Executive Committee Meeting Minutes

NCSL Legislative Summit
San Antonio, Texas
August 9, 2011

Call to Order

The meeting of the Executive Committee was called to order by The Honorable Rob Marchant (WI), Chief Clerk of Wisconsin Senate and ASLCS President.

Attendance

The following members of the committee were present: 

X

Robert Marchant (WI)

X

Russell Humphrey (TN)

X

Terry Spieler (MO)

 

Dotson Wilson (CA)

 

Karen Wadsworth (NH)

X

Scott Kaiser (IL)

X

George Bishop (VA)

X

Mardi Alexander (TX)

X

Suzi Lowell (AK)

 

Gregory Gray (WV)

X

Nathan Hatfield (VA)

X

Norma Chastain (AZ)

Other members/guests in attendance included: David Byerman (NV), Laura Clemens (OH), Maryann Horch (VA), Susan Clarke Schaar (VA), Pat Saville (KS), Cheryl Laube (AZ)

Rob Marchant (WI) placed the name of Margaret “Mardi” Alexander (TX) in nomination to fill the vacant appointed Associate position on the Executive Committee. On motion by George Bishop (VA), seconded by Norma Chastain (AZ), the appointment of Ms. Alexander was approved unanimously.

Approval of Minutes

Upon a motion by Terry Spieler (MO), seconded by Nathan Hatfield (VA), the minutes of the last meeting held April 16, 2011, during the Spring Meeting, in Pittsburg, PA, were approved.

Treasurer’s Report

The Treasurer’s Report reflects a balance $44,157.74. On motion of Suzi Lowell (AK), seconded by Norma Chastain (AZ), the Treasurer’s Report was approved unanimously.

Old Business

The following items were considered and discussed:

a. E-learning Update. Maryann Horch (VA) presented an update on the e-learning project. She reported NCSL had approved grant money for ASLCS to purchase two flip video cameras. The purpose of the project is to produce short videos to help promote and educate legislative staff about ASLCS. As this will be an ongoing project, the cameras will be available for states to check out for use.

b. ASLCS Finance Report – Angela Andrews (NCSL).
i. L190 balance is $306,164.33
ii. PDS – Branson fundraising $23,750. Terry Spieler (MO) reports that additional commitments on the way from Missouri.
iii. No Host Expenses/Budget reviewed. Budget remains at $35,000.
iv. ASLCS Professional Development Revolving Account. No deposits were made and only expenditure for is reimbursement for Associate Exchange Program for $499.83. Balance is $17,829.71
v. ASLCS Branson Meeting Budget – revised budget reflects a loss of $2,809.93 due to additional cost for NSCL redistricting staff to attend and serving a full breakfast each morning. Upon motion by George Bishop (VA), seconded by Russell Humphrey (TN), the budget was approved unanimously.

c. Update on 2011 Branson meeting. Ms. Andrews reviewed the current proposed speakers. There was a discussion of community service project. Susan Schaar (VA) presented an update of the social events. Ms. Andrews reminded the group that the airport code for Branson is BKG.

d. Upon motion of Scott Kaiser (IL), seconded by Norma Chastain (AZ), the Report of the special committee on the Mason Manual Commission was amended as follows:
i. Amendment 1 to the Proposed Standing Order revision.
Section XIII, A., line 2:
after the words "President shall", strike the remainder of line 2, all of lines 3, 4, 5 and 6, and through the words "President shall" on line 7.
ii. Amendment 2 to the Proposed Standing Order Revision.
Section XIII, H, line 3.
after the word "meeting.", strike the remainder of line 3, all of line 4, and through the word "cancelled.", and insert:
"At the discretion of the Chair, the third annual meeting may be conducted electronically, or, upon the affirmative vote of four-fifths of the current members of the Commission, the third annual meeting may be cancelled."

Thereupon motion of Scott Kaiser (IL), seconded by Nathan Hatfield (VA), the Report of the special committee on the Mason Manual Commission, as amended was adopted. The adopted report, as amended, is attached hereto.

New Business

a. Upon a motion by Rob Marchant (WI), seconded by Russell Humphrey (TN) the Executive Committee approved the invitation of Kenyan members of the Society of Clerks at the Table in Commonwealth to attend the PDS.

b. The Executive Committee discussed the merits of moving the April 15 deadline for dues to August 1. The purpose would be to facilitate the publication of the roster. The committee resolved that the Chair of the Roster Committee should select the date pursuant the publication standards. The executive committee will fully support the date selected. Scott Kaiser (IL) further suggested there should be a review of the printed version of the Roster and substitution thereof an electronic version.

c. Upon motion of Terry Spieler (MO), seconded by George Bishop (VA) an additional $3,500.00 was approved for the printing and mailing of the final issue of the 2010-2011 Legislative Administrator.

d. Upon motion of Scott Kaiser (IL) and seconded by Norma Chastain (AZ), the standing orders were amended to allow for the publication of the Professional Journal once a year, in the following manner:
I. Standing Orders Section XVI, E, 2:
"Frequency of Publication. The Journal shall have one edition published annually no later than September 1."

e. Upon motion of George Bishop (VA), seconded by Nathan Hatfield (VA), a memorial contribution to The Virginia Capitol Foundation in the amount of $100 in honor of Bruce Jamerson (VA) was unanimously approved.

f. On motion of Terry Spieler (MO), seconded by Scott Kaiser (IL), a memorial contribution of $100 in the honor of Margaret Larragoite (NM) to Caplite Nuns of Santa Fe, NM. was unanimously approved.

g. On motion of Nathan Hatfield (VA), seconded by Scott Kaiser, (IL), a memorial contribution of $100 in honor of Tom Sheridan (CT) was unanimously approved.

h. A discussion of the Inside the Legislative Process publication collection of data occurred. On motion of Scott Kaiser (IL), seconded by George Bishop (VA) the publication of the Inside the Legislative Process will occur in even years. Hence, notwithstanding Section VI. B. (1)(b), the appointment of the 2011-2012 committee shall be for a one year term. Appointment of the 2012-2013 committee will revert to a two year term.

i. Upon motion of Norma Chastain (AZ), seconded by Scott Kaiser (IL) the Executive Committee approved for reimbursement to Bladen Finch $500 for his participation in the Associate Exchange Program with the California Senate, per Section IV of the standing orders from LLCS account.

j. Upon motion of Terry Spieler (MO), seconded by George Bishop (VA) the Executive Committee approved reimbursement to Liz Jones-Queensland $499.83 for her participation in the Associate Exchange Program with the Minnesota House of Representatives, per Section IV of the standing orders from LLCS account.

k. Upon motion of Terry Spieler (MO), seconded by Russell Humphrey (TN), the Executive Committee approved for reimbursement to Rob Marchant and George Bishop for coach class travel and lodging at CATT’s annual conference, per Section II.D of the standing orders from dues account.

l. Upon motion of Rob Marchant (WI), seconded by Russell Humphrey (TN), the Executive Committee approved for reimbursement to George Bishop and Steve Arias (President’s designee) for coach class travel and lodging at ANOMAC’s annual conference, per Section II.D of the standing orders from dues account.

m. Discussion of 2012 PDS in Portland. Conference hotel will not contract with us because of a major hotel renovation. The Committee considered alternative Maine locations, but found non suitable. The Committee requested NCSL staff to research the alternative locations of Savannah, GA and Albany, NY.

n. Report of the Bids for the Roster, Terry Spieler (MO) presented. On motion of Rob Marchant (WI), seconded by Scott Kaiser (IL), the 2011-2012 [a] budget of $6,000 for the Roster was approved.

o. Upon motion of George Bishop (VA), seconded by Suzi Lowell (AK), the Executive Committee accepted, unanimously, the bid forwarded by E. Dotson Wilson, Chief Clerk and Parliamentarian of the California Assembly to host the 2013 PDS in Sacramento. It was also noted in Dotson’s letter that 2013 will be the 70th Anniversary of ASLCS.

Adjournment

Upon a motion by Scott Kaiser (IL), seconded by Russell Humphrey (TN), the August 9, 2011, meeting was adjourned.

Respectfully submitted,
Russell A. Humphrey (TN), acting Secretary on behalf of Karen Wadsworth (NH)