SPEAK UP – BE HEARD ADVOCACY SEMINAR Presented by Prevent Child Abuse Virginia

1. SPEAK UP – BE HEARDADVOCACY SEMINARPresented byPrevent Child Abuse Virginia

2. What is Advocacy?

3. Executive Legislative Judicial General Assembly Supreme Court Governor Appellate Courts Lieutenant Governor Cabinet Secretaries Attorney General House of Delegates Senate Lower Courts Other Related Agencies and Commissions Three Branches of State Government

4. Executive branchrole of the governor • 4 year term • Acts on legislation passed by both House and Senate; may sign into law, make amendments, or veto • If vetoes, GA can overturn with a 2/3 vote • Makes appointments to cabinet, state agency commissioners and boards including: Department of Mental Health, Mental Retardation, and Substance Abuse Services and Department of Social Services

5. Governor’s Cabinet of Secretaries • Chief of Staff & Deputy Chief of Staff • Counselor to the Governor • Secretary of Administration • Secretary of Agriculture and Forestry • Secretary of Commerce and Trade • Secretary of the Commonwealth • Secretary of Education • Secretary of Finance • Secretary of Health and Human Resources • Secretary of Natural Resources • Secretary of Public Safety and Homeland • Security Secretary of Technology • Secretary of Transportation • Secretary of Veterans and Defense Affairs

6. Responsibilities Enacts laws Passes resolutions Approves budget and taxes Confirms Governor’s appointments to boards and commissions Elects officials to judicial system Sessions Meets annually Even numbered years (60 days) Odd numbered years (45 days) Extended – 30 days, 2/3 vote Reconvenes 6 weeks later for veto session Legislative branch

7. Virginia Legislation

8. Legislative committees Senate Agriculture Conservation and Natural Resources Commerce and Labor Courts of Justice Education and Health Finance General Laws Local Government Privileges and Elections Rehabilitation and Social Services Rules Transportation

9. House Agriculture, Chesapeake and Natural Resources Appropriations Commerce and Labor Counties, Cities, Towns Courts of Justice Education Finance General Laws Healthy Welfare, and Institutions Militia, Police, and Public Safety Privileges and Elections Rules Science and Technology Transportation

10. Committees • What are they? • What do they do? • Appointment Process • Subcommittee Influence

11. What Action Can a Committee Take? After the committee hears the patron and any other witnesses, the committee can choose one of several options when the chair calls for a vote: • Report • Failed to Report (Defeat) • Pass by Indefinitely (PBI) • Table • Continue/Carry Over • Pass by for the Day • Stricken • No Action or Left in Committee • Incorporate into Other Legislation

12. TheBillProcess

13. Tracking Bills • Search bills and resolutions by type subject or assembly members http://leg1.state.va.us/ • Who’s my legislator? http://206.246.254.9/whosmy/constinput.asp • Legislative Committees http://leg.state.va.us/00l/com/COM.HTM • Tracking can be done through an agency or Lobbyist In A Box • May track up to 5 bills free of charge • Must sign up • Free Registration Sign Up at: http://www.virginia.gov/liab/cgi-bin/liab_signup.cgi

14. Signs the Bill into Law (If no action is taken within seven days, the bill becomes law.) Vetoed and Returned (A veto may be overridden by 2/3 vote in both houses.) Amended and Returned (Amendments must be approved by both houses.)

15. Bill HOUSE BILL NO. 1349 Offered January 11, 2006 Prefiled January 11, 2006 A BILL to amend the Code of Virginia by adding a section numbered 18.2-67.9:1, relating to videotaped statements of complaining witnesses as evidence. Patron-- Bell Referred to Committee for Courts of Justice Be it enacted by the General Assembly of Virginia: 1. That the Code of Virginia is amended by adding a section numbered 18.2-67.9:1 as follows: § 18.2-67.9:1. Use of videotaped statements of complaining witnesses as evidence. A. In any criminal proceeding involving alleged abuse or neglect of a child pursuant to this article or Article 4 (§ 18.2-362 et seq.) of Chapter 8 of this title, a recording of a statement of the alleged victim of the offense, made prior to the proceeding, that would not otherwise be admissible, may be admissible as evidence if the requirements of subsection B are met and the court determines that: 1. The alleged victim is 12 years of age or younger at the time the statement is offered into evidence; 2. The recording is both visual and oral, and every person appearing in, and every voice recorded on, the tape is identified; 3. The recording is on videotape or was recorded by other electronic means capable of making an accurate recording; 4. The recording has not been altered; 5. No attorney for any party to the proceeding was present when the statement was made; 6. The person conducting the interview of the alleged victim was authorized to do so by the child-protective services coordinator of a local department of social services; 7. The person conducting the interview is qualified by training and experience in conducting forensic interviews of children; 8. The interview was administered in conformity with accepted professional standards of practice for interviews of child victims of sexual assaults; 9. All persons present at the time the statement was taken, including the alleged victim, are available to testify or be cross-examined at the proceeding when the recording is offered; and 10. The alleged victim testifies on the events of the criminal offense at the proceeding, or testifies by means of closed-circuit television, before the introduction of the recording. B. A recorded statement may not be admitted under this section unless the proponent of the recording notifies the adverse party of his intent to offer the recording at least 10 days prior to the proceeding and the adverse party is given sufficient and timely opportunity to view the recording before it is shown in the proceeding.

16. Budget process begins • Public hearings around state before session • Committees and Subcommittees meet during session • Changes made on subcommittee level • Recommendations sent to House or Senate for a block vote • Bill passed on to other house for vote • Governor signs or vetoes the bill State budget information on line: http://leg2.state.va.us/MoneyWeb.NSF/State+Budget+Home+Page?OpenForm

17. Budget Budget Development Agency Budget Preparation Review & Recommendation Appropriation Governor’s Review Legislative Action: House Appropriations & Senate Finance Execution

18. The Advocate’s Role

19. Steps to being an advocate 1. Know political climate: Subscribe to e-mail updates, track legislation on-line 2. Reach out for Support Make contacts at government agencies and supporters in your community 3. Rally the Troops Decide how you will spread the word and what your plan of action will be

20. More steps 4. Contact your legislators • Write: email or snail mail • Call directly or to the General Assembly 800 number • Visit: make an appointment to meet your legislator 5. Stay involved!

21. Step 3: Rally the TroopsIngredients of a legislative plan • 12 month plan • Training • Samples • Encouragement, frequent reminders • Materials including white papers; uniform, well constructed message; sample testimony • Legislative connections • Strength in numbers • Creativity may count • Practice!

22. Step 3: Rally the TroopsEffective messages • Choose issue & solution carefully • Identify key legislators likely to support or oppose • Identify potential allies • Identify information needed to best address issue • Identify best strategies for delivering the message; know your hurdles & misconceptions • Determine best messengers • Tune-up message delivery if needed during Session

23. Step 4: ContactWrite a Letter or E-mail to your Legislator On Official Letterhead Insert Date Honorable Sally Smith Virginia State Senate 910 Capitol Street, Room # Richmond, VA 23219 RE: number of bill or regulation Dear Senator Smith: This letter is to indicate support for SB 001 proposed by Senator Jones. This is your opportunity to state your position, and that you understand the purpose of the measure, with as much detail and creditability as possible. As a (insert Occupation/group you represent), I am concerned about the substantial changes made to these regulations for the following reasons; insert two concerns based on your background and your experience with the issue.

24. Insert two paragraphs outlining concerns mentioned above. Make use of facts and data from across the state, as well as your district, on this issue. Give information and your opinion on how this proposed measure would affect your community. (You/your organization) has joined with a number of organizations to demonstrate our concern about this measure including: If you have the means to show that you have the support of other organizations state this here. My position is … close with a restatement of what you want to happen. If we can provide additional information to you on this issue please feel free to contact me at your convenience. Sincerely, Name Address (It is always important to include your address if your letter is not on letterhead to show that you are a constituent.)

25. Step 4: ContactMake a Visit to your Legislator/Aide Before the Meeting • 2 Opportunities during the year: • Make an appointment by calling the legislators’ district office when the General Assembly is not in session. Call the Capitol office during the legislative session. • If you cannot meet with your legislator, meet with his/her legislative aide. Legislative aides are important sources of information, crucial conduits of information to the legislator and may have substantial influence in the design, drafting and passage of legislation. • Helpful to visit in small groups- 2-3 constituents. Make sure legislator knows whom he/she will be meeting with before the visit.

26. Make a Visit, Continued Before the Meeting • Think of the visit as you would a business meeting; plan to dress and conduct the meeting accordingly. • Develop an agenda and share it with others attending the meeting with you. This will help to keep you on track. • Create a one-page typed statement detailing your position. This fact sheet can explain the issue and why he/she should support your viewpoint • Be on time! Since Virginia has a part time legislature, most Senators and Delegates have full time jobs and are extremely busy juggling legislative, professional, family, and other obligations.

27. Make a Visit, Continued During the Meeting • Begin with a warm, friendly introduction, including that you are a constituent. • Maintain a courteous attitude throughout the meeting to keep the door open to future dialogue • Take one-page fact sheet or other written materials. Save time by using pre-existing materials. • Be brief and concise. Try to focus on one or two issues. • Describe why the issue is important to you; the more personal, the more he/she will pay attention.

28. Make a Visit, Continued During the Meeting • Be clear regarding the reason for your visit. Be upfront if you are asking for something specific, such as support or opposition to particular legislation. If you are going to educate the legislator regarding behavioral health issues, let him or her know that is the purpose of your visit. • Remember, you are there to effect systems change. So, while it is vital to share your personal story, be sure to connect your story to the larger system and changes that should be made. • Make the issue local and relevant by discussing a recent local issue (the wait list at your local CSB or having to drive 60 miles for the closest child psychologist, etc). Use local statistics, stories, and fellow constituents to support your issue. • Stay on topic. Let the legislator make comments, but don’t let him/her avoid the issue. Tactfully bring the conversation back on track.

29. Make a Visit, Continued During the Meeting • Be a good listener. Let your legislator ask questions as you present your viewpoint and answer them knowledgeably. Promise to get back to him/her with information you may not have. You do not have to agree with his/her views, but show you are willing to hear them. Ask if he/she has any questions for you. Consider any follow-up to do. • Be interested in legislator’s interests. Ask if he/she is working on any relevant bills or issues that you might support. • Leave business card.

30. Step 4: ContactMake a Telephone Call to your Legislator/Aide • A phone call is a legitimate method of constituent advocacy. Before making the phone call, develop a clear and concise list of points you want to make. If the legislator is unavailable, speak to the legislative aide or the secretary. • Give your name and address to the legislative aide or secretary - extremely important if you are a constituent. • Be brief -focus on one issue. If you have several bills that you want to discuss, make separate phone calls or select an alternate form of communication, such as email or fax. • Clearly indicate your position using the bill number or budget amendment number when available (“I am calling to ask Senator Jones to oppose HB 123.”) • Ask for your message to be repeated. • Thank secretary or aide. • If legislator votes favorably, send a thank you note. This type of follow through can build a continuing relationship.

31. Step 4: ContactInvite your legislator to visit your program or agency • Between May and November • Identify program participants and key staff to participate; have a back-up plan • Prepare them for speaking with the guest • Prepare program/service materials with the summary message for the legislator to take; emphasize outcomes • Respect the schedule; follow an agenda • Allow for questions and attention to the legislator’s interests

32. After Any Contact…Thank your Legislator/Aide • ALWAYS write a thank you letter; handwritten or personalized • Be courteous (be prepared for unusual questions or positions) • Do not send a thank you via email • Be brief

33. Other ways to get engaged • Committee testimony • Attend or host a lobby day • Program visit with a Legislator

34. In Conclusion: • Remember how important this work is. Legislators need to hear from constituents. They are often learning, too. • Don’t feel intimidated – it gets easier. • There’s always next year. • Try to have fun!

35. Questions and Resources See Handouts