January 29, 2003

LEGISLATIVE PROCEDURES

Each agency is responsible for monitoring its own legislative initiatives as well as any other legislation that relates to the agency. The following guidelines describe the manner in which all agencies under the Governor's jurisdiction shall report on such legislation to the Governor's Office. Please note that all reports are internal memoranda and may not be released to anyone outside the Governor's Office without the approval of the Governor Director of Legislative affairs.

  1. Procedure for Submitting Proposed Agency Legislation
    1. Each proposed agency bill must be approved by the Governor's Legislative Office before being introduced. A meeting will be conveyed by the Governor's Legislative Office to review agency proposals; liaisons, agency directors, Governor's Office policy staff, and Bureau of the Budget (BOB) staff must be present at this meeting.
    2. Prior to the meeting, agency liaisons must submit one copy of the agency's proposal(s) to the Governor's Legislative Office (liaisons are also responsible for providing copies of the proposal(s) to the appropriate Governor's Office Policy and BOB staffers in advance of the meeting). Proposals and all attachments must be three-hole punched. The proposal must contain the following:
      1. Proposed changes to existing law.
      2. Reason(s) for proposal
      3. Prior legislative history of the proposal- include bill numbers, sponsors, and final disposition.
      4. Possible effect the proposal would have on other state agencies. In the event that the proposal affects another agency under the jurisdiction of the Governor, a letter from the affected agency that states the agency’s position on this proposal must be attached.
      5. Fiscal implications of the proposal- specify the amount of additiona1 money, additional personnel (by classification), and capital expenditures that will be required with enactment of the bill. If possible, the BOB analysis should be attached. If the proposal expends State funds or increases or decreases State revenue, a draft fiscal note:, in accordance with the requirements of the Fiscal Note Act; (25 ~CS 50), must be attached.
      6. Effective date(s) of the proposal.
      7. Probable supporters and opponents of the bill.
      8. Name) title/office and telephone :number of the Witness(s) from the agency who will testify in committee on behalf of the legislation.
      9. Name, title/office and telephone number of the person(s) from the agency who drafted the bill.
      10. Suggested sponsors in both Houses.
      11. Attached relevant documentation, such as an option of the Attorney General, court decision, Federal legislation, audit finding or correspondence.

    3. Initially, proposed bills may be drafted with the agency. After they are approved by the Governor's Office, they must be drafted by the Legislative Reference Bureau (LRB)
    4. When the LRB version of the bill is complete, 15 copies must be submitted to the Governor's Legislative Office for review. At this time, two copies of a 1-2 page summary of the final proposal must be attached. The Governor's Legislative Office will distribute the 15 copies for introduction. to the sponsor(s). legislative staffs. and internally. Agency liaisons are responsible for briefing the sponsor(s) and legislative staffs about all legislation approved for introduction.
    5. Agency liaisons will be responsible for following the progress of .legislation and coordinating its presentation in committee. The Governor's Legislative Office must approve any testimony in committee that will cover issues not included in the original proposal in advance
    6. Two copies of written memoranda must be submitted to notify the Governor's Legislative Office of any amendments to agency bills. This memoranda must include a discussion of the amendments and the agency's position on the amendments. The fact that the legislation is an agency proposal must be clearly noted at the top of all memoranda. All memoranda must be submitted at least 3 days before the scheduled committee hearing, or the Friday prior to the week in which the bill will be heard in committee, whichever is earlier.
  2. Procedure For Reporting On All Other Legislation That Relates To Agency.
    1. egislative liaisons are required to submit to the Governor's Legislative Office two copies of "position papers" on all legislation affecting the agency that is not introduced by the agency. Position papers must be submitted as soon as possible after a bill's introduction and at the least, the Friday prior to the week in which the bill is scheduled to be heard in committee. Position papers must contain the following:
      1. Bill #/Amendment #, Chief Sponsors, Agency Position, and Date of Position Paper must appear in thee upper right corner of the first page of the position paper.
      2. Proposed changes to existing law.
      3. Apparent reason(s) for which the bill was introduced, as well as any sources of support or opposition.
      4. Prior legislative history of the bill- include bill numbers, sponsors, and final disposition.
      5. Possible effect on agency policies and operations.
      6. Fiscal implications of the bill, as well as any applicability of the State Mandates Act or other note acts.
      7. Effective date(s);
      8. Rationale for the agency's position, and whether or not the agency will testify in committee on the bill. Testimony must be approved by the Governor's Legislative Office at least three days prior to the scheduled committee hearing.
    2. As amendments are introduced or as other developments arise concerning these bills, legislative liaisons will be required to submit two copies of revised position papers. Revised position papers must clarify the agency's position on the legislation as amended and updated all other information required in the initial position paper. Clearly indicate at the top of the position paper which amendments are included in the revised analysis.

  3. Procedure for Completing Final Bill Reviews
    Final bill reviews on agency proposed legislation and on all other legislation that affects the agency are due as soon as possible after bills pass both chambers of the General Assembly. Bill reviews must follow the same format as outlined above for position papers. Bill reviews must be clearly marked "Final Bill Review" (as opposed to "Position Paper") at the top of the document and include a formal recommendation for action by the Governor. Legislativeo1iaisons are responsible for submitting one copy of each final bill review to the Governor's Legislative Office and for providing copies to the appropriate Governor's Office Policy and BOB staffers.

  4. Procedure for Filing Fiscal and Other Notes
    As requests for notes are received, liaisons must expeditiously submit draft copies of notes to the Governor's Legislative Office for approval. Upon approval, liaisons must file the note in the appropriate chamber and provide copies to relevant Republican and Democrat committee staffers and the appropriate Governors Office Policy and BOB staffers.

  5. Procedure for Weekly Reports
    1. Each agency is required to compile a Weekly Report of all legislation being tracked. Weekly Reports must include bill numbers, sponsors, brief synopsis/title of bills, updated positions, and must be organized by status (i.e. Bills on 3rd Reading, Bills in House of Revenue Committee, etc.). Administration/Agency Bills and Budget Bills should be highlighted in separate sections of the Report. Any additional special issues/problems must also be discussed in a separate section of the Report.
    2. A cover sheet must be attached to the Weekly Report briefly listing all new bills addressed in the Report and all bills for which the agency's position has changed.
    3. FIVE (5) copies of the Weekly Report must be turned in to the box in the reception area of the Governor's Legislative Office by no later than 1 :00 PM EVERY Friday before a Session week. Also deliver one copy each to the appropriate Governor's Office Policy and BOB staffers by the same deadline. Weekly reports will be accepted by E- mail to the address(s) provided by the Governor's Legislative Office.
  6. Miscellaneous
    1. Resolutions- Resolutions that are of interest to an agency must be reported to the Governor's Legislative Office in the same manner for bills as described above.
    2. Be certain that the Governor's Legislative Office has the most recent updated information for all Agency Directors and Legislative Liaisons' home and office telephone numbers and addresses as well as e-mail address, fax, pager and cell phone numbers.
    3. Administrative Order Number One (2000) (dated September 1,2000) entitled "Legislative Procedures" is hereby rescinded.