Bill Processor electronically retrieves Amendments Coordinator’s copy of amendment (from subdirectory “Final” on W: directory).
Bill Processor electronically opens the bill for engrossing. A new bill is incremented and created, and the old version is archived.
Number increments are added as part of the file name as a dot and a two digit sequence number (e.g. HB10, HB10.01, HB10.02).
Bill Processor inserts amendments into the bill with macros that cut and paste and formats the amendment appropriately (e.g., all caps insert and underline markup codes, strike through). Other macros may be used to apply formatting styles as needed. The Bill Processor is prompted to enter sponsors. In order to add sponsors, the House/Senate Journal Sponsor File can be accessed (subdirectory on W: directory) electronically by Bill Processing if the House/Senate Journal Clerk has created the file.
Note: Changes are never performed using global search and replace instructions within a bill.
A macro is run by the Bill Processor that formats the engrossed bill, runs a diagnostic report, saves the updated version into the Master Bills Directory (on the W: directory), creates a PDF version (not posted to public-access website yet), and prints the engrossed bill. Status is not updated.
The Bill Processor runs macro (COMPARE), which does a “smart” compare process to compare existing MCA language to bill language, while ignoring the amending instructions, headers, and other content. The result allows the user to make sure that language is not added without underlining or removed unintentionally. This compare process is done every time the bill is corrected as a regular part of Bill Processing.
The engrossed bill/original bill/Committee Report packet is delivered to the Proofreaders for review against the Committee Report to ensure that amendments were input and formatted correctly. If corrections are needed, the Proofreader marks the copy with red pen and returns the bill to the Bill Processor for corrections. The bill is not incremented because of data input mistakes, but a new PDF version is created (not available online yet). This process is repeated until correct.
When all changes are completed, the clean engrossed bill is printed and taken to the Print Shop.
28.Second Reading
29.Printing
The Print Shop uses the hard-copy bill for duplicating (photo copies on yellow paper, appropriate number of copies). The Print Shop runs a macro (WEB UPLD). Status is automatically updated, and the new PDF version of the bill is available online.
The Bill Processor returns the original bill (which, if amended now contains all engrossed amendments) and SCR to the appropriate Chamber’s Bills Clerk where the delivery is receipted/acknowledged/signed via carbon-copy receipts.
The Bills Clerk stamps the bill back. The original bill is filed on the rostrum (filing drawers on the podium) in each Chamber and pulled each time the bill is acted on.
30.Second Reading
LAWS Status is updated by the Assistant Secretary/Chief Clerk and Status Clerk when the SCR is reported out of committee (see above).
The bill (amended or unamended) is now available to be scheduled for 2nd Reading by the Presiding Officer. 2nd Reading allows for debate by the entire COTW (the yellow 2nd Reading copy).
The bill can be amended by the COTW. The bill is not voted on until all moved amendments are discussed and voted on or have been withdrawn.
The engrossing process is repeated if the bill is amended by the COTW.
The bill may be rereferred to a Standing Committee (if there are floor amendments, they may/may not require engrossing into the bill, depending on when rereferral occurred) in which case it would come back to 2nd Reading.
The print process is repeated if unamended by the COTW. The bill is printed on blue paper.
If the bill passes 2nd Reading, it proceeds to 3rd Reading in the Chamber.
Note: The blue copy of the bill is included in the agenda packet only if it was amended on 2nd Reading.
31.Floor Amendments
Floor amendments are offered only during 2nd Reading while either Chamber is convened in the Committee of the Whole (COTW). Floor amendments are always prepared, prior to offering, by a Drafter at the request of a member (process is similar to the committee amendment process except floor amendments stand alone and are not combined). Although it is ideal to have a Drafter who is familiar with the subject matter draft the amendments, resources do not always allow for that to happen and any LSD Drafter may draft the floor amendment.
Member requests floor amendment.
Drafter creates draft floor amendment, which may include one or multiple amendment items. The draft floor amendment is printed and delivered, along with a clean copy of the most current version of the bill, to an Editor for review.
The Editor will review and mark corrections on the printed draft floor amendment and return to Drafter.
The Drafter enters all changes. A printed version of the corrected amendment and the marked copy are returned to the Editors who ensure that all marked changes were incorporated. If so, the marked version is thrown away and the printed draft floor amendment, along with the Editors Map, is filed with other copies of amendments. The Drafter emails the electronic copy of the draft floor amendments to the Amendments Coordinator for the appropriate Chamber.
The Amendments Coordinator runs a process that creates a final Floor Amendment Report for each draft (with the Amendment Report header). The Amendments Coordinator will print a copy of the draft floor amendment for the requesting member to sign. The print process creates copies for:
Note: Floor amendments are never combined into one Floor Amendment Report (FAR). A FAR is created for each Floor Amendment (which may include multiple items).
The requesting member signs the floor amendment.
The member either holds the amendment or moves to have the bill amended per the details in the amendment. If the member offers floor amendment to the COTW for a vote, the process continues.
If the floor amendment is not voted on or is rejected, it dies and the process stops here.
The Status Clerk for that Chamber will enter Status information, which also provides select information to several other systems:
Floor amendment info is available then for viewing on the Web along with other related info for that bill.
The COTW votes on the floor amendment and the results of the vote are provided to the Journal Clerk.
If rejected, the floor amendment dies.
If accepted, the floor amendment is stapled to the original bill and delivered by the Bills Coordinator to the Bill Processor for engrossing. The engrossed bill will be printed for consideration during the 3rd Reading of the bill.
