ASLCS Standing Orders Revised 9-05

Last revised June 2004

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Standing Orders

SECTION I: ANNUAL MEETING

SECTION II: ARCHIVES

SECTION III: ASSOCIATE EXCHANGE PROGRAM

SECTION IV: ASSOCIATE MEMBERS

SECTION V: AWARDS

SECTION VI: CERTIFICATES

SECTION VII: COMMITTEES

SECTION VIII: DUES

SECTION IX: EXECUTIVE COMMITTEE

SECTION X: GENERAL ADMINISTRATION

SECTION XI: INTERPARLIAMENTARY RELATIONS

SECTION XII: LEGISLATIVE STAFF COORDINATING COMMITTEE

SECTION XIII: LOGO PIN POLICY

SECTION XIV: MASON’S MANUAL COMMISSION

SECTION XV: MEMBERSHIP

SECTION XVI: NOMINATING COMMITTEE

SECTION XVII: PARLIAMENTARY/MANAGEMENT TRAINING

SECTION XVIII: PLAQUES

SECTION XIX: PUBLICATION STANDARDS

SECTION XX: PURCHASES

SECTION XXI: TRAVEL REIMBURSEMENT

SECTION XXII: VIDEO TAPING

SECTION XXIII: VOTING BY PROXY

PREFACE TO THE STANDING ORDERS

Upon becoming President of ASLCS in 1992, I learned many of the business practices and policies of prior Executive Committees had been passed along from year to year only by word of mouth. In most situations, word of mouth would suffice but in hard or ambiguous cases it did not. Faced with a difficult issue, Presidents and Executive Committees often spent valuable time finding someone who remembered how a question had been previously addressed and why. The system of Standing Orders was conceived to solve this problem.

The Bylaws are the Society’s constitution. Standing Orders bear the same relationship to our Bylaws as statutory law does to a constitution, i.e., they are a written body of policy continuing in force unless amended or repealed by act of a present or future Executive Committee.

The Standing Orders have added the benefit of fostering a more open and transparent relationship between the Executive Committee and the membership. John Phelps, Clerk, Florida House of Representatives (July 24, 2003; San Francisco, CA)

SECTION I: ANNUAL MEETING

Confirmation of Proposed Meeting Locations. Site Selection or Canadian/American Relations proposals shall be approved by the Executive Committee. (January 21, 1995; Tallahassee, FL)

NCSL/ASLCS Sharing of Annual Meeting Remainder. Funds remaining after the expenses of the Annual Meeting have been paid shall be directed as follows: the first $2000 shall go to NCSL to cover its support expenses. Any amount over $2000 shall be divided equally between NCSL and the Society. See Appendix B.* (October 11, 1987; Lansing, MI)

President's Fund. The President may expend up to $1000 for expenses associated with the Annual Meeting. (January 6, 1990; Denver, CO) (December 13, 1997; Atlanta, GA)

Society Group Photo. Each year that a Society group photo is taken at the annual meeting, the NCSL liaison shall purchase a copy to keep with the archives of the Society. The photo shall be paid for from the Society dues account. (December 10, 2000; Memphis, TN)

Speaker's Fund. A Speaker's Fund of $5000 shall be established in the Shared Profits account for the Professional Development Seminar. (July 28, 1999; Indianapolis, IN)

SECTION II: ARCHIVES

Archives. NCSL shall be responsible for the organization and preservation of the archives for the Society. (August 5, 1993; conference call) Three copies of all Society publications shall be filed with Archives and one with the staff liaison of NCSL. (August 13, 2001; San Antonio, TX)

SECTION III: ASSOCIATE EXCHANGE PROGRAM

The Associate Exchange Program (AEP) is established to provide Associate members of the Society an opportunity to enhance their professional knowledge and capabilities by participating in an exchange program with other chambers in other states.

A. Program Administration

The administration of the program shall be the responsibility of the ASLCS Support Staff Committee. The Support Staff Committee shall be charged with reviewing Associate nominations for participation in the AEP and making recommendations to the ASLCS Executive Committee for final approval.

B. Application Procedure and Review Process

Associates interested in participating in the program shall complete and submit an application endorsed by their Principal to the ASLCS Support Staff Committee (or subcommittee thereof) through the NCSL ASLCS liaison. The liaison shall forward all applications to the Support Staff Chair for review by the Support Staff Committee or an appropriate subcommittee. The Support Staff Chair shall recommend a maximum of four participants and two alternates to the ASLCS Executive Committee. The Executive Committee shall then review the Support Staff Committee's recommendations for final approval.

C. Associate's Eligibility

In order to participate in the program:

1. Associate(s) must be members of the Society.
2. Associate(s) must have been members of the Society for a minimum of two years prior to their selection.
3. Associate(s) application must be endorsed by their Principal.
4. Associate(s) must have demonstrated and documented outstanding job performance and exhibit leadership abilities in their current position.
5. Associate(s) must have demonstrated the potential for continued contributions to their legislature and the Society.
6. Associate(s) must complete a written application, including a brief description of why they hope to be selected and what they hope to gain from participating in the Exchange Program.

D. Program Content

It is the intent of the AEP to provide that the selected Associate(s) would spend between three and five days working with a chamber in another state. Participants are encouraged to conduct the exchange while the host state’s legislature is in session. Interim exchanges are also encouraged, given the diversity of schedules and varying lengths of legislative sessions.

During the exchange, the Associate should be given the opportunity to work, visit and learn about all aspects of the host chamber's process and procedures with special emphasis given to those areas that most closely relate to the Associate's job responsibilities in their home state.

E. Host Chamber Participation/Rotation

Chambers interested in hosting a member of the Associate Exchange Program shall submit a letter of intent to the Support Staff Committee Chair. The letter of intent shall include areas of the host chamber’s and other legislative offices’ operations that the participant would visit. There is no limit on the number of host chambers available to the Associate Exchange Program. Host chambers may “roll over” to the next year if not selected to host during the current year.

F. Expense Reimbursements

Pursuant to Section IV (Associate Members), upon approval by the ASLCS Executive Committee, there shall be a maximum of $1000 provided from the Association's Dues Account Budget to help defray the expenses for selected Associates. Selectees shall be eligible to receive a minimum of $250 each towards their expenses. The remainder of the participants travel and lodging expenses, if any, would be the responsibility of the participating individual(s).

G. Reports of Participants

Upon the completion of an exchange, both the participating Associate and host chamber would be required to make a report to the ASLCS Support Staff and Executive Committees. These reports will form the basis for the program evaluation. (August 13, 2001 San Antonio, TX) (September 12, 2003; Scottsdale, AZ) (September 22, 2004; Baltimore, MD)

SECTION IV: ASSOCIATE MEMBERS

Associate Exchange Program. There shall be budgeted annually by the ASLCS Executive Committee a maximum of $1000 to be provided from the Association's Dues Account Budget for the purpose of financial assistance to defray the expenses for selected Associates in the Associate Exchange Program (AEP). Selectees shall be eligible to receive a maximum of $250 towards their expenses. The remainder of the participant's travel and lodging expenses, if any, would be the responsibility of the participating individual(s). (August 12, 2001; San Antonio, TX) (September 22, 2004; Baltimore, MD)

Associate Vice President may receive financial assistance to attend the Canadian Clerks-at-the-Table meeting upon Executive Committee approval. Such assistance shall not exceed $750 per year.

Dues Deadline: April 15 is the deadline for payment of dues by associate members wishing to be included in the Roster. (March 1998; Kansas City, MO)

SECTION V: AWARDS

The Innovation Award and the Legislative Achievement Award have been purchased through NCSL from Farmer's Trophies and Engraving, Attn: Darlene Meyers, 300 Josephine, Suite 240, Denver, CO 80205; (303) 329-3322.

The Innovation Award Program is established to recognize creative ideas and programs implemented by a member. Award(s) shall be announced at the Annual Meeting. (September 16, 1992 Albany, NY) There will be two categories: one for process and one for technology. (December 13, 1997; Atlanta, GA)

NCSL Legislative Staff Achievement Award. They will be awarded annually at the NCSL Annual Meeting to designated individuals or offices that have demonstrated excellence in supporting the work of a state legislature and strengthening the legislative institution. ASLCS may nominate up to two individuals from its staff section.

After the individuals are selected: The President sends a letter to the Principal winner with a copy to leadership and sends a letter to the Associate winner with a copy to leadership and to the Principal Clerk. In addition, the President will send a letter thanking the persons who submitted nominations for this award and list the recipients. (April 22, 2001; Salt Lake City, UT)

Scholarship Awards. The Betty King Scholarship (Legislative Staff Management Institute) to members of the Society, both associates and principals, will be awarded from the shared profits account. Associate members must secure a letter of endorsement from their principal clerk/secretary. The award amount shall be for no more than 50% of the tuition. The Executive Committee will set an aggregate total amount each year to be shared equally among the recipients. Once a Society member has been chosen to attend the Legislative Staff Management Institute by the Humphrey Institute, ASLCS scholarship awards must be approved by the Executive Committee before scholarship funds are disbursed. The Humphrey Institute will make the decision on recipients from applications received. (March 1998; Kansas City, MO) (July 23, 1998; Las Vegas, NV)

Special Committees: The President may appoint special committees and chairs as needed, including committees to select recipients of the Joe Beek Award, Distinguished Service Award, Innovation Award, Legislative Staff Achievement Award, or for life membership. (October 17, 1997; Vail, CO) (July 28, 1999; Indianapolis, IN)

SECTION VI: CERTIFICATES

Certificates to recognize retirees will be the responsibility of the President. (July 28, 1999; Indianapolis, IN)

Honorary Membership Certificates were printed by John Phelps, Clerk of the Florida House, in his print shop.

Membership Certificates, Pins and Code of Ethics. Membership certificates shall be signed by the Secretary-Treasurer. These certificates, the Society Pins and the Society Code of Ethics shall be distributed by the Secretary-Treasurer to all members joining the Society for the first time. (January 8, 1994; Denver, CO) (April 18, 1999; Chicago, IL)

Recognition of Retirees. A certificate will be issued to all members of the Society (both principals and associates) by the President upon their retirement. (July 25, 1994; New Orleans, LA) (April 18, 1999; Chicago, IL)

SECTION VII: COMMITTEES

Budget and Revenue Committee. The President shall appoint a Budget and Revenue Committee to review the budget of the Society on an annual basis and to provide revenue development for ASLCS.

The committee shall be composed of no fewer than five members who are able to solicit funds on behalf of the Society. A former President of ASLCS shall serve as chair of the committee. The Secretary-Treasurer and a former Associate Vice President shall also be members of the committee. The committee is charged with the responsibility of developing a national database of contributors, including contact names, and sending solicitation letters annually on behalf of the Society. The NCSL liaison will work with the committee to maintain the database and send the solicitation letters. (September 7, 2003; Scottsdale, AZ)

Committee chairs and vice chairs are appointed by the President. The term is for one year for the Committees on Bylaws and Standing Orders, International Communication and Development, Legislative Administrator, Membership and Communication, Program Development, Site Selection, Support Staff, and Technology... Inside the Legislative Process, Canadian-American Relations, Roster, and Professional Journal are two-year terms. (July 23, 1998; Las Vegas, NV) (July 28, 1999; Indianapolis, IN) (March 19, 2000; Santa Fe, NM) (August 18, 2005; Seattle, WA)

Committee Leadership. The President has the flexibility to appoint up to three (3) members (as chair, co-chairs and/or vice chairs, or any combination thereof), at least one of which shall be an associate member. The chair of the committee shall appoint a “recorder” for the committee from among its membership. The President-elect shall consult with the Associate Vice-President to seek recommendations for associate leadership positions. (August 18, 2005; Seattle, WA)

Committee Transitions. Matters before a standing committee of the Society shall no longer be active upon the appointment of a new committee with the same jurisdiction but may be resubmitted to the newly appointed committee. (January 21, 1995; Tallahassee, FL)

Internal Audit. The incoming President shall appoint 3 members to perform an internal audit of the Treasurer’s records from the previous year. (September 14, 2000; Wilmington, NC)

Special Committees. The President may appoint special committees and chairs as needed, including committees to select recipients of the Joe Beek Award, Distinguished Service Award, Innovation Award, Legislative Staff Achievement Award, or for life membership. (October 17, 1997; Vail, CO) (July 28, 1999; Indianapolis, IN)

Standing Committees. Bylaws and Standing Orders; Canadian-American Relations; Inside the Legislative Process; International Communication and Development; Legislative Administrator; Membership and Communications; Professional Journal; Program Development; Roster; Site Selection; Support Staff; Technology.

(August 18, 2005; Seattle, WA)

All ASLCS members who serve on LSCC shall serve as ex officio members, with voting privileges, of the Professional Journal Committee. The immediate Past Associate Vice-President and the Associate Vice-President shall also serve as exofficio members with voting privileges. (August 18, 2005; Seattle, WA)

SECTION VIII: DUES

Mailings of the Administrator. All principals and every dues-paying associate shall be mailed, in their name, a copy of the Administrator. (January 6, 1990; Denver, CO)

Mail List. All principal clerks and secretaries shall be retained on the NCSL mail system. Only associates who have paid their dues during the current calendar year shall be so retained. (January 9, 1993; Denver, CO)

Meeting Notices/Society Mailings. Associates in whose name dues have been paid shall be entitled to receive mailings directly from the Society. (December 17, 1983; Washington, DC) (July 23, 1998; Las Vegas, NV)

Roster. All new members will be sent an ASLCS Roster upon payment of their dues. (July 25, 1994; New Orleans, LA)

Society Dues. All invoices will be mailed to the Principal. Dues will be payable by calendar year. (December 15, 1984; Nashville, TN) (September 23, 1998; Madison, WI)

Society Dues Increase. Effective January 1, 2004, dues for Principals will be $130.00 and dues for Associate members will be $65.00. (October 1, 1995; Oklahoma City, OK) (September 7, 2003; Scottsdale, AZ)

Transferability of Dues. Dues are paid by the individual. Dues are not transferable to another individual. (April 25, 1981; Annapolis, MD)

SECTION IX: EXECUTIVE COMMITTEE

Candidates. In order to arrange a time to appear before the Nominating Committee, all candidates seeking an elective office of the Society shall declare their candidacy for office to the Chair of the Nominating Committee at least two weeks prior to the first day of the Annual Meeting. No later than 10 days prior to the first day of the Annual Meeting, the Chair of the Nominating Committee shall notify the membership of the Society of those individuals who have declared their candidacies. Failure to declare candidacy does not preclude being nominated from the floor at the time of the election. (July 26, 2002; Denver, CO)

Investments. ASLCS, through its Secretary-Treasurer at the direction of the ASLCS Executive Committee, may transfer money from its dues account to NCSL to be invested in an interest-bearing account. NCSL agrees to quarterly accounting to ASLCS. The interest rate to be credited to ASLCS shall be the interest rate paid NCSL for ASLCS funds. NCSL further agrees to transfer any portion or all of ASLCS funds, plus interest, back to the Secretary-Treasurer or President of ASLCS. (September 18, 1998; Madison, WI)

Memorandum of understanding between NCSL and ASLCS re: Annual Meeting. Presented to the Executive Committee. See Appendix A.* (September 18, 1981; San Francisco, CA)

President's and Executive Committee's Reference Guide. The Reference Guide will be updated yearly by the Immediate Past President of the Society. (September 18. 1998; Madison, WI)

SECTION X: GENERAL ADMINISTRATION

The Society's books are kept by the Secretary-Treasurer on Quicken.

Budget and Revenue Committee. The President shall appoint a Budget and Revenue Committee to review the budget of the Society on an annual basis and to provide revenue development for ASLCS.

Internal Audit. The incoming President shall appoint 3 members to perform an internal audit of the Treasurer's records from the previous year. (September 14, 2000; Wilmington, NC)

Meetings. Effective for 2004, the President shall call either a spring or winter meeting. This will continue until changed by action of the Executive Committee. (September 7, 2003; Scottsdale, AZ)

Registration fees. Registration fees for the annual fall professsional development meeting shall

continue at $325.00 unless changed by action of the Executive Committee. (September 7, 2003; Scottsdale, AZ)

SECTION XI: INTERPARLIAMENTARY RELATIONS

ANOMAC (Association of Mexican Federal and State Clerks) Attendance at the Annual Meeting. Three representatives from ANOMAC shall be invited to the Annual Meeting and their registration will be waived. The cost of a room for one shall be paid by the Society. (July 23, 1998; Las Vegas, NV)

ATELCA (Central American Clerks Association) Attendance at the Annual Meeting. One representative from ATELCA shall be invited to the Annual Meeting. The cost of the registration and room shall be paid by the Society. (January 6, 1990; Denver, CO)

Attendance at ANOMAC. The President, Associate Vice President and Chair of the International Communication and Development Committee are designated to represent the Society at the Annual Meeting of ANOMAC. In the event one or more of these members are unable to attend, the President may designate a replacement. (July 28, 1999; Indianapolis, IN)

Attendance at the Canadian Meeting of Clerks-at-the-Table. The President, Associate Vice President and Chair of the Canadian/American Relations Committee are designated to represent the Society at the Annual Meeting of the Canadian Clerks-at-the-Table. In the event one or more of these members are unable to attend, the President may designate a replacement. (January 8, 1994; Denver, CO)

Australian attendance at the Annual Meeting. Three representatives from the Australian Clerks at the Table shall be invited to the Annual Meeting and their registration fees will be waived. The cost of a room for one shall be paid by the Society. (December 10, 2000; Memphis, TN)

Canadian attendance at the Annual Meeting. The Society shall pay the costs of registration and hotel for the Canadian president or representative attending the Annual Meeting. (September 11, 1983; Portland, ME) The Society will waive the registration fee for two additional guests at the annual meeting. (March 1998; Kansas City, MO)

Joint Canadian/American Meeting. The Joint Canadian/American Meeting shall be held in the odd-numbered years. (September 11, 1983; Portland, ME) (July 28, 1999; Indianapolis, IN) Attendance at Joint Meetings shall be limited to each Principal or, in the event the Principal is unable to attend, an Associate member may be designated by the Principal to attend the Joint Meeting. (August 13, 2001; San Antonio, TX)

SECTION XII: LEGISLATIVE STAFF COORDINATING COMMITTEE

LSCC (Legislative Staff Coordinating Committee) Representation. The President and the Immediate Past President shall represent the Society on the Legislative Staff Coordinating Committee of NCSL. (August 3, 1993; conference call)

Should either the President or the Immediate Past President be unable to serve or attend meetings, the President shall designate a representative to attend meetings or fill the vacancy. (November 3, 1993; Santa FE, NM)

SECTION XIII: LOGO PIN POLICY

The primary purpose of this pin is for use as a small gift by the ASLCS President, or designee, when attending a meeting on behalf of the Society in another country. It may also be given to international delegates in attendance at an ASLCS Professional Development Seminar. Other use shall be at the discretion of the President. While not a substitute for the official ASLCS member pin, this pin is available for members to purchase for $3.00 each. (July 26, 2002. Denver, CO)

SECTION XIV: MASON’S MANUAL COMMISSION

Mission Statement. The Mason’s Manual Commission shall: 1. promote the proper application of the rules of procedure in the legislative process; 2. preserve the integrity and historic perspective of the legislative manual developed by Paul Mason; 3. periodically review Mason’s Manual of Legislative Procedure; and 4. serve as a resource in American legislative parliamentary procedure.

Duties and Responsibilities. The Commission shall make a comprehensive review of the Manual and, by December 2009, deliver a draft edition for editing and publishing by NCSL as the 2010 edition. In furtherance of this mission, the Commission shall perform the following:

· Comprehensive review of the index and the cross references;

· Conduct an item analysis comparing the manual with other parliamentary authorities;

· Continual review of the citations within the Manual; with special attention to be paid to Sturgis and Robert’s citations;

· Maintain a database of key case law citations of the Manual;

· Maintain a database of rulings by presiding officers citing or based upon the Manual (or other parliamentary authorities) conducting periodic surveys of our membership to gather such rulings;

· Maintain a database of judicial decisions on legislative process and publish these on a quarterly basis on the ASLCS website;

· Publish or provide access to these databases through the ASLCS website;

· Notify our membership of parliamentary issues of interest to them; and

· Provide summaries of procedural questions and responses generated through the ASLCS list service.

Other responsibilities of the Commission shall be:

· The Commission shall serve as a resource to conduct parliamentary procedure training to both NCSL and ASLCS membership.

· The Commission shall develop a pocket guide index as a separate document from the Manual (a parliamentary law quick reference).

· The Commission shall make as many parliamentary authorities available on-line as possible.

· The Commission shall submit an annual report at the ASLCS annual meeting and to the ASLCS Executive Committee which may be posted on the web site.

The Commission shall be dissolved with publication of the 2010 edition.

Creation of the new Commission. In October 2002 the President of ASLCS shall forward a copy of the Mason’s Manual Study Commission’s report to all members of the Society and notify them that a new Mason’s Manual Commission will be appointed. Any member of the Society who wishes to be considered for appointment to the Commission must submit a letter of interest to the President of ASLCS no later than February 1, 2003. The President shall appoint the new Commission by March 1, 2003. The organizational meeting of the Commission shall be called by the President.

Membership. The Commission shall consist of sixteen (16) members, at least two (2) of whom shall be Associate members. The members shall be appointed by the President from a list of dues paying members of the Society who submit a letter of interest to serve on the Commission. Associate Members of the Society should obtain a letter of recommendation and support from their Principal in order to be eligible for consideration as a member of the Commission. Legislative staff experience with parliamentary procedure is necessary to be considered for appointment as a member of the Commission. Staff Officers of NCSL shall not serve on the Commission.

Leadership of the Commission. The members of the Commission shall elect a Chair and Vice Chair from among it members who shall serve for a two (2) year term and may be elected to succeed themselves. The Chair and the Vice Chair shall have Commission or Study Commission experience prior to their election. Chairs, other officers, and members of any subcommittees of the Commission shall be appointed by the Commission Chair and serve terms concurrent with the Commission Chair. The Commission Chair and Vice Chair shall develop work guidelines, in accord with the Report of the Mason’s Manual Study Commission, to govern the work of the Commission.

Vacancies on the Commission. Any Commission member who is physically absent from three (3) consecutive meetings or three (3) meetings in any twenty-four (24) months shall no longer be a member. Should an Associate member of the Commission become a Principal, which reduces the number of Associate members to one, an Associate shall be appointed to fill the next vacancy. Notice of vacancies on the Commission shall be advertised openly to all members of the Society.

Commission Meetings. There shall be at least three (3) meetings each calendar year - one at the ASLCS Annual meeting, one at the NCSL Annual meeting and at least one additional meeting. All meetings of the Commission shall be duly advertised to the members of the Society and are open to all interested persons.

Appendix. The Report of the Mason’s Manual Study Commission, as adopted by the Executive Committee of the Society, is made a part hereof as Appendix D.” (September 21, 2002; Portland, OR)

SECTION XV: MEMBERSHIP

Honorary Membership. The Executive Committee may designate an honorary member of the Society. (January 6, 1990; Denver, CO) The Clerk of the United States House of Representatives and the Secretary of the United States Senate shall be honorary members of the Society as long as they remain in their respective offices. The Secretary-Treasurer shall inform them of their honorary membership upon their appointment. (July 28, 1999; Indianapolis, IN)

Upon the death of a member, the Society will send a $50.00 contribution to the charity of the family's choosing. (December 13, 1997; Atlanta, GA)

Membership records are kept by the Secretary-Treasurer on Access.

SECTION XVI: NOMINATING COMMITTEE

If a person serving on the Nominating Committee is from the same state as a declared candidate, the President shall replace the member of the Nominating Committee with a member from another state. (July 26, 2002; Denver, CO)

SECTION XVII: PARLIAMENTARY/MANAGEMENT TRAINING

Attendance at Parliamentary/Management Training Programs. Attendance at parliamentary/management training programs shall be open to all Society members. (January 9, 1993; Denver, CO) (July 28, 1999; Indianapolis, IN)

SECTION XVIII: PLAQUES

The plaques for the outgoing President and the outgoing Associate Vice President and the gavel for an incoming President are purchased from George A. Levy, Inc., Attn: Madeline Shoemaker, 2614 West Kennedy Boulevard, Tampa, FL 33609; (813) 879-7775.

Distinguished Service Award for Associates or Life Membership Awards are purchased from George A. Levy, Inc., Attn: Madeline Shoemaker, 2614 West Kennedy Boulevard, Tampa, FL 33609; (813) 879-7775.

Plaques for Joe Beek Award recipients are purchased from Awards Unlimited, Inc., 1935 O Street, Lincoln, NE 68510; (402) 474-0815.

SECTION XIX: PUBLICATION STANDARDS

Two (2) copies of all Society publications shall be filed with Archives and one (1) copy with the Staff Liaison of the National Conference of State Legislatures. (August 13, 2001; San Antonio, TX) (Amended September 27, 2004; Baltimore, MD)

ASLCS WEB SITE

Section 1. The web site of the American Society of Legislative Clerks and Secretaries provides information about the Society’s history, meetings, committees and membership. All information and publications posted to the ASLCS web page are available to the public except for the Listserv, which is reserved for the exclusive use of legislators and legislative staff.

Section 2. The maintenance of the web site is an ongoing effort. If possible, all information submitted by Society members to be posted on the ASLCS web site shall be submitted to NCSL in PDF format. Updates to the site should occur on the following schedule:

· Executive Committee and Committee membership – within three weeks of the Professional Development Seminar or any other change in membership that occurs during the year.

· New Member Information – as soon as available.

· Meeting Information – as soon as available.

· Committee Reports – within three weeks of the conclusion of each Society meeting.

· Legislative Administrator – within three weeks of publication of the printed version.

· Professional Journal – within three weeks of publication of the printed version.

· International Directory – within three weeks of publication of the printed version.

The Society’s web site shall be consistent with the design of the NCSL web site. The overall design of the site shall be reviewed annually by the Technology Committee with recommendations of any changes submitted for approval to the Executive Committee.

Section 3. The Society web site shall contain the following main elements:

1.      Society Overview, to include a history of the society and a description of the Society’s purpose and primary functions;

2.      Executive Committee and NCSL staff contact information;

3.      Society’s Bylaws, Standing Orders and Code of Ethics;

4.      Membership information, to include the membership database, new member introductions, and the position description database;

5.      Committee information, to include committee descriptions, membership, and reports;

6.      Meeting information, to include schedules and agendas for upcoming meetings and meetings held during the current year and previous year;

7.      Publications, to include The Legislative Administrator, the Professional Journal, the International Directory in English, Spanish, and French, and Inside the Legislative Process;

8.      Information regarding the ASLCS Listserv;

9.      Access to the Rules and Procedures Database;

10. Links to web sites of state legislatures; and

11. An inventory of the contents of the Society’s archives.

This is the core content of the Society’s web site. Other information and items may be added at the recommendation of any standing or special committee with the approval of the Executive Committee. The content required to be displayed on the web site shall be organized and displayed in a useful manner and consistent format by the webmaster under the direction of the Technology Committee and subject to approval by the Executive Committee.

Section 4. The Executive Committee of the American Society of Legislative Clerks and Secretaries shall be the governing entity of the web site. The Technology Committee shall make recommendations to the Executive Committee on design changes. The NCSL liaison to ASLCS shall serve as webmaster for the site with assistance of committee chairs.

Section 5. The web site should conform to current Internet standards. The majority of the information and features available on the web site should be accessible to all browser versions at various connection speeds. This should not preclude the use of advanced features to enhance the site’s aesthetics and functionality. To the extent technologically possible, all pages will be accessible to individuals with disabilities.

INSIDE THE LEGISLATIVE PROCESS

Section 1. Description

Inside the Legislative Process is a research tool, providing information on state legislative processes and procedures. The ASLCS Committee on Inside the Legislative Process is responsible for reviewing and producing this publication. The Committee works closely with NCSL staff to develop survey questions and record the responses in a format that is easily usable and reflects current legislative processes.

Section 2. Frequency of Publication

Inside the Legislative Process shall be published biennially by adding new material or updating existing charts.

Section 3. Content and Size

Each edition shall be printed on standard 8 ½ x 11 inch paper. The paper should be high quality bond with a card stock for tab inserts. A three-ring binder shall be provided. Tab content is as follows:

1.      Introduction
2.      Legislative Organization
3.      Bills and Processing
4.      Committee Procedures
5.      Floor Action
6.      General Legislative Procedures
7.      Legislative Documents
8.      Public Information
9.      Office of the Chief Clerk or Secretary.

Section 4. Circulation

A copy of each edition of Inside the Legislative Process shall be mailed to each Principal member of the Society and each member of the current Inside the Legislative Process Committee. A sufficient number of copies shall be kept on file by NCSL for distribution to interested parties and in the Society’s archives.

Section 5. Budget

The cost of publishing the current update to Inside the Legislative Process shall be shared by NCSL and ASLCS. NCSL shall pay 50 percent of the publication cost. ASLCS shall pay fifty percent of the publication cost from a fund to be determined by the Executive Committee.

INTERNATIONAL DIRECTORY

Section 1. Description

The International Directory is a booklet that provides an English, French and Spanish version of the objectives and goals of the American Society of Legislative Clerks and Secretaries (ASLCS), Association of Chief Clerks of Mexico’s State Legislatures and the Federal District of Mexico (ANOMAC), Association of Central American Legislative Clerks (ATELCA), the Canadian Clerks-at-the-Table, Secretaries Association of the Legislatures of South Africa (SALSA), and the Australia and New Zealand Association of Clerks-at-the-Table (ANZACATT). The booklet also contains the names, addresses, phone numbers, fax numbers and e-mail addresses of the Executive Committee members of the respective organizations.

Section 2. Intent

The intent of the International Directory is to provide members with a quick reference resource that will provide a better understanding of the associations. It will also serve as a means of building stronger bonds among the associations and bring the members closer together.

Section 3. The International Directory shall be printed annually by updating the Executive Committee membership of the various associations and their addresses, telephone numbers, fax numbers and e-mail addresses.

Section 4. Content and Size of Directory

The International Directory shall contain each association’s full name, acronym and logo. It will have an English, French and Spanish version of the associations’ descriptions and respective Executive Committee members’ addresses, telephone numbers, fax numbers and e-mail addresses. Conference dates for ASLCS, ATELCA, ANZACATT, Canadian Clerks-at-the-Table, SALSA and ANOMAC will be listed at the back of the directory. The Spanish, English and French translation of common phrases will be printed at the end of the directory. The leadership of the International Communications and Development Committee will be printed with addresses and phone numbers as contacts. It will also contain an English, French and Spanish table of contents and preface. Each edition shall be printed in booklet format on standard 8 ½ x 11 inch paper. It will be folded and stapled. The paper should be of high quality bond with a card stock for the cover.

Section 5. Circulation

A copy of each edition of the International Directory shall be mailed to each member of the ASLCS Executive Committee, and to the officials of the international organizations listed in the directory. It will also be mailed to the Chair and Vice-chairs of the ASLCS International Communications and Development Committee, to the Chair and Vice-chairs of the ASLCS Canadian/American Relations Committee, and to any contributor or translator who has submitted work on the publication. A sufficient number of copies shall be kept on file at NCSL. The current International Directory shall be made available on the ASLCS web site.

Section 6. Budget

The International Directory will be produced within the budget pre-authorized annually by the Executive Committee. Any costs in excess of the approved budget must be authorized in advance by the Executive Committee.

THE LEGISLATIVE ADMINISTRATOR

Section 1. Title of the Newsletter

The newsletter of the American Society of Legislative Clerks and Secretaries shall be known as The Legislative Administrator.

Section 2. Frequency of Publication and Content

The newsletter shall be published up to three (3) times annually. In addition to being published, each issue shall be made available on the ASLCS web site.

A.      The first issue should be published as soon as practical following the Society’s Professional Development Seminar. The content of this issue shall include, but is not limited to: a review of the Professional Development Seminar; reports and membership rosters of the several committees which met during the meeting; a president’s report; any pertinent news about members of the Society, including new members, and the profession of legislative staff; and information about future meetings of the Society.

B.     The second issue should be published as soon as practical following the winter or spring meeting of the Society, and before the National Conference of State Legislatures’ Annual Meeting. The content of this issue shall include, but is not limited to: a review of the winter or spring meeting; reports of the several committees which met during the meeting; a president’s report; any pertinent news about members of the Society, including new members, and the profession of legislative staff; and information about Society activities scheduled for the National Conference of State Legislatures’ Annual Meeting.

C.     The third issue of the year should be published as soon as possible after the National Conference of State Legislatures’ Annual Meeting, and before the Society’s Professional Development Seminar.

The content of this issue shall include, but is not limited to: a review of Society activities during the National Conference of State Legislatures’ Annual Meeting; reports of the several committees which met during the meeting; a president’s report; any pertinent news about members of the Society, including new members, and the profession of legislative staff; and information, including a tentative agenda, about the Society’s Professional Development Seminar.

Section 3. Miscellaneous Information

A. Society members are encouraged to submit articles and information to the chair or co-chairs of the Legislative Administrator Committee that would be of a professional or personal interest to other Society members.

B. The chair or co-chairs of the Legislative Administrator Committee shall forward to the NCSL Staff Liaison all photographs and digital images generated by the Legislative Administrator Committee for the publication of the newsletter. The photographs and digital images shall be kept on file in the Society’s archives. The Staff Liaison shall arrange to make the photographs and digital images available to the members of the Society at various times throughout the year.

C. The chair or co-chairs of the Legislative Administrator Committee shall have the final authority, pursuant to these Standards, as to the content of each edition of the newsletter.

Section 4. Specifications

The paper on which the newsletter is to be published shall be of a high grade bond quality, with a card stock to be used for the cover. The newsletter is to be printed so that each page is 8 ½ x 11 inches, portrait formatting.

All components of the Internet editions of the newsletter shall be formatted in a manner to allow quick and complete loading of the pages.

Section 5. Circulation

A copy of each edition of the newsletter shall be mailed to each dues-paying Principal member of the Society and to each dues-paying Associate member of the Society including dues-paying retirees. Other interested parties may receive the newsletter. A complimentary copy of the newsletter shall be mailed to contributors and sponsors of ASLCS and other interested parties as directed by the Executive Committee.

Section 6. Budget

Up to three (3) issues of the Legislative Administrator will be produced within the budget pre-authorized annually by the Executive Committee. Any costs in excess of the approved budget must be authorized in advance by the Executive Committee.

PROFESSIONAL JOURNAL

Section 1. Title of the Journal

The Professional Journal shall be known as The Journal of the American Society of Legislative Clerks and Secretaries.

Section 2. Frequency of Publication

The Journal shall have two (2) editions published annually. One edition shall be the fall edition to be published not before September 1st of each year and not later than November 30th. The other edition shall be the spring edition to be published not earlier than March 1st and not later than May 31st.

Section 3. Content and Size of Journal

Each edition of the Journal should have a maximum of 50 pages and a collection of 4-6 articles. Contributors should be encouraged to submit writings that will attract a general audience of readers. The paper used to publish the Journal is to be of a high grade bond quality with a card stock for the cover. The Journal is to be printed in the standard size of 8 ½ x 11 inches. It is desirable to print photos of all contributors.

Section 4. Editorial Board

The chair or co-chairs of the Professional Journal Committee shall serve as editor(s). The editorial board shall consist of Principal members and Associate members of the Society. The members of the editorial board shall be appointed by the chair or co-chairs of the committee from among its membership. It is recommended that the editor(s) serve a two-year term. The editorial board is responsible for review of articles, recommendations for acceptance, rejection or request for revisions. The editorial policy should be reviewed annually and revised as necessary.

Section 5. Circulation

A. A copy of each edition of the Journal shall be mailed to each dues paying Principal member and each dues paying Associate member of the Society and to each legislative library. A complimentary copy of the Journal along with a thank you letter from the editor shall be mailed to each contributor.

B. Each edition of the Journal shall also be made available on the ASLCS website, at which time electronic notification of its availability shall be sent to each dues paying member of the Society, key staff in the other staff sections of NCSL and other interested parties upon request. All components of the Internet editions of the Journal shall be formatted in a manner to allow quick and complete loading of the pages.

Section 6. Budget

The Professional Journal will be produced within the budget pre-authorized annually by the Executive Committee. Any costs in excess of the approved budget must be authorized in advance by the Executive Committee.

Section 7. Publications Standards

The standards set forth in Sections one (1) through six (6) shall be in effect until the ASLCS Professional Development Seminar in 2006. At the first meeting of the newly formed Executive Committee, the Professional Journal Committee shall propose publication standards for The Professional Journal, subject to the approval of the Executive Committee. (September 7, 2003; Scottsdale, AZ)

THE ROSTER AND REFERENCE GUIDE

Section 1. Title

The Roster and Reference Guide, known as the Roster of the American Society of Legislative Clerks and Secretaries, contains information about the Society’s dues paying members, their legislative bodies and the Society itself.

Section 2. Frequency of Publication

The Roster shall be published as soon as practical following the Fall Professional Development Seminar each year, beginning in 2005.

The 2005 Roster shall also include information regarding the 2004-2005 Executive Committee, committee leadership and committee rosters in addition to the standard information to be published that year. The provisions of this subsection shall expire after the printing of the 2005 Roster.

Section 3. Content

The Roster shall contain the following sections after its title and table of contents:

A.      Quick Reference Directory.

1.      Principal Clerks and Secretaries listed alphabetically with name, state, chamber, phone number, FAX number and e-mail address.
2.      Associates listed alphabetically with name, state, chamber, phone number, FAX number and e-mail address.
3.      National Conference of State Legislatures support staff names, addresses, phone numbers, FAX numbers and e-mail addresses.

B.     Executive Committee.

Entries shall include, picture, executive committee position, name, and title of each executive committee member.

C.     Award Recipients.

Entries shall include picture, name, title and year; note deceased if applicable.

1.      Joseph A. Beek Award
2.      Distinguished Service Award for Associates
3.      Innovations Award
4.      Legislative Staff Achievement Award

D.     Honorary Members.

Entries shall include picture, name, title, state and biographical information; note deceased if applicable.

E.     Lifetime Members.

Entries shall include picture, name, year granted, address and biographical information; note deceased if applicable.

F.      Past Presidents.

Entries shall include picture, name, title, state and years served as president; note deceased if applicable.

G.     Past Associate Vice-Presidents.

Entries shall include picture, name, title, state and years served as associate vice-president; note deceased if applicable.

H.     Principal Clerks and Secretaries.

Listed alphabetically by state, then territory, with the Senate first. Each entry for principal members shall contain the following information, if provided, on one-half page:

Picture, name, title, year appointed/elected, capitol address and telephone number, fax number, e-mail address, residence address and telephone numbers, preferred interim address noted by an asterisk, legislative/professional experience, day and month of birth, spouse’s name, number of members in the legislative body and party distribution, frequency of sessions, parliamentary manual used and key staff members.

I.         Associates.

Listed alphabetically by state, then territory, with the Senate first. Each entry shall contain the following information, if provided:

Picture, name, title, state, house, capitol address and telephone numbers, fax number, e-mail address, year appointed/elected to current position, day and month of birth, spouse’s name, residence address and telephone numbers and preferred interim address noted by an asterisk.

J.       NCSL Support Staff.

Entries shall include picture, name, title, section, business address, e-mail address, fax and telephone numbers.

K.     Committee Descriptions and Appointments.

1.      Listing of committee, its purpose, duties and responsibilities of the chair and additional information as needed.
2.      Committee Chair(s) name(s) and state abbreviation(s).
3.      Membership of the standing committees and special committees.

L.      Mason’s Manual Commission.

1.      Description of the Commission.
2.      Commission Chair(s) name(s) and state abbreviation(s).
3.      Listing of Commission members.

M.     Bylaws including date of last revision.

Publication of the official Bylaws of the American Society of Legislative Clerks and Secretaries as approved in its meeting before publication of the Roster.

N.     Standing Orders including appendices and date of last revision.

O.    Conference Dates and Locations.

Conference dates and places of the following organizations shall be listed:

1.      NCSL
2.      ASLCS
3.      Clerks-at-the-Table
4.      ANOMAC
5.      Joint Canadian-American

P.     Quick Reference Directory of Session Dates for Each Legislature.

Section 4. Submission of Information

Society members shall be asked to return the information for the Roster, along with an updated photograph if desired, as soon as possible after the request is received.

Section 5. Specifications

The paper on which the Roster is to be published shall be of a high grade bond quality with card stock to be used for the cover. Printing shall be on 8 ½ x 11 inch paper with portrait style formatting. Cover and pages are to be 8 ½ x 11 inches, bound.

Section 6. Circulation

A copy of each edition of the Roster shall be mailed to each Principal member of the Society and to each dues-paying Associate member including dues-paying retirees.

Section 7. Budget

The Roster will be produced within the budget pre-authorized annually by the Executive Committee. Any costs in excess of the approved budget must be authorized in advance by the Executive Committee.

SECTION XX: PURCHASES

ASLCS Logo Items. The logo items (golf caps, ceramic mugs, men's and ladies' watches and sweatshirts) are purchased through Midwest Trophy, Attn: Mary Ellen Moseley, 3405 SE 29th Street, Del City, OK 73115; (405) 670-4545, ext. 339, and distributed by NCSL. (July 28, 1999; Indianapolis, IN)

Membership pins, past President and past Associate Vice President pins are purchased from John D. Wilson Company, 1000 North Mill Street, PO Box 383, Pontiac, IL 61764; (815) 844-5080

Purchasing Printed Material. The NCSL liaison, with the written approval of the President, may purchase regularly printed Society materials, such as stationery and tri-fold brochures, up to $300 per order. (September 9, 2000; Wilmington, NC)

Stationery has been purchased through NCSL from S & H Services. (April 18, 1999; Chicago, IL) (July 28, 1999; Indianapolis, IN)

Windbreakers. Windbreakers embossed with the seal of the Society are authorized for purchase. (January 6, 1993; Denver, CO) ASLCS logo jackets have been purchased through John Phelps, Clerk of the Florida House, from The Clothesline, 1369 East Lafayette Street, Tallahassee, FL 32301; (850) 877-9171.

SECTION XXI: TRAVEL REIMBURSEMENT

The Executive Committee must approve, in advance, any reimbursement for any travel and/or lodging costs allowed under this standing order. The President, Associate Vice President and Immediate Past President shall submit estimated costs for any proposed travel and/or lodging for which reimbursement will be requested to the Executive Committee as well as a formal request for reimbursement based on the estimate, prior to a vote being taken on the reimbursement.

International Travel. The Executive Committee may authorize all or a portion of travel and/or lodging costs for the President or the President's designee attending international meetings of the clerks as the official representative of the Society. Such international travel shall include, but is not limited to the Canadian Clerks-at-the-Table, the Joint Canadian-American meeting; ATELCA; ANOMAC; and the Australian Clerks. The amount allowed to the President or designee for international travel per calendar year shall not exceed $2000. Additional funds for such travel and/or lodging costs, if required, may be disbursed once approved by the Executive Committee.

LSCC Travel. The Society may also reimburse, pursuant to a vote of the Executive Committee, the President and Immediate Past President for all or a portion of travel and/or lodging costs incurred while representing the Society at meetings of the Legislative Staff Coordinating Committee. The maximum reimbursement allowed per calendar year to the President and Immediate Past President for attending meetings shall not exceed $1000 each. (July 23, 1998; Las Vegas, NV:) (September 24, 2002; Portland, OR)

SECTION XXII: VIDEO TAPING

Videotaping Guidelines. Guidelines for videotaping Society programs were adopted. See Appendix C*. (March 12, 1988; Fort Lauderdale, FL) (July 17, 2000; Chicago, IL)

Videotape of State Dinner. Copies of the state dinner videotape will be made and presented to the outgoing president, the incoming president, the outgoing associate vice president, archives, the host state and any recipients of special awards presented at that state dinner. (December 1, 2001; Las Vegas, NV)

SECTION XXIII: VOTING BY PROXY

A Chief Clerk or Secretary may designate a proxy to vote at the Annual Business Meeting in his or her absence. To properly designate a proxy, a Chief Clerk or Secretary shall complete the ASLCS Proxy Form and submit it to the Secretary-Treasurer of the Society prior to the Annual Business Meeting.

AMERICAN SOCIETY OF LEGISLATIVE CLERKS AND SECRETARIES

VOTING PROXY

PRINCIPAL MEMBER

Name:_______________________________________________________________________

Chamber:____________________________________________________________________

State or Territory:______________________________________________________________

This is to certify that, as a principal member of the American Society of Legislative Clerks and

Secretaries, I do hereby designate________________________________________to cast my

(name)____________________________________________________________________

vote at the Annual Business Meeting of the Society to be held ____/_____/_____ in__________

(date)

_________________________.

(location)

_____________________ _____ _______________________

Principal signature Date

Return the completed proxy to the Secretary-Treasurer prior to the Annual Business Meeting.

(July 24, 2003; San Francisco, CA)

Revised 9/05