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Home My WebLink AboutA015 - Resolution accepting the 2026 City Boards and Commission Survey ResultsTo:Mayor and City Council From:Casandra Eames, Engagement Coordinator Date:7/28/26 Subject:2026 City Boards and Commission Survey Results Item No. 15 MEMO In October 2024, the first boards and commissions survey was sent to all current board/commission members to learn more about: 1. What their volunteer experience has been like 2. Who the volunteers are 3. How the City might improve volunteer experience 4. How the City might make serving on a board/commission more attractive for Ames residents. The annual survey was not administered in 2025 to allow for a review of term schedules. Moving forward, the survey will be conducted in March once new members have completed a full term of service. The survey summary results are attached (Attachment A). It is important to note that participation in the survey was voluntary and, therefore, the survey results are not representative of all board members. Forty-one volunteers responded (32% response rate). New questions were introduced this year: 1. Please rate from strongly agree to strongly disagree - My board or commission has clear goals and objectives. 2. Please rate from strongly agree to strongly disagree. - My board or commission is effective at accomplishing its objectives. 3. The Engagement Coordinator would love to meet with you to learn more about your experience serving on a board or commission. Would you be interested in meeting with her? The survey results contain the following notable themes: Administration 515.239.5105 main 515.239.5142 fax 515 Clark Ave. P.O. Box 811 Ames, IA 50010 www.CityofAmes.org 1 27 respondents (66%) reported largely positive experiences serving on boards and commissions. Volunteers specifically mentioned feeling pride in giving back to their community, enjoying learning about government operations, connecting with people, and making an impact through decision-making. 37 respondents (90%) expressed that their board or commission has members with multiple perspectives. 38 respondents (92%) stated their board or commission has clear goals and objectives. 37 respondents (90%) stated their board or commission is effective at accomplishing its objectives. The City of Ames values members who reflect the diversity of the community. Volunteers shared that many of them have lived in Ames for more than 20 years. There is a mix of diverse backgrounds, including ethnicity, veterans, the disabled, LGBTQ+, and first-generation immigrants. There are individuals with strong ISU professional ties, families with young children, active retirees, and grandparents. Volunteers are engaged in their community in a variety of ways. 33 respondents answered "yes" when asked if they would like to meet with the Engagement Coordinator to share more about their experience as a board or commission member. The Engagement Coordinator held a focus group with interested volunteers and spent time discussing the plus/delta. Here are the key takeaways from the discussion: Boards and commissions frequently reference their strategic plan to remain aligned with their goals. Some feel there is inadequate historical context for volunteers from previous volunteer terms. There is still a lack of public education on processes and regulations. Some feel their meetings could be more efficient. The majority agreed there should be a "cheat sheet" guiding volunteers with any acronyms related to their board or commission's industry terms. Volunteers would like opportunities to meet City staff and learn about their roles. Volunteers would like staff liaisons to have a "touch base" with new members before they begin their term. Staff will be working to address these suggestions in the upcoming cycle to improve the volunteer experience. Administration 515.239.5105 main 515.239.5142 fax 515 Clark Ave. P.O. Box 811 Ames, IA 50010 www.CityofAmes.org 2 This annual survey continues to provide staff with indispensable feedback that only board and commission volunteers can share. It helps holds staff accountable by highlighting opportunities for continuous improvement, while validating the overall experience is positive for volunteers. The survey also further allows the City to live by its City Council Goals, valuing communication and engagement with the public by continuing to create an opportunity for volunteers to share their insights. Survey results have been shared with staff liaisons. This survey will be conducted annually in March. ATTACHMENT(S): 2026 Boards and Commission Survey Presentation (Attachment A).pptx Administration 515.239.5105 main 515.239.5142 fax 515 Clark Ave. P.O. Box 811 Ames, IA 50010 www.CityofAmes.org 3 The picture can't be displayed.The picture can't be displayed. 2026 BOARDS AND COMMISSION SURVEY RESULTS 4 The picture can't be displayed. The picture can't be displayed. 2026 SURVEY • The survey was delayed a year to give volunteers a full-term before providing feedback • 41 volunteers responded to the survey • Questions regarding the clarity of goals and objectives were added this year • Demographic questions were taken out 2 5 The picture can't be displayed. The picture can't be displayed. HOW MANY YEARS HAVE YOU SERVED? 3 6 The picture can't be displayed. The picture can't be displayed. WHAT DO YOU ENJOY MOST ABOUT SERVING? •Giving Back:The most common theme is pride in serving the community and helping Ames become a better, more inclusive place to live. •Learning and Growing:Members enjoy staying up to date on city issues and learning about specialized topics like the arts, energy, and government operations. •Connecting with People:Volunteers value meeting dedicated residents and hard-working city staff they might not interact with otherwise. •Making an Impact:Commissioners appreciate having a voice in decision-making and helping set the future path for the city. •Lack of Activity:A few members mentioned their specific boards rarely meet or lack clear direction, suggesting those groups need evaluation (Public Nuisance Appeals Board). 4 7 The picture can't be displayed. The picture can't be displayed. WHAT DO YOU ENJOY LEAST ABOUT SERVING? •Meeting Issues:Meetings are too long, frequently canceled, or held in rooms with poor acoustics. •Lack of Impact:City Councils sometimes overrule unanimous board decisions, and some boards resist progress. •Workload & Tech:The pre-meeting reading can be heavy, and rapid city software updates are hard to follow. •Flawed Rules:Outdated city codes can accidentally discourage residents from maintaining historic properties. 5 8 The picture can't be displayed. The picture can't be displayed. WHAT COULD THE CITY DO TO MAKE SERVING MORE ATTRACTIVE TO RESIDENTS? •Targeted Outreach:Partner with workplaces, Iowa State, and diverse community groups. •Direct Channels:Use utility bills, direct mail, and Council event announcements. •Flexible Schedules:Host meetings later in the evening to accommodate workers. •Showcase Impact:Highlight positive changes achieved by engaged board members. •Pre-Assessment:Evaluate the real need for a board before recruiting.6 9 The picture can't be displayed. The picture can't be displayed. DO YOU KNOW ANYONE WHO WANTED TO APPLY BUT DID NOT BECAUSE OF A BARRIER? 7 •Meeting Times: Daytime meetings conflict with full-time jobs, requiring residents to use paid vacation time •Time Commitment: The process is viewed as a significant amount of work. The Board of Review, for example, demands intensive, flexible hours in May. •Perceived Difficulty: Some residents feel the process is too professional or lack confidence in their qualifications •Communication: Others noted a lack of awareness about the opportunities. •Thirteen volunteers responded no to this question. 10 The picture can't be displayed. The picture can't be displayed. I ENJOY SERVING ON A BOARD OR COMMISSION 8 11 The picture can't be displayed. The picture can't be displayed. I FEEL COMFORTABLE CONTRIBUTING MY IDEAS TO THE DISCUSSION 9 12 The picture can't be displayed. The picture can't be displayed. THE BOARD OR COMMISSION HAS MEMBERS WITH MULTIPLE PERSPECTIVES 10 13 The picture can't be displayed. The picture can't be displayed. THE MEETINGS ARE ORGANIZED AND WELL-RUN 11 14 The picture can't be displayed. The picture can't be displayed. MY BOARD OR COMMISSION HAS CLEAR GOALS AND OBJECTIVES 12 15 The picture can't be displayed. The picture can't be displayed. MY BOARD OR COMMISSION IS EFFECTIVE AT ACCOMPLISHING ITS OBJECTIVES 13 16 The picture can't be displayed. The picture can't be displayed. THE CITY OF AMES VALUES MEMBERS WHO REFLECT THE DIVERSITY OF THE COMMUNITY. DESCRIBE WHO YOU ARE: •Deep Local Roots:Mix of 20+ year lifelong residents and newer community members invested in city growth. •Diverse Backgrounds:Includes White, African American, Asian American, and Hispanic/Latina members; includes veterans, disabled, LGBTQ+, and first-generation immigrants. •Strong ISU & Professional Ties:High representation of Iowa State University faculty/staff alongside specialized experts (engineers, scientists, planners, and business owners). •Family & Life Stages:Spans young families with kids in local schools to active retirees, empty nesters, and grandparents. •Engaged Community Volunteers:Active users of Ames parks and trails who volunteer locally in healthcare, non-profits, and civic clubs. 14 17 The picture can't be displayed. The picture can't be displayed. WOULD YOU LIKE TO MEET WITH OUR ENGAGEMENT COORDINATOR TO SHARE YOUR EXPERIENCE? 15 21.4% 78.6% 18 The picture can't be displayed. The picture can't be displayed. FOCUS GROUP Main topics discussed: • Lack of public education on processes and regulations • Members would like to see opportunities to meet City staff • Onboarding should include any industry terms and a touch base with new volunteers • Recruit participants at council meetings and Citizens Police Academy for boards and commissions 16 19 The picture can't be displayed. The picture can't be displayed. MOVING FORWARD • Results will be shared with Staff Liaisons • This survey will be conducted annually in March • Update boards and commissions on digital accessibility compliance • Training boards and commissions on proper mic technique in council chambers • Staff liaisons will connect with new/prospective members before the start of new terms 17 20 The picture can't be displayed.The picture can't be displayed. THANK YOU! Casandra Eames Engagement Coordinator 21