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GENERAL ASSEMBLY

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NORTH CAROLINA

LEGISLATIVE MANUAL

LEGISLATIVE SERVICES OFFICE

2129 STATE LEGISLATIVE BUILDING

RALEIGH, NORTH CAROLINA 27601-1096

PHONE: (919) 733-7044

JANUARY, 1991

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TABLE OF CONTENTS

GENERAL STATUTES OF NORTH CAROLINA 1

INTRODUCTION 2

LEGISLATIVE PAY AND ALLOWANCES 3

LEGISLATORS' OFFICES 7

PARKING 9

SECRETARIAL ASSISTANCE 10

MAIL SERVICE AND POSTAGE 13

TELEPHONE 15

STATIONERY 17

DICTATING EQUIPMENT Ig

FACSIMILE MACHINE (FAX) 19

PRINT SHOP AND COPYING MACHINES 20

BILL DRAFTING 21

BILL PROCESSING 22

DISTRIBUTION OF PRINTED BILLS 24

PROFESSIONAL STAFF SERVICES 25

GENERAL STATUTES OF NORTH CAROLINA

Chapter 120 - The General Assembly

ARTICLE 7
Legislative Services Commission

Section 12'i-.M. Legislative Services Commission organization.— (a) The Legislative Services
Commission shall cons-st of the President Pro Tempore of the Senate, six Senators appointed by the
President Pro Ten',i:ore of the Senate, the Speaker of the House of Representatives, and six
Representatives appointed by the Speaker of the House of Representatives. The President Pro Tempore of
the Senate, and the Speaker of the House shall serve until the selection and qualification of their
respective successors as officers of the General Assembly. The initial appointive members shall be
appointed after the date of ratification of this Article and each shall serve for the remainder of his elective
term of office and until his successor is appointed or until he ceases to be a member of the General
Assembly, whichever occurs first. A vacancy in one of the appointive positions shall be filled in the same
manner that the vacated position was originally filled, and the person so appointed shall serve for the
remainder of the unexpired term of the person whom he succeeds. In the event the office of Speaker
becomes vacated, the six Representatives shall elect one of themselves to perform the duties of the
Speaker as required by this Article. In the event the office of President Pro Tempore becomes vacated,
the six Senators shall elect one of themselves to perform the duties of President Pro Tempore as required
by this Article. Members so elevated shall perform the duties required by this Article until a Speaker or a
President Pro Tempore is duly elected by the appropriate house.

(b) The President Pro Tempore of the Senate shall be the chairman of the Commission in
odd-numbered years and the Speaker of the House of Representatives shall be chairman of the
Commission in even-numbered years.

[The Legislative Services Office has published a pamphlet containing the full text of the parts of G.S.
Chapter 120 concerning the Legislative Services Commission and staff services provided through the
Commission. The pamphlet is available through the Legislative Library in the State Legislative Building.]

Legislative Manual - January, 1991 Page 1

INTRODUCTION

This Manual provides information to the members of the General Assembly on arrangements which
the Legislative Services Commission has made for various legislative services. The Manual was originally
prepared for use during the 1973 General Assembly; it is completely revised each biennium, and is
supplemented as necessary for the legislative sessions within the biennium. The basic statutory
authorization for the Legislative Services Commission is set out on page 1 of this Manual.

The Legislative Services Commission was established by statute in 1969 to provide a continuing
structure through which decisions concerning legislative services may be made and implemented. The
Commission consists of the President Pro Tempore of the Senate, six Senators appointed by him, the
Speaker of the House, and six Representatives appointed by him. Upon the convening of each regular
biennial legislative session, the newly elected President Pro Tempore and Speaker may appoint new
members to the Commission at any time. The Legislative Administrative Officer serves as chief staff
officer for the Commission.

If you have criticisms or suggestions as to the plans and procedures set out in this Manual, please
communicate them to the President Pro Tempore, Room 2017, State Legislative Building, Phone:
919-733-6854; or the Speaker, Room 2317, State Legislative Building, Phone: 919-733-3451; or to the
Legislative Administrative Officer, Room 2129, State Legislative Building, Phone: 919-733-7044, who
will transmit them to the Commission.

[For purposes of this Manual, "session means the period in which the General Assembly meets
regularly upon day-to-day adjournment; it does not include the interim period between portions of the
biennial session.]

Page 2 Legislative Manual - January, 1991

LEGISLATIVE PAY AND ALLOWANCES

All salary, General Expense Allowance, In-Session Expense Allowance and In-Session Travel
Allowance amounts are effective with the convening of the 1991 General Assembly on January 30, 1991.

Salary: The Speaker of the House receives a salary of S35,100 per year. The Speaker Pro
Tempore of the House receives a salary of $19,776 per year. The President Pro Tempore of the Senate
receives a salary of 535,100 per year. The Deputy President Pro Tempore of the Senate receives a salary
of $19,776 per year. The majority and minority leaders of both houses each receive a salary of $15,396
per year. All other members of the General Assembly receive an annual salary of $12,504. The salaries
are payable monthly.

When the General Assembly is in session, the salary checks are placed in the legislators' mailboxes
in the Mail Rooms (Room 2 in the basement of the State Legislative Building or in Room 102 of the
Legislative Office Building) not later than 10:00 a.m. on the last work day of each month. When the
General Assembly is not in session, the salary checks are mailed on the next to last working day of each
month to the legislator's home district mailing address (the address is printed on the check).

Terms of newly elected legislators begin on January 1, of odd-numbered years, and salaries begin
as of that same date.

Slate and federal income taxes are deducted from the monthly salary checks. Payments to
legislators cannot commence until the necessary State and federal withholding forms are completed (see
"Payroll Forms:" on page 5 of this Manual).

General Expense Allowance: The Speaker receives a $l,320-per-month general expense
allowance. The Speaker Pro Tempore receives a $780-per month expense allowance. The President Pro
Tempore receives a $l,320-per-month expense allowance. The Deputy President Pro Tempore receives a
$780-per-month expense allowance. The majority and minority leaders of both houses each receive a
$622-per-month general expense allowance. All other legislators receive a general expense allowance of
$522 per month. This allowance is paid both during sessions and between sessions, without the legislators
having to file any record of expenses.

The general expense allowance is paid at the same time and in the same manner as is the legislative
salary (see "Salary:" on page 3 of this Manual). The two payments - salary and general expense
allowance - are combined in a single check each month.

There are no deductions from the general expense allowance.

In Session Subsistence Allowance: During the time the General Assembly is actually in session in
Raleigh, each legislator receives a subsistence allowance of $81.00 per day. This amount is paid for each
calendar day of the session (seven days per week, or a total of $567.00 per week for each full week of the
session). It is not necessary that the legislator file a claim or submit any record of his expenses in order to
receive this allowance during the session.

Legislative Manual - January, 1991 Page 3

The subsistence allowance is paid by check placed in the legislator's mailbox in the Mail Rooms
(Room 2 in the basement of the State Legislative Building or in Room 102 of the Legislative Office
Building) not later than 10:00 a.m. every Thursday.

Telephone and Postage Allowance: Effective January 1, 1991, each legislator will be allowed a
combined total of $1500 for his two-year term for long- distance telephone charges and postage used for
member's official legislative business. This long-distance telephone and postage allowance may not be
used to satisfy debts incurred by members who exceeded the 1990 telephone and postage allowance. The
last paycheck of a member's two-year term will be held until all bills are paid for expenses exceeding the
combined long-distance telephone and postage allowance.

In-Session Travel Allowance: During sessions of the General Assembly, each legislator receives a
weekly travel allowance amounting to 25 cents per mile for one round trip from his home to Raleigh and
return. This allowance is paid each week regardless of the number of actual trips made. [G.S. 120-3.1(2)
sets the mileage rate for legislators at the same rate as for State employees generally: G.S. 138-6(1) sets
the rate for State employees at 25 cents per mile.]

The travel allowance is paid each Thursday and is included with the weekly in-session subsistence
allowance (see "In-Session Subsistence Allowance:" on page 3 of this Manual).

Interim Travel and Subsistence Allowance: Between sessions many legislators serve on various
special boards and commissions, and may receive compensation, subsistence, and travel allowance as
prescribed in the statute or resolution establishing the board or commission (sometimes at rates different
from the usual legislative rates). When a legislator is reimbursed from a special board or commission
budget, he is sometimes reimbursed under the provisions of G.S. 138-5, which concerns State boards and
commissions generally. As these claims are not paid from the General Assembly's budget, they are not
processed through the Legislative Services Office. The board or commission clerk sends them directly to
the Budget Office of the Department of Administration where they are handled under the provisions of
the applicable statute, resolution, or administrative rule.

Between sessions a legislator may travel not as a member of a special board or commission but
rather as a representative of the General Assembly, or its committees or commissions. Such travel may be
to a meeting in Raleigh or in some other in-State city, or it may be to attend an out-of-State meeting. If
the legislator expects to receive any subsistence or travel allowance for such travel, he must obtain the
prior approval of the Legislative Services Commission. The chairman of a committee which wishes to meet
in North Carolina may obtain the approval for the entire committee, and individual committee members
need not then obtain individual approval for that meeting.

In the absence of this kind of group approval, or if a meeting is to be held out of the State, prior
approval must be obtained by each legislator who wishes to attend. Requests for approval may be
submitted through the Legislative Services Office. This office, acting pursuant to policies adopted by the
Legislative Services Commission, will obtain the approval of the President Pro Tempore or Speaker and
will execute Form GA-2 - Travel Authorization - which will then be delivered to the requesting legislator.

Page 4 Legislative Manual - January, 1991

Or, if a legislator prefers, he may apply directly to the President Pro Tempore (Senators) or Speaker
(House members) for approval, and those offices will transmit copies of Form GA-2 to the legislator.
When the travel is performed, the legislator should deliver this form, together with the statement as to
travel performed, hotel receipts, parking receipts, toll receipts, common-carrier ticket receipts, taxicab
charges, and personal automobile mileage to the Legislative Services Office. A subsistence allowance of a
flat $81.00 per day, regardless of actual expenses, is authorized by statute for in-state travel. A member
who is authorized to travel to a high rate geographical area outside of North Carolina within the U.S. may
elect to receive, in lieu of the S81.00 subsistence allowance, a subsistence allowance for meals of S20.00 a
day and a subsistence allowance for lodging of actual lodging expenses not to exceed that allowed for high
rate geographical areas as designated by the Federal General Services Administrator and published at 52
Federal Register 26630-26648 (July 15, 1987) and at 52 Federal Register 33616-33617 (September 4,
1987), a copy of which is in the Legislative Services Office.

When the Legislative Services Office receives the necessary documents and information, it will
prepare the necessary budget Division Claim Form - Form BD 403S, Request for Reimbursement for
Travel and Other Expenses - and send it to the legislator for his signature. When the legislator signs and
returns this form to the Legislative Services Office, reimbursement will follow shortly.

Payment for Attending Interim Standing Committee Meetings: Legislators receive no additional
salary for attending interim committee meetings. Members of a committee who attend an officially
scheduled committee or subcommittee meeting are entitled to receive $81.00 per day subsistence
allowance, plus 25 cents per mile for miles actually traveled.

The committee clerk submits to the Legislative Services Office a list of members attending
scheduled committee or subcommittee meetings, plus a statement of the mileage traveled. The Legislative
Services Office combines all of the entries for each legislator and issues the appropriate checks. It is not
necessary that the legislator file a detailed expense account, as he will be paid a flat subsistence allowance
of $81.00 per day, regardless of actual expenses.

Payroll Forms: Before any salary payments can be made, the legislator must execute certain
payroll forms. Immediately after the general election in November, the Legislative Services Office sends
each member a document which combines a mileage form. Federal Internal Revenue Service Form W-4
(Employee's Withholding Exemption Certificate); and North Carolina Department of Revenue Form
NC-4 (Employee's Withholding Exemption Certificate). The member should fill out each of the forms
and sign each (a total of three signatures being required on the single-sheet document).

New members cannot be paid until these forms have been executed and returned to the Legislative
Services Office. If the forms are not received from incumbent members who are returning for another
term, payment will be made on the basis of forms filed for the preceding term.

Once these forms have been executed and filed in the Legislative Services Office, payments of
salary, general expense allowance, in-session subsistence allowance, and in-session travel allowance will
be made automatically without further action by the legislator.

Legislative Manual - January, 1991 Page 5

The Legislative Retirement System: The Legislative Retirement System is pan of the package of
benefits available to members of the General Assembly. A contribution of 7% of the monthly salary is
deducted from the monthly salary check and is tax deferred until the member retires with the General
Assembly. In addition, the State contributes 40.25% of the monthly salary. All members of the General
Assembly are eligible for membership provided they are not contributing to any other state-administered
retirement system. Benefits of the Legislative Retirement System are explained in the booklet entitled
"Your Retirement System".

Health Insurance: Members of the N.C. General Assembly are entitled to hospital insurance
coverage on themselves at no cost. If the member wishes to cover family members, he will have to pay the
additional cost which will be deducted from his paycheck each month.

The Health Insurance Plan open enrollment period is January 1, 1991 through January 31, 1991.
Applications received after January 31, 1991 will be subject to the 12-month pre-existing condition rule.

Dental Insurance: Dental Insurance is available to General Assembly members and their families
with the member paying the full cost of the monthly premiums by payroll deduction.

The Dental Insurance Plan open enrollment period is January 1, 1991 through February 28, 1991.
Applications received after February 28, 1991 may not be accepted.

Excess Liability Insurance: Each legislator is provided with $1,000,000 of liability insurance at no
charge to the member.

In addition to the above-explained benefits members of the General Assembly are eligible to
participate in 40 IK, Deferred Compensation, and the Dependent Care Assistance Plan. For information
on any of these plans, contact the Disbursing Office, 733-7500.

Page 6 Legislative Manual - January, 1991

LEGISLATORS' OFFICES

1. Legislators' Offices. Each member of the General Assembly is assigned a private office and
is free to use his office as he chooses. If he wishes to have furniture removed or added, he should so
inform the Legislative Administrative Officer. The Legislative Services Commission has ruled that office
furnishing equipment may not be removed from the Legislative Building or Legislative Office Building.
The North Carolina General Assembly is not responsible for the loss or damage of personal items
members place in their offices.

(a) Hanging pictures. The walls of the individual offices are constructed of marble blocks. Nails
driven carelessly into these walls cause large holes which cannot be properly repaired and
result in defacing the office. A legislator who wishes to hang a picture or other object on the
wall of his office should apply to the Legislative Building Superintendent who will see that the
necessary hangers are properly installed.

(b) Floor covering. Rugs are not provided by the General Assembly for legislators' offices. Any
member of the General Assembly who wishes to provide his own rug may do so if the rug is of
the area type and does not have to be fastened to the floor with adhesive or nails.

(c) Doors. Signs identifying the legislator and his county of residence are provided for each office
door. No other signs, maps or other materials may be affixed to the outer side of an office
door. Doors will not be cut or altered in any way in order to open or close over floor
coverings.

2. Office Keys: Legislators obtain office keys from the Security Office. If the legislator desires
a key for his secretary, he should send her to the Security Office, State Legislative Building, to sign for her
key. The secretary should return her key to the Security Office at the end of the session. A legislator who
is not re-elected for the next term should return his own key prior to January 1 next following the general
election in November.

Each key to an office in the State Legislative Building will unlock the extreme right-hand door at
the front of that building. Each key to an office in the Legislative Office Building will unlock the fire door
(the extreme left-hand door) of that building's Lane Street entrance. Thus a member may have access to
his office at any day and hour. Each member's key also unlocks the far right-hand door of the Lane
Street (bridge level) entrance of the Legislative Building and the far right-hand door on the mall entrance
(third floor) entrance of the Legislative Office Building thereby allowing members using the pedestrian
bridge to have access to both the Legislative Building and the Legislative Office Building.

3. Use of Offices: The legislative office is for the use of the legislator and staff persons
authorized by him.

In order to avoid unpleasant incidents and to improve the building security, when the legislative
buildings are closed, building security personnel are instructed to evict from the legislator's office anyone

Legislative Manual - January, 1991 Page 7

(except for the legislator and his regular clerk) who does not have written authorization from the legislator
to use the office after hours. Keys will be taken from unauthorized persons and returned to the legislator
by security personnel.

Page 8 Legislative Manual - January, 1991

PARKING

Members of the General Assembly are allowed to park in the following areas during sessions of the
General Assembly:

(1) Parking area under the State Legislative Building;

(2) Both sides of the portions of Lane Street, Jones Street, Wilmington Street, and Salisbury
Street that surround the State Legislative Building;

(3) Designated area in Lot 65, (parking deck immediately behind the Slate Legislative Building.
During interim periods:

(1) Parking area under the State Legislative Building;

(2) Visitor parking area in Lot 65, (parking deck immediately behind the State Legislative
Building.

All parking is on a first come, first serve basis. There are no reserved parking spaces for General
Assembly members under the State Legislative Building, on the street, or the in the parking deck.

Legislative Manual - January, 1991 Page 9

SECRETARIAL ASSISTANCE

Each committee chairman is entitled to a committee clerk, and each indivddual legislator is entitled
to a private secretary. This clerk or secretary is situated in the committee chairman's suite or in the
legislator's office. (In the interest of brevity, both clerks and secretaries are sometimes referred to as
"clerks" in this manual, and the feminine pronoun is used.)

Selection of House Clerks: Employment of House Clerks is handled by the House Supervisor of
Clerks under the supervision of the House Principal Clerk. Each committee chairman may choose his own
clerk, and each individual Representative may choose his private secretary. Clerks and secretaries are
subject to discharge at any time by the Representative whom they serve. If the Representative desires, he
may employ the clerk and simply notify the House Supervisor of Clerks who will request the Legislative
Administrative Officer to enter the employee on the payroll. Or, the Representative may notify the House
Supervisor of Clerks as to whom he desires to have as clerk, and the Legislative Administrative Officer will
employ that person if she is available. Or, the Representative may request the House Supervisor of Clerks
to employ a qualified person as clerk, and the House Supervisor of Clerks will employ and assign the best
qualified person available. Clerks generally are employed as of the opening day of the session; clerks to
major standing committees may be allowed to begin work at an earlier date, if prior approval is granted by
the Services Commission Chairmen.

Two Representatives may agree to share a clerk; if they agree upon the desired person, these
Representatives have available the same alternatives as do chairmen and individual Representatives.
Otherwise, the House Supervisor of Clerks will employ and assign the best qualified person available.
Where two Representatives agree to share a clerk, they may then employ a Joint Research Assistant or
Administrative Aide at the same pay rate which a clerk receives.

Selection of Senate Clerks: Employment of Senate Clerks is handled by the Senate Supervisor of
Clerks. Each committee chairman may choose his own clerk, and each individual Senator may choose his
private secretary. Clerks and secretaries are subject to discharge at any time by the Senator whom they
serve. If the Senator desires, he may employ the clerk and simply notify the Senate Supervisor of Clerks
who will request the Legislative Administrative Officer to enter the employee on the payroll. Or, the
Senator may notify the Senate Supervisor of Clerks as to whom he desires to have as clerk, and the
Legislative Administrative Officer will employ that person if she is available. Or, the Senator may request
the Senate Supervisor of Clerks to employ a qualified person as clerk, and the Senate Supervisor of Clerks
will employ and assign the best qualified person available. Clerks generally are employed as of the opening
day of the session; clerks to major standing committees may be allowed to begin work at an earlier date, if
prior approval is granted by the Legislative Services Commission Chairmen.

Two Senators may agree to share a clerk; if they agree upon the desired person, these Senators
have available the same alternatives as do chairmen and individual Senators. Otherwise, the Senate
Supervisor of Clerks will employ and assign the best qualified person available. Where two Senators agree

Page 10 Legislative Manual - January, 1991

to share a clerk, they may then employ a Joint Research Assistant or Administrative Aide at the same pay
rate which a clerk receives.

Qualification of Clerks: When a clerk is hired by or at the request of a legislator that legislator
vouches for the employees' competence, and she will not be tested by the Legislative Services Office.
When a clerk is hired and assigned by the appropriate Supervisor of Clerks, the employee's competence
will be checked by the supervisor.

Pay of Clerks: Employees of the General Assembly are paid according to classifications and
schedules adopted by the Legislative Services Commission. Each clerk, no matter how she is hired, will be
classified by the Legislative Services Office and paid according to the appropriate schedule.

Working Hours: The normal working day for committee clerks and members' secretaries is from
9:00 a.m. to 5:00 p.m. daily. Because the General Assembly does not usually observe holidays, employees
are expected to work on those days also.

Each legislator is responsible for seeing that his clerk works the proper number of hours. Each
legislator may adjust his clerks' work schedule to meet his own special needs. He should realize that if he
grants special privileges to his clerk, others who are not granted such privileges will complain, and a major
morale problem will result. If a legislator allows his clerk to come in later on Monday, or leave early on
Friday, for example, he should not call on other clerks or the Legislative Services Office for assistance in
her absence. Unexcused absences or absences by reason of illness should be reported to the Legislative
Services Office so that proper adjustments of pay can be made.

Control and Direction of Clerks: Each legislator has exclusive control and direction of his clerk.
No clerk will be assigned any work or duty by any person without the approval of the legislator for whom
she works.

The House and Senate Supervisors of Clerks assist in the hiring, assigning and training of clerks.
These supervisors are available to advise clerks as to proper procedures and techniques for handling
legislative business.

If a clerk is absent, the legislator concerned may notify the appropriate supervisor and substitute
services will be provided. A clerk who knows in advance that she will be absent during scheduled hours
should notify the appropriate Supervisor of Clerks in advance. Whenever substitute service is made
necessary by the absence of a clerk, the Legislative Services Office is instructed to deduct an appropriate
amount from the absentee's salary unless the clerk has sufficient accumulated earned sick leave. Any
substantial deviation from these general rules is subject to approval by the President Pro Tempore of the
Senate or the Speaker of the House.

General Policies Governing Clerks: In order to minimize morale problems among the clerks and
other temporary employees of the General Assembly, the Legislative Services Commission requests that all
legislators enforce certain general rules. These rules are discussed with clerks in each house at the
beginning of the session by the Supervisor of Clerks, and the Supervisor is directed to call violations to the

Legislative Manual - January, 1991 Page 11

attention of the clerk concerned; this function is designed to assist, and not to interfere with, the
legislator's control over his own clerk.
The general rules follow:

1. Working hours are from 9:00 a.m. to 5:00 p.m. daily, with one hour off for lunch. This
schedule is subject to variation by the individual legislator, but the total time devoted to
legislative service by the employee must be not less than the minimum hours included in this
regular schedule.

2. One of the primary duties of a clerk is to act as receptionist for the legislator served. Clerks
should stay in their own office except when moving about in performing their duties.

3. Except at the express direction of the legislator served, clerks should not occupy balcony seats
in the legislative chambers during the daily sessions.

4. With the approval of the legislators concerned, clerks may assist each other at times when the
workload of one is great, and the workload of another is slight. As there is no longer any
secretarial pool to come to the aid of an overburdened clerk, the willingness to assist is
encouraged, but only with the approval of all legislators concerned. From time to time the
Supervisor of Clerks will seek a legislator's permission to channel work from another source to
that legislator's clerk.

Interim Clerical Services: Standing committees meeting during interim periods may utilize the
services of their individual clerks on a part-time basis. Each clerk will be situated in the chairman's office.
She will be paid a full day for each day on which she attends a committee or subcommittee meeting plus
one additional day for preparation and minute-keeping. Thus, if a clerk attends a one-day meeting on
Friday, she will be paid for two days; if she attends a two-day meeting, she will be paid for three days.

Page 12 Legislative Manual - January, 1991

MAIL SERVICE AND POSTAGE

The Legislative Mail Rooms are located in Room 2 in the basement of the State Legislative Building
and Room 102 in the Legislative Office Building. The service window in the Mail Room is manned from
8:30 a.m. to 5:30 p.m. daily.

Incoming Mail: The Mail Rooms are equipped with post office type mailboxes, one of which is
assigned to each legislator. Incoming mail is not delivered to individual offices but is placed in the
legislator's box. Once permanent office assignments have been made, legislators will be given the number
and combination of their mailbox by the Mail Room Supervisor.

Outgoing Mail: Outgoing mail must be bundled with the Legislator's Postage Authorization slip.
This Authorization slip bears the name of the legislator, clerk or secretary, date, number of pieces of mail,
and the legislator's assigned postage account number. Outgoing mail may be deposited in the Mail Rooms
or in collection centers maintained in Room 2125 and in Room 2225 on the second floor of the State
Legislative Building.

Legislators may have printed materials placed in other legislators' mailboxes only if each piece of
the material is designated as coming from a legislator.

Postage: Postage on outgoing official mail is paid from General Assembly funds. A postage meter
interfaced to an electronic accounting system is used. Effective January 1, 1991, each legislator is allowed
a combined total of S1500 for his two-year term for long-distance telephone charges and postage used for
member's official legislative business. There is no limit on the number of pieces mailed or cost per piece;
however, once a member has used his combined allowance for his two-year term, our Disbursing Office
will begin billing him for postage. Allowances not used are not transferable to another legislator's account
and are not transferable to a member's next two-year term upon re-election. The last paycheck of a
member's two-year term will be held until all bills are paid for expenses exceeding the combined
long-distance telephone and postage allowance.

Personal mail of both the legislator and his clerk or secretary should be stamped. Stamps may be
purchased at the service window at the Mail Rooms.

When an unstamped envelope bearing a legislator's name and accompanied by an authorization
slip is deposited in one of the collection locations for outgoing mail, the legislator thereby certifies that the
envelope contains official legislative business.

Returned Mail: A substantial number of letters are returned to the Mail Rooms by the United
States Post Office, frequendy marked "Address Unknown", or with some similar notation. This mail will
be returned to the sender by placing it in his box.

Registered Mail and Certified Mail: By arrangement with the U.S. Post Office, the Mail Rooms
pick up registered and certified mail. A notice of such mail is placed m the legislator's box and delivery is
made at the service window.

Legislative Manual - January, 1991 Page 13

Interim Mail: Between sessions, first-class mail is forwarded to legislators' home addresses. Other
mail is placed in the individual legislator's Mail Room mailbox to be picked up by the legislator whenever
he/she happens to be in Raleigh.

Interim Postage: Legislators are expected to use their combined postage and long-distance
telephone allowance to pay postage for any individual mailings during an interim period. Clerks for interim
legislative committees who prepare mailings from Raleigh will transmit the material to the Mail Rooms
where it will be processed through a postage meter and charged to the appropriate Committee account.

Express Mail Service: Legislators on occasion request materials be sent to them by staff via
Federal Express, UPS, USPS Express Mail, etc. in order to insure next-day delivery. Materials can be
mailed in this manner; however, legislators will be billed by our Disbursing Office for the costs incurred for
expedited mail.

Page 14 Legislative Manual - January, 1991

TELEPHONE

Each legislator has a private telephone on his desk in his legislative office. This telephone may be
reached by dialing an individual number. In addition, during the session Southern Bell maintains a
telephone switchboard center in the State Legislative Building just off the House side of the second-floor
rotunda next to the chapel. The telephone number of this center is (919) 733-4111. The center is
operated during normal business hours. Incoming calls to the center number reach a switchboard which
will ring the legislator's office and will take and deliver messages if the office telephone does not answer.
Calls to the legislator's individual private number do not go through the telephone center switchboard.
A telephone room has been established in the Legislative Office Building in Room 642 for the
exclusive use of legislators. There are two telephones in this room which can be used for toll-free local
calls.

Local Service: The charges for local service to the individual legislator's office telephone are paid
by the General Assembly. This service is provided on a continuing basis throughout the biennial session.
(See "Telephone Service During Interim Periods:" page 16.)

Long-Distance Service: Each legislator's office telephone is connected to the State Telephone
Network (STN). Long-distance rates for calls made over this network are about 40% of the regular
commercial rate for the average in-State long-distance call. The STN rate is the same for calls to all
points in North Carolina, regardless of the distance from Raleigh. Thus, it is possible to give each legislator
the identical long-distance allowance and thereby assure that each has available the same long-distance
time at the expense of the General Assembly. Effective January 1, 1991, each legislator is allowed a
combined total of S1500 for his two-year term for long-distance telephone charges and postage used for
member's official legislative business. All long-distance calls made from a member's Legislative
Building/Legislative Office Building office phone and calls made using the State Network Credit Card will
be charged against the allowance. Members exceeding the combined allowance will be billed for the
amount over the allowance. Allowances not used are not transferable to another legislator's account and
are not transferable to a member's next two-year term upon re-election. The Legislative Administrative
Officer has been directed not to make such transfers, and the Legislative Services Commission requests
that legislators not apply for such transfers. The last paycheck of a member's two-year term will be held
until all bills are paid for expenses exceeding the combined long-distance telephone and postage
allowance. Long-distance bills are paid in the first instance by the General Services Division of the
Department of Administration. The Legislative Services Office then reimburses the General Services
Division and sends to each legislator a monthly statement showing calls made on his phone and the
charges made against his allowance. If the legislator does not exceed his combined allowance for his
two-year term, the account is closed at the end of the year and the legislator owes nothing. If the charges
exceed the combined long-distance telephone and postage allowance, the Services Office bills the
legislator for the excess. In using the State Telephone Network, certain important points should be kept in
mind.

Legislative Manual - January, 1991 Page 15

1. STN billing is different from ordinary commercial WATS line billing. All calls on STN are
billed to the calling phone. If a legislator allows his office phone to be used for any long
distance calls except on his legislative business, the legislator's allowance for business purposes
is reduced accordingly. The idea that this is a WATS line, and that it makes no difference
how many calls are made over it, is erroneous.

2. A legislator may make long-distance calls from his hotel room or other location and may
charge the calls to his office phone, but the charges for such calls will be made by the
telephone company at the regular commercial rate and not at the reduced STN rate.

3. The reduced STN rate is possible because the Department of Administration leases only as
many long-distance lines as are necessary to give reasonably adequate service at peak hours
without having a great many idle lines during periods of minimal use. Use by the permanent
agencies of State Government follows a predictable and relatively even pattern. Legislative use
patterns are more variable and less predictable. Normal peak hours of the existing STN
pattern occur between 9:00 and 11:30 a.m. and between 2:00 and 4:00 p.m. If temporary
inconvenience caused by peak period overload of the STN develops, legislators can cooperate
in reducing the problem by placing their calls, when possible, outside these peak hours.

Telephone Services During Interim Periods: The telephone in an individual legislator's private
office remains connected while the General Assembly is not in session. The charge for local services is
paid by the General Assembly. Long-distance calls made by the legislator from his office telephone during
these interim periods will be charged against the legislator's long-distance telephone allowance (See
"Long-Distance Service:" page 15.)

Calls to State Offices in Raleigh from Legislator's Home Area: Each legislator is issued a State
Telephone Network (STN) card which allows him the advantage of the low STN long-distance rates when
calling anywhere in the continental United States. All charges made on the STN card will be charged
against the legislator's combined postage and long-distance telephone allowance (See "Long-Distance
Service" page 15.) In order to use this service the legislator must follow the instructions printed on the
STN card. The legislator should not dial the regular long-distance operator; attempts to use the STN card
through regular commercial long-distance procedures will fail. There are a few areas of the State in which
the STN card service is not yet available, but the service is being constantly expanded and it will soon be
available in the few legislators' home areas not currently served.

Page 16 Legislative Manual - January, 1991

STATIONERY

Each legislator will be provided with up to 4,000 sheets of stationery and 4,000 envelopes at State
expense. This allotment is for the full two-year term. If a legislator requires more than the allotment, the
Legislative Services Office will order additional stationery and will bill the legislator for the excess. The
4,000 sheets of stationery may be any combination of bond and onionskin letterheads requested by the
legislator.

When new legislators arrive at the beginning of the session they are provided with 500 sheets of
bond letterhead bearing the Senate or House designation and the legislator's name, district, and home
address. Envelopes showing Senate or House designation and the legislator's name are also provided.

As soon as committee appointments have been completed, each legislator should have his clerk
prepare and bring to the Disbursing Office a sample of his letterhead showing Senate or House
designation, legislator's district and home address, and committee assignments. The Disbursing Office will
then order letterhead and envelopes. Further orders for stationery will be placed upon request of the
legislator. Requests may be made directly to the Disbursing Office in Room 5 of the State Legislative
Building.

The N.C. General Assembly does not furnish engraved letterhead.

As directed by the Legislative Ethics Committee "it is inappropriate for any legislator to use or
allow another to use his official legislative stationery paid for by the State for soliciting campaign
contributions to or thanking contributors to the legislator's political campaign. A legislator may use a
facsimile of the legislator's official legislative stationery in soliciting campaign contributions or thanking
contributors to the legislator's political campaign if it is paid for by other than State funds and if it bears a
clear disclaimer that indicates the stationery was not printed or mailed at State expense."

Letterhead and/or envelopes ordered through the Disbursing Office cannot be ordered bearing the
"not printed at government expense" disclaimer although the legislator may desire to pay for the
letterhead and/or envelopes. Because the letterhead/envelopes are printed at a much cheaper cost than
would be charged in the open market, the disclaimer would not, in fact, be a true statement. Legislators
are requested to purchase any letterhead/envelopes bearing "not printed at government expense" from a
private vendor.

Legislative Manual - January, 1991 Page n

DICTATING EQUIPMENT

Every legislator who desires it will be provided with dictating equipment by calling Don Hibbert
(Telephone 733-2170). Dictating equipment should not be removed from the legislative buildings.

Page 18 Legislative Manual - January, 1991

FACSIMILE MACHINE (FAX)

There are two FAX machines for use of General Assembly members. Telephone line charges for
the use of the FAX machine will be charged to the using member's telephone allowance. A legislator or
his secretary should be present at the time of transmission to receive a confirmation of the transmission.

The FAX machines' locations and receiving numbers are:
Room 400 Legislative Office Building, 919-733-3113
Room 7 Legislative Building, 919-733-2599
(located in Room 2129 during the interim)

If a member receives documents over the FAX, there is no charge and the member will be notified
of the receipt of the document.

Legislative Manual - January, 1991 Page jg

PRINT SHOP AND COPYING MACHINES

The Print Shop is located in Room 107 of the Legislative Office Building. Legislators and their
clerks should use the Print Shop when they need 20 or more copies. The Print Shop should be used for
copying official legislative materials only (no personal printing, i.e. letters to constituents, newsletters,
invitations, etc.).

For less than 20 copies legislators and their clerks should use the copying machines located in
Room 618 in the Legislative Office Building or on the second floor of the State Legislative Building.
Operators are there to assist you.

P^g^ 20 Legislative Manual - January, 1991

BILL DRAFTING

Bill Drafting Division: The Bill Drafting Division of the Legislative Services Office is located in
Room 100 on the first floor of the Legislative Office Building. The Division is staffed by a Director (Gerry
F. Cohen), nine staff attorneys, a research assistant, and two permanent secretarial employees. Legislators
may present their bill-drafting requests to this office in person or by telephone (733-6660). If the
legislator knows which staff attorney he wishes to talk with, he may call for that attorney. Otherwise, the
secretary will refer the legislator to the drafter who specializes in the field affected by the requested draft.
When all staff attorneys are temporarily occupied, the secretary will take the request and transmit it to the
appropriate drafter as promptly as possible. Drafting requests and bills drafted are confidential within the
Bill Drafting Division Office until the sponsoring legislator releases them.

Research Division: The Research Division of the Legislative Services Office provides staffing
support (broad range of legal and non-fiscal research, and drafting and redrafting of amendments and
committee substitutes) to selected standing committees on a regular basis and, where requested, to
conference committees. The Division also provides, subject to availability of personnel, a significant
amount of initial drafting of bills where the subject matter concerns legislative procedure or internal
legislative operations (creation of interim legislative study commissions and committees, modification of
House or Senate rules, etc.) or other matters within the expertise of individual staff members. Drafting
requests in these areas may be presented to the Director of Research (Terrence D. Sullivan, Room 545,
Legislative Office Building; Phone: 733-2578). Research and drafting requests made to Research Division
personnel are kept confidential under the provisions of the law on confidentiality of legislative
communications.

Other Bill Drafting Sources

Attorney General's Drafting Division: A legislator who has a bill to be drafted may present his
request to the Attorney General's Drafting Office (Floyd M. Lewis, Revisor of Statutes and Assistant
Attorney General, Raney Building, 104 Fayetteville St. Mall; Phone: 733-6026). A member of the
Attorney General's staff will discuss the matter with the legislator and a bill will be drafted.

Normally, a legislator should use the services of the Bill Drafting Division, Research Division or the
Attorney General's office for bill drafting. There is, however, no requirement that all bills be drafted by
those offices. The legislator may do his own drafting, or he may turn to any other competent source.

Legislative Manual - January, 1991 Page 21

BILL PROCESSING

Preparation of Copies for Introduction: The drafter provides the legislator with one or more
copies of the finished bill draft. Sometimes, these copies are not yet in the format required for
introduction. In 1969 a computerized bill processing and printing system was first installed and copies
from computer-produced printouts are now delivered to the legislator for use as introduced copies. After
approval of the draft by the legislator, the drafter will forward a copy to the Computer Input Center
(Room 104 on the first floor of the Legislative Office Building) for handling by the Legislative Text
Storage/Bill Processing System. If the bill is drafted by anyone other than legislative staff members or the
Attorney General's Office, the legislator must send the copy to the Computer Center although legislative
staff are available to review and comment on outside drafts. The bill is put into computer storage and
proofread, and a corrected print is obtained. Forty copies of the print are reproduced in the Printing
Room (Room 107 on the first floor of the Legislative Office Building). The copies bear a large "D" in the
upper right-hand corner to denote that the bill is a draft copy. An official bill jacket is prepared and
affixed to one of the copies. All of these copies are placed in an envelope and delivered to the sponsoring
legislator through the office of the Principal Clerk of the appropriate house; or on request, the Computer
Center will deliver bills directly to the sponsor. At this point, the text of the bill is still confidential, insofar
as the legislative staff is concerned. Only the operator who inputs the bill can retrieve it from computer
storage at this point, and computer operators, proofreaders, and printers are constantly cautioned and
checked to make certain that the sponsor's confidence is not violated.

Introduction: Under the Senate and House rules, a bill is filed with the Principal Clerk's Office
and given a number. In the House this filing constitutes introduction. On the next legislative day the bill
receives its first reading on the floor of the House. In the Senate the bill's presentation to the Senate is its
introduction. The bill is given a number and is normally referred to a committee. The bill number, date of
introduction, and committee reference are input into computer storage and a new print, with a large figure
"1" in the upper right-hand corner of the first page is produced. A copy of this print is placed in the bill
notebook of every legislator, and additional copies are available from the Printed Bills Office in Room
2022 of the State Legislative Building.

Amendments: As bills are amended in the house of origin, new engrossed prints are produced and
distributed. Subsequent prints bear the figure "2", "3", etc., in the upper right-hand corner of the first
page for easy distinction from earlier prints.

If a bill passes the house of origin, all amendments are routinely engrossed in a new print before
the bill is sent to the other house. If the bill is amended in the second house, the amendments are not
engrossed, as the bill must be returned to the house of origin for approval, not of the basic text, but solely
of the amendments adopted by the second house.

If the house of origin concurs in the amendments, the bill is sent to the enrolling office.

Conference Committee Reports: If the house of origin fails to concur in the amendments
approved by the other house, a conference committee is usually appointed to try to resolve the

Page 22 Legislative Manual - January, 1991

differences. This committee reports back to both houses a recommended text without amendment. If the
report is adopted in both houses, the bill is sent to the enrolling office. If the conferees fail to agree, new
conferees may be appointed and the conference process is reported. However, if either house refuses to
adopt the report of its conferees, no new conferees may be appointed.

Enrollment and Ratification: The Legislative Administrative Officer or his designee serves as
Enrolling Clerk to the General Assembly. Bills for enrollment are sent to the Assistant Enrolling Clerk who
checks the text for accuracy and then turns the copy over to the Computer Center. The Computer Center
obtains a clean print of the final text. This print, called the enrolled bill, is submitted to the two presiding
officers for their signatures. The signing of the enrolled bill by the presiding officers is the act of
ratification (the bill is at that time enacted, i.e. law). The signed copy is filed permanently in the Secretary
of State's Office.

Identification and Status of Introduced Bills: Members of the General Assembly and staff, and
the public, have easy access to complete information on the identification, status, and legislative history of
all current legislation being considered by the General Assembly. Any interested person may get
information on the status of current legislation from the Bill Status (Video) System by calling, writing, or
visiting the Bill Status Desk in the Legislative Library (Phone: 919/733-7779; Room 2226 of the State
Legislative Building).

Public terminals to access the status of bills are also located in the Printed Bills Office (Room
2022), the Legislative Office Building Library (Room 500 LOB), and the Automated Systems Division
(Room 400 LOB).

Legislative Manual - January, 1991 Page 23

DISTRIBUTION OF PRINTED BILLS

Desk Copies: As soon as a bill is introduced, a printing is ordered and is available the next
morning. Copies of every new bill are collected each morning for each legislator by the Bill Distribution
Center in Room 105 on the first floor of the Legislative Office Building. Each House secretary must pick
up copies for her legislator and place the bills in the legislator's Chamber notebooks. The Senate
Sergeant-at-Arms will deliver bills to each Senator's office and a daily bill notebook should be prepared
by the secretary. If a House member desires an office file, he should notify the Bill Distribution Center in
Room 105 of the Legislative Building and the Bill Distribution Center will prepare for that member two
sets of bills daily; the House member's secretary will maintain the bill books in both the chamber and the
legislator's office.

Bills for Committee Use: A committee chairman may obtain such copies of bills as his committee
needs by sending his clerk to the Printed Bills Room (Room 2022). To avoid last-minute congestion,
clerks are urged to obtain committee copies of bills on the day following reference to committee, and
should hold them for later committee use.

Additional Copies for Individual Legislators: A legislator may obtain up to 50 additional copies
of any bill for distribution to his constituents. If he requires a greater number, they will be provided to him
and he will be billed for their actual cost.

Copies to Private Citizens: Any person may obtain one free copy of any current bill by requesting
it to the Printed Bills Room. Additional copies may be obtained at a cost of 10 cents per page. The
Printed Bills Room will mail one free copy of any bill to any citizen who requests it.

The Legislative Administrative Officer has been instructed not to provide complete sets of all bills
to private citizens or organizations.

Copies to State Agencies and Institutions: Any State office, agency or institution will be supplied
with three free copies of any bill in which the office has a particular interest. The Legislative
Administrative Officer has been instructed not to provide complete sets of all bills — several thousand per
session — to State offices. State offices that require more than three copies of any bill may obtain them at
cost.

Page 24 Legislative Manual - January, 1991

PROFESSIONAL STAFF SERVICES

[A more complete directory of legislative staff is included in another publication prepared by the
Legislative Services Office; copies of the General Assembly of North Carolina Telephone Directory are
available through the Legislative Library.]

The Legislative Administrative Officer (George R. Hall, Jr., Room 2129, State Legislative
Building; Phone 733-7044) is responsible for supervision of all the Divisions and is available generally for
consultation and assistance concerning overall legislative staff policy matters, administrative matters, and
the affairs of the General Assembly generally regarded as business and personnel matters.

The Building Superintendent (Mike Minshew, Room 1, State Legislative Building; Phone;
733-4292) is available on matters concerning security, building maintenance, and custodial services.

The Budget Officer (Elaine Robinson, Disbursing Office, Room 5, State Legislative Building;
Phone: 733-7500) is available on matters concerning payroll, budget, insurance, retirement, and
legislative staff leave policies and records.

The staff of the Bill Drafting Division of the Legislative Services Office is available to individual
legislators through the Director of Legislative Drafting (Gerry F. Cohen, Room 100, Legislative Office
Building; Phone: 733-6660). [Further information on drafting including the Attorney General's Drafting
Office, is found on page 21 of this Manual.]

The staff of the Fiscal Research Division of the Legislative Services Office is available to
individual legislators or to non-fiscal committees, subject to limitations of available personnel, for fiscal
research and information through the Director of Fiscal Research (Tom Covington; Room 619 in the
Legislative Office Building; Phone: 733-4910). The Fiscal Research staff regularly assists the
Appropriations Committees and their chairmen, and it provides some support to the Finance Committees
and their chairmen.

Professional services from the Research Division of the Legislative Services Office (research and
bill-drafting) are available to committees that do not have regularly assigned staff or to individual
legislators, subject to limitations of available personnel, through the Director of Research (Terrence D.
Sullivan; Room 545, Legislative Office Building; Phone 733-2578). Some of the standing committees will
have a member of the Research Division professional staff on a regular assignment basis, operating under
the direction of the committee chairman.

The Legislative Library (Mrs. Cathy Martin, Librarian; Room 500 of the Legislative Office
Building; Phone 733-9390; and Room 2226 State Legislative Building; Phone 733-7778) is part of the
Research Division and library staff can provide assistance on bill identification and research questions.
(The Legislative Library is also the depository for records from the Senate and House electronic voting
systems (as directed by Senate and House Rules), for filings under Legislative Ethics law requirements
(G.S. 120-95), and for lobbying records (G.S. 120-47.2)). The Legislative Library has two component
locations — one in each of the legislative buildings — for the convenience of legislators. The main
component is in the Legislative Office Building and is designed as the principal legal and general research

Legislative Manual - January, 1991 Page 25

unit. The auxiliary component remains in the State Legislative Building and will contain North Carolina
Statutes and Journals which might be needed immediately during the legislative sessions or for committee
meetings held in the State Legislative Building.

The Legislative Automated Systems Division of the Legislative Services Office (Glenn Newkirk,
Director) is located in Room 400 of the Legislative Office Building; Phone 733-6834. The Legislative
Automated Systems Division, established in November, 1984, has designed, developed, implemented,
and maintained a number of computer applications for the General Assembly. Among these applications
are bill typing, legal document search and retrieval, bill status reporting, office automation, electronic
publishing, budget and expenditure tracking, legislative payroll, general accounting, electronic
communications with the State Computer Center, and a number of microcomputer applications. Policies
and procedures for access to the various applications on the computer system are set by the Legislative
Services Commission and its Subcommittee on Legislative Information Systems. There is a Facsimile
Machine (FAX) located in the Legislative Automated Systems Division for the use of General Assembly
Members. (See Page 19).

The Legislative Information Office, a division of the Legislative Services Office (Margaret Webb,
Legislative Information Officer) is located in Room 9 of the State Legislative Building; Phone 733-4200.
The Legislative Information Office releases information on ratified bills of statewide interest and interim
committee recommendations to the approximately 500 dailies, non-dailies and electronic news outlets
located in North Carolina. The office also maintains press lists by county and district which are available
to legislators.

The Institute of Government, which is part of the University of North Carolina at Chapel Hill,
provides services to the General Assembly on a contract basis. The Daily Bulletin, which digests every bill
and records the history of the progress of bills, is prepared and distributed by the Institute. Several
members of the Institute's staff, in areas such as motor vehicles or local government, provide regular or
periodic services to legislative committees and to individual legislators.

With the approval of the Legislative Services Commission, the Legislative Administrative Officer is
authorized to contract for and assign part-time professional assistance from the University or other
sources.

A Legislative Intern Program is operated for the General Assembly (during long, odd-year,
sessions only) by the North Carolina State University Department of Politics. The Intern Program is under
the direction and control of the Legislative Intern Program Council (Lt. Governor, Speaker, and
Chairman of the North Carolina State University Department of Politics - G.S. 120-56). The program
provides staff assistance at the subprofessional level to select committee chairmen, legislative leaders, and
individual legislators, and the interns receive political science and related instruction from North Carolina
State University.

Page 26 Legislative Manual - January, 1991