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Minutes of the
ASLCS Executive Committee
ASLCS Fall Meeting
Burlington, VT
September 17, 2007 |
The first meeting of the new Executive Committee was held on September 17, 2007, and at 9:30 AM, was called to order by the President of ASLCS, the Honorable Patsy Spaw, Secretary of the Senate of the State of Texas.
A call of the roll disclosed that the following were in attendance:
Patsy Spaw, President, Texas
Millie MacFarland, President-Elect, Maine
Greg Gray, Secretary-Treasurer, West Virginia
Rob Marchant, Elected Principal Member, Wisconsin
Laura Clemens, Immediate Past President, Ohio
Claire Clift, Appointed Principal Member, Nevada
Mary Monahan, Appointed Principal Member, Maryland
Brad Hendrickson, Associate Vice President, Washington
Cheryl Laube, Immediate Past Associate Vice President, Arizona
George Bishop, Appointed Associate Member, Virginia
Norma Chastain, Appointed Associate Member, Arizona
Carmen Cauthen, Elected Associate Member, North Carolina, was absent.
In the absence of objection, the report of the Secretary-Treasurer was passed over until such time as the Internal Audit could be performed in accordance with the requirements of Section X of the Standing Orders.
The Chair then recognized the Honorable Russell Grove, Clerk of the Legislative Assembly, New South Wales Parliament, Sydney, Australia, who addressed the Executive Committee with words of thanks and fraternal cooperation and esteem from the Australian Clerks, best wishes for the ensuing year and extended an open invitation to attend the Australian meeting of our counterparts.
The next order of business to come before the Committee being the approval of appointments of members by the ASLCS President to the Executive Committee, on motion of Laura Clemens, Ohio, seconded by Cheryl Laube, Arizona, the same were unanimously approved.
The Chair next recognized Obie Rutledge, Oregon, who submitted a recommendation to the Committee for the purchase of a new digital camera for the use of the photographers for the Legislative Administrator.
Pending discussion on the recommendation, on motion of Mary Monahan, Chief Clerk of the Maryland House, seconded by Laura Clemens, Clerk of the Ohio House, the purchase of a new digital camera was authorized, with a price limit of $600, the same to be effectuated by the current Legislative Administrator Chair and Vice Chairs.
It was then brought to the attention of the Committee that Steve James, Clerk of the Massachusetts House, and Archivist for ASLCS, has completed an inventory of the Archives, and will update the Index thereto and will forward it to Natalie O’Donnell. The Index will also be online in the future.
Natalie O’Donnell, NCSL Staff Liaison , next explained the various financial accounts, summaries and detailed account statements of the various expenditures and revenues of ASLCS and Joint Canadian-American meetings.
An extensive explanation and discussion then occurred on the Dues Account vis a vis the federal Patriot Act, outlining what is now required in order to transfer the handling of ASLCS moneys from an outgoing Secretary-Treasurer to an incoming Secretary-Treasurer. NCSL will maintain the funds in a bank in Denver, with the incoming Secretary-Treasurer maintaining the Society checkbook and having signature authority to pay ASLCS debts and authorized purchases. The dues which become payable throughout the course of the year will be submitted by the Secretary-Treasurer to the NCSL Staff Liaison for deposit in the bank in Denver.
A discussion then ensued concerning next year’s meeting in Reno, Nevada and the 2009 meeting in Seattle. On motion of Laura Clemens, seconded by Millie MacFarland, it was agreed to leave the block of rooms at 185 for Reno and to increase the block to 200 for Seattle.
Brad Hendrickson, Deputy Secretary of the Washington Senate, then made an inquiry regarding the status of an employee exchange situation, stating that his inquiry was being made on behalf of Rob Marchant, who had necessarily departed due to his flight schedule. He stated that Wisconsin was to host an employee exchange with North Carolina, but that the North Carolina employee had since left the employ of the Legislature. He further noted that the Wisconsin Senate still wants to host an employee exchange. It was also noted that the Society awards a $250 scholarship to the exchange employee to assist with expenses involved.
Brad Hendrickson also announced that the State of Washington was willing to assist in the printing of the International Directory and that they were also offering to print and mail an issue of the Legislative Administrator. Laura Clemens also noted that the Maryland House and the West Virginia House had also offered to print an issue each, and further noted the offer from the Delaware House to assist in printing an issue, if needed.
There being no further business to come before the Executive Committee, on motion of Laura Clemens, Clerk of the Ohio House, seconded by Cheryl Laube, Assistant Chief Clerk of the Arizona House, the Executive Committee adjourned.
Respectfully submitted,
Gregory M. Gray
Secretary-Treasurer
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