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ADOPT A RESOLUTION TO APPROVE AUGMENTED STATE CENSUS FUNDING AND AMENDMENT TO THE AGREEMENT WITH EL CONCILIO TO PERFORM ADDITIONAL HARD-TO-COUNT ACTIVITIES FOR THE CITY OF STOCKTON
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RECOMMENDATION
It is recommended that City Council adopt a Resolution:
1. To accept augmented State Census Funding, increasing the program amount by $98,461, to $422,318;
2. Increase the existing agreement with El Concilio by $97,961 to provide essential support to complete the Census work; and
3. Appropriate revenues and expenditures in the amount of the agreements to the Special Purpose Grant Fund Non-Departmental Budget.
It is also recommended that the City Manager be authorized to take actions necessary to carry out the intent of this Resolution.
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Summary
The California Complete Count Census 2020 (CCC) Office allocated funding for municipalities to conduct education and outreach campaigns to encourage full participation and avoid an undercount. Census response data is used to allocate Congressional and local government seats, including more than 300 federal programs, such as Medicaid, education, housing assistance, health care, nutrition for children and families, job programs, and low-income tax credits. The CCC Office approached the City of Stockton to provide additional funding to augment the City’s existing Census campaign. During the March 19, 2019 meeting, the City Council authorized the City Manager to enter into an agreement with the State of California to receive funds to facilitate a campaign based on a Statement of Work outlined by the CCC Office, including the development of a local Strategic Plan to reach Hard-to-Count (HTC) populations.
During the December 10, 2019 meeting City Council by motion, adopted and authorized the City Manager to enter into a sole-source agreement with El Concilio in the amount of $323,857 to administer the outreach and education functions of the California Complete Count Census 2020 Strategic Plan for the City of Stockton. Due to the City’s historical challenges with enumeration in Hard-to-Count census tracts, the State augmented the City’s current funding by providing an additional allocation in the amount of $98,461.00. The City’s Contractor has completed a number of outreach objectives as outlined in the agreement with the City, which includes educating the public, motivating, activating, including grassroots coordination and strategies to facilitate outreach services. To meet and exceed the overall 64.4% 2010 self-response rate, additional Hard-to-Count activities are required through September 30, 2020, to encourage residents to complete their Census self-response questionnaire. With augmented funding, El Concilio will provide Stockton with enhanced Get Out the Count activities to fulfill the public education and outreach objectives by September 30. The contract with the State and El Concilio will end on December 31, 2020.
DISCUSSION
Background
The 2020 Census is the decennial census, mandated by Article 1, Section 2 of the United States Constitution. Every 10 years, the U.S. Census Bureau counts every resident in the nation. A complete and accurate count of California and Stockton populations is essential because the results collected during the Census will be used to determine how to allocate Congressional seats, electoral votes, and government program funding to state and local government. Completed Census responses determine how billions of dollars in federal funds are distributed to local communities. For every Californian counted during the Census 2020 count, the state will be allocated approximately $1,950 in federal program funding per year or nearly $20,000.00 for the next 10 years.
The Governor of California established the State Census 2020 Complete Count Committee by Executive Order (B-49-18) to develop, recommend, and assist in the administration of a census outreach strategy to encourage full participation in the 2020 Census. The State provided $90.3 million for Census related efforts and authorized $26.5 million of those funds for local counties, cities, and community-based organizations to conduct outreach within communities and specifically Hard-to-Count populations. The California Complete Count Census office has provided funding for Stockton’s campaign to increase access to the Census in communities that are vulnerable.
The City of Stockton has some of the highest-ranked Hard-to-Count Census tracts in the State of California. Recognizing the opportunity to count more Hard-to-Count households, the CCC office made funding available statewide through optional agreements to conduct outreach and education. Eight counties in the state did not opt-in to conduct this outreach. The total amount available for San Joaquin County was $474,168, which would have gone unclaimed. Stockton was approached by the State to receive $323,857.00 to contract with local providers to enumerate City residents. During the March 19, 2019 meeting, City Council authorized the City Manager to enter into an agreement with the State of California to receive funds to facilitate a campaign based on a Statement of Work outlined by the CCC Office, including the development of a Strategic Plan to reach Hard-to-Count (HTC) populations. During the second quarter of the 2019 calendar year the contract with the State was executed (Attachment A). Then, after an agreement with the State was executed, pursuant to Stockton Municipal Code (SMC) section 3.68.070(A)(3), City Council authorized the City Manager to enter into a Sole Course agreement with El Concilio to administer State funds in the amount of to $323,857 and perform the essential outreach and education functions of the California Complete Count Census 2020 Strategic Plan for the City of Stockton (Attachment E)
Present Situation
Due to the COVID-19 pandemic, the U.S. Census Bureau reduced the operational timeline to conduct the 2020 Census by 30 days. Despite this change, the California Census Office is pushing forward and providing resources where necessary to ensure a complete count. This presents a number of barriers for some communities, and the State of California is coordinating with Stockton for the last call to action to inspire households to complete the Census in September. Using existing and augmented resources, the City will target specific communities with a lower-than-anticipated self-response.
Stockton’s Hard-to-Count community is estimated to be nearly 60,000 people. The local campaign aims to communicate, educate, motivate, and encourage participation in the Census. Stockton’s self-response rate continues to increase. As of August 25, the self-response rate for Stockton households is 62.4%, which is less than 2% from the 2010 self-response rate. To date, the overall California Census self-response rate is 66.4% and the National self-response rate is 64.5 %. The goal for the Census team in Stockton is to meet or exceed the prior self-response rate in record time.
Due to the historical challenges mobilizing Stockton’s communities around the Census, the State proactively reached out to the City to provide an additional one-time allocation of $98,461 to enhance and fund five Census priorities. (Attachment B)
An amendment to the City’s existing agreement with El Concilio is required. (Attachment C) El Concilio has been responsible for participating and supporting Stockton with Census efforts by leading the Citywide campaign effort and deploying strategic grassroots tactics to activate the public to participate in the Census. El Concilio will work with existing subcontracted partners and available resources to reach specific Hard-to-Count populations in our community.
Staff recommends amending the original agreement with El Concilio (Attachment D) to include additional funding to help facilitate enhanced Hard-to-Count outreach activities. The additional, $97,961.00, augmented funding will support the following five (5) State Census priorities for all City Council Districts.
1. Printing of census collateral materials in languages that support the hardest to count demographics and local outreach strategies as defined in the City’s implementation plan.
2. Providing in-language support at Questionnaire Assistance Centers and other outreach activities focused on motivating the hardest to count communities to complete the census questionnaire. This focus should take into consideration the Language and Communication Access plan requirements (LACAP).
3. Executing Census outreach activities in tracks that have a Hard-to-Count index of 57 or more, where there are currently no activities planned.
4. Bolstering existing efforts in hardest to count census tracks to amplify the campaign’s call to action of completing the census questionnaire online.
5. Establishing a contingency fund for rapid deployment of resources during the self-response period, including but not limited to establishing Questionnaire Assistance Centers and expanded hours, canvassing, phone banking, and other census outreach activities that may be easily adjusted to focus on tracks that are below expected response rates.
FINANCIAL SUMMARY
Additional state funding will enhance the City’s scope of work activities through September 30. The existing state contract term end-date will remain unchanged, which is set to expire on December 31, 2020. With Council approval, the City will receive augmented State funds in the amount of $98,461 requiring an increase to the state contract in the amount of $422,318.00.
The previously approved City of Stockton Resolution appropriates these funds to the Special Purpose Grants Fund Non-Departmental budget and authorizes the expenditure of the same amount in accordance with the standard agreement. The contract with El Concilio will also require an amendment to allocate $97,961.00.
The augmented funding will increase El Concilio’s agreement from $323,857.00 up to $421,818.00. City of Stockton will withhold $500.00 to reimburse the City for expenses incurred during the campaign due to COVID-19 or other unforeseen costs to the City.
Census Budget Accounts
Revenue 020-0142-341 State CA Reimbursement / 2020 Census
Expenses 020-0142-510 Employee Services / Salaries Regular
Attachment A - State Contract - California Complete Count 2020
Attachment B - Amended State Contract
Attachment C - Contract with El Concilio
Attachment D - Amended El Concilio Contract
Attachment E - Strategic Plan Executive Summary