Select Resident Survey Method

Purpose:
Select preferred method to perform a regular resident survey.

Background (resident survey):
During the 2013 Strategic Planning process, discussion ensued related to initiating a resident surveying process.  Generally speaking, survey results would benefit the City in a wide range of applications.  However, relating to the Strategic Plan specifically, a resident survey allows the City to clearly analyze organizational performance measurements; including, the City's Strategic Plan balanced scorecard. 

Background (case):
This case was originally brought before the Council on October 08, 2013; at which time, one method of surveying was presented (phone survey).  The result of this discussion was direction for Staff to bring a case back in March 2014.  At the time, Council had mixed perspectives on whether or not a resident survey should be conducted; and if so, what method should be utilized.  Staff was requested to bring back a variety of survey method alternatives (beyond a phone survey).  Lastly, because funding for a resident survey was not budgeted until 2014, the consensus of the Council was to revisit this discussion in 2014.

Funding/Budget
As a result of the City's Strategic Planning process, $7,500 was budgeted in 2014 for a resident survey.  Furthermore, the City participates in the State of Minnesota's "City/County Performance Measurement" (CPM) program.  Annually, the State allocates about $3,350 to the City of Ramsey for performance measurement related costs.  In summary, the City has about $10,850 in funding budgeted for a resident survey in 2014.  If additional funding is required, survey questions specifically related to individual departments or enterprise funds can be allocated accordingly.

Alternatives/Methods
A wide range of surveying methods exist.  Ranking the value of different methods is a subjective exercise.  Included in the attachments is an "alternatives" comparison chart.  Included in the "alternatives" chart are common survey methods germane to the City of Ramsey; which, include general analytic information and Staff ratings (qualitative, subjective).

Benefits of Surveying
Listed below is a general list of benefits resulting from a regular surveying program.

• Support and follow up to the City's Strategic Planning Process (including the balanced scorecard)
• Support to the City's budgeting process and general Council policy discussions
• Support to City's ongoing efforts for increased efficiencies and organizational effectiveness
• Accountability and the ability to attain regular, measurable, input from the public
  • Ability to attain comprehensive cross section of input from the public
  • Ability to analyze trends in public input over time
  • Ability to identify outlier components in public input (red flags and unique strengths)
  • Ability to compare Ramsey public input to other communities
• Ability to attain public input in a timely/relevant fashion on major policy discussions.
• Use of information for CPM program to continually receive State funds

Council Direction
Staff is looking for direction to pursue one of the general alternatives (methods) outlined in the attachments.  Depending on the alternative selected, Staff will have varying follow up questions for the Council.
 
Staff Recommendation
Staff is recommending the Third Party Mail alternative.  Staff believes a Third Party Mail survey results in a high quality, statistically significant, professional product that will also balance efficient use of both City financial and human resources.



 

Discussion will take 10-30 minutes estimated.

$10,850 is included in the 2014 General Fund budget.  $7,500 under the budget of Mayor and Council and $3,350 from the State for the annual performance measurement reimbursement.

Administration Department

Select preferred method to perform a regular resident survey.