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"BOARDS THAT
WORK"
By Douglas C. Eadie
Meeting
with Your Public Officials
A face-to-face meeting with an elected or
appointed official, or with the official’s aide who handles the issues
of importance to your organization, is often the best way to voice your
concerns. Meetings with your member of Congress can take place in the
member’s state or district office or in Washington, D.C. Meetings with
state legislators can take place at the state capitol or in their
districts. Meeting with local officials can be more informal, taking place
at a neighborhood function or county courthouse. Here are some tips for
meeting with your public officials:
- Always make an appointment.
Contact your public official’s office well in advance of your desired
meeting date and request an appointment. If he or she is not available
to meet with you, request an appointment with the aide who handles your
specific issues. Identify yourself and briefly state the purpose of the
meeting. Confirm the meeting one day prior to the scheduled appointment.
- Arrive on time
.
Remember that public officials and their staffs have hectic schedules
and many appointments during the day. Five minutes can make the
difference between speaking with your member of Congress and losing that
opportunity because of a vote on the House floor or a committee hearing.
- Come prepared
.
Do your homework and know the facts about the issue that you wish to
discuss. This includes knowing the official’s position on the issue,
the background of the issue, the specific legislation relating to the
issue, and any opposing arguments, so that you are prepared to respond
to an alternate viewpoint.
- Introduce yourself
.
Identify yourself and, if appropriate, the organization you are
representing. Explain why you are interested in the topic you wish to
discuss.
- State your purpose
.
Briefly explain the specific purpose of the meeting. Describe the impact
of the issue on you and on the constituents represented by the public
official.
- Convey your message
.
Meetings with public officials are usually quite short, so be prepared
to convey your message concisely. Remember to share relevant personal
experiences to illustrate your points and emphasize the possible impact
of a piece of legislation on constituents, if enacted. Avoid taking a
self-serving position on an issue.
- Answer questions
.
Be prepared to answer any questions the public official may have
regarding the topic at hand. Remember that offering useful and
reasonable information in support of your viewpoint can be very helpful
to lawmakers who are trying to find solutions to problems involving many
competing interests.
- Provide support materials
.
Bring a written summary of your position or other brief supporting
materials to leave with your elected or appointed representative.
- Get a response
.
Before leaving, get a response regarding your public official’s
position on the issue.
- Follow up.
Write and send a short note to the public official and/or his or her
staff person, thanking that person for meeting with you. You might
include a short summary of your position in the thank you letter. If,
during your meeting, your legislator or staff person requests any
additional information, be sure to provide it with the thank-you
letter.
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