| Communicating with
Government Officials
Introducing Your Coalition to Officials
Writing to Public Officials
Calling Public Officials
Using the Internet
Communicating with Candidates
Planning Local Activities with Officials and Candidates
Checklist: Communicating with Government Officials
Sample Documents:
Quick Tips for Communicating with Government Officials
Sample Letter Requesting A Meeting
Sample Thank You Letter
Sample Letter to a Candidate
Government Affairs Basics: Staff Roles
Government Affairs Basics: The Legislative Process
Sample Worksheet to Identify Public Officials
The opinions and decisions
of chief executives, policymakers and legislators at all levels
of government have a significant impact on the future of public
transportation. This is particularly true in Congress, where major
funding decisions are made.
Public transportation draws broad support across
party lines because it promotes economic development, creates
jobs, reduces pollution and energy consumption, lessens traffic
congestion and provides access to work, health care and social
services, education and training, and recreation. While government
officials are inclined to support transit, many other priorities
are also competing for attention and funding. Consequently, it
is critical that they hear from supporters of public transportation.
A sustained effort is needed to inform public officials and candidates
for public office about the issues facing transit systems -- and
how they affect the everyday lives of a broad variety of their
constituents.
This information provides practical guidance that
will help you contact the right government officials with the
right messages at the right time. The appendix at the end of this
section includes sample worksheets and draft letters that can
be tailored to your coalition’s needs and goals.
Identifying
Your Federal, State and Local Officials
Elected Officials:
When creating a list of your federal, state and
local elected officials, include:
Appointed Officials: We also recommend
compiling a list of all appointed officials who have direct and
indirect influence over transportation and transportation-related
issues. It may be important to share information with these individuals
and to solicit their support, even on issues that are not within
their authority. As high-ranking public officials, they have the
ability to influence political decisions. They can also help communicate
important messages to other government officials, the media and
the public.
These positions include:
-
U.S. Secretary of Transportation and relevant
assistant secretaries (at the federal level)
-
Heads of the state department of transportation
and other relevant state agencies such as economic development,
budget, energy, social services, etc. (at the state level)
-
Head of local planning commission or other
relevant office (at the local level)
Assessing
Your Officials’ Positions on Public Transportation
Before contacting a government official, it is important
to know if he or she has taken a position on any public transportation
issues. The easiest and most direct way to obtain this information
is to contact the official’s office and ask for copies of any
recent statements on public transportation issues. The official’s
press secretary, legislative assistant or public affairs officer
should be able to provide this information. You can also check
the public official’s Web site or a variety of readily available
sources.
-
For legislators, look up your
elected official’s voting record and statements on transportation
issues. You can obtain the legislative record of federal officials
from APTA’s Legislative Action Center.
-
For candidates or new lawmakers,
try to find relevant statements that were made during the
campaign.
-
For chief executives (such as governors
and mayors) and appointed officials (such as agency heads),
search newspaper archives for stories, public speeches, policy
statements or testimony from hearings.
Creating
an Information Kit
It is essential to get to know key public officials
and their staff before you need to secure their support
and assistance. As a representative of a new organization, you
will need to introduce yourself to both elected and appointed
officials and their staff. An effective way to do this is to prepare
an information kit that includes:
-
A one-page background paper explaining the
purpose, mission, and objectives of your coalition;
-
A one-page paper outlining the key issues of
importance to your transit system;
-
List of all coalition members, their affiliations/organizations
and addresses;
-
Fact sheet on public transportation in your
community, congressional district, state and in the country,
including data on ridership, economic development around transit
stops, number of employees, benefits to various populations
in the community, etc.; and
-
Recent editorials or news clippings that help
convey important messages
The kit can be mailed to your list of government
officials with a brief letter of introduction or hand-delivered
during visits. In this way, you can be certain that all key officials
will receive the same messages, facts and background information
about your coalition and your transportation priorities.
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Introducing Your Coalition to Officials
Determining When to Write, Call or Meet
There are a variety of ways to communicate with
government officials. Ideally, your should attempt to schedule
meetings with key officials to introduce yourself and your coalition.
Such meetings allow for an immediate and personal exchange of
information, and provide an opportunity to begin building a rapport
with government officials.
While face-to-face meetings can be the most effective
way of communicating, they are also the most difficult to arrange.
For this reason, meeting requests should be reserved for critical
times and priority issues.
The most popular form of direct communication with
public officials is a written letter. For urgent or immediate
issues, telephone calls, faxes and e-mails can quickly inform
legislators about your position and convey important information.
These forms of communication have limited effectiveness unless
they are part of a focused campaign and/or followed up with letters
from your coalition supporters.
While all communications should be direct, concise,
simple and polite, there is no single method that is appropriate
for all situations. The form of communication your coalition uses
to contact public officials will depend on:
-
Timeliness and importance of the message
-
Number of points you want to communicate
-
Amount of information per message to be conveyed
-
Type of information
-
Number of people conveying the message
-
Need for face-to-face contact and an exchange
of ideas with officials
-
Your coalition’s available resources
Scheduling
Meetings with Public Officials
Meeting with government officials or their staff
is an effective way to convey a message about a specific policy,
legislative or funding issue. Below are some suggestions to consider
when planning a visit to a government official.
Plan Your Visit Carefully:
Decide in advance what you hope to achieve and who
you need to meet with to achieve your goal. Pay close attention
to the legislative calendars in your state and in Washington,
DC. For example, when Congress is in session, Members are in Washington;
during recess, most Members are in their home districts or states.
Make an Appointment:
When attempting to meet with an elected or appointed
official, contact the appointment secretary or scheduler. Explain
your purpose and whom you represent. It is easier for staff to
arrange a meeting if they know what you wish to discuss and your
relationship to the area or interests represented by the official.
When calling, be prepared to briefly explain the
purpose of the meeting, the estimated amount of time you will
need, and the names and affiliations of the attendees. If you
are planning to visit an official in Washington, D.C., let them
know you are from their district/state and will be visiting. Be
flexible; the official may prefer to meet with you in the district
office. If he or she is unable to meet with you, ask to meet with
the staff member responsible for your issue.
| Lobbying Tip: Staff Are
Important and Influential |
| Because of time constraints, most government
officials rely heavily on their staffs. If you cannot see
the official personally, remember that it is as important
to build good relations with the staff as it is to build
good relations with the official. |
Be Prepared:
Do your research. Understand the official’s background,
political philosophy and previous positions and activities on
public transportation issues. We recommend that you make use of
the Government Affairs Section of APTA’s Web site where you can
locate biographical information on Members of Congress, their
voting records, and the status of transportation legislation.
Understand Your Issue:
Prepare for the meeting in advance. Bring copies
of any fact sheets and position papers that help explain or support
your position, and be prepared to leave these materials with the
official and his or her staff. You should never bring documents
you are not prepared to leave behind.
Be a Good Educator:
Government officials are required to take positions
on many different issues. Often, they may lack important details
about the pros and cons of a particular matter. Your role is to
help educate the official by sharing information that demonstrates
why your issue is important.
Be Political:
Government officials, particularly state legislators
and Members of Congress, want to represent the best interests
of their constituents. Show them how supporting public transportation
does so. Remember to bring a copy of the congressional district
map(s) available from APTA’s Geographic Information Systems (GIS)
Congressional Initiative. Where it is appropriate, ask for a commitment
and describe the connection between what you are requesting and
the interests of the official’s constituency.
Be Prompt and Patient:
When it is time to meet with an official, be punctual,
patient and flexible. Government officials have hectic schedules,
so it’s not uncommon for a meeting to be interrupted, delayed
or canceled. If the official is unable to have a full discussion,
continue your meeting with the staff.
Be Brief:
Get to the reason for the meeting quickly. Idle
conversation takes precious time away from substantive discussion.
Always be the one to conclude the meeting. Try not to go past
the appointed time, even if the official does not appear to be
rushed.
Be Direct and Personal:
Be clear on what you are requesting and ask directly
for his or her support. Don’t just recite the issue paper or fact
sheet. Instead, it is better to describe the personal impact
of public transportation on you, your business, community, fellow
coalition members and the state or region. One way to make that
impact clear is to arrange for the official or staff members to
tour your community’s public transportation facilities.
Summarize the Meeting:
If any commitments are made, summarize them up at
the end of the meeting to make sure that everyone understands
what has been decided: Keep future developments in mind by offering
to provide further information. Before the meeting ends, confirm
who on the official’s staff will be handling these issues.
Say "Thank You":
After the meeting, follow up with a "thank
you" letter. Include any additional information that was
requested and a brief summary of your understanding of the outcome
of the meeting.
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Writing to Public Officials
The primary and simplest link between government
officials and their constituents is the mail. Each year, millions
of letters arrive on Capitol Hill, in state houses and at state
legislatures. Of this blizzard of paper, only a small portion
has a discernible impact on the course of legislation or policy.
Consequently, the art of writing effective letters may make the
difference between success and failure in your coalition’s campaign.
A letter on behalf of you or your coalition should
be addressed to a government official personally. Mail arriving
at a public official’s office is typically routed through staff
members with only a select few letters actually reaching the officeholder.
To be most successful, your letter should be persuasive and to
the point. The most effective format is a regular, typed business
letter no longer than two pages. The letter should always include
a request for action, such as supporting a particular bill or
allocating funds for a specific project. State your message clearly
at the start of the letter and then provide details of your personal
story. Personal letters rather than form letters receive the most
attention. The following format is recommended to ensure your
letter effectively communicates the coalition’s key message.
1st Paragraph
-
Identify yourself as a representative of a
coalition that represents a variety of the elected official’s
constituents.
-
Identify the reason for writing and the issue(s)
you wish to address.
-
Highlight any relevant expertise you have on
public transportation issues.
-
Include information about the coalition (i.e.
size, diversity of members, mission).
2nd Paragraph
3rd Paragraph
Closing Paragraph
| Lobbying Tip: Limit Your
Target |
| One of the errors made
in letter-writing campaigns is to try to reach everyone.
Particularly when dealing with legislative issues at the
state or federal level, it is difficult to arrange for numerous
coalition members to write personal letters to hundreds
of legislators. It’s also not necessary. |
| Depending on the issue,
focus on the narrowest possible group of government officials.
Identify supporters who hold key positions through which
they can influence the issue. Leaders of the entire legislative
body as well as specific committees and subcommittees can
be particularly important. For example, in the early stages
of the legislative process, communications should be directed
to the appropriate subcommittee and its chairperson, ranking
minority party member, and members. Contact your own representatives,
especially when they serve in these roles. Target similar
key leaders as the bill moves through other stages of the
legislative process. |
| When public funds are involved,
as they often are in transit issues, most measures must
be considered by the committee with jurisdiction over the
subject -- such as a Transportation, Banking, or Commerce
Committee) as well as by the committee with jurisdiction
over spending, called the Appropriations Committee. |
| Finally, many bills fall
under the jurisdiction of more than one committee. Be alert
to this. Some of your most important supporters may serve
on one committee and be unaware that the relevant legislation
is pending in another committee. |
Letter-Writing Campaigns
If you are organizing a letter-writing
campaign on behalf of your coalition’s members, it is more effective
if the communications are personal rather than simply a stack
of identical form letters. Members of the coalition should write
in their own words and include personal anecdotes. To assist them
in doing this, you should provide a fact sheet that outlines the
facts of your particular issue(s) and your coalition’s position.
The purpose of the fact sheet is to help your members write letters;
it is not intended to be sent in lieu of or with a letter.
Encourage coalition members to select
one of two of the issue or messages contained in the fact sheet
and concentrate on them rather than repeating all of the subjects.
The selection of issues should be left to each individual writing
a letter. This will ensure the officeholder hears a variety of
viewpoints.
The fact sheet should contain the following:
-
Status of the issue; i.e., pending legislation,
administrative action, policy decision, etc.
| Lobbying Tip: Form Letters
Are Weighed, Not read |
| A majority of mail received
by government officials, particularly legislators, consists
of preprinted postcards, form letters and handwritten letters
with identical wording. Be aware that this type of communication
will not receive personal attention. The writers will receive
a form letter in return, and it is almost certain they will
not receive individual scrutiny. A well-organized personal
letter-writing campaign can be a more effective tool to
influence government officials’ decisions and views. |
| Still, there can be value
in conducting a massive letter-writing campaign. Officials
will want to know the number of "automated" pieces
of mail a particular issue is generating. This will alert
him to the fact that a grassroots movement has been mobilized
and may have the potential to generate increased interest,
support and media attention. |
Pay special attention to responses
that suggest general sympathy with your cause, but state they
do not support your position on a particular issue. Such an official
may be a prime candidate for follow-up meetings. You may be able
to persuade the official by discussing his or her specific reservations.
If a response includes erroneous or incomplete information, immediately
draft a polite follow-up letter that includes the correct information
and offers additional data and assistance. This draft should be
sent by the person who originally contacted him or her.
If an official does not respond
to your letters within a month, try sending a second letter that
mentions the first correspondence. Public officials, especially
Members of congress, are often overwhelmed with mail and some
respond more quickly than others. Some officials only answer letters
from their district or state. In these cases, you may need to
visit the office personally.
| Lobbying Tip: Analyze the
Responses |
| An analysis of responses from government
officials allows you to learn who your supporters and opponents
are. It can also help: |
| ·
Determine weak points
in your arguments; |
| ·
Decide what kind of adjustments
need to be made in messages and in the campaign (based on
officials’ criticisms or misunderstanding); |
| ·
Detect whether your opponents
have been active, as evidenced by the appearance of the
same objections or statistics in a number of negative responses
(suggesting the opposition is distributing information);
and |
| ·
Focus your next round
of targets and, if necessary, rebuttals of erroneous information. |
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Calling Public Officials
Telephone calls are also a convenient way to communicate
your messages to government officials, including Members of Congress.
In most cases, unless the official knows you personally, you will
probably be unable to speak with him or her directly. Instead,
you will more than likely be referred to the staff member responsible
for public transportation issues. Keep your message brief and
to the point, and don’t forget to personalize your story.
Following this helpful format when calling a local,
state or federal official’s office:
All U.S. Senators and Representatives can be reached
through the Capitol Hill switchboard at (202) 224-3121.
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Using the Internet
Many public officials maintain e-mail addresses
and Web sites, which are quickly becoming a popular means of communication
with government officials. However, most offices still rely mainly
on postal mail and personal relationships. Also, some government
offices are better able to receive and respond to electronic mail
than others. For example, within the U.S. Congress there are great
differences in the technical capabilities and policies among Members’
offices.
When using e-mail, we recommend starting your correspondence
by identifying yourself as a constitute representing a broad-based
coalition of like-minded citizens from the same geographic area.
Be sure to give your full name, company, address, phone number
and e-mail address, and use the proper salutation in all e-mail
correspondence. We suggest you follow the same format for an e-mail
as a postal letter.
Officials do not always reply to e-mails unless
a personal relationship exists. Many officeholders only take notice
of e-mails from constituents; they know that thousands of messages
can be generated from locations throughout the country and such
messages may not reflect the views of their state, district or
city. When an officeholder does respond to an e-mail, it is likely
to be by postal mail.
| Lobbying Tip: Be Included
in the Congressional Record |
| In addition to being the daily record of
minutes for the U.S. Congress’ legislative sessions, the
Congressional Record also contains hundreds of pages
of political speeches, statements, statistics, charts, studies,
tributes, newspaper editorials, and news articles. Members
of Congress routinely place these items in the Record
to help make the case for their views. |
| Some reasons to seek to have your coalition’s
views published in the Congressional Record include: |
| ·
Reprints of a Congressional
Record statement make impressive mailings to supporters
and prospective supporters of your coalition; |
| ·
Many congressional staffers
read the Record; |
| ·
It’s free. |
| It’s also relatively easy to do. First,
prepare the documents you want published. These can include
newspaper editorials favorable to your coalition’s position,
speeches given by proponents, statements made at congressional
hearings and even specially prepared statements by the senator
or representative. Check accuracy, draft a one- or two-paragraph
introduction that incorporates the Member’s endorsement
of the documents, and provide them to the Member (through
the appropriate staffer) with a request that they be included
in the Congressional Record. |
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Communicating with Candidates
Elections at all levels of government often help
draw public interest and media attention to specific issues. During
campaigns, candidates focus their attention on issues they believe
are of greatest concern to the voters. This is where your coalition
can be most successful. By demonstrating that a diverse group
of voters cares about public transportation, the coalition can
help push transit-related issues to the forefront of public debate.
Early communications during a campaign can also help lay the groundwork
for a strong relationship with the candidate and his or her staff
after the election.
Some tips for communicating with candidates:
-
Be specific about what you want a candidate
to support or oppose.
-
Provide candidates with detailed information
about the coalition, its members and public transportation
issues. Be sure to include easy-to-understand charts, numbers
and statistics that candidates may find useful when discussing
the issues publicly.
-
Provide personal stories. Candidates like to
personalize their messages and talk about real people. Offer
to help candidates locate individuals who can testify about
their own experiences and how important public transportation
has been to them.
-
Invite candidates to address the coalition or
a business, labor or community group. Be sure to create an
event that meets the candidate’s needs, your coalition’s needs,
and is conducive to media coverage.
| Caution: Beware of Conflicts
of Interest |
| Governmental or quasi-governmental agencies,
including municipal authorities, should avoid hosting or
sponsoring activities for political candidates. Coalition
members, such as businesses, community or civic groups,
labor unions, and independent special interest groups, should
take the lead in planning such events to avoid any potential
or perceived conflict of interest. |
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Planning Local Activities with Officials and Candidates
Your coalition might consider sponsoring any of
the following activities or events:
Facility Tours:
Invite public officials and/or candidates
to visit your transit system and meet passengers by riding on
public transportation or inviting them to a special event or ribbon
cutting ceremony. Include a reception, informal briefing and tour
of your facilities. Encourage employees and coalition members
to attend and provide an opportunity for them to ask questions.
Public officials and candidates are often looking for media coverage
and these events provide excellent photo opportunities.
Town Meeting:
Sponsor a forum or small town meeting
for public officials and/or candidates to discuss public transportation
issues. Invite coalition members and supporters, local officials,
your transit system board, community and business leaders, passengers
and the media to attend and participate. If an elected official
and/or candidate sponsors such an event, plan to attend with other
coalition members and ask about public transportation issues.
Speech to Employees:
Public officials and/or candidate
are often looking to address large audiences on issues of importance.
Invite key local officials and/or candidates to address your employees
on the importance of public transportation. These events provide
excellent media opportunities and offer your employees the opportunity
to meet leaders that they would normally only see on television.
Public Transportation Conference:
Your coalition might consider hosting
a conference at a local college or university on the future of
public transportation. Invite key public officials, community
leaders, academics and transportation experts to speak at the
event. This provides an opportunity to secure the support of public
officials on the record, and gives officeholders a chance to address
the public about how they have helped promote public transportation.
Your audience could include your transit board, riders, community
leaders and the media.
Voter Registration Drive:
Voter registration drives are an
effective tool for involving your supporters in the political
process. Voting registration laws vary from state to state, so
be sure to check with the Federal Election Commission (FEC) for
more information about the forms that are necessary in your area.
(The FEC Web site is www.fec.gov.)
Tips for Hosting a Voter Registration Drive
Ø
For an effective campaign, solicit
volunteers from your organization to sit at tables in high-traffic
areas, such as a light rail system during rush hour, supermarkets,
shopping areas, etc. You may have to obtain a permit to gain access
to certain locations.
Ø
Order a banner with a slogan such as
Get Involved: Vote! You also may want to display a few balloons
to attract attention.
Ø
Make sure to have the necessary registration
forms, plenty of pens, and a box for the completed information.
Depending on your community, you may want to have materials in
different languages.
Ø
Have materials on public transportation
available to educate your community.
Ø
Submit the completed forms to the appropriate
government agency.
"Meet the Candidate" Night:
One effective way to expose your
coalition members to important candidates is to host a "Meet
the Candidate" Night. This event also provides a forum for
candidates to reach important constituents and learn about issues
that are critical to your community.
Tips for Hosting a "Meet the Candidate"
Night
Ø
Solicit your key coalition members
for a date and time that is convenient for the majority of the
group. You also may want to identify a master of ceremonies for
the event.
Ø
Select a location for your event. Hotels
are often convenient and have the necessary audiovisual equipment.
Wait for candidate confirmation before signing a contract.
Ø
Invite your candidate(s). You may have
to be flexible with your dates to secure a commitment. Make sure
you can provide a location for the event before agreeing to a
different date.
Ø
Provide your candidate(s) with background
papers on your key issues. Also, let them know what is expected
of them: a speech, debate, informal remarks, socializing with
guests, etc.
Ø
Invite your guests. If you are planning
a dinner, limit your guest list to 20 people so you can have a
more intimate event that will allow for more in-depth discussion.
For a reception or other public forum, invite as many people as
possible. Request RSVPs, keeping in mind when your final count
needs to be submitted for food and beverage purposes. Allow 1-2
days for follow-up phone calls.
Ø
Order audio-visual equipment, if necessary.
This may include microphones, and/or sound systems, depending
on your event.
Ø
Prepare nametags for all participants.
It makes it easier for candidates to introduce themselves.
Ø
Advance the site one last time to ensure
an adequate and easy set-up.
Ø
Make sure you have a candidate’s biography
photocopied for participants as well as an introduction written
to make it easier for the master of ceremonies.
Ø
Assign one attendee to take photographs
of the event. Make sure to feature them in your coalition newsletter.
Ø
Have a sign-in table set up so you
can provide a list of attendees to the candidate after the event.
Ø
Prepare thank-you letters to the candidate
and all who helped.
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Checklist: Communicating with Government Officials
- Familiarize yourself with Congressional
staff roles.
- Review the legislative process.
- Identify key government officials.
- Prepare an information kit about the coalition.
- Write letters to key legislators and other
influential public officials.
- Arrange for a meeting with key public
officials in Washington, the state capital or district office(s).
Review tips on meeting with government officials prior to your
meeting.
- Prepare issue papers and handout materials
for legislative meetings.
- Write letters and/or make phone calls
to key congressional staff on important issues.
- Contact candidates about their views on
public transportation. Provide them with information on your
views.
- Consider hosting a "Meet the Candidate"
Night event.
- Conduct a voter registration drive.
- Sponsor a tour of public transportation
facilities.
- Sponsor or participate in a Town Hall meeting
or a conference on public transportation.
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Quick Tips for Communicating with Government Officials
-
Establish a rapport and working
relationship with your local, state and federal officials
and with their staff members.
-
Recognize your officials when they are supportive
of your efforts.
-
Treat staff with the same respect
you would show the elected official. Always try to keep staff
informed. When asking for assistance from staff, make the
request clear and include any pertinent background information.
Never lie.
-
If transit is not a priority
to their boss, staff members are not likely to take a significant
interest. Help educate staff members over time and look for
links to other issues that do interest officials.
-
If an elected official votes
the "wrong" way on an issue, do not seek payback.
Respectfully explain to your staff contact why you disagree
with the official and ask how you can improve communication
to make your case the next time.
-
Always thank public officials
and their staff for their assistance.
-
Offer tours of your facility
and operations. The more that public officials understand
what you do, the challenges you face, and how it affects their
constituents, the easier it is for them to champion your issues.
-
Try to give staff a "heads
up" on new activities or issues that may affect their
constituents or may end up in the press.
-
If possible send regular e-mails
to designated staff. It will keep your organization and issues
fresh in their minds.
-
Explain the political rationale,
the local need and the local benefit to staff or the public
official. They will be more likely to help if they can "fix"
a local problem.
-
When presenting a proposal,
let the official know if there is organized opposition against
the idea. Be prepared to respond to objections.
-
Recognize that most legislation
is crafted at the subcommittee or committee level. It is always
easier to convince a committee to make changes than the entire
House or Senate.
-
Don’t be afraid to ask for what you want.
-
Keep written material short and to the point.
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Sample Letter Requesting A Meeting
The Honorable [Name]
ATTN: [Staffer, Title]
[street address]
[city/state/zip]
Dear [title] [last name]:
Recently, [number] local
business, associations and community organizations joined forces
in [city/state/community] to form the [coalition name].
Our mission is to promote greater awareness of the benefits of
public transportation and to generate increased support for transit
among local, state and federal officials. As the chairperson of
this group and [other title of job], I would like to schedule
an appointment with you to discuss the coalition’s work.
As you are aware, public transportation
plays an essential role in ensuring a strong community by providing
accessibility, mobility, choice and freedom to all our residents.
Our coalition is comprised of diverse members ranging from businesses
like [insert name] to non-profit and civic organizations
such as [insert names]. [Insert two or three sentences
about any successful events or projects that the coalition has
undertaken, and highlight any specific local transportation project
you wish to discuss.].
I will be in [city/Washington,
D.C.] on [date] and would greatly appreciate the opportunity
to meet with you. If you are not available, I would be happy to
work with your staff to find a more convenient time. [For Members
of Congress: Alternatively, I would be pleased to meet with
you in a district office if that could be more easily arranged.]
I hope your busy schedule will allow
you to meet with us [add any other names]. I am available
at [telephone number] if your staff has any questions.
Thank you for your consideration and I look forward to hearing
from your office.
Sincerely,
[Name]
[Title/Company]
If you coalition has received any press coverage,
it may also be helpful to include a clipping on the article
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Sample Thank You Letter
The Honorable [Name]
ATTN: [Staffer, Title]
[street address]
[city/state/zip]
Dear [title] [last name]:
Thank you for taking the time to
meet with me and other representatives of the [coalition name]
last week regarding the challenges facing public transportation,
especially [local project or topic of interest]. We enjoyed
meeting with you and [legislative aide]. I’m glad we had
the opportunity to discuss an issue that affects so many people
in [city/state/community]. We especially appreciate your
commitment to [describe any commitment made by the official].
The [coalition name] believes that
public transportation is vital to quality of life of our community.
As we discussed …[Insert one or two specific points about the
importance of public transportation in the relevant geographical
area.]
Our coalition would greatly appreciate
your support [if support has been committed, "greatly
appreciate your support"] in ensuring that public transportation
is widely available to all who need it – especially the people
living in [city/state/community]. On behalf of all our
members and the thousands of citizens they represent, I want to
thank you for taking the time out of your busy schedule to discuss
this important matter. [Include any additional information,
follow-up messages or other matters you discussed.]
Sincerely,
[Name]
[Title/Company]
Cc: [Transportation aide/staffer]
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Sample Letter to Candidates
[Name]
Committee to Elect [name]
[street address]
[city/state/zip]
Dear Mr./Ms. [Last Name]:
Recently, [number] organizations
joined forces in [city/state/community] to form the [coalition
name]. As chairperson of the group, I want to take this opportunity
to introduce you to our coalition and request your support for
[specific items]
Public transportation is an increasingly
important issue in [name of city/state/community]. As a
result, concerned businesses, labor organizations and community
groups formed the [coalition name] to promote greater awareness
of the benefits of public transportation and to generate more
support for transit among local, state and federal officials.
Our diverse members include businesses like [insert name]
as well as non-profit and civic organizations such as [insert
names]. While the group is still new, we have already made
an impact. [Cite example of success or media coverage received.
Clips of articles should be sent with letter.]
We believe public transportation
plays an essential role in ensuring a strong community by providing
accessibility, mobility, choice and freedom to all its residents.
Although TEA-21 established an important and solid funding base,
public financing is not keeping pace with increasing demands.
Current resources are inadequate even to maintain the status quo.
Increased funding for public transportation
is a wise investment in our community’s future. Just look at some
of the numbers:
[insert] more people served
through public transportation
(This means fewer cars on our crowded
highways.)
[insert] new jobs created
by public transportation projects
[insert] in new sales for
local businesses
$250 in average savings per month
for a family who lives in an area with public
transportation options
We are writing to you today to request
your support for/opposition to [insert specifics of request
backed up with facts, figures and personalized examples.]
[Example: We are writing to you
today to request your support for increased federal funding for
the Metro Area Bus Authority. Over 7,000 citizens ride buses in
our community daily. Many rely on bus service to shop for groceries,
attend school, receive medical attention, or visit relatives.
Others use it to avoid crowded highways or to save on high gas
prices. These people need bus service to be accessible and reliable.]
We would greatly appreciate the
opportunity to discuss this issue in greater detail. I would be
pleased to work with your staff to find a mutually acceptable
date and time. I am available at [telephone number]. For
your information, I have enclosed some background information
that includes a fact sheet about the important local benefits
of public transit as well as materials on the coalition’s goals
and membership.
Thank you for your consideration.
I look forward to hearing from your office and to working with
you in the future.
Sincerely,
[Name]
[Title/Company]
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Government Affairs Basics: Staff Roles
Each elected or appointed official
has staff to assist him/her during a term in office. Because public
officials must deal with a variety of different issues, they typically
rely on staff members to monitor and make recommendations. Often,
the most effective way to persuade a public official to support
an issue is to reach out to the staff member responsible for the
issue. To be most effective in communicating with government officials,
particularly Members of Congress and state legislators, it is
helpful to know the titles and principal functions of key staff
members.
Commonly Used Titles:
Administrative Assistant (AA) or Chief of
Staff:
The administrative assistant reports
directly to the legislator or elected official. He or she usually
has overall responsibility for evaluating legislative proposals,
policy decisions, and constituent requests. The AA is usually
the person in charge of overall office operations, including assigning
work and managing staff.
Legislative Director, Senior Legislative Assistant
or Legislative Coordinator:
The legislative director is usually
the staff person who monitors the legislative schedule and makes
recommendations regarding particular issues. In some congressional
offices, there are also several legislative assistants, who are
responsible for specific issues. For example, depending on the
responsibilities and interests of the member, an office may include
a different legislative assistant for transportation, the environment,
tax policy, and budget issues.
Press Secretary or Communications Director:
The press secretary’s responsibility
is to communicate the official’s agenda and activities to constituents,
usually by working through the media.
Appointment Secretary, Personal Secretary
or Scheduler:
The appointment secretary is responsible
for allocating the official’s time among the many demands that
arise. The appointment secretary may also be responsible
for making travel arrangements, arranging speaking dates, scheduling
meetings with key constituents, and, planning visits to the district.
Caseworker:
The caseworker is the staff member
usually assigned to resolve specific problems constituents present,
including those involving state and federal agencies (i.e., Social
Security and Medicare issues, veterans’ benefits, passports, etc.).
There are often several caseworkers in a congressional office.
Other Staff Titles:
Other titles used in a government official’s office
may include: Executive Assistant, Legislative Correspondent, Executive
Secretary, Office Manager, and Receptionist.
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Government Affairs Basics: The Legislative Process
When legislators introduce bills or resolutions,
it is typically given a number -- beginning with H.R. for a House
bill and S. for a Senate bill -- and referred to a committee for
consideration.
Types of Legislation
There are four basic categories of legislation:
-
Bill: Legislation
introduced in either the House or Senate. There are two different
types of bills for expenditure of public funds:
-
Authorization bill
is legislation that establishes a program and sets funding
limits.
-
Appropriations
bill is legislation that provides funds for authorized
programs.
-
Joint resolution:
Legislation similar to a bill that has the force of law if
passed by both houses and signed by the President; generally
used for special circumstances.
-
Concurrent resolution:
Legislative action used to express the position of the House
or Senate. It does not have the force of law.
-
Resolution: A
measure passed only in one house to express the sentiment
of that chamber. A simple resolution does not have the force
of law.
-
Act: Legislation
that passed both houses of Congress and becomes law.
Step 1. Referral to Committee:
With few exceptions, bills are referred to standing
committees in the House or Senate according to carefully delineated
rules of procedure.
Step 2. Committee Action:
When a bill reaches a committee
it is placed on the committee calendar. A bill can be referred
to a subcommittee or considered by the committee as a whole. At
this point, a bill is examined carefully and its chances for passage
are determined. If the committee does not act on a bill, it has
almost no chance of passage.
Step 3. Subcommittee Review:
Often, bills are referred to a subcommittee
for study and hearings. Hearings provide the opportunity to put
the views of the executive branch, experts, other public officials,
as well as supporters and opponents of the legislation on the
record. Testimony can be given in person or submitted as a written
statement.
Step 4. Mark-Up:
When the hearings are completed,
the subcommittee may meet to make changes to the bill before recommending
it to the full committee, a process known as "mark up."
If a subcommittee votes not to report legislation to the full
committee, the bill dies.
Step 5. Committee Action to Report A Bill:
After receiving a subcommittee's
report on a bill, the full committee can conduct further study
and hearings, or it can vote on the subcommittee’s recommendations
and any proposed amendments. The full committee the votes on its
recommendation to the House or Senate. This procedure is called
"ordering a bill reported."
Step 6. Publication of a Written Report:
After a committee votes to have
a bill reported, the committee chairman instructs staff to prepare
a written report on the bill. This report describes the intent
and scope of the legislation, its impact on existing laws and
programs, the position of the executive branch, and views of dissenting
members of the committee.
Step 7. Scheduling Floor Action:
After a bill is reported back to
the chamber where it originated, it is place in chronological
order on the calendar. In the House, there are several different
legislative calendars, and the Speaker and majority leader largely
determine if, when, and in what order bills come up. In the Senate
there is only one legislative calendar.
Step 8. Debate:
When a bill reaches the floor of
the House or Senate, there are rules or procedures governing the
debate on legislation. These rules determine the conditions and
amount of time allocated for general debate.
Step 9. Voting:
After the debate and the approval
of any amendments, the bill is passed or defeated by the full
body.
Step 10. Referral to Other Chamber:
When the House or the Senate passes
a bill it is referred to the other chamber, where it usually follows
the same route through committee and floor action. This chamber
may approve the bill as received, reject it, ignore it, or change
it.
Step 11. Conference Committee Action:
If only minor changes are made to
a bill by the other chamber, it is common for the legislation
to go back to the first chamber for concurrence. However, when
the actions of the other chamber significantly alter the bill
a conference committee is formed to reconcile the differences.
If the conferees are unable to reach agreement, the legislation
dies. If agreement is reached, a conference report is prepared
describing the committee members' recommendations for changes.
Both the House and the Senate must approve of the conference report.
Step 12. Final Actions:
After a bill has been approved by
both the House and Senate in identical form, it is sent to the
President. If the President approves of the legislation, he or
she signs it and it becomes law. If the President takes no action
for ten days while Congress is in session, it automatically becomes
law. If the President opposes the bill, he or she can veto it.
If the President takes no action after the Congress has adjourned
its second session, the bill dies, a process known as a "pocket
veto."
Step 13. Overriding a Veto:
If the President vetoes a bill,
Congress may attempt to "override" the veto. This requires
a two-thirds roll call vote of the members who are present in
sufficient numbers for a quorum.
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Sample Worksheets to Identify Public Officials
Use these worksheets as a guide
to identify key public officials at the federal, state and local
levels, including addresses, telephone numbers, fax numbers, e-mail
addresses and key contact person for transportation issues. Remember
to expand your list to include relevant federal officials, mayors,
metropolitan planing organizations, and city and county officials.
Sources for this information include
APTA’s Legislative Action Center and web site, your local library,
election board, telephone directory, organizations such as the
League of Women Voters, government offices and the Internet.
U.S. Senators
Name: ________________________ Name: _______________________
Address: _______________________Address: _____________________
United States Senate
United States Senate
Washington, DC 20510 Washington,
DC 20510
Tel: (Washington) ______________ Tel: (Washington)
______________
Fax: _________________________ Fax: _________________________
E-Mail: ______________________ E-Mail: ______________________
Key Contact: __________________ Key Contact: __________________
Tel: (State) ___________________ Tel: (State)
___________________
Fax: _________________________ Fax: _________________________
E-Mail: ______________________ E-Mail: ______________________
Key Contact: __________________ Key Contact: __________________
U.S. Representative(s)
Name: ________________________ Name: _______________________
Address: _______________________Address: _____________________
U.S. House of Representatives U.S.
House of Representatives
Washington, DC 20515 Washington,
DC 20515
Tel: (Washington) ______________ Tel: (Washington)
______________
Fax: _________________________ Fax: _________________________
E-Mail: ______________________ E-Mail: ______________________
Key Contact: __________________ Key Contact: __________________
Tel: (District) _________________ Tel: (District)
_________________
Fax: _________________________ Fax: _________________________
E-Mail: ______________________ E-Mail: ______________________
Key Contact: __________________ Key Contact: __________________
Governor
State Department of Transportation
Name: ________________________ Name: _______________________
Address: ______________________ Address: _____________________
______________________________ _____________________________
Tel: ___________________________Tel: __________________________
Fax: _________________________ Fax: _________________________
E-Mail: ______________________ E-Mail: ______________________
Key Contact: __________________ Key Contact: __________________
State Senators
Name: ________________________ Name: _______________________
Address: ______________________ Address: _____________________
_____________________________ _____________________________
Tel: __________________________ Tel: _________________________
Fax: _________________________ Fax: _________________________
E-Mail: ______________________ E-Mail: ______________________
Key Contact: __________________ Key Contact: __________________
State Representatives
Name: ________________________ Name: _______________________
Address: ______________________ Address: _____________________
_____________________________ _____________________________
Tel: __________________________ Tel: _________________________
Fax: _________________________ Fax: _________________________
E-Mail: ______________________ E-Mail: ______________________
Key Contact: __________________ Key Contact: __________________
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