February 10, 2025
DuBois-Sandy Twp. joint board adopts revised organizational chart | News

DuBOIS — The City of DuBois-Sandy Township joint consolidation board, at Wednesday’s meeting, agreed to adopt the revised organizational chart as Exhibit B of the consolidation agreement, with the understanding that it can be adjusted as needed.

During the discussion of the organizational chart, interim Co-Manager Ben Kafferlin said, “I want to preface this by saying that I hear you and the public when they can be sensitive to the fact that the point of consolidation, at least in part, was to reduce overhead costs. Now, I would qualify that and say that that doesn’t mean you’re going to see it immediately. There’s a lot of costs that go into consolidation.”

Kafferlin said it may be several years before any savings is seen because currently the municipalities are spending a lot more money on legal fees and management time.

“I do anticipate you’ll see those savings and one of those will be and is related to the number of staff positions that you have,” he said.

In 2022, the joint board passed an organizational chart as Exhibit B of the consolidation agreement. On Wednesday, Kafferlin presented for the board’s review and approval an updated organizational chart that reflects these changes and incorporates several improvements.

He said the management team believes the proposed structure is designed with the following priorities in mind:

Cost efficiency: The updated organizational chart reduces the number of positions compared to the structure originally envisioned two to three years ago and downgrades some middle-management positions. This streamlined approach should result in measurable taxpayer savings.

“That said, make no mistake that there are more positions than are currently filled today, and it is our advice that we fill positions quickly to minimize burnout of current staff,” Kafferlin and interim Co-Manager Lisa Hagberg stated in a memo to the board on the organizational chart amendments and position postings.

Improved reporting structures: The new structure promotes clearer lines of accountability and better reporting relationships, which will foster improved communication and operational effectiveness.

Enhanced division of labor: They have introduced thoughtful role delineation and cross-training opportunity to ensure that critical functions are covered during absences and transitions, while avoiding duplication of effort.

Reasonable span of control: Managers will now oversee an appropriate number of staff, striking a balance between efficiency and the ability to provide adequate supervision and support.

The proposed changes were as follows:

— Create a Planning department (alternately called Engineering, Development or Codes department) to lessen the span of control of the assistant manager and streamline collaboration between related positions. This department will shift the following positions:

  • Community development director from assistant manager to the manager and retitle planning director.
  • Code enforcement officer from under director of public works to planning director.
  • Planning & zoning officer from under director of public works to planning director.
  • Engineer from a W2 employee under director of public works to contracted under planning director.
  • Administrative assistant from assistant manager to planning clerk under planning director
  • Parks/event manager from the assistant manager to planning director.

— Shift the internal managers to direct reports of the assistant manager, including information technology administrator, fiscal administrator, human resources administrator.

— Replace public works superintendent with deputy director of public works.

— Unify the streets and water/sewer divisions under the director of public works (in conjunction with revising the city’s ordinance about that position being the city’s professional engineer).

— Remove water/sewer supervisor.

— Change title of billing/utility to accounts payable clerk.

— Downgrade on sergeant in the police department to police officer.

— Add one police officer.

— Integrate the specialty positions like Drug Task Force into police officers of platoons.

— Downgrade the park foreman to park maintenance.

— Upgrade the HR/payroll position from reporting to the fiscal administrator to a position titled human resources administrator (approved at the December 2024 board meeting), which would be a direct report of the assistant manager. This comports with the higher level of responsibility needed to fulfill this function in the new city.

— Add fire chief (volunteer) as a direct report of the council.

— Add the solicitor (contracted position not originally indicated on the organizational chart).

In a 9-1 vote, the joint board approved this updated organizational chart as part of the Second Amended Consolidation Agreement. In addition, the board gave authorization for the management team to immediately post and recruit for any positions outlined in the chart that are currently or become vacant, to ensure the continuity of municipal operations as they move through the transition period. Township Supervisor Bill Beers voted no.

“This updated structure reflects our shared commitment to building a stronger, more effective municipal government for the residents of the new City of DuBois,” the memo stated. “I am confident that it will position us for a successful transition and long-term success.”

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