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Minutes 

President Ann Cornwell called the meeting of the American Society of Legislative Clerks and Secretaries Executive Committee to order.

A quorum was present.

 Minutes

The Committee reviewed the minutes of the Executive Committee meetings of September 19, September 21, and September 24, 2002 from the Fall Annual Development Seminar, held in Portland, Oregon. Carmela Bills moved that the minutes from these three meetings be approved. Sharon Carter seconded the motion. The motion carried by unanimous consent on voice vote.

Norman Moore presented the Treasurer's Report for the period of September 19 - November 16, 2002. He reported that during this period disbursements in the amount of $1,327.83 had been made. Donna Doyle moved that the Treasurer's Report be adopted. Dowe Littleton seconded the motion. The motion carried by unanimous consent on voice vote.

Joan Barilla, NCSL staff liaison to ASLCS, reported that the balance in the ASLCS Shared Profits Account as of November 16, 2002 was $5800.45. Deposits, which include interest payments for the 3^rd and 4^th quarters of 2001 and the 1^st and 2^nd quarters of 2002 totaled $204.00. Expenditures from this account included: $701.00 for the 2000 Inside the Legislative Process; $1,150.00 for the Betty King Scholarship-LSMI; and $3,307.55 for Peter Starke's Expenses as a presenter at the 2002 Annual Fall Professional Development Seminar.

 Ms. Barilla also reviewed with the Committee the Financial Summary of the ASLCS Special Meetings Fund. The balance in this fund as of November 16, 2002 is $55,304.62. The beginning balance in this fund was $63,820.83. Deposits for 2001/2002 2002 (through November 16, 2002) totaled $57,160.00. Expenditures for 2001/2002 (through November 16, 2002) totaled $65,676.21, which includes an $8,620.98 payment to NCSL for the Fall 2001 meeting loss. Actual cost breakdowns for the 2002 Fall Meeting will be provided at the Society's Spring Meeting in March, 2003.

Joan Barilla provided the Committee with several preliminary budgets for the 2003 Fall Meeting, which would be determined by the registration fee set for this meeting. After much discussion, the decision was made to discuss possible adjustment to the registration fee at the 2003 Spring Meeting.

Norman Moore gave the Committee an update on the plans being made for the 2003 Annual Meeting by the Arizona Host Committee. Plans are falling in place to ensure a successful meeting.

 60^th Anniversary Committee

A report was not received from the 60^th Anniversary Committee.

Bruce Jamerson, Chair of the Internal Audit Committee reported that he, Donna Doyle and Judy Hall had reviewed the Finances of the Society for 2001-2002. He reported that this committee recommends preliminary approval of these records, with a written recommendation for final approval at the Spring 2003 meeting after receipt of final bank statements. The committee did find an $.80 over payment, which will be reimbursed by the recipient, via a deduction in a future, authorized reimbursement.

A motion was made by Norman Moore and seconded by Carmela Bills that Judy Hall be reimbursed for certain expenses incurred for her attendance at LSCC meeting in Ogunquit, Maine, October 3-5, 2002, in the amount of $432.50. The motion carried by unanimous consent on voice vote. (Judy was actually reimbursed $431.70 so as to correct the previous overpayment of $.80.)

Tara Perkinson, Chair of the Support Staff Committee, presented two items from her committee for consideration.

 Item 1- Since the Support Staff Committee has received only one application for the 2003 Associate Exchange Program, Ms. Perkinson requested that the Committee waive the following portion of Section XIV, E of the Standing Orders to allow this year's applicant to be selected to participate in 2003 even though someone from the same chamber participated in 2002.

 J. R. Rodrigue made a motion that this portion of the Standing Orders be waived. Judy Hall seconded the motion. The motion carried by unanimous consent on voice vote.

Item 2- Ms. Perkinson requested that the Committee accept the Associate Exchange Program Application of Gwen Bailey of the Virginia Senate to exchange with the Oklahoma Senate.

Judy Hall moved that the application of Gwen Bailey be accepted. Donna Doyle seconded the motion. The motion carried by unanimous consent on voice vote.

The Bylaws Committee did not make a report.

Annette Moore, Chair of the Professional Journal Committee, requested reimbursement of $1,200.00 for the printing and mailing of the Fall Journal. Norman Moore made a motion to authorize this reimbursement. Dowe Littleton seconded the motion. The motion carried by unanimous consent on voice vote.

Annette Moore also presented the Committee with the following criteria established by her committee for Legislative Intern papers:

1. Follow a generally accepted style manual such as the University of Chicago Press Manual of Style.
2. Maximum 2000-2500 word (5-7 pages)
3. Submit on 3.5" disk in WordPerfect 9.0 or Microsoft Word 2002, or typewritten one-sided, double-spaced, with one-inch margins.
4. Number all references as endnotes in the order in which they are cited in the text. Accuracy and adequacy of the references are the responsibility of the author.
5. Mail disk or original and four copies to Annette Moore, Utah State Senate, Room 319 State Capitol, Salt Lake City, UT 84114.
6. Manuscripts accepted for publication become the property of the American Society of Legislative Clerks and Secretaries.
7. All articles submitted for consideration will undergo a review process. When the editorial board has commented, authors will be notified of acceptance, rejection, or need for revision of manuscripts. The review process requires a minimum of four weeks.
8. Submission deadline: August 29, 2003

  Roster Committee

Jeannine Wood reported that the Roster Committee that the estimated cost of a "Mini-Roster" would be $865.00. The committee will be exploring other options for this publication and will report on such at the Spring Meeting.

Joan Barilla advised the Committee that storage space was running out for the Society's archives. President Cornwell requested Dowe Littleton to find out what the Society of Archivists guidelines are for the retention of records and to report such findings at the Spring Meeting. Ms. Barilla was also requested to determine whether space may be available for the storage of such records at the NCSL Denver office.

Joe Blough presented request to review the current publication and distribution guidelines for The Legislative Administrator. As a result of this presentation, Bruce Jamerson made the following motion: "Madame President, I move that the Executive Committee refer to the Bylaws Committee for study and in conjunction with the Legislative Administrator Committee, possible changes to the Standing Orders and Publications Standards to allow for the publication/printing of a single 'yearly issue' of The Legislative Administrator. The study should include, but not be limited to the following issues:

1. Moving from three (3) published/printed issues to a single 'yearly issue' printed following the NCSL Annual Meeting;
2. Using the Internet as the sole distribution method for the Winter and Spring issues;
3. Changes to language requiring that every dues-paying member be mailed a copy of The Legislative Administrator, i.e. make receiving a copy an option upon request; and

That the Bylaws Committee shall report its findings not later that than the Executive Committee Meeting to be held in San Francisco." Norman Moore seconded the motion.

The motion carried by unanimous consent on voice vote.

The Committee discussed the process by which members of the Nominating Committee interview candidates for positions on service on the Executive Committee. After much discussion, President Cornwell appointed J. R. Rodrigue to consult with Pat Saville and to develop guidelines for Nominating Committee members.

Dowe Littleon moved that the Executive Committee be adjourned. Carmela Bills seconded the motion. The motion carried by unanimous consent on voice vote.

Respectfully submitted,

Bruce F. Jamerson, Secretary-Treasurer

For more information about ASLCS, write or call:

Joan Barilla
National Conference of State Legislatures
7700 East First Place
Denver, CO 80230
Phone: 303/856-1349
FAX: 303/364-7800
E-mail: joan.barilla@ncsl.org