HomeMy WebLinkAboutAgenda - 12-15-1998 - 8cORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: December 15, 1998
Action Agenda
Item No. -
SUBJECT: Census Bureau Confidentiality Agreement
DEPARTMENT: Land Records
PUBLIC HEARING: (Y/N)
BUDGET AMENDMENT: (Y/N)
ATTACHMENT(S):
Census Bureau Letter
Participation Registration
Confidentiality Agreement
INFORMATION CONTACT:
Roscoe Reeve, ext 2500
TELEPHONE NUMBERS:
Hillsborough 732-8181
Chapel Hill 968-4501
Durham 688-7331
Mebane 336-227-2031
PURPOSE: To consider approving an agreement for the County to work with the US Census Bureau in
reviewing addresses in the county.
BACKGROUND: The US Census Bureau has expressed an interest in partnering with Orange County,
and presumably, other local governments across the country, to enhance the quality of the address
information that will be gathered during the census in the yeaz 2000. Orange County must enter into an
agreement not to disclose confidential address information that it receives as a result of this partnership.
Orange County would benefit from participation in reviewing address data from the US government by:
^ obtaining access to the highly accurate US Postal Service address file that will help the County
identify difficult or missing property addresses
^ checking another database that has the name of public and private streets to verify County data used
for emergency services
providing a more accurate census record of roads and other locations that will make the yeaz 2000
census data more usable by County offices and citizens. (i.e., a more accurate count of population
because census takers were able to find a road that would not have been on their maps without County
help)
The data that the Census Bureau receives from Orange County will likely increase the quality of the
census process in Orange County because the Census Bureau will receive the County's highly accurate
centerline file of roads and streets, developed as part of the Geographic Information System (GIS).
Federal officials have provided assurance that federal laws pertaining to confidential information would
pre-empt any State or local laws governing public records. The Census Bureau address files would be
segregated in a data file requiring password access. This would ensure that the County can maintain the
data received from the Census Bureau in a confidential manner while providing convenient public access
to other data files that are public records under North Carolina law.
Participation in this partnership is voluntary. There are no adverse consequences if the Board declines to
enter into this agreement, other than that the Census Bureau will not provide this address information
without that agreement in place.
RECOMMENDATION(S): The Manager recommends that the Board approve the agreement and
authorize the Chair to sign the attached "participation registration".
_' ~ a ' UNITED STATES DEPARTMENT OF COMMERCE
D-1513(L) Bureau of the Census
iio-98~ :~ ~~ Charlotte, NC 28208
October 5, 1998
00371350000 28
SEQ-00181
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Roscoe E Reeve
GIS Director
Central Land Records &GIS Office
PO Box 8181
Hillsborough NC 27278-8181
Dear Local Official:
Enclosed, for your information, is a copy of the invitation letter the Census Bureau recently
sent to the highest elected official of your local government offering them the opportunity
to participate in the Address List Review activity, formerly known as the Local Update of
Census Addresses (LUCA) Program.
We are requesting your local government's assistance now in the 1999 phase of the
Address List Review activity. This phase provides an opportunity for your local government
to review a list showing the number of housing units on the Census address list for each
census block in your area. If you believe this information is incorrect for any block, or that
the.Census Bureau maps we will provide do not show all streets and roads in your area,
yob can tell us where we need to recheck the Census address list and maps.
Please review the enclosed information about this new Address List Review opportunity
and contact your highest elected official about your local government's participation in this
important partnership program. Your highest elected official received a copy of the
program Participation Registration form and Confidentiality Agreement, which should be
completed and returned during the next two weeks.
Sincerely,
~r
Susan B. Hardy, Regional Director
Charlotte Regional Census Center
3300 International Airport Dr, Suite 600
Charlotte, NC 28208
Enclosures
4
Planning for Your Participation in Address List Review 1999
Local Update of Census Addresses (LUCA1 Program
With both a positive response to this invitation and the return of a signed
Confidentiality Agreement, the Census Bureau will prepare the census block tally
listings, the address list, and the associated maps for your government`s review.
The Census Bureau will provide to each participating government:
• Census Bureau maps depicting the boundaries of your local/tribal government,
Census 2000 collection block boundaries, and their identifying numbers,
• a tally of housing units organized by Census 2000 collection block number,
• an address list that identifies the physical location description/address for each
housing unit summarized on the census block tally.
Each participating government generally will receive its Census Bureau maps first
and will have several weeks to use these. maps to organize its housing unit
inventory by census block number. By organizing your materials using the Census
2000 collection block numbers depicted on the Census Bureau maps, the
subsequent review of the census block tallies and the associated address list should
proceed smoothly and can be accomplished in six weeks or less.
At the end of the review process, each participating government should return to
the Census Bureau:
the reviewed listing of census blocks showing which blocks are missing
addresses and which clearly have too many included in the tally,
• all map sheets requiring street and road updates and an inventory of
those map sheets.
The Census Bureau wiFl check the blocks in which you report different numbers ofi
housing units to ensure that every housing unit is located and included on the
Census address list. Because Census 2000 rapidly is approaching, this approach will
expedite the update of the Census address list.
We look forward to your participation in the Address List Review 1999 Program.
Please direct your questions to the regional geography and partnership staff using
our toll-free telephone number, 888-688-6948.
FORM D-1810 U.S. DEPARTMENT OP COMMERCE
I&10.981 BUREAU OF THE CENSUS
(9-1C-381
PARTICIPATION REGISTRATION
ADDRESS LIST REVIEW 1999
Local Update of Census Addresses (LUCA) Program
United States Census 2000
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(OVER)
BUPEiU CF 'NE ~E`~SUS
FORM D-1508 U.S. DEPARTMENT OF COMMERCE
FORM D-128 U.S. DEPARTMENT OF COMMERCE
9•~-~8) BUREAU OF ?NE CENSUS
CONFIDENTIALITY AGREEMENT 6
ADDRESS LIST REVIEW 1999
Local Update of Census Addresses (LUCA) Program
United States Census 2000
t. Name of your Organization
C037135 -Orange County
2. Addre38 (Number and Sbeet, RR, HC or Post Ofllce Box Number)
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3. City State ZIP Code
4. Governmental Units Represented by your Organization
5. Name of your Primary LUCA Adress List Review Liaison
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6. Responsibilities of liaisons participating in Address Ust Review activities
Address List Review Liaisons must agree to keep confidential the Census address information they review or
to which they have access. They may use this information solely for suggesting improvements to the Census
address list. All individuals from your organization who will be reviewing Census addresses need to sign below
to indicate they have read and understand the Census Bureau's rules on confidential information.
These rules are provided in the LUCA Technical Guide.
In addition, liaisons who sign below indicate they understand the penalty for disclosing information obtained
by the Census Bureau about addresses or individuals Is a Ane of not more than 55,000, or imprisonment for
not more than flue years, or both.
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You may duplicate this form /1 you require more slgna~ture blocks.
(s-~o-sa)
BUREAU OF THE CENSUS
PARTICIPATION REGISTRATION
ADDRESS LIST REVIEW 1999
Local Update of Census Addresses (LUCA) Program
United States Census 2000
Printed name (First, Middle, Last)
ALice M. Gordon
itle of highest elected official making this commitment
Qiair, Qrange Cainty Board of Carmissioners
The following person is designated as qur:official liaison (work` contact} for the .` s
Address List Review Program
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Electronic Mail Address (If any)
(OVER)
FORM D-1508 U.S. DEPARTMENT OF COMMERCE
Address List Review 1999. Materials Request
_- - ., .
The Census Bureau asks that you indicate your preference of how you want to receive your
Address List Review materials. Return this form to your regional census center within two
. ...
weeks after receipt. Note: If you are requesting the listings in computer-readable format,
you.must specify whether you want CD-ROM or diskette.
The paper address list will contain 15 addresses per page and therefore will be a very .large
' and heavy listing for those communities with large numbers of housing units. If you have
personal computer capabilities or a data processing organi2ation, we encourage your
community to work with computer-readable versions of the address List instead of paper.
Please check your selection below.
Materials Requested
Place an "x"next io yourselections.
,~
Address List and Census Block Housing Unit Tallies (P~~ use choose eitherpaper o.
.computer-readable format.l
^ Paper list
.Computer-readable format
Paper address list sort (Select one)
^ Census 2000 block number
^Alphanumeric
1990 census block number
Computer-readable medium (Select one)
CD-ROM
0 Diskette
if you select the computer-readable format, the Census Bureau will provide a flat ASCII,
comma-delimited computer-readable file.
Computer-readable TIGER/Line file
The Census Bureau will provide paper copies of our Census maps to every jurisdiction. If
you have geographic information system (GIS) capability and would like a
computer-readable TIGER/Line® file, please indicate below.
Yes
^ No
For all participants, please return the signed Confidentiality Agreement to the
regional census center within two weeks after receipt. The Census Bureau cannot
provide the Census address list or Census maps to you until we receive the
signed Confidentiality Agreement.
FoaM a~soa ~s-~ase~