2014 (December) Executive Committee Meeting Minutes

12/18/2014

American Society of Legislative Clerks and Secretaries (ASLCS)

EXECUTIVE COMMITTEE MEETING
Conference Call

Dec. 18, 2014

Call to Order

The meeting of the Executive Committee was called to order by Russell Humphrey (TN), ASLCS president at 1:03 p.m. EST.

Attendance

The following members of the committee were present:

X

Russell Humphrey (TN)

X

Pat Harris (AL)

 

Susan Furlong (NV)

X

Denise Weeks (NC)

X

Susan Kannarr (KS)

 

Alan Whittington (TN)

X

Robert Haney (TX)

X

Yolanda Dixon (LA)

X

William “Bill” MaGill (VT)

 

Suzi Lowell (AK)

X

Maryann Horch (VA)

X

Janice Gadd (UT)


Other members/guests in attendance included Angela Andrews and Jeanne Mejeur, NCSL liaisons to ASLCS.

Approval of Minutes

Pat Harris (AL) moved and Denise Weeks (NC) seconded to approve the minutes of the Oct. 10, 2014 Executive Committee meeting.

Treasurer’s Report

Secretary-Treasurer Susan Kannarr (KS) reviewed the treasurer’s report for the dues account. The ending balance in the account was $30,304.06 as of Dec. 16, 2014. Denise Weeks (NC) moved and Bill MaGill (VT) seconded to approve the report.

Old Business

  1. Angela Andrews (NCSL) reviewed the ASLCS Finance Reports including a summary of the various accounts. Ms. Andrews reported the following:
     

a. ALSCS Special Meetings Fund (L190)—The balance in the L190 fund as of Dec. 15, 2014 was $263,705.39. New deposits from the last report were $2,500 from North Carolina fundraising; $51.00 from the sale of ASLCS items at the 2014 PDS; and interest of $402.00 (1/1/14-9/30/14). New expenditures were the transfer of $1,500.00 to the Professional Development Revolving Account for the Ed Burdick Scholarship and $51.93 for credit card usage fees. Also included were pending payments of $1,000 for a deposit at the Marriott Raleigh and $2,500 to East Coast Entertainment for the 2015 PDS state dinner band.

b. Professional Development Revolving Account—The balance in the Professional Development Revolving Account (LLCS) was $9,643.74 as of Dec. 15, 2014. Recent expenditures included $750 each to the two Ed Burdick Scholarship recipients for the 2014 PDS. The transfer of $1,500 from the L190 account for these scholarships was reflected in recent deposits. A pending deposit of $7,241.33 reflects profit from the 2014 PDS in Baton Rouge. Ms. Andrews noted that traditionally a balance of at least $10,000 is maintained in this account. No action was taken to address the current balance because the pending deposit will take care of the issue.

c. ASLCS Professional Development Seminar Budget—Ms. Andrews reviewed the final budget for the 2014 PDS and highlighted items where actual expenditures differed from estimates. Revenues reflect contributions of $20,500 from national sponsors, which is the highest amount ever received for a PDS.

d. Final Registrations and Room Pick-Up reports—Total registered attendees for the 2014 PDS were 228 including 177 full registrations, 22 guest registrations, 3 business registrations and 26 complimentary registrations. Ms. Andrews noted that this attendance was on par or a bit higher than 2013. The contracted block for the Hilton Baton Rouge was 820 and rooms picked up totaled 796 which avoided attrition charges.

New Business

  1. Associate Exchange Program: Jeanne Mejeur, (NCSL) presented information on the 2015 Associate Exchange Program. Ms. Mejeur reported that she has been working with Jay Pearson (VA), chairperson of the Support Staff Committee, to identify participating chambers and associates. Six chambers volunteered to participate for 2015 but only two associates have applied so far (the deadline is tomorrow). The Executive Committee discussed an extension but decided not to change the deadline. Ms. Mejeur will send out associate applications by e-mail and request members of the Executive Committee to respond by e-mail with approval or disapproval of the applicants.
     
  2. The following travel reimbursements were approved unanimously:
     

a. Denise Weeks (NC) moved and Maryann Horch (VA) seconded to approve travel for Russell Humphrey and Susan Furlong, or designees, to attend the 2015 Winter LSCC Meeting, January 8-10, in New Orleans, LA.

b. Pat Harris (AL) moved and Denise Weeks (NC) seconded to approve travel coach class travel for Russell Humphrey for the 2015 ANZACATT meeting.

  1. Memorials: On a motion by Denise Weeks (NC) and second by Bill Magill (VT), the Executive Committee unanimously voted to approve a memorial of $500 for Betty King, former secretary of the Texas Senate, who passed away Dec. 1, 2014. The exception to the normal $100 contribution was based on a precedent set with Millie McFarland who was also an ASLCS president. The Executive Committee also unanimously retroactively approved a memorial donation of $100 for Joy O’Brien, assistant secretary of the Maine Senate, who passed away in October, 2014. Maryann Horch (VA) moved and Janice Gadd (UT) seconded the motion to approve the contribution.
     
  2. ASLCS President Russell Humphrey (TN) addressed the issue of outreach to new principal clerks and secretaries. Mr. Humphrey reported that he has asked the Bylaws committee to discuss scholarships for principals to allow more of them to attend the annual PDS. The Executive Committee discussed the difficulties of tracking new people and strategies for outreach. Angela Andrews (NCSL) indicated that she had e-mailed a list of new members to the Executive Committee and that she and Jeanne Mejeur (NCSL) would continue to update that list as they became aware of additional changes.
     
  3. PDS evaluations: Angela Andrews (NCSL) reviewed the evaluations received from attendees at the 2014 PDS in Baton Rouge. Unfortunately, only 66 attendees submitted evaluations. Ms. Andrews indicated that there was very positive feedback regarding the host state, plenary speakers and the new schedule of holding the meeting Monday through Friday. A preference was expressed for having only two concurrent sessions instead of three in a time slot.
     

Other Business

  1. Denise Weeks (NC) updated the Executive Committee on plans for the 2015 PDS to be held in Raleigh, N.C. Ms. Weeks indicated that there have been verbal contribution commitments of $10,000 in addition to the $2,500 listed on the information given to committee members. Dates for the meeting were aligned with the new Monday-Friday format and breakout sessions will be scheduled on Monday.
     
  2. Russell Humphrey (TN) advised the committee that he will be looking at appointing a member to replace David Byerman (NV) as Program Committee chairperson because Mr. Byerman has left legislative service. Mr. Humphrey asked for input from Executive Committee members.
     
  3. Bill Magill (VT) reported on the Joint Canadian-American Meeting on behalf of committee chairperson Steve Marshall (VT). Steve Arias (NM) was scheduled to host the next meeting with Greg Gray (WV) as backup. Unfortunately, both of these members are retiring soon from legislative service. Mr. Magill indicated that Mr. Marshall is currently trying to figure out options for a host location for the meeting normally held in September.
     
  4. Angela Andrews (NCSL) pointed out to the Executive Committee that the letters from organizations that received memorial contributions on behalf of Millie MacFarland and Joy O’Brien were included in their meeting packets.
     

Announcements

Russell Humphrey (TN) informed the committee that the Spring Business Meeting will be held in in Clearwater, Fla. at the Hyatt Clearwater Beach sometime in late April or early May.

Robert Haney (TX) reported that Julia Bass, longtime journal clerk for the Texas House, passed away recently. Mr. Haney indicated that the replacement isn’t a current dues-paying member of ASLCS but he will encourage her to join.

Adjournment

Without objection, President Humphrey adjourned the meeting at 1:45 p.m. EST.

Respectfully submitted,
Susan W. Kannarr (KS)
Secretary-Treasurer