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Minutes of the
ASLCS Executive Committee
Spring Business Meeting
Asheville, North Carolina
March 29, 2008 |
The Executive Committee of ASLCS met at the Renaissance Hotel, Asheville, North Carolina, on Saturday, March 29, 2008, and at 2:15 P. M., was called to order by the Honorable Patsy Spaw, President.
A silent roll call disclosed the presence of a quorum, with the following present:
Brad Hendrickson (Washington), Laura Clemens (Ohio), George Bishop (Virginia), Rob Marchant (Wisconsin), Mary Monahan (Maryland), Claire Clift (Nevada), Carmen Cauthen (North Carolina) and Greg Gray (West Virginia). Also present was Natalie O’Donnell, NCSL Staff Liason.
Participating via conference call were Norm Moore, Cheryl Laube and Norma Chastain, all of Arizona, and Millie MacFarland, of Maine.
Pending the reading of the minutes of the previous meeting held via conference call on December 18, 2007, corrections were made as to the proper spelling of family names of two members on page one; on the same page, the amount listed as overage from the PDS in Austin was corrected to read “$17,776”; on page two, “Nevada Assembly” was corrected to read “Nevada Legislature” and “State Night Reception” was corrected to read “State Night Event”.
There being no further corrections, on motion of Laura Clemens, seconded by Claire Clift, the minutes were then approved, as corrected.
Treasurer's Report
Greg Gray, Secretary-Treasurer, submitted the following report, detailing deposits and disbursements:
Beginning Balance 10/1/07: $43,474.11
Deposit 2/22/08: $ 1,170.00
Deposit 3/19/08: $ 12,740.00
Deposit 3/27/08: $ 4,745.00
TOTAL DEPOSITS: $18,655.00
Subtotal: $62,129.11
Less Disbursement 2/08/08 (Millie MacFarland reimbursement LSCC): ($1,486.27)
BALANCE AS OF MARCH 27, 2008: $60,642.84
* Less Disbursement – Rob Marchant – Reimbursement ANZACATT: ($2,749.02)
*Pending Executive Committee approval subsequent to preparation of report.
BALANCE AS OF MARCH 29, 2008: $57,893.82
Respectfully submitted,
Gregory M. Gray
Secretary-Treasurer
On motion of Laura Clemens, seconded by Claire Clift, the Treasurer’s Report was adopted.
Old Business
Natalie O’Donnell presented a review of the Special Meetings Fund, the Professional Development Revolving Account, the 2007 PDS Wrap-up and the 2008 Budget. She stated that in the Professional Development Revolving Account there had been no change since the last report, the balance thereof being $16,999.00.
A review of the Burlington PDS expenses then disclosed total fixed costs at $43,953.23; Variable costs were $41,224.18 – TOTAL estimated meeting expenses $85,177.41. TOTAL estimated FINAL INCOME $89,250, leaving a NET GAIN of $4,072.59. That amount, deposited into the Professional Development Revolving Account ($16,999) gives a balance of $21,071.59.
Natalie O’Donnell next presented a detailed overview of the 2008 Budget. Involved and extensive discussion then ensued concerning Line Item I, on page two, which was “Total Overhead Expense....$18,700" and a brief discussion transpired concerning an inquiry as to the possibility of reducing Conference Registration Fees.
At the conclusion thereof, on motion of Brad Hendrickson of Washington, seconded by Rob Marchant of Wisconsin, the 2008 Budget was then adopted.
New Business
Natalie O’Donnell stated she would email details concerning the next meeting in New Orleans, to be held in conjunction with the annual meeting of NCSL.
Claire Clift then gave an update on the next PDS to be held in Reno, Nevada. She then stated that guest speaker Lynne Eisaguirre was on the PDS agenda, reviewed the schedule of meetings, events and host state activities in connection therewith.
On motion of George Bishop of Virginia, seconded by Claire Clift of Nevada, the aforementioned guest speaker, schedule and host state activities were unanimously approved.
President Patsy Spaw then presented a report from the January 2008 Executive Committee/LSCC Meeting, specifically outlining concerns voiced over additional or inflated charges embodied in certain room rates. She stated she had been appointed to chair a subcommittee directed to investigate, review and make recommendations to NCSL relative thereto.
Reimbursements were then unanimously approved by the Executive Committee as follows:
Millie MacFarland – Reimbursement LSCC – $1,486.27
Rob Marchant – Reimbursement ANZACATT – $2,749.02
Other Business
Denise Weeks, North Carolina, reported that the Site Selection Committee had unanimously recommended Milwaukee, Wisconsin, for the 2010 PDS of ASLCS.
Steve Arias, New Mexico, reported that the Committee on International Communication and Development had recommended that an invitation be extended to the South African Clerks (SALSA), the same as is customary for the Mexican, Australian and Canadian Clerks, to participate in our annual Professional Development Seminar.
Pat Harris, Alabama, reported that the Committee on Canadian-American Relations had unanimously recommended that Associate Members be invited to participate in the Joint Canadian-American Meetings, and that he had personally discussed this matter with the current President of Canadian Clerks at the Table, and that the Canadian Clerks find no problem with opening these meetings to ASLCS Associate Members.
President Spaw then referred each of the above-referenced Committee recommendations to a special subcommittee comprised of Chair Laura Clemens, and members Rob Marchant, Claire Clift and Norma Chastain.
There being no further business to come before the Executive Committee, on motion of Laura Clemens of Ohio, seconded by Brad Hendrickson of Washington, the meeting adjourned.
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