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HomeMy WebLinkAbout5B Community Survey Report Phone 952.447.9800 / Fax 952.447.4245 / www.cityofpriorlake.com 4646 Dakota Street SE Prior Lake, MN 55372 CITY COUNCIL AGENDA REPORT MEETING DATE: FEBRUARY 13, 2017 AGENDA #: 5B PREPARED BY: FRANK BOYLES, CITY MANAGER PRESENTED BY: FRANK BOYLES AGENDA ITEM: CONSIDER APPROVAL OF A RESOLUTION AUTHORIZING A COMMUNITY SURVEY IN 2017 DISCUSSION: Introduction This agenda item requests Council approval to proceed with the administration, interpretation and summarization of a community wide survey. History The City Council has adopted a practice of conducting periodic (every two or three years) scientific community surveys. The purpose of the survey is: 1. Receive feedback from a scientific sample of our community regarding in excess of 100 service, program and perception areas. 2. Act as a database for the City’s update of its 2040 Vision and Strategic Plan. 3. Track reliable and valid changes in perceptions and concerns over time. At their January 9, 2017 work session, the city council received a presentation from Peter Leatherman with respect to the community survey. Based upon input at the meeting, the city council appeared to be favorable to completing a community survey as long as the data it collects is usable in setting day to day policy. For example, what communications tools reach which socio- economic group? Based upon such data what steps can be taken to improve our communications? Current Circumstances The survey which has been administered consists of about 140 questions covering virtually all aspects of City services, programs and related perceptions. To prepare for the update of the 2040 Vision and Strategic Plan this spring, it is necessary that the survey to be administered soon. According to Mr. Leatherman, winter / spring is the right time of year to administer the survey as people tend to be available to participate as compared to the summer months. Also by conducting the survey at the end / beginning of the year, we have historically spread the costs over two years. (Funds from last year automatically became part of the reserve and available for this purpose by adoption of the resolution.) Conclusion The Council should decide if it wishes to proceed with the survey as proposed. ISSUES: At the January 9,2017 work session the city council explored the appropriateness of using other survey instruments like: Survey Monkey, Mail Out Surveys or Sewer and Water Bill surveys. There seemed to be a recognition that the use of such surveys are very limited since they tend to draw responses from respondents at both extremes on a question but underrepresent the perspective of the vast majority in the middle. There was discussion about what affirmative steps do Morris Leatherman take to assure that the sample created is random and remains that way. The topic of cell phones was discussed together with the steps taken to preserve the sample when most people do not answer a call unless the phone number is recognized since this is critical to the ability to project the survey results with a great degree of accuracy from a survey of 400 people to the entire city population of just over 25,000 people. Attached is a process timeline as part of the Leatherman proposal to get the project accomplished promptly. The first part of the study is to drop, add and refine the questions to be asked. The city council will play an important role in this step. When the survey is done, we are provided with the raw scores, cross tabulations and an interpretation of survey results which includes tracking questions as well as comparisons to other municipalities surveyed. If you would like to view previous surveys, please click here and click City of Prior Lake folder, click City Plans, Reports, Financials folder and you will see a folder for each community survey that has been conducted. FINANCIAL IMPACT: Not to exceed $21,000. Fifty percent is due at the initiation of the study and the remainder at completion. Funds will be drawn half from the general fund reserve and the remainder contained in the 2017 general fund budget. ALTERNATIVES: 1. Adopt the attached resolution authorizing the administration of the community survey. 2. Remove this item from the consent agenda for additional discussion. RECOMMENDED MOTION: Alternative #1. 4646 Dakota Street SE Prior Lake, MN 55372 RESOLUTION 17-___ A RESOLUTION APPROVING THE ADMINISTRATION OF A COMMUNITY SURVEY AND AUTHORIZING THE MAYOR AND CITY MANAGER TO EXECUTE THE CITY’S STANDARDIZED PROFESSIONAL SERVICES AGREEMENT Motion By: Second By: WHEREAS, The City Council and staff have periodically contracted for the completion of a telephone survey to 400 randomly selected individuals within Prior Lake; and WHEREAS, The survey is source of objective information about city services and policies; and WHEREAS, The survey data is used to update the city’s 2040 Vision and Strategic Plan as well as services and policies; and WHEREAS, The city has received a proposal to complete a telephone survey in 2017. NOW THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE, MINNESOTA as follows: 1. The recitals set forth above are incorporated herein. 2. Morris Leatherman is hereby authorized to conduct a Telephone Survey for an amount not to exceed $21,000. 3. Funds for this purpose shall be drawn from account 101-41320.00-53100.80. 4. The Mayor and City Manager are hereby authorized to execute the City’s Standardized Professional Service Agreement to accomplish this work. PASSED AND ADOPTED THIS 13th DAY OF FEBRUARY, 2017. VOTE Briggs McGuire Thompson Braid Burkart Aye ☐ ☐ ☐ ☐ ☐ Nay ☐ ☐ ☐ ☐ ☐ Abstain ☐ ☐ ☐ ☐ ☐ Absent ☐ ☐ ☐ ☐ ☐ ___________________________ Frank Boyles, City Manager EXHIBIT A The Morris Leatherman Company 3128 Dean Court Minneapolis, Minnesota 55416 January 10, 2017 Mr. Frank Boyles City of Prior Lake 4646 Dakota Street SE Prior Lake, Minnesota 55372 Dear Frank: The Morris Leatherman Company is pleased to present this survey research proposal to you for the City of Prior Lake. This prospectus is organized in three parts: a potential design; project schedule; and, estimated project costs. As you will see, I am certain that we can provide the City of Prior Lake with the information it seeks in both a cost-effective and timely manner. DESIGN OF THE RESEARCH: The Morris Leatherman Company proposes to conduct a telephone survey of 400 randomly selected households in the City of Prior Lake. A sample of 400 residents would provide results projectable to the entire city adult population within ± 5.0 percent in 95 out of 100 cases. The sample is also of sufficient size to permit the city to be divided into a maximum of four to five categories for more detailed analysis, such as age, mobility, home ownership, location of residence, presence of children, and other demographic characteristics. To insure the integrity of the sample, the Morris Leatherman Company places the most exacting sampling standards in the industry on our procedures. MLC uses a mix of random digit dial landline and cell phone numbers. Before an alternate household is substituted for a designated target, at least ten tries are made to contact the initial households during a five-day period. The telephone calls take place during various times on weekday evenings and during the weekend. Our interviewers are also instructed to seek convenient appointments with interviewees, cutting our non-contact rate to less than five percent on average. An unbiased selection process is also used to identify the adult member of the household to be interviewed. To validate the completed sample, the latest United States Census updated population characteristics are utilized as a standard of comparison. City of Prior Lake Residential Survey Research Proposal January 2017 The questionnaire would be administered by company trained and supervised personnel. The computer analysis will be obtained from our in-house C-MENTOR and SPSS statistical analysis systems, insuring both access to the most current analysis programs and confidentiality of the data set. PROJECT SCHEDULE: 1. Planning with City Council Members, City Staff, and/or relevant individuals to establish the topics to be covered in the survey. Based on these topic concepts, the Morris Leatherman Company would word specific, neutral questions. This activity can be completed by a meeting, telephone and/or fax, depending on client wishes, within two weeks of the initiation of the contract. 2. Structuring of questions and final approval of the survey instrument. These activities are usually completed within three weeks of the discussion of topics to be covered in the survey. 3. Final determination of the field dates for interviewing. 4. Pre-testing and, if needed, approval of resulting revisions. This activity is usually completed by the second day of fieldwork. 5. Completion of all fieldwork within a two-to-three week period. 6. Computer analysis and preparation of written report. All analytical tests and commentary will be available within six weeks after completion of the fieldwork. 7. Delivery of the final written report to the City of Prior Lake, including presentation graphics. Afterwards, telephone consultation, as the need arises, will be provided about the study’s findings and implications. PROJECT COSTS: The cost of a survey is driven by two factors: sample size and questionnaire length. The cost to conduct a 50 question survey would be $13,000.00. Each additional question unit beyond the initial allotment would be $135.00. The cost to replicate the 2014 survey with a questionnaire length of 148 questions would not exceed $21,000.00. As company policy, the Morris Leatherman Company requires one-half of the cost prior to the commencement of fieldwork; the remainder is due upon delivery of the final written report. Unless otherwise arranged, the Morris Leatherman Company invoices clients for the initial payment at the time of the initiation of the contract; the remainder is due at the time of the receipt of the final written report. City of Prior Lake Residential Survey Research Proposal January 2017 If you require any further information from us, feel free to contact either Bill Morris, Diane Traxler, or me. We look forward to the opportunity to work with the City of Prior Lake again. Sincerely, Peter Leatherman Peter Leatherman Vice President CITY OF PRIOR LAKE PROJECT SCHEDULE: BASED ON COUNCIL APPROVAL ON 2/13/17 1. Planning with City Council Members, City Staff, and/or relevant individuals to establish the topics to be covered in the survey. This activity can be completed by a meeting, telephone and/or fax, depending on client wishes. Based on these topic concepts, the Morris Leatherman Company would word specific, neutral questions for the preliminary survey draft by March 3, 2017. 2. Revisions of questions and final approval of the survey instrument by March 27, 2017. 3. Final determination of the field dates for interviewing. 4. Pre-testing and, if needed, approval of resulting revisions. This activity is usually completed by the second day of fieldwork. 5. Completion of all fieldwork within a two-to-three week period by April 14, 2017. 6. Computer analysis and preparation of written report. All analytical tests and commentary will be available by May 1, 2017. 7. Delivery of the final written report to the City of Prior Lake, including presentation graphics. Afterwards, telephone consultation, as the need arises, will be provided about the study’s findings and implications.  Items 1 and 2 can be contracted or elongated depending on meeting schedules.