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Minutes of the
ASLCS Executive Committee
ASLCS Fall Meeting
Baltimore, Maryland
Monday, September 27, 2004
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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
Carmella Bills, Immediate Past Associate Vice-President
Steve James, Appointed Principal
Millie MacFarland, Appointed Principal
Tara Perkinson, Elected Associate
Cheryl Laube, Appointed Associate
Steve Marshall, Appointed Associate
NCSL Staff present:
Natalie O’Donnell,
Brian Weberg
Member absent:
Patsy Spaw, Elected Principal
Approval of Minutes
The minutes of the September 22, 2004 Executive Committee will be approved at the next meeting of the Executive Committee.
Approval of Treasurers Report
The approval of the Treasurer’s report was deferred to the next meeting of the Executive Committee without objection.
Approval of President’s Executive Committee Appointments
Tara Perkinson moved the approval of Steve James, Appointed Principal, Millie MacFarland, Appointed Principal, Steve Marshall, Appointed Associate, and Cheryl Laube, Appointed Associate as members of the Executive Committee. Carmella Bills seconded the motion and was unanimously approved by voice vote.
Old Business
There was no old business to bring before the committee.
New Business
ASLCS Account Summaries
Natalie O’Donnell presented a brief description of the three different accounts held by ASLCS. The L177 (Shared Profits Account) is funded from the profits of our meetings and is used to pay such costs as the Betty King Scholarship, the publication of the Legislative Administrator, and the publication of the Roster. Anything over $2000 is shared between NCSL and ASLCS and is managed by NCSL.
The L190 account (special meetings fund) consists mostly of private contributions and is an interest bearing investment account managed by NCSL. The final account is the Dues Account managed by the Secretary-Treasurer.
Bruce Jamerson and Norman Moore explained the assessment/allocation newly imposed by NCSL on the various staff sections and the impact it has on the ASLCS budget. Based on a formula, ASLCS was assessed roughly $14,000 dollars to cover the costs of staff professional development meetings. $8,000 was recently given to NCSL to cover the attrition penalty incurred by the Portland meeting, which NCSL has credited to the ASLCS share of the allotment. Approximately $6000 still remains to be sent to NCSL.
Special Committees
Bruce Jamerson asked for reports from the Special Committees.
Special Audit Committee will give its report at the next Executive Committee Meeting.
Archives Committee
Dowe Littleton moved that the Executive Committee post the inventory of all archives to the website and reduce the number of paper copies held from three to two copies. Steve James seconded the motion and it passed unanimously by voice vote. Steve James questioned whether we should implement a system of an electronic back-up system for the archives. Dowe Littleton will investigate the costs of such a system.
Budget and Revenue Committee will continue to look at ways of soliciting funds for the Society.
Publications Standards Committee
George Bishop recommends that the Executive Committee approve in concept the proposal that the Roster be printed after the annual meeting so that it can include the current membership of the executive committee and the standing committees, and that a supplement be provided for the current roster. For archival purposes, the 2005 roster will include both the roster and the supplement information, which will sunset after the 2005 edition. Carmella Bills moves the Executive Committee approve the recommendations of the Publication Standards Committee. JoAnn Hedrick seconds the motion and it is approved unanimously.
Other Business
Bylaws and Standing Orders Committee
Pat Saville brought before the committee a recommendation that the following change be made to the Standing Orders:
Delete paragraph H of section 3. Delete the last sentence of paragraph 4.
This change in the standing orders would remove the sunset provisions of the Associate Exchange program. Tara Perkinson moves to approve the recommendations of the Bylaws and Standing Orders Committee. Dowe seconds the motion and it is approved unanimously.
Announcements
Bruce Jamerson announced that the Spring meeting will be held in Boston, MA on March 18-20, 2005. A conference call prior to the end of the year will be held to discuss the applicants to the Associate Exchange Program, to adopt the minutes of the previous meetings, and to adopt the Treasurer’s report.
Bruce Jamerson asked Dowe Littleton and Tara Perkinson to work with him on drafting a letter encouraging participation in the Associate Exchange Program, which will be sent to all members shortly after the application has been mailed.
A discussion regarding the role and importance of the associates was held.
Adjournment
There being no further business to come before the committee, Carmella Bills moved that the committee stand adjourned. Norman Moore seconded the motion. The meeting was adjourned without objection.
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