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Minutes of the
ASLCS Executive Committee
Via Conference Call
Monday, December 11, 2006 |
President Laura Clemens called the meeting of the American Society of Legislative Clerks and Secretaries to order.
Quorum
Executive Committee members participating were Laura Clemens, President; Patsy Spaw, President-Elect; Millie MacFarland, Secretary-Treasurer; Cheryl Laube, Associate Vice President; Brad Hendrickson, Elected Associate Member; Suzi Lowell, Appointed Principal Member; Rob Marchant, Appointed Principal Member; Carmen Cauthen, Appointed Associate Member; Scott Kaiser, Appointed Associate Member; JoAnn Hedrick, Immediate Past President and Tara Perkinson, Immediate Past Associate Vice President and Natalie O’Donnell of NCSL staff. A quorum was present.
Approval of Minutes
The minutes of September 20th and September 25th were approved unanimously with revisions.
Approval of Treasurer's Report
Millie MacFarland presented the Treasurer’s Report with a balance of $40,446.74 as of December 11, 2006.
Opening Balance, November 3, 2006: $44,480.45
Less Disbursements: $4,033.71
Balance as of December 11, 2006: $40,446.74
Patsy Spaw moved that the report be accepted and JoAnn Hedrick seconded the motion. The report was unanimously accepted.
Old Business
Secretary-Treasurer Millie MacFarland reported she, Greg Gray and Tara Perkinson had completed the internal audit process.
Natalie O’Donnell presented the ASLCS financial reports. The Special Meetings Fund (L190) has a balance of $170,199.39 as of December 7, 2006. President Clemens thanked Patsy Spaw for her contributions and outstanding efforts that led to a successful annual meeting in Austin, TX.
President Clemens reported that at the Legislative Staff Coordinating Committee (LSCC) meeting discussions continued with the National Association of Legislative Information Technology (NALIT) staff section members relative to hosting a joint meeting or a concurrent meeting. Members expressed concern about hotel room blocks and meeting room space and questioned if such a meeting would overall be a benefit to ASLCS members because of the size of such a meeting. There are also unresolved questions regarding funding and frequency of such meetings. President Clemens requested that NALIT develop a written proposal for presentation to the ASLCS executive committee for further consideration.
President Clemens and Natalie O’Donnell gave an update on the hotel room rates for 2008 annual meeting. The hotel room rate has been contracted at $119.00.
President Clemens reported that she received 30 responses relative to the state of Hawaii hosting an annual meeting. The results of the survey indicated that travel to Hawaii would reduce the size of the meeting and prohibit some members from travelling to our professional development seminar. Other possibilities for Hawaii hosting were discussed.
Brad Hendrickson offered revised language to the proposed standing order relative to attendance at Association of Clerks-at-the-Table in Canada meetings. The new language states that other members of ASLCS may attend the meetings if invited in writing by our Canadian counterparts. Scott Kaiser moved to accept the language as presented and Suzi Lowell seconded the motion. President Clemens will forward the proposed standing order to the By-Laws Committee for further consideration.
Four applications were received for the Associate Exchange Program. After discussion committee members voted to accept all four applicants as long as all four are members of the society. One applicant appears to not be a current member and Secretary-Treasurer MacFarland will call that principal member and explain that dues need to be paid so the applicant may participate in the exchange program. All four members will receive $250.00 toward expenses.
President Clemens asked committee members for a waiver of the travel expense limit for LSCC and ANZACATT (Australia and New Zealand Association of Clerks-at-the-Table) travel. Millie MacFarland moved and JoAnn Hedrick seconded the motion. President Clemens will be reimbursed for actual expenses while attending these two meetings as our President of ASLCS.
JoAnn Hedrick moved that the Budget and Revenue Committee review our current dollar limits for the President’s travel reimbursement. Cheryl Laube seconded the motion. Following a discussion of the importance of ASLCS being represented at LSCC and ANZACATT meetings the motion was approved unanimously.
Natalie O’Donnell reported that the planning was going well for 2007 annual meeting that will be held in Burlington, Vermont.
It was also noted that there will be a number of changes in Principals across the country following the November 2006 elections. Notices will be sent to all members following the formal organizations of state legislatures.
Carmen Cauthen moved the meeting adjourned and Patsy Spaw seconded the motion and at 4:26 p.m. the conference call meeting adjourned.
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