[Congressional Record Volume 144, Number 136 (Friday, October 2, 1998)]
[Senate]
[Pages S11360-S11365]
From the Congressional Record Online through the Government Publishing Office [www.gpo.gov]




    AMENDMENT TO VARIOUS REGULATIONS OF THE COMMITTEE ON RULES AND 
                             ADMINISTRATION

 Mr. WARNER. Mr. President, I would like to give notice to 
Members and staff of the Senate that the Committee on Rules and 
Administration has approved amendments to four Committee regulations, 
as noted below.
  A. Committee Regulations Governing Franked Mail were amended by 
adding the following:
  In section 8 (c), add the phrase ``in excess of 500 notices per town 
meeting'' after the phrase ``Town meeting notices'', so that it reads 
``Town meeting notices in excess of 500 notices per town meeting may 
not be sent fewer than 60 days immediately before the date of any 
primary or general election (whether regular, special, or runoff) for 
any Federal, State, or local office in which a Member of the Senate is 
a candidate for election, unless the candidacy of the Senator in such 
election is uncontested.
  EXPLANATION: The statutory prohibition on mass mailing (2 USC 3210) 
prohibits mailings in excess of 500 and completely exempts town meeting 
notices from this restriction. However, Committee regulations 
prohibited the use of town meeting notices during the 60 day period 
before a primary or general election regardless of the number of such 
notices that might be sent. This created the anomaly that a member may 
send less than 500 letters which include notice of a town meeting but 
may not send a simple, and less costly, town meeting notice. This 
amendment will permit town meeting notices less than 500 in number 
during the 60 day moratorium period.
  A copy of the Committee Regulations Governing Franked Mail, as 
amended, is at attachment A.
  B. Committee Public Transportation Subsidy Regulations for the United 
States Senate were amended by substituting as follows:
  Substitute $40 for $21 in the first sentence of section 2 of so that 
it reads ``. . .a value not exceeding $40.00 per month.''
  EXPLANATION: Committee regulations implementing the Tax Reform Act of 
1986 authorize $21 per month as a tax free ``de minimis fringe 
benefit'' for employees using public transportation. This amount has 
not been increased since 1992. This amendment increases the benefit to 
$40, which approximates the average subsidy given by federal agencies 
within the DC area.
  A copy of the Committee Public Transportation Subsidy Regulations, as 
amended, is at attachment B.
  C. Committee Regulation For The Display Of Flags and State Seals In 
the Hallways Outside Senators' Offices was amended by deletion and 
substitution as follows:
  Delete current paragraph one and substitute the following: Two wooden 
flagpoles, 8 feet in heights by 1-5/32'' in diameter, mounted in bright 
brass finished stands weighing at least 15 pounds, for flying 3 foot by 
5 foot state and United States flags, at the Senator's option, are 
permitted in the hallway outsides a Senator's office. The flagpoles and 
stands must be placed inside the office at night.
  EXPLANATION: Committee regulations currently permit only one flag, 
either the United States or individual state flag, to be flown outside 
a member's office. This amendment will permit the flying of both the 
United States and the individual state flags outside a member's office.
  A copy of the Committee Regulation For The Display Of Flags and State 
Seals In the Hallways Outside Senators' Offices, as amended, is at 
attachment C.
  D. Committee Regulations Governing Advance Payments were amended by 
adding new section (k) as follows:
  (k) state office rents, up to 1 year in advance
  EXPLANATION: Committee regulations permited advance payment of 
numerous obligations but did not include advance payments for state 
office rents. This amendment authorizes a 1 year advance payment for 
state office rents to facilitate the processing of rent vouchers in a 
timely manner, consistent with good business practices.
  A copy of the Committee Regulations Governing Advance Payment, as 
amended, is at attachment D.
  I ask that the regulations be printed in the Record.
  The Regulations follow:

                              ATTACHMENT A

                  Regulations Governing Official Mail

 (Adopted by the Committee on Rules and Administration, United States 
        Senate, October 30, 1997; Amended on September 30, 1998)


                              DEFINITIONS

       Sec. 1. As used in these regulations--
       (a) the term ``election fiscal year'' means a Federal 
     fiscal year in which regular biennial general elections of 
     Senators are held;
       (b) the term ``final printing and mailing clearance'' means 
     an approval of a blue line, color key, or other page proof 
     giving final authorization to print and mail material 
     submitted by a Senate office to the Sergeant at Arms;
       (c) the term ``franked mail'' as defined in section 3201(4) 
     of title 39, United States Code means: ``. . . mail which is 
     transmitted in the mail under a frank.''
       (d) the term ``mass mailing'' as defined in section 
     3210(a)(6)(E) of title 39, United States Code, as amended by 
     the Legislative Branch Appropriations Act, 1995 (P.L. 103-
     283) means: ``. . . with respect to a session of Congress, a 
     mailing of more than five hundred newsletters or other pieces 
     of mail with substantially identical content (whether such 
     mail is deposited singly or in bulk, or at the same time or 
     different times), but does not include any mailing--(i) of 
     matter in direct response to a communication from a person to 
     whom the matter is mailed; (ii) to other Members of Congress, 
     or to Federal, State, or local government officials; or (iii) 
     of a news release to the communications media; or (iv) of a 
     town meeting notice, but no such mailing may be made fewer 
     than 60 days immediately before the date of any primary 
     election or general election (whether regular, special, or 
     runoff) for any Federal, State, or local office in which a 
     Member of the Senate is a candidate for election, or (v) of a 
     Federal publication or other item that is provided by the 
     Senate to all Senators or made available by the Senate for 
     purchase by all Senators from official funds specifically for 
     distribution.'' With respect to (i), a franked mailing made 
     specifically and solely in response to, and mailed not more 
     than 120 days after the date of receipt of a written request, 
     inquiry, or expression of opinion or concern from the person 
     to whom it is addressed is not a mass mailing. S.Res. 212 
     (101st Congress)
       (e) the term ``name addressed mail'' means any mailing sent 
     to named individuals at specific addresses;
       (f) the term ``newsletter'' means any professionally 
     photocomposed mailing consisting of documents which set 
     forth, in textual and graphic form (or both), factual 
     information and commentary on prospective, pending, or past 
     issues of public policy;
       (g) the term ``non-election fiscal year'' means a Federal 
     fiscal year other than an election fiscal year;
       (h) the term ``postal patron mail'' means any mailing 
     prepared and mailed pursuant to section 3210(d) of title 39, 
     United States Code;
       (i) the term ``official mail costs'' means the equivalent 
     of--
       (1) postage on, and fees and charges in connection with, 
     mail matter sent through the mail under the franking 
     privilege; and

[[Page S11361]]

       (2) the portions of the fees and charges paid for handling 
     and delivery by the Postal Service of mailgrams considered as 
     franked mail under section 3219 of title 39, United States 
     Code; and
       (3) and all other official mail other than the franking 
     privileged as defined in section 58(a)(3)(B) and (C) of title 
     2, United States Code.
       (j) the term ``opinion survey'' means any assemblage of 
     mass mailings and related individual mailings, including, but 
     not limited to, survey questionnaires, pre-survey letters, 
     response forms, follow-up letters, and instructions that are 
     sent to a sample group of individuals for the purpose of 
     obtaining a reliable estimate of the opinion of the 
     population from which the survey sample is drawn and are 
     processed in accordance with the ``Guidelines for Opinion 
     Surveys'' issued by the Committee on Rules and Administration 
     in September 1979.
       (k) the term ``Senate office'' means the Vice President of 
     the United States, a United States Senator, a United States 
     Senator-elect, a committee of the Senate, the Joint Committee 
     on Printing, the Joint Economic Committee, an officer of the 
     Senate, or an office of the Senate authorized by section 
     3210(b)(1) of title 39, United States Code, to send franked 
     mail.
       (l) the term ``town meeting notice'' means any mailing 
     which relates solely to a notice of the time and place at 
     which a Senator or a member or members of his or her staff 
     will be available to meet constituents regarding legislative 
     issues or problems with Federal programs. The notice may 
     include a short description as to the subject matter or 
     purpose of the town meeting and an official photo in the 
     banner of the notice.
       (m) the term ``prepared'' means all necessary preparation 
     prior to mailing; including the production of additional 
     copies of a mailing, the folding of the mailing, and 
     inserting of the mail into envelopes.


            POSTAL ALLOCATIONS FOR NON-ELECTION FISCAL YEARS

       Sec. 2. (a) With respect to a nonelection fiscal year, as 
     soon as practicable after the enactment of the appropriation 
     for Senate franked mail costs for such year, the Committee on 
     Rules and Administration shall determine the following 
     amounts:
       (1) The amount that has been appropriated for franked mail 
     costs of the Senate for the nonelection fiscal year.
       (2) The amount necessary to be reserved for contingencies, 
     which shall not exceed 10 percent of the amount determined 
     pursuant to paragraph (1).
       (3) The amount necessary for franked mail costs of Senate 
     offices other than Senators for the nonelection fiscal year.
       (4) The amount necessary for each Senator to send one 
     State-wide postal patron mailing, based on total addresses in 
     each state.
       (5) 1/3 of the amount appropriated in (2)(a)(1), after 
     deducting the amount necessary for contingencies and offices 
     other than Senators.
       (6) The amount which may be available for allocation to 
     Senators, when the amount in (2)(a)(5) and amounts in 
     (2)(a)(2) and (2)(a)(3) are subtracted from the amount 
     appropriated for official mail paragraph (2)(a)(1).
       (7) The factor to be used to equitably distribute remaining 
     appropriated funds, determined by dividing the amount in 
     paragraph (2)(a)(6) by the sum of the amounts in paragraph 
     (2)(a)(4).
       (b) As soon as practicable after making the determination 
     described in section (a), the Committee on Rules and 
     Administration shall make the following allocations:
       (1) The allocation to Senate offices (other than a Senator 
     personal's office) for the nonelection fiscal year
       (2) The allocation for contingencies,
       (3) The allocation to each Senator--
       (A) to include the amount determined subsection (2)(a)(5), 
     divided by 100, establishing the base amount for each office 
     plus,
       (B) the amount to be allocated to each Member, determined 
     by multiplying each amount in (2)(a)(4) by the prorated 
     percentage determined in subsection (2)(a)(7).


              POSTAL ALLOCATIONS FOR ELECTION FISCAL YEARS

       Sec. 3. (a) With respect to an election fiscal year, as 
     soon as practicable after the enactment of the appropriation 
     for Senate franked mail costs for such year, the Committee on 
     Rules and Administration shall determine the following 
     amounts:
       (1) The amount that has been appropriated for franked mail 
     costs of the Senate for the election fiscal year.
       (2) The amount necessary to be reserved for contingencies, 
     which shall not exceed 10 percent of the amount determined in 
     paragraph (3)(a)(1).
       (3) For the election fiscal year, the amount necessary for 
     franked mail costs of Senate offices other than Senators and 
     Senators-elect.
       (4) 1/3 of the amount appropriated in (3)(a)(1), after 
     deducting the amount necessary for contingencies and offices 
     other than Senators.
       (5) The amount which may be available for allocation to 
     Senators, for an election fiscal year, when the amount in 
     (3)(a)(4), and the amounts in (3)(a)(2), and (3)(a)(3) are 
     subtracted from the amount appropriated for official mail, 
     paragraph (3)(a)(1).
       (6) For the period beginning on the date immediately 
     following the date of the general election and ending January 
     3 of the election fiscal year, 10 percent of two-twelfths of 
     the full funding amount necessary for each Senator-elect to 
     send one state-wide postal patron mailing.
       (7) For the period January 3 through September 30 of the 
     election fiscal year, 75 percent of the full funding amount 
     necessary for each newly-elected Senator to send one state-
     wide postal patron mailing.
       (8) For the period October 1 through January 3 of the 
     election fiscal year, 25 percent of the full funding amount 
     necessary for each Senator whose service as a Senator will 
     end on January 3 of the election fiscal year to send one 
     state-wide postal patron mailing.
       (9) For the period January 3 through April 3 of the 
     election fiscal year, 10 percent of 25 percent of the full 
     funding amount necessary for each Senator whose service as 
     a Senator will end on January 3 of the election fiscal 
     year to send one state-wide postal patron mailing.
       (10) For the election fiscal year, the full funding amounts 
     necessary for each Senator, other than those Senators whose 
     terms of service as Senators will begin or end on January 3 
     of the election fiscal year, to send one state-wide postal 
     patron mailing.
       (11) The factor to be used to equitably distribute 
     remaining election fiscal year appropriated funds, determined 
     by dividing the amount in paragraph (3)(a)(5) by the sum of 
     the amounts in paragraph (3)(a)(6) through (3)(a)(10).
       (b) As soon as practicable after making the determination 
     described in subsection (b), the Committee on Rules and 
     Administration shall make the following allocations:
       (1) The allocation to a Senate office (other than a Senator 
     or Senator-elect) for the election fiscal year.
       (2) The allocation for contingencies,
       (3) The allocation to each Senator--
       (A) to include the amount determined in subsection 
     (3)(a)(4), divided by 100, establishing the base amount for 
     each office (\3/4\ of the individual amount to Senators-
     elect, and \1/4\ to departing Senators), plus,
       (B) the amount determined in (3)(a)(5), allocated;
       (i) To each Senator referred to in (3)(a)(6), adjusted by 
     the amount determined in (3)(a)(11).
       (ii) To each Senator referred to in (3)(a)(7), adjusted by 
     the amount determined in (3)(a)(11).
       (iii) To each Senator referred to in (3)(a)(8), adjusted by 
     the amount determined in (3)(a)(11).
       (iv) To each Senator referred to in (3)(a)(9), adjusted by 
     the amount determined in (3)(a)(11).
       (v) To each Senator referred to in (3)(a)(10), adjusted by 
     the amount determined in (3)(a)(11).


                USES OF FUNDS RESERVED FOR CONTINGENCIES

       Sec. 4. The amounts described in sections 2(a)(2) and 
     3(a)(2) shall be available for distribution by the Committee 
     on Rules and Administration only for--
       (a) providing a Senator appointed to complete the term of a 
     Senator who dies or retires with an allocation for the fiscal 
     year in which such appointment is effective;
       (b) providing the Secretary of the Senate with sufficient 
     postage to send franked mail as provided for by section 3218 
     of title 39, United States Code; and
       (c) reimbursing a Senator for a charge to the Senator's 
     allocation for franked mail costs when the charge is the 
     result of an error on the part of an office of the Sergeant 
     at Arms.


                    COST DETERMINATION AND REPORTING

       Franked Mail, Mass Mail, Mail Prepared Pursuant to Section 
     9 of these Regulations
       Sec. 5. (a)(1) The postage on all franked mail shall be 
     determined by the Senate Customer Service Records Section and 
     reported to the U. S. Postal Service. State offices must 
     advise their D.C. offices of their frank mail counts on a 
     monthly basis. By the 5th of each month, the D.C. offices 
     will inform the Service Department of these counts. Timely 
     and accurate reports are required to ensure proper accounting 
     of franked mail.
       (2) Not more than 250 extra copies of a mass mailing 
     printed with the frank may be returned to an office for 
     distribution in reception rooms and at town meetings. 
     Additional copies, printed without the frank, may be 
     requested on a separate work order.
       (3) No mass mailing and no mailing prepared pursuant to 
     section 9 shall be mailed until the density analysis, 
     indicating the total number of pieces to be mailed and the 
     locations to which they will be mailed, has been approved by 
     the office for which the mail is being sent. Such approval 
     shall be signified by signing a statement of approval on the 
     density analysis sheet. The approved copy of the density 
     analysis shall be retained by the Customer Service Records 
     Section with the work order and a copy of the mail matter.
       (4) Before processing a request for a mass mailing 
     submitted by a Member office, the Sergeant at Arms shall 
     determine: (1) the postage cost of the mailing, and (2) that 
     the postage cost of the request, when added to costs incurred 
     or encumbered for mass mailings by that Member in the fiscal 
     year, will not exceed the amount ($50,000) allowed for mass 
     mailings by each Member each fiscal year. (P.L. 103-283) If 
     the requested mailing exceeds that amount, the Sergeant at 
     Arms shall notify the Member and take no further action on 
     the request.
     Record Keeping
       (b)(1) The Sergeant at Arms shall maintain records of the 
     following information for each Senate office to which postage 
     allocations are applicable.

[[Page S11362]]

       (A) The amount of the allocation for franked mail costs.
       (B) Each amount of franked mail cost determined pursuant to 
     this section.
       (C) The amount of the allocation for franked mail costs for 
     such Senate office which remains after the amounts described 
     in paragraph (B) is added to or subtracted from, as 
     appropriate, the amount described in paragraph A.
       (2) The Sergeant at Arms shall provide offices with monthly 
     reports on the status of their postal allocations.
       (3) The Sergeant at Arms shall provide to each Member a 
     monthly report detailing the postage costs associated with 
     franked mailings and mass mailings, and shall provide the 
     office of the Financial Clerk of the Senate a monthly 
     certification of franked mailing and mass mailing costs for 
     each Member. The Financial Clerk of the Senate shall debit 
     these costs from the respective expense accounts for such 
     franked mailing and mass mailing, and issue a check in 
     payment.
     Publication of Mass Mail Costs
       (c) Two weeks after the close of each calendar quarter, or 
     as soon as practicable thereafter, the Sergeant at Arms and 
     Doorkeeper of the Senate shall send to each Senate office a 
     statement of the cost of postage and paper and of the other 
     operating expenses incurred as a result of mass mailings 
     processed for such Senate office during such quarter. The 
     statement shall provide information regarding the cost of 
     postage and paper and other costs, and shall distinguish the 
     costs attributable to mass mailings. The statement shall also 
     include the total cost per capita in the State. A compilation 
     of all such statements shall be sent to the Senate Committee 
     on Rules and Administration. A summary tabulation of such 
     information shall be published quarterly in the Congressional 
     Record and included in the semiannual Report of the Secretary 
     of the Senate. Such summary tabulation shall set forth for 
     each Senate office the following information: the Senate 
     office's name, the total number of pieces of mass mail mailed 
     during the quarter, the total cost of such mail, and, in the 
     case of Senators, the cost of such mail divided by the total 
     population of the State from which the Senator was elected, 
     and the total number of pieces of mass mail divided by the 
     total population of the State from which the Senator was 
     elected, and the allocation made to each Senator from the 
     appropriation for official mail expenses.


                      PREPARATION OF OFFICIAL MAIL

       Sec. 6. (a) All mass mailings shall be submitted to and 
     mailed by the Sergeant at Arms and shall be charged against 
     the Senator's Official Personnel Office Expense Account, 
     pursuant to the Legislative Branch Appropriations Act, 1995 
     (P.L. 103-283). All mailings are to be presented to the 
     Sergeant at Arms for accountability prior to mailing. Such 
     mailings shall not exceed total postage cost of $50,000 in 
     any fiscal year, and must adhere to all regulations 
     pertaining to mass mailings.
     Two Sheet Limit
       (b) A mass mailing by a Senator shall not exceed 2 sheets 
     of legal size paper (or their equivalent), including any 
     enclosure that--
       (1) is prepared by or for the Senator who makes the 
     mailing; or
       (2) contains information concerning, expresses the views 
     of, or otherwise relates to the Senator who makes the 
     mailing.
     Taxpayer Expense Notice
       (c) Each mass mailing by a Senate office shall contain the 
     following notice in a prominent place on the bottom of the 
     cover page of the document: ``PREPARED, PUBLISHED, AND MAILED 
     AT TAXPAYER EXPENSE.'' The notice shall be printed in a type 
     size not smaller than seven point.
     Mail to be Mailed under the Frank
       (d) All mass mailings by Senate offices shall be mailed 
     under the frank.
       Mail to be Mailed by the Sergeant at Arms.
       (e) The following mail matter shall be mailed through the 
     Sergeant at Arms--
       (1) All mass mailings by Senate offices, whether printed on 
     the Sergeant at Arms high speed laser printers or elsewhere.
       (2) All mail prepared pursuant to section 9 of these 
     regulations.
     Town Meeting Notices
       (3) Town meeting notices shall be processed as postal 
     patron mail, unless sending name addressed mail to selected 
     persons in the area served by the town meeting would be 
     more economical, or the town meeting is to be on a subject 
     or subjects that would not be of interest to all the 
     people who would receive a postal patron mailing. Town 
     meeting notices may not be mailed in franked envelopes.
       (4) All franked and mass mail sent from D.C. offices, 
     including flats and parcels, and constituent response mail 
     and comparable mail prepared through an offices' Office 
     Automation System shall be picked up by the Senate Post 
     Office and delivered by the Senate Post Office to the 
     Sergeant at Arms.
       (5) Constituent response mail mailed through the Sergeant 
     at Arms shall be sorted and bundled by zip code and endorsed 
     with the most economical rate unless otherwise specified by 
     the Senator for whom the mail is mailed. Senators may specify 
     that such mail be endorsed ``AUTO PRESORT'' or ``BLK. RATE.''
     Survey Questionnaires
       (f) Mass mailings, other than opinion surveys, shall not 
     contain franked response cards or forms. Any mass mailing 
     containing a questionnaire shall contain instructions to the 
     recipients on how to properly return their responses.
     Rates and Endorsements
       (g) (1) Name addressed mass mailings shall be sent at the 
     lowest postal rate for which the mail qualifies, unless the 
     office for whom the mail is being mailed directs, in writing, 
     that it be mailed at a higher rate.
       (2) Bulk rate mail will have no endorsement other than 
     ``BLK RATE'' or ``AUTO PRESORT.''
     Pictures of Missing Children
       (h)(1) Unless (i) a Senator, committee chairman, or other 
     office head for whom a mass mailing or automated mail system 
     mailing is being sent directs that such picture and 
     information not be printed on a particular mailing, or (ii) 
     the Sergeant at Arms finds, with respect to any or all of the 
     mass mailings in a period of time, that the printing of such 
     pictures and information will significantly slow the 
     processing of the mail, all mass-mailings that are mailed as 
     self-mailers shall bear on the address panel a picture of and 
     information about a missing child in accordance with this 
     subsection, and all letters prepared, folded, inserted in 
     envelopes, and mailed by the Sergeant at Arms shall be 
     inserted in window envelopes bearing the picture of and 
     information about the same missing child whose picture 
     appears on mass mailings during the same work-week. No other 
     official mail of the Senate shall be used for the mass 
     dissemination of pictures of, and information about, missing 
     children.
       (2) Only pictures of, and information about, missing 
     children that are provided by the National Center for Missing 
     and Exploited Children (hereinafter in this section referred 
     to as the Center) are to be printed on mass mail and 
     envelopes subject to this section. The Sergeant at Arms shall 
     be the liaison with the Center for obtaining such pictures 
     and information.
       (3) The Sergeant at Arms and the Director of the Center or 
     his or her designee shall make arrangements for the Sergeant 
     at Arms to periodically receive photographs of and 
     information about a missing child for each State from which 
     the Center has such photographs and information.
       (4) The pictures of, and information about, missing 
     children shall be made part of the printing plates prepared 
     for mailings subject to this section. To the greatest extent 
     possible, mail prepared for a Senator shall bear the 
     photograph of, and information about, a missing child from 
     the Senator's State.
       (5) Whenever information is received from the Center that a 
     child has been found whose picture and information are 
     currently being printed on Senate mail, the Sergeant at Arms 
     shall determine whether or not printing plates currently in 
     use or awaiting use shall be discarded and new plates 
     prepared. Whenever information is received from the Center 
     that a child has been found whose picture and information 
     were previously printed on Senate mail, the Sergeant at Arms 
     shall notify offices on whose mail such picture and 
     information were printed, and such offices shall destroy any 
     extra copies of such mail that are on hand.
       (6) The Sergeant at Arms shall transmit to the Center at 
     the end of each month a list of the mass mailings and 
     automated mail system letters mailed that month indicating 
     for each mailing the State to which mailed, the number of 
     pieces, and the child whose picture appeared thereon.


                    ORANGE BAG MAIL AND EXPRESS MAIL

     Orange Bag Mail
       Sec. 7. (a) Orange bags are used by offices only for intra-
     office mail from Washington, D.C. to State offices. These 
     bags are charged at priority rates. (Orange bags used by 
     state offices are only for transportation of franked mail to 
     the Post Office).
     Express Mail
       (b) The frank may not be used for express mail. Expenses 
     for non-frankable official mail, such as Express mail, 
     Overseas mail, Registered and Certified mail, etc., may be 
     defrayed from any source of funds only as provided by 
     subsections (d) and (I) of section 311 of the Legislative 
     Branch Appropriations Act of 1991, Public Law 101-520. 
     Offices are advised that the Senate Post Office has created a 
     system through which offices may present express mail, 
     together with an authorization card similar to the cards used 
     to purchase office supplies from the Keeper of Stationery, 
     and have the cost of the express mail charged to the office's 
     official office expense account. Offices choosing to use 
     express mail originating outside Washington may establish 
     commercial accounts with the U.S. Postal Service instead of 
     pre-paying each mailing.


RESTRICTION ON THE USE OF MASS MAIL AND TOWN MEETING NOTICES PRIOR TO A 
              PRIMARY OR BIENNIAL FEDERAL GENERAL ELECTION

       Sec. 8. (a) No Senator may send mass mailings during the 
     period beginning 60 days before the date of any biennial 
     Federal general election. The 60-day pre-election moratorium 
     on mass mailings does not apply to a committee when such mass 
     mailings are mailed under the frank of the Chairman and 
     relate to the normal and regular business of the committee.
       Use of mass mail by Senators who are candidates is further 
     restricted (unless the Senator's candidacy has been certified 
     as uncontested pursuant to procedures of the Committee on 
     Rules and Administration):
       (b) Mass mailings may not be sent fewer than 60 days 
     immediately before the date of

[[Page S11363]]

     any primary or general election (whether regular, special, or 
     runoff) for any Federal, State, or local office in which a 
     Member of the Senate is a candidate for election, unless the 
     candidacy of the Senator in such elections is 
     uncontested.correctmail
       (c) Town meeting notices in excess of 500 notices per town 
     meeting may not be sent fewer than 60 days immediately before 
     the date of any primary or general election (whether regular, 
     special, or runoff) for any Federal, State, or local office 
     in which a Member of the Senate is a candidate for election. 
     There is no exception for uncontested candidacies (P.L. 103-
     283).
       (d) Solicitation forms provided by a Member through a mass 
     mailing which are intended to be mailed back by constituents, 
     may not be responded to during the 60 days immediately before 
     the date of any primary or general election (whether regular, 
     special, or runoff) for any Federal, State, or local office 
     in which a Member of the Senate is a candidate for election.


                 RESPONSES TO ORGANIZED MAIL CAMPAIGNS

       Sec. 9. (a) Whenever a Senator determines that he or she is 
     the recipient of mail generated by an organized mail campaign 
     and that the resources of his or her office are not 
     sufficient to enter the names and addresses into the offices' 
     mail management system, the Senator may use the services of 
     commercial vendors under contracts approved by the Committee 
     on Rules and Administration. This service converts names and 
     addresses to machine readable media which then may be added 
     to such Senator's mail management system. The Sergeant at 
     Arms has the responsibility for the processing and 
     administrative support for this service.
       (b) Expenses for work performed in accordance with this 
     section shall be paid from funds from a Senator's Official 
     Personnel and Office Expense Account and shall be reported to 
     offices with their quarterly mass mail cost reports required 
     by section 5(c).


                       CHANGE OF ADDRESS PROGRAMS

       Sec. 10. Offices may have names and address on their mail 
     files processed through the National Change of Address (NCOA) 
     Program. A Senator may use any of the vendors certified by 
     the U. S. Postal Service to provide NCOA service. A current 
     list of vendors can be obtained from the Senate Computer 
     Center. Processing costs charged by the NCOA vendor and 
     transportation costs charged by the delivery service shall be 
     billed to, and paid by, such Senator from his or her Official 
     Personnel and Office Expense Account.
       (a) Such Senator shall request the Senate Computer Center 
     to prepare his or her mail file for shipment to the vendor 
     selected by the Senator, using the delivery service selected 
     by the Senator. A Sergeant at Arms ``Request for Assistance'' 
     form shall be used for this purpose, and shall include a 
     statement in the following format:

     Processing and shipping costs will be paid by the Office of 
     Senator ______________ (insert name). Bills are to be 
     submitted to ______________ (insert address).

     ______________________________
     Senator's Signature

       (b) The Senate Computer Center will provide the Senator 
     with information about the mail file that will assist the 
     Senator in estimating processing costs that will be incurred. 
     Please contact the Sergeant at Arms for other options 
     regarding change of address.
       (c) The Computer Center will prepare the Senator's file for 
     processing, and arrange for transportation, using the 
     delivery service designated by the Senator. The NCOA vendor 
     and the delivery service will be provided with copies of the 
     ``Request for Assistance'' for their use in billing the 
     Senator for their services. On receipt of the corrected file 
     from the NCOA vendor, the Senate Computer Center will restore 
     it to the Senate Mail File System or provide the updated file 
     to the appropriate vendor.


                     PAPER AND ENVELOPE ALLOWANCES

       Sec. 12. (a)(1)(A) Each year the Secretary of the Senate 
     shall provide each Senator with the greater of--
       (i) one and one-third sheets of blank paper per adult 
     constituent, as reported by the Bureau of the Census; or
       (ii) 1,800,000 sheets of blank paper.
       (B) Each year the Secretary of the Senate shall provide 
     each Senator with letterhead paper and envelopes in the 
     greater of the following quantities:
       (i) 100 sheets and 100 envelopes per 1,000 constituents of 
     the Senator; or
       (ii) 180,000 sheets and 180,000 envelopes.
       (2) A portion of a Senator's allowance for paper that is 
     unused at the end of a year may be used during the following 
     year but lapses at the end of that year and shall not be 
     available for use thereafter.
       (3) A portion of a Senator's allowance for paper that is 
     unused at the time the Senator resigns, retires, or otherwise 
     leaves office shall lapse and shall not be available for use 
     thereafter.
       (4) No portion of the paper allowance of a Senator may be 
     given or otherwise transferred to another Senate office.
       (b) (1) Each year the Secretary of the Senate shall provide 
     each office set forth below with 180,000 sheets of blank 
     paper, 180,000 sheets of letterhead paper, and 180,000 
     envelopes:
       (A) Each standing committee of the Senate.
       (B) Each select committee of the Senate.
       (C) Each special committee of the Senate.
       (D) Each impeachment trial committee of the Senate.
       (2) A portion of an allowance for paper made pursuant to 
     paragraph (1) that is unused at the end of a year shall not 
     be available for use thereafter.
       (c) (1) The Secretary of the Senate shall provide each of 
     the following offices with such quantities of paper and 
     envelopes as may be necessary for the performance of its 
     official duties:
       (A) The Joint Committee on the Library.
       (B) The Joint Committee on Printing.
       (C) The Joint Committee on Taxation.
       (D) The Joint Economic Committee.
       (E) The President of the Senate.
       (F) The President pro tempore of the Senate.
       (G) The Majority Leader of the Senate.
       (H) The Assistant Majority Leader of the Senate.
       (I) The Secretary for the Majority.
       (J) The Minority Leader of the Senate.
       (K) The Assistant Minority Leader of the Senate.
       (L) The Secretary for the Minority.
       (M) The Republican Conference.
       (N) The Republican Policy Committee.
       (O) The Republican Steering Committee.
       (P) The Democratic Conference.
       (Q) The Democratic Policy Committee.
       (R) The Democratic Steering Committee.
       (S) The Architect of the Capitol, including the Senate 
     Restaurants and the Superintendent of the Senate Office 
     Buildings.
       (T) The Attending Physician.
       (U) The Capitol Police.
       (V) The Chaplain of the Senate.
       (W) The Secretary of the Senate, including all offices 
     reporting thereto.
       (X) The Senate Legislative Counsel.
       (Y) The Senate Legal Counsel.
       (Z) The Senate Sergeant at Arms, including all offices 
     reporting thereto.
       (AA) The Congressional Budget Office.
       (BB) The Democratic Senatorial Campaign Committee.
       (CC) The Republican Senatorial Campaign Committee.
       (DD) The Senate Employees' Federal Credit Union.
       (EE) The Senate Day Care Center.
       (FF) The Senate Defense Liaison Office.
       (HH) The Senate Press Galleries.
       (2) Except as provided in paragraph (3), no portion of an 
     allowance for paper made pursuant to paragraph (1) may be 
     given or otherwise transferred to a Senator or an office 
     named in subsection (b)(1).
       (3) Paper from the allowance of the Sergeant at Arms may be 
     used to reprint matter previously printed and charged to the 
     allowance of another office if--
       (A) an error in the previously printed matter was caused by 
     the Sergeant at Arms; and
       (B) (i) the previously printed matter was destroyed prior 
     to distribution; or
       (ii) the previously printed matter was distributed before 
     the discovery of the error, and the reprinted matter is noted 
     as a corrected version of such previously printed matter.
       (d) For the purposes of this section--
       (1) blank paper means paper that is 8.5 inches by 11 inches 
     or 8.5 inches by 14 inches; and
       (2) letterhead paper means paper that is 8.5 inches by 11 
     inches.
       (e) For the purposes of this section, the term ``year'' 
     means the period beginning on January 3 of a calendar year 
     and ending on January 2 of the following year. Paper for any 
     mass mailing the work order for which is submitted prior to 
     the close of business of the Sergeant at Arms on January 2 of 
     any year shall be charged to the allotment for such year 
     ending on January 2 (or, in the case of Senators, to any 
     remaining balance from the previous year) if the office for 
     which the mass mailing is being prepared gives the Sergeant 
     at Arms, by its close of business the following February 14, 
     a final printing and mailing clearance. If final clearance 
     for printing is not given by close of business on February 
     14, the work order for such work shall be canceled and, if 
     the office still desires to have the work completed, a new 
     work order shall be prepared and the paper charged to the 
     year in which such work order is dated (or, in the case of 
     Senators, to any remaining balance from the previous 
     year). Costs incurred in processing a work order that is 
     canceled because the final clearance for printing was not 
     received prior to close of business February 14 shall be 
     reported in the cost report for the quarter ending March 
     31.


            PRINTING OF LETTERHEAD STATIONERY AND ENVELOPES

       Sec. 13. (a) The return address on envelopes to be used 
     with franked mail must bear the nine-digit zip code of the 
     office sending the mail.
       (b) Envelopes with Senators' return addresses and nine-
     digit zip codes shall not be used for mail from committees. 
     Envelopes with committee return addresses and nine-digit zip 
     codes shall not be used for mail from Senators' offices.
       (c) Senators' letterhead stationery and envelope allowances 
     may be used for personal office letterhead stationery and 
     envelopes and committee letterhead stationery. Such 
     allowances shall not be used for committee envelopes.
       (d) Paper used for the following purposes shall not be 
     charged to an office's paper allowance--
       (1) Mailings that relate solely to a notice of appearance 
     or scheduled itinerary of a Senator in the State represented 
     by the Senator and which is mailed to the part of the State 
     where such appearance is to occur.

[[Page S11364]]

       (2) ``Dear friend'' letters or post cards processed in 
     accordance with section 9 of these regulations.
       (3) Non-personalized Senate letterhead stationery used for 
     automated mail system letters printed on the Sergeant at Arms 
     high speed laser printers.
       (e) Committee envelopes may bear only the frank of the 
     chairman or the ranking minority member, the name and address 
     of the full committee, including the nine-digit zip code of 
     the committee, and ``Official Business'' or ``Public 
     Document.''
       Approved by Chairman and Ranking Member.
       Date: 9/30/98.

                              ATTACHMENT B

         Appendix A. Public Transportation Subsidy Regulations

(Committee on Rules and Administration, United States Senate, effective 
             August 1, 1992, Amended on September 30, 1998)


                             SEC. 1. POLICY

       It is the policy of the Senate to encourage employees to 
     use public mass transportation in commuting to and from 
     Senate offices.


                           SEC. 2. AUTHORITY

       The Tax Reform Act of 1986 allows employers to give 
     employees as a tax free ``de minimis fringe benefit'' transit 
     fare media of a value not exceeding $40.00 per month. The 
     Fiscal Year 1991 Treasury-Postal Appropriations Act (Pub. L. 
     101-509) allows Federal agencies to participate in state or 
     local government transit programs that encourage employees to 
     use public transportation.


                          SEC. 3. DEFINITIONS

       (a) Public Mass Transportation--A transportation system 
     operated by a State or local government, e.g. bus or rail 
     transit system.
       (b) Fare Media--A ticket, pass, or other device, other than 
     cash, used to pay for transportation on a public mass transit 
     system.
       (c) Office--Refers to a Senate employee's appointing 
     authority, that is, the Senator, committee chairman, elected 
     officer, or an official of the Senate who appointed the 
     employee. For purposes of these regulations, an employee in 
     the Office of the President pro tempore, Deputy President pro 
     tempore, Majority Leader, Minority Leader, Majority Whip, 
     Minority Whip, Secretary of the Conference of the Majority, 
     or Secretary of the Conference of the Minority shall be 
     considered to be an employee, whose appointing authority is 
     the Senator holding such position.
       (d) Qualified Employee--An individual employed in a Senate 
     office whose salary is disbursed by the Secretary of the 
     Senate, whose salary is within the limit set by his or her 
     appointing authority for participation in a transit program 
     under these regulations, and who is not a member of a car 
     pool or the holder of any Senate parking privilege.
       (e) Qualified program Refers to the program of a public 
     mass transportation system that encourages employees to use 
     public transportation in accordance with the requirements of 
     Pub. L. 101-509 whose participation in the Senate program in 
     accordance with these regulations has been approved by the 
     Committee on Rules and Administration.


                      SEC. 4. PROGRAM REQUIREMENTS

       (a) Each office within the Senate is authorized to provide 
     to qualified employees under its supervision a de minimis 
     fringe employment benefit of transit fare media of a value 
     not to exceed the amount authorized by statute (currently not 
     to exceed $21 per month).
       (b) Each appointing authority may establish a salary limit 
     for participation in this program by his or her employees. If 
     such salary limit is established, all staff paid at or below 
     that limit, and who meet the other criteria established in 
     these regulations, must be permitted to participate in this 
     program.
       (c) For purposes of these regulations, an individual 
     employed for a partial month in an office shall be considered 
     employed for the full month in that office.
       (d) The fare media purchased by participating offices under 
     this program shall only be used by qualified employees for 
     travel to and from their official duty station.
       (e) Any fare media purchased under this program may not be 
     sold or exchanged.
       (f) In addition to any criminal liability, any person 
     misusing, selling, exchanging or obtaining or using a fare 
     media in violation of these regulations shall be required to 
     reimburse the office for the full amount of the fare media 
     involved and may be disqualified from further participation 
     in this program.


                SEC. 5. OFFICE ADMINISTRATION OF PROGRAM

       Each office electing to participate in this program shall 
     be responsible for its administration in accordance with 
     these regulations, shall designate an individual to manage 
     its program, and may adopt rules for its participation 
     consistent with these regulations.
       An employee who wishes to participate in this program shall 
     make application with his or her office on a form which shall 
     include a certification that such person is not a member of a 
     motor pool, does not have any Senate parking privilege (or 
     has relinquished same as a condition of participation), will 
     use the fare media personally for travelling to and from his 
     or her duty station, and will not exchange or sell the fare 
     media provided under this program. The application shall 
     include the following statement:
       This certification concerns a matter within the 
     jurisdiction of an agency of the United States and making a 
     false, fictitious, or fraudulent certification may render the 
     maker subject to criminal prosecution under 18 U.S.C. o 1001.
       Safekeeping and distribution of fare media purchased for an 
     office is the responsibility of the program manager in that 
     office. Participating offices may not refund or replace any 
     damaged, misplaced, lost, or stolen fare media.


            SEC. 6. SENATE STATIONERY ROOM RESPONSIBILITIES

       The only program currently available in the Washington, DC 
     metropolitan area at this time is ``Metro Pool, a program 
     established through Metro by the District of Columbia. 
     Transit benefits will be provided through Metro Pool for 
     participating offices in the Washington, D. C. area. The 
     Committee on Rules and Administration shall enter into an 
     agreement with Metro Pool for purchase of fare media by the 
     Senate Stationery Room as required by participating offices 
     on a monthly basis.
       A participating office shall purchase the fare media with 
     its authorized appropriated funds from the Senate Stationery 
     Room through its stationery account pursuant to 2 U.S.C. o 
     119.
       At the time of purchase each office shall present to the 
     Senate Stationery Room two copies of the certification 
     referred to in section 7 of these regulations. The Stationery 
     Room shall make one copy available to the Senate Rules 
     Committee Audit Section. In addition, the Stationery Room may 
     not refund or replace any damaged, misplaced, lost, or stolen 
     fare media that has been purchased through the office's 
     stationery account.


                         SEC. 7. CERTIFICATION

       The certification required by section 6 shall be approved 
     by the appointing authority and shall include the name, and 
     social security number of each participating employee within 
     that office, and the following statements:
       (a) Each person included on the list is currently a 
     qualified employee as defined in Section 3.
       (b) No person included on the list has any current Senate 
     parking privilege and that no parking privileges will be 
     restored to any person on the list during the period for 
     which the fare media is purchased.
       (c) That only one (1) fare media per month is being 
     purchased for each participating employee.


                  SEC. 8. OTHER PARTICIPATING PROGRAMS

       Section 6 provides for procedures for participation by 
     Washington offices in the Metro Pool program established 
     through Metro by the District of Columbia. Additional 
     programs in the Washington, D.C. metropolitan area, or 
     programs offered in other locations where Members have 
     offices that meet the requirements of the law and these 
     regulations, may be used for qualified employees, subject to 
     the following requirements:
     (A) Authorization
       The public transit system shall submit information to the 
     Committee on Rules and Administration that it participates in 
     an established state or local government program to encourage 
     the use of public transportation for employees in accordance 
     with the provisions of Pub. L. 101-509 and these regulations. 
     If the program meets the requirements of the statute and 
     these regulations and is approved by the Committee on Rules 
     and Administration, any Senate office served by such transit 
     system may provide benefits to its employees pursuant to 
     these regulations.
     (B) Procedures
       (1) A qualified program operating in the Washington, D.C. 
     metropolitan area that permits purchase arrangements similar 
     to those provided by the Metro Pool program shall participate 
     in the Senate program in accordance with the procedures set 
     forth in Section 6.
       (2) A qualified program operating in the Washington, D.C. 
     metropolitan area that does not have purchase arrangements 
     similar to Metro Pool, or a qualified program located outside 
     that metropolitan area, that permits purchases directly by an 
     office, may make arrangements for purchase of media directly 
     with a participating office. Such an office may provide for 
     direct payment to that system and shall submit the 
     certification in accordance with Section 7.
       (3) In the case of a qualified program that does not permit 
     purchase arrangements as provided in paragraphs (1) or (2) 
     above, an office may provide for reimbursement to a qualified 
     employee and shall submit a certification in accordance with 
     Section 7.
     (C) Documentation
       The following documentation must accompany a voucher 
     submitted under paragraph 8(B)(2) or (3):
       (1) A copy of the Rules Committee approval, in accordance 
     with section 8(A), with the first voucher submitted for that 
     transit program, provided subsequent vouchers identify the 
     transit program.
       (2) The certification.
       (3) Proof of purchase of the fare media.
     (D) Voucher Guidance
       In the case of a Senator's state office, reimbursement for 
     payment to either a qualified transit system, or a qualified 
     employee shall be from the Senators' Official Personnel and 
     Office Expense Account (SOP&OEA) as a home state office 
     expense on a seven part voucher.
       In the Washington, DC metropolitan area, reimbursement for 
     payment to either a

[[Page S11365]]

     qualified transit system, or a qualified employee shall be as 
     follows:
       (1) in the case of a Senator's office from the SOP&OEA as 
     an ``other official expense'' (discretionary expense).
       (2) in the case of a Senate committee or administrative 
     office as an ``Other'' expense.


                     SEC. 9. SPECIAL CIRCUMSTANCES

       Any circumstances not covered under these regulations shall 
     be considered on application to the Committee on Rules and 
     Administration.


                        SEC. 10. EFFECTIVE DATE

       These regulations shall take effect on the first day of the 
     month following date of approval.
       Approved by Chairman and Ranking Member.
       Date: September 30, 1998.

                              ATTACHMENT C

  Regulations for the Display of Flags and State Senate Seals in the 
                   Hallways Outside Senator's Offices

 (Adopted by the Committee on Rules and Administration, United States 
        Senate, October 21, 1987; Amended on September 30, 1998)

       1. Two wooden flagpoles, 8 feet in height by 1-5/32'' in 
     diameter, mounted in bright brass finished stands weighing at 
     least 15 pounds, for flying 3 foot by 5 foot state and United 
     States flags, at the Senator's option, are permitted in the 
     hallway outside a Senator's office. The flagpoles and stands 
     must be placed inside the office at night.
       2. One state seal in cast bronze, or other acceptable 
     material, not less than 14 inches nor more than 15 inches in 
     diameter, may be mounted on the wall to the right or left of 
     the main entrance to the suite, at a height of 5 feet above 
     the floor. The state seal may not be mounted on the entrance 
     door.
       3. Artifacts are not permitted on the walls, doors, and in 
     the corridors outside Senator's offices.
       Approved by Chairman and Ranking Member.
       Date: September 30, 1998.

                              ATTACHMENT D

                 Regulations Governing Advance Payment

 (Adopted by the Committee on Rules and Administration, United States 
        Senate, October 30, 1997; Amended on September 30, 1998)

       Under the authority granted by Sec. 1(b) for P.L. 105-55, 
     the FY98 Legislative Branch Appropriations bill and using 
     these regulations--
       The term ``advance payment'' means any expense authorized, 
     by the Committee on Rules and Administration, pursuant to 
     P.L. 105-55.
       By the above definition of advance payment and following 
     the enactment of the FY98 Legislative Branch Appropriations 
     bill, in addition to subscriptions, the following items are 
     for advance payment:
       (a) Rental of water coolers (cooler units only/not for 
     water)
       (b) monthly maintenance on equipment that is either non-
     standard and/or above the $500 limit
       (c) cable TV services (including basic satellite service 
     where needed)
       (d) online services (for official use by the Senator only)
       (e) rental booths at State Fairs, rent for space to be use 
     during town hall meetings and associated costs (not to 
     include insurance)
       (f) conference and seminar fees (not to include meals 
     charged separately)
       (g) payments on leased equipment
       (h) paging service
       (i) clipping services
       (j) yellow page listings (not to include the classified 
     yellow pages)
       (k) State office rents, up to 1 year in advance.
       With respect to charges for on-line services, paging 
     services, clipping services, and equipment maintenance, 
     advance payment shall only be made in the cases of ``flat fee 
     services.'' Also, no advance payment will be allowed in 
     instances where cancellation fees may be incurred. Time 
     limitation on the obligation of funds is restricted to a 
     Member's six-year term of office and a Committee's biennial 
     funding period.
       Approved by Chairman and Ranking Member.
       Date: September 30, 1998.

                          ____________________