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September 7, 2003 - Minutes

Call to Order
President Ann Cornwell called the meeting of the American Society of Legislative Clerks and Secretaries Executive Committee to order.

Quorum
Members present:

Ann Cornwell, President
Norman Moore, President-Elect
Bruce Jamerson, Secretary-Treasurer
Donna Doyle, Associate Vice-President
J. R. Rodrigue, Elected Principal
Carmela Bills, Elected Associate
Laura Clemens, Appointed Principal
Annette Moore, Appointed Principal
Marilyn Eddins, Appointed Associate
Dowe Littleton, Appointed Associate
Judy Hall, Immediate Past President

Mike Linn, Immediate Past Associate Vice-President

A quorum was present.

NCSL Staff present:
Joan Barilla

Minutes
The Committee reviewed the minutes of the Executive Committee Meeting, held July 24, 2003 in San Francisco, California. Carmela Bills moved that the minutes from this meeting be approved. Laura Clemens seconded the motion. The motion carried by unanimous consent on voice vote.

Treasurer's Report
Bruce Jamerson presented the Treasurer's Report for the period of July 24 through September 7, 2003. He reported that since July 24, 2003, dues payments totaling $750.00 had been received. Disbursements totaling $4,489.52 were made for the period July 24-September 7, 2003. Laura Clemens moved that the Treasurer's Report be adopted. Norman Moore seconded the motion. The motion carried by unanimous consent on voice vote.

Joan Barilla, NCSL staff liaison to ASLCS, reported that the balance in the ASLCS Shared Profits Account as of September 7, 2003 was $3,768.45. This new balance reflects the payment of $1,950.00 from the Betty King Scholarship for attendance at LSMI by Penny Cabaniss and John Garrett.

Ms. Barilla also reviewed with the Committee the Financial Summary of the ASLCS Special Meeting Fund. The balance in this fund as of September 7, 2003 was $84,608.19. Deposits for 2001/2003 (September 7, 2003) totaled $144,107.68. Expenditures for 2001/2003 (through September 7, 2003) totaled $123,320.32. Ms. Barilla reported that $70,301.000 had been raised for the 2003 Professional Development Seminar and Annual Meeting in Scottsdale through the efforts of the Arizona Host State Committee, members of the Revenue Resource Committee (Susan Schaar, Denise Weeks and Dave Avant) and President Cornwell. She advised that such a successful fundraising campaign would allow funds for future needs of the Society. It was also reported that necessary funds would be available to meet expenses for the Winter Meeting in Oklahoma City. Finally, Ms. Barilla reported that JoAnn Hedrick had raised $9,500.00 for the 2003 Canadian American Meeting.

Bruce Jamerson reported that the following requests for reimbursement had been made:

• Ann Cornwell-$369.38 for travel; Clerks at the Table Meeting in Quebec City, August 12-17, 2003
• JoAnn Hedrick-$868.54 for travel and lodging; Clerks at the Table Meeting in Quebec City, August 12-17, 2003
• Ann Cornwell-$566.45 for travel; ANOMAC Meeting in Cuernavaca, Morelos, Mexico, August 20-24, 2003
• Patsy Spaw-$397.38 for travel; ANOMAC Meeting in Cuernavaca, Morelos, Mexico, August 20-24, 2003
• Carmela Bills (Reimburse Treasurer of Virginia)-$705.38 for travel; ANOMAC Meeting in Cuernavaca, Morelos, Mexico, August 20-24, 2003
• Denise Weels-$390.64; Items purchased for 60^th Anniversary Observance (plaques, envelopes, ribbon and embosser)
• Ann Cornwell-$63.00; Purchase of gift for Special Committee Chair
• Fifth Season, Little Rock, AK-$42.65 Purchase of gift for Special Committee Chair
• Farmer's Trophies & Engraving, LLC, Denver, CO- $65.40; Engraving for Volleyball Trophy ($35.40) and lapel pins for Cornwell and Doyle ($30.00)

Laura Clemens moved the approval of these reimbursements. Dowe Littleton seconded the motion. The motion carried by unanimous consent on voice vote.

Jeannine Wood, Co-Chair of the Roster Committee, shared with the Committee ideas on maintaining Roster Information. There was discussion that Jeannine Wood should present her ideas to her Committee and bring any such recommendations from her Committee to the Executive Committee for consideration. Norman Moore advised the Committee that he was appointing a Special Committee on Publication Standards. This Committee would have as its members the chairs of all committees responsible for producing Society publications and that they would be reviewing not only the Roster, but also the Professional Journal and the Legislative Administrator.

Jeannine Wood also submitted requests for payment of expenses related to the publishing and distribution of the Roster (2002-2003) as follows:

• Custom Printing, Nampa, ID - $5,053.10; Printing of 450 copies of the Roster (2002-2003)
• Boise Cascade Office Products Corp., Boise, ID - $98.60; 400 mailing envelopes
• Idaho State Senate - $655.49; Mailing and Payment of Postage Due on Returned copies of the Roster (2002-2003)

Bruce Jamerson moved the approval of these reimbursements. Laura Clemens seconded the motion. The motion carried by unanimous consent on voice vote.

Annette Moore, Chair of the Professional Journal Committee, presented the following recommendations for changes to the Standing Orders as Related to the 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 and shall have the theme of Legislatures in the 21^st Century.

Section 2. Frequency of Publication

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

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 eight and one-half by eleven (8 1/2 x 11 inches). It is desirable to print photos of all contributors.

Section 4. Editorial Board

The chairman of the Professional Journal Committee shall serve as editor. 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 of the committee from among its membership. It is recommended that the editor serve a two-year term. The editorial board is responsible for review of articles, recommendations for acceptance, rejection of request for revisions. The editorial policy should be reviewed annually and revised as necessary.

Section 5. Circulation

1. A copy of each edition of the Journal shall be mailed to each dues-paying Principal member of the Society and to [each dues paying Associate member.] each legislative library. Three copies shall be mailed to archives. A complimentary copy of the Journal along with a thank-you letter from the editor shall be mailed to each contributor.
2. 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, [The Journal will also be mailed to] key staff in the other eight staff sections of NCSL, and other interested parties [may receive the Journal] upon request. [ A sufficient number of copies shall be kept on file in the Society's archives. The most recent edition of the Journal shall be transmitted to each new member of the Society. A limited version of each edition of the Journal shall be placed on that area of the National Conference of State Legislatures' site on the World Wide Web allocated for use by the Society.] All components of the Internet editions of the newsletter shall be formatted in a manner to allow quick and complete loading of the pages. It is the intent of the Society that the Journal-Internet Edition be available only to those lawmakers and staff granted access to the private side of the NCSL website.

Section 6. Budget

The Professional Journal will be produced within the budget authorized by the Executive Committee. Any costs in excess of the approved budget must be authorized in advance by the Executive Committee. It is important that all expenses be accurately recorded so that production costs are truly reflected.

Section 7. Publication Standards

Carmela Bills moved that the changes to the Standing Orders for the Professional Journal be approved as presented. Laura Clemens seconded the motion. The motion carried by unanimous consent on voice vote.

Susan Clarke Schaar, Chair of the Revenue Resource Committee presented from her committee the following changes to the Standing Orders:

Carmela Bills moved that this change to the Standing Orders be approved. Dowe Littleton seconded the motion. The motion carried by unanimous consent on voice vote.

After discussion regarding this proposed change to the Standing Orders, J. R. Rodrigue moved that this change to the Standing Orders be approved. Norman Moore seconded the motion. The motion carried by unanimous consent on voice vote.

Laura Clemens moved that this change to the Standing Orders be approved Dowe Littleton seconded the motion. The motion carried by unanimous consent on voice vote.

Dowe Littleton moved the word "until" be changed to "unless". Laura Clemens seconded the motion. The motion carried by unanimous consent on voice vote.

Dowe Littleton moved that this change to the Standing Orders be approved, as amended. Laura Clemens seconded the motion. The motion carried by unanimous consent on voice vote.

Judy Hall reported that she had completed work on the revisions to the "President's Manual." Revisions were made on page 6 (Mason's Manual); page 11 (Joe Beek Award); page 25 (working relation between ASLCS and ANOMAC). She also advised that she had reworked the index to this publication.

Laura Clemens moved that the revisions to this publication be approved. Carmela Bills seconded the motion. The motion carried by unanimous consent on voice vote.

Denise Weeks, Chair of the Committee, expressed sincere appreciation to the members of her committee (Moore, Doyle, Avant, Harris and Littleton) for their hard work during the past year. She advised that during the Business Luncheon, those persons with 20+ years of service would be presented with a certificate signed by the President and President-elect. Those persons not present at the luncheon would receive their certificates by mail. Denise also advised that a 60^th Anniversary booklet would be given to those in attendance at the State Dinner. She expressed appreciation to the Alabama Senate for their printing of this publication.

Norman Moore expressed appreciation for the Committee's attendance in Scottsdale and commended Ann and the Committee for their service during the past year.

There being no other business to come before the Committee, Mike Linn moved that the Executive Committee be adjourned. Carmela Bills seconded the motion. The motion carried by unanimous consent on voice vote.

Respectfully submitted,

Bruce F. Jamerson
Secretary-Treasurer

September 12, 2003- Minutes

EXECUTIVE COMMITTEE MEETING
September 12, 2003 - Scottsdale, Arizona

Call to Order
President Norman Moore called the meeting of the Executive Committee of the American Society of Legislative Clerks and Secretaries to order.

Members present:

Norman Moore, President
Ann Cornwell, Immediate Past President
Bruce Jamerson, President-Elect
JoAnn Hedrick, Secretary-Treasurer
Carmela Bills, Associate Vice-President
Laura Clemens, Elected Principal
Dowe Littleton, Elected Associate
Patsy Spaw, Appointed Principal
Jeanine Wood, Appointed Principal
Tara Perkinson, Appointed Associate
Ann Marie Sweeney, Appointed Associate
NCSL Staff present: Joan Barilla

President Moore announced that, since the previous Executive Committee meeting had just been held on Sunday, September 7, the minutes and treasurer's report will be read and approved at the Winter Meeting in Oklahoma City in December.

President Moore introduced his appointees to the Executive Committee: Patsy Spaw and Jeanine Wood, Principals and Tara Perkinson and Ann Marie Sweeney, Associates. Carmela Bills moved that the President's appointees be approved. The motion was seconded by Ann Cornwell and unanimously adopted on voice vote.

The floor was granted to Russell Humphrey representing the Bylaws Committee. He presented a proposed change to the Standing Order regarding the Associate Exchange Program. In paragraph F of that standing order and in Section IV, the recommended change is as follows:

"Selectees shall be eligible to receive a maximum minimum of $250 towards their expenses." Bruce Jamerson moved to adopt the proposed change, Carmela Bills seconded the motion. JoAnn Hedrick proposed an amendment to the motion as follows: "Selectees shall be eligible to receive a minimum of $250 each towards their expenses." Bruce Jamerson seconded the proposed amendment. Laura Clemens moved and Ann Cornwell seconded adoption of the proposed change to the standing order as amended. The motion was unanimously adopted.

President Moore explained the dues account, the special meetings account and the shared profits account for the edification of the new members on the Executive Committee. He explained how they are funding and what expenses are paid out of each account. A question arose about how ASLCS might replenish the shared profits account. Joan Barilla will get further information from NCSL's accounting department.

President Norman Moore also explained a potential financial obligation to the hotel in Scottsdale once all of the accounting for the current Professional Development Seminar is complete.

Joan Barilla provided a quick review of the ASLCS financial situation.

President Moore informed the Committee that last year's version of the President and Executive Committee Reference Guide had been distributed to members for their use until the latest revision of the Reference Guide which had just been approved at the previous Executive Committee on Sunday, September 7, 2003 was printed and available.

President Moore explained the dues account, the special meetings account and the shared profits account for the edification of the new members on the Executive Committee. He explained how they are funding and what expenses are paid out of each account. A question arose about how ASLCS might replenish the shared profits account. Joan Barilla will get further information from NCSL's accounting department.

President Norman Moore also explained a potential financial obligation to the hotel in Scottsdale once all of the accounting for the current Professional Development Seminar is complete.

Joan Barilla provided a quick review of the ASLCS financial situation.

President Norm Moore, speaking on behalf of Norma Chastain, one of the cochairs of the Legislative Administrator Committee, suggested that it would be most useful to that committee and to ASLCS in general to purchase a digital camera to be used in producing the Administrator. The suggestion of a web photo gallery was made and it was also suggested that the photos taken could be put on a compact disc for members to purchase. Norma and her cochair, Cheryl Laube, will research the cost of purchasing a digital camera.

President Moore submitted a request for reimbursement of his airfare to travel to the Joint Canadian-American meeting in Wilmington, Delaware in October, 2003. The amount was $318. Laura Clemens moved that Mr. Moore be reimbursed. The motion was seconded by Carmela Bills and unanimously adopted on voice vote.

President Moore announced the appointment of seven special committees for the 2003-2004 year as follows:

JoAnn Hedrick, Chair
Laura Clemens
Donna Doyle

Jeff Finch, Chair
Carmela Bills, Vice Chair
Diane Bell
Robert Haney
Steven James
John Phelps
Patsy Spaw
Ann Marie Sweeney
Karen Wadsworth

Denise Weeks, Chair
William Addison, Co-Vice Chair
Mary Monahan, Co-Vice Chair
Judy Barrows
Ann Cornwell
Bruce Jamerson
Cheryl Laube
Dowe Littleton
Tara Perkinson

Archives/Records Retention Committee -"B"

Mary Jo Mongelli, Chair
Dowe Littleton, Vice Chair
Judy Barrows
Tara Perkinson
Ann Marie Sweeney

 
Budget and Revenue Committee - "B"

Susan Clarke Schaar, Chair
Pat Saville, Vice Chair
Dave Avant, Associate Vice Chair
Ann Cornwell
Burney Durham
JoAnn Hedrick
Karl Lilly
Butch Speer
Denise Weeks

Donna Doyle, Chair
Laura Clemens, Vice Chair
Carmela Bills
Joe Blough
Patsy Spaw

George Bishop, Chair
JoAnn Hedrick, Vice Chair
Diane Bell
Penny Cabaniss
Claire Clift
Bruce Jamerson
Pamm Juker
Cheryl Laube
Scott Maddrea
Annette Moore
Jeannine Wood

 Adjournment

Laura Clemens moved that the Executive Committee meeting be adjourned. The motion was seconded by Carmela Bills. The motion was unanimously adopted on voice vote.

For more information about ASLCS, write or call:

Joan Barilla
National Conference of State Legislatures
7700 East First Place
Denver, CO 80230
Phone: 303/856-1349
FAX: 303/364-7800
E-mail: joan.barilla@ncsl.org