Procedures Manual
for Joint Committees
Texas LegislaƟve Council
For the 83rd LegislaƟve Interim
Procedures Manual
for
Joint Commi ees
Prepared by the Staﬀ
of the
Texas Legisla ve Council
Published by the
Texas Legisla ve Council
P.O. Box 12128
Aus n, Texas 78711-2128
Lieutenant Governor David Dewhurst, Joint Chair
Speaker Joe Straus, Joint Chair
Debbie Irvine, Execu ve Director
The mission of the Texas Legisla ve Council is
to provide professional, nonpar san service and support
to the Texas Legislature and legisla ve agencies.
In every area of responsibility,
we strive for quality and eﬃciency.
Copies of this publica on have been distributed in compliance with the state depository law (Subchapter G,
Chapter 441, Government Code) and are available for public use through the Texas State Publica ons
Depository Program at the Texas State Library and other state depository libraries. This publica on can
be found at h p://www.tlc.state.tx.us/lege_ref.htm.
Addi onal copies of this publica on may be requested from TLC accoun ng:
In person:
By mail:
By phone:
By fax:
Plaza Level, Robert E. Johnson, Sr., Legisla ve Oﬃce Building
1501 N. Congress Avenue
P.O. Box 12128, Aus n, TX 78711-2128
(512) 463-1155
(512) 936-1000
ii
Table of Contents
Introduc on ............................................................................................................................ 1
Chapter 1. Budget and Account Administra on .................................................................... 3
Budget ................................................................................................................................ 3
Account Administra on ...................................................................................................... 5
Gi s, Grants, and Dona ons .............................................................................................. 5
Chapter 2. Commi ee Staﬃng and Contracts........................................................................ 7
Commi ee Staﬃng............................................................................................................. 7
Directory of Staﬀ Resources and Support .......................................................................... 8
Budgeted Staﬀ.................................................................................................................... 8
Contract Staﬀ, Consultants, and Expert Witnesses ............................................................. 9
Chapter 3. Administra ve Support .......................................................................................11
Telephones ........................................................................................................................11
Supplies and Purchasing....................................................................................................11
Photocopying, Duplica on, and Prin ng ...........................................................................12
Mail and Messengers ........................................................................................................12
Travel.................................................................................................................................13
Special Outlays ..................................................................................................................16
Directory of Administra ve Support .................................................................................18
Chapter 4. Commi ee Proceedings.......................................................................................21
Mee ngs and Hearings .....................................................................................................21
Final Commi ee Report ....................................................................................................24
Disposi on of Commi ee Records ....................................................................................25
Expira on of Commi ee ...................................................................................................25
Directory of Commi ee Proceedings Support ...................................................................26
List of Tables
Table 1. Travel Expenses, Receipts, and Recordkeeping .........................................................17
Table 2. Examples of Dissen ng Statements ..........................................................................25
Forms
Joint Select Commi ee Budget and Staﬃng Form
TLC Personnel Ac on Form
TLC Monthly Time Report
TLC Receiving Report
TLC Advance Travel/Registra on Request Form
TLC Employee Travel Expense Informa on Sheet
Commi ee Travel Expense Informa on Sheet
Witness Aﬃrma on Form
Minute Notes
iii
Introduc on
House Concurrent Resolu on 43 (H.C.R. 43), adopted during the regular session of the 83rd
Legislature, authorizes the lieutenant governor and speaker of the house of representa ves
to create by mutual agreement joint commi ees they consider necessary to study issues of
special legisla ve concern. The authoriza on lasts for the term of the 83rd Legislature, which
expires January 13, 2015. For each commi ee created, the legisla ve presiding oﬃcers issue
a joint proclama on iden fying the commi ee’s study topic or topics and its membership or
composi on.
The resolu on also directs the Texas Legisla ve Council to prepare, under the direc on of the
lieutenant governor and speaker, a manual of procedures governing the financial, administra ve,
and other opera ons of joint commi ees. This manual fulfills that direc ve and supplements
procedural requirements contained in H.C.R. 43, state law, and other sources having legal
applicability to legisla ve commi ees. The manual applies to those commi ees for which the
council administers financial accounts, regardless of whether created under H.C.R. 43 or by
other means, and for which the council provides administra ve support.
Chapter 1 covers budget submission and approval and account administra on issues. Chapter
2 covers staﬃng issues and contracts. Chapter 3 covers administra ve support, including the
handling of telephones, supplies and purchasing, duplica on and prin ng, mail and messenger
service, and travel. Chapter 4 covers issues rela ng to commi ee proceedings, including
mee ngs and the commi ee’s final report. The final sec on contains examples of forms used
in commi ee account administra on.
1
Chapter 1 Budget and Account Administra on
Budget
Subject to availability of funds, each joint commi ee created by joint proclama on under the
provisions of H.C.R. 43 is poten ally eligible for a funding alloca on from Texas Legisla ve
Council appropria ons that have been reserved for joint study commi ees. Council funding is
not available for a joint commi ee created by statute unless it is specified in the statute and
funds for this purpose are appropriated to the council.
Budget Proposal. Under the provisions of H.C.R. 43, the chair, or co-chairs ac ng jointly, of
each joint commi ee seeking funding must submit a proposal for budget and staﬃng to the
lieutenant governor and speaker within four weeks of the crea on of the commi ee. The
proposal must be submi ed on the Joint Select Commi ee Budget and Staﬃng Form, which is
discussed in detail below.
Certain staﬀ support and other services are available at no charge to the commi ee. The budget
request should include only those services for which the commi ee will incur a charge. Before
developing a budget proposal, read Chapter 2 for more informa on on staﬃng and contract
issues and Chapter 3 for more informa on on administra ve and support services.
Budget and Staﬃng Form. The Joint Select Commi ee Budget and Staﬃng Form must be used
to submit a proposed commi ee budget.
Item 1-Salaries. Under Item 1 on the budget form, list a total amount for all salaried commi ee
staﬀ proposed to be placed on the Texas Legisla ve Council payroll and paid from the council
funds reserved for joint study commi ees. A corresponding Item 1 on the second page of the
form provides space to itemize the staﬀ and salaries included in this total.
Under the terms of H.C.R. 43, joint commi ees must use, to the greatest extent possible, exis ng
legisla ve staﬀ resources, and the budget request should not include staﬀ on senate, house,
or other legisla ve agency payrolls who are being used by the commi ee. Before developing
a budget proposal, read Chapter 2 for more informa on on staﬃng restric ons, requirements,
and procedures.
Item 2-Contracts. Item 2 should include any staﬀ, consultants, or expert witnesses whose
services are proposed to be provided under contract. A corresponding Item 2 on the
second page of the form provides space to describe the staﬀ, consultant, and expert witness
expenditures included in this total. Before developing a budget proposal, read Chapter 2 for
more informa on on staﬃng and contract requirements and procedures.
Item 3-Telephones. A joint commi ee headquartered with a senate, house, or other legisla ve
oﬃce may choose to rely on exis ng telephone lines and equipment. Incremental costs will
be absorbed by the oﬃce, as charges incurred by the commi ee cannot be segregated. A
commi ee an cipa ng heavy telephone use may wish instead to seek approval for a separate
installa on. Before developing a budget proposal, read Chapter 3, Telephones, for more
informa on.
Item 4-Supplies and Purchasing. In order for rou ne oﬃce supplies and other purchases to be
reimbursable from the commi ee’s budget and treated as a commitment of state funds, joint
3
commi ees must make such purchases through the Texas Legisla ve Council. A commi ee may
not independently obtain supplies or services or make purchases from outside or unauthorized
sources. Before developing a budget proposal, read Chapter 3, Supplies and Purchasing, for
more informa on.
Item 5-Photocopying and DuplicaƟon. Before developing a budget proposal, read Chapter 3,
Photocopying, Duplica on, and Prin ng, for more informa on.
Item 6-PrinƟng of Final Report. A commi ee may have its final report printed by a legisla ve
resource, such as the council print shop, Senate Publica ons and Prin ng, or House Reproduc on,
or by a nonlegisla ve resource, which will require solici ng bids for compe ve pricing. Item 6
contains spaces to indicate whether the chair or co-chairs intend to have the report printed by
the Texas Legisla ve Council or elsewhere. Before developing a budget proposal, read Chapter
3, Photocopying, Duplica on, and Prin ng, for more informa on.
Item 7-Mailings. Before developing a budget proposal, read Chapter 3, Mail and Messengers,
for more informa on.
Item 8-Travel Reimbursement. Travel expenses should include travel reimbursement for
senate, house, and ci zen members who are appointed by the lieutenant governor or speaker
and for staﬀ whose salaries are included within the commi ee’s approved budget. Other state
employees or oﬃcials who travel with a joint commi ee are eligible for travel reimbursement by
their employers under provisions of the General Appropria ons Act. Ci zen members appointed
to a commi ee by the governor are reimbursed by the governor’s oﬃce under H.C.R. 43.
Ci zen members of subcommi ees or advisory panels, if not also members of the full commi ee,
are ineligible for travel reimbursement. Legislators serving on subcommi ees or advisory panels
are en tled to travel reimbursement regardless of their membership on the full commi ee.
The commi ee reimburses the senate and house of representa ves for this expense only if the
approved budget includes funds for this purpose.
Before developing a budget proposal, read Chapter 3, Travel, for more informa on on travel
reimbursement eligibility, budgetary responsibility, and reimbursement rates.
Item 9-Special Outlays. When necessary to meet sound system needs and comply with taping
requirements, a commi ee may need to rent a site for a mee ng held outside Aus n. Item
9 should be used to budget for this purpose. Other expenses that would be included in Item
9 are books and other publica ons, furniture, and equipment. Before developing a budget
proposal, read Chapter 3, Special Outlays, for more informa on on mee ng sites outside Aus n.
Item 10-Authority to Approve Expenditures. The commi ee is asked in Item 10 to designate
one or two individuals authorized to approve expenditures. This may be the chair, one or both
co-chairs, an aide from the senate or house, or another commi ee staﬀ person. The designee
or designees are responsible for signing contracts, purchase requisi ons, travel vouchers,
and other forms authorizing expenditures from the commi ee’s budget. In the absence of
commi ee rules to the contrary, approval must be provided by the chair or co-chairs if no one
is designated to approve expenses.
Signatures. The completed form must be signed at the bo om of the first page by the chair or
both co-chairs. The lieutenant governor and the speaker must review and approve the budget.
A space for their signatures is provided at the bo om of the form.
4
Page 2-Budget Detail. As noted above, Items 1 and 2 on page two of the form provide space
for more detailed informa on on the proposed salaries and contracts. Item 3 provides space
for any other clarifica ons or jus fica ons regarding the budget and staﬃng proposal.
Submission and Approval. Copies of the completed form must be submi ed, together with
any supplemental informa on that the chair or co-chairs may wish to add, to the lieutenant
governor, the speaker, and the execu ve director of the Texas Legisla ve Council. Page two
of the form contains space for clarifica ons regarding the budget request. Alterna vely, the
commi ee may a ach a le er or memorandum.
If a joint commi ee con nues through more than one fiscal year, a new budget must be
submi ed for each fiscal year.
Account Administra on
On receipt of an approved joint commi ee budget, the Texas Legisla ve Council’s accoun ng
oﬃce will establish an account from which expenditures for salaries, contracts, administra on,
and travel are to be made. No expenses will be processed un l an approved budget is received
in the accoun ng oﬃce.
The commi ee chair or co-chairs are responsible for the exercise of fiscal control to ensure that
commi ee spending is in accordance with the approved budget. The accoun ng oﬃce will issue
monthly reports comparing cumula ve expenditures to the joint commi ee’s budget. These
reports can be an cipated between the 10th and 20th day of each month and will be current
as of the last day of the preceding month, assuming travel voucher submissions are mely.
The Directory of Administra ve Support at the end of Chapter 3 lists the administra ve services
related to personnel on the council payroll, the source of each service, and contact informa on
for each source.
Gi s, Grants, and Dona ons
A joint commi ee created pursuant to resolu on, including a joint commi ee created under
H.C.R. 43, may accept gi s, grants, and dona ons to fund or support commi ee ac vi es. State
law requires acceptance by a majority of the vo ng members of the commi ee in an open
mee ng (Sec on 301.032, Government Code). Acceptance must be recorded in the minutes,
which must include the name of the donor and the purpose of the gi , grant, or dona on. A
commi ee may confer with the Texas Legisla ve Council’s legal division to determine whether
an oﬀering falls within a category to which the statute applies.
A monetary gi , grant, or dona on is to be forwarded to the council’s accoun ng oﬃce, together
with a signed copy of the minutes from the mee ng at which acceptance occurred. The money
will be combined with other council funds, and the accoun ng oﬃce will be responsible for
keeping the commi ee informed of amounts spent and encumbered and for ensuring that
expenditures are in keeping with the purpose of the contribu on as reflected in the minutes.
Any por on of a monetary gi , grant, or dona on remaining unused and unencumbered a er
a commi ee’s expira on will be transferred in equal propor ons to the accounts of the senate
and house of representa ves unless otherwise provided by the grantor or donor.
5
Chapter 2 Commi ee Staﬃng and Contracts
Commi ee Staﬃng
Using Exis ng Staﬀ Resources. Under the terms of H.C.R. 43, joint commi ees must use, to
the greatest extent possible, exis ng staﬀ and administra ve resources of commi ee members,
standing commi ees, oﬃcers of the senate and house, and legisla ve service agencies. Use
of such staﬀ has no impact on the commi ee budget as long as the staﬀ remain on the same
legisla ve oﬃce payroll. Employers of such staﬀ may wish to formalize an agreement on the
nature, terms, and condi ons of such support.
The following legisla ve agencies and oﬃces may be valuable resources for the commi ee:
• Texas Legisla ve Council Research Division. The research division can provide research
support, dra ing of policy resolu ons, assistance in wri ng the commi ee’s report,
prepara on of sta s cal data and analysis, and prepara on of maps for analysis or
presenta on. Requests for assistance from the research division should be made to the
research division director.
• Texas Legisla ve Council Legal Division. The legal division can provide dra ing of proposed
legisla on, legal research, and limited legal counsel. Inquiries about legal staﬀ assistance
should be directed to the legal division director.
• Legisla ve Reference Library. The Legisla ve Reference Library houses copies of legisla on
and reports, books, periodicals, and newspaper clippings rela ng to state government
issues. The collec on includes material from other states and is valuable as a source of
background informa on relevant to a commi ee’s assigned study topic. Library staﬀ are
available to assist with research and loca ng appropriate materials.
• Senate Research Center. The Senate Research Center can provide research support and
assistance in wri ng the commi ee’s report.
• Senate Engrossing and Enrolling. Senate Engrossing and Enrolling can provide dra ing
of proposed legisla on for the commi ee.
• Legisla ve Budget Board. The Legisla ve Budget Board some mes assists commi ees
whose assignments relate to state finance. The board’s primary responsibility is to
prepare the general appropria ons bill that is introduced each regular session. The board
also conducts performance reviews of state agencies and ins tu ons.
• Sunset Advisory Commission. The Sunset Advisory Commission reports and staﬀ are
useful sources of informa on about state government organiza on and individual
agencies. Each interim, the commission evaluates a number of state agencies scheduled
for automa c termina on unless renewed by law in the next legisla ve session.
• State Auditor’s Oﬃce. The State Auditor’s Oﬃce performs financial, compliance,
eﬃciency, and eﬀec veness audits of state agencies and ins tu ons. It may also conduct
special audits or inves ga ons of specific alleged problems. The auditor’s personnel
classifica on division assists in developing posi on lis ngs and salary schedules used in
the general appropria ons bill.
• House Research Organiza on. The House Research Organiza on publishes research
reports examining state issues and analyzing proposed legisla on.
7
The following Directory of Staﬀ Resources and Support provides informa on on the services
available from each source and contact informa on for each source.
Directory of Staﬀ Resources and Support
Service
Research (sta s cal and
general policy)
Mapping and geographic
analysis
Policy resolu on dra ing
Research
Research
Legal dra ing, counsel,
research
Budget, performance review,
state finance informa on
Sunset and state agency
informa on
Audit and accountability
informa on
Reports on state issues
Source
Contact Informa on
TLC Research Division
Patricia McLeod
Tammy Edgerly
Pamela Lam-Yip
Clare Dyer
Senate Research Center
Gina Mar n
Legisla ve Reference Library
Mary Camp
TLC Legal Division
Deborah Fulton
Senate Engrossing and
Enrolling
Pa ence Worrell
Legisla ve Budget Board
(512) 463-1143
Sunset Advisory Commission
(512) 463-1300
State Auditor’s Oﬃce
Kelly Linder
(512) 936-9500
House Research Organiza on
Tom Howe
(512) 463-0752
(512) 463-0087
(512) 463-1252
(512) 463-1155
(512) 463-0321
(512) 463-1200
Budgeted Staﬀ
A commi ee budget may include salaried or contract staﬀ. Salaried staﬀ included in the
commi ee budget are placed on the Texas Legisla ve Council payroll and paid from council
funds reserved for the commi ee.
Considera ons for Staﬀ on Council Payroll. If a joint commi ee wishes to propose staﬀ
placement on or transfer to the council payroll for the dura on of a study, such prospec ve
council employees should be aware of applicable council employment policies.
Restric ons on Poli cal Ac vi es. The council, as a nonpar san service agency, prohibits
employees from:
• taking an ac ve part in poli cal campaigns
• taking part in poli cal funds management
8
Restric ons on Vaca on, Sick, and Compensatory Leave. Other restric ons relate to employee
benefits:
• Vaca on and Sick Leave. Council employees accrue vaca on and sick leave but may forfeit
leave if they transfer to certain senate or house payrolls on expira on of the commi ee.
Accumulated vaca on and sick leave can be transferred if an employee separates from
employment and is reemployed within 30 calendar days by a state agency to a posi on
that accrues leave. If a 30-day break occurs, a transferring or termina ng employee
may be paid a lump sum for unused vaca on leave if the employee has six months’
con nuous state employment and if suﬃcient funds remain in the commi ee’s budget
for that purpose.
• Compensatory Leave. Accumulated compensatory
reimbursed monetarily.
me cannot be transferred or
Time Sheet Requirement. A commi ee employee paid by the council must fill out a council
Monthly Time Report each month, have it signed by the commi ee’s designee for expenditure
approval, and forward it to the council’s human resources department.
Advance Approval for Travel on Commi ee Business. A commi ee employee paid by the council
must always obtain advance approval for travel. See Chapter 3, Travel, for more informa on.
Ques ons rela ng to council employment should be addressed to the council’s human resources
department.
Procedure for Placing Staﬀ on Council Payroll. Hiring or placement of commi ee staﬀ on the
council’s payroll requires comple on of a council Personnel Ac on Form, or PAF. The completed
PAF, signed by the commi ee’s designee for expenditure approval, must be submi ed to the
human resources department for processing. All joint commi ee PAFs are subject to approval
by the Texas Legisla ve Council execu ve director.
When an employee joins the council, the human resources department will provide a new
employee orienta on explaining the documents needed for adding the employee to the council’s
payroll.
The Directory of Administra ve Support at the end of Chapter 3 lists the administra ve services
related to personnel on the council payroll, the source of each service, and contact informa on
for each source.
Procedure for Removing Staﬀ from Council Payroll. When the commi ee budget expires, the
council execu ve director will execute PAFs removing from the council payroll any commi ee
staﬀ for whom PAFs have not previously been ini ated by the co-chairs’ designee. If the
co-chairs wish to con nue to employ such staﬀ, they have un l the next state payroll deadline
(around the 20th of the month) to obtain approval for a new budget or to execute paperwork
transferring the staﬀ to a senate or house payroll.
Contract Staﬀ, Consultants, and Expert Witnesses
Paperwork rela ng to contract staﬀ, consultants, and expert witnesses will be prepared by the
council’s legal division and accoun ng oﬃce in conjunc on with the commi ee and will be
forwarded to the commi ee designee for signature. All joint commi ee consul ng contracts
are subject to approval by the Texas Legisla ve Council execu ve director.
9
Consul ng contracts with engineers, accountants, architects, physicians, and other specified
professionals are governed by the Professional Services Procurement Act (Subchapter A, Chapter
2254, Government Code), which provides for the award of contracts without compe ve bidding
on the basis of demonstrated competence and qualifica ons and for a fair and reasonable price.
The Directory of Administra ve Support at the end of Chapter 3 lists the administra ve services
related to contracts, the source of each service, and contact informa on for each source.
10
Chapter 3 Administra ve Support
This chapter covers administra ve support, including telephone service; supplies and purchasing
support; photocopying, duplica on, and prin ng services; mail and messenger service; and
travel support. The Directory of Administra ve Support at the end of this chapter lists services
related to each of these support items, the source of each service, and contact informa on
for each source.
Telephones
A joint commi ee headquartered with a senate, house, or other legisla ve oﬃce may choose
to rely on exis ng telephone lines and equipment. Incremental costs will be absorbed by the
oﬃce, as charges incurred by the commi ee cannot be segregated.
A commi ee an cipa ng heavy telephone use may wish to seek approval for a separate
installa on. Item 3 on the Joint Select Commi ee Budget and Staﬃng Form is the appropriate
place to request such funding. If the joint commi ee is approved for a separate installa on, it
must be requested through Senate Support Services or House Business Opera ons.
Legisla ve oﬃces are served by the Capitol Complex Telephone System (CCTS) for calls within
the Capitol Complex and by the AT&T network for other calls in Aus n and for long-distance
calls. The Department of Informa on Resources oﬀers CCTS hookups, provides access to local
Aus n telephone service, and sells and installs telephone units. Joint commi ees are limited
to these services. Telephones or telephone services ordered directly from the private sector
are not reimbursable, and no state funds may be encumbered for their use.
Supplies and Purchasing
A joint commi ee may choose to use the supplies of the member or commi ee oﬃce in which
the commi ee is headquartered. To use funds from the commi ee budget for supplies and
special purchases, joint commi ees must obtain the items through the Texas Legisla ve Council.
A commi ee may not independently obtain supplies or services or make purchases from outside
or unauthorized sources. Such expenditures are not reimbursable and will not be treated as
a commitment of state funds.
TIBH Industries operates a supply store for state governmental en es. The Texas Legisla ve
Council obtains supplies from that store and other sources and stocks rou ne oﬃce supplies.
Sta onery and business cards are printed by the council’s print shop. All other procurement
occurs through special purchases.
Rou ne Supplies. To obtain paper, other rou ne oﬃce supplies, or recording media (CDs, etc.)
for mee ngs, a joint commi ee must submit a list of the items desired to the accoun ng oﬃce,
indica ng the commi ee to which they are to be charged.
Special Purchases. To obtain an item not available through the council supply store, including
special outlays such as furniture, books, and publica ons, a joint commi ee must contact the
council’s senior purchaser, and the council will obtain the item as a special purchase. On delivery,
the commi ee must complete the TLC Receiving Report included with the supply delivery and
return it to the accoun ng oﬃce.
11
Photocopying, Duplica on, and Prin ng
Council Services. The Texas Legisla ve Council provides copy services through copiers in the
REJ Building (for staﬀ housed in the REJ) and through house document distribu on. Charges for
duplica ng jobs of intermediate size are assessed against the commi ee budget. To request a
large job requiring the use of the council print shop, contact the document produc on division
director. Materials costs for such jobs are charged against the commi ee budget, so a commi ee
should contact the council’s accoun ng oﬃce about any job that will have a cost.
Other Resources. The commi ee also has the op on to use senate or house duplica ng or
prin ng facili es. The senate or house may charge joint commi ees for some or all duplica ng
and prin ng services or may oﬀer those services for free. If the senate or house charges for
services, it may confer with the council’s accoun ng oﬃce and provide for interagency billing of
charges according to a mutually agreeable schedule. The Directory of Administra ve Support
at the end of this chapter lists council, senate, and house facili es and the types of duplica ng
and prin ng services they oﬀer.
Photocopying Library Materials. Texas Legisla ve Council employees have checkout privileges
at the Legisla ve Reference Library, Texas State Library, and State Law Library. They also may
apply for a courtesy borrower’s card for The University of Texas library system through the
circula on desk of the Perry-Castañeda Library ((512) 495-4350).
If materials at the Legisla ve Reference Library cannot be checked out, the library staﬀ may
make copies. The library will bill the cost of the copies to the commi ee. Senate, house, and
legisla ve agency staﬀ who are assis ng a commi ee should inform the librarian if copies are
for a joint commi ee rather than for their usual employers. Use of the coin-operated Legisla ve
Reference Library copier is not a reimbursable expense.
If materials at the Texas State Library or State Law Library cannot be checked out, consult the
reference librarian regarding duplica on and fees.
Final Commi ee Report. A commi ee may have the final report printed by a legisla ve resource,
such as the council print shop, Senate Publica ons and Prin ng, or House Reproduc on, or
by a nonlegisla ve resource. Item 6 on the Joint Select Commi ee Budget and Staﬃng Form,
regarding prin ng of the final report, contains blanks to indicate whether the chair or cochairs intend to have the report printed by the Texas Legisla ve Council or another source. If
intending to use a nonlegisla ve source, a commi ee should contact the council’s purchasing
oﬃce, which will solicit bids for compe ve pricing.
Mail and Messengers
Incoming Mail. For incoming mail delivered by the U.S. Postal Service, a joint commi ee may
use the same address as the senate, the house, or a legisla ve agency, depending on where
the commi ee and its staﬀ are headquartered. A centralized address may be preferable for
coordina on if the staﬀ is dispersed among several loca ons. A joint commi ee may not rent
its own post oﬃce box.
Outgoing Mail. Outgoing postal mail should include a commi ee return address to establish
that it is oﬃcial state business and to enable the Texas Legisla ve Council to assess postage
charges. The council is responsible for metering and sending outgoing commi ee mail and
charging postage to the commi ee budget. A commi ee may call the council’s accoun ng
oﬃce for pickup or may bring the mail to the REJ Building, Plaza Level.
12
Interagency Mail. State law generally prohibits use of the U.S. Postal Service for mail that can
be delivered within Travis County by interagency or interoﬃce means (Sec ons 2176.051 and
2176.052, Government Code). The Texas Comptroller of Public Accounts operates an interagency
mail system free of cost to joint commi ees. It covers most state agency and University of
Texas loca ons in Aus n.
To send interagency mail, commi ee staﬀ must indicate the recipient and the street or building
address and mark the envelope or package “Interagency Mail” in the upper right corner. The
senate mail staﬀ pick up outgoing interagency mail from senate oﬃces, and Texas Legisla ve
Council messengers pick up such mail from council oﬃces. Outgoing interagency mail from
house oﬃces must be taken to the house post oﬃce.
Messengers. Faster service is available within the Capitol Complex, where legisla ve messengers
make direct interoﬃce deliveries. Joint commi ee staﬀ housed in senate or house oﬃces
served by the senate or house sergeant-at-arms use the sergeant’s messengers for interoﬃce
mail. Commi ee staﬀ housed with the Texas Legisla ve Council use council messenger services.
Overnight or Express Mail. To arrange for overnight or express mail, contact the council’s
accoun ng oﬃce. Council mail staﬀ will fill out associated paperwork and bill the joint
commi ee. They will need the name, street or building address, and telephone number of
both the commi ee and the recipient. Federal Express packages can go out as late as 3:30 p.m.
Overnight or express items sent via the U.S. Postal Service must be ready by 2 p.m.
The Texas Oﬃce of State-Federal Rela ons oﬀers courtesy overnight pouch service to and from
Washington, D.C., every Monday, Wednesday, and Friday, primarily for communica ons with
Texas congressional oﬃces. Mail for this purpose must be delivered to Room 2.100 of the State
Insurance Building by 4:30 p.m. on those days.
Travel
Eligibility and Budgetary Responsibility for Travel Expense Reimbursement. Joint commi ee
members and staﬀ may be eligible for reimbursement of travel expenses incurred for a ending
mee ngs or for other commi ee-related business. Eligibility and the source of reimbursement
will depend on several criteria, including terms specified in H.C.R. 43 and in state law.
• Senate, House, and Ci zen Members Appointed by the Lieutenant Governor or Speaker.
Senate, house, and ci zen members who are appointed by the lieutenant governor or
speaker are eligible for reimbursement for such travel expenses from the commi ee’s
budget with the Texas Legisla ve Council.
• Salaried Staﬀ in the Commi ee’s Budget. Staﬀ whose salaries are included in the
commi ee’s budget are eligible for reimbursement for such travel expenses from the
commi ee’s budget with the Texas Legisla ve Council.
• Ci zen Members Appointed by the Governor. Ci zen members appointed to a joint
commi ee by the governor are eligible for travel reimbursement by the governor’s oﬃce
under H.C.R. 43 and should contact the governor’s appointments oﬃce for applicable
travel policies and instruc ons.
• Other State Employees or Oﬃcials. Other state employees or oﬃcials who travel with
a joint commi ee, including council employees not included in the commi ee budget,
are eligible for travel reimbursement by their employers under provisions of the General
Appropria ons Act. They are subject to the applicable senate, house, or agency travel
13
policies that apply to other state government travel and should contact their employing
agency or en ty for informa on on those policies and procedures.
• Members of Subcommi ees or Advisory Panels. Reimbursement will depend on several
criteria:
o
Ci zen members of any subcommi ees or advisory panels appointed by the
chair or co-chairs, if they are also members of the full commi ee, are en tled to
reimbursement for associated travel from the commi ee’s budget with the council
or the governor’s oﬃce, as applicable.
o
Ci zen members of subcommi ees or advisory panels, if not also members of the
full commi ee, are ineligible for travel reimbursement.
o
Legislators serving on subcommi ees or advisory panels are en tled to travel
reimbursement from the senate or house of representa ves, as applicable, regardless
of their membership on the full commi ee. The commi ee reimburses the senate
or house for this expense if the approved commi ee budget includes funds for this
purpose.
• Subpoenaed Witnesses. Witnesses subpoenaed by the commi ee are en tled to
travel reimbursement from the commi ee budget with the Texas Legisla ve Council.
Reimbursement is at the same rates and under the same policies and procedures as
council employees.
Advance Approval of Travel. Whether advance approval of travel expenses is required for
reimbursement will depend on the status of the individual seeking reimbursement and the
nature of the expense.
• Legislators and Ci zen Members. Neither legislators nor ci zen-member appointees of
the lieutenant governor or speaker normally require chair, co-chair, or Texas Legisla ve
Council advance approval for travel associated with a commi ee mee ng.
• Salaried Staﬀ. Travel by salaried staﬀ in the commi ee’s budget always requires advance
approval.
• Rental Car or Travel Outside Texas. Advance approval is required for travel involving a
rental car or travel outside Texas.
• Travel Unassociated with a Full Commi ee Mee ng. Advance approval is required for
travel unassociated with a commi ee mee ng (e.g., conference a endance or separate
subcommi ee or advisory panel mee ngs) unless the chair or co-chairs waive this
requirement by wri en no ce to the council’s accoun ng oﬃce.
The council Advance Travel/Registra on Request Form requires an es mate of transporta on
costs and any conference registra on fees. The prospec ve traveler must forward to the
council’s accoun ng oﬃce a completed form signed by the commi ee chair, a co-chair, or an
individual designated for expenditure approval. For council employees loaned to the commi ee
or asked to travel to assist the commi ee, the appropriate division director’s signature
subs tutes for that of the commi ee designee. Execu ve director approval is required for
council funds, rather than commi ee funds, to cover council employee travel on commi ee
business. The completed and signed form may be delivered to the council’s accoun ng oﬃce
in the REJ Building or mailed to the Texas Legisla ve Council, Accoun ng Oﬃce, P.O. Box 12128,
Aus n, Texas 78711-2128.
14
Reserva ons, Discounts, and Direct Billing.
• Senate members traveling on joint commi ee business may make reserva ons, obtain
discounts, and use their corporate travel cards in the same manner as for other legisla ve
travel.
• House members traveling on joint commi ee business should follow the same reserva on
and direct billing procedures as are applicable to other house member travel.
• Ci zen members of joint commi ees should consult with the council’s accoun ng
department regarding state law imposing limita ons on reimbursements before making
reserva ons.
• Staﬀ on the council payroll traveling on joint commi ee business can schedule airline
reserva ons, rental car reserva ons, and hotel lodging reserva ons through the state’s
contracted travel agency. Use of this travel agency gives the council access to cheaper
airfares, discount car rental rates, and state government hotel rates and enables it to
directly bill some of the costs (airfare and car rental) to the council rather than having
the employee pay out of pocket. The council has discount and direct billing car rental
arrangements with Enterprise. For informa on on hotels oﬀering state government
rates or for assistance, contact the council’s accoun ng oﬃce. When making an airline
reserva on for an employee, the travel agency will bill the council directly for the airfare.
Rental car costs can be directly billed to the council as well. Hotel costs are not billed
directly to the council but are paid by the employee and reimbursed. Informa on on
hotel discounts and direct billing is available from the council accoun ng oﬃce.
Allowable Reimbursements. This sec on should be read carefully before commi ee members
and staﬀ make reserva ons or incur travel expenses. Table 1 summarizes miscellaneous travel
expenses that are reimbursable. The table also indicates which receipts and expense itemiza ons
are necessary for repayment purposes. Travel expense and reimbursement ques ons should
be directed to the council’s accoun ng oﬃce.
Transporta on Expenses. Reimbursement for transporta on expenses rela ng to commi ee
travel is based on H.C.R. 43, if applicable, and the General Appropria ons Act enacted by the
83rd Legislature. Each fiscal year, the comptroller’s oﬃce publishes travel reimbursement rates
on its website.
In addi on to automobile mileage rates for legislators and state employees, rates for personally
owned or leased aircra are listed. Travel by commercial airline is reimbursable at cost, with
the restric on that the traveler must fly at the lowest available coach airfare unless only first
class is available. Travel by rental car, taxi, shu le, or mass transit is also reimbursable at cost.
Meals and Lodging Expenses. Legislators and ci zen members traveling on joint commi ee
business are reimbursed for meals and lodging at rates established by the lieutenant governor
and speaker, consistent with the General Appropria ons Act. Meal reimbursements apply only
when an overnight stay is required.
Nonreimbursable Food and Beverage Expenses. An a orney general’s opinion rules out
payment from state funds for coﬀee or refreshments consumed by members or staﬀ during
a commi ee mee ng (Op. Tex. A ’y Gen. No. C-557 (1965)). The General Appropria ons Act
expressly prohibits the expenditure of state funds for alcoholic beverages, and ps are not
reimbursable. Tips and charges for alcohol consequently must be subtracted from one’s tab
when calcula ng meal expenses.
15
Prohibi on Against Group Billing and Reimbursement for Meals. Restric ons under the
General Appropria ons Act prohibit group billing and reimbursement for group meals held in
conjunc on with commi ee mee ngs. Par cipants in group dinners, lunches, or breakfasts
must be billed individually to obtain state reimbursement. Restaurants or caterers should be
advised of this policy if a group meal is arranged or scheduled.
Obtaining Reimbursement. Joint commi ee travelers should use receipts and expense
itemiza ons to fill out travel expense forms for reimbursement.
• Employees on the council payroll use the council Employee Travel Expense Informa on
Sheet, available from the council’s accoun ng oﬃce.
• Ci zen members use the commi ee Travel Expense Informa on Sheet, available from the
council’s accoun ng oﬃce. Ci zen members should include in the blank space on the
back of the form a descrip on of du es performed or mee ngs a ended, giving dates
and loca ons.
• Senate and house members should follow the travel procedures of their respec ve
chambers. If funds for that purpose are available in the commi ee budget, the council
will reimburse the chamber through an interagency payment voucher.
The claimant’s social security number is required on the form; it is essen al for processing
reimbursement. All original receipts must be a ached, as summarized in Table 1. The form must
include the signature of the commi ee chair, co-chair, or individual designated for expenditure
approval. The completed form may be delivered to the council’s accoun ng oﬃce or mailed
to the Texas Legisla ve Council, Accoun ng Oﬃce, P.O. Box 12128, Aus n, Texas 78711-2128.
From the informa on provided by the claimant, the accoun ng oﬃce fills out a travel voucher
and sends it to the claimant for verifica on and signature. The claimant returns the signed
voucher to the accoun ng oﬃce for processing.
Special Outlays
Mee ng Sites Outside Aus n. A commi ee is advised to solicit assistance from local legislators
or to obtain from the senate commi ee coordinator a list of preferred mee ng sites that
accommodate sound system, recording, and other needs of commi ee mee ngs without
cost to the commi ee. When necessary to meet sound system needs and comply with audio
recording requirements, a commi ee may, if funds are available in its budget, rent a mee ng
site. See Chapter 4, Electronic Recording, for more informa on on these requirements. Item 9
on the Joint Select Commi ee Budget and Staﬃng Form provides a space for reques ng special
outlays for this purpose. The chair or co-chairs may pay the rental expense and submit a receipt
with the travel voucher or may ini ate council prepayment of the expense by contac ng the
council’s accoun ng oﬃce.
Other. Contact the council accoun ng oﬃce for informa on about other special outlays, such
as furniture, equipment, and books. See Supplies and Purchasing, Special Purchases, for more
informa on about obtaining such outlays.
16
17
Yes
Yes
Yes
Yes
Not Applicable
Yes
Yes
Yes
Not Applicable
Yes
Yes/1
No/2
Yes
Yes
Yes
Yes
Keep Receipts
Yes
Yes
Reimbursable
Determined by odometer or by a readily available online
mapping service.
Must be itemized on a daily basis.
Main rental receipt must itemize.
Must retain original cket.
Commi ee-related charges are reimbursable.
Comments/Other Recordkeeping Requirements
Parking
Yes
Yes
Gasoline
No
Not Applicable
Mileage reimbursement covers this expense.
Repairs or Maintenance
No
Not Applicable
Mileage reimbursement covers this expense.
Tolls
No
Not Applicable
Mileage reimbursement covers this expense.
Taxi, Shu le, Transit:
Fare (less than $10)
Yes
No
Must be itemized by trip, with fare and des na on.
Fare ($10 or more)
Yes
Yes
Must itemize each des na on.
Tips
No
Not Applicable
Lodging:
Room Rate (Legislators)
Yes*
No
Room Rate (Ci zen Members/Staﬀ)
Yes*
Yes
Hotel Occupancy Taxes
Yes
Yes
Hotel receipt must itemize.
Cleaning or Laundry
No
Not Applicable
Personal Expenses or Entertainment
No
Not Applicable
Examples:  personal phone calls, movie rentals.
Meals (Individually Billed Only):
Food and Drink (Nonalcoholic)
Yes*
No
Must be itemized by meal.
Alcohol
No
Not Applicable
Tips
No
Not Applicable
Mee ngs:
Mee ng Site Rentals
Yes/3
Yes
Reimbursable if funded in commi ee budget.
Coﬀee or Refreshments
No
Not Applicable
Other:
Conference Registra on
Yes
Yes
Phone Calls (Commi ee Business)
Yes
Yes
Must be itemized on a daily basis.
Photocopies (Commi ee Business)
Yes
Yes
Must be itemized on a daily basis.
Postage (Commi ee Business)
Yes
Yes
Must be itemized on a daily basis.
Freight (Commi ee Materials)
Yes
Yes
Must be itemized on a daily basis.
1/ This expense may be unnecessary. Rental car companies with which the state has contracts provide CDW coverage automa cally. Other companies may also provide coverage,
depending on separate contracts with the legisla ve branch.
2/ Liability insurance supplements, safe trip insurance, personal accident insurance, or personal eﬀects insurance.
3/ Purchase requisi on must be processed through the council’s accoun ng oﬃce.
*  Pursuant to H.C.R. 43, reimbursement rates for rooms and meals will be determined by the lieutenant governor and speaker in accordance with the General Appropria ons Act.
Commercial Air:
Airfare
Excess Baggage Charges (Business)
Rental Car:
Rental Fee and Taxes
Collision Damage Waiver Insurance
Other Insurance Surcharges
Gasoline
Parking
Tolls
Personal Car:
Mileage
Table 1 Travel Expenses, Receipts, and Recordkeeping
Directory of Administra ve Support
Service
Source
Budget and Account Administra on
Budget approval
Lieutenant Governor
John Opperman
Speaker of the House
Andrew Bliﬀord
Budget forms
TLC Accoun ng
Account administra on
Mat Richardson
Contract administra on
Gi s, grants, dona ons
administra on
Gi s, grants, dona ons
TLC Legal Division
acceptance counsel
Deborah Fulton
Contract prepara on or
TLC general counsel
review
Jon Heining
Contract approval
TLC execu ve director or
designee
Debbie Irvine
Personnel on Council Payroll
Personnel ac on forms
TLC Human Resources
(PAFs)
Kimberly Shields
New employee orienta on
Monthly me report forms
Personnel ques ons
(leave, benefits, payroll, etc.)
Hiring (PAF) approval
TLC execu ve director or
designee
Debbie Irvine
Telephone
Requests for separate
Senate Support Services
Sam Hankins
telephone installa ons
House Business Opera ons
Donna Wessner
Supplies and Purchasing
Rou ne oﬃce supplies
TLC Purchasing
Craig O’Brien
Receiving report forms
CDs or other recording media
for mee ngs
Purchases (other than rou ne
supplies)
Sta onery and business cards TLC Print Shop
Janet Sullivan
18
Contact Informa on
(512) 463-3860
(512) 463-1000
Plaza Level, REJ Building
(512) 463-1155
2nd floor, REJ Building
(512) 463-1155
3rd floor, REJ Building
(512) 463-1151
3rd floor, REJ Building
(512) 463-1151
Plaza Level, REJ Building
(512) 463-1155
3rd Floor, REJ Building
(512) 463-1151
(512) 463-0333
(512) 463-0835
Plaza Level, REJ Building
(512) 463-1155
[email protected]
(512) 463-1155
Prin ng and Duplica ng
Small jobs
-staﬀ housed in REJ
Small jobs
-staﬀ housed in other
buildings
Intermediate jobs
Large print jobs, including
final commi ee report
Mail Services
Outgoing mail pickup and
metering
Overnight or express mail
processing
Texas Legisla ve Council
various loca ons in the REJ
Building
House Document Distribu on Room B.324, REJ Building
(512) 463-1144
Senate Purchasing (prin ng); various loca ons,
(512) 463-0222; Room 175,
Senate Staﬀ Services (audio
Sam Houston Building,
and copies)
(512) 463-0430
House Business Oﬃce
various loca ons,
(512) 463-0835
House Document Distribu on Room B.324, REJ Building
(512) 463-1144
Senate Staﬀ Services
Room 175, Sam Houston
Building (512) 463-0430
House Reproduc on
Room G.20, JHR Building
(512) 463-0885
TLC Document Produc on
(512) 463-1155
Division
Janet Sullivan
Senate Publica ons and
Room B.407, REJ Building
Prin ng
(512) 463-0080
Mike Campbell
House Reproduc on
Room G.20, JHR Building
Sco Williams
(512) 463-0885
TLC mail staﬀ
Jannice Smith
House Post Oﬃce
Vernon Green
Senate Post Oﬃce
Joe Calvo
TLC mail staﬀ
19
Plaza Level, REJ Building
(512) 463-1155
Room E1.206, Capitol
Extension (512) 463-0905
Room E1.702, Capitol
Extension (512) 463-0303
Plaza Level, REJ Building
(512) 463-1155
Travel
Advance travel request forms
Travel allowance guide
Travel expense ques ons
Hotel discount informa on
Rental car direct billing
Mee ng site direct billing
Travel voucher processing
TLC Accoun ng
Mat Richardson
(commi ee staﬀ,
members appointed by
lieutenant governor
or speaker)
Governor’s Appointments
Oﬃce
Mary Fraser
(members appointed by
governor)
House Travel
Denyce Deadrick
(members of house not
on full commi ee)
Senate Travel
Monica Par da
(senators not on full
commi ee)
20
Plaza Level, REJ Building
(512) 463-1155
(512) 463-1828
Room 230, JHR Building
(512) 463-0835
Room 2E.22, Capitol
(512) 463-0773
Chapter 4
Commi ee Proceedings
The proceedings of joint commi ees created by proclama on are subject to the provisions of
H.C.R. 43. That resolu on confers all powers and du es provided generally to senate and house
select commi ees under Subchapter B, Chapter 301, Government Code, and the senate and
house rules of procedure, unless the proclama on crea ng the joint commi ee modifies the
commi ee’s powers and du es. Like all other legisla ve commi ees, a joint commi ee is also
subject to the public informa on law (Chapter 552, Government Code) and certain other state
laws.
The chair, or the co-chairs ac ng by mutual agreement, has authority under H.C.R. 43 to create
and appoint subcommi ees or advisory panels. Advance approval of the lieutenant governor
and speaker is required for subcommi ees or panels containing members who are not also
members of the full commi ee.
It is the responsibility of the chair or co-chairs of the commi ee to determine procedural ma ers
such as who has final approval of the no ce of a mee ng, and who on the commi ee’s staﬀ will
serve as commi ee clerk and handle the pos ng of no ce and other du es of the clerk. This
individual must have access to the commi ee system of the senate or house in order to post
no ce, file commi ee minutes, and perform other tasks. In most cases, the pos ng is done
using the senate system. Two copies of each pos ng go to the Legisla ve Reference Library
on comple on.
Rules of Procedure. House and senate rules for commi ee procedures are similar, but not
iden cal. H.C.R. 43 leaves the adop on of joint commi ee rules to the discre on of the
commi ee, with excep ons as discussed below.
Commi ee members and staﬀ may consult with the senate and house parliamentarians if
procedural ques ons arise. The chair or co-chairs of a commi ee, including a ci zen member,
may wish to do so at the outset of the commi ee’s forma on.
The Directory of Commi ee Proceedings Support at the end of this chapter lists sources and
contact informa on for assistance in planning, scheduling, and conduc ng the commi ee’s
business.
Appointment of Subcommi ees or Aﬃliated Advisory Panels. The joint commi ee chair, or
the co-chairs ac ng by mutual agreement, has authority to create subcommi ees or aﬃliated
advisory panels and to designate chairs for each. Advance approval of the presiding oﬃcers
of the senate and house is required for the appointment of subcommi ees or panels with
members who are external to the commi ee.
Mee ngs and Hearings
Open Mee ngs. All mee ngs of a joint commi ee must be open to the public in accordance
with the rules of the two houses of the legislature. H.C.R. 43 makes no specific men on of the
procedures to be used by a joint commi ee when conduc ng a mee ng.
Rule 4, Sec on 12, House Rules, states the general rule that almost all house commi ee mee ngs
are open. That rule provides:
21
All mee ngs of a commi ee or subcommi ee, including a calendars commi ee, shall be
open to other members, the press, and the public unless specifically provided otherwise
by resolu on adopted by the house. . . .
Rule 4, Sec on 12, House Rules, also sets out a narrow set of circumstances in which a house
commi ee may conduct a mee ng in execu ve session. While the Senate Rules contain no
provision that is precisely parallel to Rule 4, Sec on 12, House Rules, it may be assumed that
mee ngs will be open to the public except where those rules authorize an execu ve session.
For example, Senate Rule 11.10 expressly requires that each commi ee give a public, 24-hour
no ce of the me and place of a mee ng, while Senate Rule 11.07 requires the adop on of
commi ee rules providing for news coverage of all mee ngs. Senate Rule 11.11 further requires
that all mee ngs be recorded and available to the public.
A joint commi ee that desires to conduct a closed mee ng or a mee ng in execu ve session
should consult with the senate and house parliamentarians and legal counsel.
Pos ng of No ce. No ce of a legisla ve commi ee mee ng is given in the manner provided
by the house or senate rules (see Sec on 551.046, Government Code). H.C.R. 43 adopts a joint
rule of the senate and house requiring that no ce of joint commi ee hearings or mee ngs
be posted publicly at least five calendar days in advance. According to that rule, no ce is to
be posted at the loca ons specified by the senate and house rules of procedure for pos ng of
no ce of standing commi ee mee ngs. No ce for subcommi ee and advisory panel mee ngs
is to be posted in the same manner as for commi ee mee ngs. Consult with the commi ee
coordinators of the senate and house.
Although publica on of commi ee mee ng no ces in the Texas Register is not required,
commi ees may wish to make arrangements with the oﬃce of the secretary of state
((512) 463-5561) for publica on of no ce of mee ngs outside of Aus n.
Mee ng Sites in Aus n. Senate and house mee ng rooms with various sea ng capaci es for
commi ee members and an audience are available for commi ee use in the Capitol, Capitol
Extension, and John H. Reagan (JHR) Building. Available rooms can be scheduled without
charge to the commi ee by contac ng the senate or house commi ee coordinator. For special
equipment needs, the senate or house commi ee coordinator should be no fied well in advance
of the mee ng.
Joint commi ees have the same access and privileges to senate and house mee ng rooms as
senate and house standing or select commi ees, except during legisla ve sessions.
Mee ng rooms are usually unlocked for commi ee members and staﬀ before their arrival.
If doors are locked or if the temperature of the room is uncomfortable, commi ee members
should contact the house or senate commi ee coordinator.
Food and Beverage Restric ons. When scheduling a mee ng room, a commi ee should check
with the commi ee coordinator from the appropriate house for any applicable food or beverage
restric ons. For house mee ng rooms, commi ee members may order coﬀee, cream, and
sweetener from House Special Services and must pay for those items from personal funds.
For senate mee ng rooms, the senate commi ee coordinator will arrange for coﬀee, cream,
sweetener, and water.
Assistance Services. The senate or house commi ee coordinator will contact an outside resource
to arrange for sign language interpre ng services, the cost of which will be paid from the joint
commi ee budget. All mee ng rooms in the Capitol, Capitol Extension, and JHR Building meet
22
the standards established by the federal Americans with Disabili es Act, and commi ees are
encouraged to contact the senate or house commi ee coordinator at least 72 hours in advance
if they have ques ons about available accommoda ons or if they need to arrange for a sign
language interpreter.
Personal assis ve listening devices are available for public use in the senate chamber and
senate commi ee hearing rooms. The listening devices may be obtained from the secretary
of the senate’s oﬃce, Room 2E.22, Capitol Building. For more informa on about obtaining a
listening device, contact the senate commi ee coordinator.
Mee ng Sites Outside Aus n. To iden fy mee ng sites outside Aus n, a commi ee is advised
to solicit assistance from local legislators, especially those who serve on the commi ee,
or to obtain from the senate commi ee coordinator a list of preferred mee ng sites that
accommodate sound system, recording, and other needs of commi ee mee ngs without cost to
the commi ee. When necessary to meet sound system needs and comply with audio recording
requirements, a commi ee may, if funds are available in its budget, rent a mee ng site. Read
Chapter 3, Special Outlays, for informa on about paying for a mee ng site.
Electronic Recording. Senate rules require electronic recording of all mee ngs, while house
rules require audio recordings of any tes mony. Commi ees are responsible for providing
recording supplies for all mee ngs. These may be obtained, in the same manner as rou ne
oﬃce supplies, from the Texas Legisla ve Council supply room, and will be charged against the
joint commi ee budget.
Senate Hearing Rooms. Senate Media Services will provide recording supplies for hearings that
take place in a senate hearing room. Should an oﬃce in the house of representa ves or a state
agency need copies of the recorded proceedings, a representa ve of the oﬃce or agency may
contact Senate Staﬀ Services at the conclusion of the hearing. A fee of $5 per audio recording
will be assessed.
Commi ee mee ng rooms in the Capitol, Capitol Extension, and JHR Building are fully equipped
for sound and recording. A er reserving a senate hearing room, a commi ee representa ve
should contact the senate commi ee coordinator for special equipment needs. The coordinator
will arrange with Senate Media Services to record and monitor the mee ng electronically,
operate the sound system, and set up requested special equipment. The senate commi ee
coordinator or Senate Media Services should be contacted if sound levels during the mee ng
are inadequate.
House Mee ng Rooms. Commi ees using house mee ng rooms are responsible for their own
audio recording, although they may request staﬀ from the House Sergeant-At-Arms Oﬃce to
oversee the recording. Commi ee staﬀ should obtain advance instruc ons from the house
commi ee coordinator in using house recording and sound systems. The house commi ee
coordinator or House Video/Audio Services may be contacted regarding problems with audio
recording or sound. For special equipment needs, the house commi ee coordinator should
be no fied well in advance.
Outside Aus n. A commi ee must make arrangements for audio recording, sound, and
technical needs at mee ngs outside Aus n. See Mee ng Sites Outside Aus n, above, for more
informa on.
A er recording or assis ng in the recording of mee ngs, legisla ve staﬀ should return the
recordings to Senate Staﬀ Services or House Video/Audio Services.
23
Public Recording and Access to Commi ee Recordings. Taping may be allowed at the discre on
of the chair.
The public is frequently interested in commi ee recordings of mee ngs or tes mony. A
commi ee that receives a request to listen to a recording of a mee ng may arrange with House
Video/Audio Services or Senate Staﬀ Services to provide that opportunity. Either of those oﬃces
can also duplicate recordings on request for a charge of $5 for each tape or CD-R.
Minutes. Senate and house rules require minutes of all mee ngs. Minutes should be prepared
in the manner requested by the chair or co-chairs. House rules prescribe some ma ers of form,
but senate rules do not. Three copies of the minutes go to the Legisla ve Reference Library,
which is the oﬃcial custodian for joint commi ee minutes. If the minutes reflect receipt of a
gi , grant, or dona on, a fourth copy goes to the Texas Legisla ve Council’s accoun ng oﬃce.
Tes mony. An open mee ng is open to public a endance but not necessarily to public
tes mony. If a commi ee allows public tes mony, it may not discriminate unreasonably
between witnesses or prospec ve witnesses. Within such parameters, the chair may set
constraints on the number, length, and frequency of witness presenta ons.
Witness Aﬃrma on Form. Senate and house rules of procedure require that witnesses
before legisla ve commi ees take an oath or file a sworn statement. Joint commi ees may
sa sfy the requirement by oral or wri en means, or both. Joint commi ees should use a
witness aﬃrma on form that allows for witness sign-in and simultaneously sa sfies the oath
requirement. Copies of a Witness Aﬃrma on form may be obtained from the council’s house
document distribu on oﬃce. Similar forms are available from the senate or house commi ee
coordinator.
Commi ee Subpoena Powers. H.C.R. 43 provides that a joint commi ee, by two-thirds record
vote of members present and vo ng, a quorum being present, may issue process to compel
the a endance of witnesses or to gain access to specified books, records, or documents.
Commi ee subpoena powers are outlined in Sec ons 301.024–301.027, Government Code.
The Texas Legisla ve Council’s legal division can assist in preparing the necessary legal papers
and may, in addi on to senate, house, or joint commi ee legal counsel, be consulted on any
ma ers rela ng to commi ee subpoenas.
Wri en Tes mony. Many witnesses submit wri en copies of their tes mony or other material
to support their presenta ons. Reten on of wri en copies of tes mony or other suppor ng
materials is not required by house or senate rules or by the concurrent resolu on authorizing
the appointment of joint commi ees. A joint commi ee, on compiling wri en submissions
from a mee ng, may choose to forward an assembled copy of the submissions to the Legisla ve
Reference Library. Published material may be omi ed at the commi ee’s discre on.
Final Commi ee Report
The final report of a joint commi ee must be approved by a majority of the vo ng membership
of the commi ee. Dissen ng vo ng members may a ach statements to the report, subject
to any limita ons specified in rules adopted by the commi ee. The table below lists previous
legisla ve commi ee reports that serve as poten al models for the inclusion of dissen ng
statements.
24
Table 2
Examples of Dissen ng Statements
Commi ee Report (Year)
House-Senate Joint Interim Commi ee on Child
Support (1988)
Select Commi ee on Tax Equity (1989)
Joint Select Commi ee on State Guaranty Funds
(1991)
Joint Select Commi ee on Toxic Air Emissions
and the Greenhouse Eﬀect (1991)
Joint Interim Commi ee on Proprietary Schools
(1991)
Legisla ve
Reference Library
Call Number
L1836.70
C436
L1836.70
T199
L1836.71
G931
L1836.71
T667R
L1836.71
P945R
Page
p. 36
Volume 1,
pp. 81-85
p. 53
p. 22
Transmi al
le er
Required Copies. The number of final report copies is limited by the commi ee’s budget.
From the total number of copies printed, four copies by law must be deposited with the
State Publica ons Depository Program of the Texas State Library and Archives Commission.
In addi on, a joint commi ee should reserve three copies each for the Legisla ve Reference
Library, the lieutenant governor, the speaker, and the governor. If the council prints the report,
the council’s house document distribu on oﬃce will handle all required distribu on, including
deposit with the State Publica ons Depository Program. If the report is printed elsewhere, the
commi ee chair or co-chairs are responsible for distribu on.
Distribu on and Availability of the Report. When the Texas Legisla ve Council prints a joint
commi ee report, it will provide an electronic copy to the Legisla ve Reference Library and
the State Publica ons Depository Program of the Texas State Library and Archives Commission;
a commi ee that prints its report outside the council should arrange for the libraries to have
an electronic copy. The Legisla ve Reference Library will post the commi ee report on its
website. The commi ee chair or co-chairs will be the custodians of hard copies of the report
and may distribute copies, but may not charge for the copies they distribute. Sales of hard
copies, if any, must be channeled through the Texas Legisla ve Council. The sales price shall
be set by the council, and proceeds shall be returned to the council’s interim commi ee funds
for reappropria on or other disposi on by the 84th Legislature.
See Chapter 3, Prin ng of Final Report, for informa on on prin ng op ons.
Disposi on of Commi ee Records
The Legisla ve Reference Library is the oﬃcial depository for joint commi ee documents,
including minutes, witness aﬃrma on forms and lists, wri en tes mony, and transcripts.
Commi ee correspondence remains with the chair or co-chairs, and audio and video recordings
are retained by the recording en ty, Senate Staﬀ Services or House Video/Audio Services.
Expira on of Commi ee
A joint commi ee created under H.C.R. 43 expires on the day that the next legislature convenes,
or an earlier date specified in the proclama on crea ng the commi ee.
25
Directory of Commi ee Proceedings Support
Service
Legal Issues
Rules and other procedural
ques ons
Subpoena assistance
Mee ng Services—General
Blank tapes or CD-Rs
Witness aﬃrma on forms
Access to recorded
proceedings (listening
opportuni es, copies)
Mee ng Services—Aus n
Post no ce
Schedule mee ng room
Schedule sign language
interpreter services
Unlock mee ng room
Adjust room temperature
Special equipment needs
Personal assis ve listening
devices (senate rooms only)
Recording and monitoring of
mee ng (senate rooms only)
Assistance in overseeing
recording (house rooms only)
Source
Contact Informa on
Senate parliamentarian
(512) 463-0248
House parliamentarian
(512) 463-2003
TLC Legal Division
Deborah Fulton
(512) 463-1155
TLC Purchasing
Craig O’Brien
Plaza Level, REJ Building
(512) 463-1155 or
[email protected]
(512) 463-1144
TLC House Document
Distribu on
Senate commi ee
(512) 463-0070
coordinator
Sco Caﬀey
House commi ee coordinator (512) 463-0850
Stacey Nicchio
Senate Staﬀ Services
(512) 463-0430
House Video/Audio
(512) 463-0920
Senate commi ee
(512) 463-0070
coordinator
Sco Caﬀey
House commi ee coordinator (512) 463-0850
Stacey Nicchio
Senate commi ee
coordinator
Sco Caﬀey
Senate Media Services
(512) 463-0070
(512) 463-0300
House commi ee coordinator (512) 463-0850
Stacey Nicchio
26
Troubleshoot sound or
recording problems
Coﬀee and condiments
Senate commi ee
coordinator
Sco Caﬀey
Senate Media Services
Dennis Yoder (sound)
Michael Nassour (video)
House commi ee coordinator
Stacey Nicchio
House Video/Audio
Senate commi ee
coordinator
Sco Caﬀey
House Special Services
Julia Hernandez
Mee ng Services—Outside Aus n
List of preferred sites
Senate commi ee
coordinator
Sco Caﬀey
Post no ce
Senate commi ee
coordinator
Sco Caﬀey
House commi ee coordinator
Stacey Nicchio
Secretary of State’s Oﬃce
Final Commi ee Report
Prin ng
(512) 463-0070
(512) 463-0300
(512) 463-0850
(512) 463-0920
(512) 463-0070
(512) 463-0844 or special.
[email protected]
(512) 463-0070
(512) 463-0070
(512) 463-0850
(512) 463-5561
TLC Document Produc on
Division
(512) 463-1155
Senate Publica ons and
Prin ng
Room B.407, REJ Building
(512) 463-0080
House Reproduc on
Room G.20, JHR Building
(512) 463-0885
27
Forms
29
JOINT SELECT COMMITTEE
BUDGET AND STAFFING FORM
Print
COMMITTEE NAME:
Joint Committee Budget from ___________ to ___________
Date
Date
1)
SALARIED COMMITTEE STAFF (itemize in Item 1 on page 2):
$_______
2)
CONTRACTS (describe in Item 2 on page 2):
Contract committee staff
Consulting and professional contracts
Expert witnesses c o n t r a c t s (compensation and/or travel reimbursement)
$_______
3)
TELEPHONES:
Monthly Charges
Long-distance ( A T & T ) charges
$_______
4)
SUPPLIES AND PURCHASING:
Paper and basic office supplies
Stationery and business cards
Miscellaneous consumables
Magazine and journal subscriptions
$_______
5)
PHOTOCOPYING AND DUPLICATION:
$_______
6)
PRINTING OF FINAL REPORT (check one):
TLC
Senate
House
7)
MAILINGS:
Postage
Express deliveries
Fax communications
$_______
8)
TRAVEL REIMBURSEMENT:
Senate and House members of committee
Citizen members appointed by Lieutenant Governor and Speaker
Salaried staff listed on reverse
Subpoenaed witnesses (not expert witnesses -- see item 2)
$_______
9)
SPECIAL OUTLAYS (itemize below):
Meeting place rentals
Books and publications
Furniture and equipment
$_______
$_______
Other
$_______
$_______
$_______
____________________________________________________________________________________________
TOTAL:
______
10) DESIGNATED INDIVIDUAL(S) AUTHORIZED TO APPROVE EXPENDITURES
Authorized: _______________________________________________________________
BUDGET SUBMITTED BY:
___________________________________________
CHAIR OR CO-CHAIR
DATE
____________________________________
CHAIR OR CO-CHAIR
DATE
BUDGET APPROVAL BY:
______________________________________
LIEUTENANT GOVERNOR
DATE
Page 1 of 2
__________________________________
SPEAKER
DATE
JOINT SELECT COMMITTEE
BUDGET AND STAFFING FORM
COMMITTEE NAME:
Joint Committee Budget from ___________ to ___________
Date
Date
1)
Itemize salaried committee staff positions included in Item 1 on page 1 that are to be funded by
the Texas Legislative Council and who is expected to fill them, if known. Give in each case the
expected duration of employment, the expected work week, and the expected compensation
rate.
2)
Describe any contractual expenditures included in Item 2 on page 1.
3)
Include any other clarification regarding the committee budget and staffing proposal that you
feel will help justify your budget request. (Alternatively, attach a letter or memorandum.)
Page 2 of 2
TEXAS LEGISLATIVE COUNCIL
Print
Personnel Action Form
Name:
(Last)
Request for:
(First)
(Initial)
Approval To Employ
Transfer
Approval to Post
Promotion
Work Schedule Change
Resignation
Merit Increase
Reclassification
Retirement
One-Time Merit Payment
Demotion
Other:
Effective Date:
Employment Date (TLC):
Present
Proposed
Division/Section:
Division/Section:
Position:
Position:
Seq. No.:
Seq. No.:
Salary:
Salary:
(Monthly)
(Annual)
(Monthly)
(Annual)
(Change)
Last Promotion, Merit Increase, or One-time Merit (if applicable)
Date of Last Action:
Complete the appropriate section below for last promotion, merit increase, or one-time merit.
Promotion
Merit Increase or One-time Merit
To:
To:
Position Title
Salary (monthly)
From:
Salary (monthly)
From:
Position Title
Salary (monthly)
Salary (monthly)
One-time Merit:
Amount
Remarks (For salary increase, attach salary increase justification form)
Payroll
Payroll Rec'd (Initial/Date):
Job Class (new):
Position No. (prev.):
Reason Code:
Approval
Requested by:
Budget Approval:
Date
Exec Director/Exec
Director Designee:
Division Director:
Date
TLCHR Form 001 (09/13)
Date
Date
TEXAS LEGISLATIVE COUNCIL
Monthly Time Report
Print
Name:
(Last)
(First)
(Initial)
Month & Year
Day
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
31
Total
Hours Worked
Reg
Comp
Sick
Annual
Comp
Employee Signature:
Date:
Reviewer Signature:
Date:
TLCHR Form 002(05/09) 03Y1058(1)
Leave Taken
Jury Duty
Emergency
Military
LWOP
Page 1 of 2
Instructions for Completing Monthly Time Report
1
Fill in the number of hours worked up to the maximum scheduled hours for that day (for example, 8 hours per day for a
full-time employee) in the Reg Hours Worked column. Any time worked in excess of scheduled hours, as well as all hours
worked on a holiday, should be written in the Comp Hours Worked column. Holiday time taken (if applicable to your
division policy) does not need to be recorded under Leave Taken and may be recorded as 0 in the Reg Hours Worked
column.
2
If a complete day is not worked, hours absent must be charged to one of the Leave Taken columns.
3
All leave taken must be approved by your manager.
Application for Advance Approval of Leave
Dates Covered by Leave
From
To
Leave Type (Hours)
Vacation
Compensatory
Leave
Requested
Total Hours:
Approve
Disapprove
Reviewer Signature
Date
Application for Approval of Sick Leave
Dates Covered by Sick Leave
From
To
Hours
Taken
Explanation
(Please describe the nature of illness and statement of facts below:)
Total Hours:
I certify that the above statements are true and correct:
Employee Signature
Date
Physician Signature
Date
Approve
Note:
Disapprove
Reviewer Signature
Date
Each employee must submit a sick leave application immediately on returning to duty after any absence because of illness.
To be eligible for accumulated sick leave with pay for a continuous period of more than three working days, it is necessary
to submit a doctor's certificate (or some written statement of facts) showing the nature of the illness.
TLCHR Form 002(05/09) 03Y1058(1)
Page 2 of 2
TLC RECEIVING REPORT
Print
P.O. NUMBER:
DATE RECEIVED:
NO. OF PKGS:
RECEIVED BY:
RECEIVED FROM:
CARRIER:
QTY
INSPECTED BY:
COMMENTS:
DESCRIPTION
LOCATION
BLDG/RM
INVENTORY
NUMBER
SERIAL
NUMBER
TEXAS LEGISLATIVE COUNCIL
ADVANCE TRAVEL/REGISTRATION REQUEST FORM
Requestor's Name
(print):
Print
Division/Section:
Signature:
Name of training or
conference:
What benefit will the Council gain from your attending this training? (Reason for travel)
Location/ City,
State:
Registration fee: $
If travel location is not specifically listed on GSA website, use the rates listed on the second page of this form.
Travel Mode:
TLC Van:
Yes
Airfare:
Yes
Personal Vehicle: Yes
Estimated airfare cost: $
Total miles:
Incidental Expenses (parking, rental car gas, baggage fees, etc.)
Rental car
needed?
Yes
No
If rental car is needed, please give
explanation:
@ $0.56
$
For Accounting Use Only
Note: Registration information MUST be attached for consideration.
Conf/Training
dates:
Travel dates:
per day
$
Meal per diem:
X
days
Total meal estimate: $
per day
Lodging per diem: $
X
nights
Total lodging estimate: $
Estimated incidentals: $
Estimated rental car cost: $
TOTAL ESTIMATED TRAVEL/REGISTRATION EXPENSES: $
If multiple attendees, please list additional
attendees:
APPROVAL
Section Manager:
Date:
Division Director:
Chief Financial
Officer:
Date:
Date:
01/01/2014
Basic Travel Guidelines for Legislative Council Employees
An Advance Travel/Registration Request Form must be filled out completely and approved prior to travel on
official state business. For all registrations, a completed registration form must be submitted with the request
form.
The Texas State Comptroller has adopted the State of Texas Travel Allowance Guide under authority of the
General Appropriations Act and the Travel Regulations Act to help state employees comply with the travel
regulations enacted by the legislature. Some guidelines for claiming travel reimbursement follow:
1. AIRFARE: Economy class must be used unless First class is the only space available. Airline tickets
must be approved before purchasing either through the contracted state travel vendor or via personal
funds to be reimbursed. The airline ticket stub/boarding pass must be submitted regardless of how the
ticket is obtained. Attach the airline ticket to your Travel Expense Information Sheet. Airport parking
fees may also be claimed. An original receipt needs to be submitted with the expense form.
2. PERSONAL AUTO MILEAGE: Effective January 1, 2014, the reimbursement rate for use of personal
vehicles is 56 cents per mile.
3. TAXI, RENTAL CAR, OR PUBLIC TRANSPORTATION: Original receipts MUST be provided for
rental cars. Rental cars (after the Advance Travel Form is completed and approved) should be charged to
the Legislative Council through state contracted rental car agencies. Rental car reservations can be made
by the travel agency. Original rental car gasoline receipts MUST be turned in. An itemized list of all
claims for taxi, bus, and limousine fares showing destinations and amounts of each trip MUST be
submitted for reimbursement. NOTE: If the amount of the fare is $10.00 or more, an original receipt is
required.
4. LODGING AND MEALS: expenses are limited to current U.S. General Services Administration (GSA)
rate per day for in-state and out-of-state travel; this includes a daily maximum for lodging and meals.
The GSA website is: http://www.gsa.gov/portal/category/21287
Original lodging receipts must be attached. NOTE: The maximum reimbursable lodging rate does not
include hotel taxes, but employees will be reimbursed for all taxes paid. If two employees share a room,
the rate will be divided between the two employees, not to exceed the allowable rate. Meals must be
itemized on the expense form but no receipts are needed and reimbursement cannot exceed the daily
allowable rate. If the travel location is not specifically listed, the daily maximum is $46 per day for
meals and $85 per night (in-state)/$83 per night (out-of-state) for lodging.
5. BUSINESS CALLS: Official state business calls will be reimbursed.
Upon return from travel, request for reimbursement of travel expenses must be submitted on the Employee
Travel Expense Information Sheet. This can be found at http://webtlc/admin/forms/forms.htm
NOTE:
• Original receipts for airfare, lodging, rental car, gasoline for rental cars and TLC van, and
registration fees are required. These receipts must be attached even if the expenses were charged
directly to the council.
• Please contact the TLC Accounting office at 463-1155 for assistance.
01/01/2014
Texas Legislative Council
Employee Travel Expense Information Sheet
Print
This form must be filled out completely
**Please attach receipts for transportation, lodging, parking, and miscellaneous expenses**
Name:
Section:
Title:
Purpose of Trip:
Travel Dates:
From:
To:
Destination:
I
Transportation
A. Personal Car:
Yes
No
If Yes:
From:
To:
@ 0.56 =
Total Miles:
B. Airfare:
Yes
No
If Yes:
Was the ticket charged to the Council?
Yes
No
Yes
No
What was the cost of the ticket?
C. Rental Car:
Yes
No
If Yes:
Was the rental charged to the Council?
What was the cost of the rental?
D. Taxi
Yes
No
If Yes:
Was the taxi fee charged to the Council?
Yes
No
Please itemize taxi expenses below. Attach receipt if taxi expense was $10.00 or more.
II
From:
To:
Cost:
From:
To:
Cost:
Meals & Lodging
Please attach hotel receipt even if it was charged to the Council
How was the hotel paid?
Personal Credit Card
Daily Rate
Hotel Tax
Council Credit Card
Meal 1
Meal 2
Meal 3
Meal Total
Daily Total
Day 1
Day 2
Day 3
Day 4
Day 5
Day 6
Day 7
TOTAL
III
IV
Parking
Miscellaneous Expenses
Location:
Cost:
Location:
Cost:
Expenses that are not covered above (Official phone calls, gas for TLC van or rental car, etc.)
Cost:
01/01/2014
Texas Legislative Council
Employee Travel Expense Information Sheet
This form must be filled out completely
**Please attach receipts for transportation, lodging, parking, and miscellaneous expenses**
V
Travel Record
Give a daily description of your agenda including transportation
Left Base:
Date:
Time:
Returned to Base:
Date:
Time:
Date
Description
Employee Signature:
Date:
Accounting Reviewer:
Date:
01/01/2014
Print
TRAVEL EXPENSE INFORMATION SHEET
COMMITTEE NAME:
PLEASE ATTACH RECEIPTS FOR PUBLIC TRANSPORTATION, RENTAL CARS, AND LODGING.
NAME:
SOCIAL SECURITY NUMBER:
ADDRESS:
Street
City
County
Zip Code
1 PURPOSE OF TRIP:
2 LEFT HEADQUARTERS:
DATE
TIME
AM/PM
3 RETURNED:
DATE
TIME
AM/PM
4 TRANSPORATION EXPENSES:
A
COMMERCIAL AIRLINES (Cannot pay for first class.) ATTACH TICKET RECEIPT - AMOUNT:
B
RENTAL CAR: ATTACH RECEIPT - AMOUNT:
(Note: State will only pay for CDW Insurance)
C
PERSONAL CAR:
FROM:
RETURN:
FROM:
(Mileage is calculated from the Official State Mileage Guide.)
TO:
TO:
D
TAXI TRIPS:
FROM:
FROM:
FROM:
TO:
TO:
TO:
E
AIRPORT PARKING:
$
OTHER PARKING:
AMOUNT $
AMOUNT $
AMOUNT $
$
5 MEALS & HOTEL EXPENSES: ATTACH RECEIPTS FOR LODGING AND LIST LODGING, HOTEL TAX AND MEAL COSTS BELOW:
DAY I
DAY II
DAY III
DAY IV
DAY V
DAY VI
DAY VII
DAY VIII
DAY IV
DAY X
MEAL I
__________________________________________________________________________________________________________________________________
MEAL II
__________________________________________________________________________________________________________________________________
MEALS III
__________________________________________________________________________________________________________________________________
LODGING
__________________________________________________________________________________________________________________________________
HOTEL TAX
__________________________________________________________________________________________________________________________________
DAILY TOTAL
__________________________________________________________________________________________________________________________________
MEAL TOTAL $
LODGING TOTAL:
$
HOTEL TAX TOTAL $
6 OTHER EXPENSES: Official phone calls, gas for rental cars, etc. - attach necessary receipts)
APPROVED BY:
DATE:
Committee Chair or Designated Co-Chair
$
$
OF REPR
TATIV
E
S
EX
EN
Witness Afﬁrmation
E
ES
AS HOU
S
Print
T
Instructions:
1. Please print.
2. Please complete a separate form for EACH bill, resolution, or subject.
3. Turn in your witness afﬁrmation(s) before you testify. You will not be recognized to testify until your form has been
ﬁled with the chair of the committee.
Committee on: __________________________Subcommittee on: ____________________________
Bill, Resolution, or Subject Matter: ____________________________________________________
Name: _____________________________________________________________________________
Address: ___________________________________________________________________________
___________________________________________________________________________
Phone: ( ___ ) ___________________________________
I am appearing on behalf of/representing: (You must check one)
____ Myself,
____ A
and my occupation, profession, or business is ___________________________________
person, ﬁrm, corporation, class, or group whose name is _______________________________
__________________________________________________________________________________
What is your position? (You must check one)
___ For
___ Against
___ Neutral
(Under state law, all state agency personnel appearing on behalf of the agency must
select “Neutral.”)
Do you wish to be recognized to testify? (You must check one)
___ Yes
___ No
I hereby swear that the above statements by me are true and accurate, and that I have listed all persons
or entities that I am authorized to represent in reference to the matters on which I am appearing. I
further swear that the testimony I give before this body will be true and accurate.
Signature of Witness
Committee Use Only:
testify
______ Recognized to testify
_____________________________
Chair
______ Did testify
______ Did not
_______________________
Date
Print
MINUTE NOTES
Location: ________
Date: ________________
Hearing: _____Public _____Formal
ROLL CALL
Present
Absent
Present at
a Later
Time
Time member
arrived
After
Recess
ADDITIONAL MEMBERS
PRESENT
Rep. _______________
Rep. _______________
Rep.
Rep. _______________
Chair
Rep. _______________
Rep.
Rep. _______________
Rep.
Rep.
QUORUM
Rep.
Rep.
____ YES
Rep.
_____ NO
Rep.
Rep.
Rep.
Rep.
Rep.
CONVENE
Time ________ AM or PM
Type of notice:
Who Convened: ____Chair
_____ Rep. _________
RECESS
On the motion of:
___ Chair.
___ Rep. ___________
The meeting was recessed:
__ subject to the call of the chair.
__ until (time/date) ___________
ADJOURNMENT
Committee adjourned on the motion of:
___ the Chair.
___ of another member, Rep. ____________
Time of adjournment:
________ AM PM
___ A notice posted on ________________
___ An announcement on the House floor
___ A suspension of the 5-day posting rule
Time
Recessed _______ AM or PM
Reconvened ______ AM or PM
On the motion of ____________
The meeting was adjourned:
__ subject to the call of the chair.
__ until (time/date) ___________