Manual 2015 Final - Wisconsin Legislature · Service Guide. WISCONSIN STATE ASSEMBLY ASSEMBLY...

Sergeant at Arms

Wisconsin State Assembly

2015-2016

Service Guide

WISCONSINSTATEASSEMBLY

ASSEMBLYSERGEANTATARMS

Welcome to the State Assembly.

As Sergeant at Arms, my staff and I will strive to give you the bestpossibleserviceandworktomeettheneedsoftheAssembly.Welookforward to assisting you in the completion of the elected dutiesassociatedwithyouroffice.Ihopethatyouwillfindmystaffandmeavaluableresource.

Please feel free to contactme at any time. I look forward toworkingwithyou.

Sincerely,

AnneTonnonByers

OfficeoftheSergeantatArms

WisconsinAssembly

411West,StateCapitol

POBox8952

Madison,WI53708‐8952

Phone608.266.1503•Fax608.282.3577

AssemblySergeantatArms

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TABLEOF CONTENTSIntroduction i C H A P T E R 1 Sergeant’s Role 1

Duties, Assembly Rule 6 1

C H A P T E R 2 General Office Information 3

Office Hours 3

Holiday Hours 3

Full Time Staff and Phone Numbers 4

C H A P T E R 3 Employment 5

C H A P T E R 4 Errands 7

How To Request 7

Improper Errands 8

Labeling Errands 8

Priority “Rush” Errands 8

Session Day Errands 9

Lunch Runs 9

Supply Requests 10

Supply List 11

Copying 12

Copier Locations 12

Sending Print Jobs 12

Machine Repair 13

Machine Supplies 13

Faxing 13

Receiving Fax Numbers 13

Sending Exchange Faxes 14

Sending Manual Faxes 15

Scanning 15

Paperless Storage 15

Distributions 16

Floor Distribution Procedure 16

Other Distributions 17

Legislative Publications 17

Newspapers 17

Security Policy 17

Urgent Distributions 17

C H A P T E R 5 Room Reservations 18

Reservation Priority 18

Checking Availability Online 19

How to Reserve a Room 19

Press Conference Reservations 20

School Groups 21

Rules for Hearing Rooms 21

Assembly Hearing Rooms 22

Senate Hearing Rooms 23

Committee Reservations 23

Designated Rooms 23

Reservation Guidelines 24

Committee Set-up 25

Coffee and Water 25

Hearing Slips 25

Nameplates 25

Notice of Broadcast and Hearing 26

Setting Up and Staffing 26

Special Committee Needs 27

Hearing Protocol 27

Large Public Hearings 27

Out-of-Town Committees 27

Room Use Policy (Chamber, GAR, etc.) 28

C H A P T E R 6

Biennium Information 30

Biennium Deliveries 30

Blue Books 30

Hard Cover Statutes 31

Soft Cover Statutes 31

Door Lettering 31

Furniture 31

Furniture Requests 31

Furniture Inventory 32

Furniture Maintenance 32

Tenant Policies, Manual 33

Office Moves 33

DOA Alteration Charges 34

Equipment and Key Exchange 35

Phone and Computer Requests 35

C H A P T E R 7

Mail 36

Capitol Addresses – P.O. Boxes 36

Delivery Address 36


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In-House Mail Distributions 37

Incoming Mail 37

Outgoing U.S. Mail 37

Pickup Times for Outgoing U.S. Mail 37

Sending by Fed Ex 38

Bulk Mail 38

Mailing Blue Books 39

Mailing Packages 40

Outgoing U.S. Mail Charges 40

Mail Compatibility Guidelines 40

C H A P T E R 8 Newsletters 42

General Postal Requirements 42

Postal Costs 42

Postal Patron Guidelines 43

Preparing the Mailing 44

Planning 44

Mailing Lists 45

Printing 45

Delivery 45

Notification 45

Processing 46

Packaging 46

Transportation 46

Contacts and Roles 47

C H A P T E R 9 Commodities, Services and Equipment 48

Activity Booklets 48

Bill Folders 48

Blue Book Mailing Boxes 48

Capitol Headlines 49

Citations 49

Distant Deliveries 49

Dry Cleaning 49

Flags – U.S. and Wisconsin 50

HABBL 50

Parking 50

Stamps 52

State Highway and Wall Maps 53

Telephone Books 53

Equipment 53

Office Usage Agreement 53

Carts and Recycling Bins 54

Easels 54

Podiums 54

Presentation Equipment 55

Television 55

Viewing Screens 55

White Boards and Miscellaneous 55

C H A P T E R 1 0 Phone Services 56

Forwarding Calls 56

Wisconsin Legislative Hotline 57

Hotline Numbers 57

Hotline Report 57

Voicemail 57

Voicemail Shortcuts 58

C H A P T E R 1 1 Security 59

Capitol Police 59

Location and Phone Numbers 59

Building Hours and Access 59

Capitol Emergencies 60

Capitol Guidelines 60

Duress Buttons 61

Duress Button Testing 61

Fire Code 61

Fire Arms and Weapons Policy 62

Safety Training 62

Office Assessment 62

Session 63

Assembly Sergeant’s Role 63

Rules of the Floor 63

Who’s Allowed on the Floor 63

Where People are Allowed 64

Constituents 64

Lobbyists 64

Press 64

Staff 65

Floor Access Guide and Map 66

C H A P T E R 1 2 Press 67

Capitol Press Room 67

Capitol Press Boxes 67

Capitol Correspondents 68

C H A P T E R 1 3 Downtown Map 69

INDEX 70


1

Sergeant’s Role

Traditionally the Sergeant’s office has been theserviceagencytotheLegislature. InkeepingwiththattraditionmystaffandIareheretoassisttheeverydayoperationofAssemblyoffices.

he Assembly Sergeant at Arms is a nonpartisan service agency. Our main function is to assist the legislature and their staff with their elected duties. Our objective as a staff is to perform each and every assignment with the utmost

efficiency. Professionalism and enthusiasm are necessities in reaching this goal.

Our staff consists of a limited number of full-time and part-time employees who provide a professional and efficient service for all of the ninety-nine representatives, their staffs, and all of the service agencies. The responsibilities of the Sergeant’s office include errand completion (deliveries, copying, newspaper delivery, etc.), mailroom operations, labeling and postal patron projects, furniture and office moves, door lettering, large document distribution, docucenter maintenance, chamber security, office supplies, parking, the Legislative Hotline, special event coordination, room reservations, staffing and setting up committees and caucuses.

ASSEMBLYRULE6,SERGEANTATARMS’DUTIES

TheAssemblySergeantatArmsshall:

Execute any directive of the Assembly or its presiding officer and perform all duties assigned to the Sergeant at Arms in connection with the maintenance of order in the Assembly.

Supervise the coming and going of all persons to and from the Assembly Chamber.

Supervise the provision of all legislative documents to the members.

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Ensure that the chamber is properly ventilated and is open for the use of the members from one hour preceding any session until one hour after adjournment or as otherwise directed by the Speaker.

Supervise the employees assigned to the office of the Sergeant at Arms.

Certify the names and titles of all persons employed through the office of the Sergeant at Arms and, with the approval of the Speaker, the proper compensation due the Sergeant at Arms and each such employee.

Maintain order and quiet in and about the Chamber, remove disorderly persons or clear the galleries or other areas of the Chamber when directed to do so by the presiding officer, and carry out any other instructions of the presiding officer in relation to any disturbance which may occur in or near the Chamber.

Carry out the instructions of the presiding officer in compelling the attendance of absent members.

Assist the Chief Clerk in implementing and maintaining a sound personnel management program for the Assembly.

Perform, under the supervision of the Speaker, all additional duties and services assigned to the office of Sergeant at Arms by law, legislative rule, directive of the Assembly, or custom.

Ensure that the U.S. flag is displayed in the room in which an Assembly committee is meeting.

The Sergeant at Arms shall designate one of his or her employees as Assistant Sergeant at Arms to direct the duties of that office in the temporary absence of the Sergeant at Arms until his or her return. If the Sergeant at Arms is separated by death, resignation, or removal from office, the Assistant Sergeant at Arms may exercise all of the powers and shall carry out all of the duties of Sergeant at Arms until a Sergeant at Arms is elected.


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General Office InformationOFFICE HOURS

8:00 a.m.- 5:00 p.m. Monday – Friday

The Sergeant’s office keeps full‐time staff on when the Assembly is insession in the evening. These staff persons are there to support theoperations on the Assembly floor. However, no food or beverage orderscanberetrievedafter6:30p.m.

HOLIDAY HOURS

TheSergeant’sofficeclosesfordesignatedholidays.*However,dependingon thedayof theweek aparticularholiday falls on, additional/alternatedatesmayapply.

NewYear’sDay,January1st

MartinLutherKingJr.Day,thirdMondayinJanuary

MemorialDay,lastMondayinMay

IndependenceDay,July4th

LaborDay,firstMondayinSeptember

Thanksgiving,lastThursdayinNovember

FridayafterThanksgiving*

ChristmasEve,December24th

ChristmasDay,December25th

NewYear’sEve,December31st

*TheFridayafterThanksgivingisnotadesignatedholiday,howevertheSergeantatArmsofficeisclosedonthisdate.

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Attimeswefindthereareveryfewerrandstobecompletedtheafternoonprior toaholidayweekendoronotheroccasions. Whenthis is thecase,the Sergeantmay choose to close theoffice early. When this is going tooccur an e‐mail will be sent prior to closing to alert everyone of theanticipatedclosingtime.

FULL-TIME STAFF AND PHONE NUMBERS

Inadditiontostaffingcommittees,workingontheAssemblyfloorandcaucus,and supervisingothers, full‐time staff oftenhave specific responsibilities forwhich they are responsible.Below is a list of the full‐time staff and specificareasofresponsibilitiestheyhave.

ANNE TONNON BYERS, SERGEANT AT ARMS

Overseeofficeoperationsandpolicies,interviewingandhiring,payrollandpersonnel,scheduling,supplyordering,chambersecurity,furnitureandmovecoordination,parkingassignments,Sergeantwebsite,specialeventoversight,andcredentialingduties.

6-2004

PAT MCKEE, ASSISTANT SERGEANT

Hearingroomandcommitteescheduling,staffingandsetup;hearingroomwebsite,Sessionstaffingassignments,orientatenewemployees,payroll/personnelrecords,databaseanddistributionlists,weekendeventcoordination,parkingassistant.

7-9808

PATTY (NEERLAND) SCHROEDER, OPERATIONS MANAGER

Overseestaffandofficeoperationsonadailybasis,assignanddistributeerrandsandcommitteeassignments,recordanddistributesupplies,projectsandnewslettersoversight,newspaperdistribution,overseenewemployeetraining.

6-1504

MATT HUFFER-KIESOW

ASST MANAGER

Assistwithofficeoperations,officeandfurnituremoves,doorletteringorderingandplacement,Chambersecurity,caucusandChambersetup,andcommitteesetupandstaff.

6-1503

SHERAB PHUNKYI

Assemblymessenger,committee,Chamberandcaucussetupandstaff.

6-1503

JOHN GRAF Assemblymessenger,committee,Chamberandcaucussetupandstaff,newspaperdelivery,dailyrecordkeepingandinventoryofsupplies,miscellaneouseditorialtasks,overseeLegislativeHotline,weeklyHotlinereports,copierrepair,andservicecalls.

6-1503

JEANINE SCHNEIDER

Assemblymessenger,committee,Chamberandcaucussetup,officeandoperationsorganization,Chambermicrophoneoperator.

6-1503

SCOTT DISCHLER Assemblymessenger,committee,Chamberandcaucussetupandstaff,officeandfurnituremoves,Chambermicrophoneoperatorandsecurity.

6-1503

CHUCK JOHNSON POSTMASTER

Overseeincomingandoutgoingmailroomoperations,responsibleforfinalcompletionofpostalmailings.

6-1006

LORI WHITNEY Assemblymailroom:sorting,deliveriesandpickups 6-5837

SCOTT BYERS Assemblymailroom:sorting,deliveriesandpickups 6-5837


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Employment

estronglyurgeallapplicantstoobtainarecommendationfromtheirlegislator.Wetrytohirepeoplefromasmanydistrictsas

possible,becausewebelieveourstaffandtheLegislaturebenefitsfromalargegeographicmixofindividuals.ItisthepolicyoftheSergeantatArmstoadheretoaffirmativeactionguidelines.ThefollowingarerequirementsforbecominganAssemblymessenger:

Apositiveworkingattitude

Anabilitytofollowdirections

Anabilitytohandlevariousgroupsofpeopleinafriendlyway

Ahighschooldiplomaorequivalent

Goodcommunicationskills(priorexperienceincustomerserviceisaplus)

Abilitytoperformdutiesinaconfidentialandnonpartisanmatter

Eighteenyearsofageorolder

Scheduleavailability isan importantpartofourhiringprocess, sincewehirebasedontheneedsoftheAssembly.OurgreatestschedulingneedismiddayonTuesdays,Wednesdays, andThursdays.AdditionalhoursmaybeavailableonMondaysandFridaysforpeoplewhoareavailabletoworkduringpeakhoursonTuesday,WednesdaysandThursdays.Weask thatapplicants make themselves available to work twelve hours or more aweek. Wetrytoadhereto four‐hourshifts.Shifts typicallyare8‐12,9‐1,10‐2, 11‐3, 12‐4, 1‐5. Employment for hourly messengers follows thecycle of the legislative session (sessional employment). As such, May of

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even numbered years employment ends until an increase in workloadmeritsrehiring.Messengerdutiesinclude:runningerrands,copying,faxing,carryingheavyand/or bulky items, staff support for legislative committees and floorsession, labeling brochures/documents, counting and bundlingnewslettersandbulkmailings,providingsecurityservices,settingupandtaking down equipment, arranging rooms and moving furniture,answeringthetelephone.Werequestthatapplicationsbefiledonlineatourwebsite:http://legis.wisconsin.gov/assembly/asgt/application.aspAdditional information about the workings of the Sergeant’s office isavailable forprospectiveapplicants throughthe links listedonthe leftofthescreen.Clickon:MessengerApplication>Information.


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Errands

HOWTOMAKEANERRANDREQUEST

Errandrequestsshouldbedirectedto411West,266‐1503.Toensurethatan errand is completed properly, always give clear instructions. Pleaseinclude:

Yournameandoffice.

Exactly what the errand entails, providing as much detail aspossible

Isita“taketo”or“pickup”?

Whereisitgoing?Foranoutsidepickup,pleaseinformusoftheagency/division name, contact person, street and room/floornumber,orspecificdirectionstothelocation

Does the errand require any special knowledge, equipment(cart,dolly,etc.)ortraining?

Howlargeisthecopy/fax/scanjob?

Whatisthekind/sizeofdistribution–committee,small, large,allAssembly,signatures(howmany)?

Is theerrand timesensitive?Use theword“RUSH”or informus ifthereisatimespecificcompletiontime.

If you must leave your desk before a messenger arrives, pleaseleaveallinstructionsormaterialinplainview.

Itisnotnecessarytorequestaspecificmessengerforanerrand.

Everyerrandwedoisrecorded,sothatshouldaproblemarisewecangobackandtrackit.Ifsomethinggoeswrongpleaseletusknow(assoonasitcomestoyourattention)wewilltrackdowntheproblem,trytoresolve

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itandfindoutwhatwentwrong.Feedbackisalwayswelcome.Ithelpsusimproveourservice.IMPROPERERRANDS

NomemberoftheSergeant’sstaffistodoanythingillegalorperformanyerrandofapurelypersonalorpoliticalnature.Inaddition,theSergeant’sofficeisunabletotransportlegislators’laptopcomputers.OtherthingstheSergeant’sofficeCANNOTDOinclude:

Purchaseortransportofalcoholicbeverages.

Any type of shopping for personal items, including prescriptions,clothing,etc.

Substitution for office duties, such as typing, research, data entry,personalfiling,etc.

Gettingfoodordersforlegislativestaff.

MovingpersonalpropertytoRepresentatives’homes.

Acting as chauffeurs for the legislators or for friends/family oflegislators.

Checkinglegislatorsinoroutofhotels.

Banktransactions,includingcashingpersonalchecks.

Transporting legislators’ cars to or from parking spaces nor forregularlyscheduledmaintenance.

Ifyouquestionwhetheranerrandisappropriateornot,pleasecheckwiththeSergeantatArms.LABELINGERRANDS

Toensureproperdeliverypleasetaketimetoproperlyaddresstheitem,includingroomnumber,wing,andRepresentative’sname.Outsidedeliveriesshouldindicateroomnumbers,contacts,agency,anddivision(ifapplicable).Pleasesettheerrandoutinplainview,especiallyifyouwillbeleavingyourdesk.PRIORITY“RUSH”ERRANDS

Errands for leadership offices (Speaker, Majority Leader and MinorityLeader) are considered high priority. All other errands or projects are


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doneonafirst‐come,first‐servedbasis.Ifyouhaveahighpriorityerrand,pleaseindicatethatyourrequestisa“rush.” Ifyouhavea“rush”errand,wewilltryourbesttoaccommodateyourrequestinastimelyamanneraspossible.SESSIONDAYERRANDS

During legislativesession,ourmainobjective is toprovideservice to theRepresentativesontheChamberfloor.Asaresult,officesmayexperienceadelaywiththeirregularerrandrequests,especiallyoverthelunchhour.However,pleasecontactourofficeifyourerrandisnotcompletedwithinareasonableperiodoftime.

LUNCHRUNS

uring a legislative session it is not always possible for theRepresentatives to procure their own lunches. For that reason,one of the services the Sergeant’s office offers is lunch pickup.

Messengers are prohibited from getting lunch for legislative staff, thepublic,orforthefriendsandfamilyoflegislators.Onlymembersofthelegislatureareallowedtousethisservice.PickupordersCANNOTbeplaced after 6:30 pm – no exception. Delivery menus will be madeavailableatthistime.

We compile menus of area restaurants for you to choose from. Werecommendorderingwell inadvance (ahalfhourormore)ofwhenyouwould like toeat. Weoftencombineseveralordersatonce tosave timeandworkefficiently.Evenwiththisbeingthecase,betweennoonandtwois when restaurants are busiest and we have the longest waiting lines.Evenwith the lunchrunsbeingapriorityonsessiondays, theyoftengetbacklogged.Toorder:

Obtainamenulistandlunchenvelope.

Print your first and last name on the space provided.(Restaurantsrequestafirstnamewhenwecallinorders.Ordersareplacedinadvancewhenpossibletocutdownonwaittimeattheestablishment.)

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Indicatetherestaurantfromwhichyouareordering.

Write down your order specifics. Please provide a completedescription/name of the item(s) you are ordering. Include anyspecial instructions – toppings, breads, dressings, beveragechoices,etc.

Circlewhereyouwouldliketheorderdelivered(caucus,Parlor)

Indicate the amount of money you are including and theapproximate total cost. Please include enough money for tax.Shouldwehave tocomeback formoremoney itwillonlydelaytheerrand.Whenplacingdeliveryorders(intheevening)pleaseindicatehowmuchgratuityyouwouldlikethedrivertobegiven,otherwisewewillestimate15%gratuity.Ifyouprefertopaythedriveryourself,indicatethat‐wewillplacetheorder,returntheenvelopetoyouandletyouknowwhenthedeliveryarrives.

Ifothersareorderingwithyou,pleaseturninallrequestsatthesame time (this is important fordeliveryorders, since thereareoftenminimumdeliveryamounts)

Whentheorderarrives,wewillreturntheoriginalenvelope(withchange)toyou.IftheAssemblyisinSessiontheorderwillbeintheParlor labeledwithyournameon it (food isnot allowedontheAssemblyFloor),otherwisethefoodwillbedeliveredtoyouatthelocationyouselected.

First requests will take priority over individuals requestingadditionalruns.

SUPPLYREQUESTS

heAssemblySergeantatArmsofficemaintainsnecessarysuppliesfortheAssembly. Suppliescanberequestedbycontactingouroffice(byphoneore‐mail–[email protected]@legis.wi.gov).

Offices are encouraged to order only necessary supplies and not stockpileitems.Havingexcesssuppliesonhandcanleadtosupplymisplacementandthisisnotcost‐effectivefortheAssembly.Wetrytokeepnecessarysupplieson hand. To keep prices down we ask that people request items only asnecessary.TheSergeant’sstaffishappytodeliversupplyrequests,nomatterhowsmall.Wedomaintainarecordofsupplyrequests.Theprogramisdesignedtotrack

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when supply levels are getting low; so that when the next order is placedsupplylevelsarereplenished.Whereasmost supplies needed for offices are free of charge, special orderitems(thathavebeenapprovedforpurchase)willbedeductedfromtheofficeaccount. Other select items are also charged for. These include mailers,citationplaques, laser labels,CD‐ROMs, letterhead/envelopes,coloredpaper,etc. Below is a list of supplies typically kept on hand:SUPPLYLISTCONNECTORS

Binderclipsandclamps(large,medium,small)

Glue,gluesticksPaperclips(large,medium,small)PushpinsStaplerandstaples(various)Tape,tapedispensersMISCELLANEOUS

Datestamp(standard)Labels(2‐upor3‐up)Letterhead/envelopes‐LegislatureSheetprotectors(standard)WhiteoutPrintertonercartridgesORGANIZATION

Binders(3‐ring‐large,medium,small)Dividers(3‐ring)FileFolders(straightcutmanila‐letter,

hanging,expandable–letterandlegal)

PACKAGING

Mailers–BlueBook(cardboard);padded#4(BlueBook9½x14½),#6(citation12½x19),#7(14¼x20)

Mailers–6x9,9x12,10x13Mailingboxes,tubesRubberbands

PAPER

Messagepads(standardorduplicate)Tablets–lined(legal,letter,5x8–

yellow,white)Post‐Itnotes(1⅜x1⅞,3x3)WRITINGINSTRUMENTS

Highlighters(thick/thin–variouscolors)

Markers,permanent(fine&extrafine–black,blue,green,red)

Markers,permanent(thick–black,blue,red)

Pens,roller(various–blue,black,red)

Pens,rollerball(black,blue)Pens,stick(blue,black,red)Pencils(standard)


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COPYING

COPYINGERRANDS

henrequestingacopyingerrand,pleaseindicateifyourprojectisalengthy one or needs certain skills ormaterials to be completed.ThereareseveralRicohMulti‐FunctionalDevices(MFD’s)thatcan

beusedforlargerprintjobs.ExtensivecopyingprojectscanbesenttoStatePrintingServices.ContacttheChiefClerk’sofficeformoreinformation.EachofficeisassignedauniqueofficeusercodethatallowsthemtoaccesstheMFD’s.PleaseprovidethisnumbertotheSergeant’sstaffpersoncompletingyourproject.QuestionsaboutofficeusercodesshouldbereferredtotheChiefClerk’soffice.AlistoftheCapitolMFDsandtheirlocationsfollows.

CAPITOLRICOHMULTI‐FUNCTIONALDEVICES

Location Room Machine Identification Fax

GroundWest 19West AficioMP6002 MFD34926 Yes

FirstNorth 110North AficioMP6002 MFD34927 Yes

SecondWest Chamber AficioMP6002 MFD34931 Yes

ThirdNorth 320North AficioMP6002 MFD34929 Yes

ThirdEast 313East AficioMP6002 MFD34928 Yes

FourthWest 411West AficioMP6002 MFD34930 Yes

Please note: The MFD’s screen automatically locks after 60 seconds ofinactivity.AnotherwaytodiscontinueasessionistoselecttheEnergySaverkey.SENDINGPRINTJOBSFROMYOUROFFICEEvery office has the capability to print directly to the Multi‐FunctionDevices(MFD’s).LTSBisabletoinstructyouonhowtoconnectandprinttotheseprinters.ThesecopiersareaddedautomaticallytoanyAssemblyemployeelogin.IfyoucannotprinttotheseMFD’s,pleasecontactLTSB.

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MACHINEREPAIRThe Sergeant’s office maintains the Assembly MFDs located in the Capitol.Pleasecontactourofficeforrepairs.Pleasekeepinmindthatitcantakesometime to get a technician in to repair a machine. However, lengthy delaysshouldbebroughttoourattention.MACHINESUPPLIESCopymachineandofficeprintersuppliesarecontractedbyLTSB.Anysupplyneeds for themachinesshouldbebrought to theSergeant’sofficeattention.Recyclablepaper for theCapitolmachinescanbeorderedbycontacting theSergeant’soffice.

FAXING

RECEIVINGFAXES

ncoming faxes can be sent directly to the office e‐mail. Sending faxesdirectly to theofficecomputerassures theprivacyofyourdocuments,eliminatesdelayintransmission,andallowsforafter‐hourreceiptoffaxmessages.Eachofficehasafaxnumberassignedthatwilldeliverfaxesintotheiroffice’spublic folders. FaxeswillcomeinfromFCSGateway

andwillappearasa.tiffiletobeopenedandviewed.Toviewthefax,clickontheiconandthefaxshouldautomaticallyopen.Thenumberforyourindividualofficeisthefollowing:

(608)282‐36+DistrictNumber

TheSenatefaxnumbersareasfollows:

(608)282‐35+DistrictNumber

Additionally,herearethefollowingsupportagencyfaxnumbers:

AssemblyChiefClerk: (608)282‐3576AssemblySergeant: (608)282‐3577LTSB: (608)282‐3600


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SENDINGEXCHANGEFAXESTheprocedureforsendingfaxesthroughExchangeisasfollows:

Foranumberinyourcontactlist:OpenMicrosoftOutlookClickonthe“NewMessage”buttonClickonthe“To:”buttonTypetheFAXaddressinthefieldSelectCONTROL+KforittorecognizethenumberfromyouraddressbookOrforanewentry:GotoContactsSelectFiletoNewTypethenumberintheBusinessFax,anddonotenteranyother

information,besidesthenameyouwantitfiledunder.Nodashesorparenthesesareneeded.

SaveandClosetheContactOpenanewmessageandselectthecontactyoujustcreated.Composeyourfax(documentsmaybeattached)andsend.

UserswithtwoUserIDsworkingintwoofficeswillhavetomakesuretheyareusingtheappropriatemailboxassociatedwiththecorrectIDandofficetohavetheappropriateinformationinsertedintotheircoversheets.Whenthe fax issent,youwillreceivenotificationthroughOutlook if the faxwassentsuccessfullyorunsuccessfully.Thenexttimeyouneedthisnumberitwillbestoredinyourcontacts.Sending faxes through Exchange ensures confidentiality, allows for savingitemselectronically,andcaneasilybeincludedinelectronicdistributionlists.Any questions about this service can be addressed to the LegislativeTechnologyServiceBureau(LTSB)at267‐9528.


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SENDINGMANUALFAXESThe Sergeant’s office is available to sendoutgoing faxes. If a problemwithtransmission occurs, the fax will be returned to the office for furtherinstructions.Ifafaxerrandistimesensitive,pleaseensurethatsomeoneisintheofficetoaddressanyproblemsthatmayarise.Ifyouprefertomanuallysendoutafaxyourself,youcandosobyusingoneoftheMutli‐FunctionalDevices(MFDs)throughoutthebuilding.Pleaseseepage12foracompletelistoflocations.Tosendafax,selecttheFacsimilebutton.Enterthenumber8followedby1andthefullphonenumber(includingareacode) andpress theStart button TheCapitolMFDsare for outgoing faxesonly.

SCANNING

PAPERLESSSTORAGEfficedocumentscanbescannedtoyourcomputerforpaperlessstoragefromthedocucenters. TheSergeant’sofficeisavailabletoscanitemsfromthedocucenters.Likecopyingscanningdoesrequireanofficeusercodetoaccess

the MFDs. Please provide this number and your district number to theSergeant’sstaffpersoncompletingyourproject.ThedistrictnumbercanbelocatedbyscrollingthedirectoryorbyselectingtheReg.Nobutton(onthescreen)andtyping in thedistrictnumberon thekeypadandselectingOK.Tobeginthescan,placethedocumentonthefeederandpressstart.Itemsunabletobesentthroughthefeedermaybeplacedontheglasstoscan,in these instances the # key must be selected when the last document isscannedontheglasstosend(orwillactivateafter60seconds.)ScanneddocumentswillappearontheS:/driveinthefoldercalled“Scan”ina.pdfformat.


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DistributionsFLOORDISTRIBUTIONS

n1999theprocedureformemberstodistributematerialsonthefloorduringsessionwasmodifiedaftermembersraisedconcernsaboutthetimeliness and the manner in which materials were distributed. Inaddition,itwasrequestedthateachdistributionbereadilyidentifiable

on who approved the distribution. The Assembly floor is paperless and,therefore,alldistributionsarenowscanned.

FLOORDISTRIBUTIONPROCEDURE

Material for floor distribution, such as news articles or supportivedocumentsforabill,MUSTRECEIVEastampfromMajorityLeader’soffice,115West. Only distributions dealingwith bills scheduled on that day’scalendarcanbedistributed.

[Note exceptions: Legislative service agencymemos, including FiscalBureau,ReferenceBureau,AuditBureau,Revisor of StatutesBureau,LegislativeCouncilandLTSBmemos,DONOThavetobestampedandsigned. Also, if thedistributionisona legislator's letterheaditDOESNOTneedastamp.AllotherdocumentsmustreceiveastamportheyWILLNOTbedistributed.]

TheMajorityLeader'sofficewillstamponehardcopyofthedistribution.The stamp states: “This Distribution Has Been Authorized By:____________.”Thisisnottoapprovethematerial,buttomanagetheflowofmaterial.The authorizing Assembly legislator must legibly sign each stampeddistribution.Regardlessofwhetheritissignedorunsigned,allfloordistributionsmustthenbegiventotheSergeant'sstaffno later than30minutesbeforethescheduledstartofthesessionday.Forexample,if10a.m.isthedesignatedstart time, the distributionmust be turned in by 9:30, regardless of theactualstarttime.Distributionswillonlybeallowedpriortosession.Thematerialwillbescannedandwillbesenttomember'slaptopsonthefloor.LatematerialwillNOTbedistributedduringarecess.


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OTHERDISTRIBUTIONS

LEGISLATIVEPUBLICATIONDISTRIBUTION

Thereareanumberofpublicationsthatusedtobedistributedinpaperformat.The Chief Clerk’s office nowmakes thesematerials available electronically.Thesepublicationsincludelegislativepublications:HearingNotices,Journals,Bulletins of Proceedings, and Legislative Floor Calendars. Most of thesedocumentscanbeaccessedinFolio.NEWSPAPERDISTRIBUTION

Ourofficedeliversthedailynewspapers. Thepapersaredeliveredbetween8:00and8:45a.m.Ifyoudonotreceiveyourpaper,contactourofficethedayitismissingsowemaycorrectthesituation.Ifyouhaveaquestionregardingyournewspapersubscription(startingoneorstoppingone),contacttheChiefClerk’soffice.SECURITYPOLICYOurstaffwillnotentera lockedofficeoropenanofficeforanyoneotherthan the employees of that office. The only exceptions are when alegislatorhasgivenuswrittenauthorizationoranemployeeofthatofficehasdirectedustodoso.ItistheSergeant’spolicynottoworkonprojectsoranswerphonesinofficeswherethestaffareabsentforalengthyperiodoftime.URGENTDISTRIBUTION

The Sergeant’s office is available to hand‐deliver urgent committee,Republican, Democratic or total distributions that cannot be sentelectronically. Other hard copy distributions (co‐sponsorship letters,agencybriefings,etc.)shouldbesentthroughthemail.Pleasebeawareofthetypesofinformationourofficeisnotresponsibleforhanddelivering. Ourofficewillnothanddeliveranymaterialofapurelypersonalorpoliticalnature (forexample: lobbyistmaterials, constituentresumesor invitations). Thesewillbesent throughthemail. Pleasecallourofficeifyouhaveanyquestionsaboutadistribution.


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Room Reservations

The Assembly Sergeant’s office maintains andhelps facilitate usage of theAssembly rooms. Inadditiontooverseeingtheusageoftherooms,wehelpcoordinatecommitteeroomassignmentsandprovide staff toofficial legislative committeesandcaucuses. We alsomaintain an on‐line calendarthat legislative offices can view to see up‐to‐datereservationinformationfortheAssembly.

RESERVINGHEARINGROOMS

he Sergeant’s office is responsible for reserving the AssemblyChamber, the Assembly Parlor, and various Assembly hearingrooms. In addition, TV’s, whitewashboards, podiums and easels

canbeprovided.Pleasebeadvisedthattoensureavailabilityitisagoodidea to reserve these items in advance. Reserved rooms are notguaranteed.Legislativeeventstakeprecedence.

ROOMRESERVATIONPRIORITY

Thegeneralorderforwhohaspriorityforroomreservationsisasfollows:

1. Partisancaucusmeetings

2. Conferencecommittees

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3. Standing committee assigned to the hearing room on a given day(accordingto theeven/oddscheduleestablishedat thebeginningofabiennium)

4. Other Assembly committees – both standing and special(committees requesting roomusage on days other than assignedmeetingtime)

5. Assembly organizations (including subcommittees, hosting ofspecialevents,etc.)

6. Jointcommittees

7. LegislativeCouncilstudycommittees

8. Senatecommittees

9. Senateorganizations

10. Legislativesupportagenciesandstaff

11. Representative‐sponsoredgroups(includingpressconferences)

12. Senate‐sponsoredgroups(includingpressconferences)

13. Outsidegovernmentdepartmentsandsupportagencies

14. Outside groups and individuals (with the Sergeant’s writtenapprovalanddeposit)

15. Generalpublic

Thisorder ismeant tobeageneralguideline forroomreservations. Wewillattempttohonorasmanyrequestsaspossiblewiththisstructure inmind. Allrequestsshouldbemadewithinareasonabletimeframe. TheSergeant reserves the right to amend and enforce the hierarchicalstructureasseenfit.

CHECKINGAVAILABILITYONLINE

Legislativeofficesinterestedincheckingroomavailabilitymayaccessthisinformation at the Room Management System for the Assembly(http://rms/)orat(http://rms.legis.state.wi.us) ifnotonastatecomputer.

HOW TO RESERVE A ROOM

Contact Pat (267‐9808) to reserve a room for a committee, pressconference,legislativefunction,ormeeting.(Foreventsscheduledoutsidebusiness hours please see thePrivate EventGuidelines in theRoomUse


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Policysectionat theendof thischapter.)Legislativeemployeesmayalsomake room requests on the Room Management System (RMS) of ourwebsite at http://rms/ or access it through the Sergeant’s website:http://legis.state.wi.us/assembly/asgt/(clickRoomSchedule>RequestaRoom). The following informationwill be requestedwhen scheduling aroom:

Subject/purpose

Desiredlocation

Date

Starttime

Duration

Inaddition,letusknowifthereareanyspecialneedsfortheuseoftheroom(easel,screen,etc.)

NOTE:ALLREQUESTERSSHOULDKEEPINMINDTHERESERVATIONPRIORITYOUTLINEDPREVIOUSLYINTHISSECTION.DURINGBUSYCOMMITTEEWORKPERIODSTHEREISALWAYSTHEPOSSIBILITYOFGETTINGBUMPEDOUTOFAROOMONRELATIVELYSHORTNOTICE.

PRESSCONFERENCERESERVATIONS

AllpressconferencesshouldbescheduledwiththeSergeant’soffice.TheParlor (whenwearenot insession)and theNorthHearingRoom(whenwe are in session) are generally used for press conferences, but otherhearing rooms may be used. Whenever possible, please schedule yourpress conference at least one day in advance. When the room is beingscheduledforapressconference,thefollowingadditionalinformationwillberequested:

Thenameoftheorganizationor individualyouaresponsoringtousetheroom(ifapplicable)

Topic(ifwillingtodisclose)

ApodiumisprovidedintheAssemblyParlorforpressconferences.Wedonotsupplywaterorcoffeeforthistypeofevent.


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Upcomingpress conferences, alongwithotherAssemblyhappeningswillbe posted on the Sergeant’s hearing room websitehttp://legis.state.wi.us/assembly/asgt/orhttp://rms/forinternalusers.

SCHOOLGROUPS

ThebasementrotundaisoverseenbytheCapitolPolice.Whennotinuseby their agency the Capitol Police may be able to accommodateRepresentatives’ requests to have school groups from their districts eatlunchinthisarea. FormoreinformationcontactSueBaricaat266‐7840.Thisareaaccommodatesupto140peopleatonetime.

There are vendingmachines located in this area aswell. The basementrotundacanbeentered fromtheSouthstairwellsusingyouraccesscard(fob.) There isanarea inthebasement forstoring luncheswhilegroupsare touring the Capitol, contact Capitol Tours at 266‐0382 for moreinformation.

RULESFORTHEASSEMBLYHEARINGROOMS

We realize that in some instances reservations may involve outsidegroups.Thereareanumberofguidelineseveryoneneedstokeepinmindwhen using theAssembly rooms. To avoid conflicts, call our officewithanyconcernsregardingroomusage.

Noadhesivetapeofanykindmaybeusedonanysurfacewithintheserooms.

Ifyouneedadisplayeasel,calltheSergeant’soffice.

Nolongdistancephonecalls(exceptwhenbillingarrangementshavebeenmadepriortothemeeting).

Cleanupafteryourself.

Ifanythingisspilledonthecarpet,notifytheSergeant’sofficeimmediately.

Childrenshouldneverbeleftunattendedintherooms.


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PleasecontacttheSergeant’sofficeinadvanceifaspecialsetupisdesired(sometablescannotbemoved).

Coffeeandwatercanbeprovideduponrequest.A$2.50/carafepaymentisrequired(cashorcheckpayabletotheAssemblyChiefClerk).

Afterhoursuseisnotallowed.

Iffoodusagehasbeenauthorizedinadvanceintheroom,noopenflame,redjuice,noralcoholisallowed.

Uponmeetingcompletionpleaseleavetheroomintheconditionitwasfoundandclosethedoorsupondeparture.

Ifdamageoccurs to theAssemblyhearingroomstheAssemblymayseekreimbursementtocoverDepartmentofAdministrationrepairandcleaningcost.

AssemblyHearingRooms

ASSEMBLYHEARINGROOM DESCRIPTION PHONE

NorthHearingRoomLargedais,many2pers. tables, seats50+

4‐8317

225Northwest* Roundtable,seats20,30additional 6‐3454

328Northwest Roundtable,seats20,30additional 6‐2403

300NortheastTwo square tables, seats 14, 30additional

6‐7646

415Northwest Roundtable,seats20,30additional 6‐2411

400NortheastOne square table, seats 12, 30additional

6‐2848

G.A.R.Room(413North)*

Large dais, testimony stand, seats100+

4‐8318

412 East (Finance)‐A/Veqpt.

Large dais, testimony stand, seats100+

6‐7632

*RoomsusedforcaucuswhentheLegislatureisinsession.


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SenateHearingRooms

SENATE RESERVATIONINFORMATION: PHONE

201Southeast

The Senate HearingRoomsaremanagedbythe Senate Sergeant atArms’ office. Contactthe Senate HearingRoom Coordinator at6‐2506 for moreinformation.

6‐2650

222South 4‐6961

300Southeast 6‐2723

330Southwest 6‐2750

400Southeast ‐‐‐‐‐‐‐‐

425Southwest 6‐2795

411South–A/Vequipped

6‐3477

COMMITTEERESERVATIONS

COMMITTEES&DESIGNATEDHEARINGROOMS

he Speaker is responsible for appointing committee assignments.Each individual committee will be assigned to use a designatedroomonaspecificdayoftheweek.Forexample,theCollegesand

Universities committee may be assigned to use room 225 NW onThursdaysofthe“odd”weeks.

Forthepurposeofholdinglegislativecommittees(andduetothelimitednumber of hearing rooms) the legislative calendar is divided intoalternating“even”and“odd”weeks. However,theterms“oddweek”and“evenweek”donotnecessarily correspondwith thecalendardates. Forinstance, ifaMondayfallson the16thdayof themonth, thatweek isnotnecessarilyan“evenweek.”

At thebeginningof the session, theSpeakerdesignates the firstweekaseither an “even” or “odd”week, and the succeedingweekswill alternatebetween the two, regardless of the date. Each committee is assigned tomeet on a specific day of theweek, during either an “evenweek” or an“oddweek.”Committeeandroomassignments,aswellaseven/oddweek

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designation can be found on the Sergeant’s website athttp://www.legis.state.wi.us/assembly/asgt/. Click on AssemblyCommittees > Even/Odd Calendar, or for room assignments, AssemblyCommittees>RoomAssignments. Ifyouhaveanyquestionsaboutroomassignmentsoralternateweeks,pleasecalltheSergeant’soffice.

COMMITTEEROOMRESERVATIONGUIDELINES

Althougheachcommittee isassignedtouseaspecifichearingroomonadesignateddayandweek,thisisnotaguaranteethattheroomwillalwaysbe available to you on this day. The Sergeant’s office needs reasonablenotification, even on a designated committeemeeting day, so that prioreventsscheduledcanbemovedoutoftherequestedroom.

Whenarranging(orcanceling)acommitteemeeting thecommitteeclerkshouldcontactPatat267‐9808tomakestaffingandroomarrangements.CommitteeclerksmayalsomakeroomrequestsontheRoomManagementSystem (RMS) of our website at http://rms/ or access it throughhttp://rms.legis.state.wi.us (fromthere,clickLegislativeOfficeRequest).Thefollowinginformationwillberequestedwhenschedulingacommittee:

Committee

Date

Starttime

Expectedduration

Istherequestforthenormalroom,day,andweek(even/odd)?

Ifnot,hastheSpeaker’sofficebeencontacted?

Has the committee assigned to the room being requested beencontacted?

Are there any special needs/instructions (equipment, advancecopying,etc.)?

IMPORTANT: THE SERGEANT’S OFFICE SHOULD ALWAYS BECONTACTED PRIOR TO SCHEDULING OR CANCELING A HEARINGROOMRESERVATION.


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Contactinguspriortoissuanceofahearingnoticeallowsustomakesuretheroomhasnotbeenscheduledforanotheruseandensuresthatmeetingisproperlysetupandstaffed.Notifyingusofacancellationopensuptheroomforotheruseandstopsthestafffromsettingupunnecessarily.

In addition to callingus,we appreciate being sent a copy of theHearingNotice toensureaccuracyand toconfirm theuse (orcancellation)of theroom. We can also link electronic notices to the on‐line hearing roomschedulewemaintain.

COMMITTEESET‐UP

COFFEEANDWATER

Coffee and water will automatically be provided for each committee,unlessspecifieddifferentlybythecommitteeclerk.

HEARINGSLIPS

Our office provides each public hearing with a supply of hearingregistrationslips. Pleasenotify themessengerstaffingyourcommittee iftheseslipsarenotavailabletothepublic.

NOTE:Hearingslipsarenotprovidedinadvanceofascheduledcommitteetoensurethatindividualsturninginaregistrationslipareactuallypresentatthecommittee.

NAMEPLATES

Our office sets up legislative nameplates for committee hearings.Legislators should contact our office if they would like to use thesenameplates for events other than committees, or if they are planning toattend a meeting of an out‐of‐town committee of which they are not amember.

The Sergeant’s staff sets up and staffs Assembly committee hearings(LegislativeCouncilsetsupitsowncommittees).


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NOTICESOFBROADCAST

Onaweeklybasis theWisconsinEye cable television stationnotifies theAssembly of the committees it plans to broadcast. For committeesscheduled to be broadcast, the Assembly Sergeant at Armswill post thefollowing notice: “This Assembly proceeding is being recorded forbroadcastbyWisconsinEye.”

NOTICESOFHEARING

Outside each hearing room there is a box designated for postinghappeningsinthecommitteeroom.OnaweeklybasistheSergeant’sofficepostsscheduledmeetingsforeachroominthisbox.

HearingNoticeshavepriorityoverthisweeklyposting.Committeeclerksshould feel free to place the hearing notice (in front of the Sergeant’sposting) the day of the committee hearing. Hearing rooms 225NW,328NW, 415NW, 300NE, and 400NE each have one posting box. GAR(413N), 412 E (Finance) and the North Hearing Room (NHR) each havetwopostingboxes(onebyeachentrance.)

SETTINGUPANDSTAFFINGCOMMITTEES

At thebeginningof thebienniumwewillaskeachcommitteeclerkto fillouta seatingchart. Wewillkeep thesechartson fileandrefer to themevery time the committee meets. We make available blank electronicchartsthatcanbee‐mailedbacktousorchartsthatcanbehandwritten.Contact Pat at 267‐9808 to receive the charts. Committee clerks areresponsible for updating their seating chart whenever there aremembershipchangesonthecommittee.

Every scheduled committee has a messenger assigned to staff hearingsunlessthecommitteeclerkspecifiesdifferently. Beforeeachhearing, themessenger is instructed to contact the committee clerk for any specialinstructions.


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Messengers are available during committee meetings to run routineerrands for committee members, such as distributing information.Messengersdonotdoerrandsforthepublic.

SPECIALCOMMITTEENEEDS

HEARINGPROTOCOL

AssemblyRule11states:“Insofarasapplicable,therulesoftheassemblyapplytotheproceduresofstandingcommitteesandspecialcommittees.”The Sergeant’s staff at the hearing is there to assist the committeewithconducting thehearing. Wewill assist thecommitteechairandclerk,asdirected,inmakingthehearingrunsmoothly.

LARGEPUBLICHEARINGS

We appreciate advance notice if a large turnout is expected at a publichearing. When an issue is expected to draw large crowds please let usknowthatwhenreservingthespacesowecanalsoalerttheCapitolPolice.

Ifalargecrowdunexpectedlyshowsupatahearing,thecommitteeclerkshould immediately notify our office. If it is deemed necessary, wewillwork to move the committee into a bigger room whenever possible.However,ifthecommitteeisnotmoved,ourofficemayprovideadditionalstafftomanagethecrowd.

OUT‐OF‐TOWNCOMMITTEES

Out‐of‐towncommitteestaffingmustbeapproved.ContacttheChiefClerkto receive an application form. Amessenger assigned to an out‐of‐townproceedingwillneeddetailedinformation.

Ourofficeneedsthefollowinginformation: Duration of the committee

Specific directions to the facility

If an overnight stay(s) is necessary, what arrangements have been made for the messenger?


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Notification if we will be responsible for picking up a state vehicle and completion of necessary paperwork (contact the Chief Clerk to make car requisition arrangements)

Written list of who needs a ride to and from the proceeding (messengers can drive state cars to out-of-town hearings)

At what time would you like to leave the Capitol?

At which exit is everyone to meet?

What kind of meal arrangements have been made (if applicable)?

Any special instructions?

ROOMUSEPOLICY(Chamber,Parlor,GAR)

heChamber,ParlorandGrandArmyoftheRepublic(GAR)roomsare available for use by legislators and the general public.Legislatorsmayuse these roomswhen theyareavailable. Please

call our office for information and availability of reserving these rooms.Legislatorsmay sponsor groupswishing to use a room in theAssembly,however legislativemeetings take precedence over outside organizationreservations,andaresubjecttobeingbumped.

Thegeneralpublic ispermitted touseanyof these roomsprovided theyfollowthefollowingguidelines.UponapprovaloftheAssemblySergeant,individuals and groups arewelcome to use the Chamber, Parlor or GARroomforceremonialpurposes. ThosewishingtouseoneoftheseroomsshouldcontactourofficetoobtainaWisconsinStateAssemblyFacilityUsePermit Application. Permits are also available on our website athttp://www.legis.state.wi.us/assembly/asgt/(clickonFacilityUse>OtherEventPermit). This isalsowhere individuals interested inusingaroomcan check the availability of a particular calendar date (click on RoomSchedule > Request a Room). A permit accompanied by a post‐dateddeposit of $750must be completed and returned to our office within areasonableamountoftimebeforetheevent.(Applicationsmustbefiledatleast two weeks in advance for use of the Parlor and Chamber.) Thedepositwillbereturnedafterallapplicable feeshavebeenpaidafter theevent.Checksareaccepted.

Our staffmust supervise any event outside of our normalworkinghours (after 5 p.m. on weekdays and on the weekends). It is the

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responsibilityofthoseusingthefacilitytopayforusageoutsideofnormalbusinesshours(aminimumofthreehours).Noafterbuildinghoursuseispermitted,norisfoodorbeverageallowedintheAssemblyChamberandParlor, and furnishings are not to be moved without expressed priorpermission.

Theapplicantisresponsibleforcleaningandpickingupdebrisandlitter.Ifaroomisnotsatisfactorilycleaned,CapitolBuildingsandGroundswillbecompensatedforcleaningthatroomatachargeofaminimumofthreehours labor. In some circumstances the Capitol Police may also seekreimbursementforsecurityprovided. Additional informationanddetailsregardingtheuseoftheseroomsareoutlinedinthepermitapplication.

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Biennium Information

Everybienniumthereareanumberofeventsthattypicallyonly take place during a certain times of the biennium.These include delivery of large Legislative documents,transferring offices between locations, reallocation offurniture,anddoorlettering.Thefollowinginformationisprovidedtohelpexplaintheprocessforeachevent.

BIENNIUMDELIVERIES

WISCONSINBLUEBOOKS

ach biennium every Legislative office is allocated a set number ofWisconsin Blue Books in accordance with Statute 35.84. TheshipmentsusuallyarriveinOctoberofevennumberyears.Noticewill

begivenoftheexpecteddatesofdelivery.Thestatutescurrentlystipulate350BlueBooksperRepresentative.

Typicallythesebooksaredeliveredinaseriesof3or4deliveries(tobesplitbetweentheSenateandAssembly).Ateachdeliverywewillaskforasignatureverifyingreceiptwhenwedistributethebooks.

Weknowthatwhentheyfirstarriveeveryoneiseagertoreceivecopies.Inanefforttobefair,whentheinitialshipmentcomesinwewill(asinpreviousyears)attempttodistributethebooksequallyamongthemembers.Thatmaymeanthatyourfirstallotmentisonly50or100books,butatleasteveryofficewillbereceivingsome.Andalthoughthisaddssubstantiallytothenumberoftripswehavetomake,itgivesallthemembersaccesstothesehighlysought‐afterbooks.

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HARDCOVERANDSOFTCOVERSTATUTES

EachbienniumeverylegislatorreceivesacopyofthehardcoverandsoftcoverWisconsin Statutes in accordance with Statute 35.84. We will ask for asignatureverifyingreceiptwhenwedistributethesebooks,usuallyinJanuaryofodd‐numberedyears.

DOORLETTERING

heSergeant’sstaffisresponsiblefordoorlettering.Alllegislatorsareentitledtofreedoorlettering.However,thereisasix‐dollarchargeforeachnameoflegislativestaff(optional)onthedoor.Thischargewill

include the word “STAFF:” (when not already there). Rates are subject tochange.

DoorletteringmustbeuniformthroughouttheCapitol.Onlyonestyleandsizeofletteringisavailable:oneinchforRepresentativesandthree‐quartersinchforstaff.Allnamesortitlesareformattedusingthefollowingformula:

Representative+FirstName+LastName

Onlycommitteechairs,vicechairsandfinancemembersareallowedtoincludetheircommitteeassignmentsontheirdoor.Forexample:

RepresentativePatDoe

Chairperson,EducationCommittee

Periodicallythroughouttheyearitmaybenecessarytoupdatemembers’doorlettering.Whendoingthiswewilltrytocombineanynecessarychangesintooneordertobecosteffective. ContacttheSergeant’sofficeshouldyouhavespecificdoorletteringrequestsorconcerns.

FURNITURE

FURNITUREREQUESTS

nyrequestsforadditionalofficefurniture,forofficefurnituretobearranged, or for a change of office should be made early in thebiennium.TherequestshouldbemadeinwritingtotheAssistant

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MajorityorAssistantMinorityLeader;whicheverisyourappropriatepartyleader.Pleasebeasspecificasyoucaninyourrequests.Remember,thereisnoguaranteethatrequesteditemswillbeavailable.

Furniture supplies are limited, anddecisionswill bedeterminedbyyourleader. To limit wear and tear on the furniture the general practice hasbeen tokeep furniturewithin the existingoffice. Typicallydecisions arebasedonleadershipfirst,thenseniority,withconsiderationbeinggiventoofficesmissingitemsorwithashortageofitems.Yourleadermaintainsarequestlistsothatifadditionalfurnitureitemsbecomeavailabletheycanbe given to the appropriate office according to the list. All questions onthis procedure should be directed to the appropriate party leader, sincetheyaretheoneswhodecidefurnitureallocation.

Onceacompletelistiscompiledforofficefurniturerequestsandforofficesthatwant furniture rearranged, our staff will come and take care of themoves.

Finally, state furniture cannot be removed from the building. TheSergeant’s office will conduct periodic inventories of furniture in theAssembly.

FURNITUREMAINTENANCE

In 2011 the existing legislators’ chairs in the Chamber and officesunderwentanextensive repairprocess. Inorder tokeep these chairs ingoodconditionaregularmaintenancecontractwasestablished.

The Sergeant’s officewill coordinatewith affected offices to arrange forthis biennial cleaning. Should a repair be needed, please bring it to ourattentionbeforehand. Thiswill allowus to contact the company so thattheycanbringthepropertoolsandequipmenttomaketherepair.


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TENANTPOLICIES

TheDepartmentofAdministrationisresponsibleforkeepingtheCapitolingoodworkingorder.Astenantsinthebuildingweareresponsibleforfollowingtheguidelinessetforoccupancy.Thefollowinglinkhasthecompletetenant’smanual:http://www.doa.state.wi.us/Documents/DFM/Building%20Tenant%20Manual%20Updated%20January%202013.pdf

Oneaspectofthemanualtobeawareofisthatforpostersandpictures(page10,sectionV,C):

Do not mark, paint, hang, or affix anything to the walls, windows, doors orelevators.Affixeditemsthatdefacethesurfaceofthebuildingwillberemovedandcostswillbechargedtothebuildingoccupant’sagency.Nosigns,displays,bannersor similar items shallbe visible through exteriorwindowsof the StateCapitolBuilding.Procedure for Placement of Pictures/Posters. BuildingManagement staff willhang pictures, posters, etc., in the appropriate place and with appropriatehooks. Contact your Agency Coordinator for a Request for Building Servicesform.Posters/Announcements/Notices. Posters and announcements are not to beplaced inpublicareaswithoutspecificpermission fromBuildingManagementortheCapitolPolice.Bulletins,notices,posters,articles,pictures,etc.shallnotbeattachedtowalls,windows,curtains,woodwork,wallpaper,or furniture inany fashion, other than those approved by Building Management. Buildingoccupants must utilize bulletin boards for information dealing with statepermittedactivities.ContactBuildingManagementforeaselstopostnoticesofauthorizedfunctions.

OFFICEMOVES

very biennium in coordination with the Assistant Majority andAssistantMinorityLeadersourofficeassistsinmovingoffices. InlateNovember/earlyDecemberatimetableforofficemoveswillbe

established.

Officesareresponsibleforpackingitemstheywouldlikemovedbytheirscheduledmovedate.Ifmovesgofasterthananticipated,youmaybeaskedtomovesooner(morningratherthanafternoon).Failuretobepackedbyyourscheduledtimecouldresultintheofficehavingtomoveitemsthemselveswithlimitedresourcesandhavingtopackwhileanotherofficeismovingintothe

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currentlocation.Pleaseplanahead.TheSergeant’sofficehasboxesandtapeavailableforofficemoves.Pleaserequesttheseinadvanceofyourmoveandreturntheflattenedboxeswhenthemoveiscompletesothattheboxesmaybere‐utilized.Wearehappytopickthemup.

Inordertoaccomplishalloftheofficemovesinthescheduledtimeframetherewill be no furniture rearranging during officemoves. Thesetypesofrequestswillbecompletedafterallofficeshavebeentransferredto their new locations. We are happy to schedule a time to re‐arrangefurnitureafterthegeneralmoveshavebeencompleted.

DOAOFFICEALTERATIONCHARGES

IfphysicalalterationsneedtobemadetoanofficetheChiefClerk’soffice(266‐1501) can arrange for these services, andwill charge the office foranybillableservices.

Should the furniture re‐arrangement require moving or covering anelectrical box (“dog house”) DOA Capitol Maintenance will need to becontacted; there is a cost associatedwith thiswork. Depending onwhatneedstobedonethiscantakeanywherefromanhourtoacoupleofdays.Additionally if youneed tohaveanyholes touchedup fromthepreviousowners’ wall hangings, photos, etc., DOA will do all patching andrepainting.Thereisacostforthisworkaswell.

DOA has now instituted a picture hanging procedure for Capitol offices.Because of damage by nails and continued patching and painting of thewall, all future hangings will be done by a suspension system from thecrown molding when available. This procedure will only be institutedwhenamembermovesoffices.DOAwillprovidethesuspensionrodsatnochargeforhangingoflargeitems.Laborischargedseparately.3’x4’or3’x5’ fabric covered boards to accommodate numerous smaller items(plaques etc.) are available. Contact the Chief Clerk’s office for currentpricing.Costsareofficeaccountdeductions.


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EQUIPMENTANDKEYEXCHANGE

Labelyourcomputerandharddrive.Theywillmovewithyoutoyournewoffice.TheLegislativeTechnologyServiceBureau(LTSB)willtakecareofthat for you. Please remove any notes or post‐its from yourmonitor incasetheygetexchangedinthemove.Ifyouareleavingyourcurrentofficeand transferring toadifferent legislativeofficeyouwillhave tosubmita“DataDispositionForm”priortothemove.PleaseseetheLTSBwebsiteformoreinformation.

During office moves, telephones will be moved by technicians. Whenmoving, the Sergeant’s office will contact the Chief Clerk to have thephonestransferred.TheChiefClerk’sofficewillbeintouchwithyouaboutphonedesklocationsandhookupschedule. Allphonesshouldbelabeled(masking tape works) with the Representative’s name, your name, andofficeroomnumberyouaremovingto.

YourofficeandhallkeysshouldbereturnedtotheChiefClerk’soffice.Donot give them to the newoccupants. Also contact the Chief Clerk if youneedadditionalkeys. Keyswillonlybeprovided to full‐timeemployees,nottointerns.

Donotthrowawaysurplusofficesupplies.Eitherleavethemforthenewoccupantsor contact theAssemblySergeant’soffice tohave thempickedup.TheSergeant’sofficecanalsouseleftoverenvelopes.TheChiefClerk’soffice can use leftovermaps, and the tour desk will take any remainingBlueBooks.

PHONEANDCOMPUTERREQUESTPOLICY

Service requests for voicemail, phone lines and phone service should beaddressed to the Chief Clerk’s office. Requests for additional computersshould be made to Legislative Technology Service Bureau. (LTSB).ComputermaintenanceorprogramconcernsshouldbeaddressedtoLTSB.

D E S I G N C U S T O M I Z A T I O N

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Mail

The Assembly and Senate mailroom workcooperatively in room B10West. Should you havespecificquestionsregardingaparticularpostal item,pleasecontactChuckJohnsonat266‐1006.

CAPITOLADDRESSES–P.O.BOXES

TheLegislativemailingaddressesforStateRepresentativesarebasedonthefirstinitialoftheirlastname:

A‐L:P.O.Box8952

M‐Z:P.O.Box8953

TheZipCodeforallRepresentativesis53708.IfyouwouldliketoincludeyourroomnumberonyouraddressitshouldbeplaceabovetheP.O.Box.

DELIVERYADDRESS

ThedeliveryaddressfortheCapitolbuildingis:

RisserJusticeCenter:17WestMainStreet,MadisonWI53703

ThisiswheretheloadingdockfortheCapitolislocated.UsethisaddresswhensendingsomethingFedExorUPS.Thisaddressisnotusedformail,onlyfordeliveries.

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IN‐HOUSEMAILROOMDISTRIBUTIONS

If you would like something distributed to other members in the mail,makesureitisinthemailroomintimetomaketheappropriatemailrun.Thedistributionshouldbetherebefore8:30a.m.tomakethemorningrun,and before 10:30 a.m. to make the afternoon run. If you have anyquestionsorconcerns,pleasecontactouroffice.

INCOMINGMAILDELIVERY

Incoming U.S. mail is received and distributed twice daily by theLegislativeMailroom.TheLegislativeMailroomdistributeslegislativeandnon‐legislativematerialsforoffices.Themorningdeliveryisbetween9:00a.m.&11:00a.m.,theafternoondeliveryisbetween1:00p.m.&2:30p.m.Monday’smail delivery is somewhat delayed due to additionalweekendmail.

OUTGOINGU.S.MAIL

Officesshouldplace theiroutgoingU.S.mail (withanaccompanyingmailslip) inoneofthenumerousmailbaskets locatedthroughouttheCapitol.This “non‐rush”mail is picked up twice a day, once in themorning andonceintheafternoon.Callthemailroomat6‐5837tofindoutthelocationofabasketclosesttoyouroffice.NOTE:DonotputlargenumbersofBlueBooks in these baskets. Contact our office to hand deliver them to themailroom.

PICKUPTIMESFOROUTGOINGU.S.MAIL

ThelastDOApick‐upforoutgoingU.S.mail isat2:15p.m. Anymailthatneedstobeoutbytheendofthedaymustbedeliveredtothemailroomby2:10p.m. so that it canbe transported to theCapitolMailpickuppoint.Call the Sergeant’s office if you have missed the afternoon deadline forbasketpickup.


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QUICKREFERENCEMAILROOMDEADLINES

Deadline for In‐HouseMailDistribution

8:30a.m.formorningdelivery10:30a.m.forafternoondelivery

Deadline for OutgoingPickup(basket)

1:00p.m.tobeprocessedthatday

Deadline for OutgoingMail(mailroom)

CallSergeant’sofficeby2:10p.m.

Mail Delivery Times tooffices,between

9:00‐11:00a.m.&1:00‐3:00p.m.

*Monday’smorningmaildeliveryissomewhatdelayed

duetoadditionalweekendmail.

SENDINGAPACKAGEFEDEX

Themailroomcanprovideyouwithenvelopeswhensomethingneeds tobe sent Fed Ex. Contact the mailroom at 6‐5837 or 6‐1006 for moreinformation.

BULK MAIL nordertoqualifyforthecheaperbulkmailpostagerate,yourmailingmustcontainatleast200piecesofidenticalmail. Thecurrentrateis37 cents for these bulk pieces, subject to change. The Post Office

schedulesrateincreasesinJanuary.Tofindoutthecurrentrateofpostageforanytypeofmail,orrequirementsthatmustbemetforratereductions,contactChuckat6‐1006.

I


39

MAILINGBLUEBOOKS

WhenmailingBlueBooks,thereareseveralthingstobeawareof:

Everyboxmusthaveapostalandareturnaddress.

BlueBooksmustbeaccompaniedbytwo‐partmailslip.Onepartoftheslipissentwiththebooks,andoneiskeptinourofficetoverifythechargesassessedbyDOA.

The Post Office also requests that addresses be typed, not hand‐written

Dependingonthenumberofbookstobemailed,thecostperbookwillvary.

EveryboxisrequiredtohaveaDOAbulkmailingindiciaplacedintheupperrighthandcornertoreceiveareducedrate.

Large shipmentswill be loaded intomail carts and placed on theRisserJusticeCenterloadingdock,whereDOAwillpickthemup(twicedaily)andship them directly. For these pickups, the top portion of the mail slipshould be placed on top of the cart in an inter‐departmental envelopelabeled“DOA”foreasyaccountability.

SmallshipmentsofBlueBooks(15orfewer)canbesenttotheLegislativePostOfficeforprocessing.Ifyouhaveasmallnumberofbooksthatneedtogooutthatarenottimesensitive,wewillholdontotheseandsendthemoutwithotherbookstogetthereducedrate.

ThecurrentspecialbulkrateformailingoutBlueBooksis$3.20;themediarate is $4.50, and the approximate priority mail rate is $6.80 to $7.00.These prices are subject to change. If you are interested in sendingmultiplebookstothesame locationpackagingthemtogethershouldsavepostage. Contact Postmaster Chuck Johnson (266‐1006) with anyquestions.

AnoriginaloftheDOAbulkmailingindicia(withthepermitnumber)ina3‐uplabelformat,wasemailedtolegislativeofficesatthebeginningoftheterm, alongwith the two‐partBlueBookmail slip. Should you still needtheseoriginals,however,contactouroffice.


40

NOTE:Often,immediatelyaftertheBlueBooksarrive,theDOAPostOfficegetsoverwhelmedwithoutgoingbooksandtheycannotprocessthemfastenoughtokeepupwiththedemandformailcarts.Pleasebepatient.TheSergeant’sofficewilldelivercartsintheordertherequestswereplaced.

MAILINGPACKAGES

Onoccasion yourofficemaymail out bulky items (citations, informationrequests,etc.)Beforeplacingitemsouttobetransportedtothemailroom,weaskthatall itemsbeproperlypackagedformailing(packaged,sealed,addressed—includingreturnaddressapplied). Pleasecontactourofficetorequestmailingsupplies.Preparingandlabelingthepackageinadvancelessensthechanceoftheitembeingmishandledandhelpsensureproperdelivery.

OUTGOINGU.S.MAILCHARGES

Attheendofthemonththemailroomsupervisorwillcompilethecostsofyourletters,BlueBooks,andpackagesthatyousendout.ThisinformationisthenforwardedtotheChiefClerk’sofficeforbillingpurposes.

MAILCOMPATIBILITYGUIDELINES

Therearealsosomestandardguidelinestoincreasecompatibilityofmailpieces. These include font guidelines for Automation Compatibility.AutomationCompatibilityallowstheDepartmentofAdministration(DOA)to efficiently presort the first class mail. The recommended font forcompatibility isCourierNew,10‐12CPI (CharactersPer Inch). This fontequallyspacescharacters,whichallowsautomatedreadings.Noportionofthe address should be underlined or bolded, and the font should beconsistentthroughouttheaddress.Allcapsisthepreferredformat.

Company, titles, and names should all be reserved for the top two lines.Thelasttwolinesarethemostimportanttoinsureaccuratedelivery.ThesecondfromthelastlineshouldcontaintheStreetAddress,RuralRoutes,or Post Office Box number and must be contained on one line. Suite,apartment, and room number should always be used when available.Thesenumbersshouldbefoundeitherinthefirsttwolinesorattheendofthesecondfromlastline(notbelow).


41

Abbreviationmarks(periods)andcommasarenotnecessary.ThelastlineisreservedfortheCity,State,andZIPcodeinformation.Includethefour‐digitadd‐onZIPwhenpossibleanddonotputtheZipcodeonaseparateline.

Mostofusareawareofdirectionalabbreviations:N–North,S–South,E–East,W–West.Inadditionthereareapprovedstreetabbreviations:ST–Street,AVE–Avenue,LN–Lane,PL–Place,RD–Road,CIR–Circle,RR–Rural Route; and room abbreviations: RM – Room, STE – Suite, APT –Apartment,BLDG–Building,DEPT–Department.

Belowisanexampleofthepreferredaddressformat:CHRISSMITH

DEPTOFCOMMERCE

1234N19THST

MADISONWI53704‐1234

NOTE:TheSergeant’sstaffisNOTabletodeliverbulkmailingstothePostOffice since we do not have access to a state vehicle. With propernotificationDOAMail Serviceswill pick up bulkmailwith the afternoonpickup and deliver the mailing directly to the Post Office for us aftercompletingitsnormalroutes.

D E S I G N C U S T O M I Z A T I O N

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Newsletters TheSergeant’sofficecanassistintheprocessingofpostal patron and first class mailings. Theinformation below is presented as generalguidelinesforthenewsletterprocess.

GENERALPOSTALREQUIREMENTS

The Postal Service automated systems have strict requirements on theusers of bulk mail services. Please observe the following postalrequirementsasyoudesignyournewsletter:

Youneed200identicalpiecesofamailingtoqualifyforbulkratepostage.

Accuratepermitnumbersmustbeprintedontheupperrighthandcornerofeverynewsletter.

Thegraphicartistandmailroomwilldeterminewhich,ifanymailingindiciawillbeusedafteryourmailinglistisfinalized

POSTALCOSTS

The preparation of the database from which the mailing addresses arederivedisthemostcriticalfactorinobtainingapostalrate.Toqualifyforthe lowest rate all mailings must be Coding Accuracy Support System(C.A.S.S.) certified. Legislative Technology Service Bureau’s TechnicalSupport,267‐9528,canassistwithcompletingthiscertificationprocess.

Chapter

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43

This Postal Patron application is designed to match postal regions andaddresses(whenapplicable)tothemostrecentpostalinformationsothatitmeets allmailing requirements. This should be accomplished aweekpriortoorderingtheprintingofanewslettertohelpdeterminetheactualcost.

Pleasenotethatnotalladdressesinyourexistingdatabasemaymeettherequirements. LTSBsupportstaffwillcorrectasmanyoftheseerrorsaspossible.However,portionsofthemailingmayrequirehigherpostalrates.

Duetochangesinpostalregulationsnewsprint/tabloidpiecesmayonlybeprocessedthroughapostalmailhousesuchasCapitalMailingSystemsorJHLMailing.FormoreinformationontheseratespleasecontacttheChiefClerk’soffice.

POSTALPATRONGUIDELINES

ostal patron mailings are sent to entire postal areas rather thanindividually addressed constituents. The Sergeant’s staff isavailable to assist with processing of postal patron (non‐

newsprint)newsletters. CapitalMailingSystemsor JHLMailing canalsoprocess postal patron mailings (contact the Legislative mailroom, 266‐1006forrateinformation).

PleasenotifytheSergeant’sofficeifyouareplanningonourhelpwiththenewsletter. When you contact us you will be added to our project list.Assuming all the necessary paperwork has previously been sent and iscomplete, projects are completed in the order they are requested. InMarchandAprilofevennumberedyears,thislistcangetquitelengthyandearlynotificationhelpsensureyourproject’stimelycompletion.

P


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Whencontactingouroffice,pleaseinformusof:

Whenthenewsletterisgoingtotheprinter

Estimatedcompletion/arrivaldate

Ifyournewsletteristimesensitive

Numberofpieces

Whenthepostalpatronlistandlabelswillbeavailable(theseneedtoarriveatleastonedaypriortothenewsletter’sarrival)

The postal patron list and labels are acquired from LTSB and shouldinclude:

Acompletelistofallcities,ZIPcodesandCarrierRoutes,RuralRoutesandP.O.BoxeswithineachZIPcode.

Thecorrespondingnumberofnewslettersrequiredforeachroute

Pre‐printedlabelscorrespondingtotherouteliststhatmeetmailingrequirements(preparedbyLTSB)

PreparingtheMailing

PLANNING

TheRepresentativesandstaffcreatethenewslettercontents. Duringthisprocess the offices should consider the type of newsletter they want tosend.Forexample:

Willthemailingbesentpostalpatron,individuallyaddressed,oranewspaperinsert?

Howmanynewslettersaretobesent,andatwhatcost?

Whatkindoftimelinetoexpect(design,printing,processing)?


45

Next the office works with the graphic design staff to compose thenewsletter. There aremanypostal regulations for size anddesign to beconsidered when composing the newsletter. The Chief Clerk’s staff canadvise you ofmailing designs and requirements. If an odd‐size piece isbeingconsideredthePostOfficeshouldbeconsulted.

MAILINGLISTSMailing lists should be compiled. Quite often this is done from existingdatabasesandlists.Ifyouareunfamiliarwithhowtocompilealist,LTSBstaff canassist. Preparationof thedatabase is themost critical factor inobtainingfavorablepostalrates.Toqualifyforthelowestrate,allmailingsmustbeC.A.S.S.certified.Thisshouldbeaccomplishedinadvancetohelpdeterminetheactualcost.

PRINTINGThe Wisconsin Constitution requires that all printing be done by thelowestbidder. Adifferentprintermaybeused if theprice isequal toorlessthanthestatecontract.Anythingabovethestatecontractlowestpricemustbepaidforoutofpocket(notofficeaccount)bythelegislator.

DELIVERY As your newsletter is being planned and produced, please contactChuck Johnson in themailroom (6‐1006) to determinewhere and bywhomthenewsletter is tobeshipped.TheSergeantatArms isunabletotransportnewslettersfromonelocationtoanother.

NOTIFICATIONWhereapplicable(consultwithChuckinthemailroomtofindout),theSergeant’s office should be notified as soon as possible so it can bescheduledforprocessing.Pleaseincludethenecessarypaperwork.


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PROCESSINGWhennewslettersarrivewewillcompleterequestsintheordertheywererequested(assumingthenecessarypaperworkhasarrivedinadvance).Iftherearenumerous latearrivals (inApril), there is thepossibilityofnothaving thenecessary staff to get themailingout by the final pickup.Weattempt to meet all requests, but the earlier newsletters have a muchbetter chance of meeting the mailing deadline. We work very hard toprocessthenewslettersasefficientlyandaccuratelyaspossible,howeverinthefinaldaystherearelimitstowhatweareabletoaccomplish.

PACKAGINGOncetheNewsletter isprocessedit isbagged, tagged,andtransportedtotheCentralPostOfficebyDOAMailServices.Baggingandtaggingcantakeseveral additional hours. The mailing includes certification informationand detailed paperwork that corresponds with the individual trays andcarts (this is required by the Post Office and is used to determine eachcart’s weight) so when the mailing leaves the Capitol it is ready to bemailedout.

TRANSPORTATIONDOAtransports themailingtothePostOfficeandreceivesverificationofthemail‐outdate.TheAssemblySergeant’sofficedoesNOThaveavehicleavailablefortransportingnewsletters.WerelyonDOApersonnelpickingup the completed newsletterswhen they pick up outgoingmail (at 2:15p.m.). Again, if there are numerous late arrivals (in April of evennumberedyears) there is thepossibilityofnothaving the truckspace togetmailingsoutbythefinaldate.


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CONTACTSANDROLES

CHIEF CLERK

ACCOUNTS

17 WEST MAIN

Julanne Riley

266-3826

The Chief Clerk’s Office should be contacted prior to any bulk mailing to verify the requirements and to make arrangements for the newsletter’s printing and processing.

GRAPHIC ARTIST -DEMOCRATIC

323 WEST

Tyson Purcell

264-8603

Can assist offices with newsletter layout and design.

GRAPHIC ARTIST - REPUBLICAN

17 WEST MAIN

Jennifer Taylor

264-8395

Can assist offices with newsletter layout and design.

LTSB –

TECH SUPPORT

Support Staff

267-9528

Can assist in preparing mailing data for certification.

LTSB – TARGET MAILING

Carlos Conti

283-1818

Can assist with targeted mailing address preparation.

LTSB –

GIS

17 WEST MAIN

Grace White

266-6640, ext. 1

Can assist in preparing postal patron mailing preparation.

MAILROOM

B10 WEST

Chuck Johnson

266-1006

The mailroom is responsible for bagging, tagging, and arranging for newsletter pickup. They order Post Office mailing supplies for processing and can answer postal related questions.

SERGEANT AT ARMS

411 WEST

Patty (Neerland) Schroeder

266-1503

The Sergeant’s office can process postal patron and first class projects. Advance notice is needed for upcoming mailings, so that we may prepare the necessary materials.


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Commodities, Services and Equipment

There are a number of resources available toLegislative offices. Some of themore frequentlyrequestedonesareoutlinedbelow.

ACTIVITYBOOKLETS

Asa cost‐effectivealternative to the “HowaBillBecomesLaw” (HABBL)booklets,thestatehasprintedablackandwhitenewspaperactivitybookforschoolchildrenvisitingtheCapitol.PleasecontacttheSergeant’sofficetoobtaincopies.

BILLFOLDERS

TheAssemblyprovideseachlegislatorwithasetofdistrictbillfilefolderslabelled by district. Once you are settled into your legislative office, billfolders will be delivered. Returning legislators continue to use theirdistrict’sfilefoldersuntiltheyareinneedofreplacement.

BLUEBOOKMAILINGBOXES

Our office supplies cardboardmailing boxes used to mail theWisconsinBlueBook.ThecostofaBlueBookmailerisapproximately$0.25centsperbox. Contact our office if you would like to place an order for thesemailers.

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“CAPITOLHEADLINES”

“CapitolHeadlines”ispublishedtwiceaweekbytheLegislativeReferenceBureau (LRB) and is distributed electronically and through the in‐housemailsystemoneveryMondayandThursday.AccordingtoLRB,thegoalof“CapitolHeadlines”is“toprovideacomprehensiveandbalancedsummaryof news articles on issues of legislative and statewide concern in aconvenientformat."

Selected articles from nine state newspapers are included in each issuealongwithrelevantarticlesfromothersourcesonoccasion.Thesearticlesare scanned into an electronically archived database and are copied forduplication and distribution. “Capitol Headlines” is compiled by VickiEnright,whocanbereachedat261‐4451.

CITATIONS

Ourofficeisavailabletoframeyourcitations.Currentlythesizeandcostforan8½”x11”woodenplaqueis$7.30foraplaque.Sealsandribbonscan also be furnished for an additional $0.10. Citationmailers are alsoavailablefor$0.60apiece.

DISTANTDELIVERIES

For long‐distanceerrandsoutside theCapitol Square,messengersdonothaveaccesstotheuseofastatecar.Pleaseconsulttheagencybeforehandtodetermineiffaxingorscanningtheitemispossible.Ifthereisnoothermeansofsendingan itemcontact theChiefClerk’soffice toarrange foraprivatecourierservicepickup.

DRYCLEANING

BlockCleanerswillpickupanddeliverdrycleaningTuesdayandThursdayaround11:00a.m.Thepickupanddrop‐offsiteislocatedbehindthedoorinRoom110NorthintheCapitol(thefirstfloorNorthcopierroom).Sincethis service is infrequently used the cleaners should be contacted to letthemknowyouhaveapickup(255‐6487). Thisserviceisavailabletoalllegislators and staff at a 10% discount. This is considered a personalerrandandmessengersareunabletotransportdrycleaningtoorfromanoffice.


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FLAGS–UNITEDSTATESANDWISCONSIN

United States flags andWisconsin state flags are available for purchasefrom the Chief Clerk. A set of display flags for your office can also beordered (from your office account) by contacting the Chief Clerk.Questions regarding flagpricesandavailability shouldbedirected to theChiefClerk.

TheSergeant’sstaffisavailabletoflyflagsovertheCapitol.Certificatestoaccompany each flag are available through the Chief Clerk or Sergeant’soffice. The Governor’s office is responsible for determining when flagsshouldbeflownathalf‐staff. AllquestionsregardingthisissueshouldbedirectedtotheGovernor’soffice.

PROTOCOLFORDISPLAYINGFLAGSThebasicruleforciviliandisplayoftheflagoftheUnitedStatesisthatitshouldbeequalto,orinadvanceof,anyotherflag.Inaddition, the American flag should be placed at the speaker’sright as he/she faces the audience, and the Wisconsin flagshouldbedisplayedtothespeaker’sleft.

“HOWABILLBECOMESLAW”BOOKLETS

Every year the Assembly publishes “How a Bill Becomes Law” booklets(HABBLs). These publications are available for purchase at $0.20 each.YoumayrequestthembycontactingtheSergeant’sofficeat266‐1503.

PARKING

Onceelectedeach legislator isentitledtoaparkingspace. TheAssemblySergeant’sofficeisresponsibleforassigningAssemblyparking.Thereareparking spaces around the Capitol concourse and driveways, and GEF I(201E.WashingtonSt.)

ParkingAssignments

Parking spots are assigned at the beginning of the biennium. Oncelegislative leaders’ have chosen parking stalls, the Sergeant’s office will


51

follow seniority order when making parking assignments (withconsiderationfordisabilities.)Incumbentsmaykeeptheirpresentstalls.

Weather conditions and special Capitol events (farmer’s markets, etc.)should be considered when selecting a preference. As Representativeswithsenioritychoosedifferentstalls,otherspacesbecomeavailable. TheSergeant’sofficewilldoourbesttomatchfreshmanstallcharacteristicsaschoices aremade, however please bear inmind that themore premiumspotsaretypicallytakenbyseniorLegislators.ParkingPermitsandAccess

ParkingstickerandtemporarypassesmaybeobtainedfromtheSergeant’soffice.Theseshouldbeplacedinthedashboardwindowonthedriver’sside.Whenstallsorstickerschangeoldstickersshouldberemovedandreplacedwiththecurrently‐issuedpermit.

RepresentativeswhoparkinGEF1willbeassignedagaragedooropener.ThesearetobereturnedtotheSergeant’soffice(whennolongerinuse).StaffwhoareapprovedtousetheirRepresentative’sstallmayobtainanopenerfromtheCapitolPolice.Thereisafiftydollarrefundabledepositthedepartmentrequires.ContactAnneintheSergeant’sofficetoobtainacopyoftheCapitolPoliceopeneragreement.ParkingEnforcement

Capitol Police are in charge of parking enforcement both on the Capitolsquare and in GEF. Should a problem arise with parking in yourdesignated location, please contact their non‐emergency number 266‐8797 to see what accommodation can be made. (Please have your stallnumberandlicenseplateinformationavailable.)

Shouldaparkingproblemwrongfullyresultinticketissuance,theCapitolPolicedohaveaticketappealprocess.YoucanfindalinktotheappealformontheCapitolPoliceDepartmentHomePage:http://www.doa.state.wi.us/Divisions/Capitol‐Police/Capitol‐Police‐Operations


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Belowisamapoftheareaparkingramps.

Source:CityofMadisonwebsite:http://www.cityofmadison.com/parkingutility/maps/documents/downtown.pdf Forcurrentratesschedulevisit:http://www.cityofmadison.com/parking/allRates.html

STAMPSREQUESTS

In 2003 stamp usage was discontinued and all mail is metered at DOA.Questions regarding the stamp policy may be directed to the AssemblyChiefClerk.Whensendingoutmail,pleasehavetheappropriatemailslipattached.Ourofficehascopiesofthemailformifneeded.


53

STATEHIGHWAYANDWALLMAPS

The Department of Transportation (DOT) – Division of Document Salessupplies state highway maps and state wall maps for legislativedistribution.Themapsarerevisedeverytwoyears,intheeven‐numberedyears.

TypicallyDOTwill circulateamemorequestingorders forstatehighwaymaps. Legislativeofficesmayorder500highwaymaps. For statemaps,aftertheinitialshipment,officesmustcalltheDOTdirectlyat246‐3265toorder.TheSergeant’sstaffdoesnotkeepasupplyonhand.

Toorderwallmaps,anorderform(availableontheSergeant’swebsiteathttp://legis.wisconsin.gov/assembly/asgt/ ‐ click on Office Documents >WallMapOrderForm)mustbefilledoutandeitherfaxed(246‐5632)ore‐mailed([email protected])totheDOTdirectly.

Once the shipments arrive, the Sergeant’s staff is responsible for theirdelivery. Call our office if youwould like us to label yourmaps. Pleasekeepinmindthatourofficereceivesnumerousrequestsforlabeledmapsandtheremaybeaslightdelaybetweentherequestandtheircompletion.

TELEPHONEBOOKS

Each year the Assembly receives a shipment of Madison phone books.Whenthesearrive,theSergeant’sstaffwilldistributethemtothemembersof the Assembly. Usually there is one book allocated for each full‐timeemployee. Contact the Chief Clerk’s office to order additional or othertelephonebooks.

EQUIPMENT

OFFICEUSAGEAGREEMENT

TheAssemblySergeant’sofficehasvariousequipment(describedbelow)availabletoloantolegislativeoffices.ItisthepolicyoftheSergeant’sofficethatallequipment loanedoutmusthaveausageagreement formsigned.


54

Theagreementstates,“IunderstandthatIamresponsibleforthispieceofequipmentandthatmyofficeaccountmaybechargedifnotreturnedorifreturnedindamagedcondition.”

Theformasksforthefollowinginformation:

Office

Name

Signature

Address

Datereceived

Datereturned

Checkboxesfor“returnedingoodcondition”or“assessdamages”

Itisappreciatedifitemsborrowedgetreturnedinatimelyfashion,sothatthey are readily available for everyone’s use. Please contact our office(266‐1503)toobtainanyequipmentlistedbelow,exceptforPowerPointprojectors(contactLTSB).

CARTSANDRECYCLINGBINS

The Sergeant’s staff has a supply of carts and dollies available forlegislativeuse. Contactouroffice ifone isneeded. TheSergeant’sofficecanalsoobtainrecyclingbinsfromBuildingandGroundsifneeded.

EASELS

We have several easels available for use. If an easel is needed for alegislative committee, please notify our office when you reserve yourhearingroom.Wewillreserveoneandhaveitatthehearing.

PODIUMS

TheSergeant’sofficehasasmallwoodentabletoppodiumandaportabletabletop podium with a built‐in microphone available for legislativebusinessuse.


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PRESENTATIONEQUIPMENT

LTSB (267‐9528) has the equipment necessary for PowerPointpresentations.(TheonlyAssemblyroomthatisequippedwithaprojectorbuiltinistheJointFinanceRoom,412East.)MostcommitteeroomshaveWi‐Fi available, but LTSB can also activate internet jacks for LegislativeusersintheAssemblyhearingroomsuponrequest.

TELEVISIONS

The Sergeant’s office has two televisions available for use by thelegislature. NOTE: There is no cable hook‐up in any AssemblyHearingRoom.

VIEWINGSCREENS

TheAssemblySergeantatArms’officehas twoportableviewingscreensavailableonafirst‐come,first‐servebasis.

NOTE:IntheAssemblyroundhearingrooms(225NW,328NW,300NE,415NW,400NE)itisoftensuitabletoprojectontothewallofthehearingroom,allowingforincreasedvisibility.

WHITEBOARDSANDMISCELLANEOUS

The Sergeant’s office has awhitewash board, a chalkboard, and a papercutteravailableforofficeuse.Markersanderasersarealsoavailableuponrequest. There are also some smaller items available as supplies such asstaplersandenvelopemoisteners.

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Phone Services

In the Legislature, voicemail and the ability toforwardcallstoanotherphonenumberexist.TheLegislative Hotline is also a number constituentscancalltofindoutwhotheirlegislatoris.

FORWARDINGCALLS

To forward your calls to another office the phone lines need to beprogrammed. If your phone lines are not already programmed to thenumber you wish to forward to, follow the steps listed below (officephonesmaybeprogrammedtogotovoicemailbydefault):

Lifthandset,anddepresstheCFVbutton

Dial*+118todeactivate

Dial*+135,andlistenfordialtone

Dialthetelephonenumber,andlistenforconfirmationtone

(onlythelast5digitsarenecessaryforstatenumbers)

Hangup

PressCFVbutton(oneveryphone)

NOTE:Toforwardacalloutsideofthestatesystem,thesequenceis“*”+135+“8”+ seven‐digit telephonenumber. If forwarding to callsoutsideofthe608areacode,youmustdial“*”+135+“9”,followedby“1”,areacodeandseven‐digitnumber.

Thesestepsmustbefollowedforeachindividualphoneline intheoffice.Toactivate,presstheCFVbuttonandthelightwillturnon.Oncethelightislit,theserviceisactivated.Thisneedstobepressedoneachphoneyou

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are forwarding. Todeactivate it, press theCFVbutton again. When thelightisoff,thephonesarenolongerforwarded.

WISCONSINLEGISLATIVEHOTLINE

TheWisconsin Legislative Hotline is located in the Assembly Sergeant’soffice.OuremployeesstafftheHotline.TheHotlineprovidesconstituentswith information pertaining to the legislature, such as their districtnumbers, the names, addresses, and phone numbers of their staterepresentatives and senators, and whether or not the legislature is insession.

HOTLINETELEPHONENUMBERS

LocalLine(Madisonarea):.……………........266‐9960

TollFreeLine:…………………….1‐800‐362‐9472

NOTE:Callscannotbetransferredtolegislativeoffices.

HOTLINEREPORT

Inquires received at the Hotline are tallied once aweek and sent out tolegislative offices. Should you have questions or concerns about theHotlinepleasefeelfreetocontactus.VOICEMAILSERVICE

Voicemail service is available to Legislative offices. For questions aboutthis service please contact theAssembly Chief Clerk’s office. Below aresomegeneralvoicemailinstructions. HowtoACCESS

Callyourvoicemailaccessnumber

Fromyourdesk:4‐6300 EnteryourPIN Fromanotherdeskinsidethesystem(Capitol):4‐6300 Pressthe*key EnteryourID‐10digitmailbox(phone)number EnteryourPIN

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Fromanyotherphone:(608)264‐6300ortollfree(800)862‐4594 Pressthe*key EnteryourID‐10digitmailbox(phone)number

EnteryourPIN

VOICEMAILSHORTCUTS

ACTION NUMERICAL

RECORD NAME 432

CHANGE PASSWORD 431

RECORD GREETING

PRIMARY 4131

ALTERNATE 4132

-BUSY 4134

-INTERNAL 4135

RETRIEVE MESSAGES (REPEAT) 1

SAVE MESSAGE 2

DELETE MESSAGE

REPLY

FORWARD

MARK AS NEW

3

4

5

6

REWIND ( 3 SECONDS) 7

PAUSE MESSAGE 8

MESSAGE PROPERTIES 9

SKIP MESSAGE/SUMMARY

BACK TO PREVIOUS MENU

#

*

AdditionaldetailedinformationontelephoneoperationisavailableintheAssemblyPolicyManual(includingconferencingacall,six‐wayconferences,transferring calls, forwarding calls, and telephone policies.) This PolicyManualsectioncanbeaccessedon‐lineintheOfficeLogisticsportionofthemanualontheChiefClerk’swebsite.

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Security CapitolPolice

LOCATION&PHONENUMBERS

TheCapitolPoliceDepartment is located inthebasementof theCapitol’snorthwing,roomB2N.Contactnumbersare:

PoliceDispatch...........……………………..6‐7700

Non‐Emergency……………………………...6‐8797

BUILDINGHOURSANDACCESS

ThefollowingarethebuildinghoursestablishedbytheCapitolPolice:

8:00a.m.–6:00p.m.,Monday–Friday*

8:00a.m.–4:00p.m.,SaturdayandSunday

*When the Legislature is in session the building can be accessed afterhoursandonweekendsattheMartinLutherKingJr.Boulevardentrance.Representatives and legislative employees can gain entry to the Capitoloutside of these set hours by obtaining a fob (access card) from theAssemblyChiefClerk’soffice.Fobswillallowafter‐hoursentranceontheground floor at theMartin Luther King Jr. BoulevardWisconsin Avenue,EastandWestWashingtonAvenueentrances.FortheAssembly,thesamecardcanbeusedtoaccesstheGEF1parkinggarage.

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CAPITOLEMERGENCIES

No two emergency situations are exactly the same. Having a goodunderstandingofsafetyandsecurityproceduresandanabilitytothinkonyourfeetaregoingtohelpintimesofneed.TheCapitolPoliceareheretoassistinkeepingeveryoneintheCapitolsafe.Asemployeesinthebuildingthere are a number of things we can do to help maintain safety in ourworkplaceaswell.Someoftheseinclude:

1) Familiarize yourself with the Safety and Security Guidelines for theBuilding. Know what to do in an emergency including where yourmeetinglocationsareforvariousemergencies.

2) Establishfloorleaderforevacuations. Includingaphonetree,e‐mail,and/ortexttreetocheckoneveryone’ssafetystatus.

3) ObtainandcarryCapitolPoliceissuedidentificationcard(contacttheChiefClerk’soffice toscheduleanappointment–bringalongdriver’slicensewhenscheduled).

4) Takepartinsafetytraining,suchasthatofferedbytheCapitolPoliceortheAmericanRedCross.

5) FamiliarizeyourselfwithwheretheAED,FirstAidkits,areasofrescue,andfirepullsarelocatedinthebuilding,andalsoknowwhoandhowtocontactforemergencies.

6) Prepareyourselfforemergencysituationsatworkandhome.Haveaplanandalternativesforactionswhenanemergencypresentsitself.

7) Know where duress buttons are located in your office and how toactivatethem.Takepartinregularlyscheduledtesting.

8) Have emergency phone numbers easy to access (Capitol Police canprovidestickersforphones).

9) Haveanofficeassessmentdone toseehowyourworkplacecouldbemadesafer.

10) Abidebybuildingsafetyandfirecodes.

11) Be aware of your situations and surroundings. Contact the CapitolPoliceassoonassomethingseemsoutoftheordinaryorconcerning.Weallneedtoworktogethertokeepourworkenvironmentsafe.

CAPITOLGUIDELINES

In 2008, Capitol Safety and Security Guidelineswere established for theCapitol.Thismanualwasupdatedin2014.Itprovidessafetyinformationandprocedures for thebuilding. It is important thatbuildingemployeesare familiar with protocols and procedures to maintain a safe work

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environment.Someoftheimportantinformationthisdocumentincludes:evacuation procedures, weather emergency procedures, bomb threats,weapons incidents, workplace violence, unwanted visitor, lost child,suspiciousletterorpackages.CopiesoftheseguidelinesarelocatedinthebackofyourAssemblyPolicyManual.

DURESSBUTTONS

In2012duressbuttonswere installed throughout theCapitolBuilding inanefforttomaketheCapitolasaferworkplace.Pleasefamiliarizeyourselfwithwherethesearelocatedinyourofficeandhearingrooms.Toactivatetheduressbuttonsinmostofficestheyareleveractivated.Hearingroombuttonsareactivatedbysimultaneouslypushingtwobuttons.

When activated a signal is sent to the Capitol Police dispatch centernotifyingthemof the locationtorespondto. Inanyduresssituation it isimportanttohavealternativeoptions.

DURESSBUTTONSTESTING

The Sergeant’s officewill beworkingwith the Capitol Police to conductroutine test of the duress system tomake sure everything is functioningproperly.

The Sergeant’s office along with a Capitol Police officer will make therounds of the building going floor by floor communicating with thedispatchcenterasbuttonsare tested. Thiswill alsogiveLegislatorsandtheir staffs the opportunity to practice operating the buttons. Yourassistanceintheseregulartestsisappreciated.

FIRECODE

The Fire Department periodically conducts onsite fire inspections in theState Capitol. The most common violation throughout the Capitol isutilizingpowerstripsandextensioncordsforsmallappliances.Firecodeprohibits powering appliance with extension cords or power strips, asappliances must be plugged directly into an outlet. Your assistance isappreciated.

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FIREARMSANDWEAPONSPOLICY

The State Capitol houses a number of different branches of governmentandeachhas itsownpolicyon firearms. FirearmsandweaponsarenotallowedintheofficeoftheCapitolPolicenortheSupremeCourt.BelowistheAssemblypolicyregardingcarryingconcealedweapons:

AssemblyGeneralPolicy

Except as provided below, an individual may carry a concealedweaponinanyspacewithintheStateCapitolthatisassignedtotheStateAssemblyortheStateAssembly’smembersorofficers,unlessthe individual is prohibited by law or Assembly policy fromcarryingtheconcealedweapon.

AssemblyRepresentativeOffices

AnAssembly representativemaypost a sign inaprominentplacenearthepublicentrancetotheoffice,statingaweaponrestrictionforthatoffice.TheChiefClerkshallprovideuniformsignageforusebyAssemblyrepresentativesunderthispolicy.

Representatives interested inposting can contact theSergeant’s office tohaveasignplaced(onthelowerlefthandcorneroftheglassoftheentrydoor.) The Senate policy is similar to the Assembly’s, with additionalprohibitionsintheirgalleries.

SAFETYTRAINING

The Capitol Police conduct a Safety in the Workplace training that isdesigned to help keep people in the Capitol safe. All employees areencouraged to attend this training when it is offered and familiarizethemselveswiththeCapitolSecurityandSafetyGuidelines.

OFFICEASSESSMENT

Asa followup to theSafetyTraining theCapitolPolice canconductindividualofficeassessmentsforthoseinterestedinwaystheycanmaketheirindividualworkplacessafer.

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TheCapitolPolicehavealsoofferedtraining inpotentially lifesavingCCR(Cardio Cerebral Resuscitation) with AED (Automated ExternalDefibrillator) and are currently developing a “De‐escalating HostilePersonsandPersonalProtection”training.

SESSION

ASSEMBLYSERGEANT’SROLEDuring session, the focus of the Sergeant’s office shifts from assistingoffices with their daily errands to assisting legislators on the AssemblyFloor.Asaresult,requestedofficeerrandsmayunfortunatelybedelayed.We rely on legislative offices to understand and cooperate with thissituation.WhentheLegislatureisinsessiontheSergeant’sofficewillhavepersonneldesignated to secure theAssembly Floor area. Our staff is also there toassistmembersandstaff.Onsessiondays,theAssemblyFloorisrestrictedto support staff (Chief Clerk, LTSB, Sergeant’s staff) and legislators.Legislative staff members are allowed in the Parlor, the Loggia and theLobby(mapfollows). IfastaffmemberneedstotalktoaRepresentativeorwants to send him or her a notewe are happy to assist. Our staff isdesignated to stand at the center Parlor doors and the front door of theChambershouldyouneedassistance.DuringaCalloftheHouse,theSergeant’sofficewillsecuretheperimeterof the Chamber area and also search formembers outside the Chamber.DuringaCallweappreciatemembers’ cooperationandprompt return totheAssemblyFloor.

RULES OF THE ASSEMBLY FLOOR

WHO’S ALLOWED ON THE FLOOR: Current legislators, constitutionalofficers,andformerlegislators(whoarenotlobbyists)areallowedontheAssemblyFloorduringsession.Inaddition,legislativestaffareallowedonthe flooruntilahalfhourbeforesessionbeginsand fifteenminutesaftersessionadjourns.

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WhentheAssemblyisinrecess(typicallyforthepurposeofcaucusing),wearestillinsession.DuringthistimetourandschoolgroupsareaskedtoviewtheAssemblyChamberfromtheGalleries.TourguideshavebeeninstructedontheseproceduresandhavekeystoaccesstheGalleryareasforthispurpose.Galleriesarealsosecuredwhileinrecess.WeaskthatmembersnotbringgroupsontotheAssemblyFloorduringarecess.IfyouwouldliketoshowagrouptheChamberweaskthatyoudoso from theAssembly Parlor orOuter Lobby (and not actually enter theChamber). Yourcooperationandassistanceinkeepingallofthememberdesksandpersonalbelongingssecureisappreciated.

WHERECONSTITUENTSAREALLOWEDDURINGSESSION:WhentheAssembly is convened in session, constituents visiting the Capitol areallowedtoviewtheproceedingsfromtheAssemblyGallery.Duringregularsessiondays(whentheOuterChamberisnotlockeddown)amembersofthepublicmayvisittheOuterLobbyoftheChamberwhenaccompaniedbyaLegislatororlegislativestaff.IfaLegislatorneedstostepawayfromthefloortomeetwithaconstituenttheymaydo so in theParlor as long as the guest is accompaniedby theLegislator and/or legislative staff at all times and is not a registeredlobbyist.

WHERE LOBBYISTS ARE ALLOWED DURING SESSION: When theAssemblyisinsessionregisteredlobbyistscanviewtheproceedingsfromtheAssemblyGalleryorintheOuterChamber(whenitisnotlockeddown)andaccompaniedbyaLegislatororlegislativestaff.WeaskthatlobbyistsnotbebroughtintotheAssemblyParloronsessiondays.

WHERE PRESS CONFERENCES ARE HELD DURING SESSION: PressconferencescannotbeheldintheAssemblyParlorwhiletheAssemblyisinSession. One of the other hearing rooms can be utilized for a pressconferencewhiletheAssemblyisconvened.

WHERE ARE PRESS ALLOWED DURING SESSION: In the AssemblyChamberstherearedesignatedareasforthemediaontheAssemblyfloor.*Should a Representative need to speak with a member of the mediaoutsideof theChamberweask that itnotbe in theAssemblyParlorandthat if in the Outer Lobby that cameras not be pointed towards theChamberwhileSessionisinprogress.

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*Designated areas change to accommodate coverage on big media days,suchastheStateoftheState.

WHERESTAFFAREALLOWEDDURINGSESSION:LegislativestaffareallowedintheGallery,theParlor,theLoggia,andtheOuterChamberareaduring session (a chart follows). Messengers are located at most entrypoints into the Chamber, and are available to deliver materials tolegislators on the Assembly Floor. Staff in the Loggia are to be in thedesignated viewing area (behind the red stanchions), and are not to bestandinganywhereinthesideorrearaislesoftheChamber.

GAININGACCESS:Legislativeemployeesarestronglyencouragedtoweartheirstate‐issuedidentificationcard,especiallyonSessiondays.ThisallowsmystaffandtheCapitolPolicetoreadilyidentifyandallowaccesstodesignatedareaswhendesired.IdentificationcardsareprovidedbytheCapitolPolice.AppointmentstoobtainonecanbemadebycontactingtheChiefClerk’soffice.

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Areasstaffareallowed: OuterChamber

(PleasewearStateIssuedId) Parlor Loggia* Gallery

Areaslobbyistsareallowed: OuterChamber** Gallery

Areasconstituents(non‐lobbyist)areallowed: OuterChamber** Gallery Parlor**

*OfficestaffarenotallowedontheAssemblyfloorsotoaccesstheLoggiaareapleasewalkthroughtheParlorandenterbythedoorsnear207West.

**When there are security risks theOuterChamber areamaybe lockeddownandnoguestswillbeallowedin.Otherwiseguestsintheseareashouldbeaccompanied.

Podium

Representatives

L

O

G

G

I

A

207

W

PARLOR

O

U

T

E

R

C

H

A

M

B

E

R

Key: = Designated areas where messengers are located to run errands for legislative staff to and from Representatives.

SESSIONDAYFLOORACCESSGUIDE

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Press

CAPITOLPRESSROOM

The Press Room is located in the round room located on second floorsouthwest of the Capitol (235 SW). The Sergeant’s office is available todistributepressreleasesinthepressboxes(“stuffingthepressboxes”).Tocomplete the errand, twenty‐five copies of a distribution areneeded. AlistoftheCapitolPressboxesfollows.

CAPITOLPRESSBOXESBelow is a list of the Capitol Press Boxes in the configuration they arearrangedinthePressRoom(235SW).

1 2 3

1

Wheeler Reports

Associated Press

Milwaukee Journal Sentinel

2

Wisconsin State Journal

Capital Times

Wisconsin Watch

3

CBS 58

WIBA Radio

Wisconsin Radio Network

4

WisPolitics.com

WISC-TV

Wisconsin Eye

5

WHA Radio

Wisconsin Taxpayers Alliance

6

Wisconsin Catholic

Newspapers

Wisconsin Jewish

Newspapers

7

State Archives

Fisher Financial

Matt Pommer

8

Chapter

12

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CAPITOLCORRESPONDENTSLIST

PRINTEDPRESS

AppletonPostCrescent fax:noneGeneralNews920‐993‐[email protected] fax: 255‐8105255‐3679 ScottBauer [email protected] [email protected] fax:258‐3029257‐4712Editor‐in‐Chiefext.101 [email protected] fax:252‐6445/258‐8028252‐6429(pressroom–mainline)JessicaVanEgeren252‐[email protected]‐6438 [email protected](call before)FAX:920‐431‐8379NewsroominGreenBay1‐800‐510‐5353(NoMadison‐basednewsreporter)Isthmus fax:251‐2165JudithDavidoff251‐5627(ext.142)[email protected] fax:258‐2260258‐2262/258‐2274 JasonSteinc:338‐8241 [email protected]:235‐7686 [email protected] fax:NoneThomGerretsen715‐389‐[email protected] fax:287‐0136287‐0130 allat:wheeler@thewheelerreport.comGwynGuentherTrevorGuentherWis.CatholicNewspapers fax:257‐0376JohnHuebscher257‐[email protected] fax:258‐8028DeeHall252‐6132 [email protected]‐6122 [email protected]

Wispolitics.com fax:441‐8419441‐8418JRRoss,Editor [email protected] [email protected],Reporter [email protected] Schramm, Ad/Subscriber info and WisBusinesseditor213‐4467 [email protected]

RADIO

WIBARadio(Madison) fax:276‐9422RobinColbert271‐6397 [email protected]‐mail [email protected](CorrespondentforWTMJ‐Milwaukee&Wis.RadioNetwork)WisconsinPublicRadio FAX:263‐5838265‐4358/263‐7985(newsroom)ShawnJohnsonFax:263‐9186 [email protected](backupreporter) [email protected](backupreporter) [email protected],NewsDirector [email protected] WisconsinRadioNetwork fax:251‐7233251‐3900 AndrewBeckett [email protected],NewsDirector [email protected] [email protected] [email protected](Madison) fax:826‐1246KittyDunn826‐0077 [email protected]

TELEVISON

WisconsinPublicTelevision fax:263‐1952263‐2121(maingeneralnumber) KathyBissen263‐8496 [email protected]‐[email protected]‐5628 [email protected]‐6023 [email protected]‐4599 [email protected] [email protected] (ExecutiveProducer)JoelWaldinger890‐2840 [email protected](“InWisconsin”Producer)WISC‐TV(Madison) FAX:271‐0800JessicaArp,Reporter277‐5249 [email protected] Benedict, News Director 277-5249 [email protected] WKOW–TV(ABC27)(Madison) FAX:274‐9569273‐2727TonyGalli [email protected] [email protected] [email protected] [email protected],NewsDirector [email protected]–TV(NBC15)(Madison) FAX:271‐5194274‐1500RyanLobenstein [email protected] [email protected]

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Chapter

13Downtown Map

70

Index (page numbers)

AAccess, Floor 63-65

Activity Booklets 48

Address - Capitol 36

Applications

Job 5-6

Facility 18-21, 23-25

Assembly Rooms 22

Assessment, Office 62

Assignments, Room 23

Availability, Rooms 18-21

BBiennium Information 30-35

Deliveries 30-31

Door Lettering 31

Bill Folders 48

Blue Book 30

Delivery 30

Envelopes 11

Mailing 39-40

Bomb Threat 60-61

Building Hours 59

Bulk Mail 38-41

Buttons, Duress 61

CCalendar - Rooms 19-20

Call of House 63

Call Forwarding 56-57

Capitol 36

Addresses 36

Correspondents 67-68

Emergencies 60

“Headlines” 49

Police 59-63

Guidelines 60-61

Carts 54

Citations 49

Committee Hearings 21-28

Availability 18-21

Designation 23-24

Notice 24-25

Reservations 23-25

Rooms 22-23

Setup 25-28

Slips 25

Special Needs 27-28

Staff 26-27

Commodities 48-55

Computers 35

Contacts 4

Copier 12-13

Paper 13

Repair 13

Copying 12-13

Correspondents 67-68

DDeliveries - Biennium 30-31

Delivery Address 36

Disruption, Work 60-62

Distant Deliveries 49

Distributions 16-17, 37

Floor 16

Hand 17

Mail 37

Urgent 17

Docucenters 12

Door Lettering 31

Downtown Map 69

Dry Cleaning 49

Duress Buttons 61

Duress Button Testing 61

Duties – Sergeant 1-2

EEasels 54

Emergency 60

Employment 5-6

Equipment 53-55

Errands 7-17, 49, 67

Distant 49

Improper 8

Instructions 7-8

Labeling 8-9

Locations 69

Lunch 9-10

Press Boxes 67

Session 9

Urgent 8-9

Even/Odd Weeks 23-24

FFacility Use 18-29

Fax 13-15

Numbers 13

Repair 13

71

Faxing 13-15

Incoming 13

Outgoing 14-15

Fed Ex, sending by 38

Fire Code 61-62

Firearms Policy 62

Flags 50

Floor 63-65

Access 63-65

Distributions 16

Forward Phone 56-57

Full Time Staff 4

Furniture 31-32

GGuests - Session 64-65

HHABBL 50

Hearings – Committee 21-28

Availability 18-21

Notice 24-25

Phone Numbers 22

Protocol 27

Reservation 23-25

Rooms 22

Scheduling 18-20, 23-25

Setup 25-27

Slips 25

Special Needs 27-28

Staff 26-27

Hearing Rooms 18-29

Highway Maps 53

Holidays 3-4

Hotline 57

Hours – Sergeant’s Office 3

IImproper Errands 8

Incoming Faxes 13

In-House Mail 37

JJob Application 6

KKeys 35

LLabeling Errands 8-9

Lettering - Door 31

List - Supplies 11

Lunch Errands 9-10

MMail 36-47, 49, 61

Addresses 36

Bulk 38-41

Charges 38, 39, 40

Compatibility 40-41

Deadlines 37-38

Distributions 37

Delivery 37

Outgoing 37

Packages 38, 40

Padded Envelopes 11, 49

Blue Book 11

Citation 11, 49

Pickup Times 37-38

Suspicious 61

Maps 52-53, 66, 69

Downtown 69

Parking 52

Session 66

Highway & Wall 53

Moves 33-35

Computers 35

DOA Charges 34

Keys 35

Office 33-35

Phones 35

NNetwork Printing 12

Newsletters 42-47

Contacts 47

Costs 42-43

Delivery 45-46

Lists 45

Packaging 46

Planning 44-45

Postal Patron 43-44

Preparation 44-47

Printing 45

Processing 46

Notice 45

Requirements 42-43

Transportation 46

Newspapers 17

Notice of Broadcast 26

Notice of Hearing 26

OOdd/Even Weeks 23-24

Office

Assessment 62

72

Closed (Sergeant’s) 3-4

Equipment 53-55

Hours (Sergeant’s) 3-4

Moves 33-35

DOA Charges 34

Keys 35

Phones 35

Computers 35

Operation – Sgt. Ofc. 1-4

Security 17

Sergeant’s 3-4

On-line Calendar 19-20

Out-of-Town Hearing 27-28

PPadded Envelopes 11, 49

Blue Book 11

Citation 11, 49

Paperless Storage 15

Parking 50-52

Access 51

Assignment 50-51

Enforcement 51

Map 52

Permit 51

Phone

Books 53

Forwarding 56-57

Hearing Rooms 22

Moves 35

Numbers, Sgt. Staff 4

Services 56-58

Pictures 33-34

Podium 54

Police 59-63

Disruption 60-61

Security 59-63

Posters 33

Press

Boxes 67

Conference 20-21

List 67-68

Printing - Network 12

Priority

Errands 8-9

Rooms 18-19

Protocol - Flags 50

Protocol – Hearings 27

RRMS 19-20

Receiving Faxes 13

Responsibilities (Sgt’s staff) 4

Room Reservation 18-29

Assignments 23-24

Availability 18-21

Committees 23-25

List of Rooms 22-23

Phone Numbers 22-23

Press Conference 20-21

Priority 18-19

Requests 18-29

Rules 21-22

School Group 21

Room Use Policy 28-29

Rule 6 – Duties (Sgt’s) 1-2

Rules

Floor 63-65

Hearing Rooms 21-22

Rush Errands 8-9

SSafety Training 62

Scanning 15

Scheduling Rooms 18-21, 24-25

School Groups 21

Security 59-66

Disruption 60

Office 17

Police 59-63

Suspicious Mail 61

Threatening Call 60-61

Senate Rooms 23

Sending 12, 14-15

Faxes 14-15

Print Jobs 12

Sergeant’s Role 1-2

Services, Phone 56-58

Session 9, 63-65

Errands 9

Map 65

Rules of the Assembly Floor 63-65

Sergeant’s Role 63

Shortcut, Voicemail 58

Statutes 31

Hardcover 31

Softcover 31

Staff

Door Lettering 31

Sergeant’s staff 4

Stamps 52

Supplies 10-11

List 11

73

TTelephone Books 53

Tenant Manual 33

Threatening Calls 60-61

Televisions 55

UUrgent Distribution 17

Usage Agreement 53-54

VViewing Screen 55

Voicemail 57-58

Shortcuts 58

W‐ZWeekend Events 28-29

White Board 55

Wisconsin Blue Book 30,

39-40, 48

Wisconsin Eye 26

“Xerox” Machines 12-13

“Xerox” Paper 13

Manual 2015 Final - Wisconsin Legislature · Service Guide. WISCONSIN STATE ASSEMBLY ASSEMBLY...

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Transcript of Manual 2015 Final - Wisconsin Legislature · Service Guide. WISCONSIN STATE ASSEMBLY ASSEMBLY...