HomeMy WebLinkAboutAgenda Packet - LB - 2019.04.16� CITY
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RPORATED �
City of Burlingame
Meeting Agenda - Final
Library Board of Trustees
BURLINGAME CITY HALL
501 PRIMROSE ROAD
BURLINGAME, CA 94010
Tuesday, April 16, 2019 5:30 PM Library Conference Room
1. CALL TO ORDER
2. ROLL CALL
3. APPROVAL OF MINUTES
a. Library Board of Trustee Minutes for March 19, 2019
Attachments: Meeting Minutes
4. FROM THE FLOOR (PUBLIC COMMENTS)
Members of the public may speak about any item not on the agenda. Members of the public wishing to
suggest an item for a future Library Board of Trustee agenda may do so during the public comment period.
The Ralph M. Brown Act (the State local agency open meeting law) prohibits the Library Board of Trustees
from acting on any matter that is not on the agenda.
5. CORRESPONDENCE AND INFORMATION
a. March 2019 Statistics
Attachments: Library Programs March 2019, Circulation March 2019, 12 month Circulation March 2019
6. REPORTS
a. City Librarian's Report
Attachments: Report
b. Foundation Report
C. Speaker's Series
d. Trustee Account Balance and Detailed Spending Re
Attachments: Library Account
e. Monthly Topic - Children's Department
7. UNFINISHED BUSINESS
City of Burlingame Page 1 Printed on 6/5/2019
Library Board of Trustees Meeting Agenda - Final April 16, 2019
a. Lane Room Uaarade Reaort by D-Tech Interns
b. Window Shade Quote
Attachments: Quote
8. NEW BUSINESS
a. Budget for Fiscal Year 2019-2020
Attachments: Proposed Budget
b. Census
Attachments: Census Summary
9. ANNOUNCEMENTS
10. ACTION ITEMS
11. ADJOURNMENT
Any writings or documents provided to a majority of the Library Board of Trustees regarding
any item on this agenda will be made available for public inspection at the Reference Desk of
the Burlingame Public Library, 480 Primrose Road, Burlingame, California.
City of Burlingame Page 2 Printed on 6/5/2019
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City of Burlingame
Staff Report
File Number: 19-0302
File Type: Discussion Item Version: 1
Agenda Date: 4/16/2019
To: Library Board of Trustees
From:
Title: Library Board of Trustee Minutes for March 19, 2019
BURLINGAME CITY HALL
501 PRIMROSE ROAD
BURLINGAME, CA 94010
Status: Agenda Ready
Agenda Number: a.
City of Burlingame Page 1 Printed on 6/5/2019
Burlingame Library
Board of Trustees Minutes March 19, 2019
Roll Call
Trustees Present: Kerbey Altmann, Randi Murray, Mike Nagler,
Lisa Rosenthal
Trustee Absent: Andy Blanco
Staff Present: Sidney Poland, Recorder
Brad McCulley, City Librarian
II. Conference Call - Silicon Valley Community Foundation
The Trustees spoke with Andy Perkins - Director of Donor Engagement,
Falah Madadha - Senior Investments Officer and Manuel J. Santamaria.
They reviewed the historical performance of the Endowment Account
since inception, and focused on 2018. Overall, the account has slightly
underperformed the benchmark indices. Portfolio turnover of managers
has remained low. The strategy including hedge funds and private equity
is intended to reduce overall portfolio volatility. We agreed to have the
same format - conference call for annual review in 2020.
III. Amendment to the March Agenda
The Trustees approved the motion to amend the agenda to add Trustee
Appointments under New Business as a discussion item. M/S/C
(Rosenthal/ Murray)
IV. Library Board of Trustees Minutes
The Trustees unanimously approved the minutes of the February 19,
2019 Trustee Board meeting. M/S/C (Rosenthal/Murray)
V. From the Floor (Public Comments)
There were not any representatives from the public who attended the
Trustee meeting.
VI. Statistics
• The Trustees noted that since auto renewals have been included
in the circulation count beginning in January, circulation
statistics have shown an increase.
• Items used in the library but not checked out are now being
included in the circulation statistics.
VII. Reports
A. City Librarian's Report
• Processing of passports has increased partially due to the addition
of extra hours that have been made available to the public.
• Edelweiss Training will begin as soon as all of our data is sorted
and approved by the vendor.
• Book to Action - Elaine Tai received a Book to Action grant in the
amount of $ 1,200. The book selected for the library's community
Book to Action program is March by John Lewis and Andrew
Aydin. The purpose of the program is for the attendees to read,
discuss and participate in civic activities in their community.
B. Foundation Report
The Foundation approved the budget request of the City Librarian in
the amount of $ 136,670.
C. Speaker's Series
The committee is considering the possibility of having a series of jazz
concerts and is currently in negotiations with a local organization.
D. Trustee Account - Trustees reviewed the expenditures for the fiscal
year 2018-2019.
E. Draft Trustee Budget Request - 2019-2020
The Shade Store has provided an estimate of $28,000. Brad asked
the Trustees to consider if the project should be completed at one
time or in phases.
VIII. Unfinished Business
A. Fika Cafe - The Trustees approved the request of the City Librarian
to allocate an additional $100.00 for the coupons that they are giving
to the library staff to use at the cafe.
B. Trustee Use of City E-Mail
Trustees have received instructions on accessing their City E-Mail.
IX. New Business
A. New Building Security Issues
Card readers have been installed for access to the Administrative,
Children's and Reference areas, as well as Technical Services.
Doorbells are going to be installed for use by delivery service
personnel.
B. Lane Room Upgrade
Three interns from Design Tech High School in Redwood City will
spend two weeks at the library developing and designing a plan for
upgrading the Lane Room.
C. Trustee Appointments
Trustees Rosenthal and Blanco terms will be completed at the end of
June 2019. Therefore, there will be two positions available for the
Board of Trustees. Notices for the positions on the Library
Board will be sent out on May 7tn.
X. Announcements
Trustee Murray will not be able to attend the April meeting.
Trustee Nagler will not be able to attend the June meeting.
2
XI. Adjournment
The Meeting was adjourned at 7:00pm. M/S/C) (Kerbey/Murray). The
next meeting of the Library Board of Trustees will be held on April 19,
2019 in the Upper Level Meeting Room at 5:30pm.
Respectfully Submitted
Brad McCulley
City Librarian
City of Burlingame
3
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OgPORATED
File Type: Discussion Item
City of Burlingame
Agenda Date: 4/16/2019
To: Library Board of Trustees
From:
Title: March 2019 Statistics
Staff Report
File Number: 19-0301
BURLINGAME CITY HALL
501 PRIMROSE ROAD
BURLINGAME, CA 94010
Version: 1 Status: Agenda Ready
Agenda Number: a.
City of Burlingame Page 1 Printed on 6/5/2019
Library Programs
March 2019
Adult Programs
29 432
programs patrons
Children's, Teen, and Easton Programs
E70 2,453
ograms patrons
Highlights
4 part Mindfulness Series
114
patrons
Repair Cafe
59
(see footnote for details)
patrons
Silly Seuss
214
patrons
Holi
77
patrons
Children's Book Tasting
20
patrons
The Repair Cafe had 13 volunteers, including four new volunteers to do sewing and two new general fixers.
Out of 45 attempted repairs, 41 items were fixed.
Elaine Tai continued working on her Book to Action program, which included setting up a display in the library
of large posters entitled Wherever there's a Fight.
12.400
12.200
12.000
11.800
11.600
11.400
BPL Circulation and Study Room Usage
March 2019 - including Auto -Renewals & App Renewals
—Main Circ — Easton Circ E-media Circ —Study Room Usage —Tech Lab Usage
1.200
Easto7pn
longer hours during
1.000 Main renovation 400*4
t :1I
10.400
Main
renovation
E-media
5,252
0
Tech Lab
/ 420
,Z::::Study Rooms
450
Easton
8,222
Main
59,212
Mar Mar Mar Mar Mar Mar
2014 2015 2016 2017 2018 2019
BPL Circulation and Study Room Usage - Trailing 12 Months
March 2019 - including Auto -Renewals & App Renewals
—Main Circ —Easton Circ — E-media Circ —Study Room Usage —Tech Lab Usage
Tech Lab
1.300
E-media
1.200
1.100
Study
Rooms
Main
1.000
Easton
0.900
Mar
Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb
Mar
2018
2018 2018 2018 2018 2018 2018 2018 2018 2018 2019 2019
2019
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OgPORATED
File Type: Discussion Item
City of Burlingame
Agenda Date: 4/16/2019
To: Library Board of Trustees
From:
Title: City Librarian's Report
Staff Report
File Number: 19-0303
BURLINGAME CITY HALL
501 PRIMROSE ROAD
BURLINGAME, CA 94010
Version: 1 Status: Agenda Ready
Agenda Number: a.
City of Burlingame Page 1 Printed on 6/5/2019
City Librarian Report to Board of Trustees
April 16th, 2019
BURL I NOAMI
Personnel Updates:
Comings and Goings
o Welcome new on -call Librarian Jennifer Bousquet. Jennifer just received her degree and works part-time at
Brisbane Public.
Recruitments
o Library Admin will be recruiting for 20-hour Volunteer Coordinator in April 2019
General Updates:
o Monthly Topic — Childrens Department
o Strategic Plan 2019/2020 - N/A
o Passport Intake update - N/A
o Policy -
• Library Security Camera policy -- pending
• Community Board Posting policy -- pending
o Training -
• Edelweiss training to commence May 3'
o Significant Upcoming Events -
• Aprill7th 6:30-8pm Book To Action: March! — "One Book One Community" event coming to the Fox
Theater in RWC which coincides with a grant from Center for the Book. Elaine Tai will moderate.
• April 27t' 2-3:30pm Poet Laureate of San Mateo County "Concert & Poetry" event
o Facilities update -
• New LED light bulbs will be installed soon to help save in energy costs ($130,000/year in PG&E bills)
o Foundation report -
• Speaker Series event June 7a' in coordination with "Jazz in the Ballroom"
• New Foundation member Sarah Simpson welcomed
o PLS/PLP — PLS voted to increase the consortium Overdrive budget from $400,000 to $458,000 for FYI 9/20
1
K� CITY
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OgPORATED
File Type: Discussion Item
City of Burlingame
Agenda Date: 4/16/2019
To: Library Board of Trustees
From:
Title: Foundation Report
Staff Report
File Number: 19-0304
BURLINGAME CITY HALL
501 PRIMROSE ROAD
BURLINGAME, CA 94010
Version: 1 Status: Agenda Ready
Agenda Number: b.
City of Burlingame Page 1 Printed on 6/5/2019
K� CITY
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OgPORATED
File Type: Discussion Item
City of Burlingame
Agenda Date: 4/16/2019
To: Library Board of Trustees
From:
Title: Speaker's Series
Staff Report
File Number: 19-0305
BURLINGAME CITY HALL
501 PRIMROSE ROAD
BURLINGAME, CA 94010
Version: 1 Status: Agenda Ready
Agenda Number: c.
City of Burlingame Page 1 Printed on 6/5/2019
K� CITY
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OgPORATED
City of Burlingame
Staff Report
File Number: 19-0306
File Type: Discussion Item Version: 1
BURLINGAME CITY HALL
501 PRIMROSE ROAD
BURLINGAME, CA 94010
Status: Agenda Ready
Agenda Date: 4/16/2019 Agenda Number: d.
To: Library Board of Trustees
From:
Title: Trustee Account Balance and Detailed Spending Report
City of Burlingame Page 1 Printed on 6/5/2019
LIBRARY TRUSTEES ACCO"T DETAIL FISCAL 2018-2019
2/28/2019
.Account No Name
711/ 18 Balance
5320 Copier Fund
$
12.145.15 $
5330 General Donations
$
1.398.42 $
5340 Duncan Collections
$
50.522.54
5350 Education and Appreciation
$
2,413.82
5360 Farrel (Julial Book Fund
$
9.056.78
5390 Wiilert lWayne) Fund
$
5,777.47
Total
$
81,304.18 $
CITY OF 80RLINGAME
OTHER LOCAL GRANTS & DONATIONS
FISCAL YEAR 2018-19
AS OF FE13RUARY 2019
YTD
YTD
2/28/2019
Revenue
Expanses
Balance Expense Detail
1.741.30 $
1.384.28 $
12,502.17 $1034.13 Copier and Lease expenses
200.00
$
1,588.42
$
1,683.92 $
48,838.62 $1183.92 Sound fur Speaker Series- Gavin Janes
$500.00 Edelweiss Collection Development
$
2,03L.78 $
392.04 $200.00 Volunteer $5 Starucks gift cards
$1831.78 Sixte's Brunch for Staff Appreciation
$
9,056.78
$
5,777A7 $
- $4986.39 Shades for Reading Room
$516,08 Gavin Janes Sound
$275.00 Reto Rooter far Cafe
1.941.30 $
10,877.45 $
72,368.03
Updcted; 3/25/2019
(12128/19
Balance YTD- YTIY- Balance _
DEPT REV# EMP# DESCRIPTION 711120I11 Revenues e.pendR,ares 2/22/7019
I10RARY 39525 89525 Library Trustee Account 81,304.18 $ 1,94t10 10,877,45 72,368.03
K� CITY
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OgPORATED
City of Burlingame
Staff Report
File Number: 19-0307
File Type: Discussion Item Version: 1
Agenda Date: 4/16/2019
To: Library Board of Trustees
From:
Title: Monthly Topic - Children's Department
BURLINGAME CITY HALL
501 PRIMROSE ROAD
BURLINGAME, CA 94010
Status: Agenda Ready
Agenda Number: e.
City of Burlingame Page 1 Printed on 6/5/2019
K� CITY
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OgPORATED
City of Burlingame
Staff Report
File Number: 19-0308
File Type: Discussion Item Version: 1
Agenda Date: 4/16/2019
To: Library Board of Trustees
From:
Title: Lane Room Upgrade Report by D-Tech Interns
BURLINGAME CITY HALL
501 PRIMROSE ROAD
BURLINGAME, CA 94010
Status: Agenda Ready
Agenda Number: a.
City of Burlingame Page 1 Printed on 6/5/2019
K� CITY
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OgPORATED
File Type: Discussion Item
City of Burlingame
Agenda Date: 4/16/2019
To: Library Board of Trustees
From:
Title: Window Shade Quote
Staff Report
File Number: 19-0309
BURLINGAME CITY HALL
501 PRIMROSE ROAD
BURLINGAME, CA 94010
Version: 1 Status: Agenda Ready
Agenda Number: b.
City of Burlingame Page 1 Printed on 6/5/2019
Billing Address
Bradley McCulley
Burlingame Public library
480 Primrose Road
Burlingame, CA 94010
USA
650-558-7401
m cculley(aplsinfo.org
Shipping Address
Bradley McCulley
Burlingame Public library
480 Primrose Road
Burlingame, CA 94010
USA
650-558-7401
mcculley[aplsi nfo.org
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Credits
-$6,745.00
Shipping
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Product Subtotal
$20,235.00
Product Tax (9.000%)
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Installation Services
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Your Total $25,102.70
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K� CITY
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OgPORATED
City of Burlingame
Staff Report
File Number: 19-0310
File Type: Discussion Item Version: 1
Agenda Date: 4/16/2019
To: Library Board of Trustees
From:
Title: Budget for Fiscal Year 2019-2020
BURLINGAME CITY HALL
501 PRIMROSE ROAD
BURLINGAME, CA 94010
Status: Agenda Ready
Agenda Number: a.
City of Burlingame Page 1 Printed on 6/5/2019
CITY OF BURLINGAME, CA
BUDGET YEAR 2019-20
FORM A: DEPARTMENT REQUEST - PART-TIME, OVERTIME, AND NON -PERSONNEL EXPENDITURES
DEPARTMENT NAM Library
FUND # 101
DEPARTMENT # 67500
FY18-19
Adopted FY19-20
Object # Object Description Budget Request $ Chg % Chg
011
011 PART-TIME SALARIES
546,729
546,729
0.00%
012
012 OVERTIME
-
- 0.00%
110
110 OFFICE EXPENSE
54,000
54,000
- 0.00%
119
119 CREDIT CARD FEES
1,500
1,700
200 13.33% New POS system Clover
122
122 PERIODICALS
22,000
22,000
- 0.00%
123
123 BINDING/MICROFILM
1,000
1,000
- 0.00%
124
124 CATALOGING EXPENSE
74,000
79,000
5,000 6.76%
125
125 NON -PRINT MEDIA
53,600
53,600
- 0.00%
129
129 BOOKS/PRINT MEDIA
223,000
223,000
0.00%
160
160 COMMUNICATIONS
9,400
9,400
- 0.00%
170
170 ELECTRIC & GAS UTILITIES
130,200
130,200
- 0.00%
175
175 DEPT WATER CONSUMPTION
12,000
12,000
- 0.00%
190
190 MAINTENANCE OF BUILDINGS AND GROUND
17,000
17,000
- 0.00%
200
200 EQUIPMENT MAINTENANCE
12,000
12,000
- 0.00%
209
209 ELECTRONIC RESOURCES
41,200
41,200
- 0.00%
220
220 CONTRACTUAL SERVICES
241,750
241,750
- 0.00%
235
235 COMPUTER MAINTENANCE
22,000
22,000
- 0.00%
240
240 DUES AND SUBSCRIPTIONS
2,000
2,000
- 0.00%
250
250 TRAVEL, CONFERENCES & MEETINGS
3,500
3,500
- 0.00%
251
251 DEPARTMENT HEAD CONFERENCE & MEETING
1,500
1,500
- 0.00%
252
252 STAFF CONFERENCE AND MEETINGS
5,000
5,000
- 0.00%
253
253 OUT OF STATE TRAVEL
2,500
2,500
- 0.00%
260
260 TRAINING AND SAFETY
3,000
3,000
- 0.00%
TOTAL 1,478,879 1,484,079 5,200 0.35%
Comments
K� CITY
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OgPORATED
File Type: Discussion Item
City of Burlingame
Agenda Date: 4/16/2019
To: Library Board of Trustees
From:
Title: Census
Staff Report
File Number: 19-0311
BURLINGAME CITY HALL
501 PRIMROSE ROAD
BURLINGAME, CA 94010
Version: 1 Status: Agenda Ready
Agenda Number: b.
City of Burlingame Page 1 Printed on 6/5/2019
• . CENSUS 2020
EV ONE COUNTS
Key Messages and Supporting Talking Points
December 2018
Background
The next decennial census will occur in April 2020. The talking points below can be used to
communicate key messages regarding Census 2020 efforts in San Mateo County.
Key Messages and Supporting Talking Points
1. Every ten years, the federal government is required by the U.S. Constitution to count
EVERY person residing in the United States through a national census.
o This includes residents of all ages, regardless of citizenship or immigration status.
o The census an actual Enumeration, not a sampling of the population.
Ensuring an accurate count in the national Census is essential.
o Political Representation: The Census data also determines the number of U.S.
representatives each state sends to Congress and sets the district boundaries from the
state down to local levels.
o Federal Funding: Census data informs how the federal government will allocate $675
billion per year in funding to state and local governments based on the number of people
living there. These funds go towards critical programs that support vulnerable populations.
o Decision -making: Census responses provide the official statistics for the County and will
be the main source of data for decisions made at the national, state, and local levels.
Government, businesses, nonprofits, and foundations use Census data to allocate funding,
define where services are delivered, and promote economic development.
o Democracy: It is important for everyone to be counted in the Census to ensure all voices
are heard and fairly represented. When census information is not accurate, it suppresses
the voices of undercounted groups and regions, and undermines the basic political equality
that is central to our democracy.
Census 2020 is at high risk for an undercount.
o Budget and Staffing: Despite declining self -response rates, the Census Bureau will be
required to conduct the 2020 Census at a lower cost per household than in 2010. There
will be fewer local offices, less field staff, less in -person and telephone follow-ups, and the
primary strategy for data collection will be via internet.
o Traditional Challenges: There have historically been challenges counting certain
households and population groups. These include recent immigrants, people of color,
households with limited English proficiency, households with low income, children under 5
years old, renters and those with unstable housing.
■ California has historically been the hardest -to -count state in the nation. Three
out of 4 Californians belong to one or more groups that tend to be undercounted.
■ The County of San Mateo is home to many of these hard to count groups:
0 35% of residents are foreign born
0 47% speak a language other than English at home
y aF spry
�; ■r COUNTYOFSAN MATEO ` E " S " 5
CIFOPOFFICE OF COMMUNITY AFFAIRS 2 �� 2���
CENSUS 2020
EVE BONE COUNTS
Key Messages and Supporting Talking Points
December 2018
o New Challenges: In 2020, there will be additional new challenges.
■ Internet Response: For the first time, there is an expectation that most households
will complete the Census survey online. This presents barriers for those with limited
digital access/literacy or cybersecurity concerns.
■ Citizenship Question: One of the most significant changes to Census 2020 survey is
the potential reinstatement of a citizenship question. This question is likely to
discourage immigrants, who are facing a negative and uncertain climate, and their
families from participating.
■ Distrust & Data Privacy: There is a widening distrust of government among diverse
segments of the population (immigrant and nonimmigrant alike), raising concerns
about how census data will be used and whether it will remain confidential.
4. An undercount in Census 2020 will negatively affect all residents in our county.
o Funding: An incomplete count will hinder our County from getting it's fair and sufficient
share of federal funds that support critical programs, including:
■ Medical assistance
■ Foster care and child care
■ School nutrition and Supplemental Nutrition Assistance Program
■ Section 8 and other housing assistance
■ Highway planning and construction
For each individual not counted in Census 2020, it is estimated that California will lose
$1,958 of federal funds per year for the following decade.
o Decision -Making: An inaccurate count will also impact many other important decisions
that affect our county. For example:
■ City governments use census data to decide where to provide utilities and build
parks, schools, libraries, and other community buildings.
■ Businesses use census data to decide where to open facilities and what types of
services/products to provide.
■ Developers use census data to build new homes and revitalize old neighborhoods.
■ Transportation planners use census data to decide on public transit routes.
■ Citizen organizations rely on census data to identify community needs, request
and fund programs, monitor trends and assess program effectiveness.
■ Residents use census data to support community initiatives involving legislation,
quality -of -life, and consumer advocacy.
o Representation: Census data is used to draw boundaries for every level of government in
CA down to the school districts. If segments of our county are not counted in 2020, their
voices and needs will not be considered when making important policy, program, and
budget decisions.
OF
t. COUNTYOFSAN MATEO ` E " 5 " 5
OFFICE OF COMMUNITY AFFAIRS 2029
1ppR.
SpN MpTEO COUNTY
CENSUS 2020
EVE BONE COUNTS
Key Messages and Supporting Talking Points
December 2018
S. The County of San Mateo is taking steps to ensure that ALL residents get counted in
Census 2020.
o Census Master Address File Update: The County, combined with cities, submitted over
30,000 address corrections and additions to the Census Bureau Master Address File,
which will be used to send out information about Census 2020 and conduct follow up for
households that don't respond.
o Coordination with state and regional efforts: The County is working closely with the
state officials and representatives from other local governments to ensure that Census
2020 outreach efforts in CA maximize resources and benefit our County.
o Complete Count Committee: The County, in partnership with THRIVE Alliance of
Nonprofits in San Mateo and the San Mateo County Economic Development Association,
has formed a committee of private, nonprofit, and community leaders to guide the
development and implementation of strategies to reduce undercount.
o Community Engagement: The County will collaborate with trusted community
organizations and institutions that can educate residents about Census 2020, motivate
them to participate, and support them in completing the survey.
o Communication Campaign: The County will develop and implement a campaign using
media and community outreach to increase awareness and encourage participation in
Census 2020.
OF
t. COUNTYOFSAN MATEO ` E " 5 " 5
OFFICE OF COMMUNITY AFFAIRS 2029
1ppR.
SpN MpTEO COUNTY