HF3679

Purpose

• This bill changes how state government reports to the legislature. It requires mandatory and other reports to be submitted electronically to the Legislative Reference Library (LRL) and made electronically available to legislators, instead of relying on traditional mailing or other distribution methods.

Main Provisions

• Distribution to Legislative Reference Library (LRL)
  • Any report required of a department or agency by law must be filed with the Legislative Reference Library and made electronically available to the LRL.
  • The same electronic distribution rule applies to other reports and publications unless a law says otherwise.
• Restrictions on distribution by public entities
  • A public entity cannot distribute a report or publication to a member or employee of the legislature except through the Legislative Reference Library unless the member or employee has requested the report or published it.
  • This restriction applies to both mandatory and voluntary reports and publications.
  • A report or publication may be summarized in an executive summary and distributed in that form if the entity chooses.
  • Distribution of a report to legislative committee or commission members during a committee or commission hearing is not prohibited.
• Address distribution rules
  • A report produced by a public entity may not be sent to both a legislator’s home address and office address unless mailing to both addresses is requested by the legislator.
• Printing and formatting
  • Reports, publications, periodicals, and summaries must be printed in a manner consistent with Minnesota statute section 16C.073.
• Electronic submission when required by law
  • If a department or agency is required by law to submit a report to one or more members of a legislative committee, the department or agency must submit the report to the members electronically.

Changes to Existing Law / Impact

• Replaces or supplements traditional physical distribution with mandatory electronic distribution to the Legislative Reference Library and electronic access for legislators.
• Adds explicit restrictions on distributing reports directly to legislators outside of the LRL, for both mandatory and voluntary reports.
• Introduces a streamlined process for electronic delivery while allowing executive summaries to be distributed at the entity’s discretion.
• Clarifies that hearings do not prohibit the electronic distribution framework, and sets mailing address restrictions to reduce unwanted home-mail deliveries.
• Aligns reporting practices with Minnesota Statutes 2024 section 3.195 subdivision 1 and section 16C.073 for formatting and distribution.

Practical Considerations

• Agencies and departments will need to ensure electronic submission capabilities to the Legislative Reference Library.
• Administrative processes may shift from physical mailings to electronic distribution and managing executive summaries.
• Agencies should track any legislators who request reports to ensure compliant electronic delivery.
• Public entities must review their publication practices to avoid sending reports to home addresses unless requested.

Summary of Key Effects (at a glance)

• Mandatory electronic submission to Leg. Reference Library for reports to the legislature.
• Public entities restricted from distributing reports directly to legislators unless through LRL or at legislator request.
• Executive summaries allowed to be distributed at the entity’s discretion.
• Electronic delivery required when law already mandates submission to legislators.
• Home vs. office address distribution rules to limit mailings.

Important Definitions and References

• Legislative Reference Library (LRL)
• public entity
• department or agency
• report or publication
• executive summary
• home address and office address
• Minnesota Statutes 2024 section 3.195 subdivision 1
• section 16C.073

Relevant Terms

Legislative Reference Library; public entity; mandatory reports; reports or publications; electronic distribution; executive summary; home address; office address; department or agency; Minnesota Statutes 2024 section 3.195 subdivision 1; section 16C.073; electronic submission; legislative committee; commission; hearings; written formatting.