09-28-2022 Council Packet - Laserfiche WebLink

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STAFF REPORT TO: Mayor Keis and Members of City Council FROM: Chris Heineman, City Administrator DATE: September 28, 2022 RE: Organizational Study & Gap Analysis ACTION TO BE CONSIDERED: No Action Required BACKGROUND: City Council and staff members participated in a 2-day workshop on April to review and update the City’s 5-year Strategic Plan. The result of this process was the identification of nine visionary outcome areas which were expanded into updated strategic directions with specific 1-year action steps, one of which included conducting a staff capacity gap analysis. The City Council reviewed the draft Strategic Plan in detail at the City Council Workshop on July 13, 2022. A staff capacity gap analysis was included as an action to be completed by June, 2023 under Creating Operational Efficiency and aligns with the strategic initiative of optimizing our organizational structure. City Council members expressed the importance of conducting an Organizational Study & Gap Analysis as soon as possible. There was extensive discussion about both the number of initiatives and the capacity for existing staff members to complete these initiatives in the targeted time frames. One of the critical components of the 2022 Strategic Plan is a staff capacity gap analysis, which was initially targeted for completion by June of 2023. A staff capacity gap analysis will review our current staffing structure with specific attention focused on communication, community engagement, and outreach to the general public. City Council members recommended moving this forward as a top priority, as so many of the other strategic initiatives depend on existing staff capacity. At the City Council meeting on September 14, the Council approve a contract with DDA Human Resources to conduct an Organizational Study & Gap Analysis for the City of Little Canada. DDA proposed to address the following items as part of the analysis. • What position(s) have routine and infrequent responsibility for internal and external communications and can that be further streamlined • What position(s) have responsibility for community engagement and outreach and can that work be further streamlined • Identifying trends that will impact future staffing at the City Pat Melvin from DDA Human Resources will be in attendance at the September 28 City Council meeting to introduce himself and go over the process for the Organizational Study and gap analysis. A copy of the draft of questions for leadership team members is attached for your information. Additional feedback and suggestions from City Council members at the meeting will be welcomed.