205523ORIGINAL TO CITY CLERK
r •
PRESENTED BY
COMMISSIONE G
CITY OF ST. PAUL
OFFICE OF THE CITY CLERK
COUNCIL U�LUTION— GENERAL FORM
COUNCIL NO
FILE
205523
RESOLVED, that the proposal for a by- product survey of
departmental organiz#ion, staffing and methods of the City of
Saint Paul pertaining to its Classified Service, as submitted
by J. L. Jacobs & Company under date December 19, 1961, to this
Council be and the same hereby is approved sand shall be deemed
accepted, subject to the supplementation of the same by the
specification of reasonable unit prices for the computation
of said Company's compensation to become payable by said City
for such by- product survey thereby fixed in the maximum amount
of X5,000 ,axed further subject to the execution of an addendum
covering said by- product survey by and between said City .and
said Company, in regard to the subsisting professional service
contract between them in regard to the current Position Classification
and Pay Plan Survey conducted by said Company for said City said
latter contract being dated November 10, 1961:
COUNCILMEN
Yeas Nays
DeCourcy
Holland
Loss
Mortinson
Petersen,
Rosen
-Mr. President, Vavoulis
5M 6-61
Council File No. 205523 —By Bernard T. f
Holland —
Resolved, That the proposal for a�
gby- product survey oi' departmental or-,
thel City of Saint Pauland pertaining tb
Its Classified Service, as submitted by
J. L. Jacobs & Company under date
December 19, 1961, to this Council be
and the same hereby is approved and
shall be deemed accepted, subject to,
the supplementation of the same by the
specification of reasonable unit prices
for the computation of said Company's
compensation to become payable by
said City ' for such by- product survey
thereby fixed in the maximum amount
of $5,000 and further subject to the
execution of an addendum covering
said by- product survey by and between
said City and said Company, in regard
,.to the subsisting professional service
contract between them in regard to
the current Position Classification and
Pay Plan Survey conducted by said
Company for said City said latter
contract being dated November 10, 1961.
-Adopted by the Council January 12,
1962.
Approved January 12, 1962.
(January 20, 1962)
JAN 12 1962
Adopted by the Council 19—
JAN I �) 1962
/ Approved 19—
b
Tn Favor
b Mayor
Against
A,
: *'¢y J. L.JACOBS & COMPANY
CONSULTANTS IN PUBLIC ADMINISTRATION AND FINANCE
Honorable Mayor
City of St. Paul,
Gentlemen:
SINCE 1915
53 WEST JACKSON BOULEVARD
CHICAGO 4, ILLINOIS
and Commissioners-
Minnesota
Ilecemhe.r 19, 1961
Subject: Proposal for By= Product Survey
of Departmental Organization,
Staffing and Me.tho.ds_
In accordance with your request, we are -pleased to. submit, our pro. -
posal for conducting a. "by-product",. of the. City, departments. This,
survey will have the objective of utilizing - observations made during the course
of the position classification survey to suggest. and work out solutions. to organ-
ization, staffing and methods. problems where they may exist. - We are confi-
dent that this. will enable you.to achieve significant e,conomies..and improved
effectiveness in City operations.
. Scope and Extent of the Survey
The by- product survey will cover all City departments and offices in-
cluding the Board of Education, unless specifically- excluded by you. The
survey will provide the following:
1. Organization. Identification of organization changes that will. sub-
stantially improve the effectiveness of the unit. • In cases of serious
organizational deficiencies. -- preparation, of a proposed organization
chart reflecting changes which should be made.
2., Staffing. Identification of significant cases of over and under staffing.
Identification. of situations where a rearrangement of the duties and
responsibilities..assigned to. existing positions would, provide- economies.
through the, use of some lower classifications. In cases of s.e ious
staffing :problems, the, solution of which, would not require exte , s.ive
work load studies -- preparation of optimum staffing tables in erms
of numbers and titles of the, positions required.
3.• Methods.., Identification of significant cases whe }r.e administrative
methods could. be improved to. provide economies' and greater effect -
iveness. In cases. of seriously inefficient methods, where, correction.
would not involve,exteinsive studies --,specific proposals for methods
changes which can be readily made.
4.
Centralization of Services. Elimination of Overlapping or, Duplicated
r.
Functions. Identification of functions or services which should be
provided on a. centralized, basis, or which should be .eliminated from
some departments and included in or provided by others. '
I'll
t"
Y
f
Y
`? �gIonorable Mayor
Y and Commissioners -2- December 19, 1961
Method of Conducting the Survey
In -the course. of the classification survey work, our staff will record
their observations on matters detailed above, and will discuss. with depart-
ment officials and record, any suggestions they have. for improvements.
At the end of the classification survey, we will, provide a Principal
Associate with broad public administration background to go over the, material,
prepared by our classification. consultants. and to further develop this, material,
working with the key departmental. officials.
When improvements. can be agreed upon. and, expeditiously-implemented,
we will report .accomplishment in a written summary. When further study or
other actions, are- required, we will, spell out in our report the things that should
be done. Where; we have developed optimum ,staffing plans for long range im
plementation, these. will be. detailed in our report.
On problems where we: feel, additional consulting services would have
beneficial results. we will suaLyest the same for vour consideration.
Time and Cost of the Survey
It is estimated that, we� can complete the by- product survey within two
months after completion of the Classification and Pay, Survey. The total cost
of the survey will be based on the actual. _time; spent by our staff at our usual
service charges, but will, not exceed $5, OQO.
You may add this sum by addendum to our present contract, or you_
may-handle. it under -a separate contract. By the former method we would
continue to- submit a single invoice each month for all our services and ex-
penses. to- the maximum cost provided for. By- the latter method, we would
submit .s.eparat.e .monthly invoices. for services. directly connected with the by-
product. survey. We, would prefer- the, single, contract and invoice if it can be
conveniently arranged.
,Sincerely yours.,
J. L.. J,ACOBS & COMPANY
e�e�4417__
Carl T Lutz
Partner