Issues, Elected Officials and Your Voice…the many ways (and rules) on how to communicate with your Elected Official! Here we have gathered information from our personal experiences, stories from others and elected officials’ thoughts. If you have a suggestion, thought or idea; please feel free to share it with us!
The Facts, just the facts…
In today’s age of technology the ability to obtain information is literally at your finger tips!
The Freedom of Information Act is a state statute (5 ILCS 140/1-140/11) that provides a method for the public to gain access government records for inspection and/or to obtain copies. Each governmental body has the right to charge for copies; please be aware before you order your copies!
Freedom of Information requests are filled within seven working days of receipt of the completed FOIA form. If additional time is needed, the body will notify you of their intent to respond within an additional seven working days as permitted under the Act.
If any of the materials you have requested are exempt under the Act, you must be notified in writing of the specific exemption which applies to the request and be provided with all non-exempt materials.
Any denial, or partial denial, of your request may be appealed. Each body will have a procedure as to how to “Appeal the FOIA Denial”
PUT IT IN WRITING!
For anyone who may not have written their public officials about their concerns, NRU offers the following suggestions:
Keep it brief
In the first few sentences or paragraph, identify yourself, where you live, and your connection with the community (when you came to the community, how long you have lived there, etc.).
One issue at a time, please
In the second few sentences or paragraph, briefly say how important it is to you that the public official supports the ONE SPECIFIC ISSUE that you are writing about.
If you want to write about more than one issue, use two or more separate letters, rather than discussing a laundry list of issues in a single letter. Asking too much of the public officials in a single letter dilutes the importance of your message. When possible, try to identify a bill (agenda item) by number and/or title.
Keep it simple
You don't have to go into great detail about the particular issue about which you are expressing concern. You don't have to be an "expert" on the subject or argue a point in depth for it to have an impact.
Statement and Solution
Public officials also like to have a SPECIFIC ACTION REQUEST. Express your issues/concerns and follow up with a solution suggestion. An example that comes to mind is living next to an airport. Rather than complaining on how the noise bothers you, add a suggestion in support of exploring flight path modifications, or suggestions of mitigation referenced in professional studies, etc.
Your voice and the voice of others?
Get your neighbors involved! There may be dozens of other people who feel the same way right in your neighborhood! Public officials hearing from MANY individuals about an issue causes them to pay attention; especially just before an election.
Just make sure that what you say is not presented in an obviously regurgitated form.
Say “Thank you”
Yes, yes it is important. Isn’t it nice to hear, when you finish doing the domestic chores, “Thank you”?
Just a note:
Most people are un-aware that their correspondence, once submitted to the Elected Official or public body, does become part of the public record. Make sure that the document has been proof-read, spell checked and does not contain words that you would not want read by others! STAND UP AND SPEAK! For those who do not mind speaking in public or are willing to give it a try: The best suggestion came from a high school speech teacher to one of our NRU members many years ago. Keep it brief, keep it focused to the topic, keep it simple, make a clear presentation and present your solution and say “Thank you”. The great thing about these words of wisdom is that they are a reinforcement of the written communication that has already been your, or is the next, means of contact to the Elected Official. That written communication can be used during your public speaking; as your notes and as a hand out to the governing body. Remember the saying “A picture is worth a thousand words”? Most public forums have the availability to present photos, visuals and power point presentations via the appropriate device. Ask in advance as some presentations may require assistance in set up! Each governmental body has their own rules on sign up, time limits and when you get to speak during the meeting. Conversations and meetings! For those who do not like to speak in public but want to talk with their Elected Official. As we all know, each of us have busy schedules and commitments on the calendar; our Elected Officials are no different. Some officials maintain their own calendars others have Administrative Assistants that keep the daily appointments for them. Which ever is the case, start the relationship off on the right foot by scheduling an appointment. The above suggestions under “Put it in Writing” and “Stand up and Speak” apply here too. With one more thought, here we will share the experience of one NRU member. That is what was perceived frustration of “only having 20 minutes” with the Elected Official. It was after the meeting that our member realized that 20 minutes can be used well and in a rewarding manner. It is not the length of time that you have scheduled it is the use of the time. Remember your written communication, your visuals - be prepared! Fundamental “Don’ts”… …send a post card …sign and send a form letter …begin on a righteous note ~ elected officials realize you pay taxes and you are a citizen …apologize for writing and taking their time; if your letter is brief and clearly expresses your opinion they will give it consideration …be rude or threatening
…try to influence anyone before you have a thorough understanding of the issue
...forget to ask for support of your position