American Society of Legislative Clerks and Secretaries (ASLCS) Membership and Communications Minutes

ASLCS Professional Development Seminar
Richmond, Virginia

Saturday, Oct. 6, 2012

Call to Order

The meeting of the Membership and Communication Committee was called to order by Johnye Bennett (VA), Chair.  


The following members of the committee and guests were present: (Check members present)


Johnye Bennett (VA), Chair

  John Hollman (IL)

Joseph Carleton (ME), Vice-Chair

  Susan Kannarr (KS)

Catherine Hooe (VA), Vice-Chair

* Andrew Ketchings (MS)

Bonnie Alexander (ID)

* Cheryl Laube (AZ)

Sarah Armistead (VA)

* Jeannine Layell (VA)

Shereen Baker (CA)

 * Suzi Lowell (AK)

Judy Barrows (ME)

  Ann Luck (NC)

Joan Branson (MO)

* Jim Schratz (AR)

Karen Brown (UT)

* Jackie Scott (VA)

David Byerman (NV)

* Ann Marie Sweeney (PA)

Ann Cornwell (AR)

  Bonnie Trivette (NC)

Sandra Daly (CA)

* Denise Weeks (NC)

Lourdes Guerra (TX)

* Jennifer Welch (VA)

JoAnn Hedrick (DE)

* Kathy White (MO)

Ruby Johnson (LA)

* Alan Whittington (TN)

Jennifer Novak (ID)

* Patience Worrell (TX)

Other guests included: Patty Benskin (WY),  Norma Chastain (AZ), Amy Leach (CA), Barbara Lecarpentier (VA), Erica Manson (VA), Tara Perkinson (VA), Ben Robinson (AK), Diana Williamson (WY)

Approval of Minutes

Upon a motion by Bonnie Alexander (ID) seconded by Jennifier Welch (VA), the minutes of the last meeting held Aug. 6, 2012, during the NCSL Legislative Summit, in Chicago, Ill., were approved. 

Old Business

Bonnie Alexander, former chair, reviewed what was said in the new attendee wrap up and informed everyone what worked and didn’t work. For the new attendee orientation we used decorations from previous year and they have been handed down to Johnye. Judy Burrows and Linda Tubb are going to interview second-year attendees to see how things are going. Hoping to have a little dot on badges so we will know who is a second-year year attendee.  For the pin contest we had four top people. Tried a friendship table at the breakfast, but that was not successful. Don’t feel like it was advertised enough, needs improvement. Activity flip chart didn’t work out the way Bonnie expected it to. May need people who are more interested in doing it. 
Incoming President Karen Wadsworth came and spoke. She has served and chaired this committee in the past. Karen would like to see more communication; we tend to forget the communication part of the committee. Thinks it would be a good idea to write new attendees a “Thanks for coming” note. Make it a hand-written note, so people feel like it is more personable. Also in after the deadline for dues, send out a written note to new dues paying members. Make them feel included. 

New Business

Joseph Carleton spoke about the different technological tools that might help people “talk” with those who do similar task. Johnye mentioned using a chat room.
David Byerman can help send follow-up letter to new attendees. People aren’t going to say negative things in a wrap up session, but will if they are sent something.
Norma Chastain mentioned sponsors should communicate with their new attendee after the meeting and keep the communication going.  Denise Weeks and JoAnn Hedrick talked about setting up a buddy system maybe that could be part of the personalized communication. Denise Weeks suggested that when a new person pays dues, we start communicating with them. We all agreed that was a good idea.  

New Attendee Orientation:

Norma Chastain mentioned that when asking for sponsors make sure they are aware of what they need to be doing and they are prepared to do that. Lourdes Guerra suggested to make sure the person really wants to sponsor someone and just not doing it as a favor for chair. Bonnie Alexander wanted sponsors earlier.  udy Burrow said it was harder to make contact with new attendee because we received them so late.  Karen Brown suggested being paired up earlier. David Byerman mentioned doing an online survey for new members so they could give constructive criticism. Bonnie Alexander also suggested when we make contact with the new attendee we have pictures of them and we send them a picture of ourselves (sponsor). Denise Weeks also suggested that a group picture be taken of all the new attendees so that it could be put in the Administrator. Suggestions were also given by Joseph Carleton that somewhere have people grouped by the job that they do.  avid Byerman mentioned putting in the Roster.  Judy Burrow said that some have more than one job, so David Byerman said there could be a “check all that apply” under your job description.
Denise Weeks said that next year is our 70th Anniversary. Using that as our theme for next year’s New Attendee Orientation.
We had two new attendees in our meeting and we asked for some of their suggestions. Erica Manson mentioned finding ways to meet more people. Sarah Armistead said it would be nice to have more information in advance that would give her an idea about what people do and what is excepted of you and about Committee meetings. Sponsor was very helpful.
Johnye will work with David Byerman on communication tools. Look over guidelines for sponsors. Tara Perkinson will look at fact sheet. 


Upon a motion by Denise Weeks, seconded by Jim Schratz and others, the meeting was adjourned.