How Does Grass Roots Really Work

Contacting Legislators
How to Place an Effective Phone Call
How to Write a Letter
Thank You Letters
Getting Others Involved
The Internet
Fax Trees
Telephone Trees

Every year, CDA’s Council on Legislation develops a legislative program, taking positions on bills, perhaps sponsoring bills, and developing strategy. Each month during the legislative session the CDA Update reports the status of bills and usually features an article on a particular legislative issue related to dentistry.

During the legislative session, PUBLIC POLICY staff may issue a legislative alert and request for action. These requests require immediate action and are an essential part of CDA’s lobbying effort, and an effective grass roots program can help the legislative program be successful.

  • CDA develops the backPublic Policyund materials and the message you will need.
  • The grass roots coordinator will identify the type of action required (letters, faxes, phone calls, personal meetings) and will identify the targeted legislator(s).

Contacting Legislators
Here are some helpful hints for setting up a meeting with your legislator.

  • If a personal meeting is requested, call the scheduling secretary in the district to schedule an appointment. Legislators are in Sacramento Monday through Thursday during the legislative session and are usually available in their districts every Friday.
  • Request to meet with the legislator, and identify yourself as a constituent (you live and vote in the district). If you have developed a good relationship with him or her, a personal meeting will often be possible. Otherwise, ask to meet with the district aide who deals with health care issues.
  • Don’t give up until you can schedule a meeting. Let them know if there are any legislative timeframes they need to be aware of.
  • If you are bringing other dentists with you, limit the number in your Public Policyup. The larger the Public Policyup, the more likely it will be that you will receive a speech from the legislator instead of having a meaningful conversation.
  • Know your message, anticipate the legislator’s questions and be prepared to answer them. Personalize the issue. How will it impact you and your patients?
  • Ensure that you debate the issues, not the person.
  • Ensure that you provide time to listen to the legislator. Remain positive and realistic about the issue and the approach. Stay on message.
  • Know the legislator’s politics. Are they inclined to support your position or oppose it? How did they vote on similar issues?
  • Be honest. Credibility leads to trust.
  • Keep the relationship going throughout the year with a few phone calls or notes recognizing the legislator for his or her accomplishments.
  • Always send a thank you note to the legislator following the meeting. Ensure that you reiterate where you left the issue and be available for any additional questions the legislator may have.

There are a few things you must always avoid:

  • Do not argue with the legislator, it is counterproductive. Speak with confidence and conviction.
  • Do not speak disdainfully of politics, politicians, or the process. It may not be the perfect system, but we must learn to work in it to the best of our ability.
  • Do not participate in a discussion of money (i.e., political contributions) and votes. It is totally inappropriate and illegal.
  • Do not answer a question if you are not confident that you know the answer. Let the legislator know that you will get the information as soon as possible and call him or her back.
  • When you are representing the policy of the California Dental Association, you should not make any promises or commitments on issues.

How to Place an Effective Phone Call
Telephone calls can be very effective in letting a legislator know how a specific segment of his or her district feels about an issue. If the legislator is the author of a bill that affects dentistry, PUBLIC POLICY may ask dentists throughout the state to call to let the legislator know how dentistry feels about an issue.

Calls are typically brief and to the point. If you know the legislator personally, ask to speak with them or ask for a return phone call. If you have been asked to make a phone call as one of many, you may speak with the legislative aide in the office who is responsible for this issue.

Here’s what you do:

  • Let them know who you are and where you are from. As a voting constituent you have much more significance to them.
  • Let them know exactly why you are calling. Address the issue and/or the bill number and what action you would like the legislator to take.
  • Provide a list of others who support the issue and the reasons why they should support it.
  • Ask the person you are speaking with whether they need additional information or have any questions.
  • Call PUBLIC POLICY and let them know how the phone call went and if any follow-up is required.

How to Write a Letter
If you are asked to write a letter to a legislator to ask for his or her support or opposition on an issue and bill, it is important to make that letter count. Here are some tips:

  • Always use the proper salutation. The address information will be provided by PUBLIC POLICY and may be the Capitol office or may be the district office, depending on the time of year.
  • Use your professional letterhead, but if you practice outside the district and live in the district, let them know in the beginning of the letter.
  • Personalize the letter if you know the legislator well.
  • Identify the specific issue or bill you are writing about and what action you would like the legislator to take. Explain briefly why they should support or oppose the issue. Keep the letter to one page. PUBLIC POLICY will provide you with talking points, and we recommend that you use them; but more importantly, that you personalize the issue to let the legislator know how this issue affects you and your patients.
  • Take any opportunity to compliment the staff in the office if you have had any dealings with them. The staff often reads the letters first and this may provide some impetus for them to pass the letter along for the legislator to see.
  • Ensure that you speak accurately. Follow the information that PUBLIC POLICY has provided you.
  • Do not reference any attendance at a fundraising event or any financial support you or CalDPAC may have given them. This is not appropriate and illegal.
  • Request a response and thank them for their time.

Here is a sample format for you to follow:

Jane Brown, D.D.S.
1000 Main Street
Sacramento, CA 95814
(916) 555-1212

January 1, 2000

The Honorable James Smith
State Capitol
Sacramento, CA 95814

Dear Senator Smith:

I am a dentist who has been practicing in your district for 18 years, and a member of the California Dental Association.

I oppose SB 649, which will put unnecessary restrictions on my ability to provide care to my patients. I spoke with Laura Williams in your office last week about this issue and appreciated the time she took to listen to my point of view.

I respectfully request your “no” vote on this legislation.

Please let me know your position on this legislation and whether you require additional information. Thank you for your time.

Best regards,
Jane Brown, D.D.S.

Thank You Letters
It is important to maintain open communications with your legislator on an ongoing basis. Take the time to send them a letter of recognition when they do something you support. They very seldom receive letters thanking them, and the letter will have substantial impact.

Getting Others Involved
The more people who are involved in a grass roots network, the more effective it can be. If you are the legislative chair of your local dental society, you need to get people involved.

  • Establish a legislative committee in your own dental society of dentists who are interested in politics or legislation.
  • Convince your president of the importance of legislation and politics if they are not currently involved. PUBLIC POLICY can provide you with information to make your pitch both to the president and potential members of your committee.
  • You should have some knowledge of which colleagues would be interested. Call them personally and ask them to get involved.
  • Meet periodically to discuss the current legislative issues and upcoming elections (candidate, fundraising activities, attendance at local events, or involvement in specific campaigns).
  • Establish a system of communication. There are various ways to do this:

The Internet
More and more people are connected to the Internet, at home and at work. E-mail is a timely and cost-effective way to maintain lines of communication.

Fax Trees
Faxes are found in almost every office today. It is another way to keep information moving, quickly and inexpensively.

Telephone Trees
This system can be used when you want to notify, say, 100 people in your dental society about an issue. If you develop a telephone tree which can be used over and over again, no one need call more than three or four members and it’s done. You call three people, they call three people, etc.