Information here was created primarily by Dennis Mazurek, Congressional District Team Leader, MI-14. It has been lightly modified and updated to support changing needs.

Overview

The following PowerPoint presentation may be of use to you in structuring your remarks. Some City Councils actually allow PowerPoint presentations to be made, while others prefer you simply speak briefly.  [ PowerPoint Presentation 460.50 Kb]. 

The Meaning and Use of Resolutions  
A resolution is a means for a legislative body to express its intent on an issue or a one time event, for example, approving a permit for a march, renaming a street, or giving a testimonial.  This is compared with an ordinance which is intended to act as a law to govern the conduct of members of the public as well as city officials, appointees and employees, for example, making disorderly conduct illegal, or requiring that all service stations be licensed. 

The adoption of resolutions is a routine matter for city councils.  Generally, resolutions are brought forth by one or more members of the council based upon a request for the approval of an item by the mayor or city manager.  However, as in this instance, the request for adoption of a resolution may come from the public.

If Representatives receive resolutions of City Councils in their district and U.S. Senators receive them from many cities throughout their state, they will feel supported in co-sponsoring of or introducing the legislation for a U.S. Department of Peace.  If already a cosponsor, then your Member of Congress will receive a resolution which requests that they use their office to obtain other sponsors from their state delegation or from the state’s U.S. senators.   


A Resident or Property Owner Should Be the Contact Person 

Ours is a representative government and, as such, elected officials respond to their constituents.  Therefore, contact with the city officials should be made by a resident of the city or a non-resident who owns property or has a business in the city.  This person should also be the one to sign any correspondence to city officials and to be the lead person who makes the presentation. 

Aim for a Initial Victory

When visiting cities throughout your congressional district, it is a good idea to begin with a city where your chances of success are good.  If you have an even chance in two or more cities, then visit the smaller city first; this will give your group the opportunity to practice before making your presentation before the city council of a larger or major city.

Form a Relationship with at Least One Member of Your City Council

In some cities, it can be helpful if you form a relationship with at least one of your City Council members who will act as a sponsor to promote and usher through your resolution.  If you do not know a member of your City Council, you should read information on the city’s website regarding its council members, and mayor if a manager form of government, to learn which council members  are interested in issues that will be addressed by the Department of Peace, for example, domestic violence or drug and alcohol addiction.  You can also learn about your city-elected officials by reading on-line newspaper articles, which mention issues that they may champion.  You can stop by their offices, or send them an e-mail, to request that they meet with you to discuss the proposed legislation to create a Department of Peace.  When you get one or more members of a City Council to accept your point of view, you will have a much easier time as the member will be in your corner and will argue the merits of adopting the resolution.

Become Familiar with the Process for Getting on the Agenda 

In order to request the adoption of a resolution as a member of the public, you must get on the City Council agenda.  Generally, you should contact the city clerk who will explain the procedure for getting on the agenda.  You should respectfully follow the clerk’s instructions as this person is the gatekeeper for placing items on the agenda.  In addition, you should visit the city’s website to determine when council sessions are held and the requirements for getting on the agenda.

Learn About the Composition of Each City Council     
   
When preparing a letter to your elected city officials, you will need to determine whether your form of city government is a ‘strong mayor form of government’ or a ‘city-manager form of government.’  Generally, you can determine this by checking the city’s website, which will provide the names of the elected officials and, if applicable, the name of the city manager.  If your city is a strong mayor form of government, then the mayor is not part of the City Council and you should address your letter to members of the City Council only. (see model letter.)  If your city is a manager form of government, generally the mayor is on the City Council and you should address your letter to the mayor and to the members of the City Council. (see model letter.)

Contents of Your Letter and Necessary Enclosures 
   
We have created model letters, as templates, for your use; this will save you time and energy which, instead, can be used for the requisite activities discussed below.  As the sample letters indicate, your letter should: 1) request that members of your congressional district be afforded a discussion or study session to make a power point presentation to the City Council; 2) enclose a copy of the legislation ( bill_110th 165.66 Kb) to create a U.S. Department of Peace, along with key promotional material from The Peace Alliance; 3) enclose a proposed resolution for adoption by the City Council (see model resolution); and 4) request that the proposed resolution be adopted and mailed to your Member of Congress and U.S. Senators.
Make Personal Contact with the City Clerk to Get on the Agenda

A package which contains your letter, a copy of the bill, and a proposed resolution should be addressed to each member of your city council and hand-delivered to your city clerk.  This will ensure that the packages were received and will give you the opportunity to talk with the city clerk or a member of their staff.  By making personal contact with the city clerk, or even forming a friendly relationship, you will have the ability to obtain insight into the workings of the city council as well as the “do’s” and “don’ts” when approaching and addressing the Body.

Follow Through on the City Council’s Response to Your Request

Your letter will receive a response.  The response may be: 1) you will be permitted to make your power point presentation during a discussion or a study session; 2) you will be permitted to address the Body during its public comment portion of the session; or 3) your request is being tabled for further action.  If the response is #1, great, you will be making a full-blown presentation before the Body.  If your response is #2, this probably means that the Body wants to determine whether there is sufficient interest or support in the community for the Body to adopt your resolution, or you have not garnered interest or support from one or more council members.  If your response is #3, then you should move on to the next city in your congressional district with the goal of returning after you have obtained adoption of the resolution by another or other city councils.

Make Necessary Preparations for the Presentation

If you are permitted to make your power point presentation, then you should ensure that all contingencies are covered, including contacting the city clerk’s office regarding the availability of equipment.  You should practice your presentation before members of your group, who should ask hypothetical questions and critique your performance.  On the day of the presentation, you should arrive at least ½ hour before the session begins so that you can set up your equipment and be prepared.  You may not be first on the agenda so you will want to set up before the proceedings begin so as not to cause a delay when it is your turn.  In the event that you have never addressed a city council, it is a good idea to attend a session on a day prior to your discussion or study session to observe the members as well as to get a feel for the proceedings.

Fill the City Council Chambers with Supporters

On the day of the presentation, it is important to bring city residents, business owners and members from your congressional district.  Often, City Council meetings are not well attended since most city council meetings are televised on the city’s public access cable channel.  More people mean increased pressure for the Body to adopt your resolution.

Be Respectful and Answer All Questions

When addressing City Council members, you should address them as “Council President”, or “Council Member”, or “Mister Mayor”, or Madam Mayor”, or “Chair”, as the case may be.  You will lose points if you address them by first or surnames.  When you are making your presentation, you should speak slowly, clearly, and address all questions.  If you cannot answer a question, then you should ask one of your colleagues to do so.

Tactfully Keep the Pressure on Until Action Is Taken and, When Taken, Provide Department of Peace Materials

Based upon its procedures, the City Council may take action on your resolution at the same discussion or study session, or may take action on your resolution at a later date.  Whether the body acts in favor or against the resolution, do not disrupt the proceedings.  When the proceedings are concluded, you may wish to present each member of the city council with a Department of Peace button and bumper sticker.  This is a means to have further one-on-one discussions.  Likewise, after the proceedings are concluded, it is helpful for Department of Peace activists to respectfully approach the City Council members and, if they voted in favor, ask whether there were any points which were unclear and, if they voted against, ask whether there were any points which they did not understand. 

Make Certain the Resolution Is Sent to Your Member of Congress and U.S. Senators

At times, city employees are overwhelmed, short staffed, and make mistakes.  Therefore, it is important that you follow up and ensure that the resolution is sent to your Member of Congress and U.S. Senators.  In order to make certain that your representatives and their complete policy staffs see the resolution, your should request that the city clerk mail the resolution to their  Washington, D.C. offices and that you receive a copy of the transmittal letter and adopted resolution.  If you know the address, it is a good idea to provide the city clerk with the Washington, D.C. office addresses of your representatives.

Send Written Thanks for Support

If your City Council adopts your resolution, then you should follow up with a hand-written thank you note to each member of the City Council.  They will appreciate your recognition and you will leave a favorable impression regarding the Department of Peace activists from their congressional district.

If at First You Don’t Succeed, Try Again

Like many things in life, politics is about timing.  If you do not receive a favorable vote, remember the struggles of the abolitionists and suffragettes and remind yourself that future generations will benefit from your activism.  When the time is right, you can return to the City Council for another presentation and request to adopt your resolution. 

We Are Available to Assist You

If you have questions, we are happy to assist.  Dennis Mazurek, District Leader, Michigan’s 14th Congressional District, is available to answer your questions.  He can be reached at  d.m.is[@]earthlink.net, or at (313) 433-4466.