03-08-2023 Workshop Packet - Laserfiche WebLink

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Background Information The City Administrator, Chris Heineman, reached out to DDA Human Resources, Inc inquiring about an Organizational Study. Initially information was gathered, and discussions were held with Chris Heineman, City Administrator, to put together a proposal for the Study. This is where the scope of the project was identified, the number of staff to be interviewed was determined and a timeline was established. There was discussion on which staff members to interview and it was concluded that interviewing department heads who make-up the City’s Leadership Team with input from department staff would lead to good information. In addition, the office staff , consisting of three individuals who are relied upon to provide service at the front counter, were also interviewed as part of the Study. This proposal was reviewed with the Council on September 28 and questions about who was to be interviewed, the process, and potential metrics were answered. Consultant Pat Melvin conducted this Organizational Study. Mr. Melvin is a management consultant with extensive County experience including working for twenty years in County government with ten of those as the McLeod County Administrator and additional time spent working as a City Administrator in several different cities. The proposed scope of work is an analysis of City services and the City’s current and future staffing needs with attention to current communication and community engagement and outreach responsibilities. Included in this analysis will be the following: ■A review of the current staff, contract and volunteer positions, the services being provided to residents and identification of any service gaps that may currently exist ■An analysis on the staffing needs of the organization now and in the future wit h additional attention to: o What position(s) have routine and infrequent responsibility for internal and external communications and can that be further streamlined o What position(s) have responsibility for community engagement and outreach and can that work be further streamlined o Identifying trends that will impact future staffing at the City ■An examination of current staff workloads to identify challenges and additional capacities ■An evaluation of department processes and workflows to identify challenges and recommended efficiency changes ■Review of job descriptions and actual duties to identify strategic alignments, segmentation of related duties and potential service combinations 3 of 63