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Minutes of the
ASLCS Executive Committee
Via Conference Call
December 5, 2005 |
Call to Order
President JoAnn Hedrick called the meeting of the Executive Committee of the American Society of Legislative Clerks and Secretaries to order.
Quorum
Members present:
JoAnn Hedrick, President
Bruce Jamerson, Immediate Past President
Laura Clemens, President-elect
Patsy Spaw, Secretary-Treasurer
Tara Perkinson, Associate Vice-President
Millie MacFarland, Elected Principal
Claire Clift, Appointed Principal
Greg Gray, Appointed Principal
Cheryl Laube, Elected Associate
Brad Hendrickson, Appointed Associate
Anne Marie Sweeney, Appointed Associate
NCSL Staff present: Natalie O'Donnell
Member(s) absent: Dowe Littleton, Immediate Past Associate Vice-President
Approval of Minutes
Laura Clemens moved that the minutes of the September 21, 2005, Executive Committee meeting be approved. Greg Gray seconded the motion and the motion was approved unanimously. Laura Clemens moved that the minutes of the September 26, 2005, Executive Committee meeting be approved. Claire Clift seconded the motion and the motion was approved unanimously.
Approval of Treasurer's Report
Patsy Spaw presented the Treasurer's report. Laura Clemens moved that the Treasurer's report be approved as presented. Anne Marie Sweeney seconded the motion and the motion was approved unanimously.
Treasurer's Report
Beginning Balance--November 1, 2005: $50,414.81
Total Deposits--November 1, 2005 - December 5, 2005: $455.00
Total Disbursements--November 1, 2005 - December 5, 2005: $1,000.00
Ending Balance: $49,869.81
Old Business
ASLCS Financial Reports
Natalie O'Donnell presented the ASLCS Financial Reports. The Special Meetings Fund (L190) has a balance of $105,801.36 as of December 1, 2005. The Shared Profits Account (L177) has a balance of $10,768.25 as of November 30, 2005. Natalie also provided information regarding the 2005 fall meeting expenses.
Transfer of ASLCS Dues Account funds into Special Meetings/L190 Account
President Hedrick reviewed the past discussions about the possibility of transferring $20,000 from the dues account into the interest-bearing Special Meetings Account and the concern regarding accessibility to the transferred funds. Natalie O'Donnell reported that she had been assured there would be no problem or delay in gaining access to transferred funds. There was discussion about the need for written assurances from NCSL that access to the funds would not be a problem, and it was agreed that President Hedrick and Norman Moore would speak with Bill Pound regarding the assurances that the money will be accessible to ASLCS at any time and request that a written assurance. Laura Clemens moved that the Treasurer be authorized to transfer $20,000 from the ASLCS dues account to the Special Meetings Account pending receipt of NCSL paperwork regarding access to transferred funds. Bruce Jamerson seconded the motion and the motion was approved unanimously.
New Business
Approval of Associate Exchange Program Participants
Inga Emerson (DE), chair of the Support Staff Committee, reported on the applicants for the Associate Exchange Program and the committee's recommendations. The committee recommended approval of Diane Bell (FL), Carmen Cauthen (NC), Liz Clark (AL), and Diane Keetch (NV) as participants and Sean Kochaiewicz (WA) as alternate. Tara Perkinson moved that the Executive Committee accept the four recommended applicants and grant $250 per applicant for expenses and that Sean Kochaiewicz be designated as an alternate should one of the four be unable to participate. Cheryl Laube seconded the motion and the motion was approved unanimously.
Reimbursement Requests
Patsy Spaw asked for approval for three outstanding invoices:
(1) $56.18 to Awards Unlimited, Inc. for the Joseph Beek Award;
(2) $2,324.15 to Southwestern Litho, Inc. for The Legislative Administrator; and
(3) $612. 90 to the Idaho House of Representatives for postage and envelopes for mailing the 2005-2006 ASLCS Roster.
Bruce Jamerson moved that the Treasurer be authorized to pay the invoices as described. Laura Clemens seconded the motion and the motion was approved unanimously.
Budget and Revenue Committee Report
Norman Moore, as chair of the Budget and Revenue Committee, provided an in-depth review of the current balance of all ASLCS accounts and recommendations for the 2005-2006 budget. At the request of President Hedrick, the committee had reviewed the budget of the Society with particular emphasis on the Society's publications expenditures. Cheryl Laube moved to accept the report of the Budget and Revenue Committee. Greg Gray seconded the motion and the motion was approved unanimously.
Norman Moore also reported that during a conference call of the Budget and Revenue Committee on November 1, it had been recommended that the money in the Shared Profits Account (L177) be transferred into the Special Meetings Account. Because such a transfer would require a change in ASLCS Standing Orders the recommendation will be forwarded to Jeannine Wood for the Bylaws and Standing Orders Committee's consideration.
Professional Journal
Judy Hall reported that the Professional Development Task Force of LSCC had discussed creating a professional journal for the 10 staff sections or participating in the ASLCS Professional Journal. Judy reported that the task force was very interested in participating in the ASLCS journal and had offered several suggestions for participation. There was discussion regarding how to obtain input from other staff sections, how to recognize contributions of other staff sections, whether a name change was possible, and possible publications costs sharing. President Hedrick stated that ASLCS had never excluded articles from other staff sections and, in fact, welcomed them and that providing the Professional Journal Committee with the names of a "go to" person in each staff section would be very helpful.
2006 and 2007 Fall Professional Development Seminar Updates
Natalie O'Donnell reported that a contract had been signed with the Wyndham Hotel for the September 12-18, 2007 fall meeting in Vermont and that plans were well underway for the spring meeting in Little Rock March 31-April 2, 2006. Patsy Spaw reported that plans were also well underway for the 2006 fall meeting in Austin.
LSCC Professional Development Task Force Request
Norman Moore discussed the recommendations made by the LSCC Professional Development Task Force to staff sections regarding managing professional development seminar net meeting revenue and the task force's request that each staff section develop a policy on how to mange its funds and specify who can approve expenditure of the money and forward the guidelines to the task force prior to its January meeting. After lengthy discussion it was decided that President Hedrick would compose a statement for ASLCS and forward to Executive Committee members for approval.
Other Business
President Hedrick reported that acknowledgement of Diane Bell as recipient of the 2004 Distinguished Service Award for Associate was not in the new Roster and that Jeannine Wood had contacted the printer about printing an insert that could be placed on the appropriate page in the Roster. Tara Perkinson moved that the treasurer be authorized to pay up to $150 for the inserts and postage. Brad Hendrickson seconded the motion and the motion was approved unanimously.
Announcements
New Principals
Natalie O'Donnell announced that David Battocletti was the new Ohio Secretary of the Senate following Matt Schuler's departure; Jean Burgin had replaced Lois Pulliam as Chief Clerk of the Kentucky House; Steve Winter had resigned and Tammy Wright had been named Acting Clerk of the New Hampshire Senate. Natalie also reported the retirement of Carole Peterson, Chief Clerk of the Utah House of Representatives, and the upcoming retirement of Faye Blanton, Secretary of the Florida Senate.
ANZACATT 2006 Invitation
President Hedrick announced that due to a conflict with her legislative session she was unable to attend the ANZACATT meeting in Australia and that Denise Weeks had agreed to represent ASLCS pending the approval of her leadership.
Adjournment
There being no further business to come before the committee, Laura Clemens moved to adjourn. Claire Clift seconded the motion and the meeting was adjourned without objection.
Respectfully submitted,
Patsy Spaw
Secretary-Treasurer
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