2014 (May) Support Staff Committee Meeting Minutes

5/3/2014

American Society of Legislative Clerks and Secretaries (ASLCS)

ASLCS SPRING MEETING
Nashville, Tenn.
May 3, 2014

Call to Order

The meeting of the Support Staff Committee was called to order by Lisa Davis (MS), chair.

Attendance

The following members of the committee were present: Lisa Davis (MS), chair, Tara Perkinson (VA), Alan Whittington (TN), Maryann Horch (VA), and Lindsey Grovom (MT). Other members in attendance included ASLCS President Suzi Lowell (AK) and Angela Andrews (NCSL).

Approval of Minutes

Upon a motion by Tara Perkinson (VA), seconded by Alan Whittington (TN), the minutes of the last meeting held October 12, 2013, during the ASLCS Fall Professional Development Seminar in Sacramento, CA, were approved.

Old Business

Chair Davis (MS) thanked everyone for helping select the participants for the Associate Exchange program. There were numerous applicants this year. Those selected were:

Ginny Edwards (VA) to Alaska
Alysia Peters (NV) to Arizona
Megan Foesch (WI) to Virginia
Sherry Rodriguez (NV) to California

New Business

Chair Davis asked for ideas for the concurrent sessions. She mentioned the ideas of: working with partisan staff, member training, paperless chamber.

Tara Perkinson (VA) mentioned the Virginia Senate is trying to go paperless. Alan Whittington (TN) discussed Tennessee has created a “Dashboard” in an effort to go paperless. They went from a 300-paper packet to an electronic tablet with the calendar and bill information on it. This system was developed internally with the user interface being developed externally.

Tara Perkinson discussed the electronic draft and electronic filing system that Virginia is using. The senate clerk can now refer bills without paper and remotely.

Maryann Horch (VA) mentioned it might be interesting to see what paper items members/staff will not give up. Ex. Calendar cards and patron notification cards in the Virginia Senate.

Alan Whittington (TN) mentioned their Dashboard project as an effort for them to go paperless. They have taken their 300-page paper packet (calendar and the information in it) and now provide it electronically on a tablet. One of its features highlights the current bill.

Tara Perkinson (VA) brought up the new E-draft and E-filing system in Virginia. The program has really helped expedite the process as well as cut down on paper. The clerk is able to refer bills remotely and without physical copies of all of the bills.

Another topic that idea President Suzi Lowell (AK) mentioned to Chair Davis (MS) over breakfast was sponsor and co-sponsor. Chair Davis continued that in Mississippi they had to hire a person just to add and remove names from a bill because there were so many changes.

Legislative Expo

Alan Whittington (TN) mentioned from a prior expo he liked the resolution folders that Jay Braxton (VA) brought, and now they use the same vendor to purchase the folders.

Angela Andrews (NCSL) suggested putting up signage to display what people have gained from past Legislative Expos. Alan Whittington (TN) mentioned flyers to advertise (have them distributed at the Legislative Summit in Minnesota). There could also be an announcement in the next Legislative Administrator. Maryann Horch (VA) will send Chair Davis photos from the last expo, and Angela Andrews will send Chair Davis a list of past participants. Ron Smith (LA), vice chair, is from the host state (for the 2014 Fall Professional Development Seminar) and can get items printed.

Maryann Horch (VA) mentioned the Technology Committee talked about possibly having a Technology Table to display “Tech Toys”—the latest and greatest as well as technology items people have found helpful.

Breakout Sessions

Some comments on the survey regarding the breakout sessions were: have a good facilitator to encourage discussions, break out by job titles, and possibly add more groups (some groups are so large). Last year the groups were Principals and Assistant/Deputy Clerks, Staff that cover Legislative Operations, and Support Staff functions.

Lindsey Grovom (MT) mentioned she heard the request for deputy clerks to be a separate group.

Chair Davis (MS) mentioned the surveys showed that the rooms the breakouts were in last year were a concern.

Chair Davis (MS) and Angela Andrews (NCSL) will work with the committee to determine the groups for the breakout session.

Other Concurrent Session Ideas

Alan Whittington (TN) added Technology: how you developed your systems and what helped or what did you learn from the process.

Chair Davis (MS) mentioned session on partisan and non-partisan staff working together.

Adjournment

Upon a motion by Tara Perkinson (VA), seconded by Alan Whittington (TN), the meeting was adjourned.

Respectfully submitted,
Maryann Horch (VA)