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Minutes of the
ASLCS Executive Committee
ASLCS Spring Business Meeting
Boston, Massachusetts
March 19, 2005 |
Call to Order
President Bruce Jamerson called the meeting of the Executive Committee of the American Society of Legislative Clerks and Secretaries to order.
Quorum
Members present:
Bruce Jamerson, President
JoAnn Hedrick, President-elect
Laura Clemens, Secretary-Treasurer
Dowe Littleton, Associate Vice-President
Carmela Bills, Immediate Past Associate Vice-President
Patsy Spaw, Elected Principal
Steve James, Appointed Principal
Millie McFarland, Appointed Principal
Tara Perkinson, Elected Associate
Steve Marshall, Appointed Associate
NCSL Staff present:
Natalie O’Donnell
Members absent:
Norman Moore, Immediate Past President
Cheryl Laube, Appointed Associate
Approval of Minutes
Carmela Bills moved that the minutes of the December 10, 2004 Executive Committee meeting (via conference call) be approved. Steve James seconded the motion and the minutes were approved unanimously.
Approval of Treasurer’s Report
Laura Clemens presented the Treasurer’s report. JoAnn Hedrick moved that the Treasurer’s report be approved as presented. Patsy Spaw seconded the motion and the Treasurer’s report was approved unanimously.
Treasurer’s Report March 17, 2005
Balance as of December 8, 2004: $25,653.27
Total Deposits: $14,040.00
Subtotal: $39,693.27
Less Disbursements: $568.82
Balance as of March 17, 2005 : $39,124.45
Disbursements:
3/5/2005
Norman Moore: $568.82
Travel to LSCC
Total disbursements since December 8, 2004: $568.82
Old Business
ASLCS Financial Reports
Natalie O’Donnell presented the ASLCS Financial Reports. The Special Meetings Fund (L190) has a balance of $68,402.00 as of March 12, 2005. The Shared Profits Account (L177) has a balance of $10,755.00 as of March 12, 2005.
Update on Upcoming ASLCS Meetings
The Spring Meeting will be held in Little Rock, Arkansas on March 31 – April 2, 2006.
A contract has been signed for the Professional Development Seminar in Austin, Texas for September 19-26, 2006 at the Omni Hotel.
Laura Clemens moved that President Jamerson send a letter of appreciation to the Massachusetts leadership for their hospitality towards ASLCS and the hosting of the dinner on Saturday evening. Millie McFarland seconded the motion and it was approved unanimously.
New Business
NCSL Tax I.D. Number
- Because ASLCS uses the tax I.D. number of NCSL, President Jamerson asked that as society members raise funds for ASLCS that the checks be written to NCSL, with “ASLCS Special Meetings Fund” written on the memo line.
- The Dues Account is managed by ASLCS, with the Secretary/Treasurer responsible for all deposits and withdrawals. This account is transferred from state to state as the Secretary/Treasurer is a one year appointment. This results in one account needing to be closed before a new account can be opened, causing delays in invoices being paid and money deposited. Additionally, some state accounting offices have difficulties making the address change in their systems every year. Once again, since ASLCS uses the NCSL tax I.D. number it is confusing for some systems when the address changes. President Jamerson appointed a subcommittee to look at the possibility of having an account at a national bank located in Denver, CO. The new Secretary/Treasurer would simply have to sign a signature card at the beginning of his/her tenure. The following members were appointed to the subcommittee: Laura Clemens, Chair, Patsy Spaw and Steve Marshal. Natalie O’Donnell will work with NCSL. The subcommittee will report back to the Executive Committee at the NCSL Annual Meeting in Seattle.
Changes to Shared Profits Account and Profits from Professional Development Seminars
President Jamerson and Natalie O’Donnell explained that there was a loss of $100.48 on the 2004 Professional Development Seminar in Baltimore. The transfer of this amount from the L190 account was approved, leaving a profit of $15,208.02. This money will remain in the L190 account.
A new Profit Account has been created. The money in this account can be used for anything associated with an ASLCS meeting. For instance, speaker honorarium and Betty King Scholarships can be paid from this account, but not expenses for the Legislative Administrator or the Roster. Any future money collected for meetings through registration fees will go into this account. Any additional fundraising done by individual members of the society can still go into the L177 interest bearing account.
The NCSL assessment fee will come from the new Profit Account.
Other Business
- Jim Schratz (AK) and Rob Marchant (WI), representing the Technology and Innovation Committee, explained that software exists which allows video streaming of meetings. They suggested this could be used for a portion of the Professional Development Seminar. President Jamerson asked Rob to talk to the vendor about the possibility of them doing limited sessions of the Professional Development Seminar such as the parliamentary procedure session or discussions on technology advances. Dowe Littleton moved that the committee proceed with the necessary discussions. Steve Marshall seconded the motion and it was approved unanimously. Jim and Rob will report back to the Executive Committee at the NCSL Annual Meeting in Seattle.
- Budget and Revenue Committee reported that letters asking for contributions for the Springfield meeting have been drafted and will be sent out by President Jamerson. Other members of the Society who are able to do fundraising will make individual requests to groups they have a personal or state relationship with.
- Archives and Record Retention Committee – Dowe Littleton provided an update on the ability to digitize the Society archives. While it was not as cost prohibitive as earlier believed, archives must be maintained, incurring an ongoing expense. Steve James questioned whether we could divide the archives between two states, reducing the storage needs of Nevada and increasing security. Millie McFarland suggested we digitize only those items in the collection that we only have one copy of. The subcommittee will continue to meet and report back to the Executive Committee at the NCSL Annual Meeting in Seattle.
- Associate Exchange Program – Tara Perkinson recommended that the Society define the training opportunities associates will receive by participating, permit exchanges during the interim, increase the number of host states and make the length of time more flexible. Formal recommendations will be presented to the Executive Committee at the NCSL Annual Meeting in Seattle.
Announcements
Dowe Littleton informed the Executive Committee that Henry Shepard was very ill and moved that a letter be sent by President Jamerson, on behalf of the Executive Committee, expressing our support during this difficult time. The motion was properly seconded and agreed to unanimously.
Adjournment
There being no further business to come before the committee, Carmela Bills moved to adjourn. JoAnn Hedrick seconded the motion and the meeting was adjourned without objection.
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