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Minutes of the
ASLCS Executive Committee
Tuesday, August 15, 2006
NCSL Annual Meeting
Nashville, Tennessee |
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
Dowe Littleton, Immediate Past Associate Vice-President
Claire Clift, Appointed Principal
Cheryl Laube, Elected Associate
Brad Hendrickson, Appointed Associate
NCSL Staff present: Natalie O'Donnell
Members absent: Millie MacFarland, Elected Principal; Greg Gray, Appointed Principal; Anne Marie Sweeney, Appointed Associate.
Approval of Minutes
Cheryl Laube noted a typographical mistake. Laura Clemens moved that the correction be made and the minutes of the April 1, 2006, Executive Committee meeting be approved as corrected. Dowe Littleton seconded the motion and the minutes were approved unanimously as corrected.
Approval of Treasurer's Report
Patsy Spaw presented the Treasurer's report. Bruce Jamerson moved that the Treasurer's report be approved as presented. Laura Clemens seconded the motion and the Treasurer's report was approved unanimously. The Treasurer's report is attached to the minutes.
Old Business
ASLCS Financial Reports
Natalie O'Donnell presented the ASLCS Financial Reports. The Special Meetings Fund (L190) has a balance of $154,646.88 as of August 10, 2006. The Shared Profits Account (L177) has a balance of $10,660 as of July, 2006. A memo documenting the agreement between ASLCS and NCSL to transfer the Shared Profits Account (L177) into the Special meetings Fund (L190) and the report on the expenditures for the spring meeting were presented. Bruce Jamerson moved that $1000 of the money raised for the spring meeting, but unused, be approved for use toward the ANOMAC conference expenditures. Tara Perkinson seconded the motion, and the motion was approved unanimously.
The Legislative Administrator
Judy Hall and Ramona Kenady were recognized to discuss The Legislative Administrator budget. Judy Hall suggested that the $6500 currently authorized be authorized in a lump sum not in specific amounts for each of the three issues. There was general discussion regarding the varying costs state by state, inflation, and the need for flexibility. Ramon Kenady suggested that reasonable parameters needed to be set. She suggested the annual allotment be increased to $8,000 with no restrictions on the amount per issue.
2007 Fall Professional Development Seminar
Patsy Spaw and Natalie O'Donnell reported on plans for the annual professional development seminar to be held in Austin, Texas.
Retirement Certificates
Bruce Jamerson presented copies of the retirement certificate design and provided a recommendation. Claire Clift moved that the new certificate design be approved with minor border changes. Laura Clemens seconded the motion, and the motion was approved unanimously.
Ed Burdick Resolution
President Hedrick brought before the committee the prior proposal to rename the ASLCS Distinguished Service Award for Associates the "Edward A. Burdick Distinguished Service Award for Associates." Tara Perkinson reported that the associates preferred that the award not be changed because Mr. Burdick had served the legislature as a distinguished principal not as an associate and moved that said language be removed from the resolution. Laura Clemens second the motion, and the motion was approved unanimously.
New Business
Archives
Mary Jo Mongelli brought before the committee the issue of transfer of the ASLCS archives to Massachusetts and the expense related to storing and shipping. Two options were presented: ship the cabinets filled or ship the documents and purchase two new file cabinets in Massachusetts. After much discussion, Bruce Jamerson moved that Mary Jo Mongelli be authorized to spend up to $1500 for shipping the archival records and cabinets from Nevada to Massachusetts. Brad Hendrickson seconded the motion, and the motion was approved unanimously.
Support Staff
Natalie O'Donnell presented a report from the Support Staff Committee regarding organizational charts. She reported that the information would also be useful for another NCSL project and that a request had been made for approval from ASLCS to approve sharing the information. Questions were raised about the charts, their purpose, and how the information is used. Tara Perkinson stated that it was an update of a previous Support Staff project that provided for profiles of how each house works--the job responsibilities of each principal and how the respective houses are organized. It was suggested that follow up with principal members should be a priority when attempting to gather the information.
Reimbursements
No reimbursement was sought for Canadian Clerks-at-the Table, ANOMAC, or LSCC attendance.
Executive Committee Conference Calls
Laura Clemens submitted a proposal to authorize Executive Committee attendance via electronic (teleconference or videoconference) communication, to count that electronic participation toward achieving a quorum, and to authorize removal of an Executive Committee member who fails to be physically present and unexcused for two consecutive Executive Committee meetings. After lengthy discussion, Bruce Jamerson requested that action be postponed until the meeting in Austin. Laura Clemens withdrew her proposal.
2007 Spring Meeting and 2007 Fall Professional Development Seminar
Laura Clemens reported that the meeting dates for the Spring meeting are March 30 through April 1 and that the Swiss Hotel at the Navy Pier had been selected as the meeting hotel.
Natalie O'Donnell reported that plans for the 2007 annual meeting scheduled for September 12-17, in Burlington, Vermont, were progressing. The contract with the Wyndham had been signed and Vermont staff were beginning planning work.
2008 Fall Professional Development Seminar
Natalie O'Donnell reported that the dates for the seminar are October 1-5, 2008, and that the Reno hotel contract had been signed.
Other Business
Scottish Parliament Request
President Hedrick reported a request from Henrietta Hale, a member of the Commonwealth Hansard Association, that an official link between ASLCS and the Scottish Parliament be established. Bruce Jamerson moved that the issue be sent to Carmela Bills with the International Development and Communication Committee for review. Brad Hendrickson seconded the motion, and the motion was approved unanimously.
Technology Committee
Rob Marchant presented a proposal from the Technology Committee that select seminar sessions be taped and put on the ASLCS website for the benefit of members who could not attend an annual meeting. Questions were raised regarding the type of video technology to be used, the method of selection of specific meetings to be taped and transmitted, and the potential for squashing meaningful discussion. Brad Hendrickson moved that the committee be authorized to go forward with the project as a test case and that two sessions, determined by the program chair, be filmed and the best and most appropriate of the two be chosen for transmission. Dowe Littleton seconded the motion, and the motion was approved unanimously.
Videotaping, Section XXII, Standing Orders
Natalie O'Donnell discussed the requirement in the Standing Orders that a videotape be made of the state dinner and presented to the outgoing President, the incoming President, the outgoing Associate Vice-President, Archives, the host state, and recipients of special awards presented at that state dinner and the fact that this requirement is currently not being met. Bruce Jamerson discussed the value of the historical record the videotape provides. It was suggested that the host state be reminded of this provision.
Adjournment
There being no further business to come before the committee, Cheryl Laube moved to adjourn. Dowe Littleton seconded the motion and the meeting adjourned without objection.
Respectfully submitted,
Patsy Spaw
Secretary/Treasurer
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