VRPS Legislative Toolkit

Virginia Recreation & Park Society

Legislative Tool Kit

Updated November 2, 2006

VRPS Goals:Provide and encourage continuous training opportunities for members; Improve recreation, parks, and leisure services to the public; Update members on current trends and opportunities in the profession; Disseminate information on the public through use of publications and media; Maintain current academic curriculum; Involve interested citizens in advisory, participatory, and volunteer efforts supportive of parks, recreation, and leisure services programs in the Commonwealth of Virginia; Maintain a professional register of qualified recreation and park personnel.

6038 Cold Harbor Road

Mechanicsville, VA 23111

(804) 730-9447; fax (804) 730-9455;

email

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Legislative Tool Kit

Virginia Recreation & Park Society

-Table of Contents –

Position Your Agency with State Policy Makers3

The Legislative Committee and Priorities4

Materials for a Successful Legislative Visit6

Advocacy Tips7

How to Convey Your Message to Your Legislators10

Sample Agenda13

Tips for Writing a Letter to a State Legislator 14

Let the Media Help You Make Your Point15

Use the Internet as a Resource17

How a Bill Becomes a Law18

Position Your Agency With State Policy Makers!

Start now! Position your agency with your elected officials! The VRPS Legislative Committee recommends you send information to your representatives regularly. Here is a sample list:

Your agency’s website/address

  • This informs your legislator that information about your agency is available 24/7 to their constituents.

VRPS website,

  • This informs your legislator about your agency’s involvement with a large professional organization.

Invitations to events

  • Elected officials love those photo and speaking opportunities! Regularly invite them to park/building or other dedications, grand openings, all special events and awards/recognition ceremonies for volunteers and participants.

Professional Vitae

  • A directory of staff members, including their most current contact information and the professional expertise each staff member has (park safety, after school programs, seniors, community development, land use, etc.). This helps your elected officials get in contact with a specific person quickly. This is especially helpful to legislative staff as they answer constituent grants.

Brochures & Other publications

  • Keep your legislator informed about your agency. Send them your activity guide, annual reports, press releases and other agency brochures. Add them to your mailing list so they receive periodic information from your agency.

A Final Tip: work within your agency’s local protocol!

  • Stay current with your city manager, administrator, lobbyist, legislative liaison, or department head’s protocol on correspondence and communication with legislators.

For more information, contact:

James (Jim) C. Stutts, CAE, VPRP

Executive Director

Virginia Recreation & Park Society

Phone: (804) 730-9447

Fax: (804) 730-9455

Email:

The Legislative Committee and Priorities

VRPS exists for the success of its members. The VRPS Board of Trustees has targeted success with public policy issues as a top priority. The VRPS Legislative Committee spearheads VRPS’s efforts in public policy for the profession. The Legislative Committee tracks bills based upon legislative priorities established by Legislative Committee and is supported by a professional lobbyist firm. The two focuses of the VRPS Legislative Committee are to increase:

  1. Legislator Awareness…by focusing on issues of importance facing the park and recreation profession.
  2. Member Knowledge…of the political process and the status of legislative issues with high priority given to issues of substantial importance to the profession.

Annually the Committee develops the Legislative Platform in preparation for the General Assembly Session. The 2008 Priorities follow --

VRPS 2008 Legislative Priorities
Youth Health and Safety

Virginia Recreation and Park Society members provide the young people of Virginia a safe environment, supervised by trained adults who engage them in healthy activities, enrichment, and learning.

Childhood Obesity – Public recreation & parks programs have been encouraging healthy activities for nearly a century. The opportunity exists to increase access to these programs designed to promote healthy habits. VRPS encourages the Joint Subcommittee Studying Childhood Obesity in Virginia's Public Schools to improve coordination and access to existing local and state efforts to address the epidemic of obesity.

Gangs and Park Safety – In 2005 the General Assembly passed legislation to address gang activities in schools. To help protect young Virginians from exposure to this threat, VRPS urges the expansion of the law to include public park and recreation facilities.

Parks, Open Space and Activities

Local and regional recreation and park agencies are responsible for providing places for Virginians to play, relax and enjoy the outdoors as well as providing leisure activities that improve health and renew the spirit.

Park Acquisition and Development – Public demand for park land and open space has been repeatedly demonstrated by the regular and overwhelming passage of state and local bond referenda. As Virginia’s population continues to grow, the need to fund additional land acquisition that provides the opportunity to secure open space for parks, playgrounds and facilities also grows. Continued state support for the Land Conservation Fund provides jurisdictions an opportunity to leverage local, federal and private funding for acquisition of parcels that can serve community improvement needs through new park and recreational facilities.

VRPS encourages the Joint Study Committee on Open Space and Farmland Preservation to recommend ongoing funding for open space preservation through continued funding for the Virginia Land Conservation Fund.

Virginia Senior Games – The Virginia Senior Games has been promoting health and wellness through active competition among senior adults for twenty-seven years. A total of thirty events are offered; the oldest athlete is 99 years young! Over 30,000 Seniors have participated in the games. Continued investment by the Commonwealth of Virginia is necessary to insure the growth of this healthy initiative, both physical and economic, for our growing senior population.

VRPS supports continued state funding for the Senior Games.

Trails, Pathways and Green Corridors - An appropriate mix of transportation choices should recognize the urban, suburban and rural differences across the Commonwealth. Even with these differences there are opportunities to encourage greater choice for citizens to meet their mobility needs. Where practical, pedestrian-friendly environments that facilitate walking support independence, healthy living and convenience while saving public funds.

VRPS supports the inclusion of trails, pathways and green corridors as an essential element of Virginia’s transportation system.

Materials for a Successful Legislative Visit

VRPS has developed materials to assist you in conducting a successful meeting with your state legislator:

  1. Advocacy Tips Communicating to Legislators: these tips outline who to contact and when; and a sample letter.
  1. Sample Meeting Agenda: this provides an agenda framework for a meeting with a state legislator; please adjust if appropriate for your situation.
  1. “Benefits of Being a Member of VRPS” brochure: these brochures are available from VRPS. This brochure is an excellent “leave behind” with the legislator.
  1. Annual Legislative Priorities (see previous chapter). This tool can be downloaded from the VRPS website,

Need other information? Please do not hesitate to contact James (Jim) C. Stutts, VRPS Executive Director, (804) 730-9447, or if you have any questions or comments.

Thank you for your leadership in this important endeavor!

Advocacy Tips

  1. Anyone can do it – even you

The legislative process is open to every citizen who has something to say about an issue, a bill, or a problem that involves legislative action.

VRPS members are often public employees and you may have been told you are not allowed to take a position without approval of the policy body. You can however, take a position as a citizen.

As a citizen you can:

  • Write a letter
  • Send a fax or e-mail from your personal number or address
  • Make a phone call without referencing your employer
  • Draw upon your professional experience in communicating your support or opposition to a bill. For instance, you may be opposed to changes in the application of pesticides in parks. You can reference your experience by simply stating…”in my 20 years of experience in applying pesticides in public areas, I have never experienced…” This lets the legislator know you have first hand experience with the issue.
  1. Know who to contact

Government is complicated. Besides the federal and state there are also many local units of government – cities, counties, towns and regional bodies. If you don’t know the name of your Congressman, State representative or other elected officials call your local library, city hall or county government center and ask the staff for their names or you can access the information online at “Who’s my Legislator” -

3. Know when to contact and be prepared

If you are interested in a specific bill, submit your views as early as possible in the legislative process, while it is still in committee is the opportunity to have the most effective impact (see page 10 on contacting your legislator). Be prepared and specific. If you’re advocating because of something you’ve heard or read, share the source with the legislator so that he or she can make certain that the information you have shared has been accurately reported. The easier your position can be explained, the more likely it is that a legislator will be persuaded to accept it. Pare to the simplest, most essential facts and arguments.

Know the following information:

  • The number of the bill and the name of the sponsor
  • The current status of the bill: in committee, coming up for a vote, etc.
  • What you are asking for: trying to start a bill, stop it, amend it

4. Know how to reach your elected officials

  • In Writing: In a letter, fax or email you can think through everything you want to say, and state it without interruption or distraction. The elected official can review your ideas exactly as you stated them. The major drawback is the misunderstandings can’t be corrected as they can in conversation. So, write clearly – typed letters are best – and always put your complete name, address and telephone number on the letter itself. Keep your letter to one (1) page. Always include complete mailing address information in the body of your email. Do not send an email with only a screen name for reply.
  • In Person: Face-to-face meetings are preferable because they are the most personable and the most conducive to explaining complex statistics, charts or documents. Each Virginia state and federal legislator has a district office. Always call in advance for an appointment and call ahead to confirm the appointment. Be up-front about what topic you want to discuss, so that they can update themselves on the status of the bill before meeting with you.
  • By Phone: The telephone is quick and flexible. But, there is only limited opportunity to provide tangible material that helps build a solid file of information for the legislator. A follow-up letter, however, can provide information in writing.

5. Practice your pitch:

  • Be factual: Don’t exaggerate and never lie. Even a simple issue has pros and cons. In fact, by also addressing the arguments on the other side you have an opportunity to rebut them. Relate specific examples of how the legislation will directly affect the legislator’s constituents.
  • Be polite: Treat the legislator with the dignity and respect you expect for yourself. Don’t threaten or offer rewards.
  • Zero in: Don’t ramble. Stick to the subject and say it in 2-3 minutes; never go more than 5 minutes.
  1. Get an answer!

Elected officials don’t like having to tell a constituent that they don’t agree with him or her. They may try to limit the meeting to “listening to your views”, without ever expressing their own opinions. They may state general inclinations rather than how they’ll vote on a specific bill or a specific amendment. Politely and respectfully ask for an answer and wait to get it. If they still decline, ask for a specific time when they will give you their decision. Before leaving, set up an appointment for a second meeting or a time when they’ll provide you their view in writing.

If no answer is forthcoming, ask the legislator if you can work with one of their staff members on follow-up actions. State members do research, draft bills, make recommendations on amendments, and develop expertise in areas at the request of their legislator. They are available to spend much more time working with you on behalf of their legislator.

  1. Follow Up:

Within one week of the visit, send the legislator a letter thanking him or her for the meeting and confirmation of your understanding. Ask for follow-up if you have not heard back from the office as promised.

  1. Plan for the future:

Advocacy is a lot like baseball – no one bats 1,000. There’s always another game after this one. Even when you are unhappy with the position the legislator took, don’t feel you were a failure. You may have softened or moderated their views. Perhaps they voted your way on an amendment, even if they voted wrong during the final vote on the entire bill.

Your overall purpose is to educate, lay the groundwork for the future and to establish on-going relationships.

How to Convey Your Message to Your Legislators

Each year, thousands of legislators’ proposals are introduced on subjects that affect you. Your input on these issues is critical, understanding the process and holding your legislators accountable for their actions will help you affect the outcome. As a member of the Virginia Recreation and Park Society you have access to all the resources we have, but ultimately you need to be involved personally for the best results. Offered below are tips on how to involve yourself in the legislative process and steps you can take to make sure your voice is heard.

General Guidelines

Here are some guidelines for you to follow in contacting your legislators:

  • Be thoughtful. Commend the right things your legislator does. That’s the way you’d like to be treated.
  • Be reasonable. Recognize that there are legitimate differences of opinion. Never indulge in threats or recriminations.
  • Be realistic. Remember that most controversial legislation is the result of compromise. Don’t expect that everything will go your way, and don’t be too critical when it doesn’t.
  • Be accurate and factual. The mere fact that you want or do not want a piece of legislation isn’t enough. If an issue goes against you, don’t rush to blame the legislator for “failing to do what you wanted.” Make certain you have the necessary information and do a good job of presenting your case.
  • Be understanding. Put yourself in a legislator’s place. Try to understand his/her problems, outlook and aims.
  • Be friendly. Don’t contact your legislator only when you want his/her vote. Invite him/her to your agency or community. Keep in touch with him/her throughout the year.
  • Give credit where it is due. If an issue goes the way you wanted, remember that your legislator deserves first credit. He/she has the vote, not you.
  • Learn to evaluate issues. The introduction of a legislative bill doesn’t mean that it will become law. Whether you’re for it or against it, don’t get excited about it until you learn the who, what and why of it.
  • Support your legislator. If he/she is running for re-election and if you believe he/she deserves it, give him/her your support. He/she needs workers and financial supporters. Don’t become aloof at the time when your legislator needs your help. Personal support for your legislator does not mean you have to be involved in partisan politics.
  • Be cooperative. If your legislator makes a reasonable request, try to comply with it. You can help him/her by giving him/her the information he/she needs. Don’t back away for fear you are “getting into politics.”

Letter Writing

See page 14 for a sample.

District Office Visits

The following guidelines may be helpful when you visit the legislator’s district office.

  • Members of the state Legislature rely heavily on their staffs for a major portion of their responsibilities, i.e., scheduling, advice on specific legislation, constituent problems, etc. This is why it is important to maintain familiarity with the district office staff. However, you do want to become acquainted and develop a working relationship directly with the legislators in your district.
  • The Virginia General Assembly convenes the 2nd Wednesday of January and meets for 60 days in even-numbered years and 45 days in odd-numbered years. The rest of the year legislators are in their home districts.
  • Always call in advance for an appointment and briefly explain the purpose of the meeting. As a constituent you are important and your legislator and staff are eager to get acquainted.
  • If meeting with your Senate or Assembly representative to discuss specific legislation, review the background information and position statements available from VRPS and use the bill number when possible.
  • Ask the legislator for his/her position on issues and how he/she will vote.

Consider other activities as ways of effectively maintaining liaison with your district legislators: