Executive Committee Meeting Minutes

Professional Development Seminar
Branson, Missouri
Sunday, October 2, 2011

Call to Order

The meeting of the Executive Committee was called to order by the Honorable Terry Spieler, Senate Secretary of the Missouri General Assembly and the ASLCS President.

Attendance

The following members of the committee were present:

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Terry Spieler (MO)

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Stephen Arias (NM)

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Karen Wadsworth (NH)

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Susan Furlong (NV)

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Suzi Lowell (AK)

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Janice Gadd (UT)

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Nathan Hatfield (VA)

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Jamie Kruse (NE)

 

Russell Humphrey (TN)

 

Robert Marchant (WI)

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Scott Kaiser (IL)

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George Bishop (VA)

Other members/guests in attendance included: David Byerman (NV), Susan Clarke Schaar (VA) and Angela Andrews, NCSL.

President Spieler announced her appointments to the Executive Committee. The appointed Principals are Steve Arias (NM) and Susan Furlong (NV) and appointed Associates are Janice Gadd (UT) and Jamie Kruse (NE). Upon a motion by George Bishop (VA) and seconded by Karen Wadsworth (NH), the appointments were approved unanimously.

Treasurer’s Report

The Treasurer’s Report reflects a balance of $37,416.80. There was one disbursement for $1,330.79 to the Treasurer of Virginia for George Bishop's travel to ANOMAC and CATTS since the report on September 27, 2011, of $38,747.59. Upon a motion by Nathan Hatfield (VA), seconded by Scott Kaiser (IL), the Treasurer’s Report was approved unanimously.

Old Business

Steve Arias (NM) thanked the Executive Committee for the memorial contribution to Carmalite Nuns of Sante Fe, New Mexico in honor of Margaret Larragoite (NM).

New Business

Angela Andrews explained the four ASLCS financial accounts and distributed a summary of each account. Angela also distributed an article titled, "ASLCS Finances: What Every Member Should Know," written by former President, Rob Marchant, about ASLCS' financial accounts. This article was printed in the Spring 2011 Legislative Administrator. The Dues Account contains all the membership dues received for the Society and the dues account is maintained by the ASLCS Secretary/Treasurer. The three other accounts are maintained by the ASLCS liaison (Angela Andrews) and the liaison reports to the Executive Committee regarding their status.

Angela Andrews reported that the L190, ASLCS Special Meetings Fund, has a balance of $323,189.33.

The total for fundraising for the Branson PDS is $40,775.00. Receipt of additional monies is expected. Scott Kaiser (IL) commended President Spieler (MO) on Missouri's fundraising efforts.

The no-host expenses for the PDS in Branson were discussed. The budgeted amount was $35,000 and the estimated cost is $30,155.46. Thus far $8,100.10 has been expended. George Bishop (VA) asked if there were any expenses to be concerned about. Angela Andrews advised the cost for the reception at the Titanic Museum is anticipated to be higher but the Hospitality Suite and the Sliq reception are anticipated to be lower than budgeted.

Missouri raised approximately $23,000 to help Missouri staff attend the PDS. Their attendance helped fill the required room block and supplemented the meeting budget. It was noted the hotel attrition rate would not have been met without them.

The balance in the President's Leadership Appreciation Event fund is $2,909.75. Use of the fund to hold an appreciation event is optional. Former President Greg Gray raised funds in the amount of $8,150.00 and chose to have an event. Past President Rob Marchant chose not to have an event. It should be noted that this fund resides in the L190 account, also known as the ASLCS Special Meetings Fund account.

The balance in the ASLCS Professional Development Revolving Account (LLCS) is $17,329.71. Angela Andrews reported no new deposits, one new expenditure of $500 for reimbursement to Bladen Finch a 2011 AEP Participant, and a pending expenditure of $2,500 to Morag Barrett Honoraria for the PDS. When this account goes below $15,000, monies are transferred from the Dues account. It was noted that Meagan Dorsch, Public Affairs Director and Social Media Manager for NCSL did not receive monetary compensation for her presentation and that a thank you note to her will be sent on behalf of the society.

The Branson Meeting Budget (PD011) was discussed. Currently the estimated costs are $59,834.93 and the revenue is $57,025.00. The meeting budget is closed out at the end of each year. As of 9/22 the number of rooms picked up was 730 which is 19 room nights above the contracted attrition threshold. The total number of registered attendees was 177 with 33 of those being complimentary registrations.

Discussion regarding private events scheduled by sponsors at the PDS will be carried over until the December conference call meeting.

The following budgets for ASLCS publications were approved unanimously:

• George Bishop (VA) moved and Steve Arias (NM) seconded to approve up to $10,000 for publication of the Legislative Administrator.

• Scott Kaiser (IL) moved and George Bishop (VA) seconded to approve up to $3,000 for publication of the Professional Journal, noting the journal will be published once a year.

• Steve Arias (NM) moved and Susan Furlong (NV) seconded to approve up to $500 for publication of the International Directory.

Terry Spieler (MO) moved and Janice Gadd (UT) seconded to designate Karen Wadsworth (NH) to represent the Society on behalf of President Spieler at the 2012 ANZACATT Meeting in Melbourne-Victoria, January 2012. The motion passed unanimously.

The 2012 Professional Development Seminar will be held in Richmond, Virginia at the OMNI Richmond. The hotel is three blocks from the capitol. The current OMNI proposal provides sleeping rooms for $149 per night and there is an 80% attrition rate. Before setting a number for the block of rooms, the OMNI Richmond wants to see the final hotel room pick-up for the Branson meeting. Nathan Hatfield (VA) moved and George Bishop (VA) seconded to approve the OMNI Richmond as the hotel for the 2012 PDS. The motion passed unanimously.

Angela Andrews will be checking on hotels in Sacramento, California for the October 2013 PDS.

Announcements

President Spieler (MO) announced that the Spring Meeting will be April 20-22, 2012 at the Downtown Hyatt in Phoenix, Arizona located close to the airport.

The 2011 Reference Guide for the ASLCS President and Executive Committee was distributed.

Adjournment

Upon a motion by Susan Furlong (NV), seconded by Scott Kaiser (IL), President Spieler adjourned the October 2, 2011, Executive Committee Meeting.

Respectfully submitted,

Suzi Lowell (AK)
ASLCS Secretary/Treasurer