2013 (October) Legislative Administrator Committee Meeting Minutes

10/12/2013

American Society of Legislative Clerks and Secretaries (ASLCS)

ASLCS PROFESSIONAL DEVELOPMENT SEMINAR
Sacramento, Calif.
Saturday, Oct. 12, 2013

Call to Order

The meeting of the Legislative Administrator Committee was called to order by David Byerman (Nev.), Chair.

Attendance

The following members of the committee were present:

X

David Byerman (Nev.), Chair

X

Bernadette McNulty (Calif.)

X

Alysia Peters (Nev.), Vice Chair

X

Dana Miler (Mo.)

X

Julie Bochat (Mo.)

X

Neva Parker (Calif.)

X

Scott Caffey (Texas)

X

Marilyn Seaton (Mo.)

X

Shelle Grim-Brooks (Nev.)

X

Geneva Tulasz (Va.)

X

Maryann Horch (Va.)

X

Denise Weeks (N.C.)

X

Tad Mayfield (Mo.)

X

Brad Young (Ohio)


Guest in attendance included Suzie Lowell (Alaska), 2013–2014 ASLCS President.

Approval of Minutes

Minutes approval was postponed until the spring meeting to be held in Nashville, Tenn.

New Business

Chair David Byerman (Nev.) asked each member to introduce themselves to the committee.

Opening discussion started on the logistics of preparing and publishing the Legislative Administrator. It was decided that publication responsibilities will be shared with Nevada handling the editorial elements including solicitation of the articles/photos and the editing of the content; Virginia will continue to layout and produce each issue.

Maryann Horch (Va.) shared that the solicitation of content includes collecting all committee minutes, various articles, information on available scholarships, photos from the PDS, and that all content should be due no later than a month before publication. She further stated one week should be set aside for proofing, editing, and content layout and one additional week for printing, production, and mailing.

With an annual budget of $10,000 for the Legislative Administrator, Maryann stated that per issue cost would be approximately $1,500 for printing and $1,500 for shipping. It was also noted that the next issue would revert back to half black and white and half color, with only full color printing to be reserved for anniversary issues.

The subject of how to ensure that only dues-paying members receive copies of the Legislative Administrator came up and the idea of distributing the publication during meetings was discussed. Shelle Grim-Brooks shared that according to the ASLCS Standing Orders, we are required to mail all dues-paying members a copy of each edition. A current list of members will be requested from Angela prior to each mailing.

David Byerman (Nev.), Chair, conveyed his expectation that each committee member will assist in producing the Legislative Administrator and solicited ideas on how the committee could conduct its work between meetings. Online tools such as Google Docs, CoveritLive, and email were discussed as being useful in collaboration efforts. David stated that he would like to have two CoveritLive meetings between today and the next business meeting in April.

The committee moved into a brief brainstorming session on what comprises an excellent Legislative Administrator and what tools/processes be put into place to help engage ASCLS members as content creators. Members discussed the various features of the publication that they feel contribute to its success, including: the use of visual content (i.e. photos), “States at a Glance” and “Fact or Fiction” sections, highlights of the scholarship opportunities and the experiences of recipients. Flickr and Photobucket were considered as potential depositories for conference photos and the use of QR Codes and URL links was also discussed. Overall, the committee agreed that each issue should have timely information that is beneficial to Society members

Suzie Lowell (Alaska), the incoming 2013–2014 ASLCS President stopped into the meeting to introduce herself and request that the committee look over the Standing Orders and review the committee description for necessary updates.

David Byerman (Nev.), Chair, closed the meeting by encouraging members to look through other publications (i.e., magazines, newsletters, etc.) for ideas on how to continue to improve the Legislative Administrator.

Adjournment

There being no objection the meeting was adjourned.

Respectfully submitted,
Alysia Peters (Nev.), Vice Chair