ASLCS STANDING ORDERS

(Revised, September 9, 2011)

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as statutory law does to a constitution; i.e., they are a written body of policy continuing in force unless amended or repealed by act of a present or future Executive Committee.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 1: ANNUAL MEETING (PROFESSIONAL DEVELOPMENT SEMINAR)

(See Bylaws, Article II)

A.  Requirement.  The American Society of Legislative Clerks and Secretaries (ASLCS or Society) shall hold an Annual Meeting, to be known as the Professional Development Seminar (PDS).

B.  Site Approval.  The site selected for the PDS shall be approved by the ASLCS Executive Committee. (January 21, 1995, Tallahassee, FL)

C.  Registration Fees.  Registration fees for the fall PDS shall be $325 unless changed by action of the ASLCS Executive Committee.  (September 7, 2003,  Scottsdale, AZ) 

D.  President's Fund.  The President may expend up to $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 National Conference of State Legislatures (NCSL) liaison shall purchase a copy to keep with the Society's Archives.  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 $15,000 shall be established.  (July 28, 1999,  Indianapolis, IN; April 1, 2007, Chicago, IL; October 6, 2008, Reno, NV)     In the event that the balance in the Professional Development Revolving Account is less than $15,000, the ASLCS 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 PDS, as well as the winter or spring meeting, and for activities at the NCSL Legislative Summit.

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 ASLCS Executive Committee at each of its meetings and to the ASLCS 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 PDS. This account shall be used for professional development of the members of ASLCS.  Included are:

a.  Legislative Staff Management Institute - Betty King Scholarship.

b.  The Speaker's Fund as provided in Section I F.

c.  Associate Exchange Program travel reimbursement.  (April 1, 2007, Chicago, IL)

d.  Any other professional development opportunities as approved by the ASLCS Executive Committee.

2.  The account is maintained by NCSL.  Balance sheets and fund detail are to be reported to the ASLCS Executive Committee at each of its meetings and to the ASLCS President at his or her request.

C.  Professional Development Seminar Account

1.  The Professional Development Seminar Account is the budget for the PDS.  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 PDS 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 ASLCS Executive Committee at each of its meetings and to the ASLCS 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 jointly by the ASLCS Secretary-Treasurer and NCSL in a non-interest bearing account established in Denver, Colorado.  The Secretary-Treasurer also maintains an up-to-date list of paid members.  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 ASLCS Executive Committee and may include:

a.  Reimbursement for travel for the ASLCS President and President-elect for coach class travel and lodging to attend meetings of the Legislative Staff Coordinating Committee (LSCC) of NCSL.

b.  Reimbursement for travel for the ASLCS 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 the Association of Clerks-at-the-Table in Canada (CATTS) and the Association of Chief Clerks of Mexico's State Legislatures and the Federal District of Mexico (ANOMAC).

c.  Reimbursement for travel for the ASLCS President (or his or her designee) for coach class travel and lodging expenses to attend the Annual Meeting of the Australia and New Zealand Association of Clerks-at-the-Table (ANZACATT).

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 $100 upon the death of a member. (December 1997, Atlanta, GA; 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 ASLCS Executive Committee. (April 1, 2007, Chicago, IL)

E.  Investments

The ASLCS Executive Committee may direct the ASLCS 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.  (September 18, 1998, Madison, WI)

SECTION III: SOCIETY'S ARCHIVES

NCSL shall be responsible for the organization and preservation of the Society's Archives. Two copies of all Society publications shall be filed by the Committee Chairs with the Society's Archives and one 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)

A.  Associate Exchange Program

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.

1.  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 Staff 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 participants and two 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 (1) attended and ASLCS meeting or NCSL Legislative Summit or (2) worked for the legislature for a minimum of 2 years. (July 22, 2009, Philadelphia).

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

a.  It is the intent of the AEP that the selected Associates spend between three and five days 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)

b.  During the exchange, the Associate 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 ASLCS 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 AEP.  Host chambers may “roll over” to the next year if not selected to host during the current year for which they volunteered. (August 18, 2005, Seattle, WA)

6.  Expense Reimbursements

There shall be budgeted annually by the ASLCS Executive Committee a maximum of $2000, to be provided from the Society’s Professional Development Revolving Account to defray the expenses for selected Associates in the AEP who request financial assistance.  Selectees shall be eligible to receive a minimum of $500 each toward their expenses, if any, would be the responsibility of the participating individual(s).  Selectees shall submit a financial request for reimbursement, if needed, to the President of the Society.  (April 1, 2007, Chicago, IL)

Annual appropriation of these funds will continue unless changed by action of the ASLCS 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 ASLCS Executive Committee.  (September 27, 2004, Baltimore, MD)

SECTION V: AWARDS AND SCHOLARSHIPS

A.  Innovation Award

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.                   

2.  The Innovation Award is a special award that is presented infrequently.  Recipients 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)

3.  The Innovation Award may be purchased when authorized by the ASLCS President through the NCSL Staff Liaison.  (September 20, 2006, Austin, TX)

B.  NCSL Legislative Staff Achievement Award

1.  The NCSL Legislative Staff Achievement Award will be awarded annually at the NCSL Legislative Summit 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 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 ASLCS President for this purpose.

2.  Following the selection of award recipients, the ASLCS President shall send letters of notification to each 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.

3.  In addition, the ASLCS 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)

4.  Plaques for recipients of the Legislative Staff Achievement Award are purchased when authorized by the ASLCS President through the NCSL Staff Liaison.

C.  Joseph A. Beek Distinguished Service Award

1.  The Joseph A. Beek Distinguished Service Award (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 of ASLCS and held that position for the first 25 years of ASLCS’ existence.  He was named President Emeritus in 1969.

2.  The Joe Beek Award is a special award that is presented infrequently.  The recipient is selected by a special committee appointed by the ASLCS President for this purpose.

3.  Plaques for Joe Beek Award recipients may be purchased when authorized by the ASLCS President through the NCSL Staff Liaison. (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 for Associates is a special award that is presented infrequently.  The recipient is selected by a special committee appointed by the ASLCS President for this purpose.  (ASLCS "President and Executive Committee Reference Guide")

3.  The Distinguished Service Award for Associates may be purchased when authorized by the ASLCS President through the NCSL Staff Liaison.  (September 20, 2006, Austin, TX)

E.  Life Membership Award

1.  The Life Membership Award was established by the ASLCS Executive Committee on March 10, 1990, in Santa Fe, New Mexico.      

2.  The Life Membership Award is a special award that is presented infrequently.  The recipient is selected by a special committee appointed by the ASLCS President for this purpose.         

3.  Life Membership Awards may be purchased when authorized by the ASLCS President through the NCSL Staff Liaison. (September 20, 2006, Austin, TX)

F.  Betty King Scholarship for the Legislative Staff Management Institute (LSMI)

1.  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)

2.  An active member of the ASLCS 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 the NCSL 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.

3.  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 50 percent of the tuition.  The ASLCS Executive Committee will set an aggregate total amount each year to be shared equally among the recipients. 

4.  Once a Society member has been chosen by the institution to attend LSMI, ASLCS scholarship awards must be approved by the ASLCS Executive Committee before funds are disbursed.  (March 21, 1998, Kansas City, MO; July 23, 1998, Las Vegas, NV)

G.  Edward A. Burdick Memorial Scholarship

1. The Edward A. Burdick Memorial Scholarship was established to assist ASLCS Associate members with costs associated with attending the Society's Annual Professional Development Seminar (PDS).

2. Edward A. Burdick (1921-2011) was Chief Clerk and Parliamentarian of the Minnesota House of Representatives from 1966 to 2005.  During his membership in ASLCS, he served as President from 1971-1972, was the first recipient of the Joseph A. Beek Distinguished Service Award in 1983, and received the Legislative Staff Achievement Award in 2002. It is in recognition and honor of Mr. Burdick's many years of non-partisan public service and dedication to the Society that this Associate member scholarship is established.
 
3. The Edward A. Burdick Memorial Scholarship will be awarded annually to two Associate members of the Society and funded from the Professional Development Revolving Account in the amount of $750 for each recipient.  In order to afford as many an opportunity to the scholarship as possible, those selected for the scholarship will not be eligible in future years.
 
4. An Associate interested in the scholarship shall submit a letter, endorsed by his or her Principal Clerk/Secretary, outlining why he or she hopes to be selected for the scholarship and how attending the PDS will enrich their professional knowledge. Letters are to be submitted to the ASLCS Executive Committee through the NCSL Staff liaison by July 1. The Liaison shall forward all applications to the ASLCS President for review by the Executive Committee or an appropriate subcommittee. Associate members will be notified by the Associate Vice President by August 1.
 
5. The scholarships are funded by a nationally recognized corporate sponsor and will be awarded each year the corporate sponsorship is available.  In return, ASLCS will appropriately recognize the corporate sponsor when promoting and awarding the scholarships.
 
6. ASLCS scholarship awards must be approved by the ASLCS Executive Committee before funds are disbursed.  (April 21, 2012, Phoenix, AZ)

SECTION VI: COMMITTEES

(For information regarding the ASLCS 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

2.  Canadian-American Relations

3.  Inside the Legislative Process

4.  International Communication and Development

5.  Legislative Administrator

6.  Membership and Communication

7.  Professional Journal

8.  Program Development

9.  Roster

10.  Site Selection

11.  Support Staff

12.  Technology
      (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 ASLCS 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 year. (August 18, 2005, Seattle, WA)

b.  The term of Chairs of the Committees on Inside the Legislative Process, Canadian-American Relations, Professional Journal, and Roster is two 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

a. The ASLCS President has the flexibility to appoint up to three 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.

b. The ASLCS President-elect shall consult with the ASLCS Associate Vice President to seek recommendations for Associate leadership positions.  (August 18, 2005, Seattle, WA)

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 ASLCS 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 Award. (October 17, 1997, Vail, CO; July 28, 1999, Indianapolis, IN)

1.  Budget and Revenue Committee

a.  The ASLCS 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 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 ASLCS 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 ASLCS President shall appoint three members to perform an internal audit of the ASLCS Secretary-Treasurer’s records from the previous year. (September 14, 2000, Wilmington, NC)

3.  Nominating Committee
(See Bylaws, Article VI)

a.  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 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)

b.  No later than ten 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)

c.  If a person serving on the Nominating Committee is from the same state as a declared candidate, the ASLCS 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.  Dues for Principal members will be $130 and dues for Associate members will be $65. (October 1, 1995, Oklahoma City, OK; September 7, 2003, Scottsdale, AZ)

B.  Society Dues Invoices.  All invoices will be mailed by the ASLCS 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.  ASLCS 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 ASLCS President shall appoint a Budget and Revenue Committee and an Internal Audit Committee. 

2.  ASLCS Meetings.  The ASLCS President shall call either a spring or winter meeting of the Society.  This section will remain in effect unless changed by action of the ASLCS Executive Committee.  (September 7, 2003, Scottsdale, AZ)

3.  NCSL Legislative Staff Coordinating Committee (LSCC).  The ASLCS President and President-elect represent the Society on NCSL's LSCC. (August 3, 1993, Conference Call; April 1, 2006, Little Rock, AR)

4.  The ASLCS President serves as an ex officio member, with voting privileges, of the Professional Journal Committee. (August 18, 2005, Seattle, WA)

5 . The ASLCS President appoints the Nominating Committee.

6.  The ASLCS President issues and mails a certificate to Principal and Associate members upon their reitrement.

7.  The ASLCS President informs the individuals when they receive honorary membership.

B.  ASLCS 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.  ASLCS 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 ASLCS Secretary-Treasurer.

2.  Upon the death of a member, the ASLCS Secretary-Treasurer of the Society shall send a $100 contribution to the charity of the decedent’s family's choosing.  (December 13, 1997, Atlanta, GA; April 1, 2006, Little Rock, AR)

D.  ASLCS Associate Vice President

The ASLCS Associate Vice President shall:

1.  Attend meetings of the CATTS and ANOMAC, with the ASLCS President.

2.  Serve as an ex officio member, with voting privileges, of the Professional Journal Committee.  (August 18, 2005, Seattle, WA)

E. ASLCS  Immediate Past President

The ASLCS Immediate Past President shall:

1.  Update the ASLCS President and Executive Committee 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 MEMBERSHIP AND FORMER MEMBERS

A.  Honorary Membership

1.  The ASLCS 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 ASLCS President shall inform such individuals of their having received honorary membership upon his or her appointment.  (July 28, 1999, Indianapolis, IN)

B.  Former Members

(See Bylaws, Article I)

1.  Any former member of the Society may maintain an Associate membership by notifying the Secretary-Treasurer and paying yearly dues at the Associate level.

2.  Upon retirement, all members of the Society, both Principals and Associates, shall receive a certificate from the Society in recognition of their retirement.  These certificates are the responsibility of, and will be issued by, the ASLCS President.  (July 25, 1994, New Orleans, LA; April 18, 1999, Chicago, IL; July 28, 1999, Indianapolis, IN)

3.  Each dues-paying former member shall receive a copy of the Roster and Administrator.

SECTION X: INTERPARLIAMENTARY RELATIONS

A.  Joint Canadian/American Meeting 

1.  The Joint Canadian/American Meeting (Joint Meeting) shall be held in odd-numbered years.  Attendance at Joint Meetings shall be limited to each Principal and an Associate member 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; October 6, 2008, Reno, NV)

2.  Joint Meeting site proposals shall be approved by the ASLCS Executive Committee.  (January 21, 1995, Tallahassee, FL )

B.  Association of Chief Clerks of Mexico's State Legislatures and the Federal District of Mexico (ANOMAC)

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 ASLCS President may designate a replacement.  (July 28, 1999, Indianapolis, IN)

 2.   Attendance at the ASLCS PDS.  Three representatives from ANOMAC shall be invited to the PDS 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.  Central American Clerks Association (ATELCA)

1. Attendance at the ASLCS PDS.  One representative from ATELCA shall be invited to the ASLCS PDS.  The cost of the registration and room shall be paid by the Society.  (January 6, 1990, Denver, CO)

D.  Association of Clerks-at-the-Table in Canada (CATTS)

1.  Attendance at the CATTS 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 CATTS.  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.  Attendance at the ASLCS PDS.  The Society shall pay the costs of registration and hotel for the Canadian president or representative attending the ASLCS PDS.  The Society will waive the registration fee for two additional Canacian guests at the PDS.  (September 11, 1983, Portland, ME; March 21, 1998, Kansas City, MO)

E.  Australia and New Zealand Association of Clerks-at-the-Table (ANZACATT)

Attendance at the ASLCS PDS.  Three representatives from the ANZACATT shall be invited to the ASLCS PDS and their registration fees will be waived.  The cost of a room for one shall be paid by the Society.  (December 10, 2000, Memphis, TN)

F.  South African Legislatures Secretaries Association (SALSA)

Attendance at the ASLCS PDS.  Three representatives from SALSA shall be invited to the ASLCS PDS and their registration will be waived.  The cost of a room for one attendee shall be paid by the Society.  (July 24, 2008, New Orleans, LA)

SECTION XI: LEGISLATIVE STAFF COORDINATING COMMITTEE

A.  Legislative Staff Coordinating Committee (LSCC) Representation. The ASLCS President and the President-elect shall represent the Society on LSCC.  (August 3, 1993, conference call; April 1, 2006, Little Rock, AR)

B.  Designation of Alternate Representative.  Should either the ASLCS 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; April 1, 2006, Little Rock, AR)

SECTION XII: LOGO PIN POLICY, PLAQUES, CERTIFICATES, CODES OF ETHICS, PINS & GAVELS

A.  Logo Pin.  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 PDS.  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 ASLCS Secretary-Treasurer for Three Dollars.  (July 26, 2002,  Denver, CO)

B.  Plaques and Gavels.  Plaques for the outgoing ASLCS President and Associate Vice President and the gavel for the incoming ASLCS President may be purchased when authorized by the President through the NCSL Staff Liaison.  (September 20, 2006, Austin, TX)

C.  Honorary Membership Certificates.  Honorary Membership Certificates are printed when authorized by the ASLCS President through the NCSL Staff Liaison. (July 28, 1999; Indianapolis, IN) (September 20, 2006, Austin, TX)

D.  Membership Certificates, Pins, and Code of Ethics.  Membership Certificates shall be signed by the ASLCS Secretary-Treasurer.  These certificates, Society pins, and the Society Code of Ethics shall be distributed by the ASLCS Secretary-Treasurer to all members joining the Society for the first time.  (January 8, 1994, Denver, CO; April 18, 1999, Chicago, IL)

E.  Membership, Past President, and Past Associate Vice President Pins.  Pins may be purchased when authorized by the ASLCS President through the NCSL Staff Liaison. (September 20, 2006, Austin, TX)

SECTION XIII: MASON'S MANUAL COMMISSION

A.  Appointments; Organization.  Coinciding with each revision cycle, the ASLCS President 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 ASLCS President by the announced date. The ASLCS President shall appoint the new Commission and shall announce the appointments to the Society within thirty days. The organizational meeting of the Commission shall be called by the ASLCS 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 predetermined time established by NCSL and the Commission, deliver a draft edition for technical 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 the citations from current editions of generally accepted parliamentary authorities;

4.  Examine the Manual  for outdated, incomplete, or inappropriate material for an authority on parliamentary law;

5.  Draft new material for the Manual   that reflects emerging patterns of practice in state legislatures;

6.  Maintain a database of key case law citations of the Manual and provide access to these databases through the ASLCS web site;

7.  Notify the ASLCS membership of parliamentary issues of interest to them; and

8.  Provide summaries of procedural questions and responses generated through the ASLCS Listserv. (August 9, 2011, San Antonio, TX)

D.  Other Responsibilities of the Commission include:

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 publish on the ASLCS web site internet links, where available, to parliamentary authorities cited in the Manual.

3.  At the request of the President, 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 and shall be posted on the ASLCS web site. (August 9, 2011, San Antonio, TX)

E.  Membership.  The Commission shall consist of 16 members, at least three of whom shall be Associate members. The members shall be appointed by the ASLCS 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. At least 2 of the appointed members shall have prior Commission experience. Staff officers of NCSL shall not serve on the Commission. (August 9, 2011, San Antonio, TX)

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 at the pleasure of the Commission. The Chair and the Vice Chair shall have 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 accordancewith these Standing Orders, to govern the work of the Commission. (August 9, 2011, San Antonio, TX)

G.  Vacancies on the Commission.  Any Commission member who is physically absent from 3 consecutive meetings or 3 meetings in any 24 months shall have the member’s name submitted to the Executive Committee along with the Commission’s report on the reason(s) for the absences and the Commission’s recommendation as to the member’s continued service. Absent the affirmative vote of the Executive Committee to allow the member’s continued service, the member shall cease to be a member of the Commission upon the adjournment of the Executive Committee meeting at which the Commission’s report was received and read. Should an Associate member of the Commission become a Principal, which reduces the number of Associate members to fewer than three, 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. (August 9, 2011, San Antonio, TX)

H.  Commission Meetings.  There shall be at least three meetings each calendar year - one at the ASLCS PDS, one at the NCSL Legislative Summit, and at least one additional meeting. At the discretion of the Chair, the third annual meeting may be conducted electronically, or, upon the affirmative vote of four-fifths of the current members of the Commission, the third annual meeting may be cancelled. All meetings of the Commission shall be duly advertised to the members of the Society and are open to all interested persons. (August 9, 2011, San Antonio, TX)

I.  Report.  The September 2002 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 and shall be posted on the ASLCS web site. (September 21, 2002, Portland, OR; August 9, 2011, San Antonio, TX)

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 copies of all Society publications shall be filed by the Committee Chairs with Society's Archives and one copy with the NCSL Staff Liaison.  (August 13, 2001, San Antonio, TX; September 22, 2004, Baltimore, MD)   

A.  ASLCS WEB SITE

1.  The ASLCS web site  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 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 weeks of the conclusion of each Society meeting.

e.  The Legislative Administrator – within three weeks of publication of the printed version.                  

f.  Professional Journal – within three weeks of publication of the printed version.

g.  International Directory – within three 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 ASLCS Technology Committee, with recommendations of any changes submitted for approval to the ASLCS Executive Committee. (August 13, 2001, San Antonio, TX; 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.  ASLCS Executive Committee and NCSL Staf Liaison 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.  Items listed above are 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 ASLCS 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 ASLCS Technology Committee and subject to approval by the ASLCS Executive Committee. (August 18, 2005, Seattle, WA)

6.  The ASLCS Executive Committee shall be the governing entity of the web site.  The ASLCS Technology Committee shall make recommendations to the ASLCS 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 an online research tool providing information on current state legislative processes and procedures.  The ASLCS Committee on Inside the Legislative Process is responsible for reviewing and producing this publication on the ASLCS web site.  The Committee works closey with NCSL staff to develop survey questions and record the responses in an electronic format that is user friendly.

2.  Frequency of Publication.  Inside the Legislative Process shall be published to the ASLCS web site biennially by adding new material or updating existing charts.  Two printed copies shall be sent to the Society's Archives by the Inside the Legislative Process Committee Chairman.

3.  Notification.  The NCSL Staff Liaison shall e-mail ASLCS members notifying them when the online publication is placed on the ASLCS web site.

4.  Internet Edition.  All components of the Internet editions of Inside the Legislative Process shall be formatted in a manner to allow quick and complete loading of pages.

C.  INTERNATIONAL DIRECTORY

1.  Description.  The International Directory is a publication 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), Secretarie's 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 ASLCS Executive Committee.  Any costs in excess of the approved budget must be authorized in advance by the ASLCS Executive Committee.

D.  THE LEGISLATIVE ADMINISTRATOR    

1.  Title of the Newsletter.  The ASLCS newsletter shall be known as the Legislative Administrator.

2.  Frequency of Publication and Content.  The newsletter shall be  published up to three 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 PDS.

The content of this issue shall include, but is not limited to: a review of the PDS; 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 NCSL's Legislative Summit.

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 NCSL's Legislative Summit.

c.  The third issue of the year should be published as soon as possible after the NCSL's Legislative Summit, but before the Society's PDS.

The content of this issue shall include, but is not limited to: a review of Society activities during the National Conference of State Legislatures' Legislative Summit; 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 PDS.

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 NCSL 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 and Associate member of the Society, including dues-paying former members.  (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 ASLCS Executive Committee.

6.  Budget. 

Up to three issues of The Legislative Administrator will be produced within the budget pre-authorized annually by the ASLCS Executive Committee.  Any costs in excess of the approved budget must be authorized in advance by the ASLCS 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 (the Journal).

2.  Frequency of Publication.  The Journal shall have one edition published annually no later than September 1. (August 9, 2011, San Antonio, TX)

3.  Content and Size of Journal.  Each edition of the Journal should have a maximum of 50 pages and a collection of 4 to 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 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.  It is recommended that the editor(s) serve a two-year term.  The editorial board is responsible for review of articles and for making recommendations for acceptance, rejection, or request for revisions.  The editorial policy should be reviewed annually and revised as necessary.

5.  Circulation 

a.  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)

b.  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 the 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)

7.  Budget.  The Journal will be produced within the budget pre-authorized annually by the ASLCS Executive Committee.  Any costs in excess of the approved budget must be authorized in advance by the ASLCS Executive Committee.

F.  THE ROSTER AND REFERENCE GUIDE

1.  Title.  The Roster and Reference Guide, known as the Roster, of the ASLCS, 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 PDS each year.

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.  NCSL 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 Distinguished Service Award

ii.  Distinguished Service Award for Associates

iii.  Innovation Award

iv.  NCSL Legislative Staff Achievement Award

e.  Honorary Members.  Entries shall include picture, name, title, state and biographical information; note deceased if applicable.

f.  Life 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.  Former Members.  Entries shall be listed alphabetically by last name.  Each entry shall contain the following information, if provided:  Picture; name; former title; state; house; home address and telephone numbers; e-mail address.

l.  NCSL Support Staff.  Entries shall include picture; name; title; section; business address; e-mail address; FAX and telephone numbers.

m.  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).

n.  Mason's Manual Commission

i.  Description of the Commission

ii.  Commission officers and state abbreviation.

iii.  Listing of Commission members and state abbreviation.

o.  Bylaws, including date of last revision.  Publication of the official Bylaws of the ASLCS as approved in its meeting before publication of the Roster.

p.  Standing Orders, including appendices and date of last revision.

q.  Conference Dates and Locations.  Conference dates and places of the following organizations shall be listed:

i.    NCSL
ii.   ASLCS
iii.  CATTS
iv.  ANOMAC
v.   Joint Canadian-American
vi.  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.

6.  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 former members.

7.  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 (golf caps, ceramic mugs, men's and ladies' watches, pin maps, and sweatshirts) may be purchased when authorized by the ASLCS President through the NCSL Staff Liaison. 

B.  Purchasing Printed Material.  The NCSL Staff Liaison, with the written approval of the ASLCS President, may purchase regularly printed Society materials, such as stationery and tri-fold brochures, up to $300 per order. (September 9, 2000, Wilmington, NC)

SECTION XVIII: TRAVEL REIMBURSEMENT

A.  Estimates and Approval.  The ASLCS Executive Committee must approve in advance any reimbursement for any travel and/or lodging costs allowed under this Standing Order.  The ASLCS 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 ASLCS 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 ASLCS Executive Committee may authorize coach class travel and/or lodging costs for the ASLCS 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; ATELCA; ANOMAC; and ANZACATT. 

The ASLCS 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.

C.  LSCC Travel.  The Society may also reimburse, pursuant to a vote of the ASLCS Executive Committee, the ASLCS President and President-elect for coach class travel and/or lodging costs incurred while representing the Society at LSCC meetings. (Also see Section X.)   (July 23, 1998, Las Vegas, NV; September 24, 2002, Portland, OR)

SECTION XIX: VIDEO RECORDING

A.  Guidelines.

1.  Videotaping of Society meetings is authorized except when the ASLCS President directs otherwise prior to or during the meeting in question.

2.  Videotaping equipment and its operator shall be positioned only in such a location as shall be designed by the ASLCS President or the Chairman of the meeting.  Such equipment shall be positioned so as to not unduly interfere with the meeting.

3.  Equipment operators shall not move from the area assigned to them and shall not move about so as to call attention to themselves.  Equipment shall not be placed in or removed from the room except prior to commencement or after adjournment of the meeting, or during a recess.  Such activity must not be disruptive to the meeting as a whole.

4.  Nothing in these guidelines shall restrict the authority or responsibility of the ASLCS President or a Committee Chairman to control the conduct of a meeting.

5.  Approval from Society faculty and outside faculty shall be required prior to videotaping.

6.  The film used in the videotaping process shall at all times be the exclusive property of the Society and any reproduction thereof, in whole or in part, without the express written consent of the ASLCS President is strictly prohibited.  All videotapes shall be the property of the Society. All such tapes, once produced, shall be filed and maintained with the ASLCS President or his/her designee.  Tapes shall be made available on a loan basis to other Society members upon request.

7.  Any costs involved in the videotaping process shall be borne by the operators and not by the Society except that the Society may, at its discretion, reimburse the operator for the cost of the film.

8.  Nothing in these guidelines shall prevent the Society or its Executive Committee from terminating at any time the authority granted by these guidelines.  (March 12, 1988, Fort Lauderdale, FL; July 17, 2000, Chicago, IL)

B.  State Dinner.  A video recording of the state dinner in electronic medium shall be made and presented to the outgoing ASLCS President, the incoming ASLCS President, the outgoing ASLCS Associate Vice President, the incoming ASLCS Associate Vice President, the Society's Archives, the host state, and any recipients of special awards presented at that state dinner. (December 1, 2001, Las Vegas, NV; September 20, 2006, Austin, TX)

SECTION XX: VOTING BY PROXY

 (See Bylaws, Article I)

A principal member may designate a proxy to vote at the ASLCS Annual Business Meeting in his or her absence.  To properly designate a proxy, a Principal shall complete the ASLCS Proxy Form and submit it to the ASLCS Secretary-Treasurer prior to the ASLCS 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 (Name) ________________________________________to cast my

vote at the ASLCS Annual Business Meeting to be held  ____/_____/_____, in (Location) _________________________________________ .

                                                                                                  (date) 

_______________________________________________            _______________________

           (Principal)                                                                                        (Date)

The completed proxy must be returned to the ASLCS Secretary-Treasurer prior to the ASLCS Annual Business Meeting.  (July 24, 2003, San Francisco,CA)                                                                                             

Proxy form Revised 10/1/08

For more information about ASLCS, contact: Angela Andrews, NCSL Staff Liaison.