HomeMy WebLinkAbout8.F.2. Tranistion to New Organizational Structure General Business 8. F. 2.
SHAKOPEE
TO: Mayor and City Council
FROM: Kris Wilson, Acting City Administrator
DATE: 04/07/2015
SUBJECT: Transition to New Organizational Structure (E)
Action Sought
The Council is asked to consider the following transition plan for moving to the
City's new organizational structure.
Background
At its March 17 meeting, the City Council adopted a new organizational structure
based around the City's major "lines of business". One groups together the
development and infrastructure-related functions of planning, engineering, building
inspections, economic development, natural resources and public works; and the
other unites the administrative services of finance, human resources, city clerk,
information technology, communications and facilities maintenance. A copy of the
adopted organizational structure is attached.
Staff was directed to return with a proposed transition plan to move the organization
from the current structure to the new structure in a planned way. The following is
the proposed transition plan:
A. Development & Infrastructure
1. I recommend that we begin by combining planning, building inspections and
economic development this spring / summer and then allow for a few months for
orientation and adjustment. The second step would be to merge Public Works,
Engineering and Natural Resources into the group late in 2015 or early in 2016.
This will require eliminating the current Community Development Director position
and then hiring a Director of Development & Infrastructure (or Assistant City
Administrator for Development & Infrastructure) and a Planning Director.
The current Community Development Director has been with the City for almost 19
years and has brought a great deal of knowledge and countless hours of service to
the City. In recognition of this, I recommend that the City provide a severance
package and separation agreement that provides a payment equal to six-months'
salary plus six-months of employer contribution toward medical, dental and life
insurance in exchange for a resignation effective May 31, 2015.
If this approach is approved by the Council, the next step would be to immediately
begin recruitment for a Planning Director. After a new City Administrator has been
hired, we would proceed with recruitment for the Director of Development and
Infrastructure.
2. The second position that currently exists but is not in the new organizational
structure is that of Public Works Director/ City Engineer. As this position oversees
the areas to be phased into the new Development and Infrastructure group later in
the year, I recommend that Council plan on a similar separation agreement for that
position but hold off on the exact details until closer to the time of action.
B. Administrative Services
1. The first step of the transition for this side of the organizational chart is already
underway and that is the recruitment and hiring of an IT Director, as was previously
approved by the Council.
2. I recommend that the second step be the hiring of a full-time City Clerk,
returning this position to a stand-alone position rather than one combined with the
Finance Director position.
3. Beginning in July, the City will need to begin recruitment for a permanent
Finance Director as the current interim Finance Director is scheduled to remain only
through mid-September.
4. The final portion of this section would be to consider the addition of a full-time
HR Manager position as part of the 2016 budget process.
Budget Impact
This transition will not be budget neutral in the long-term, however I believe the
proposed costs for the remainder of this year can be accommodated within the
City's adopted budget. I will have a full cost analysis to present at the Council
meeting.
Relationship to Vision
This item relates to Goal B: Positively manage the challenges and opportunities
presented by growth, development and change.
Recommendation
I recommend approval of the above outlined transition plan and the offering of the
outlined separation agreement to the Community Development Director.
Requested Action
The Council is asked to discuss and provide direction regarding the proposed
transition plan.
Attachments: Organizational Chart
City of Shakopee
(recommended)
City Council
I
City Administrator
Administrative
Assistant
I I I I I
Development & Police Chief Fire Chief Parks & Recreation Assistant City
Infrastructure Director Administrator
Planning Economic Finance Human
Development Resources
Engineering Building City Clerk Information
Official Technology
Natural Public Facilities
Communications
Resources Works Maintenance