Program Guidelines
About the Program
Excellence in local government management staff is essential to maintaining effectiveness in local governance. Over the next several years, the trend of senior local government staff retirements will put pressure on the local government system to find ways to recruit competent individuals from outside the local government field. Many local governments lack the resources or capacity to tackle this issue on their own. In response to this need, the Local Government Management Association, in partnership with the Municipal Finance Authority and the Ministry of Community and Rural Development has embarked on a pilot Local Government Management Internship Program.
The 3 year Pilot Internship Program will provide funding to five local governments in British Columbia that will host an intern for a 12 month period, with the first internships starting in 2008. Interns will receive broad management training opportunities and be exposed to all aspects of local government operations and in turn will contribute to capacity-building of host local governments.
Program Objectives & Overview
The Internship Program Objectives are:
- To increase the management staffing capacity of the local government system;
- To make local government management a career of choice by encouraging and supporting work opportunities for post-secondary graduates;
- Through individual internship arrangements provide a mutually beneficial experience for both the local government and intern by expanding local government capacity and providing a career-path oriented experience for the intern;
- To encourage a greater understanding and awareness between post-secondary institutions and local governments that:
- promotes awareness of careers in local government for students;
- promotes the development of post-secondary coursework that is relevant for a career in local government; and
- encourages local governments to pursue post-secondary educational opportunities for their staff.
The focus of the Internship Program is on providing management training opportunities. Internship opportunities are not intended to be for positions covered by collective agreements and if applicable local governments may consider undertaking consultation with their unions to clarify the objectives of this Program.
The Internship Program is a partnership between the Local Government Management Association (LGMA), the Municipal Finance Authority (MFA) and the Ministry of Community and Rural Development (MCRD). A grant of $36,000 is provided to each local government for host intern costs. Local governments hosting an intern are required to provide a financial contribution toward the costs of the intern and commit sufficient human resources by senior management to support the Program.
The Internship Program is governed by an Advisory Committee comprised of representation from the MFA, MCRD and LGMA. The LGMA provides administrative support, program management and financial administration services to the Internship Program through a Program Coordinator.
Program Timeline
The Program is designed to provide 12 months of training for each intern. The Program starts between May 1 and June 30 (to be determined by intern and host local government) and ends by no later than June 29 the following year. This starting date has been designed to capture the greatest number of students who are graduating from post-secondary institutions.
| August | Call for local government host applications |
| October 15 | Deadline for interested local governments to submit their Host Local Government Grant Application package [DOC - 524 KB] |
| November | Selection of up to 5 local government hosts by Program Advisory Committee |
| February 1 | Interested internship candidates must have submitted their Intern Application package |
| January/February | Host local governments to complete Conditional Grant Agreement and finalize Workplan |
| February | Internship Program Advisory Committee will have reviewed applications and created a short-list of candidates. Candidate application packages are provided to host local governments |
| February/March | Local governments will conduct interviews, negotiate with candidates and select interns |
| April 1 | Final assignment of interns to host local governments; host local governments and intern complete contract for employment |
| April 30 | Host local governments receive 75% up front grant funding to host intern |
| April/May | Orientation session for interns |
| May/June | Intern begins internship |
| August | Intern attends week long training session (Municipal Administrators Training Institute Foundation Course) in Victoria |
| April/May | Intern attends executive training/wrap up session in Victoria |
| June 29 | Latest end date to complete internship |
| July 31 | Latest date for submission of post-internship reports from local governments and interns; local governments receive remaining 25% grant funding |
| December 31 |
Latest date for Program evaluation report by Program administration |
Program Recruiting & Selection
Recruiting and Selecting Host Local Governments
The intent of the Program is to provide management training for interns so that they may pursue a career in local government administration. All municipalities and regional districts in British Columbia are eligible to apply to host an intern and may apply either as a single applicant or as a joint applicant with other local governments to host an intern. Local governments are encouraged and preference will be given to proposals that consider work arrangements with neighbouring local governments to provide opportunities that might not be available in their local government. In order to ensure that interns gain the greatest benefit from their internship, local governments are expected to meet the following criteria:
- a strong organizational commitment to the vision and goals of the Program;
- a strong council/board - administration relationship exists;
- the chief administrative officer or senior manager has agreed to serve as the mentor throughout the internship;
- a sufficient commitment of resources, both financial and staff, has been made. This includes a local government financial contribution toward the intern's salary and expenses, a commitment to provide training and professional development opportunities for the intern, and a commitment to provide a reasonable work environment for the intern;
- a demonstrated willingness to provide training and exposure in completing an agreed to Workplan [DOC - 518 KB]
- evidence of support for superior workplace standards of conduct, including a workplace harassment policy and a current health and safety policy. Local governments who do not have formal policies will be asked to endorse the Internship Program workplace code of conduct policy statement.
Local governments interested in hosting an intern must submit a Host Local Government Grant Application [DOC - 524 KB] by October 15.
The Program Advisory Committee will review all applications and invite the 5 applicants that best meet the criteria set out above, to host interns. Local governments who are invited to host an intern must complete a Conditional Grant Agreement that sets out the terms and agreements for hosting an intern as well as develop a detailed Workplan for the duration of the internship. Host local governments will receive 75% up front grant funding by April 30. The remaining 25% grant funding will be forwarded upon submission of a final report after the completion of the internship.
Recruiting and Selecting Interns
The LGMA is responsible for administering the Internship Program. The LGMA is working closely with post-secondary institutions to promote and market the Program to students who are nearing completion of their post-secondary studies. Interested candidates are asked to submit an intern application package to the LGMA by February 1, 2010.
The LGMA will review all the applications and provide a short-list of suitable candidates to the 5 selected host local governments. It is expected that prospective interns will come from a variety of backgrounds and education. In order to ensure candidate suitability, candidates are expected to meet the following criteria:
Academic Criteria:
- Completed Masters or Bachelors degree or diploma within previous two years of proposed start date of internship. Individuals graduating in May in the start year of the internship are eligible; or
- Will have completed Masters Degree requirements by the end of the internship; or
- Completed diploma or undergraduate coursework by the proposed start date of the internship and will have completed diploma or undergraduate co-op requirements by the end of the internship.
Other Required Criteria:
- Willingness to relocate to the host local government, if necessary;
- Work, educational or volunteer-related references;
- Valid BC driver's license;
- Ability to work in Canada for duration of the internship; and
- Satisfactory criminal reference check (to be undertaken by local government upon selection of intern).
Note, individuals already permanently employed in local government are not eligible to apply for the Internship Program (seasonal and auxiliary employees of local governments are permitted to apply).
The final matching of the intern to a host local government will be through an interview, conducted by the host local government. The host local governments are in the best position to determine who will be the most suitable candidate to work as an intern in their community. Therefore, all aspects of intern selection process, beyond receipt of the initial short-list of candidates, will be undertaken by the host local government. The LGMA will not conduct interviews with any of the interested candidates.
Host local governments will be competing from the short-list of candidates. In making a decision to select an offer, candidates should consider, in addition to the compensation package, the proposed Workplan of the host local government, the location and cost of living of the community, the amenities available in the community, the size of the local government, the calibre of the proposed mentor and the training opportunities.
Local governments that have been selected to host an intern must have their final selection by April 1. Upon acceptance of the internship by the candidate, the host local government and intern will sign a contract for employment that will set out the salary and expectations for the position.
Intern Funding & Support
Funding Arrangements
Host local governments will receive a grant of $36,000 under the Internship Program. Of that amount, $27,000 will be designated as part of the intern's salaries and benefits, and $9,000 will be designated for expenses, such as mandatory training and travel.
Host local governments are required to supplement the intern's wage and expenses above the $36,000 grant provided to them as a participant in the Program. Host local governments are expected to contribute toward the intern's salary at a level that matches local salary conditions. The local government contribution should match the Program partner contribution through a combination of salary and in-kind contribution, such as allocation of staff time to support the intern, providing training opportunities, etc.
Internship Workplan
Local government hosts are expected to carry out an agreed upon Workplan [DOC - 518 KB]. The objectives of the Workplan include:
- To support host local governments with a structure to guide the intern's training and learning;
- To ensure that the intern is exposed to the key aspects of local government administration to gain an understanding of local government structure, management and operations;
- To help the intern develop competencies essential to local government administration; and
- To support the intern's training through contact with a number of experienced and knowledgeable individuals, and information from various resources.
The Workplan will need to reflect and balance the operational needs of the host local government and the objectives of providing the intern with exposure to the complexities of local government operations. The Workplan may be designed in one of two ways, as determined by the host local government:
- by providing training opportunities and assignments in several functional areas of local government, or;
- by focusing on one or several major projects that have multi-operational aspects.
The host local government and intern will review the Workplan at the beginning of the internship and set goals and objectives for the internship. The host local government and intern are expected to undertake periodic reviews of these goals and objectives. This review will enable all parties to monitor and measure performance and determine the success of the intern in meeting competencies of local government administration.
Networking and Professional Development
Interns are required to participate in an orientation session at the beginning of the internship. Interns are required to attend the Municipal Administrators Training Institute Foundations Course (MATI Foundations) in Victoria in mid-August that will provide an overview of local government administration. Five positions are reserved for interns to participate in this annual program which is offered by the LGMA as part of its professional development programming for individuals working in local government. As well, interns are required to attend an executive training program in Victoria near the end of the internship. The executive training program will provide:
- exposure to the provincial agencies that have an ongoing relationship with local government to foster an understanding of the complexities of that relationship, an understanding of their operations and an opportunity to develop important contacts within provincial agencies; and
- a wrap up of the internship and opportunity for discussion of learning experiences amongst interns.
Costs for the required intern training programs are the responsibility of the host local government and are covered from the expenses portion of the grant from the Program funding partners. Interns are encouraged to participate in one other professional development opportunity with costs to be covered by employers and upon agreement of the host local government. Finally, interns are encouraged and supported to participate in on-going discussions with each other to document and share learning and experiences during the internship.
On-going Support
The host local government and intern can expect support throughout the internship. A Program Coordinator for the Internship Program provides support that includes assistance with finalizing the Workplan to ensure Program objectives are being met, undertaking field visits and providing ongoing contact with both host local government and intern to address any concerns or issues throughout the internship.
The Internship Program does not guarantee permanent employment with the host local government at the end of the internship. However, local government hosts are expected to allow interns sufficient time to seek permanent employment elsewhere if they do not intend to hire them. Program support through the Program Coordinator will extend beyond the internship to provide communications to prospective employers about graduate interns.
Reporting Requirements
Interns are required to provide a report (no longer than 5 pages) within 30 days of the end of internship that will include at minimum a summary of the year's activities, signed off by the intern's mentor, an evaluation of their personal learning outcomes, and a program evaluation of the Internship Program with recommendations for program enhancements.
Host local governments are required to provide a report within 30 days of the end of the internship that will include at a minimum an evaluation of the intern's competencies in the field of local government administration, and a program evaluation of the Internship Program with recommendations for program enhancements. The local government host report will also include a financial report outlining how the funding was allocated (note any unused funds are to be returned to the Program). The remaining 25% of grant funding will be forwarded to the host local government upon submission of the final report.
A report will be issued by the Program administration at the end of each year that provides a summary of evaluations from participants and an evaluation of the success of the Program, including a report out of retention of interns, post-internship in the local government field.
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