2013 (October) Support Staff Committee Meeting Minutes

10/12/2013

American Society of Legislative Clerks and Secretaries (ASLCS)

ASLCS PROFESSIONAL DEVELOPMENT SEMINAR
Sacramento, Calif.
Saturday, Oct. 12, 2013

Call to Order

In the absence of the Chair, Lisa Davis (Miss.), the meeting of the Support Staff Committee was called to order by Vice Chair Matthew Baker (Nev.) at 3:02 pm.

Attendance

The following members of the committee were present:

X

Mick Bailey (W.Va.)

X

Kimberly Miranda (Neb.)

X

Matthew Baker (Nev.)

X

Trish OBrion (Va.)

X

Cindy Benjamin (Nev. )

X

Sam Rowe (W.Va.)

X

Lucy Darris (Mo.)

X

Ron Smith (La.)

X

Marguerite Duda (W.Va.)

X

Steven Tilley (La.)

X

Londi Ensor (Alaska)

X

Emily White (Mo.)

X

Janice Gadd (Utah)

X

Randy McCoy (W.Va.)

X

Stephanie Hall (Alaska)

X

Carol Newton (Mo.)

X

Martha Hopson (Alaska)

X

Tara Perkinson (Va.)

X

Adanna Hydes (Ky.)

X

Marilyn Seaton (Mo.)

X

Ann Krekelberg (Alaska)

X

Gina Spartz (Alaska)

X

Jamie Kruse (Neb.)

X

Jennifer Welch (Va.)

X

Elaine Logan (Mo.)

X

Kathy White (Mo.)


Other members/guests in attendance included incoming 2013–2014 President, Suzie Lowell (Alaska).

Approval of Minutes

Due to not having a current copy of the minutes from the last meeting held in Atlanta on Aug. 12, 2013, approval was postponed until the spring meeting to be held in Nashville, Tenn.

Old Business

Matthew Baker (Nev.) provided information on his Associate Exchange Program (AEP) participation and trip to the California State Senate. He and Ron Smith (La.) discussed the benefits of learning about different legislative processes used by different states. Some of those processes have been useful in helping other states change their procedures and policies, refine them, or add facets that had never been contemplated.

He provided information about an exchange done by Dana Miller (Mo.) to the Nevada Legislature during a very busy time of its legislative session. She was able to visit with various support service departments and sat in the chamber during the Assembly floor sessions. He noted that exchange visits do not have to be all work and no play. Dana was able to visit surrounding sites such as Virginia City and Lake Tahoe.

Ron Smith (La.) encouraged people to apply and for states to host an associate. He noted Louisiana had been a host state and that he had personally participated in the program. When Louisiana hosted an associate from Missouri, he had a template he used to ensure that their week-long visit was structured. It was a guide on how to keep the visiting associate engaged, active, and part of the process so that they learned as much as possible.

It was stressed to the committee members that there was no prohibition for applying for the AEP each year to receive a scholarship if they were not selected to participate the previous year(s). Their perseverance would pay off if they kept applying and showing their interest.

New Business

Concurrent Sessions—the committee is responsible for planning two session topics for the PDS in Baton Rouge.

Ron Smith (La.) said he planned to ask the Executive Committee for additional funding for the AEP. He also stated that he would send an e-mail to committee members requesting questions that they might think of following the Sacramento PDS, regarding what worked, didn’t work and topics of discussion for future concurrent sessions. He would also send an e-mail regarding information on frequently asked questions by new attendees of the PDS, such as what to wear, attendance at meetings, participation, networking, and what new attendees needed to be focusing on at the concurrent and plenary sessions so that the information was useful to them.

Matthew Baker (Nev.) reminded the committee members of the Betty King, Edward Burdick, and Jane Richards Scholarship, the latter being for travel to Canada to attend the Canadian Clerks at the Table Conference (CCATT).

Suggestions for concurrent sessions:

  • Discussion was held on submitting information to the chair and vice chairs for suggestions for concurrent sessions.
  • It was pointed out that the breakout session for the assistants (in Sacramento) was adequate but the session for Operations staff and its subgroups needed improvement. Several committee members commented that the room in the capitol building was too crowded and it was difficult to hear the discussion because there were three groups sharing one room, with everyone talking at the same time. There needed to be individual areas for each breakout group.
  • Ron Smith (La.) suggested e-mailing ideas for session topics or changes to the meeting format, if participants have ideas after they return to their respective states. Committee members also recommended bringing questions to the different staff groups prior to the next PDS so that committee chairs could prepare to address them at the breakout session. Ron offered to e-mail committee members after he has received input for them to review; this could be shared with facilitators.
  • Trish OBrion (Va.) suggested committee members write down ideas and/or questions they develop throughout the year while it is fresh in their minds and before session activities make them forget things.
  • Steven Tilley (La.) suggested a concurrent session topic called Commitment Management vs. Time Management.

Adjournment

Upon a motion by Steve Tilley (Mo.), seconded by Ann Krekelberg (Alaska), the meeting was adjourned at 3:40 p.m.

Respectfully submitted,
Matthew Baker (Nev.), Vice Chair