Introduction

During the legislative session of 2005, UPEA asked each member to contact their legislators. It was very successful. In fact, we nearly defeated the most harmful bill that state employees have ever faced because of the grassroots lobbying efforts of the UPEA membership. That is why UPEA decided to create this guide to help our members get more involved in the legislative process each year. It is vital for the success of the association that our members stay continually involved in the legislative process.

 UPEA lobbyists continue to fight for your benefits and compensation. They are in constant contact with your representatives and senators, and continually monitor the legislative committees. But, UPEA is only as powerful as its members make it. Legislators listen to their constituents. Their primary concern and responsibility is to meet the needs of the citizens that they represent.

 For UPEA to see success in the legislature year after year, it is important that the UPEA members make a grassroots effort in lobbying the legislature each year. Grassroots lobbying is an important part of UPEA membership. All public employees are directly affected by decisions made in each legislative session. The legislature decides on salaries, retirement, health care, job security, and working conditions that affect you every day. You should not let the legislature make those decisions without your input.

 We ask that all public employees get politically involved and become effective grassroots lobbyists. This guide will help you in your lobbying efforts in contacting your legislators about issues that you face on a daily basis.

Keys to Grassroots Lobbying

I.                   Knowledge.

Ø      Know UPEA and its legislative agenda.

§         Be knowlegable of UPEA and its efforts. Know what UPEA does and what it stands for. Know the UPEA legislative package, and what the issues are. Be informed on the positions UPEA is taking on specific issues. Please read the position papers that UPEA has put together regarding those specific issues. If you have any questions about UPEA or the legislative package, please contact a UPEA Employee Relations Representative at (801) 264-8732.

Ø      Know your Legislators.

§         It is important to know who your legislators are, how long they have served in the legislature, and how they have voted in the past on public employee issues.

Ø      Know the Bill.

§         When you are discussing specific legislation, know the bill number and its short title. Legislators deal with hundreds of bills, and cannot be expected to know all of them. Your legislator will better understand your concern when you refer to a specific bill name and number. Also, be sure to understand what the bill says and what changes, if any, are be advocated.

 

Note: All UPEA members can obtain any information regarding the above topics by visiting the UPEA website at www.upea.net or calling the UPEA office at (801) 264-8732.

 

II.                Remember the 3 “C”s.

Ø      Be Courteous.

§         When asking legislators to support UPEA issues, show them courtesy and respect. Be professional in every contact with legislators. Do not become argumentative, even if you disagree with their opinions. Always follow a visit or call with a thank-you note. UPEA, and public employees as a whole, will be judged by your contact and conduct.

Ø      Be Concise.

§         Do not attempt to explain the entire UPEA platform in one phone call or one letter. A good rule of thumb is one issue per contact. Be friendly, but brief. Get right to the point.

Ø      Be Consistent.

§         Make sure that your requests are consistent with those of UPEA. Remember, you are representing your fellow association members and co-workers, not furthering your own personal agenda. We can only be successful if we work together and show a united front.

 

 

III.             Follow Up

Ø      After you have asked your legislators to support a UPEA issue, make sure to remind them that you and other state employees in their home district will be monitoring their actions, and then follow through with it. You can keep up with developments by reading UPEA’s newsletter The Utah Public Employee and following our updates on www.upea.net. Thank legislators when they vote in support of UPEA. Be sure to hold your legislators accountable for their actions by following through at the ballot box, as well. Your vote is the ultimate follow-through.

Tips for Contacting your legislators

1.     Meeting with your legislator.

 

Meeting with your legislators face-to face is often the most effective means of explaining your position on an issue and seeking legislative support. It also gives your lawmakers an opportunity to “put a face on the issue,” and on UPEA, and could help develop an ongoing, long-term, mutually beneficial relationship.

 

§         If you plan to visit your legislator, the first step is to make an appointment.

§         Be sure to arrive at the appointment on time. Don’t show up to a meeting late.

§         When you meet with your legislator, always introduce yourself, even if you’ve done so before. With the number of people legislators meet, they may not remember your name.

§         Be friendly, but get down to business quickly. Try to stick to one issue. Don’t dilute your message by talking about a variety of subjects.

§         Be reasonable and honest. Don’t try to debate with your legislators. Give them brief background information and a position paper if you have one. Stick to the facts. If you are asked a question and don’t know the answer, tell the truth. Tell them you will get the information for them. Use UPEA staff as your information resource.

§         Always cooperate. If legislators request additional information, get it to them as quickly as possible. Share results of your visit with UPEA staff and members of your UPEA district.

 

 

2.     Writing Letters to your legislator.

 

Taking the time as a citizen, voter and UPEA member to express your opinion in writing can be persuasive to your local representative or senator. Many citizens think that they have to be an expert to write elected officials, but this is not the case. Your initiative, interest and concern are what really matter. There are a few basic rules to remember, however.

 

§         The first rule, when writing your legislators, is to make it a personal letter in your own words. A well-thought-out, well-written personal letter will be much more effective than 1,000 copies of the same form letter with 1,000 different signatures. Legislators look at one or two of these and dispose of the rest.

§         The second rule is to use the proper address and salutation. During a legislative session, mail correspondence to your legislators’ offices in Raleigh. When the Legislature is not in session, mail letters to your legislators at home. If a legislator’s name is Jane Smith, then you should address the letter “The Honorable Jane Smith.” The salutation should read “Dear Representative Smith” or “Dear Senator Smith,” whatever the case may be.

§         Rule number three is to identify yourself. Make sure you include your full name, address and phone number on the letter. Start your letter by identifying yourself and where you live so that your representative knows you are a constituent. Also, in your introductory paragraph, identify anything you and your representative have in common, like church, a civic club or other local interest.

§         The fourth rule is to be brief. Try to keep your letter to one page. Be as direct as possible, asking for a specific action or vote and referring to a bill by name and number.

§         Rule number five is to remember to say thank you. Be sure to follow up your letter with a thank you after positive action in a committee or a favorable vote. Those who are responsive to your interests should hear of your appreciation. A letter of thanks will be remembered and appreciated.

 

3.     Emailing your legislator.

 

Email is a very effective means of grassroots lobbying, primarily because one email can reach hundreds of legislators in a matter of seconds. While mailed letters may be more effective because they tend to be more personal, it may take 2-3 days to even reach them. Often times, it is imperative that legislators hear from their constituents quickly, as they may have to cast votes on legislation that same day, leaving no time for letters to be sent. There are, however, a few key rules you should always remember when emailing your legislators.

 

§         The first rule, and perhaps the most important, is to organize an email distribution system for grassroots lobbying within your district. First, make sure all district members have email addresses for their legislators, and be sure to notify them (through a predetermined method) when they need to be “called to action.” If a legislator is about to vote on particular legislation that could benefit or hurt state employees and retirees, it is very effective if hundreds of you email simultaneously to let them know how to vote. If a legislator’s inbox is flooded with emails telling him/her to vote a certain way, chances are he/she will listen.

§         The second rule is to make it direct and to the point (include specific bill numbers/titles). You must be very careful not to “ramble” for pages and pages about a personal situation before getting to the point. Get to the point first, and then expand. The same way legislators can toss a letter in the trash, they can more easily hit the “delete” button on their keyboard without even having to brush up on their basketball skills. Remember- they receive hundreds of emails a day, so if they have to scroll and scroll to unearth the point, chances are they won’t bother.

§         Rule number three is to identify yourself. Often times, email addresses do not reflect anything specific about you, so it is important that you include your full name, address, phone number, and where you live so that your representative knows you are a constituent. Also, when you are addressing your legislator you should be respectful and use, “Dear Senator Smith.” Furthermore, always thank your legislator, in advance, for listening to your concerns. Be sure to write a follow-up email or letter if he/she listens to your request and acts accordingly.

§         The fourth rule is to always check your email for spelling errors and grammatical mistakes before you send it. USE SPELL CHECK! That’s what it’s for! Legislators will more likely pay attention to your email if it is composed in a professional manner, free of spelling and grammatical mistakes. This adds credibility to what you are saying.

 

4.     Calling your legislator.

 

In some cases, a well-timed telephone call to your legislators can be very effective. Phoning your legislators is as easy as 1 - 2 - 3!

 

§         One, list the points you want to make during the conversation BEFORE you call.

§         Two, tell the person who answers the phone who you are, including your name, work location and LEGISLATIVE district. Again, it is important your legislator know you are a concerned CONSTITUENT.

§         Three, ask to speak to your legislator. If he or she is unavailable, ask to leave a message. Include specific information about your request, or position on a bill. If the legislator’s position is in your favor, express your appreciation. If the legislator is undecided, offer to provide more information on the subject. But, ALWAYS be courteous and remember to thank the legislator or clerk for his or her time.

Other Means of Grassroots Lobbying

There are other ways to make your voice heard regarding the issues you care about. Each and all of them are important means of lobbying from the grass roots level.

 

§         “Letters to the Editor”

·        Should your letter be published, here is a unique chance to reach thousands of people who otherwise may not be sparked into thinking or giving attention to a critical piece of legislation. And you would be surprised at the high degree of readership such sections in newpapers achieve. Even if it is not published, you letter may inspire an editorial on the subject.

·        In writing a “Letter to the Editor,” keep the length of the letter to 250 words. Make your letter concise and to the point. Be sure to include your name, address, and phone number.

§         Radio Talk Shows.

·        Call into radio talk shows to let others know what you think about issues pertaining to public employees. Ask questions of those who appear on these shows. Often public officials will be on radio talk shows to take questions regarding particular legislation or issues.

§         Write a piece for your newspaper.

·        Many newspapers feature a section opposite the editorial page for citizen opinion (Op-Ed). If you write well, why not submit an article on a subject you know and care about?

 

 

If you need more background on UPEA issues, for these purposes, please call the UPEA offices at (801) 264-8732. A staff representative will be able to assist you on the information that you request regarding specific items.

Guide to the Legislative Process

HOW AN IDEA BECOMES A LAW

• An Idea Is Developed. A legislator draws from numerous sources in deciding what should be introduced in the Legislature as a bill. Major sources of ideas come from constituents, government agencies, special interest groups, lobbyists, the Governor, and the legislator. A sponsor from the House of Representatives or Senate must be found to submit the bill.
  
  
  
• The Bill is Drafted. The idea is submitted to the Office of Legislative Research and General Counsel, a nonpartisan legislative staff office, in the form of a bill request. The assigned bill drafting attorney reviews existing law, researches the issues, and prepares the bill in proper technical form. The bill is given a number. A fiscal review is conducted and a "Fiscal Note" is attached. The bill is also reviewed for statutory or constitutional concerns.
  
  
  
• The Bill is Introduced. The bill is introduced into the Legislature and referred to the Rules Committee.
  
  
  
• The Bill Receives Standing Committee Review and Public Input. The Rules Committee recommends to the presiding officer the standing committee to which the bill should be referred. The standing committee, in an open meeting, reviews the bill and receives public testimony. The committee may amend, hold, table, substitute, or make a favorable recommendation on the bill.
  
  
  
• The Bill Is Returned to the Floor. Following the committee hearing the bill is returned to the full house with a committee report. The committee reports the bill out favorably, favorably with amendments, substituted, or that the bill has been tabled.
  
  
  
• The Bill is Debated in Open Session. The bill is debated in open session. During floor debate, the bill can be amended or substituted. It can be held (circled). In order for a bill to pass the House of Representatives, it must receive at least 38 votes. The bill must receive at least 15 votes in the Senate in order to pass.
  
  
  
• The Bill Passes Both Houses in the Legislature. After the bill has gone through both houses, it is signed by both presiding officers (the Senate President and the Speaker of the House).
  
  
  
• The Bill is Prepared for the Governor's Action. The Office of Legislative Research and General Counsel prepares the bill in final form. This is called the "enrolled" bill.
  
  
  
• The Bill Receives the Governor's Action. The enrolled bill is sent to the Governor for his action. He can either sign the bill, veto it, or allow it become law without his signature.
  
  
  
• The Bill Becomes Effective. A bill enacted by the Legislature is effective 60 days following adjournment, unless another date is specified in the bill.

UPEA Legislative Standing Committee

The UPEA Legislative Standing Committee is the grassroots group that makes up the legislative package for UPEA each year. They are dedicated members of UPEA that monitor legislation during the general session and during the interim period. They are committed to following up on the UPEA legislative package each year, and on legislation that impacts public employees. All members of UPEA may participate on this committee.

 “The Legislative Standing Committee is committed to understand the legislative process, reviewing the issues that interest public employees, and presenting those ideas to legislative bodies.”

 Contact the UPEA offices at (801) 264-8732 if you would like to become involved in the legislative standing committee.

Sources

Hrebnar, Ronald J. Interest Group Politics in America. Third Edition. M.E. Sharpe, Inc. New York. 1997.

State Employees’ Association of North Carolina. “Guide to Grassroots Lobbying”. April 2005. www.seanc.org.

Utah State Legislature. “How an Idea Becomes Law.” le.utah.gov. 2005.