IACC Income Survey Guide – September 30, 2019 1 www.infrafunding.wa.gov
WASHINGTON STATE
INFRASTRUCTURE ASSISTANCE COORDINATING COUNCIL (IACC)
INCOME SURVEY GUIDE
Introduction
This guide outlines a step-by-step survey process to be used by applicants for funding
assistance to evaluate if:
A. A community meets the primary national objective of the Community
Development Block Grant (CDBG) program for infrastructure projects; or
B. A community qualifies for enhanced loan terms or grants for the following
programs:
Drinking Water State Revolving Fund (DWSRF)
Centennial Clean Water Program (Centennial)
Water Pollution Control Revolving Fund (CWSRF)
Public Works Board Construction Loan Program (PWB)
USDA Rural Development (RD)
These instructions are necessary to develop, administer, and document a statistically
valid income survey to determine the community’s percentage of Low-and Moderate-
Income (LMI) persons for the CDBG program, and the Median Household Income (MHI)
for non-CDBG programs.
This guide is accessible online at http://www.infrafunding.wa.gov/. Refer to Appendix A
for funding program contact information.
Definitions
The following definitions explain terms used throughout this income survey guide:
A. Low- and Moderate-Income (LMI) Persons
An “LMI person” is an individual whose household income is no more than 80
percent of the median household income for the county. Household income limits
are adjusted according to household size.
The CDBG Income Limits are updated annually and are available at
www.commerce.wa.gov/cdbg.
B. Median Household Income (MHI)
The median household income (MHI) represents the middle value (if the number of
surveys is odd) or the average of the two middle values (if the number of surveys is
even) in the ordered list of data values. The median divides the total list of values
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into two equal parts: one-half of the data values fall below the median and one-half
of the values exceed the median.
C. Area or Universe
The area is the total number of households or connections within the entire
system, unless the applicant demonstrates that the survey should apply to a sub-
population only. Consult with funding agency representatives (see Appendix A) to
ensure the area or universe is identified appropriately.
D. Sample Size
A sample size is a number of households that have been randomly selected from
an area. Random selection of an adequate-sized sample ensures that it is
representative of the area from which it has been drawn. By sampling a portion of
the households residing within the area served by the system, estimates may be
made about the incomes of all residents of that area. Please refer to Step 3 for
more detail.
E. Total Household Income
Total Household Income is all, taxable and nontaxable, income earned by all
members of the household for the latest tax year (a survey conducted in 2016
would be for tax year 2015). Income includes (but is not limited to) wages,
business, retirement, supplemental security, public assistance, disability,
unemployment and investment income, Veterans Affairs (VA) payments, alimony
and so forth. Income received by children under the age of 15 for work such as
baby sitting, paper routes, or lawn mowing does not need to be included.
Step One: Appoint a Survey Coordinator from an Entity or
Organization
The first step of a survey process is to appoint a Survey Coordinator from a survey
entity or organization to oversee the survey process. The Coordinator must contact the
funding agency before conducting the survey to ensure that the survey method is
acceptable and then after the survey to confirm the effort yields statistically valid
results. Depending on the size of the population or target area surveyed, surveys
typically take planning, coordination, and effort over a period ranging from several days
to several months. The Coordinator should lead the process and provide oversight
through all steps, from beginning to end.
Most funding agencies require an applicant to use a third party or other resource
available, like a volunteer (not related with the system), a university or consultant. The
applicant must contact each funding agency to determine requirements specific
to the program, and to determine whether the third party is approved by the
funding agency to conduct the survey. It is equally important to obtain a
commitment from the person selected to see the process through; to be clear about
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expectations of the job; and to establish effective communication channels with local
elected officials.
Step Two: Define Survey Area
This step of the survey process is designed to yield a definition of the survey area.
Completion of this step is dependent on identifying the physical boundaries of the
geographic area to be surveyed, and the households that exist within the defined
geographic area.
A. Identify geographic boundaries of the survey area.
The survey area must conform to geographic boundaries of, and must be done for
the entire area being served by the system, unless an applicant demonstrates the
survey should apply to a sub-population or service area being improved. Consult
the specific funding agency to ensure the area or universe is identified
appropriately.
B. Identify households within the survey area.
To complete the process of defining the survey area, all households in the area
being served by the system must be identified.
After all households, including their site address, have been identified, the Survey
Coordinator must assign a household sampling number to each household within
the survey area.
Step Three: Select Survey Sample From the Households Within The
Area
Once the survey area has been defined, the next step is to select a survey sample of
households within the survey area. To complete this step, it is necessary to: determine
the appropriate sample size; determine unoccupied homes; establish a process to
replace unreachable and other non-response households; and draw the survey
sample.
A. Determine sample size needed to generate the minimum number of required
responses.
The next step is to determine the sample size needed to generate the minimum
number of responses required for the income survey. If the minimum number of
responses is not obtained, the survey will not be considered valid. The Survey
Coordinator should verify the required number of responses with each
funding agency.
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To help determine sample size, use a calculator similar to the tool found at
https://www.surveymonkey.com/mp/sample-size-calculator/. To use the calculator,
first enter the total number of households in the ‘Population Size’ field, and leave
the default ‘Confidence Level’ at 95%. Then enter 5% in the Margin of Error field.
Then hit ‘Calculate’, and the tool will calculate the required sample size for you. An
example is shown in Figure 1 below.
Figure 1
SurveyMonkey Sample Size Calculator
B. Establish a process to replace unreachable and other non-response
households within the sample.
The sample size indicates the number of valid responses that must be received, not
necessarily the number of households that will need to be contacted. The response
must include complete and accurate information on the respondent’s income level
and household size. Over sampling is one way to deal with unreachable
households, unoccupied homes and other non-response situations.
C. Draw Samples.
Every household in the survey area needs to have an equal chance of being
included in the sample. To ensure an equal chance, a random sample may be
drawn using a random numbers table or Microsoft Excel generated random
numbers.
It is advisable to over-sample when unreachable households, unoccupied homes
and other non-response situations are encountered. They may be replaced with
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households in the over-sample list in the order replacements were selected. For
example, if a list of 200 households is drawn in an effort to obtain 152 interviews,
the 153
rd
household in the sample list should replace the first household written off
as “unreachable”.
Better survey results will be obtained if households are not too quickly written off as
unreachable. If a door-to-door survey is conducted, two or more passes through
the area (at different times) should be attempted. With a telephone survey, attempt
three calls before replacing a household.
D. Using Artificial Household Responses to Meet the Required Sample Size.
After making a reasonable effort to collect enough valid responses, the Surveyor
Coordinator may use up to 10 percent “artificial household responses” to meet the
sample size requirement. For example, if the sample size calculator requires 150
responses but only 135 valid responses have been received, up to 15 artificial
household responses may be used to validate the survey and determine the MHI
and LMI for the survey area. A “reasonable effort” is a minimum of two community
visits to collect responses by going door-to-door. A written or verbal refusal does
not require a second site visit. Interview attempts to reach every household in the
survey sample must be documented.
For MHI calculations, the Survey Coordinator will tally each artificial household
response using a household income equivalent to the highest income survey
response. For LMI calculations, the Survey Coordinator will classify each artificial
household response as above the CDBG income limits with an estimated
household size based on the average household size calculated from all valid
survey responses.
Step Four: Select Survey Method
The Survey Coordinator should decide which survey method or combination of survey
methods is best for an area, considering the number of people available to assist, the
size of the sample needed, and the means available for identifying households to
interview. Any survey method selected should provide a means for households with
limited English proficiency (LEP) to respond to the survey. Please refer to 65 CFR
50123 or to the Department of Justice website www.lep.gov/resources/resources.html
for the specifics of this requirement.
A. Telephone survey - The interviewer places a telephone call to a previously
determined household, identifies the head of the household or a knowledgeable
person, proceeds with the interview, and accurately records the answers.
B. Door-to-door survey - The interviewer introduces themselves, and makes
contact with someone qualified to speak for the household (e.g., head of
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household, spouse of the head of household, or someone in the household who is
mature and knowledgeable about household income). Next, the interviewer
identifies the purpose of the survey, solicits participation from the respondent, and
accurately records the answers or allows the respondent to complete a survey
questionnaire themselves.
C. Mail survey - To conduct a mail survey, the Survey Coordinator needs a list of
household mailing addresses; a questionnaire; stamped, self-addressed return
envelope; and postage. Consideration must be given to multiple unit residences,
such as apartment buildings, which may have only one billing address but
represent several households to be surveyed. With mail surveys, one or more
follow-up efforts may be needed to produce the required number of responses.
D. Combination survey. Generally, two or more of the methods listed above are used
to complete a valid income survey. For example, when no one is home to answer a
door-to-door survey, a note may be left requesting that the occupants telephone the
interviewer. A letter may be mailed to residents of the target area informing them of
the date a survey will occur and a time an interviewer(s) will be in the area.
Step Five: Income Survey Questionnaire
The income survey questionnaire should be designed to get accurate responses to
questions on the respondents’ household income and household size. Consistent and
accurate responses are more likely obtained when questionnaires include a standard
introduction explaining the purpose of the survey and ensuring the respondents’
answers will be kept confidential.
Since questions about income are personal, interviewees may be reluctant to answer
them. This is especially true if the reason for the question is not understood. One way
to handle this problem is to structure the interview process to first explain why income
information is needed, and then to ask the essential questions about household size
and income. Please refer to Attachment 1: Income Survey Questionnaire.
Step Six: Publicize Survey Process
To promote citizen participation, provide advance notice of the upcoming income
survey. A notice in a local newspaper or announcements at churches or civic
organizations can let people know that a survey will be conducted to determine the
income levels of the area. People will be more likely to cooperate if they know in
advance how, why and when the survey will be conducted.
As with all aspects of the survey and questionnaire, any publicity must be worded so it
does not bias the results. For example, it is better to say that the community is applying
for funding assistance and, as part of the application, the community has to provide
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current estimates of the incomes of the residents of the service area. It is not
appropriate to say that, in order for the community to receive the desired funding, a
survey must be conducted to show most of the residents have low incomes.
Step Seven: Recruit and Train Survey Staff
A. Recruit staff
The Survey Coordinator may hire professional interviewers or volunteer persons
from local community groups as long as they are not connected to the system.
Colleges that offer courses on civics, public policy, or survey research may be
willing to assist as a means of providing their students with practical experience and
credit.
It is best to choose interviewers whom can make respondents feel comfortable, who
will hold the attention of the respondent, ask the questions as they are written,
follow respondent selection procedures, and accurately record the responses.
B. Train staff
Interviewers should read the questions exactly as they are written. If the respondent
does not understand the question or gives an unresponsive answer, the interviewer
should repeat the question exactly as written. Questions should be read in the order
in which they are written. The respondent’s answers should be recorded neatly and
accurately as they are provided. Before proceeding to the next interview, the
interviewer should review the questionnaire to be sure that every answer is clear
and accurately recorded. This simple check helps to avoid the need to re-contact
the respondent for clarification.
Step Eight: Conduct Interviews
Interviewers should attempt to contact respondents at a time when they are most likely
to get a high rate of response. Telephone interviews are conducted early in the evening
when most people are home. Door-to-door interviews also may be conducted early in
the evening or on weekends. Attempts should be made at different times to reach
anyone in the original sample missed by the initial round of interviews.
The interviewer should avoid selecting a time or method that will yield biased results.
For example, interviewing only during the day from Monday to Friday probably will miss
families where both spouses work. Since these families could have higher incomes
than families with only one employed member, such a methodology may lead to biased
results.
Remember, interviewers also should follow the set procedures for replacing non-
respondents or unreachable households as discussed in Step 3. After the interview,
the interviewer must write the sampling number equivalent or a unique identifier on the
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completed questionnaire. This will serve as the tracking number for the Survey
Coordinator.
Step Nine: Evaluate Questionnaires
Interviewers should return completed surveys to the Survey Coordinator. The Survey
Coordinator should ensure that each survey is complete and clearly answered.
Incomplete or ambiguous responses can be clarified by re-contacting the respondent.
Step Ten: Record Survey Results
A. Record Median Household Income (MHI) data for non-CDBG programs:
The Survey Coordinator should record and organize income survey data to
determine the MHI. A tally sheet similar to Figure 2 can be used to report
household income survey data.
Figure 2
Household Income Responses
Household Sampling #
Reported Income($)
add rows as needed
add rows as needed
Median Household Income
Number of Households
Interviewed
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B. Record LMI data for CDBG program:
The Survey Coordinator should organize and record LMI survey data for
determining eligibility for the CDBG program. A tally sheet similar to Figure 3 below
can be used to tabulate households of different sizes as above and below the
CDBG Income Limits. An Excel version of the tally sheet can also be found at
http://www.commerce.wa.gov/cdbg or by contacting CDBG staff.
Figure 3
Sample Survey Tally Sheet for CDBG
Step Eleven: Summarize and Analyze Survey Results
A. Determining MHI for non-CDBG programs:
Using sorted household income survey data, identify the median household income
(MHI) for the survey universe.
B. Determining LMI for CDBG program:
Household size and income data is summarized in Figure 4 - Households to
Persons Above and Below Income Limits. The LMI percentage is calculated in
Figure 5 – Income Survey Worksheet for CDBG. Excel versions of Figures 4 and
5 are available at http://www.commerce.wa.gov/cdbg under the Guidance Materials
link or by contacting CDBG staff.
Survey
#
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Figure 4
Households to Persons Above and Below Income Limits
Household
Size
Number of
Persons
(A)
BELOW
Low- and Moderate
Income Limits
AT or ABOVE
Low- and Moderate
Income Limits
Households
(get from
tally sheet
Persons
(A) x (B) = (C)
Households
(get from
tally sheet)
Persons
(A) x (D) = (E)
Number
(B)
Number
(C)
Number
(D)
Number
(E)
1
2
3
4
5
6
7
8
9 or more
Subtotals
Total Number of Households Interviewed (Total B + Total D)
Total Number Persons (Total C + Total E)
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Figure 5
Income Survey Worksheet for CDBG
1.
Enter the current estimated total number of households in the service
area. Do not count known vacant residences or mainly commercial
businesses. This number should match what is reported on your CDBG
application's Project Summary Form.
2.
Enter the current estimated total number of persons in the service area.
This number should match what is reported on your CDBG application's
Project Summary Form.
3.
Enter the total number of valid surveys received. Refer to last line in
“Households to Persons” table, “Total Number of Households
Interviewed.”
4.
Enter the total number of persons in the responding households. Refer
to last line in “Households to Persons” table, “Total Number of Persons
Interviewed.”
5.
Average household size from valid surveys. [Divide line 4 by line 3).
6.
Enter the total number of persons living in the low- and moderate-
income households interviewed. Refer to total of Column C in the
“Households to Persons” table.
7.
Resulting LMI percentage -- Divide line 6 by line 4. This is the estimated
percentage of low- and moderate-income persons living in the service
area.
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Step Twelve: Retain and Submit Documentation of Survey Process
and Results
Maintain survey documentation consisting of completed questionnaires, a list of
respondents, a description of the sampling procedures, and survey tabulations.
A. Retain completed surveys. These serve as documentation that the survey was
conducted, the proper questions asked, and that the sample was adequate. To
maintain confidentiality, save the cover sheets separately from the survey
questions. If necessary, they can be matched later for verification.
B. Retain a list of households of the original sample, a list of households
actually interviewed, and, if applicable, a list of artificial household responses
used to meet the required sample size. Compile a list of households that were in
the original sample and those households that were actually interviewed. Also
describe the process used to replace unreachable, other non-respondent
households, and to calculate artificial household responses.
C. Retain sampling procedures. Written documentation should describe the method
used to select sample households.
D. Retain data. Data may be retained on a disk, a spreadsheet or a table.
E. Submit data, documentation of survey process and results to the funding
program for verification.
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Attachment 1
Income Survey Questionnaire
This survey for the ___[community name]__________________________________ is being
conducted to determine eligibility for state and federal funding assistance for community
projects. It is important your responses be as accurate as possible. Your responses will be kept
confidential and not associated with your name.___[community name]___________ staff or
officials will NOT have access to individual responses.
It is important that all of the surveys be completed and returned as soon as possible - if
possible, no later than ____[date]________________.
If you would like to discuss the survey process with the survey coordinator directly, please
contact_[name]_____________________________ at (phone) or (Email).
1. How many people live in this household? _____________
(The number of people in the household should equal the number of people who lived
in the residence for at least six months of the year)
2. What was the household’s total income during [year]?__________________
Total Household Income is all taxable and nontaxable income earned by all members of
the household for the latest tax year (example: survey in 2016 would be for tax year
2015). Income includes, but is not limited to:
Wages
Public assistance
Business income
Unemployment compensation
Pensions and annuities
Investment income
Supplemental security
VA payments
Alimony
Interest and dividends
Income received by children under the age of 15 for work such as baby sitting, paper
routes, or lawn mowing does not need to be included.
_____________________
(Sampling #. Official Use Only)
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Appendix A: Contact and Other Program Information
Funding
Program
Drinking Water State Revolving Fund (DWSRF)
Centennial Water Fund (Centennial)Clean
Water State Revolving Fund (CWSRF)
Public Works Board (PWB)
Construction Loan Program
USDA Rural
Development
(RD)
Community Development Block Grant
(CDBG)
Contact
Information
DWSRF - Department of Health
Karen Klocke - (360) 236- 3003
http://www.doh.wa.gov/ehp/dw
CWSRF/Centennial - Department of Ecology
Daniel Thompson - (360) 407-6510
daniel.thompson@ecy.wa.gov
http://www.ecy.wa.gov
Public Works Board
Department of Commerce
Connie Rivera
(360) 725-3088
http://www.pwb.wa.gov
Department of Commerce
CDBG
Kaaren Roe
(360) 725-3018
http://www.commerce.wa.gov/cdbg
Differences in
Income
Survey
Requirements
Purpose:
To determine median household income (MHI) for Affordability Index (AI) or hardship
calculations.
Purpose:
To determine median
household income (MHI) for the
loan/grant fund.
Purpose: To determine percent of low and
moderate -income (LMI) persons in service
area. LMI percent must be at least 51% for
area benefit CDBG grant funds.
Alternative MHI data sources:
Other funding source’s approved MHI determination
American Community Survey (ACS) data
Alternative MHI data sources:
American Community Survey
(ACS) data
Alternative LMI data sources:
HUD’s LMI percent calculations based on
ACS data.
Survey income question: Amount of annual household income.
Survey income question: Household
size and annual household income to
determine if household income is at/above
or below LMI income limit.
Acceptable Timeframe: Income surveys must be conducted within past 3 years and meet funding agency’s guidelines.
Acceptable Timeframe: Surveys
conducted after January 1, 2016.
Third-party surveyor: Required and must be approved prior to conducting survey.
Third-party surveyor: Recommended but
not required. Survey methodology must be
approved prior to conducting survey.
