2014 (August) Bylaws and Standing Orders Committee Minutes

8/19/2014

American Society of Legislative Clerks and Secretaries (ASLCS)

NCSL LEGISLATIVE SUMMIT
Minneapolis, Minn.
Tuesday, Aug. 19, 2014

Call to Order

The meeting of the Bylaws and Standing Orders Committee was called to order at 3:05 p.m. by Patsy Spaw (Texas), chair.

Attendance

The following members of the committee were present:

X

Patsy Spaw (Texas), chair

 

Tad Mayfield (Mo.)

X

Terry Spieler (Mo.), vice-chair

 

Ann Luck (N.C.)

 

Tisha Gieser (Alaska), vice-chair

 

Patrick O’Donnell (Neb.)

 

Cheryl Laube (Ariz.)

X

Karen Wadsworth (N.H.)

 

Sandra Daly (Calif.)

 

Paul Smith (N.H.)

 

Juan (Jay) Alburez Sevilla (Calif.)

X

Susan Furlong (Nev.)

 

JoAnne Hedrick (Del.)

X

Russell Humphrey (Tenn.)

 

Brad Bolin (Ill.)

X

Linda Tubbs (Texas)

 

Jennifer Mertz (Ind.)

 

Janice Gadd (Utah)

X

Brad Metcalf (Ky.)

 

G. Paul Nardo (Va.)

 

Mary Ann Krol (Ky.)

 

John McE. Garrett (Va.)

X

Ron Smith (La.)

X

Jay Braxton (Va.)

X

Butch Speer (La.)

X

Susan Clarke Schaar (Va.)

 

Judy Barrows (Maine)

X

Bill MaGill (Vt.)

 

Al Mathiowetz (Minn.)

 

Bo Hoover (W.V.)

X

Michael Linn (Minn.)

X

Sandy Tenney (Utah)

 

Carol Newton (Mo.)

 

 


Other members/guests in attendance included Suzi Lowell (Alaska.), president of ASLCS, Paul Campos (Wash.) and Glen Koepp (La.).

Approval of Minutes

Upon a motion by Terry Spieler (Mo.), seconded by Jay Braxton (Va.), the minutes of the last meeting held May 3, 2014, during the Spring Meeting, in Nashville, Tenn., were approved.

Old Business

Patsy Spaw asked the committee members if they had each received and reviewed the documents—Analysis of Committee Descriptions, ASLCS Technical Amentment, and Key to Proposed Amendments to Standing Orders—emailed on May 14, following the Nashville meeting. Everyone had received the documents.

The initial committee charge from ASLCS President Lowell was to review the committee descriptions in the Standing Orders and as printed in the individual committee listings in the ASLCS Roster for consistency and accuracy and to look for other inconsistencies throughout the Standing Orders. Several issues were raised as a result of the committee review:

  1. Should the description in the Roster be more than a "summary of the purpose of each committee" and contain the "listing of the committee, its purpose, duties and responsibilities of the Chair, and additional information as needed" as required in the Standing Orders. Conclusion was that some are probably sufficient, but others need some addition to comply with the Standing Orders.
  2. Should the responsibilities listed in the Standing Orders that are not included in the committee descriptions in the Roster be added? Yes.
  3. Should committee descriptions/responsibilities be added for committees that are only listed by committee name in the Standing Orders? Yes.
  4. Should the noted inconsistencies be corrected for consistency? Yes.
     

There was discussion regarding the issues that had been raised by the review and the chair stated she would incorporate all of the suggested inserts and edits regarding committee descriptions and inconsistencies and email to committee members prior to the Professional Development Seminar in Baton Rouge, Oct. 5–10, 2014, for their review.

Karen Wadsworth (N.H.), verified that the committee now has the correct language for the Jane Richards Scholarship, which was adopted during an Executive Committee conference call on Dec. 18, 2013.

Karen Wadsworth (N.H.) moved that the chair incorporate all proposed edits into the Standing Orders for review by committee members. Brad Metcalf (Ky.) seconded the motion, and the motion was unanimously approved.

New Business

There was discussion regarding the production of the President's and Executive Committee's Reference Guide (Guide). Karen Wadsworth (N.H.) reported that she has the updates for the Guide, which she is responsible for producing for the incoming Executive Committee at the PDS in Baton Rouge, but was questioning whether to wait until the suggested changes to the Standing Orders had been approved or to proceed and produce the Guide prior to the PDS. Terry Spieler (Mo.), stated that it was important for the new Executive Committee to receive it at their first meeting. It was decided that the Guide should be available for the incoming Executive Committee at the PDS, but, if the Standing Orders changes are approved by the Executive Committee, inserts of the new Standing Orders will be provided for the Guide.

Adjournment

There being no further business, the meeting was adjourned at 3:30 p.m. by the chair.

Respectfully submitted,
Patsy Spaw (Texas)
Chair