 |
Minutes of the
ASLCS Executive Committee
ASLCS Fall Meeting
Austin, Texas
Wednesday, September 20, 2006 |
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
Millie MacFarland, Elected Principal
Claire Clift, Appointed Principal
Greg Gray, Appointed Principal
Cheryl Laube, Elected Associate
Brad Hendrickson, Appointed Associate
NCSL Staff present: Natalie O'Donnell
Member(s) absent: Anne Marie Sweeney, Appointed Associate.
Approval of Minutes
Tara Perkinson and Claire Clift noted typographical mistakes. Laura Clemens moved that the correction be made and the minutes of the August 15, 2006, Executive Committee meeting be approved as corrected. Brad Hendrickson seconded the motion and the minutes were approved unanimously as corrected.
Approval of Treasurer's Report
Patsy Spaw presented the Treasurer's report.
Balance as of August 9, 2006: $44,865.13
Total Deposits: $140.00
Subtotal: $45,005.13
Less Disbursements: $0.00
Miscellaneous fees & charges : $37.66
Balance as of September 20, 2006 $44,967.47
Laura Clemens moved that the Treasurer's report be approved as presented. Dowe Littleton seconded the motion and the Treasurer's report was approved unanimously.
Old Business
ASLCS Financial Reports
Natalie O'Donnell presented the ASLCS Financial Reports. The Special Meetings Fund (L190) has a balance of $167,961.93 as of September 15, 2006. The Shared Profits Account (L177) is officially closed with the transfer of $10,660.00 from that account into the Special Meetings Fund (L190). The Austin Fundraising Summary, as of September 14, 2006, included $5,500 from national sponsors, $9.950 from sponsors other than Texas, and $56,600 from Texas for a total of $72,050. Natalie reported that the ANOMAC fundraising total was $4,000, which fully covered ASLCS expenditures for the ANOMAC reception. JoAnn Hedrick reported that the Executive Committee had approved the use of up to $1,000 of the money raised for the spring meeting for use toward the ANOMAC conference expenditures but that because the ANOMAC fundraising efforts were completely successful, no money from the spring meeting was necessary.
Executive Committee Conference Calls
President Hedrick led the discussion on the proposal from the previous Executive Committee meeting regarding electronic (teleconference or videoconference) participation in Executive Committee meetings. President Hedrick recommended that the matter be referred to the Bylaws and Standing Orders Committee. Bruce Jamerson moved that the proposed language be referred to the Bylaws and Standing Orders for review and recommendation. Tara Perkinson seconded the motion, and the motion was approved unanimously.
Standing Order change on State Dinner video and Levy Awards
President Hedrick brought before the committee for discussion the Standing Order requirements for videotaping the state dinner (Section XXII) and the purchase of certain awards from Levy, Inc. (Section XVIII). The value of the historical record provided by the videotape was reaffirmed with discussion concerning broadening the text to include and/or provide for the newest and most appropriate medium for recording. President Hedrick expressed concern for current records in Archives that may be unviewable in the near future and reported that she would ask the Archivist to investigate transferring those tapes a more current medium. Natalie O'Donnell discussed some problems she has encountered with the vendor specified in the Standing Orders--misspelled words and wrong award listed. Millie MacFarland moved that the vendor for the Section IV awards be chosen at the discretion of the NCSL liaison. Laura Clemens seconded the motion, and the motion was approved unanimously.
New Business
Standing Order change regarding CATTS attendance
President Hedrick raised for discussion the issue of attendance by ASLCS members, other than those designated to represent ASLCS, at the annual meeting of the Canadian Clerks-at-the-Table (CATTS). President Hedrick reported that some ASLCS members had been personally invited to attend the CATTS meeting in Whitehorse and that she had understood that only those designated in the Standing Orders should attend. The restriction was to prevent the Canadians from being overwhelmed with ASLCS attendees. President Hedrick discussed the issue with the President of CATTS, Blair Armitage, who thought it should be left to the Canadian province hosting the meeting. Brad Hendrickson, suggested that the language in the Standing Orders be broadened to include "those invited by the host committee." There was general agreement that this was the appropriate approach and President Hedrick asked Brad to work on some specific language and submit to the Executive Committee.
Fundraising Categories
President Hedrick postponed discussion on this item and referred the issue to the Budget and Revenue Committee for report to the Executive Committee
Plenary Speaker
President Hedrick reported that there was some confusion about Executive Committee approval of the expenditure for Dr. Sandy Peterson, the speaker for the Parliamentary Plenary. Concern was expressed about the failure to bring the matter to the committee particularly since additional money had already been approved for two plenary speakers rather than one.
Joint Meetings with other staff sections
Bruce Jamerson had requested this item be put on the agenda but because Susan Schaar, as past staff chair of NCSL, was unable to be present he asked that the item be postponed until the next committee meeting.
Other Business
Reimbursement
Patsy Spaw submitted a request from Diane Bell for reimbursement for ANOMAC expenses for $552.02. Bruce Jamerson moved that the secretary/treasurer be authorized to reimburse Diane Bell $552.02 for ANOMAC expenditures. Claire Clift seconded the motion, and the motion was approved unanimously.
Ed Burdick Resolution
President Hedrick reported that Ed Burdick was not able to attend the meeting and in lieu of a formal presentation the resolution would be read at the business meeting and accepted by Al Mathiowetz.
Inside the Legislative Process
Claire Clift was recognized for discussion on the failure of NCSL to print and distribute the previous committee's work on Inside the Legislative Process. There was discussion as to whether a hard copy had to be printed or whether an online version fulfilled the Standing Orders requirement. Concern was expressed because the committee received 100% participation from the states and the results were still unavailable.
Executive Committee Reference Guide
Bruce Jamerson distributed a draft copy of the Executive Reference Guide and reported that the final version of the reference guide will be shipped to committee members upon completion.
Adjournment
There being no further business to come before the committee, Bruce Jamerson moved to adjourn. Dowe Littleton seconded the motion and the meeting adjourned without objection.
Respectfully submitted,
Patsy Spaw
Secretary Treasurer
|
