CITY COUNCIL AGENDA ITEM
Meeting Date: November 9, 2004
Subject/Title: Informational report on current and projected staff planning
and controls for City Departments including a sample organizational chart
designed for long range financial planning and controls
Submitted by: John Stevenson, City Manager
At the request of the City Manager, the City Departments are preparing
organizational charts to assist in future hiring. Attached for information
only is a sample rough draft copy of one of these organizational charts that
has been prepared showing current and projected staffing for a Department
based on population triggers.
A number of City Departments are expected to expand proportionally or a
fraction of proportional growth when compared to population, miles of road
or some other factor. The City Manager believes that Police and Public Works
are the two most obvious examples of proportional growth. To a somewhat
lesser degree, Finance, Housing and Parks & Recreation will expand with
population, but at a factor less than 1. The areas of Engineering, Planning,
Building and Economic Development are not expected to expand proportionally
with population, but will probably decrease in terms of employees per 1,000
The Public Works Director, as an example, is projecting that the current
road maintenance staff will need to be increased roughly proportionally as
the miles of road increase. Many of our community growth needs are, along
with other factors, directly attributed to population growth. These growth
triggers have been identified at population intervals of 10,000 on the
attached organizational chart.
The attached organizational chart illustrates in rough draft form the Public
Works Department’s anticipated staffing needs at specific population
intervals, (i.e. 40,000–50,000), with an anticipated build-out of
approximately 75,000. At this estimated build-out population, the City
anticipates a need for 483 employees total (all departments) in order to
continue the current level of services. There are currently 283 budgeted
positions in the City with a current population of 42,000. This equates to
6.74 employees per 1,000 residents currently. At build-out that ratio is
projected to be 6.44 per 1,000 residents.
The organizational charts will be prepared at the City Manager’s request to
assist in future 10 and 20 year fiscal models. With this kind of detailed
planning, our models will be as accurate as possible and our hiring and
budgeting can be locked to those models, creating an easy-to-follow control.
Staffing levels are set to serve the needs of our current population. As our
number of residents increase, the demand for services also increases. There
is a break point when existing staff can no longer absorb the additional
work load that a growing population brings. At this break point, overtime
staffing costs will equal or exceed costs for additional staff. That is the
time to add staff, and if it is predicted through an organizational chart
like the one attached, hiring can occur just in time to keep us efficient.
This type of planning obviously helps to ensure that staffing is always
appropriate to meet the level of service provided to and expected by our
citizens. These staffing projections do not address technological
advancements that may streamline staffing. Conversely, they also do not
address increases in service levels driven by demand and/or state or federal
requirements. These issues would be addressed as they arise and adjustments
No current impact. It is a future financial and hiring/timing tool intended
to keep staffing levels appropriate, not too high and not too low.
Basically, it is a cost containment measure.
Rough Draft Organizational Chart