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Minutes of the
Bylaws and Standing Orders Committee
NCSL Legislative Summit
New Orleans, Louisiana
July 23, 2008 |
The Bylaws and Standing Orders Committee was called to order by Jeannine Wood, Chair.
In attendance: Jeannine Wood, ID, Chair; Diane Bell, FL, Vice Chair; Claire Clift, NV, Vice Chair; Patsy Spaw, TX; Cheryl Laube, AZ; Steve Arias, NM; Dowe Littleton, AL; Jeff Finch, VA; George Bishop, VA; Karen Wadsworth, NH; JoAnn Hedrick, DE; Norm Moore, AZ.
The Chair handed out copies of the Standing Orders with the latest revisions as of July 16. These copies reflected changes and recommendations since the Spring Meeting held March 29, 2008, in Asheville, North Carolina, specifically reflecting consistency in spelling, acronyms, and wording throughout the document. The committee began reviewing the Standing Orders page by page, suggesting changes to the latest version before them. Specific recommendations are hereby noted.
George Bishop raised the issue of how the publication Inside the Legislative Process should be handled as far as hard copies to the Society's Archives now that the publication is only offered online at the NCSL website. Discussion ensued that Brenda Erickson, Program Principal of NCSL, and Melissa Bybee-Fields, Chair of the Inside the Legislative Process Committee, should be consulted concerning this issue. Claire Clift suggested that the chair of the Inside the Legislative Process Committee (not only the current chair but any future chair) should notify members of the Society at the time the two-year survey results are posted online with the site address included in the notification. This would be an ongoing notification by the chair of the committee at the end of each survey posting.
Following discussion it was the consensus of the committee members that the word “amended” not be included in the parenthetical citations that follow a newly adopted standing order or amendment of a current standing order. The parenthetical citation now consists of the date and meeting site the ASLCS Executive Committee adopts a new standing order or a change to the current Standing Orders.
It was also the consensus of the committee that the format be changed for numerals in the text of the Standing Orders so that numbers one through nine be spelled out, and numbers 10 and above be a number figure. Also the committee agreed that the current process of spelling out a number followed by the number in figures enclosed in parenthesis be discontinued.
Following discussion the committee members recommended to specifically change the language of "retiree" to "former member" wherever it appears in the Standing Orders, the Roster, and any other document or publication of the Society. Also, the suggestion was made and so noted that in addition to the information currently contained in the Roster; i.e., name, former title and chamber, and home address, a telephone number and e-mail address be included. Two additional items the members recommended: (1) Reference to the Association of Central American Legislative Clerks (ATELCA) should be removed from the Standing Orders in asmuch as it is no longer an official organization; and (2) Publication Standards should include the language “shall be filed by the committee chairs with the Society’s Archives. . . .”
The committee agreed to recommend the following wording change in the current Standing Orders: Change “Innovation Award Program” to “Innovation Award.” The committee also agreed to recommend that the following language be added: “The Innovation Award is a special award that is presented infrequently.” These changes make the language consistent with other awards in that particular section of the Standing Orders.
Following committee discussion it was the consensus to change the title of the section in the Standing Orders regarding videotaping to “Video Recording,” and that it include specific language of the guidelines mentioned in this section.
Chair Wood asked for a motion to approve the minutes from the Spring Meeting in Asheville, North Carolina. A motion made by Jeff Finch, seconded by Cheryl Laube, carried by voice vote.
Chair Wood reported that the next issue assigned to this committee by the ASLCS Executive Committee at its meeting in Burlington, Vermont, is a review and possible enhancement of the current index for the Standing Orders. As soon as a new draft of the Standing Orders containing all recommendations by this committee is sent to the committee members, they will be asked to submit their suggestions prior to the PDS in Reno.
To complete the work of the committee as directed by Patsy Spaw, President of the Society, the members continued their work past the appointed hour of 9 A.M. adjournment. There being no further business to come before the committee, the meeting adjourned at 10:15 A.M.
Respectfully submitted,
Jeannine Wood, Chair
Diane Bell, Recorder/Vice Chair
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