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HomeMy WebLinkAboutCOW Agenda Packet 01/08/2002Meeting Location: Mount Prospect Senior Center 50 South Emerson Street COMMITTEE OF THE WHOLE AGENDA Meeting Date and Time: Tuesday, January 8, 2002 7:00 p.m. I. CALL TO ORDER - ROLL CALL Mayor Gerald L. Fadey Trustee Timothy Corcoran Trustee Michaele Skowron Trustee Paul Hoefert Trustee Irvana Wilks Trustee Richard Lohrstorfer Trustee Michael Zadel II. ACCEPTANCE OF MINUTES OF NOVEMBER 27, 2001 III. CITIZENS TO BE HEARD IV. RESIDENT SURVEY DISCUSSION The idea of a comprehensive residential survey process was discussed at the February 13, 2001 Committee of the Whole meeting. The consensus ofthe Village Board was to proceed with the development of the necessary research to generate a Request for Proposals (RFP) for consideration of representative survey firms. As part of the effort to create the RFP, Public Information Officer (PLO) Maura Jandds conducted interviews with individual Village Board members to gather common elements and themes necessary for the process. The information from the interviews was compiled and forwarded to the Village Board in an August 7, 2001 summary memorandum. PlO Jandris created an RFP and responses were evaluated throughout October and November of 2001. Since the Village Board had previously expressed support for this project, funds were requested in the 2002 Budget anticipating final approval of the project in 2002. Extensive discussions with the respondents to the RFP focused on the need to stay within the proposed 2002 allotted budget and ensure the project would be multifaceted to include several different elements of survey types to create a comprehensive body of data. After extensive review and analysis of the three responses to the RFP, staff felt that Metro Chicago Information Center (MCIC) had the strongest and most comprehensive proposal. Staff held additional follow-up meetings with MCIC in order to more closely tailor their approach to match the Village's needs and budget parameters. The revised proposal is a result of those meetings, and PlO Jandris is recommending the Village enter into an agreement for services with MCIC. NOTE: ANY INDIVIDUAL WHO WOULD LIKE TO ATTEND THIS MEETING BUT BECAUSE OF A DISABILITY NEEDS SOME ACCOMMODATION TO PARTICIPATE, SHOULD CONTACT THE VILLAGE MANAGER'S OFFICE A T ~00 SOUTH EMERSON, MOUNT PROSPECT, ILLINOIS 60056, 847/392-6000, EXTENSION 5327, TDD #847/392-6064. MClC has had experience in communitysurveys and has presented a plan for consideration of a multi-year survey program respectful of future year budgets for this project. It is anticipated that this will be an on-going project that will produce some type of survey or target group analysis on an annual basis. Therefore, survey results will likely reflect trends over time and not just a '~snap-shot" of a single period of time or mood. The information gathered from the survey project will be invaluable for Village marketing efforts and service level recommendations. Appropriate Village staff will be on hand to facilitate discussion in order to foster final direction from the Village Board. If the proposal and direction of the project is acceptable to the Village Board it is anticipated that the contract for services can be brought before the Village Board for approval at an upcoming Village Board meeting. V. VILLAGE MANAGER'S REPORT VII. ANY OTHER BUSINESS VIII. ADJOURNMENT CLOSED SESSION LITIGATION 5 I LCS 120/2 (c) (11). "Litigation, when an action against, affecting or on behalf of the particular public body has been filed and is pending before a court or administrative tribunal, or when the public body finds that an action is probable or imminent, in which case the basis for the finding shall be recorded and entered into the minutes ofthe closed meeting." H:\GEN\Cow~Agenda\010802 COW Agenda.doc Village of Mount Prospect Mount Prospect, Illinois INTEROFFICE MEMORANDUM TO: VILLAGE MANAGER MICHAEL JANONIS FROM: PUBLIC INFORMATION OFFICER DATE: DECEMBER 28, 2001 SUBJECT: RESIDENT SURVEY PROPOSAL RECOMMENDATION L BackRround The idea of conducting resident surveys was initially introduced at the February 13, 2001 Committee of the Whole Meeting. At that meeting, the Village Board of Trustees discussed its desire to conduct a community survey. Interviews were then conducted with members of the Village Board. From these meetings common elements and themes were drawn including a list of suggested groups to survey, goals of the survey and the level of professional assistance staff should seek in conducting the survey (Attachment B). Next, staff met with several survey consultants to determine what services they could offer. A summary memorandum dated August 7, which focused on these discussions as well as conversations with members of the Village Board, was compiled and forwarded to the Village Board (Attachment C). Finally, in August, an RFP was issued. II. RFP Results Responses were received from three firms: Metro Chicago Information Center (MCIC), Northem Illinois University Public Opinion Lab, and MarketFacts. Staff feels that the strongest proposal came from the Metro Chicago Information Center (MCIC), and recommends that they be selected to assist the Village in the survey process. Staff met with representatives from MCIC to discuss their proposal. Due to budgetary constraints we asked them to provide us with a revised proposal that was more in line with the funding available for the project. $3,500 was allocated in 2001 for these efforts. That funding has been carried over to 2002, and approximately $15,000 is currently budgeted for survey efforts in 2002. III. About MClC Metro Chicago information Center is a not-for-profit research-consulting firm founded nearly a decade ago by the United Way of Chicago. MCIC's mission is to provide top-quality, state of the art research resources, methods and data to other not-for-profits, foundations, government agencies, educational institutions and private sector organizations. As part of its mission, MCIC conducts an annual quality-of-life survey, called the Chicago Metro Survey. It is a survey of 3,000 households in Chicago and the six-county area. Survey topics include community financial needs and concerns, health care, education, crime, the media, charitable giving, cultural participation, leisure time activities, computer access and demographics. In addition, MCIC provides advanced research and consulting services. esident Survey Recommendations December 28, 2001 Page 2 IV. MCIC's Proposal (Attachment A) MClC's revised proposal provides three options. Option One- Multi-Year Survey Plan Cost: $12,755 This option does not include any qualitative data collection. It will merely prepare the Village for surveying in future years. Staff feels it is important to develop a solid plan for the surveying effort, especially for budgeting purposes. It is also important to continue the surveying process, looking at all aspects of the Village and the services we provide. In this option, MCIC will: Conduct a literature review, including a look at past surveys the Village has conducted. Presentation of "lessons learned" from quality of life reseamh efforts of other communities, MClC Metro Survey, 2000 U. S. Census, etc. Conduct six key informant interviews with religious leaders, service providers and community leaders on current perceptions and needs in IVbunt Prospect. Hold two focus groups with random sample of Mount Prospect residents and local business owners to assist in the formulation of the survey plan. Conduct workshops with the Village leadership to present and re~iew the plan. 2. Option Two- Focus Groups Cost: $15,694 In this scenario, MClC will assemble eight focus groups from among our list of target audiences. MClC will then prepare a report to the Village on the findings of the focus groups identifying themes and topics. Option Three - Resident Survey Cost: $~7,402 This would consist of a mail survey to 5,000 Mount Prospect residents. MCIC would design the survey questionnaire and handle the mailing and collection of data. They would then provide a data analysis and final report. III. Staff Recommendation In keeping with the funding available in 2002, staff recommends beginning with Option One, the Multi Year Survey Plan, at a cost of $12,755. If more funding becomes available, we can proceed with options two and three or variations of thereof. If you have any questions regarding this proposal, please contact me. Public Information Officer 11/26/2001 Mount Prospect Proposal Three Alternative Plans OPTION ONE -- MULTI-YEAR SURVEY PLAN (No QUALITATIVE DATA COLLECTION) The Village of Mount Prospect demonstrates cutting-edge strategic thinking by proposing a multi-year approach to study resident attitudes regarding their quality of life. MCIC proposes to develop a plan that will serve as a guide for the Village to conduct on-going needs assessment and quality of life surveys in Mount Prospect. The survey plan will include recommended methodologies for groups that are targeted for primary research. MCIC will then work with Mount Prospect to equip local students and/or other volunteers to conduct telephone or mail surveys. To develop the multi-year survey plan, MCIC proposes the following steps: 1. Literature review of information over the past ten years related to the Village of Mount Prospect. This would include any surveys that have been conducted with jreside~nts, businesses and/or specific interest groups, such as: · Police and public safety · Economic development survey on the Northwest highway · New resident surveys · Other available research (schools, park districts, Cable TV, etc...) 2. Presentation of"lessons learned" from the quality of life research efforts of other communities, MCIC Metro Survey, 2000 U.S. Census, HMDA and CRA 3. Six key informant interviews to elicit responses from religious leaders, service providers and/or community leaders on current perceptions and needs in Mount Prospect 4. Two focus groups conducted with random sample of Mount Prospect residents and local business owners to obtain in-depth qualitative information and rich detail on topics of interest. This will: · Determine key issues and needs · Stimulate new ideas and concepts · Improve the pla~ing and design of new programs, services or products · Evaluate existing programs, services or products 5. Findings will be used to prepare a multi-year survey plan for the Village identifying specific goals and actionable outcomes 6. Drafting of prospective data collection instruments, sampling procedures and methodologies are included 7. Workshops with Village leadership to present and review the plan Metro Chicago Information Center 1 11/26/2001 OPTION TWO- FOCUS GROUPS (NO SURVEYS) Focus groups offer a reasonably priced forum for obtaining in-depth qualitative information and rich detail on topics of interest. They also provide a means for determining key issues and needs, and for stimulating new ideas and concepts. Focus groups also provide a means for evaluating existing programs and services and for improving the pla~ing and design of new programs, services, or products. While results cannot be. generalized across the entire population, they can spot emerging trends and give deep insight into how people think and perceive the discussion topics. For focus group research in Mount Prospect, MCIC proposes the following steps: 1. Analysis of existing data related to the Village of Mount Prospect and comparable community areas 2. Eight focus groups from among the following list of target audiences: · Current residents New residents · Local business owners · Residents from surrounding communities · Real estate agents · Local community leaders Findings will be used to prepare a draft report for the Village identifying themes and topics that arose during focus group research 4. Workshops with Village leadership to present and review the final report Focus groups will be tailored to match the expertise of each group. Participants will be asked to discuss their perceptions of services provided by the Village of Mount Prospect, recent developments and construction projects and the delivery of services to the community. MCIC will prepare discussion guides for each focus group and certified focus group moderators will conduct the group. In addition to audiotaping each focus group, MCIC will provide a note taker to capture key points during the discussion. Each guide will be developed upon extensive consultation with the Village. The discussion guides could include questions such as: o How often do you use Village services? o What do you like/dislike about living in Mount Prospect? Why? o How can the Village improve the quality of life in Mount Prospect? o What are some recent changes that affect needs and service strategies (demographic changes, economic changes, policy changes, etc.)? o How have recent changes/developments in Mount Prospect improved your quality of life? Or, has your quality of life not improved? o Visualize the future: How will your needs change over 3-5 years? Metro Chicago Information Center 2 11/26/2001 At the end of the focus groups, and after a detailed presentation of results and discussion among the project review team, MCIC will prepare a written report summarizing the proceedings and recommendations of the participants. This report will include data and commentary on the information gathered during secondary data research. The purpose of the written report is to lay out suggestions for change and improvement that can become the basis for detailed strategic planning conversations among Mount Prospect staff, its Board and collaborating agencies. MCIC will work with the Village to determine who should be recruited for each focus group. As a cost saving mechanism, we expect Mount Prospect to assist in recruiting and hosting the focus groups. We are proposing to recruit ten to twelve persons per group to ensure that at least eight attend each session. We recommend that participants be paid a stipend to participate ($50 is customary). It should be noted that community leaders may or may not be paid a stipend - the Village would determine this. Light refreshments and snacks will be served. Metro Chicago Information Center 3 11/26/2001 OPTION THREE - RESIDENT SURVEY We propose a mail survey and an analysis of findings that focuses on actionable strengths, weaknesses, opportunities and threats. A quality sample is the soul of a quality study. The survey questionnaire, a cover letter signed by a high-ranking representative of the Village and a pre-paid BRE return envelope will be mailed first-class to a randomly sorted list of 5,000 Mount Prospect residents. The list will be purchased from one of the several reputable list sample services used by MCIC for mall surveys of this type. MCIC has an excellent track record of designing mail surveys that generate response rates much higher than industry averages of 5% to 8%. Utilizing a random sample of 5,000 residents will ensure a minimum of 400 responses to the survey. In generalizing to the population of Mount Prospect as a whole, weights will be used if needed to compensate for groups over- or under-represented in the final data set. We will calculate these weights using methods developed for the annual MCIC Metro Survey and the recent Metropolis 2020 survey. Gender, ethnicity, marital status and employment status alone or in combination are the four most commonly used weighting variables. The result will be a data set that exactly matches the most recent Census population projections for the Village. MCIC proposes a first wave mailing to the random sample of 5,000 Village residents, allowing two weeks for responses to be received via U.S. Mail. MCIC will perform receipt control functions and, if less than 400 surveys have been returned in this time period, MCIC will re-mail the survey to recipients who have not yet returned their completed survey. 1 Design We envision three key products of the design stage of this project: meetings with Village staff including an initiation/coordination meeting and a meeting of management staff from different departments; a design document spelling out our approach to the project; and the sample we intend to use for data collection. 1.1 Coordination Meetings An excellent working relationship between MCIC team members and Mount Prospect officials will be the highest initial priority for the project: At the project initiation meeting held upon execution of the contract, the agenda will include: · Goals Deliverables · Accountability matrix assigning tasks to individuals · Schedule, Points of Mount Prospect review of materials, and Milestones · Risk assessment Metro Chicago Information Center 4 11/26/2001 Weekly and final reports We propose to distribute, prior to the meeting, examples of questionnaire items, outlines of final deliverables, and analytic table shells to give participants specific items to react to and discuss. We will also use the meeting and follow up conversations to supplement our understanding of specific priorities, challenges, and upcoming decisions that can be informed by the right data. MCIC specializes in design, analysis, and presentation that supports and promotes policy decision-making. 1.2 Design Plan Document We propose to prepare and maintain a loose-leaf notebook documenting initial and on- going design and implementation procedures, decisions, and outcomes. A copy will be maintained at the Village of Mount Prospect office to provide a window into survey activities and progress. Included will be current versions of the Work Breakdown Structure, schedule, materials, and analyses. At the end of the project this will serve as a complete set of project documentation that can be reviewed to learn exactly how the research was conducted and what was learned. 2 Materials Through numerous community surveys, MCIC has developed, tested, and improved a set of materials that will be adapted for the Village of Mount Prospect study, in developing these we relied on methodological research findings and roles of thumb presented in the classics of community survey design.~ This section of our proposal discusses our approach to questionnaire development, preparation of other materials, pretesting, and our suggestions for public relations activities that can enhance response rates. 2.1 Questionnaire As much as the sample, the questionnaire determines the quality of the research. MCIC has developed a community survey item databank that will assist in the development of the Village of Mount Prospect survey instruments. These questions will be supplemented through a review of past surveys and survey instruments conducted by the Village's governmental or partner departments, and will be provided in a loose-leaf binder. Among the factors to keep in mind in review and item selection: * Direct comparability with prior Village surveys (including most recently, the police survey, new resident surveys, and any others); · Consistency with Y2K Census questions and definitions (for example, racial categories have changed); 1 Don A. Dillman, Mail and Telephone Surveys, the total design method. New York: John Wiley & Sons, 1978; Seymour Sudman and Norman M. Bradbum, Asking Questions: a practical guide to questionnaire design. San Francisco, CA, Jossey-Bass, 1982. Metro Chicago Information Center 5 11/26/2001 Suitability for comparison with other data sources (such as the International City/County Management Association Center for Performance Measurement, Metropolis 2020, MCIC's annual Metro Survey); Availability of secondary sources that already meet data needs (such as Census data, administrative records, and findings from other community studies in Cook County); The shorter the questionnaire, the higher the response rate and respondent satisfaction with the interview experience. 2.3 Pretest MCIC proposes to conduct a 10 case pretest to assess the survey instrument - analyzing the questiormaire's administrability and length. We recommend that Mount Prospect officials, departmental executives, and Mount Prospect receptionists be recruited as respondents for this pretest. This will familiarize them with the questionnaire, pique their interest in the study, and assist any efforts they may have to make in explaining the research to callers or friends. MCIC will e-mail a brief report on the pretest including recommended questionnaire changes, for review and approval by the Village of Mount Prospect. 2.4 Village of Mount Prospect Public Relations Efforts Non-response is the most important source of unmeasurable bias in surveys, so reducing refusals is an important objective. The more legitimated and endorsed community surveys are, the higher the response rate. We recommend that the Village of Mount Prospect undertake publicity efforts surrounding these surveys, including press releases and mailings. MCIC would be happy to assist the Village in these initiatives, providing models from other studies and reviewing documents as needed. 3.2 Respondent Incentives To increase respondent cooperation, we propose modest respondent incentives. For example, the Village of Mount Prospect can offer to mail or e-mail the findings to interested participants. In the recent Metropolis 2020 study, a third of respondents provided their names and addresses in this regard. If other incentives (such as give- aways or discounts) could be provided, that would also encourage participation. 3.3 Quality Assurance We propose the following quality assurance activities: Written quality control plan. This document will summarize the quality control steps taken in the project. It will be incorporated in the final methodology report. Analysis of lessons learned from prior community studies. Contacts with managers of comparable studies, and MCIC's own experience, will be used to identify risks and plan remedial action. Metro Chicago Information Center 6 11/26/2001 · Interim deliverables. Where practical, prototype deliverables with simulated or interim data will be used to develop and test products and processes. · Review of interim and final frequencies. Anomalies and outliers will be identified and investigated. · Inter-round reliability. Data will be compared with the Mount Prospect interviews in the ongoing MCIC Metro Survey, the most recent Census data, and comparable other community studies to spot potential quality issues. 3.4 Data set Coding. MCIC recommends the use of closed-ended questions wherever possible. Open-ended questions are intoxicating during questionnaire design but provide massive hangovers. The headaches of interpretation and coding greatly exceed the richness of open answers, which often are under- or unanalyzed. We have assumed no open-ended questions will require coding by interviewer and/or MCIC specialty coders. Data cleaning. In addition to the industry standard of visual review of frequencies for outliers and naming basic crosstabs to check inter-item consistency, MCIC proposes to compare the data with prior surveys to identify any suspicious differences. Data file. MCIC will provide a fully labeled, cleaned SPSS file with community survey data. MCIC can provide the data via e-mail, on CD-ROM, or on floppy disk. MCIC will provide the final codebook/database containing all the raw data in SPSS or other electronic format to the Village of Mount Prospect for final review and approval. 4 Analysis Plan MCIC will provide a written analysis plan early in the project, linking questiormaire items to specific research investigations. We will also provide outside data to illuminate the Village of Mount Prospect Community-Wide Quality of Life Survey findings. For example, we can use Metro Survey data to draw comparisons between the Village of Mount Prospect, similar communities, and the Chicago region as a whole. MCIC can bring a wide range of data to bear in planning and focusing the analysis. 4.1 Final Report MCIC proposes a "rolling report" model for the Final Report, avoiding the pitfalls of drafting a final report after parts of the project have become a dim memory. After the project kickoff meeting we will present a draft outline of the Final Report with suggested breakdowns and interrelationships by key demographic factors. We will fill in the outline as the project proceeds, through conversations with Mount Prospect officials, so that at the time of final data delivery, the Report will also be finished. The final report will contain an executive summary and charts and tables to present the information in an easily digestible and readable way. Metro Chicago Information Center 7 11/26/2001 4.2 Presentation MCIC will make at least one formal, in-person presentation of the report's findings and analyses to the Village of Mount Prospect. Project Manager Dana Doan, who most recently gave a multi-media presentation of Metro Survey data at the Federal Reserve Bank of Chicago's Community Financial Needs Seminar (July 19), will present the data. At least two preliminary report presentation meetings will be provided in preparation for the formal presentation. Other Engagement Activities 5.1 Village of Mount Prospect Panel The investment of thousands of dollars in a snapshot of community attitudes can be made to pay continuing benefits by constituting cooperative respondents as a panel for further data collection. The cost is minimal. Simply include, at the end of the interview, a question about the respondent's willingness to be polled again in future. Collect mail and e-mail information, and the Village can easily conduct pursuit research with in-house staff. Since demographics, location, and attitude data already exist for panel members, sub- samples can easily be targeted as needed. For example, if the Village is considering a policy likely to affect retired residents, a number of retired residents can be asked to comment and the findings related to their other characteristics and attitudes. It would also be possible to determine the effect of Village informational campaigns by comparing pre- and post-opinion data. We would welcome the opportunity to design the community survey so it would support the constitution of such a panel. The Village of Mount Prospect would "own" the panel and could conduct pursuit research in-house, or contract it out to us or to other vendors. 5.2 Web site survey Any sample survey leaves out the vast majority of community residents, even though it accurately represents their views. To generate interest in the research, and give more individuals the opportunity to participate and to compare their answers with the survey findings, we propose a web site that people could use to complete the survey. Or at least inserting the surveys in community newspapers or Village mailings so everyone who wishes to can participate, then publishing and posting the scientific survey results so Mount Prospect residents can compare their answers. Metro Chicago Information Center 8 11/26/2001 2002 SCHEDULE FOR MULTI-YEAR SURVEY PL~,N January February March ^ ~ril WEEKENDING--) 11 18 25 1 8 15 22 1 8 15 22 29 5 12 Kickoff meeting X Secondary data X X X X analysis Key informant X X X X interviews Focus groups X X Draft survey plan X X X X X Workshop with X X Village Final plan X 2002 SCI-IE. DULE FOR FOCUS GROUP January February March April WEEKENDING'-) 11 18 25 1 8 15 22 1 8 15 22 29 5 12 19 Kickoffmeefin$ X Secondary data X X X X analysis Focus groups X X X X X X Draft report X X X FG with Village of X X MP Final report X X 2002 SCHEDULE FOR RESIDENT SURVEY January February March A ~ril WEEKENDING'-) 11 18 25 1 8 15 22 1 8 15 22 29 5 12 19 26 Kickoffmeeting X Secondary data X X analysis Research design X X X Data collection X X X X Data cleaning/ X X X coding Analysis & draft X X report Comments from MP X X Final report X X Metro Chicago Information Center 9 11/26/2001 BUDGET FOR THE MULTI-YEAR SURVEY PLAN Survey Plan Cost Secondary data analysis $75( Key informant interviews $30( Focus groups $4,965 Draft and Final Multi-Year Survey Plan $2,244 Workshop with Village leadership $1,49( On-going Technical Assistance $3,00( YOTAL FOR PHASE ONE $12,75~ BUDGET FOR EIGHT FOCUS GROUPS FOCUS Groups Cost Secondary data analysis $75( Focus groups $11,70C Written Report $3,244 TOTAL FOR PHASE ONE $15,694 BUDGET FOR A RESIDENT SURVEY Mail Survey Cost D~sign $1,20C Data Collection & Postage $6,802 Data Cleaning, Coding $2,63£ Written Analysis $2,46C Survey Management $2,04£ Management Reserve ( 15%) $2,27( YOTAL FOR RESIDENT SURVEY $17,402 Metro Chicago Information Center 10 Trustee Comments Trustees Skowron & Trustee Lohrstorfer · Residents - Questions - how long they have lived here, where they lived before here · Survey Realtors - concerns about how open/honest they would be · How specific? Residents - list of services that they take advantage of?. What improvements they would like to see · If they had the chance to move, would they? · What makes other communities attractive? · Phone Survey? Multiple Choice questions or open-ended? · Residential is priority · Rental or Owner?. Multi-family would be different from single family · Do business survey with chamber · Resident survey as newsletter insert - postage paid return · Survey residents of other communities w/in 5 mile radius - next year? · We need general answers - we need to know why they are here · Demographic information - age level · Priorities - 2nd Quarter - New Residents, find way to target multi-family 3rd Quarter - Businesses 4th Quarter - General Residents · Check with U.S. Census Bureau - do they do survey work for outside orgs? Trustee Hoefert · Have professional company conduct survey and help prioritize · Need to reach out to people who might not compete · Send people out door-to-door · Categories to concentrate on: Infrastructure Services Quality of Life What people value about the community Mayor Farley · Survey in Newsletter · Focus Group/Town Meeting · What attracted people here? · Business - study ahead of time - income, density · What would cause you to reconsider location in MP · How important is transportation? · Good variety of housing stock? · How did you learn about community? Heard favorable comments? · Did they do research? · Does the library serve well? · Transportation - proximity to O'Hare, passenger & freight · Are the churches adequate? Did this have a bearing on your decision? · Schools - public/private · Perception regarding affordability of tax structure · Knowledge of Village services · Appearance of Village - landscaping, curb appeal Trustee Wilks · Is there a hole in our information? · How do we get better at attracting people? · If you build it they will come · Lower taxes - if your taxes are higher, you must provide other perks - location, services, etc. · Does it make sense to do this before downtown is completed? Think we would get much different answers. · We should do analysis of census data · Research on most desirable communities - what points are they rated on? · Survey can be used as economic tool · Problem with phone survey - people don't like getting phone calls · Problem with written/mail - hard to get people to send back. Looks like junk mail, throw away without reading · Do in-person survey at welcome new residents event in April · Ask how did they hear about MP, what they like about their house · Work location, family make-up, public school vs. private · How important is train proximity · Survey real estate agents every 6 months · Real estate transfer tax · Why did employees choose to work here? Trustee Corcoran · District 57 Survey- interesting subgroups · Why did people come here? Where did they get their information? - Real estate agents · What role do the schools play in drawing people here · What has their level of interaction/involvement been with the Village · What their level of satisfaction has been - have we meet their expectations · What are the age groups of the people moving here? Perception that it°s young families - but older people are too. · These are two different audiences that we need to addreSs differently. · How many people are here because they were transferred because of their job? · What is average commute to work · Focus on new residents - they ddve property values · Who is our competition? · Look at multi-family too · Third party should conduct survey - unbiased · Analysis - we should still be able to shape final product · Budget- do adjustment · Commercial Stability Concerns · Village"Identity" · External survey - get title transfers from County Clerk - AH, Des Plaines, Prospect Heights · 1 piece at a time, focus on different groups · Shouldn't rush - take our time. Trustee Zadel · Demographics/groups · New Residents, Long Term Residents, People who leave. Especially interested in people who have left. · Demographic information - seniors, upwardly mobile · Opinion on level of services ~ not just Village but schools, park district, library, etc. · Start with broad brush · What brought people here, how they perceived the quality of life, why are they leaving? · Rather than going external - it's enough to look at our residents and to find out what led them here. · New Residents - ask if they lived here before and are returning · Consultant - data - presented in report in meaningful way. Staff is not expert on this - leave it to expert. · Focus Groups - realtors, chamber, business · Time Frame - have something back to the Board in July/August for discussion before next year's budget so it can be included. illa ie of Mount Prospect Mount Prospect, Illinois INTEROFFICE MEMORANDUM TO: FROM: DATE: SUBJECT: MAYOR GERALD L. FARLEY AND BOARD OF TRUSTEES VILLAGE MANAGER AUGUST 7, 2001 RESIDENT SURVEY PROJECT UPDATE Attached please find a fairly detailed memorandum from Public Information Officer Maura Jandris regarding the results of her interviews with Board members as well as discussions with some local survey consulting firms. As you can s~e, Board members are generally unified in terms of survey purpose, target audiences, data development and use. In order to proceed to the next step of developing a game plan, we need to develop some firm cost estimates that could be built into upcoming Village Budgets. In order to achieve that information, staff proposes to issue an RFQ (draft attached). Once we have the needed cost information, the whole topic would be brought back for further discussion at a Committee of the Whole meeting sometime in late September or early October. Our plan is to issue the RFQ within the next week. If you have any questions or comments regarding same, please contact Maura directly at 818-5308. MEJ/rcc C; NIS Assistant Village Manager David Strahl Public Information Officer Maura Jandris Village of Mount Prospect Mount Prospect, Illinois INTEROFFICE MEMORANDUM TO: FROM: DATE: SUBJECT: VILLAGE MANAGER MICHAEL JANONIS PUBLIC INFORMATION OFFICER AUGUST 6, 2001 RESIDENT SURVEY RECOMMENDATIONS This memo is to provide an update on the resident survey progress. Back,qround The idea of conducting resident surveys was initially introduced at the February 13 Committee of the Whole Meeting. At that meeting, the Village Board of Trustees discussed its desire to conduct a community survey (agenda and minutes for that meeting attached - see Attachment AI~. II, Interviews with Villa,qe Board I have since met with and interviewed Mayor Farley and each of the board members to get additional feedback and direction on this subject. Their comments from these meetings are attached (Attachment BI~. Based on the discussions at the Committee of the Whole meeting and the individual meetings with the trustees and Mayor Farley, I have compiled the following summary: A. Common Elements/Themes Survey should be conducted by outside, professional firm Image/Identity themes - what are people's perceptions of the-community, what attracted them here and why did they stay, quality of life questions, how important were community amenities or characteristics (i.e. schools, park districts, library, transportation, etc.) Demographic information Realtors would be important group to talk to, possibly as focus group Level of satisfaction with Village services - Conduct series of different surveys over multi-year period Multi-Family must be taken into consideration Resident Survey Recommendations August 6, 2001 Page 2 Demographic information Retail needs/attractiveness of the communitY Determine if other local governments (i.e. library, park districts, etc) would be interested in partnering on any of the surveys. B. Su~c~ested Groups to Survey: New residents Existing residents Residents who have moved out Businesses Service specific surveys Residents/businesses of surrounding communities Realtors Multi-family residents C. Goals Determine what factors attract people to the community Determine people's perception of the Village - Identify strengths and weaknesses of the Village Market strengths better Address perceived negatives Ensure viability of the community D. Consultant Services One of the items that the Village Board agreed on was that a professional should be involved in conducting the survey. I recommend that a consultant be hired to assist with the following: Multi-Year survey plan - help establish schedule for conducting different surveys over an extended period of time, help establish time frame for each, and provide budget estimate for multi-year period. Determine preferred method for each survey (i.e. phone, mail, focus groups). Review and develop questions for each survey. Conduct survey Compile Survey Results and Provide Report Resident Survey Recommendations August 6, 2001 Page 3 III. Meetings with Survey Consultants Staff has met with three professional survey/public opinion organizations. These meetings were merely exploratory to determine what services the firms can offer, and provide us some guidelines for developing an RFP. From these meetings, we received rough estimates were received for consultant services in developing and conducting surveys. A mail survey is estimated to cost between $2,000 - $5,000, and a phone survey would cost between $8,000 - $13,000 (sample group of 400 residents). IV. Request for Proposals - Survey Consultant Services An RFP has been developed, and staff plans to recommend a consultant by the end of September. The first step, to be completed this year, would be to develop a plan to determine in which order the surveys should be conducted, and to identify what the preferred method is for each group we wish to survey. There is approximately $3,500 in the FY 2001 budget that could be used for this project. The RFP is based on an "a la carte" approach, meaning the Village Board can pick and chose which components of the plan they wish to complete over time, depending on funding availability. A draft of the RFP for survey consultant services is enclosed for your review (Attachment C,~. If you or the Village Board have any comments or clarifications regarding the distribution of the proposed RFP, please let me know by Friday, August 10, We will report back to you once we have .selected a consultant. MAYOR Gerald L. Farley Timothy J, Corcon~n P~ul Wm. Hoefert , Michsele W. Skowron VILLAGE MANAGER Michael E. ~nonis VILLAGE CLERK Velma W. Lowe Village of Mount Prospect 100 South Emerson Street Mount Prospect, Illinois 60056 Phone: (847) 392-6000 Fax: (847) 392-6022 TDD: (847) 392-6064 . MOUNT PROSPECT YOUTH COMMISSION AGENDA JANUARY 9, 2002 MOUNT PROSPECT POLICE AND FIRE HEADQUARTERS 7:00 P.M. I. Call To Order II. Roll Call III. Approval of December 6, 2001 Minutes IV. Old Business V. New Business VIL Other Business VIII. Adjournment It is the general expectation of the Mount Prospect Youth Commission that all members attend every meeting. If you are unable to attend please contact either Nicole at 758-9680 or Julie or Laura at 870-0327 by the Friday prior to the meeting. In an emergency cancellation, you may call the meeting room at the Mount Prospect Police and Fire Headquarters at 818- 5337 at the time of the meeting. Upcoming meetings are scheduled for: February 6, 2002 - March 6, 2002 - April 3, 2002 MAYOR C~r~ L ~ar~ Timothy J. Corcoran Pau~ Wm. Hoelert R~hard M. Lohrstorler Michaele W. Skowmn Irvana K. Wilks Michael A, Zadel VILLAGE MANAGER Michael E. Janonis VlU. AeE OLERK Velm~ W. Lo~e Village of Mount Prospect 100 South Emerson Street Mount Prospect, Illinois 60056 Phone: Fax: TDD: (847) 392~6000 (847) 39:~22 (847) 392~064 MOUNT PROSPECT YOUTH COMMISSION MINUTES MOUNT PROSPECT POLICE AND FIRE HEADQUARTERS WEDNESDAY, DECEMBER 5, 2001 7:00 P.M. PRESENT: .ABSENT: GUEST: NICOLE BYRNE, CHAIRMAN JULIE HIGGINSON, CO-CHAIRMAN LAURA HiGGINSON, CO-CHAIRMAN SARAH CORCORAN KAREN HUANG JULIE MARKUS MELODY RUETSCHE KlM UNGER A/A GILLIGAN A/A LOHRSTORFER A/A NAGEL A/A/WALPOLE BRENT BUSSE, JAMES RUETSCHE, A/A ELIZABETH BUSSE, A/A SCHEIN GEORGE CLOWES CALL TO ORDER CHAIRMAN NICOLE BYRNE CALLED THE MEETING TO ORDER AT 7:08 P.M. IN THE FIRST FLOOR TRAINING ROOM OF THE MOUNT PROSPECT POLICE AND FIRE HEADQUARTERS, MOUNT PROSPECT, ILLINOIS. ROLL CALL SECRETARY CINDY RUMORE READ ROLL CALL. APPROVAL OF MINUTES MOTION: TO APPROVE MINUTES FROM OCTOBER 3, 2001 YOUTH COMMISSION MEETING 1sT JULIE MARKUS 2~e JULIE HIGGINSON UNANIMOUS MOTION: TO APPROVE MINUTES FROM NOVEMBER 7, 2001 YOUTH COMMISSION MEETING 1s'r SARAH CORCORAN 2ND JULIE MARKUS UNANIMOUS MOUNT PROSPECT YOUTH COMMISSION MINUTES DECEMBER 5, 2001 OLD BUSINESS YOUTH COMMISSION WEBSrFE MEMBERS DISCUSSED POSSIBLE DATE TO MEET WITH MAURA JANDRIS TO HELP UPDATE WEBSITE. JULIE AND LAURA HIGGINSON TO SCHEDULE DATE AND TIME TO MEET WITH YOUTH COMMISSION MEMBERS. MEMBERS TO FORWARD PICTURE AND INFORMATION TO JULIE MARKUS BY DECEMBER 17, 2001 FOR WEBSlTE. YOUTH VIEw MR. GEORGE CLOWES SPOKE TO THE COMMISSION ABOUT THE RECENT TAPINGS OF YOUTH VIEW. NEXT TAPING IS SCHEDULED FOR FRIDAY DECEMBER 14, 2001. "CELESTIAL CELEBRATION IX" MEMBERS DISCUSSED ATTENDING THE CELESTIAL CELEBRATION ON SATURDAY, FEBRUARY 2, 2002. SECRETARY CINDY RUMORE TO OBTAIN 10 TICKETS FOR MEMBERS TO Aq-rEND. WINTER FESTIVAL PARADE YOUTH COMMISSION MEMBERS PARTICIPATED IN THE WINTER FESTIVAL PARADE ON SATURDAY, DECEMBER 1, 2001. NEW BUSINESS SISTER CITY YOUTH COMMISSION MEMBERS TO RESEARCH FURTHER AND DISCUSS AT LATER MEETINGS. OTHER BUSINESS COMMUNITY CENTER MEMBERS DISCUSSED YOUTH COMMISSION POSITION ON COMMUNITY CENTER. MEMBERS AGREED TO DO FURTHER RESEARCH ON AREA COMMUNITY CENTERS AND BRING IN IDEAS TO DISCUSS AT JANUARY MEETING. MEMBERS TO VISIT DES PLAINES COMMUNITY CENTER FOLLOWING THE COFFEE WITH COUNCIL MEETING ON JANUARY 12, 2002. CHAIRMAN BYRNE TO BRING PETITION FOR MEMBERS TO OBTAIN SIGNATURES SUPPORTING COMMUNITY CENTER AT JANUARY MEETING. COFFEE WITH COUNCIL COFFEE WITH COUNCIL MEETINGS: SATURDAY, JANUARY 12, 2002 9:00 A.M. - 10:15 A.M. - VILLAGE HALL, 100 SOUTH EMERSON STREET 10:30 A.M. - 12:00 NooN - HOLMES JUNIOR HIGH SCHOOL, 1900 WEST LONNQUIST BLVD. SATURDAY, FEBRUARY 9, 2002 9:00 A.M.- 11:00 A.M. -VILLAGE HALL, 100 SOUTH EMERSON STREET SATURDAY, MARCH 9, 2002 9:00 A.M. - 11:00 A.M. -VILLAGE HALL, 100 SOUTH EMERSON STREET 2 MOUNT PROSPECT YOUTH COMMISSION MINUTES DECEMBER 5, 2001 MOTION TO ADJOURN MOTION: TO ADJOURN THE DECEMBER 5, 2001 YOUTH COMMISSION MEETING. 1sT KlM UNGER 2ND SARAH CORCORAN UNANIMOUS MEETING ADJOURNED CHAIRMAN BYRNE DECLARED THE MEETING ADJOURNED AT 8:51 P.M. /c jr 3 MAYOR Gerald L. Farley TRUSTEES Timothy J. Corcoran Paul Wm. Hoefert Richard M~ Lohrstoffer Michaele W. Skowron Irvana K. Wilks Michael A. Zadel Village of Mount Prospect Community Development Department 100 South Emerson Street Mount Prospect, Illinois 60056 VILLAGE MANAGER Michael E. Janonis VILLAGE CLERK Velma W. Lowe Phone: 847/818-5328 Fax: 847/818-5329 TDD: 847/392-6064 NOTICE TIlE THURSDAY, JANUARY 10, 2002 MEETING OF THE PLANNING & ZONING COMMISSION HAS BEEN CANCELLED. AN AGENDA WILL BE SENT PRIOR TO THE NEXT MEETING, JANUARY 24, 2002. Dated this 3rd day of January 2002.