HomeMy WebLinkAboutDocumentation_Regular_Tab 18_06/11/20091. VILLAGE COUNCIL MEETING:
VILLAGE OF TEQUESTA
AGENDA ITEM TRANSMITTAL FORM
Meeting Date:
6/11 /09 Meeting Type: Regular Ordinance #: Crick hire to ente~~ text.
Consent Agenda: Chose an item. Resolution #: Resolution 16-09
Originating Department: Village Clerk
2. AGENDA ITEM TITLE: (Wording form the SUBJECT line of your staff report)
Resolution 16-09, Forming a Partnership with the U.S. Census Bureau and Creating a Complete
Count Committee
3. BUDGET /FINANCIAL IMPACT:
Account #: NIA Amount of this item: N/A
Current Budgeted Amount Available:
N/A Amount Remaining after item:
N/A
Budget Transfer Required: No Appropriate Fund Balance: No
4. EXECUTIVE SUMMARY OF MAJOR ISSUES: (This is a snap shot description of the agenda item)
The Census Bureau met with the Mayor, Deb and myself to discuss their request that the Village
Council establish a "Complete County Committee" (CCC) made up of representatives that would be a
cross section of the community in area of education, media, business, religion and community
groups. The CCC would be created by the Council to increase awareness about the Census and
motivate residents in the community to respond.
5. APPROVALS:
Dept. Head: (~.~~~- Finance Director: ^ Reviewed for Financial
Sufficiency
^~No Financial Impact
i
Attorney: (for legal sufficiency)
- ----.
Village Manager: ~!"-+'~
• SUBMIT FOR COUNCIL DISCUSSION: ^
• APPROVE ITEM: ^
Yes ^ No ^
• DENY ITEM: ^
MEMORANDUM
Village of Tequesta
Clerk's Office
TO: Mr. Michael R. Couzzo, Jr., Village Manager
Honorable Mayor and Village Council Members
FROM: Lori McWilliams, Village Clerk '~
DATE: June 2, 2009
SUBJECT: US Census Bureau "Complete Count Committee"
The Census Bureau met with the Mayor, Deb and myself to discuss their request that
the Village Council establish a "Complete County Committee" (CCC) made up of
representatives that would be a cross section of the community in area of education,
media, business, religion and community groups. The CCC would be created by the
Council to increase awareness about the Census and motivate residents in the
community to respond. The Committee would be tasked with developing and
implementing a plan designed to target the unique characteristics of our community. It
would be charged with influencing members of the community to complete their 2010
census questionnaire; increasing the response rate, and utilizing local knowledge and
expertise to design and implement a census awareness campaign. Did you know that if
Tequesta's population is undercounted in the Decennial count that we could lose up to
$1,000 per (non-counted) resident per year and that Federal funds are based on
population??? These uncounted residents would be considered "uncounted" for the
next 10 years. That can be a lot of lost money in the long run!!!
Sample activities of the CCC would be developing a list of barriers or concerns that
could impede the census progress; create ways to dispel myths; place messages in
water bills, property tax bills, and other correspondence; develop activities to involve
local government employees; place banners and census materials in public locations;
include census logo and information on website; link census bureau on website; ask
elected officials to encourage residents to complete the questionnaire and place census
information on marquees.
With that said, I will be placing a resolution on the June Council agenda asking that the
Village participate in organizing a "Complete County Committee" and to come prepared
to discuss potential members of the community that would best serve the Village. The
Agenda Memo -Village Council Meeting 6/11/09
Page 2 of 2
Council would as a whole select as many members of the committee as they feel
relevant and necessary. The following are possible suggestions: Education -Mary
Hinton; Faith-based -Pastor Beresford; Media -Kathy Greene; other areas of
community expertise could be government, community-based (Legion/Girl
Scouts/Kiwanis) or business. Since we are a small community, it is not imperative that
we appoint members to all the above listed sections.
In order to expedite the process, it would be helpful if you could contact potential
members prior to the Council meeting to determine their interest and let me know.
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How Does o Complete Couut
Committee lNork?
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.
WSac~t ils ~ Complete Court Co~rmittee?
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.
2oA® Census Complete Count Committee Guide
Type of
CCC Responsible
Body
Size
Location
State State government Large Statewide
Local Local government Large, Urban,
(Regional, County, Medium, Rural, or
City, Town) or Small Suburban
Community Community Large, Urban,
organization/ Medium, Rural, or
leader or Small Suburban
Government-sponsored CCCs may have a state,
regional, or local focus, and operate within the
jurisdiction of their highest elected official(s). Local
government CCCs may include more than one
jurisdiction. Community-sponsored CCCs may be
organized by a community group or a coalition of
community groups. A CCC may also be assumed
by or assigned to an existing committee or group
such as a city planning board, a regional planning
commission, or a local community committee.
Once the CCC members have been identified,
chairpersons may wish to divide the members
into subcommittees based on the activities that
the committee plans to undertake. For example,
a media subcommittee may be formed to identify
local officials and other persons of influence to
record public service announcements (PSAs) and
appear on local television and radio shows about
the census. A second subcommittee might be on
education, targeting the schools, colleges, and uni-
versities with promotional materials and ensuring
that the Census in Schools materials are being
used by schools across the state. Another may be
a business subcommittee that targets businesses
and encourages them to post census materials and
sponsor local events. Other possible subcommittees
may include afaith-based focus to reach religious
groups in a community or a youth focus to target
organizations providing services to children, such
as Head Start or day care centers. The type of
subcommittee created is really based on the needs
of the community the CCC serves or the focus of
committee outreach. Tailor subcommittees to meet
the community needs. Examples of subcommittees
and what they do are covered under "What is the
subcommittee structure of a Complete Count
Committee?" on page 1 5.
The common thread among all CCCs is that they
are a team.
CCCs are a team:
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A Complete Count Committee should be
formed to:
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The CCC speaks the language of its community,
therefore establishing an information highway that
even the Internet cannot rival-neighbor informing
neighbor.
The CCC makes sure each resident is aware of the
importance of an accurate census count.
Based on the previous table, there are three types
of Complete Count Committees, state government-
sponsored, local government-sponsored, or
community-sponsored. Let's take a look at each
of these and review the differences between the
committee types and sizes. Knowing what the
differences are will help determine how to form
your Complete Count Committee.
The Governor of the state, who appoints individuals
to serve as members on the committee, typically
creates state Complete Count Committees. The
committee may be chaired by an individual desig-
nated by the Governor, such as the Governor's
Liaison or staff from the State Data Center. State
CCCs may be fairly large with anywhere from 20 to
100 members. The committee members should be
representative of the residents of the state and have
201® Census Complete Count Committee Guide 9
the time and commitment needed for a successful
committee. State CCCs typically have members
from various state agencies, local government
agencies, schools, churches, media, and community
organizations. Tap groups or organizations that
will best help you implement and achieve your
goals. State CCCs may operate with or without a
subcommittee structure. Examples of subcommittees
and what they do are covered under "What is the
subcommittee structure of a Complete Count
Committee?" on page 1 5.
State CCCs often have a better understanding of the
economic impact of a complete count and are highly
motivated to develop a comprehensive outreach
plan. They tend to have more resources (funds
and/or staff) to support a CCC.
Examples of State Complete
Count Comm®ttee Strategies
Several states organized Complete Count
Committees in Census 2000, and we can look
to them for best practices. The important thing
to remember is to do the best you can with the
resources you have. Here are some suggested
strategies that worked well for them:
• Allocate state funds for implementation of
the state CCC.
• Develop an action plan.
^ Assign staff to work with the state CCC.
• Set clear, achievable goals and objectives.
• Identify targets- (populations or areas) for
aggressive outreach through-
• direct community outreach-touching as
many people as possible through swap meets,
sports events, festivals, parades, etc.
• strategic partnerships with counties, schools,
state agencies, and community-based organi-
zations.
• a state media campaign with a catchy slogan.
Example: California state CCC in 2000 used
the slogan "California, You Count!"
^ Coordinate activities with local CCCs throughout
the state.
• Develop a state 2010 Census Web site
with links to the Census Bureau Web site.
• Create promotional materials and items for
populations or areas identified.
^ Create events in key areas where none exist.
Sample ~icti~r®ties ®f Stc;~t~
Complete Co~snt Comm®ttees
2008-2009
• Allocate funds to conduct CCC outreach.
^ Encourage local governments to form Complete
Count Committees.
Develop a list of barriers or concerns that might
impede the progress of the 2010 Census in your
state, such as pockets of populations speaking a
language other than English, recent immigrants,
and significant numbers of children under age
18. Explore ways/activities to address or
overcome these barriers.
• Develop and implement activities to involve
state government employees in 2010 Census
awareness campaign.
• Include the 2010 Census logo and messages on
letterhead, brochures, newsletters, and Web site.
^ Display census information/materials in all state
government buildings.
^ Sponsor a contest to create a state slogan and/
or mascot for promoting the 2010 Census.
January-March 2010
^ Add census messages to meetings and corres-
pondence.
^ Implement major promotional events around
mailout of questionnaires and nonresponse
follow-up.
• Provide information on federally funded
programs that have benefited the state.
• Saturate targeted areas with census information
that is easy-to-read and understand.
• Change telephone hold messages in state offices
to remind residents to complete and return their
questionnaire immediately.
April 2010
• Have government employees answer the phones
with a 2010 Census message.
® Change telephone hold messages in state offices
to one that encourages residents to cooperate
with the census workers that may come to their
home if they don't return their questionnaire.
1 0 2®b® C~nsws Complete Count Committee Guide
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 members
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 1 5.
Exw~ple.~ ~f i®c~cl c;~~cl 7'a~ib~l ~~raapA~t~
~~e~nt ~~a~~reAtte~ 5'tlr~t~g®~s
Nationwide, there were 1 1 ,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.
^ 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.
Se~r~-ple ~4ct®vstie~ ~f ~~c~aA ~®a~pl~t~
Co~aret C®i~rr~ittees
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. ,~m ~ ~ ~ ;~~
^ 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.
2010 Census Complete Count Committee Guide
January-March 2010
v~ ^ 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.
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.
Examples of Community CompAete
Count Committee Strategies
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.
Sample ~A~ctivities oaf CoaBamu,~ity
Complete Count Ce~mmittees
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 fora "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.
~ 2 2®1® Census Complete Count Committee Guide
^ Ask organizations to include a census article
or message in all of their publications from
April 2009 to August 2010.
January through March 2010
^ Encourage organizations to include 2010 Census
on the agenda of their meetings, workshops, or
conferences.
^ Distribute/post fliers announcing the delivery of
the census questionnaire at busy locations in
the community.
^ Check with your census contact person about
the locations of Questionnaire Assistance
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.
If signs are not available, make and post them
as a committee project.
^ Sponsor a "Little Miss/Mr. Census" contest and
have the winners complete and mail a "symbolic"
census questionnaire.
April 2010
^ Encourage residents to complete and mailback
their census questionnaires.
^ Plan a Census Day event to motivate community
response.
^ Check with your census contact person about
response rates for your community. If rates are
low, plan special events or activities to motivate
residents to respond.
^ Remind residents if they don't mailback their
questionnaire a census worker may come to
their home. Encourage residents to cooperate
with census workers.
May 201 O
^ Continue to encourage community residents
to cooperate with census workers.
^ Evaluate what worked best for your community
and briefly report this information to your
census liaison.
^ Celebrate your success and thank all those
involved in making it happen.
201® Census Complete Count Committee Guide ~ 3
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^ 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 ~ 5
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 Organazataonal Chart
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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.
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1 ( 2010 Census Complete Count Committee Guide
RESOLUTION NO. 16-09
A RESOLUTION OF THE VILLAGE .COUNCIL OF THE VILLAGE OF
TEQUESTA, FLORIDA, FORMING A PARTNERSHIP WITH THE U.S.
CENSUS BUREAU; CREATING A COMPLETE COUNT COMMITTEE;
PROVIDING FOR SEVERABILITY; PROVIDING AN EFFECTIVE DATE;
AND FOR OTHER PURPOSES.
WHEREAS, the next Decennial Census will be taken in the year 2010, and
political representation to the United States House of Representatives, state legislatures
and local government is determined by the Decennial Census, and the Village of
Tequesta recognizes the equal importance of each resident in the 2010 Census count;
and,
WHEREAS, the Village of Tequesta has agreed to be one of 39,000 government
entities in partnership with the U.S. Census Bureau; and
WHEREAS, the Village of Tequesta understands that its primary role in this
partnership is to formulate a COMPLETE COUNT COMMITTEE that could include, but
is not limited to the following sections of the population for membership: government,
education, media, faith-based/religion, community-based organizations, business and
recruiting; and
WHEREAS, the Complete Count Committee is a volunteer committee created to
increase awareness about the Census and to motivate residents to respond; and
WHEREAS, the role of the committee is to bridge all gaps between the
community and the Census Bureau on geographic matters and outreach activities; and
to utilize all media aspects (print and electronic) to inform, motivate, and educate the
Village's residents of the necessity and importance of their rapid response and 100%
participation in the 2010 Census.
NOW, THEREFORE, BE IT RESOLVED BY THE VILLAGE COUNCIL OF THE
VILLAGE OF TEQUESTA, FLORIDA, AS FOLLOWS:
Section 1 The Village Council of the Village of Tequesta, hereby formally
establishes a partnership with the U.S. Census Bureau for the Decennial 2010 Census;
and
1
Section 2 .The Village Council authorizes the formation of a "Complete Count
Committee" to help increase awareness about the Census and to motivate residents to
respond; and
Section 3 The Complete Count Committee shall consist of members as
appointed by the Village Council as a whole; all of whom shall be year round residents
and registered voters of Tequesta; and
Section 4 The Complete Count Committee shall meet as frequently as
necessary in order to build community awareness and encourage participation; and
Section 5 During the first meeting of the Committee, a Chair and Vice-Chair
will be appointed; and
Section 6 The Complete Count Committee shall automatically be dissolved
on August 1, 2010; and
Section 7 This Resolution shall become effective immediately upon passage.
2