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29-Deliberate and act on appointment of 2010 Census Complete Count CommitteeCITY COUNCIL AGENDA ITEM BRIEFING SHEET Submittal Date: Originating Department: Presented By: Agenda Item No.: 12/ 11 /09 Council Date: City Manager Kevin Carruth 29. 12/14/09 RECOMMENDED MOTION: Move to approve Robert High, Dave Johnson, Mindy Moree, Shawn Napier, Marcelino Rodriguez, Jr., and Connie Stoddard to the 2010 Census Complete Count Committee. POLICY ISSUE(S): Public input BACKGROUND: Having the most accurate decennial census possible is very important to Paris because it impacts voting districts far elected offices and a very large number of government programs rely on census data for program implementation and funding spent locally. The Census Bureau has requested the creation of a Complete Count Committee (CCC) to help promote the census and and help identify hard to count populations. The proposed committee members and their affiliation are: Name Affiliation/Interest Robert High Paris ISD Assistant Superintendent Dave Johnson Media Mindy Moree Chamber Director; local business Shawn Napier City Engineer Marcelino Rodriguez, Jr. Lamar Avenue Church of Christ Connie Stoddard Social service agencies All of the proposed members have been contacted and have agreed to serve. The first meeting for the CCC is Thursday, January 7, in the Council chamber. BOARD/COMMISSION RECOMMENDATION: EXHIBITS: Census Complete Count Committee informarion ACTION: BUDGET INFO: E]Financial Report Z Minute Order Expense $ ❑ Department Report ❑ Resolution Budgeted Amt. $ ❑ Presentation ❑ Ordinance y'I'D Actual $ ❑ Public Hearing ❑ Other Acct. Name Acct. Number FISCAL NOTES: REVIEWED AND APPROVED BY: Z Administration Z City Clerk ❑ Community Development ❑ EMS/IT ❑ Finance ❑ Fire ❑ Municipal Court ❑ Legal ❑ Library ❑ Police ❑ Eng./Public Works ❑ Urilities City of Paris 11198 Revised 2/04/08 WHY DO Vvl TAK 'i 2010 Census Complete Count Committee Guide CENSUS`i~4 • The U.S. Constitution (Article I, Section 2) mandates a headcount every 10 years, of everyone residing in the United States: in all 50 states, Puerto Rico, and the Island Areas. This includes people of all ages, races, ethnic groups, citizens, and noncitizens. The first census was conducted in 1 790 and has been carried out every 10 years since then. ■ The next census occurs in 2010. The population totals from this census will determine the number of seats each state has in the House of Representatives. States also use the totals to redraw their legislative districts. ■ The U.S. Census Bureau must submit state popula- tion totals to the President of the United States by December 31, 2010. ■ The totals also affect funding in your community, and data collected in the census help inform decision makers how your community is changing. Approximately $300 billion in federal funding is distributed to communities each year. Wil~ the 20 10 Census be tiae same As ZOOQ? No, there are some important changes: ■ 2010 Census will be short form only Just 10 easy questions. ■ The long form is now part of the annual American Community Survey. ■ Handheld computers with Global Positioning System will be used to check our address list in 2009. 5 19:;, y~All A R E N S U S DX~ U..SED.-_' Census dnta are wide9y tand wise►y used. Determining congressional seats and federal funding is just a hint of the many important uses of census data. Take a look at examples below and refer to the appendix for even more uses of census data. (See Appendix A: 50 Ways Census Data Are Used.) ■ The federal government uses population data to allocate funds in a number of areas: • Title 1 grants to educational agencies (school districts across the nation) • Head Start programs • Women, Infants, and Children (WIC) (food grants) • Public transportation • Road rehabilitation and construction • Programs for the elderly • Emergency food and shelter • Empowerment zones • The data help the private sector as well as state and federal governments determine where jobs and job programs are needed. ■ Census data help potential homeowners research prop- erty values, median income, and other demographic information about a particular community. ■ Corporations use population data for market research to determine locations for commercial enterprises, such as food stores, pharmacies, and other essential services. 6 2010 Census Complete Count Committee Guide 200 If°-~ ~ ~ N. ~m 7 ' ~ r ~ DAIF-A . ..rv. a....,d '~..E CONFIDENITIAL? ■ ABSOLUTELY! • Your answers are protected by law (Title 13 of the U.S. Code, Section 9) and are strictly confidential. It is illegal for the Census Bureau, or its employees, to share your personal information with any other govern- ment agency-not law enforcement, IRS, Welfare, FBI, Immigration, etc. ■ No court of law, not even the President of the United States, can access your individual responses. 1953-During the Truman administration, the White House had to undergo renovation. It was necessary to relocate the President until the renovation was comple[ed. The Secret Service requested from the Census Bureau information on residents liv- ing in the proposed relocation area for the purpose of performing background checks. However, because census data are ABSOLUTELY CONFIDENTIAL, even to the President, the request was denied. President Truman spent his exile at Blair House. ■ Census workers must pass security and employment reference checks and are highly motivated to protect your answers. All Census Bureau employees are subject to a S250,000 FINE AND/OR A 5 YEAR PRISON TERM for dis- closing any information that could identify a respondent or household. 1980-Armed with a search warrant authorizing them to seize census documents, four FBI agents entered the Census Bureau's Colorado Springs office. No confidential information was ever released because a census worker held off the agents until her superiors resolved the issue with the FBI. 2010 Census Complete Count Committee Guide 7 rv[ll a _ - 'V r~ ~ ~ A, COMPLE'TL COUNT COMMITTEE (CCQ? f-fcrw Does a Conipiet~~ ~ouist C'otnp,ni~~~e Wcrr°k? Now that you are familiar with what a census is and why we conduct a census every 10 years, you can appreciate how much work is required to count every resident living in the country. The Census Bureau cannot do this alone. We require the assistance of partners-individuals, groups, and organizations across the nation that can help us build awareness about the census, why it is important, and encourage their community to participate. One very effective way to accomplish this is through Complete Count Committees. Whx Is a CompleiE' coaim Committee? A Complete Count Committee (CCC) is a volunteer committee established by tribal, state, and local governments, and/or community leaders, to increase awareness about the census and motivate residents in the community to respond. The committees work best when they include a cross section of community representatives from government agencies, education, business, religious organizations, and the media. The CCC is charged with developing and implementing a plan designed to target the unique characteristics of their community. Complete Count Committees (CCCs) come in difFerent types and sizes, depending on how they are organized and where they are located. The following table gives you an idea of the types and sizes that are most common. g 2010 Census Complete Count Committee Guide - 2C 2 May-July 2010 • Prepare final report of committee activities and provide a copy of your report to your regional census contact person. Local Complete Count Committees are formed by the highest elected ofFicial in that jurisdiction, such as a mayor, county commissioner, tribal leader, or regional chairman. The highest elected ofFicial may appoint a chair of the CCC and may then appoint residents of the community to serve as members of the CCC. Members appointed could be representative of a cross section of the community, be willing and able to serve until the census is over, and help implement a creative outreach campaign in areas that may pose a challenge in 2010. Members could include persons from the areas of education, media, business, religion, and community groups. Most local government CCCs are small to medium size depending on the jurisdiction. A town may have a small committee with only 3-5 members, while a city CCC may be medium to large size with anywhere from 10 to more than 100 members, depending on the size of the city or tribe. Both county and regional CCCs, since they cover a larger geography, tend to be larger in size with 20-50 members. The size and number of inembers depends on what works best for each jurisdiction and what will make the most effective and successful committee. Mayors, county commissioners, and heads of regional boards understand the importance of getting a complete and accurate census count and how census data impacts their communities. In previous censuses, experience has shown that local government CCCs are more productive with subcommittee structure. Examples of subcommittees and what they do are covered under "What is the subcommittee structure of a Complete Count Committee?" on page 15. v:x€impleY: ol: La$:ri#' oncr 71'.'; ta Nationwide, there were 11,800 Complete Count Committees formed in Census 2000, and the major- ity of them were local government committees. Here are some suggested strategies that worked for them: ■ Allocate funds for the CCC, and assign a staff person to work with the committee. 2010 Census Complete Count Committee Guide • Set clear, achievable goals and objectives. ■ Identify areas of the community that you want to target, either a geographical area or a population group that might be hard to count. ■ Use a"grassroots" approach, working with community-based organizations and groups who have direct contact with residents, especially those who may be hard to count. ■ Create promotional materials and products customized for your area. ■ Implement special events such as a Census Day "Be Counted" parade. Sasnple AcBivities of Lacci6 Cownplete Cotant Comm=rtee:=; 2008-2009 Develop a list of barriers or concerns that might impede the progress of the 2010 Census in your local area, such as recent immigrants, non-English speaking groups, high crime areas, and communities with gated residents. Explore ways/activities to address or overcome those barriers. ■ Create ways to dispel myths and alleviate fears about the privacy and confidentiality of census data. ■ Place census messages in water bills, property tax bills, and other correspondence generated by the jurisdiction. • Develop and implement activities to involve local government employees in 2010 Census awareness campaign. ■ Encourage corporations to become official sponsors of your census activities. ■ Have census banners, posters, and other signage placed in highly visible public locations. • Include the 2010 Census logo and message on bus schedules, brochures, newsletters, and your local jurisdiction Web site. ■ Sponsor a census booth at county fairs, carnivals, and festivals (especially cultural or ethnic celebrations). ■ Sponsor a contest to design a sticker or poster promoting the 2010 Census. • Have census information available during voter registration drives. ~ : 3 January-March 2010 ■ Add a census message to all meetings, events, and correspondence. ■ Provide information on federally funded programs that have benefited the community. • Plan a major promotional event around the mailout of census questionnaires. • Saturate public access areas with easy-to- read and understandable census information customized for your community. ■ Ask elected officials to encourage residents to complete and return questionnaires immediately. • Place a census message on all municipal marquees urging residents to complete and return their questionnaires. April 2010 ■ Place public service announcements in local media encouraging residents to cooperate with census workers. Excamples af --omitissnity Conrplete Costne Committee Strategieg A number of organizations formed community Complete Count Committees in Census 2000. Some examples of these organizations are Community Action groups, Hispanic Service Center, Delta Sigma Theta Sorority, and Human Development Commission. Here are some suggested strategies that worked for them: • Set clear, achievable goals and objectives for your committee. Identify what your committee will focus on. Some examples include increasing the response rate in public housing communities among cultural/ethnic groups in your area or among students in colleges/universities, outreach and promotion to youth or elderly in the community, or a global approach if no other CCCs are in the area. • Develop an action plan that will include activi- ties, events, etc., which will support your efforts and help you meet your goals and objectives. • Create promotional materials that appeal to your focus areas, if resources are available. • Implement special events that will generate interest and participation in the census. Community Complete Count Committees are often formed in areas that do not have a government CCC or areas that may require a more targeted outreach approach. Community CCCs may be formed by a community group/organization or a coalition of several organizations. For example, an organization in a predominantly elderly community may want to form a community CCC in order to build awareness among that population and encourage them to respond when questionnaires are delivered. A tenant's association may form a committee to educate tenants about the census and help those needing assistance in completing their questionnaire. Community CCCs identify their own chair and committee members. They may choose residents who are influential leaders or gatekeepers in the community to serve as members or others that will help accomplish the goals of the committee. Community CCCs are usually small to medium in size with anywhere from 5 to 25 members depend- ing on the sponsoring organization(s) and the size of the community it represents. Small committees may not need subcommittees, however, larger committees may find this structure helps them focus and work more effectively. Ssrmple Activaties of Commu►iity Compfete Caul?t CcSS9i1'11t$@eS 2008-2009 • Identify organizations in the community that can provide space for Questionnaire Assistance Centers and will serve as a Be Counted site. Pass this information on to your census contact person. ■ Make a list of community-based organizations in your area. Hold a meeting with leaders of the organizations and solicit their help in creating a census awareness campaign targeted for community residents. ■ Check the community calendar in your area for events. Contact event organizers to see if you can a have a census table or pass out census materials to increase awareness. ■ Plan and solicit sponsors for a"Census Day/ Night Street Festival" in late 2009. Think of creative games or activities where census information can be incorporated. ■ Develop a 2009 Census Activity Calendar, ask organizations to choose a month in which they will sponsor census activities or promote census awareness. 12 2010 Census Complete Count Committee Guide '2~~~ The Strticttirp- ■ The Census Bureau regional staff will serve as a liaison or an informational resource. ■ The operation of the Complete Count Committee flows from the highest elected official or community leader to the chairperson, the committee members, and/or to the community at large. ■ The highest elected official or community leader appoints a chairperson. The chairperson is the liaison or main source of contact between the Complete Count Committee and the Census Bureau. • The chairperson collaborates with the highest elected official or community leader to select subcommittee chairs. ■ The Complete Count Committee should involve every aspect of a local community in its subcommittee structure-government, education, faith-based, media, community-based organizations, business, and recruiting. The U.S. Census Bureau does not manage the Complete Count Committee. The following are examples of a typical subcommittee struc- ture. Other subcommittees may be formed based on the focus of the CCC or the needs of the community. Examples of other subcommittee topics are migrant and seasonal farmworkers, children/youth services, immigrants, senior services, and the disabled community. Government subcommittee-Assists in all activities between the Census Bureau and the local government, such as participation in decennial geography programs, free space 2010 Census Complete Count Committee Guide 1 5 lo ~ for Questionnaire Assistance Centers, and identifying other resources for CCC activities. Education subcommittee-Facilitates census awareness for local schools from prekindergarten through twelfth grade, as well as postsecondary education institutions in the area. May also encourage school administrators, teachers, and students to use Census In Schools materials. Faith-based subcommittee--Creates and coordi- nates activities and materials that can be used by any local faith-based institution in the promotion of the 2010 Census awareness and participation. Media subcommittee-Creates and facilitates ways to get the census message to all community residents, using all available sources such as local newspapers, newsletters, fliers, local festivals, billboards, radio, and television. Community-based organizations subcommittee-Collaborates with community organizations to inform residents of the importance of participating in the 2010 Census and the benefits derived from census data. Business subcommittee-Creates and coordi- nates activities that involve businesses in census awareness, such as distribution of census infor- mation and census messages on packaging (grocery bags), and the inclusion of the census logo and message on sales promotion materials. Figure 1. Sample Organizational Chart Recruiting subcommittee-Disseminates informa- tion about census job openings for the 2010 Census. Information will include the number of jobs avail- able, types of jobs available, and the locations of testing and training sites. The subcommittee chairpersons may recruit mem- bers for their respective teams. The ideal candidates for a Complete Count Committee are those com- munity members who have expertise, influence, and experience in the area of the respective committee. Committees are more productive and successful if willing to invest time, resources, and energy in this project. Figure 1 is a sample Complete Count Committee organizational chart. The organizational chart is a guide to assist in forming a CCC and implementing the CCC plan. Once discussion has started about the focus and goals of the committee, subcommittees and/or activities may be added to fit the customized plan. Both the government-led and the community-led Complete Count Committee operation flows the same, from chairperson to committee and/or subcommittees and then to the community at large. The community CCC essentially functions the same as the governmental CCC. - - - - ~ I COMMUNITY- ! GOVERNMENT j EDUCATION ` FAITH-BASED MEDIA BASEb ~ SUBCOMMITTEE SUBCOMMITTEE ~ SUBCOMMITTEE i; SUBCOMMITTEE ORGANIZATIONS SUBCOMMITTEE BUSINESS RECRUITING SUBCOMMITTEE : SUBCOMMITTEE ' 16 2010 Census Complete Count Committee Guide '20(~ The CCC speaks the language of and knows the pulse of its community, therefore establishing an information highway that even the Internet cannot rival-neighbor informing neighbor. 2010 Census Complete Count Committee Guide The CCC will help ensure an accurate 2010 Census count. The CCC gains valuable knowledge about the census process at the local level and develops a plan to impart that know- ledge to each and every resident as only a neighbor and fellow stakeholder can do. The CCC increases the participation ratio and the response rate by continuing awareness of the 2010 Census through July of 2010. 19 2 0f ~ ~ d~~ ~ '~N a ~1 ~ ~ . ~ ~ . ~ 3,. ~ ~ ~ ~ ~k~ Used ~ ~ ~ ~ ■ Decision making at all levels of government. • Drawing federal, state, and local legislative districts. ■ Attracting new businesses to state and local areas. ■ Distributing over $300 billion in federal funds and even more in state funds. ■ Forecasting future transportation needs for all segments of the population. ■ Planning for hospitals, nursing homes, clinics, and the location of other health services. • Forecasting future housing needs for all segments of the population. ■ Directing funds for services for people in poverty. • Designing public safety strategies. ■ Development of rural areas. ■ Analyzing local trends. ■ Estimating the number of people displaced by natural disasters. ■ Developing assistance programs for American Indians and Alaska Natives. ■ Creating maps to speed emergency services to households in need of assistance. ■ Delivering goods and services to local markets. ■ Designing facilities for people with disabilities, the elderly, or children. ■ Planning future government services. ■ Planning investments and evaluating financial risk. ■ Publishing economic and statistical reports about the United States and its people. ■ Facilitating scientific research. ■ Developing "intelligent" maps for government and business. • Providing proof of age, relationship, or residence certificates provided by the Census Bureau. ■ Distributing medical research. ■ Reapportioning seats in the House of Representatives. 20 ■ Planning and researching for media as backup for news stories. ■ Providing evidence in litigation involving land use, voting rights, and equal opportunity. ■ Drawing school district boundaries. • Planning budgets for government at all levels. ■ Spotting trends in the economic well-being of the nation. ■ Planning for public transportation services. ■ Planning health and educational services for people with disabilities. ■ Establishing fair market rents and enforcing fair lending practices. ■ Directing services to children and adults with limited English language proficiency. ■ Planning urban land use. ■ Planning outreach strategies. ■ Understanding labor supply. ■ Assessing the potential for spread of communicable diseases. ■ Analyzing military potential. ■ Making business decisions. ■ Understanding consumer needs. ■ Planning for congregations. ■ Locating factory sites and distribution centers. • Distributing catalogs and developing direct mail pieces. ■ Setting a standard for creating both public and private sector surveys. • Evaluating programs in different geographic areas. ■ Providing genealogical research. ■ Planning for school projects. ■ Developing adult education programs. • Researching historical subject areas. ■ Determining areas eligible for housing assistance and rehabilitation loans. 2010 Census Complete Count Committee Guide ~ ~U~