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Minutes of the
ASLCS Executive Committee
Spring Meeting
Chicago, Illinois
March 31, 2007 |
President Laura Clemens called the meeting of the American Society of Legislative Clerks and Secretaries to order.
Quorum
Executive Committee members present were Laura Clemens, President; Patsy Spaw, President-Elect; Millie MacFarland, Secretary-Treasurer; Cheryl Laube, Associate Vice President; Greg Gray, Elected Principal Member; 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. Natalie O’Donnell of NCSL staff was present. A quorum was present.
Approval of Minutes
Rob Marchant moved that the minutes of December 11, 2006 be approved and Greg Gray seconded the motion. Minutes were unanimously approved.
Approval of Treasurer's Report
Millie MacFarland presented the Treasurer’s Report with a balance of $56,464.41 as of March 31, 2007.
Balance as of December 11, 2006: $40,446.74
Total Deposits: $19,305.00
Subtotal: $59,751.74
Less Disbursements: $3,387.33
Balance as of March 31, 2007: $56,364.41
Patsy Spaw moved that the report be accepted and Suzi Lowell seconded the motion. The report was unanimously accepted.
Old Business
Natalie O’Donnell reported that the ASLCS Special Meetings Fund (L190) has a current balance of $182,703.48. The final budget was presented for the 2006 Professional Development Seminar held in Austin, TX, which reflected a profit of $7,820.35 which has been transferred to the Professional Development Seminar account. A discussion followed relative to the overhead cost formula; Judy Hall advised members that the formula is being reevaluated by the Legislative Staff Coordinating Committee. Natalie then presented a proposed budget for the 2007 Professional Development Seminar which will be held in Burlington, VT, from September 12th-17th.
President Clemens updated the committee members regarding our national contributors and her inquiry if they would prefer that we approach them once annually for support. She explained that our national vendors overwhelming prefer that we approach them periodically throughout the year to support various events at our meetings.
New Business
Pat Saville, Chair of the Program Development Committee, Don Milne, Steve Marshall and Natalie O’Donnell presented the schedule for the 2007 Professional Development Seminar to be held in Burlington, VT from September 12th-17th. A discussion followed relative to the speaker’s fund not being adequate to secure the desired speakers. Brad Hendrickson moved that an amount up to $8500 and the cost of a hotel room be authorized to invite Kevin O’Connor, Chicago, IL, as a plenary speaker. JoAnn Hedrick seconded the motion and it was approved unanimously.
President Clemens informed members that NCSL is exploring the best way to provide insurance coverage for activities for the various staff sections and that insurance coverage may become a future line item in the budget.
Committee members were presented with a memo from Doug Webb entitled Organizational Options. The memo outlines three options of how ASLCS can develop a well defined “financial footprint.” After a brief discussion President Clemens named a sub-committee consisting of Rob Marchant, Millie MacFarland, Steve Marshall and Patsy Spaw to examine the options, make necessary inquires and make recommendations to the executive committee at the annual NCSL meeting.
JoAnn Hedrick moved and Cheryle Laube seconded that the Secretary-Treasurer transfer $20,000 from ASLCS dues account to the L190 account.
Other Business
JoAnn Hedrick reported the recommendations of the Budget and Revenue Committee.
1) That the cap on transportation costs for the President and Associate Vice President to attend CATTS, ANOMAC, ANAZACATT and LSCC meetings be removed and the cap on transportation costs for the President-Elect to attend LSCC meetings be removed; 2) that the cap on the speakers fund for the annual Professional Development Seminar be increased from $5000 to $8000; and 3) that the funding for the Associate Exchange Program should come from the Professional Revolving Development Account. JoAnn Hedrick will draft a standing order for consideration for these recommendations.
Rob Marchant updated the committee on the status of the data base maintained by ASLCS and the work that has been accomplished by Judy Barrows. He reported that improvements have been made to the data base and that he does not recommend purchase of a new system. The manual also is being updated to reflect the improvements to the data base.
Brad Hendrickson presented a proposal to host the Annual Professional Development Seminar for 2009 from September 16th-21st. Patsy Spaw moved to accept the proposal and Scott Kaiser seconded the motion and the proposal was unanimously accepted.
There being no further business before the committee Cheryle Laube moved adjournment and Scott Kaiser seconded and the meeting was adjourned at 3:13 p.m.
Respectfully submitted,
Millie MacFarland
Secretary/Treasurer
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