ASLCS Executive Committee Minutes Aug-8-2012

8/8/2012

Executive Committee Meeting Minutes

Chicago, Ill.
Wednesday,  Aug. 8, 2012

Call to Order

The meeting of the Executive Committee was called to order by the Honorable Karen Wadsworth, Clerk of the New Hampshire House of Representatives and the ASLCS President-elect.

Attendance

The following members of the committee were present:

 

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)

 

Jamie Kruse (NE)

x

Russell Humphrey (TN)

x

Pat Saville (KS)

x

Scott Kaiser (IL)

x

George Bishop (VA)

Others Present:  Susan Clarke Schaar (VA), Tara Perkinson (VA), Bladen Finch (VA), David Byerman (NV) and Angela Andrews (NCSL).

Minutes

Nathan Hatfield (VA) moved that the minutes of the April 21, 2012, Executive Committee meeting be approved as presented. Russell Humphrey (TN) seconded the motion. The minutes were approved unanimously.

Treasurer’s Report

The ending balance of the dues account as of this date is $39,088.81. Nathan Hatfield (VA) moved that the Treasurer's Report be approved as presented. Russell Humphrey (TN) seconded the motion. The report was approved unanimously.

Old Business

Angela Andrews (NCSL) reviewed all the financial accounts.

Angela Andrews reported that the ASLCS Special Meetings Fund (L190) has a balance of $267,325.31. Angela stated the interest earned on the L190 account from 1/1/10 to 3/31/12 in the amount of $1,683 was deposited. The Phoenix Spring Meeting expenses were a total of $6,367.92. Norm Moore contributed $1,500 towards the wine reception at the Spring meeting and donated tickets for a baseball game. International Roll Call Corporation sponsored the lunch for the Business Meeting in Phoenix. No expenses have yet been incurred for ASLCS at the Summit in Chicago.  IRC sponsored the Business Meeting lunch held at the Chicago Firehouse on Aug. 7. Angela reported on the fundraising activity for the PDS in Richmond, noting that $8,500 has been committed to date.

The current balance in the ASLCS Professional Development Revolving Account (LLCS) is $22,233.79. There were no new deposits. Expenditures included two reimbursements for Associate Exchange program participants Julie Bochat (MO) for $493.92 and Michelle Wright (VA) for $500.00  The $500.00 was transferred to the L190 account to rectify an error in payment from the wrong account.  Also, a reimbursement for $500.00 to Brian Ebbert (CA) was made for his participation in the Parliamentary Officers Study Program. Pending expenditures include deposits for the Plenary Speakers for the PDS:  Anna Post $2,250.00 and David Witt $2,000.00.
Angela presented the final budget for the ASLCS Professional Development Seminar to be held in Richmond, Virginia, Oct. 1-7, 2012. The budget is based on 130 full paying attendees and 20 guests. The net gain is estimated at $2,607.64.   

New Business

President-elect Karen Wadsworth (NH) suggested that the breakfast on Thursday, Oct. 4, be added to the budget because of the time constraints the morning of the Capitol visit. Steve Arias (NM) moved and Susan Furlong (NV) seconded that a breakfast be provided on Thursday, Oct. 4. In response to a question by George Bishop (VA), Angela Andrews stated that the Executive Committee could decide after the PDS what account to take funds from to cover a budget shortfall in the event it is necessary.  

The agenda for the PDS was discussed. Angela stated that transportation will be provided for the two evening events. Russell Humphrey (TN) suggested that the Nominating Committee be moved back to 1 p.m. and the Executive Committee meeting moved to 3 p.m. Members agreed that would be a good change. On Tuesday, Oct. 2, the Nominating Committee will meet from 1 to 3 p.m. and the Executive Committee from 3 to 5 p.m.

Susan Clarke Schaar (VA) encouraged all to get the word out to check the blog for up to date information about the PDS.  

Russell Humphrey (TN) moved to approve reimbursements for Butch Speer (LA) as the president's designee, Liz Clark (AK) as the associate vice president's designee and Denise Weeks (NC) as chair of the ASLCS Canadian-American Relations committee for coach class travel and lodging at CATTS annual conference from the dues account. Scott Kaiser (IL) seconded the motion and it was approved unanimously.

Russell Humphrey (TN) moved to approve reimbursement for Steve Arias (NM) as the president's designee for coach class travel and lodging at ANOMAC's annual conference from the dues account. Pat Saville (KS) seconded the motion and it was approved unanimously.

Russell Humphrey (TN) moved to approve designees for Terry Spieler (President) and Karen Wadsworth (President-elect) to attend the Fall LSCC Meeting, Sept. 27-29 in Phoenix, Ariz. Steve Arias (NM) seconded the motion and it was approved unanimously.  

Angela Andrews advised the Executive Committee members that the money for the three-year sponsorship by Thomson Reuters of the Edward A. Burdick Memorial Scholarship was received and will be deposited in the L190 account and will be transferred to the LLCS account for when reimbursement needs to be provided to the scholarship recipients.

President-elect Karen Wadsworth (NH) recommended changes to the language adopted at the April 21, 2012 Executive Committee meeting to the Edward A. Burdick Memorial Scholarship for  Section V of the standing orders.  The new recommendation follows:

Section V.  AWARDS AND SCHOLARSHIPS

    G.    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.    Edward Arthur Burdick (1921-2011) was a former Chief Clerk and Parliamentarian of the Minnesota House of Representatives 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 Mr. Burdick's many years of public service and dedication to the Society that this associate member scholarship is established.

3.    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 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.

4.    The scholarships are 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.

5.    An associate 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.

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

Steve Arias (NM) moved that the above language be adopted by the Executive Committee and forwarded to the Bylaws and Standing Orders Committee for proper formatting. Janice Gadd (UT) seconded the motion. Nathan Hatfield (VA) recommended that "non-partisan" be added in paragraph 2 following "former." Nathan stated that language was provided by the state. Susan Clarke Schaar (VA) said Ed Burdick was very proud of his status as a long serving, nonpartisan chief clerk. George Bishop (VA) stated that adding "non-partisan" would not change the meaning of the scholarship program. It was noted that the Betty King Scholarship does not state whether she was a partisan or non-partisan secretary. President-elect Wadsworth (NH) recommended that "nonpartisan" be added in a different location.  

Steve Arias (NM) amended his motion to add "nonpartisan" in paragraph 2, line 6, following:  "many years of."  The amended motion was adopted unanimously. President-elect Wadsworth will notify Pat O'Donnell (NE), chair of the Bylaws and Standing Orders Committee of the changes.

Nathan Hatfield (VA) advised the committee there were three applications for the Edward A. Burdick Memorial Scholarship. Nathan Hatfield (VA) moved that Lisa Davis, assistant clerk for the Mississippi House of Representatives and Terry Rumley, journal clerk for the North Carolina House of Representatives, be approved to receive the Edward A. Burdick Memorial Scholarship. Scott Kaiser (IL) seconded the motion. There was an objection. On a voice vote, the motion passed.    

Angela Andrews asked the Executive Committee what ASLCS financial account should pay for the international guests' lodging at the Professional Development Seminar in Richmond, Va. Russell Humphrey (TN) moved that those costs be withdrawn from the L190 account. Pat Saville (KS) seconded the motion and it was approved unanimously.

Steve Arias (NM) moved that Dana Miller (MO) and Tracy Cantella (FL) be the recipients of the Betty King Scholarship to attend the Legislative Staff Management Institute and to cover one half the cost of the tuition. Russell Humphrey seconded the motion and it was approved  unanimously.

Suzi Lowell (AK) advised that the proposed agreement for a Canadian/American Exchange was being discussed at the CATTS meeting in Victoria at this time.  She indicated that the Canadians had expressed interest in the Exchange but wanted a formal agreement. After extensive discussion, the Executive Committee agreed that there should be a formal agreement with CATTS first and then a standing order should be drafted by the Bylaws and Standing Orders Committee and approved by the Executive Committee. The standing order should include the following:  one Principal or Associate member selected each year; the participants will abide by the formal agreement between CATTS and ASLCS; a $500 scholarship will be offered and the participant will pay for all remaining costs; the selection process will be housed in the Canadian/American Relations Committee and the participant will be approved by the Executive Committee; and the name of the scholarship will be the Jane Richards Scholarship.  

Angela Andrews reported that for the 2013 ASLCS PDS in Sacramento, Calif. the Sheraton Grand Hotel has offered 14 rooms at the government rate of $99. She asked the Executive Committee to prioritize who should receive those rooms for the discounted rate. Scott Kaiser (IL) stated those rooms should be offered to attendees that our Society pays for. Scott Kaiser (IL) moved that the rooms be offered to International guests first, then faculty and lastly host state attendees.  Steve Arias (NM) seconded the motion and it was approved unanimously.  

Angela Andrews reported that Lexis Nexis is willing to support the Community Service project again in Richmond. Whether ASLCS would contribute funds for the service project was postponed until Richmond.

Suzi Lowell (AK) asked for approval to delete the inactive associate members in the data base after five years. She indicated that IT staff would be able to assist in that project. Steve Arias (NM) moved to purge associate members who have not paid in the past five years from the treasurer's data base. Nathan Hatfield (VA) seconded the motion and it was approved unanimously.  

David Byerman (NV) presented a comprehensive report on recommendations of the ASLCS Technology E-Learning Working Group. The discussion on the recommendations was tabled until Richmond.

Scott Kaiser (IL) presented the Online Roster Exploration Committee report. Discussion of this report will be added to the Executive Committee meeting agenda for Richmond.

Angela Andrews distributed the Legislative Staff Coordinating Committee chart but there was no time for discussion.
 
Adjournment

President-elect Wadsworth adjourned the Executive Committee meeting in Chicago, Ill.

Respectfully submitted: 
Suzi Lowell (AK),  ASLCS Secretary/Treasurer