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3.7 MCMA Intern Grant Application Request for City Council Action DEPARTMENT INFORMATION ORIGINATING DEPARTMENT REQUESTOR: MEETING DATE: Administration HR/Assistant City Administrator Hille November 22, 2021 PRESENTER(s) REVIEWED BY: ITEM #: Consent City Administrator/Finance Director Flaherty 3.7 – Internship Grant Application STRATEGIC VISION MEETS: THE CITY OF OTSEGO: Is a strong organization that is committed to leading the community through innovative communication. Has proactively expanded infrastructure to responsibly provide core services. Is committed to delivery of quality emergency service responsive to community needs and expectations in a cost-effective manner. X Is a social community with diverse housing, service options, and employment opportunities. Is a distinctive, connected community known for its beauty and natural surroundings. AGENDA ITEM DETAILS RECOMMENDATION: City staff recommends the City Council approve a grant application. ARE YOU SEEKING APPROVAL OF A CONTRACT? IS A PUBLIC HEARING REQUIRED? No No BACKGROUND/JUSTIFICATION: City staff is planning to add an Administrative Intern to the administration team. Administrator Flaherty and Assistant Administrator Hille are members of Minnesota City Managers Association (MCMA); which offers a grant program to reimburse $3,500 of the intern’s payroll costs. The intern would be from a Bachelor’s or Master’s program related to Public Administration or urban studies. The City has committed funds in the 2022 budget for the position to match the grant amount, and looks to continue to host an internship program in the future. Staff has worked on the application, and included projects they anticipate an intern to be involved in. 2022 will be a busy year for the City of Otsego which will be invaluable experience for an intern, and the help will be beneficial to all staff. SUPPORTING DOCUMENTS ATTACHED: • MCMA Grant Application • Administrative Intern Job Description POSSIBLE MOTION PLEASE WORD MOTION AS YOU WOULD LIKE IT TO APPEAR IN THE MINUTES: Motion to approve the grant application for the Administrative Intern position, and to submit required documents to Minnesota’s City Managers Association for funding in 2022. BUDGET INFORMATION FUNDING: BUDGETED: General Fund 101-41320-104 Yes (2022) City of Otsego│13400 90th Street NE, Otsego, MN 55330│Tel. (763) 441 -4414 Fax (763) 441-9163 MCMA Internship Program Jurisdiction Application 1. General Information: Organization Name and Address: • City of Otsego – 13400 90th St NE, Otsego, MN 55330 Designated Mentor and Contact Information: • Adam Flaherty: aflaherty@ci.otsego.mn.us; 763-235-3161 • Sabrina Hille: shille@ci.otsego.mn.us; 763-235-3162 Contact Person and Contact Information (if different than mentor): • Same as Mentors 2. Please attach the following to complete your application: ❖ A work plan detailing intern’s duties, to include: 1. What experiences the jurisdiction intends to convey 2. The approach to intern’s development 3. A designated principal, department head level mentor to be responsible for the intern’s professional development 4. Regular contact with the jurisdiction’s MCMA member during their internship 5. Designation of the proposed hours per week and rate of pay 6. The proposed start and end date of the internship ❖ A letter from the jurisdiction committing to the program and matching fund requirement. Please attach this form, the work plan, and letter of commitment and send to: Chelsea Petersen, cpetersen@shakopeemn.gov Deadline – Friday, December 3, 2021 City of Otsego│13400 90th Street NE, Otsego, MN 55330│Tel. (763) 441 -4414 Fax (763) 441-9163 Proposed City of Otsego Internship Program 2022 The City of Otsego is hoping to give the intern the experience of a growing city, with a lot of development, department growth, and the fast pace of a newer city(31 years old). The city hopes to give the intern experiences of city functions and some current issues all cities are facing. Otsego will be updating their Comprehensive Plan in 2022, which the intern would be involved in. The city is also currently conducting an Emergency Services study, which would allow the intern to view and be involved in Emergency Management and the evaluation of current fire services provided by contract. The main focus of the internship will be within the Administration Department, but with Otsego’s smaller staff size, the intern will be able to work with alongside Streets, Utilities, Parks & Recreation, and Community Development. The approach to the intern’s development is to have firsthand experience, and to shadow the leaders in our organization, specifically on their unique approaches and decisions to a variety of situations. The intern’s development will ideally focus on leadership and the different frames used by a variety of the leaders within the city. Otsego hopes to give the intern as much hands-on experience as possible, and to help encourage the intern to explore projects they are interested in. Designated mentor will be Sabrina Hille, and there will be mentoring also by Adam Flaherty. Both are MCMA members, and are both department heads for the city that would allow the intern to be involved in Administration, Finance and Human Resources. The intern will spend majority of their time on projects with Sabrina and occasionally Adam when projects overlap. The intern will be located right outside of Sabrina’s office which will allow communication to be continuous. The intern will have their own work space and technology. Part of the intern’s responsibility will be to come with on planned meetings with Adam and Sabrina. Reoccurring meetings the intern will attend is Wright County City Administrator lunches, Human Resources groups, and involvement in MCMA/APMP and ICMA. The city is proposing to have the intern work 30 – 40 hours per week; dependent on the availability of the intern. The city respects students who may have other commitments or are unavailable to work 40 hours. Rate of pay would be $15 – 17 an hour. An ideal start date for the program would be May 31st, 2022 and end date of August 5th. The city has flexibility of start and end dates for the intern, dependent on their schedule. The city understands the intern may have school commitments that would modify their availability during the year. Position Description Position: Administrative Intern FLSA Status: Temporary, Non-exempt Approved: Draft XX, 2021 DESCRIPTION OF WORK General Statement of Duties: The intern will play a leading role in coordinating, facilitating, and managing city projects that require the involvement of multiple city departments. He or she will be given the opportunity to interact with department heads and to be exposed to the responsibilities of each department and current local government issues. The intern’s interests and goals will be taken into account for special projects. Immediate Supervisor: Human Resources/Assistant City Administrator Supervises: None Provides Work Direction to: None MAJOR JOB FUNCTIONS 1. City Administration: a. The intern will meet with the city administrator and assistant city administrator on a weekly basis b. Organize and record updates for the Sunshine Committee meetings c. Attend commission, staff and city council meetings as requested d. Review and advise any public policy changes e. Assist in Personnel Policy questions and explanations f. Assist in city projects with all departments 2. Communications: a. Attend bi-weekly Communication Team meetings b. Write stories, compile content and take photographs for the City'snewsletters, website and social media accounts. c. Assist with website maintenance and creating new posts for Facebook, Twitter and Instagram. d. Complete other duties and projects as assigned. 3. City Planning: a. Learn and assist in current city planning projects b. Work with the city planner to learn on city procedures and policies c. Get involved in residential and commercial/industrial developments, and learn the process through the city d. Overview the Comprehensive Plan and learn the process and history of the city; be involved in Comprehensive Plan update e. Learn the different zoning districts and regulations for development 4. Other: a. Assist City Administrator and Assistant City Administrator with projects as directed b. Perform administrative duties to support City departments as directed c. Assist with election duties as requested by the City Clerk d. Assist with City Hall receptionist and administrative backup as needed 5. General: a. Promote a positive and motivating environment b. Follow all safety policies and procedures c. Follow all City policies and procedures d. Treat fellow employees with respect and integrity e. Provide exceptional customer service to residents, developers, city officials, and the general public f. Make decisions that are always in the best interest of the City g. Perform other duties and projects as assigned h. Confer with supervisor, peers, and employees to discuss and resolve issues KNOWLEDGE, SKILLS AND ABILITIES • Enjoyment of learning and seeking knowledge • Working knowledge of relevant City operations, ordinances, policies, and procedures • Demonstrated knowledge of standard office practices, equipment, software, and procedures • Ability to communicate clearly, professionally, effectively, and precisely both verbally and in writing • Ability to perform mathematical calculations, prepare spreadsheets, analyze data and identify and resolve discrepancies • Ability to organize and prioritize the work and meet deadlines • Ability to enter information with speed and accuracy and to maintain accurate and complete records and documentation • Ability to work both independently and as part of a team • Ability to handle detail and accurately process transactions and solve problems • Strong sense of honesty, integrity and credibility MINIMUM QUALIFICATIONS 1. High school diploma or equivalent 2. Valid Driver’s License 3. Degree in Public Administration, Business, Sociology, Urban and Regional Studies; Or currently enrolled in a program PREFERRED QUALIFICATIONS 1. Municipal or County government experience 2. Enrolled in or completed a Masters in Public Administration, Business, Urban and Regional Studies, Local Government Management NOT PUBLIC DATA The incumbent may encounter not public data in the course of these duties. Any access to not public data should be strictly limited to accessing the data that are necessary to fulfill the employment responsibility. While data are being accessed, incumbent should take reasonable measures to ensure the not public data are not accessed by individuals without a work reason. Once the work reason to access the data is reasonable finished, incumbent must properly store the not public data. If a new work assignment requires access to not public data, the incumbent is permitted to access not public data for the work assignment purposes only. Any access to not public data must be strictly limited to the data necessary to complete the work assignment and after the assignment is completed, the employee’s work assignment no longer requires access. PHYSICAL REQUIREMENTS The physical requirements checked on the attached sheet are representative of those that must be met to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Note: This job description does not constitute a contract or employment agreement.