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IDAHO STATE SENATEPolicy Manual
Procedures and General Information
In order that everyone concerned - senators and attaches alike - may work in a professionalenvironment, an environment that is pleasant and enjoyable for all, the President Pro Temporeof the Senate has established the policies in this manual. Please review them carefully.
All legislative bodies are bound by rules of procedures, and the rules that have been adopted bythe Senate are known as Rules of the Senate and Joint Rules Senate and House. The policiesincluded herein are in addition to those rules.
The general information and procedures set forth in this manual – information such as a Code ofConduct for Senate attaches, a Senate organizational chart, information about the Legislature, andinformation on how a bill becomes law – will prove helpful to you in your tenure here in the IdahoSenate.
If there are any questions, please contact Robert L. Geddes, President Pro Tempore, Room W332,Phone 332-1300, or Jeannine Wood, Secretary of the Senate, Room W327, Phone 332-1309.
Revised January, 2010
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IDAHO STATE SENATEPOLICY AND PROCEDURE MANUAL
(Updated/approved by President Pro Tempore January 2010)
TABLE OF CONTENTS
Page
A. Organizational Chart . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
B. POLICIES
1. Attachesa. Rules and Protocol . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
(1) Addressing Public Officials . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3(2) Confidentiality . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3(3) Dress Code . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4(4) Ethics and Conduct . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4(5) Interim Employment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4(6) Mail Distribution . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4(7) Office Furniture . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5(8) Office Supplies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5(9) Personal Conduct . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5(10) Problems, Questions, Concerns . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5(11) Public Contact . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5(12) Rules and Parliamentary Authority . . . . . . . . . . . . . . . . . . . . . . . . . 5(13) Salary and Payroll Deductions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6(14) Senate/House dining Room . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6(15) Senate Lounge . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7(16) Telephone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7(17) Working Hours . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
b. Code of Conduct . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9c. Obligations of Senate Attaches to Legislators . . . . . . . . . . . . . . . . . . . . . 10
(1) Honesty . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10(2) Candor . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10(3) Objectivity . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10(4) Competence . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10(5) Diligence . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11(6) Fairness . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
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d. Obligations of Senate Attaches to Each Other . . . . . . . . . . . . . . . . . . . . . 11(1) Respect . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
e. Obligations of Senate Attaches to the Public . . . . . . . . . . . . . . . . . . . . . . 11(1) Courtesy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
f. Staff Expectations of the Senate . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 112. Senate/House Auditorium . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 123. Copy Center . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 134. Policy on Sexual Harassment
a. Policy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14b. Consequences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
5. I. D.Tags/Security Badges . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 166. Interim Use of Senate Chamber, Lounge, Meeting Rooms . . . . . . . . . . . . . . . . . 177. Senate Lap Top Policy
a. Laptop Policy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18b. Guidelines for Using Internet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18c. Laptop Agreement . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
8. Key Policy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 229. Lobbyists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
10. Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24a. Outgoing Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24b. Incoming Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24d. Anthrax Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
11. Pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2712. Press/Media . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
13. RS Privacy Policy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
14. Security Procedure . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31
a. Idaho State Police . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31
b. Medical Emergencies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32
c. Night/Weekend Security Guards . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
15. Senate Floor Policies and Procedures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
16. Senate Stationery . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
17. Substitute Senator . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
18. Senator’s Telephone Policy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
19. Travel and Lodging . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
a. Travel Authorization Request . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
C. PROCEDURES
1. Organization of the Legislature and General Information . . . . . . . . . . . . . . . . . . 43a. Legislature . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43
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b. Leadership . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43c. Voting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43d. Committees . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43e. Daily Sessions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44f. Employees (Attaches) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45g. Lobbyists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45h. Legislative Council/Legislative Services . . . . . . . . . . . . . . . . . . . . . . . . . . . 46
(1.) Legislative Services . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46(2.) Legislative Information Center . . . . . . . . . . . . . . . . . . . . . . . . . . . 46(3.) Bill Room . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46(4.) Budget and Policy Analysis . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46(5.) Network Administration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46(6.) Performance Evaluations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46
i. Legislative Information Center . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46j. Visitor Welcome Desk . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46k. Capitol Tours . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47l. Gift Shop . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47m. Legislative Copy Center Policy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47n. Legislative Mail/Bill Distribution Center . . . . . . . . . . . . . . . . . . . . . . . . . . 47o. Publications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48
(1.) Weekly Bill Status/Mini Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48(2.) Journals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48(3.) Legislative Directory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48(4.) Rules of the Senate/Joint Rules Senate and House . . . . . . . . . . . 48(5.) “What to Say and When to Say It” . . . . . . . . . . . . . . . . . . . . . . . . 49(6.) Internet (Publications Available on Internet) . . . . . . . . . . . . . . . . 49
p. Computer System . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49q. Senate Inventory and Office Supplies . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49
D. GENERAL INFORMATION
1. How a Bill Becomes a Law . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51a. Introduction and First Reading . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51b. Second Reading . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52c. Third Reading . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52
(1.) Consent Calendar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52d. House Action on Senate Bills . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52e. Committee of the Whole (14th Order) . . . . . . . . . . . . . . . . . . . . . . . . . . . 52
(1.) Amendments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53f. Governor’s Action . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53g. Other Legislation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53
(1.) Concurrent Resolution . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53
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(2.) Joint Memorial . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54(3.) Joint Resolution . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54(4.) Personal Bills and Resolutions . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54(5.) Proclamation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54
(6.) Resolution . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55
h. Legislative Intent . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55
i. Processing of Administrative Rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55
(1.) Rules Review - Questions and Answers . . . . . . . . . . . . . . . . . . . . 5711. Senate Confirmations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59
a. Board of Correction Appointments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59a. Fish and Game Commission Appointments . . . . . . . . . . . . . . . . . . . . . . . 59b. Gubernatorial Appointments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59c. Idaho State Bar Appointments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59
E. GLOSSARY OF LEGISLATIVE TERMS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79
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ATTACHESRULES AND PROTOCOL
Senate employees, also referred to as “attaches,” work for the legislative branch of government,the branch responsible for all the laws under which all Idahoans must live. The Legislature's twoprimary functions are to enact laws and to furnish an arena for discussion.
Our Legislature meets every year. While our sessions are not long, there is a tremendous amountof work to be accomplished in a short time. It must be done expeditiously and with unerringaccuracy.
It takes a coordinated effort to produce an efficient and effective legislative session. Your role asa legislative attache is critical to this process. Always keep in mind during your period ofemployment with the Legislature that if we emanate a positive attitude and demonstrate skills ofthe highest quality, we are assisting in making the session professional and successful.
ADDRESSING PUBLIC OFFICIALS
Most of the people with whom attaches will have contact have a title and should be addressed bythat title. In public a senator is always addressed as “Senator,” and a representative is alwaysaddressed as “Representative” -- or Mr., Mrs., Ms. -- NOT by his or her first name, unlessrequested otherwise by the legislator.
CONFIDENTIALITY
During the course of the legislative session you will come in contact with many importantdocuments. Bear in mind that many of these documents are confidential. Legislators’correspondence to constituents or state officials must be held in strict confidence. The contentsof your work must not be discussed or shared with anyone outside your work area or with anyother legislator.
Draft legislation (an RS) is the private property of its sponsor and must not be shown to anyoneelse without the sponsor’s permission. Once an RS has been taken before a committee fordiscussion, it becomes a public document.
Any tape recordings of committee meetings shall be made only for the purpose of assisting thecommittee secretary, and are not the official record of a committee’s proceedings. Once minutesare finalized and approved by the committee members, the tapes may be recycled at thediscretion of the committee chair. (See Joint Rule 19.)
Sound judgment and discretion are required on your part in making material available to otherthan your employer. Should you have any doubt whatsoever when you are requested to disclosevarious matters, you must consult your supervisor/committee chair.
Any breach of confidentiality is grounds for immediate dismissal.
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DRESS CODE
Attaches are expected to dress in business-like attire at all times. Denim blue jeans, sweat shirts,jogging suits, tennis suits, or similar casual attire are not to be worn at any time during workinghours.
Male employees are required to wear suits, sweaters, or jackets with slacks and a tie.
Female employees are required to wear suits or dresses, or sweaters/blouses with skirts, slacks,or pantsuits. Mini skirts are not allowed.
ETHICS AND CONDUCT
Once the Session begins, you are required to serve both political parties in a similar and impartialmanner irrespective of your personal political persuasion. No matter how strongly you may feelabout an issue, maintain a neutral attitude at all times.
Senate attaches shall be “procedure oriented” and not “issue oriented” in their function andactivity during legislative employment. Employees must not lobby or actively try to influence theoutcome of legislative consideration on any issue. Any lobbying from an attache may result inimmediate dismissal.
INTERIM EMPLOYMENT
The President Pro Tempore is authorized to retain such personnel as deemed necessary during theinterim as directed in Senate Rule 7(C).
If personnel are retained, the Secretary of the Senate has direct supervisory responsibility for allsuch employees. Such employees shall report to the Secretary, and all work assignments and hoursof employment must first be approved by the President Pro Tempore or the Secretary of theSenate.
There shall be no deviation from the assignment or the hours approved unless permission has beenobtained directly from the President Pro Tempore or the Secretary of the Senate prior to anychange.
All matters dealing with interim pay shall be handled by the Fiscal Assistant of the Senate asapproved by the President Pro Tempore.
MAIL DISTRIBUTION
All legislative mail is distributed through the Legislative Mail/Bill Distribution Center located on theGarden Level of the Capitol, now under the auspices of Legislative Services. It will be delivered torecipients at their respective offices by the Senate Pages. Outgoing mail should be taken to theMail Center or deposited in the locked mail box located on the third floor to be picked up by theMail Center personnel. Mail must be addressed according to specifications set out by the StateMail Room. See Mail Policy in this manual.
All Senate mail is paid for by the Senate under certain limitations set by the President Pro Tempore.Therefore, do not take legislative mail to the State Mail Room as it must go through the LegislativeMail Center to be counted. Personal mail can be handled through the Legislative Mail Center, butyou must supply your own postage.
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OFFICE FURNITURE
Office furniture, to include desks, filing cabinets, chairs, tables, bookcases, and lamps, are not tobe transferred from one office to another without first contacting the Sergeant at Arms. A numberhas been assigned to each item. That inventory of numbers and the cost of each item are kept inthe Sergeant at Arms’ and President Pro Tempore’s offices. All of these items must be accountedfor at the end of each session.
OFFICE SUPPLIES
A. The Sergeant at Arms is responsible for the inventory of office supplies. Requestsare to be made through that office.
B. Senators, staff, and attaches are provided with all office supplies necessary toconduct legislative duties. A standard list of items will be provided. We willattempt to accommodate all reasonable requests for supplies not contained in thestandard list.
PERSONAL CONDUCT
The work you do is demanding. It requires the utmost accuracy, as well as punctuality anddependability. You are a representative of the Legislature on and off hours, and you have aresponsibility to maintain a respectable image at all times. Any Senate employee who becomesimpaired by alcoholic beverages or drugs during the work day will be given a warning and senthome the first time. If the employee is impaired by alcoholic beverages or drugs during the workday a second time, the employee may be terminated.
PROBLEMS, QUESTIONS, CONCERNS
If there is a problem or concern in your employment, please advise your immediate supervisor first.If you are uncomfortable with discussing the situation with your immediate supervisor, or thesupervisor cannot resolve it, discuss the situation with the Secretary of the Senate. If the situationis still causing you concern, it will ultimately be presented to the President Pro Tempore.
PUBLIC CONTACT
During the few months you are here, you will be in direct contact with the public. It is essentialthat you be tactful, courteous, and helpful at all times. You may at times be confronted withpeople who are cantankerous and impatient – but remember – you are the public relationsspecialist in your job. As the public sees you, so will it see the legislative branch of government.
Attaches are not to give any interviews to the media involving any legislation.
RULES AND PARLIAMENTARY AUTHORITY
Senate Rules are adopted each session by the members of the Senate and are the operating rulesof procedure. It is imperative that you acquire a working knowledge of these rules. In addition toSenate Rules, Joint Rules are also adopted by the Senate and House, and the Idaho Legislature’sadopted parliamentary authority is Mason’s Manual of Legislative Procedure (See Senate Rule 48).Time spent familiarizing yourself with these rules and parliamentary procedures will further addto your appreciation of, and participation in, the serious business of lawmaking.
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The following Senate Rules particularly apply to your employment as a Senate attache:
“Rule 7(C): All employees of the Senate shall be selected by an attache committee, whichcommittee shall be appointed by the Senate leadership, and the employees so selectedshall be subject to the approval of the Senate. There shall be paid to the employees of theSenate, for all services rendered by them, such compensation as may be determined bySenate leadership. The President Pro Tempore is authorized to retain such personnel asdeemed necessary during the interim”
“Rule 7(D): Subject to the overall supervision of the President Pro Tempore, the Secretaryof the Senate shall have general responsibility for all Senate employees, althoughdoorkeepers, watchmen, janitors, pages, and others charged with housekeeping functionsshall be immediately responsible to the Sergeant at Arms.”
“Rule 7(E): Any of the employees of the Senate may be removed by a two-thirds vote of themembers of the Senate for failure to perform the duties imposed upon them, or forincompetency, or for conduct which shall by the Senate be deemed improper.”
“Rule 46(D): Any employee of the Senate, or of its committees, soliciting or inviting anysenator to vote or use his influence for any bill or matter before the Senate, shall bedismissed at once from the Senate, and shall be dismissed at once from service andemployment.”
SALARY AND PAYROLL DEDUCTIONS
As specified in Senate Rule 7(C), salaries and positions are authorized by the Senate leadership atthe beginning of each session of the Senate. Attaches are paid every other Friday on the state’sbi-weekly payroll cycle (every two weeks). A schedule of pay periods and pay days for the sessionis available from the President Pro Tempore’s office.
Time sheets should be completed each day. Time reporting is on the Internet, via Internet Explorer(not Netscape) and the State Controller’s Office: “I-TIME” site.
The usual deductions of federal and state tax and FICA will be withheld from payroll checks.Insurance and retirement benefits are not available to legislative attaches. Attaches are allowedone day of personal/sick leave per month. If this personal/sick leave is not used during the session,the attache will receive three days’ compensation in their final pay check.
Martin Luther King Jr/Idaho Human Rights Day and President’s Day are state holidays, but they arenot legislative holidays. The Legislature will be in session on those days and attaches are requiredto work. Attaches will be paid time and a half for hours worked on those holidays.
SENATE/HOUSE DINING ROOM
The Senate/House Legislative Dining Room is operated for the convenience of senators andrepresentatives, and attaches are privileged to enjoy this convenience. PLEASE observe thefollowing policy regarding the Legislative Dining Room:
A. The cafeteria will be open to legislators, their invited family/guests, and legislativestaff and attaches, including pages and interns. Staff and attaches can only pick upto-go lunches and breakfasts there.
B. The media is not allowed in the Dining Room at any time.
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C. Hours of operation will be 7:00 am to 2:00 pm, Monday through Friday during the
Legislative Session, and offer a breakfast and lunch menu.
D. Rhonda DiGiorgio, owner of Rooster’s Eatery and Catering, will be the vendor forthe Legislative dining room.
E. All legislators will be required to purchase a minimum $150 meal card, which willwork just like a gift card. Legislators certainly can buy a larger amount for $200 or$250, for example, if they choose.
F. Staff and attaches can also purchase meal cards, or use cash or debit/credit cards.
G. Money received from the purchase of the meal cards will be deposited in a specialLSO legislative cafeteria fund and dispersed to the dining room vendor on astructured basis.
H. The dining room can also cater/deliver box lunches for any lunch meetings that takeplace in the Capitol Building (orders taken up until 9:00 am the same day).
To purchase your meal card please make checks payable to the Legislative Cafeteria Fund.
SENATE LOUNGE
The Senate Lounge, located behind the Senate Chamber, is for Legislators and their guests.
TELEPHONE
Always answer the telephones in a courteous manner using good telephone etiquette. The mannerin which you answer the telephone will give a good or bad impression and will reflect on yourlegislator or the chairman of your committee. If it is necessary to make personal telephone calls,keep them to a minimum and as short as possible. Personal long distance telephone calls at stateexpense are prohibited. The telephone in your office is for business purposes and should beavailable at all times.
Pages are encouraged to call their parents or guardians, and their respective schoolcounselor/principal on a weekly basis. If a Page does not have his/her personal cell phone, pleasecontact the Sergeant at Arms and she will assist you in making these calls.
WORKING HOURS
Normal working hours are 8 a.m. to 5 p.m. unless otherwise designated. The lunch hour for eachlegislative attache shall be one hour.
If you are sick, please stay home. If you are unable to report for work due to illness, please notifyyour immediate supervisor and the Secretary of the Senate as soon as possible so arrangementscan be made to cover your assigned duties. Pages are to notify the office of the Sergeant at Arms.
Each attache has been chosen to do a certain job. Please do not ask for time off unless it is aserious matter requiring your personal attention.
During the first few weeks of the session the workload is not extremely heavy. Towards the endof session, however, you may be asked to work longer hours. Overtime is discouraged unless
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absolutely necessary. If you feel it necessary to work overtime in order to complete your workduties, you must receive permission from your immediate supervisor and/or the President Pro Tempore.
If you find that you are unable to finish a project or an assignment within the required time frame,you are responsible for seeking additional assistance to complete the project assignment.
The Legislative Information Center and switch board will be open from 8 a.m. to 6 p.m. TheInformation Center Director will rotate the hours as needed with the Center staff and telephoneoperators to accommodate the necessary hours of business.
Code of Conduct by the National Conference of State Legislatures1
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CODE OF CONDUCT 1
FOR SENATE ATTACHES
PREAMBLE
In recognition of the importance of staff to the mission of the legislative branch of stategovernment and of the value of excellence and professionalism in staff performance, the Senateadopts this code to guide the conduct of attaches (including pages) of the Idaho Senate in theirservice to the Legislature, its members, and the public.
STATEMENT OF INTENT
This code is intended to provide guidance to all persons who serve as Senate attaches. Thevariety of staff functions and of staffing structures within which legislative attaches servethe Legislature requires that they interpret the obligations of this code from a variety ofperspectives.
This code is intended to supplement existing laws and rules to which attaches already aresubject. Obligations that Senate attaches have under these laws and rules, including variousprofessional codes, are recognized and fully accepted.
This code is intended to support the sense of personal responsibility that Senate attachesfeel for their own actions. Reasonable people may disagree on the particulars of a code ofconduct for legislative staff. The circumstance of life and work present conflicts and hardchoices. Senate attaches have the ultimate responsibility to make the day-to-dayjudgments necessary for this code to guide their service to the Legislature.
GENERAL PRINCIPLES OF CONDUCT
PUBLIC SERVICE
A Senate attache is a public servant. The broad purpose of his or her work is to assist theLegislature in promoting the common good of the citizens of this state.
SERVICE OF THE LEGISLATIVE BRANCH
The mission of Senate attaches and the purpose of their public service is to support thestate Legislature in its mission. Any action or inaction which could bring disrepute to orinfringe upon the authority of the legislative branch of government or the principle ofrepresentative government conflicts with this service.
A RELATION OF TRUST
A Senate attache stands in a relation of trust, confidence, and responsibility to theLegislature and has the duty to act in a way that makes him or her worthy of the trust andconfidence the Legislature places in attaches.
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OBLIGATIONS OF SENATE ATTACHES TO LEGISLATORS
HONESTY
A Senate attache demonstrates the highest standards of honesty and personal integrity inall of his or her work for the state Legislature. An attache is discreet in what he or shereveals about work done for any legislator and, subject to the law and in accordance withcustom or policy of a legislative body or agency, maintains confidentiality ofcommunications between the attache and any legislator.
CANDOR
See Senate Rule 46 which prohibits employees from opposing or urging legislation exceptas their duties require. Senate attaches are prohibited from making certain publicappearances and issuing press releases without prior approval from Senate leadership orthe senator for whom they work.
OBJECTIVITY
Senate attaches may provide objective advice, information, and alternatives to legislators,independent of the attache’s personal beliefs or interests of third parties. An attacheavoids activities that conflict with this objectivity or give the appearance of conflict.
It is not expected that a Senate attache will have no personal beliefs regarding public policy.What is expected is that in doing his or her job, the Senate attache will not let thosepersonal beliefs be limiting but rather will be open to alternatives and committed to beingcomprehensive in presenting information and providing support. Certain activities canmake it difficult for an attache to be objective or can give the appearance that he or she isnot objective. In public service, this appearance can undermine public confidence in theLegislature and compromise the effectiveness of attaches.
Because it can be difficult to determine which activities give the appearance of conflictingwith objectivity, attaches and their legislative employers have the obligation to carefullyassess the effect of such activities as accepting gifts or favors from persons with aninterest in the legislative process, of taking an active or leadership role in an organizationwhich attempts to influence the Legislature, and of entering into conversation aboutpotential employment with an entity which has an interest in the legislative process.Similarly, attaches and their legislative employers must evaluate any outside employmentfor its potential to compromise as well as to weaken diligence.
Senate attaches may accept or undertake supplemental employment but activities whichconflict with duties or assigned responsibilities with the Legislature are not permitted.
COMPETENCE
Senate attaches strive to acquire and maintain the knowledge and skills necessary to do thework he or she is expected to do and recognize when to seek assistance from others.
To support the Legislature in its mission, Senate attaches must be competent and need tobe aware of his or her kind and degree of expertise, to be forthright with legislators aboutwhat he or she can do, to know when to seek assistance, and to take every opportunity tocontinue to learn.
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DILIGENCE
A Senate attache gives a hard-working effort to each work task, uses available time in aproductive and efficient manner, and completes work in the most timely fashion possible.
FAIRNESS
A Senate attache treats all legislators with equal respect and provides services of equalquality to all legislators to whom he or she is responsible.
OBLIGATIONS OF SENATE ATTACHES TO EACH OTHER
RESPECT
A Senate attache treats all fellow legislative attaches with respect and appreciates thepressures they work under and the difficulty of some of the choices they must make. Heor she is willing to operate as part of a team when appropriate.
For an attache to fail to support a colleague or to work against a colleague's efforts toperform his or her work, is to lessen the ability of the staff as a whole to perform its workfor the Legislature. Senate attaches often work on opposite sides of an issue or forlegislators who oppose each other but this does not require that they seek to harm acolleague's reputation, question his or her motives, or affect the terms of his or heremployment. Indeed, because legislative attaches depend on each other for assistance andsupport, the obligations to be honest, discreet, candid, objective, competent, diligent, andfair apply in their relations to each other as well as in their relations to legislators.
OBLIGATIONS OF SENATE ATTACHES TO THE PUBLIC
COURTESY
A Senate staff member is courteous to all members of the public with whom he or sheinteracts in his or her work.
STAFF EXPECTATIONS OF THE LEGISLATURE
EXPECTATIONS
In placing their knowledge and skills at the service of the Legislature and in committingthemselves to be trustworthy servants of the Legislature, Senate attaches rightfully expectthat the Legislature will clarify staff responsibilities and will support legislative attaches infulfilling their obligations under this code of conduct.
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SENATE/HOUSE AUDITORIUM
A. RESERVING THE SENATE/HOUSE AUDITORIUM
1. Reservations for the Senate/House Auditorium, both during a legislative session andin the interim between sessions, are made through the President Pro Tem’s office,332-1302.
2. Use of the Auditorium by legislative committees takes priority over any other event– even a scheduled event!
3. There can be NO food or beverages in the Auditorium.
B. SUPPLIES AND EQUIPMENT
1. The on/off switch for microphones and volume control is located on the back wall.Please call Legislative Services IT personnel if assistance is needed, 334-4835 or334-4848.
2. Five electronic screens are available in the back of the room, if needed.
3. Built-In equipment in the Auditorium includes microphones and a sound system,accommodations for power point presentations, and the ability to play CDs andDVDs.
4. If the meeting in the Auditorium is to be a committee meeting, it is helpful if anagenda is posted on the bulletin board outside the Auditorium.
C. SET-UP AND CLEAN-UP
1. Each organization is responsible for the set-up and clean-up of the Auditorium fortheir event. The area must be left as found.
2. The contact person reserving the Auditorium will be held responsible if the area isnot cleaned up.
3. If you need assistance, please do not hesitate to call the President Pro Tem’s office,332-1302.
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LEGISLATIVE COPY CENTER POLICIES
The Legislative Copy Center is now under the auspices of Legislative Services, and as such, theyhave prepared their own printing policies and procedures. Familiarize yourself with their policywhich is shown directly below. If you have questions, please contact Robyn Lockett at 334-4855.
“Legislator, staff, attaché, and other business printing requests should be made in the Copy Centerif the project is too large for the small machines around the building. No charge.
Miscellaneous copies for lobbyists and general public can be made at the Copy Center ($.10/copy).
Personal copies are discouraged. If you must copy something, use the Copy Center ($.10/copy).
A. Proposed legislation in the form of an "RS" is the exclusive property of the sponsoruntil it is printed as a bill. Copy Center personnel will copy an "RS" only if thesponsor makes such a request in person or in writing.
B. The Copy Center is for legislative business. On occasion, personal copies may bemade, but legislators and attaches alike will be charged. Please be prudent aboutthe number of copies you request. If hundreds of copies are needed for a largemailing, be sure and allow enough time to complete your copying job.
C. The following priority policy has been developed and will be posted in the CopyCenter:
1. Leadership2. Chief Clerk/Secretary of the Senate3. JFAC4. Legislators5. Attaches6. Personal Copies
D. Please remember it is illegal to copy some documents.
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POLICY ON SEXUAL HARASSMENT
PURPOSE
To reaffirm the Idaho Legislature’s position prohibiting sexual harassment in the workplace.
SCOPE
This policy applies to all senators and attaches (including pages) and is summarized as follows:
POLICY
In 1980, The Equal Employment Opportunity Commission (EEOC) defined sexual harassment as aform of sex discrimination (which is prohibited under Title VII of the 1964 Civil Rights Act). Thereare, however, some important distinctions between the two:
A. An example of sex discrimination is when a male supervisor refuses to hire a femaleapplicant solely because he does not believe that women belong in the workplace.
B. An example of sexual harassment is when an employee is either verbally orphysically harassed in a manner which is sexual in nature. This may include suchthings as sexual comments or touching in an unwelcome manner.
C. “Sexual harassment” is defined as: Unwelcome sexual advances, requests forsexual favors, and other verbal or physical conduct of a sexual nature when:
1. Submission to such conduct is made either explicitly or implicitly a term orcondition of an individual’s employment;
2. Submission to or rejection of such conduct by an individual is used as a basisfor employment decisions; or
3. Such conduct has the effect of unreasonably interfering with an individual’swork performance or creating an intimidating or offensive workingenvironment.
D. This means that the following behaviors are grounds for disciplinary action:
1. Abusing the dignity of an employee through insulting or degrading sexualremarks or conduct;
2. Threats, demands, or suggestions that an employee’s work status iscontingent upon the employee’s toleration of or acquiescence to sexualadvances; or
3. Retaliation against employees for complaining about the behaviorsdescribed above.
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PROCEDURE
Any attache who encounters behavior which he or she considers to be sexual harassment shouldreport the incident to their supervisor. The supervisor shall immediately report the complaint tothe Secretary of the Senate.
If it is the supervisor whose behavior was offensive, the attache should report the incident to theSecretary of the Senate.
Upon receiving such a complaint, the Secretary of the Senate shall immediately conduct a discreetinvestigation of the complaint and notify the President Pro Tempore of the matter. Thecomplainant will receive further instruction from the President Pro Tempore’s office.
BEHAVIOR TO AVOID
VERBAL Dirty jokes, sexual innuendos, profanity, requesting dates or sexual favorsfrom subordinate employees, terms of endearment (“honey” or “dear”),excessive or suggestive compliments, compliments regarding an employee’sbody.
PHYSICAL Hugging, touching (except handshakes), caresses, holding the employee’shand while you talk, talking too close to the employee, sexual relationships.
VISUAL Sexy calendars; sexually oriented cartoons, drawings, objects orphotographs.
CONSEQUENCES OF SEXUAL HARASSMENT:
A. Complaint filed with the Equal Employment Opportunity Commission or IdahoHuman Rights Commission.
B. Civil lawsuit filed against you and your employer.
C. Disciplinary action by your employer, which could include termination of youremployment.
D. Detrimental effects to your reputation and career, alienation of family and friends.
E. There is protection against reprisal for anyone who makes a complaint, testifies,assists, or participates in any manner in an investigation, proceeding or hearing.Acts of reprisal toward complainants, witnesses, or others involved in aninvestigation shall be subject to disciplinary action.
F. Sexual harassment complaints and all related information require confidentiality ofall parties involved.
CONSEQUENCES OF MALICIOUS OR FRIVOLOUS COMPLAINTS
Anyone can file a sexual harassment complaint if one finds the conduct to be unwelcome,based on sex, and such conduct creates a hostile or abusive work environment. However,those who submit malicious or frivolous complaints will be subject to disciplinary action.
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NAME (I.D.) TAGS AND SECURITY BADGES
According to Senate Rule 46(F) all persons permitted within the Chamber of the Senate shallwear appropriate identification badges. The following badge colors identify the various groupsand state agencies:
SENATE MEMBER WHITE
SENATE ATTACHE GOLD
HOUSE MEMBER BLACK
HOUSE ATTACHE BLUE
COLLEGE INTERN ORANGE
HIGH SCHOOL INTERN YELLOW
LOBBYIST GREEN
BUDGET OFFICE GRAY MARBLE
LEGISLATIVE SERVICES GRAY MARBLE
PRESS & MEDIA WOODGRAIN
STATE AGENCIES RED (This should include the interns and staff ofthe Governor's office.)
High school students who serve as interns, and not under the "Legislative Page Program," shouldbe informed by leadership as to where and what duties they may perform for a senator orrepresentative. This will avoid confusion between the two separate programs.
In addition to the identification badges, all senators and attaches are required to have in theirpossession a photo identification card issued by Capitol Mall Security. For information regardingthese photo identification badges, please call Mary Sue Jones at 332-1302.
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INTERIM USE OFSENATE CHAMBER, LOUNGE,
AND MEETING ROOMS
The President Pro Tempore of the Senate has established the following policy regarding use of theSenate Chamber, Lounge, and committee rooms:
A. RESERVATIONS
1. Reservations for use of the Senate Chamber, Lounge, and West Wingmeeting rooms, in addition to floors 3 and 4, during the interim betweenlegislative sessions shall be made in advance, scheduled, and approved onlythrough the office of the President Pro Tempore, Phone 332-1300.
2. The above-named rooms may be used for public meetings, legislativebusiness, or educational programs. Use of the areas for private events orsocial gatherings will be allowed only with the permission of the PresidentPro Tempore.
B. SET-UP AND CLEAN-UP
1. Each organization is responsible for the set-up and clean-up of an event.The area must be left as found -- with everything removed that was broughtin -- and everything belonging in the area returned to its appropriate place.
2. If this policy is not strictly followed, the contact person reserving the areawill be held responsible.
3. If you need assistance, please do not hesitate to call President Pro TemporeStaff at 332-1302.
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SENATE LAPTOP POLICY
In addition to the following Laptop Policy and Guidelines, the Senate encourages senators not toleave their laptops on top of their Chamber desks, but instead lock them in their Chamber deskdrawer when leaving the Chamber.
In case of theft or loss, Legislative Services will cover the cost of the deductible the first time. Forany additional thefts or losses, senators will be required to pay the cost of the deductible.
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Policy and Guidelines forUsing State Connections to the Internet
Idaho is a national leader in adopting new technology and in using new technologies to improvelegislative operations. The Internet and Internet e-mail are valuable tools to use in achieving themission of the Idaho Legislature. The policy and guidelines of the Senate for use of the Internet,outlined below, are designed to enhance the efficient and effective use of this valuable asset.
General Policy Concerning Use of the Internet Legislators and legislative staff are encouraged to use the Internet to its fullest potential to:
< further the mission of the Legislature;< discharge the duties of legislative offices;< enhance communication with constituents and public organizations;< expand access by citizens to legislators and legislative information;< research and obtain information relating to legislative issues;< identify innovative and creative methods to utilize resources and improve services; and< promote professional development.
The public and the Legislature benefit by encouraging legislators and staff to become proficient in theuse of the latest technologies and resources. The best way to learn these new technologies is to usethem. Personal use of the Internet offers legislators and staff an opportunity to develop skills andidentify valuable Internet resources. Consequently, as a vehicle for developing technical proficiency,legislators and legislative staff may use the state’s Internet connection as long as no additional costs areincurred by the state. Because a flat fee is paid by the state for all Internet access, no additional costsare incurred through personal use of the Internet when directly connected at the Capitol to the state’sInternet service provider or when dialing in to the Legislature’s network via a local telephone call.
Guidelines for Use of the Internet and E-mail
The following guidelines are provided to assist legislators and legislative staff in the appropriateuse of the Internet. Disregard for the guidelines or other improper use of the Internet may resultin cancellation of a person’s access or other discipline.
General Guidelines
< Users have an obligation to utilize the Internet in a responsible and informed manner,conforming to network etiquette, customs, and courtesies.
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< Users should identify themselves properly when using the Internet, conduct themselvesprofessionally realizing that they are viewed as representatives of the Idaho Legislature,and be aware that their activities reflect on the reputation and integrity of the Legislature.
< Each user is individually responsible for the content of any communication sent over orplaced on the Internet.
Specific Guidelines
< To protect against “viruses,” users may not download onto state-owned computersexecutable files or application software (including but not limited to utility software,freeware, and shareware) without obtaining prior authorization from Legislative Servicescomputer support staff. Whenever possible, any downloads should be made to a diskrather than a user’s hard drive and checked for viruses before use.
< Users shall respect applicable copyright and licensing agreements.
Inappropriate Conduct or Uses of the Internet
< Use of the Internet for any purpose that violates United States or Idaho laws.
< Use of the Internet to transmit or obtain threatening, obscene, pornographic, harassing,or malicious materials.
< Use of abusive or objectionable language in either public or private messages.
< Misrepresentation of oneself, the Legislature, or legislative staff.
< Activities or uses that may cause congestion or disruption of networks or systems, includingsuch activities as distribution of chain letters or unsolicited advertising.
A Word of Caution About Using the Internet
< Members should be aware that documents created on legislative computers,correspondence sent and received via e-mail and records of sites visited on the Internetmay become public in unintended ways.
< Electronic mail, though in most cases secure between sender and receiver, can bemistakenly addressed or forwarded to others for whom it was not intended. Even thoughyou may have deleted an e-mail message on your screen, there is no guarantee that it hasbeen removed from the system. The same applies for documents created using wordprocessing and other applications available for legislator use.
< Internet sites visited can be tracked. Moreover, with appropriate software, “owners” ofsites you visit on the Internet may be able to learn your identity.
< Any time a user posts comments on Internet news servers, an Internet address is leftbehind. Anyone using an Internet search site has the ability to search for the address,determine who from that site has left postings, and read, print, copy or distribute theircontents.
< Finally, it is within the realm of possibility that information regarding documents createdon a legislative computer, e-mails and Internet sites visited could be retrieved and disclosedunder the right set of circumstances.
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Agreement Regarding Use of Laptop Computer
Approved by Legislative Council October 19, 2000Revision 2.1
This agreement governs use of a legislative laptop computer. The Legislative Services Officehopes this equipment is helpful to you as you serve your constituents and perform your legislativeduties. Legislative Services Office staff is available to answer questions and assist you withcomputer or software needs.
A laptop computer will be issued to each legislator who requests one, for the legislator’s year-round use in carrying out legislative responsibilities during the legislator’s two-year term of office.The legislator’s signature below acknowledges agreement to abide by the policies and proceduresas follows:
1. The legislator acknowledges that the laptop computer and computer-related equipmentand software issued to him or her are the leased property of the Legislature.
2. The legislator agrees to return the computer and computer-related equipment andsoftware to the Legislative Services Office at the end of the legislator’s term of office orupon leaving office during their term or when requested by Senate or House leadership.Personal data will be copied to a disc and given to the legislator upon return of thecomputer, and the computer hard drive will be erased or written over. The legislator maybe present and participate in the process of erasing the hard drive, if desired.
3. Prior to or immediately the laptop end-of-lease date, the legislator agrees to return thelaptop to the Legislative Services Office and further agrees to pay any lease costs or latecharges incurred as a result of failure to return a computer or computer-relatedequipment in a timely manner.
4. During years when the current model of laptop is being used for the next legislativesession, the legislator agrees to bring the laptop to the Legislative Services Office prior to,or immediately after, the start of the session to receive session updates and modifications.At that time, all traces of computer viruses will be removed. If a legislator fails to have hiscomputer updated by the end of the second week of the legislative session, networkaccess may be restricted.
5. The legislator shall assume all risks associated with the operation and use of the personalcomputer and computer-related equipment at the legislator’s district office or home.
6. The legislator is responsible to take reasonable care of the computer and computer-related equipment or software and to take reasonable precautions to avoid theft ordamage, such as not leaving a computer in plain sight or in the heat in an automobile. Ifa computer is stolen, a police report must be made immediately and the theft must bereported to the Legislative Services Office as soon as possible.
7. The issued computer contains pre-loaded software, which is listed in the attachment tothis agreement. Legislative Services Office staff is trained to support the applications listedand is the resource for dealing with individual problems with supported applications. Thelegislator assumes all licensing responsibilities for additional software added to thelaptop. If the installation of additional software prevents the functioning of pre-loadedapplications, the legislative staff may have to reinstall the original laptop configuration tofix the problem. Legislative Services staff may support additional applications forlegislative purposes as directed by legislative leadership and as time permits.
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8. The legislator in possession of the laptop computer is responsible for activity performedon the computer, and neither the state of Idaho nor the Senate or House is responsible forany unauthorized activity conducted on the laptop computer.
9. The issued computer and software may not be used for purposes which:
a. violate any state or federal law, regulation, policy or procedure, including privacy orcopyright, or any Senate or House policies or guidelines; or
b. disrupt normal network use and service, including propagation of computer virusesor unauthorized access to protected and private network resources.
10. The issued computer and software are intended to be used primarily for official legislativebusiness and responsibilities; however, recognizing the part-time nature of legislativeoffice, the impracticality of carrying and traveling with multiple personal computers, andthe impossibility of screening e-mail messages, the secondary use of a legislative computerfor personal, business or political activities by a legislator is anticipated and permitted.
11. The legislator is aware of the possibility that unknown individuals or authorities may beable to monitor use by members.
I have read the laptop use agreement and the attachment to this agreement, and I agree to itsterms. I have also read the “House and Senate Policy and Guidelines for Using State Connectionsto the Internet,” which are incorporated in this agreement by reference, and agree to those termsas well. I understand that ultimate responsibility for proper use lies with each individual member.I further understand that violations of these policies may be reviewed by legislative leadership andthat violations may result in denial of the use of the equipment and software, and/or disciplineunder Senate and House rules.
______________________________ __________________________Legislator Signature Date
______________________________ __________________________Print Legislator Name Legislative District
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KEY POLICY
In order to ensure security in the Senate Chamber and offices, the following key policy will bemaintained:
A. During the legislative session, Capitol Mall Security has been instructed to open allthe common areas, to include the Chamber and committee meeting rooms,Monday through Friday by 6 a.m. The meeting room doors will be opened, but thelights will not be turned on. The lights will be turned on in all other areas. Securityhas been instructed to leave each senator's office locked unless otherwise notified.
B. The Capitol is open during each legislative session on Monday through Friday from6 a.m. until 10 p.m., and on weekends from 9 a.m. until 5 p.m. If a senator wishesto be in the building during hours other than these, they are instructed to use theState Street entrance, call Security at 334-2222, and a Security Guard will let theminto the building, provided they have a proper form of identification. Security willhave a list of all legislators and Senate secretaries. If a secretary needs to be in thebuilding during off hours, they too will be required to provide proper identificationwhen entering through the State Street door.
C. If a senator wishes to have Security open his/her office by a specific hour eachmorning, please notify Mary Sue Jones in the President Pro Tempore’s Office, whowill in turn notify Security. If a senator wishes to have a key to his/her office, a“blue card” must be filled out in Mary Sue’s office.
D. If a chairman or senator chooses to have his/her secretary have a key, a “blue card”must be filled out authorizing Security to give her a key and verifying that thechairman/senator is then responsible for that key as well as his/her own.Otherwise, offices will remain locked.
E. Senate Staff Jeannine Wood, Mary Sue Jones, and Sarah Jane McDonald will alsoopen a senator’s office upon request. Another option for senators and/orsecretaries is to summon Security and they will open any office at any time. Thenumber for Security is 334-3468 or 334-2222.
Thanks for your help and cooperation.
If you have any questions, please contact the President Pro Tempore’s office, 332-1300.
/s/ Robert L. Geddes
ROBERT L. GEDDESPresident Pro Tempore
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SENATE RULES APPLYING TO LOBBYISTS
Senate Rule 46
Persons Allowed on Floor. – (A) No one except justices and ex-justices of the SupremeCourt, judges and ex-judges of the District Court, present and ex-state officers, members of thepresent and past legislatures of this state and territory, state officers of other states, members ofthe United States Congress, and duly accredited members of news media shall be admitted to aseat upon the floor of the Senate Chamber.
Lobbying Prohibited. -- (E) No person shall be permitted to lobby for or against any bill inthe Chamber of the Senate while the Senate is in session, except when the senator to whom hewishes to speak shall have authorized him to do so.
Identification. -- (F) All persons permitted within the Chamber of the Senate under theprovisions of this rule shall be furnished appropriate identification badges by the Sergeant at Armswhich he may require to be returned when the person leaves the Chamber.
Removal of Unauthorized Persons. – (G) Any senator may call the attention of thePresident to the fact that unauthorized persons are in the Chamber; whereupon the President shallinstruct the Sergeant at Arms to remove the unauthorized persons immediately.
Control of Visitors to Senate Floor. – (H) No person except those on official business of theSenate shall be allowed inside the Senate Chamber from thirty minutes prior to the convening ofthe Senate and until ten minutes after the Senate is adjourned. While the Senate is in session, anduntil ten minutes after the Senate is adjourned, no person except those on official business of theSenate or those identified in Rule 46(A) shall be allowed in the hallways surrounding the SenateChamber. No person lobbying for or against any measure shall be permitted on the floor of theSenate except by invitation of a senator.
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Handouts must be identified:
All information to be distributed to members of the Senate must be identified with thename and address of the source of the information. Material to be distributed to senators for thepurpose of explaining legislation pending before the Senate, social invitations, and othercorrespondence must be given to the Sergeant at Arms for placement in senators’ mailboxes.
Additional Information:
If a lobbyist wishes to distribute material to a senator - in support of or opposed to -pending legislation to be debated and voted on in 3rd Reading, that information should containa senator’s name who is either sponsoring the bill or is opposed to it. The lobbyist should try tomake personal contact with that senator before giving it to the Sergeant at Arms.
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SENATE MAIL POLICY
Mailings and end of session letters have expanded far beyond the Senate’s established mailingpolicy. The President Pro Tempore has requested that each Senator comply exactly with theSenate’s policy. Remember that E-mail and other new communication methods can replacetraditional stamps and envelopes to make communication with your constituents effective andpossible. Please review the following policy and make every effort to comply with the Senate’smailing policy:
OUTGOING MAIL
A. Each senator will be allowed to mail a maximum of 2,000 letters during eachlegislative session. All mailings delivered to the legislative mail room or in theauthorized mail depository in the Senate, from the first day of the session throughthe last day of the session, shall be authorized under this allowance. The LegislativeMail Clerk is responsible for maintaining each senator’s mailing account.
B. Letters mailed after the last day of each legislative session shall be mailed at thesenator's own expense. This includes any expenses incurred for help, includingthat of legislative attaches/staff.
C. Senators shall make every effort to utilize bulk mail rates to the fullest possibleextent. Any mailings of 200 or more letters that qualify shall be mailed bulk. (SeeBulk Mailing Instructions below.)
D. Members of leadership and committee chairs may mail additional letters pertainingto Senate business over the 2,000 limit only upon approval by the President ProTempore.
E. Mail addressed to state agencies or employees anywhere within the Statehousemail system shall be sent in Interdepartmental Envelopes, or plain "buff colored"envelopes marked or addressed STATEHOUSE MAIL.
INCOMING MAIL
“Senate Rule 51 - Distribution of Written or Printed Matter. – All printed matter directedto any senator through the United States mails shall be deposited in a mail box set asidefor each senator or delivered to his desk by a Senate employee. No written or printedmatter shall be distributed to the senators directly but shall be deposited in appropriatemail or other depository boxes set aside for them, except communications from anymember of the legislature or elected state official or state department or agency may bedelivered directly to the senator’s desk, and provided further that no written or printedmatter except such as may be forwarded through the United States mails, shall bedistributed to the senators in any case unless it shows the name of the person ororganization responsible for such distribution. It shall be considered good taste for anyperson or organization desiring to distribute correspondence or literature of any type toall senators, or a great number thereof at one time, to first seek permission of the Sergeantat Arms or the President.”
25
A. As provided by this rule, exceptions are authorized for communications from anymember of the Legislature or elected state official or state department or agency,which may be delivered directly to the senator's desk.
B. In addition to the requirements of Senate Rule 51, the Sergeant at Arms has beeninstructed to enforce the following policies:
1. All outgoing mail must be deposited at either (1) the mail room itself; (2) atan authorized depository designated by the United States Post Office; or (3)the mail depository (locked box) located next to the elevator on the 3rdfloor.
2. All mail or written material is to be distributed by or under the direction ofthe Sergeant at Arms or Secretary of the Senate.
3. The Sergeant at Arms shall inspect written material to assure that itcomplies with Senate Rule 51. Such inspections, however, shall involve onlya review of the exterior of any paper, envelope or package to determinewhether required identifying information is contained thereon. Under nocircumstances shall the Sergeant at Arms open any package, letter, orenvelope, even if requested to do so by senators.
4. Parcels which do not have required identifying information on them will beseparated and the senator to whom they are addressed will be askedwhether he or she desires to have them delivered. If the senator to whoman unidentified parcel is addressed requests that it not be delivered, theSergeant at Arms will discard it.
5. As authorized by Senate Rule 51, all material which is received through theUnited States mail will be delivered regardless of whether it has requiredidentifying information on it.
+++++++++++++
ANTHRAX
A. What Constitutes “Suspicious Mail?”
1. Excessive postage; excessive tape or string
2. From someone unfamiliar to you or otherwise unexpected
3. Outdated, incorrect information, or to someone no longer with theLegislature
4. Handwritten or poorly typed address and misspellings of common words
5. No return address, or one that can’t be verified as legitimate
6. Unusual weight, or lopsided, strangely textured or oddly shaped
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7. Restrictive endorsements, such as “Personal” or “Confidential”
8. Protruding wires, aluminum foil, strange odors, or stains
9. City or state in the postmark that doesn’t match the return address
B. How to handle a suspicious letter or package:
1. Do not shake or empty the contents of any suspicious envelope or package.DO NOT try to clean up powders or fluids.
2. Place the envelope or package in a plastic bag or some other type ofcontained to prevent leakage of contents.
3. If you do not have any container, then COVER the envelope or package withanything (clothing, paper, or trash can) and do not remove this cover.
4. LEAVE the room and CLOSE the door. Keep others away.
5. WASH your hands with soap and water.
6. Immediately notify your supervisor and building security personnel. Reportthe incident to the police.
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SENATE PAGES
The Legislative Page Program in the Idaho State Senate is for high school seniors between the agesof 17 and 19 only. Students apply in the summer and fall for placement in the upcoming wintersession. A committee of legislators reviews all applications in early December and acceptedapplicants will be notified by mail.
LEGISLATIVE SESSION
The regular legislative session convenes on the Monday closest to the 9th of January and continuesuntil sine die adjournment, sometime in mid to late March. The regular session is divided into twosections – first half -- January to the middle of February -- and second half – from the middle ofFebruary through sine die most likely the end of March– with each group serving five to six weeks.
Legislative Pages must have special written permission from their school administrator to be excused fromclasses. A letter of approval must be sent to the Senate with the Page’s completed application, along withthe names of the school principal and advisor. This information must be sent with the signed acceptanceform and payroll information before their arrival in Boise.
COMPLETION OF TERM
Each Page is expected to complete the length of time stated in their "Letter of Acceptance"because of the work schedule organized at the beginning of the session. A letter ofrecommendation will not be sent if the term is not completed. Only illness or family emergencywould constitute an early release from this commitment. The Senate works on both President’sDay and Martin Luther King Day. We most likely will be in session during the traditional springbreak from school. Please do not plan trips or vacations on these days.
Please take care of routine medical and dental needs before you start your commitment to the Senate.Regular work hours are 8 a.m. to 5 p.m. Those who work for committees that have early morningmeetings may be required to come in at 7:30 a.m. Please don’t plan on participating in team sports,plays, musical groups, etc., that will require practices after 5 p.m. particularly during the second half ofthe session. As the end of the session draws near, we often work after regular hours.
For absences other than illness, a leave request form must be filled out and submitted to theSergeant at Arms.
HOUSING
Arrangements and expenses for housing and transportation are the responsibility of the studentand their parents. Options for housing might include friends, family, members of your religiousaffiliation, or home school groups.
SALARY
Pages currently receive a salary of $7.25 per hour and are paid every two weeks (every otherFriday). Under the present biweekly payroll system, the first salary check is not received until threeto four weeks after the session has started and the last salary check is received two weeks afteremployment ends. The usual deductions of federal and state tax and FICA will be withheld fromyour salary. Be prepared to send a photocopy of both your social security card and your drivers’license with your acceptance letter so necessary payroll arrangements can be made. You will beprovided with a pager that must be returned undamaged at the end of your term or you will becharged $45 for a replacement.
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HOMEWORK GUIDANCE
Arrangements for excused absences, class assignments, and any scholastic assistance, such astutoring, are the sole responsibility of the student. School work is to be done and sent back to yourschools. The Sergeant at Arms will proctor exams that are sent from schools.
RESPONSIBILITIES
Pages perform a variety of duties under the supervision of the Sergeant at Arms. Duties includemaintaining Senate and House bill books, journal binders, delivering messages, running errands,making copies, and assisting the legislators and staff in offices and committee meetings. Pages arerequired to remain in the Chamber whenever the Senate is in session to perform various tasks forthe Senators, Sergeant at Arms, and the Secretary of the Senate.
DRESS CODE
The Senate has a strictly enforced dress code for both Senators and staff. The same adherence to thecode is expected of Senate Pages. Violation of the dress code will result in the Page being sent home forthe day, thus missing pay for that day. Attire should be in a manner fitting the decorum of the IdahoState Senate. Neither girls nor boys are allowed to wear levis or sweat suits while on duty.
All Pages will be required to wear a red sweater vest that is provided by the Senate. This vest mustbe worn at all times when the Pages are on duty.
Girls are expected to wear a white blouse, white turtleneck, or white sweater, with either black,navy blue, gray, or khaki skirts or long pants. Shorts, “low-rider” slacks or skirts, tight-fitting skirts,and low-cut necklines are not permitted. A skirt must be no more than two inches above the kneewhen seated.
Boys are expected to wear a white shirt and necktie, with black, navy blue, gray, or khaki slacks.Boys must shave every day and have a conservative hair style. A short sleeve white shirt can beworn, and if a long sleeve shirt is worn, the sleeves must be rolled down and buttoned at the cuff.The top button of the shirt must be buttoned with the tie pulled up tight.
Because of the nature of the work, good walking shoes appropriate for business attire should beworn. High-heeled shoes may not be over two inches and flip-flop sandals are not allowed.
No visible tattoos or body or facial piercing jewelry will be allowed including tongue piercing studs.Pierced earrings for girls are allowed as long as they are few in number and conservative in nature.
Please discuss the dress code with your parents so there will be no questions regarding thestandard of dress.
USE OF TOBACCO, ALCOHOL, AND DRUGS
In compliance with Idaho State law, the Senate has a ZERO tolerance policy regarding the use oftobacco, alcohol, and drugs for Senate Pages. Therefore, while serving in the Idaho StateLegislature, a violation of this policy may result in immediate dismissal.
If you wish additional information, or if you have any questions, please feel free to call thePresident Pro Tempore's office in Boise, 332-1300, Jeannine Wood, Secretary of the Senate,332-1309, or Sarah Jane McDonald, Sergeant at Arms, 208-332-1400 or 208-938-1329.
__________________________ ___________ __________________________Parent/Guardian Signature Date Senate Page Signature
(8-10-09)
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SENATE PRESS AND MEDIA POLICY
As stated in Senate and House Joint Rule 14, “The Capitol Correspondents Association shall berecognized as the accrediting agency for newsmen and news photographers covering either houseof this legislature.”
All media personnel wishing access to the Senate shall present to the Doorkeeper or Sergeant atArms their accredited press badge.
The members of the press are provided two areas at desks on either side of the President’s podiumin the Chamber for their use while the Senate is in session. (See Senate Rule 46(A).)
Television cameras are permitted in the public gallery on the 4 floor, but the use of flash isth
prohibited. Cameras and crew of Idaho Public Television are permitted on the floor of the Senatechamber.
Lobbying senators by members of the media is prohibited.
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RS PRIVACY POLICY
An RS is the private property of its author/sponsor. The release of any information regarding anRS is at the sole discretion of the author. It must be kept confidential until either released by theauthor or presented to a legislative committee.
When an RS is placed before a legislative committee for consideration, the committee has threeoptions:
1) print the RS as a bill;
2) hold in committee; or
3) return the RS to the author/sponsor.
The question of privacy arises when a committee returns the RS to its author/sponsor. Once anRS has been presented and discussed in a public forum; i.e., a legislative committee meeting, it isno longer considered confidential and/or private and it becomes a public document regardless ofsubsequent committee action.
31
SECURITY PROCEDURE
WHAT TO DO TO ASSURE QUICK RESPONSE TO A DISTURBANCE
1. Dial Building Security 334-2222.
2. Carefully respond to the dispatcher's questions completely.
3. Be sure to give the dispatcher your location in the building.
4. In the event of a situation which requiresmedical assistance, immediately:
Dial 9115. If an ambulance has been called for in a medical emergency, alert Building Security
that an ambulance will be arriving. Have someone go to the Jefferson Streetentrance to wait for medical help and lead them to the site. [See SUBJECT: MedicalEmergencies for further information.]
*********************
Idaho State Troopers are assigned to the Capitol Mall area. The troopers’ contact numbers arelisted below for your reference. Please do not hesitate to contact them on any security or publicsafety issues that may arise.
Capitol Annex Security:
Idaho State Police Trooper Cell Phone: 573-7462
Idaho State Police Dispatch 846-7550
There are two doctors in the House of Representatives:
Representative Fred Wood Pager: 389-0164
Representative John Rusche Pager: 389-0165
[See SUBJECT: Medical Emergencies for further information.]
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MEDICAL EMERGENCIES
In addition to the instructions on page 31, the following guidelines are presented to addressmedical emergencies that may occur in the Capitol:
CHALLENGES
• When to request medical help.• Where to request medical help. • When to notify Representative Fred Wood or Representative John Rusche.• Responsibilities of members and other bystanders.• Notification of spouse/family.
1. Any person who has symptoms of a heart attack, stroke, respiratory difficultly, significanttrauma, or sudden unconsciousness needs immediate medical care. Emergency MedicalServices (EMS) should be requested at once. (Caution: Do not be dissuaded from requestingmedical help by a person who minimizes their symptoms.) If in doubt request medicalhelp.
2. Notify capitol mall security if there is need for medical help. Security will dial 911 andrequest emergency medical services.
3. Representative Wood or Representative Rusche should be notified, see previous page 31.However, if they are not immediately available, do not hesitate to request medicalassistance by EMS. The exception: Minor injuries that may require medical attention, butnot emergency medical care.
4. Once medical personnel are evaluating the patient, the sole responsibility of essentiallyeveryone else is to stay back from the immediate area to allow EMS room to work; if theyneed assistance, they will ask.
5. Each member should have on file in the President Pro Tempore’s office or the Speaker’soffice an emergency contact telephone number. Notification should only be done at themember’s request or the request of EMS.
Doctors:
Representative Fred Wood Pager: 389-0164
Representative John Rusche Pager: 389-0165
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NIGHT AND WEEKEND SECURITY GUARDS
GUARD DUTIES
During the legislative session, many senators and attaches often work longer hours and many willcome to the Capitol to work on the weekends. The responsibility of the security guards hired towatch over the Senate Chamber, offices in Garden Level and West Wing, and 3 and 4 floorrd th
offices is not a physically difficult job. It is important to avoid complacency as the sessionprogresses, and to continue all security checks the same at the end of the session as at thebeginning.
GUARD'S JURISDICTION
• Remain at the desk in the Senate foyer on the 3 floor as much as possible, unlessrd
asked to leave that position to unlock an office for a senator or an attache.
• When someone is visiting the Capitol, and requests to see the Senate Chamber,please stay with the visitor and escort them into the Chamber. Inform them thatmany senators have important legislation and papers on their desks, and they arenot permitted to sit at a senator’s desk or the desk of the President of the Senate,i.e., Lt. Governor. Remain with the visitor at all times.
3. Lock the doors of the Chamber, all offices in the West Wing, Garden Level and onthe 3 and 4 floors, bathroom doors, and senators’ lounge. Turn off the lights inrd th
the offices, lounge, bathrooms, and Chamber. Also turn off the lamps and overheadlight in the foyer of the Senate.
4. Check all the windows in the offices, meeting rooms, and bathrooms to make surethey are closed and locked.
5. Security checks should be done once every hour until the senators and attacheshave left for the night.
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SENATE FLOOR POLICIES/PROCEDURES
Rules 46(E) through 46(H) provide that unauthorized persons are not allowed on the floor of theSenate. Persons permitted within the Chamber are to be provided appropriate identificationbadges by the Sergeant at Arms, which may be required to be returned when the person leavesthe Chamber. Moreover, no person lobbying for or against any measure shall be permitted on thefloor of the Senate except by invitation of a senator. These rules do not specifically address when,if ever, it is appropriate for a senator to invite guests on to the Senate floor. Similarly, they do notaddress whether persons who have been invited on to the Senate floor are entitled to use Senatefurnishings to conduct business, make personal phone calls, or use the desks of senators.
Each senator has a personal desk on the floor. Senators should be able to have reasonable privacyexpectations about their desks on the floor and should not be subject to uninvited visits,interruptions, or lobbying. This will necessitate not only that we more carefully control access tothe Senate Chamber, but also that each senator respect the needs and privacy interests of theother senators in terms of the conduct which they permit by their guests in the Chamber.
To address concerns not specifically covered by a Senate Rule, the following policies andprocedures will be enforced:
1. No person should use the desk, telephone, or supplies of any senator withoutexpress permission from that senator.
2. Any elected state official or former state legislator must be sponsored by alegislator currently holding office in order to be admitted to the floor of the Senate.Any other guest of the Senate must be cleared through the President Pro Temporeor persons designated by the President Pro Tempore and through the Sergeant atArms in order to be admitted to the floor of the Senate.
3. Senators will automatically be granted permission to invite family members, friends,and other guests to the floor of the Senate for the purposes of a private visit or tourof the Chamber. Except as provided for lobbying activities below, no one other thanSenate attaches and interns may use Chamber desks and phones without thepermission of the senator or Sergeant at Arms.
When any person desires admission to the floor of the Senate for the purpose oflobbying for or against any measure, the Sergeant at Arms, or other designatedSenate employee, shall determine the name of the senator to whom the persondesiring to lobby wishes to speak. The Sergeant at Arms or Senate employee shallthen inquire of that senator whether the person desiring to lobby should beescorted to the Senate floor.
If a senator invites a person to the Senate floor for the purpose of lobbying ameasure, the senator should escort that person to the door of the Senate Chamberwhen the visit is concluded. Visitors are not allowed to go from senator to senatorfor the purpose of lobbying without first obtaining the permission of the senator tobe lobbied as provided herein.
The Sergeant at Arms is instructed to implement these procedures.
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SENATE STATIONERY, NOTE CARDS,BUSINESS, CARDS, AND ENVELOPES
Forms for ordering Idaho Senate stationery can be obtained in the President Pro Tempore’s Office.The term “stationery” includes business cards, ½ sheet note paper, regular full-sheet letterhead,foil seal full-sheet letterhead, small and standard size envelopes, fold-over note cards, and foil sealfold-over note cards. The expense of such stationery will be paid for by the Senate with thefollowing exceptions:
1. The price difference between regular full-sheet letterhead and foil seal full-sheet letterhead is to be paid for personally by the senator.
2. The price difference between regular fold-over notes and foil fold-over notecards is to be paid for personally by the senator.
3. The senator will pay the price difference between regular business cardsand business cards imprinted with a foil seal.
Listed below are criteria for the information to be listed on the letterhead and envelopes:
1. District number and name of county or counties in district
2. Home address and telephone number
3. Senate address and telephone number
4. E-mail address
5. Do not list names of committees on letterhead
6. Do not put the phrase “Return Receipt Requested” on envelopes.
Anticipate your needs for the entire legislative session. Additional amounts can be orderedthrough the President Pro Tempore’s office within a reasonably short turn-around time.
Please note: It has become apparent that there is a tremendous waste of envelopes andstationery. If you don’t expect to use it, DON’T ORDER IT! Please do not “over-order” yoursupply request. Every year the Senate destroys boxes of unused stationery.
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SUBSTITUTE SENATOR
1. If a Senator must be absent from the Senate, by law it is his prerogative to appointsomeone from his district to fill the vacancy in his absence. Leadership prefers that theSenator plans to be absent for at least three (3) legislative days or longer before appointinga substitute.
2. Requests for substitute Senators must be approved by the President Pro Tempore prior tobeing submitted to the Governor for appointment.
3. A substitute Senator has all rights and privileges of an elected Senator. He is a member ofthe same committees, has voting privileges, etc. One exception would be that if asubstitute fills in for a Senator who is a committee chairman, the substitute Senator wouldnot act as the committee chairman. Notify the Secretary of the Senate when you know ofa Senator from your committee who is going to be absent and replaced with a substitute.If possible, also inform her of the name of the substitute. It is also important for her toknow when the elected Senator is going to return to the Senate.
4. When a Senator is going to be absent and wishes to be replaced with a substitute, he mustalso notify the Governor in order that the Governor might appoint his replacement. TheGovernor should be informed at least 24 hours in advance of the anticipated absence. TheGovernor then forwards a letter and a Certificate of Appointment, prepared by theSecretary of State, to the Senate informing the Senate of the appointment.
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SENATOR’S TELEPHONE POLICY
Senators may use the telephones in their offices and the Senate Chamber, as well as issuedtelephone credit cards, for the following purposes:
1. Calls to home or family while in Boise or while traveling, as necessary;
2. Calls, as necessary, to maintain one's normal livelihood and business while travelingor away from home on state business;
3. Calls necessary in the conduct of Senate business, including but not limited to, callsto state agencies, legislators, elected officials, congressional or other governmentalofficials, constituent calls, or other calls necessarily affecting one's service as asenator.
As of December 20091
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TRAVEL AND LODGING POLICY
A. TRAVEL AUTHORIZATION
Official travel of state senators must be authorized by the President Pro Tempore of theSenate. The President Pro Tempore shall compile and distribute to all senators a list ofcommittees requiring prior authorization to attend. (See attached list for committees thatDO NOT require travel authorization.) Prior authorization must be made for all travel.
Please anticipate your travel needs and make airline reservations, if necessary, well inadvance. Significant cost savings can be realized. Also – PLEASE carefully minimize yourtravel – participate by using conference calls when possible.
B. MODE AND ROUTE OF TRAVEL
1. Senators shall use the most economical and practical mode of travel from thestandpoint of time, safety, and expense, and shall utilize the most standard routeof travel. When unusual circumstances preclude following this regulation, thePresident Pro Tempore may allow an exception. When making arrangements forairline tickets, please take advantage of the 21-days-in-advance booking.
2. Allowable in-state mileage shall be computed according to the latest Idahotransportation maps or charts; out-of-state mileage by the use of a Rand McNallyAtlas. Odometer readings are permissible when mileage computations cannot bemade from such maps or charts. Odometer readings are permissible for mileagecomputation for travel within a city or which is in excess of that shown by applicablemaps and charts. Vicinity mileage should be shown separately from city-to-citymileage.
3. The rate of reimbursement will be 45.5 cents per mile for use of a private vehicle1
including aircraft. Charges for repairs, tires, gasoline, or other operating expenses shallnot be allowable when the senator is operating his own vehicle on a mileage basis.Automobile storage or parking fees will be allowable when necessarily incurred. Senatorsare encouraged to use seat belts in private vehicles operated for Senate business.
C. TRAVEL BY PUBLIC TRANSPORTATION
Reimbursement for travel by common carrier shall be limited to the normally lowest costpassage unless it is not available. If privately-owned transportation is used in lieu ofcommon carrier, reimbursement will be limited to the amount for travel, meals, lodging,and miscellaneous expenses equal to the amount which would have been incurred had thetravel been by common carrier.
D. TRAVEL BY STATE-OWNED AIRPLANES
Be advised that when a senator is invited by the Governor’s office to travel on a state-owned airplane, the cost of the travel will be billed to the individual senators.
As of December 20092
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E. VEHICLE RENTALS
1. Automobile rental or airplane charter may be authorized by the President ProTempore when the use of such conveyance is the most economical and practicalmeans of transportation. Airplane charter or use of private airplanes requires priorapproval by the President Pro Tempore.
2. When renting a car, please decline the CDW (Collision Damage Waiver) on the carrental agreement, thus avoiding duplicate coverage and expensive charges, becauseyou, as a state employee, are covered for auto physical damage on temporaryrental vehicles through the Bureau of Risk Management.
F. LODGING EXPENSES
1. The actual cost of lodging plus applicable taxes shall be reimbursed to each senator.At the time of making reservations or registering, Senators should identifythemselves as state senators and ascertain whether a government rate is available.Senate reimbursed costs should be minimized where possible. Make sure that thestate rate is less than any other possible rate available. Carefully select an adequaterather than the most expense hotel/motel.
2. If you are asked to speak in your capacity as state senator, please inquire of theorganization requesting your presence if your expenses will be paid by them. Mostorganizations do pay expenses of invited speakers.
G. MEAL EXPENSES
1. Actual expenses for meals will be paid up to the maximum allowed by thesepolicies. Meals shall be reimbursed at the maximum rate of $30 per day in-stateand $39 per day out-of-state. Meal expenses may be claimed only for expenses2
actually incurred. Meal allowances include any gratuity associated with the meal.Senators may claim the maximum allowable amount per day while traveling for afull day, or the allowed portion thereof for parts of days, without vouchered mealexpense receipts if they verify that expenses equal to or in excess of thoseauthorized were actually incurred for such meals. Signing the travel expensevoucher shall constitute verification of expenses claimed therein. Otherwise,receipts for meals shall be required. The actual cost of each meal need not bebroken down on the expense voucher of an authorized trip.
2. When a senator is not in travel status for an entire day, meal allowances shallinclude 25% of the maximum for breakfast, 35% for lunch, and 55% for dinner.
H. SPOUSE TRAVEL
The additional costs incurred by a spouse or other family member accompanying a travelingsenator are not reimbursable. For example, a spouse traveling with a senator by automobilewould not increase the cost, but airfare of a traveling spouse would increase the cost. Meals ofthe spouse would be personal. If there is a higher rate for lodging for two persons, the addedamount would be personal and would not be reimbursed by the state.
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I. MISCELLANEOUS EXPENSES
1. Expense for the following miscellaneous items is allowable if incurred by a senatorin the official conduct of Senate business. The President Pro Tempore may establishfurther policies and procedures regarding documentation by receipt for theseitems:
a. Taxi or bus fares;
b. Reimbursement for charges for transportation, handling, and storage ofbaggage or state equipment;
c. Stenographic or typing services;
d. Stationery, postage, or other supplies, if such were necessary for transactionof state business;
e. Customary fees for cashier's checks, bank drafts, and money orders for thepurpose of making a remittance to the state;
f. Registration fees which are required as admittance or attendance fees forofficial participation in conferences, conventions, or other meetings;
g. Laundry during a state business trip of five days or longer duration awayfrom the senator's official station;
h. Items not specifically described in these policies as an allowable expense butwhich are nevertheless necessary in the performance of official duties of asenator.
J. LOST RECEIPTS
Receipts for all expenses must be maintained and transmitted by each senator with thetravel expense voucher.
K. FISCAL YEAR END
In order to maintain an accurate assessment of the Senate budget at any given time, eachsenator will expedite the process of reimbursement by turning the expense voucher intothe Fiscal Assistant as soon as possible after the expenses are incurred. Except in unusualcircumstances granted by the President Pro Tempore, reimbursement will not be grantedfor expenses incurred in the previous fiscal year, (with the exception that any expensesincurred in the last 60 days of a fiscal year shall be submitted prior to September 1 of thefollowing fiscal year. Reimbursement will not be granted after September 1.).
L. THIRD-PARTY REIMBURSEMENTS
When a senator's travel or other expenses have or will be paid by the Senate, and thesenator's travel or other expenses are also reimbursed by a third party such as the federalgovernment, the third-party reimbursement becomes property of the Senate.
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M. TRAVEL EXPENSE REIMBURSEMENT
1. A SEPARATE travel voucher must be submitted for EACH committee meeting.
2. Minor expenses incurred for travel to meetings of the same committee may becombined on a single voucher. For example, if you incur minor travel expenses foran interim committee that meets more than once during the summer, you couldcombine those expenses for the same committee on one voucher.
3. PLEASE NOTE: It is imperative that expenses for different committees not becombined.
++++++++++++++++++++++
TRAVEL AUTHORIZATION REQUEST
Name: ______________________________________________________________
Date Requested: ______________________________________________________________
Date of Travel: ______________________________________________________________
Destination: ______________________________________________________________
Reason for Travel: ______________________________________________________________
______________________________________________________________________________
Committee Assignment Associated with Travel Request:
______________________________________________________________________________
This form needs to be completed and returned to Mary Sue Jones for the President Pro Tempore’sapproval. Travel requests should be made 45 days prior to travel if at all possible. Please planahead in order to keep travel costs to a minimum.
< Hotels will usually give a government rate if you request it.
< Reduced rates are usually available for early registration for meetings.
< Substantial savings can be made if plane reservations are made at least 21 days inadvance.
NOTE: This request form must be used for both in-state and out-of-state travel.
**********************************
Travel Authorized:
_______________________________ ________________________________Date Robert L. Geddes, President Pro Tempore
42
NOTES
43
I. Organization of the Legislature and General Information
A. Legislature
Idaho's Legislature is composed of 105 members elected for two-year terms fromlegislative districts throughout the state. The Senate has 35 members and the House has70.
Elections are held in November of even-numbered years, and the newly electedlegislators take office the following December 1. An organizational session is heldon the first Thursday of December following the election (every two years), at whichtime, the President Pro Tempore and the Secretary of the Senate are elected,leadership is chosen, rules are adopted, committee assignments are made, and staffis hired. A similar process is followed in the House.
The Idaho Legislature convenes at the hour of 12 Noon the Monday on or nearest theninth day of January. In the past, regular sessions have lasted an average of 70 legislativedays. Saturdays and Sundays are counted as legislative days, even if no session is held.
B. Leadership
The Lieutenant Governor, who is not a member of the Senate, but an electedexecutive branch officer, presides over the Senate. When presiding, he isdesignated the President of the Senate. The Lieutenant Governor shall vote onlywhen the Senate is equally divided. The Senate elects a President Pro Temporefrom its own membership who, among his many leadership duties, is alsoresponsible for acting as President of the Senate in the absence of the LieutenantGovernor. As a member of the Senate, the President Pro Tempore has the right tovote on all matters.
In the House of Representatives, the Speaker of the House is the presiding officer.He is elected at the beginning of the organizational session by the membership, andis traditionally a member of the House majority party.
C. Voting
In the Senate, voting is done by roll call vote and is recorded on a tally sheet by theSecretary of the Senate. An electronic backup roll call is taken of each roll call vote.The members of the House vote electronically on their laptop computers.
D. Committees
Committee membership is determined in part by the interest of the individual membersand recommendations of Republican and Democrat leadership. The actual Senateappointments are made by the President Pro Tempore of the Senate. An effort is madeto assign each member to the committees of his choice with the President Pro Temporeappointing each committee chairman. Members are listed in order of seniority.
The President of the Senate assigns all bills to a committee once the bills areintroduced and printed. Through committee study, the Legislature attempts toguarantee each bill a fair and impartial hearing. Interested parties may testify
44
concerning any piece of legislation which is before a committee and meetings areopen to the public. Committee members vote upon the merits of a bill after dueconsideration and determine whether or not it should be sent to the "floor" forconsideration by the full body. The Senate has 10 standing committees and theHouse has 14. They are as follows:
Senate House of Representatives
1. Agricultural Affairs 1. Agricultural Affairs2. Commerce and Human Resources 2. Appropriations*3. Education 3. Business4. Finance* 4. Commerce and Human Resources5. Health and Welfare 5. Education6. Judiciary and Rules 6. Environment, Energy, and Technology 7. Local Government and Taxation 7. Health and Welfare8. Resources and Environment 8. Judiciary, Rules & Administration9. State Affairs 9. Local Government10. Transportation 10. Resources and Conservation
11. Revenue and Taxation12. State Affairs13. Transportation and Defense14. Ways and Means
* The Joint Finance and Appropriations Committee (JFAC) is composed of members of theSenate Finance Committee and the House Appropriations Committee. The committee’sbasic responsibilities include reviewing and setting the budgets for state entities.
E. Daily Sessions
Daily sessions of the Senate normally begin at 10 a.m. Committee meetings arescheduled to prevent a conflict with the daily session. Daily agendas at thebeginning of the year are shorter in duration as most pending legislation is beingconsidered in committees then get longer as legislation is reported out ofcommittees. A fixed routine known as the "order of business" is followed each day.
The order of business for the Senate is:
1. Roll Call2. Prayer and Pledge of Allegiance3. Reading and Correction of the Journal4. Reading of Communications5. Presentation of Petitions, Resolutions, and Memorials6. Reports of Standing Committees7. Reports of Special Committees8. Consideration of Messages from the Governor9. Consideration of Messages from the House of Representatives
10. Motions and Consideration of Petitions, Resolutions, and Memorials11. Introduction, First Reading, and Reference of Bills12. Second Reading of Bills13. Third Reading of Bills14. Consideration of General Calendar15. Miscellaneous Business
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F. Employees (Attaches)
1. The Legislature employs approximately 75 people during a regular session,and they are referred to as "attaches." They fill various positions includingsergeants at arms, journal clerks, secretaries, pages, and doorkeepers. Inthe interim a skeleton staff is maintained. Session employees are selectedby an attache committee consisting of Senate leadership, and theemployees so selected are subject to the approval of the Senate.Compensation is set by Senate leadership.
2. Subject to the overall supervision of the President Pro Tempore, theSecretary of the Senate has general responsibility for all Senate employees.Doorkeepers, pages, and others charged with housekeeping functions shallbe immediately responsible to the Sergeant at Arms. – See Senate Rule 7(D)
The Secretary of the Senate and the Chief Clerk of the House are the chiefparliamentary officers of their respective houses and represent the expertingredient in the administration of the legislative process. They are directlyresponsible to the President Pro Tempore of the Senate and Speaker of theHouse respectively. They are in charge of keeping the Journal, the officialrecord of the Senate and House, and keeping a record of all businesstransacted during the session, distributing all printed bills, and are in chargeof all documents generated by their respective houses.
3. Pages are appointed by both the majority and minority parties and aredirectly responsible to the Sergeant at Arms. They are high school seniorsfrom all over the state with two groups each legislative session. The sessionis divided into halves and each group serves approximately six weeks. Pagesdistribute authorized material and messages to legislators, and assistcommittee secretaries in preparation for a committee meeting.
Pages are restricted in the duties they are allowed to perform so if there areany questions about these restrictions, please contact the Sergeant at Arms.
G. Lobbyists (Legislative Advisors)
Any person who contacts a legislator or a legislative committee with the intent toinfluence the approval, modification, or rejection of any legislation is a lobbyist. Ifthis person accepts payment for his services as a lobbyist, he must register with theoffice of the Secretary of State and comply with the "Sunshine Law.
Lobbyists provide a valuable service to members of the legislature by providingadvice and information regarding the content of legislation and explaining the prosand cons on a piece of legislation. Lobbyists are in constant contact with committeesecretaries seeking information relative to committee meetings, agendas, andsponsors of legislation.
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H. Legislative Council
The Legislative Council oversees the management responsibilities and permanentstaff of the Legislature. The Council consists of the President Pro Tempore of theSenate, the Speaker of the House of Representatives, the majority and minorityleaders of each house, two Senators and two Representatives from the majorityparty and two Senators and two Representatives from the minority party,appointed by their respective parties.
1. Legislative Services
All full-time, nonpartisan legislative staff are consolidated under theLegislative Council. Four functions of the Legislative Services staff,Legislative Audits, Research and Legislation (Bill Drafting), Budget and PolicyAnalysis, and Network Administration, are under the direction andsupervision of the Legislative Services director, who is appointed by theLegislative Council. A fifth function, the Office of Performance Evaluations,is under the direction of the Joint Legislative Oversight Committee (JLOC),a committee appointed by the majority and minority party leaders.
I. Legislative Information Center/Bill Room
1. The Information Center is located in the garden level of the Capitol. It isstaffed during session with a coordinator, telephone operators, and tourguides. The Information Center is responsible for delivering phone and e-mail messages to the legislators, and provides a fax service for legislators.The Information Center contact information is:
Telephone: 332-1000Fax: 208-334-5397E. Mail: [email protected].
2. The new Visitor Welcome Desk and Information Center islocated on the garden level of the Capitol Rotunda and willprovide general assistance, directions, and answers to visitorquestions. It will also provide “on demand” bill printing forthe public.
QUICK TIP:
A valuable resource link to “Who’s Who and What’s What in the Capitol” is:
http://www.legislature.idaho.gov/capitol_building.htm
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3. Capitol Tours
Guided tours are offered at 10:00 a.m. and 1:00 p.m., Monday - Friday,beginning Monday, February 1, 2010. Tours are available to groups with aminimum of 10 people and a maximum of 100 people. Tours lastapproximately one hour. Reservations must be made two weeks in advance.To schedule a tour, please call 332-1012 or [email protected].
4. Gift Shop
a. Hours of operation: Monday - Friday, 9:00 a.m. - 4:00 p.m.
b. For information, please call 332-1013 or [email protected]
c. The Legislative Directory will be sold in the gift shop.
J. Copy Center/Policy
The Copy Center is located on the first floor of the Capitol.
1. Proposed legislation in the form of an "RS" is the exclusive property of thesponsor until it is printed as a bill. Copy Center personnel will copy an "RS"only if the sponsor makes such a request in person or in writing. Secretariesmust have a letter signed by their chairman.
2. Please be prudent about the number of copies you request. If hundreds ofcopies are needed for a large mailing, be sure and allow enough time tocomplete your copying job. The Copy Center is for legislative business. Onoccasion, personal copies may be made, but legislators and attaches alikewill be charged.
3. A priority list has been developed by House and Senate leadership and willbe posted in the Copy Center. Copies will be made in the Copy Center inthis priority:
a. Leadershipb. Chief Clerk/Secretary of the Senatec. JFACd. Legislatorse. Attachesf. Personal copies
4. Please remember it is illegal and/or inappropriate to copy some documents.A list of such documents is posted in the Copy Center.
K. Legislative Mail/Bill Distribution Center
The Legislative Mail/Bill Distribution Center, located on the garden level, is
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responsible for sorting mail for the House and Senate as it is received from the StateMail Room. House and Senate pages will then pick up the mail from the Center andtake it to the page room to be sorted and delivered to each individual legislator.The Center, under the direction of Legislative Services, is also responsible for thedistribution of legislative bills for each committee.
L. Publications
1. Weekly Bill Status and Mini Data
The “Weekly Bill Status” is a weekly summary, printed every Monday, ofdaily action taken on each piece of legislation. It lists all bills, resolutions,proclamations, and memorials in numerical order, gives a short descriptivephrase, states the committee or person introducing the legislation, andupdates daily action taken on each piece of legislation, including votes.
The “Mini Data,” a brief form of the Weekly Bill Status showing only the lastaction on a bill, is printed daily, Tuesday through Friday.
2. Journals
Journals are the official record of a legislature. The Senate and HouseJournals are printed daily as required by law and provide a chronologicalaccount of the daily proceedings, including the roll call vote upon all actionswhich require a recorded vote. The Journal contains the title for every billthat is introduced. Resolutions, memorials, proclamations, and adoptedamendments are printed in full. The daily Journals are printed during thenight and distributed before the session on the following morning.
The Journals can be found on the Internet on the legislative home page:www.legislature.idaho.gov.
3. Legislative Directory
A Legislative Directory is published each session of the Legislature byResearch and Legislation staff. This directory lists the members of theLegislature with their photos, addresses, phone numbers, and committees.It also lists information on members of leadership, elected officials, andattaches.
4. Rules of the Senate and Joint Rules Senate and House
The Rules of the Senate and Joint Rules of the Senate and House arereprinted periodically as needed. The Senate Rules govern the workings ofthe Senate and the Joint Rules govern business pertaining to both theSenate and House. Senate Rules can be amended by the adoption of aSenate Resolution; Joint Rules can be amended by the adoption of aConcurrent Resolution. The Idaho Legislature’s adopted parliamentaryauthority is Mason’s Manual of Legislative Procedure.
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5. "What to Say and When to Say It"
This booklet was written by Jeannine Wood, Secretary of the Senate, andParliamentarian of the Senate. It is designed to instruct Senators in theproper language to be used in the Senate Chamber when the Senate is insession, and to guide them in knowing at which point their remarks will beproperly received.
Copies of Senate Rules and "What to Say and When to Say It" are availablein the Secretary of the Senate's Office.
6. Internet (Website: www.legislature.idaho.gov)
The Idaho State Constitution, Idaho Code, interim committee membershipand minutes, Senate and House Journals, the current and previous years’legislation, membership lists, committee agendas, House and Senatestanding committee minutes, and legislative calendars are available on theInternet.
M. Computer System
If you have questions or problems with your computer system, use the “help icon”button on your computer or call:
The “Help Desk” at 334-4747. This will connect you with thecomputer experts in the following order: Soren Jacobsen, MarshallPinkston, or Glenn Harris.
The IT staff has created our own Wikipedia-type of online legislative information.The “Legipedia” is our online documentation portal. It contains information on howto do legislative tasks, documentation on the new phone system, and more.
More than just a place for all of our documentation, it is designed to be a livingencyclopedia of legislative knowledge, updated and maintained by legislative stafffrom all areas. Everything is searchable and users can, by obtaining a “user id,”submit their own contributions.
N. Senate Inventory and Office Supplies
The Sergeant at Arms is responsible for maintaining an inventory of all necessaryoffice supplies. A standard list of items will be provided. Every attempt will bemade to accommodate all reasonable requests for supplies not contained in thestandard list. Phone 332-1400 for your office supply needs.
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NOTES
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II. How a Bill Becomes Law
A bill is a proposal for the enactment, amendment, or repeal of a statute or for theappropriation of public money. With the exception of revenue measures which mustoriginate in the House, a bill may originate in either the House or Senate. It must be passedby a majority vote of members present of each house of the Legislature on a roll call vote.In the event the Governor vetoes a bill, it can still become law if the Governor's veto isoverridden by a two-thirds vote of those persons present in each house.
A bill cannot become law until it has been read on three separate days in each house of theLegislature previous to the final vote on the bill. In the case of urgency, two-thirds of themembers present in the house where the bill is pending may vote to dispense with thisprovision. This is called "suspending the rules."
A. Introduction and First Reading, 11th Order of Business
A bill may be introduced in the Legislature by a member, a group of members, orby a standing committee. In the Senate, after the 12th legislative day of thesession, no bill may be introduced except by committee. After the 36th legislativeday, no bill may be introduced except by the Finance, Judiciary and Rules, or StateAffairs Committees (thus referred to as “privileged committees”).
After the 36th legislative day, a committee may deem it necessary that an RS beprinted into bill form. If this is the case, the committee must unanimously requestone of the privileged committees to introduce the RS (Routing Slip) for printing.
After the bill has been drawn in proper form for introduction, it is presented to theSecretary of the Senate whereupon she assigns the Senate bill a number by whichit will always be known. The numbered bill is then introduced by reading it in the11th Order of Business. This is the first reading of the bill.
After reading it is then referred by the President of the Senate to be formally printed.No law can be passed except by bill, and no bill can become law without first beingprinted.
Each committee to which a bill is referred then conducts a study on that bill. Thestudy may include research, hearings, expert testimony, statements of interestedparties, and any information which may help the committee judge the scope of theproposed law and determine its effect. Once the committee has made a decisionon its recommended action on a bill, the bill is reported out of committee to theentire Senate. The bill is then placed on the second reading calendar unless thecommittee recommends an action to keep it from going to the floor; i.e., amend,withdraw, or refer to another committee.
Bills not reported out by committees "die" in committee and are not carried overfrom one session to another.
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B. Second Reading, 12th Order of Business
After a committee has approved a bill, and it is reported out of committee, it isplaced on the second reading calendar and read the second time (usually the nextlegislative day). It is then filed for third reading. The bill is automatically placed onthe third reading calendar the following legislative day unless other action has beentaken.
C. Third Reading, 13th Order of Business
It is at Third Reading that a bill is debated and the final vote on the passage of thebill is taken. The Secretary of the Senate is required to read the bill at length,section by section, at this order of business. It is normal procedure, however, forthe members to give unanimous consent to dispense with this reading at length.
Each bill is sponsored by a member who is known as the "floor sponsor." The floorsponsor opens and closes debate in favor of passage of the bill. After debate hasclosed, the members vote, either “aye” or “nay” when their name is called in theroll call vote, or they request to be excused from voting. (See Senate Rule 39.)
Senate Rule 39(A) states that no Senator can vote unless present and in his seatwhen the roll call is taken. However, any two Senators may "pair" upon a roll callvote to be determined by a simple majority. "Pairing" is absentee voting. (SeeSenate Rule 40 for a complete explanation of paired voting.)
If a Senate bill fails to pass, it is filed by the Secretary of the Senate in her office.House bills that fail in the Senate are returned to the House. If a Senate bill passesthe Senate, it is transmitted to the House where it will go through a similar process.
Consent Calendar (See Senate Rule 9(E))
A "consent calendar" has been established within the third reading calendar. Aconsent calendar is designed to expedite noncontroversial bills through the votingprocess. A bill may be placed on the consent calendar upon the request of anySenator or after the recommendation of the committee reporting upon the bill, butonly by unanimous consent of the Senate.
D. House Action on Senate Bills
After the final action by the House on a Senate bill, it is returned to the Senate witha message explaining the House's action. The message is read to the Senate. If thebill passed the House without being amended, it is enrolled, signed by the Presidentof the Senate and the Speaker of the House, and transmitted to the Governor forhis action.
E. Committee of the Whole, 14th Order of Business
When a printed bill is to be amended, it is referred to the Committee of the Wholefor amendment. In the Senate this is the 14th Order of Business, Consideration ofGeneral Calendar. A bill may be amended more than once before leaving theSenate. A Senate bill may not be further amended after it is returned from theHouse.
TheSecretaryof theSenate isan“arm” oftheJudiciaryand RulesCommittee and isresponsible for theprinting,enrolling,andengrossin
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At the proper order of business, the Senate resolves itself into the Committee of theWhole Senate and the entire membership sits as one committee to consideramendments.
When a Senate bill has been amended by the Committee of the Whole, and thecommittee's report on the amendment is accepted, it is referred to the engrossingcommittee (in the Senate the Judiciary and Rules Committee). The actual engrossmentis done by Research and Legislation where the amendments are inserted into the bill.The engrossed bill is then placed back on the calendar as it is now considered a new bill,and must be read another three times before it is voted on.
If a Senate bill is amended in the House, the Senate must concur in thoseamendments. If the Senate does not concur in the House amendments, aconference committee “may” be appointed with a similar committee from theHouse. (See Senate Rule 14(F) and Joint Rule 10 for further explanation of aconference committee.)
A bill amended by the other house is not engrossed until it is returned to the house oforigin. If you wish to see how a bill will read once it is amended, a "draft engrossed bill"may be obtained by contacting Toni Hobbs, Legislative Services, 334-4820.
F. Governor's Action
After receiving a bill passed by both the Senate and the House, the Governor may:
1. Approve the bill by signing it within five days after its receipt, (ten days afteradjournment sine die), Sundays excepted. (Adjournment sine die is the finaladjournment of the legislative session.)
2. Allow the bill to become law without his approval by not signing it withinthe five days allowed, or within ten days after adjournment sine die.
3. Disapprove (veto) the bill within the five days allowed and return the bill tothe house of origin giving his reason for disapproval.
A bill becomes law over the Governor's veto if both houses vote to override theGovernor's veto by a two-thirds vote of the members present in each house.
When a bill is approved by the Governor, or becomes law without hisapproval or over his veto, it is transmitted to the Secretary of State forassignment of a chapter number in the Session Laws.
G. Other Legislation
In addition to bills, the Legislature considers the following types of legislation:
1. Concurrent Resolution: A measure not having the force of law, andnormally used for one of four purposes: (1) To manage and regulate theinternal affairs of the Legislature; (2) To direct interim studies by theLegislative Council; (3) To formally express a point of view or opinion; or (4)To instruct agencies of state government to amend the administrative rulesof that agency.
TheSecretaryof theSenate, an“arm” oftheJudiciaryand RulesCommittee, deliversSenatelegislationto theGovernorandSecretaryof Stateonce ithaspassedboth theHouse andSenate.
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In the Senate a concurrent resolution is acted upon in somewhat the samemanner as a bill but it does not require three readings with the exceptionof a personal resolution. It is introduced in the 5th Order of Business, andthen referred for printing. It must be passed by both houses; it is not signedby the Governor. A fiscal impact statement and a roll call vote are requiredif the resolution involves the expenditure of funds.
A House concurrent resolution is introduced in the Senate in the 11th Orderof Business, and then referred to an appropriate committee forconsideration. After the committee reports this legislation out ofcommittee, it is referred to the 10th Order of Business, and is held in thatorder of business before being acted upon by the Senate and returned tothe House.
2. Joint Memorial: A petition addressed to the President, the Congress, or someofficial or department of the United States Government, requesting an actionwhich is within the jurisdiction of the official or body addressed. A joint memorialis acted upon in the same manner as a concurrent resolution.
3. Joint Resolution: A measure used to propose an amendment to the StateConstitution or to ratify an amendment to the United States Constitution.A joint resolution requires approval of two-thirds of the entire membershipof each house and does not have to be signed by the Governor. (In all otherrespects, the procedure to adopt a joint resolution is the same as for billswith the exception that it is introduced in the 5th Order of Business.)
4. Personal Bills and Resolutions: Senate Rule 11(C) states:
"Any member of the Senate may file personal bills and resolutions with theoffice of the Secretary of the Senate at any time during the first twelvelegislative days. The Secretary is authorized and directed to receive suchpersonal bills and resolutions, assign them a number for introduction in theSenate, and to cause them to be reproduced.
"Such personal bills and resolutions shall be introduced and referred to theJudiciary and Rules Committee for printing on the day on which they arereceived by the Secretary."
Personal bills and resolutions are not required to be introduced through acommittee. However, once they are assigned a number and are printed, thePresident refers them to a germane committee and they are treated in thesame manner as are regular bills and resolutions, with the exception thatpersonal resolutions introduced during the first twelve legislative days aretreated in all respects in a manner similar to bills. (See Senate Rule 12(A) forfurther explanation and exceptions.)
5. Proclamation: A measure not having the force of law and used primarily togive a vote of thanks, praise, or honor for a special achievement,accomplishment, or anniversary, or to express appreciation on the part ofthe Legislature. Proclamations are introduced at the 5th Order of Businessand are treated similarly to resolutions. They are not signed by theGovernor.
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6. Resolution: Simple resolutions are passed by only one house of theLegislature and are not signed by the Governor. They are introduced at the5th Order of Business, and are handled similarly to memorials. The oneexception is that personal resolutions introduced during the first twelvelegislative days will be treated in all respects in a manner similar to bills.Resolutions deal with internal housekeeping, setting salaries, amending onehouse's rules, etc. Senate resolutions are kept on file in the Secretary of theSenate's office. Resolutions do not require a statement of purpose.
H. Legislative Intent. If a committee or the sponsor of a bill wishes to explain thelegislative intent of the legislation and have it placed in the record, a letter orstatement of legislative intent must be prepared in order that it may come beforethe Senate for consideration at the time the legislation is voted on. If a letter orstatement is approved by the Senate, it is entered in the Journal.
I. Processing of Administrative Rules
1. Administrative rules are promulgated by state agencies and are reviewed bythe Legislature before they can take effect. It is very important that theybe reviewed carefully. The difference between administrative rules andlaws is that the rules implement the law. Administrative rules have the fullforce and effect of law.
If you have any questions, contact Dennis Stevenson, Administrative RulesCoordinator, Department of Administration, 332-1822, or Paige Parker,Research Analyst, Legislative Services, 334-4857.
2. A very formal process is used to promulgate rules. New rules, amended,and repealed rules must be published as proposed rules in the IdahoAdministrative Bulletin before they can be adopted as final, enforceablerules. At the same time that the notice of proposed rulemaking and the textof the proposed rule are published in the Bulletin, a newspaper notice ispublished in all counties of the state to let the public know that arulemaking is being proposed on a particular rule chapter.
3. The newspaper notice and the notice of proposed rulemaking let the publicknow how and when they can comment as to the rulemaking or requestpublic hearings on the rule. In addition, Research and Legislation staff andthe legislative subcommittees review all agency rules prior to submission tothe germane committee and the full Legislature for review at the beginningof the legislative session.
4. The Administrative Procedure Act provides that all rules are subject toreview by the Legislature and cannot become effective until the end of thelegislative session, unless acted upon by concurrent resolution, in whichcase the rules are effective upon the final signature of the resolution. Allrules remain in effect for one (1) year, until the following June 30, afterwhich they must be extended by an act of the Legislature, or they expire.
No rules can become effective in the interim between legislative sessionsunless promulgated as temporary rules. A temporary rule must beapproved by the Governor before it can become effective. These rules alsoexpire at the end of the following legislative session unless extended by theLegislature.
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All rules imposing or increasing fees or charges must be specificallyapproved by enactment of the Legislature. Other rules become effectiveautomatically unless the Legislature rejects or amends them. Thus, threepieces of legislation will come out of the Legislature regarding rules: one,a bill to extend all final rules for another year; two, a concurrent resolutionto extend temporary rules, as necessary; and three, a concurrent resolutionto approve fee/charge rules. Those fee/charge rules not approved will bespecifically listed in the resolution.
The agency provides copies of rules at the time they are presented to thecommittee.
5. Pending (Adopted) Rules
a. Rules that have been adopted by agencies after the rulemakingprocess that are still subject to legislative review are now called"pending" rules. After legislative review, and when they becomeeffective, they are "final" rules.
The Office of the Administrative Rules Coordinator will provide toboth the Senate and the House a complete set of all the pendingrules that have been adopted by agencies during the previouscalendar year, along with all necessary copies. The President ProTempore and Speaker will then divide up those rules for assignmentto individual standing committees within their respective houses.
A complete set of all pending rules are on the Legislature’s Internethome page for legislators and the general public to have completeand open access to the rules.
b. Idaho Code 67-5291 states:
“The standing committees of the legislature may review temporary,pending, and final rules which have been published in the bulletin orin the administrative code. If reviewed, the standing committeewhich reviewed the rules shall report to the membership of thebody its findings and recommendations concerning its review of therules.”
“If ordered by the presiding officer, the report of the committeeshall be printed in the journal. A concurrent resolution may beadopted approving the rule, or rejecting, amending, or modifyingthe rule where it is determined that the rule violates the legislativeintent of the statute under which the rule was made, or where it isdetermined that any rule previously promulgated and reviewed bythe legislature shall be deemed to violate the legislative intent of thestatute under which the rule was made. The rejection, amendment,or modification of a rule by the legislature via concurrent resolutionshall prevent the agency's intended action from remaining in effectbeyond the date of the legislative action. . . .”
c. During the first few weeks of the session, standing committees and
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assigned subcommittees may hold meetings to hear agency reportsand public comment on rules. This is referred to as “Rules ReviewWeek.” Agency heads or their designated representatives will beasked to appear before the standing legislative committees topresent a report on the rules that their agency has adopted, withparticular emphasis on any rules involving fee changes, costincreases, or any rules that have been controversial. Thecommittees should conclude their hearings by February 6.
NOTE: Make sure you receive enough copies from the agency foreach of your committee members and your files.
d. After hearing the report, if the committee is satisfied with the rulespromulgated, the committee chair shall notify the President ProTempore in writing.
e. If a rule is rejected or modified, a concurrent resolution must beprepared to either reject the offending rule or to amend theobjectionable language out of the rule. If this decision is made bythe committee, the concurrent resolution must be drafted byResearch and Legislation staff.
6. Questions and Answers Regarding Rules Review
a. After standing committees examine rules that have beensubmitted for review, and have reported the results of their reviewto Senate and House leadership, what follow-up action should betaken?
(1) Pending Rules (Yellow) -- Adopted by agencies during thelast calendar year and not yet in effect. These rules will gointo effect upon Sine Die unless rejected by concurrentresolution by both the Senate and the House. If only onehouse adopts the resolution rejecting the rule, the rule willgo into effect.
(2) Pending Fee Rules (Green) -- Rules that will impose a fee ora charge are not in effect yet, and must be approved byconcurrent resolution by both houses in order to go intoeffect. If only one house approves, then the fee rule does notgo into effect. Approval of fee rules (with the exception ofthose to which one house objects) are usually handled in anomnibus concurrent resolution approving all fee rules.
(3) Temporary Rules (Salmon) -- Require approval by Governor,are in effect now, but do not survive beyond the end of thelegislative session unless the Legislature extends byconcurrent resolution approved by both houses. Approval oftemporary rules (with the exception of those to which onehouse objects) are usually handled in an omnibus concurrentresolution extending all temporary rules.
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b. Can the Legislature reject rules that were approved in priorsessions, or just those that are submitted for review?
The Legislature can reject any agency rule that is in effect, not justthose that are submitted for review this year. The Legislature candetermine that a rule does not meet legislative intent and reject it,even though it was approved in a prior legislative session, as long asboth houses pass a concurrent resolution rejecting the rule.
c. Can the Legislature amend a rule?
Idaho Code Section 67-5291 does say that the Legislature can amendor modify a rule; however, legislative leadership has decided, as amatter of policy, not to amend or modify rules by concurrentresolution. The reason: While the Idaho Supreme Court in Mead v.Arnell confirmed the authority of the Legislature to reject rules,there is language in the opinion that suggests that attempts toamend or modify rules would run afoul of the Idaho Constitution,and the Legislature would prefer not to litigate that issue. Instead,the Legislature has chosen to reject rules outright, rather thanamend or modify them.
d. Can the Legislature reject part of a rule?
The Legislature can reject a portion or section of a rule that issubmitted for review as long as the remaining portions of the rulecan stand alone, and the rejection does not have the effect ofchanging or amending the sense of the remaining sections.
e. Can the Legislature amend typographical errors?
There is a simple procedure to correct typographical, transcription,or clerical errors in rules that have been submitted to the Legislaturefor review without having to act by concurrent resolution, based onIdaho Code 67-5228. Contact Paige Parker, Research Analyst,Legislative Services, 334-4857, and Dennis Stevenson, RulesCoordinator, 332-1822. This covers errors such as words left out,misspelled, or put in the wrong order, but does not allow acommittee to "tweak" a rule or, for example, to change "shall" to"may."
f. Can a rule be rejected after the period of the session allowed forrules review?
A concurrent resolution rejecting a rule by both houses can beadopted right up until the gavel falls at Sine Die.
g. How does the Legislature decide which committees get to reviewwhich administrative rules?
The assignment of agency rules to committees for review isdetermined by the President Pro Tern and the Speaker.
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Assignments to specific committees can be changed from year toyear, subject to the approval of the Pro Tem and the Speaker.
h. Can more than one committee review agency rules?
Any committee can choose to hold a hearing on any rule, even if ithas not been assigned to that committee for review, althoughmultiple hearings are discouraged in favor of joint reviews.
i. Can agencies put their rules in manuals and brochures and thenincorporate the manuals and brochures in their rules by reference?
Section 67-5229, Idaho Code, allows agencies to incorporate veryspecific documents by reference that would otherwise becumbersome, redundant, and costly to republish. These includecodes, rules, and standards adopted by an agency of the UnitedStates or any nationally recognized organization or association; acode or standard adopted by Idaho statute or authorized by Idahostatute for adoption by rule; or a final rule of a state agencyprovided it is not a temporary rule. Unless authorized by statute, amanual or brochure cannot be incorporated by reference.
An example of a manual that is allowed by statute is the “IdahoStandards for Public School Driver Education and Training.” Thismanual, and others like it, is subject to legislative review when it ischanged and any changes must be approved by the Legislaturebefore the changes can be incorporated by reference into the rule.Conversely, a handbook explaining the policies and procedures of adepartment cannot be incorporated by reference.
J. Senate Confirmations
1. Gubernatorial Appointments - (Can affect every committee)2. Fish and Game Commission Appointments - (Resources and Environment)3. Board of Correction Appointments - (Judiciary and Rules)4. Idaho State Bar Appointments - (Judiciary and Rules)
a. An appointment letter, with accompanying biographical data, isreceived by the Senate, read over the desk, and assigned to thegermane committee.
b. The agency or board will be contacted to schedule a time and datefor the appearance of the appointee before the committee.
If a person is reappointed to a board or commission and haspreviously appeared before the committee, it might be deemedunnecessary for the candidate to come before the committee again.
c. When the appointee appears before the committee, he is asked bythe chairman to give a brief outline of his background and
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qualifications. The members then have an opportunity to questionhim. He is then excused by the chairman and advised that a decisionwill be made at the next committee meeting.
d. At the next committee meeting, members vote on whether to sendthe appointment out with a "do confirm," "do not confirm," or otherrecommendation to be voted on by the full Senate. Be sure andinclude on your agenda the fact that the committee will be voting ona particular appointment confirmation.
e. It is necessary for a sponsor to be selected at this point to speak onbehalf of the appointee when the appointment andrecommendation come before the full Senate.
g. Other entities such as the Fish and Game Commission, the IdahoState Bar, and the Board of Correction will submit appointments forthe Senate’s confirmation. The process is handled in the same wayas the Gubernatorial appointments.
h. Once the report is received by the Secretary of the Senate, it is readover the desk and placed on the calendar at the 10 Order ofth
Business. It is then held on the calendar for one legislative day, atwhich time the committee’s recommendation is voted on by the fullSenate. (See Senate Rule 21(A).)
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GLOSSARY OF LEGISLATIVE TERMS
ABSENT AND EXCUSEDNot present at session with consent.
ABSENT AND FORMALLY EXCUSEDNot present at session with consentof the President.
ACTLegislation enacted into law.
ADJOURNMENTTermination of a session for that day,with the hour and day of the nextmeeting being set prior toadjournment.
ADJOURNMENT SINE DIEFinal termination of a regular orspecial legislative session.
ADOPTIONApproval or acceptance; usuallyapplied to amendments, committeereports, memorials, or resolutions.
ADVICE AND CONSENTConfirmation by the Senate of certainappointees of the Governor.
AGENDASchedule of business proposed foreach legislative session or committeemeeting.
AMENDTo alter formally by modification,deletion or addition.
AMENDMENTAny alteration made or proposed tobe made in a bill or a motion; byadding, changing, substituting oromitting.
AMENDMENT, CONSTITUTIONALResolution passed by both houseswhich affects the Constitution;requires approval by voters at ageneral election.
ANALYST, LEGISLATIVEProfessional staff person assigned towork in a particular area of expertise.
APPEALA parliamentary procedure for testingand possibly changing the decision ofa presiding officer.
APPORTIONMENTEstablishment of legislative districtsfrom which members are elected.
APPROPRIATETo allocate funds.
APPROPRIATIONFund allocated for variousdepartments of government set asideby formal action for specific use.
APPROVED BY GOVERNORSignature of the Governor on a billpassed by the legislature.
AT EASEA term referring to that situation inwhich the Senate or House does notrecess or adjourn but suspends itsdeliberations for indeterminateperiods of time.
ATTACHESPartisan staff assistants hired toperform clerical, technical or officialduties; responsible to members oftheir respective parties.
AUTHOR/CO-AUTHOROne who presents a bill or resolutionfor consideration; may be joined byothers as co-authors.
BICAMERALA Legislature containing two houses.
BIENNIUMTwo-year term of legislative activity.
BILLDraft of proposed law presented tothe legislature for consideration.
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BILL BACK/JACKETColored paper back enclosinglegislative proposal with the number,author, and dated track of progressthrough both houses of thelegislature.
BILL, EMERGENCYA bill to take effect upon the signingby the Governor.
BILL HISTORYRecord of all the action on any givenproposal. The term is also applied toaction on resolutions and jointresolutions.
BILL, PRE-FILEDBills prepared and filed prior to theopening of a regular session.
BILL, PRINTED AND FILEDProcess by which copies of bills aremade available to the public and theofficial copy filed with the committeeto which it was referred.
BLOCA group of legislators who havecertain interests in common and whomay vote together on mattersaffecting that interest.
BLUE BOOKA comprehensive reference on Idahostate government publishedbiennially under the direction of theSecretary of State. Containsconstitutional, historical, andstatistical information about the stateof Idaho.
BUCK SLIPA mechanism whereby a committee,in instances where a committeemeeting is impractical, can indicatedesired action on the introduction ofor recommendations on a piece oflegislation. A buckslip constitutes ameeting and thereby becomes theofficial record of that committeeaction.
BUDGET, EXECUTIVESuggested allocation of state moneyspresented by the Governor forconsideration by the legislature.
BY REQUESTMembers may add "by request" to hisname in introducing a bill, meaning hehas introduced the bill at the requestof a constituent, some governmentalagency, or an organization.
CALENDAR, DAILYA printed list of bills and otherbusiness scheduled for considerationduring a daily session.
CALENDAR, CONSENT A calendar within the third readingcalendar to expedite the votingprocess on noncontroversial bills.
CALL OF THE SENATE OR HOUSEProcedure used to compel attendanceof the members and to compel thosein attendance to remain in thechamber.
CALL TO ORDERNotice given indicating the legislatureis officially in session. Also used tocall a disorderly member to order.
CASTING VOTEDeciding vote a Lieutenant Governormay cast, in case of a tie vote in theSenate.
CAUCUSAn informal meeting of a group of themembers, usually called on the basisof party affiliation.
CENSURE An act by a legislative body toofficially reprimand an elected officialfor actions by that official while inoffice. The act of censuring is anofficial condemnation for actionscommitted by a public official whileholding a position of trust.
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CERTIFICATE OF APPOINTMENTA document nominating a replacementfor a House or Senate member by theGovernor.
CERTIFICATE OF ELECTIONA complete list of those elected toserve as members of the Senate orthe House prepared by the Secretaryof State.
CHAIRPresiding officer or chairperson.
CHAMBEROfficial hall for the meeting of alegislative body.
CHAPLAINA clergyman called upon eachlegislative day to pray.
CODEA compilation of laws on a givensubject or a state code; the officialpublication of the statutes.
COMMITAction to send a measure to acommittee after it has beenpreviously reported.
COMMITTEEA body of elected members delegatedby a legislative body to consider andmake recommendations concerningdisposition of bills, resolutions, andother related matters often restrictedto certain subject areas.
COMMITTEE, AD HOCCommittee appointed for somespecial purpose. The committeeautomatically dissolves upon thecompletion of this specified task.
COMMITTEE CHAIRMANA member appointed to function asthe parliamentary head of a standingor special committee in theconsideration of matters assigned tosuch committee by the body.
COMMITTEE, CONFERENCECommittee made up of two or threemembers of each house, appointedby the presiding officers, upon refusalof one house to concur inamendments adopted by the otherhouse. Conference committeeattempts to prepare a version of themeasure acceptable to both houses.
COMMITTEE, INTERIMEstablished by law to work betweensessions.
COMMITTEE, JOINTCommittee composed of members ofboth houses.
COMMITTEE REPORTAn official release from a committeeof a bill or resolution with a specificrecommendation or withoutrecommendation.
COMMITTEE, SELECTA committee appointed to considerand make recommendations forspecific proposals. Also a committeeformed to work between sessions ona particular proposal.
COMMITTEE, STANDINGA committee appointed with acontinuing responsibility in thegeneral field of legislative activity.
COMMITTEE, STATUTORYA committee specifically establishedby law.
COMMITTEE OF THE WHOLEEither house of the legislature sittingas a committee to consider bills ongeneral orders.
CONCURRENCEAction by which one house agrees toa proposal or action which the otherhouse has approved. A proposal maybe amended, adopted, and thenreturned to the other house forconcurrence.
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CONFERENCE COMMITTEECommittee made up of two or threemembers of each house, appointedby the presiding officers, upon refusalof one house to concur inamendments adopted by the otherhouse. Conference committeeattempts to prepare a version of themeasure acceptable to both houses.
CONFIRMED BY THE SENATEApproval of an executive appointment.
CONFLICT OF INTERESTUntenable position which threatensthe ability of a legislator to voteimpartially due to some personalinterest in a legislative issue.
CONSTITUENTA citizen residing within the district ofa legislator.
CONSTITUTIONA written instrument embodying thefundamental principles of the statethat guarantees powers and duties ofthe government and guaranteescertain rights to the people.
CONSTITUTIONAL MAJORITYOne more than half of the membersof a deliberative body.
CONSTITUTIONAL RIGHTRight or privilege provided orguaranteed by the constitution.
CONTESTED SEATThe situation in which two or morecontestants claim the right torepresent a given legislative district.
CONTINGENCY FUNDMoney appropriated by therespective houses for incidentaloperational expenses.
CONVENEThe meeting of the legislature daily,weekly and at the beginning of asession as provided by theconstitution or law.
CO-SPONSORMore than one person proposing anybill or resolution.
DAY CERTAINAdjournment with specific day toreconvene.
DEBATABLEOpen to parliamentary discussion orargument.
DEBATEDiscussion of a matter according toparliamentary rules.
DECISION/RULING OF CHAIROfficial ruling of presiding officer inresponse to a point of order.
DECORUMProper order, etiquette, and conductof members during a floor session.
DESK/FRONT DESKThe desk at the front of the chamberwhere much of the clerical work ofthe body is conducted. Also, genericterm for the staff and offices of theSecretary of the Senate and the Clerkof the House.
DIED IN COMMITTEEMeasure defeated, or not acted uponin committee.
DISSENTDifference of opinion, also to cast anegative vote.
DISTRICTThat division of the state representedby a legislator distinguishednumerically or by geographicalboundaries.
DIVISIONA method of voting; a request thatmembers stand or raise hands to becounted when the outcome of a voicevote is unclear or in dispute.
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DIVISION OF QUESTIONProcedure to separate a matter to bevoted upon into two or morequestions.
DOCKETA book in which all Senate and Housebills, joint and concurrent resolutions,and memorials shall be entered,showing the state, condition, andprogress of each piece of legislation.
DOCUMENTAn original or official paper reliedupon as the basis, proof, or support ofsomething.
DO PASSThe affirmative recommendationmade by a committee in sending a billto the floor.
EFFECTIVE DATEA law becomes binding, either upon adate specified in the law itself or inthe absence of such date a certainnumber of days, specified byconstitution or law, after finaladjournment.
ELECTIONAct of selecting a person to fill anoffice.
EMERGENCY CLAUSEA statement in the bill indicating theact shall take immediate effect.
ENABLING ACTA statute which makes it lawful to dosomething which otherwise wouldnot be lawful.
ENACTMENTProcess whereby a measure becomesa law.
ENACTING CLAUSEThat clause of an act which formallyexpresses the legislative sanction. Itvaries in different states but usuallybegins "Be It Enacted."
ENGROSSED BILLAn official copy of a bill or resolutionas passed by one house, incorporatingall changes and amendments.
ENROLLED BILLThe final copy of a bill passed by bothhouses of the legislature.
EXCUSEDAbsent with permission of the bodyor the presiding officer.
EXECUTIVE APPOINTEEDesignated by the Governor to fill anoffice or position.
EXECUTIVE ORDERRule or decision of the Governor.
EXECUTIVE SESSIONA session excluding from the chamberall persons other than members andessential staff personnel.
EX OFFICIOThe holding of a particular office byreason of holding another. Forexample, the Speaker is by virtue ofthat office an ex officio member of allstanding committees.
FIRST READINGTo read the first of three times the billor title for consideration. In somestates the first reading is done at timeof introduction.
FISCAL IMPACT STATEMENTA budget analysis of proposedlegislation.
FISCAL NOTEA fiscal note states the estimatedamount of increase or decrease inrevenue or expenditures and thepresent and future fiscal implicationsof pending legislation.
FISCAL YEARAn accounting period of 12 months.
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FILIBUSTERThe prolonged discussion of a bill todelay legislative action.
FLOORThat portion of the chamber reservedfor members and officers of theSenate or House and other personsgranted the privilege of the floor.
FLOOR LEADERRefers to partisan (majority/minority)leadership in each house.
FORTHWITHImmediately, without delay; promptlyand with reasonable dispatch.
GALLERYBalconies of the chamber from whichvisitors may view the proceedings ofthe legislature.
GALLEY SHEETProof sheet made from composedtype, used by author to markcorrections for the printer.
GENERAL ORDERS/CALENDARAn order of legislative business inwhich the committee of the wholeconsiders amendments. Votes areusually not recorded.
GERMANENESSThe relevance or appropriateness ofamendments or substitutes.
GERRYMANDERINGLegislative district boundary linesdrawn to obtain partisan or factionaladvantages.
GOVERNOR'S PROCLAMATIONA means by which the Governor maycall an extra or special session of thelegislature.
GRANDFATHER CLAUSELaws providing new or additionalprofessional qualifications oftencontain a "grandfather clause"exempting persons presentlypracticing an affected profession fromhaving to comply.
HEARINGPublic discussion and appearance ona proposal which may be scheduledby a committee.
HOPPERThe presentation of a bill for formalintroduction and first reading or adepository for bills filed forintroduction.
HOPPER RULEThe rule which controls theintroduction of bills and resolutions.
HOUSEA legislative body, more commonlyk n o w n a s t h e H o u s e o fRepresentatives.
IMMEDIATE EFFECTLegislative action to render a laweffective at an earlier date thannormal course of events would allow.
IMMUNITYAs a general rule, a suit of libel orslander may not be maintainedagainst a legislator for statementsmade by him in his official capacityduring official sessions of thelegislature or its committees.
IMPEACHMENTProcedure to remove from officepublic officials accused of misconduct.
INITIATIVEThe method of initiating legislation bythe people.
INSERTAdd language to a bill or resolution.
INTERIMThe interval between regularsessions.
INTERIM COMMITTEEA committee delegated to study orinvestigate certain matters and reportto the next regular session; primarilyafter the legislature creating thecommittee has adjourned.
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INTRODUCTIONThe formal presentation of a proposalafter it has been processed.
INVOCATIONPrayer given prior to a session.
JOINT CONFERENCE COMMITTEEA committee composed of membersof each house appointed torecommend a compromise betweendifferent versions of a bill approvedby both houses.
JOINT ORDERAn order issued jointly by the Houseand Senate.
JOINT RESOLUTIONProposal for a change in the StateConstitution which, if passed, goes tothe voters for their approval. Theresolution is not presented to theGovernor nor does it require hisapproval.
JOINT RULESAdopted by both houses acting jointlyat the outset of the First RegularSession, these rules govern theprocedures to be followed in all areasof joint legislative activity.
JOINT SESSIONBoth houses meet together in onechamber.
JOURNALAn official chronological record of theaction taken and proceedings of therespective houses.
JOURNAL ENTRY STATEThe journals of the legislature may beexamined by the courts in order todetermine whether the constitutionalrequirements were complied with inthe passage of a law.
JUNKETTravel by an official at public expense.
LAY ON THE TABLEPostponement of the matter beforethe house, which may later bebrought up for consideration by amotion to "take from the table".
LEGISLATIVE COUNCILAll full-time, nonpartisan legislativestaff are consolidated under theLegislative Council. Fourteen-member council consists of thePresident Pro Tempore, the Speaker,the majority and minority leaders ofeach house, two Senators and twoRepresentatives from the majorityparty and two each from the minorityparty appointed by their respectiveparties. Responsible for theadministration of the legislative spacein the Capitol.
LEGISLATIVE INTENTPurpose for which a measure waspassed.
LEGISLATIVE LIAISONPerson appointed to communicatebetween legislators and otherdepartments.
LEGISLATIVE SERVICESNonpartisan legislative branch agencyproviding bill drafting, impartialresearch and information, andtechnical services.
LEGISLATIVE PRIVILEGE/IMMUNITYLegislator privileged from civil arrestand civil process during session of thelegislature.
LEGISLATORElected member of a legislative body.
LEGISLATUREThe branch of state governmentresponsible for enacting laws.
LINE ITEMNumeric line in an appropriation bill.
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LOBBYISTAny person who contacts a legislatoror a legislative committee with theintent to influence the approval,modification, or rejection of anylegislation. If this person acceptspayment for his services as a lobbyist,he must register with the office of theSecretary of State and comply withthe "Sunshine Law" for political fundsand lobbyist disclosure.
MAJORITY CAUCUSThe group numbering over one-half ofthe members of the body.
MAJORITY CAUCUS CHAIRMANA member affiliated with the majorityparty, who is responsible forconvening the caucus of his party andpresiding over its deliberations.
MAJORITY LEADERA member of the majority partydesignated to be leader.
MAJORITY PARTYThe political party having the greaternumber of members in the legislatureor either house.
MAJORITY REPORTRecommendation of action onmeasure submitted by majority ofcommittee.
MASON'S MANUALA volume of parliamentary law andprocedure providing a basis for rulingon questions of order.
MEASUREBill, resolution, or memorial.
MEMBERS-ELECTMembers elected but not havingtaken the oath of office or officiallyserving.
MEMBERS PRESENTThe term used to refer to thosemembers who are actually present ata daily session.
MEMORIALThe method by which the legislaturespeaks to Congress and othergovernments or governmentalagencies.
MEMORIALIZE GOVERNMENT OR CONGRESSTo address or petition another agencyor entity of government.
MEMORIALIZING RESOLUTIONCongratulates, or honors, groups orindividuals.
MESSAGES FROM GOVERNOROfficial communications fromGovernor read into official record.
MESSAGE FROM SENATE OR HOUSEOfficial communication from oppositehouse read into official record.
MINORITY LEADERA member of the minority partydesignated to be leader.
MINORITY PARTYParty numbering the fewest membersin the legislature or either house.
MINORITY REPORTA report which reflects the thinking ofthe members not favoring themajority position on action on anissue.
MINUTESAccurate record of the proceedings ofa meeting in chronological order.
MOTIONFormal proposal offered by a memberof a deliberative assembly.
MOTION, MAINA consideration of a bill is a mainmotion. Consideration of anamendment to that bill would be asubsidiary or secondary motion.
MOTION TO RECONSIDERA move which places the question inthe same status it was prior to thevote on the question.
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NOMINATIONSAppointments by the Governorsubmitted to the legislative body forapproval or rejection.
NON-DEBATABLEThose subjects or motions thatcannot be discussed or debated.
OATH OF OFFICEOath taken by members-elect of thelegislature prior to being seated andembarking upon official duties.
OFFICERSThat portion of the legislative staffelected by the membership.
OPEN MEETINGPublicly posted, accessible meetingconducted under requirements ofopen meetings laws.
ORDER OF BUSINESSThe defined routine of procedure inthe legislative body each day; may bedeviated from only by suspension ofthe Rules.
ORGANIZATIONPolitical leadership of a legislativebody.
OUT OF ORDERNot being conducted under properparliamentary rules and procedures.
OVER-STRUCK LANGUAGEOld law that is being deleted in a bill.
PAIR OR PAIRINGAn arrangement between twomembers of a house by which theyagree to be recorded on oppositesides of an issue and be absent whenthe vote is taken.
PARLIAMENTARY INQUIRYQuestion posed to chair forclarification of a point in proceedings.
PASSAGE OF BILLFavorable action on a measure beforeeither house.
PENDING BUSINESSUnfinished business which has beenleft from previous day or earlier insame calendar day.
PER DIEMLiterally, per day, daily expensemoney rendered legislators andpersonnel.
PETITIONA f o r m a l d o c u m e n t o fcommendation, congratulations orcondolence.
POINT OF INFORMATIONA request from a legislator to thepresiding officer for clarification of aprocedural matter.
POINT OF ORDERCalling attention to a breach of orderor rules.
POINT OF PERSONAL PRIVILEGEA statement defending the rights,reputation, or conduct of a legislatorin his or her official capacity.
POSTPONE INDEFINITELYA means of disposing of an issue andnot setting a date to again considersame.
POSTPONE TO A DAY CERTAINTo deter consideration to a definitelater time or day.
PRECEDENTInterpretation of rulings by presidingofficers on specific rules; alsounwritten rules which are establishedby custom.
PRE-FILED BILLInstrument introduced during interim.In some states numbered andprovisionally referred to committee.
PRESIDENTBy constitutional enactment theLieutenant Governor; title of personpresiding over the Senate.
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PRESIDENT PRO TEMPOREThe person, elected by the Senate, tohave the same powers as thepresident in his absence. The chiefadministrative office of the Senate.
PRESIDING OFFICERPerson designated to preside at alegislative session.
PRESSURE GROUPGroup or organization which tries invarious ways to influence legislation.
PREVIOUS QUESTIONA motion to close debate and bringthe pending question or questions toan immediate vote.
PRIVILEGE OF THE FLOORPermission granted to a non-memberof the body to be in that portion of alegislative chamber during the sessionthat is reserved for members andstaff personnel.
PRIVILEGE, PERSONALQuestions, affecting the rights,reputation, and conduct of membersof the body in their representativecapacity.
PROCEDURERules and traditional practices of therespective houses of the legislature.
PROCLAMATIONMeasure used to give a vote ofthanks, praise, or honor for a specialachievement, anniversary, orbirthday. Not signed by theGovernor.
PRO TEMPOREThe designated officer of the Houseor Senate acting in the absence of theregular presiding officer.
PUBLIC ACTSEnacted laws.
QUORUMThe required number of memberspresent to transact business.
RATIFYTo approve and make valid.
READ ACROSS THE DESKTerm used to indicate that a bill hasbeen read and noted in the journal.
READINGPresentation of a bill before eitherhouse by the reading of a bill numberor title; a formal procedure requiredby the State Constitution that billsreceive three readings on threedifferent days in each body.
REAPPORTIONMENTRedrawing legislative districtboundaries so as to provide equalityof representation.
RECALL A BILLA motion which enables either houseto recall a bill previously passed.
RECEDEWithdraw from an amendment orposition on a matter.
RECESSIntermission in a daily session.Intermission from one day to thenext; day-to-day recess from onecalendar day to next keeping samelegislative day.
RECOMMITTo send back to committee.
RECONSIDERATIONA motion which, when granted, givesrise to another vote annulling orreaffirming an action previouslytaken. Motion may be offered onlyby a member having voted previouslyon the prevailing side.
RECORDBy custom, members often requestthat the "record" show or that theybe "recorded" in a certain way; theserequests, if approved, are entered inthe journal.
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REFERENDUMA method by which a measureadopted by the legislature may besubmitted to popular vote of theelectorate; called "invoking thereferendum."
REFERRALThe sending or referring of a bill tocommittee.
REGULAR ORDER OF BUSINESSThe established sequence of businessset up for each legislative day.
REGULATIONA rule or order of an agencypromulgated under the authority of astatute passed by the legislature.
REMAIN INFORMAL OR STAND AT EASEA term referring to that situation inwhich the assembly does not recessor adjourn, but suspends itsdeliberations for indeterminateperiods of time.
RE-REFERThe reassignment of a bill orresolution to a committee.
REPEALA method by which legislative actionis revoked or abrogated.
REPORTTo approve by committee.
REPRESENTATIVEA member of one house of thelegislature.
RESCINDA motion used to reverse a previousact ion af ter the t ime forconsideration has passed. Itresembles the motion to reconsideror repeal because it has the effect ofmaking ineffective an actionpreviously taken.
RESOLUTION, CONCURRENTA document expressing sentiment orintent of the legislature, governingbusiness of the legislature, or toexpress recognition.
RESOLUTION, JOINTA means of amending stateconstitution or to ratify anamendment to the United Statesconstitution.
RESOLUTION, SENATE OR HOUSESame as concurrent resolution exceptit is the expression of one house.
REVISIONThe process of orderly numbering andchecking of proposals to see that theyare in proper form.
REVISED CODEUpdated statutory laws of the state.
RISE AND REPORT Often used by Committee of theWhole to report a bill underconsideration and send it out ofcommittee.
ROLL CALLThe vote taken on an issue before thebody; either by an electricaltabulating machine or by voice vote,names of members being called inalphabetical order by the Secretary ofthe Senate and recorded.
ROLL CALL VOTEIndividual votes of members arerecorded in the journal.
ROSTRUMPodium or desk area at the front of achamber.
RULE, SUSPENDEDTemporarily set aside a rule.
RULESRegulating principles, methods ofprocedure.Joint Rules - governing relationshipbetween and affecting mattersbetween the two houses.
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Permanent Rules - adopted by eachhouse for the duration of the session.Temporary Rules - practices usuallyadopted at the beginning of eachsession until standing rules areadopted, consisting generally of thestanding rules of the precedingsession.
RULING OF THE CHAIRA decision by the presiding officerconcerning a question of order orprocedure.
SECOND READINGThe second reading of a bill.
SECTIONPortion of the codes, cited in each billwhich proposes to amend, create, orreplace same.
SEGMENTPortion of a bill.
SELECT COMMITTEESpecial committee of legislators or ofsenators or house members.
SENATEA legislative body, usually the body ina bicameral legislature having thefewer number of members.
SENIORITYA custom sometimes used in makingcommittee assignments. Arecognition of prior legislative servicein appointing committee chairmen orparty leaders in a legislature.
SESSIONPeriod during which the legislaturemeets.Daily - each day's meeting.Joint - meeting of the two housestogether.Regular - the annual session at whichall classes of legislation may beconsidered.Special/Extraordinary/Extra - calledby and limited to matters specified bythe Governor.
SESSION, EXECUTIVEAn official meeting of each houseduring which only certain persons areallowed in attendance and records ofmeeting are not published.
SIMPLE MAJORITYOne more than half of those voting ona question.
SINE DIEAdjournment "without day" being setfor reconvening. Final adjournment.
SPEAKERPresiding officer of the assembly orhouse elected by the body.
SPONSORLegislator who is the primary authorof a bill or amendment.
STAND AT EASEBrief suspension of activity during asession.
STANDING COMMITTEERegular committees of the legislatureset up to perform certain legislativefunctions.
STATEMENT OF PURPOSEA brief exposition of the purpose of ameasure, appearing at the end of alegislative document or amendment.A concise statement of purpose mustaccompany any bill introduced intoboth houses.
STATE THE QUESTIONTo place a question before alegislative body for its consideration.
STATUTORY COMMITTEEA committee created by statute.
STATUS OF A BILLThe position of a bill in relationship toits passage.
STOPPING THE CLOCKPractice of lengthening the hours ofthe legislative day irrespective of thepassing of the hours of the calendarday by stopping the clock.
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STRIKE OUTThe deletion of language from a bill orresolution.
SUBSTITUTE MOTIONA request which replaces the originalmotion.
SUBSTITUTE SENATORSomeone from a senator's district tofill the vacancy in his absence. Asubstitute senator has all rights andprivileges of an elected senator.
SUNSET CLAUSEExpiration date of a measure.
SUPPLEMENTAL APPROPRIATIONAdjustment of funds allocated overoriginal appropriation.
SUSPENSION OF THE RULESParliamentary procedure wherebyactions can be taken which wouldotherwise be out of order. A two-thirds vote is required to suspend therules.
TABLE, MOTION TOA means of disposing of a bill or othermatter for an indefinite period oftime.
TAKE A WALKTo purposely avoid voting on ameasure.
TERM OF OFFICEPeriod of time for which a person iselected.
THIRD HOUSEAnother term for legislative advisers,or lobbyists.
THIRD READINGRecitation of measure number, title,and sponsor before consideration(usually final consideration) by eitherhouse.
TITLEA concise statement of the contentsof a bill.
TITLE, SHORTAn abridged description of a bill.
UNANIMOUS CONSENTUsually requested to suspend rulesfor a specific purpose. Consent givenby all members present to a request.
UNICAMERALA single body legislature.
VETOThe action of a governor indisapproval of a measure.
VETO, LINE ITEMGovernor may reduce or eliminateitems while approving remainder ofthe bill.
VETO OVERRIDETo pass a bill over a Governor's veto.
VETO, POCKETFailure to sign within a certain lengthof time after adjournment sine die.
VOICE VOTEOral expression of the members whena question is submitted for theirdetermination. Response is given by"ayes" and "nays" and the presidingofficer states his decision as to whichside prevailed.
VOTEFormal expression of will or decisionby the body.
VOTE, DIVISION, AND RISINGTo vote by a show of hands or bystanding.
VOTE, EXPLAINIn the Senate a member may have 60seconds to explain a vote if he has notparticipated in the debate.
VOTE, RECORDA roll call vote in which each memberanswers to his name and announcesthat he is voting yea or nay. The voteis recorded in the journal.
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VOTE, ROLL CALLIndividual votes of members arerecorded in the journal
WITHDRAW A MOTIONTo recall or remove a motionaccording to par l i am en t aryprocedure.
WITHOUT RECOMMENDATIONA committee report which is neitherfavorable nor unfavorable.
YEAS AND NAYSRecorded vote of members on anissue.
YIELDThe relinquishing of the floor toanother member to speak or ask aquestion.
