Select Resident Survey Method

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

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 and again on March 11, 2014.  The result of these discussions was direction from Council for Staff to provide further analytic information related to the cost of survey alternatives.  In previous discussions, Council has had mixed perspectives on whether or not a resident survey should be conducted; and if so, which method should be utilized.  At the March 11 meeting, Staff recommended selection of a Third Party Mail survey.  Consensus did not exist among the Council regarding Staff's recommendation; which, was largely due to the high upfront or 'hard' costs a Third Party Mail survey would require.

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.  Included in the attachments are "alternatives" comparison charts; which outline common survey methods germane to the City of Ramsey.  These charts are broken down into three sections, see below.  NOTE: Ranking the value of different methods and developing cost estimations is a subjective exercise; different opinions and perspectives will exist.  The purpose of this information is to provide a base for Council discussion.  
 
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
Two general options for Council direction have been identified and outlined below.
1. Direction to pursue one of the general survey alternatives (methods) outlined in the attachments.
2. Direction not to conduct a survey.  If this alternative was selected, Staff would seek Council direction to bring back a case to update the City's Strategic Plan (balanced scorecard section). 

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. 

Staff would like to make it clear, the proposed resident survey would not be conducted annually.  Staff would propose for a resident survey to be conducted bi-annually.  Therefore, annual total cost for Third Party Mail survey to the City would range between $4,753 and $7,188 annually, depending on the number of questions selected.  It should be noted, the City receives an annual $3,300 allocation from the State available for funding a resident survey (see Funding/Budget section above for details).  As a result of the State allocation, if the Third Party Mail alternative was selected, the required total annual allocation from the City would range from $1,453 to $3,888, depending on the number of questions selected; which, falls well within the City's 7,500 annual budget allocation for a resident survey.

If the Council not interested in the Third Party Mail survey alternative, it should be noted, all other survey alternatives outlined in this case would result in significant soft costs (internal Staff time) and questionable statistical significance (reliable results).  Staff is concerned the net value to the City, for said remaining alternatives, is relatively marginal.


 

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.