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HomeMy WebLinkAbout14.C. Parks and Recreation Services Needs Assessment and Task Force /4. C I CITY OF SHAKOPEE MEMORANDUM To: Mayor and City Council Mark McNeill, City Administrator From: Mark Themig, Facilities and Recreation Director Meeting Date: March 4, 2003 Subject: Parks and Recreation Services Needs Assessment and Task Force INTRODUCTION The Parks and Recreation Advisory Board is seeking direction from City Council on whether to proceed with a community survey/needs assessment related to Parks and Recreation Services and the Community Center facility. If supportive of conducting the survey/needs assessment, Council is asked to authorize the appropriate officials to enter into an agreement with Ingraham and Associates for survey services, and to establish a task force to assist with this process. BACKGROUND In the CIP work session on July 30,2002, the Parks and Recreation Advisory Board discussed several issues with City Council related to parks and recreation facilities, including park land acquisition and an expansion to the Community Center. At that meeting, City Council provided some initial direction, along with some concerns (minutes from July 30,2002 work session): "Mr. Themig, Facilities and Recreation Director, approached the podium and spoke to the Community Center expansion. The PRAB was interested to see if there was any interest in this project. Cncl. Joos was concerned about the deficit already generated by the Community Center" ... "Cncl. Link felt the essential needs of the residents needed to be satisfied first. Ms. Gerlach noted that the PRAB saw an increased need for this expansion and felt a marketing survey should be done to see what the residents wanted like Cncl. Lehman suggested. Mayor Mars suggested that staff look into this issue and see what the costs would be and then this item would be followed up on." DISCUSSION Since the July 30,2002 workshop, City Council heard a presentation on, and considered options for an overall City survey. In the meantime, the Advisory Board has continued to discuss future park and recreation needs, including park land acquisition, expansion of the Community Center, and the Hockey Association's work on a second sheet of ice. In order to determine community needs, potential support for any of these projects, and future direction for implementing projects to meet community needs, the Advisory Board felt that a needs analysis (survey) would be necessary. As a result, they asked staff to solicit proposals on a survey specifically related to Parks and Recreation services. RECOMMENDATION OF THE PARK AND RECREATION ADVISORY BOARD At their February meeting, the Advisory Board reviewed proposals for a survey on Parks and Recreation services (Attachment A). The Advisory Board considered the merits of written vs. telephone methodology, the scope of the survey, and potential funding sources. On a 6-1 vote, the Advisory Board recommended to City Council: . That City Council grant authorization for a survey to help determine parks and recreation needs. . That the City enter into an agreement for services with Ingraham and Associates to conduct a written survey of residents at a cost of $8,120. . That the survey be inclusive of all park and recreation services. . And that the survey be funded through a combination of 2002 Recreation Fund reserves, 2003 Natural Resources professional services funds, and park dedication funds. Also, on a 7-0 vote, the Advisory Board recommended to City Council. that a task forGe of community members be established to help develop the survey. The Advisory Board did specifically indicate the composition of the task force, but did indicate that at least three residents from the 1999 referendum efforts have attended recent Advisory Board meetings, and could serve in this capacity. Also, they would be appreciative of any suggestions Council would have regarding the composition of the task force, as well as assistance in getting the word out about the task force. REQUESTED ACTION To summarize, the Parks and Recreation Advisory Board is seeking direction from City Council as to whether or not the Council supports conducting a parks and recreation survey/needs assessment at this time. tf Council supports moving forward with a survey/needs assessment at this time, the following actions are requested: 1. Offer and pass a motion to authorize a survey/needs assessment related to parks and recreation services. 2. Offer and pass a motion to enter into an agreement with Ingraham and Associations for survey/needs assessment services, in the amount of $8,120. 3. Offer and pass a motion to authorize the Advisory Board and City staff to convene a citizen task for to assist in developing the survey, and provide direction as to any preferences the Council may have in the composition of such task force. M~~ Facilities and Recreation Director f\~~\U~~ A CITY OF SHAKOPEE MEMORANDUM To: Parks and Recreation Advisory Board From: Mark Themig, Facilities and Recreation Director Meeting Date: February 24,2003 Subject: Community Survey/Needs Analysis Proposals INTRODUCTION As directed at the January meeting, we solicited proposals from five different organizations for conducting a community needs analysis (survey). Attachment A is a summary of the results. DISCUSSION All five firms submitted proposals. Four of the firms submitted proposals for both a written and telephone survey. One firm only submitted a proposal for a written survey. In order to evaluate the proposals, the Advisory Board will first need to determine whether you would prefer a written or phone survey. As you will see in the proposals, each firm provided their opinion as to the benefits of a written survey verses a telephone survey. Unfortunately, there is no clear consensus: three vendors recommend telephone, and two recommend mail. I have included the majority of their proposal information for you so you can read their reasoning behind their choice. Once you decide a methodology, it appears that either of the two low quotes would be capable of conducting the needs analysis. Ingraham and Associates would charge a fee of $8,120 for a written survey, and Decision Resources would charge a fee of $11,500 for a telephone survey. Ultimately, we will need to narrow down the scope of the survey in order to finalize the cost. The Advisory Board should discuss whether or not you want to include overall recreation services, including such things as park, trail, and recreation program issues, or whether you would prefer to specifically focus on Community Center needs. Finally, Council would need to grant authorization for conducting the survey. One primary concern would be where the funding would come from. Options include using a portion of the 2002 Recreation Fund balance (see Item 9.a.), using professional services funds budgeted in the Natural Resource budget, using Park Reserve funds, or using a combination of any or all of these. The Advisory Board should comment on potential funding source. REQUESTED ACTION If you desire to move ahead on a needs analysis, the Advisory Board should provide a request to City Council to proceed. The request should include the following items: 1. The type of methodology. 2. The recommended firm. 3. The scope of the survey. 4. Potential funding options. o tion 1: Written/Mail Surve Item CJ Olson Market Research Survey Instrument Design Administration of Survey Tabulation, Coding. and Statistical Analysis Reports and Presentations Each Additional Question on Instrument Other Assumes 400 completed surveys. Total to Conduct Comparable 20 Question Surve $15,G42 $10,100 $8,120 $12,100* $30,600 _ Items included in total cost comparison. *Also submitted costs for a larger mail survey in the proposal. CJ Olson Market Research raham & Associates nfa Administration of Survey nfa Tabulation. Coding, and Statistical Analysis nfa Reports and Presentations nfa Each Additional Question on Instrument nfa 180 300 Other (Assumes 400 completed) nfa Total to Conduct Comparable 20 Question Surve $27,330 $11,500 nfa $15,000* $33,100 . Items included in total cost comparison. 'Submitted price on a telephone survey, but recommends a written survey. \ CITY OF SHAKOPEE PARKS AND RECREATION DEPARTMENT COMMUNITY NEEDS ANAL YSt$ REQUEST FOR PROPOSALS (RFP) Company Name :r:l'l6AAHA~ # ~A~S -:INC, Address l~,o L..oMo ,A. "e. se J M'NN.e=AOOl..(~ State MrJ ~ &f~l" wJ Zip COde...55 l Business Phone '377*:J.SOt> FAX 377" lOlO Contact Person 6f2e'~ ::r tV e,tIt~k"'M. Title p~\J~ " Section 1: Written/Mail Survey'" Instructions: Provide costs associated for conducting a random sample mailed survey. Provide additional information as needed to describe each component. 1 Item (Please describe) Cost for 20 Question Instrument Survey Instrument Design -*t \SCi). Q) Administration of Survey '*" G{ 00, 00 -- Tabulation, Coding, and Statistical Analysis ~ 2. loO, DO Reports and Presentations ~ I 4. ~2-0. 00 Each Additional Question on Instrument ~~. DO P.e"J"1'/~' .:f M ~t t; fJ\l - Other 4f ~ co () <"0 , - Section 2: Telephone Survey* Instructions: Provide costs associated for conducting a random sample telephone survey. Provide additional information as needed to describe each comoonent. Item (Please describe) Cost for 20 Question Instrument Survey-Instrument Design Administration of Survey Tabulation, Coding, and Statistical Analysis j Reports and Presentations Each Additional Question on Instrument Other - *Please include a brief overview of each survey method, and which method you would recommend that the City use. Signed Title: P~.JtfW1' Date~ ,I '5 :S D ~C ,I iA 1J' ~E $ >, , City Planning Landscape Architecture fork Planning 8 Design Land Use Planning February 14,2003 Mark Themig, Faculties (Hid Recreation Director City of Shakopee 1255 Fuller Street Shakopee, MN 55379 Re: Com.munity Needs Analjrsis -. Pmrks & Rec:re$timn Consulting ServiceslP':roposal Dear Mark: -- Thank you Ii,)! taking the time to talk witb me about Sha.."l(opee!s park and recreation services and facilities and the Needs Analysis. On behalf of Ingraham & Associates Inc., I am pleased to submit this proposal to conduct a community survey, to analyze a.Yld present the results and recommendations. Ingraharn & Associates comhines the technical expertise to conduct mail surveys with extensive experience in parks and recreatioll. Vle prepared the 1998 Shakopee Community Survey and prepared and administered comn1Uni~r' surveys for Hastings, Roseinount, Bloomington, Arden Hills, Dayton, and Afton, "tviN and Bismarek, ND. We are ex.dted about the oPPOltunity to help Shakopee determine community needs, desire for expansion of the Community Center and solutions to the identified park and recreation needs. Call me if you have any questions or need fi.Irrher inforrnation. Sincerely, Greg lug dham, AICP President -~,----_., ~-'-'-- -- 1510 Como Avenue 5.E. Minneapolis, MN 55414 (612) 377-2500 telephone ( 6 1 2) 377 -1 0 1 0 fDi5;mJle www.ingraham-ossoeiotes.com ~- SHAKOPEE, MINNESOTA - PARKS AND RECREATION COMMUNITY NEEDS ANALYSIS Consulting Services Proposal About Ingraham & Associates: Ingraham & Associates is a park and recreation consulting firm with extensive experience in community surveys and recreation needs analysis. We have provided high quality consulting services to cities, counties and agencies in the Upper Midwest since 1996 from our offices in Minneapolis. Our staff of recreation planners, landscape architects, communication specialists have years of experience servicing city park and recreation systems. We worked with the City of Shakopee on projects such as: preparation of the Shakopee Park and Trail System Plan, updating the city park dedication requirements and fees, preparation and administration of the 1998 Shakopee Community Survey and preparation of the 17th Street Soccer Complex plans. Similar Experience: In addition to preparation of the 1998 Shakopee Community Survey, Ingraham & Associates prepared parks and recreation needs assessments, community surveys, and strategic recreation plans for Afton, Arden Hills, Bloomington, Dayton, Hastings, Plainview, Rosemount and the Mounds View and White Bear School Districts and the Bismarck Recreation District - Bismarck, North Dakota. Our surveys and needs analysis and recommendations have proven to be effective tools for guiding public actions and investment. Project Team: The following are the Ingraham & Associates team members and their roles in the Shakopee Community Needs Analysis: Greg Ingraham, President Project Manager and Principal Planner Stephen Wensman, Senior Planner Recreation Planner Ian Severson, Associate Planner Recreation Analyst Greg Ingraham will be the principal staff person conducting the survey, preparing the recommendations and making the presentations. Mr. Wensman and Mr. Severson will assist Greg with research, survey administration and analysis. ML Ingraham has over 20 years of recreation planning experience, has a Master Degree in Communications, specializing in public opinion surveys and was the former Manager of Bloomington Parks and Recreation. ---- ----,-,- -- ~----,--_.._. 1 -- Project Contact: Greg Ingraham, President greg@ingraham-associates.com Ingraham & Associates. Inc. Ph. (612) 377-2500 1510 Como Avenue SE Fax (612) 377-1010 Minneapolis, :MN 55414 Ability to Meet Project Requirements and Schedule: Our staffhas extensive experience conducting and administering mail-back public opinion surveys. We use Minitab statistical software for data entry and statistical analysis of the results. Our surveys truly "takes the pulse of the community" and allow city decisions to reflect resident needs and desires. Our survey process is designed to obtain 500 responses with a margin of error of less than 5%. Our survey process typically takes 8-10 weeks from initial discussion about questionnaire content to final presentation ofthe results. That is well within the March 4th to May 27th time table listed in the RFP. This project fits well within our overall project workload. Our former work experience as parks and recreation staff and our consulting work for a wide variety of municipal parks and recreation departments gives us an intimate understanding of the issues and opportunities present in needs analysis. Weare familiar with the City of Shakopee, the City parks and recreation system and the needs of growing communities. This unique combination of survey expertise, in-depth park and recreation experience and knowledge of the City makes us well suited to conduct the Shakopee Needs Analysis. References: Dan Schultz, Rosemount Parks and Recreation Director (651) 322-6012 Public Opinion Survey, Needs Analysis as part of the Rosemount Park and Trail System Plan Marty McNamara or Darbie Johnson, Hasting Parks and Recreation (651) 480-6175 Public Opinion Survey and Recreation Program Needs Analysis Tom Moore, Arderr~arks-and~ecreation Director (651) 634-5120 Public Opinion Survey, Needs Analysis as part of the Arden Hills Park, Trail and Open Space Plan Steve Neu, Director Bismarck Park District (701) 222-6455 Public Opinion Survey, Needs Analysis as part of the Bismarck Park District Strategic Plan Mark McQuillan, Shakopee Director of Natural Resources (952) 233-3847 --~.-_._----_.- - 1998 Community Survey, Shakopee Park and Trail System Plan ------..- 2 Survey Method: Why are mail-back surveys better? We specialize in preparation, administration and analysis of mail-back public opinion surveys. We feel that mailed surveys are the best method to determine resident needs and desires because: . Written questionnaires allow for more in depth questions and analysis than phone surveys. We use a precise question ordering to allow respondents to explore more detailed issues. Questions are selected to build on the previous question and to inform residents as they complete the survey. . In today's busy environment a written survey allows the respondent the ability to complete the questionnaire at a time that fits their schedule. . Many people have unlisted phone numbers, caller ID or refuse to participate in phone surveys. That influences the composition of the phone survey respondents. . We use addressing and graphic presentation methods to assure a high response rate. Response rates for our surveys range from 15% to 50%. The response rate for the 1998 Shakopee survey was 32%. . We can incorporate maps, sketches or photos in the written surveys to enhance comprehension of the questions and issues presented to the survey audience. . We use paired responses (performance and importance) to issues to determine likely support for project funding or a future bond referendum. Needs Analysis Process and Deliverables: Our community survey process is based on listening closely, applying our communication and recreation expertise, careful analysis and clear presentation of our findings. We pride ourselves on the highest quality customer service. Our proposed process for the Shakopee Parks and Recreation Needs Analysis is: 1. Meeting with City staff to discuss needs analysis issues and key questions. Review survey process and timetable. 2. Prepare draft questionnaire. Review draft with City staff and the Parks and Recreation Advisory Board. --~ ._-_..~-_._- '" Pre-test survey questionnaire. ----~- J. 3 4. Prepare final questionnaire. Obtain staff approval prior to printing. 5. Printing, labeling and mailing. 6. Enter survey results. Tabulate results. 7. Statistical and qualitative analysis. Review draft results with City staff. 8. Prepare summary of results and draft recommendations. 9. Present results, findings and recommendations to Park and Recreation Advisory Board. lO. Deliver paper and digital copy of results and report to City. The costs of our services are listed on the attached RFP cover sheet. This includes preparation of the survey questionnaire, coordination of printing, mailing and collection, data entry, statistical and qualitative analysis of results, preparation of a summary-report, recommendations and presentation materials, two Commission meetings, staff meetings, and presentations. We will provide you with draft questionnaires, a camera-ready original of the final questionnaire and the report and a digital version of the summary of results, report and recommendations plus a large size color presentation summary of the recommendations for display purposes. Responsibilities of the City: Our proposal assumes the City prints and mails the questionnaire and uses a return postage page permit for survey responses. The cost of printing and mailing 5,000 questionnaires and receiving at least 500 postage paid responses is approximately $2,000.00. The City will be billed monthly for needs analysis work performed by the Ingraham & Associates. Payment shall be made within 30 days of the invoice date. Summary: This is the type of project we enjoy and excel at. Our experience and expertise fits the city needs and will result in an excellent and timely process and end product. We hope you select us to conduct the Needs Analysis. Sincerely, Greg Ingraham _Pl'esident. _ 4 --