2014 (May) Membership and Communication Committee Meeting Minutes

5/3/2014

American Society of Legislative Clerks and Secretaries (ASLCS)

ASLCS SPRING MEETING
Nashville, Tenn.

Saturday, May 3, 2014

Call to Order

The meeting of the Membership and Communication Committee was called to order by Ruby Johnson (La.), chair.

Attendance

The following members of the committee were present:

X

Ruby Johnson, chair (La.)

X

Yolanda Dixon (La.)

X

Sarah Armistead (Va.), vice chair

X

Cathy Hooe (Va.)

X

Bonnie Alexander (Idaho)

X

Cheryl Laube (Ariz.)

X

Johnye Bennett (Va.)

X

Jim Schratz (Ark.)

X

Norma Chastain (Ariz.)

X

Patience Worrell (Texas)

 

Other members in attendance: President Suzi Lowell (Alaska) and Angela Andrews (NCSL).

Approval of Minutes

A motion by Yolanda Dixon (La.) was made to approve the minutes from the Aug. 12, 2013, meeting held in Atlanta, Ga.; Cathy Hooe (Va.) seconded the motion. A motion was made by Norma Chastain (Ariz.), to approve the minutes from the Oct. 12, 2013, meeting held in Sacramento, Calif.; Cathy Hooe (Va.) seconded the motion. The question was posed to the members of the committee if there were any changes for the Standing Orders and there were no changes submitted.

Old Business

Ruby Johnson (La.), chair, provided a copy of the survey results from the 2013 Professional Development Seminar (Sacramento, Calif.) to the members of the committee. There were only 30 surveys turned in and the results indicated the new attendees were pleased with the conference but would like more time to interact with counterparts who have similar job-related functions. Some of the new attendees felt they needed more information pertaining to joining a committee. Ruby Johnson (La.), chair, also suggested we should give the new attendees the questionnaire/survey at the new members’ orientation instead of at the wrap-up meeting and this would allow enough time to complete the surveys and address any concerns.

New Business

Several suggestions were made from the committee members in reference to providing information to new attendees as follows:

  • Provide more information in the new member packet.
  • Sponsors could also encourage new attendees to join ASLCS committees or share their committee experience(s).
  • Provide a friendship and/or networking table during breakfast on various days of the conference either by ribbons or job duties and new attendees could discuss their work challenges and concerns.

Several icebreaker ideas were discussed for the New Member’s Orientation to be held in Baton Rouge. The members were presented with an example of an ASLCS bingo game and everyone agreed this would be the icebreaker for the New Member’s Orientation. It was suggested that the committee keep in mind we have one hour for the orientation and our main objective is to ensure the new attendees are knowledgeable about ASLCS when establishing rules for the icebreaker.

President Suzi Lowell made a visit to the committee and Ruby Johnson (La.), chair, asked if she would make a special presentation to the new attendees and she agreed to present each member with a special pin from her state during orientation. Most of the committee members were concerned about not receiving their new attendee’s information in a timely manner. Angela Andrews (NCSL) informed the committee that sometimes she does not receive registration information until the last minute, therefore, making it difficult to have the information readily available to the committee. Angela assured the committee she will continue to work closely with us.

Members of the committee thought the group picture was a great idea and would like to have a group picture for the 2014 PDS. Also, any revisions to the new attendee handbook should be submitted to Ruby Johnson (La.), chair, and Yolanda Dixon (La.) no later than Aug. 15.

Adjournment

Upon a motion by Ruby Johnson (La.), chair, and seconded by Cheryl Laube (Ariz.) and Patience Worrell (Texas), the meeting was adjourned.

Addendum

Upon a brief discussion with Ruby Johnson (La.), Jay Braxton (Va.) and Angela Andrews (NCSL), it was agreed the Membership and Communication Committee would partner with the International Communication and Development Committee to host the New Member’s Orientation at the 2014 Professional Development Seminar to be held in Baton Rouge.

Respectfully submitted,
Ruby Johnson (La.), chair
Sarah Armistead (Va.), vice-chair, acting minute recorder