Share your Concerns with Public Officials

You can affect the decisions made by government and the agencies where natural resource policies are made. Together, we have the power to help change the laws to protect our farmland and natural areas. You can write a letter, talk with public officials in person or even call them on the phone.  Here are some tips for sharing your concerns with public officials.

Ways To Communicate

Personal Visits
If you feel comfortable arranging a personal visit, that's the most effective way to communicate with a public official.  Call the officeholder and schedule an appointment.  Bring a colleague with you if that makes you feel more comfortable or if another person can add to the information you are presenting.  If an appointment isn't possible, find out if the official might be speaking at a forum where there will be an opportunity for questions and answers. Generally, you can learn about an officeholder's public schedule by calling his or her office.

Letters and Phone Calls
If your or the official's time constraints do not permit a personal visit, letters and phone calls do make a difference.  Officeholders pay attention to the messages that come into their offices, especially when the information is presented thoughtfully. (Most public officials also communicate by email. Many, though, are overwhelmed with electronic communications. Most often, the tried and true methods are most effective.)

Public Meetings
Another way to communicate with public officials is public meetings, where decisions about zoning ordinances, development proposals, and land use plans are being discussed.  Pay attention to public hearings and meetings in your area; many of these will be noted under Public Notices in the classified section of your local or neighborhood newspaper.  Every day, important land use decisions are made at these gatherings.  They represent a wonderful opportunity for citizens to advocate preservation of and investment in natural areas, parks, and open spaces. A great place to start learning about public meetings is the Citizens Guide to Local Land Use.

Organizing Your Message

Before you communicate with a public official, have a plan.  Know what you want to say, then say it and be open to a response.   Here's one way to organize your message:

Introduction
Who you are. (Are you a constituent, do you have a special interest in the issue, do you have a relationship with the public official, etc.?)

Why you are writing, calling, or visiting
State your issue clearly, specifically, and directly. ("I am writing to urge your support of ____ ." Provide a brief description of the issue.)

Offer your opinion, facts, and a solution
What is your opinion and why. ("This issue has an enormous impact on the quality of life in our community. I say this because ____ .")

Provide information
("You may not be aware of some facts that support my position. They are ____ .")

Propose a solution if one is needed
("While this issue has drawn opposition from some, I believe a fair compromise is to ____ .")

Thank the officeholder and ask for a response
Be polite.but let the officeholder know that you will hold him or her accountable. ("Thank you for your attention to this issue and for taking the time to consider my views. I am interested in your perspective on this issue and would greatly appreciate a response.")

When addressing your letter, use the following style:

Local officials-

Mayor/Council Member/Township Officer/Commissioner (last name)
Address of City Hall or Address of County Offices
City, State, Zipcode

The salutation should read: Dear Mayor/Council Member/Township Officer/Commissioner:

State legislators-

Representative (last name)
Wisconsin House of Representatives
120 Bishops Way, Ste. 154
Brookfield , WI 53005

or

Senator (last name)
Wisconsin Senate
PO Box 7882
Madison , WI 53707-7882

The salutation should read: Dear Representative: or Dear Senator:

Remember.
Sign your letter. Anonymous letters are ignored. Include day and evening phone numbers.  Include a return address.

Effective Delivery

Whatever communications channel you choose, a few simple guidelines will help you deliver your message effectively.

Know your audience
Before you contact a decision-maker on an issue, learn what his or her position is by calling the office, checking the official's website, or using the search function offered by online newspapers. Even if the officeholder disagrees with you, make the effort to communicate. If you don't see eye-to-eye, acknowledge it up front, then offer a different perspective: "I respect your opposition to my position, however, you may not be aware of how this proposed change will affect our community."

Personalize your message
Speak to an issue from your heart. Remember the adage that all politics are local. You don't have to be an expert- you have to be an advocate. Offer your insight into how a policy will affect you, your family, or your community.

Play it straight
Don't exaggerate. Don't sacrifice accuracy and facts for a good story. Be sure of the points you make.

Be a problem-solver
Offer solutions, even if they aren't perfect or complete. Give public officials a starting point for getting to your outcome.

Stay focused
Given the chance to communicate with an official, don't overwhelm him or her with a long list of issues or complaints.  Stay focused on the issue that prompted you to write, call, or visit in the first place.

Most of all, be respectful
Disagree when disagreement is called for. Hold the official accountable if you believe he or she is backing away from a commitment. But be respectful and courteous. Be open.  Listen to what the official has to say. Visit, write, or call with the intention of starting a dialogue. Dialogue leads to common ground and common ground leads to solutions.