ASLCS Executive Committee Minutes April-21-2012

4/21/2012

ASLCS Executive Committee Meeting Minutes

Phoenix, Ariz.
Saturday, April 21, 2012

Call to Order
The meeting of the Executive Committee was called to order by the Honorable Terry Spieler, secretary of the Missouri Senate and the ASLCS president.

Attendance
The following members of the committee were present:

x

Terry Spieler (MO)

x

Stephen Arias (NM)

x

Karen Wadsworth (NH)

x

Susan Furlong (NV)

x

Suzi Lowell (AK)

x

Janice Gadd (UT)

x

Nathan Hatfield (VA)

x

Jamie Kruse (NE)

x

Russell Humphrey (TN)

 

Pat Saville (KS)

 

Scott Kaiser (IL)

x

George Bishop (VA)

Others Present: Tara Perkinson (VA), Maryann Horch (VA), Joe Carleton (ME), David Byerman (NV), Sandy Tenney (UT), Judy Hall (Retired - OR), Kae Warnock (NCSL).

The first order of business was to replace Rob Marchant as the immediate past president. Spieler advised that Pat Saville (KS) has agreed to fill that vacant position on the Executive Committee. George Bishop (VA) moved and Nathan Hatfield (VA) seconded that Pat Saville (KS) replace Rob Marchant as the immediate past president on the Executive Committee. The motion passed unanimously.

Minutes

Steve Arias (NM) moved that the minutes of the Dec. 15, 2011, conference call meeting be approved as presented. Russell Humphrey (TN) seconded the motion. The minutes were approved unanimously.

Treasurer’s Report

The beginning balance of the dues account as of 12/15/11 was $33,432.09. Suzi Lowell (AK) reported that the dues income as of April 21, 2012 was $19,955.00. The total of disbursements was $22,205.12 and included: a transfer of $10,000 to the LLCS account; travel reimbursements  to Terry Spieler (MO) for $1,003.79 and Russell Humphrey (TN) for $829.53 to attend LSCC; travel reimbursement to Karen Wadsworth (NH) for $2,791.60 to attend ANZACATT; $4,167 for printing of the Roster; reimbursement to the Treasury of Virginia in the amount of $2913.20 for postage and publication of The Legislative Administrator; and $500 to the Treasury of Virginia for the associate exchange reimbursement for Michelle Wright (VA). The ending balance of the dues account as of this date is $31,181.97.

Spieler pointed out that the Associate Exchange reimbursement should have come from the ASLCS Professional Development Revolving Account (LLCS).  Jamie Kruse (NE) moved that NCSL transfer $500 from the LLCS account to the ASLCS dues account in order to rectify the error. George Bishop (VA) seconded the motion and it was approved unanimously.

Upon a motion by Russell Humphrey (TN) and seconded by Karen Wadsworth (NH), the Treasurer's Report was approved unanimously.  

Old Business

Kae Warnock (NCSL) reviewed all the financial accounts.

Warnock reported that the ASLCS Special Meetings Fund (L190) has a balance of $272,010.23.  In response to a question regarding the Interest for FY12, Warnock advised that in FY10 interest on the L190 account had been suspended because NCSL had overpaid past interest due to a miscalculation.  NCSL determined that since it was their mistake, ASLCS would receive a transfer of $1,600 for payment of back interest. The interest income for the first quarter of 2012 is $268. New expenditures were reimbursements for the 2011 PDS to Missouri staff for registration fees, hotel, meal and mileage for $22,082.44; reimbursement for no-host expenses such as social events, hospitality suite, state dinner and miscellaneous for $31,428.71; and guest registration fees of $390 to come from the 2010 Wisconsin Host state funds for Don Schnieder and Cindy Ashley.    

The current balance in the ASLCS Professional Development Revolving Account (LLCS) is $23,727.71.  New deposits include the profit from the PDS in Branson for $3,898.00 and the transfer of $10,000.00 from the ASLCS dues account.  New expenditures include honorarium payments to Morag Barrett and David Landis.

New Business

Spieler (MO) presented three budget options for the 2012 PDS in Richmond, Va. The preliminary budget was the traditional budget, which would result in an estimated loss of $11,883.61. NCSL will not sign off on a budget that is in the red.  Alternative #1 pays for the international guest hotel rooms from a different account, remove the site visit because it is unnecessary for this site, remove one lunch and increases the registration fee to $350.00, which would result in an estimated gain of $880.04.  Alternative #2 is the same as Alternative #1 but the registration fee would remain $325.00, resulting in an estimated loss of $2,369.96.

There was lengthy discussion regarding raising the registration fee to $350.00, noting the last increase was in 2003. The Executive Committee agreed not to implement an increase for the 2012 PDS but to defer further discussion to the Legislative Summit in Chicago.  

Other ideas to balance the budget were discussed such as eliminating a breakfast. Nathan Hatfield (VA) said there would be options for breakfast close to the hotel.  

Karen Wadsworth (NH) moved to accept Alternative #2 but eliminate the Thursday, Oct. 4 sponsored breakfast. Russell Humphrey (TN) seconded the motion and it passed unanimously.

In addition, Virginia will check on picking up the cost for the Sunrise Buffet on Friday, Oct. 5.

The PDS agenda was distributed and reviewed by the Executive Committee.

Spieler (MO) stated that Lexis Nexis donates $2,000 toward a Community Service Project for a worthy cause recommended by the host state. This project has been successful in the past and Spieler (MO) asked if members would be interested in matching the Lexis Nexis donation. It was noted that often society members make a personal donation. There was discussion about contributing the past interest received on the L190 account. Further discussion will continue at the Legislative Summit in Chicago.  

Warnock (NCSL) reported that Jeff Renk, acting clerk for Wisconsin, asked if the $10,599, which is the remaining of the host state's monies from the 2010 Milwaukee PDS, be transferred and used for the "Super PDS" scheduled in Madison, Wis., in October 2012.  

Spieler noted that other host states' funds remained with the society and at no time had ASLCS received any communication regarding this request. The Executive Committee directed NCSL to advise Wisconsin that the funds will not be transferred.

Nathan Hatfield (VA) reported on the Edward Burdick Memorial Scholarship proposal. The following is the proposal as discussed and submitted to the Executive Committee:

American Society of Legislative Clerks and Secretaries
Edward A. Burdick Memorial Scholarship

1.    The Edward A. Burdick memorial Scholarship is established to assist ASLCS Associate members with costs associated with attending the Society's Annual Professional Development Seminar (PDS).

2.    The Edward A. Burdick Memorial Scholarship will be awarded annually to two (2) Associate members of the Society and funded from the Professional Development Revolving Account in the amount of $750.00 for each recipient. In order to afford as many an opportunity to the scholarship as possible, those selected for the scholarship would not be eligible in future years.

3.    The scholarships are being funded by a nationally recognized corporate sponsor, and will be awarded each year the corporate sponsorship is available. In return, ASLCS will appropriately recognize the corporate sponsor when promoting and awarding the scholarships.

4.    Associates interested in the scholarship shall submit a letter, endorsed by their principal, outlining why he or she hopes to be selected for the scholarship and how attending the PDS will enrich their professional knowledge.  Letters are to be submitted to the ASLCS Executive Committee through the NCSL staff liaison by July 1. The Liaison shall forward all applications to the ASLCS President for review by the Executive Committee or an appropriate subcommittee.  Associate members will be notified by the Associate Vice President of their selection by Aug. 1.

5.    ASLCS scholarship awards must be approved by the ASLCS Executive Committee before funds are disbursed.

    The Honorable Edward Arthur Burdick (1921-2011) was a former chief clerk and parliamentarian of the Minnesota House of Representatives. He served in that office from 1966 to 2005. During his membership in ASLCS, he served as president in 1971-1972; was the first recipient of the Joseph A. Beek Distinguished Service Award in 1983 and received the Legislative Staff Achievement Award in 2002. It is in recognition and honor of his many years of public service and dedication to the society that this associate member scholarship is established.

Nathan Hatfield (VA) agreed to contact Thomson Reuters, who graciously agreed to sponsor this scholarship, for their review of the above proposal.  Upon their agreement, the Bylaws and Standing Orders Committee will be notified of this proposal requiring an amendment to the Standing Orders.  Nathan Hatfield (VA) will write a letter to associate members advising them of this new opportunity in time for the upcoming PDS.

George Bishop (VA) moved to adopt the Edward A. Burdick Memorial Scholarship proposal and Janice Gadd (UT) seconded the motion.  The proposal was adopted unanimously.

Russell Humphrey (TN) moved and George Bishop (VA) seconded that Karen Wadsworth (NH) and President Spieler's designee, Suzi Lowell (AK),  be reimbursed for travel and expenses to attend the LSCC meeting in Denver, CO May 17-19, 2012.  The motion passed unanimously.

Adjournment

Upon a motion by Karen Wadsworth (NH), seconded by Steve Arias (NM), President Spieler adjourned the April 21, 2012, Executive Committee meeting in Phoenix, Arizona.

Respectfully submitted,

Suzi Lowell (AK)
ASLCS Secretary/Treasurer