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99-761j - , C Green Sheet # `d � o d RESOLUTION OF SAINT PAUL, MINNESOTA Presented By Referred To 1 2 3 4 Council File � `i9 - '7 � l Committee: Date CENSUS COORDINATION PROPOSAL SUBMISSION TO SAINT PAUL FOUNDATION 6 WHEREAS, the Census Taskforce ofthe City of Saint Paul did establish a proposed Project and 7 Action Timeline, with the coordination of the City of Minneapolis, the State of M'innesota and the Census Roundtable; now, therefore, be it 10 RESOLVED, that Mayor Norm Coleman, as Chief Executive Officer of the City of Saint Paul, is 11 hereby authorized and directed to submit the Census Coordination Proposal to the Saint Paul Foundation in 12 such form as prescribed by the Foundation; and be it 13 14 15 16 17 18 19 20 21 FURTHER RESOLVED, that the Mayor or his designated representatives, PED Grants Management staff, are further authorized to submit to the Saint Paul Foundation any technical changes or additional information that may be required by said Foundation during their review of the City's Submission of the Census Coordination Proposal; and be it FINALLY RESOLVED, that upon notification of approval of the City of Saint Paul's Census Coordination Proposal, the Council does hereby authorize the proper City officials to execute the grant agreements between the Saint Paul Foundation and the City of Saint Paul for the Census Coordination Proposal. .*: Page 2 of 2 Absent q q,� t�� Requested by Planning & Economic Development: By. X/ . �—i��-�u�✓ Adopted by Council: Date `tV ° Adoption Certified by Council Secretary: B By: Approved by Mayor: Date � �� Form Approved by City Attomey: �Gt;I.QC{r� � �ZGt_ 8-'�-4t ! by Mayor f ytt ubmission to Council: � ! � s/� � . �� _ ,._ C�G,� �� DEPARTMENT/OFFICE/COUNCIL DATE INmATEU ' � � r� Office 8-4-99 GREEN SHEET No 10100 CONTACT PFRSON & PHONE ��Mlauoate ��nlauo�� Alberto Quintela 266-8529 � ov�nnmrto.�ce.a� ancou+ra MUS7 BE ON COUNCIL AGENDA BY (DAT� wSSIGN 8-4-99 N �� an�„wuE. anaFn¢ ROUi1NG ORDQt ❑RIAMCNLfEMNCFSqR RNMdY.BERVIKL}G �rnroaloxwsmrnxr� ❑ TOTAL # OF SIGNATURE PAGES (CUP ALL LOCATIONS FOR SIGNATURE) C710N REQUES7ED Authorization to submit Census Coordination Proposal to Saint Paul Foundation RECOMMENDATION APPfoVe (A) W R2J2C� (R) PERSONALSERVICE CONiRACTS MUSTANSWER TME FOLLOWING QUESTIONS: 1. HasthispersorJfirtnevervrorkeduntleracoMracttorihisdepartmenC! PLANNING CAMMISSION VES NO CIB CAMMITTEE � 2. Has Nis persoNfirm eMer been a cily emplovee9 CIVILSERVICECOMMISSION YES NO 3. Dcesthis persoNfnm Dosazss a sfull not nmrnaNypossessed by arc9 curterA city emPiayee? YES NO 4. Is Nis pe�soMrm a fargeted venda? YES NO FxpWin all yes answe�s on separate sheet arW attach to preen sheet INITIATING PROBLEM ISSUE, OPPORTUNITY (Who, What, When, Where, Why) In 1990 Census under count resulted in six millinn dollars federal dollar loss. ADVAMAGES IF APPROVED Under count will be rectified and City will reIieve increased federal funds. DISADVAMAGES IF APPROVED Foundation funds may not be available for other projects. DISADVANTAGES IF NOT APPROVED Census efforts will not be coordinated and under count may continue. TOTALAMOUNT OF TRANSACTION f I.00.00O CASTlREVENUE BUDGETED (CIRCLE ONE) VES NO FUNDINGSOURCE St. Paul Foundation ACTNITYNUMBER FlN4NCVLL MFORMAiION (IXPW N) 99-'l�\ Saint Paul Census 2000 Outreach Project Minnesota Common Grant Application Farm Date of .lpplicarion: Aug 1, 1999 Organization Information: Legal Name of Organizarion: City of Saint Paul Addtess: 25 West Fourth Street Ciry, State, zip: Saint Paul, MN 55102 Telephone: (651) 266-6655 Individuals Responsible: Name of top paid staff: Tom Harren NorthWest Team Leader Direct dial Phone �: (651)266-6691 The Deparhnent of Planning and Economic Development Contact person (if different from top paid staf� Maya Petrovic Census 2000 Coordinator Direct dial Phone #: (651)266-6647 Organization Description:(2-3 sentences) The Saint Paul Census 2000 Task Force, appointed by Mayor Norm Coleman, is a voluntary task force ofcommunity representatives who work collaboratively to develop and implement educational outreach efforts to encoura�e Saint Paul residents to participate in the 2000 Census. The committee focuses on partnering with organizations that have direct access to communities who historically have been undercounted, and therefore, historically under-represented. The 2000 Census is critical for obtaining information about our neighborhoods and communities that can be used for planning and policy decisions. Is your organization an IRS 501(c)(3) not-for-profit? Yes The dollar amount being requested: $100,000 for project support. Funds are being requested for: ❑General Operating Support X Project Support � Start-Up Costs � Capital � Endowment ❑ Technical Assistance No X (Nlunicipal Govemment) Saint Paul Census 2000 Task Force and City of Saint Paul �t9 —�c� 1 Saint Paul Census 2000 Outreach Project Time Frame Ifa project, give project duration: Present to June 2000. The Census will be taken on April l, 2000. Non-response follow-up will continue through June. Budget Total annual organization budget: The bud�et for the City of Saint Paul is S 490 million in 1999 of which $160 million are General Fund expenditures. Total project budget (for support other than general operatzn�: For 1999, this project has an anticipated cost of $200,000 of which $51,000 has been appropriated by the City of Saint Paul and �149,000 must be raised from outside sources. The Department of Planning and Economic Development has hired a full time staff person and will fund a portion of the outreach activities. Outside sources will directly fund outreach activities. Office space and a computer are provided in- kindby the Department ofPlanning and Economic Development in addition to the budgeted amount. Proposal Summary Project name: Saint Paul Census 2000 Outreach Project Please give a 2-3 sentence summary of the request: The Saint Paul Census 2000 Task Force is seeking project support for funding the planning and implementation of an educational outreach effort tugeting organizations who serve people who historically have been undercounted. The specifics of the Action Plan include: 1) literature development, translation, printing, and distribution; 2) special educational cornmunity events; 3) articles and advertisement in community papers; 4) television and radio appearances, perhaps with local celebrities; 5) video production and distribution for those who do not read community newspapers; and 6) a Census poster contest for children. Geographic area and population served: The primary geographic area to be served is Saint PauL The targeted populations which have representation on the Task Force are: African American, Latino, American Indian, Asian/Pacific Islander, Homeless, New Immigrants, Low Income Persons, Persons with Disabilities, Seniors and Youths. Signature Saint Paul Census 2000 Task Force and City of Saint Paul ag -�� 1 Saint Paul Census 2000 Outreach Proiect Proposal Narrative A. Organizational Information I. OrganiZation history. In August of 1998 the City of Saint Paul authorized the allocation of funds for census activities. The mission was to encoura�e residents to answer the census and conect the undercount of the 1990 Census. In October of 1998 the City's Department of Planning and Economic Developement hired a full time Census 2000 Coordinator. Working with Mayor Norm Coleman, atask force was formed, and the Mayor appointed six individuals from the community to co-chair the Everybody Counts in Saint Paul Census Z000 Task Force. The Task Force was announced to the public in February and has been holdin� monthly meetings since. The 2000 Task Force has been very active in developing and implementing outreach strategies. Some of the activities include: Negotiations with a leading PR firm to provide pro-bono services by developing a plan to incorporate corporate sponsorship in Census activities. Working with the Saint Paul Public Libraries to develop a plan to reach our communities through the libraries. Recruiting individuals who work in community based organizations to jointhe effort. Attending staff meetings of these organizations to educate staff on the importance of the Census. Meeting with spiritual leaders and asking for their support. 2. Brief sz�mmary of organization mission and goals. The stated purpose of the Saint Paul Census 2000 Task Force is to partner with the United States Bureau of the Census to ensure the most complete and accurate survey possible of population and housing in Saint Paul. To accomplish this, the Task Force members have been working collaboratively with each other and with their respective communities to develop an Action Plan that focuses on populations that have historically been undercounted. The Task Force will then implement the plan. 3. Description of current programs, activities, service statistics, and strengths and accomplishments. The Saint Paul Department of Plannin� and Economic Development initiated a meeting with the Census Bureau, Minnesota Planning, Minneapolis Office of Planning and Development, and the Metropolitan Council in early1998. This was the beginnin� ofthe Census Roundtable that continues to meet monthly. The Census Roundtable membership has �rown to include the Urban Coalition, Saint Paul Census 2000 Task Force and City of Saint Paul c�� _'1 � � Saint Paul Census 2000 Outreach Project the State Minority Councils, the Council on Disabilities, the Women's Council, and other interested parties. The purpose of the roundtable is to ensure coordination and collaboration of Census activities across the state. With the state and regional framework in place, the City of Saint Paul proceeded to establish the Everybocly Counts in Saint Paa�1 Census 2000 Task Force which was authorized by the Saint Paul City Council and Mayor in the summer of 1998. The Task Force held its first meeting in January 1999. The meeting was a kick-off ineeting where the Census Bureau provided information about what was happening at federal, state, local Census Offices. The Census Bureau also discussed the need for local partners to establish a Task Force. The Task Force continues to meet on a monthly basis and has begun to identify populations that are difficult to count, listed barriers to their participation, and methods and messages to address those bamers. 4. Your organization's relationship with other organizations working to meet the same needs or providing similar services. Please explain how you differ from these other agencies. While there may be many groups that emerge over the next yeaz which have an interest in the Census and want to make sure their community is counted, the Saint Paul Task Force is the only local organization that is coordinating efforts for all populations within the City of Saint Paul. The Saint Paul Task Force complements the work of the Census Bureau. The Census Bureau is responsible for conducting the Census. To that end, the Census Bureau will run a national advertising campaign, mail out the census forms, send enumerators into the field, and tabulate the results of the Census. Meanwhile, the Saint Paul Census 2000 Outreach project will run a local advertising campaign using media such as neighborhood and ethnic newspapers and local radio stations and cable programs. The local campaign will be a grassroots, bottom-up campaign where the outreach activity ideas will come from the community. The relationship of the Saint Paul Census 2000 Task Force to the Minnesota Census Roundtable is one of coordination and collaboration. Each of the organizations at the table represents a different group, and many of these groups overlap. For example, the Asian American Census Awareness Committee has been involved in the Census Roundtable. The City of Saint Paul worked on several projects with this group including a presentation at the Intemational Women's Day celebration and a Census resource booth at the Asian American Heritage Days Festival. This partnership at the Census Roundtable should minimize any duplication of efforts and allow forresource sharing across organizations. The relationship between the Saint Paul Census 2000 Task Force and the Ramsey County Complete Count Committee (which is now bein� formed) is that one staff inember from Ramsey County has responsibility for Saint Paul as �vell as the surroundin� suburbs. As such, Ramsey County staff has been workin� with the Saint Paul Task Force on several projects includin� developin� a campaign Saint Paul Census 2000 Task Force and City of Saint Paul 2 ag -�(� Saint Paul Census 2000 Outreach to count the homeless, and working collaboratively with the Women Infants and Children nuhitional program to reach pre school aged children and their families. 5. Number of board members, full time paid staff, part-time paid staff, and volunteers. The City of Saint Paul has hired one full time paid staffperson, a Census 2000 c6ordinator. The staff person has assistance from her supervisor in the Department of Pluuiing and Economic Development, and also meets on a regular basis with staff representing the Mayor. This staffperson has also worked on Census related projects with the City's Public HousinJ Authority, Information Systems Department, Real Estate Aivision, the libraries, and soon the schools and ESL sites. The Everybody Counts in Saint Paul Task Force currently has 11 official members. To become a member, the person is appointed by the Mayor. In addition to those official members, there are many people who have expressed an interest in working with the City. As awazeness of the Census grows, and as implementation of the outreach plan begins, the membership will be expected to g�ow. Saint Paul Census 2000 Task Force and City of Saint Paul �`l -�1G � Saint Paul Census 2000 Outreach B. Purpose of Grant 1. Situation Situation: In January of 1999, the Minnesota Council on Non-Profits held an educational session where Allan Malkis from the Urban Coafition articulated the reasons why local foundations where needed to fill the �ap between what govemment could provide and what was needed in the community. The Census Bureau does not have the capacity to support all the activity that is needed in order to ensure full participation from difficult to enumerate populations. The Census Bureau will produce a national advertising campai�n but the fiznding levels aze significantly less than the private market spends on a national advertising campaign. On the local level a campaign is needed that shows the faces of well-known people from our communities with messages that address specific local uses of the Census data and tangible products and services that were made possible based on the 1990 Census results. The Census Bureau will hire enumerators and other field workers from the community but the Census 2000 Outreach Project will need to prepaze the community to be responsive to that Census enumerator if helshe knocks on the door. This responsiveness will depend on trust being built at the local level with support from local leaders. The Census Bureau cannot do it all for every community across the nation. There must be local assistance. Census data is one of the main data sets that is universally used to understand our communities and provides information that no other surveys reveaL There are many examples of data that is only available in the Census. For example, Census data is the only source that will tell us how large the Hmong community is. Census data is the only source for understanding who is in poverty and the extent to which poverty is concentrated in certain neighborhoods or across racial/ethnic groups. Census data lets us know where all the children are, not just those who are currently attending public schools. Census data is the only data that links income and housing costs to give us information about the magnitude of the affordable housing crisis. Census data is used extensively in policy decisions and funding decisions by the public, private, and non-profit sectors. In particular, Federal funding is granted to the City of Saint Paul using formulas that aze based on the Census population figures. The accuracy of this data is critical for good decision-making. Many organizations use Census data for much of their baseline information. In order to make informed public policy decisions and support initiatives related to poverty, economic integration and racial integration, the Census must provide accurate and complete information on income, race, and residential location. In order to promote economically heaithy neighborhoods and communities, Census data is used to understand the local market, the levei of affordable housing, and the incomes of people in relation to their household size. Census data is important in developin� community capacity. We need the participation from the nei�hbarhood District Councils, as well as block clubs which have developed through community crime prevention programs in order to reach residents and encoura�e them to answer the Census. Saint Paul Census 2000 Task Force and City of Saint Paul 4 �l�t - `l � 1 Saint Paul Census 2000 Outreach Proiect The results ofthe Census will be used by neighborhood and community organizations as they decide where to put their efforts. Additionally, these organizations will then seek funding and must justify their proposals, in part, with Census data. At this point, the Task Force is finalizing the Action Plan. Since 1990, our city has become more diverse making it more difficult to enumerate. In addition, for the average resident, the amount of junk mail that is processed has increased making it more difficult for people to recognize the Census as an important document. We expect the project needs more creative outreach activities and the budget needs to be significally greater for year 2000. How: The Census Bureau decided that they would develop partnership with local government agencies. They then developed literature on the possible roles and activities of a local Task Force. They sent that information to local government agencies, including the City of Saint Paul, and asked us to become partners. Since the City of Saint Paul understood that importance of a local partner and has established a Task Force in previous censuses, we agreed that this was an important effort for the City to undertake. In order for a Task Force to be successful, the city needs partners from the community to assist. We wanted a broad representation of our community including unions, businesses hospitals, and community representatives as well as organizations with direct access to individuals in targeted communities. Organizations are being contacted directly and asked to either join the Task Force or suggest others who should be contacted. Who: The City staff of the Saint Paul Census 2000 Task Force will serve as the facilitator of the process. The Task Force members will be primarily responsible for generating the ideas that will go into the Action Plan. In addition to the activities suggested by the Task Force, we will also explore using ideas from the State Minority Councils, from the Minneapolis Complete Count Committee, and from other organizations. The Task Force and the City of Saint Paul will jointly determine which activities will be in the final Action Plan. 2. Specific activities Specific activities: The Saint Paul Census 2000 Task Force will meet regularly to develop and implement an Action Plan. The majority of the effort will be in implementing the Action Plan. While the specifics of the Action Plan are being finalized, the Task Force is highly likely to implement the following outreach activities: 1) culturally appropriate literature development, translation, printing, and distribution. 2) Special educational community events including food and prizes. 3) Articles and advertisements in community papers. 4)television and radio appearances, perhaps with local celebrities. 5) Video production and distribution, and 6) a Census poster contest for children. Saint Paul Census 2000 Task Force and City of Saint Paul 5 �[g -'l � 1 Saint Paul Census 2000 Outreach Project YVho: Maya Petrovic, Saint Paul Census 2000 Coordinator, �vill serve as the Project Manager. The Task Force is expected to be aworking committee andwill participate in developing the ActionPlan and implementing the activities in the Action Plan. Mary Kazcz, Ramsey County Senior Policy Analyst, along with a team of County staff, will assist the Task Force as needed. Overall Goal.• The stated goal of the Saint Paul Census 2000 Task Force is to partner with the United States Bureau of the Census to ensure the most complete and accurate survey possible of population and housin� in Minnesota. Specifzc objectives or ways in which you will meet the goal: The Saint Paul Census 2000 Task Force will accomplish this goal through 1) the development ofthe Action Plan, and 2) implementation of the Action Plan. Objective 1—Development of the Action Plan: In developing the Action Plan the Task Force has 1) identified communities that are likely to be undercounted, 2) identified barries to the communities participation in the Census. 3) proposed outreach activities that will address the identified barriers, 4) in the process of identifying who will take primary responsibility for implementing the outreach activity and who will be a partner, and 5) estimate the cost of the activity. The following is an example of what the Task Force may include in the Action Plan: Target Population: Hmong elders Barriers: Many do not speak English and do not have the skills to read in any language, Outreach Activity: Develop a videotape with prominent Hmong leaders. The video will be shown in the waiting rooms of tazgeted institutions, distributed through specific vendors. The video will be shown at specified Hmong communitu events. The video will also be aired on Hmong TV, a local cable program. Primary Responsibility: Saint Paul Task Force Partners: Lao Family, Hmong American Partnership, City of Mpls Cost estimate: $5000 Actions that will acompZish this objective: The process for completin� the Action Plan began with the Task Force brainstorming to identify target groups, their barriers, and how to address those bames. Staff compiled the results and put ideas into a consistent format. The Task Force will continue to develop and refine outreach strategies by addin� information such as who will take primary responsibility for implementin� each strate�y and who will need to be partner. The estimated cost will also be included. Saint Paul Census 2000 Task Force and City oF Saint Paul �.� -� � � Saint Paul Census 2000 Outreach Project Task Force members will gather ideas and discuss the draft Action Plan with people from their respective communities. Once a first draft is finished, the Task Force must step back and look at the whole plan. They must ask a few evaluative questions: Is it possible to cany out the plan with known resources? Do they need to prioritize? Do they need additional resources? Is the plan equitable among target goups? Based on this evaluation, the Task Force will move forward and finalize the plan. The plan must be approved by the Task Force and by the City of Saint Paul.. To encoura�e participation from this volunteer Task Force, we will hold meetings at sites out in the community and provide food and beverages. Meetings aze always open to the public and we would allow the opporiunity for community input. Objective 2- Implement the Action Plan: To implement the Action Plan, the organization or person who accepted primary responsibility must take the next steps to implement the outreach activity for each activity in the plan. The City staffwill maintain fiscal responsibility and central coordination. Actions that will accomplish this objective: The Task Force will continue to meet on a regulaz basis. Task Farce members will be expected to report on their progress and ask for help if they need it. The Task Force will be supportive of everyone's effort and will assist others to the extent possible if one of the strategies encounters unanticipated difficulties. As with the meetings to draft the action plan, the implementation meetings will be held in the community. Food and beverage will be provided to encourage participation of the community volunteers. The meetings aze open to the public and the community is encouraged to join the meeting and volunteer to assist with implementation. Time Frame: The Saint Pau12000 Census Outreach Proj ect is a multi-year project startin� in 1998 and continuing through mid-year in 2000. The committee will need to meet as needed to generally follow the timeline outlined below. 1998 Qtr 2 1998 Qtr 3-4 1999 Qtr 1-2 1999 Qtr 3-4 2000 Qtr 1 2000 April 1 2000 Qtr 2 2000 Qtr 3 Authorize Committee Establish Committee Membership Develop Action Plan Prepare for Outreach Activities Implement Outreach Activities Census Day Non-response follow-up Activities Evaluation Saint Paul Census 2000 Task Force and City of Saint Paul ��{ -`l� 1 Saint Paul Census 2000 Outreach Project The Task Force has been established. Additional members will be appointed and the Task Force will grow. The Task Force has b�Qun to finalize the Action Plan. Once approved, the Task Force will prepare for the outreach activities. Preparation may include: the production of videos; design, translation, and printin� of literature; alertin� potential literature distribution sites that their assistance is needed; and reserving sites for community events. The implementation phase is from January throu�h June when activities may include:distribution of literature, community events held, and videos aired on cable television. Even though Census Day is April l, 2000 the effort to encourage people to answer the census or talk to an enumerator will continue throu�h 7une, 2000. The Task Force will conclude its activities with an evaluation and celebration of their work. 3. Impact of activities How the proposecl activities wi11 benefit the community in which they wi11 occur. Community organizations and the communities they serve will benefit from an accurate and complete Census. Task Force members were asked why they were interested in serving on this Task Force. Some of their responses are listed below. It is vitRltliat communities ofcol�or 6e accuratl y counte�ffor many reczsons, 6ut e�ecially 6ecause census d�czta drectly im�actsf��ndng czll cate�f6ack to tliese communities" -George Perez, Task Force Co-Chair `Censatr?000 lias t6ie�otenturlof�utting tl�ie.�sian community on tlie ma� anafradar screen ofmany l calorganizatians Rndl veLs afgovernment. �his zs our time to 6e countedan�finclu�d�infutureplans: " -Cha Vang, Task Force Co-Chair It is im�artRnt tlzat tlie�e �l involvecfin tlie censzGS�racess l oF l,�e tlie�e �l in tlie neig/�i6orh�oa�.s. �liere �zre issues of trust, �rn�fin ard y taget cam�l te informcztion, �ve neecftoget across lio�v tliefol.�s� in Saint Paul�vill6en �t 6y�artic�ating in t6ie censau: " -Denise Harris, Task Force Co-Chair In addition to the impact at the community level the City of Saint Paul is also impacted. Federal fimding for the City of Saint Paul is allocated based on formulas that use Census data. It was estimated that in 1990 our undercount was 13 percent, which translated into a loss of over six million dollazs over a 10 year period that would have come from the Federal govemment if Saint Paul Census 2000 Task Force and City of Saint Paul a� -�t c Saint Paul Census 2000 Outreach Project everyone had been counted. This does not include the funding losses to Ramsey County and the Saint Paul Public Housing Authority. The loss of funding for the city translates into a loss of goods and services for its residents. The investment in a Census 2000 educational outreach effort will benefit the community by lowerin� the undercount and therefore brin�in� in more resources. C. Evaluation 1. How will you measure the effectiveness of your activities. The first measure of success is the completion of the Action Plan. The second measure is the participation of community leaders. The third measure is the estimated undercount as measured by the Census Bureau. 2. Your criteria (measurable, ifpossible) for a sz�ccessful program and the results you expect to have achieved by the end of the funding period. By the end of June 2000, the goals will have been achieved if all the actions in the action plan have beeen completed. If the Action Plan calls for the distribution of 10,000 flyers and if that is accomplished, then we have succeeded in reaching 10,000 people. If the Action Plan calls for a community event, attendance at the community event will be a measure of success. Another criteria will be the participation of community leaders. If they participate and educate their community, then we have succeeded on that measure. A post-Census evaluation of community leaders will survey the success of the Census Task Force. The last measure of success will be if the undercount estimate is either less than the 1.3% undercount for Saint Paul in 1990 or if the undercount is less than comparable cities in 2000. This will be impossible to improve on without foundation support. 3. Who will be involved in evaluating this work The city will evaluate the progress of each action item and document its completion. In addition, an evaluation form will be sent to community leaders asking for their evaluation of the outreach effort. Finally, the Task Force members will be asked to evaluate the Task Force. A final report will be provided to the Task Force, Saint Paul City Council, funders, the Mayor, and those who responded to the evaluation form. The report will also be made available upon request. Saint Paul Census 2000 Task Force and City of Saint Paul ��-��t Saint Paul Census 2000 Outreach 4. How will evaZuations be used. The results of this effort will be put in a report to be used for the next Census. Throu�h the input of the Saint Paul Census 2000 Task Force and the community, the City will gain insight that can be used for other outreach efforts. Saint Paul Census 2000 Task Force and City of Saint Paul 10 d �L9 -�� 1 CENSUS 2000 SPECIAL EVENTS AND FESTIVALS TENTATIVE TIME LINE CHECK LIST Feb 1999 ❑ Task Force Formed ❑ Press Conference/Hubbs Center ❑ Slogan adapted Everybody Counts in Saint Pau1 March 1999 ❑ International Womens Day ❑ Task Force Monthly Meeting April 1999 ❑ Mayor's Night Out-Arlington High School May 1999 ❑ Cinco de Mayo ❑ Asian American Festival ❑ American Indian Month �l�f'ii-�IL•13 ❑ Hmong American Partnership Summer Festival July 1999 ❑ Lao Family July 4`� Celebration ❑ Science Museum E�ibit Planning ❑ Slogan & Logo "Everyone Counts" ❑ Rondo Days August 1999 ❑ State Fair (float, children's character for parade "The CounY') ❑ City Website development begins ❑ Mtg with St. Paul School Superintendent ❑ Fanner's Market ❑ Vikings Conference (end of month) �i� -�,� � September 1999 ❑ Vikin�s Conference (be nnin of month) ❑ Colleges-Campaign with students ❑ Mexico Independence Day ❑ Native American Indian Parade/Woman's Pow Wow 1. Full days invent September 26, 1999 2. Mini Pow Wow pazade September 24, 1999 ❑ West 7th October 1999 ❑ Mounds Pazk ❑ Vikings November 1999 ❑ Hmong New Year ❑ Science Museum Pow Wow ❑ St. Thomas Pow Wow ❑ Thanksgiving Pow Wow December 1999 ❑ Pow Wow (bzte�2se PR marketing January - April) January 2000 ❑ School Mailing (to parents) ❑ Martin Luther King Birthday ❑ Winter Carnival ❑ Newsletter in Community Organizations February 2000 ❑ Set up Questionnaire Assistance Center (QAC) ❑ Bookmobile (exclusive to libraries) ❑ Mailings (P.R. targeted at leaders of various community groups) ❑ Lunar New Year ❑ Black History Month ❑ Newsletters a�-�� Mazch 2000 ❑ Billboazds ❑ PSA - Radio & T.V. - Celebrities ❑ Movie theaters ❑ Cable/Newsletters (need a listing of community newspapers) ❑ Mailin�s ❑ Water bill inserts — NSP ❑ Woman's Month Apri12000 ❑ SignBanners ❑ PSA - Radio & T.V. ❑ BaseballOpener ❑ Press Releases ❑ Shirts ❑ Banners ❑ Posters ❑ Brochures ❑ Cups ❑ Balloons j - , C Green Sheet # `d � o d RESOLUTION OF SAINT PAUL, MINNESOTA Presented By Referred To 1 2 3 4 Council File � `i9 - '7 � l Committee: Date CENSUS COORDINATION PROPOSAL SUBMISSION TO SAINT PAUL FOUNDATION 6 WHEREAS, the Census Taskforce ofthe City of Saint Paul did establish a proposed Project and 7 Action Timeline, with the coordination of the City of Minneapolis, the State of M'innesota and the Census Roundtable; now, therefore, be it 10 RESOLVED, that Mayor Norm Coleman, as Chief Executive Officer of the City of Saint Paul, is 11 hereby authorized and directed to submit the Census Coordination Proposal to the Saint Paul Foundation in 12 such form as prescribed by the Foundation; and be it 13 14 15 16 17 18 19 20 21 FURTHER RESOLVED, that the Mayor or his designated representatives, PED Grants Management staff, are further authorized to submit to the Saint Paul Foundation any technical changes or additional information that may be required by said Foundation during their review of the City's Submission of the Census Coordination Proposal; and be it FINALLY RESOLVED, that upon notification of approval of the City of Saint Paul's Census Coordination Proposal, the Council does hereby authorize the proper City officials to execute the grant agreements between the Saint Paul Foundation and the City of Saint Paul for the Census Coordination Proposal. .*: Page 2 of 2 Absent q q,� t�� Requested by Planning & Economic Development: By. X/ . �—i��-�u�✓ Adopted by Council: Date `tV ° Adoption Certified by Council Secretary: B By: Approved by Mayor: Date � �� Form Approved by City Attomey: �Gt;I.QC{r� � �ZGt_ 8-'�-4t ! by Mayor f ytt ubmission to Council: � ! � s/� � . �� _ ,._ C�G,� �� DEPARTMENT/OFFICE/COUNCIL DATE INmATEU ' � � r� Office 8-4-99 GREEN SHEET No 10100 CONTACT PFRSON & PHONE ��Mlauoate ��nlauo�� Alberto Quintela 266-8529 � ov�nnmrto.�ce.a� ancou+ra MUS7 BE ON COUNCIL AGENDA BY (DAT� wSSIGN 8-4-99 N �� an�„wuE. anaFn¢ ROUi1NG ORDQt ❑RIAMCNLfEMNCFSqR RNMdY.BERVIKL}G �rnroaloxwsmrnxr� ❑ TOTAL # OF SIGNATURE PAGES (CUP ALL LOCATIONS FOR SIGNATURE) C710N REQUES7ED Authorization to submit Census Coordination Proposal to Saint Paul Foundation RECOMMENDATION APPfoVe (A) W R2J2C� (R) PERSONALSERVICE CONiRACTS MUSTANSWER TME FOLLOWING QUESTIONS: 1. HasthispersorJfirtnevervrorkeduntleracoMracttorihisdepartmenC! PLANNING CAMMISSION VES NO CIB CAMMITTEE � 2. Has Nis persoNfirm eMer been a cily emplovee9 CIVILSERVICECOMMISSION YES NO 3. Dcesthis persoNfnm Dosazss a sfull not nmrnaNypossessed by arc9 curterA city emPiayee? YES NO 4. Is Nis pe�soMrm a fargeted venda? YES NO FxpWin all yes answe�s on separate sheet arW attach to preen sheet INITIATING PROBLEM ISSUE, OPPORTUNITY (Who, What, When, Where, Why) In 1990 Census under count resulted in six millinn dollars federal dollar loss. ADVAMAGES IF APPROVED Under count will be rectified and City will reIieve increased federal funds. DISADVAMAGES IF APPROVED Foundation funds may not be available for other projects. DISADVANTAGES IF NOT APPROVED Census efforts will not be coordinated and under count may continue. TOTALAMOUNT OF TRANSACTION f I.00.00O CASTlREVENUE BUDGETED (CIRCLE ONE) VES NO FUNDINGSOURCE St. Paul Foundation ACTNITYNUMBER FlN4NCVLL MFORMAiION (IXPW N) 99-'l�\ Saint Paul Census 2000 Outreach Project Minnesota Common Grant Application Farm Date of .lpplicarion: Aug 1, 1999 Organization Information: Legal Name of Organizarion: City of Saint Paul Addtess: 25 West Fourth Street Ciry, State, zip: Saint Paul, MN 55102 Telephone: (651) 266-6655 Individuals Responsible: Name of top paid staff: Tom Harren NorthWest Team Leader Direct dial Phone �: (651)266-6691 The Deparhnent of Planning and Economic Development Contact person (if different from top paid staf� Maya Petrovic Census 2000 Coordinator Direct dial Phone #: (651)266-6647 Organization Description:(2-3 sentences) The Saint Paul Census 2000 Task Force, appointed by Mayor Norm Coleman, is a voluntary task force ofcommunity representatives who work collaboratively to develop and implement educational outreach efforts to encoura�e Saint Paul residents to participate in the 2000 Census. The committee focuses on partnering with organizations that have direct access to communities who historically have been undercounted, and therefore, historically under-represented. The 2000 Census is critical for obtaining information about our neighborhoods and communities that can be used for planning and policy decisions. Is your organization an IRS 501(c)(3) not-for-profit? Yes The dollar amount being requested: $100,000 for project support. Funds are being requested for: ❑General Operating Support X Project Support � Start-Up Costs � Capital � Endowment ❑ Technical Assistance No X (Nlunicipal Govemment) Saint Paul Census 2000 Task Force and City of Saint Paul �t9 —�c� 1 Saint Paul Census 2000 Outreach Project Time Frame Ifa project, give project duration: Present to June 2000. The Census will be taken on April l, 2000. Non-response follow-up will continue through June. Budget Total annual organization budget: The bud�et for the City of Saint Paul is S 490 million in 1999 of which $160 million are General Fund expenditures. Total project budget (for support other than general operatzn�: For 1999, this project has an anticipated cost of $200,000 of which $51,000 has been appropriated by the City of Saint Paul and �149,000 must be raised from outside sources. The Department of Planning and Economic Development has hired a full time staff person and will fund a portion of the outreach activities. Outside sources will directly fund outreach activities. Office space and a computer are provided in- kindby the Department ofPlanning and Economic Development in addition to the budgeted amount. Proposal Summary Project name: Saint Paul Census 2000 Outreach Project Please give a 2-3 sentence summary of the request: The Saint Paul Census 2000 Task Force is seeking project support for funding the planning and implementation of an educational outreach effort tugeting organizations who serve people who historically have been undercounted. The specifics of the Action Plan include: 1) literature development, translation, printing, and distribution; 2) special educational cornmunity events; 3) articles and advertisement in community papers; 4) television and radio appearances, perhaps with local celebrities; 5) video production and distribution for those who do not read community newspapers; and 6) a Census poster contest for children. Geographic area and population served: The primary geographic area to be served is Saint PauL The targeted populations which have representation on the Task Force are: African American, Latino, American Indian, Asian/Pacific Islander, Homeless, New Immigrants, Low Income Persons, Persons with Disabilities, Seniors and Youths. Signature Saint Paul Census 2000 Task Force and City of Saint Paul ag -�� 1 Saint Paul Census 2000 Outreach Proiect Proposal Narrative A. Organizational Information I. OrganiZation history. In August of 1998 the City of Saint Paul authorized the allocation of funds for census activities. The mission was to encoura�e residents to answer the census and conect the undercount of the 1990 Census. In October of 1998 the City's Department of Planning and Economic Developement hired a full time Census 2000 Coordinator. Working with Mayor Norm Coleman, atask force was formed, and the Mayor appointed six individuals from the community to co-chair the Everybody Counts in Saint Paul Census Z000 Task Force. The Task Force was announced to the public in February and has been holdin� monthly meetings since. The 2000 Task Force has been very active in developing and implementing outreach strategies. Some of the activities include: Negotiations with a leading PR firm to provide pro-bono services by developing a plan to incorporate corporate sponsorship in Census activities. Working with the Saint Paul Public Libraries to develop a plan to reach our communities through the libraries. Recruiting individuals who work in community based organizations to jointhe effort. Attending staff meetings of these organizations to educate staff on the importance of the Census. Meeting with spiritual leaders and asking for their support. 2. Brief sz�mmary of organization mission and goals. The stated purpose of the Saint Paul Census 2000 Task Force is to partner with the United States Bureau of the Census to ensure the most complete and accurate survey possible of population and housing in Saint Paul. To accomplish this, the Task Force members have been working collaboratively with each other and with their respective communities to develop an Action Plan that focuses on populations that have historically been undercounted. The Task Force will then implement the plan. 3. Description of current programs, activities, service statistics, and strengths and accomplishments. The Saint Paul Department of Plannin� and Economic Development initiated a meeting with the Census Bureau, Minnesota Planning, Minneapolis Office of Planning and Development, and the Metropolitan Council in early1998. This was the beginnin� ofthe Census Roundtable that continues to meet monthly. The Census Roundtable membership has �rown to include the Urban Coalition, Saint Paul Census 2000 Task Force and City of Saint Paul c�� _'1 � � Saint Paul Census 2000 Outreach Project the State Minority Councils, the Council on Disabilities, the Women's Council, and other interested parties. The purpose of the roundtable is to ensure coordination and collaboration of Census activities across the state. With the state and regional framework in place, the City of Saint Paul proceeded to establish the Everybocly Counts in Saint Paa�1 Census 2000 Task Force which was authorized by the Saint Paul City Council and Mayor in the summer of 1998. The Task Force held its first meeting in January 1999. The meeting was a kick-off ineeting where the Census Bureau provided information about what was happening at federal, state, local Census Offices. The Census Bureau also discussed the need for local partners to establish a Task Force. The Task Force continues to meet on a monthly basis and has begun to identify populations that are difficult to count, listed barriers to their participation, and methods and messages to address those bamers. 4. Your organization's relationship with other organizations working to meet the same needs or providing similar services. Please explain how you differ from these other agencies. While there may be many groups that emerge over the next yeaz which have an interest in the Census and want to make sure their community is counted, the Saint Paul Task Force is the only local organization that is coordinating efforts for all populations within the City of Saint Paul. The Saint Paul Task Force complements the work of the Census Bureau. The Census Bureau is responsible for conducting the Census. To that end, the Census Bureau will run a national advertising campaign, mail out the census forms, send enumerators into the field, and tabulate the results of the Census. Meanwhile, the Saint Paul Census 2000 Outreach project will run a local advertising campaign using media such as neighborhood and ethnic newspapers and local radio stations and cable programs. The local campaign will be a grassroots, bottom-up campaign where the outreach activity ideas will come from the community. The relationship of the Saint Paul Census 2000 Task Force to the Minnesota Census Roundtable is one of coordination and collaboration. Each of the organizations at the table represents a different group, and many of these groups overlap. For example, the Asian American Census Awareness Committee has been involved in the Census Roundtable. The City of Saint Paul worked on several projects with this group including a presentation at the Intemational Women's Day celebration and a Census resource booth at the Asian American Heritage Days Festival. This partnership at the Census Roundtable should minimize any duplication of efforts and allow forresource sharing across organizations. The relationship between the Saint Paul Census 2000 Task Force and the Ramsey County Complete Count Committee (which is now bein� formed) is that one staff inember from Ramsey County has responsibility for Saint Paul as �vell as the surroundin� suburbs. As such, Ramsey County staff has been workin� with the Saint Paul Task Force on several projects includin� developin� a campaign Saint Paul Census 2000 Task Force and City of Saint Paul 2 ag -�(� Saint Paul Census 2000 Outreach to count the homeless, and working collaboratively with the Women Infants and Children nuhitional program to reach pre school aged children and their families. 5. Number of board members, full time paid staff, part-time paid staff, and volunteers. The City of Saint Paul has hired one full time paid staffperson, a Census 2000 c6ordinator. The staff person has assistance from her supervisor in the Department of Pluuiing and Economic Development, and also meets on a regular basis with staff representing the Mayor. This staffperson has also worked on Census related projects with the City's Public HousinJ Authority, Information Systems Department, Real Estate Aivision, the libraries, and soon the schools and ESL sites. The Everybody Counts in Saint Paul Task Force currently has 11 official members. To become a member, the person is appointed by the Mayor. In addition to those official members, there are many people who have expressed an interest in working with the City. As awazeness of the Census grows, and as implementation of the outreach plan begins, the membership will be expected to g�ow. Saint Paul Census 2000 Task Force and City of Saint Paul �`l -�1G � Saint Paul Census 2000 Outreach B. Purpose of Grant 1. Situation Situation: In January of 1999, the Minnesota Council on Non-Profits held an educational session where Allan Malkis from the Urban Coafition articulated the reasons why local foundations where needed to fill the �ap between what govemment could provide and what was needed in the community. The Census Bureau does not have the capacity to support all the activity that is needed in order to ensure full participation from difficult to enumerate populations. The Census Bureau will produce a national advertising campai�n but the fiznding levels aze significantly less than the private market spends on a national advertising campaign. On the local level a campaign is needed that shows the faces of well-known people from our communities with messages that address specific local uses of the Census data and tangible products and services that were made possible based on the 1990 Census results. The Census Bureau will hire enumerators and other field workers from the community but the Census 2000 Outreach Project will need to prepaze the community to be responsive to that Census enumerator if helshe knocks on the door. This responsiveness will depend on trust being built at the local level with support from local leaders. The Census Bureau cannot do it all for every community across the nation. There must be local assistance. Census data is one of the main data sets that is universally used to understand our communities and provides information that no other surveys reveaL There are many examples of data that is only available in the Census. For example, Census data is the only source that will tell us how large the Hmong community is. Census data is the only source for understanding who is in poverty and the extent to which poverty is concentrated in certain neighborhoods or across racial/ethnic groups. Census data lets us know where all the children are, not just those who are currently attending public schools. Census data is the only data that links income and housing costs to give us information about the magnitude of the affordable housing crisis. Census data is used extensively in policy decisions and funding decisions by the public, private, and non-profit sectors. In particular, Federal funding is granted to the City of Saint Paul using formulas that aze based on the Census population figures. The accuracy of this data is critical for good decision-making. Many organizations use Census data for much of their baseline information. In order to make informed public policy decisions and support initiatives related to poverty, economic integration and racial integration, the Census must provide accurate and complete information on income, race, and residential location. In order to promote economically heaithy neighborhoods and communities, Census data is used to understand the local market, the levei of affordable housing, and the incomes of people in relation to their household size. Census data is important in developin� community capacity. We need the participation from the nei�hbarhood District Councils, as well as block clubs which have developed through community crime prevention programs in order to reach residents and encoura�e them to answer the Census. Saint Paul Census 2000 Task Force and City of Saint Paul 4 �l�t - `l � 1 Saint Paul Census 2000 Outreach Proiect The results ofthe Census will be used by neighborhood and community organizations as they decide where to put their efforts. Additionally, these organizations will then seek funding and must justify their proposals, in part, with Census data. At this point, the Task Force is finalizing the Action Plan. Since 1990, our city has become more diverse making it more difficult to enumerate. In addition, for the average resident, the amount of junk mail that is processed has increased making it more difficult for people to recognize the Census as an important document. We expect the project needs more creative outreach activities and the budget needs to be significally greater for year 2000. How: The Census Bureau decided that they would develop partnership with local government agencies. They then developed literature on the possible roles and activities of a local Task Force. They sent that information to local government agencies, including the City of Saint Paul, and asked us to become partners. Since the City of Saint Paul understood that importance of a local partner and has established a Task Force in previous censuses, we agreed that this was an important effort for the City to undertake. In order for a Task Force to be successful, the city needs partners from the community to assist. We wanted a broad representation of our community including unions, businesses hospitals, and community representatives as well as organizations with direct access to individuals in targeted communities. Organizations are being contacted directly and asked to either join the Task Force or suggest others who should be contacted. Who: The City staff of the Saint Paul Census 2000 Task Force will serve as the facilitator of the process. The Task Force members will be primarily responsible for generating the ideas that will go into the Action Plan. In addition to the activities suggested by the Task Force, we will also explore using ideas from the State Minority Councils, from the Minneapolis Complete Count Committee, and from other organizations. The Task Force and the City of Saint Paul will jointly determine which activities will be in the final Action Plan. 2. Specific activities Specific activities: The Saint Paul Census 2000 Task Force will meet regularly to develop and implement an Action Plan. The majority of the effort will be in implementing the Action Plan. While the specifics of the Action Plan are being finalized, the Task Force is highly likely to implement the following outreach activities: 1) culturally appropriate literature development, translation, printing, and distribution. 2) Special educational community events including food and prizes. 3) Articles and advertisements in community papers. 4)television and radio appearances, perhaps with local celebrities. 5) Video production and distribution, and 6) a Census poster contest for children. Saint Paul Census 2000 Task Force and City of Saint Paul 5 �[g -'l � 1 Saint Paul Census 2000 Outreach Project YVho: Maya Petrovic, Saint Paul Census 2000 Coordinator, �vill serve as the Project Manager. The Task Force is expected to be aworking committee andwill participate in developing the ActionPlan and implementing the activities in the Action Plan. Mary Kazcz, Ramsey County Senior Policy Analyst, along with a team of County staff, will assist the Task Force as needed. Overall Goal.• The stated goal of the Saint Paul Census 2000 Task Force is to partner with the United States Bureau of the Census to ensure the most complete and accurate survey possible of population and housin� in Minnesota. Specifzc objectives or ways in which you will meet the goal: The Saint Paul Census 2000 Task Force will accomplish this goal through 1) the development ofthe Action Plan, and 2) implementation of the Action Plan. Objective 1—Development of the Action Plan: In developing the Action Plan the Task Force has 1) identified communities that are likely to be undercounted, 2) identified barries to the communities participation in the Census. 3) proposed outreach activities that will address the identified barriers, 4) in the process of identifying who will take primary responsibility for implementing the outreach activity and who will be a partner, and 5) estimate the cost of the activity. The following is an example of what the Task Force may include in the Action Plan: Target Population: Hmong elders Barriers: Many do not speak English and do not have the skills to read in any language, Outreach Activity: Develop a videotape with prominent Hmong leaders. The video will be shown in the waiting rooms of tazgeted institutions, distributed through specific vendors. The video will be shown at specified Hmong communitu events. The video will also be aired on Hmong TV, a local cable program. Primary Responsibility: Saint Paul Task Force Partners: Lao Family, Hmong American Partnership, City of Mpls Cost estimate: $5000 Actions that will acompZish this objective: The process for completin� the Action Plan began with the Task Force brainstorming to identify target groups, their barriers, and how to address those bames. Staff compiled the results and put ideas into a consistent format. The Task Force will continue to develop and refine outreach strategies by addin� information such as who will take primary responsibility for implementin� each strate�y and who will need to be partner. The estimated cost will also be included. Saint Paul Census 2000 Task Force and City oF Saint Paul �.� -� � � Saint Paul Census 2000 Outreach Project Task Force members will gather ideas and discuss the draft Action Plan with people from their respective communities. Once a first draft is finished, the Task Force must step back and look at the whole plan. They must ask a few evaluative questions: Is it possible to cany out the plan with known resources? Do they need to prioritize? Do they need additional resources? Is the plan equitable among target goups? Based on this evaluation, the Task Force will move forward and finalize the plan. The plan must be approved by the Task Force and by the City of Saint Paul.. To encoura�e participation from this volunteer Task Force, we will hold meetings at sites out in the community and provide food and beverages. Meetings aze always open to the public and we would allow the opporiunity for community input. Objective 2- Implement the Action Plan: To implement the Action Plan, the organization or person who accepted primary responsibility must take the next steps to implement the outreach activity for each activity in the plan. The City staffwill maintain fiscal responsibility and central coordination. Actions that will accomplish this objective: The Task Force will continue to meet on a regulaz basis. Task Farce members will be expected to report on their progress and ask for help if they need it. The Task Force will be supportive of everyone's effort and will assist others to the extent possible if one of the strategies encounters unanticipated difficulties. As with the meetings to draft the action plan, the implementation meetings will be held in the community. Food and beverage will be provided to encourage participation of the community volunteers. The meetings aze open to the public and the community is encouraged to join the meeting and volunteer to assist with implementation. Time Frame: The Saint Pau12000 Census Outreach Proj ect is a multi-year project startin� in 1998 and continuing through mid-year in 2000. The committee will need to meet as needed to generally follow the timeline outlined below. 1998 Qtr 2 1998 Qtr 3-4 1999 Qtr 1-2 1999 Qtr 3-4 2000 Qtr 1 2000 April 1 2000 Qtr 2 2000 Qtr 3 Authorize Committee Establish Committee Membership Develop Action Plan Prepare for Outreach Activities Implement Outreach Activities Census Day Non-response follow-up Activities Evaluation Saint Paul Census 2000 Task Force and City of Saint Paul ��{ -`l� 1 Saint Paul Census 2000 Outreach Project The Task Force has been established. Additional members will be appointed and the Task Force will grow. The Task Force has b�Qun to finalize the Action Plan. Once approved, the Task Force will prepare for the outreach activities. Preparation may include: the production of videos; design, translation, and printin� of literature; alertin� potential literature distribution sites that their assistance is needed; and reserving sites for community events. The implementation phase is from January throu�h June when activities may include:distribution of literature, community events held, and videos aired on cable television. Even though Census Day is April l, 2000 the effort to encourage people to answer the census or talk to an enumerator will continue throu�h 7une, 2000. The Task Force will conclude its activities with an evaluation and celebration of their work. 3. Impact of activities How the proposecl activities wi11 benefit the community in which they wi11 occur. Community organizations and the communities they serve will benefit from an accurate and complete Census. Task Force members were asked why they were interested in serving on this Task Force. Some of their responses are listed below. It is vitRltliat communities ofcol�or 6e accuratl y counte�ffor many reczsons, 6ut e�ecially 6ecause census d�czta drectly im�actsf��ndng czll cate�f6ack to tliese communities" -George Perez, Task Force Co-Chair `Censatr?000 lias t6ie�otenturlof�utting tl�ie.�sian community on tlie ma� anafradar screen ofmany l calorganizatians Rndl veLs afgovernment. �his zs our time to 6e countedan�finclu�d�infutureplans: " -Cha Vang, Task Force Co-Chair It is im�artRnt tlzat tlie�e �l involvecfin tlie censzGS�racess l oF l,�e tlie�e �l in tlie neig/�i6orh�oa�.s. �liere �zre issues of trust, �rn�fin ard y taget cam�l te informcztion, �ve neecftoget across lio�v tliefol.�s� in Saint Paul�vill6en �t 6y�artic�ating in t6ie censau: " -Denise Harris, Task Force Co-Chair In addition to the impact at the community level the City of Saint Paul is also impacted. Federal fimding for the City of Saint Paul is allocated based on formulas that use Census data. It was estimated that in 1990 our undercount was 13 percent, which translated into a loss of over six million dollazs over a 10 year period that would have come from the Federal govemment if Saint Paul Census 2000 Task Force and City of Saint Paul a� -�t c Saint Paul Census 2000 Outreach Project everyone had been counted. This does not include the funding losses to Ramsey County and the Saint Paul Public Housing Authority. The loss of funding for the city translates into a loss of goods and services for its residents. The investment in a Census 2000 educational outreach effort will benefit the community by lowerin� the undercount and therefore brin�in� in more resources. C. Evaluation 1. How will you measure the effectiveness of your activities. The first measure of success is the completion of the Action Plan. The second measure is the participation of community leaders. The third measure is the estimated undercount as measured by the Census Bureau. 2. Your criteria (measurable, ifpossible) for a sz�ccessful program and the results you expect to have achieved by the end of the funding period. By the end of June 2000, the goals will have been achieved if all the actions in the action plan have beeen completed. If the Action Plan calls for the distribution of 10,000 flyers and if that is accomplished, then we have succeeded in reaching 10,000 people. If the Action Plan calls for a community event, attendance at the community event will be a measure of success. Another criteria will be the participation of community leaders. If they participate and educate their community, then we have succeeded on that measure. A post-Census evaluation of community leaders will survey the success of the Census Task Force. The last measure of success will be if the undercount estimate is either less than the 1.3% undercount for Saint Paul in 1990 or if the undercount is less than comparable cities in 2000. This will be impossible to improve on without foundation support. 3. Who will be involved in evaluating this work The city will evaluate the progress of each action item and document its completion. In addition, an evaluation form will be sent to community leaders asking for their evaluation of the outreach effort. Finally, the Task Force members will be asked to evaluate the Task Force. A final report will be provided to the Task Force, Saint Paul City Council, funders, the Mayor, and those who responded to the evaluation form. The report will also be made available upon request. Saint Paul Census 2000 Task Force and City of Saint Paul ��-��t Saint Paul Census 2000 Outreach 4. How will evaZuations be used. The results of this effort will be put in a report to be used for the next Census. Throu�h the input of the Saint Paul Census 2000 Task Force and the community, the City will gain insight that can be used for other outreach efforts. Saint Paul Census 2000 Task Force and City of Saint Paul 10 d �L9 -�� 1 CENSUS 2000 SPECIAL EVENTS AND FESTIVALS TENTATIVE TIME LINE CHECK LIST Feb 1999 ❑ Task Force Formed ❑ Press Conference/Hubbs Center ❑ Slogan adapted Everybody Counts in Saint Pau1 March 1999 ❑ International Womens Day ❑ Task Force Monthly Meeting April 1999 ❑ Mayor's Night Out-Arlington High School May 1999 ❑ Cinco de Mayo ❑ Asian American Festival ❑ American Indian Month �l�f'ii-�IL•13 ❑ Hmong American Partnership Summer Festival July 1999 ❑ Lao Family July 4`� Celebration ❑ Science Museum E�ibit Planning ❑ Slogan & Logo "Everyone Counts" ❑ Rondo Days August 1999 ❑ State Fair (float, children's character for parade "The CounY') ❑ City Website development begins ❑ Mtg with St. Paul School Superintendent ❑ Fanner's Market ❑ Vikings Conference (end of month) �i� -�,� � September 1999 ❑ Vikin�s Conference (be nnin of month) ❑ Colleges-Campaign with students ❑ Mexico Independence Day ❑ Native American Indian Parade/Woman's Pow Wow 1. Full days invent September 26, 1999 2. Mini Pow Wow pazade September 24, 1999 ❑ West 7th October 1999 ❑ Mounds Pazk ❑ Vikings November 1999 ❑ Hmong New Year ❑ Science Museum Pow Wow ❑ St. Thomas Pow Wow ❑ Thanksgiving Pow Wow December 1999 ❑ Pow Wow (bzte�2se PR marketing January - April) January 2000 ❑ School Mailing (to parents) ❑ Martin Luther King Birthday ❑ Winter Carnival ❑ Newsletter in Community Organizations February 2000 ❑ Set up Questionnaire Assistance Center (QAC) ❑ Bookmobile (exclusive to libraries) ❑ Mailings (P.R. targeted at leaders of various community groups) ❑ Lunar New Year ❑ Black History Month ❑ Newsletters a�-�� Mazch 2000 ❑ Billboazds ❑ PSA - Radio & T.V. - Celebrities ❑ Movie theaters ❑ Cable/Newsletters (need a listing of community newspapers) ❑ Mailin�s ❑ Water bill inserts — NSP ❑ Woman's Month Apri12000 ❑ SignBanners ❑ PSA - Radio & T.V. ❑ BaseballOpener ❑ Press Releases ❑ Shirts ❑ Banners ❑ Posters ❑ Brochures ❑ Cups ❑ Balloons j - , C Green Sheet # `d � o d RESOLUTION OF SAINT PAUL, MINNESOTA Presented By Referred To 1 2 3 4 Council File � `i9 - '7 � l Committee: Date CENSUS COORDINATION PROPOSAL SUBMISSION TO SAINT PAUL FOUNDATION 6 WHEREAS, the Census Taskforce ofthe City of Saint Paul did establish a proposed Project and 7 Action Timeline, with the coordination of the City of Minneapolis, the State of M'innesota and the Census Roundtable; now, therefore, be it 10 RESOLVED, that Mayor Norm Coleman, as Chief Executive Officer of the City of Saint Paul, is 11 hereby authorized and directed to submit the Census Coordination Proposal to the Saint Paul Foundation in 12 such form as prescribed by the Foundation; and be it 13 14 15 16 17 18 19 20 21 FURTHER RESOLVED, that the Mayor or his designated representatives, PED Grants Management staff, are further authorized to submit to the Saint Paul Foundation any technical changes or additional information that may be required by said Foundation during their review of the City's Submission of the Census Coordination Proposal; and be it FINALLY RESOLVED, that upon notification of approval of the City of Saint Paul's Census Coordination Proposal, the Council does hereby authorize the proper City officials to execute the grant agreements between the Saint Paul Foundation and the City of Saint Paul for the Census Coordination Proposal. .*: Page 2 of 2 Absent q q,� t�� Requested by Planning & Economic Development: By. X/ . �—i��-�u�✓ Adopted by Council: Date `tV ° Adoption Certified by Council Secretary: B By: Approved by Mayor: Date � �� Form Approved by City Attomey: �Gt;I.QC{r� � �ZGt_ 8-'�-4t ! by Mayor f ytt ubmission to Council: � ! � s/� � . �� _ ,._ C�G,� �� DEPARTMENT/OFFICE/COUNCIL DATE INmATEU ' � � r� Office 8-4-99 GREEN SHEET No 10100 CONTACT PFRSON & PHONE ��Mlauoate ��nlauo�� Alberto Quintela 266-8529 � ov�nnmrto.�ce.a� ancou+ra MUS7 BE ON COUNCIL AGENDA BY (DAT� wSSIGN 8-4-99 N �� an�„wuE. anaFn¢ ROUi1NG ORDQt ❑RIAMCNLfEMNCFSqR RNMdY.BERVIKL}G �rnroaloxwsmrnxr� ❑ TOTAL # OF SIGNATURE PAGES (CUP ALL LOCATIONS FOR SIGNATURE) C710N REQUES7ED Authorization to submit Census Coordination Proposal to Saint Paul Foundation RECOMMENDATION APPfoVe (A) W R2J2C� (R) PERSONALSERVICE CONiRACTS MUSTANSWER TME FOLLOWING QUESTIONS: 1. HasthispersorJfirtnevervrorkeduntleracoMracttorihisdepartmenC! PLANNING CAMMISSION VES NO CIB CAMMITTEE � 2. Has Nis persoNfirm eMer been a cily emplovee9 CIVILSERVICECOMMISSION YES NO 3. Dcesthis persoNfnm Dosazss a sfull not nmrnaNypossessed by arc9 curterA city emPiayee? YES NO 4. Is Nis pe�soMrm a fargeted venda? YES NO FxpWin all yes answe�s on separate sheet arW attach to preen sheet INITIATING PROBLEM ISSUE, OPPORTUNITY (Who, What, When, Where, Why) In 1990 Census under count resulted in six millinn dollars federal dollar loss. ADVAMAGES IF APPROVED Under count will be rectified and City will reIieve increased federal funds. DISADVAMAGES IF APPROVED Foundation funds may not be available for other projects. DISADVANTAGES IF NOT APPROVED Census efforts will not be coordinated and under count may continue. TOTALAMOUNT OF TRANSACTION f I.00.00O CASTlREVENUE BUDGETED (CIRCLE ONE) VES NO FUNDINGSOURCE St. Paul Foundation ACTNITYNUMBER FlN4NCVLL MFORMAiION (IXPW N) 99-'l�\ Saint Paul Census 2000 Outreach Project Minnesota Common Grant Application Farm Date of .lpplicarion: Aug 1, 1999 Organization Information: Legal Name of Organizarion: City of Saint Paul Addtess: 25 West Fourth Street Ciry, State, zip: Saint Paul, MN 55102 Telephone: (651) 266-6655 Individuals Responsible: Name of top paid staff: Tom Harren NorthWest Team Leader Direct dial Phone �: (651)266-6691 The Deparhnent of Planning and Economic Development Contact person (if different from top paid staf� Maya Petrovic Census 2000 Coordinator Direct dial Phone #: (651)266-6647 Organization Description:(2-3 sentences) The Saint Paul Census 2000 Task Force, appointed by Mayor Norm Coleman, is a voluntary task force ofcommunity representatives who work collaboratively to develop and implement educational outreach efforts to encoura�e Saint Paul residents to participate in the 2000 Census. The committee focuses on partnering with organizations that have direct access to communities who historically have been undercounted, and therefore, historically under-represented. The 2000 Census is critical for obtaining information about our neighborhoods and communities that can be used for planning and policy decisions. Is your organization an IRS 501(c)(3) not-for-profit? Yes The dollar amount being requested: $100,000 for project support. Funds are being requested for: ❑General Operating Support X Project Support � Start-Up Costs � Capital � Endowment ❑ Technical Assistance No X (Nlunicipal Govemment) Saint Paul Census 2000 Task Force and City of Saint Paul �t9 —�c� 1 Saint Paul Census 2000 Outreach Project Time Frame Ifa project, give project duration: Present to June 2000. The Census will be taken on April l, 2000. Non-response follow-up will continue through June. Budget Total annual organization budget: The bud�et for the City of Saint Paul is S 490 million in 1999 of which $160 million are General Fund expenditures. Total project budget (for support other than general operatzn�: For 1999, this project has an anticipated cost of $200,000 of which $51,000 has been appropriated by the City of Saint Paul and �149,000 must be raised from outside sources. The Department of Planning and Economic Development has hired a full time staff person and will fund a portion of the outreach activities. Outside sources will directly fund outreach activities. Office space and a computer are provided in- kindby the Department ofPlanning and Economic Development in addition to the budgeted amount. Proposal Summary Project name: Saint Paul Census 2000 Outreach Project Please give a 2-3 sentence summary of the request: The Saint Paul Census 2000 Task Force is seeking project support for funding the planning and implementation of an educational outreach effort tugeting organizations who serve people who historically have been undercounted. The specifics of the Action Plan include: 1) literature development, translation, printing, and distribution; 2) special educational cornmunity events; 3) articles and advertisement in community papers; 4) television and radio appearances, perhaps with local celebrities; 5) video production and distribution for those who do not read community newspapers; and 6) a Census poster contest for children. Geographic area and population served: The primary geographic area to be served is Saint PauL The targeted populations which have representation on the Task Force are: African American, Latino, American Indian, Asian/Pacific Islander, Homeless, New Immigrants, Low Income Persons, Persons with Disabilities, Seniors and Youths. Signature Saint Paul Census 2000 Task Force and City of Saint Paul ag -�� 1 Saint Paul Census 2000 Outreach Proiect Proposal Narrative A. Organizational Information I. OrganiZation history. In August of 1998 the City of Saint Paul authorized the allocation of funds for census activities. The mission was to encoura�e residents to answer the census and conect the undercount of the 1990 Census. In October of 1998 the City's Department of Planning and Economic Developement hired a full time Census 2000 Coordinator. Working with Mayor Norm Coleman, atask force was formed, and the Mayor appointed six individuals from the community to co-chair the Everybody Counts in Saint Paul Census Z000 Task Force. The Task Force was announced to the public in February and has been holdin� monthly meetings since. The 2000 Task Force has been very active in developing and implementing outreach strategies. Some of the activities include: Negotiations with a leading PR firm to provide pro-bono services by developing a plan to incorporate corporate sponsorship in Census activities. Working with the Saint Paul Public Libraries to develop a plan to reach our communities through the libraries. Recruiting individuals who work in community based organizations to jointhe effort. Attending staff meetings of these organizations to educate staff on the importance of the Census. Meeting with spiritual leaders and asking for their support. 2. Brief sz�mmary of organization mission and goals. The stated purpose of the Saint Paul Census 2000 Task Force is to partner with the United States Bureau of the Census to ensure the most complete and accurate survey possible of population and housing in Saint Paul. To accomplish this, the Task Force members have been working collaboratively with each other and with their respective communities to develop an Action Plan that focuses on populations that have historically been undercounted. The Task Force will then implement the plan. 3. Description of current programs, activities, service statistics, and strengths and accomplishments. The Saint Paul Department of Plannin� and Economic Development initiated a meeting with the Census Bureau, Minnesota Planning, Minneapolis Office of Planning and Development, and the Metropolitan Council in early1998. This was the beginnin� ofthe Census Roundtable that continues to meet monthly. The Census Roundtable membership has �rown to include the Urban Coalition, Saint Paul Census 2000 Task Force and City of Saint Paul c�� _'1 � � Saint Paul Census 2000 Outreach Project the State Minority Councils, the Council on Disabilities, the Women's Council, and other interested parties. The purpose of the roundtable is to ensure coordination and collaboration of Census activities across the state. With the state and regional framework in place, the City of Saint Paul proceeded to establish the Everybocly Counts in Saint Paa�1 Census 2000 Task Force which was authorized by the Saint Paul City Council and Mayor in the summer of 1998. The Task Force held its first meeting in January 1999. The meeting was a kick-off ineeting where the Census Bureau provided information about what was happening at federal, state, local Census Offices. The Census Bureau also discussed the need for local partners to establish a Task Force. The Task Force continues to meet on a monthly basis and has begun to identify populations that are difficult to count, listed barriers to their participation, and methods and messages to address those bamers. 4. Your organization's relationship with other organizations working to meet the same needs or providing similar services. Please explain how you differ from these other agencies. While there may be many groups that emerge over the next yeaz which have an interest in the Census and want to make sure their community is counted, the Saint Paul Task Force is the only local organization that is coordinating efforts for all populations within the City of Saint Paul. The Saint Paul Task Force complements the work of the Census Bureau. The Census Bureau is responsible for conducting the Census. To that end, the Census Bureau will run a national advertising campaign, mail out the census forms, send enumerators into the field, and tabulate the results of the Census. Meanwhile, the Saint Paul Census 2000 Outreach project will run a local advertising campaign using media such as neighborhood and ethnic newspapers and local radio stations and cable programs. The local campaign will be a grassroots, bottom-up campaign where the outreach activity ideas will come from the community. The relationship of the Saint Paul Census 2000 Task Force to the Minnesota Census Roundtable is one of coordination and collaboration. Each of the organizations at the table represents a different group, and many of these groups overlap. For example, the Asian American Census Awareness Committee has been involved in the Census Roundtable. The City of Saint Paul worked on several projects with this group including a presentation at the Intemational Women's Day celebration and a Census resource booth at the Asian American Heritage Days Festival. This partnership at the Census Roundtable should minimize any duplication of efforts and allow forresource sharing across organizations. The relationship between the Saint Paul Census 2000 Task Force and the Ramsey County Complete Count Committee (which is now bein� formed) is that one staff inember from Ramsey County has responsibility for Saint Paul as �vell as the surroundin� suburbs. As such, Ramsey County staff has been workin� with the Saint Paul Task Force on several projects includin� developin� a campaign Saint Paul Census 2000 Task Force and City of Saint Paul 2 ag -�(� Saint Paul Census 2000 Outreach to count the homeless, and working collaboratively with the Women Infants and Children nuhitional program to reach pre school aged children and their families. 5. Number of board members, full time paid staff, part-time paid staff, and volunteers. The City of Saint Paul has hired one full time paid staffperson, a Census 2000 c6ordinator. The staff person has assistance from her supervisor in the Department of Pluuiing and Economic Development, and also meets on a regular basis with staff representing the Mayor. This staffperson has also worked on Census related projects with the City's Public HousinJ Authority, Information Systems Department, Real Estate Aivision, the libraries, and soon the schools and ESL sites. The Everybody Counts in Saint Paul Task Force currently has 11 official members. To become a member, the person is appointed by the Mayor. In addition to those official members, there are many people who have expressed an interest in working with the City. As awazeness of the Census grows, and as implementation of the outreach plan begins, the membership will be expected to g�ow. Saint Paul Census 2000 Task Force and City of Saint Paul �`l -�1G � Saint Paul Census 2000 Outreach B. Purpose of Grant 1. Situation Situation: In January of 1999, the Minnesota Council on Non-Profits held an educational session where Allan Malkis from the Urban Coafition articulated the reasons why local foundations where needed to fill the �ap between what govemment could provide and what was needed in the community. The Census Bureau does not have the capacity to support all the activity that is needed in order to ensure full participation from difficult to enumerate populations. The Census Bureau will produce a national advertising campai�n but the fiznding levels aze significantly less than the private market spends on a national advertising campaign. On the local level a campaign is needed that shows the faces of well-known people from our communities with messages that address specific local uses of the Census data and tangible products and services that were made possible based on the 1990 Census results. The Census Bureau will hire enumerators and other field workers from the community but the Census 2000 Outreach Project will need to prepaze the community to be responsive to that Census enumerator if helshe knocks on the door. This responsiveness will depend on trust being built at the local level with support from local leaders. The Census Bureau cannot do it all for every community across the nation. There must be local assistance. Census data is one of the main data sets that is universally used to understand our communities and provides information that no other surveys reveaL There are many examples of data that is only available in the Census. For example, Census data is the only source that will tell us how large the Hmong community is. Census data is the only source for understanding who is in poverty and the extent to which poverty is concentrated in certain neighborhoods or across racial/ethnic groups. Census data lets us know where all the children are, not just those who are currently attending public schools. Census data is the only data that links income and housing costs to give us information about the magnitude of the affordable housing crisis. Census data is used extensively in policy decisions and funding decisions by the public, private, and non-profit sectors. In particular, Federal funding is granted to the City of Saint Paul using formulas that aze based on the Census population figures. The accuracy of this data is critical for good decision-making. Many organizations use Census data for much of their baseline information. In order to make informed public policy decisions and support initiatives related to poverty, economic integration and racial integration, the Census must provide accurate and complete information on income, race, and residential location. In order to promote economically heaithy neighborhoods and communities, Census data is used to understand the local market, the levei of affordable housing, and the incomes of people in relation to their household size. Census data is important in developin� community capacity. We need the participation from the nei�hbarhood District Councils, as well as block clubs which have developed through community crime prevention programs in order to reach residents and encoura�e them to answer the Census. Saint Paul Census 2000 Task Force and City of Saint Paul 4 �l�t - `l � 1 Saint Paul Census 2000 Outreach Proiect The results ofthe Census will be used by neighborhood and community organizations as they decide where to put their efforts. Additionally, these organizations will then seek funding and must justify their proposals, in part, with Census data. At this point, the Task Force is finalizing the Action Plan. Since 1990, our city has become more diverse making it more difficult to enumerate. In addition, for the average resident, the amount of junk mail that is processed has increased making it more difficult for people to recognize the Census as an important document. We expect the project needs more creative outreach activities and the budget needs to be significally greater for year 2000. How: The Census Bureau decided that they would develop partnership with local government agencies. They then developed literature on the possible roles and activities of a local Task Force. They sent that information to local government agencies, including the City of Saint Paul, and asked us to become partners. Since the City of Saint Paul understood that importance of a local partner and has established a Task Force in previous censuses, we agreed that this was an important effort for the City to undertake. In order for a Task Force to be successful, the city needs partners from the community to assist. We wanted a broad representation of our community including unions, businesses hospitals, and community representatives as well as organizations with direct access to individuals in targeted communities. Organizations are being contacted directly and asked to either join the Task Force or suggest others who should be contacted. Who: The City staff of the Saint Paul Census 2000 Task Force will serve as the facilitator of the process. The Task Force members will be primarily responsible for generating the ideas that will go into the Action Plan. In addition to the activities suggested by the Task Force, we will also explore using ideas from the State Minority Councils, from the Minneapolis Complete Count Committee, and from other organizations. The Task Force and the City of Saint Paul will jointly determine which activities will be in the final Action Plan. 2. Specific activities Specific activities: The Saint Paul Census 2000 Task Force will meet regularly to develop and implement an Action Plan. The majority of the effort will be in implementing the Action Plan. While the specifics of the Action Plan are being finalized, the Task Force is highly likely to implement the following outreach activities: 1) culturally appropriate literature development, translation, printing, and distribution. 2) Special educational community events including food and prizes. 3) Articles and advertisements in community papers. 4)television and radio appearances, perhaps with local celebrities. 5) Video production and distribution, and 6) a Census poster contest for children. Saint Paul Census 2000 Task Force and City of Saint Paul 5 �[g -'l � 1 Saint Paul Census 2000 Outreach Project YVho: Maya Petrovic, Saint Paul Census 2000 Coordinator, �vill serve as the Project Manager. The Task Force is expected to be aworking committee andwill participate in developing the ActionPlan and implementing the activities in the Action Plan. Mary Kazcz, Ramsey County Senior Policy Analyst, along with a team of County staff, will assist the Task Force as needed. Overall Goal.• The stated goal of the Saint Paul Census 2000 Task Force is to partner with the United States Bureau of the Census to ensure the most complete and accurate survey possible of population and housin� in Minnesota. Specifzc objectives or ways in which you will meet the goal: The Saint Paul Census 2000 Task Force will accomplish this goal through 1) the development ofthe Action Plan, and 2) implementation of the Action Plan. Objective 1—Development of the Action Plan: In developing the Action Plan the Task Force has 1) identified communities that are likely to be undercounted, 2) identified barries to the communities participation in the Census. 3) proposed outreach activities that will address the identified barriers, 4) in the process of identifying who will take primary responsibility for implementing the outreach activity and who will be a partner, and 5) estimate the cost of the activity. The following is an example of what the Task Force may include in the Action Plan: Target Population: Hmong elders Barriers: Many do not speak English and do not have the skills to read in any language, Outreach Activity: Develop a videotape with prominent Hmong leaders. The video will be shown in the waiting rooms of tazgeted institutions, distributed through specific vendors. The video will be shown at specified Hmong communitu events. The video will also be aired on Hmong TV, a local cable program. Primary Responsibility: Saint Paul Task Force Partners: Lao Family, Hmong American Partnership, City of Mpls Cost estimate: $5000 Actions that will acompZish this objective: The process for completin� the Action Plan began with the Task Force brainstorming to identify target groups, their barriers, and how to address those bames. Staff compiled the results and put ideas into a consistent format. The Task Force will continue to develop and refine outreach strategies by addin� information such as who will take primary responsibility for implementin� each strate�y and who will need to be partner. The estimated cost will also be included. Saint Paul Census 2000 Task Force and City oF Saint Paul �.� -� � � Saint Paul Census 2000 Outreach Project Task Force members will gather ideas and discuss the draft Action Plan with people from their respective communities. Once a first draft is finished, the Task Force must step back and look at the whole plan. They must ask a few evaluative questions: Is it possible to cany out the plan with known resources? Do they need to prioritize? Do they need additional resources? Is the plan equitable among target goups? Based on this evaluation, the Task Force will move forward and finalize the plan. The plan must be approved by the Task Force and by the City of Saint Paul.. To encoura�e participation from this volunteer Task Force, we will hold meetings at sites out in the community and provide food and beverages. Meetings aze always open to the public and we would allow the opporiunity for community input. Objective 2- Implement the Action Plan: To implement the Action Plan, the organization or person who accepted primary responsibility must take the next steps to implement the outreach activity for each activity in the plan. The City staffwill maintain fiscal responsibility and central coordination. Actions that will accomplish this objective: The Task Force will continue to meet on a regulaz basis. Task Farce members will be expected to report on their progress and ask for help if they need it. The Task Force will be supportive of everyone's effort and will assist others to the extent possible if one of the strategies encounters unanticipated difficulties. As with the meetings to draft the action plan, the implementation meetings will be held in the community. Food and beverage will be provided to encourage participation of the community volunteers. The meetings aze open to the public and the community is encouraged to join the meeting and volunteer to assist with implementation. Time Frame: The Saint Pau12000 Census Outreach Proj ect is a multi-year project startin� in 1998 and continuing through mid-year in 2000. The committee will need to meet as needed to generally follow the timeline outlined below. 1998 Qtr 2 1998 Qtr 3-4 1999 Qtr 1-2 1999 Qtr 3-4 2000 Qtr 1 2000 April 1 2000 Qtr 2 2000 Qtr 3 Authorize Committee Establish Committee Membership Develop Action Plan Prepare for Outreach Activities Implement Outreach Activities Census Day Non-response follow-up Activities Evaluation Saint Paul Census 2000 Task Force and City of Saint Paul ��{ -`l� 1 Saint Paul Census 2000 Outreach Project The Task Force has been established. Additional members will be appointed and the Task Force will grow. The Task Force has b�Qun to finalize the Action Plan. Once approved, the Task Force will prepare for the outreach activities. Preparation may include: the production of videos; design, translation, and printin� of literature; alertin� potential literature distribution sites that their assistance is needed; and reserving sites for community events. The implementation phase is from January throu�h June when activities may include:distribution of literature, community events held, and videos aired on cable television. Even though Census Day is April l, 2000 the effort to encourage people to answer the census or talk to an enumerator will continue throu�h 7une, 2000. The Task Force will conclude its activities with an evaluation and celebration of their work. 3. Impact of activities How the proposecl activities wi11 benefit the community in which they wi11 occur. Community organizations and the communities they serve will benefit from an accurate and complete Census. Task Force members were asked why they were interested in serving on this Task Force. Some of their responses are listed below. It is vitRltliat communities ofcol�or 6e accuratl y counte�ffor many reczsons, 6ut e�ecially 6ecause census d�czta drectly im�actsf��ndng czll cate�f6ack to tliese communities" -George Perez, Task Force Co-Chair `Censatr?000 lias t6ie�otenturlof�utting tl�ie.�sian community on tlie ma� anafradar screen ofmany l calorganizatians Rndl veLs afgovernment. �his zs our time to 6e countedan�finclu�d�infutureplans: " -Cha Vang, Task Force Co-Chair It is im�artRnt tlzat tlie�e �l involvecfin tlie censzGS�racess l oF l,�e tlie�e �l in tlie neig/�i6orh�oa�.s. �liere �zre issues of trust, �rn�fin ard y taget cam�l te informcztion, �ve neecftoget across lio�v tliefol.�s� in Saint Paul�vill6en �t 6y�artic�ating in t6ie censau: " -Denise Harris, Task Force Co-Chair In addition to the impact at the community level the City of Saint Paul is also impacted. Federal fimding for the City of Saint Paul is allocated based on formulas that use Census data. It was estimated that in 1990 our undercount was 13 percent, which translated into a loss of over six million dollazs over a 10 year period that would have come from the Federal govemment if Saint Paul Census 2000 Task Force and City of Saint Paul a� -�t c Saint Paul Census 2000 Outreach Project everyone had been counted. This does not include the funding losses to Ramsey County and the Saint Paul Public Housing Authority. The loss of funding for the city translates into a loss of goods and services for its residents. The investment in a Census 2000 educational outreach effort will benefit the community by lowerin� the undercount and therefore brin�in� in more resources. C. Evaluation 1. How will you measure the effectiveness of your activities. The first measure of success is the completion of the Action Plan. The second measure is the participation of community leaders. The third measure is the estimated undercount as measured by the Census Bureau. 2. Your criteria (measurable, ifpossible) for a sz�ccessful program and the results you expect to have achieved by the end of the funding period. By the end of June 2000, the goals will have been achieved if all the actions in the action plan have beeen completed. If the Action Plan calls for the distribution of 10,000 flyers and if that is accomplished, then we have succeeded in reaching 10,000 people. If the Action Plan calls for a community event, attendance at the community event will be a measure of success. Another criteria will be the participation of community leaders. If they participate and educate their community, then we have succeeded on that measure. A post-Census evaluation of community leaders will survey the success of the Census Task Force. The last measure of success will be if the undercount estimate is either less than the 1.3% undercount for Saint Paul in 1990 or if the undercount is less than comparable cities in 2000. This will be impossible to improve on without foundation support. 3. Who will be involved in evaluating this work The city will evaluate the progress of each action item and document its completion. In addition, an evaluation form will be sent to community leaders asking for their evaluation of the outreach effort. Finally, the Task Force members will be asked to evaluate the Task Force. A final report will be provided to the Task Force, Saint Paul City Council, funders, the Mayor, and those who responded to the evaluation form. The report will also be made available upon request. Saint Paul Census 2000 Task Force and City of Saint Paul ��-��t Saint Paul Census 2000 Outreach 4. How will evaZuations be used. The results of this effort will be put in a report to be used for the next Census. Throu�h the input of the Saint Paul Census 2000 Task Force and the community, the City will gain insight that can be used for other outreach efforts. Saint Paul Census 2000 Task Force and City of Saint Paul 10 d �L9 -�� 1 CENSUS 2000 SPECIAL EVENTS AND FESTIVALS TENTATIVE TIME LINE CHECK LIST Feb 1999 ❑ Task Force Formed ❑ Press Conference/Hubbs Center ❑ Slogan adapted Everybody Counts in Saint Pau1 March 1999 ❑ International Womens Day ❑ Task Force Monthly Meeting April 1999 ❑ Mayor's Night Out-Arlington High School May 1999 ❑ Cinco de Mayo ❑ Asian American Festival ❑ American Indian Month �l�f'ii-�IL•13 ❑ Hmong American Partnership Summer Festival July 1999 ❑ Lao Family July 4`� Celebration ❑ Science Museum E�ibit Planning ❑ Slogan & Logo "Everyone Counts" ❑ Rondo Days August 1999 ❑ State Fair (float, children's character for parade "The CounY') ❑ City Website development begins ❑ Mtg with St. Paul School Superintendent ❑ Fanner's Market ❑ Vikings Conference (end of month) �i� -�,� � September 1999 ❑ Vikin�s Conference (be nnin of month) ❑ Colleges-Campaign with students ❑ Mexico Independence Day ❑ Native American Indian Parade/Woman's Pow Wow 1. Full days invent September 26, 1999 2. Mini Pow Wow pazade September 24, 1999 ❑ West 7th October 1999 ❑ Mounds Pazk ❑ Vikings November 1999 ❑ Hmong New Year ❑ Science Museum Pow Wow ❑ St. Thomas Pow Wow ❑ Thanksgiving Pow Wow December 1999 ❑ Pow Wow (bzte�2se PR marketing January - April) January 2000 ❑ School Mailing (to parents) ❑ Martin Luther King Birthday ❑ Winter Carnival ❑ Newsletter in Community Organizations February 2000 ❑ Set up Questionnaire Assistance Center (QAC) ❑ Bookmobile (exclusive to libraries) ❑ Mailings (P.R. targeted at leaders of various community groups) ❑ Lunar New Year ❑ Black History Month ❑ Newsletters a�-�� Mazch 2000 ❑ Billboazds ❑ PSA - Radio & T.V. - Celebrities ❑ Movie theaters ❑ Cable/Newsletters (need a listing of community newspapers) ❑ Mailin�s ❑ Water bill inserts — NSP ❑ Woman's Month Apri12000 ❑ SignBanners ❑ PSA - Radio & T.V. ❑ BaseballOpener ❑ Press Releases ❑ Shirts ❑ Banners ❑ Posters ❑ Brochures ❑ Cups ❑ Balloons