the appointments to the Society within thirty (30) days. The organizational meeting of the Commission shall be called by the President. The Commission shall be dissolved with the publication of each succeeding edition. (September 26, 2005; Springfield, IL)
B. Mission Statement. The Mason's Manual Commission shall:
1. Promote the proper application of the rules of procedure in the legislative process;
2. Preserve the integrity and historic perspective of the legislative manual developed by Paul Mason;
3. Periodically review Mason's Manual of Legislative Procedure; and
4. Serve as a resource in American legislative parliamentary procedure.
C. Duties and Responsibilities. The Commission shall make a comprehensive review of the Manual and, by a pre-determined time established by NCSL and the Commission, deliver a draft edition for editing and publishing by NCSL as the next edition. In furtherance of this mission, the Commission shall:
1. Perform a comprehensive review of the index and cross references;
2. Conduct an item analysis comparing the Manual with other parliamentary authorities;
3. Maintain a continual review of the citations within the Manual with special attention to be paid to Sturgis and Robert's citations;
4. Maintain a database of key case law citations of the Manual;
5. Maintain a database of rulings by presiding officers citing, or based upon, the Manual (or other parliamentary authorities) by conducting periodic surveys of ASLCS membership to gather such rulings;
6. Maintain a database of judicial decisions on legislative process to be published quarterly on the ASLCS web site;
7. Publish or provide access to these databases through the ASLCS web site;
8. Notify the ASLCS membership of parliamentary issues of interest to them; and
9. Provide summaries of procedural questions and responses generated through the ASLCS Listserv.
D. Other Responsibilities of the Commission
1. The Commission shall serve as a resource to conduct parliamentary procedure training to both NCSL and ASLCS membership. (See also Section XV.)
2. The Commission shall develop a pocket guide index as a separate document from the Manual (a parliamentary law quick reference).
3. The Commission shall make as many parliamentary authorities available on-line as possible.
4. The Commission shall submit an annual report at the ASLCS PDS and to the ASLCS Executive Committee. The report shall be on file with the NCSL Staff Liaison at NCSL Headquarters.
E. Membership. The Commission shall consist of sixteen (16) members, at least two (2) of whom shall be Associate members. The members shall be appointed by the President from a list of dues-paying members of the Society who submit a letter of interest to serve on the Commission. Associate members of the Society should obtain a letter of recommendation and support from their Principal in order to be eligible for consideration as a member of the Commission. Legislative staff experience with parliamentary procedure is necessary to be considered for appointment as a member of the Commission. Staff officers of NCSL shall not serve on the Commission.
F. Leadership of the Commission. The members of the Commission shall elect a Chair and Vice Chair from among its members who shall each serve for a (2) two-year term and may be elected to succeed themselves. The Chair and the Vice Chair shall have Commission or Study Commission experience prior to their election. Chairs, other officers, and members of any subcommittees of the Commission shall be appointed by the Commission Chair and serve terms concurrent with the Commission Chair. The Commission Chair and Vice Chair shall develop work guidelines, in accordance with the report of the Mason’s Manual Study Commission, to govern the work of the Commission.
G. Vacancies on the Commission. Any Commission member who is physically absent from three (3) consecutive meetings or three (3) meetings in any twenty-four (24) months shall no longer be a member. Should an Associate member of the Commission become a Principal, which reduces the number of Associate members to one, an Associate shall be appointed to fill the next vacancy. Notice of vacancies on the Commission shall be advertised openly to all members of the Society.
H. Commission Meetings. There shall be at least three (3) meetings each calendar year - one at the ASLCS PDS, one at the NCSL Annual Meeting, and at least one additional meeting. All meetings of the Commission shall be duly advertised to the members of the Society and are open to all interested persons.
I. Report. The Report of the Mason’s Manual Study Commission, as adopted by the ASLCS Executive Committee, is on file with the NCSL Staff Liaison at NCSL Headquarters. (September 21, 2002; Portland, OR)
SECTION XIV: MAILINGS
A. Mailing List. All Principal Clerks and Secretaries shall be retained on the NCSL mail system. Only Associates who have paid their dues during the current calendar year shall be so retained. (January 9, 1993; Denver, CO)
B. Meeting Notices/Society Mailings. Associates in whose name dues have been paid shall be entitled to receive mailings directly from the Society. (December 17, 1983; Washington, DC) (July 23, 1998; Las Vegas, NV)
SECTION XV: PARLIAMENTARY/MANAGEMENT TRAINING PROGRAMS
Parliamentary/management training programs shall be open to all Society members. (January 9, 1993; Denver, CO) (July 28, 1999; Indianapolis, IN)
SECTION XVI: PUBLICATION STANDARDS
Two (2) copies of all Society publications shall be filed with Archives and one (1) copy with the Staff Liaison of the National Conference of State Legislatures. (August 13, 2001; San Antonio, TX) (Amended September 22, 2004; Baltimore, MD)
A. ASLCS WEB SITE
1. The web site of the American Society of Legislative Clerks and Secretaries provides information about the Society's history, meetings, committees, and membership. All information and publications posted to the ASLCS web page are available to the public, except Listserv, which is reserved for the exclusive use of legislators and legislative staff.
2. The maintenance of the web site is an ongoing effort. If possible, all information submitted by Society members to be posted on the ASLCS web site should be submitted to NCSL in PDF format. Updates to the site should occur on the following schedule:
a. Executive Committee and Committee Membership – within three (3) weeks of the annual Professional Development Seminar or any other change in membership that occurs during the year.
b. New Member Information – as soon as available.
c. Meeting Information – as soon as available.
d. Committee Reports – within three (3) weeks of the conclusion of each Society meeting.
e. Legislative Administrator – within three (3) weeks of publication of the printed version.
f. Professional Journal – within three (3) weeks of publication of the printed version.
g. International Directory – within three (3) weeks of publication of the printed version.
3. The Society's web site shall be consistent with the design of the NCSL web site. The overall design of the site shall be reviewed annually by the Technology Committee, with recommendations of any changes submitted for approval to the Executive Committee. (August 13, 2001; San Antonio, TX) (Amended August 18, 2005; Seattle, WA)
4. The Society web site shall contain the following main elements:
a. Society Overview, to include a history of the Society, and a description of the Society's purpose and primary functions;
b. Executive Committee and NCSL staff contact information;
c. Society's Bylaws, Standing Orders, and Code of Ethics;
d. Membership information, to include the membership database, new member introductions, and the position description database;
e. Committee information, to include committee descriptions, membership, and reports;
f. Meeting information, to include schedules and agendas for upcoming meetings and meetings held during the current year and previous year;
g. Publications, to include the Legislative Administrator, the Professional Journal, the International Directory in English, Spanish, and French, and Inside the Legislative Process;
h. Information regarding the ASLCS Listserv;
i. Access to the Rules and Procedures Database;
j. Links to web sites of state legislatures; and
k. An inventory of the contents of the Society’s archives.
5. This is the core content of the Society’s web site. Other information and items may be added at the recommendation of any standing or special committee with the approval of the Executive Committee. The content required to be displayed on the web site shall be organized and displayed in a useful manner and consistent format by the webmaster under the direction of the Technology Committee and subject to approval by the Executive Committee. (August 18, 2005; Seattle, WA)
6. The Executive Committee of the American Society of Legislative Clerks and Secretaries shall be the governing entity of the web site. The Technology Committee shall make recommendations to the Executive Committee on design changes. The NCSL Staff Liaison to ASLCS shall serve as webmaster for the site with assistance of committee chairs. (August 18, 2005; Seattle, WA)
7. The web site should conform to current Internet standards. The majority of the information and features available on the web site should be accessible to all browser versions at various connection speeds. This should not preclude the use of advanced features to enhance the site's aesthetics and functionality. To the extent technologically possible, all pages will be accessible to individuals with disabilities.
B. INSIDE THE LEGISLATIVE PROCESS
1. Description. Inside the Legislative Process is a research tool providing information on state legislative processes and procedures. The ASLCS Committee on Inside the Legislative Process is responsible for reviewing and producing this publication. The Committee works closely with NCSL staff to develop survey questions and record the responses in a format that is easily usable and reflects current legislative processes.
2. Frequency of Publication. Inside the Legislative Process shall be published biennially by adding new material or updating existing charts.
3. Content and Size. Each edition shall be printed on standard 8 ½ x 11-inch paper. The paper should be high quality bond with a card stock for tab inserts. A three-ring binder shall be provided. Tab content is as follows:
Introduction
Legislative Organization
Bills and Processing
Committee Procedures
Floor Action
General Legislative Procedures
Legislative Documents
Public Information
Office of the Chief Clerk or Secretary
4. Circulation. A copy of each edition of Inside the Legislative Process shall be mailed to each Principal member of the Society and each member of the current Inside the Legislative Process Committee. A sufficient number of copies shall be kept on file by NCSL for distribution to interested parties and in the Society's Archives.
5. Budget. The cost of publishing the current update to Inside the Legislative Process shall be shared by NCSL and ASLCS. NCSL shall pay fifty (50) percent of the publication cost. ASLCS shall pay fifty (50) percent of the publication cost from a fund to be determined by the Executive Committee.
C. INTERNATIONAL DIRECTORY
1. Description. The International Directory is a booklet that provides an English, French, and Spanish version of the objectives and goals of the American Society of Legislative Clerks and Secretaries (ASLCS), Association of Chief Clerks of Mexico's State Legislatures and the Federal District of Mexico (ANOMAC), Association of Central American Legislative Clerks (ATELCA), the Canadian Clerks-at-the-Table (CATTS), Secretaries Association of the Legislatures of South Africa (SALSA), and the Australia and New Zealand Association of Clerks-at-the-Table (ANZACATT). The booklet also contains the names, addresses, telephone numbers, FAX numbers, and e-mail addresses of the Executive Committee members of the respective organizations.
2. Intent. The intent of the International Directory is to provide members with a quick reference resource that will provide a better understanding of the associations. It will also serve as a means of building stronger bonds among the associations and bring the members closer together.
3. Printing. The International Directory shall be printed annually by updating the Executive Committee membership of the various associations and their addresses, telephone numbers, FAX numbers, and e-mail addresses.
4. Content and Size of Directory
a. The International Directory shall contain each association's full name, acronym, and logo. It will have an English, French, and Spanish version of the associations' descriptions and respective Executive Committee members' addresses, telephone numbers, FAX numbers, and e-mail addresses. Conference dates for ASLCS, ATELCA, ANZACATT, CATTS, SALSA, and ANOMAC will be listed at the back of the directory. The Spanish, English, and French translation of common phrases will be printed at the end of the directory.
b. The leadership of the International Communications and Development Committee will be printed with addresses and telephone numbers as contacts.
c. It will also contain an English, French, and Spanish table of contents and preface.
d. Each edition shall be printed in booklet format on standard 8 ½ x 11-inch paper. It will be folded and stapled. The paper should be of high quality bond with a card stock for the cover.
5. Circulation. A copy of each edition of the International Directory shall be mailed to each member of the ASLCS Executive Committee, and to the officials of the international organizations listed in the directory. It will also be mailed to the Chair and Vice Chairs of the ASLCS International Communications and Development Committee, to the Chair and Vice Chairs of the ASLCS Canadian/American Relations Committee, and to any contributor or translator who has submitted work on the publication. A sufficient number of copies shall be kept on file at NCSL. The current International Directory shall be made available on the ASLCS web site.
6. Budget. The International Directory will be produced within the budget pre-authorized annually by the Executive Committee. Any costs in excess of the approved budget must be authorized in advance by the Executive Committee.
D. THE LEGISLATIVE ADMINISTRATOR
1. Title of the Newsletter. The newsletter of the American Society of Legislative Clerks and Secretaries shall be known as the Legislative Administrator.
2. Frequency of Publication and Content. The newsletter shall be published up to three (3) times annually. In addition to being published, each issue shall be made available on the ASLCS web site.
a. The first issue should be published as soon as practical following the Society’s Professional Development Seminar.
The content of this issue shall include, but is not limited to: a review of the Professional Development Seminar; reports and membership rosters of the several committees which met during the meeting; a president's report; any pertinent news about members of the Society, including new members, and the profession of legislative staff; and information about future meetings of the Society.
b. The second issue should be published as soon as practical following the winter or spring meeting of the Society, and before the National Conference of State Legislatures' Annual Meeting.
The content of this issue shall include, but is not limited to: a review of the winter or spring meeting; reports of the several committees which met during the meeting; a president's report; any pertinent news about members of the Society, including new members, and the profession of legislative staff; and information about Society activities scheduled for the National Conference of State Legislatures' Annual Meeting.
c. The third issue of the year should be published as soon as possible after the National Conference of State Legislatures' Annual Meeting, but before the Society's Professional Development Seminar.
The content of this issue shall include, but is not limited to: a review of Society activities during the National Conference of State Legislatures' Annual Meeting; reports of the several committees which met during the meeting; a president's report; any pertinent news about members of the Society, including new members, and the profession of legislative staff; and information, including a tentative agenda, about the Society's Professional Development Seminar.
3. Miscellaneous Information
a. Society members are encouraged to submit articles and information to the chair or co-chairs of the Legislative Administrator Committee that would be of professional or personal interest to other Society members.
b. The chair or co-chairs of the Legislative Administrator Committee shall forward to the NCSL Staff Liaison all photographs and digital images generated by the Legislative Administrator Committee for the publication of the newsletter. The photographs and digital images shall be kept on file in the Society's archives. The staff liaison shall arrange to make the photographs and digital images available to the members of the Society at various times throughout the year.
c. The chair or co-chairs of the Legislative Administrator Committee shall have the final authority, pursuant to these Standards, as to the content of each edition of the newsletter.
4. Specifications
a. The paper on which the newsletter is to be published shall be of a high grade bond quality, with a card stock to be used for the cover.
b. The newsletter is to be printed so that each page is 8 ½ x 11-inches, portrait formatting.
c. All components of the Internet editions of the newsletter shall be formatted in a manner to allow quick and complete loading of the pages.
5. Circulation
a. A copy of each edition of the newsletter shall be mailed to each dues-paying Principal member of the Society and to each dues-paying Associate member of the Society, including dues-paying retirees. (January 6, 1990; Denver, CO)
b. Other interested parties may receive the newsletter. A complimentary copy of the newsletter shall be mailed to contributors and sponsors of ASLCS and other interested parties as directed by the Executive Committee.
6. Budget.
Up to three (3) issues of the Legislative Administrator will be produced within the budget pre-authorized annually by the Executive Committee. Any costs in excess of the approved budget must be authorized in advance by the Executive Committee.
E. PROFESSIONAL JOURNAL
1. Title of the Journal. The Professional Journal shall be known as The Journal of the American Society of Legislative Clerks and Secretaries.
2. Frequency of Publication. The Journal shall have two (2) editions published annually. One edition shall be the fall edition to be published not before September 1st of each year and not later than November 30th. The other edition shall be the spring edition to be published not earlier than March 1st and not later than May 31st.
3. Content and Size of Journal. Each edition of the Journal should have a maximum of fifty (50) pages and a collection of four to six (4-6) articles. Contributors should be encouraged to submit writings that will attract a general audience of readers. The paper used to publish the Journal is to be of a high grade bond quality with a card stock for the cover. The Journal is to be printed in the standard size of 8½ x 11- inches. It is desirable to print photos of all contributors.
4. Editorial Board. The chair or co-chairs of the Professional Journal Committee shall serve as editor(s). The editorial board shall consist of Principal members and Associate members of the Society. The members of the editorial board shall be appointed by the chair or co-chairs of the committee from among its membership. The editor(s) serve(s) a (2) two-year term. The editorial board is responsible for review of articles, recommendations for acceptance, rejection, or request for revisions. The editorial policy should be reviewed annually and revised as necessary.
5. Circulation
A copy of each edition of the Journal shall be mailed to each dues-paying Principal member of the Society, to each legislative library, and each dues-paying associate. A complimentary copy of the Journal, along with a thank you letter from the editor, shall be mailed to each contributor. (September 21, 2005; Springfield, IL)
Each edition of the Journal shall also be made available on the ASLCS web site, at which time electronic notification of its availability shall be sent to each dues-paying member of the Society, key staff in the other staff sections of NCSL, and other interested parties upon request. All components of the Internet editions of the Journal shall be formatted in a manner to allow quick and complete loading of the pages.
6. Ex officio members. All ASLCS members who serve on LSCC shall serve as ex officio members, with voting privileges, of the Professional Journal Committee. The Immediate Past Associate Vice-President and the Associate Vice-President shall also serve as ex officio members with voting privileges. (August 18, 2005; Seattle, WA)
Budget. The Professional Journal will be produced within the budget pre-authorized annually by the Executive Committee. Any costs in excess of the approved budget must be authorized in advance by the Executive Committee.
F. THE ROSTER AND REFERENCE GUIDE
1. Title. The Roster and Reference Guide, known as the Roster, of the American Society of Legislative Clerks and Secretaries, contains information about the Society's dues-paying members, their legislative bodies, and the Society itself.
2. Frequency of Publication. The Roster shall be published as soon as practical following the fall Professional Development Seminar each year, beginning in 2005.
3. Content. The Roster shall contain the following sections after its title and table of contents:
a. Quick Reference Directory.
i. Principal Clerks and Secretaries listed alphabetically with name, state, chamber, telephone number, FAX number, and e-mail address.
ii. Associates listed alphabetically with name, state, chamber, telephone number, FAX number, and e-mail address.
iii. National Conference of State Legislatures support staff names, addresses, telephone numbers, FAX numbers, and e-mail addresses.
b. Session Dates. A quick reference directory of session dates for each legislature.
c. Executive Committee. Entries shall include picture, executive committee position, name, and title of each executive committee member.
d. Award Recipients. Entries shall include picture, name, title and year; note deceased if applicable.
i. Joseph A. Beek Award
ii. Distinguished Service Award for Associates
iii. Innovation Award
iv. Legislative Staff Achievement Award
e. Honorary Members. Entries shall include picture, name, title, state, and biographical information; note deceased if applicable.
f. Lifetime Members. Entries shall include picture, name, year granted, address, and biographical information; note deceased if applicable.
g. Past Presidents. Entries shall include picture, name, title, state, and years served as president; note deceased if applicable.
h. Past Associate Vice-Presidents. Entries shall include picture, name, title, state, and years served as associate vice-president; note deceased if applicable.
i. Principal Clerks and Secretaries. Entries shall be listed alphabetically by state, then territory, with the Senate first. Each entry for Principal members shall contain the following information, if provided, on one-half page:
Picture; name; title; year appointed/elected; capitol address and telephone number; fax number; e-mail address; residence address and telephone numbers; preferred interim address noted by an asterisk; legislative/professional experience; day and month of birth; spouse's name; number of members in the legislative body and party distribution; frequency of sessions; parliamentary manual used; and key staff members.
j. Associates. Entries shall be listed alphabetically by state, then territory, with the Senate first. Each entry shall contain the following information, if provided: picture; name; title; state; house; capitol address and telephone numbers; fax number; e-mail address; year appointed/elected to current position; day and month of birth; spouse's name; residence address and telephone numbers; and preferred interim address noted by an asterisk.
k. NCSL Support Staff. Entries shall include picture; name; title; section; business address; e-mail address; FAX and telephone numbers.
l. Committee Descriptions and Appointments
i. Listing of committee, its purpose, duties and responsibilities of the chair, and additional information as needed.
ii. Committee Chair(s), name(s), and state abbreviation(s).
iii. Membership of the standing committees and special committees, and state abbreviation(s).
m. Mason's Manual Commission
i. Description of the Commission
ii. Commission officers and state abbreviation(s).
iii. Listing of Commission members and state abbreviation(s).
n. Bylaws, including date of last revision. Publication of the official Bylaws of the American Society of Legislative Clerks and Secretaries as approved in its meeting before publication of the Roster.
o. Standing Orders, including appendices and date of last revision.
p. Conference Dates and Locations. Conference dates and places of the following organizations shall be listed:
NCSL
ASLCS
CATTS
ANOMAC
Joint Canadian-American
ANZACATT
4. Submission of Information. Society members shall be asked to return the information for the Roster, along with an updated photograph if desired, as soon as possible after the request is received.
5. Specifications
a. The paper on which the Roster is to be published shall be of a high grade bond quality with card stock to be used for the cover.
b. Printing shall be on 6 x 8 ¼ -inch paper with portrait style formatting.
c. Cover and pages are to be 6 x 8 ¼ -inch, bound.
d. Circulation. A copy of each edition of the Roster shall be mailed to each Principal member of the Society and to each dues-paying Associate member, including dues-paying retirees.
e. Budget. The Roster will be produced within the budget pre-authorized annually by the Executive Committee. Any costs in excess of the approved budget must be authorized in advance by the Executive Committee.
SECTION XVII: PURCHASES
A. ASLCS Logo Items. The logo items may be purchased when authorized by the President through the NCSL Staff Liaison. (September 20, 2006; Austin, TX)
B. Purchasing Printed Material. The NCSL Staff Liaison, with the written approval of the President, may purchase regularly printed Society materials, such as stationery and tri-fold brochures, up to Three Hundred Dollars ($300) per order. (September 9, 2000; Wilmington, NC)
C. Stationery may be purchased when authorized by the President through the NCSL Staff Liaison.
SECTION XVIII: TRAVEL REIMBURSEMENT
A. The Executive Committee must approve in advance any reimbursement for any travel and/or lodging costs allowed under this Standing Order. The President, Associate Vice-President, and President-elect shall submit estimated costs for any proposed travel and/or lodging for which reimbursement will be requested to the Executive Committee as well as a formal request for reimbursement based on the estimate, prior to a vote being taken on the reimbursement.
B. International Travel. The Executive Committee may authorize coach class travel and/or lodging costs for the President or the President's designee attending international meetings of the clerks as the official representative of the Society. Such international travel shall include, but is not limited to, the following meetings: CATTS; Joint Canadian-American; ANOMAC; and ANZACATT.
The Associate Vice-President and Chair of the respective ASLCS Standing Committee may receive financial assistance to attend the CATTS and ANOMAC meetings upon Executive Committee approval. Such assistance shall not exceed Seven Hundred and Fifty Dollars ($750) per year.
C. LSCC Travel. The Society may also reimburse, pursuant to a vote of the Executive Committee, the President and President-elect for coach class travel and/or lodging costs incurred while representing the Society at meetings of the Legislative Staff Coordinating Committee. (Also see Section X.) (July 23, 1998; Las Vegas, NV) (September 24, 2002; Portland, OR)
SECTION XIX: VIDEOTAPING
A. Videotaping Guidelines. Guidelines for videotaping Society programs were adopted. Copies of the guidelines are on file with the NCSL Staff Liaison at NCSL Headquarters and with the ASLCS president. (March 12, 1988; Fort Lauderdale, FL) (July 17, 2000; Chicago, IL)
B. Videotape of State Dinner. Copies of the state dinner in electronic medium shall be made and presented to the outgoing President, the incoming President, the outgoing Associate Vice-President, Archives, the host state, and any recipients of special awards presented at that state dinner. (December 1, 2001; Las Vegas, NV) (Amended September 20, 2006; Austin, TX)
SECTION XX: VOTING BY PROXY
(See Bylaws, Article I)
A Chief Clerk or Secretary may designate a proxy to vote at the Annual Business Meeting in his or her absence. To properly designate a proxy, a Chief Clerk or Secretary shall complete the ASLCS Proxy Form and submit it to the Secretary-Treasurer of the Society prior to the Annual Business Meeting. (See Proxy Form next page.)
AMERICAN SOCIETY OF LEGISLATIVE CLERKS AND SECRETARIES
VOTING PROXY
PRINCIPAL MEMBER
Name:_______________________________________________________________________
Chamber:____________________________________________________________________
State or Territory:______________________________________________________________
This is to certify that, as a principal member of the American Society of Legislative Clerks and
Secretaries, I do hereby designate________________________________________to cast my
(name)____________________________________________________________________
vote at the Annual Business Meeting of the Society to be held ____/_____/_____ in__________
(date)
_________________________.
(location)
_____________________ _____ _______________________
Principal signature Date
Return the completed proxy to the Secretary-Treasurer prior to the Annual Business Meeting.
(July 24, 2003; San Francisco, CA)
Proxy form Revised 7/15/04
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