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HomeMy WebLinkAbout99-250 Resolution No . 99-250 RESOLUTION ESTABLISHING A CITY OF ELGIN CENSUS 2000 COMPLETE COUNT COMMITTEE WHEREAS, the next Decennial Census will be taken in the year 2000, and political representation to the United States House of Representatives, state legislatures and local governments is determined by the Decennial Census, and the City Council of the City of Elgin recognizes the equal importance of each resident in the 2000 census count ; and WHEREAS, the City of Elgin has agreed to be one of 39, 000 government entities in partnership with the U. S . Bureau of the Census; and WHEREAS, the City of Elgin understands that its primary role in this partnership is to formulate a Complete Count Committee that should include representatives from the following areas : government, education, media, religious and community-based organizations . NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS : Section 1 . Census 2000 Complete Count Committee Created. There is hereby created the City of Elgin Census 2000 Complete Count Committee . The purpose and duties of the committee are to support a complete census count in the City of Elgin in the year 2000 including supporting data collection support activities, recruiting activities and promotional activities for the year 2000 census . Section 2 . Membership. The Census 2000 committee shall be composed of 9 members to be appointed by the Mayor with the consent of the City Council . The Mayor with the consent of the City Council shall designate the chairperson of the committee . One member of the committee shall be a representative of School District U-46, one member shall be a representative of Elgin Community College, one member shall be a representative of a local news organization, one member shall be a representative of the City of Elgin, one member shall be a representative of Elgin township, one member shall be a representative from the religious community, one member shall be a representative of a community organization representing members who may be undercounted by the official census and 2 members shall be appointed from the public at large . Section 3 . Meetings . The members of the Census 2000 Complete Count Committee shall meet as soon as practical and shall establish regular meeting dates . The Census 2000 Complete Count Committee may establish rules regarding the conduct of meetings and where not otherwise provided Robert ' s Rules of Order, Newly Revised, shall apply. Minutes shall be taken at all meetings . All meetings shall be conducted in accordance with the Open Meetings Act . Section 4 . Staff . The City Manager, from time to time, in her discretion, shall make available the services of the city' s professional staff to aid and cooperate with the Census 2000 Complete Count Committee in carrying out its responsibilities . Section 5 . Powers and Duties . The Census 2000 Complete Count Committee shall have the power and duty to promote a complete count in the year 2000 census in the City of Elgin including but not limited to supporting data collection support activity, recruiting activities and promotional activities in connection with the year 2000 census . Section 6 . Dissolution of Committee . The Census 2000 Complete Count Committee shall automatically be dissolved as of December 31, 2000 . s/ Ed Schock Ed Schock, Mayor Presented: September 22 , 1999 Adopted: September 22 , 1999 Omnibus Vote : Yeas 6 Nays 0 Attest : s/ Dolonna Mecum Dolonna Mecum, City Clerk ,OF EE . City of Elgin Agenda Item No. � - • rube` September 1, 1999 TO: Mayor and Members of the City Council FROM: Joyce A. Parker, City Manager SUBJECT: 2000 Census - Complete Count Committee • PURPOSE The purpose of this memorandum is to provide the Mayor and members of the City Council with information on the upcoming 2000 Census and the Complete Count Committee . BACKGROUND The Census Bureau has provided the City of Elgin with information pertaining to a Complete Count Committee for the 2000 Census. The Complete Count Committee functions as an Ad Hoc committee appointed by the Mayor with the goal of raising community awareness to ensure more complete compliance with the Census . The information provided to the City suggests the Mayor appoint a high profile Committee comprised of residents representing the following segments of the community: Education, Media, Government, Religion, and Community-based organizations. The Committee could be comprised of representatives of School District U-46 and Elgin Community College, local news organizations, city and township officials, members of the religious community, and community organizations representing members who may be undercounted by the Official Census . The City Council would need to consider the formation of a Committee, then adopt an ordinance formulating such a committee. This ordinance could be prepared for consideration at the next City Council meeting. Members could then be appointed to the Committee . If the City Council decides to appoint a Complete Count Committee, an opening meeting date could be scheduled for Fall 1999 . This opening meeting could function as a kick-off with publicity covering the event . The Committee could use this meeting to identify constituents and plan activities and events publicizing the Census 2000 theme to raise public awareness . At this meeting, information provided to the City by the Census Bureau would be given to the Committee. The Committee would then determine which suggested "action steps" could be used. 2000 Census September 1, 1999 Page 2 At a minimum, the Committee should conduct regular monthly meetings from November 1999 to February 2000 . After that, as Census Day approaches, the frequency of meetings should increase, as well as the planned activities to promote a complete count . The Committee should be saturating the community with information about Census Day. After Census Day, the Committee should be concerned with non- response follow-up through a continuation of planned events and advertising. COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED In the past, the City' s efforts to ensure compliance within specially targeted segments of the population have been on a less structured basis than is suggested by the Complete Count Committee framework. Through focused community outreach within the existing network of organizations serving the Hispanics and Asian populations, the numbers reported in the 1990 Census and the 1996 Special Census are believed by staff to be accurate counts . IGFINANCIAL IMPACT The City will be required to make a significant commitment of staff time and resources during the existence of the Committee . Time spent by staff would be concentrated during the next eight months, with staff performing a majority of the data gathering and publicity functions . A current part-time Planner will be assigned as staff liaison to this Committee. Printing, mailing, advertising, correspondence and transportation will be needed as support functions for the Committee . A complete and accurate count of all residents is essential in determining the amount of state reimbursement dollars the City receives . Currently, the City of Elgin receives $112 per capita reimbursement from the State of Illinois from Motor Fuel Tax, State Income Tax and other assorted taxes collected by the State . As an example, if the Official Census undercounts residents by only 1, 000 persons, or 1 . 1% of the total population, the City would loose $112 , 000 per year for ten years, or $1, 120, 000 in total revenues . EGAL IMPACT IPOn//None . • 2000 Census September 1, 1999 Page 3 ALTERNATIVES 1 . Proceed as described above . 2 . Allow the existing structure of community-based organizations to function as in the past disseminating information to their respective organizations to promote a complete Census count . RECOMMENDATION Staff recommends the formation of a Complete Count Committee as described above . pectfully submi ed, J ce . Parker City Manager Attachments MTB/jlb CENSUS 2000 COMPLETE COUNT COMMITTEE HANDBOOK FOR LOCAL GOVERNMENTS MESSAGE FROM THE DIRECTOR The Census Bureau is mandated by the U.S. Constitution to take a census every ten years. We will be held accountable for its success. However, state, local and tribal governments can significantly enhance our efforts by bringing local knowledge to the process - knowledge that the Census Bureau does not possess. 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 a locally-based promotion to publicize the importance of Census 2000. The work of this committee can be innovative, exciting and fun with the ultimate goal of achieving widespread participation in the census for the betterment of your community and its residents. It can have benefits beyond the census. We strongly recommend the formation of a Complete Count Committee in your area. The Census 2000 Complete Count Committee Handbook provides guidelines for the active involvement of government officials in promoting the census to residents of your jurisdictions and your employees. We are providing this handbook to the highest-elected official in approximately 39,000 local and tribal governments. The handbook suggests a structure for organizing a local campaign, provides a listing of activities governments can implement, and furnishes a timetable for these activities. The handbook also describes many of the Census Bureau's promotion projects and major census operations to further show you areas where you can participate in the census. Your participation in Census 2000 programs is voluntary. But many local officials have chosen to participate because they want this opportunity to tailor these programs to the conditions in their area. The Census Bureau is strongly committed to improving the way it conducts the census in the year 2000. Our plan effectively tackles the problems experienced in past censuses and is directed at improving the completeness of the count, improving the differential completeness among population groups and areas, and decreasing the cost. Your help is certain to make a difference! James F. Holmes Acting Director Bureau of the Census 10 Suggested Complete Count Committee Activities: Data Collection Support Activities ll Recruiting Activities ll Promotional Activities: Before Questionnaire Delivery (Now to March 15, 2000): Focus on Building Awareness of Census 2000 ll During Questionnaire Delivery Period (Mid-March to Mid-April 2000): Focus on Encouraging Community to Fill Out Questionnaire & Return It ll After Questionnaire Delivery Period Doors& Cooperate with Census Takers Focus on Encouraging Community to Open 1. Data Collection Support Activities • Determine areas with high concentrations of people who speak languages other than English so, if available, questionnaires in appropriate languages can be delivered. • Identify sites (Be Counted) where blank questionnaires will be available for persons who did not receive one or lost it. • Identify in what languages Be Counted questionnaires are needed. • Identify areas that might present difficulties in enumeration so that thoset e Census Bureau might consider an alternative method of enumerating in • Identify local address lists and/or resources that can be used by local officials to review and augment the census address list. • Develop a list of places (soup kitchens, shelters, food pantries) where people without a usual residence obtain services. • Encourage your government's participation in census geographic programs developed to update the census address list. I __ 11 • Identify difficult to locate housing and "hidden" housing units so that they can be included in the census address list. • Identify where Questionnaire Assistance Centers should be located. • Recruit volunteers to staff Questionnaire Assistance Centers. 2. Recruiting Activities. • Publicize availability of census jobs and requirements in your offices and throughout the community. • Help to recruit good candidates to apply for census jobs. Temporary jobs will be available in all geographic areas. Spread the word to your constituents, clients, staff and associates. • Identify temporary office space for testing sites where job applicants can test to qualify for census positions as well as training sites for new census employees. • Develop incentives other than pay for working for the census. 3. Promotional Activities: Before Questionnaire Delivery Period(Now to March 15, 2000): All activities during this period should be focused on building awareness of Census 2000. • Arrange press conference announcing formation of your Complete Count Committee. • Call periodic press conferences for your highest-elected official and other influential community leaders to talk about the importance of the census. • Develop, produce, and distribute public service announcements tailored to your community using influential and popular local personalities. • Develop a contingency action plan now for neighborhoods where you expect low response rates so you can implement it immediately when initial mail response rates are announced in April, 2000. • Develop a program to involve government employees in the promotion of Census 2000. Appoint a census coordinator and identify "Census 2000 ambassadors" to lead promotional efforts in your government agencies. 12 • Have a ceremonial kickoff (Around March 15, 2000) to publicize the mailout of questionnaires. • Produce census messages and promotional materials tailored to your community. • Arrange with local newspapers and publications to feature community leaders promoting participation in the census. • Arrange for appearances on talk shows to discuss subjects such as confidentiality of the individual's responses to the census and benefits of the data to the community. If you wish, ask for a local Census Bureau representative to accompany you. • Include census information and other promotional efforts in agency-sponsored community events such as parades, fairs, ethnic festivals, and other gatherings. • Include Census 2000 on the agendas of meetings and community events. Provide exhibit booths. Invite census staff to make presentations. • Print and display census messages on products,bags, envelopes, sales bulletins, public buses,billboards, and benches. • Include census messages on Internet sites and create links to the Census Bureau's Internet homepage (www.census.gov) • Call public and in-house meetings to help increase community awareness of census and promote its benefits. • Recruit community leaders to organize a"telephone campaign" to be conducted through the community. The message should stress the importance of the census to the community, request that the form be filled out and mailed back, and emphasize that all answers are confidential. • Include census motivational flyers and articles on the importance of the census to the community in mailings to constituents. • Distribute census motivational flyers in all government and community agencies that have public contact services and programs. • Write letters to school districts encouraging the use of the Census in the Schools materials in the classrooms. II 13 • Arrange to have census awareness/promotional materials translated into other languages, as needed. • Write to local churches, other religious organizations, and ministerial alliances encouraging the support and use of Religious Organizations Project material. • Meet with tenant organization presidents. Provide materials and solicit their commitment to distribute materials to their tenants. • Arrange with local businesses to use postage meters to stamp the census logo on all outgoing mail. • Arrange to have census banners, posters, and so forth, displayed on government vehicles, except police. • Arrange to have census motivational flyers and messages included in business and local government employee paychecks and utility bills. • Dispel myths and misconceptions about the census. Stress the confidentiality aspect of the census and ensure community residents that it is safe to participate in the census. (Appendix C provides a copy of our confidentiality statement.) • Make public statements supporting the census at all meetings. 14 Promotional Activities: During Questionnaire Delivery Period(Mid-March to Mid April, 2000): During this period, promotional activities should be focused on encouraging the community to fill out the census questionnaire and return it promptly. • Hold a ceremonial kickoff to publicize delivery of census forms. • Organize community groups to conduct a"Quick Response" campaign after initial response rates are announced. • Intensify outreach and promotion campaign focusing on importance of census to your community. • Identify local sports and entertainment personalities to appear on local TV and radio stations urging quick response to census. • Publicize that answering the census is safe, and that it is important that everyone in the household is counted. • - Publicize the "Census HelpLine," our toll-free number for questionnaire assistance. - • Launch campaigns in low response areas stressing "it is not too late to respond"to the census. • Encourage churches, ministerial alliances, and other religious organizations to motivate participation in the census among their members and congregations by using census developed materials for religious organizations. • Encourage tenant and homeowner association officials to distribute materials and encourage return of the questionnaire. • Continue to dispel myths and correct misinformation about the census. Continue to stress the confidentiality aspect of the census and ensure community residents that it is safe to participate in the census. 15 Promotional Activities: After Questionnaire Delivery Period(After April 15, 2000): The focus of promotional activities during this period is to encourage community residents to open their doors and cooperate with census takers. • Schedule press conferences for highest-elected officials and other influential leaders to alert the community that census enumerators will be visiting homes of persons who have not responded. • Show how enumerators can be identified and encourage cooperation. • Schedule other media opportunities to encourage cooperation. • Continue publicity and promotion of the benefits of the census and the importance of a complete count. • Mobilize gatekeepers and community leaders to assist census takers in areas that are difficult to enumerate or where danger may be apparent. • Assist local census staff in identifying tenant and homeowner association representatives who can facilitate gaining access to gated and high security communities and buildings. • Intensify your message of the confidentiality aspect of the census and ensure community residents that it is safe to participate in the census.