CANPFA Publication:  GETTING TO KNOW YOUR LOCAL LEGISLATORS AND MEMBERS OF CONGRESS PURPOSE The following is a quick guide to introducing yourself and your organization to your state and local representatives. Most members of the Connecticut General Assembly and Congress -- as with most members of the public -- have little understanding of long-term care providers. They may not understand the distinction between non-profit and proprietary ownership. They may not appreciate the difficulties of care-giving in an era of shrinking resources. CANPFA members face a tremendous educational challenge, and the best way to meet that challenge is for each and every member to educate his or her local legislators. Without the understanding of issues facing non-profit long-term care providers that comes with one-on-one contact, legislators can pass some damaging laws. Getting to know your legislators -- building relationships and ensuring a fair hearing for your point of view -- is no guarantee of adequate State funding or reasonable federal laws, but it is the only hope we have. WHO SHOULD PARTICIPATE? Each and every CANPFA member. The chief administrative person should initiate contact with local legislators. Depending on the nature of the meeting planned, other constituents may also be invited (staff, trustees, residents, family members, auxiliary members, etc.). PROGRAM FORMAT There are many possible formats -- formal and informal -- for meeting your legislators. As a general rule, if time permits, individual meetings are best, particularly if you do not have prior relationships with your local legislators. Group meetings and other legislative programs are easier to pull off if you are known to your legislators. However, individual and group programs should not be viewed as mutually exclusive: if you have the time and initiative, you should plan to do both. ONE-ON-ONE MEETINGS Meeting an individual legislator at your organization is the best way to get acquainted. Invite your local legislator for a tour of your organization. A sit-down, formal presentation is not necessary. Make your points during the tour itself, using specific tour sights to emphasize and illustrate your arguments. GROUP MEETINGS This has proven to be a very effective format. Here, a group of legislators from your organization's region plus key legislative committee chairs are invited for a formal presentation. One highly successful format has been to hold this meeting in conjunction with a breakfast at a member organization. Sometimes providers located near one another collaborate together on a program. The formal part of the presentation can include a series of speakers on issues of concern to you, a panel discussion, and/or a question-and-answer session. Given the more formal nature of this format, it is important that you leave sufficient time for "schmoozing". This usually works out better before the program, since participants may want to get on their way after the program. A group tour should be made optional for the invitees. PREP WORK FOR GROUP MEETINGS Send the legislator(s) brochures of your organization with your invitation, plus a short briefing paper on the issues you plan to discuss. Assume legislators are completely ignorant of your issues; but like anyone, they don't want to appear unknowledgeable. They will greatly appreciate the advance briefing. Be sure to keep all materials concise and non-technical. A word about protocol: Address your correspondence to your legislators to "Honorable ", and in your salutation, write "Dear Senator " or "Dear Representative " -- at least until you have established a more personal relationship.  Using our on-line contact tool can help you format your correspondence. Notify CANPFA of your event so we can inform you of possible scheduling conflicts and prep you about anything we know about the invited legislator(s). Plan your program carefully. Always keep in mind the perspective of your audience. Legislators are looking at the public impact of the policy issues you are addressing. BRIEFING MATERIALS & PROGRAM CONTENT Don't be afraid to highlight the impact of the elderly service sector on jobs and the economy, using your own organization to illustrate; e.g., telling them about the size of your payroll and the number of people involved in your community volunteer programs. Never lose sight of the human side of laws. Consider using a resident or family member who can relate personal experiences as a presenter. Presentations needn't be dry and technical. There's nothing wrong with making an emotional appeal, within reason. Recognize that legislators are politicians who are looking to get reelected. Make sure they realize that you, your employees, the industry, and your residents represent a highly concentrated, single-issue voting bloc. Consider preparing your residents in advance for the visit, especially if legislators are going to tour. Don't overwhelm your audience with facts and figures and minutiae. All you need to do is to make your points with sound arguments; you don't have to prove them beyond all reasonable doubt! RUNNING THE EVENT Think about how you come across to legislators. Don't go overboard with fancy materials or lavish food -- this could undermine your message. As with any business presentation, make sure that your program is professionally well done. Hard copies of the presentation should be cleanly reproduced, along with the agenda, a list of attendees, organization brochures and newsletters, etc. Treat your guests like VIPs in ways which don't make it appear you are spending money. For example, if a large group of legislators is invited, be sure to reserve guest parking for them in a convenient location. Make their visit as pleasant as possible, but keep the amenities modest. FOLLOW-UP Be sure to write a thank-you note following each meeting with your legislators. If your program is successful, it allows you access to your legislator, a certain familiarity, even on a first name basis. Use this access to call them during the session to discuss key votes or critical issues; but don't abuse this access or harass them. Please let the CANPFA office know of your invitations to lawmakers and your conversations with them. For further information please contact Mag Morelli mmorelli@canpfa.org