• Mission & Governance
• Services Overview
• How to Get Involved
• Standing Committees
• NCSL Foundation

• Issue Areas: A-Z
• State-Federal Relations
• NCSL Standing Committees
• News from D.C. and the States

• About State Legislatures
• Elections, Campaigns & Redistricting
• NCSL's StateConnect Directory
• Web Sites

• Online Guide to NCSL Services
• Staff Sections and Networks
• Meetings & Professional Development
• Staff Directories

• Meetings Calendar
• Online Registration
• Meetings Home Page
• Legislative Summit

• Bookstore
• State Legislatures Magazine
• NCSL's StateConnect Directory

ASLCS Spring Meeting
Ohio State Capitol, State Room
Columbus, Ohio
March 15, 2003

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; Donna Doyle, Associate Vice-President; Carmela Bills, Elected Associate; Laura Clemens, Appointed Principal, Annette Moore, Appointed Principal; Dowe Littleton, Appointed Associate; Judy Hall, Immediate Past President.

A quorum was present.

NCSL Staff present: Joan Barilla.

Minutes
The Committee reviewed the minutes of the Executive Committee meeting of Saturday, November 16, 2002, from the Winter Meeting in New Orleans, Louisiana. Annette Moore stated that the correct submission deadline for Criteria for Legislative Intern Papers under the item Professional Journal is August 1, 2003 not August 29, 2003. Carmela Bills moved that the minutes, as corrected, be approved. Laura Clemens seconded the motion. The motion carried by unanimous consent on voice vote. The minutes of the meeting will be printed in the next issue of the Legislative Administrator.

Treasurer's Report
Norman Moore, on behalf of Bruce Jamerson the Secretary-Treasurer, presented the Treasurer's Report for the period of November 16, 2002 through March 15, 2003. He reported that as of March 15, 2003, the balance in the ASLCS Dues Account is $47,667.37 which includes deposits of $12,700 for 2003 annual dues and disbursements of $2,276.76 since November 16, 2002 from the Winter Meeting in New Orleans, Louisiana. Laura Clemens moved that the Treasurer's Report be adopted. Dowe Littleton seconded the motion. The motion carried by unanimous consent on voice vote.

Balance as of November 16, 2002 $37,244.12

Total Deposits $12,700.00
Subtotal $49,944.12
Less Disbursements $2,276.76

BALANCE as of March 15, 2003 $47,667.36

Balance as of November 16, 2002 $37,244.12

Deposits for 2003 Dues

Disbursements

Total Disbursements since November 16, 2002 $2,276.76

Joan Barilla, NCSL staff liaison to ASLCS, reported that the balance in the ASLCS Shared Profits Account as of March 15, 2003, is $5,671.45 which includes total deposits of $75.00 in 2002 and expenditures of $5,158.55 in 2002 for Inside the Legislative Process, the Betty King Scholarship for LSMI and honorarium for one of the Plenary Session speakers for the Professional Development Seminar and Annual Meeting in Portland. She noted that honorarium expenses of more than $4,000 for speakers at the Professional Development Seminar and Annual Meeting are normally paid out of this account. Currently, the balance in the account is not enough to pay for honorarium at the 2003 Scottsdale meeting because the account also pays for the publication expense of Inside the Legislative Process and the Betty King Scholarship for LSMI. Joan indicated that the Program Development Committee would be making a presentation later on during the meeting to the Executive Committee to request that funds from the Dues Account be used for honorarium for plenary speakers for the 2003 Annual Meeting in 2003 in Scottsdale.

Joan Barilla reported that the balance in the ASLCS Special Meeting Fund as of March 15, 2003, is $29,389.17 which includes deposits of $70,258.00 and expenditures of $104,689.66. She noted that most of the money left in the account is for the 2003 Professional Development Seminar and Annual Meeting in Scottsdale and the Joint Canadian American Meeting in October in Wilmington, Delaware. It was explained that the Seminar Meeting Budget which is funded from registration fees lost $7,808.18 at the Professional Development Seminar and Annual Meeting in Portland and that NCSL had to absorb this loss. The loss was due to hotel attrition and set-up fees for not meeting the contractual minimum of hotel rooms and for meal expenses due to lack of attendance at meal functions. Additionally, Joan reported that the Special Meeting Fund (L-190 Contributions Account) absorbed a net loss of $36,641.77 at the 2002 Professional Development Seminar and Annual Meeting in Portland because the expenses were $73,721.77 and income from contributions was $36,980.

Lively discussion ensued regarding the financial situation. It was noted that ASLCS can't continue to absorb a loss of $44,000 at each annual meeting. It was strongly suggested that each person attending the annual meeting be made aware of financial obligations and held accountable after indicating on the sign-up sheets that they will attend specific events or luncheons. Additionally, there was agreement among committee members that many events in the future such as meal functions, the President's Reception and Dinner will need to be scaled back. Joan indicated that some events for the 2003 Annual Meeting had been scaled back as follows: no continental breakfast on Tuesday, September 9; the business luncheon meeting and the awards luncheon had been combined into one luncheon event on Wednesday, September 10; and that the President's reception on Thursday, September 11 was scaled down by not having hors d' ouevres served because the event takes place immediately before the State Dinner. Norman Moore reported that although social and other events have been planned and scheduled for the 2003 Professional Development Seminar and Annual Meeting in Scottsdale no formal contracts had yet been signed and that if anticipated revenues do not materialize events will be adjusted so that there are not more expenses than revenues. Also, it was suggested that Clerks and Secretaries and other staff who could participate in contacting state or local sponsors for contributions be requested to make contacts and that letters be sent from NCSL to regular ASLCS contributors.

The Internal Audit Committee Final Report, prepared by Bruce Jamerson, Chair of the Internal Audit Committee was distributed to the Committee for review. The report is as follows:

As you recall, at our Winter Meeting in New Orleans, I reported that the Internal Audit Committee comprised of Bruce Jamerson, Donna Doyle and Judy Hall had reviewed the finances of the Society for 2001-2003. We recommend that the Executive Committee Approve these records. At the Winter Meeting, we reported that we had found an 80-cent overpayment, which was made to Judy Hall. This overpayment was adjusted in a reimbursement made to Judy on November 25, 2002.

Norman Moore explained that the 80-cent overpayment was due to his mistake in interpreting a portion of an invoice. Following discussion, Laura Clemens moved to approve the final report of the Internal Audit Committee. Dowe Littleton seconded the motion. The motion was approved by unanimous consent on voice vote.

Diane Bell, Chair of the Program Development Committee, made a presentation regarding a proposal to have three plenary speakers, Amy Whitten, Devon Hansen and Randy Lowery, for the 2003 Professional Development Seminar and Annual Meeting in Scottsdale. She indicated that the Program Development Committee believed that having three plenary speakers would not only enhance the program but would assist in alleviating the possibility of repetitive concurrent sessions and finding enough moderators and panelists for three more concurrent sessions. Diane explained that the total expenses of three speakers would be $12,298.00 of which $6,148.56 would be covered by the meeting budget and that $6,149.44 would need to be funded by the Dues Account, if approved. It was further explained that the proposal was predicated on Randy Lowery agreeing to accept an honorarium of $3,500 (his usual fee is $5,000). If the $3,500 fee was not accepted then the Program Development Committee would explore other avenues including a local speaker from the Scottsdale area, possibly adding a plenary session on Parliamentary Procedure or three more concurrent sessions. Following discussion on the proposal, including the need for three plenary sessions in light of economic conditions versus the importance of professional development for Society members, Judy Hall moved to approve the expenditure of $6,149.55 from the Dues Account for the three plenary speakers if Randy Lowery agreed to the $3,500 honorarium fee. Dowe Littleton seconded the motion. Following discussion on the motion, Laura Clemens requested that the motion be tabled until later in the meeting after the budget proposal presentations regarding

registration fees for the 2003 meeting had taken place. There was no objection and the motion was tabled for further action at the end of the meeting.

Denise Weeks, Chair of the 60^th Anniversary Committee reported that the Committee had decided, with the approval of the President, to honor all active members of the Society who had more than twenty years of legislative service. Each individual would be given a certificate, be recognized at one of the events and have their name included in the program. She indicated that every chamber had been contacted and many had responded with the names of those active members who had more than twenty years of legislative service. Those chambers that had not yet responded would be contacted again so that the list could be finalized by the NCSL Annual Meeting in San Francisco. Denise thanked the committee for their support and indicated there would be a final report at the NCSL Annual Meeting in San Francisco.

President Cornwell presented the following report on behalf of Susan Clarke Schaar, Chair of the Revenue Resource Committee. A survey of chambers had been conducted regarding the ability of Society members to solicit money directly from sponsors and suggestions for expanding the source of revenue for Society meetings and events.

The preliminary report is as follows:

As of March 15, 2003

14 responses had been received -

10 responses indicated that the members could not solicit money but 2 of these chambers would be willing to designate lobbyists to receive a letter from the ASLCS President

4 could raise money and were willing to contact lobbyists

Other suggestions included:

• Raise dues
• Raise registration fees
• Sell advertising for the annual meeting program
• Increase the number of logo items and sell at a modest profit
• Broaden the base of national companies, i.e. Xerox
• Need to coordinate contacting lobbyists so that there aren't solicitations of the same company on a state and a national level.

It was noted that more information would be forthcoming at the meeting at NCSL in San Francisco.

President Cornwell reported that the Bylaws Committee would be e-mailing to members of the Executive Committee preliminary proposals in the near future regarding a Bylaws change relating to voting procedures and Standing Orders changes relating to voting by proxy and Publication Standards. She indicated that a formal proposal would be made to the Executive Committee at the meeting during NCSL in San Francisco. Norman Moore distributed copies of the updated and alphabetized Bylaws, Index to the Bylaws, Standing Order, Index to the Standing Orders and the Joint Index of the Bylaws and Standing Orders and requested the Committee to review those documents prior to the meeting during NCSL in San Francisco.

Patsy Spaw, Chair of the International Communication and Development Committee, reported that the International Directory was completed, printed and should be mailed within the next couple of weeks. Additionally, she indicated that the committee had been working on a proposal that would enhance the relationship between ASLCS and ANOMAC by developing a program that would allow ANOMAC Clerks to visit a host state during the legislative session. She outlined the parameters of the program and requested the Committee to consider approving the proposal. The proposal is as follows:

• This program will enhance the relationship between ALSCS and ANOMAC and provide an opportunity to exchange knowledge of the legislative process to the benefit of our respective chambers.

• *Charge will be given to the International Communication and Development Committee (ICDC)
• ICDC will prepare a communication and survey about the proposal for the ASLCS President to mail to ASLCS Principal Members
• ASLCS President will also send a communication to the ANOMAC President to inform ANOMAC of our proposal
• ICDC will prepare an invitation to the President of ANOMAC with a list of interested Host Clerks for ALSCS President's signature
• Once approved by the ANOMAC President, the ANOMAC Clerk(s) will contact Host Clerk(s) and make final arrangements

• Program is available to Clerks who are current members of ANOMAC
• ANOMAC Clerks interested in participating must be approved by the ANOMAC President

• Final arrangements will be made between ANOMAC Clerk(s) and ASLCS Host Clerk(s)
• Visit should be at least 3 days during Host Clerk's session, but the length of the visit may be left to the discretion of the participants
• Host(s) will provide an interpreter if necessary
• Visiting Clerk(s) will have the opportunity to work, visit and learn about all aspects of the host chamber's process and procedures
• Visiting Clerk(s) shall make their own travel and hotel arrangements
• Visiting Clerk(s) shall be responsible for all cost incurred
• Host Clerk(s) will prepare a report of the visit to be published in the Legislative Administrator

Following discussion and words of gratitude to Patsy and the International Communication and Development Committee, Judy Hall moved to approve the ASLCS/ANOMAC Working Together proposal. Laura Clemens seconded the motion. The motion carried by unanimous consent on voice vote.

Joan Barilla distributed two proposals regarding the proposed budget for the 2003 Annual Meeting in Scottsdale from September 7-12, 2003. Both proposals included itemized expenses for staff travel, faculty/international guests, honorarium, printing, postage and freight, audio-visual, registration set-up, meal functions, meeting materials, and miscellaneous expenses. The total fixed cost per person based on 200 registrants and 15 guests is $297.03 per person and the total estimated final expenses is $62,157.87. The first proposal was based on a registration fee of $280 per person for registrants and $195 for guests which would result in a total income of $58,925. This proposal, if approved, would result in a net loss of $3,232.87. The second proposal was based on a registration fee of $300 per person for registrants and $195 for guests which would result in a total income of $62,925.00. This proposal, if approved, would result in a net gain of $767.13. Joan noted that last year's registration fee at the 2002 Annual Meeting was $245 per person and that there were 198 registrants, 16 spouses/guests, 4 vendors and 27 comp rooms for faculty, staff and international guests. Also, she indicated that the costs at a resort type facility like the DoubleTree in Scottsdale were higher than last year's location.

Intense discussion ensued which included the following: ASLCS registration fees are the lowest of staff sections and the meeting is the longest, hotel attrition fees need to be factored into the equation because if the number of hotel rooms do not reach the level of 220 rooms on peak nights (Tuesday, September 9 and Wednesday, September 10) a penalty will have to be paid and due to the current financial status of other ASLCS accounts a cushion should be considered. Additionally, it was reported that the registration fee for NCSL in San Francisco was $410 per person. It was also suggested that an e-mail be sent to all Principals within the next month or two asking Principals to "guesstimate" the number of people that would be attending the annual meeting. Joan indicated that negotiations were continuing with the DoubleTree Hotel in Scottsdale relating to decreasing the peak night minimum to 200 rooms and the amount of attrition penalties for not meeting the room minimum and the food and beverge minimum of $43,000.

At the conclusion of the discussion, Laura Clemens moved that the registration fee for registrants be set at $325 for the 2003 Professional Development Seminar and Annual Meeting in Scottsdale. Carmela Bills seconded the motion. The motion carried by unanimous consent on voice vote.

President Cornwell brought back before the Committee the previously tabled motion made by Judy Hall and seconded by Dowe Littleton to approve the expenditure of $6,149.55 from the Dues Account for the three plenary speakers if Randy Lowery agreed to the $3,500 honorarium fee. Following brief discussion, the motion carried by unanimous consent on voice vote.

There being no further business, Donna Doyle moved that the meeting be adjourned.

Dowe Littleton seconded the motion. The motion carried by unanimous consent on voice vote.