how does the local town council determine the needs of its local people on the ground?

Answer 1

I’m not sure what you mean by, “on the ground,” but most city council members receive comments directly from constituents, by going to local meetings in the wards they represent, by having issue work secessions, and receiving oral and written comments during council sessions.

In addition there are various appointed committees which are focused on specific issues and functions who also receive comments from the people. These committees subsequently provide written reports to council members.

Then there are the various departments which daily interface with the people of the city and they too pass recommendations on to the city council.

Whether council members avail themselves of these various sources of information is another question and is likely dependant on the council member’s personal opinions.