ACRL News Issue (B) of College & Research Libraries 542 / C &R L N ew s p reservation and co llectio n developm ent. Postal subsidies. R ep . B ill F o rd (D -M ichigan ) has challen ged th e lib ra ry com m u nity to com e up w ith b e tte r d a ta on postage costs to lib raries and to support postal subsidies. T h is special e ffo rt is neces­ sary because, for th e first tim e ever, th e R eagan A d m inistration recom m ended elim in atio n o f a ll postal subsidies, even free m ail fo r th e b lin d . I f all subsidy fo r lib ra ry ra te w ere rem oved, a 2 -lb . book p ackage w ould go from 5 4 cents to 94 cen ts— a 74 % increase. T h e lib ra ry ra te subsidy is curren tly $ 4 2 m illio n — h a lf o f th a t for th e prin ted and AV m aterials th a t lib raries, schools, colleges, and oth er n on-p rofit organizations send am ong them selves for in terlib ra ry lo a n , film rentals, textbook distri­ b u tio n , etc. ‚ and h a lf for publishers and distribu­ tors w ho a re a b le to m ail m a teria ls sold to libraries. W ith th e coop eration o f A C R L , th e ALA W a sh ­ ington O ffice surveyed th e A C R L 100 institutions to get som e d ata on postal costs. T h e 5 3 lib raries w h ich sent usable responses spent from $ 3 4 4 to $ 2 6 ,0 0 0 on postage; th e average cost w as $ 5 ,8 0 0 . C a n your lib ra ry afford to lose such support? W h ite H ouse C o n feren ce on L ib r a ry and In fo r­ m atio n Services. L egislatio n is pen din g fo r a sec­ ond W h ite H ouse co n feren ce, to b e held no la ter th a n 198 9 . T h e next W h ite H ouse conference is likely to be m ore focused, p ro b a b ly on inform ation technology advances and th e consequent op p ortu­ n ity a n d c h a lle n g e fo r l ib r a r y serv ices. W h e n F r a n k N ew m an , in th e new re p o rt “H igher E d u c a ­ tio n an d th e A m e r ic a n R e s u rg e n c e ” fro m th e C a r n e g ie F o u n d a tio n fo r th e A d v a n ce m e n t of L e a rn in g , is saying th a t th ese tech n o log ical ad­ vances h ave m oved th e research com m u nity b e ­ yond th e c a p a city o f th e research lib ra ry , th a t w e m ust evolve from an em phasis on acquisitions to a n ew system based on access, and th a t perhaps this n ew system should n ot b e called “lib ra ry ,” ca n a c a ­ dem ic lib ra ria n s afford n o t to b eco m e involved in th e next W h ite H ouse co nference? And, in closing... L e t t e r s fr o m c o n s t itu e n t s a r e im p o r t a n t C ongressional-influencers. T h e y can dem onstrate th a t th e position tak en by A C R L and A L A is, in fa c t, endorsed b y and im p o rtan t to its m em b er­ ship. And since, as stated b efo re, letters from co n ­ stituents h ave a figh tin g c h a n c e o f gettin g past the sta ff and to th e p o liticians, th ey ca n b e th e best m eans o f giving p oliticians th e facts th ey need to m ake a decision and th e ra tio n a le they need to de­ fend it. W rite tod ay a b o u t th e H igher E d u c a tio n A ct, next w eek a b o u t postal subsidies, next m onth about th e W h ite H ouse c o n fere n ce. And w rite a b o u t o th er issues o f im p o rtan ce to you. T h e letters don’t h ave to b e lo n g— and th ey don’t even have to be typed. O n e Congressional sta ffer said he w as m ore im pressed b y a h a n d -w ritten letter th a n b y a typed o n e— and by letters on p lain p ap er instead o f le t­ terh ead . You don’t th in k your n am e should b e on th e letter? D ra ft a letter for your D ire c to r or V ice President fo r A cadem ic A ffairs to send. T h e im p o rta n t th in g is to w rite o r m ake sure som eone else in your a rea does. Becau se in th e era o f ele c tr o n ic m a il, co m p u te r analyses an d PA C cam p aig ns, a single le tte r from a single constituent c a n still m a k e an all-im p o rta n t difference. ■ ■ How to communicate with legislators W h en to w rite. I t is im p o rta n t to understand the legislative process in o rd er to know w hen it will be m ost effectiv e to co n ta ct legislators. A b ill m a y b e w r itte n by a n in d iv id u a l, an agency, a c o m m ittee, or a sub co m m ittee o f o ne of th e houses o f C ongress. E a c h b ill is assigned to a co m m ittee th a t studies it and decides w h a t actio n should b e tak en . M em bers o f th e c o m m ittee should be co n tacted w hen the bill is about to co m e before th e co m m ittee. B y ca llin g th e Bill Status O ffice in W ash ing to n , D .C . , a t (202) 2 2 5 -1 7 7 2 and re ferrin g to th e bill n u m b er, i t is possible to fin d o ut th e d ate a b ill was i n t r o d u c e d , t h e n a m e s o f its s p o n s o rs o r c o ­ sponsors, th e d ate o f c o m m ittee h earin gs, and th e cu rren t status o f th e b ill in th e legislative process. A fter th e b ill com es o ut o f c o m m ittee, it is p re­ sented to th e full House or Senate. W h en th e b ill is ab o u t to co m e b efo re th e H ouse or S en a te th e re p ­ resentative should be co n tacted if it is a House bill or b o th Senators if it is a S en a te bill. Legislatio n requ irin g fed eral fu nd ing m ust go through tw o processes: authorization and funding. I f Congress does not ap p ro p riate su fficient funds, o r if executive agencies cu t b a ck on funds, a p ro­ gram ca n b e seriously c u rtailed . T h e refo re, a fter a bill has been passed, it is im p o rta n t to state your views a b o u t th e n eed fo r ad equ ate fu nd ing to C o n ­ gress or to th e agency w ritin g th e regulations to im ­ plem en t th e law . It is im p o rtan t to lo b b y for appropriations b e­ fo re April 15 w hen th e Bu dget C om m ittees o f the House and Senate rep ort to th eir respective bodies th e first resolution settin g totals for governm ent spending, revenues, d e ficit and level o f p u b lic debt for th e next fiscal year. B y M ay 15, th e B u dget C o m m ittees review v a ri­ ous pieces o f authorization legislation and by Sep­ tem b er 15 , th e second co n cu rren t resolution e stab ­ lishes spending ceilings and a revenue flo o r. Keep these dates in m ind to lo b b y for appropriations. Personal visits. F a c e - to -f a c e discussion is the 544 / C &RL News m ost effectiv e m eans o f co m m u n ica tio n , and essen­ tia l to th e establish m en t o f a solid w orkin g re la tio n ­ ship if you do not alread y know each o th er. A m eet­ in g is m o re easily arrang ed early in a session, b efo re pressures build up. All legislators h a v e one o r m ore district offices. V isits th ere w ill often b e m o re co nv en ient fo r you th a n in W ash ing to n . M em bers o f Congress retu rn p erio d ically (check w ith th e district o ffice) ‚ during C ongressional recesses, and betw een sessions. C onstituents are alw ays w elco m e in W a sh in g ­ ton . B e sure you h ave a firm ap p oin tm en t. Use the d is tric t o ffic e to m a k e lo c a l o r c a p ito l a p p o in t­ m ents. G e t to know th e d istrict o ffice s ta ff (secre­ taries and adm in istrative assistants)— close w o rk­ in g relationships w ill b en efit in m an y ways. T h e follow in g are suggested do’s and don’ts to help ensure a successful m eeting: • D o m ake an ap p o in tm en t by le tte r o r phone and b e on tim e. • D o ou tlin e in your le tte r o r ph one c a ll th e is­ sues you wish to discuss a t th e m eeting. • D o p re p a re a c o n c is e , d ir e c t p re s e n ta tio n w hich can b e co m p lete in a 1 5 -m in u te m eeting. • D o b e w ell-in fo rm ed on all aspects o f th e issues you plan to discuss. • D o ta k e alo ng oth ers— lib ra ry d irecto r, a c a ­ d em ic a d m in istrato r, co n cern ed fa cu lty m em ber. Keep th e delegation sm all enough for an easy ex­ chan ge o f view points. • D o b e a good listen er and ask fo r th e legisla­ to r’s p oin t o f view . • D o h ave a w ritte n sta tem en t o f th e p oints you w ish to m ake and lea v e it w ith th e legislator. • D o leave on good term s even if you h ave not achieved your ends. You m ay jo in forces on an oth er issue a t an o th er tim e. • D o follow up w ith a le tte r o f ap p reciatio n fo r th e tim e given to you, and inclu d e any add itional in fo rm a tio n suggested b y th e visit. • D o n ’t b e disapp ointed if your legislator can n o t m eet w ith y o u . Ask to see a legislative assistant who w ill b e kn ow led geable ab o u t th e legislato r’s p o in t o f view and w ill convey your message. • D o n ’t b e a fraid to adm it th a t you don’t have som e fa cts. Say th a t you w ill fin d th e answ ers and rep ort b a ck and do so. Telephone calls. O n ce you h ave m ade th e a c ­ q u a in ta n ce o f your representative, telep h o ne calls a re a p p ro p riate and easy. M ake them sparingly to th e legislator, w hose tim e is heavily occu pied. R eg ­ u lar co n ta ct w ith sta ff is possible and desirable. T elep h o n e to ask sup port b efo re a h earin g or flo o r v o te, to ask fo r help w ith leg isla tiv e c o l­ leagues, o r to convey urgent lo cal co n cern . Ju dge how fa r to pursue by th e rea ctio n . R em em b er th a t it is m o re d ifficu lt for a legislator to tem p orize in conv ersation th a n by letter. W ritin g letters. T h e se a re th e c h ie f fu el th a t pow ers any legislative v ehicle. T h e y a re read . T h e y e lic it responses. T h e y represent votes. E a c h letter w riter is deem ed to represent several like-m in ded if silen t constituents. L e tte rs m ay b e fo rm a l o r in fo rm a l, ty p ew ritten or h an d w ritten . T h e y should b e com posed by you, giving th e reasons fo r your position and giving the legislator reasons to sup port it. I f you a re asking support fo r a p a rticu la r b ill, c ite it by n u m b er and a u tho r, and give its title or su b ject m a tter. D o n ’t ask for a vote c o m m itm en t on a p a rticu la r b ill b e ­ fo re th e c o m m ittee in c h a rg e o f th e s u b jec t has had a ch a n ce to h ea r th e eviden ce and m ake its rep o rt. Som e fu n d a m en ta l do’s and don’ts to keep in m ind w hen w ritin g legislators a re listed below : • D o add ress y o u r s e n a to r o r re p re s e n ta tiv e properly. • D o sh are your exp ert kn ow ledge on lib raries and in fo rm a tio n services w ith your legislator. • D o includ e strong, fa c tu a l, to th e p o in t arg u ­ m ents. • D o b e b rief. L im it your letter to one o r tw o pages. • D o give your full n a m e and address. • D o w rite w hen you approve, not ju st to c o m ­ p lain o r oppose. • D o n ’t use form letters, and avoid includ ing ex­ cerpts from o th er letters on th e sam e su b ject. • D o n ’t m ake th rea ts, prom ises, or boasts • D o n ’t b e vague. • D o n ’t engage in le tte r-w ritin g overkill. Suggested form s o f salutations for letters to legis­ lators are: S e n a t o r : T h e H o n o rab le D a n iel P a trick M oynihan S en a te O ffice B u ild ing W ash in g to n , D C 2 0 5 1 0 (D ea r S en a to r M o yn ihan :) R e p r e s e n t a t iv e : T h e H o n o rab le G era ld in e A. F e rra ro H ouse O ffice B u ild ing W a sh in g to n , D C 2 0 5 1 5 (D ea r M rs. F e rra ro :) “ Sin cerely yours” is in good ta ste as a co m p li­ m en tary close. R em em b er to sign your given n am e and surnam e. I f you use a title in your sign atu re, be sure to enclose it in parentheses. W h e re possible use your o fficia l letterh ea d . I f this is not in o rd er, and you w rite as an individual, use p lain w h ite bond p ap er, and give your o fficia l title fo llo w in g your sign atu re as a m eans o f id e n tifi­ ca tio n and to in d ica te your co m p eten cy to speak on th e su b ject. Telegram s and m ailgram s. T h ese are fa st, easy ways to co m m u n ica te w ith legislators and w hen th e need for actio n is c r itic a l— ju st p rio r to a c o m ­ m itte e or flo o r vote. Use W estern U n io n ’s n a tio n ­ w ide to ll-free telep h one n um b er: (800) 2 5 7 -2 2 4 1 . E d i t o r ’s N o t e : P o r t io n s o f th is a r t i c l e a r e t a k e n f r o m “ T h e L i b r a r i a n A s L o b b y i s t , ” b y E l e o n o r E . P a s m ik , w h i c h a p p e a r e d in C & R L N ew s, M a r c h 1 9 8 2 ; a n d t h e A L A W a s h in g t o n O f f i c e ’s f l y e r , “W a y s to C o m m u n ic a t e w it h L e g is la t o r s . ” ■ ■ .