Olympia, Washington winter 2010 The Legislative Administrator an official publication of the American Society of Legislative Clerks & Secretaries milwaukee art museum • photograph by luiz felipe castro September 8-12, 2010 • Milwaukee, Wisconsin aslcs Professional Development Seminar wisconsin state capitol • photograph by justin kern September 8-12, 2010 • Milwaukee, Wisconsin aslcs Professional Development Seminar washington state capitol • photograph by eric hunt washington state capitol • photograph by kyle cheung Table of Contents president’s message . 1 committee meeting minutes 2008 – 2009 Executive Committee . 2 Bylaws & Standing Orders Committee . 6 Canadian-American Relations Committee . 8 2009 Joint Canadian-American Clerks Conference . 10, 13 Inside the Legislative Process Committee . 14 International Communication & Development Committee . 16 Legislative Administrator Committee . 18 Membership & Communication Committee . 20 Professional Journal Committee . 22 Program Development Committee . 24 Roster Committee . 26 Site Selection Committee . 28 Support Staff Committee . 32 Technology Committee . 34 2009 – 2010 Executive Committee . 37 2009 – 2010 Executive Committee members . 36 Annual Business Meeting minutes . 39 photographs Double Vision . 30 Candid Camera . 35, 55 Professional Development Seminar (Seattle, 2009) . 40 Change, Recognition and Reflection . 42 International Roll Call . 62 Joseph A . Beek Award presented to Ramona Kenady . 44 landmarks House Recognition honoring Norman L . Moore . 45 David Valverde retires after 33 years in the California Senate . 46 Newsmaker q&a: Rich Puffer, Chief Clerk of the Delaware House of Representatives . 50 Associate Exchange Program . 52 States-at-a-Glance . 56 Technology: West Virginia House Streaming! . 60 washington state capitol • photograph by kyle cheung Mark Your Calendar 2010 Spring Business Meeting . April 9-11, 2010 Sheraton New York Hotel and Towers, New York, ny www .sheraton .com/newyork 2010 ncsl Legislative Summit . July 25-29, 2010 Louisville, Kentucky 2010 aslcs Professional Development Seminar . September 8-12, 2010 Milwaukee, Wisconsin Gregory M . Gray, Clerk, West Virginia House of Delegates and aslcs President ny state capitol • photograph by jessica President’s Message Dear aslcs Members: First, I want to thank each of you for permitting me to serve for the next year as your President . To coin an often over-used and sometimes meaningless expression we all hear frequently in our own Legislatures, it is a distinct honor and privilege . I mean that . My association with aslcs goes back to 1977, when I attended my first “conference” in New Orleans from November 28 through December 2 . I distinctly remember the balmy climate of New Orleans, the excitement of the city, and the warm and friendly folks I encountered who were part of that organization everyone referred to as “Clerks and Secretaries ”. The seed was planted, and my attachment toaslcs grew as I made acquaintances and lasting friendships, some of which have endured all these years . Those people who gathered in the different meetings, and who ultimately gathered in the hospitality suite at night were a likeable lot, and I only wanted to be a part . It did not take long . I soon learned that the evenings of fun and relaxation all started with meetings, lectures, concurrent sessions and panel discussions . I saw hard-working people by day, and friendly, welcoming people in a more relaxed evening atmosphere . I saw and learned about dedication to the legislative institution, hearing first-hand recitals by such legislative giants as Ed Burdick of the Minnesota House, Ham MacWhorter (of fond memory) of the Georgia Senate, and McDowell Lee of the Alabama Senate . The years passed, as they will for all new members who take an interest and an active role in the Society, the stories and memories accumulated, as they do for all of us . Many who were here then are not here now . The faces and personalities change over time, but the core values I first learned from those who welcomed me remain the same today: Love the legislative institution which affords you the opportunity to grow in knowledge, experience and maturity . And in turn, avail yourself of the opportunities you will find inaslcs to cultivate and develop not only those areas, but also in true and lasting friendships throughout these great United States . My heartfelt thanks to all, and wishing each of you the very best in the coming year, know me to be solicitous of and open to your suggestions . Gregory M . Gray, Clerk of the West Virginia House & President of aslcs the legislative administrator: winter 2010 a s l c s 2008-09 Executive Committee Meeting Minutes Professional Development Seminar, Sept. Beginning balance on 7/22/09 . $ 68,408 18. 15th, 2009; Renaissance Hotel, Seattle, wa Deposit on 8/7/2009 . .$ 390 00. Deposit on 8/28/2009 . .$ 130 00. call to order: The meeting of the Executive Deposit to be made . $ 390 00. Committee was called to order by aslcs Subtotal . .$ 69,318 18. President, the Honorable Millicent MacFarland, Pending iou deposit* . $ 130 00. Clerk of the Maine House of Representatives, at 4:25 p .m . Disbursements Millicent MacFarland . .$ (634 10). attendance: The following members of the Millicent MacFarland . .$ (743 28). committee were present: Millie MacFarland Office Depot . .$ (191 95). (me); Greg Gray (wv); Robert Marchant (wi)*; Uni Source . $ (177 60). Carmen Cauthen (nc); Claire Clift nv( ); Pitney Bowes . .$ (886 00). Norma Chastain (az); Terry Spieler (mo)*; rmd Gallery . .$ (237 05). Karen Wadsworth (nh); Londi Ensor (ak); Texas Senate . $ (2,489 81). Patsy Spaw (tx); Brad Hendrickson (wa) . (Subtotal) . $ (5,359 79). * Robert Marchant & Terry Spieler were total . $ 63,958 39. present via telephone . note: As of the date of this report, we have Angela Andrews, ncsl Liaison to aslcs, and received 2009 dues from 424 members . This Crys Jones, Records Supervisor, Alaska, were total represents 101% of the total number of also in attendance . members from 2008 . Of this total, 35 are new members . approval of minutes: Upon a motion by Claire Clift, seconded by Karen Wadsworth, *The California Senate has made a $130 00. the minutes of the last meeting of the payment by registered warrant (iou) that Executive Committee held July 22, 2009, cannot be cashed before October 2, 2009 and during the ncsl Legislative Summit in therefore is not included in this report’s totals . Philadelphia, pa, were approved . Upon a motion by Carmen Cauthen, seconded aslcs treasurer’s report: by Norma Chastain, the Treasurer’s Report Executive Committee was approved . Thursday, September 10, 2009 old business: Angela Andrews, ncsl Liaison, reviewed the status of the following a s l c s the legislative administrator: winter 2010 aslcs financial accounts: the Special Meetings new business: The Committee discussed a Fund (l190), the Professional Development request to allow staff from the U .S .House Clerk’s Revolving Account and the 2009 pds Budget . or Senate Secretary’s Offices to become members Angela also discussed the fund raising status— of aslcs . The Committee questioned the national sponsors and state contributors—for motivation of federal staff’s participation in a both the Seattle and Milwaukee Professional state legislative organization . The Committee Development Seminars . decided to take no action at this time . Rob Marchant informed the Committee that the President MacFarland informed the Committee Wisconsin Dept . of Commerce had sent out the $1,000 allocation provided to aslcs by lscc fundraising, follow-up letters, but they have not to participate in ncsl’s e-Learning website generated any additional contributions to the would be used to videotape the Mason’s Manual 2010 pds . He added that Don Schneider, former concurrent session which will explain the work Chief Clerk of the Wisconsin Senate, was willing the Mason’s Manual Commission has done to help with the Host State fundraising efforts . thus far on the new edition of the Manual to be published in 2010 . She further stated if there President MacFarland mentioned that she was are any additional editing costs associated with initially worried that the Seattle pds would this project, those costs would be paid from the not meet its attendance projections and then remaining $800 allocation . General discussion announced how pleased she was to report that followed regarding aslcs’s participation and the registration projection was not only met sole role in reviewing, editing and updating (150 fully paid registrants) but was surpassed Mason’s Manual of Legislative Procedure every for the Seattle meeting . ten years . Rob Marchant updated the Committee on the Crys Jones, on behalf of Suzi Lowell, Chair, status of the America’s Heritage: Capitols of aslcs Site Selection Committee, noted that the United States book project . He thanked the Site Selection Committee had selected Brad Hendrickson for bringing the publication Branson, Missouri, as the 2011 pds site for to the Executive Committee’s attention and consideration by the Executive Committee . said that ncsl paid Bill Ehlert for the copyright The Branson pds would be a No-Host pds, to the book . Rob also mentioned that President- but Terry Spieler added she discussed with her Elect Gray would be appointing a special com- leadership the possibility of using Missouri’s mittee to review and edit the new publication . legislative staff to assist with the seminar as well as, possibly, doing some of the fund- On a motion by Rob Marchant, seconded by raising which, then, might turn the seminar Brad Hendrickson, the Committee approved into a Hybrid event instead of a No-Host depositing any profits made from the Seattle event . Terry stated that her leadership was pds into the Special Meetings Fund Account amenable to her request but could not commit instead of the Professional Development wholly . Patsy Spaw moved to accept Branson, Revolving Account in order to replace the mo, as the No-Host site for the 2011 pds, monies from the l190 Account that were used seconded by Claire Clift, the motion passed to adequately fund the 2009 pds .