2014 (May) Bylaws and Standing Orders Committee Meeting Minutes

5/3/2014

American Society of Legislative Clerks and Secretaries (ASLCS)

ASLCS SPRING MEETING
Nashville, Tenn.

Saturday, May 3, 2014

Call to Order

The meeting of the Bylaws and Standing Orders Committee was called to order at 9 a.m. by Patsy Spaw (Texas), chair.

Attendance

The following members of the committee were present:

X

Patsy Spaw (Texas), Chair

 

Tad Mayfield (Mo.)

 

Terry Spieler (Mo.), Vice-Chair

 

Ann Luck (N.C.)

 

Tisha Gieser (Alaska), Vice-Chair

 

Patrick O’Donnell (Neb.)

X

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.)

 

Russell Humphrey (Tenn.)

 

Brad Bolin (Ill.)

 

Linda Tubbs (Texas)

 

Jennifer Mertz (Ind.)

X

Janice Gadd (Utah)

 

Brad Metcalf (Ky.)

 

G. Paul Nardo (Va.)

 

Mary Ann Krol (Ky.)

 

John McE. Garrett (Va.)

 

Ron Smith (La.)

X

Jay Braxton (Va.)

X

Butch Speer (La.)

 

Susan Clarke Schaar (Va.)

 

Judy Barrows (Maine)

X

Bill MaGill (Vt.)

 

Al Mathiowetz (Minn.)

 

Bo Hoover (W.Va.)

 

Michael Linn (Minn.)

X

Sandy Tenney (Utah)

 

Carol Newton (Mo.)

 

 

 

Other members/guests in attendance included Suzi Lowell (Alaska), president of ASLCS, and Angela Andrews, NCSL liaison.

Approval of Minutes

Upon a motion by Karen Wadsworth, seconded by Butch Speer, the minutes of the last meeting held Oct. 12, 2013, during the Professional Development Seminar, in Sacramento, Calif., were approved.

Old Business

The discussion of inconsistencies in punctuation and capitalization in the ASLCS Standing Orders that had been raised at the previous meeting by Tisha Gieser (Alaska) was continued and with the added issue as to which document is the most up-to-date and correct version for committee members to review. Patsy Spaw (Texas) reported that Tisha Gieser (Alaska) had submitted suggestions for corrections to the Standing Orders and that Jane Richards (Ariz.) had submitted suggested corrections to the Jane Richards award section. Chair Spaw provided copies of suggested corrections to address the inconsistencies along with a key to the suggested corrections and a copy of the ASLCS Standing Orders for committee members to review prior to the Legislative Summit in Minneapolis.

President Lowell clarified that the ASLCS Executive Committee had adopted changes to the Jane Richards section during an Executive Committee conference call on Dec. 18, 2013. Chair Spaw also clarified how the Standing Orders are updated, stating that the President-elect is responsible for keeping an ongoing, updated version of the Standing Orders as changes to the orders are approved by the Executive Committee, which is shared with Angela Andrews and the President. The Past President is responsible for producing the President's Executive Committee Manual, which includes all Standing Orders changes, at the conclusion of the Past President's term for the incoming Executive Committee.

Butch Speer (La.) asked, with the new design of the NCSL website, who the webmaster for ASLCS is and who can post ASLCS information. Angela Andrews was asked about the website and she clarified that she is the webmaster for ASLCS and posts the ASLCS documents when she receives them. There was committee discussion about the process, including the suggestion that the President-elect also share the updated versions with the Past President and the Chair of the Bylaws and Standing Orders Committee in order to ensure that the current version is the version used by everyone. Karen Wadsworth (N.H.) suggested creation of a flow chart on how information gets from committees and the executive committee to the webmaster to the website.

Chair Spaw reported that, in accordance with President Lowell's request for each committee to review the committee descriptions in the Roster for accuracy with committee descriptions in the Standing Orders, a draft analysis on all the committee descriptions from Chair Spaw will be emailed to committee members prior to the Legislative Summit for review and comment.

Adjournment

There being no further business, the meeting was adjourned at 10 a.m. by the chair.

Respectfully submitted,
Patsy Spaw (Texas), Chair