10.03 - Organizational Structure

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