The County of Santa Clara
California

Fiscal/Budget Item
90177

Under advisement from November 7, 2017 (Item No. 9): Consider recommendations relating to ensuring a complete count in the 2020 Census, beginning with the 2018 Local Update of Census Addresses (LUCA). (Office of the County Executive)

Information

Department:Office of the County ExecutiveSponsors:
Category:Appropriation Modification (4/5 Roll Call Vote)

Multiple Recommendations

Possible action:
a. Approve Request for Appropriation Modification No. 168 - $1,008,989 transferring funds from the General Fund Contingency Reserve to the Office of the County Executive, Office of the County Counsel, Department of Planning and Development, and Information Services Department, and increasing revenue and expenditures in the budgets of the Office of the County Executive by $660,000, the Office of County Counsel by $100,000, the Department of Planning and Development by $35,489, and the Information Services Department by $213,500. (4/5 Roll Call Vote)
b. Approve delegation of authority to the County Executive, or designee, to negotiate, execute, amend or terminate contracts relating to providing canvassing-related services to identify low-visibility housing as part of the 2018 LUCA in an amount not to exceed $310,000 and a contract term that starts no earlier than March 7, 2018, and ends no later than December 31, 2018, following approval by County Counsel as to form and legality, and approval by the Office of the County Executive. Delegation of authority shall expire on December 31, 2018.
c. Approve delegation of authority to the County Executive, or designee, to negotiate, execute, amend or terminate contracts relating to providing mailing list data as part of the 2018 LUCA in an amount not to exceed $30,000 and a contract term that starts no earlier than March 7, 2018, and ends no later than December 31, 2018, following approval by County Counsel as to form and legality, and approval by the Office of the County Executive. Delegation of authority shall expire on December 31, 2018.
d. Approve delegation of authority to the County Executive, or designee, to negotiate, execute, amend or terminate contracts relating to providing advertising services to encourage community engagement in the 2018 LUCA and 2020 Census in an amount not to exceed $100,000 and a contract term that starts no earlier than March 7, 2018, and ends no later than December 31, 2018, following approval by County Counsel as to form and legality, and approval by the Office of the County Executive. Delegation of authority shall expire on December 31, 2018.
e. Approve delegation of authority to County Executive, or designee, to negotiate, execute, amend or terminate contracts relating to providing project coordination, partner engagement and administrative services in an amount not to exceed $150,000 and a contract term that starts no earlier than March 7, 2018, and ends no later than June 30, 2019, following approval by County Counsel as to form and legality, and approval by the Office of the County Executive. Delegation of authority shall expire on June 30, 2019.



Body

FISCAL IMPLICATIONS

Approval of the recommended actions would result in a reduction of the General Fund Contingency Reserve of $1,008,989. The original budget for the FY 2017-18 General Fund Contingency Reserve was $142,585,595.  Board policy 4.3 states that the contingency reserve should be 5% of general revenues net of pass-through revenue.  Since the use of contingency reserve impacts compliance with this policy, the midyear budget analysis included a $11,785,561 replenishment of this reserve. The balance of this reserve as of February 6, 2018, was $141,613,928 indicating that $12,757,228 had been allocated for other purposes.  The Administration informed the Board at that time that there might be additional pending actions that will impact this balance once they are approved and processed.

REASONS FOR RECOMMENDATION

Summary

The 2020 Census will dramatically affect the well-being and political representation of county residents for a decade. At the same time, the census faces unprecedented challenges to achieving a complete and accurate count. With the first major opportunity for local government to affect the count underway right now, the Administration recommends an aggressive strategy and a commensurate budget appropriation to enable the County to identify every possible household for census response, deeply and broadly engage the community, implement a smart communications strategy, take leadership with key partners, and launch its three-year strategy to maximize 2020 participation.

Importance of the 2020 Census

The importance of the decennial United States census to the County and its constituents cannot be overstated.  Among other things, the census is critical for the following reasons: 

1.     It determines political representation for our residents. The United States Constitution mandates the census to apportion seats in the House of Representatives among the states, and state and local governments rely on census data to draw district lines to ensure equity of representation for each resident at those levels.

2.     It guides massive federal funding allocations. According to the George Washington University report Counting for Dollars 2020, over $76 billion dollars in federal assistance programs - $1,958 per resident – come into California every year on the basis of decennial census-derived statistics.

3.     Public and private sector, philanthropy, community-based organizations, labor and other advocates all rely on census data to set policy, direct resources, plan products and services and core strategy decisions.

Challenges

Successful completion of the decennial census’ mission is always a challenge, especially in California, the hardest-to-count state. The scale and nature of the obstacles to the 2020 Census, however, are unprecedented:

1.     The 2020 census count will be severely underfunded by the federal government. The Office of Management and Budget calculated that the 2010 Census was funded at half of the amount it should have been, yet the Trump administration has stated that 2020 funding will not exceed the 2010 level of $13 billion.

2.     Key elements of the US Census Bureau’s staffing and preparation are not in place. The Bureau’s permanent director resigned in May 2017, and in February 2018, Thomas Brunell, who held controversial views on redistricting, withdrew from consideration for the deputy director role. The Bureau has not submitted its customary request for authorization to hire noncitizen enumerators, likely to impede its ability to meet the needed language capacities for this workforce of over 300,000. The Bureau has also cancelled two of three of its scheduled “dress rehearsals” that it uses to pilot methods and prepare for challenges during the decennial census. Given that this is the first decennial census that will rely primarily on online surveys rather than paper ones to collect responses, testing is of particular importance.

3.     Fear among residents is presenting major barriers to collecting full and accurate data in early testing. A 2017 internal Census Bureau memorandum described this “new phenomenon” of concerns, especially among immigrants, that have led respondents to refuse to complete surveys, falsify information, or in one instance, move out of their home due to stated fear of deportation.

As home to large hard-to-count populations – which include immigrants, people of color, young children, low-income households and large or overcrowded households, among others – the County can expect to be disproportionately affected by these challenges.

Census Timeline and Significance of the LUCA

The work for this decade’s decennial census begins well before 2020. The current phase, the Local Update of Census Addresses (LUCA), “is the only opportunity offered to tribal, state, and local governments to review and comment on the U.S. Census Bureau's residential address list for their jurisdiction prior to the 2020 Census” as described on the Bureau’s website. Low-visibility housing units, such as garages, basements, cottages, recreational vehicles, or greenhouses – extremely common residences in this county – are largely missing from the Bureau’s list; LUCA allows local governments to add such units.

Census Bureau preparations are proceeding on the following non-exhaustive timeline:

1.     As of the writing of this legislative file, LUCA materials were scheduled to be delivered to the County on Friday, March 2, 2018; upon receipt, the County has until June 30, 2018 – 120 days – to return materials with updates to the Bureau’s Master Address File (MAF).

2.     The Census Bureau will review the County’s submissions and provide notification by August-September 2019 of which updates it has accepted based on address canvassing. The County will then have the opportunity to dispute the Bureau’s feedback.

3.     April 1, 2020, known as Census Day, is the official date on which the census will be taken. All households in the MAF will receive mailed materials from the Census Bureau, with some receiving a full survey and others receiving a postcard with instructions to fill out the survey online.

4.     In late spring and early summer 2020, the Bureau will conduct Non-Response Follow Up with all households that do not initially respond to the surveys.

5.     For housing units that do not respond but are still occupied, the Census Bureau will conduct imputation, taking the average household size for the geographic area and adding that number of residents to the count for each non-responding household.

6.     In fall 2020, the Bureau will publicize its counts and local governments and other stakeholders will have the opportunity to dispute its findings.

Within this context, the LUCA represents a highly leveraged means to invest in the completeness of the ultimate count of county residents via ensuring the completeness of the MAF. Every housing unit in the MAF will be part of the Census Bureau’s enumeration process, which includes sending enumerators door-to-door to achieve response.

LUCA Strategic Plan

The Administration’s proposed strategic plan for the LUCA is accordingly aggressive, requesting Board approval for resources to enable the County to undertake every reasonable effort to ensure that no housing unit is left out of the Master Address File. To craft the strategic plan, the Administration and County Counsel have convened an initial interdepartmental census coordinating team of representatives from the Office of the County Executive, County Counsel, Planning Department, and Information Services Department (ISD); connected with over two dozen census experts and fellow stakeholders via individual meetings and participation in regional and statewide convenings; researched models and pilots from San Jose, San Francisco, Fresno, and New York City; hosted and received LUCA training from the Census Bureau; and studied Census Bureau documents, expert analysis, and media coverage.

The strategic plan elements laid out below include narrative explanations of the relevant line items in the proposed budget.

1.     Targeting and prioritization: With leadership from the Planning Department, the Administration has identified, ranked and mapped all census block groups in the county in order of their likely number of housing units that are missing from the MAF. This number is calculated based on an analysis of demographic factors that are predictors of low-visibility housing. This analysis will be further refined by the Planning Department through a comparison of the MAF with existing County address data. The Administration will additionally host meetings with community members familiar with the identified neighborhoods to gain their feedback on the maps generated by this analysis.

2.     Data sources: The Administration and County Counsel are pursuing all legally available sources of address data likely to include significant numbers of addresses missing from the MAF, as well as the purchase of mailing lists from a private company. The proposed budget includes the cost of this purchase.

3.     Canvassing: The Administration will partner with community and/or private entities to canvass the top priority block groups. The proposed budget allows for canvassers to cover up to 800 of the 1,075 block groups in the County, with the intention that canvassers will take block groups in priority order and, with the County, periodically review results to confirm that canvassing is still providing a desirable return on investment before proceeding to the next tier of block groups. Canvassing methods will be informed by best practices from models and pilots from San Jose, San Francisco, Fresno, and New York City and publicized by the Census Bureau.  The proposed budget also includes the procurement of canvassing software and services that facilitate data collection in the field and provide cleaning of collected data, handing them over to the County ready for upload to the Census Bureau.

4.     Satellite imagery: For census block groups that are not priorities for canvassing, the Administration will analyze satellite imagery to identify low-visibility housing units. The budget line for the activity allows for analysis of up to 500 block groups.

5.     Data entry and ongoing analysis: Planning and Information Services Department staff will use Census Bureau software to upload new address information to the MAF on an ongoing basis throughout the 120-day LUCA period. Regular data entry will allow the Administration periodically to analyze the map and adjust priorities and plans as warranted. Planning and ISD staff have already been trained on LUCA and the use of Census Bureau software and put quality control measures in place. Planning and ISD budget line items support these activities as well as their involvement as described in the other strategic plan components.

6.     Communications: Communications campaigns consisting of earned and paid media are consistently a central component of census stakeholder strategies to increase resident participation. The Census Bureau and stakeholder groups including the National Association of Latino Elected Officials, Asian Americans Advancing Justice, Color of Change, and The California Endowment are currently on track to spend millions of dollars researching census barriers and attitudes and effective methods and messages to influence response behavior. This research, however, will not be completed until during or shortly after the LUCA. Building on media coverage earned for the County’s census efforts by Supervisors Yeager and Chavez’ press event in November and County Counsel’s Freedom of Information Act request in February, the Administration proposes to continue and expand this work during the LUCA. Communications activities will begin the work of encouraging census response by notifying residents about the LUCA, conveying the broader importance of the 2020 Census, and educating them about the County’s efforts to ensure a complete and accurate count and study the confidentiality of census data. The Administration will study near-term methods to use communications to engage residents in submitting their own addresses for LUCA inclusion. The communications services line item anticipates the costs of public opinion research, design and content development, and ad buys.

7.     Partnerships: Partnerships are an indispensable component of the census strategic plan for LUCA and beyond, as referenced throughout the plan components listed above, and the Administration has begun work to offer County leadership to the numerous census stakeholders engaged in our region. The Administration will engage partners in targeting and prioritization, identifying data sources, providing canvassing services, recruiting interns to analyze satellite imagery, and guiding communications strategy during the LUCA, as well as the development and implementation of the census strategic plan through 2020. While partnering with other local governments, the Administration will seek to establish the County as a leader on address updating and outreach by sharing models of effective practices with other cities and counties that are engaged on this issue. In addition to partners already discussed, the Administration has established contact with all 15 cities in the county and is in the process of confirming the contents of their LUCA strategic plans and how the County can support and complement these activities. County census team members are meeting regularly with the census leads from San Jose as the largest city in the county. Partnerships to date and going forward will include

a.      Community-based organizations,

b.     The faith community,

c.      Labor unions,

d.     Charitable foundations,

e.      Counties and cities statewide,

f.       State government,

g.     The Census Bureau,

h.     Advocacy groups campaigning for a complete and accurate count, and

i.       The private sector, including small businesses and their representatives.

The proposed budget includes funding for community meetings during the LUCA phase, laying the groundwork for our launch of one or more Complete Count Committees.

8.     Project management: The Office of the County Executive is providing project management by coordinating the interdepartmental team, developing and ensuring successful implementation of the census strategic plan, composing Board communications, and executing all elements of the plan not entrusted to other departments. The Office has contracted with a project manager and requests funds to add a project coordinator on contract given the scale of activity and immediate ramp-up. The Administration will submit a proposal to the Board during the spring County budget process to create coded positions to spearhead this work through 2020.

9.     Support for Legal Services: To support all of these efforts, the Office of the County Counsel is requesting $100,000 to cover anticipated costs associated with retaining outside expert resources.

Rationale for Funding Request

As discussed above, analysts warn that the federal government’s funding of the 2020 Census falls far short of the resources needed to ensure a complete and accurate count. Given the County’s stake in the census – measurable in the nearly $2,000 per year per resident over the next decade that relies on these figures, and immeasurable in the value of fair political representation – the unprecedented challenges facing the count, and the unique power of local government to address these gaps, the Administration recommends a robust investment in the County’s capacity to meet these challenges head on during this early and high-impact phase of the 2020 Census.

The budget of just over $1 million during the LUCA represents a significant increase over the budgets in 2010 of $750,000 and 2000 of $1 million for the entire census project. However, the County’s portion of the $13 billion Census Bureau budget shortfall is approximately $75 million. And roughly $0.50 per resident for the LUCA is dwarfed by the amount of federal funding at stake.

The Administration intentionally presents a budget proposal on the high end of anticipated spending during LUCA to prevent a scenario in which time-sensitive work is delayed or blocked entirely due to a lack of foresight and need to return to the Board for another appropriation. Any funds that are not needed for the LUCA will be reallocated to future phases of census work. The budget also allows for flexibility to reallocate funds between line items as data analysis, experience in the field, the shifting political and policy landscape, and new investments by other census stakeholders emerge. The census team is in touch with key philanthropic partners to track their planned investments in this area of work and also monitoring the State budget – currently expected to spend between $40 to 44 million for the census through 2020 – and requirements to access LUCA incentive monies from the State.

This proposal outlines costs expected to commence during the current fiscal year. Known costs to commence during FY19 will be submitted to the Board in the Revised Recommended General Fund Budget; the Office of the County Executive will also propose an amount to place in reserve to be accessed as Census Bureau plans and other landscape factors are decided and place the County in a position to finalize key strategic plan elements. The Administration will also submit is full strategic plan for the census project through 2020 during the budget process.

Item

Projected Cost

  Object 1

 

Information Services Department personnel

$213,500

Planning Department personnel

$35,489

  Object 2

 

Canvassing-related services

$310,000

Census project coordination services

$150,000

Communications services

$100,000

Satellite imagery analysis

$50,000

Mailing list purchase

$30,000

Community meetings - food and incidentals

$20,000

County Counsel costs

$100,000

 

 

TOTAL

$1,008,989

 

Delegation of Authority

Although delegations of authority are discouraged except under certain circumstances, this delegation of authority is necessary due to the extremely time-sensitive nature of the 2018 LUCA. As discussed above, the deadline for the County’s submission of updated address data to the Census Bureau falls on June 30, 2018. Vendor and contractor recruitment; contract negotiations, review and executive; service implementation and completion of deliverables; data cleaning and conversion; and data entry into the Census Bureau software must all take place within that time period. As a result, the Administration requests delegation of authority to allow these goods and services to be secured as expeditiously as possible with providers who can demonstrate their ability to deliver successfully.

Census Project Strategic Plan

The Administration is in the process of developing a more detailed and comprehensive Census Project Strategic Plan, with a presentation to the Board planned for the near future, which will include the following components:

1.     Problem definition and goal setting: The Administration wishes to base strategies and target outreach and other resources as effectively as possible before and during the actual census count by studying likelihood of census response as correlated with demographic, geographic and other predictors and methods proven to increase response rates. Data to inform such an analysis have been requested from the California Department of Finance Demographic Research Unit and other possible sources but new research may need to be conducted.

2.     Local partnerships, including the Complete Count Committee: One or more Complete Count Committees (CCCs) are pivotal to census success, given the broad and deep need for community leadership to address current census challenges and the number and diversity of local census stakeholders. CCCs will be essential both to driving engagement and to ensuring coordination on project components from consistent messaging to preventing the duplication of efforts to distribution of resources. The Administration has begun work on building CCCs via both the LUCA partnerships described above and studying models, most notably the CCCs co-convened by Los Angeles City and County, which in January 2018 became the first 2020 Census CCCs in the country to launch.

3.     Supporting census workforce needs (enumerators): The Census Bureau’s hiring of over 300,000 enumerators represents the largest peacetime mobilization in the United States. The Bureau has encountered difficulties hiring enumerators in a tight job market during its “dress rehearsal” in Providence, Rhode Island, and community advocates expect those difficulties to be even greater in hiring those with adequate language capacities, as discussed above. The County’s strategic plan will include recommendations for components to support the recruitment and preparation of qualified enumerator applicants and integrate this with other elements of the local and regional workforce infrastructure.

4.     Direct community, neighborhood and household outreach: The Administration, along with many other stakeholders, anticipates a need to put sizeable resources into going door-to-door, as well as using the latest and evidence-informed outreach methods, working complementarily with the Bureau’s own workforce.

5.     Communications: The value of a far-reaching and well-researched communications plan is discussed above as part of the LUCA strategy. The Administration will extend this strategy out to 2020, working closely with partners across the country to apply the most rigorous and current messaging research in a quickly changing political climate and seeking opportunities to integrate census communications with other County communications initiatives to maximize the impact of all.

6.     State, regional, and national collaboration: As mentioned above, census stakeholders across sectors are already mobilizing around this critical issue; partners who were involved in the 2010 census observe that the mobilization is earlier and broader than it was a decade ago. The proposed strategic plan will recommend the partners and venues of collaboration with which the County should prioritize engagement, not only to access resources but also to provide leadership. The Administration aims to provide models and exemplars of value to other Counties, local governments and partners.

7.     Monitoring State and federal updates and other new developments: The census landscape is highly volatile and includes a wide variety of factors that may influence the completeness and accuracy of the count. The federal government is expected to issue decisions throughout the next three years and beyond – such as whether the 2020 survey will include a citizenship question, which households will be mailed a paper form versus a postcard with a survey weblink, how the vacancy in the Bureau’s director role will be addressed, and what messaging it will employ, to name a few – with major repercussions for stakeholders. Stakeholders from across sectors and across the country will be responding with legal, funding, outreach, and communications initiatives. The Administration will monitor such events. The strategic plan will remain agile and change in real time.

 

CHILD IMPACT

The recommended action will have a positive impact on children and youth by helping to ensure that all County residents are counted in the census and that the County receives federal funding allocations, including funding for services for children and youth, based on accurate census data.

SENIOR IMPACT

The recommended action will have a positive impact on seniors by helping to ensure that all County residents are counted in the census and that the County receives federal funding allocations, including funding for services for seniors, based on accurate census data.

SUSTAINABILITY IMPLICATIONS

The recommended action will have no/neutral sustainability implications.

BACKGROUND

At the November 7, 2017, Board of Supervisors meeting, the Board approved a referral submitted by Supervisors Chavez and Yeager directing Administration and County Counsel to develop a strategic plan to address issues related to the 2020 Census, including identification of needed resources, proactive strategies to support a complete count, and monitoring of census-related regulatory changes.

On December 14, 2017, the Administration submitted an off-agenda memorandum to the Board of Supervisors providing an update on the actions of the Administration in response to the Board referral.

CONSEQUENCES OF NEGATIVE ACTION

Without approval, affected departments will return to the Board with a revised proposal. A delay in funding the census work could compromise the County’s ability to add new addresses to the Census Bureau Master Address File before the LUCA deadline.

STEPS FOLLOWING APPROVAL

Upon approval, the Clerk of the Board is asked to notify David Campos

(David.Campos@ceo.sccgov.org) and Elly Matsumura (elly.matsumura@ceo.sccgov.org).

 

 

Meeting History

Mar 6, 2018 9:30 AM Video Board of Supervisors Regular Meeting

Taken out of order after Item No. 11.

Six individuals addressed the Board.

At the request of Vice President Chavez, the Board directed Administration to provide an off-agenda report to the Board on date uncertain relating to the protection of individuals and accessibility of data.

RESULT:APPROVED [UNANIMOUS]
MOVER:Cindy Chavez, Vice President
SECONDER:Ken Yeager, Supervisor
AYES:Mike Wasserman, Cindy Chavez, Dave Cortese, Ken Yeager, S. Joseph Simitian

Transcript

Mar 6, 2018 9:30 AMBoard of SupervisorsRegular Meeting

 

11:52 AMWe are really conveying to them the fullness of the community that's here so that they're able to do their best work in getting a complete and accurate account. Next slide, please. So how the luca works that the census bureau has now on Friday provided us with their master address file and software that allows us to submit edits to that address file. We can anticipate their master address file despite the measures they take to keep it updated is likely missing a significant number of householes in our community because we know that in highly - - housing crisis environment we have a lot of what is called low visibility housing units. Next slide, please. These are some examples of what we're talking about. For example, those livering in - - . Those living in basements, rv's, in a side yard, a garage, in cottages or green houses. Those addresses are not typically going to be in the census bureau's master address file. That means it is incumbent upon us as local government to let the census bureau know where they need to go looking for the community to include them in the counting process. So in order to undertake our update of the master u yes file our first step that we're proposing in this strategic plan that we've submited to you, next slide, please, is to target our efforts to understand where we're most like 3 find the low visibility housing. We're utilizing an a algorithm from a demographer, that uses demographic features to identify where we're most likely to find low income housing. This shows the block group level, but you drill down to the census block level to identify where we're most likely to see how housing units that aren't on the census list. So that kind of analytical work that we're in the process of conducting, but we'll also need to engage community members who are familiar with these neighborhoods and can look at the image of a mobile home park or a certain neighborhood and be able to help us confirm or deny the way we're thinking about what might be happening in that neighbor and how to identify those housing units. The goal here of course is to make the most efficient use possible of determining resources. Next slide, please. With the targeting we have three main strategies to be able to find those addresses. One of course is pulling from every data source that we can. 9-1-1. To make sure that every list we have is compiled and shared.
11:56 AMIf I May add to that, we have been directed by the chief executive as well as the chief operating officer to partner with other government entities to see if we can use some of their data so we are within the county working with the hospital system. Ssa. Also county counsel is reaching out to our schoolings. We're tieing to be creative to make sure we have access to every possible data source that is available for that.
While we're being creative and thinking outside the box, could we also be mindful of people's privacy rights? There's a tension here that's built into the process which I think we all understand but as we seek to get the job done, and done thoroughly, uh, I want to make sure we are staying inside the box on respecting people's privacy rights.
11:57 AMIf I may. >> please.
We have very mindful of that, Mr. President, and we're very closely every step of the day with county counsel. in the school setting you have purpa, which controls the privacy of student information. You have hipa as well in the health context so we're very mindful and we will continue to keep that in mind as we go forward.
Right. >> is similarly requesting delegations of authority. >> if I may, just some closing thoughts on that point. We know that there has to be accountability and transparency of any amount that is approved is not spent it will be rolled over to the next fiscal year. We have been directed by our county executive and the chief operating officer to err on the side of being I yesive because of them port, of what we are trying to accomplish. Boss of the fact there is a great deal of fear and hesitation especially in the very communities that is critical to count in this effort. With that we are happy to take questions and again look forward to you and I believe the county executive May have comments to add.
12:02 PMDr. Smith?
I just wanted to make two points. one is just for clarity all of the procedures, processes, and issues that we're talking about today and that we're aware of today do not trigger the county surveillance ordinance policy but we will keep a close eye on that and if we do come up with suggestion for something that would fall within the surveillance policy paradigm, we will report back appropriately to the board. That's number one. Number two, I want to reemphasize to the public that getting the census correct is important for a number of reasons. Obviously the census is used to determine the number of representatives that we are able to send to congress and also the districts are formulated for the state and other jurisdictions. These are critically important particularly legislative issue it's clearly understood that there are fewer representatives in washington and there should be based on the last census, so we need to get that trait. Also, it has a lot to do with how funding comes through from the state. We are a statewide donor state so that we can send more income tax to washington and that we get back in services. So by being very accurate on our count we can make sure that that revenue is received back to the community. It's a very critical issue and that's why we've asked the team to be very aggressive in making sure that we get all of the information we need for the luca.
12:04 PMJust a couple of quick thoughts or questions you May is are already considered. Given the under count that you talked about which I understand is basically all demographics except what would be self-identified caucasian and given the large latino population here. Can we work here, people coming in and I think people view that as a safe environment. In terms of giving information. It seems like a relationship with that office over the years is cordial enough they might work with us on that kind of data transfer assuming that's legitimately legal to do.
12:05 PMIf I May through the chair, we are already working with them through one county, one future campaign, and one of the things we're planning to do is connect this work with that work and other existing work. Absolutely for some of these immigrant communities they have trust in the counsel offices of the countries, respective native countries, and we will be continuing to do that work with them.
12:06 PMIt's similarly to the extent the faith-based organizations our layed guadalupe parish is having 15,000 members of the communities coming through their doors sometimes in one day which some kind of opportunity I think. Lastly is just a comment because i'm guessing you've already looked at this pretty hard, too. The effort that this county did in the 2010 census with the vietnamese community was, in my humble opinion, really comprehensive. But it entailed sort of enrolling and enlisting every community-based organization, formal or informal that was out there and just having repeated education campaigns and so forth. I just remember having the feeling after I saw a few of those there can't possibly be anyone who doesn't know about this or hasn't had the opportunity to get their questions answered in their own language, and oftentimes in a facility that's serving senior nutrition or other kinds of informal services where people feel very comfortable and trustworthy being inside. I know supervisor chavez's office and my office probably had the bulk of that population geo graphically and i'm sure we both have staff members that can assist if they haven't already done so, in terms of identifying where those opportunities are. It would be hard to feel, it would be hard to feel bad about the process if it was as comprehensive as where we went the last time. Supv chavez: what I was going to request is that I know we have a number of speakers and when supervisor yeager and I brought forward the recommendation I just wanted to say some of it was at the urging of probably some of these speakers so I wanted to have them go first and then I wanted to ask for feedback for my colleagues about how to proceed. Supv simitian: let me call the speakers up. I believe it's. . . Patrick, pancho, elizabeth - - to start. Followed by, forgive me, quinn vong, salvador, juan, and bruce.
12:09 PMMembers of the board of supervisors my name - - with working partnerships u.s.a. and silicon valley rising. I'm here to speak in strong report to insure an accurate and complete count of santa clara county residents in the 2020 census. We support the allocations to under take the 2018 local update of census addresses. We see an accurate census as critical to making sure that the county receives its fair share of state and federal funding to continue delivering our services. We also need an accurate count to insure we have an appropriate representation in sacramento and washington. But most importantly, the 2020 census will be a test of how we see ourselves as a country. I appreciate the information provided every 10 years but more than that the census allows us to stand up and not just be counted but recognized as members of our community. It is how we measure the breadth of our diversity and the change and inclusion in our is society. In these times it is imperative that all of santa clara county's residents stand up and be counted no matter their background or status. Supv simitian: thank you. patrick to be followed by pancho.
12:10 PMI am sorry, May I speak first because I have to run back - - .
Please. >> my name is quinn, i'm the executive director of I can. we've worked with vietnamese children and families and thank you for supervisor cortese for recognizing hard work that we did in 2010. It was really comprehensive. We worked really hard and we think we can definitely improve on that. However, we believe that we're still under reporting. As of 2010, the vietnamese accounts for 7% of the city's population and the asian community account for about 30%. We believe they're still under reporting because of various factors cultural linguistic, historical, political, socioeconomics. So let me hair with you a few of the things that I heard and in 2010 so you have a is sense of the barriers that we are up against. Earn. I got on the radio talk ho and tv talk show and all that. And then one time a lady called in, she was a senior and said ms. Quinn, I heard you on the radio and I lover the fact that if I speak up our community is stronger but I couldn't find my census form for the life of me for three days. She said I used it as a pot holder. And then another lady called and said I heard you what you said makes sense but I talked to my children, my adult children and they said no need to respond to those things. So just so you see that there's a lot of education that needs to be in place, and given this, you know, the current situation with the anti-immigrant sentiment with people living in garages, we need to have a lot of resources to be invested up front to get the addresses right and to educate and convince the community to step forward. Thank you so much. Supv simitian: thank you. I think that now takes us to patrick.
12:13 PMGood morning, nice to be here. I'd like to speak in favor of item number 14. Representing - - we agree that it's smart to start now. To avert an under count that could be unusually large for some of the political and practical reasons that others have already expressed. We know very well that the housing crisis means more than ever so many people are doubling up in existing homes and occupying what other wise might be viewed as illegal conditions. Thus, the risk of missing thousands of households because of the census doesn't know there's a household there, they're only going to get one card, not two or three that should be required. Those of us who had initial skepticism were actually honored to participate in the pilot in december. Because what we found was that the team was willing to listen and we it's certainly confirmed that with a little bit of training, having neighborhood leaders the residents on the ground conduct canvassing made the most sense because they knew exactly what to look for. We strongly recommend that a ear is public awareness being concluded to mitigate the concerns from the public. The summit team is ready and able and eager to help out in this next phase. Thanks for your time. Just like the census, don't be shy.
12:14 PMI'm not pancho. >> I am the special programs manager - - deserve to live in a vibrant and healthy community. One of those keys to reaching this is by make sure that every beating heart in santa clara county is given a voice to be in the census. To find the local update to census addresses and fellow non-profits can be - - we gain the trust of many community members 13 benefits to be counted. It's under stood that fear of being counted reigns in our communities more now than ever. It's also under stood that misinformation floats around our communities because of these fears. But we also understand that being counted means being fairly represented. For us, it means motivating community members, building social capital among all residents, and spreading help for information toward the truth. If we could do, if we could increase presentation by only 10% we could by only knocking we could do so much more with the luca. Thank you so much for your consideration to this proposal. Supv simitian: thank you and who's coming up next?
12:16 PMGood afternoon. i'm with the san jose city manager's office and I also am the director of the office of immigrant affairs here on behalf of the city administration to convey support for the luca efforts and 2020 census. We've been working closely with the county of santa clara and want to insure that collectively we lay the foundation for a more accurate 2020 census, paving the way for a fair and equitable flow of resources to the communities that need it the most. The city of san jose tested the luca project last December where we trained teams of community leaders for an address mapping initiative using a texting platform our teams identified unconventional housing units, and uploaded the information to a database that will be used to update the census bureau's master address files. The pilot was successful and will be fully ism - - implemented in the coming weeks. We look forward to collaborating with your teams. We applaud the county's robust approach toward the next census as we anticipate encountering numerous challenges as a - - the transition to online census forms, and growing apprehension about the federal government. The responsibility will fall on local governments to reinforce the importance of getting everyone counted, as well as the protection of data that's being collected. Thank you for your time. Supv simitian: thank you so much. Salvador.
12:18 PMGood morning, president simitian, members of the board. i'm here to speak. I am here today to speak in support of the recommendation to appropriate the funds for this effort, for this census effort. We believe it's of vital importance, especially for under served and under counted communities to be counted so they can also participate of the benefits that we all derived of being in the census. We support in particular the luca effort because as people said there are many residents in our county who live in non-traditional housing and, uh, so we need to make an extra effort to make sure that all those people are accounted for and so I am urging you to vote yes to procure that fund for this effort. Supv simitian: thank you for being with us. I think that means we've lost those three. It has been a long day. So let me turn the matter back over to our board for additional comments, questions, and for a motion. Supervisor chavez. Supv chavez: I was just going to ask for this screen. Supv simitian: let me ask the clerk to please post the screen. Supv chavez: while that comes up, just a couple of points that I wanted to make just to highlight that I think you are already working on but I want to make sure that we're thinking about this from two perspectives. One is that there are an awful lot of databases and information that we collect from people who probably have very unusual addresses and I think that's everything from the reentry center, the jail, to the folk whose are doing work with us as far as the homeless count, to the data zone, that we've been partnering with with foster youth. I know for example the registrar of voters, we just have a lot of data. I think that's probably even true for the assessor. I know that there are limitations to, and I want to reinforce what supervisor simitian said. I know there are limitations to what data we can have access to, and to what end, so I want to be mindful of that. But I also don't want us to create rules when at a local level we don't have to. Let's not make it harder on ourselves. That's the first thing. The second thing is I would like an off-agenda report about how people are protected when even if we're using data from a particular source. The reason for that is that your point about hipa is a really good one, but we do also we have vhp, the santa clara valley health plan. If we're not using anybody's name, but we're only verifying addresses, is that an okay thing to do? I guess I would just ask staff i'm sure you've already been thinking about that. Am I assuming that we're going to soup as long as we're not identifying the person we're not worried about identifying the address?
12:23 PMI don't want to pre Judge Anything in terms of how county counsel would see it. we know there's a difference between directory information and personal information, but I would imagine it also depends on the type of information we're talking about and the source. Because there are specific rules that govern hipa. So we are checking very closely. Supv chavez: any database that we have, all the folks I just talked about, that will all go through some sort of screening to determine whether or not it's appropriate to use, and based on that we will be separating the date from the information of the person?
Census data is protected by title 13. confidentiality reform. Sworn to protect that data for life, and it can only be used for the purposes of the census. So we can't, as a county, retain the data obtained through this process for any other purpose except for submission to luca. Supv chavez: i'm not worried about us misusing it, but I appreciate you raising it ellie. I'm really more mindful that we have a legal infrastructure and counties across the country to protect data that we collect in unusual ways. I'm going to assume we're going to do that. The only thing i'm asking for is an off-agenda report just verifying how we're doing that. Ellie, I really appreciate you pointing that out because it's that beacon that I want to make sure we live up to.
12:24 PMWe will work with county counsel to prepare that. supv chavez: thank you. then just a couple of other comments I want to make. One is we have been trying to work really hard to make sure that while we're spending public dollars to communicate with the public that we're as often as possible using the county as a messenger because we're trying to reinforce that we don't want people to be afraid of us. I just want to highlight that here i'm presuming that that's we're continuing with that framework.
12:25 PMIf I may, through the chair, that's a very important point. We want to under score that there is a difference between the government of donald trump and the government of the county of santa clara. Supv chavez: so the answer to that is yes.
Yes. supv chavez: okay, the reason i'm under coring that is that I think as one of the things that's really important is that all of the work that we're doing here be layered into other work that we're doing longer term beyond the census. So that's really important. And then lastly I love the idea of partnering with all kinds of organizations and I just want to say how much I appreciate dave's comments about how we partner with consulates, neighborhood associations, faith institutions. When we were working on the, some of us were doing work on the census last time. We even started to find very interesting communities of interest in the lgbt community and all these kind of interesting ah-has we're going to want to think about where appropriate as it relates to our own mapping of districts and the districts in the future. That's part of the other reason I want to emphasize this even at a local level how important this is. With that being said, as we choose community partners, whatever the metrics are that we're using I just want to make sure that they're transparent and public. Meaning that if we're asking our non-profit partners and funding them to identify new addresses, and/or get people to commit to filling out the census data that again we're protecting information. If as we dig into this we're finding a lot of success and you have to come back and say look, we think with just a little more money we can map out x, y, and z, i'd want you to do that because the most important part of this is in my opinion is making sure we dig that deep into the communities. The other stuff we could do without our public partner. A couple of them have come in and spoken today. We need to find in south county. I'm really excited. I really appreciate the plan. I actually don't think you're asking for too much money. I think we might be right at the edge but I also think the investment's just really important. So thank you and thanks for the good work. Supv simitian: supervisor yeager, you had your microphone on, but no longer. Supervisor cortese, wasserman, all good. We have a motion by supervisor chavez and a second by supervisor yeager. Just to be clear, supervisor, the motion is to approve the recommendation as contained in our published agenda. Supv chavez: to approve a, b, c,, d, and e, and report on the protection of the data and any challenges that they have accessing it and, um, and I think - - one other thing I wanted to add to this, if we could share our approach with both csac, and with the large county urban counties just because I want to share the game plan we're using across the country would I think if I could ask the county exec to take leadership on that. Supv simitian: with that understanding and with that language incorporated, without objection, we have the motion on the floor now. We'll ask all five members of our board to please vote on their screens and all five members having voted we will now ask the clerk to display the results over head and that measure passes on a 5-0 vote. All right. We will return now if the board is agreeable to items 12 and 13 the transgender clinic that we held off on while we were insuring that we had five members of our board present. Let me ask Dr. Smith, who's going to present on this in.
12:30 PMWe're going to start with david campos and then we also have - - let them introduce themselves.
Thank you, Dr. Smith. president simitian, vice president chavez, members of the board of superrisers, david campos, deputy county executive. I'm joined here by paul loren, the chief executive officer of the santa clara county valley medical center. And martinez, the director of the office of lgbtq affairs. Just briefly I want to note a couple of things. First of all, we want to thank supervisor yeager, his work over the years in addressing the needs of the lgbtq community has really guided a lot of the work that is embedded in this report, and we're specifically talking about meeting the needs, the health needs of the transgender community within the county of santa clara. As was noted in the file, the status of lgbtq community health report that was issued in 2013 outlined the healthcare needs of members of the transgender community within the county of santa clara. At that point, 38% of the people who responded noted a need within the transgender community for medical care. In fact, 82% of the transgender participants in that survey noted that they did not have enough access to health professionals in the county of santa clara. Within the santa clara valley medical center within its own assessment in terms of addressing the needs of the lgbtq community, healthcare providers within the system reported a lack of knowledge. 41 percent of them a lack of experience. Gate percent of them in addressing the healthcare needs of the transgender community within the county. So we are hearing from residents. We are hearing from the medical profession within the county itself that there is a gap, there is a need. What we heard from many of our residents is that many of them are traveling out of county to have those needs met. We checked with places like santa cruz where we were informed that they served about three to five santa clara county residents on a weekly basis. We've heard from transgender patients who have to go to places like san francisco. They have to go to fremont. They have to go to santa cruz and we believe that given the direction that this board is headed in terms of addressing the healthcare needs of every member of our community and specifically addressing the needs of the transgender community, what we have in this file is really the next step to get to that point. The transgender clinic that we are proposing is a budget-neutral proposal, and i'm very grateful to paul and his staff who have prioritized this item for the very collaborative way they have approached this. They have turned to the office of the lgbtq affairs to inform the community peace knowing that they are the health professionals and the budget formula based on revenue that will be generated through provider visits. I will turn it it over to paul if you want to add anything. I want to thank everyone who has made this possible. Supervisor 88er for your leadership, and this is a very exciting for moment for us as we put this forward to you.
12:34 PMGood afternoon. just a few comments. I think Mr. Campos has outlined this project very neatly. it's very clear from our perspective that we have a healthcare need that needs to be addressed in this community, a gap in that healthcare. This is a project that we considered to be a significant priority for the healthcare system in meeting that need. I would also add that this is a multidisciplinary team that will provide for the whole care of this patient population and insure that we end up becoming a center of excellence in this endeavor. With that being said, i'm happy to answer any questions along with Mr. Campos and staff. supv simitian: thank you very much. supv simitian: ,. Supv yeager: it is a very proud moment for our community and a very important segment of our population. You phrased it all very well, david, so I don't need to repeat what you said, but certainly one of the things we've learned from the health assessment and i'm so proud of the county for having done that health assessment it gave us solid information that we could use to sort of strengthen the arguments for these type of services. I remember meeting with you and other staff members not too long ago.
12:35 PMAll of the different finances, it does seem like in a very short time it will be cost neutral and maybe even make a few dollars as well. I think like many of us i've always been aware that there's been a total lack of resources, particularly health resources for transgender people having to go elsewhere it's probably the number one complaint that I hear the most, and the biggest frustration. I know we've been working on this for awhile so I think it will show once again that we are really taking a leadership role when it comes to health issues overall but also for individual segments of our population. Mary bell, I know we were just finally able to get the new program manager for transgender services hired and anthony ross who coordinated the outlet program makey you can talk about how anthony and the clinic are going to work together.
12:37 PMThank you for the question. this has been a very successful collaborative process. in the planning and in coming together we have been working closely with is vmc. And that's also going to be a collaboration that continues once this clinic is open should you approve it today. In the fact that this will now create a safe community hub that provided medical services. It would be in the benefit of our office and the work that we do to be closely connected to it. The program manager through our office will be spending some of the his time there in learning about what are the needs of the community. In the original proposal we were looking to have the clinic have its own program manager to continue the advocacy work and continue the work that needs to happen. In this first iteration, we know that that might not be the program manager through the office of lgbtq affairs will be spending some of his time there as well as the community worker that's already been coded for our office will continue in their scope of work of providing that case-specific navigation and resource navigation for clients for all the county especially those already seeking services.
12:39 PMExcellent. so will anthony be more of the navigator, if you will, for county services or is it the community worker you had just mentioned?
The community worker will serve that primary role of being that resource navigator. our program manager, anthony, will be serving more on the leadership and advocacy side as issues arise from the population being served by this transgender clinic. Anthony will have access to that information, and be able to continue advocacy work and program development that would be informed by that process or by those clients but then also have wider reach beyond bmc.
And as my colleagues might remember when we approved the program manager for transgender services, mentioned that we are only the second county in the country that has such a position. David campos probably had something to do with the fact that san francisco had that position ahead of us. And that also of course we're the first county in the nation to have the office of lgbtq affairs. So we're really leading in this way. I really wanted to thank Dr. Jackie newton and mitch transgender clinics through our homeless program and for adolescence that help us to understand the need for a larger full-time program and this clinic really builds upon all of our efforts with the homeless program. I also want to thank Dr. Russell who I don't believe is here and the office for lgbtq affairs for your work in getting this off the ground with today's action vmc will become the leader locally in providing badly needed services for a community hat has been under served for far too long. W-t with a that I move approval for item 12 and 13 which is the staff position to this in establishing the valley health scepter downtown transgender clinic.
12:41 PMThank you, supervisor. what i'm going to do is ask that we do two separate motions to keep the screens clear. The first motion will be on item number 12. We have a motion to approve the recommended action contained in our published agenda. A second from supervisor wasserman. Just one quick question, if I May after supervisor chavez.