SF4422

Purpose

To modernize how state reports are delivered to the Minnesota Legislature. The bill requires that required reports be submitted and made available electronically through the Legislative Reference Library, and it tightens how public entities distribute reports to legislators and how contact methods are handled.

Key Provisions

• Electronic submission to legislature
  • Any department or agency that must submit a report to the legislature must file it with the Legislative Reference Library and make it available electronically.
• Consistent distribution rules
  • The same electronic distribution requirement applies to other reports and publications, unless a law says otherwise or a legislator requests a different method.
• Limits on when reports are sent to legislators
  • A public entity cannot distribute reports to a member or employee of the legislature unless the member/employee wants the reports or has requested them. This applies to both mandatory and voluntary reports.
  • During a committee or commission hearing, distributing a report to members is not prohibited.
• Executive summaries allowed
  • Reports may be summarized in an executive summary and distributed as the entity chooses.
• Address handling
  • A report or publication may not be sent to both a legislator’s home and office addresses unless requested.
• Printing standards
  • Reports, publications, and summaries must be printed in a manner consistent with the state’s printing/formatting rules (section 16C.073).
• Mandatory electronic submission when required by law
  • If the law requires a report to be submitted to one or more legislators, it must be submitted electronically.

Significant Changes to Law

• Replaces or supplements existing practice with a mandatory electronic submission requirement to the Legislative Reference Library.
• Creates stricter rules about how and to whom reports are distributed, prioritizing electronic access and member preferences.
• Formalizes the use of executive summaries and limits mailing to home addresses unless specifically requested.
• Aligns reporting with state formatting standards.

Practical Implications

• Affects: state departments/agencies that produce reports, the Legislative Reference Library, and legislators.
• Benefits: centralized, easily accessible electronic access; potential privacy and workload management improvements for legislators.
• Considerations: agencies must adapt to electronic submission systems and ensure that distributions respect members’ preferences for receiving reports.

Optional Notes

• The bill references Minnesota Statutes 2024 section 3.195 subdivision 1 and section 16C.073 for distribution and printing standards.

Relevant Terms electronic submission; Legislative Reference Library; public entity; department or agency; report; report distribution; mandatory reports; executive summary; home address; office address; committee hearing; Minnesota Statutes 2024 section 3.195; section 16C.073; electronic availability; distribution to legislators.