Agenda - Council Work Session - 11/12/2014

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CC Work Session Meeting Date: 07/22/2014 Information Title: Review, Amend and Authorize Resident Survey Purpose /Background: Purpose: Review, Amend and Authorize Resident Survey. 2.5. 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): Council has reviewed this case four times, starting in October of 2013, and most recently in June of 2014. As a result of these discussions, the Council selected a'Third Parry Mail' survey method for a regular resident survey program; and directed Staff to select a broker and develop a draft survey for Council review. Draft survey materials were reviewed City the City Council on June 17, 2014. At said meeting, a number of suggested amendments were made by the City Council. In summary, a large majority of Council requested changes were made. Please see the attached "Council Requested Changes" document for details. Funding /Budget $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. Staff would estimate the cost of this survey to run between $11,000- 14,000 (depending on various add on options: larger sample size, extra reminder postcard, customized reporting, customized comparisons, etc.). Staff Comments - -Staff has selected the National Research Center (NRC) to perform a "Third Party Mail" survey. This organization is based out of Colorado and is backed by the International City /County Managers Association (ICMA). Quotes were obtained from five firms. The NRC was selected based on competitive pricing, quality of product and experience working with municipalities. -- Attached to this case are three surveys: (1) the original /template survey provided by the NRC; and (2) a revised survey redline version; and (3) a revised survey no redline version. - -The revised survey includes changes /amendments suggested by the City Council on June 17. -- Attached to this case this case are all proposed mailings (three). - -With recent updates regarding potential franchise fees and the potential assessment process changes, the Council may want to reconsider question 17.