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Home My WebLink About13.F.1. Complete Count Committee CITY OF SHAKOPEE /3. F: 1. Memorandum TO: Mayor and City Council Councilor Elect-Pamela Punt FROM: Mark McNeill, City Administrator SUBJECT: Complete Count Committee Discussion DATE: December 3,2009 Comment: Introduction: The City Council is asked to discuss establishing a "Complete Count Committee" as requested by the US Census Bureau. At the City Council meeting of December 1, Councilor Clay asked that this be placed on an upcoming agenda for further discussion. F or that reason, this topic is on the December 15 agenda. Background: At its meeting of November 17, the City Council heard a presentation from a program specialist of the US Census Bureau. At that time, he stated that the decennial census will take place April 1, 2010. It is the job of the Census Bureau to make certain that as many eligible residents are counted as possible. One of the recommendations at that meeting was for the City of Shakopee to establish a "Complete Count Committee". In this, members of the Committee would help to educate the Shakopee community about the importance of participating in the 2010 Census. It is especially important this year for Minnesota, which may lose a Congressional seat due to national population migration trends. Attached is information from the Census Bureau about Complete Count Committees. I subsequently had a conversation with that Census Bureau representative. He stated that he was aware that the Cities of Marshall, Worthington, and Minneapolis had established Complete Count Committees. He stated that these cities had high numbers of immigrant populations, which is a demographic which traditionally is undercounted in the Census. He also said that "snowbirds" and young people aged 18-25 are also difficult to count. At that time, we discussed the benefits that there might be to establishing a committee that would be specific to Shakopee, considering the amount of media advertisement which will be done nationally and in the Twin Cities metropolitan area. In my opinion, metro area efforts will be more critical. I left the conversation with the representative stating that the City would likely not be establishing a Complete Count Committee, but that we would perform these other actions that will hopefully generate higher participation: 1. We will forward contact information to the Census Bureau for Hispanic and Russian language church congregations in Shakopee, so that the Census Bureau can meet with them and provide census information in those languages. 2. The Census Bureau will provide DVD's to the City that can be played on local cable channel 15. 3. The City will include information on the importance of being counted on the City's website, in the e-newsletter, and in the quarterly newsletter. 4. The City will provide information regarding how the Census Bureau can include information as a stuffer in the SPUC March billing. 5. The City will provide the Census Bureau with contact information for the Shakopee School District, which will be an avenue for making other contact with non-English speaking populations. Ifa Complete Count Committee is to be appointed, it should include participation from diverse aspects of the community--the School District, Chamber of Commerce, service clubs, the business community, and other representatives (especially those groups which tend to be undercounted). Budget Impact: The Census Bureau Representative stated that there had been some modest amounts of grant monies available for publicity items (t-shirts, pencil, and the like). Unfortunately, the deadline for applying for that has now past. Therefore, any cost involved for the Complete Count Committee would need to come from either donations, or from City funding. However, the expenditures should be relatively small. Recommendation: The Council should discuss, and give direction as to what further City participation in Census activities there might be. Relationship to Visioning: This supports Goal D, "Vibrant, Resilient, & Stable". Action Required: The Council should discuss and give direction as to whether it wishes to appoint a Complete Count Committee. \1\J0L~ IvJJJ. Mark McNeill City Administrator MM:cn I D-1280 ~ P;,f~ 0 ''''''', j ,~' j \/\/\1\/ \tV. cer'\5 US, ~:; 0\/ :;:.. ,~=; () i: E~ f'J S lJ S USCENS SBU E U u.s. Department of Commerce census' Economics and Statistics Administration u.s. CENSUS BUREAU 2010 . Message From the Director ............ ............................................ ........................................... 3 Why Do We Take the Census? ...............,................:............................................................... 5 How Are Census Data Used? . ................................................................................................ 6 Are Census Data Really Confid.ential? ... ........................................... ...................................... 7 What is a Complete Count Committee (CCC)? ........................................................................ 8 How Do You Organize a Complete Count Committee? .................................................. 9 State Government Complete Count Com mittees................ ............. .............................. 9 Local Government Complete Count Committees ........................................................ 11 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............................................ 17 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 1 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 Count 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 campa.ign, providesexamples 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.censu5.gO'll/20HJCeflllsus>. 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 cO!-lnt 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, ~# ~ Steve H. Murdock 2010 Census Complete Count Committee Guide 3 VV'HY DO WE TAI<'E THE ENSUS? . The U.S. Constitution (Article 1, 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- tion totals to the President of the United States by December 31, 2010. . The totals also affect funding in your community, and data collected in the census help inform decision makers how your community is changing. Approximately $300 billion in federal funding is distributed to communities each year. Will the 20 J 0 Census be the same as lOOO? No, there are some important changes: . 2010 Census will be short form only-just 10 easy questions. . The long form is now part of the annual American Community Survey. . Handheld computers with Global Positioning System will be used to check our address list in 2009. 2010 Census Complete Count Committee Guide 5 R'C rl\JSU~ '. _ fJ r I, \.. ~ l' ,~t~ .. ~A .."~..' "" .-.- D") , .;/ ~ .- ~ Census dlilta aye. 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 federal governments determine where jobs and job programs are needed. . Census data help potential homeowners research prop- erty values, median income, and other demographic information about a particular community. . Corporations use population data for market research to determine locations for commercial enterprises, such as food stores, pharmacies, and other essential services. 6 2010 Census Complete Count Committee Guide su . ' s EAT , .u.L IDENTIAL? --_.~- . ABSOLUTELY! . Your answers are protected by law (Title 1 3 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- 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. I . Census workers must pass security and employment reference checks and are highly motivated to protect your '1~,_,:~4-, answers. All Census Bureau employees are subject to a $250,000 FINE AND/OR A 5-YEAR PRISON TERMfor dis- closing any information that could identify a respondent or household. 1980-Armed with a search warrant authorizing them to seize census documents, four FBI agents entered the Census Bureau's Colorado Springs office. No confidential information was ever released because a census worker held off the agents until her superiors resolved the issue with the FBI. 2010 Census Complete Count Committee Guide 7 WHAT IS A COMPLETE COUNT COMMITTEE (CCC)? How Does a Complete Count Committee Work? Now that you are familiar with what a census is and why we conduct a census every 10 years, you can appreciate how much work is required to count every resident living in the country. The Census Bureau cannot do this alone. We require the assistance of partners-individuals, groups, and organizations across the nation that can help us build awareness about the census, why it is important, and encourage their community to participate. One very effective way to accomplish this is through Complete Count Committees. What Is a Complete Count Committee? A Complete Count Committee (CCC) is a volunteer committee established by tribal, state, and local governments, and/or community leaders, to increase awareness about the census and motivate residents in the community to respond. The committees work best when they include a cross section of community representatives from government agencies, education, business, religious organizations, and the media. The CCC is charged with developing and implementing a plan designed to target the unique characteristics of their community. Complete Count Committees (CCCs) come in different types and sizes, depending on how they are organized and where they are located. The following table gives you an idea of the types and sizes that are most common. 8 2010 Census Complete Count Committee Guide ,- m Of comm;,n1Jity memveJ"s tifai!: w6lff lePJcf d1Jei~' cmnmuufit:j/ in the 20 i/ 0 OZf!OSU$ awareness; State State government Large Statewide October 20 NO" Local Local government Large, Urban, (Regional, County, Medium, Rural, or Why fonn a Complete Count City,Town) or Small Suburban Committe.e? Community Community Large, Urban, A Complete Count Committee should be organization/ Medium, Rural, or formed to: leader or Small Suburban . IncrMse the re5IQOOse rate residents Government-sponsored CCCs may have a state, bad( their question'1Jaire a regional, or local focus, and operate within the structured, prog/Yam" jurisdiction of their highest elected official(s). Local . Utiiize the local immlllie.dge, !2xperltise, and government CCCs may include more than one jiPfluence of each Compiete Count Committee jurisdiction. Community-sponsored CCCs may be member ta design a611d implement P.I census organized by a community group or a coalition of awareness; campaign to the cml1mu- community groups. A CCC may also be ass.umed nitty. by or assigned to an existing committee or group m Bring together a cross Se.cti0911 of community such as a city plarming board, a regional planning commission, or a local community committee. memhers whose focus is; 2010 Census aware- nesS. Once the CCC members have been identified, 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 The CCC makes sure each resident is aware of the record public service announcements (PSAs) and importance of an accurate census count. 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 Based on the previous table, there are three types and encourages them to post census materials and 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 of a Complete Count Committee?" on page 15. 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, typically CCCs are a team: creates state Complete Count Committees. The committee may be chaired by an individual desig- . Charged witt. influencing members at tifeir nated by the Governor, such as the Governor's community to complete the ZO 1 0 Cel15U$ Liaison or staff from the State Data Center. State questionnaire in a timely and accurate CCCs may be fairly large with anywhere from 20 to nla8161/ZI'; 100 members. The committee members should be repfesentative 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 Committees from various state agencies, local government agencies, schools, churches, media, and community 2008-2009 organizations. Tap groups or organizations that o Allocate funds to conduct CCC outreach. will best help you implement and achieve your goals. State CCCs may operate with or without a o Encourage local governments to form Complete subcommittee structure. Examples of subcommittees Count Committees. and what they do are covered under "What is the o Develop a list of barriers or concerns that might subcommittee structure of a Complete Count 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 staff) to support a CCc. o Develop and implement activities to involve state government employees in 2010 Census Examples of State Complete awareness campaign. Count Committee Strategies o 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 o Display census information/materials in all state to them for best practices. The important thing to remember is to do the best you can with the government buildings. resources you have. Here are some suggested o Sponsor a contest to create a state slogan and/ strategies that worked well for them: or mascot for promoting the 2010 Census. o Allocate state funds for implementation of the state Ccc. January-March 2010 o Develop an action plan. o Add census messages to meetings and corres- o Assign staff to work with the state CCc. pondence. o Set clear, achievable goals and objectives. o Implement major promotional events around mail out of questionnaires and nonresponse o Identify targets (populations or areas) for follow-up. aggressive outreach through~ o Provide information on federally funded . direct community outreach-touching as programs that have benefited the state. many people as possible through swap meets, o Saturate targeted areas with census information sports events, festivals, parades, etc. that is easy-to-read and understand. . strategic partnerships with counties, schools, o Change telephone hold messages in state offices state agencies, and community-based organi- zations. to remind residents to complete and return their questionnaire immediately. . a state media campaign with a catchy slogan. Example: California state CCC in 2000 used the slogan "California, You Count!" April ~01 0 o Coordinate activities with local CCCs throughout o Have government employees answer the phones the state. with a 2010 Census message. o Develop a state 2010 Census Web site o Change telephone hold messages in state offices with links to the Census Bureau Web site. to one that encourages residents to cooperate o Create promotional materials and items for with the census workers that may come to their home if they don't return their questionnaire. populations or areas identified. . Create events in key areas where none exist. 10 2010 Census Complete Count Committee Guide -- May-July 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 who have direct contact with residents, especially those who may be hard to count. Local Complete Count Committees are formed by . Create promotional materials and products customized for your area. the highest elected official in that jurisdiction, such as a mayor, county commissioner, tribal leader, or . Implement special events such as a Census Day regional ch/airman. 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 Sample. Activitie.s of Local Complete the CCc. Members appointed could be representative 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 . Develop a list of barriers or concerns that might include persons from the areas of education, media, business, religion, and community groups. Most impede the progress of the 2010 Census in your local area, such as recent immigrants, local governmentCCCs are small to medium size non-English speaking groups, high crime areas, depending on the jurisdiction. A town may have a and communities with gated residents. Explore small committee with only 3-5 members, while a city ways/activities to address or overcome those CCC may be medium to large size with anywhere 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 members . 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 by the jurisdiction. committee. Mayors, county commissioners, and . Develop and implement activities to involve heads of regional boards understand the importance 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 . Encourage corporations to become official local government CCCs are more productive with sponsors of your census activities. subcommittee structure. 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 15. . Include the 2010 Census logo and message on bus schedules, brochures, newsletters, and Examples of Local and Tribal Complete your local jurisdiction Web site. Count Committee Strategies . Sponsor a census booth at county fairs, carnivals, and festivals (especially cultural or Nationwide, there were 11 ,800 Complete Count ethnic celebrations). Committees formed in Census 2000, and the major- 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 January-March 2010 Examples of Community Complete . Add a census message to all meetings, events, Count Committee Strategies and correspondence. A number of organizations formed community . Provide information on federally funded Complete Count Committees in Census 2000. Some examples of these organizations are programs that have benefited the community. 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 that worked for them: . Saturate public access areas with easy-to- . Set clear, achievable goals and objectives for read and understandable census information 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 the area. April 2010 . Develop an action plan that will include activi- . Place public service announcements in local ties, events, etc., which will support your efforts media encouraging residents to cooperate and help you meet your goals and objectives. with census workers. . Create promotional materials that appeal to your focus areas, if resources are available. . Implement special events that will generate interest and participation in the census. Community Complete Count Committees are often Sample Activities of Community formed in areas that do not have a government Complete Count Committees CCC or areas that may require a more targeted outreach approach. Community CCCs may be 2008-2009 formed by a community group/organization or a . Identify organizations in the community that coalition of several organizations. For example, an can provide space for Questionnaire Assistance organization in a predominantly elderly community Centers and will serve as a Be Counted site. may want to form a community CCC in order Pass this information on to your census contact to build awareness among that population and 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 leade-rs of the help those needing assistance in completing their organizations and solicit their help in creating questionnaire. Community CCCs identify their own a census awareness campaign targeted for chair and committee members. They may choose community residents. residents who are influential leaders or gatekeepers . Check the community calendar in your area for in the community to serve as members or others 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 . Plan and solicit sponsors for a "Census Day/ of the community it represents. 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 . Encourage residents to complete and mail back April 2009 to August 2010. their census questionnaires. . Plan a Census Day event to motivate community January through March 2010 response. . Encourage organizations to include 2010 Census . Check with your census contact person about on the agenda of their meetings, workshops, or response rates for your community. If rates are conferences. 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 . Remind residents if they don't mailback their the community. 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-5igns from the contact person with May 2010 the days and times the centers will be open. If signs are not available, make and post them . Continue to encourage community residents as a committee project. 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" and briefly report this information to your census questionnaire. census liaison. . Celebrate your success and thank all those involved in making it happen. 2010 Census Complete Count Committee Guide 13 'AI u r:: " I.LL COMP r r:. I 1 ~-"----"'_._--------~_._,-,-----~----------- Get Organized RIGHT NOW! · Although the 2010 Census questionnaires will not be delivered to households until mid-March of 201 0, 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 ____~____.__~_______._~_,___.__._~,_.,,_._,_____'_....__._.'.~'_"",__."_ >__'_'.' ~_,_....__.__,_,_~____,__.._.,__'____ __~__~______M__"___.'__ The Strudure . 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 C"msus Complete Count Committee Guide 1 5 for Questionnaire Assistance Centers, and identifying Recruiting subcommittee-Disseminates informa- other resources for CCC activities. tion about census job openings for the 2010 Census. . . . . Information will include the number of jobs avail- Education subcommlttee-Facilltat~s census able, types of jobs available, and the locations of awareness for local schools from prekindergarten testing and training sites. through twelfth grade, as well as postsecondary 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- . . . munity members who have expertise, influence, and Falth-ba~~~ subcommlt~ee-Creates and coordl- experience in the area of the respective committee. nates actlvl~les and n:ate:lal~ th~t can be use~ by Committees are more productive and successful if any local faith-based institutIOn In the promotion willing to invest time resources and energy in this of the 2010 Census awareness and participation. project. ' , Media subcommittee-Creates and facilitates. Figure 1 is a sample Complete Count Committee ways to get t.he census.message to all community organizational chart. The organizational chart is a reSidents, uSing all availabl~ sources suc~ as local guide to assist in forming a CCC and implementing n:wspapers, n:wsletters, ~I~rs, local festivals, the CCC plan. Once discussion has started about the billboards, radiO, and teleVISion. focus and goals of the committee, subcommittees Community-based organizations and/or activities may be added to fit the customized subcommittee-Collaborates with community plan. organi~a.tion.s to. inform residents of the importan~e Both the government-led and the community-led of ~artlclpatlng In the 2010 Census and the benefits Complete Count Committee operation flows derived from census data. the same, from chairperson to committee and/or Business subcommittee-Creates and coordi- subcommittees and then to the commun\ity 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 ~l ~==t_~1 COMMUNITY- EDUCATION FAITH,BASED MEDIA BASED BUSINESS.. RECRUITING SUBCOMMITTEE I SUBCOMMITTEE SUBCOMMITTEE ORGANIZATIONS SUBCOMMITTEE SUBCOMMITTEE ! J I SUBCOMMITTEE .. ' 16 2010 Census Complete Count Committee Guide , . Evaluate the activities for effectiveness. . Modify action plan as needed. . Saturate community with at least one census awareness activity each month. Now Through March 2010 January 20 J 0 Action Steps . Hold monthly CCC and subcommittee meetings. 2008 Summer and Fall . Finalize plans for activities surrounding question- . Highest elected official or community leader naire delivery days and Census Day activities. meets with regional office partnership staff . Review task lists and subcommittee activity to discuss forming a partnership for the plans. 2010 Census and the establishment of a 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- . response follow-up. Plan these activities for holds a press conference to announce the April 2010. formation of a CCC and the appointment of the chairperson. February 2010 . Official or community leader issues a . Hold regular CCC and subcommittee meetings. proclamation/resolution stating that it will 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 who do not respond. . Hold first Complete Count Committee meeting: . Finalize plans for all activities scheduled for . Give an overview of the roles and March and April. responsibilities of a CCc. Check with subcommittee chairs on the number . . Select asecretary to record minutes and location of Questionnaire Assistance Centers of meetings. 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 March 2010 awareness campaign to cover the period Countdown to Census Day from now through October 2010. . Review and implement activities leading to . Set a schedule for the CCC meetings as Census Day-April 1,2010. well as the subcommittees. . Finalize plans for all activities planned for the February-December 2009 end of March and the month of April. . CCC members participate in census CCC . Proceed with activities generated by subcommit- training. tees. . Hold regularly scheduled meetings to report on . Send press release highlighting 2010 Census tasks and subcommittee activities. 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-July 20JO Nonresponse follow-up April 20 J 0 . Use all sources to encourage residents to The time has come to act. 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 . Prepare summary report of CCC activities, return them quickly. operations, and member feedback. . Evaluate activities and make changes as . Celebrate the success of the 2010 Census necessary. enumeration and recognize the efforts of the Prepare to implement activities for residents CCC members. . that did not return their questionnaire. . Implement activities to keep the census awareness and interest strong. 18 2010 Census Complete Count Committee Guide ~ U r" . \I\TH j J .. j BENE I ~. COMP C r \. j } ---_._-_._.~.~._-,-----_..__.,---._--"--_."._--------~--~--~-'---- 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 rate by continuing awareness of the 2010 Census through July of 201 O. --,.--------------.-.---------.---^ 2010 Census Complete Count Committee Guide 19 'w j,;1 . 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. Spotting trends in the economic well-being of . . Forecasting future transportation needs for all the nation. segments of the population. . Planning for public transportation services. . Planning for hospitals, nursing homes, clinics, Planning health and educational services for and the location of other health services. . people with disabilities. . Forecasting future housing needs for all segments Establishing fair market rents and enforcing of the population. . 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. Assessing the potential for spread of . . Developing assistance programs for American communicable diseases. Indians and Alaska Natives. Analyzing military potential. . . Creating maps to speed emergency services to Making business decisions. households in need of assistance. . Delivering goods and services to local markets. . Understanding consumer needs. . Designing facilities for people with disabilities, . Planning 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. . Evaluating 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 . Developing adult education programs. certificates provided by the Census Bureau. Researching historical subject areas. . . Distributing medical research. . Determining areas eligible for housing assistance . Reapportioning seats in the House of and rehabilitation loans. Representatives. 20 Z010 Census Complete Count Committee Guide ""- t",- _~~__'_'_'__"_.".~.._._."_....____.______.__._'__"_____________<_<.____~__.,_"_~._ . .____,v_~u~..,"_..__~_,__~_______._"..___._____"_.___"___.."__,._.._______. .~,"'''._,__,~__ ._.,_..........~___"..__..._~ .. _._ -__..__~_... Glossary Census Day The 201 () 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) since the 1930 census. April 1,2010, is the A Census Bureau letter sent to alert households that reference date, Census Day, for the 2010 Census. the census questionnaire will be mailed or delivered to them soon. Census in Schools (CIS) American Community Survey (ACS) A national program component of the 2010 Census with an emphasis on kindergarten through eighth A monthly sample household survey conducted by grade students in schools located in hard to count the Census Bureau to obtain information similar to areas. The purpose of Census in Schools is to the long-form census questionnaire. The ACS is sent educate all of the nation's K-12 students about the to a small percentage of the U.S. population on a importance ofthe 2010 Census. rotating basis. First tested in 1995, it will replace 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 spaceto 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 communities. Census 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 not reveal information to others. An agency within the U.S. Department of Commerce 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 Offices (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, question nai res. 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, based on geocoded addresses (usually city-style A Census Bureau employee who collects census mailing addresses) recorded in the Census Bureau's information by visiting households during census Master Address File. Residents are asked to com- field operations. pleteand mail the questionnaires to a specified data Governmental Unit (GU) capture center. A geographic entity established by legal action for Mail Return Rate (MRR) the purpose of implementing specified general- or The total number of households returning a ques- special-purpose governmental functions. Most gov- tionnaire by mail divided by the number of estimated ernmental units have legally established boundaries hOUSing units that received a questionnaire by mail and names. GU officials (elected or appointed) or from a census enumerator (the only units that have the power to carry out legally prescribed can return a questionnaire). This measure cannot functions, provide services for the residents, and be finalized until the enumeration is completed, raise revenues. To meet Census Bureau criteria, and the final number of occupied housing units is a government must be an organized entity that, determined. in addition to having governmental character, 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 Nonresponse (NR) responded well to the decennial census question- A housing unit for which the Census Bureau does naire, such as ethnic/minority populations, renters, not have a completed questionnaire and from which low-income, etc. the Census Bureau did not receive a telephone or . Hard to Enumerate (HTE) Internet response. An area for which the environment or population Nonresponse Follow-up (NRFU) may present difficulties for enumeration. 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 of a household are unsuccessful, an enumerator will Household (HH) 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 Partner units in a census. A partner is a group or individual that commits to Housing Unit (HU) participate in some way with census activities. A house, townhouse, mobile home or trailer, 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 Office (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 long-form data and to provide communities a fresh, The Privacy Act of 1974 requires that each federal more current look at how they are changing. agency advise respondents of their rights. Specifi- 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 q'uestions. the household who owns or rents the living quarters. Questionnaire Assistance Center (QAC) 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 Value Added from mid-March to mid-April 2010. 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 ~- ~ e ;; 11 .~ 1t l ""'" Jl \1. ... ....... _~!,X~,~_,,~i_y_~_ f:I,c:!!~ __'_'u''__'_uu'__'____~~I_....!~l,~_I.t_E!.9_i 0 !'_~_LQffi ~E!,_,_,_____,_________! h 0 n e.!<l.!l.l!Il'e r____ ALABAMA Atlanta 404-730-3832 ALASKA Seattle 206-381-6200 ARIZONA Denver 303-264-0202 ARKANSAS Kansas City 913-551-6728 CALlFORNIAl Los Angeles 818-267-1700 CALlFORNIA1 Seattle 206"381-6200 COLORADO 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 404c730-3832 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 KANSAS Kansas City 913-551-6728 KENTUCKY Charlotte 704-424-6400 LOUISIANA Dallas 214-253A400 MAINE Boston .617-424-4501 MARYLAN 0 Philadelphia 21S~717-1800 MASSACHUSETTS Boston 617-424-4501 MICHIGAN Detroit 313-259- r 158 MINNESOTA Kansas City 913-551-6728 MISSISSIPPI Dallas 214- 25 3c4400 MISSOURI Kansas City 913-551-6728 MONTANA Denver 303c264-0202 NEBRASKA Denver 303-264-0202 NEVADA Denver 303-264-0202 NEW HAMPSHIRE Boston 617-424-4501 NEWJERSEy2 Philadelphia 2TS-7TTT800 NEW JERSEY2 New York 212-584-3400 NEW MEXICO Denver 303-264-0202 NEW YORK3 Boston 617-424-4501 NEW YORK3 New York 212-584-3400 NORTH CAROLINA Charlotte 704-424-6400 NORTH DAKOTA Denver 303-264-0202 OHIO Detroit 313-259-1158 OKLAHOMA Kansas City 9T3-55Tc6728 OREGON Seattle 206- 381-6200 PEN NSYLVAN IA Philadelphia 215-717-1800 RHODE ISLAND Boston 617-424-4501 SOUTH CAROLINA Charlotte 704-424-6400 SOUTH DAKOTA Denver 303-264-0202 TENNESSEE Charlotte 704-424-6400 TEXAS Dallas 214-253-4400 UTAH Denver 303-264-0202 VERMONT Boston 617-424-4501 VIRGINIA Charlotte 704-424-6400 WASHINGTON Seattle 206-381-6200 WEST VIRGINIA Detroit 313-259-1158 WISCONSIN Chicago 630-288-9200 WYOMING Denver 303-264-0202 24 2010 Census Complete Count Committee Guide