 |
Minutes of the
ASLCS Executive Committee
NCSL Annual Meeting
Boston, Massachusetts
Wednesday, August 8, 2007 |
President Laura Clemens called the meeting of the executive committee of the American Society of Legislative Clerks and Secretaries to order at 4:30 p.m.
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; Carmen Cauthen, Appointed Associated Member; JoAnn Hedrick, Immediate Past President and Tara Perkinson, Immediate Past Associate Vice President. Rob Marchant, Appointed Principal Member and Scott Kaiser, Appointed Associate Member participated by telephone. Natalie O’Donnell and Brian Weberg of NCSL were in attendance. A quorum was present.
APPROVAL OF MINUTES
Greg Gray moved that the minutes of March 31, 2007 be approved and Cheryl Laube seconded the motion. The minutes were unanimously approved.
APPROVAL OF TREASURER’S REPORT
Balance as of March 31, 2007: $56,364.41
Total Deposits: $11,180
Subtotal: $67,544.41
Less Disbursements: $21,837.14
Balance as of July 31, 2007: $45,707.27
Greg Gray moved that the Treasurer’s report be approved and Cheryl Laube seconded the motion. The report was unanimously approved.
OLD BUSINESS
President Clemens updated members on the “financial footprint” of the society and the options presented by NCSL which include 1) incorporate and apply for non-profit status; 2) seek instrumentality status; 3) become more closely affiliated with NCSL, making them our fiscal agent; 4) opening a joint checking account with NCSL with the secretary/treasurer being a signatory on the dues account; and 5) A letter from NCSL clarifying the status of ASLCS. Brian Weberg was present to help clarify the options that the society might pursue. Under the Patriot Act enacted by Congress all financial accounts of ASLCS need to be in the audit stream under NCSL. Brian Weberg will explore the option of NCSL opening the checking account with the Secretary/Treasurer of ASLCS being a signatory.
Natalie O’Donnell presented the financial reports. The final meeting expenses for the spring meeting in Chicago was $13,520.03. $5,500 has been raised for the Joint Canadian-American meeting to be held in Richmond, VA, October 11-15. The final budget for the annual Professional Development Seminar (PDS) which will be held in Burlington, VT from September 12-17, 2007 was presented. Dave Gibson and Steve Marshall discussed their fundraising efforts and planned activities for the meeting. The members of the budget and revenue committee had previously reviewed the budget and subcommittee chair JoAnn Hedrick presented some recommendations to balance the budget. Committee members discussed the recommended cuts and unanimously agreed to the cuts. Motion made by Millie MacFarland to transfer the necessary funds from the L190 account to cover the remaining expenses after the cuts as recommended by the budget and revenue committee, seconded by Brad Hendrickson and unanimously adopted.
The necessity for transportation to shuttle members from the secondary hotel to the meeting site was discussed. President Clemens, Natalie O’Donnell and the host state committee members will secure the best option for transportation.
NEW BUSINESS
JoAnn Hedrick presented the new language to the standing orders for the changes that had been agreed to at the last meeting. The notable revisions are to increase the speaker’s fund from $5000 to $8000 for the annual Professional Development Seminar (PDS), fund the Associate Exchange program travel reimbursement from the Professional Development Revolving Account and fund one coach class ticket for the President and President-elect to attend meetings as authorized by the standing orders.
President Clemens reported that Chair Patrick O’Donnell offered to defer presentation of the recommendations for changes to the Bylaws and Standing Orders until the annual PDS.
JoAnn Hedrick presented the changes to the President and Executive Committee Reference Guide and requested any comments for further changes be submitted prior to the PDS in Burlington, Vermont.
The spring meeting has been scheduled for March 28-30, 2008 in a location to be determined.
President Clemens briefly updated members regarding other governmental clerks expressing an interest in membership in the society.
Natalie O’Donnell gave an update on hotel options for the 2009 annual PDS in Seattle, Washington and will provide committee members with additional information at the next meeting.
There being no further business before the committee Carmen Cauthen moved adjournment and Patsy Spaw seconded and the meeting was adjourned at 6:00 p.m.
Respectfully submitted
Millie MacFarland
Secretary/Treasurer
|
