Although you may likely be addressing a Town council member or a supervisor, they may be an integral figure in solving your problem. The information below is directed towards legislators, the protocol is relative to all officials.

I. Universal Lobbying Principles

There are FIVE BASIC RULES of effective communication for advocacy (adapted from the American Library Association):

1. Be BRIEF. A Legislator's time is limited and so is yours.

2. Be APPRECIATIVE. Give thanks for past support and current action or efforts.

3. Be SPECIFIC. Refer to exact titles and bill numbers you want supported, and speak about specific local library needs (refer to the legislator's own district's needs if you live or work there). Be specific about how people's lives are affected by the bill or issue.

4. Be INFORMATIVE. Give good reasons why a bill or measure should be supported.

5. Be COURTEOUS. The name of the game is respect. Ask (do not demand or threaten). Be pleasant but firm, positive and polite.

Additional important tips:

• Be passionate, enthusiastic, and committed to your ideas and concerns
• Do not whine, complain, or display anger
• Focus deliberately on your message and never introduce non-library issues
• Avoid jargon and use simple language
• Be scrupulously honest and forthright in all communications

These guidelines apply broadly to all types of advocacy communications with legislators. The following sections provide guidelines relating to each specific mode of communication.

II. Written Communication with Legislators

LETTERS are a highly effective means of communicating with legislators to affect legislation. Letters are counted. Letters are read. Letters almost always elicit responses. Why? Because letters represent votes! (Each letter is assumed to represent any number of other like-minded if less highly motivated constituents.)

Postcards are ok but not as good as a one-page letter.

In general, THE ONLY BAD LETTER IS NO LETTER AT ALL!

As elected officials, legislators want to hear from their constituents and to be perceived as responsive. A well-written letter lets them know what you care about (libraries and their users!), and can provide highly useful facts and feedback ("ammunition") to help the legislator take an informed and well-reasoned stand.

15 Important Tips for Writing To Legislators

1. Use the correct form of address for the legislator.
2. Identify yourself -- if you are writing as a member of your library's Board or as a corporate librarian or as the parent of a library user, say so. It is also critical that you say so if you live, or work in, the legislator's district!
3 Keep the letter short, rarely more than one page. Type or use a computer and printer if possible, otherwise write clearly.
4. Write in your own words and include your own thoughts.
5. Cover only one issue; save others for other letters.
6. Show your knowledge and familiarity with the subject, and with the current status of the legislation (note the bill number if possible). This is important as it will show you are serious about the issue.
7. Explain specifically what you want the legislator to do.
8. Give reasons for your position. Cite real-life stories or examples and your own experience if possible. WHENEVER POSSIBLE, ADDRESS THE ISSUE IN TERMS OF HOW REAL PEOPLE ARE AFFECTED AND HOW THE BILL OR ISSUE WILL MAKE A DIFFERENCE IN PEOPLES' LIVES! If the bill or issue has a local impact on the legislator's district and constituents, carefully explain how and why.
9. Ask the legislator a direct question about their own position on the bill/issue. You want to receive a clear answer, not a form letter. If you are requesting an appointment, give alternative times/dates if possible, and ask for a reply.
10. If you can, mention your legislator's vote on a recent issue to show your awareness of his/her record.
11. In general, be helpful rather than threatening. You can best show your genuine concern for the issue by not complaining, whining, or threatening, but by offering to provide further information on the subject (after all, information is our business).
12. When the legislature is in session, address all letters to your representatives in Albany (or Washington). At other times, write them at their local district office.
13. Make absolutely sure your correspondence is error-free.
14. Be sure to include your return address on the letter as well as on your envelope.
15. Finally remember: ANY LETTER IS BETTER THAN NO LETTER (and this includes postcards, telegrams, and e-mail!)

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The following is a bare-bones sample letter to a state legislator:
Assemblywoman Hilary Sample
Legislative Office Building Room 000
Albany, NY 12248
Dear Assemblywoman Sample,
Libraries in the state need increased funding in order to continue serving the needs of New York's citizens. I work with libraries and see the potential for service in traditional areas of books, literature, facts, and information services and in the expanding area of electronic information services. I know the needs of libraries and library staff for technology, training and support to effectively use these tools for the benefit of students, teachers, professionals, retirees, and people of all ages and walks of life.
On a personal level, I see that my grandchildren in elementary school, and my daughters in college depend on libraries for the information that contributes to their learning and insights into life and the future. For these very personal reasons I ask that you continue your support of the state's libraries and library systems, by increasing funding for libraries to $100 million in the proposed 1997 State Budget. Specifically, I am asking you to support full funding of Chapter 917 of the laws of New York State.
Sincerely,
Susan P. Citizen

III. PERSONAL VISITS WITH LEGISLATORS

Face to face discussion is the most effective means of communication for advocacy. A meeting is more easily arranged early in a session, before pressures build up, but is possible throughout the year.
All legislators have one or more district office. Visits there will often be more convenient than in Albany (or Washington). Members of the NYS Legislature (and Congress) return periodically (check with the district office), during recesses and between sessions.
Constituents are always welcome in Albany (or Washington). Be sure to have a firm appointment. Use the district office to make local or capitol appointments. (Get to know district staffs: secretaries and administrative assistants. Close working relationships will benefit in many ways.)
Take along others, such as library director, trustee, Friend, representative of a community organization, or citizen activist. Keep the delegation small enough for an easy exchange of viewpoints with the legislator. Leave your card and any written information you may have prepared. Follow up with a letter of appreciation for the time given to you, and include any additional information suggested by the visit.
9 Important Tips for Meeting with Legislators
1 Dress well and look your best; a legislative visit is not casual.
2 Always be respectful and pleasant with legislative aides and staff.
3 Do not be surprised if it is necessary for you to meet with a legislative aide or assistant rather than the legislator. Legislators will do their best to make their appointments but the "demands of office" often interfere. If you meet with an aide or assistant, treat the situation the same as if you were meeting with the legislator. (In fact, a "converted" aide can be an important way to influence the legislator!)
4 Be prepared to make your case clearly, briefly, and with conviction.
5 Get right to the point. Present your facts and give the legislator or aide a chance to ask questions.
6 Don't guess. If you don't know the answer to a question, offer to supply it by telephone or mail within 24 hours.
7 Do not bring up non-library issues.
8 Pay special attention to writing tips numbers 2,6, and 8.
9 When you leave be sure to say "Thank you!" And, after your visit, be sure to send a brief thank-you note, repeating very succinctly the reason for your visit.
Additional Tips for NYLA Library Day Visits
and Other Lengthy Legislative Excursions
• Rest the night before -- lobbying is hard work!
• Eat a good breakfast because you may not get a chance to eat again before the end of all your appointments for the day.
• Wear comfortable shoes and clothing suitable for a warm office building. Do not carry your coat with you all day.
• Use the elevator for trips of more than 2 floors if possible; always walk down on short trips (the elevators are usually very crowded).
• When lobbying as a member of a group, it is often preferable for one person to speak on the group's behalf. Or, each person who chooses to speak should be briefed on a particular issue or point.
• Bring business cards with you showing your name and affiliation.
IV. Using the Telephone
Telephone communications with legislators can also be extremely useful and effective for a variety of purposes:
1 Call a legislator's office when you want to ask for an appointment.
2 Use the telephone when time is a factor, and there is no time to write a letter or visit.
3 Use the telephone to ask for support before a hearing or floor vote.
4 Telephone when necessary to convey an urgent local concern.
5 Telephone to reply promptly with information requested by a legislator (within 24 hours!).
4 Important Tips for Telephoning Legislators
1 Remember that legislators count and keep track of phone calls as well as letters and personal visits.
2 Be prepared to leave your message with an aide or assistant if necessary.
3 Prepare your message; making sure that it is brief and clear.Include exact titles and bill numbers to be supported.
4 If you do not speak with the legislator, make a note of the name of the person you left your message with, and be sure -- always be sure -- to say "thank you!"

V. Some Important Sources of Legislative Information

SOME BASIC INFORMATION

If you lack immediate access to specific addresses or telephone numbers, it is still possible to reach a legislator by using "generic" information:

New York State Legislators and Governor
Name of Assembly Member
c/o NY State Assembly
Albany, New York 12248
Phone: 1-518-455-4100

Name of Senator
c/o NY State Senate
Albany, New York 12247
Phone: 1-518-455-2800

Governor of New York State
Executive Chamber, State Capitol
Albany, NY 12224
1-518-474-8390

Federal Legislators
US House of Representatives
Name of Representative
c/o US House of Representatives
Washington, DC 20515
Phone: 1-202-224-3121

US Senate
Name of Senator
c/o US Senate
Washington, DC 20510
Phone: 1-202-224-3121