Introduction, Guidelines, and Tips for Developing an Observer Corps
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A League Observer attends governmental meetings, notes what happens at the meeting and reports back to the League. Observers’ access to meetings is typically guaranteed under “sunshine” laws, which require that government officials meet in public when certain criteria are met (e.g. there is a quorum). Observer reports cover a wide range of topics, such as whether the meeting was “public” within the letter and spirit of the law, the issues discussed, and whether officials were prepared and attentive.
The primary source of information for Leagues seeking to establish an Observer Corps is “Observing Your Government in Action—A Resource Guide” published in 2007 by LWVUS. Borrowing from the introduction of the Guide:
“The purpose of this guide is to provide interested organizations, but especially Leagues, with some general information about observer programs, suggestions about how to start or strengthen observer programs, and how to share more effectively what is being observed. The guide also contains information about how to utilize transparency efforts, such as observer programs, as a way to strengthen the organization—using it to generate visibility, engage more members and potential members, and build stronger ties to the community.” (p. 2)
While the Guide describes traits common to all Observer Corps, local Leagues find ways to adapt their programs to reflect the needs and priorities of their organization and community. This document draws upon the information in the Guide and the recent experience of League leaders in Washington State to help you develop a successful Observer Corps.
Considerations in Designing an Observer Corps
Being clear about why you have an Observer Corps will save you a lot of confusion in the future. Leagues may differ in the number of volunteers available, their interests, or their reporting style. As you design your Observer Corps, you may wish to consider some of the following questions:
Setting goals
- Observer Corps exists primarily to foster transparency and accountability in government. How would an Observer Corps need to function to meet those goals in your community?
- Who do you want to benefit from your Observer Corps? (Ex. The public? The League? Government officials?) How will you design your program to provide those benefits?
- Will observations and reporting lead to advocacy?
- What do your observers hope to gain from volunteering? How will you design your program to provide that experience?
Diversity, equity, and inclusion
- The League’s DEI policy stresses that there should be no barriers to full participation in League activities. What does “full participation” in your Observer Corps look like? Keep in mind that you may have observers who are new to the League or who have never attended a public meeting.
- Nearly all Leagues require that volunteers become members to participate in Observer Corps. If membership is cost-prohibitive for a prospective volunteer, consider offering a scholarship so they can join.
- Leagues limit participation in Observer Corps to active League members. Some Leagues, like LWV of San Francisco, allow non-members to join Observer Corps with the aim of maximizing community participation. Will membership be a requirement for Observers in your League?
- What barriers might exist for prospective volunteers and how can you mitigate or eliminate barriers? (Example: Your City Council is meeting on Wednesday from 10:00 a.m.-noon. An observer is interested in attending, but she works full time. Inquire with the Council whether the meeting will be recorded. If not, ask that they consider recording it. Provide the recording to your volunteer to watch when her schedule permits.)
Group size
- How many observers do you want to have? Consider launching a pilot program with a few volunteers who can help you identify and fix issues as they arise.
- How many observers can you train? This will depend on the frequency and depth of your training. A robust training is time-consuming, but may reduce issues along the way. You could offer one-on-one training, group orientations, or pair new volunteers with mentors. Whatever model you adopt, new observers should come away knowing the purpose and mechanics of your program so they feel confident in their role.
- How many observers can you supervise? Observers vary in their skills and experience. Some may join the League in order to participate in Observer Corps. You will need to field questions not only about Observer Corps and local government, but the League too. Consider finding a mentor for observers who need more support.
- How many reports can you review and publish? Posting reports soon after they are written is the best way to keep the public informed and engaged. However, it can be time-consuming to spell-check, format, and post reports online. See how long it takes you to review reports and either get help or limit the number of observers in your program.
Recruiting observers
- How will you find volunteers?
- What skills and experience are you seeking?
- Will you ask volunteers to apply? If so, what questions would you ask on the application?
Setting expectations
- What behavioral expectations will you set with your observers, both within your program and at meetings? How can you foster camaraderie among observers and encourage them to learn from each other? How do you want observers to identify themselves and represent the League in public meetings?
- Will you ask observers to commit to volunteering for a minimum length of time? You will invest time and energy training observers, so decide whether to ask them to commit in return. Additionally, what time commitment are you expecting (per week/month)?
- Will you ask observers to commit to following the same government body, or can observers volunteer as their schedule permits? Assigning observers to a regular meeting can help them become “fluent” in the issues being discussed, but may exclude people whose schedules fluctuate.
- Typically, observers refrain from expressing any opinion about the subject matter of a meeting, although they may report on the mechanics of the meeting such as whether it started on time, was accessible to the public, and whether officials seemed prepared. However, some Leagues invite observers to identify potential advocacy opportunities to present to the Action Chair or Board. Decide whether your observers will report “just the facts” or bridge into advocacy, but note you will need to train them on League positions and action guidelines if they are making action recommendations. One option for observers who become passionate about an issue is to have them “graduate” from Observer Corps to the Action Committee.
Training observers
- How will you educate observers about government structure and sunshine laws?
- How will you educate observers about the League if they are new to your organization?
- What is the best way to share information about your Observer Corps?
- Will you train observers in a group or one-on-one?
- Will observers be assigned a mentor?
- Will you provide feedback on reports?
Maintaining observers
- Sometimes government bodies take breaks from their regular meeting schedule, such as during the budget cycle and over the holidays. How will you keep observers engaged during these lulls?
- How will you express appreciation for your observers?
- How will you keep volunteers connected to the broader League?
Placing observers
- What government bodies will you follow? Review the goals of your program, research the needs of your community, and inquire about your observers’ interests to help you prioritize assignments.
- What criteria will you use for matching observers to a government body? Will you have them select from a list?
- It is not uncommon for multiple observers to volunteer for the same meeting. Determine whether you will limit the number of observers at a meeting or if you want multiple reports.
- Will you have each observer attend all the meetings of a particular government body, or allow them to float around to different meetings? If you prefer regular assignments, you may offer new observers a chance to watch a few meetings before placing them.
Recording and publishing observations
- Will you require observers to write a written report? Most Leagues ask their observers to write reports to promote transparency and accountability in government. Review the goals of your program and decide whether reports will be a requirement.
- What kind of report template will you provide? See the sample template provided for an idea of the information commonly collected.
- What is your social media policy? Are Observers permitted to share their observations and/or opinions about meetings online? Some Leagues with established Observer Corps permit experienced observers to report “live” from meetings on Twitter or other social media.
- If you ask for written reports, will you set a deadline?
- Will you offer feedback on every report, just the first few from each observer, or as-needed? Observers may require varying degrees of feedback, so consider a flexible policy.
- How will you publish these reports and to whom? Consider whether the primary audience will be other League members, your Board, government officials, other organizations, or the public at large. What is the best way to reach the intended audience?
Responding to feedback from the public
- What will you do if an official or member of the public claims a report is inaccurate? This may depend on the circumstances, but consider reviewing reports on controversial meetings more closely. Any ambiguities in reports should be clarified before they are published.
Written Materials
These are sample materials for you to adapt. These materials come from Observer Corps around Washington and elsewhere.
Observer receives:
- Email to new observers—An email is sent to new observers to introduce them to the agency they will be observing.
- Observers Monthly Calendar—A calendar is sent to each observer to help remind them of their meeting(s) and what
- their fellow observers are doing.
- Meeting Guidelines Reference—A checklist for attending meetings
Agency receives:
- Letter Introducing the Corps and Observer to an Agency—This email is sent to an agency to introduce the local Observer Corps and their new observer.
Training Documents
- Observer Training Agenda—This is a sample training agenda.
- Guidelines and FAQs—This is a local training manual for observers.
- Observing Your Government in Action LWV US—This is a very useful document from National
- Report Forms:
- Observer Report—One report form is used as a guide for observer’s reports.
- Instructions—The second report form gives instructions about how to construct a Google Doc report form.
- Sample—This is a sample of a google form
- Power Point—This is a power point used for training observers in a group. It offers samples of what a local can do to help train people.
For Observer Corps Leader
- Observers Meeting Agenda:
- Observers Agenda—This is an agenda for a meeting of all local observers.
- Annual Agenda—This is for the once a year annual meeting.
- Sign-Up Sheet (webpage)
- Webpage—This is a sample webpage (made with Google Forms) so people can indicate an interest in becoming an observer on the local webpage.
- Sign-Up Sheet—This can be used for in person situations.
- End-of-Year Data Report—This is an annual data summary.
Additional Resources
Sample Observer Corps webpages and program descriptions:
Washington
Elsewhere