Is There a Bill or an Issue of Particular Concern to You? Organize!

It won't be long until the South Dakota Legislature will be back in session.  Last session we were bombarded by thousands of pre-printed postcards, emails with no name signed to them, and folks wanting to speak with us personally while we were in committe or on the House floor. To help make a smoother, more successful attempt to contact your Legislator/Senator, I've written a guideline for you to follow. We always love to hear from our constituents, but please remember, our time in Pierre is a busy time.

So what is the best way to contact my legislator about a particular bill or issue?

Forming a group to lobby for or against legislation is often more effective than individual efforts. A group is far more visible, has greater resources, and carries more political weight. Organize a group of friends, co-workers, or neighbors around a specific issue of concern to all of you. Define your goals . . . identify tasks that are part of the plan . . . divide the work. (For instance, one person can research

available material, another can keep track of the bill, several can attend all committee meetings, several can personally meet with the legislator, etc.) . . . KEEP INFORMED.

It is best for the group to meet informally or socially with legislators even before the group has specific legislative requests to make. Professional lobbyists specifically suggest this kind of personalized, informal contact. Friendly, personal acquaintance, and help at campaign time, form a strong basis for personal, or group, lobbying efforts.

Learn how the system works . . . find out how a bill becomes a law . . . learn the committee structure . . . find out which legislators are dealing with your area of concern . . . find out when and how to lobby.

If you are interested in becoming actively involved in influencing legislation, here are some important points that will make your lobbying efforts more effective:  www.legis.state.sd.us.gov

Personal Contacts

Personal contacts can be a meaningful way to influence a legislator.

1. Before contacting any legislators, take the time to read all available background material on the bill or issue which concerns you. Although it is obviously beneficial for you to know a great deal about the specifics of bills and issues, it is not essential that you know everything. The primary goal of your visit is to express your concern over a particular bill or issue.

2. Know when and where to contact a legislator. The best times to find a legislator in the office in Pierre are during the months of January, February and a week in March. Search the LRC website will give you an address and telephone number as well as an email address.

It is usually possible, when the House and Senate are in session, to send in a message to legislators informing them that you wish to speak with them.

The sergeant-at-arms on the third floor in front of each chamber will send your message to the Representative or Senator. It is generally,but it's not always possible for a legislator to come out to meet briefly with you.

Occasionally, legislators will be able to see you if you simply walk into their office, but the best approach is to call ahead and make an appointment. Let the legislator know what you wish to discuss. If you cannot get an appointment, or if the matter is too urgent to wait for an appointment, do not hesitate to go to the office anyway. You may at least be able to talk to staff, and you will have made them aware of your concern. Calling your own legislator at home on the weekend sometimes makes sense on an issue of great importance or urgency.

Don’t abuse this method of contact.

3. If you have genuine expert knowledge, share it with the legislator. It will be welcomed. No legislator can be an expert on everything. (All views are important, but expertise is especially valued. Remember, any lobbyist’s most useful role for a legislator is as a source of information.) If you have read the bill carefully and/or understand the issues involved as a result of personal knowledge or research, you may be of great assistance to the legislator.

4. Be constructive. If a bill deals with a problem you admit exists, but you believe the bill is the wrong approach, explain what you believe is the right approach. If you want to suggest amendments to a bill that has been introduced, it is important that you have: a) a clear idea of what you want to be included or deleted; b) the reasons to justify the proposed change; and c) good, strong facts to back up your position before you contact your legislator. If possible, leave copies of your position and/or suggested changes with the legislator.

5. It is usually a waste of time (for both of you) to lobby legislators who are already supporting your position, although they may be helpful in making suggestions for your lobbying efforts.

6. You do not need a crowd to lobby. One, or possibly two, well-informed lobbyists on the same subject are more effective and less confusing than a large group gathered at the same time.

7. When you introduce yourself, save time by making it clear who you are and what organization, if any, you are working with. If you are cooperating with some group from the legislator’s home district, mention it and the fact that the home district group may also be trying to reach the legislator.

8. Do not “overkill.” Most legislators have many demands on their time. An elaborate sales job or long, emotional speech will not be appreciated. They do, however, want your well-prepared facts and views, presented in a straightforward manner. Make sure their time is well spent in talking to you. Stick to the issues that you came to discuss; don’t wander into other issues.

9. It is easy, particularly when dealing with legislators who disagree with you, to become angry and frustrated. If you disagree, a calm, reasonable attitude and a set of well-prepared reasons for your position may change their minds on the issue. It is generally advisable not to get into arguments which may trigger prejudices. Remember, you may not have all the facts on an issue or bill.

Let legislators explain their views—listen without interrupting—they often have input from many resources to which you may not have access, such as fiscal agencies, state departments, other groups with expertise on the issue, and legislation from other states.

Take a few notes about their comments, noting any questions they have. Give the answers you know, and offer to get answers to the other questions, if possible. Understanding their views of the facts and where they come from will help your organization develop counter-arguments.

10. Don’t demand a commitment before the facts are in. Give your legislator a fair chance to examine all sides of an issue. The legislative process is very complex, and bills change their shape in committee and on the floor of both houses of the Legislature. A bill rarely becomes law in the same form as introduced. It is possible that the bill you supported originally is so changed in the process that you would oppose its final form.

A legislator may be forced to vote on the bill as a whole, weighing the good with the bad and the needs of all constituents and/or the state as a whole, rather than those of a particular group or individual.

Letter Writing and E-Mail

A personal letter or message via e-mail or the Internet may be the most effective way of contacting your legislator,whether in Pierre or Washington.

1. ADDRESS IT PROPERLY: Know your legislator’s full name and correct spelling.

2. ALWAYS INCLUDE YOUR LAST NAME AND ADDRESS ON THE LETTER OR E-MAIL. A letter cannot be answered if there is no return address and this shows you are a constituent.

3. USE YOUR OWN WORDS. Avoid form letters and petitions. They tend to be identified as organized pressure campaigns and are often answered with form replies.

However, a petition does let the legislator know that the issue is of concern to a large number of people (addresses with zip codes should be given for each signature). One thoughtful, factual, and well-reasoned letter carries more weight than 100 form letters or printed postcards.

4. TIME THE ARRIVAL OF YOUR LETTER OR E-MAIL. Try to write to your legislator, and the chairperson of the committee dealing with a bill, while a bill is still in committee and there is still time to take effective action. Sometimes a bill is out of committee, or has been passed, before a helpful, informative letter arrives which could have made a difference in the way the bill was written or in the final decision.

5. KNOW WHAT YOU ARE WRITING ABOUT. Identify the bill or issue of concern to you.

Hundreds of bills and resolutions are introduced in each session. If you write about a bill, try to give the bill number or describe it by popular title, such as “the Whistleblower’s Act,” or “the School Code.”

6. BE REASONABLY BRIEF. Many issues are complex, but a single page, presenting your opinions, facts, arguments, or proposals as clearly as possible, is preferred and welcomed by most legislators.

7. GIVE REASONS FOR YOUR POSITION. Explain how the issue would affect you, your family, business, or profession—or the effect on your community or our state. If you have specialized knowledge, SHARE IT WITH YOUR LEGISLATOR. Concrete, expert arguments for or against the bill can be used by the legislator in determining the final outcome of a bill.

8. BE CONSTRUCTIVE. If a bill deals with a problem you admit exists, but you believe the bill is the wrong approach, explain what you believe to be the right approach.

9. GROUPS AND INDIVIDUALS SHOULD DETERMINE THEIR PRIORITY CONCERNS

and contact the legislator on those specific  issues rather than on every issue. The “pen pal” who writes every few days on every conceivable subject tends to become a nuisance, rather than an effective voice of concern.

10. YOU MAY NOT ALWAYS RECEIVE A LONG, DETAILED RESPONSE.
Legislators are very busy and usually cannot respond with long, personal replies to each correspondent.

11. WRITE TO EXPRESS APPRECIATION when you feel a legislator has done a good job.

Legislators are human too and seldom receive “thank you” letters of encouragement.

Remember, on any one issue, even a few letters or e-mails to one legislator can have an important impact. Sometimes just one letter or e-mail, with a new perspective, or with clear-cut, persuasive arguments can be the decisive factor in a legislator’s action.

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If you decide you want to be further involved in the future of a particular bill,

KEEP TRACK OF THE BILL. Consider testifying on it before a committee.

There may also be a public hearing on it in your area. 

not always, possible for a legislator to come out to meet briefly with you.