American Society of Legislative Clerks and Secretaries
2012 Professional Development Seminar
Richmond, Virginia — Omni Hotel Richmond
Agenda (As of September 27, 2012)

TuesdayWednesday | Thursday | Friday | Saturday | Sunday|

Tuesday, October 2, 2012

9:00 am-1:00 pm

2020 Mason's Manual Commission
Shenandoah H, Second Level, OMNI Richmond Hotel

Presiding: Alfred W. “Butch” Speer, Clerk, Louisiana House of Representatives and Chair of the 2020 Mason’s Manual Commission

1:00 pm-8:00 pm

Registration/Information Desk
Top of the Grand, Second Level, OMNI Richmond Hotel

1:00 pm-3:00 pm

Nominating Committee
Boardroom, Second Level, OMNI Richmond Hotel
 
Presiding:
Pat Saville, Secretary, Kansas Senate, currently serving as Immediate Past President

3:00 pm-5:00 pm*

 2011-2012 Executive Committee
Shenandoah J, Second Level, OMNI Richmond Hotel
*(or immediately following the Nominating Committee.)
 
Presiding:
Terry L. Spieler, Secretary, Missouri Senate and ASLCS President

5:00 pm*

Internal Audit Special Committee
Shenandoah J, Second Level, OMNI Richmond Hotel
*(or immediately following the 2011-2012 Executive Committee meeting.)

6:00 pm-7:30 pm

 Welcome Reception for International Guests
Room 321, Third Floor, OMNI Richmond Hotel

Sponsored by the ASLCS International Communication and Development Committee and the ASLCS Canadian-American Relations Committee.

7:30 pm-11:00 pm

Hospitality Suite
Room 321, Third Floor, OMNI Richmond Hotel

Wednesday, October 3, 2012

8:00 am-5:00 pm

Registration/Information Desk
Top of the Grand, Second Level, OMNI Richmond Hotel

8:00 am - 9:00 am

Breakfast 
James River Ballroom—Salon C, Second Level, OMNI Richmond Hotel
 

Thank you to our sponsor, Granicus!
A full breakfast will be served

8:15 am-9:00 am

ASLCS Cookbook Special Committee

James River Ballroom—Salon C, Second Level, OMNI Richmond Hotel
 
This special committee will be meeting during breakfast. Please find Ann Cornwell, Secretary, Arkansas Senate, if you are interested in the work of this special committee.
 

9:00 am-11:30 am

Building Civil and Successful Professional Relationships Now
James River Ballroom—Salon D, Second Level, OMNI Richmond Hotel
 
Here’s something that Republicans, Democrats, Independents, and the public at large can agree on: America’s government and politics are perceived as uncivil. In a 2010 KRC Research survey, 72% of those polled believed that our political system is the most uncivil environment in America – even more so than our highways, talk radio and celebrities. And the effects are felt in the legislative institution.
 
Author Anna Post, Emily’s great-great-granddaughter and arguably the busiest etiquette expert in the country, will share some ways to build positive relationships – even in the face of bipartisanship, stress and workplace chaos. She will explain detrimental effects of incivility and share steps for creating a considerate and respectful work environment. Etiquette isn't about avoiding political conversations; in fact, it supplies the skills and actions necessary to have respectful, professional conversations about tough issues.
 
Speaker:
Anna Post, Emily Post Institute, Vermont
 

Noon-2:00 pm

ASLCS Annual Luncheon and Business Meeting
James River Ballroom—Salon C, Second Level, OMNI Richmond Hotel

Presiding: Terry L. Spieler, Secretary, Missouri Senate and ASLCS President

Thank you to our sponsor, International Roll-Call Corporation!

2:00 pm-3:30 pm

Concurrent Session: ASLCS Needs You! ASLCS Origins, History and Participation
James River Ballroom—Salon A, Second Level, OMNI Richmond Hotel
 
Have you ever wondered why the Society has 12 Standing Committees?  
Are you curious to know what the Executive Committee does and how you can participate? 
Did you know that we have a long-standing relationship with our Canadian counterparts (Association of Clerks-at-the-Table in Canada, also called CATTS) and other international clerks’ associations? These are just a few of the many questions newer ASLCS members and meeting attendees have.  This session is designed to discuss the origins and development of the ASLCS Bylaws and Standing Orders.  Come and learn about the modern history of the Society and how it has grown and changed in the last 35 years.  Be prepared to learn the inner workings of the Society and its many "moving" parts.
 
Moderator:
Patrick J. O’Donnell, Clerk of the Legislature, Nebraska Legislature
 
Panelists:
Terry L. Spieler, Secretary, Missouri Senate and ASLCS President
Alfred W. “Butch” Speer, Clerk, Louisiana House of Representatives
George W. Bishop, IV, Deputy Clerk, Virginia House of Delegates
 
Sponsored by the ASLCS Bylaws and Standing Orders Committee.

2:00 pm-3:30 pm

Concurrent Session: Freedom of Information Act Issues in the Electronic Age 
James River Ballroom—Salon D, Second Level, OMNI Richmond Hotel
 
In most states, meetings and public records are subject to Freedom of Information Act (FOIA) requirements, but what about electronic meetings or the use of various email accounts or social media networks on state-owned computers? Hear from a Freedom of Information Act expert about public access to legislative records and meetings of the legislatures and how to handle FOIA requests in the modern legislature.
 
Moderator: Cheryl Laube, Chief Clerk, Arizona House of Representatives
 
Panelists: Maria J.K. Everett, Executive Director of the Virginia Freedom of Information Advisory Council, Commonwealth of Virginia
Alan Whittington, Assistant Chief Clerk, Tennessee Senate
 

3:30 pm-5:00 pm

 New Attendee Orientation
Shenandoah, Second Level, OMNI Richmond Hotel

This session is to welcome and orient new attendees to the seminar. Learn about ASLCS, the Professional Development Seminar and meet other new attendees. This session will provide useful tips for new attendees and help them make the most of their time in Richmond. Please come prepared with an interesting, but maybe not so well known, fact about your home state and business cards to share.
 
Sponsored by the ASLCS Membership and Communication Committee.

6:00 pm

Board Buses to the Virginia Museum of Fine Arts
Cary Street Entrance, Street Level, OMNI Richmond Hotel

6:30 pm-9:30 pm

ASLCS Opening Reception: A Night at the Museum
Virginia Museum of Fine Arts, 200 N. Boulevard, Richmond

Your Virginia hosts welcome you to Richmond with a reception in the newly expanded Virginia Museum of Fine Arts (VMFA), a world-class, state-supported and privately endowed educational institution.  The permanent collection contains works by many of the world's greatest artists and several of the stunning galleries will be open for you to view.  Museum docents will be on hand to talk about the various collections, including the European, French, American, Pre-Columbian, Mid-to-Late 20th Century, and British Sporting collections. In the grand Marble Hall of the Museum, you will enjoy food, beverages and conversation, with music provided by the Eastern Standard Time Jazz Trio.

9:00 pm

Board Buses to the OMNI Richmond Hotel

9:00 pm-Midnight

Hospitality Suite
Room 321, Third Floor, OMNI Richmond Hotel

Thursday, October 4, 2012 

8:00 am-5:00 pm

Registration/Information Desk
Top of the Grand, Second Level, OMNI Richmond Hotel

8:00 am-9:00 am

Breakfast
James River Ballroom—Salon C, Second Level, OMNI Richmond Hotel

Thank you to our sponsor, Thomson Reuters!
A full breakfast will be served

9:00 am-9:30 am

Travel to the Virginia State Capitol
The Virginia State Capitol is within walking distance from the OMNI Richmond Hotel. Walking directions will be provided.

9:30 am-11:30 am

Half-Day at Capitol —Staff Breakouts
Take your networking and problem-solving to the next level!  Staff breakout sessions provide a round-table style forum for attendees to discuss specific parliamentary situations and administrative challenges. Get feedback on issues, share experiences, and obtain solutions from your peers.  Note: these are closed-door sessions to legislative staff.
Sponsored by the Support Staff Capitol

Thre break-out sessions for:

  • Principal Clerks and Secretaries
  • Jefferson Room, Virginia State Capitol, Plaza Level

This session is designed for the chief clerk or secretary of the chamber

Facilitator: Terry L. Spieler, Secretary, Missouri Senate and ASLCS President 

  • Legislative Operations Staff
  • House Room 3, Virginia State Capitol, Plaza Level

This session is designed for the assistant chief clerk and/or secretary of the chamber and staff whose work directly relates to the legislative process via the journal, calendars and agendas, engrossing and enrolling, bill index and status, and committee operations.

Facilitators: Nathan Hatfield, Assistant Clerk, Virginia Senate and ASLCS Associate Vice-President
Tisha Gieser, Assistant Chief Clerk, Alaska House of Representatives

  • Administrative and Support Services Staff
Senate Room 3, Virginia State Capitol, Plaza Level

This session is designed for the assistant chief clerk and/or secretary of the chamber and staff whose work supports the legislative process via fiscal administration, information technology, information and public relations, and support services, including: facilities management, purchasing, document handling, mail rooms, safety, and security.

Facilitators: Melanie Newby, Assistant Purchasing Officer, Virginia Senate
Michelle Wright, Assistant Fiscal Officer, Virginia Senate
Linda Wettstone, Systems Analyst, Virginia Senate

Noon-2:00 pm

Lunch on Your Own

2:00 pm-3:30 pm

 Concurrent Session: Mason’s Manual Challenge:  Parliamentary Puzzlers
James River Ballroom—Salon D, Second Level, OMNI Richmond Hotel
 

This session will pit Mason’s Commissioners in a “Mason’s Bowl” contest to discover which Commissioners will have the bragging rights on parliamentary knowledge.  Two teams of Commissioners will be questioned by the Moderator on their in-depth knowledge of parliamentary procedure as set out in Mason’s Manual of Legislative Procedure.  The team with the deepest knowledge, providing the most correct answers and therefore scoring the most points, will win the bowl and bragging rights! Come cheer on the Commission and test your own knowledge – or learn more – about parliamentary procedure.
 
Moderator:
Alfred W. “Butch” Speer, Clerk, Louisiana House of Representatives and Chair of the 2020 Mason’s Manual Commission
 
Team One: Denise Weeks, Principal Clerk, North Carolina House of Representatives and Vice-Chair of the 2020 Mason’s Manual Commission
Liz Clark, Deputy Secretary, Alaska Senate
William MaGill, First Assistant Clerk, Vermont House
Steven Marshall, Assistant Secretary, Vermont Senate
Tara Perkinson, Deputy Clerk, Virginia Senate
Tammy Wright, Clerk, New Hampshire Senate
 
Team Two: Bonnie Alexander, Chief Clerk, Idaho House of Representatives
David Byerman, Secretary, Nevada Senate
Joseph Carleton, Secretary, Maine Senate
Ann Cornwell, Secretary, Arkansas Senate
Yolanda Dixon, Assistant Secretary, Louisiana Senate
Susan Furlong, Chief Clerk, Nevada Assembly
Joyce Wright, Chief Clerk to the Secretary, Alabama Senate

Sponsored by the 2020 Mason’s Manual Commission.

2:00 pm-3:30 pm

Concurrent Session:
Continuity in Disaster: Keeping Your Tools and Wits When All Else is in the Pits

James River Ballroom—Salon B, Second Level, OMNI Richmond Hotel
 
A natural disaster. A health pandemic. A terrorist attack. No one wants to think about these worst-case scenarios and how they can impact the operation of your legislature, but the reality is that it can happen.  Is your legislature prepared?  This session will provide information to ensure that your legislature is ready for an unforeseen disaster. We’ll explore the types of continuity in government problems that legislatures have tackled, so you can make sure your organization is prepared for the unexpected.  Information about best practices will be shared and there will be time for questions and answers.
 
Moderator: Dana Miller, Senior Legislative Specialist, Missouri House of Representatives
 
Panelists: Marilyn Eddins, Chief Clerk, Colorado House of Representatives
Ramona Kenady-Line, Chief Clerk, Oregon House of Representatives
Bernadette McNulty, Chief Assistant Secretary, California Senate
Brandon T. de Graaf, Assistant Secretary of Veterans Affairs and Homeland Security, Commonwealth of Virginia 

Sponsored by the Technology Committee.

3:30 pm-5:00 pm

Concurrent Session: Looking to the Future: Cross Training and Succession Planning Strategies
James River Ballroom—Salon B, Second Level, OMNI Richmond Hotel

Life's surprises may lead to an unplanned absence in the office at the height of the legislative session.  Avoid panic and mayhem by taking the proactive step of implementing a cross-training program to strengthen your office or position.  Similarly, why keep succession a surprise?  Learn about strategies to allow for a smooth transition with minimal disruption to the chamber and office dynamic.  In this session you will hear from clerks and secretaries who have participated in such programs in their offices or positions.

Moderator: Beverly Isles, Clerk Assistant, Canada House of Commons
 
Panelists:
Matthew Baker, Assistant Chief Clerk, Nevada Assembly
Liz Clark, Deputy Secretary, Alaska Senate
E. Dotson Wilson, Chief Clerk and Parliamentarian, California Assembly
 
Sponsored by the Support Staff Committee.

3:30 pm-5:00 pm

Concurrent Session: Legislative “Off-the-Record”
James River Ballroom—Salon A, Second Level, OMNI Richmond Hotel
 
Get answers to your trickiest questions and share advice and stories with an audience of your colleagues. In this lively and engaging session, moderators will keep the discussion moving so everyone has an opportunity to get their topic addressed. Don’t miss out on obtaining practical advice to help you successfully navigate future legislative sessions. Just remember: what’s discussed is among colleagues and “off-the-record.”
 
Facilitators: Scott Kaiser, Assistant Secretary, Illinois Senate
Susan Kannarr, Chief Clerk, Kansas House of Representatives
Joyce Wright, Chief Clerk to the Secretary, Alabama Senate

5:45 pm

Board Buses or Walk to the Virginia State Capitol
Cary Street Entrance, Street Level, OMNI Richmond Hotel

The Virginia State Capitol is within walking distance from the OMNI Richmond Hotel. School buses will be available to transport attendees who prefer not to walk.

 6:00 pm-8:00 pm

An Evening at Mr. Jefferson’s Capitol
1000 Bank Street, Richmond
 
What better way to close out your day than to enjoy an evening featuring fine Virginia fare and beverages in Mr. Jefferson's newly restored State Capitol.  As you dine, you’ll learn of the history that has occurred in this treasured landmark – from the ratification of the Bill of Rights and trial of Aaron Burr to the visits by Queen Elizabeth II and other dignitaries, as well as last year’s filming of Spielberg's soon-to-be released movie “Lincoln."  Capitol tour guides will be on hand to discuss the historic spaces, while state lawmakers and members of the House and Senate staff will be in the chambers to give you a peek at how we operate when the General Assembly is in Session.
 

8:00 pm Board Buses or Walk to the OMNI Richmond Hotel
 
The OMNI Richmond Hotel is within walking distance from the Virginia State Capitol. School buses will be available to transport attendees who prefer not to walk.
 

9:00 pm-Midnight

Hospitality Suite
Room 321, Third Floor, OMNI Richmond Hotel

Friday, October 5, 2012

8:00 am-5:00 pm

 Information Desk
Top of the Grand, Second Level, OMNI Richmond Hotel

8:00 am-9:30 am

Gospel Breakfast
James River Ballroom—Salon C & D, Second Level, OMNI Richmond Hotel

It may not be Sunday morning, and there's no preacher or sermon on the agenda, but Bubba Johnson and the Omega Singers will have you swaying and clapping to familiar gospel tunes during this rousing start to your day.  The energy will get you fired up and ready to go.  While there won’t be a collection plate passed, you might have a chance to sing along, if you wish.

Thank you to our sponsor, Propylon!
A full breakfast will be served.

9:00 am-9:30 am

Legislative Expo set up and Meeting Break

 10:00 am-Noon

Legislative Expo – Tools for a Successful Session
James River Ballroom—Salon A & B, Second Level, OMNI Richmond Hotel

Take advantage of an opportunity to learn about innovative programs and processes being utilized by legislatures in an informal, unhurried atmosphere.  Experience this year's technological highlights, stop by the Associate Exchange Program table, submit updates for the ASLCS Roster and Reference Guide, and get a preview of next year’s PDS in Sacramento, California.  You won't want to miss these exhibits and more as your ASLCS colleagues demonstrate their Chamber's tools for a successful session at the Legislative Expo!

 Noon-1:30 pm

Lunch on your own

Noon-1:30 pm

ASLCS 70th Anniversary Special Committee meeting

Senate Room 3, Virginia State Capitol, Plaza Level

2:00 pm-3:30 pm

Concurrent Session: Legislative University:  Educating the Public
James River Ballroom—Salon A, Second Level, OMNI Richmond Hotel

Civic education programs promote civic engagement and dispel cynicism toward government. Legislatures, the incubators of democracy, have the ability to create, encourage and support civic education and learning programs. This session will feature legislatures that have well-established and dynamic civic education programs and will provide information to help you develop –  or build –  a successful civic education program in your chamber or legislature.

Moderator: Karl Kurtz, Director of the Trust for Representative Democracy, NCSL

Panelists: David Byerman, Secretary, Nevada Senate
Bladen Finch, Senate Page Program Director, Virginia Senate

2:00 pm-3:30 pm

Concurrent Session: What I Wish I Had Known: Reflections on Legislative Service
James River Ballroom—Salon B, Second Level, OMNI Richmond Hotel
 
Serving in the legislature can be challenging, but it can also be extremely rewarding and gratifying. Here is your opportunity to hear from colleagues who have “weathered the storms.”  In this informal session the panelists, and perhaps some audience members, will share stories about their legislative experience, and talk about the many valuable and useful lessons they learned while serving the legislative institution.
 
Moderator: Albin “Al” Mathiowetz, Chief Clerk, Minnesota House of Representatives
 
Panelists: Millicent “Millie” MacFarland, former Clerk, Maine House of Representatives
Jane Richards, former Chief Clerk, Arizona House of Representatives
Pat Saville, Secretary, Kansas Senate

3:30 pm-5:30 pm

Community Service Project –  Community Service Project Sponsored by LexisNexis
Potomac Room, Second Level, OMNI Richmond Hotel
 
Ready to give back to the Richmond community and warm your heart with a feel good activity? Don’t miss out on a fun, interactive and meaningful experience supporting Art180. 
 
LexisNexis and ASLCS will work together on our third annual community service project to benefit Art180. We will put together Art Kits to be given to young Richmonders who live in challenging circumstances. Art180 provides an opportunity for young people to express themselves through art and to share their story with others, with the goal to turn lives and communities around 180 degrees. Attendees will also be able to write a personal message in the completed Art Kit, explaining how creativity has positively impacted their own life experiences. Refreshments will be provided.

5:30 pm

Board Buses to St. John’s Church
Carey Street Entrance, Street Level, OMNI Richmond Hotel

6:00 pm-7:00 pm

Historic Reenactment at St. John’s Church: “Give me Liberty…”
2319 East Broad Street, Richmond

Most students can finish this historic phrase, but how compelling would it be if you could hear those famous words spoken in context in the exact location in which they were uttered?  Tonight, you will be transported by bus a few blocks and a couple hundred years back in time to March 23, 1775, where Patrick Henry, George Washington, Thomas Jefferson, and other Founding Fathers have gathered in St. John's Church to attend the

Evening

Evening on your own

7:00 pm

Board Buses to the OMNI Richmond Hotel

Evening

 Evening on Your Own

9:00 pm-Midnight

Hospitality Suite
Room 321, Third Floor, OMNI Richmond Hotel

Saturday, October 6, 2012

8:00 am-4:00 pm

Registration/Information Desk
Top of the Grand, Second Level, OMNI Richmond Hotel

8:00 am-9:00 am

Breakfast and Briefing on the Parliament of Canada’s Parliamentary Officers’ Study Program
James River Ballroom—Salon C, Second Level, OMNI Richmond Hotel
 
The Parliament of Canada extended an invitation for one ASLCS member to participate in their Spring 2012 Parliamentary Officers’ Study Program (POSP).  This program brings participants from all over the world to learn about the functioning of the Parliament of Canada and, in turn, to reflect on their own practices. Brian Ebbert, Assistant Chief Clerk/Parliamentarian with the California Assembly, was selected to participate in POSP. He will speak about his experience participating in this valuable program and share what he learned.  Speaking program will begin at 8:15 am.
 
Speaker: Brian Ebbert, Assistant Chief Clerk/Parliamentarian, California Assembly
 
Thank you to our sponsor, Sliq Media Technologies!
A full breakfast will be served.

9:00 am-9:15 am

Meeting Break

9:15 am-11:45am

Creating an Engaging Work Environment
James River Ballroom—Salon C, Second Level, OMNI Richmond Hotel
 
What can you do to engage and motivate all the staff in your legislative environment? In this lively session, David Witt will show you how to keep your staff focused, productive and energetic—even during uncertain economic times. He’ll also introduce the four key elements that you need to focus on to establish and nurture trust in all your working relationships. By learning how to manage people’s energy and build trust, you’ll inspire your staff to not only meet, but to exceed goals.
 
Speaker: 
David Witt, The Ken Blanchard Companies, California

Noon-12:30 pm

New Attendee Wrap-up
Rappahannock Room, Second Level, OMNI Richmond Hotel
 
Presiding:
Bonnie Alexander, Chief Clerk, Idaho House of Representatives

Noon-2:00 pm

Lunch on your own

1:30 pm-2:15 pm

Committee Chair Transition
Presiding:
Karen O. Wadsworth, Clerk, New Hampshire House

2:15 pm-3:00 pm

 “A” Committee Meetings
All meeting rooms on Second Level, OMNI Richmond Hotel

Bylaws and Standing Orders – Potomac E
Inside the Legislative Process – James River Ballroom—Salon A
Technology – James River Ballroom—Salon B
Site Selection – Potomac G
 

3:00 pm-3:45 pm

“B” Committee Meetings
All meeting rooms on Second Level, OMNI Richmond Hotel

Membership and Communication – James River Ballroom—Salon A
Legislative Administrator – Potomac E
Support Staff –James River Ballroom—Salon B
International Communication and Development – Potomac G

3:45 pm-4:30 pm

“C” Committee Meetings
All meeting rooms on Second Level, OMNI Richmond Hotel
 
Roster – James River Ballroom—Salon A
Professional Journal – Potomac E
Canadian-American Relations – James River Ballroom—Salon B
Program Development – Potomac G
 

 6:00 pm-7:00 pm

 President’s Reception
James River Foyer—Salon D, Second Level, OMNI Richmond Hotel

Thank you to our sponsor, LexisNexis!

 7:00 pm-10:30 pm

State Dinner and Entertainment
James River Ballroom—Second Level, OMNI Richmond Hotel
 
Presiding:
Terry L. Spieler, Secretary, Missouri Senate and ASLCS President
 
After all of the speeches have been delivered, it's still way too early to end the festivities.  We have the perfect way to keep the good times going for everyone who helps keep America running – an engaging performance by The Water Coolers.  This comedy/musical act will entertain you and keep you smiling with their combination of workplace insights, original songs and parodies of popular tunes.  It will be a hilarious and fun-filled conclusion to a wonderful time in Richmond!

10:30 pm-Midnight Hospitality Suite
Room 321, Third Floor, OMNI Richmond Hotel

Sunday, October 7, 2012

8:00 am-9:30 am

Business Meeting and Breakfast
James River Ballroom—Salon C, Second Level, OMNI Richmond Hotel
 
Presiding:
Karen O. Wadsworth, Clerk, New Hampshire House of Representatives and ASLCS President
A plated breakfast will be served.

 9:30 am-Noon

2012-2013 Executive Committee
James River Ballroom—Salon A, Second Level, OMNI Richmond Hotel
 
Presiding:
Karen O. Wadsworth, Clerk, New Hampshire House of Representatives and ASLCS President

 Noon

 Meeting Adjourned