As one Senate Secretary put it during a Legislative Summit panel on technology changing state legislatures last month, legislatures have seen a couple of important trends over the last few decades: There are fewer staff, more bills, greater demand on staff from legislators, and greater demand from the public for access.
These demands are even more evident entering this year’s legislative session, for most a shortened second year of a term already wracked by COVID. As the wheels of legislation once again begin to turn, requests for bills, resolutions and other official documents kick back into high gear. Some bills are being reintroduced and drafted into new documents with new sponsorship, new numbers, and in some cases, updated language.
Requirements for hard copy bills and sponsor sheets have caused delays and even caused a bill to not be introduced after missing a deadline due to reliance on manual processes for a paper copy requiring wet signatures. To avoid missing deadlines and protect the health and safety of members and staff, some chambers have adopted electronic abilities to aid in ensuring bills are submitted timely and accurately. These demands can be met by software such as a sponsor management tool or a robust drafting program. Sponsor management allows for the electronic submission of a sponsor sheet and allows co-sponsors to sign on to a bill without the need for a physical signature and the circulation of a sheet of paper.
A continued reliance for remote and hybrid meetings will continue to drive the need for solutions that meet these expectations while seamlessly integrating with other legislative systems. Documents related to these meetings and hearings—agenda, meeting packets, drafts, vote tallies—must be managed in systems that make it easy to distribute these materials by email, digital publication, hard copy and other means. The need for secure and accurate documents is high in any year, but in a second term year, the margin for error is very small.
A continued reliance for remote and hybrid meetings will continue to drive the need for solutions that meet these expectations while seamlessly integrating with other legislative systems.
Clerks, Secretaries and Drafters ought to have tools in place that help them meet these demands and at the same time provide the public with greater access to the legislative process. The 2022 session is already upon us, so that die is cast. How will you be better prepared for 2023?
Bill MaGill is the former Clerk of the Vermont House of Representatives with 18 years of experience in the Clerk’s office, where he played an important role in chamber administration, legislative policy and support, office management, and digital communications. Contact Bill at bill.magill@tallan.com
Click here to learn more about Tallan’s solutions for Legislative Management.