American Society of Legislative Clerks and Secretaries

History

The American Society of Legislative Clerks and Secretaries (ASLCS) was founded in 1943 to improve legislative administration and to establish better communication between clerks and secretaries throughout the United States and its territories. In 1974, ASLCS joined with several state legislative groups to form the National Conference of State Legislatures (NCSL). From small beginnings, the Society has grown to include an active membership of more than four hundred principal clerks and secretaries and legislative support staff. Today, the Society is the most active of NCSL's nine staff sections.

Purposes and Functions

ASLCS was created to provide an effective forum for solving professional problems common to legislative clerical officers and their staffs. Legislative clerks and secretaries and their staff members work in a unique environment for which little formal training is available. ASLCS works to fulfill these training needs. ASLCS training programs concentrate on:

• Improving the administrative and parliamentary effectiveness of state legislatures.

• Developing procedures for enhancing the lawmaking function.

• Improving the skills and professionalism of employees in the offices of clerks and secretaries.

• Increasing understanding of the roles and relationships among different staff activities and responsibilities.

• Providing a forum in which clerks and secretaries can meet and learn from one another.

One major accomplishment of the society is the revision of the Mason's Manual of Legislative Procedure. At the invitation of NCSL, a special commission of ASLCS was established in 1984. The 1989 edition of Mason's is the most widely used manual of parliamentary procedure in state legislatures. The commission continues within the Society. Another revised publication is planned at the end of the decade, based upon changes in case law and parliamentary practice.

Membership and Operations

The society's membership is made up of the elected or appointed legislative clerks and secretaries in the 50 states and the possessions and territories of the U.S. Associate members are legislative employees designated by the principal clerks and secretaries from the personnel in their offices. Any former member may maintain an associate level membership. Associates make up the largest segment of the society's membership. The society's operations are governed by its bylaws and standing orders under the guidance of the Executive Committee, and most of the work of the society is done in committees. The society convenes three times a year, at the spring business meeting, NCSL Legislative Summit and the fall Professional Development Seminar.

International Relations

ASLCS has supportive working relations with its counterparts in:

• Canada: Association of Clerks-at-the-Table in Canada (CATT)
  • ​2021 Annual Meeting: Summer 2021 (exact dates and location TBD)
• Mexico: Association of Chief Clerks of Mexico's State Legislatures and the Federal District of Mexico (ANOMAC)
  • ​2021 Annual Meeting: Fall 2021 (exact dates and location TBD)
• Central America: Association of Central American Legislative Clerks (ATELCA), which includes Costa Rica, El Salvador, Guatemala, Honduras, Nicaragua, and Panama
• Australia and New Zealand: Australia and New Zealand Association of Clerks-at-the-Table (ANZACATT)
  • 2023 Annual Meeting: Jan. 23-25, Hosted by the Parliament of Victoria
• South Africa: Secretaries' Association of the Legislatures of South Africa (SALSA)

 

The officers of the American Society of Legislative Clerks and Secretaries are president, president-elect, secretary-treasurer and elected principal member of the Executive Committee, all of whom must be principal clerks or secretaries; and an associate vice-president and elected associate member of the Executive Committee, who must be associate members from the office of a clerk or secretary. Additional members of the Executive Committee are the immediate past president; immediate past associate vice president; plus four additional members, two of whom must be associate members. The president of the Society chairs the Executive Committee.

The Executive Committee has authority and responsibility for the general management and control of the business affairs of the ASLCS.

Article I

(1) an Associate member of the Executive 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 a proxy from that body by the Chief Clerk or Secretary. The Executive Committee shall determine the appropriate method by which proxies are appointed.

FORMER MEMBERS – Any former member of the Society may maintain membership in the Society by notifying the Secretary-Treasurer and paying the required annual dues. A former member may not vote, serve on a committee or commission, receive a scholarship or financial support, or in any other way participate in the official business of the Society.

DUES – Dues shall be annually assessed of all Principal, Associate and former members in amounts to be determined by the Executive Committee.

Article II

MEETING OF MEMBERS – The annual business meeting of the Society shall be held at such time and place as shall be designated by the Executive Committee. On the day of the scheduled meeting, the President shall call the meeting to order at the designated time. The minutes of the previous meeting shall be read and approved and such business transacted as may properly come before such meeting.

There shall be mailed to each member of the Society, at least thirty days prior to the annual business meeting, a notice setting the time and place of the meeting. In case a quorum of the members eligible to vote is not present, the regularly called meeting shall be adjourned to the next day of the Society's scheduled meeting at a time set by the members present and registered, at which time those voting members present and registered shall constitute a quorum for all purposes.

Article III

The President-elect shall: have responsibility for depositing copies of the current Bylaws, Standing Orders, and Index with the staff liaison of the National Conference of State Legislatures, unless otherwise ordered by the Society; perform such duties as may be assigned by the Executive Committee, and shall, in case of death, disability, or absence of the President, be vested with all the powers and perform all the duties of the President.

The Secretary-Treasurer shall: keep accounts of all monies of the Society received or disbursed; sign all checks for the payment of money; have responsibility for depositing copies of programs and proceedings of all meetings with the staff liaison of the National Conference of State Legislatures unless otherwise ordered by the Society; countersign all certificates and other instruments for the Society; keep a record of all votes and minutes of the proceedings of all membership and Executive Committee meetings; give notice as required in the Bylaws of all meetings of the Society and the Executive Committee; and have custody of all books, records, and papers of the Society.

TERM – Society officers shall serve a single-year term in office. In the event of failure to fill any office by election at an annual business meeting, the current officeholder shall perform the duties of their office in a holdover capacity until a successor is elected. All officers must be dues-paying members.

Article IV

EXECUTIVE COMMITTEE – The Executive Committee shall be composed of the elected officers of the Society; the Immediate Past President; the Immediate Past Associate Vice-President; plus four additional members, two of whom must be Associate members, elected by the Executive Committee. The President of the Society shall chair the Executive Committee.

The Executive Committee shall have authority and responsibility for the general management and control of the business affairs of the Society and shall exercise all the powers granted by the Society under its Bylaws. When adopting policies of a continuing nature, the Executive Committee shall record its actions in the form of Standing Orders. Standing Orders shall remain in effect unless amended or repealed by action of the same or a succeeding Executive Committee. It shall be the duty of the President-elect to maintain current compilations of the Bylaws, Standing Orders, and Index and shall deposit copies with the staff liaison of the National Conference of State Legislatures for information and distribution to the membership at the annual meeting.

Past Presidents and Past Associate Vice-Presidents who are dues-paying Principal or Associate members shall be ex officio members of the Executive Committee, but shall not be counted in determining a quorum nor be entitled to vote.

The Executive Committee shall be authorized to assess all members a registration fee which shall be paid as a condition for registration and participation at the annual meeting of the Society. The amount and manner of payment of such registration fee shall be determined by the Executive Committee.

Article V

MEETING OF THE EXECUTIVE COMMITTEE – The Executive Committee of the Society shall hold its meetings upon call by the President at such time and place as designated by the President. Seven members of the Executive Committee shall constitute a quorum for the transaction of business, and in case a quorum be not present at any meeting called by the President, a less number may adjourn, from time to time, without notice other than by announcement at the meeting, until a quorum of the Executive Committee shall attend such adjourned meeting.

Article VI

NOMINATING COMMITTEE – The President each year shall appoint a Nominating Committee by no later than thirty days prior to the annual meeting. An announcement of the membership of the Committee shall accompany the annual meeting notice. Chair of the Nominating Committee shall be the Immediate Past President. If the Immediate Past President is unable to serve as Chair of the Nominating Committee, the President shall appoint a past president who is currently serving as a Principal Clerk or Secretary. In addition to the Chair, the President shall appoint one past president, two Principal Clerks or Secretaries, two Associate members (one of whom is the Immediate Past Associate Vice-President) and one at-large member. If the Immediate Past Associate Vice-President is unable to serve, the President shall appoint a Past Associate Vice-President who is currently serving as an Associate member of the Society. The Nominating Committee shall recommend to the membership persons to be elected to the offices of President-elect, Secretary-Treasurer, Elected-Principal member of the Executive Committee, Associate Vice-President, Associate Vice-President-elect, and Elected-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 VII

VACANCIES – In the case of death, resignation, or inability to serve of any officer or member of the Society's Executive Committee, the ranking officer shall submit to the remaining members of the Executive Committee a nomination to fill the vacancy or vacancies for the unexpired term. A majority vote of the remaining members shall confirm appointments to such vacancies.

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.

(September 20, 2022, Little Rock, Arkansas)

Most of the work of the society is done in standing committees, as established by the bylaws. There are currently 11 standing committees, as well as several special committees established through the Standing Orders. ASLCS members have an opportunity each year to choose the committees on which they would like to serve.

The committees meet in conjunction with the spring, summer and fall meetings of ASLCS, and also accomplish their work through conference calls and email exchanges. For scheduling purposes, the committees are divided into three categories—A, B and C.

Bylaws and Standing Orders Committee (A)

The Bylaws and Standing Orders Committee is charged with reviewing all suggested changes to the society's Bylaws and Standing Orders. The committee recommends for adoption only those changes that are absolutely necessary to improve the function of the society.

Inside the Legislative Process Committee (A)*

The Inside the Legislative Process Committee reviews and produces Inside the Legislative Process, an online research tool that is published biennially to the society's website. This informational reference document is based on comprehensive surveys of legislative clerks and secretaries. The committee works closely with NCSL to develop the survey questions and to record responses to the survey in an easily usable format that reflects current legislative process.

*Two-year appointment

Site Selection Committee (A)

The Site Selection Committee investigates and selects a host city for the ASLCS Professional Development Seminar. The committee submits a formal recommendation to the Executive Committee, which has final authority over the selection of the host city.

Technology Committee (A)

The Technology Committee explores new technology and examines its adaptation to state legislative operations. The committee shares information with society members through reports and programs presented at the NCSL Legislative Summit and the ASLCS Professional Development Seminar. The committee, in accordance with publication standards and subject to Executive Committee approval, provides guidance to the NCSL regarding the design, content, and maintenance of the society's website. The chair of the committee, or the chair's designee, serves as one of the administrators responsible for monitoring the content and membership of the society's Facebook group. Each year, the committee reviews the Facebook group and the overall design of the society's website and recommends changes to the Executive Committee.

International Communication and Development Committee (B)

The International Communication and Development Committee reviews the society's relationship with countries other than Canada and the society's role within NCSL in working with those countries. The committee receives reports from the Legislative Staff Coordinating Committee and works with other NCSL staff sections involved in international relations. The committee annually publishes the International Directory, which includes the objectives and goals of the society and its foreign partner associations. The chair of the committee, along with the president and associate vice president, represent the society at the annual meeting of ANOMAC.

Legislative Administrator Committee (B)

The Legislative Administrator Committee publishes The Legislative Administrator, the official society newsletter, up to three times annually. This publication gives all members an opportunity to share the news of the society. It contains the minutes from meetings of the Executive Committee, standing committees, and other business meetings, as well as news articles about members and their states. The chair or co-chairs of the committee have final authority over the content of the newsletter.

Membership and Communication Committee (B)

The Membership and Communication Committee works to strengthen the society's membership and to improve the society's ability to share information with its members.

Support Staff Committee (B)

The Support Staff Committee represents the society's Associate members and works to strengthen their participation in the society and to ensure that society meetings include programs addressing their interests. The committee administers the Associate Exchange Program, including its nomination process. The committee submits formal recommendations to the Executive Committee, which has final authority over the selection of program participants.

Canadian-American Relations Committee (C) *

The Canadian-American Relations Committee was established to encourage and maintain a good working relationship with our friends in Canada. The committee works with the Canadian Association of Clerks-at-the-Table (CATTs) in coordinating the biennial Joint Canadian-American Clerks' Conference, held in odd-numbered years and hosted alternately by Canada and the United States. The chair of the committee, along with the President and Associate Vice President, represent the Society at the annual meeting of CATTs.

*Two-year appointment

Professional Journal Committee (C) *

The Professional Journal Committee annually publishes the Journal of the American Society of Legislative Clerks and Secretaries. The Journal solicits articles on parliamentary procedure, management, technology, and other topics of interest to legislative staff and provides society members with an opportunity for further professional development by having their work published in a professional journal. The chair of the committee serves as editor of the Journal and appoints members of the editorial board from among committee membership. The president, associate vice president, immediate past president, immediate past associate vice president, and all society members who serve on the LSCC serve as ex officio members of the committee with voting privileges.

*Two-year appointment

Program Development Committee (C)

The Program Development Committee plans the agenda for the society's portion of the NCSL Legislative Summit and develops the program for the ASLCS Professional Development Seminar.

ASLCS Special Committees

Budget and Revenue Committee

The committee shall: (1) review the development of the PDS budget and any budget reports related to the PDS, complete a post-PDS financial review of the PDS budget, and, as soon as practicable, provide a report to the ASLCS Executive Committee; (2) evaluate all society financial accounting practices and society accounts, including expenditures from the accounts, for accuracy, consistency, and appropriateness and for clarity of purpose and process; (3) consider and recommend changes to the society's financial accounting and reporting, including the possibility of creating, eliminating, or consolidating accounts; and (4) prepare an annual financial review report for the ASLCS Executive Committee that details all society financial accounts, describes the purpose and authorized uses of each account, and explains the PDS budget and all information included in PDS budget reports, due before the spring meeting. The members of the committee will serve the second year of a two-year appointment during 2017-2018. There will be no new assignments for this committee with the notable exception being a new ASLCS Secretary/Treasurer serving on the committee (Standing Orders, Section IV.D.1.b(iii)).

Paul Smith (New Hampshire), chair
Rob Hunt (Maine), ex officio 

Janice Gadd (Utah)
Bernadette McNulty (California)
Tim Sekerak (Oregon)
Patsy Spaw (Texas)
Susan Clarke Schaar (Virginia)

Strategic Planning Committee

Jeff Takacs (Florida), chair

Sue Frederick (North Carolina)
Brian McKinley (Oregon)
Colleen Rust (Washington)
Dr. Tammy Wehrle (Wisconsin) 

Roster Committee*

The president shall appoint a Roster Committee to prepare the Roster and Reference Guide for annual publication. The committee serves a two-year term, with one state responsible for production of the Roster. The purpose of the Roster and Reference Guide is to provide a current listing of Society members from the 50 states and U.S. insular possessions and territories. The Roster shall also include the Society's Bylaws and Standing Orders, a listing of committees and committee assignments, and information pertinent to the Society's elected officers, past presidents, honorary members, and special award recipients.

Meggan Foesch (Wisconsin), chair
Maggie Bellini (Wisconsin), vice chair

*Two-year appointment

Internal Audit Committee

The incoming ASLCS president shall appoint three members to perform an internal audit of the ASLCS secretary-treasurer's records from the previous year. 

Susan Kannarr (Kansas), chair
Scott Kaiser (Illinois)
Meggan Foesch (Wisconsin)

The following revised Standing Orders were adopted by the ASLCS Executive Committee on August 3, 2022.

Additional standing orders were adopted on Dec. 15, 2020 (David Ward Scholarship) and July 12, 2021 (Budget and Financial Review Committee charges).

ASLCS publishes several reference and resource books, including the Legislative Administrator, Professional Journal, Roster and Reference Guide, International Directory, Mason's Manual and Inside the Legislative Process.

The society's publications are governed by standards approved by the Executive Committee of ASLCS. The publication standards are policies adopted by the ASLCS Executive Committee that are continuing in nature. Publication Standards remain in effect unless amended by the Executive Committee.

Legislative Administrator

The Legislative Administrator is the official newsletter of the American Society of Legislative Clerks and Secretaries.

Professional Journal

The Journal provides a forum to share experiences, expertise and opinions on a variety of subjects influencing our daily working environment.

International Directory

The International Directory is an annual publication that provides an overview in English, Spanish and French of ASLCS and its international counterparts:

• American Society of Legislative Clerks and Secretaries (ASLCS).
• Association of Chief Clerks of Mexico's State Legislatures and Federal District of Mexico (ANOMAC).
• Association of Clerks-at-the-Table in Canada (CATTS).
• Australia and New Zealand Association of Clerks-at-the-Table (ANZACATT).
• Forum of Secretaries of South Africa.

The International Directory provides a better understanding of these associations and serves as a means of bringing the organizations closer together. The directory includes a summary of each organization and lists its current officers. The booklet is produced by the International Communication and Development Committee of ASLCS.

• 2023 International Directory (English) | French edition | Spanish edition
• 2022 International Directory (English) | French edition | Spanish edition
• 2021 International Directory (English) | French edition | Spanish edition
• 2020 International Directory (English) | French edition | Spanish edition
• 2019 International Directory (English) | French edition | Spanish edition
• 2018 International Directory
• 2017 International Directory
• 2016 International Directory
• 2015 International Directory
• 2014 International Directory
• 2013 International Directory
• 2012 International Directory
• 2011 International Directory
• 2010 International Directory

Inside the Legislative Process

Inside the Legislative Process is a research tool, providing information on state legislative processes and procedures. The ASLCS committee on Inside the Legislative Process is responsible for reviewing and producing this publication. The committee works closely with NCSL staff to develop survey questions and record the responses in a format that is easily usable by all legislative units and reflects current legislative processes. 

ASLCS conducts several meetings throughout each year. The following describes each meeting and discusses what types of information is presented.

Spring Meeting

The spring meeting is a meeting for the society's standing committees and Executive Committee, during which committees work on their projects and programs for the year. This meeting is held over a weekend in April or May. The location of the meeting is chosen by the ASLCS president.

Summer Meeting

The society's summer meeting is held in association with the NCSL's Legislative Summit. This meeting presents an opportunity for ASLCS to interact with other NCSL committees and staff sections. It is a four-day meeting, in late July or early August.

Fall Professional Development Seminar

Each fall, ASLCS holds its Professional Development Seminar and Annual Meeting. It consists of five days of intensive training and information exchange, designed specifically for legislative clerks and secretaries and their office staff. This meeting usually is held in September or October. The location of the meeting is determined by the ASLCS Site Selection Committee.

Winter Meeting

Since 2003, the winter meeting has been held via conference call for the ASLCS Executive Committee. It usually occurs in mid-December or early January.

Joint Canadian-American Clerk's Conference

The Joint Canadian-American Clerks' Conference is held biennially in odd-numbered years. It is hosted alternately between Canada and the United States. Unlike other society meetings, participation in this conference is limited to principal clerks and secretaries or to the principal assistant if the clerk or secretary is unable to attend. The meeting typically occurs in August or September. The location is determined by joint recommendation of the ASLCS Canadian/American Relations Committee and the Canadian Association of Clerks-at-the-Table.

2023

ASLCS Spring Business Meeting
May 5-6, 2023
Palm Springs, Calif.

NCSL Legislative Summit
Aug. 14-16, 2023
Indianapolis

ASLCS Professional Development Seminar
Sept. 24-29, 2023
Eugene, Ore.

2022

ASLCS Spring Business Meeting
April 29-30, 2022
Fort Lauderdale, Fla.

NCSL Legislative Summit
Aug. 1-3, 2022 (ASLCS committees will meet the afternoon of July 31.)
Denver

ASLCS Professional Development Seminar
Sept. 18-23, 2022
Little Rock, Ark.

NCSL Base Camp
Nov. 15-16, 2022
Online event

2021

ASLCS Spring Business Meeting
June 4-5, 2021
Boston

Joint Canadian-American Meeting - POSTPONED until 2023

NCSL Base Camp
Aug. 3-5, 2021
Online event

Fall Professional Development Seminar
Oct. 3-7, 2021
Portland, Maine

Legislative Summit
Nov. 3-5, 2021
Tampa, Fla.

2020

ASLCS Spring Business Meeting - CANCELLED
May 1-2, 2020
Hyatt Regency Cleveland at the Arcade (Room rate: $149/night)
Cleveland

Legislative Summit - CANCELLED
Aug. 10-13, 2020
Indianapolis

NCSL Base Camp
Sept. 15-17, 2020
Online event

Fall Professional Development Seminar - POSTPONED until 2021
Sept. 20-24, 2020
Portland, Maine

Staff Breakout Sessions (via Zoom)
Take your networking and problem-solving to the next level! Staff breakout sessions provide a forum where attendees can discuss specific parliamentary situations and administrative challenges. Talk to experienced colleagues, obtain helpful solutions and discuss shared experiences with your colleagues across the country.

• Sept. 21, 2020: Principals: Contact the ASLCS president to register.
• TSept. 22, 2020: Associates: Contact the NCSL liaison to register.

The Show Must Go On: Legislative Sessions During a Pandemic
Sept. 24, 2020, 2pm Eastern
Join ASLCS for a panel discussion via Zoom of the particular challenges–including remote participation, public access and health and safety–involved in managing a legislative session during the COVID-19 crisis. The panelists will discuss their different approaches to these issues and share lessons learned.

2019

ASLCS Spring Business Meeting
April 26-27, 2019
Wort Hotel (Room rate: $149/night)
Jackson Hole, Wyo.

Legislative Summit
Aug. 5-8, 2019
Nashville, Tenn.

Joint Canadian-American Meeting
September 3-6, 2019
Concord Holiday Inn (Room rate: $139/night; reference code CAC)
Concord, N.H.

Fall Professional Development Seminar
Sept. 22-27, 2019
Renaissance Seattle (Room rate: $229/night)
Seattle

2018

ASLCS Spring Business Meeting
April 20-22, 2018
Renaissance Charleston Historic District (Room rate: $178/night)
Charleston, S.C.

Legislative Summit
July 30-Aug. 2, 2018
Los Angeles

Fall Professional Development Seminar
Sept. 23-28, 2018
Madison Concourse Hotel (Room rate: $169/night)
Madison, Wis.

2017

ASLCS Spring Business Meeting
April 21-23, 2017
Intercontinental Hotel (Room rate: $169/night)
Kansas City, Mo.

Legislative Summit
Aug. 6-9, 2017
Boston

Fall Professional Development Seminar
Sept. 24-29, 2017
Renaissance Phoenix Downtown Hotel (Room rate: $189/night)
Phoenix

Winter Meeting
Dec. 19, 2017
12:30 p.m. Eastern

2016

ASLCS Spring Business Meeting
April 21-24, 2016
Alexandria, Va.

Legislative Summit
Aug. 8-11, 2016
Chicago

Fall Professional Development Seminar
Sept. 18-22, 2016

2015

ASLCS Spring Business Meeting
Clearwater, Fla.
May 1-3, 2015

NCSL Legislative Summit
Seattle
Aug. 3-6, 2015

Fall Professional Development Seminar
Sept. 20-25, 2015
Raleigh, N.C.

Joint Canadian American Meeting
Oct. 28-Nov. 1, 2015
Columbus, Ohio