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Minutes of the
ASLCS Executive Committee
Via conference call
December 10, 2004 |
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
Norman Moore, Immediate Past 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
Tara Perkinson, Elected Associate
Cheryl Laube, Appointed Associate
Steve Marshall, Appointed Associate
NCSL Staff present:
Natalie O’Donnell
Member absent:
Millie McFarland, Appointed Principal
Approval of Minutes
Patsy Spaw moved that the minutes of the September 22, 2004 Executive Committee meeting be approved. Carmela Bills seconded the motion and the minutes were approved unanimously.
Steve Marshall moved that the minutes of the 2004 Business meeting be approved. Dowe Littleton seconded the motion and the minutes were approved unanimously.
The minutes of the September 27, 2004 Executive Committee were amended to reflect the correct spelling of Carmela Bill’s name. JoAnn Hedrick moved that the correction be made. Steve James seconded the motion and the minutes were amended. Norm Moore moved that the minutes as amended be approved. Steve James seconded the motion and the minutes as amended were approved unanimously.
Approval of Treasurer’s Report
Steve James moved that the Treasurer’s Report of the ASLCS Dues Account be amended to reflect that the $1,477.84 reimbursement to Norm Moore is for both the President’s gifts and Mr. Moore’s travel to the ANOMAC meeting. Dowe Littleton seconded the motion and the correction was approved unanimously.
Steve Marshall moved that the October 19, 2004 and the December 8, 2004 Treasurer’s report be approved. Steve James seconded the motion and the Treasurer’s reports were approved unanimously.
Treasurer’s Report, October 19, 2004
Balance as of September 20, 2004: $38,378.96
Total Deposits: $0.00
Subtotal: $38,378.96
Less Disbursements: $11,376.27
Balance as of October 5, 2004: $27,002.69
Disbursements:
9/23/2004
Idaho State Senate: $620.56
Postage to mail 2003-2004 Roster
9/23/2004
Custom Printing: $6,686.00
Printing the 2003-2004 Roster
9/23/2004
Treasurer of Virginia: $273.00
Framing photo collage for presentation to ANOMAC
9/25/2004
Norman Moore: $1,477.84
Reimbursement for President’s Gifts, Reimbursement for ANOMAC travel
9/26/04
Norma Chastain: $70.39
Reimbursement for purchase of camera bag and disc for digital camera
9/19/04
Southwestern Litho, Inc: $2248.48
Printing of the Legislative Administrator
Total disbursements since September 20, 2004: $11,376.27
Treasurer’s Report, December 8, 2004
Balance as of October 19, 2004: $27,002.69
Total Deposits: 0.00
Subtotal: 27,002.69
Less Disbursements:1,349.42
Balance as of October 5, 2004: $25,653.27
Disbursements:
11/23/2004
John D. Wilson Co.: $382.40
Society Membership Pins
11/23/2004
Levy Awards: $107.70
Plaque
11/23/2004
Idaho State Senate: $34.68
Envelopes for Roster
12/08/2004
Idaho House of Representatives: $285.03
Postage for Supplemental Roster
12/08/04
Custom Printing: $539.61
Printing of Supplemental Roster
Total disbursements since October 19, 2004: $1,349.42
Old Business
ASLCS Financial Reports
Natalie O’Donnell presented the ASLCS Financial Reports. The Special Meetings Fund (L190) account has a balance of $59,090.86 as of Dec 9, 2004. The Shared Profits (L177) account has a balance of $11,501.25 as of Dec. 9, 2004 with the Betty King Scholarship still outstanding.
Logo Items – Pin Maps
Norm Moore reported that the pin maps have been ordered and will be available for purchase soon. An amount of $2,284.64 was paid by Wisconsin. Norm moved that this amount be reimbursed through the Special Meetings account. The motion was seconded by JoAnn Hedrick and approved unanimously.
Archives Committee
Dowe Littleton reported for the Archives Committee. There appears to be no way to digitize collections. While it is relatively cheap to scan, it is very expensive to maintain and index. Dowe will provide an update in March.
New Business
Internal Audit Committee
Laura Clemens reported for the internal audit committee. All receipts and disbursements passing through the Dues Account for the previous year were examined. The balance of $38,378.96 was confirmed by the internal audit committee. Norm Moore moved that the report of the Internal Audit Committee be approved. The motion was seconded by Steve Marshall and the report was approved unanimously.
Associate Exchange Program
Tara Perkinson moved that the two applicants for the Associate Exchange Program, Nathan Hatfield from Virginia and Tammy Wright from New Hampshire, be approved. The motion was seconded by Carmela Bills and approved unanimously.
A broad discussion was held on how to boost the number of applicants for the AEP, including the need to better communicate with Principals on their responsibilities, and the need to reconsider the reciprocation issue.
President Jamerson appointed a subcommittee consisting of Dowe Littleton, Chair, Carmela Bills, Tara Perkinson, Cheryl Laube and Steve Marshal to review the program. The subcommittee is to present their report to the full Executive Committee at the Spring meeting in Boston.
Laura Clemens moved that the candidates be reimbursed for expenses invoiced up to $500. Norm Moore seconded the motion and it was approved unanimously.
Reimbursement Requests
Norm Moore discussed giving prior approval for travel expenses related to the LSCC meeting in Biloxi, Mississippi, January 28-30, 2005. JoAnn Hedrick moved that the prior approval be given to President Jamerson and Norm Moore. The motion was seconded by Carmela Bills and was approved unanimously.
2006 Spring Meeting
JoAnn Hedrick reported that the 2006 Spring Meeting will be held in Little Rock, Arkansas March 31 – April 2, 2006.
2005 Fall Profession Development Seminar
The 2005 Fall Profession Development Seminar will be held in Springfield Illinois September 22-27.
2006 Fall Professional Development Seminar
The 2006 Fall Professional Development Seminar will be held in Austin, Texas.
Other Business
President Jamerson reported that there are 50 rooms reserved for the Spring Meeting in Boston for Friday and Saturday evenings.
President Jamerson reported that Mona Huestis will no longer be serving as Secretary of the Senate in Colorado, but will be able to continue service to ASLCS as an employee of the Colorado House of Representatives.
President Jamerson reported that due to the change in administration in Oklahoma, Joe Blough is no longer employed by the Oklahoma House of Representatives, creating a vacancy on the Mason’s Manual Commission. A notice of vacancy will go out to the society in January 2005.
Adjournment
There being no further business to come before the committee, JoAnn Hedrick moved to adjourn. Carmela Bills seconded the motion and the meeting was adjourned without objection.
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