Loading...
HomeMy WebLinkAboutAgenda - 06-21-1999 - 10cl • t ~ ORANGE COUNTY BOARD OF COMMISSIONERS Action Agenda Item No /O- C. ACTION AGENDA ITEM ABSTRACT Meeting Date: June 21, 1999 1 SUBJECT: CENSUS 2000 -COMPLETE COUNT COMMITTEE -------------------------------------------------------- ----------------------------------------------- DEPARTMENT Board of Commissioners PUBLIC HEARING YES NO X ------------------------------------------------ ATTACHMENT(S): Portion of Census 2000 Complete Count Committee Handbook for Local Governments Proposed list of participating Agencies Letter to Agencies with Attachment INFORMATION CONTACT Craig Benedict -Extension 2592 Kathy Baker -Extension 2125 TELEPHONE NUMBER Hillsborough 732-8181 Chapel Hill 968-4501 Mebane 227-2031 Durham 688-7331 ----------------------------------------------------------------------------------------------------------------------------- PURPOSE: To approve the creation of the Complete Count Committee and the attached list of agencies, religious organizations, departments and municipalities along with their nominees to be appointed to this committee. BACKGROUND: In order to help make everyone in the community aware of the Census 2000 Project, the Census Bureau is offering local governments the opportunity to participate in a number of programs and activities that will publicize this program and contribute to a more accurate count. The Complete Count Committee Program is a cooperative effort between governments and the Census Bureau to incorporate local knowledge, expertise, influence, and resources to enhance census efforts in data collection, recruiting, and promotional activities. The Census will be taken in April 2000 and will serve as the basis for population-based revenue sharing over the next decade. In addition, the census will provide a high degree of socio-economic data that can be used for planning purposes. RECOMMENDATION: To receive as a report and to approve the creation of this Committee and authorize the Clerk's office to recruit participants from the attached list as well as other participants as recommended by the Board of County Commissioners. H: \CENSUS\Aug2lagn.doc CHAPTER 1-THE COMPLETE COLTN'1_' COMMITTEE PROGRAM A~t~CrttitErtT f .~- . r" a For Census 2000, the Census Bureau is offering state, local, and tribal governments the opportunity to participate in a number of programs and activities that will contribute to a more accurate count. One of these programs, the Complete Count Committee Program, is a cooperative effort between governments and the Census Bureau to incorporate local knowledge, expertise, influence, and resources to enhance census efforts in data collection, recruiting, and promotional activities. Established by the highest-elected government official, Complete Count Committees aze comprised of key influential community leaders including representatives from government, education, media, community and religious organizations, and businesses. The Complete Count Committee embodies the importance of cooperative efforts between state, local, and tribal governments; the communities; and the Census Bureau. Get started on your Complete Count Committee program soon! Identify community leaders and gatekeepers to serve as committee members; develop acommunity-specific plan of action for Census 2000; and take the lead in communicating the importance of participating in the census. A. Role of the Local Complete Count Committee 1. Goal of the Complete Count Committee • Make everyone in the community awaze of Census 2000. • Motivate communities to participate by filling out the census form and returning it immediately. 2. Objectives of the Complete Count Committee • Develop a local targeted plan of action to support Census 2000 operations, recruiting, and promotion. . • Use highly visible and well-respected local figures to increase community support for and response to the census. • Promote the census to community residents through government departments, particulazly those agencies with extensive public contacts. L • Implement activities that will improve census participation by all residents, especially historically undercounted segments of the population. 3 4 • Emphasize the Census Bureau's commitment to confidentiality to further increase participation in the census. • Augment media programs, publicity, and promotions conducted by the Census Bureau. • Provide local knowledge and intelligence that will assist Census Bureau's operational activities and programs. • Support Census Bureau's programs and activities that promote and improve the census. • Support Census Bureau's recruitment of employees needed to conduct the census. B. How to Organi'e Vnnr Committee The Complete Count Committee can function at many levels of government. For example, many Complete Count Committees aze formed by city governments. However, in rural azeas of the country, it might be more appropriate for the Complete Count Committee to operate at the county or township level. In some cases, several adjoining counties have come together to form a Complete Count Committee. Also, in some instances Complete Count Committees can be established through or coordinated by umbrella government units such as the Councils of Government, Regional Commissions, and County Associations. Other structures may already exist in your community for planning and implementing local promotional activities. These structures may be highly effective and serve as a perfect vehicle for implementing the work of a Complete Count Committee. If so, we encourage you to use such structures. 1. Appointing a Chairperson and Committee Members The chairperson and members of the committee should be well-respected and influential leaders and "gatekeepers" from all segments of the community, for example, business, labor, local government, homeless, religious and educational organizations, neighborhood associations, and ethnic and minority organizations. All of the people appointed to the committee should be willing to invest time, resources, and energy in this project. .~. {~ r~ y 4 2. Naming the Committee You may wish to call your committee something other than a Complete Count Committee. We are providing a few suggestions: (1) (your locality) Committee for Census 2000 (2) (your locality) Planning Committee for Census 2000 (3) (your locality) Census 2000 Community Action Committee 3. Period of Service The committee chairperson and other members should be appointed by the highest- elected official to serve from April 1998 through June 2000. ,This period should allow sufficient time in advance of Census Day to plan and carry out activities designed to encourage cooperation and assist the local census offices in their data collection activities. Since the census is not taken in one day, the. activities of the committee should continue for most of the collection process, with the peak impact. of the committee targeted towards April 1, 2000. 4. Forming Subcommittees The chairperson may wish to divide the members of the committee into subcommittees based on the activities that the committee plans to undertake. For example, a subcommittee might be established to identify local officials and other persons of influence to record public service announcements, and appear on local television and radio shows about the census. A second subcommittee might tazget the educational arena and work to ensure that the Census in the Schools materials are being used in the schools. A third subcommittee might target local businesses and encourage them to post census materials and sponsor local events. While another subcommittee might identify azeas where there are large concentrations of persons who speak languages other than English. 5. Announcing the Formation of the Committee We encourage you to publicize your efforts to support the census by highlighting the important work your committee will be performing over the two year period. We have provided a sample press release (Appendix A) that can be used in announcing the formation of the Complete Count Committee to the public. Spaces have been left blank in which local names of officials and committee members can be inserted. This is simply a suggested format. 6 6. Reporting We would appreciate receiving information about the activities of your Complete Count Committee so we can shaze your outstanding work and accomplishments with our advisory committees and other stakeholders as well as including them in our publications. We will use examples of the activities you have implemented as models for strengthening future local census efforts. Helpful examples might include news clippings, texts of speeches, and copies of promotional materials. C. .S~~ggested Meeting Schedules This section provides a suggested meeting schedule time line and detailed meeting agenda/action items for the Complete Count Committee. Duration of Complete Count Committee (CCC): April 1998-t-June 2000 Suggested Meeting Schedule: START Spring 1998: Committee Formation Meeting 11 Summer 1998: Organization & Plan of Action Meeting u Regularly Scheduled 1998/1999 Meetings: Status of Activities u January 2000: Status Reports (beginning here conduct monthly meetings) February 2000: Report on Census Day & Census Week 11 March 2000: Review Post-Census Activities u Apri12000: Implement Census Day,•Census Week, &Post-Census Plan May 2000: Report On Post-Census Activities u FII~TISH June 2000: Final Report of CCC & Acknowledgment of Members :' 1 ,. 6 1. Committee Formation Meeting, Spring 1998 • Highest-elected official confers with staff and other leaders regazding Complete Count Committee objectives, functions, and types of activities to be undertaken. • Discuss the total membership of the Committee. • Consider names of prospective members making sure the committee membership represents a broad section of the community. • Highest-elected official appoints committee chairperson. • Highest-elected official or representative sends a letter of appointment to each committee member. • Suggests topics for initial meeting (may want to include Census Bureau Government Partnership Specialist in this meeting}. • Sets date and place for the initial meeting (Summer 1998). • Chairperson notifies all members by letter, stating the time and date of organization and planning meeting. 2. Organization and Plan of Action Meeting(s), Summer 1998 • Issue press release on the formation of the committee. • Arrange photo opportunity for the Complete Count Committee. • Announce welcome by highest-elected official or representative. • Have a briefing by the chairperson on the committee objectives, functions, and types of activities to be undertaken. • Select and name committee secretary to maintain records, notes of proceedings, and other documentation. • Request preliminary, on-the-spot commitments from members on kinds of assignments they will undertake within overall guidelines. • Develop a plan of action, including timetable and task assignments for activities occurring before Census Day, during Census Week, and post-Census Day. ~ a 8 • Schedule dates for regulaz meetings. • Suggest additional naznes of prospective members. • Establish subcommittees, if appropriate. 3. Regularly Scheduled 1998/1999 Meetings -Status Report • Report on assigned tasks accomplished. • Report on tasks remaining until Census Day. • Report on before Census Day assignments (including plans for Census week). • Set time and agenda for next meeting. 4. January 2000 Status Report NOTE: Beginning in January 2000, Complete Count Committees should meet at least monthly. • Report on assigned tasks accomplished. • Report on tasks remaining until Census week. • Report on before Census assignments (including plans for Census week). • Set time and agenda for February meeting. 5. February 2000 Status Reports • Report on before Census Day efforts and results. • Review Census week plans. • Report on post-Census week plans. • Set time and agenda for Mazch meeting. • Plan for the highest-elected official to issue a proclamation in support of the census. 7 r~ 6. March 2000 Status Report • Report on census activities. • Review plans for post-Census week activities (example: contingency plans for low response rate neighborhoods) • Set time and agenda for April meeting. 7. Apri12000 Status Report • Report on remaining post Census week plans. • Set time and agenda for May meeting. 8. May 2000 Status Report • Repart on post-Census week efforts and results. • Discuss preliminary draft of committee's evaluation and recommendation on the Complete Count Committee Program. 9. June 2000 Final Meeting • Present final committee report on the Complete Count Committee. • Acknowledge members of the committee for their participation, support, and assistance. D. Liste low aze a few examples of the many supportive activities which the committee could un a to best complement the Census 2000 effort. Of course, committees are encouraged include their own ideas. We hope that you will take our general ideas and add your local vor and expertise. To implement some of these activities successfully, the committee might t to explore sources of local funding or seek donated materials and services from corporat onsors. However, some of these activities can be carried out with little or no cost. A Census Bureau Government Sp~ialist will be available to assist Complete Count Committees with general infonmatio`r~•~nd keep them abreast of Census 2000 operations and schedule of activities. (See Appendix r the names and telephone numbers of the Partnership Coordinators in the Region~~sus Centers.} ., ~ ~, ,. ORANGE COUNTY DEPARTMENTS AND AGENCIES TO CONTACT FOR CENSUS 2000 SUPPORT • Advisory Board on Aging • American Association of Retired Persons • Apartment Association • Association for Retarded Citizens • Board of Social Services • Carrboro -Town of • Cedar Grove Human Services Center • Chapel Hill Newspaper • Chapel Hill -Town of • Chapel Hill Herald • Chapel Hill-Carrboro Chamber of Commerce • Chapel Hill-Carrboro PTA Council • Chapel Hill-Carrboro Schools- Board Chair • Cooperative Extension Agency • Employment Security Commission • Hillsborough -Town of • Hillsborough Chamber of Commerce • Housing & Community Development • Human Relations Commission • Interfaith Council • JOCCA • Mebane -Town of • Mental Health Association • Ministerial Association • Minority Representative -Hispanic Community • Minority Representative -Other • NAACP Minority Representative - • News 8~ Observer • News of Orange • OPC Mental Health • Orange Congregation In Missions • Orange Con-ection Facility • Orange County Literacy Council • Orange County School Board • Orange Enterprises Board of Directors • Private Citizen • Private Citizen • Private Citizen • Residential Services • UNC Director of Housing & Residential Education • WCHL Z 9 \\OCEMAILW PPS\USERS\U S ERSIKBAKER\C E NSUS\ListAgen. doc ~~ 10, Orange County Commissioners P. O. Box 8181 200 S. Cameron Street Hillsborough, NC 27278 Alice M. Gordon, Chair Stephen H. Hatkiotis, Vice Chair Margaret W. Brown Moses Carey, Jr. Barry Jacobs MEMORANDUM TO: «FirstName» «LastName», «JobTitle» «Represents» FROM: "To Be Decided" RE: Census 2000 -Complete Count Committee DATE: *** ~~t ~~ ~ QEatii You are receiving this letter as Chair of the of «Represents». The «Represents».is being invited to participate in the upcoming Census by participating in the Complete Count Committee. The purpose of this Committee is to assure that each and every citizen in Orange County is counted in the upcoming Census 2000. As you are no doubt already well aware, a complete count is extremely important. Census 2000 is fast approaching. One of the most important functions that our community can perform is to participate in the Complete Count Committee. This committee is a cooperative effort between governments and the Census Bureau to incorporate local knowledge, expertise, influence, and resources to enhance census efforts in data collection, recruiting, and promotional activities. Please review the attached material and recommend a representative of «Represents» to become a member of the Complete Count Committee. Please have your nominee complete the attached application and return no later than (date) in the enclosed self- addressed stamp envelope. This is an extremely important effort. A joint effort on the part of all local agencies and organizations will assure that we have a "Complete Count" in Orange County. This has a direct impact on funding for the next decade. Therefore, it is in our best interest to participate fully on this project. If you have questions, please feel free to contact me at one of the numbers listed below. CC. cCarbon_Copy_This_Person» (Agency Director) You Count In Orange County AREA CODE (919) 732-8181: 968-4501: 688-7331: 227-2031: FAX (919) 644-3004 Ex~ 2130 N: I CE NS US I CNSSL TR I. D O C ,~ .,. .. For Census 2000, the-Census Bureau is offering state, local, and tribal governments the oppommity to participate in a number of programs and activities that will contribute to a more accurate count. One of these programs, the Complete Count Committee Program, is a cooperative effort between governments and the Census Bureau to incorporate local knowledge, expertise, influence, and resources to enhance census efforts in data collection, recruiting, and promotional activities. Established by the highest-elected government official, Completc Count Committees are comprised of key influential community leaders including representatives from government, education, media, community and religious organizations, and businesses. The Complete Count Committee embodies the importance of cooperative efforts between state, local, and tribal governments; the communitics; and the Census Bureau. ~ . r Get started on your Complete Count Committee pmgram soon! Identify community leaders and gatekeepers to serve as committee members; develop aommmunity-specific plan of action for Census 2000; and take the lead in communicating the importance of participating in the census. A. hole of the c 1 ComFlete Co nt Committee 1. Goal of the •Complete Count Committee • Make everyone in the community aware of Census 2000. • Motivate communities to participate by filling out the census form and returning it • immediately. . 2. Objectives of the Complete Count Committee • Develop a local targeted plan of action to support Census 2000 operations, recruiting, and promotion. • Use highly visible and well-respected local figures to increase community support for and response to the~census. • Promote the census to community residents through government departments, . particularly those agencies with extensive public contacts. • Implement activities that will improve census participation by all residents, especially historically undercounted segments of the population. ~~ .. .. 4 • Emphasize the Census Bureau's commitment to confidentiality to further increase participation in the census. • Augment media programs, publicity, and promotions conducted by the Census Bureau. . • Provide local knowledge gad intelligence that will assist Census Bureau's opcrational activities and programs. • Support Census Bureau's programs and activities that promote and improve the census. • Support Census Bureau's recniitment of employees needed to conduct the census.