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<br /> PROPOSAL
<br /> DDA proposes to assist the City of Pequot Lakes with a planning effort designed to help the
<br /> Council determine whether there is a need for an Administrator position or if another option is
<br /> more strategically valuable to the organization. In order to accomplish this objective, DDA
<br /> would facilitate a planning process over the course of a couple months.The planning process
<br /> would involve two meetings with the Council, approximately one month apart.
<br /> In addition to the Council meetings,there will be individual meetings with the Clerk, Public
<br /> Works Supervisor, Chief of Police and Finance Administrator/Deputy Clerk. The purpose of the
<br /> staff meetings will be to gather additional information about current and future organizational
<br /> functionality. The decision on how to proceed rests solely with the Council but this additional
<br /> information gathering step can be of assistance to the Council in their ultimate decision.
<br /> At the first meeting with the Council,a strategic discussion would be facilitated to help the
<br /> Council articulate the organizational strengths and where there are or will be gaps after Ms.
<br /> Peine's retirement. Preliminary discussions will take place regarding the perceived needs for
<br /> the organization and community. A SWOT(Strengths, Weaknesses, Opportunities and Threats)
<br /> analysis or similar process will be used to help guide this initial conversation. It is very
<br /> important to articulate the need prior to attempting to determine solutions. This initial session
<br /> would likely take up to two hours.
<br /> After this session, a summary report will be prepared and shared with the Council that will
<br /> include the following:
<br /> • Summary of the initial Council discussion
<br /> • Information about organizational options
<br /> • Sample job descriptions of various positions that might meet the identified need
<br /> • Financial impact of each option
<br /> • Other pertinent information from the League of Minnesota Cities and other sources
<br /> At the second meeting, the Council will discuss the pros and cons of each organizational option.
<br /> After discussing the options in detail,the Council will determine the preferred choice for the
<br /> organization and discuss the timelines,costs and methodology for implementing the plan. It is
<br /> anticipated this meeting could take up to two hours.
<br /> After this session, DDA will prepare a final report that summarizes the two meetings and
<br /> outlines the preferred option for moving forward. This report will include the financial
<br /> ramifications of the plan determined by the Council, an implementation timeline and other
<br /> pertinent information.
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<br /> Upon conclusion of this process,the Council will be able to implement the plan and move
<br /> forward with the appropriate hirin
<br /> hiring process. It is anticipated that work would commence in
<br /> March, with a final report being completed within a few weeks of the last planning session.
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