HomeMy WebLinkAboutCAO-09-019 - 2009-2010 Ontario Municipal Internship ProgramKIT(~NER - - • -
Ch i e f Ad m i n is rra ror "s
Office
Report To: Councillor B. Vrbanovic Chair and
Members Finance and Corporate Services Committee
Date of Meeting: Monday, March 30, 2009
Submitted By: Shelley Adams, Director, Community and Corporate Planning,
Ext: 2476
Prepared By: Shelley Adams, ,Director, Community and Corporate
Planning, Ext: 2476
Ward(s) Involved: All
Date of Report: Monday, March 16, 2009
Report No.: CAO-09-019
Subject: 2009-2010 Ontario Municipal Internship Program
RECOMMENDATION:
That the Mayor and Clerk be authorized to execute the Ontario Municipal Internship
Grant Agreement with the Association of Municipal Managers, Clerks and Treasurers of
Ontario representing 50% of the cost of hosting an AMCTO Municipal Intern for the
period July 2, 2009 to June 30, 2010.
BACKGROUND:
The Ontario Municipal Internship Program was developed 3 years ago by AMCTO (The
Association of Municipal Managers, Clerks and Treasurers of Ontario) in partnership
with the Ontario Ministry of Municipal Affairs and Housing (MAH) Ontario in order to
address the critical need to attract and train the next generation of competent well-
rounded municipal leaders. Upon successful completion of this program, interns will be
prepared to enter and positively contribute to the administration and management of
local government, and ultimately rise to leadership positions within Ontario municipal
corporations.
The program provides funding to selected Ontario municipalities in support of their
hiring and training of an intern fora 12-month term. During the program year, the interns
gain hands-on experience in the key functions involved in managing a municipality. The
Host Municipality will designate either the Chief Administrative Officer (CAO) or a senior
member of the management team to supervise and mentor the intern during the course
of the placement. The program also provides orientation and networking sessions for
participants, as well as professional development opportunities provided through MAH
and AMCTO. As part of their internship placement, participants will spend one month at
a MAH Municipal Services Office in order to grasp the complexities of the relationship
between the provincial government and local governments.
The Municipal Internship Program is designed to expose each intern to a variety of key
municipal business areas through work assignments proposed by the municipality
based on a structured Program curriculum.
REPORT:
On December 12, 2008, with the support of Mayor Carl Zehr, an application was
submitted to the Association of Municipal Managers, Clerks and Treasurers of Ontario
to retain a municipal intern for a one year period. A copy of the detailed application is
attached as Appendix "A"
On March 2nd the City of Kitchener was informed that it has been selected to participate
in the 2009-2010 edition of the Ontario Municipal Internship Program. Applications have
been received and a shortlist of potential candidates will be interviewed over the next
week with the successful candidate being notified by March 31St. The proposed term of
employment is July 2, 2009 to June 30, 2010.
With recruiting, training and retaining the leaders of the future being a key focus for
Council and the organization, as identified in the People Plan along with the desire to
achieve the vision set out in the Plan for a Healthy Kitchener, 2007-2027 (P4HK) and
the City of Kitchener Strategic Plan, the opportunities for learning and leadership within
this organization are endless.
Numerous activities have been set out in function areas of General Governance,
Financial Services and Systems, Corporate Services, Community Services,
Communications and Marketing, People Services and Organizational Development and
Development and Technical Services to provide a rich and varied placement experience
for the intern.
Overall supervisory responsibilities will be handled by Shelley Adams, Director,
Community and Corporate Planning (as designated by Carla Ladd, CAO). The Intern
will have opportunity to work with the CAO and, as currently designated, Pauline
Houston, General Manager, Community Services, Dan Chapman, General Manager,
Financial Services and other members of the City's senior management, as the intern's
educational and experiential priorities dictate. Evaluations will be a combined effort
between the intern and all involved supervisors.
FINANCIAL IMPLICATIONS:
The Ontario Municipal Internship Program will provide up to 50% of the cost (up to a
maximum of $20,000 based on a recommended intern salary of $40,000 per annum) in
funding to selected municipalities in Ontario to hire and support the training of the
successful intern fora 12 month period.
The Program will also provide up to an additional $5,000 in funding to cover the cost of
other intern expenses (including travel and accommodation related to additional
training, specific equipment, etc.). The total contribution from AMCTO is $25,000.
The City's total contribution to the program will be $31,200. This includes $20,000
(salary) and $11,200 (payroll expenses & benefits). These costs will be funded from the
City's General Training Reserve.
COMMUNICATIONS:
Introductory communications and a full orientation will coincide with the Intern's
commencement with the City of Kitchener.
Shelley Adams, Director
Community and Corporate Planning
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December 12, 2008
CARLA LADD
CHIEF ADMINISTRATOR
City Hall, PO Box 1118
200 King Street West
Kitchener, Ontario
Canada, N2G 4G7
.Telephone 519 -741-2350
Fax 519 -741-2705
TTY 519 -742-2385
Email: carla.ladd@kitchener.ca
Association of Municipal Managers, Clerks and Treasurers of Ontario
2680 Skymark Avenue, Suite 910
Mississauga ON L4W 5L6
Craig Wellington
Manager, Communications & Marketing
Municipal Internship Program
Re: Ontario Municipal Internship Program
Please accept this letter as a clear expression of the City of Kitchener's strong and enthusiastic
support for the Ontario Municipal Internship Program.
The application was brought forward to our Corporate Management Team (CMT) and
Department Heads and Divisional Directors fully supported the program and agreed that the
CAO's office should move forward with the application process. Each Department identified
program areas in accordance with the guidelines to ensure the maximum exposure and
opportunity for development for a potential intern.
The application before you is the result of our combined interest and efforts. Indeed, the robust
learning opportunities listed herein represent meaningful professional experiences that will be
carefully and thoughtfully supervised by municipal administrators who are fully engaged leaders
in this organization.
In addition, our application has the full support of our Mayor, Carl Zehr. City of Kitchener Mayor
and Council are committed to developing and maintaining an organizational culture of
leadership to advance their goal of achieving a `different future for city government and public
service'. Recruiting, training and retaining the leaders of the future is a key focus for Council
and the organization. By participating in the Internship program, we are able to assist in
developing the public service leaders of tomorrow.
We hope that our application is met with support. If you have any questions or require
.clarification, please call me.
Regaxds 4
~,
~ to i
~.
Carla Ladd
Chief Administrator
o~t~ ri'~
M,unici'ga~J 1nt~enishi'~ PrograJ
2009 - 20.10 Host Municipality Application
Ontario ~ ~ AMCTO
THE MUNICIPAL EXPERTS
Appendix A: Application Checklist
1. Complete parts 2; 3 and 4 of the grant application form. You may print off the
form and complete it manually, then submit it to AMCTO. Please add additional
pages if more space is needed to fully answer the questions.
2. Ensure the application form is signed by both the Chief Administrative Officer
and Head of Council
3. If the application is a joint submission, attach copies of council resolutions from
each of the participating municipalities, including the managing partner, indicating
which municipality will be the managing partner for the internship.
4. Submit the application by December 15t", 2008 to:
Municipal Internship Program
Craig Wellington
AMCTO
2680 Skymark Avenue Suite 910
Mississauga, ON L4W 5L6
Fax: (905) 602-4295
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Ontario Municipal Internship Program
Grant Application
2009-2010
Each section must be completely filled in by all applicants and signed by the
Chief Administrative Officer and Head of Council to be considered.
NAME AND MAILING ADRESS OF MUNICIPALITY
CITY OF KITCHENER
200 King Street West
PO Box 1118
Kitchener ON N2G 4G7
CHIEF ADMINISTRATIVE OFFICER (or equivalent position)
Name Carla Ladd
Title Chief Administrator
Telephone- 519-741-2350 a-mail carla.ladd@kitchener.ca
PART 1 -GENERAL REQUIREMENTS
Amount of Grant: $20,000
Purpose and Use of Grant: The Ontario Municipal Internship Program will
provide up to 50% of the cost (up to a maximum of $20,000 based on a
recommended intern salary of $40,000 per annum) in funding to selected
municipalities in Ontario to hire and support the training of an intern fora 12
month period. The intern will be an employee of the municipality for the term of
the internship and participating municipalities will be expected to provide
additional financial resources to cover the cost of salary and employment
expenses. During the course of the 12-month Internship Program, the intern will
be required to complete the necessities of the Internship Program Curriculum
Guidebook.
Ancillary Expenses
The Program will provide up to an additional $5,000 in funding to cover the cost
of other intern expenses (including travel and accommodation related to
additional training, specific equipment, etc.). The host municipality is required to
submit receipts and/or expense claims to AMCTO to be reimbursed for intern
expenditures up to the allocated expense amount of $5,000.
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Eligible Expenses for 2008-09 Internship Grant
Notes.
Benefits may not be paid out of the $20,000 salary portion
n nnn of the grant.
Expenses Each host municipality is provided up to $5,000 to be used
:Maximum: $5
000 t to cover expenses incurred by its intern specific to fulfilling
, the expectations of the program during the year. Allocation
of these expenses is to be determined by the host
municipality in consultation with its intern. No part of the
$5,000 expense portion can be allocated to salary or
benefits. Host municipalities and/or interns must submit
receipts to AMCTO in order to be reimbursed for expenses.
Required: Attendance at prescribed AMCTO and .Ministry Workshops
AMCTO and Ministry are a required part of the Program for the interns. All
expenses associated with having the interns attend these
Workshops workshops (e.g. accommodation, parking expenses,
mileage) can be allocated to this component of the grant.
Expenses for the intern's supervisor to attend meetings are
not eligible to be covered by the grant.
Required: Interns are to be permitted to attend at least one AMCTO
conference during the year, as well as one MAH regional
Attendance at conference
Conferences.
All expenses associated with having-the interns attend
these workshops (e.g. accommodation,~pai-king expenses,
mileage) can be allocated to this component of the grant.
Expenses for the intern's supervisor to attend conferences
are not eli ible to be covered b the rant.
Optional: The host municipality may choose whether it will cover any
Relocation Costs of its intern's relocation costs.
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Project Timeline: The project timeline will be for a period of one year,
commencing the date the intern starts his or her placement. (By June 30th, 2009)
PART 2 -ELIGIBILITY
Please answer the following questions. If your response is no to any of the
following basic criteria, your municipality will be ineligible for participation in the
program.
i. The CAO or a senior manager acting as his/her designate has agreed to serve as
the intern supervisor for the duration of the program.
®Yes ^ No
ii. There are comprehensive workplace harassment and discrimination policies in
place in the municipality.
® Yes ^ No
iii. There is an up-to-date Health & Safety Policy in place in the municipality,
including a training program in this area.
® Yes ^ No
iv. There is an Accessibility Plan in place in the municipal offices
® Yes ^ No
Please indicate the date of your most recent formal review of your Accessibility Plan
February 4, 2008
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PART 3 -PROGRAM REQUIREMENTS
W hat will your municipality be contributing towards salary and expenses?
(The suggested guideline for an intern's salary is a minimum of $40,000
per year.) The intern's salary is exclusive of any benefits to which the
intern is entitled as part of the municipality's standard benefit package for
employees.
Program Grant Municipal
Contribution Total
Salary $20,000 $ 20,000 $ 40,000
Payroll Expenses
& Benefits $Ni $ 11,200 $ 11,200
Expenses $5,000 $Nil $ 5,000
Totals $25,000 $31,200 $ 56,200
2. Why is your municipality interested in hosting an intern?
The City of Kitchener is extremely interested in hosting an AMCTO Municipal
Intern, for a number of reasons. First, we hold innovation, change and growth as
values central to our corporate culture. The newly developed People Plan for the
City of Kitchener identifies "creating a culture of learning" as one of 5 priority
areas of focus with an end .goal of creating an ideal workplace; a workplace that
attracts and retains the best staff, ensures meaningful, positive and safe work
environments, and provides many opportunities for life-long learning and
development. Student internships are highly regarded as one expression of this
goal
Secondly, the City of Kitchener continues to move forward on achieving the
vision articulated in "Plan fora Healthy Kitchener, 2007-202T' (P4HK) -
notwithstanding the challenging economic context. The entrepreneurial spirit
born out of our cultural history underpins the continued advancement we are
achieving in strategic areas. As such., the community continues to enjoy lower
unemployment, higher median housing .prices and housing starts than the
provincial averages, as well as continued job creation in non-traditional sectors
(technology, bio-medical, pharmaceutical and digital media). Simply, the City is
growing, we endeavour to do it well, and there remains much to do to achieve
that vision.
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Finally, and not at all discreet from the above, we are in the final stages of
compiling our first ever "Strategic Plan for a Sustainable Kitchener, 2009-2029",
due for release 01/30/09. This document -and the processes undertaken to
develop it -aligns our citizen's vision and priorities (P4HK, 2007), the
Corporation's mandate, business systems and processes (Corporate Plan,
2004), and the organization's cultural values and human resource supports
(People Plan, 2008). Vision, values, policies, programs, projects and people.
Operationally, we are now in a position to bring these fundamental component
pieces into line with planning, evaluation, performance measurement and budget
cycles; a single comprehensive strategy.
The work, however, has just begun; the opportunities for learning and leadership
within this organization -within this Municipality -are endless. Under the
umbrella of each of the Strategic Plan for a Sustainable Kitchener" are
innumerable actions -planned or to be planned -that provide a rich and. varied
placement experience. The intern will have a wide range of options in choosing
projects, including day-to-day administrative functions through meetings with
internal and community partners, through to opportunities for strategic visioning
and consultation with the community.
3. Based on the key function areas outlined in the program outline, what activities
would/might you have an intern involved in if your municipality were selected as a
host?
General Governance:
^ Participant (intern) at Corporate Management Team and Senior
Leadership Team
^ Job shadow opportunities with CAO and other members of Corporate
Management Team as per Intern's learning objectives/projects.
^ Develop an evaluation process for Community Engagement Policy and
Framework Implementation (including diversity components)
^ Facilitate the development of an "access, equity and inclusion" policy and
toots for City of Kitchener Advisory Committees and Boards.
^ Develop a framework for monitoring progress on "A Strategic Plan for a
Sustainable Kitchener, 2009-2029" (release date 01/30/09)
^ Annual Status Report; Administrative support to produce annual report to
Council and citizens which tracks the City's progress against the goals
and objectives set out in the Plan fora ,Healthy Kitchener.
^ Assist with development and coordination of a "end of term" citizen
survey for Compass Kitchener (an advisory committee to Council
regarding citizen priorities and perceptions of success thereof)
Financial Services and Systems:
^ Complete a reserve fund policy review.
^ Literature/background review and research for long-term financial plan.
^ Assist with development of new interim financial reporting
standards/process.
^ Develop new capital project submission criteria, forms, process.
Corporate Services:
Review of Corporate policies (to separate Council Policies from
Administrative Policies).
Assist with development of a new City Council member orientation
program, in anticipation on the 2010 election and 57% increase in size of
Council
Community Services:
^ Development of a Volunteer Strategy
^ Community investment Strategy -policy development for a number of our
smaller grant programs (i.e. program specific ones such as special events,
community gardens, etc.)
Communications and Marketing:
^ Assist in the development of an internal communications policy for the
corporation.
^ Develop an implementation strategy to respond to the Ontario
government's new communications regulations contained in the Ontarians
with Disabilities Act.
People Services and Organizational Development:
^ Action planning and accountability-tracking related to organization-wide
employee survey.
^ Needs analysis and business case development related to implementation
of online candidate management system (CMS)
^ Assist in development of a sustainable dashboard of relevant data relating
to human resources and related demographics, e.g. retention, workforce
composition. etc.
^ Assist in process mapping and gap analysis of intra-divisional operations
and workflows with efficiency/automation recommendations (and related
implementation of improvement strategies.)
^ Assist in development of a Request for Proposal related to corporate
health benefits and post RFP submission review, analysis and selection.
- Assist in development of a sustainable Corporate-wide learning and
development model
.Development and Technical Services:
^ Develop a road renaming. policy and begin the implementation to address
a number of disconnects in our street network.
^ Develop municipal criteria#or Traffic Impact Studies.
^ Identify issues and develop strategies to address the traffic and parking
impacts of greater residential intensification.
^ Develop transportation standards for new subdivision design to address
issues such as arterial road access, collector road lengths and traffic
calming.
^ Update and revise the sidewalk infill policy and program.
^ Assist in the implementation of the corporate records management
system.
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~'~ AM CTO
_ _ _ _ _ _ _ _ _ _ _-_ _ _ _ _ _ _Internship_Work_Plan_ _ _ _ _ _ _~~~ THE MUNICIPAL EXPERTS
Month: - - ... -
Department: This work plan will be completed in partnership with the intern based.
on .core program requirements, intern's interests, areas of expertise
and corporate priorities.
Focus Area:
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4. Indicate how your municipality will provide the intern with experience (in terms
of learning opportunities, training resources, etc.) in the prescribed .municipal
operation areas. (You may choose to include key function area/s specifically
related to your municipality's specific needs.
As noted above, the Intern will participate at both the Corporate Management
and Senior Leadership teams. The Corporate Management team consists of the
Chief Adminis#rative Officer, General Managers of all departments, City Solicitor,
Executive Director of People Services and Organizational Development, Director
of Corporate Communications & Marketing, Performance Measurement and
Internal Auditor, Director of Community and Corporate Planning and Executive
Director, Economic Development. The Corporate Management team is
responsible for: financial direction and strategy, administrative. policy direction,
organizational leadership and development, communications and information
dissemination throughout the organization, issue management strategies, and
strategic management of Council agendas. The Senior Leadership Team
consists of the Chief Administrative Officer, General Managers of all departments
and Directors of all divisions. The Senior Leadership team continues to move the
City's leadership culture forward through key corporate initiatives and assists in
the development of corporate strategy.
The Intern will develop a workplan in partnership with appropriate corporate
players that satisfies the requirements of the Ontario Municipal Internship
Program, meets the learning needs of the student and advances the priorities of
the corporation. Potential programs and projects currently on the City of
Kitchener's table are listed above -that list is not exhaustive. We are open, also,
to considering special programs or projects suggested by the Intern, given their
"fit" with corporate priorities. Every effort will be made to ensure'assignments
provide for the full spectrum of municipal professional experience based upon the
Intern's prior learning and current goals, and will include (but not limited to)
meeting planning and support, group facilitation, research and data analysis,
report writing (varied audiences), program planning, design, implementation
and/or evaluation, partnership development, policy review and revision, and so
on.
As well, the City of Kitchener is committed to providing and promoting a learning
environment for all. City interns have access to numerous opportunities,
including the Leadership and Management Training., TED programs (professional
skills and personal development courses), a mentoring program, health and
safety training and the City's "corporate wellness" programs.
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5. Who is your proposed intern supervisor and what position does your proposed
intern supervisor hold?
The Intern will be accountable to the CAO as the primary supervisor, however,
he or she will be supervised by appropriate members of the Corporate
Management Team, depending on the project(s) accountabilities. Evaluations.
will be a combined effort between the Intern and all "supervisors". At this point
in the application process, and given the priority learning areas of the program
vise a vie the priorities of the City of Kitchener, we can confirm at least the
following as direct supervisors:
Carla Ladd, Chief Administrative Officer, and, as designated:
• Pauline Houston, General Manager, Community Services
• Dan Chapman, General Manager, Financial Services
• Shelley Adams, Director, Community and Corporate Planning
6. Please state the actual date that your intern will start his/her. internship with
your municipality (Flexible between June 30t" 2009 and July 31St,'2009) as well
as the date for completion of the program.
Proposed starting date: July 2, 2009
Proposed completion date: June 30, 2010
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PART 4 -AUTHORIZATION
We are prepared to enter into a conditional grant agreement with AMCTO (The
Association of Municipal Managers, Clerks and Treasurers of Ontario) governing
the use of the grant as per the terms and conditions outlined in the Ontario
Municipal Internship Program grant application guidelines if this application is
approved.
Council Approval:
,. -~ Carl Zehr, Mayor
Signature of H ' d ` f Council Name of Head of Council (Please PRINT)
Date
.Chief Administrative Officer (or equivalent position)`Approval:
;~
~~
~ ~~ ~ 3
~. ~.
,`;
_,. t ~ Carla Ladd, Chief Administrator
S~g~ature of Chief Administrative Officer Name of CAO (Please PRINT)
~~ ~, ..
...
'~ ,'T r' i~ ,{
"Date
Please return two copies of this application by December 15t", 2008 to:
Municipal Internship Program
Craig Wellington
AMCTO
2680 Skymark Avenue Suite 910
Mississauga, ON L4W 5L6
Fax: (905) 602-4295
13