2012 (April) Technology Committee Meeting Minutes

4/21/2012

American Society of Legislative Clerks and Secretaries (ASLCS)

ASLCS SPRING MEETING
Phoenix, Ariz.
April 21, 2012

Call to Order

The meeting of the Technology Committee was called to order by David Byerman (NV), chair.

Attendance

The following members of the committee were present: David Byerman (NV), Bonnie Alexander (ID), Stephen Arias (NM), Polly Emerson (TX), Lourdes Guerra (TX), Maryann Horch (VA), and Susan Kannarr (KS).

Other members/guests in attendance included President Terry Spieler (MO), Joe Carleton (ME), Russell Humphrey (TN), and Kae Warnock (NCSL).

Approval of Minutes

Upon a motion by Polly Emerson (TX), seconded by Russell Humphrey (TN), the minutes of the last meeting held via Cover it Live (online), on November 15, 2011, were approved.

Old Business

Chair Byerman (NV) discussed the previous ideas for the Technology-sponsored concurrent session for the Professional Development Seminar (PDS) in Richmond, VA (Oct. 2-7, 2012). Ideas discussed were disposable computing and the Cloud, Facebook/Twitter 101, paperless chamber, and continuity of operations in case of disaster.

Maryann Horch (VA) updated the committee on the E-Learning Grant Video Standards. The committee consisting of Dana Miller (MO), Joy Engelby (MO), Brad Metcalf (KY), Maryann Horch (VA), and David Byerman (NV) created standards and recommendations. These standards include subject matter/script content, video specifics, editorial rights, and camera accountability/check-out policies. The committee also created a list of potential video topics. E-Learning standards and video topics will be submitted to the Executive Committee for approval.

Chair Byerman reported that the online Social Media Roster/Database is currently at 28 responses. He has created a link that is easier to remember—http://bit.ly/ASLCSSocialMedia—for people to add their information. Suggestion—possibly add social media fields to the ASLCS Roster? They would be optional and people can fill them in if they choose.

New Business

Chair Byerman (NV) plans to have one more Cover it Live meeting before the Legislative Summit in Chicago with the goal to pick an idea and potential panelists for the PDS in the fall. The Cover it Live meeting will also take up and hopefully approve the E-Learning Grant Video Standards, so that a document can be submitted to the Executive Committee. Date to be determined.

Disposable Computing and the Cloud—Susan Kannarr (KS) mentioned she moderated the Paperless Initiative panel in Seattle … Hawaii was one of the presenters. Russell Humphrey (TN) mentioned that Tennessee recently “went to the cloud” and they could possibly present the topic.

Paperless Chamber—Steve Arias (NM) explained New Mexico’s efforts to go paperless. They are currently at 70%. There was a time this session when all the power went out and they had to use paper (discuss backup plans for when technology is not available). Chair Byerman (NV) mentioned Nevada’s efforts to go paperless, but they are not there yet (what do to when you hit roadblocks).

Social Media (Facebook/Twitter 101?)—Steve Arias also mentioned the new generation of members (immersed in technology and social media)—their concern is for training these members. Russell Humphrey (TN) also brought up the question of what is our role on social media: government (job) use vs. political use? What is campaign-related, what is work-related? How is that determined? Would be interesting to see how states are addressing this area. Joe Carleton (ME) received a request to use a photo taken in the chamber for a campaign (or videos during session). Would be nice to see what policies are in place for the various states.

Maryann Horch (VA) recommended the upcoming NCSL webinar on April 27, 2012, Social Media: Social Media Policies for State Legislatures, which might be of interest to the group and a topic that might tie in to the previous topic discussion for the concurrent session in Richmond.

Continuity of Operations in Case of Disaster—Chair Byerman (NV) will get with Scott Kaiser (IL) to discuss this in more detail.

Chair Byerman requested each person (below) submit a proposal of a few sentences on their topic, which will be further discussed at the next online Cover it Live meeting.

Steve Arias (NM)—Paperless Chamber Summary

Russell Humphrey (TN)—Disposable Computing and the Cloud

David Byerman (NV)—Social Media Survey

Scott Kaiser (IL)—Continuity of Operations in Case of Disaster

As a new and useful tool, maybe there is a way to demonstrate Cover it Live to ASLCS. President Spieler (MO) recommended the Legislative Expo as a possible venue. Chair Byerman (NV) will think of possible ways to present this technology.

Chair Byerman (NV) is working with President-Elect Wadsworth (NH) on the possibility of creating videos for each committee for the E-learning project.

Based on the follow up from NSCL that they are skeptical about ASLCS having its own social media account, Chair Byerman (NV) feels it would be best to defer this issue for now and revisit in the future.

Adjournment

There being no further business, the meeting was adjourned.