Introductory Letter · Web viewFirst, we need to learn who these individuals are, then introduce...

North Carolina Emergency Management Association

Working with Members of Congress and the

NC General Assembly

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Prepared by the NCEMA Legislative Committee

NC Emergency Management AssociationWorking with Members of Congress and the General Assembly

Introductory Letter

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August 31st, 2020

Dear Emergency Management Coordinators,

Considerable effort went into the development of this document; and, I want to say “Thank you very much” to the members of the Legislative Committee of our North Carolina Emergency Management Association for the time they spent in compiling this information.

As emergency management coordinators, we all need to build strong relationships with our various State Legislators and Congressional Representatives. First, we need to learn who these individuals are, then introduce ourselves to them and finally follow-up by contacting them on a regular basis. Developing this relationship is important; so that when it is time for us to ask for their support; they already know who we are and what we do. We need to share information about our programs and our jurisdictions with them and invite them to visit on a regular basis. They will not be able to attend every event; however, they will remember that you took the time to keep them informed and that you provided them with an invitation.

Our success as emergency management coordinators will be enhanced by building these relationships and by being informed of the legislative process. With advanced preparation, we will be more confident as we advocate for our profession and our jurisdictions. When you contact your Legislators; keep a record……so you can share the results of your outreach with your Association’s Legislative Committee.

I want to thank each of you for what you do. You are all important to the continued success of our North Carolina Emergency Management Association. Being a member of the NCEMA that has a strong voice in Raleigh gives us credibility when meeting with the leadership at both the state and federal levels.

Again, we hope this document will be a valuable tool for all us. If the leadership of our Association can be of assistance as you work with your local lawmakers; please feel free to contact your NCEMA officers through our website at https://www.ncema.net/.

Sincerely,

Brent Fisher

NCEMA President

Members of the 2019-2020 NCEMA Legislative Committee Who Helped Develop this Document

Drew Pearson (Dare EM) (Chairman), Robert Graham (Mecklenburg EM), Kent Greene (Iredell EM), Eric Griffin (UNC-Wilmington), Norma Houston (UNC School of Government), Steve Langer (Cabarrus EM), David

Marsee (Duke Healthcare Preparedness Coalition), Donald Moye (Union EM), Christy Saunders (Pasquotank/Camden EM), Brian Short (Vance EM), Greg Shuping (Haywood EM),

Zach Smith (UNC-Greensboro) and Doug Young (Person EM)


Table of ContentsIntroductory Letter....................................................................................................................................... i

Table of Contents........................................................................................................................................ ii

How to Communicate with Elected Officials................................................................................................1

Introduce Yourself – Reaching Out to Your Legislators...............................................................................1

Personal Visits.........................................................................................................................................1

Writing Letters.........................................................................................................................................2

How to Address Letters.......................................................................................................................3

Sample Letter.......................................................................................................................................5

Telephone Calls.......................................................................................................................................6

Building Effective Relationships with Elected Officials.................................................................................7

Get Informed...........................................................................................................................................7

Contact your Legislators..........................................................................................................................7

Share Information....................................................................................................................................8

Invite and involve your community.........................................................................................................8

Go to Raleigh...........................................................................................................................................8

Follow up with NCEMA............................................................................................................................8

Nurturing the Relationship..........................................................................................................................9

A Note about Social Media......................................................................................................................9

Simple Tips to Stay in Touch with Local Legislators...............................................................................10

Guidelines for Preparing Effective Testimony............................................................................................12

How to get started:................................................................................................................................12

What to say:..........................................................................................................................................12

State Offices..............................................................................................................................................13

Notes.........................................................................................................................................................14

Who’s Who in a Congressional Office........................................................................................................15

A Note about District Staff.....................................................................................................................15

Glossary of Legislative Terms.....................................................................................................................17

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How to Communicate with Elected Officials Creating close personal relationships is the strongest method of influencing legislative thinking. Personal visits, letters, emails, and telephone calls are ways to develop these crucial relationships. As you know, you pay more attention to someone who has gone out of their way to be helpful than to a stranger.

Good relations with public officials are built in much the same way they are cultivated with anyone else: by being friendly and personally helpful, by catering to professional political needs and interests, and by being a useful and trustworthy source of sound information and insight.

The following information gives some insight on how to contact an elected official by personal visit, letter or email, or telephone. It is important to stress that in order to develop and maintain a relationship with an elected official, you need to make contact with an official several times a year.

Introduce Yourself – Reaching Out to Your LegislatorsWhen you contact the office of a representative or senator to request a meeting, you’ll probably speak to his or her Scheduler (for members of the NC General Assembly, their Legislative Assistant). Explain who you are, the organization you represent and the purpose of your meeting – to introduce yourself, and your organization, to the legislator. If you know anyone on the legislator’s staff, they may be able to assist you in setting up a meeting.

Also consider asking to schedule meetings with any pertinent staff such as the policy staff or aide tasked with tracking emergency management/local government issues or the Chief of Staff (see “Who’s Who in a Legislator’s Office” at the back of this guide for more on staff roles).

Personal VisitsMeeting with an elected representative is an effective way to convey a message about a specific legislative issue. Below are some suggestions to consider when planning a visit.

Plan your visit carefully: Be clear about what it is you want to achieve; determine in advance which member you need to meet with to achieve your purpose. Keep in mind that legislators tend to be most receptive to constituents from their own districts.

Make an appointment: Recognize that legislators and officials have multiple demands on their time. Contact the Appointment Secretary/Scheduler/Legislative Assistant and explain your purpose and who you represent. It is easier for the staff to arrange a meeting if they know what you wish to discuss and your relationship to the area or interests represented by the member. If the legislator's calendar is full; ask to meet with the staff aide handling the issue. Often legislative staff are more knowledgeable about the details of particular issues than legislators themselves.

Be prompt and patient: When it is time to meet, be punctual and patient. It is not uncommon for a representative to be late, or to have a meeting interrupted, due to the member's crowded schedule. If interruptions do occur, be flexible. When the opportunity presents itself, continue the meeting with a member's staff.

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Be prepared: Know the issue and facts behind the issue. Take time in advance to learn about the legislator's constituency, political situation, and positions on related issues. Members are required to take positions on many different issues. In some instances, a member may lack important details about the pros and cons of a particular matter. It is therefore helpful to provide information and examples that demonstrate clearly the impact or benefits associated with a particular issue or piece of legislation.

Be truthful: Never mislead a legislator or government official. Your credibility, and perhaps that of those you represent, will be permanently damaged if you do.

Try to get the legislator to state his or her opinion on the issue: Depending on the response, press your point firmly, but politely; preserve a mutually respectful relationship for future issues.

Be politically aware: Members want to represent the best interests of their district or state. Wherever possible, demonstrate the connection between what you are requesting and the interests of the member's constituency. If possible, describe for the member how you or your group can be of assistance to him or her. Where it is appropriate, remember to ask for a commitment.

Be responsive: If asked questions for which you do not know the answers, promise to follow up with the necessary information - and do so.

Be courteous: Follow up the meeting with a thank you letter that outlines the different points covered during the meeting, and send along any additional information and material requested. If you should obtain additional reports or information that would be useful to legislators, send those documents with a brief personal cover note; that will help establish you as a useful resource. Eventually, you may even find officials calling you for information, help, or your point of view on new issues.

Writing LettersThe letter is the most popular choice of communication with elected representatives. Legislators are impressed by large numbers of informed, personal communications from constituents in their districts. They are not influenced by form letters even if they are sent by constituents from their own district. Usually, a legislative alert received from your association or political action group will contain a request for you to write a letter to your representative. The following tips should be kept in mind when writing the letter and the sample format enclosed should also assist you when composing your correspondence.

Address your letter properly: Use the guide in this packet to properly address the legislator and if at all possible, type or generate your letter using a computer.

Be brief and specific: Discuss only one issue in each letter and identify a bill number and title if possible. Identify the purpose for writing in the first paragraph and explain how the issue would affect you and your profession. Specific examples and brief supporting data of the legislation's impact on local interests have the most impact.

Ask for a reply: State your position on an issue and if you do not know the legislator's position on an issue ask for a reply. Remember to be courteous and polite and offer additional facts if it is appropriate.

Be reasonable and courteous: Don't ask for the impossible, and don't threaten. It may harm your cause.

Be sure to restate your position: At the end of the letter. This will help to reinforce your point.

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Keep it brief: Try to keep your letter to 1-2 pages. Legislators and their staff do not have time to read more than that.

There are a number of things you should not do when writing an elected official.

DON'T write on a post card.

DON'T begin on the righteous note of "as a citizen and a taxpayer". They assume that you are not an alien, and they know we all pay taxes.

DON'T apologize for taking their time. If your letter is short and expresses your opinion, they are glad to give you a hearing.

DON'T be rude or threatening. It will get you nowhere.

DON'T send a carbon copy to other legislators. Write each letter individually.

Remember: It is the straightforward letter carrying the appeal of earnestness that commands the interest and respect of legislators. It is especially helpful if you can state how the bill would affect you and your community. Legislators must decide how to vote on hundreds of bills each session, and they need and want your help in telling them how these bills would affect their district.

Be sure to thank the legislator: If they support your position on an issue. Very often legislators only hear from people who need something. By offering a short thank you note you may be looked upon more favorably the next time you make a contact.

How to Address Letters

State SenatorThe Honorable (Name) North Carolina SenateAddressDear Senator ________:

United States SenatorThe Honorable (Name) United States SenateWashington, DC 20510Dear Senator ________:

State RepresentativeThe Honorable (Name) North Carolina House of RepresentativesAddressDear Dear Representative ________:

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United States RepresentativeThe Honorable (Name) U.S. House of RepresentativesWashington, DC 20515Dear Congressman or Congresswoman ________:

GovernorThe Honorable (Name)Governor of (State)AddressDear Governor ________:

PresidentThe President600 Pennsylvania Avenue, NWWashington, DC 20500Dear President ________:

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Sample LetterNote: When writing to the Chair of a Committee or the Speaker of the House, it is proper to address them as:

Dear Mr. Chairman or Madam Chairwoman: or Dear Mr. Speaker or Madam Speaker:

Suggested Form

Paragraph 1: I'm writing to urge you to support/oppose (bill number) (Or I am writing to express my concern about.... (issue)). Immediately identify the subject about which you are writing, and the bill number of the legislation, if you know it. Briefly state your concern.

Paragraph 2: I am a (lifelong) resident of (city or town). It is important to let your state legislator know you are writing as a constituent. Your letter carries more weight if you live, work, or do business in the lawmaker's district.

Paragraph 3 (4, 5): I urge you to support/ oppose (bill number) because... (or: The reason I'm very concerned about this issue is because..) Clearly and briefly explain your concerns. If you're writing about a specific bill, explain the reasons you support or oppose the bill. Make it real. State facts if you can. Give illustrations. Tell how you, your agency, your jurisdiction, or your region, your state and/or others would be affected. Offer to give more information about the subject and the basis of your views.

Closing: Repeat the outcome you are seeking. I urge you to... (or: I hope I can count on your help to: ) I would appreciate knowing your views on this matter. Thank you for your consideration. Always thank the legislator for his or her help.

Salutation: Close the letter with:

“Respectfully” followed by two double spaces, then your printed name and title. Sign in the space between.

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Telephone CallsTelephone calls have the benefit of immediacy. While the need to be brief works against providing much supporting information, telephone calls are most effective when time is short. The following are some helpful hints when calling an elected official.

Ask to speak to the legislator, but don't be surprised if that person is not available. Be sure to speak to the staff person who handles the issue which you are interested in.

Identify yourself and state the issue name. Provide the bill number when possible. Leave a brief message for the legislator that articulates your position.

Ask the legislator's position on the issue.

If you are a resident of the representative's district be sure to let the staff person know. Legislators tend to be more responsive to calls from constituents in their districts.

Telephone calls are also useful to follow up on previous communications. Remember, don't assume a single communication will do the job of getting the legislator's vote.

YOU CAN FIND contact information for your legislators at

https://www.ncleg.gov/RnR/Representation

MY SENATORSenator _________District NumberAddressLocal PhoneRaleigh PhoneEmail

MY REPRESENTATIVERepresentative___________District NumberAddressLocal PhoneRaleigh PhoneEmail

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Building Effective Relationships with Elected Officials

Get InformedTHE FIRST STEP in effective advocacy is to get informed. It is important that you as an advocate understand the issues and are comfortable with your knowledge of them. Thorough preparation will make you a more confident and successful advocate.

There are many resources available to help you build your knowledge base.

Read and review legislative updates from the NCEMA at www.ncema.net

The legislature’s website (https://www.ncleg.gov/RnR/Representation) also provides valuable information:

Biographies of your legislators List of legislative leadership (both Senate and House of Representatives) Track Legislation through Bill Watch (https://www.ncleg.gov/Legislation) Meeting schedules and Visitor Information

Contact your LegislatorsBY REGULARLY CONTACTING your legislators and developing a relationship with them, you will be able to influence their decision-making process on emergency management issues. You can use email, write letters or make telephone calls. Contact your legislator prior to a legislative session to introduce yourself and develop a relationship.

Don’t make your first phone call to your legislators during a legislative session. First, establish a relationship. Then, when you call about an issue during a legislative session, your legislator will be more willing to consider your point of view. Make a friend before you need one!

WHEN YOU CALL DURING A TIME THE LEGISLATURE IS NOT IS SESSION:Give your name, title, and the jurisdiction (county, city, tribe) you serve. Don’t be surprised if you have to schedule a time to speak with your legislator; remember, most legislators have full-time jobs during the interim. Legislators also rely on email in addition to phone calls; after leaving a phone message, send an email requesting a time to speak by phone and include the nature of your request (for example, to discuss a specific bill or funding request).

Focus your conversation on one or two top priorities, remembering that your immediate goal is to introduce yourself and offer yourself as a resource for the legislator on emergency management issues. Invite your legislators to activities sponsored by or involving your jurisdiction or the association. Offer to give the legislator a tour of your EOC or to observe a training exercise. If possible, give the legislator a role in your event.

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WHEN YOU CALL DURING A LEGISLATIVE SESSION:

Ask to speak to the senator or representative, but be prepared to discuss your issue with a legislative assistant or to leave a message. Give your name, title, and the jurisdiction (county, city, tribe) you serve.

Focus your call on ONE issue or bill, and if possible, identify the bill by number; briefly state what position you want the legislator to take and be prepared to offer your rationale based on local impact.

NOTE: Very often the NCEMA Legislative Committee will have gathered information and presented it to its members to make an effective statement to legislators. As always, ask your legislator what position he or she will be taking on the bill or issue. Share with the NCEMA Legislative Committee or your NCEMA branch representative what you learn about legislators’ positions on issues.

Share InformationTHE NEXT STEP in effective advocacy is to share the information you have gained with your colleagues and our Association. Keep your civic and community groups informed on legislative issues that affect emergency management within your community. As an emergency management coordinator, you are a community leader, and you can have great influence in your community’s attitudes.

Invite and involve your communityInvite your legislators and members of the public to visit your facilities when highlighting successful programs. Showcase your achievements and successes. Be sure to call or email media representatives in advance and prominently thank legislators for coming.

Go to RaleighAS THE CULMINATION of your advocacy efforts and to help ensure a successful legislative session for issues affecting emergency management, go to Raleigh to meet directly with legislators. And, also plan to attend NCEMA sponsored events.

Follow up with NCEMALet our Association know how your contacts and conversations with your legislators transpired. And; because of periodic changes within our Association’s leadership (and within the chairmanship of the Legislative Committee); it would be best to use the “CONTACT US” portion of the Association’s website (at https://www.ncema.net/) to provide our Association’s leadership with the overview of your legislative contact. Then the Association leadership will be back in touch with you for a more detailed discussion of your activities.

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Nurturing the Relationship A strong relationship needs to be nurtured and maintaining a dialogue is essential. Now that you’ve met your legislator and key members of his or her staff, continue to reach out to them on a regular basis on both urgent issues and matters of policy. Remember, legislators and their staff are not experts on every issue. They rely on input from constituents to inform their opinions on legislation and policy. You want them to consider you a valuable resource.

Nearly every minute of a legislator’s day is scheduled from breakfast briefings to morning committee meetings to afternoon votes to evening fundraisers and other functions. Consequently, it is difficult to reach your legislators and their staff by phone. Also, since to the anthrax scare of 2001, all congressional mail is sent to a facility separate from Capitol Hill and irradiated to kill possible toxins. That slows down delivery to a glacial pace. Dispatching your letter via Fed Ex or UPS will not help since your package will be intercepted by the Congressional Post Office and sent out for irradiation as well. E-mail is typically the preferred form of communication; but be sure to ask your legislators and their staff how they like to communicate.

The keys to writing an effective e-mail are simple:

Personalize the message as much as possible. Remind the legislator or staff member you are addressing matters that were discussed during your most recent meeting or interaction. Personalization may mean your message is given closer attention.

Get to the point. Remember, each staffer is dealing with a large volume of e-mail. Try to confine yourself, if possible, to no more than one or two issues. Explain your position as clearly as possible. If the issue is complicated, attach additional material; if the reader wants more information, he/she can read the attachments. Also, include your telephone number so he can call you if you have piqued his interest.

Share your personal experience. Use real-life examples to illustrate your points.

Limit any formatting. You need to consider that e-mail is now often checked using a mobile device. It is important then to keep the format of the e-mail as simple as possible. Do not include extraneous graphics, attachments, or signatures.

A Note about Social Media Many of members of Congress have social media accounts such as Facebook and Twitter. You can connect with Congress online to see what issues are most important to them and share your views. Conversations about what is happening in your community are happening online and social media tools give you an opportunity to participate in the dialogue to make sure your voice is heard.

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Simple Tips to Stay in Touch with Local Legislators Send them a birthday card. Find the information on https://memberguide.gpo.gov/ for Congress

and https://www.ncleg.gov/Members/MemberList/H/District for the General Assembly.

Invite them to open houses, community nights, conferences, exercises, forums, workshops or other programs.

Read the newspaper and listen to news reports. Go where they are going (ribbon cutting ceremonies, picnics, community events) and make sure that your legislator KNOWS you are there. Take a minute to reintroduce yourself, say hello and thank you for the job they are doing.

Send them a copy of your agency newsletter or flyers for activities in your jurisdiction.

Send handwritten invitations to agency activities.

When you see your legislators in public ALWAYS say hello and thank them for their service to your community. Let them know that you appreciate their support of your emergency management programs.

If you are hosting a big event and want to invite your legislators be sure to tell them how many people have attended in the past. (Last year over 1,200 people attended this exciting and informative event.)

Send them a Christmas or holiday card (most have religious affiliations on their bio page https://memberguide.gpo.gov/ for Congress and https://www.ncleg.gov/Members/MemberList/H/District for the General Assembly.

Call and leave a message on your legislator’s home phone if the home number is publicly listed. Ask them to watch for materials you are putting in the mail. Always leave several contact numbers such as office number, home number or cell phone number.

When you invite your legislators to agency events always send a ticket in the invitation EVEN if no ticket is necessary. It gives the impression that it is a “special” event.

When invitations are sent to legislators for well attended events let them know that you will have a spot reserved for them in your parking lot. Put their name on parking signs in lot.

When you are attending events in Raleigh, contact legislators and ask if you might be able to just drop by and share some information with them. This might be something as simple as notes from citizens or as important as information concerning changing demographics in their area. This is an opportunity for a face to face contact with our political decision makers.

Let your legislator know that you understand that people contact them all the time needing assistance. Send them a few business cards and ask them to share them with individuals in need. Let them know that you consider yourself as part of their team and want to help them meet the needs of constituents.

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https://www.ncleg.gov/Members/MemberList/H/District

https://memberguide.gpo.gov/

https://www.ncleg.gov/Members/MemberList/H/District

https://memberguide.gpo.gov/


Give your legislator an award. Be creative and acknowledge them for an act of kindness, a significant milestone or service to the community. Provide for photo ops with citizens.

ALWAYS send out a press release to local press. If the press does not attend submit a story to local papers for publication.

Ask their opinion about a program or an event you are planning. Your legislator is a wealth of information and they like to feel helpful!

When the legislature is not in session, request an appointment at your legislator’s home or office. Let them know that you have some important information to share and would like to discuss it with them personally. Always be honest about how much time you will need don’t say 5 minutes when you really need 15!

Send your legislators thank you notes for serving our state. Specifically thank them for anything they have done for the emergency management community. Share how this will impact your jurisdiction and how their efforts are appreciated.

Ask them if they need more information about a topic. Make sure that they are getting factual information about our programs. YOU are the expert! Make sure that your voice is being heard.

Do you have a Facebook page? Do you Twitter account? Have you invited your legislator to become a friend?

Send your legislators an email with the web address of your agency webpage. Send them an email when new information has been added to your page. (And, always make sure the webpage is up to date!)

Share stories with your legislators about how your agency has impacted the life of a citizen or family. Be specific! Legislators like to know that we are impacting the community in a meaningful way.

When you have the opportunity to talk with legislators let them know that you are working with other state and local partners to meet the needs of the whole community. Share the wealth and let them know that it really does take a “village.”

Be a “name dropper.” We may not always know our legislator on a personal level but remember the game Six Degrees of Separation? We can always find someone that we know who knows them. A personal connection always makes for an easier conversation.

This is just a short list to get you thinking of ways to stay in contact with your local legislator. The important thing is that you be creative and consistent in your contact.

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Guidelines for Preparing Effective TestimonyOn occasion, you may be asked to give testimony on a bill before a committee. Every presentation should be the most convincing that can be made. It should be expert, well-organized, well-documented, logical, and persuasive. The following are some suggestions for preparing effective testimony.

How to get started: Know the legislative history of the issue, and the substance of any prior testimony. Identify the

principal proponents and opponents of the issue and the major arguments of each side.

Select the best possible witness or team of witnesses.

Prepare a testimony outline listing the major points to be covered and the rational and emotional analysis to be offered in support of each major point.

Anticipate questions from committee members and be prepared to provide clear, truthful answers with supporting facts or arguments.

What to say: Identify yourself by name, title, and explain your background and affiliation with the group you

are representing.

Be brief, but comprehensive, clear, articulate, and persuasive.

Be as knowledgeable as possible about your subject area and be prepared to offer necessary documentation and support for your points.

Do not attempt to conceal a legitimate self-interest which you or your group have in the matter before the committee.

Be responsive and truthful in answering questions of the committee members.

Be familiar with the basic format of a committee hearing; monitor another hearing in advance if possible.

Be early to the committee hearing in order to identify names with faces of committee members so that you can address them personally if questioned.

Do not be afraid to say, "I don't know the answer to that question, but I will certainly find out." It is far better to offer to get an answer later than to make one up on the spot.

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State OfficesGovernor20301 Mail Service Center Raleigh, NC 27699-0301919.814.2000

Lieutenant Governor310 N. Blount St.Raleigh, NC 27601919.914.3680

Attorney General114 West Edenton StreetRaleigh, NC 27603919.716.6400

Secretary of StatePO Box 29622Raleigh, NC 27626-0622919.814.5400

State Treasurer3200 Atlantic AvenueRaleigh, NC 27604919.814.4000

Secretary of Public Safety512 North Salisbury StreetRaleigh, NC 27604919.733.2126

Director of Division of Emergency Management4236 Mail Service CenterRaleigh, NC 27699-4236919.825.2500800.858.0368 24-Hour Emergency Operations Center

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NotesWhile a legislator may be an expert on one or two issues, it is impossible for him or her to master every issue likely to come before Congress or the General Assembly. Elected officials rely on good staff work, outside expertise and, most importantly, constituent input to effectively represent the people of their district or state.

That’s why they need … and want … to hear from you. As a community leader, you represent a cornerstone of your local community, and your local public safety organization. An ongoing dialogue with your elected officials is the best way to ensure they understand how their decisions will impact their constituents back home. No one can better explain the complexities of emergency management and the impact policy changes in Washington or Raleigh would have on your organization’s ability to continue fulfilling your mission than those of you on the front lines.

We tend to communicate with our legislators only when we want to urge them to take action for or against a certain piece of legislation. But it’s also important to build a relationship with your legislators … to offer your expertise and counsel … so that when a burning issue arises, they look for your opinion and give weight to what you say.

This guide provides tips on how to cultivate a relationship with your legislators, and their staff, as well as tips for communicating more effectively and navigating the complexities of Congress.

An important note: Under federal tax law, 501(c)(3) organizations, can, within permissible limits, engage in lobbying about issues, including communicating with any legislator or legislative staff member, where the principal purpose is to influence legislation. However, lobbying activities cannot constitute a substantial part of the nonprofit’s activities; too much lobbying activity risks loss of tax-exempt status. In determining whether lobbying constitutes a substantial part of a nonprofit’s activities, the IRS evaluates the organization’s overall activities, including the time devoted to lobbying by compensated and volunteer individuals, and the expenditures devoted to lobbying. In addition, there is an absolute prohibition on 501(c)(3) organizations participating or intervening, either directly or indirectly, in any political campaign on behalf of or in opposition to candidates for public office, including making campaign contributions.

It is important for emergency managers to determine whether they are lobbying on behalf of NCEMA or the emergency management community on emergency management issues (for example, advocating for legislation supported by NCEMA), or as private individuals (for example, lobbying for an issue that is unrelated to their emergency management work). Lobbying as a private individual on an issue that is unrelated to emergency management or NCEMA is not limited by the IRS rules described above. When lobbying as a private individual, emergency managers should make clear that they are voicing their own personal opinion and not speaking on behalf of NCEM or the emergency management community.

If you have questions about what is or is not permissible, please consult with your local legal counsel.

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Who’s Who in a Congressional OfficeChief of Staff The chief of staff, sometimes referred to as the administrative assistant, handles the overall office operations, including the assignment of work and the supervision of staff. He or she reports directly to the senator or representative and usually is responsible for evaluating the political outcomes of various legislative proposals and constituent requests.

Legislative Assistant In most legislative offices, there are several legislative assistants with responsibilities and expertise in specific legislative areas. For example, depending on the responsibilities and interests of the member, an office may include a different legislative assistant for health issues, environmental matters and taxes.

Legislative Correspondent The legislative correspondent manages the legislator’s correspondence. He or she reads, logs and tallies letters and e-mail from constituents and flags items for the legislator’s review.

Legislative Director The legislative director monitors the legislative schedule and makes final recommendations to the legislator regarding particular issues. In some offices, the legislative director supervises the legislative assistants.

Press Secretary or Communications Director The press secretary is responsible for managing the legislator’s relationship with the media and the general public. He or she is expected to know the benefits, demands and special requirements of both print, electronic and social media, and how to most effectively promote the member’s views or positions on specific issues. Many press secretaries double as speechwriters.

Scheduler, Appointments Secretary The scheduler is usually responsible for allocating a legislator’s time among the many demands that arise from congressional responsibilities, staff requirements, politics and constituent requests. The appointments secretary also may be responsible for making necessary travel arrangements, arranging speaking dates, visits to the district, etc.

Executive Secretary/Assistant Executive secretaries or executive assistants often handle scheduling responsibilities as well as the day-to-day management of a legislator’s office.

A Note about District Staff A legislator also maintains staff in his or her district or state office. It is a good idea to take the time to get to know these individuals as well, given that they may be more familiar with your organization and its role in the local community. The District Staff Director is the legislator’s main point person in the district when he or she is in Washington, D.C. The District Staff Director reports directly to the

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representative about the local community and can help move along meeting requests and other information you may wish to convey to the legislator.

A Caseworker is a staff member assigned to help with constituent requests by preparing replies for the member’s signature. The Caseworker’s responsibilities also may include helping resolve problems constituents present in relation to federal agencies, e.g., Social Security and Medicare issues, veteran’s benefits, passports, etc.

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Glossary of Legislative Terms Act A bill after it has passed both the House and Senate and been enacted into law.

Amendment A proposed change to a bill or motion, either in committee or on the floor of the legislative chamber. The Constitution can also be changed through passage of an amendment adopted by the voters.

Authorization A bill that creates a program and sets the amount of funding that the program should receive. The authorization to actually draw funds from the federal treasury and the amounts to be drawn are established by an appropriation. (federal only)

Bill Legislation proposing a change in existing law, a new law, or directing the spending of government funds.

Budget Authority Allows the federal government to incur a financial liability, typically a contract for direct payment, a loan or a loan guarantee. (federal only)

Calendar of Bills A calendar of bills, or legislative calendar, is a daily work agenda of those measures reported from committees and ready for consideration by the Senate or House.

Caucus A caucus is a meeting of the members of a political party in the U.S. Congress or General Assembly in which party policy on proposed legislation is discussed and refined. Caucus also can be used to define the collective members of one political party in the legislature, as in “the Democratic Caucus.” A caucus can also be formed by legislators who share a common policy interest, such as members who represent rural areas.

Conferees Senators and Representatives appointed to serve on the conference committee (see below).

Conference Committee The House and Senate appoint conferees to a conference committee to resolve differences between House- and Senate-passed versions of the same or similar bills.

Congress The United States legislative branch of government, consisting of the Senate and the House of Representatives. There are 100 Senators and 435 Representatives.

Continuing Resolution Legislation in the form of a joint resolution enacted by Congress or the General Assembly, when the new fiscal year is about to begin or has begun, to provide budget authority for federal or state agencies and programs to continue in operation until the regular appropriations acts are enacted.

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Co-sponsor One of a group of senators or representatives who introduces a bill for consideration. The initial sponsor of the bill may send a “Dear Colleague” letter asking other senators or representatives to join in sponsoring the proposal. A large number of co-sponsorship increases a bill’s chances for consideration.

Cloture The only procedure by which the Senate can vote to place a time limit on consideration of a bill or other matter, and thereby overcome a filibuster. (federal only)

Federal Appropriation A formal approval to draw funds from the federal treasury for specific purposes.

Federal Budget The president’s annual proposal to Congress, usually submitted in February, for federal expenditures and revenues for the coming fiscal year (which starts October 1).

Federal Budget Resolution House- and Senate-passed guidelines, and later caps, on federal budget authority and outlays. The budget resolution is not submitted to the president for signature or veto; it is considered a matter of internal congressional rules and procedure. Bills that would exceed budget caps are subject to a point of order — although waivers have been granted regularly in both House and Senate.

Federal Fiscal Year The federal government’s fiscal year runs from October 1 through September 30.

Hearing Meetings of committees or subcommittees to gather information on the ramifications of proposed legislation, investigate problems or explore issues. Witnesses present testimony and answer questions.

Majority Leader The leader of the majority party in the legislative chamber is called the majority leader. The majority leader in the House is second in command of the majority party, after the Speaker.

Mark-up Following hearings, members of a committee or subcommittee examine a proposed piece of legislation line-by-line to determine what additions, deletions or amendments should be made. This activity is referred to as “mark-up.” Often the chairman of a subcommittee will draft a starting proposal, referred to as the “chairman’s mark.” (federal only)

Minority Leader Leader of the minority party in the House or Senate.

Omnibus Bill A single legislative document containing many laws or amendments.

Point of Order An objection by a legislator that the pending matter or proceeding is in violation of the rules. The presiding officer accepts or rejects the objection, subject to appeal by the full House or Senate.

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President Pro-Tem Although no one outside the Senate refers to the Vice President or, at the state level, the Lieutenant Governor, in this manner, he or she is the President of the Senate. The Constitution provides for a “President Pro Tempore” to perform the duties of Senate President in the event of his or her absence. This office is filled by the majority party in the Senate.

Report A printed record of a committee’s actions and views on a particular bill or matter. Reports are important because they are used as guidelines in promulgating federal regulations that implement or enforce the bill if it becomes law.

Resolution A resolution is a piece of legislation used to make declarations, state policies or announce decisions. Resolutions express the sentiment of the Congress or General Assembly but usually require no direct action by the federal government. For example, a “resolution” could be passed to commend the actions of some brave firefighters, but it would take a “bill” to award those firefighters a medal or monetary reward for their efforts.

Select Committee A select committee is established by the Senate or the House for a special purpose and for a limited time. When the select committee’s function has been carried out and a report made, it is automatically dissolved.

Speaker of the House The presiding officer of the House of Representatives is the Speaker of the House. The Senate does not have a Speaker; that role is filled by the Majority Leader.

Standing Committees Standing committees, as permanent units of the House and Senate, serve as the workshops of the legislature. It is their duty to carefully study all bills referred to them, reject some bills and to prepare others to be reported with a favorable recommendation from the committee.

Unanimous Consent A senator may request unanimous consent on the floor to set aside a specified rule of procedure so as to expedite proceedings. If no senator objects, the Senate permits the action, but if any one senator objects, the request is rejected. Unanimous consent requests with only immediate effects are routinely granted, but ones affecting the floor schedule, the conditions of considering a bill or other business, or the rights of other senators, are normally not offered, or a floor leader will object to it, until all senators concerned have had an opportunity to inform the leaders that they find it acceptable.

Whip Senator or representative who serves as an internal lobbyist for the Republican or Democratic party, persuading legislators to support the party position and counting votes for the leadership in advance of floor action.

Additional Information can be found at https://www.ncleg.gov/Help/Category/Glossary

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https://www.ncleg.gov/Help/Category/Glossary

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