HomeMy WebLinkAbout12-11-2023 City Council Agenda Packet - work sessionWork Session Agenda
City Council Meeting
Monday, December 11, 2023, 5:00 PM
City Council Chambers - 2780 Kelley Parkway, Orono MN 55356
952-249-4600 /www.ci.orono.mn.us
1. Community Surveys
Roll Call
Work Session Item
Adjournment
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Item No.: 1 Date: December 11, 2023
Presenter: Adam Edwards
City Administrator
Agenda
Section:
Work Session Item
Item Description: Community Surveys
1.Purpose:
The purpose of this item is to provide information on Community Surveys.
2.Background/Summary:
A. Background. Community Surveys are one of many tools that municipalities can use to solicit
input or feedback. Community surveys can be broad or narrow in scope depending on the purpose
of the survey. Surveys are one of the techniques along with public comment, focus groups and
public meetings at the Consult level within the public participation spectrum. At this level of the
spectrum the public participation goal is to obtain public feedback on analysis, alternatives and/or
decisions. Surveys are a tool often used as part of comprehensive plan development, master
planning, and parks planning. The last comprehensive survey Orono conducted was in 2017 as
part of the Comprehensive plan update process.
https://mn-orono2.civicplus.com/DocumentCenter/View/1659/Chapter-5-Implementation .
The City has also conducted numerous surveys as part of parks planning activities in recent years.
Many of our neighboring cities will conduct community wide quality of life surveys on a
reoccurring basis, every 2/3/4 years. An example can be found here.
https://www.wayzata.org/803/Quality-of-Life-Survey-2022.
B. Public Participation Spectrum. Surveys are but one tool in the public participation toolbox.
First the city must determine a framework for the public participation / input necessary for the
decisions being considered. The levels of public participation can generally be broken down into
five goal-based levels. The table below provides an illustration of this along with suggested
techniques or tools best suited the particular level.
Public
Participation
Goal
Description Decision Basis Tool/ Technique
Examples
Inform
To provide the public with
balanced and objective
information to assist them in
understanding the problem,
alternatives, opportunities and/or
solutions.
Decision by vested
power alone
- Fact Sheets
- Website
- Social media posts
- Press releases
AGENDA ITEM
2
Consult
To obtain public feedback on
analysis, alternatives and /or
decisions
Decision with input for
informed consent
- Public Comment
- Focus Groups /
Advisory
Committees
- Surveys
- Open houses
- Public Hearings
Involve
To work directly with the public
throughout the process to ensure
that the public concerns and
aspirations are consistently
understood and considered.
Decision with repeated
opportunities for
substantive input.
- Workshops
- Deliberative
polling
Collaborate
To partner with the public in
each aspect of the decision
including development of the
alternatives and the identification
of the preferred solution.
Decision based on
recommendations from
stakeholder
negotiations
- Round tables /
Advisory committees
Empower
To place the final decision-
making in the hands of the
public.
Decision by
stakeholders - Referendums
C. Survey Steps. A community survey is a compilation of survey questions sent out to a specific
audience to receive feedback on a particular project or planning activity. Community surveys can
provide insights into what people value, thereby aiding in future planning and decision-making
processes. The key steps in developing a survey are:
1. Establish the objectives for the survey. What do you want to learn about the community and
how will the survey help you?
2. Determine who the survey is aimed at engaging with.
3. Determine the methodology for the survey. Options may include:
a. Direct mail
b. Online survey tools
c. Phone
d. Door knocking
e. Focus Groups
4. Develop your survey questions. There are three ways that you can frame your community
survey questions:
a. Open-ended questions in which respondents write detailed answers.
b. Multiple choice questions in which they choose from given options.
c. A mixed questionnaire with both open-ended and multiple-choice questions.
5. Complete the survey.
6. Analyze the responses.
7. Publish and act on the results.
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D. Costs. The cost for completing a community survey will vary based on the complexity and the
methodology uses. For simple surveys using online tools, the cost can simply be a couple
thousand dollars in staff time and online tool license fee. For a survey that is broad in scope
requiring labor intensive methods and/ or specialized skills and tools, a planning or polling
consultant will need to be brought into the project. As an example, the Wayzata survey of 2022,
which included a consultant and telephone polling as well as data analysis and report production,
cost approximately $27,000.
COUNCIL ACTION REQUESTED
Discussion.
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