HomeMy WebLinkAboutResolutions - 2020.04.13 - 33037MISCELLANEOUS RESOLUTION #20100 April 13, 2020
BY: Commissioner David T. Woodward, Chairperson, Emergency Operations and Oversight Committee
IN RE: COUNTY EXECUTIVE — COMMUNITY CENSUS SUPPORT FUNDING GRANT ACCEPTANCE
To the Oakland County Board of Commissioners
Chairperson, Ladies and Gentlemen:
WHEREAS the State of Michigan and the Michigan Municipal League Foundation have awarded the
Oakland County Executive Office Community Census Support Funding in the amount of $250,000; and
WHEREAS the grant period is April 1, 2020 thorough August 31, 2020; and
WHEREAS the funding will be used to raise awareness of what is at stake for each community and to
mobilize Oakland County as a trusted messenger to encourage and maximize self -response of the 2020
Census; and
WHEREAS every 10 years, the U.S. Constitution requires a head count of every person living in the United
States, regardless of age, immigration status or type of residency; and
WHEREAS completing the census is critically important because it determines funding for local
communities and essential services, shapes congressional representation, determines legislative districts
and much more; and
WHEREAS census numbers also determine federal funding for the police officers and firefighters who keep
our communities safe, schools, senior programs, and other federal public health grants for emergency
services; and
WHEREAS it has never been more important to protect the health and safety of all Oakland County
residents during the continuing Coronavirus (COVID-19) pandemic; and
WHEREAS the grant agreement has completed the Grant Review Process in accordance with
Miscellaneous Resolution #19006.
NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners accepts grant
funding from the State of Michigan and the Michigan Municipal League Foundation in the amount of
$250,000, for the period of April 1, 2020 through August 31, 2020.
BE IT FURTHER RESOLVED that the Chairperson of the Board of Commissioners is authorized to execute
the grant agreement and to approve any grant extensions or changes, within fifteen percent (15%) of the
original award, which are consistent with the original agreement as approved.
BE IT FURTHER RESOLVED that acceptance of this grant does not obligate the County to any future
commitment and continuation of the grant program is contingent upon future levels of grant funding.
BE IT FURTHER RESOLVED that the FY 2020 budget is amended as follows:
CENSUS ACTION PLAN FUND I#293011
GR0000000924 Activity GLB Analysis GLB Budget Ref: 2020
Revenue
1010101-181000-615571
Expenditures
1010101-181000-730072
1010101-181000-731388
1010101-181000-774636
1010101-181000-773630
1010101-181000-750399
1010101-181000-750511
FY 2020
State Operating Grants X250.000
Total Revenue $250,000
Advertising
$67,000
Printing
$15,000
IT Operations
$21,000
IT Development
$37,000
Office Supplies
$10,000
Special Event Supplies
$100.000
Total Expenditures
$
EMERGENCY OPERATIONS AND OVERSIGHT COMMITTEE VOTE:
Motion carried unanimously on a roll call vote.
Chairperson, on behalf of the Emergency Operations and Oversi &IU7
e
foregoing resolution.
Commissioneoodward, District #19
Chairperson, Emergency Operations and
Oversight Committee
GRANT REVIEW SIGN -OFF — County Executive Administration
GRANT NAME: Community Census Support Funding
FUNDING AGENCY: Michigan Municipal League (MML)/Michigan Department of Health and Human Services
(original source of funding)
DEPARTMENT CONTACT: Rudy Hobbs/(248) 975-9636
STATUS: Application (Less than or Equal to $250,000) / Acceptance (Greater than $10,000)
DATE: 4/6/20
Please be advised the captioned grant materials have completed internal grant review. Below are the returned comments.
The Board of Commissioners' liaison committee resolution and grant acceptance package (which should include this sign -
off and the grant agreement/contract with related documentation) may be requested to be placed on the agenda(s) of the
appropriate Board of Commissioners' committee(s) for grant acceptance by Board resolution.
DEPARTMENT REVIEW
Management and Budget:
Approved by M & B.
The resolution will need to be updated to include the necessary budget amendment for the grant award. Also, needs
clarification of the grantor (it looks like it is MML based on guidelines provided by State). There wasn't an award
agreement sent, but the MR references the execution of agreement. Need the award agreement. — Lynn Sonkiss (4/2/20)
Human Resources:
HR Approved — No HR Implications — Lori Taylor (4/2/20)
Risk Management:
Approved by Risk Management. — Robert Erlenbeck (4/2/20)
Corporation Counsel:
I reviewed the application to and acceptance letter from the Michigan Municipal Legal for the Be Counted 2020 Census
Campaign. There are not outstanding legal issues with the application or the acceptance letter. My only notation is that
the planned activities/rentals must have been creatively revised by the County enlight of the pandemic. — Joellen Shortley
(4/3/20)
(Requested MML/SOM agreement and notified Joellen]
It is a good idea to see what the terms are between the State and the MML but those shouldn't bind us since the County is
not a party to that agreement. — Joellen Shortley (4/6/20)
E) michigan municipal league
David Coulter
County Executive
2100 Pontiac Lake Rd.
Building 41W
Waterford, MI 48328
Congratulations!
Your registration and 2020 Census action plan have been accepted.
1675 Green Road
Rnn Rrbor, MI 48105-2530
1 734 662.3246
800.653 2483
1= 734.6628083
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Based on criteria set forth by the State of Michigan and data derived from a demographic
data consultant, your community will receive community Census support funding for the Be
Counted 2020 Census campaign. The funding shall be used to increase Census response rates and
motivate residents to respond to the Census questionnaire. R check in the amount of $250,000
will be mailed to your community within the next week
Your community's census work plan includes activities that may no longer be feasible given
the recommendations from the governor's office and the CDC related to the COVID-19
outbreak. We strongly recommend that you follow this guidance to ensure the safety of workers
and citizens. To make certain that you do not lose valuable time in this process, we are authorizing
you to make administrative changes to your work plan that are consistent with the intent of the
grant which is to connect with hard -to -count populations in the hope of getting a more accurate
census count. If you are unable to do so, you should return any unused grant funds to the Michigan
Municipal League Foundation. Unused grant funds must be returned to the MML Foundation no
later than August 31, 2020. Checks can be mailed to P.O. Box 7409, Ann Arbor, Mi. 48107. While
we are all devoted to dealing with this unprecedented health crisis, we must remember that an
accurate census count will have long term impacts as well so this important work must continue.
We recommend that you use the Civis Analytics, Inc. dashboard to help with your outreach
efforts. This tool is available to help you maximize Michigan's participation in the 2020 Census.
Data from the Census Bureau will be posted in the portal on a nightly basis so be sure to check the
dashboard regularly. To watch the Civis webinar to learn more about the Central Intelligence
Center data dashboard visit census.mmLorg.
Your community should plan to provide monthly progress reports for the previous months'
activities by the following dates:
April 24 (for March activities) May 8 (for April activities)
June 15 (for May activities) July 10 (for June activities)
August 7 (for July activities), if needed
We love where you live.
tall reports should be submitted to Lena Dreves, Census Project Coordinator at
Idreves@mml.org. We will provide a sample progress report document on our website,
census.mml.org. In addition, we hope that you will join the State of Michigan Census Complete
Count Committee on a bi-weekly regional call to give updates on your project. Details will be sent
to you from the Committee Executive Director, Kerry Ebersole Singh.
If you have any questions you may contact Kelly Warren at 734-669-6310, kwarren@mml.org.
Sincerely,
Daniel P. Gilmartin
Executive Director & CEO
A we love where you live
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COUNTY MICHIGAN
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State of Michigan
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Michigan Municipal League Foundation
Be Counted 2020 Census Campaign
Oakland County Census Action Plan
"Be Counted Oakland 2020"
March 13, 2020
Overview Census Outreach Goal
The Oakland County Executive office is invested in getting an accurate count of the people
in Oakland County because the census impacts everyone in the state of Michigan,
especially as it affects businesses and local communities. Our census count determines
funding for roads, police, fire, healthcare, education and so much more.
To raise awareness of what is at stake for each community and to mobilize Oakland County
as a trusted messenger to encourage and maximize self -response of the 2020 census, the
County has hired two census staff to work with partners county -wide to increase
participation in the census from those who are less likely to respond or are often missed,
paying special attention to Hard to Count and Low Response areas of the County.
The Oakland County census team will hold several "Get out the Count" outreach events in
these targeted areas throughout Oakland County from March through the end of July 2020,
partnering with the County's Cities, Townships, Villages, (CTVs) and non-profit community
organizations. The County has identified 10 of 62 City's, Township's and Villages designated
as low response areas. These areas include:
OAKLAND COUNTY LOW RESPONSE CTVs:
Hazel Park
Farmington Hills
Madison Heiqhts
Oak Park
Pontiac
Hard to Count Populations
Royal Oak Township
Southfield
Novi
Walled Lake
Wixom
Oakland County is made up of diverse communities including residents from all income
levels, and ethnicities, which includes non-English speaking people. Having an organized
and cohesive strategy that engages social service agencies and community institutions that
work throughout the County to reach these populations through their targeted programs will
ensure this project engages those that are hardest to reach.
Targeted populations of low response areas include those designated Hard to
Count include:
Immigrants/Minorities Children under five
Limited Enqlish proficiency Renters
Senior Citizens People without internet access
Colleqe Students Veterans
Oakland County Community Partners
Centro Multicultural La Familia
Lighthouse
Arab Chaldean Council
OLHSA
Oakland County Cities
Oakland County Villages
Samaritas
United Community Familv Services
Assn Chinese Americans
Greater Pontiac Community Coalition
Oakland Countv Townships
Others as needed
Awareness activities to promote participation in Census,
An ongoing event calendar will be implemented working with local county organizations
using purchased advertisement, educational videos, social media messaging, to build the
importance of completing the census and the how it affects local communities.
• Purchased advertisement - may include print media, cable, radio, social media ads.
Reach of each media form will be tracked and social media website analytics will be
analyzed for number of engagements (likes, shares, retweets, etc.).
• Video development -will include a County Public Service Announcement highlighting
many segments of the County into and disseminated to cable, website, social media
and will be tracked wit media reach documented.
• Social Media toolkit will be developed with messages to use on Facebook and
Instagram, and Twitter. The toolkit will be distributed electronically to local and
community partners to ensure consistent, coordinated messaging across platforms.
• Print materials - such as posters, stickers, flyers, will be disseminated to partners such as
Cities, Townships, Villages, non-profit community organizations, local businesses.
Electronic materials will also be provided to allow partners the flexibility to print and
share as needed.
Outreach Activities
The goal of the outreach activities is to take awareness and importance of the census into
the community where people live, work and interact. Outreach activities will include people
from CTV's and community organizations and work to partner up to provide educational
and fun events hosting "get out the count census completion assistance events" where the
County will provide laptops for the public to use to complete their census.
• Presentations - about the Census will include the importance of the census mission, fair
representation, redistricting, civic duty, constitutional mandate, privacy of data, and
the distribution of federal funding.
• Community Events - Oakland County staff will attend events and distribute
educational and resource materials and answer questions.
3
• County Presence —departments and buildings will implement signage, computer
kiosks, for all public facing buildings and departments utilizing laptops made available
to the public where they may complete their census forms online.
Planned Activities to Complete the Count will include:
Ice Cream Socials
Pizza Parties
Kids Crafts
Mall Events at Great Lakes Crossinq
Outreach Locations
Senior Coffee Hour
Family Spaqhetti Dinners
Community Block Parties
Multi -Cultural Celebrations
The County staff will deploy to locations that are known to be hard to count to ensure a
robust outreach effort at the following locations:
Planned Event Outreach Locations:
Senior housing
Social Service Aqencies
Community agencies
Evaluatina and Measurina Success
Apartments & Low-income housing
Non -Profit agencies
Oakland County buildings
Oakland County Census Coordinators will keep detailed records on people reached
through events and activities, digital and social media communications. We will utilize
census intelligence software that will enable us to leverage census reporting data as it is
reported real time. Check in will be performed daily to view reporting on results of the count
in each CTV throughout Oakland County. This will enable the County to filter data and
concentrate on areas where response is low or not ideal, so as to increase planning and
organizing of events in those communities with targeted support and outreach. We will work:
with partner agencies and CTV's to share data and rally the communities.
In addition, Oakland County has already taken or will take the following steps to ensure
complete and comprehensive census activities with the following events and actions:
0
OAKLAND COUNTY CENSUS 2020 OUTREACH ACTIONS
• Oakland County Slogan: 'Be Counted Oakland 2020' to be used on all census 2020
materials.
• Creation of Public Service Announcement featuring County Executive David Coulter,
and including different segments of the community including, seniors, college
students, children, and immigrants asking ALL of Oakland County to be counted.
• Census kickoff press event to be held 3/19, at 10 am with County Executive, inviting
Cities, Townships, Villages, officials, Board of Commissioners, Complete Count
Committees, community partners, and press.
• Census Townhall event with Oakland County Executive, Board of Commissioners.
• Laptops for mobile outreach visits to take census on the road for hard to count and
low response areas.
• County Executive census promotion through local cable shows, events, media.
• Census signage on 45 County buildings with 471 indoor signs and 18 outdoor banners.
• Placing census kiosks throughout Oakland County buildings and departments starting
in March at the following locations:
1. Treasurer (2 kiosks)
2. Law Library (12 kiosks)
3. One Stop Shop (3 kiosks)
4. Jury (3 kiosks)
5. IT Lobby (2 kiosks)
6. Clerks e -Services (6 kiosks)
7. HR (3 kiosks)
8. Elections (1 kiosk)
9. Equalization (2 kiosks)
10. North and South Health
11. WRC Payment Center on Dixie Highway
12. Register of Deeds Public computers
• Four LED digital road signs with census messaging.
• Water Resources Commissioner: will promote census on their program PBS Water by
the Quarter, & Facebook, and place signage in 317 locations.
5
• Creation of Oakland County personalized census materials including census 101 flyer
and 'Be Counted Oakland 2020' sticker to share with partners, events.
• Oakland County web pages: htfps://www.oakgov.com/census2020/.
• Partner with Michigan Township Assn, and Complete Count Committees throughout
County to collaborate, support efforts.
• Weekly email communication with partners. City, Township, Villages, community
organization sharing helpful census resources, links, messaging.
• Coordinate with U.S. Census Bureau to support operations and staff with census hiring
events, promotion, awareness.
• Fulfilling census partner requests for information and data and supporting their
outreach efforts in their communities.
• Children's census coloring book distribution to preschools.
• Faith based census event with over 400 faith -based organizations invited to present
census information.
• Six County wide Michigan Works! offices provided census job recruiting events,
receiving over 450 applications in one day.
Budaet
Oakland County is requesting funds to carry out the project activities outlined above. Census
coordinators, working with cross functional departments will be responsible for the creation
of educational awareness messaging and activities in addition to conducting outreach to
target populations within CTVs and community partners.
Funds used for events will be used to create, print and distribute educational materials and
purchase advertising and paid social media messages in addition to purchasing all event
supplies and fees associated with the creation and facilitation of educational videos.
9
Budget Breakdown
Social Media Ads
$25,000
Print Materials
$15,000
PSA Video
$10,000
Signage/Banners
1$17,000
Purchased Ads
$15,000
Mobile laptops
$5,000
Mobile Kiosks
$16,000
IT Development
$37,000
Supplies & materials
$10,000
Events/rentals/vendor/supplies/equip
1 $100,000
TOTAL
1$250,000
*Budget subject to change depending on developments with Covid-19. Advertising budget
may be substituted for in-person events.
Resolution #20100
April 13, 2020
Moved by Quarles seconded by Luebs the resolutions on the Consent Agenda be adopted (with
accompanying reports being accepted).
Discussion followed.
AYES: Gingell, Hoffman, Jackson, Kochenderfer, Kowall, Kuhn, Long, Luebs, Markham,
McGillivray, Middleton, Miller, Nelson, Powell, Quarles, Spisz, Taub, Weipert, Woodward, Zack,
Gershenson. (21)
NAYS: None. (0)
A sufficient majority having voted in favor, the resolutions on the Consent Agenda were adopted (with
accompanying reports being accepted).
STATE OF MICHIGAN)
COUNTY OF OAKLAND)
I, Lisa Brown, Clerk of the County of Oakland, do hereby certify that the foregoing resolution is a true and
accurate copy of a resolution adopted by the Oakland County Board of Commissioners on April 13, 2020,
with the original record thereof now remaining in my office.
In Testimony Whereof, I have hereunto set my hand and affixed the seal of the Circuit Court at Pontiac,
Michigan this 131h day of April, 2020.
Lisa Brown, Oakland County