GFOA of the US & Canada

• Plan Ahead. Call or write in advance for an appointment with your legislator. Offer two to three alternative meeting times. If the member is unavailable, ask to speak with the Chief of Staff or the staff aide who is responsible for the issues you wish to address during the meeting.
• Prepare. Create an agenda and be prepared to keep the meeting short. If you are meeting with a group, know who will be speaking about what issues. The member’s time is extremely limited, and if you fail to plan ahead you may not have time to address key points.
• Research. Know the legislator and their position on issues – either those you wish to address, or similar issues that may indicate voting trends. Research your issues and be prepared to explain them in depth, but do not overwhelm the legislator with too many details unless requested. If you are discussing a specific piece of legislation, know the bill’s status.
• Personalize. Tailor your message to your member. For example, a member who has held office at the state or local level may be more informed about – and more receptive to addressing – local government problems.
• A Note on Staff Members. Staff members are your greatest resource and best allies in any member’s office. Know which staff members work on which issues and make a point of creating a working relationship with them. If you are unable to meet with a member, take a meeting with their staff every bit as seriously – they work with the member day in and day out, and if they understand and support your issues, they will be excellent advocates for you after your meeting ends.

• Be on Time, Polite, and on Message. Localizing your issue and providing anecdotal evidence to support your position will help the member remember you and advocate for you in the future.
• Ask for a Firm Commitment. Know the course of action you want and ask for a firm commitment from the legislator. “Sounds good to me” does not mean the member is committing to your side of the issue. If the member says “I’ll think about it,” arrange for a time to meet back.
• Maintain Credibility. If asked a question to which you do not know the answer, “I don’t know, but I will find out and get that information to you,” is a perfectly acceptable response. Never speculate, generalize, or guess.
• Neutralize Opposition. Be aware of the opposition’s arguments and be prepared to address them. If a legislator will not agree to support your position, try to insure that they will remain neutral and not actively oppose you.
• Provide Resources. Before you leave, make sure you inform the legislator that the Government Finance Officers Association represents the public finance profession in Washington and encourage the member or their staff to call upon the GFOA for information about state and local finance issues. Leave literature illustrating your point and any information you did not have time to convey.

• Prepare a Follow-up Letter. Send a letter thanking the legislator and his staff for the meeting, restating the issue, and providing any further information as promised. If you disagreed with the legislator, politely express your disappointment.

• Generate Support. Have other local and state officials call, write or otherwise contact the legislator in support of your position. The more constituents the member hears from, the more valid your argument.
• Maintain the Relationship. It is very important to build an ongoing relationship with the member and their staff. Add them to your mailing list for relevant reports produced by your government. Invite them to special events and photo opportunities in the local district, and continue to express your position on issues.
  

Sources of Information

• www.senate.gov – Provides links to Senators’ web pages and other information.
• www.house.gov – Provides links to Representatives’ web pages and other information.
• http://thomas.loc.gov – Legislative information from the Library of Congress. Search functions for legislation based on bill number or phrase.