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EXECUTIVE COMMITTEE MEETING
July 24, 2003 - San Francisco, California
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
A quorum was present.
NCSL Staff present:
Joan Barilla
Minutes
The Committee reviewed the minutes of the Executive Committee Meeting, held March 15, 2003 in Columbus, Ohio. 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 November 16, 2002 through July 24, 2003. He reported that since March 15, 2003, dues payments totaling $7,450.00 had been received. No disbursements were made for the period March 15-July 24, 2003. J. R. Rodrigue moved that the Treasurer's Report be adopted. Annette Moore seconded the motion. The motion carried by unanimous consent on voice vote.
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Treasurer's Report |
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ASLCS Dues Account |
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as of July 24, 2003 |
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2003 NCSL/ASLCS Meeting - San Francisco, California |
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Balance as of March 15, 2003 |
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$47,667.36 |
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Total Deposits |
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$7,450.00 |
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Subtotal |
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$55,117.36 |
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Less Disbursements |
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$0.00 |
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BALANCE as of March 15, 2003 |
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$55,117.36 |
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Balance as of November 16, 2002 |
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$47,667.36 |
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Deposits for 2003 Dues |
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3/21/2003 |
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$3,000.00 |
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4/10/2003 |
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$550.00 |
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4/29/2003 |
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$2,050.00 |
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5/15/2003 |
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$850.00 |
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5/30/2003 |
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$450.00 |
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6/11/2003 |
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$500.00 |
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7/1/2003 |
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$50.00 |
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Total Deposits for Dues since March 15, 2003 |
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$7,450.00 |
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Disbursements |
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Total Disbursements since November 16, 2002 |
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$0.00 |
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Balance as of July 24, 2003 |
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$55,117.36 |
Old Business
ASLCS Financial Report
Joan Barilla, NCSL staff liaison to ASLCS, reported that the balance in the ASLCS Shared Profits Account as of July 24, 2003 was $5,718.45. A deposit of $47.00, reflecting FY 2003 interest is included in this balance. Future expenditures from this account would include printing costs for Inside the Legislative Process and the awarding of the Betty King Scholarship for attendance at LSMI. Ms. Barilla reminded the Committee that the splitting of the profits from the Annual Professional Development Seminar with NCSL funds this account. As a result, the balance of this account will be small by November 2003.
Ms. Barilla also reviewed with the Committee the Financial Summary of the ASLCS Special Meeting Fund. The balance in this fund as of July 24, 2003 was $50,643.13. Deposits for 2001/2003 (through July 24, 2003) totaled $98,456.68. Expenditures for 2001/2003 (through July 24, 2003) totaled $111,634.38. Ms. Barilla reminded the Committee that we would need to keep costs in hand
New Business
Update on 2003 Annual Meeting by Host Committee
Norman Moore reported on the successful fundraising efforts for the 2003 Annual Meeting by the Arizona Host Committee. He recognized and expressed appreciation to Susan Clarke Schaar for her fundraising efforts on the Virginia front, as well as the fundraising efforts, on behalf of the Society by Ann Cornwell and Denise Weeks.
2004 No-Host Committee Presentation
J. R. Rodrigue, Chair of the 2004 No-Host Committee introduced Mary Monahan, Clerk of the Maryland House of Delegates. Mary previewed with the Committee "A Come to Maryland" CD that Maryland plans to show at the September Professional Development Seminar. Mary also reported on fund raising efforts and planned activities for the 2004 meeting.
Membership and Communications Committee
Cheryl Laube briefed the Committee on her Committee's plans for New Attendees at the Scottsdale meeting. Activities include a license plate game, as well as a member game. The member game will require new attendees to identify current Society members from clues that will be given to them. Cheryl requested that her committee be given two Society clocks for use as prizes, as well as a supply of Society pins (non-member pins) to be given to new attendees. Carmela Bills moved that these requests be approved. Dowe Littleton seconded the motion. The motion carried by unanimous consent on voice vote.
Bylaws Committee
George Bishop, Chair of the Bylaws Committee, presented the following proposal (#1) from the Bylaws Committee to amend Articles I and VIII of the Bylaws so as to clarify Associates voting at the Annual Business Meeting.
Proposal #1: Amend the Bylaws of the American Society of Legislative Clerks and Secretaries as follows:
BYLAWS
of the
American Society of Legislative Clerks and Secretaries
ARTICLE I
NAME--The name of the organization shall be "The American Society of Legislative Clerks and Secretaries."
PURPOSE--The purpose of the Society shall be to improve the administrative and parliamentary effectiveness of State Legislatures and to develop better procedures for enhancing the lawmaking function.
ASLCS SEAL--The Seal of the American Society of Legislative Clerks and Secretaries shall be a circle with a white center section and an outer band of dark blue.
Within the white center section shall be a gavel and quill device outlined in gold and filled with dark blue. A dark blue horizontal line across the center section shall appear directly under the gavel and quill. The phrase "founded 1943" shall appear beneath the horizontal line.
Across the top third of the outer band of dark blue shall be the words "American Society" in gold bordered on each side by gold stars. On the bottom two- thirds of the outer band shall be the words "Legislative Clerks and Secretaries" in gold.
MEMBERS--The membership shall be composed of the duly elected or appointed legislative Clerks and Secretaries of the fifty states and the insular possessions and territories of the United States of America.
Legislative employees designated by the Clerks and Secretaries may be associate members. The names of associate members shall be submitted in writing by the appropriate appointing authority to the Secretary-Treasurer of the Society and shall be officially recorded. An associate member shall remain a member until such time as the appointing authority or a successor shall order in writing that the name of the associate member be removed from the record. Any former member of the Society may maintain an associate membership by notifying the Secretary-Treasurer and paying yearly dues at the associate level. Associate members shall be non-voting members except as provided in (b) and (c) below.
below.
A voting member shall be one of the following:
(a) the duly elected or appointed Clerk and Secretary of each legislative body of the fifty states and the insular possessions and territories of the United States of America; and
(b) the Chief Assistant or Deputy Clerk or Secretary, or a person in an equivalent position as determined by the appropriate legislative body; and
(b) one associate member of each legislative body of the fifty states and the insular possessions and territories of the United States of America, determined by using the following criteria, in the order listed:
(c) a voting (1) an associate member of the Executive Committee not otherwise qualified.Committee, or
(2) an associate member as designated by the appropriate Clerk or Secretary.
VOTING--Each legislative body of the fifty states, the insular possessions and the territories shall have two votes, which shall be cast by the voting members of that body, or an appointed proxy from that body.
a proxy appointed from that body by the Chief Clerk or Secretary. The Executive Committee shall determine the appropriate method by which proxies are appointed.
DUES--Dues shall be annually assessed of all principal and associate members in an amount to be determined by the Executive Committee.
Associate member of the Executive Committee. The name of the President-elect shall be recommended by the Nominating Committee for the office of President provided the President-elect is qualified and willing to be recommended.
ARTICLE VIII
AMENDMENTS OF BYLAWS--The Bylaws may be amended at any annual meeting of the Society. If a copy of proposed amendments is mailed to the membership with the official notice of the meeting, a majority vote of the members present and voting shall be required for passage. If prior notice is not given, a two-thirds vote of the members present and voting shall be required.
as of 9/17/019/10/03
George also presented the following proposal (#2) from his Committee for changes to the Standing Orders by adding a new Section XXIII related to Voting By Proxy at the Annual Business Meeting.
Proposal #2
Amend the Standing Orders of the American Society of Legislative Clerks and Secretaries by adding the following Section:
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
(name)
my 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 business meeting.
After much discussion regarding these two proposals Dowe Littleton moved acceptance of these changes to the Bylaws and to the Standing Orders. Laura Clemens seconded the motion. The motion carried by unanimous consent on voice vote.
Norman Moore moved that the following amendment be made to Article I of the Bylaws:
MEMBERS--The membership shall be composed of the duly elected or appointed legislative Clerks and Secretaries of the fifty states and the insular possessions and territories of the United States of America.
Legislative employees designated by the Clerks and Secretaries may be associate members upon payment of dues. The names of associate members shall be submitted in writing by the appropriate appointing authority to the Secretary-Treasurer of the Society and shall be officially recorded. An associate member shall remain a member until such time as the appointing authority or a successor shall order in writing that the name of the associate member be removed from the record. Any former member of the Society may maintain an associate membership by notifying the Secretary-Treasurer and paying yearly dues at the associate level. Associate members shall be non-voting members except as provided in (b) and (c) below.
Laura Clemens seconded the motion. The motion carried by unanimous consent on voice vote.
On behalf of the Bylaws Committee, Joe Blough presented the following changes to the Publications Standards of the Legislative Administrator.
THE LEGISLATIVE ADMINISTRATOR
Section 1. The newsletter of the American Society of Legislative Clerks and Secretaries shall be known as The Legislative Administrator.
Section 2. The newsletter shall be produced published on three (3) occasions annually.
A. The first issue shall be produced published as soon as practical following the Professional Development Seminar for the American Society of Legislative Clerks and Secretaries, but before the spring meeting. This issue shall be styled the "winter" edition and shall be made available on the ASLCS web site.
1. The content of this issue shall include, but is not limited to: a review of the Professional Development Seminar; reports of the several committees which met during the meeting; membership rosters of the several committees for the new year; a president's report; any pertinent news about members of the Society and the profession of legislative staff; and information about the spring meeting of the Society.
2. At the discretion of the Legislative Administrator Committee chairperson, the committee meeting minutes from the winter meeting may shall be included in either the winter or spring edition
B. The second issue shall be produced published as soon as practical following the spring meeting of the Society, but before the National Conference of State Legislatures' Annual Meeting. This issue shall be styled the "spring" edition and shall be made available on the ASLCS web site.
1. The content of this issue shall include, but is not limited to: a review of the spring meeting; reports of the several committees which met during the spring meeting; membership rosters of the several committees; a president's report; any pertinent news about members of the Society and the profession of legislative staff; and information about Society activities scheduled for the National Conference of State Legislatures' Annual Meeting.
C. The third, and final, issue of the year shall be produced and published as soon as possible after the National Conference of State Legislatures' Annual Meeting, but before the Society's Professional Development Seminar. This issue shall be styled as the "summer" issue and shall be made available both in print and on the ASLCS web site.
1. 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; membership rosters of the several committees; a president's report; any pertinent news about members of the Society and the profession of legislative staff; and information, including a tentative schedule, about the Society's Professional Development Seminar; and a review of the "winter" and "spring" meetings.
Section 3. A. Society members are encouraged to submit articles and information to the editor of The Legislative Administrator that would be of a personal or professional interest to other Society members.
B. The editor of the newsletter shall have the final authority, pursuant to these standards, as to the content of each edition of the newsletter.
Section 4. A. 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.
B. The newsletter is to be printed so that each page is eight and one-half by eleven (81/2 x 11) inches, portrait formatting.
Section 5. A. A copy of each the "summer" 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. Other interested parties may receive the newsletter. A complimentary copy of the newsletter shall be mailed to contributors and sponsors of the Professional Development Seminar and other interested parties as directed by the Executive Committee.
B. A limited version of each edition of the newsletter 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. It is the intent of the Society that The Legislative Administrator-Internet Edition be available only to those lawmakers and staff granted access to the private side of the NCSL web site.
1. The components of The Legislative Administrator that should be placed on the NCSL Internet site are: reviews of recent meetings of the Society; the president's report; information about upcoming meetings of the Society, including - but not limited to -tentative schedules for the meeting; pertinent features on retiring Society members; editor's notes; other appropriate items as determined by the editor of the newsletter; and photographs accompanying such articles.
2. All components of the Internet editions of the newsletter shall be formatted in a manner to allow quick and complete loading of the pages.
3. The Internet version of The Legislative Administrator is not intended to be a replacement for the published version distributed to Society members and patrons; instead, it is a complement to the published version designed to augment the Society's presence on the World Wide Web.
Section 6. The Legislative Administrator 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.
Section 7. The standards set forth in Sections One (1) through Seven (7) shall be in effect until the ASLCS Professional Development Seminar in 2006. At the first meeting of the newly-formed Executive Committee, the Legislative Administrator Committee shall propose publication standards for the newsletter, subject to the approval of the Executive Committee.
In addition, Joe Blough also presented the following change to the Publication Standards for the ASLCS Web Site, and changes to Section VIII of the Standing Orders.
ASLCS WEB SITE
Section 2.
The maintenance of the web site is an ongoing affair. Updates to the site should occur on the following schedule:
- Legislative Administrator - within two (2) working days of receipt.
three-weeks of publication of print version.
Section VIII: DUES
Mailings of the Administrator. Each All dues-paying principal and every dues-paying associate shall be mailed, in their name, a copy of the "summer" edition of the Administrator.
Discussion followed after Mr. Blough's presentation. Laura Clemens moved to strike "two" and insert "five" in Section 2 of the Publication Standards for the ASLCS Web Site. Dowe Littleton seconded the motion. The motion carried by unanimous consent on voice vote.
Laura Clemens moved that the changes be adopted as amended. Dowe Littleton seconded the motion. The motion carried by unanimous consent on voice vote.
George Bishop made the final recommendation from the Bylaws Committee that the following, written by John Phelps, Clerk of the Florida House of Representatives be made the preface for the Society's Standing Orders:
Preface to the Standing Orders
Upon becoming President of ASLCS in 1992, I learned that 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 By Laws are the Society's constitution. Standing Orders bear the same relationship to our By Laws 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 the added benefit of fostering a more open and transparent relationship between the Executive Committee and the membership.
- John Phelps
Clerk, Florida House of Representatives
J. R. Rodrigue moved that this text become the preface for the Standing Orders. Norman Moore seconded the motion. The motion carried by unanimous consent on voice vote.
Professional Journal Committee
Annette Moore, Chair of the Professional Journal Committee, recommended that future editions of the Professional Journal be made available on line, with one copy being provided to each Principal, Legislative libraries and the Society's archives. She advised that the results from a recent survey indicated that 162 favored receiving the Journal on line, while 34 respondents preferred a hard copy. Dowe Littleton moved that a request for changes to the Bylaws be made at the Scottsdale meeting. Laura Clemens seconded the motion. The motion carried by unanimous consent on voice vote.
Annette Moore also requested that the Utah Senate be reimbursed $1,511.39 from the Dues Account for the cost for supplies (mailing envelopes), printing and postage for the Spring Edition of the Professional Journal. Carmela Bills moved that the Utah Senate be reimbursed $1,511.39 for costs related to the production and distribution of the Spring Edition of the Professional Journal. Donna Doyle seconded the motion. The motion carried by unanimous consent on voice vote.
Roster Committee
On behalf of Jeannine Wood and Pamm Juker, Co-Chairs of the Roster Committee, Ann Cornwell advised that the Roster Committee has been updating all the Roster information and are close to sending it to the printers. This delay was caused by Idaho's legislative session running longer this year than ever before.
Ann advised that Jeannine and Pamm had shared with her and Joan the idea of possibly removing some of the sections from the printed Roster next year, and only have them appear on the ASLCS web site. This idea will be discussed at a future meeting of the Executive Committee. Ann reported that the estimated cost for printing will be $5,000.00.
International Communication & Development Committee
No report was received from this Committee.
LSMI-Betty King Scholarship Award Candidates
Penny Cabaniss of the Virginia House of Delegates and John Garrett of the Virginia Senate have applied and been accepted to this year's LSMI program. Laura Clemens moved that 50% of each of their tuition be covered through a Betty King Scholarship. Marilyn Eddins seconded the motion. The motion carried by voice vote.
Site Selection 2005
Burney Durham, Chair of the Site Selection Committee, advised of his Committee's efforts to obtain a location for the 2005 Annual Professional Development Seminar. He reported that his committee reviewed the reports of the three surveys previously sent out dealing with site selection issues, and noted that, at this time, no State had expressed an interest in hosting the 2005 annual meeting. Site Selection discussed potential No-Host Sites, and decided to research airfares to and from various cities, as well as hotel rates for various cities. This information could be helpful to the committee if choosing a No-Host site became the only viable option.
Technology and Innovation Committee
Scott Maddrea, Chair of the Technology and Innovation Committee recommended on behalf of his committee that the following text be sent in a letter to Sharon Crouch Steidel, Chair, LSCC Technology Task Force:
"The National Bill Status and Tracking System is an invaluable tool that will streamline the legislative research process immensely by greatly reducing the amount of time it takes to compare notes will other states. The American Society of Legislative Clerks and Secretaries strongly supports the NCSL's National Bill Status and Tracking System and encourages every state legislature to provide the necessary information in order for this service to be available to all legislators and staff, and covering all 50 state legislatures."
Carmela Bills moved that the text be accepted and that a letter containing such language be sent to Sharon Crouch Steidel, Chair, LSCC Technology Task Force. Donna Doyle seconded the motion. The motion carried by unanimous consent on voice vote. President Cornwell will send the letter to Ms. Crouch Steidel.
Update on Scottsdale Meeting
Norm Moore advised the Committee that Arizona is looking forward to hosting the Society's Professional Development Seminar in Scottsdale in September. He encouraged everyone that could to be in attendance.
Other Business
Requests for Reimbursements
Bruce Jamerson reported that he had received a request from Ann Cornwell for reimbursement in the amount of $973.90 for her attendance at the LSCC meeting in Quebec, Canada, May 1-4, 2003. Bruce moved that Ann be reimbursed this amount. Norman Moore seconded the motion. The motion carried by unanimous consent on voice vote.
Bruce Jamerson also reported that he had received a request from Gwen Bailey that the Virginia Senate Clerk's Office (Treasurer of Virginia) be reimbursed for expenses she incurred as a result of her participation in the Associate Exchange Program, April 28-May 1, 2003 with the Oklahoma Senate. Bruce made a motion that the Virginia Senate Clerk's Office be reimbursed the maximum amount of $250.00. Laura Clemens seconded the motion. The motion carried by unanimous consent on voice vote.
Revenue Resource Committee
Susan Clarke Schaar presented on behalf of this committee presented the following report:
- Eliminate either Winter or Spring Meeting (up to the President as to which one to eliminate)
- Increase Dues (not increased since 1996)
$75.00-Associates
$150.00-Principals
- Recommends that a Finance Committee be established composed of at least five members who can raise funds for ASLCS and including the Secretary-Treasurer. This committee would compile a database of lobbyists nationally to be contacted annually for fundraising by the President and Joan Barilla. The Finance Committee would be responsible for maintaining and updating the database including the contact names.
- Registration fee for the Annual Professional Development Seminar to be kept at $325 for the next couple of years
- Evaluate length and location of future meetings
Pat Saville also advised that this committee offers for consideration the combining of the Special Budget and Finance Committees and make such a standing committee.
Adjournment
Norman Moore 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
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