DEPARTMENT: Office of Performance and Analysis (OPA)
FILE TYPE: Consent Action
TITLE
title
Authorization To Execute Joint Powers Agreement For Multi-County Residential Opinion Survey Project
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PURPOSE/ACTION REQUESTED
Authorize the Enterprise Finance and Information Services Director to execute a joint powers agreement (JPA) with Olmsted, St. Louis, and Washington Counties to implement a shared residential survey.
SUMMARY
For over two decades, the Dakota County Board of Commissioners has directed that a scientifically valid public opinion survey be conducted on a two to three-year cycle. The surveys gather objective information about residents’ perceptions of quality of life, quality of services provided, and their satisfaction with county government.
Dakota County staff collaborated with staff in other counties for the eight residential surveys completed since 2004. These collaborative efforts lower costs and improve the utility of the survey by providing comparable data and information across organizations.
In 2025, Dakota, Olmsted, St. Louis, and Washington counties propose to survey residential households in order to assess residential opinions and the performance of county government. As in previous survey projects, the 2025 Residential Survey Project will be a partnership among the counties. Dakota County will be the fiscal agent for the survey project and will manage the contract with the survey consultant, Policy Confluence / National Research Center (NRC) of Middleton, Wisconsin (doing business as “Polco”). The NRC has been the survey consultant on the last several surveys and merged with Polco in 2019. Using the same survey consultant allows for more consistent data collection methods and the ability to compare survey results over time.
The JPA (Attachment) sets out the conditions and responsibilities for the survey project between the consultant and the counties. This JPA has been used for several previous survey projects. Costs will be determined by the length of the survey, type of questions used, number of survey packets distributed, amount of analysis requested of the consultant, and whether the consultant staff travels to Minnesota for a presentation of the survey results.
Dakota County has a current subscription for use of Polco’s online survey tool. Continued use of the tool for three years, will result in Polco providing a discount for conducting the 2025 Residential Survey. Dakota County’s continued use of the survey tool and the corresponding discount from Polco will result in the contract duration running through 2027.
Mailed surveys are anticipated to be sent to 4,900 randomly selected residential addresses in Dakota County, an average of 700 surveys per Commissioner District, with an expectation that about one-sixth of them will be returned, for approximately 800 completed surveys. The surveys will use a set of “common” questions, as well as some questions that are unique to each county. Question development is starting in partner counties. In Dakota County, question development will be accomplished with assistance of division staff, representatives of the County Attorney and County Sheriff’s Offices, and the County Division Deputies group.
The proposed survey instrument will be reviewed by the Board of Commissioners in late 2024 and is anticipated to be in the field in early 2025. Analysis will be completed, and reports sent to the partner counties in May 2025.
RECOMMENDATION
recommendation
Staff recommends the Board authorize the Enterprise Finance and Information Services Director to execute a joint powers agreement (JPA) with Olmsted, St. Louis, and Washington Counties to implement a shared residential survey.
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EXPLANATION OF FISCAL/FTE IMPACTS
The cost to Dakota County is expected to be under $60,000. These funds are contained within the adopted 2024 budget and recommended for the 2025 budget.
☐ None ☒ Current budget ☐ Other
☐ Amendment Requested ☐ New FTE(s) requested
RESOLUTION
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WHEREAS, Dakota, Olmsted, St. Louis, and Washington Counties propose to survey residential households in the four counties in order to assess residential opinions and the performance of county government; and
WHEREAS, the counties have agreed to collaborate on a joint Residential Survey in 2025, selecting Polco Confluence / National Research Center (NRC) to conduct the survey and compile results; and
WHEREAS, the cost to Dakota County will be under $60,000 and these funds are contained in the adopted budget for the Office of Performance and Analysis; and
WHEREAS, the counties must enter into a joint powers agreement in order to carry out the Residential Survey initiative; and
WHEREAS, Dakota County will serve as the fiscal agent for the joint powers agreement.
NOW, THEREFORE, BE IT RESOLVED, That the Dakota County Board of Commissioners hereby authorizes the Enterprise Finance and Information Services Director to execute a joint powers agreement with Olmsted, St. Louis and Washington Counties to conduct a residential survey of households in the four counties and to analyze the results, subject to approval by the County Attorney’s Office as to form.
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PREVIOUS BOARD ACTION
18-530; 10/23/18
21-404; 11/16/21
ATTACHMENTS
Attachment: Residential Survey - 2025 JPA
BOARD GOALS
☐ A Great Place to Live ☐ A Healthy Environment
☐ A Successful Place for Business and Jobs ☒ Excellence in Public Service
CONTACT
Department Head: Dave Paulsen
Author: Tim Paulus