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Census 2000 Complete Count Committee . CITY OF DUBUQUE, IOWA MEMORANDUM June 17, 1999 TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: Census 2000 Complete Count Committee Planning Services Manager Laura Carstens is recommending the formation of a Census 2000 Complete Count Committee for the City of Dubuque. The purpose of the Committee is to design and implement a localized outreach and promotion program to motivate everyone to participate in Census 2000. I concur with the recommendation and respectfully request Mayor and City Council approval and selection of a member of the City Council as Chairperson of the committee. MCVM/j Attachment cc: Barry Lindahl, Corporation Counsel Tim Moerman, Assistant City Manager Laura Carstens, Planning Services Manager CITY OF DUBUQUE, IOWA MEMORANDUM June 17, 1999 TO: Michael C. Van Milligen, City Manager FROM: Laura Carstens, Planning Services Manager~ SUBJECT: Census 2000 Complete Count Committee This memo requests that the City Council approve the formation of the Census 2000 Complete Count Committee for the City of Dubuque. Attached are a proposed membership list, a sample invitation letter, a proposed calendar, and a proclamation. We have received numerous pieces of information (packets, letters, videotapes) from state and regional liaisons regarding Census 2000. These sources have outlined a process for launching the public relations campaign associated with Census 2000, which will take place in April 2000. As you know, we used the Planning Services booth at City Expo to provide first exposure for the general public about the upcoming census. At this point, we are proposing how to implement the next recommended step in the process: the development of a Complete Count Committee (CCC). The regional Census Bureau in Kansas City defines the CCC as "a volunteer group comprised of representatives from government, community organizations, media, social services and businesses. The members of this committee reflect the broad cross-section of the community(ies) they represent. The purpose of the CCC is to design and implement a localized outreach and promotion program to motivate everyone to participate in Census 2000." We have provided, for review, the attached list of proposed potential members for the Dubuque CCC. A preliminary draft of an invitation, under your signature, also is included here. We would propose that two representatives from each category serve on the overall CCC, for a total of 14 members, plus a chair and the facilitator. The members would become co-chairs of their own subcommittees, and could draw upon the expertise of the other proposed members and any other knowledgeable community members they may know. We would recommend that a City Council Member serve as the chairperson. Monthly meetings will be scheduled for the CCC, and we would like to begin in mid-July, running through May of 2000. Planning Services staff will provide any necessary support, and Jan Powers, our public relations consultant, will act as the committee's facilitator. Initially, the entire committee will meet to become acquainted with each other and to understand the CCC's goals and timelines. Subcommittees then will form and meet as necessary. We anticipate that the subcommittee chairs will meet regularly for updating, and the entire CCC will meet again as the census draws near and is completed. A proposed timeline and a proclamation are attached. To assist with the Complete Count Committee, we also will have an internal working group. This group will consist of myself, Kay Munson, Larry Nagle of ECIA, the Public Information Officer and the Neighborhood Development Specialist. We recommend that the City Council approve the formation of the Census 2000 Complete Count Committee, direct staff to begin implementation and select one of their members as Chair. Attachments cc Kay Munson, Planning Technician Jan Powers, Powers of Communication CENSUS 2000 Proposed Complete Count Committee Government Representatives City Staff -- Laura Carstens, Planning Services Manager, Kay Munson, Planning Technician, Public Information Officer and Neighborhood Development Specialist ECIA City Council--member to act as Chairperson County Auditor's Office Dubuque County Media Representatives Woodward Publications Cumulus Broadcasting Group KDFX KWWL KCRG KGRR Lamar Outdoor Advertising Co. TCI Cable Maim Outdoor Communications, Inc. School Representatives Dubuque Community Schools Dubuque Metropolitan System Loras College, Clarke CoHege, University of Dubuque, Northeast Iowa Community College, Emmaus College Religious Reoresentatives DACU Wartburg Seminary Archdiocese of Dubuque Sisters of the Presentation Sisters of the Blessed Virgin Mary Sisters of Charity Sisters of the Order of St. Francis Community and Civic Organization Representatives St. Mark's Community Center Local neighborhood councils Historic Bluffs Neighborhood Association Downtown Neighborhood Council North End Neighborhood Association Washington Street Neighborhood Association AARP Operation New View NAACP Project Concern St. Patrick's Hispanic Ministry Hispanic Community Asian Community Bosnian Community African-American Community Housing Organization Representatives Senior Housing Assisted Living Centers Long-term care facilities such as Sunnycrest, Albrecht Acres, ARC of Dubuque, Stonehill Homeless shelters Marinas Business and Labor Representatives Chamber of Commerce Dubuque Area Labor/Management Council Dubuque Main Street Limited United Labor Participation Committee Dubuque Federation of Labor SAMPLE LETTER TO POTENTIAL COMMITTEE MEMBERS June 22, 1999 Name Organization Address City, State, Zip Dear In April of 2000, the national census will take place across the country. This is a very important process, as you know. The correct count of all residents in the City of Dubuque and Dubuque County will directly impact the amount of state and federal funding we receive over the next ten years for many important programs that serve the citizens and businesses of our community. I am writing to personally invite you to join a volunteer committee, or designate a member of your organization, whose charge is to develop an extensive program for public outreach, education and promotion that will motivate all citizens to participate in the census. This group, called the Census 2000 Complete Count Committee, will be comprised of representatives from government, community organizations, schools, media, social services, religious groups, housing entities and businesses and labor. The members of this committee are chosen to reflect the broad cross-section of our community. As a community leader with rich experience and knowledge, you would be a valuable member of the Complete Count Committee. Beginning in July 1999 and continuing through June 2000, meetings will be scheduled on a monthly basis. The entire committee will meet initially, and will divide into necessary subcommittees to complete tasks. The entire committee will reconvene as the actual census day approaches. Through state and regional liaisons, we have gained access to much valuable information that will serve as a foundation for the Committee's efforts. We will not have to "reinvent the Census wheel", but rather apply successful strategies to our own community's needs. If you feel you are unable to serve on this committee, I ask that you choose a representative from your organization who could serve in your place. Please contact my office by July 1 with your reply, by calling 319-589-4110. Thank you for considering this important volunteer opportunity... because "Dubuque Counts!" Sincerely, Michael C. Van Milligen City Manager June 21, 1999 June 22 July 1 July 6 July 19 August 16 September 20 October 19 November 15 December 20 January 17, 2000 February 21 March 6, 13, 20,27 April 3 CENSUS 2000 COMPLETE COUNT COMMITTEE Sample/Proposed Calendar City Council approves the CCC and proclaims its existence, goals Letters mailed from City Manager to potential CCC members Deadline for submission of CCC member names Packets of information sent this week to committee members First meeting of entire CCC during this week: Introductions, overview of Census 2000. Discuss CCC's purpose, goals, strategies. Discuss subcommittee formation. Full CCC meeting during this week: Formulate subcommittees and develop subcommittee calendar and reporting system, set crucial deadlines. Subcommittee meetings this week Subcommittee meetings this week Subcommittee meetings this week Holiday coffee for entire CCC early this week Full CCC meeting during this week. Provide oral updates. Begin media push. Full CCC meeting during this week. Full CCC meetings each week as necessary. Heavy promotion and media coverage. Luncheon and party on 3rd for all to celebrate efforts. April 17 Subcommittee meetings around the 17th to review and evaluate all efforts. May 1 5 Final eee meeting for all members to close the campaign. PROCLAMATION Census 2000 Campaign Whereas, the year 2000 marks a new century full of opportunities and possibilities; and Whereas, the U.S. decennial Census is required by the Constitution of the United States; and Whereas, the Census is the basis for fair political representation for all citizens; and Whereas, the Census results are the basis for funding many programs important to the City of Dubuque, Iowa; and Whereas, the goal of the 2000 Census is 100 percent participation by all Iowans, including all residents of Dubuque, Iowa; and Whereas, many Iowa communities have formed Census 2000 Committees to promote 100 percent participation in the Census; Wheras, the City of Dubuque has appropriated money to hire a consultant to coordinate the City's Census 2000 campaign. Therefore, be it resolved that the City of Dubuque City Council supports the new Dubuque Census 2000 Complete Count Committee and its Consultant in its efforts to promote the Census and 100 percent participation in Dubuque, Iowa. Signed this of , 1999. Mary Davis, City Clerk Terrance M. Duggan, Mayor " .. CITY OF DUBUQUE, IOWA MEMORANDUM June 10, 1999 TO: Michael C. Van Milligen, City Manager FROM: Laura Carstens, Planning Services Manager ~ SUBJECT: Census 2000 Complete Count Committee This memo requests that the City Council approve the formation of the Census 2000 Complete Count Committee for the City of Dubuque. Attached are a proposed membership list, a sample inviation letter, a proposed calendar, and a proclamation. We have received numerous pieces of information (packets, letters, videotapes) from state and regional liaisons regarding Census 2000. These sources have outlined a process for launching the public relations campaign associated with Census 2000, which will take place in April 2000. As you know, we used the Planning Services booth at City Expo to provide first exposure for the general public about the upcoming census. At this point, we are proposing how to implement the next recommended step in the process: the development of a Complete Count Committee (CCC). The regional Census Bureau in Kansas City defines the cce as "a volunteer group comprised of representatives from government, community organizations, media, social services and businesses. The members of this committee reflect the broad cross-section of the community(ies) they represent. The purpose of the eee is to design and implement a localized outreach and promotion program to motivate everyone to participate in Census 2000." We have provided, for review, the attached list of proposed potential members for the Dubuque CCC. These names are merely suggestions. They may not be able to serve on the CCC, but should be the first point of contact for their organizations, and can delegate the responsibility to some other representative. After the list of names has been finalized, we would like to contact each person by letter. A preliminary draft of an invitation, under your signature, also is included here. We would propose that two representatives from each category serve on the overall CCC, for a total of 14 members, plus a chair and the facilitator. The members would become co-chairs of their own subcommittees, and could draw upon the expertise of the other proposed members and any other knowledgeable community members they may know. We would recommend that either you or Mayor Duggan or a City Council Member (such as Dan Nicholson) serve as the chairperson. Monthly meetings will be scheduled for the CCC, and we would like to begin in mid-July, running through May of 2000. Planning Services staff will provide any necessary support, and Jan Powers, our public relations consultant, will act as the committee's facilitator. Initially, the entire committee will meet to become acquainted with each other and to understand the CCC's goals and timelines. Subcommittees then will form and meet as necessary. We anticipate that the subcommittee chairs will meet regularly for updating, and the entire CCC will meet again as the census draws near and is completed. A proposed timeline and a proclamation are attached. To assist with the Complete Count Committee, we also will have an internal working group. This group will consist of myself, Tim Moerman, Kay Munson, Larry Nagle of ECIA and the Public Information Officer. We recommend that the City Council approve the formation of the Census 2000 Complete Count Committee, and then direct staff to begin implementation. Attachments cc Kay Munson, Planning Technician Jan Powers, Powers of Communication CENSUS 2000 Proposed Complete Count Committee Government Representatives City Staff -- Tim Moerman ECIA -- Larry Nagle City Council -- Dan Nicholson County Auditor -- Denise Dolan Media Representatives Woodward Publications -- Tom Yunt Cumulus Broadcasting Group -- General Manager KDFX - Tom Bond KWWL - Jim Talley KCRG - Gerald Resnick Lamar Outdoor -- Chris Iverson TCI Cable -- General Manager School Representatives Dubuque Community Schools - Jane Petrek, Thorn Determan, a multilingual representative Dubuque Metropolitan System - Father Tom Toale Area colleges - Joachim Froehlich, Loras College; Catherine Dunn, Clarke College; Jeff Bullock, University of Dubuque; Rob Denson, Northeast Iowa Community College Dubuque Home School Association - a representative Religious Representatives DACU - representative Seminaries - Jeff Bullock Archdiocese of Dubuque - Cherie Casey Convents and Women's Religious communities - representative Community and Civic Organization Represent~tives St. Mark's Community Center - Sr. Inez Turnmeyer Local neighborhood councils - Pam Myhre or new Neighborhood Development Specialist AARP - Gen Heathcote Friends of the Community - representatives from such groups as Project Concern (Steve Jacobs), Operation New View (Tom Stovall/Ruby Sutton) and others NAACP - representative Hispanic Community - representative Asian Community - representative Bosnian Community - representative Housing Organization Representatives Senior Housing - representative Assisted Living Centers - representative Long-term care facilities - representatives from organizations such as Hills & Dales (Jan Imhof), Sunnycrest, Albrecht Acres, ARC of Dubuque (Kay Sendt) Homeless shelter - Rev. Don Booher Marinas - Keith Kann Business and labor Representatives Chamber of Commerce - Steve Horman, Dan McDonald Dubuque Area Labor/Management Council - Chuck Isenhart Labor - Mel Maas, Wayne Laufenberg Greater Dubuque Development Corporation - Rick Dickinson Dubuque Main Street Limited - Dan LoBianco SAMPLE LETTER TO POTENTIAL COMMITTEE MEMBERS June 22, 1999 Name Organization Address City, State, Zip Dear In April of 2000, the national census will take place across the country. This is a very important process, as you know. The correct count of all residents in our city and county will directly impact the amount of state and federal funding we receive for many important programs that serve the citizens and businesses of our community. I am writing to personally invite you to join a volunteer committee whose charge is to develop an extensive program for public outreach, education and promotion that will motivate all citizens to participate in the census. This group, called the Census 2000 Complete Count Committee, will be comprised of representatives from government, community organizations, schools, media, social services, religious groups, housing entities and businesses and labor. The members of this committee are chosen to reflect the broad cross-section of our community. As a community leader with rich experience and knowledge, I ask if you will serve on the Complete Count Committee, beginning in July 1999 and continuing through June 2000. Meetings will be scheduled on a monthly basis. The entire committee will meet initially, and will divide into necessary subcommittees to complete tasks. The entire committee will reconvene as the actual census day approaches. Through state and regional liaisons, we have gained access to much valuable information that will serve as a foundation for the Committee's efforts. We will not have to "reinvent the Census wheel", but rather apply successful strategies to our own community's needs. If you feel you are unable to serve on this committee, I ask that you choose a capable representative from your organization who could serve in your place. Please contact my office by July 1 with your reply, by calling 319-589-4110. Thank you for considering this important volunteer opportunity... because "Dubuque Counts!" Sincerely, Michael C. Van Milligen City Manager CENSUS 2000 COMPLETE COUNT COMMITTEE Sample/Proposed Calendar June 21, 1999 eity eouncil approves the eee and proclaims its existence, goals Ju ne 22 Letters mailed from eity Manager to potential eee members July 1 Deadline for submission of eee member names July 6 Packets of information sent this week to committee members July 19 First meeting of entire eee during this week: Introductions, overview of eensus 2000. Discuss eee's purpose, goals, strategies. Discuss subcommittee formation. August 16 Full eee meeting during this week: Formulate subcommittees and develop subcommittee calendar and reporting system, set crucial deadlines. September 20 Subcommittee meetings this week October 1 9 Subcommittee meetings this week November 15 Subcommittee meetings this week December 20 Holiday coffee for entire eee early this week January 17, 2000 Full eee meeting during this week. Provide oral updates. Begin media push. February 21 Full eee meeting during this week. March 6, 13, 20,27 Full eee meetings each week as necessary. Heavy promotion and media coverage. April 3 Luncheon and party on 3rd for all to celebrate efforts. t April 17 Subcommittee meetings around the 17th to review and evaluate all efforts. May 1 5 Final eee meeting for all members to close the campaign.