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D. Establish Guidelines/Benchmarks for Staffing Levels in all Departments CITY OF CHANHASSEN 7700 Market Boulevard PO Box 147 Chanhassen, MN 55317 Administration Phone: 952.227.1100 Fax: 952.227.1110 Building Inspections Phone: 952.227.1180 Fax: 952.227.1190 Engineering Phone: 952.227.1160 Fax: 952.227.1170 Finance Phone: 952.227.1140 Fax: 952.227.1110 Park & Recreation Phone 952.227.1120 Fax: 952.227.1110 Recreation Center 2310 Coulter Boulevard Phone: 952.227.1400 Fax: 952.227.1404 Planning & Natural Resources Phone: 952.227.1130 Fax 952.227.1110 Public Works 1591 Park Road Phone 952.227.1300 Fax: 952.227.1310 Senior Center Phone: 952.227.1125 Fax: 952.227.1110 Web Site www.ci.chanhassen.mn.us b TO: Todd Gerhardt, City Manager Laurie Hokkanen, Assistant City Manager Jet. FROM: DATE: December 10,2007 oW RE: Future Staffing Levels SUMMARY During the 2007 Visioning session, staff and the City Council expressed a need to examine our future staffing needs. Earlier this year, we worked with Sheriff Bud Olson and his staff to devise a 3-year staffing plan. This staff report includes those projections, as well as discussion regarding future needs over the next five years in other City departments. Future StaffinCl Needs I I Timeline Department 1-3 years 1-5 years 5-10 years 10-15 year~ Bulldinq 1 Park & Ree 1 (2012) Streets 0.5 1 1 Utilities 1.5 1 1 Finance 0 0 Public Safetv 2 Fleet DeDI. 0.5 1 T DISCUSSION Administration and Finance No additional staff are projected over the next five years. Community Development The Community Development Department is comprised of the Planning and Building divisions. No new staff are projected in the next five years in the Planning Division. The Building Division currently has five inspectors and one Building Official. Historically, this Division was staffed by six inspectors, however one position has been vacant for approximately two years. From January to November 2007, the Building Department has issued 2,765 building (not including zoning) permits and performed 9,601 inspections. The City ot Chanhassen · A growing community with clean lakes, quality schools, a charming downtown, thriving businesses, winding trails, and beautiful parks. A great place to live, work, and play. The Building Division continues to improve utilization of technology changes, such as paperless inspections and electronic field scheduling, which help make the existing staff more efficient. The need for 1 (one) additional inspector is projected in the next five years. The City is mandated by the State to review permits. The need for a new inspector will be monitored, using factors such as overtime, number of permits submitted, and wait time for inspections as benchmarks. The timing of new residential, officelindustrial, and commercial projects will largely drive the need for additional staff. Parks & Recreation The Parks & Recreation Department is comprised of two divisions, Park & Rec Admin and Parks Maintenance. No new staff are projected in the Admin Department over the next five years. The Maintenance department is comprised of the Park Superintendent and six staff. The City has and will continue to experience significant growth in the size and complexity of our park, open space and trail systems. We now have over 800 acres of parks and open space and 80 miles of trails. The last time new full-time staff was added was in 1998. The Parks department augments their ability to provide services through the use of seasonal employees during high demand seasons. Typically, there are 12-15 seasonal employees over the summer months in the Parks department. In addition to seasonal employees, some work is out sourced, especially in the area of weed control. However, there is a need to readjust the balance between full time and part time labor. Full time employees are needed to effectively guide the work of seasonal crews. Additionally, as the Parks Maintenance department has assumed additional duties with the growth of the Parks system, there has been an overall decrease in the level of maintenance of our public outdoor spaces. The Parks Department foresees the need to add 1 (one) additional full time park laborer/light equipment operator to maintain service levels and effectiveness. This position will likely be requested in the 2012 budget to correspond with the build out of many of the 2005 MUSA improvements in addition to the start up of improvements in the 2010 MUSA. Public Works The Public Works Department includes Engineering, Streets, Utilities, and Fleet Maintenance. The Public Works Department is experiencing increased demand on current personnel as the community grows and the amount of infrastructure increases. Pressures on the Public Works department include the increased number of roads that must be maintained and plowed in the winter, the new and existing lift stations and other utility infrastructure. The City must also comply with numerous regional, state, and federal mandates, particularly in regard to MS4 PCA storm water permits, which require the City to inspect and maintain our storm system to a high standard. Other mandates include increased testing requirements for potable water as directed by the federal government. We are experiencing increased utility locate requirements for the "one call" mandate. The Utility departments gets nearly 5,000 requests for locates per year. We are also subject to NPDES inspection, cleaning and reporting requirements for storm water system and 1 &1 abatement program by MeES. We are currently able to maintain current street condition, but are not making improvements. We are using bigger more efficient equipment to get the job done however, "bodies" are still needed in the field doing the work. Staff level changes are necessary to maintain existing service levels in the future and meet mandates by other governing agencies. Staffing Levels Needs Public Works Utility Centerline Miles No. Utility No. Street No. Utility Employees Per Miles of Street Miles Street Per Miles Street Per Connections Per City Population of Street Connection Employees Employees 1,000 Population Per Employee Street Employee Utility Employee Utility Employee Brooklyn Center 29,000 107 9,000 9 6 0.52 7.13 11.9 17.8 1,500 Columbia Heiahts 19,000 66 6,000 6 8 0.74 4.71 11.0 8.3 750 Crystal 23,000 90 8,700 8 6 0.61 6.43 11.3 15.0 1 ,450 Fridley 27,000 110 8,250 9 10 0.70 5.79 12.2 11.0 825 Golden Valley 20,000 120 7,300 9 8 0.85 7.06 13.3 15.0 913 Hopkins 18,000 112 8 6 0.78 8.00 14.0 18.7 New Hope 21,000 64 5,600 4 6 0.48 6.40 16.0 10.7 933 Oakdale 27,500 120 6 8 0.51 8.57 20.0 15.0 Prior Lake 21,000 101 7,500 5 8 0.62 7.77 20.2 12.6 938 Shoreview 26,000 90 8,400 7 8 0.58 6.00 12.9 11.3 1,050 Savage 24,000 115 nfa 10 9 0.79 6.05 11.5 12.8 nfa White Bear Lake 25,000 85 8,000 5 8 0.52 6.54 17.0 10.6 1,000 West St. Paul 19,500 60 nfa 7 4 0.56 5.45 8.6 15.0 nfa Chaska 22,500 90 6,100 8 9 0.76 5.29 11.3 10.0 678 Averages 23,036 95 7,485 7 7 0.64 6.51 13.6 13.1 1004 Chanhassen 23,000 103 7,000 8 8 0.70 6.44 12.9 12.9 875 Roseville 34,000 124 10,100 10 9 0.56 6.53 12.4 13.8 1,122 St. Louis Park 44,000 130 14,000 14 12 0.59 5.00 9.3 10.8 1,167 Minnetonka 51,500 255 18,000 22 15 0.72 6.89 11.6 17.0 1,200 Eden Prairie 61,000 225 17 14 0.51 7.26 13.2 16.1 Averages 38,100 13 13 0.59 6.42 11.6 14.4 97 Year 2020 Chanhassen 38,000 130 15,000 10 11 0.55 6.19 13.0 11.8 Street Department Needs Short term Needs: Add 1 more summer temp. employee 3-5 years Add additional temp employees as needed Long term Needs Add 1 full time employee 5-10 years Add 1 Full time employee 10-15 years Utility Department Needs Add 1 more summer temp. employee 2-5 years Add additional temp employees as needed Long term Needs Add 1 Full time employee 1-3 years Add 1 full time employee 3-10 years Add 1 full time employee 10-15 years Fleet Department Needs Add 1 summer temp employee 3-8 years Long term Needs Add 1 full time employee 8-15 years RECCOMMENDA TION No action is required by the City Council. This information is for planning purposes and all requests to add staff would be included in budget discussions as the need arises.