Executive Committee Meeting Minutes

Conference Call
Thursday December 15, 2011

Call to Order

The meeting of the Executive Committee was called to order by the Honorable Terry Spieler, Senate Secretary of the Missouri General Assembly and the ASLCS President.

Attendance

The following members of the committee were present:

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Terry Spieler (MO)

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Stephen Arias (NM)

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Karen Wadsworth (NH)

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Susan Furlong (NV)

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Suzi Lowell (AK)

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Janice Gadd (UT)

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Nathan Hatfield (VA)

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Jamie Kruse (NE)

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Russell Humphrey (TN)

 

Robert Marchant (WI)

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Scott Kaiser (IL)

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George Bishop (VA)

Others Present: Hobie Lehman (VA) , Paula Rossetto (CA), Angela Andrews (NCSL), and Brian Weberg (NCSL).

Angela Andrews announced that she and her husband Kevin are expecting the arrival of a baby girl in April. She advised that Brian Weberg will be staffing ASLCS at the Spring Meeting in Phoenix (April 20-22, 2012) and during her maternity leave. The Executive Committee extended her a big congratulations.

President Spieler reminded committee members to state their name when speaking or making a motion.

Minutes

Karen Wadsworth (NH) moved that the minutes of the October 2, 2011 meeting in Branson, MO be approved as presented. Scott Kaiser (IL) seconded the motion. The minutes were approved unanimously.

Treasurer’s Report

The beginning balance as of 10/2/2011 was $37,416.80. Suzi Lowell (AK) stated there were two disbursements since that date: A check for $3,884.71 to Laura Clemens (OH) for the publication and mailing costs of the Summer Legislative Administrator and the outgoing President's gift and a check for $100 to the University of Georgia Foundation in memory of Hamilton McWhorter, Jr., former Secretary of the Georgia Senate. The balance of the Dues Account as of 12/15/2011 is $33,432.09. Upon a motion by George Bishop (VA) and seconded by Karen Wadsworth (NH), the Treasurer's Report was approved unanimously.

Old Business

Angela Andrews reviewed all the financial accounts.

Angela Andrews reported that the L190, ASLCS Special Meetings Fund has a balance of $296,507.08. She reviewed the current deposits and expenses. The total for fundraising for the Branson PDS was $47,975.00. In response to a question from George Bishop (VA) regarding the interest for FY 11, Angela Andrews stated that the L190 account was not currently earning interest.

The final expenses (Business lunch and Executive Committee Meeting lunch) for ASLCS costs at the 2011 NCSL Summit were paid.

The Branson PDS expenses were discussed. At the time of this report, the Missouri staff registration fees, hotel, meal and mileage reimbursements are $3,963.56 and the No-Host expenses are $25,396.79. Missouri staff expenses are expected to increase, once the registration fees are accounted for. An expenditure of $5,500 to Jeanne Robertson for the state dinner entertainment was above the budgeted amount of $2,000 in the No-Host budget; however, Virginia raised the monies to cover the difference. The Branson Coach expenses are being disputed due to the fact that the company did not provide outgoing transportation on the free evening to dinner and events away from the hotel as previously arranged (free evening was 9/30/2011). Brian Weberg (NCSL) will update the committee at the Spring Meeting. A credit card usage fee for credit card donations was charged at $135.63. Angela Andrews said she would look into that charge and report back. The final costs should come under the budgeted $35,000.

The current balance in the ASLCS Professional Development Revolving Account (LLCS) is $14,829.71. Pending expenditures total $5,000. This would bring the account down to $9,829.71. In response to a question from Karen Wadsworth (NH), Angela Andrews stated that the delay in reporting some costs for the PDS is due to internal delays at NCSL.

Angela Andrews reported the preliminary budget and registrations report were the same as presented in Branson. She anticipates having the final information available in mid-January. Angela Andrews reported that the final report for the hotel pick-up was 725 room nights which was enough for ASLCS to avoid paying attrition fees to the hotel.

New Business

Approval of the candidates for the Associate Exchange Program was discussed. Hobie Lehman (VA) reported there were four applications submitted. The four applicants were Brad Metcalf, Kentucky Senate; Jennifer Jones Welch, Virginia Senate; Julie Bochat, Missouri Senate; and Michelle R. Wright, Virginia Senate. During the review process, one applicant did not qualify as she was not a dues paying member at this time. Jennifer Welch removed her name as a candidate and will be encouraged to apply again next year. Steve Arias (NM) moved and Janice Gadd (UT) seconded the motion to approve Brad Metcalf, Julie Bochat and Michelle R. Wright for the Associate Exchange Program for 2012 and that the Society will reimburse the participants up to $500 each for costs incurred during the exchange. The motion passed unanimously. Karen Wadsworth thanked Hobie Lehman (VA), Paula Rossetto (CA), and Tisha Gieser (AK) for their work on the AEP process.

President Spieler (MO) advised members that the LLCS account will be going below the $15,000 amount (Standing Orders 1F) and recommended that $10,000 be transferred from the Dues Paying Account to the LLCS Account. Angela Andrews (NCSL) advised the last transfer from the Dues Paying Account was October 2010 for $20,000 into the L190. George Bishop (VA) pointed out that there will not be large expenditures from the LLCS account until the next PDS and by that time 2012 dues will be deposited. Scott Kaiser (IL) moved and Karen Wadsworth (NH) seconded the motion to move $10,000 from the Dues Paying Account into the LLCS Account. The motion passed unanimously.

President Spieler (MO) gave a status update on the State Capitols Book project referencing a memorandum from Paul Campos (WA), Vice Chair of the ASLCS Guidebook to the State Capitols Committee. Twenty-two states have not responded. The committee will be asked to send another email to the non-responding states and if necessary the Executive Committee members may be called upon to assist in completion of the project. Angela Andrews is checking with NCSL's Communications staff to determine who bought the copyright (NCSL or ASLCS), for how much and the royalties being paid to Bill Ehlert once the new copy is sold.

President Spieler (MO) provided a copy of the new membership pamphlet that was updated by Susan Kannarr (KS) when she was chair of the Membership and Communication Committee. The pamphlet is sent to new members and new attendees at the PDS.

President Spieler (MO) advised the Executive Committee members that representatives from West, a Thomson Reuters business, had approached her and were interested in supporting an ASLCS program in honor of Ed Burdick, former Chief Clerk of the Minnesota House of Representatives. President Spieler appointed Nathan Hatfield (VA), Norma Chastain (AZ), Al Mathiowetz (MN) and Janice Gadd (UT) to meet with Rick Brown and Ellen Gillespie of West. The committee plans to have a conference call meeting the first part of January and will present their recommendations to the Executive Committee.

Treasurer Suzi Lowell (AK) requested retroactive approval to send $100 to the University of Georgia Foundation in memory of Hamilton McWhorter, Jr., former Secretary of the Georgia Senate. Steve Arias (NM) moved to approve the disbursement and Susan Furlong (NV) seconded the motion. The motion was approved unanimously.

President Spieler (MO) reported that, once again, e-learning grant funds are now available for staff section use in 2012, noting the original deadline for proposal submissions has been extended. These funds are given by NCSL's Foundation for State Legislatures with NCSL's Executive Committee and Legislative Staff Coordinating Committee. President Spieler appointed a committee consisting of Susan Furlong (NV), Pat Saville (KS), Liz Clark (AK), and Lourdes Guerra (TX) to meet and discuss some ideas that ASLCS could implement with the $1,000 grant. The committee will hold a teleconference meeting on December 21, 2011.

George Bishop (VA) moved and Russell Humphrey (TN) seconded that President Spieler and Karen Wadsworth's designee be reimbursed for travel and expenses to attend the LSCC meeting, January 19-21, 2012 in Kiawah Island, South Carolina. The motion passed unanimously.

President Spieler (MO) advised the members that the Society had received an invitation for one senior officer to participate in the Parliamentary Officers' Study Program for English participants scheduled for April 29 through May 10, 2012, in Ottawa, Ontario. The Parliament of Canada will cover the cost of hotel accommodations and provide a per diem allowance for meals and incidentals during the official program period. The ASLCS representative would assume the cost of their round trip airfare and personal expenses. A lengthy discussion pursued, noting it was an excellent professional development opportunity for a Society member. Important issues discussed were whether to reimburse for the airfare and establishing selection guidelines. President Spieler advised she would send all Society members information regarding the program and request a letter of interest from members who would like to attend.

Steve Arias (NM) moved that an information sheet be sent to all members advising them of this professional opportunity. If interested, the member must submit a letter of interest, and if the Society member is an associate the letter should be signed by their principal. The attendee will be eligible for up to $500 reimbursement for airfare. Scott Kaiser (IL) seconded the motion. The motion was approved unanimously.

Angela Andrews reported that the 2013 ASLCS PDS will be in Sacramento, CA. There are five properties that NCSL is looking at. The three dates available for the PDS are October 7-13, October 14-20 and October 21-27. Paula Rossetto (CA) stated that the preferred hotel is the Sheraton Grand. It is the closest to the Capitol -- just one and a half blocks away. The dates need to be secured before the host state can proceed with their planning of events.

Angela Andrews advised she had included the evaluation summary from the Branson PDS for the Executive Committee's reference.]

Announcements

The Spring Meeting will be in Phoenix, AZ at the Hyatt Regency Downtown, April 20-22. The Room rate is $145 per night.

The contract for the 2012 PDS has been signed and the PDS will be at the OMNI Richmond in Richmond, VA, October 3-7, 2012. The room block is 25 the first night and 132 the other nights, and the room rate is $147 per night.

Adjournment

Upon a motion by Janice Gadd (UT), seconded by Jamie Kruse (NE), President Spieler adjourned the December 15, 2011 conference call meeting of the Executive Committee.

Respectfully submitted,

Suzi Lowell (AK)
ASLCS Secretary/Treasurer