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Home My WebLink AboutInfo Item - Rprt - Complete Count Cmte �` � �*..� CITY OF PALM DESERT DEVELOPMENT SERVICES CITY COUNCIL STAFF REPORT REQUEST: Receive and file an informational report regarding the Complete Count Committee SUBMITTED BY: Ryan Stendell, Senior Management Analyst DATE: August 27, 2009 CONTENTS: Complete Count Committee Guide Recommendation: By Minute Motion: Receive and file the informational report regarding the Complete Count Committee for the upcoming 2010 Census. Discussion: The U.S. Census Bureau is constitutionally mandated to conduct a census in order to determine the number of people living within the United States and our territories. This data is used to make vital decisions on behalf of our residents, including redistricting, and aids in calculation of how over 300 billion dollars in federal funds are distributed to local governments each year. The U.S. Census Bureau has created the Complete Count Committee as the major vehicle for local governments to use as a tool to increase response rates. The role of the Complete Count Committee will be to plan and implement local outreach efforts to publicize the importance of the 2010 census. The 2010 Complete Count Committee Guide (copy attached) provides guidelines for the active involvement of government officials, community leaders, and businesses in promoting the upcoming 2010 census. The guide suggests a structure for organizing a local campaign, provides examples of activities, and a timetable for these activities. The guide suggests that the highest elected official suggest a chairperson for the committee. The Complete Count Committee Guide suggests seven sub-committees ranging from education and mediato business organizations. Staff has also identified gated communities as a beneficial tool in the census efforts, and will be utilizing our contacts as time passes. Staff Report August 27, 2009 Page 2 of 2 The Mayor has suggested Michael Barnard to serve as the Committee Chairperson. Staff has met with him to discuss his potential involvement and time commitments. Mr. Barnard has agreed to work with staff and has begun assisting staff in contacting potential subcommittee members. Staff is expecting to initiate our first meeting in September and meet regularly until the completion of the census in March of 2010. Submitted By: Department Head: Ryan Stendell uri Aylaian Senior Management Analyst Director of Community Development Approval: CiTY COUNCILACTION ANYROVF.D I1�NId�)) RI;CEIVED�� OTQ6i Id �J � .�� o M. Wohlmuth ME[:TING DATE -� -C� �' y Manager AYF,S: � � s '�� , NOES: �l�,r�e A[3SENT: LVO��' -- AI3STAIN: o�� VERIF(EU BY; /� /' — Original on File with City Cler 's Office R , a� D-1280 \ \ �� }�� -;F �..; � IT'S IN �UR H�N�� www.census.gov/2010census U S C E N S U S B U R E A U U.S. Department of Commerce Upit2dSt�t2S• Economics and Statistics Administration ��■■ ..� U.S.CENSUS BUREAU M �010 ai �� TABLE OF CONTENTS MessageFrom the Director...................................................................................................3 WhyDo We Take the Census?................................................................................................ 5 HowAre Census Data Used?.................................................................................................6 Are Census Data Really Confidential?.................................................................................... 7 What is a Complete Count Committee (CCC)?........................................................................8 How Do You Organize a Complete Count Committee?..................................................9 State Government Complete Count Committees...........................................................9 Local Government Complete Count Committees........................................................ 1 1 Community Complete Count Committees................................:................................. 12 When Should a Complete Count Committee Organize?........................................................ 14 What Is the Subcommittee Structure of a Complete Count Committee?................................ 15 Suggested Schedule for the Complete Count Committee............................................ 1 7 Summary: What Are the Benefits of a Complete Count Committee?..................................... 19 Appendix A: 50 Ways Census Data Are Used....................................................................... 20 Appendix B: Understanding the Language of the 2010 Census............................................21 Regional OfFice Contact List..........:.....................................................................................24 2010 Census Complete Count Committee Guide � � ��' Z 2010 Census Complete Count Committee Guide �� `� ,,�- Message From the Director U.S. Census Bureau Every decade since 1790, the U.S. Census Bureau has conducted a constitutionally mandated census to determine the number of people living within the United States and our territories.These data are used by our nation's leaders to help make vital decisions on behalf of all residents, including reapportionment and redistricting. Census data also affect how more than $300 billion in federal funds are distributed to tribal, state, and local governments each year. One of the primary goals of the 2010 Census is to increase the national mailback response rate. This not only reduces the overall cost of the census, but it also increases the accuracy of these data as well. Tribal, state, and local governments, as well as community and business organizations can help us achieve this goal by bringing local knowledge and expertise to the process. The Complete Count Committee is a major vehicle for planning and implementing local, targeted efforts that will uniquely address the special characteristics of your community. The role of the Complete Count Committee will be to plan and implement local outreach efforts to publicize the importance of the 2010 Census. The work of this committee will be innovative, exciting, and rewarding. The 2010 Census Complete Counr Committee Guide provides guidelines for the active involvement of government ofFicials, community leaders, and businesses in promoting the 2010 Census to residents in your area.The guide suggests a structure for organizing a local campaign, provides examples of activities that may be implemented, and gives a timetable for these activities. If you have any questions about the guide or how to get started forming your own Complete Count Committee, please refer to the back of this guide for your local Census Bureau Regional Office or visit<www.census.gov/2010Census>. Your participation in the 2010 Census program is voluntary. However, many government officials and community leaders understand that their participation is vital to help ensure an accurate and complete count of their community. The Census Bureau is strongly committed to the most accurate and efficient census in 2010. With your help, we will ensure every resident is counted once—only once—and in the right place. We look forward to partnering with you to obtain an accurate count for your community. Sincerely, i'�� - _"" / � � Steve H. Murdock 2010 Census Complete Count Committee Guide 3 •, , 4 2010 Census Complete Count Committee Guide � � WHY DO WE TAKE THE CENSUS? ■ 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 1790 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- ° � ��' ,�k�,,�� : tion totals to the President of the United States by 9 � � ��;�� : y�� # December 31, 2010. fi5. t �a�t�s�� r,, .rn � �� w ��{��,��-y" '�� ` *�� , � ■ The totals also affect funding in your community, and �. � �,,�"�<s�,�� ri ... ` �: data collected in the census help inform decision makers x ��, ��. ..�� "��.=�� **�';�� how your community is changing. Approximately $300 �,�:`��°�� ' �� ` billion in federal funding is distributed to communities .. �_ ' �; �� each year. �.� �F � � � �� 4,,��`�� ' Will the 2010 G'ensus be the same As 2000? ,.�,�� " �t ��,� �� .a�. ''��:��' No,there are some important changes: �, � ��: �;: . ,. y ■ 2010 Census will be short form only Just 10 ''�� , ��,' � ��:� � , � easy questions. ' � :r �� +��y .� �„ � � . % � ��` � �-� �`��'� � ■ The long form is now part of the annual American �'�� 4;� �'° Community Survey. �. �` ' � ■ Handheld computers with Global Positioning System will be used to check our address list in 2009. ;. 2010 Census Complete Count Committee Guide 5 �� `�:". <� � � � �,: v;, � � � �. � �� ,� �� ¢��: ,� -�� HOW ARE CENSUS ��:ti� � �� DATA U S ED? , -_--_--_------_---_- � __--- -- -_- _---------- ��, � Census data are widely and wisely 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 k � � 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. .� �# F�� `� ��: `.�. h 6 2010 Census Complete Count Committee Guide ARE � ENSUS DATA REALLY CONFIDENTIAL? ■ 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 completed. The Secret Service requested from the Census Bureau information on residents liv- f�''� � 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. `'� �f�_ � ''rJ ' ■ 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 � `�" 5250,000 FINEAND/OR A 5-YEAR PR/SON TERM for dis- . - closing any information that could identify a respondent � ' or household. � 1980—Armed with a search warrant authorizing them to "4'�` ` 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 ' w superiors resolved the issue with the FBI. f�� +�''-: .».-. 2010 Census Complete Count Committee Guide � �°�', ` =r, � � WHAT IS A COMPLETE COUNT � � COMMITTEE CCC ? � ( ) � _ ______. -_____________________ ti� �:. : How Does a Complete Count �; Committee Work? :�' Now that you are familiar with what a census is and why � we conduct a census every 10 years, you can a reciate PP 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. WhAt ls a G'orrrpleie CoNnt Comrrrittee? - ` �' 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. ��M1., �' 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. 8 2010 Census Complete Count Committee Guide 'TYpe� Responsible ■ Of communrty members that will lead their «< �Y SiZe I.ocation community in the promotion of a 2010 Census State State government Large Statewide awareness campaign from now through October 2010. Local Local government Large, Urban, (Regional,County, Medium, Rural,or Why Form a Complete Coun[ City,Town) or SmaU Suburban Commitiee? Community Community Large, Urban, A Complete Count Committee should be organization/ Medium, Rural,or formed to: leader or Small Suburban • Increase rhe response rate for residents mailing Government-sponsored CCCs may have a state, back their quesrionnaire through a focused, regional, or local focus, and operate within the srrucrured, neighbor-ro-neighbor program. jurisdiction of their highest elected official(s). Local . Utilize the local knowledge, expertise, and government CCCs may include more than one influence of each Complete Count Cor►imittee jurisdiction. Community-sponsored CCCs may be member to design and implement a census organized by a community group or a coalition of awareness campAign targered to rhe commu- community groups. A CCC may also be assumed nity. by or assigned to an existing committee or group such as a city planning board, a regional planning • Bring rogether a cross seciion of community commission, or a local community committee. members whose focus is 2010 Census Aware- Once the CCC members have been identified, ness. chairpersons may wish to divide the members The CCC speaks the language of its community, into subcommittees based on the activities that therefore establishing an information highway that the committee plans to undertake. For example, even the Internet cannot rival—neighbor informing a media subcommittee may be formed to identify neighbor. local officials and other persons of influence to record public service announcements (PSAs)and The CCC makes sure each resident is aware of the appear on local television and radio shows about �mPortance of an accurate census count. the census. A second subcommittee might be on education, targeting the schools, colleges, and uni- versities with promotional materials and ensuring ��,��, �� y.�� $-�� _,�}��,� � that the Census in Schools materials are being �-M used by schools across the state.Another may be ��.�'��.��`� �.w .,F,� � :"�,�, ��,�� }�, -y ;- a business subcommittee that targets businesses and encourages them to post census materials and Based on the previous table, there are three types sponsor local events. Other possible subcommittees of Complete Count Committees, state government- may include a faith-based focus to reach religious sponsored, local government-sponsored, or groups in a community or a youth focus to target community-sponsored. Let's take a look at each organizations providing services to children, such of these and review the differences between the as Head Start or day care centers. The type of committee types and sizes. Knowing what the subcommittee created is really based on the needs difFerences are will help determine how to form of the community the CCC serves or the focus of Your Complete Count Committee. committee outreach. Tailor subcommittees to meet the community needs. Examples of subcommittees and what they do are covered under"What is the subcommittee structure ofa Complete Count ��-'��`� ��'��p=� �� .,€��.�'$��:. Committee?"onpagel5. ,�"�� m��A�� ;yr �� The common thread among all CCCs is that they The Governor of the state, who appoints individuals are a team. to serve as members on the committee, t ypically CCCs are a team: creates state Complete Count Committees. The committee may be chaired by an individual desig- � Charged with influencing members of their nated by the Governor, such as the Governor's community to complere the Z010 Census Liaison or stafF from the State Data Center. State questionnarre in a rimely and accurate CCCs may be fairly large with anywhere from 20 to manner. 100 members. The committee members should be representative of the residents of the state and have 2010 Census Complete Count Committee Guide 9 the time and commitment needed for a successful Sample Activities of State committee. State CCCs typically have members Complete Count Co`ttt�tittees from various state agencies, local government agencies, schools, churches, media, and community 2008-2009 organizations. Tap groups or organizations that will best help you implement and achieve your ■ Allocate funds to conduct CCC outreach. goals. State CCCs may operate with or without a • Encourage local governments to form Complete subcommittee structure. Examples of subcommittees Count Committees. and what they do are covered under"What is the subcommittee structure of a Complete Count ■ Develop a list of barriers or concerns that might Committee?"on page 15. impede the progress of the 2010 Census in your state, such as pockets of populations speaking a State CCCs often have a better understanding of the language other than English, recent immigrants, economic impact of a complete count and are highly and significant numbers of children under age motivated to develop a comprehensive outreach 18. Explore ways/activities to address or plan. They tend to have more resources (funds overcome these barriers. and/or staffl to support a CCC. ■ Develop and implement activities to involve state government employees in 2010 Census Exan�p/es of StAte G'o�rrplete awareness campaign. Coant Committee Strategies • Include the 2010 Census logo and messages on Several states organized Complete Count letterhead, brochures, newsletters, and Web site. Committees in Census 2000, and we can look to them for best practices. The important thing • Display census information/materials in all state to remember is to do the best you can with the government buildings. resources you have. Here are some suggested Sponsor a contest to create a state slogan and/ strategies that worked well for them: • or mascot for promoting the 2010 Census. ■ Allocate state funds for implementation of the state CCC. January-March 2010 ■ Develop an action plan. ■ Add census messages to meetings and corres- • Assign staff to work with the state CCC. pondence. ■ Set clear, achievable goals and objectives. • Implement major promotional events around ■ Identify targets (populations or areas) for mailout of questionnaires and nonresponse follow-up. aggressive outreach through— • direct community outreach—touchin as ' Provide information on federally funded 9 programs that have benefited the state. many people as possible through swap meets, sports events, festivals, parades, etc. ■ Saturate targeted areas with census information • strategic partnerships with counties, schools, that is easy-to-read and understand. state agencies, and community-based organi- • Change telephone hold messages in state offices zations. to remind residents to complete and return their • a state media campaign with a catchy slogan. questionnaire immediately. Example: California state CCC in 2000 used the slogan "California, You Count!" Ap1'll 2010 ■ Coordinate activities with local CCCs throughout ■ Have government employees answer the phones the state. with a 2010 Census message. ■ Develop a state 2010 Census Web site • Change telephone hold messages in state offices with links to the Census Bureau Web site. to one that encourages residents to cooperate ■ Create promotional materials and items for With the census workers that may come to their populations or areas identified. home if they don't return their questionnaire. ■ Create events in key areas where none exist. 10 2010 Census Complete Count Committee Guide May-�uly 2010 ■ Set clear, achievable goals and objectives. ■ Prepare final report of committee activities and ■ Identify areas of the community that you want to provide a copy of your report to your regional target, either a geographical area or a population census contact person. group that might be hard to count. ■ Use a"grassroots" approach, working with community-based organizations and groups �...1�C+a� t��' �'�'l�a'�� ,�'r�"�6/t��"n��t who have direct contact with residents, ��p��,t� ��t ��,�� especially those who may be hard to count. Local Complete Count Committees are formed by • Create promotional materials and products the highest elected ofFicial in that jurisdiction, such customized for your area. as a mayor, county commissioner, tribal leader, or • Implement special events such as a Census Day regional chairman.The highest elected official may "Be Counted" parade. 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 Sample Activities of Local Complete of a cross section of the community, be willing Count Committees and able to serve until the census is over, and help implement a creative outreach campaign in areas 2008-2009 that may pose a challenge in 2010. Members could include persons from the areas of education, media, ■ Develop a list of barriers or concerns that might business, religion, and community groups. Most �mpede the progress of the 2010 Census in local government CCCs are small to medium size Your local area, such as recent immigrants, depending on the jurisdiction.A town may have a non-English speaking groups, high crime areas, small committee with only 3-5 members, while a city and communities with gated residents. Explore CCC may be medium to large size with anywhere Ways/activities to address or overcome those from 10 to more than 100 members, depending on barriers. the size of the city or tribe. • Create ways to dispel myths and alleviate fears Both county and regional CCCs, since they cover about the privacy and confidentiality of census a larger geography, tend to be larger in size with data. 20-50 members. The size and number of inembers . Place census messages in water bills, property depends on what works best for each jurisdiction tax bills, and other correspondence generated and what will make the most effective and successful committee. Mayors, county commissioners, and by the jurisdiction. heads of regional boards understand the importance ■ Develop and implement activities to involve of getting a complete and accurate census count local government employees in 2010 Census and how census data impacts their communities. awareness campaign. In previous censuses, experience has shown that local government CCCs are more productive with ■ Encourage corporations to become official subcommittee structure. sponsors of your census activities. Examples of subcommittees and what they do are • Have census banners, posters, and other covered under"What is the subcommittee structure signage placed in highly visible public locations. of a Complete Count Committee?"on page 1 5. • Include the 2010 Census logo and message on bus schedules, brochures, newsletters, and Exarr�ples of Local and Tribal Con�plete Your local jurisdiction Web site. �'ount Corr�rrrittee Strqtegies • Sponsor a census booth at county fairs, Nationwide, there were 1 1,800 Complete Count carnivals, and festivals (especially cultural or Committees formed in Census 2000, and the major- ethnic celebrations). ity of them were local government committees. Here ■ Sponsor a contest to design a sticker or poster are some suggested strategies that worked for them: promoting the 2010 Census. ■ Allocate funds for the CCC, and assign a stafF ■ Have census information available during voter person to work with the committee. registration drives. 2010 Census Complete Count Committee Guide 11 January-March 2010 Examples of Cors�munity Complete ■ Add a census message to all meetings, events, Coyni Con�mittee Strategies and correspondence. A number of organizations formed community ■ Provide information on federally funded Complete Count Committees in Census 2000. programs that have benefited the community. Some examples of these organizations are Community Action groups, Hispanic Service Center, ■ Plan a major promotional event around the Delta Sigma Theta Sorority, and Human Development mailout of census questionnaires. Commission. Here are some suggested strategies ■ Saturate public access areas with easy-to- that worked for them: read and understandable census information • Set clear, achievable goals and objectives for customized for your community. your committee. ■ Ask elected officials to encourage residents to • Identify what your committee will focus on. complete and return questionnaires immediately. Some examples include increasing the response rate in public housing communities among ■ Place a census message on all municipal cultural/ethnic groups in your area or among marquees urging residents to complete and students in colleges/universities, outreach and return their questionnaires. promotion to youth or elderly in the community, or a global approach if no other CCCs are in April 2010 the area. ■ Place public service announcements in local ' Develop an action plan that will include activi- media encouraging residents to cooperate ties, events, etc., which will support your efForts with census workers. and help you meet your goals and objectives. • Create promotional materials that appeal to your focus areas, if resources are available. '�..�%e"��,��3.�i j7 ��$��:� • Implement special events that will generate interest and participation in the census. �:��t ��:�� Community Complete Count Committees are often Sqmple ACtiVitieS Of Co`t�lmuNity formed in areas that do not have a government CCC or areas that may require a more targeted Con'►plete Coyrlt Comrtlittees outreach approach. Community CCCs may be 2008-2009 formed by a community group/organization or a coalition of several organizations. For example, an • Identify organizations in the community that organization in a predominantly elderly community can provide space for Questionnaire Assistance may want to form a community CCC in order Centers and will serve as a Be Counted site. to build awareness among that population and Pass this information on to your census contact encourage them to respond when questionnaires person. are delivered. A tenant's association may form a • Make a list of community-based organizations committee to educate tenants about the census and in your area. Hold a meeting with leaders of the help those needing assistance in completing their organizations and solicit their hel questionnaire. Community CCCs identify their own P in creating chair and committee members. They may choose a census awareness campaign targeted for residents who are influential leaders or gatekeepers community residents. in the community to serve as members or others ■ Check the community calendar in your area for that will help accomplish the goals of the committee. events. Contact event organizers to see if you Community CCCs are usually small to medium in can a have a census table or pass out census size with anywhere from 5 to 25 members depend- materials to increase awareness. ing on the sponsoring organization(s) and the size of the community it represents. ■ Plan and solicit sponsors for a "Census Day/ Night Street Festival"in late 2009. Think of Small committees may not need subcommittees, creative games or activities where census however, larger committees may find this structure information can be incorporated. helps them focus and work more efFectively. ■ 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 ■ Ask organizations to include a census article April 2010 or message in all of their publications from April 2009 to August 2010. ■ Encourage residents to complete and mailback their census questionnaires. January through March 2010 ' P�an a Census Day event to motivate community response. ■ Encourage organizations to include 2010 Census on the agenda of their meetings, workshops, or • Check with your census contact person about conferences. response rates for your community. If rates are low, plan special events or activities to motivate ■ Distribute/post fliers announcing the delivery of residents to respond. the census questionnaire at busy locations in the community. ■ Remind residents if they don't mailback their questionnaire a census worker may come to � Check with your census contact person about their home. Encourage residents to cooperate the locations of Questionnaire Assistance with census workers. Centers and Be Counted sites in your commu- nity. Get signs from the contact person with the days and times the centers will be open. Mdy 2010 If signs are not available, make and post them as a committee project. ■ Continue to encourage community residents to cooperate with census workers. ■ Sponsor a"Little Miss/Mr. Census"contest and . Evaluate what worked best for your community have the winners complete and mail a "symbolic" census questionnaire. and briefly report this information to your census liaison. ■ Celebrate your success and thank all those involved in making it happen. 2010 Census Complete Count Committee Guide 13 WHEN SHOULD A COMPLETE COUNT COMMITTEE ,,£:y ; .-,� =. ORGANIZE? Get Organized RIGHT NOW! ■ Although the 2010 Census questionnaires will not be delivered to households until mid-March of 2010, the census awareness campaign should start TODAY. Residents will begin to experience, by the end of 2008, some type of census operation such as address listing. These operations are necessary to verify the accuracy and location of each address in the United States. ■ The immediate formulation of a Complete Count Committee will ensure that local residents are kept abreast of the various census operations before the information is nationally circulated. ■ The more informed residents are about the 2010 Census operations, the better their understanding of the census process becomes, thus increasing their willingness to be a part of the successful enumeration in 2010. 14 2010 Census Complete Count Committee Guide � � � � � �� ,. x � � WHAT IS THE �� SUBCOMMITTEE STRUCTURE OF A COMPLETE COUNT COMMITTEE? , ---_--_-_---- The Structure ■ 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. � n` �..�.,,�'" - g+� 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 15 for Questionnaire Assistance Centers, and identifying Recruiting subcommittee—Disseminates informa- other resources for CCC activities, tion about census job openings for the 2010 Census. Education subcommittee—Facilitates census Information will include the number of jobs avail- awareness for local schools from prekindergarten able, types of jobs available, and the locations of through twelfth grade, as well as postsecondary testing and training sites. education institutions in the area. May also The subcommittee chairpersons may recruit mem- encourage school administrators, teachers, and bers for their respective teams. The ideal candidates students to use Census In Schools materials. for a Complete Count Committee are those com- Faith-based subcommittee—Creates and coordi- munity members who have expertise, influence, and nates activities and materials that can be used by experience in the area of the respective committee. any local faith-based institution in the promotion Committees are more productive and successful if of the 2010 Census awareness and participation. Willing to invest time, resources, and energy in this project. Media subcommittee—Creates and facilitates ways to get the census message to all community F�9ure 1 is a sample Complete Count Committee residents, using all available sources such as local organizational chart.The organizational chart is a newspapers, newsletters, fliers, local festivals, 9uide to assist in forming a CCC and implementing billboards, radio, and television. the CCC plan. Once discussion has started about the focus and goals of the committee, subcommittees Community-based organizations and/or activities may be added to fit the customized subcommittee—Cotlaborates with community plan. organizations to inform residents of the importance of participating in the 2010 Census and the benefits Both the government-led and the community-led derived from census data. Complete Count Committee operation flows the same, from chairperson to committee and/or Business subcommittee—Creates and coordi- subcommittees and then to the community at large. nates activities that involve businesses in census The community CCC essentially functions the same awareness, such as distribution of census infor- as the governmental CCC. 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 GOVERNMENT EDUCATION fAITH-BASED MEDIA COMMUNITY- SUBCOMMITTEE SUBCOMMITTEE SUBCOMMITTEE SUBCOMMITTEE BASED BUSINESS RECRUITING ORGANIZATIONS SUBCOMMITTEE SUBCOMMITTEE SUBCOMMITTEE 16 2010 Census Complete Count Committee Guide '�� 3�" ■ Evaluate the activities for efFectiveness. �� "�� ■ Modify action plan as needed. �a�mitt�e ■ Saturate community with at least one census awareness activity each month. Now Throagh March 2010 Action Steps lanuary 2010 ■ Hold monthly CCC and subcommittee meetings. 2008 Sum�ner and Fall . Finalize plans for activities surroundin ■ Highest elected official or communit leader 9 question- y naire delivery days and Census Day activities. meets with regional ofFice partnership staff to discuss forming a partnership for the • Review task lists and subcommittee activity 2010 Census and the establishment of a p�ans. Complete Count Committee. • Proceed with 2010 Census activities generated • Highest elected official or community leader by subcommittees. appoints the chairperson of the CCC. ■ Finalize plans for activities to encourage residents ■ Highest elected official or community leader, with to complete and return census questionnaires. the assistance of the chairperson, appoints the . Develop and finalize plans for motivating resi- subcommittee chairpersons (if necessary). dents who do not return their questionnaires ■ Highest elected official or community leader to cooperate with census workers during non- holds a press conference to announce the response follow-up. Plan these activities for formation of a CCC and the appointment of April 2010. the chairperson. ■ Official or community leader issues a February 2010 proclamation/resolution stating that it will • Hold regular CCC and subcommittee meetings. formulate a Complete Count Committee for Review and modify, as needed, plans for ques- the 2010 Census. • tionnaire delivery and Census Day activities. 2008 Fall and Winter ■ Review and modify, as needed, plans for residents ■ Hold first Complete Count Committee meeting: Who do not respond. • Give an overview of the roles and • Finalize plans for all activities scheduled for responsibilities of a CCC. March and April. • Select a secretary to record minutes ■ Check with subcommittee chairs on the number of ineetings. and location of Questionnaire Assistance Centers and Be Counted Sites. Publicize the location, • Establish committees (if necessary). dates, and times of operations in the community. • Develop a plan of action for 2010 Census awareness campaign to cover the period Ma/'Ch 2010 from now through October 2010. COuntdown to CensNs Day • Set a schedule for the CCC meetings as ' Review and implement activities leading to well as the subcommittees. Census Day—April 1, 2010. February-Decerr�ber 2009 • end lof Mal ch and the month of Apri�d for the ■ CCC members participate in census CCC Proceed with activities generated by subcommit- training. ' tees. ■ Hold regularly scheduled meetings to report on tasks and subcommittee activities. • Send press release highlighting 2010 Census activity schedule. ■ Proceed with census awareness activities Encourage community members to participate generated by each subcommittee. ■ with census workers during address canvassing operations. 2010 Census Complete Count Committee Guide 17 Census Day April 1, 2010 May-,/uly 2010 Apri12010 Nonresponse follow-up The time has co�ne to act. • Use all sources to encourage residents to cooperate with census workers. ■ Implement Census Day activities. ■ Continue to meet regularly to give and receive ■ Hold daily activities to encourage residents 2010 Census progress reports. to complete questionnaires accurately and to return them quickly. ■ Prepare summary report of CCC activities, ■ Evaluate activities and make changes as operations, and member feedback. necessary. ■ Celebrate the success of the 2010 Census ■ Prepare to implement activities for residents CCC members nd recognize the efforts of the that did not return their questionnaire. ■ Implement activities to keep the census awareness and interest strong. 18 2010 Census Complete Count Committee Guide SUMMARY: WHAT ARE THE BENEFITS OF A COMPLETE COUNT COMMITTEE (CCC)? 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. 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 x � �-�� rate by continuing awareness of the 2010 Census through � � �� : July of 2010. � �� . ; ,�� _�� x . �� 4�£��¢ �� . � � ka �ffi''��'��'s v�x � qbt'�€y N fi'a a��€G�r � `9�`ar�t h�� , +.� �g� "�i��,°�,r+.:� .. ��S 1 �� „ r � - .A� 5,�a x < � ;,, • ��;�� ,..a-". as ;� � ¢ �� s;� � ., �� 2� .��'.L'� k yN� �w fi. � � ��ti � ,� �" �� .�_;:'. , ��, � _�� 2010 Census Complete Count Committee Guide 19 APPENDIX A: 50__Ways _Census Data Are Used ■ Decision making at all levels of government. ■ Planning and researching for media as backup ■ Drawing federal, state, and local legislative for news stories. districts. • Providing evidence in litigation involving land • Attracting new businesses to state and local use, voting rights, and equal opportunity. areas. ■ Drawing school district boundaries. ■ Distributing over $300 billion in federal funds ■ Planning budgets for government at all levels. and even more in state funds. Forecasting future transportation needs for all ' Spotting trends in the economic well-being of � the nation. segments of the population. Planning for hospitals, nursing homes, clinics, ' P�anning for public transportation services. • and the location of other health services. • Planning health and educational services for Forecasting future housing needs for all segments People with disabilities. • of the population. ■ Establishing fair market rents and enforcing fair lending practices. ■ Directing funds for services for people in poverty. ■ Directing services to children and adults with ■ Designing public safety strategies. limited English language proficiency. ■ Development of rural areas. ■ Planning urban land use. ■ Analyzing local trends. ■ Planning outreach strategies. ■ Estimating the number of people displaced by ■ Understanding labor supply. natural disasters. Developing assistance programs for American ' Assessing the potential for spread of • Indians and Alaska Natives. communicable diseases. ■ Analyzing military potential. ■ Creating maps to speed emergency services to households in need of assistance. ■ Making business decisions. ■ Delivering goods and services to local markets. ■ Understanding consumer needs. ■ Designing facilities for people with disabilities, • P�anning for congregations. the elderly, or children. Locating factory sites and distribution centers. ■ Planning future government services. • ■ Distributing catalogs and developing direct mail ■ Planning investments and evaluating financial pieces. risk. Setting a standard for creating both public and ■ Publishing economic and statistical reports • private sector surveys. about the United States and its people. ■ Evaluatin g programs in different geographic ■ Facilitating scientific research, areas. ■ Developing "intelligent" maps for government ' Providing genealogical research. and business. Planning for school projects. ■ Providing proof of age, relationship, or residence . certificates provided by the Census Bureau. Developing adult education programs. ■ Distributing medical research. ■ Researching historical subject areas. ■ Determining areas eligible for housing assistance ■ Reapportioning seats in the House of and rehabilitation loans. Representatives. 20 2010 Census Complete Count Committee Guide APPENDIX B : Understanding the Lan ua e g g of the 2010 Census G/oSSAry Census Day The 2010 Census From A to Z The reference date for collection of information for a census. For the decennial census, this has been Advance Letter April 1 of the decade year(year ending with zero) A Census Bureau letter sent to alert households that since the 1930 census. April 1, 2010, is the the census questionnaire will be mailed or delivered reference date, Census Day, for the 2010 Census. to them soon. Census in Schools (CIS) American Community Survey(ACS) A national program component of the 2010 Census A monthly sample household survey conducted by With an emphasis on kindergarten through eighth the Census Bureau to obtain information similar to 9rade students in schools located in hard to count the long-form census questionnaire. The ACS is sent areas. The purpose of Census in Schools is to to a small percentage of the U.S. population on a educate all of the nation's K-12 students about the rotating basis. First tested in 1995, it will replace importance of the 2010 Census. the long form for the 2010 Census. Since 2004, ACS Commitment has provided annual data for social and economic An agreement or pledge to carry out a particular characteristics for many geographic entities and task or activity that will in some way help the census population groups. achieve its goals. Be Counted Site Complete Count Committee(CCC) The Be Counted program provides a means for A volunteer committee established by tribal, people who believe they were not counted to be state, and local governments, and/or community included in the 2010 Census. Special Be Counted organizations leaders to include a cross section census forms in five different languages—Spanish, of community leaders, including representatives Chinese, Korean, Vietnamese, and Russian, will be from government agencies; education, business, available at different locations in the community. and religious organizations; community agencies; Businesses and organizations may agree to be a minority organizations; and the media. The Be Counted site by donating space to display a Be committees are charged with developing and Counted box with forms in appropriate languages implementing a 2010 Census outreach, promotion, for their location. The Be Counted program runs for recruiting, and enumeration assistance plan of action about 4 weeks in spring 2010. designed to target and address the needs of their Census communities. A complete enumeration of a population or business Confidentiality and commercial establishments, factories, farms, or The guarantee made by law(Title 13, United States governments in an area. (See decennial census.) Code)to individuals who provide information to the Census Bureau Census Bureau, ensuring that the Census Bureau will An agency within the U.S. Department of Commerce not reveal information to others. and the country's preeminent statistical collection Decennial Census and dissemination agency. It publishes a wide The census of population and housing taken by the variety of statistical data about people, housing, Census Bureau in each year ending in zero. Article 1, and the economy of the nation. The U.S. Census Section 2, of the U.S. Constitution requires that a Bureau conducts approximately 200 annual surveys, census be taken every 10 years for the purpose of conducts the decennial census of the United States apportioning the U.S. House of Representatives. The population and housing, the quinquennial economic first census of population was taken in 1790. census, and the census of governments. 2010 Census Complete Count Committee Guide 21 Early Local Census Ofi�ces (ELCO) Local Census Office (LCO) A temporary office opened to conduct early census A temporary office established to oversee census operations such as check addresses and develop and operations in a specific area. These operations refine the Master Address File for mailing census include address listing field work, local recruiting, questionnaires. and visiting living quarters to conduct the Enumeration 2010 Census. The process of interviewing people and recording Mailout/Mailback(MO/MB) the information on census forms. A method of data collection in which the U.S. Postal Enumerator Service delivers questionnaires to housing units, A Census Bureau employee who collects census based on geocoded addresses (usually city-style information by visiting households during census �'►�ailing addresses) recorded in the Census Bureau's field operations. Master Address File. Residents are asked to com- plete and mail the questionnaires to a specified data Governmental Unit (GU) capture center. A geographic entity established by legal action for the purpose of implementing specified general- or Mail Return Rate (MRR) special-purpose governmental functions. Most gov- The total number of households returning a ques- ernmental units have legally established boundaries tionnaire by mail divided by the number of estimated and names. GU officials (elected or appointed) housing units that received a questionnaire by mail have the power to carry out legally prescribed or from a census enumerator(the only units that functions, provide services for the residents, and can return a questionnaire).This measure cannot raise revenues. To meet Census Bureau criteria, be finalized until the enumeration is completed, a government must be an organized entity that, and the final number of occupied housing units is in addition to having governmental character, determined. has sufficient discretion in the management of its Master Address File(MAF) own afFairs to distinguish it as separate from the A Census Bureau computer file of every address administrative structure of any other governmental and physical location, including their geographic unit. To have governmental character, an entity must locations, that will be used to conduct the next exist as a legally organized entity and have legally decennial census, as well as some ongoing surveys. defined responsibilities to its residents. This address file is updated throughout the decade Hard to Count (HTC) and is supplemented by information provided by Groups or populations who have historically tribal, state, and local governments. been undercounted and/or traditionally have not responded well to the decennial census question- Nonresponse(NR) naire, such as ethnic/minorit A housing unit for which the Census Bureau does y populations, renters, not have a com q low-income, etc. pleted uestionnaire and from which the Census Bureau did not receive a telephone or Hard to Enumerate(HTE) Internet response. An area for which the environment or population may present difFiculties for enumeration. Nonresponse Follow-up (NRFU) A field operation designed to obtain a completed Highest Elected Official (HEO) interview from households where a questionnaire The elected or appointed person who is the chief was not returned. Enumerators will make personal executive official of a governmental unit and is visits to these households to obtain completed most responsible for the governmental activities interviews. The enumerator will enter respondents' of the governmental unit such as the governor of a answers to interview questions or information about state, chair of a county commission, or mayor of an the status of the housing unit (for example, vacant or incorporated place. nonexistent). If all attempts to contact the residents Household (HH) of a household are unsuccessful, an enumerator will obtain as much information as possible about the A person or group of people who occupy a housing household from a neighbor, building manager, or unit as their usual place of residence. The number of another reliable source. households equals the number of occupied housing units in a census. Partner Housing Unit(HU) A partner is a group or individual that commits to A house, townhouse, mobile home or trailer, participate in some way with census activities. apartment, group of rooms, or single room that is occupied as separate living quarters or, if vacant, is intended for occupancy as separate living quarters. 22 2010 Census Complete Count Committee Guide Partnership Regional Census Center(RCC) An agreement with tribal, state, and local govern- One of 12 temporary Census Bureau offices ments, national organizations, and community established to manage census field office and local groups (faith-based organizations, businesses, census office activities and to conduct geographic media, schools, etc.)that allows their active programs and support operations. participation in various census activities. Regional Otfice (RO) Partnership Specialist One of 12 permanent Census Bureau offices that The Partnership Specialist takes a lead role in direct and advise local census offices for the outreach and promotional efForts before and during 2010 Census. The Regional Office also conducts census operations. Their main duties are increasing one-time and ongoing Census Bureau surveys, such awareness and outreach in communities and as the Current Population Survey(CPS), which is used gaining cooperation and participation from those to publish unemployment figures each month, and communities. the American Community Survey(ACS), a nationwide Privacy Act survey designed to obtain information similar to The Privacy Act of 1974 requires that each federal long-form data and to provide communities a fresh, agency advise respondents of their rights. Specifi- more current look at how they are changing. cally, every respondent must know under what Respondent law the information is being collected, how the The person who answers the Census Bureau's information will be used, whether he or she must questions about his or her living quarters and its answer the questions, and the consequences of not occupants. The respondent is usually the member of answering the questions. the household who owns or rents the livin g quarters. Questionnaire Assistance Center(QpC) Title 13 (U.S. Code) A center established by a local census office to The law under which the Census Bureau operates. assist people with completing their questionnaires. This law guarantees the confidentiality of census For Census 2000, the centers were established in information and establishes penalties for disclosing community centers, large apartment buildings, this information. It also provides the authorization churches, and so forth. The centers are staffed by for conducting censuses in Puerto Rico and the Census Bureau employees. QAC's are open when Island Areas. census questionnaires are mailed, about 4 weeks from mid-March to mid-April 2010. Value Added Refers to any service or activity provided by partners that would ordinarily require payment such as room/ space for testing or training, use of stafF time, and use of other business resources. 2010 Census Complete Count Committee Guide 23 Regional �ffice Contact List __ If You Live Here Call This Regional Office Phone Number ALABAMA Atlanta 404-730-3832 A�� Seattte 206-381-6200 ARIZONA Denver 303-264-0202 ARKANSAS Kansas Ciry 913-551-6728 CALIFORNIA� Los Angeles CAUFORNIA� Seattle 8�8'26�-�700 COLORADO 206-381-6200 Denver 303-264-0202 CONNECTICUT Boston 617-424-4501 DELAWARE Philadelphia 215-717-1800 DISTRICT OF COLUMBIA Philadelphia 215-717-1800 FLORIDA Atlanta 404-730-3832 GEORGIA Atlanta 404-730-3832 HAWAII Los Angeles 818-267-1700 IDAHO Seattle 206-381-6200 ILLINOIS Chicago 630-288-9200 INDIANA Chicago 630-288-9200 IOWA Kansas City 913-551-6728 K'°`NSAS Kansas City 913-551-6728 KENTUCKY Charlotte 704-424-6400 LOUIStANA Dallas 214-253-4400 MAINE Boston 617-424-4501 MARYLAN D Philadelphia 215-717-1800 MASSACHUSETTS Boston 617-424-4501 MICHIGAN Detroit 313-259-1 158 MINNESOTA Kansas City 913-551-6728 MIS515SIPPi Dailas 214-253-440Q MISSOURI Kansas City 913-551-6728 MONTANA Denver 303-264-0202 NEBRASKA Denver 303-264-0202 NEVADA Denver 303-264-0202 NEW HAMPSHIRE Boston 617-424-4501 NEW JERSEY2 Philadeiphia 2}5-717-1800 NEW,JERSEYz New York 212-584-3400 NEW MIXICQ Denver 303-264-0202 NEW YORK3 Boston 617-424-4501 NEW YORK3 • New York 212-584-3400 NORTH CAROLINA Charlotte NORTH DAKOTA 704-424-6400 Denver 303-264-0202 OHIO Detroit 313-259-1 1 58 OKLAHOMA Kansas City 913-551-6728 OREGON Seattle 206-381-6200 PENNSYLVANIA Philadelphia 215-717-1800 RHODE ISLAND Boston SOUTH CAROLINA 617-424-4501 Charlotte 704-424-6400 SOUTH DAKOTA Denver TENNESSEE 303-264-0202 Chartotte 704-424-6400 TEXAS Dailas 214-253-4400 UTAH Denver 303-264-0202 VERMONT Boston VIRGINIA 617-424-4501 Charlotte 704-424-6400 WASHINGTON Seattle 206-381-6200 WEST VIRGINIA Detroit 313-259-1 158 WISCONSIN Chicago 630-288-9200 WYOMING Denver 303-264-0202 24 2010 Census Complete Count Committee Guide Regional Office Contact List ------_--- ---------- Note: For more information, go to <www.census.gov>. � The Los Angeles Regional Office covers Fresno, Imperial, Inyo, Kern, Kings, Los Angeles, Madera, Mariposa, Merced, Monterey, Orange, Riverside, San Benito, San Bernardino, San Diego, San Luis Obispo, Santa Barbara, Tulare, and Ventura counties.The remaining counties are covered by the Seattle Regional Office. 2 The New York Regional Office covers Bergen, Essex, Hudson, Middlesex, Morris, Passaic, Somerset, Sussex, Union, and Warren counties in New Jersey.The remaining New Jersey counties are covered by the Philadelphia Regional Office. 3 The New York Regional OfFice covers Bronx, Kings, Nassau, New York, Queens, Richmond, Rockland, Suffolk, and Westchester counties.The Boston Regional Office covers the balance of New York State. f:., � ��; �' . r �: !L4 ;'v.,{q . .,�.. � � .<�";< $�;T .. � . a � ;� � F-a� �� ar� Y� , �a , ; ,,�+ � �, � � �t � ��, � � ��s -�.. r,f� . � � } �� ,�� a�`� d.%� �;� ,:s,p'�X�'�� , . � .. . � � M1� . 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