LRC’S Role In Session Operations: A Procedures Manual Informational Bulletin No. 159 Legislative Research Commission Frankfort, Kentucky November 2014 LRC’s Role In Session Operations: A Procedures Manual Informational Bulletin No. 159 Legislative Research Commission Frankfort, Kentucky November 2014 Paid for with state funds. Available in alternative format by request. Legislative Research Commission Introduction LRC’s Role in Session Operations Introduction As the administrative arm of the General Assembly, the Legislative Research Commission (LRC) is responsible for the daily operations of regular and special legislative sessions, including virtually every aspect of the legislative process. The role of LRC staff has expanded greatly with the advent of an independent General Assembly, and this publication attempts to provide a more complete overview of the various functions that LRC plays in the process. This informational bulletin has been prepared by LRC staff. Marcia Ford Seiler Acting Director Legislative Research Commission Frankfort, Kentucky November 2014 i Legislative Research Commission Contents LRC’s Role in Session Operations Contents Chapter 1 Bill Tracking ............................................................................................................1 Chapter 2 House Clerk Services ...............................................................................................3 Chapter 3 Journal Preparation ................................................................................................17 Chapter 4 Fiscal Statements ...................................................................................................23 Chapter 5 Committee Assistants.............................................................................................25 Chapter 6 Legislative Support Services..................................................................................35 Chapter 7 Legislative Citations and Page Certificates ...........................................................37 Chapter 8 The Legislative Record ..........................................................................................39 Chapter 9 Internet Services: Kentucky Legislature Internet Site ...........................................41 Chapter 10 Project Center .........................................................................................................43 Chapter 11 Courier Services .....................................................................................................45 Appendices A Rules Committee Calendar ................................................................................................47 B Bill Flow Chart ..................................................................................................................51 C House Minutes ...................................................................................................................55 D Rules Committee Report ....................................................................................................65 E Orders of the Day ...............................................................................................................67 F House Bill Jacket–Blue ......................................................................................................73 G House Resolution Jacket–Beige .........................................................................................75 H “B” Copy Worksheet .........................................................................................................77 I In-house Report of Committee (E&E) ...............................................................................79 J GA Cover ...........................................................................................................................81 K Message to the Senate ........................................................................................................83 L Message from Senate .........................................................................................................85 M Senate Bill Jacket–Green ...................................................................................................87 N Engrossed Cover ................................................................................................................89 O House Bill Room Distribution ...........................................................................................91 P House Journal Day .............................................................................................................93 Q Bill Log ............................................................................................................................109 R House Referral Form ........................................................................................................111 S Senate Daily Action .........................................................................................................113 T Request for Posting ..........................................................................................................119 U House/Senate Report of Committee.................................................................................121 V Attendance Roll Call ........................................................................................................123 W Amendment Roll Call Voting ..........................................................................................125 X Guest List .........................................................................................................................127 Y Agenda .............................................................................................................................129 Z Committee Memoranda ...................................................................................................131 AA Senate/House Amendment ...............................................................................................133 AB Senate/House Title Amendment ......................................................................................135 AC Session Minutes ...............................................................................................................137 iii Contents Legislative Research Commission LRC’s Role in Session Operations AD Conference Committee Report ........................................................................................139 AE Staff Analysis ...................................................................................................................141 AF Free Conference Committee Report ................................................................................143 AG Citation Request Form .....................................................................................................145 AH Senate/House Citations ....................................................................................................147 AI Legislative Citation Notice ..............................................................................................149 AJ Senate/House Honorary Page Certificates .......................................................................151 iv Legislative Research Commission Chapter 1 LRC’s Role in Session Operations Chapter 1 Bill Tracking The Deputy Director for Committee and Staff Coordination is responsible for general coordination of bill drafting by LRC staff members during session. All requests for drafting bills should be directed to the Deputy Director immediately upon receipt. It is important for a bill request to be logged on the same day it is submitted to LRC staff because that date will help determine the priority given the request throughout the drafting process. LRC staff will assist only legislators in drafting bills. Interest groups and individual citizens are encouraged to approach legislators with their ideas for legislative proposals. If a legislator is interested in the idea, the member can request a bill draft. The Governor’s Office frequently coordinates executive agencies’ bill requests. Although an individual staff member may assist a legislator in developing a bill request, the bill request must be officially assigned and properly recorded. A Bill Request form is completed for bills being drafted in conjunction with committee recommendations. The drafter should advise the Deputy Director that a committee has requested a bill. After bill requests are received and logged, they are assigned by the Deputy Director to a staff member for drafting. Staff members may ask for specific assignments and legislators may request specific drafters. However, no staff member should assume an assignment until it is officially made, and no legislator should assume that a requested drafter received the assignment. Every effort is made to distribute the bill drafting workload as evenly as possible among staff members, although workload will vary according to issues involved in a given session. When a bill request is assigned for drafting, the name of the drafter and the date of assignment are recorded. The sponsor is then notified by letter or email of the bill request number and the drafter’s name and telephone number. As the session progresses and the workload increases, notification letters will no longer be sent. Materials pertaining to the bill are then assembled in a numbered folder and forwarded to the drafter. After official notification of the assignment, direct communication between the