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HomeMy WebLinkAbout10/02/2018 04Bii Summary report regarding the 2018 Council Mentorship - Y�'1114'+ 111;1141 BUSINESS OF THE CITY COUNCIL YAKIMA, WASHINGTON AGENDA STATEMENT Item No. B.ii. For Meeting of: October 2, 2018 ITEM TITLE: Summary report regarding the 2018 Council Mentorship - Internship Program SUBMITTED BY: Helen A. Harvey, Senior Assistant City Attorney John Carney, Information Technology Services Division Manager James Dean, Utility Services Division Manager Loretta Zammarchi, Refuse Division Manager SUMMARY EXPLANATION: A report summarizing the conclusion of the 2018 Council Internship - Mentorship Program is attached. The program presents an opportunity for high school students to learn about municipal government. Six students worked as interns at the City during the summer of 2018. Two students worked with the Information Technology Services Division, one student worked with the Legal Department, two students worked with the Refuse Division, and one student worked with the Utility Services Division. The services that the Interns performed at the divisions are summarized in the report. Refuse Division Manager Loretta Zammarchi and the Refuse Division provided internship experiences for two students during the summer. The Interns prepared a joint PowerPoint Presentation of their experience and respectfully would like to provide a brief presentation to the City Council. ITEM BUDGETED: NA STRATEGIC PRIORITY: Neighborhood and Community Building APPROVED FOR SUBMITTAL: City Manager STAFF RECOMMENDATION: 2 BOARD/COMMITTEE RECOMMENDATION: ATTACHMENTS: Description Upload Date Type D Memo to Council 9/24/2018 Cotter Memo D summer PP 9/26/2018 Cotter Memo 3 MEMORANDUM September 24, 2018 TO: Honorable Mayor and Members of the City Council Cliff Moore, City Manager FROM: Helen A. Harvey, Senior Assistant City Attorney John Carney, Information Technology Services Division Manager James Dean, Utility Services Division Manager Loretta Zammarchi, Refuse Division Manager SUBJECT: Summary of 2018 Internship Program Background: In 2016, the Yakima City Council established a mentorship and internship program for students in high school in coordination with the Yakima School District. The program is an opportunity for students to learn about and increase their knowledge of government. We believe this has been a beneficial program for the students and for the City. In 2018, seven high school students participated in the program from the Yakima School District. The students were selected by the Yakima School District, and the students were from Davis High School, Eisenhower High School, and Stanton Academy. Each student was paired with one of the City Council members for the mentorship part of the program in the 2018 school year. When the students had attended three Council activities and completed the mentorship component of the program, the students had the opportunity to apply for a paid summer internship with the City of Yakima. A total of six students applied for the internship and worked at the City during the summer. Two students worked with the Information Technology Services Division, one student worked with the Legal Department, two students worked with the Refuse Division, and one student worked with the Utility Services Division. Below is a brief description of the services the Interns provided to the divisions in which they worked. Information Technology Services Division Internship: The Information Technology Services Division enjoyed working with two interns during for the summer program. The Interns' main responsibility was to assist with a large mapping project. The Interns geographically mapped the Tahoma Cemetery. Before the project, cemetery visitors could narrow the location of their loved ones to about a quarter acre. The Interns mapped the interred down to their headstones, making it much easier for visitors to locate their loved ones. The Interns were able to map 19,000 remains throughout the summer. Not only did the interns map the location of the remains, but they also verified the data of the interred. This is the first time this thorough of a data validation has occurred in the 150-year history of the cemetery. The Interns also assisted the Planning Division by delivering notices on North First Street to business 4 Memorandum to City Council and City Manager September 24, 2018 Page 2 owners. The Interns developed an enhanced understanding of how City government works and an interest and appreciation for the significant role that GIS plays locally and around the world. Legal Department Internship: The Legal Department was pleased to support one Intern during the summer. The Intern was efficient and helpful in assisting with some important responsibilities and was very professional. The Intern assisted the Prosecution Division on several projects. The Intern learned and used several computer programs in the Legal Department, including Microsoft Word and programs which are used for the criminal justice system, including Justware, JIS, and Spillman. The Intern entered referrals of cases from the Yakima Police Department into the Justware database and obtained reports from Spillman, so that the Prosecution charging deputy could make charging decisions. The Intern organized the evidence repository and assisted in transferring the evidence to the storage annex. In the Justware program, the Intern scheduled arraignment hearings, added officer, witness and other involved parties to the case, imaged the citation, complaint and related documents, and entered disposition case data. The Intern assisted with updating the database in Justware regarding docket entries in prior domestic violence cases. On a daily basis the Intern delivered and received documents to and from Municipal Court and the Police Department. The Intern also assisted the Prosecutor with research on domestic violence unit data in prosecuting attorney offices. Refuse Division Internship: The Refuse Division provided intern experiences for two students this summer. The Interns were involved in the work and responsibilities of the Refuse Division and were provided with both field and office/administrative experiences. The Interns answered customer service calls, entered daily weigh slips into the monthly tonnage reports, assisted in two community clean up events and worked with staff in delivering refuse carts to customers. The Interns traveled with a driver on a refuse route for a day experiencing refuse collection and its final disposal at the local landfill. In addition, they monitored drivers in the field utilizing electronic routing, mapping and GPS software and attended a recycling meeting with the Department of Ecology. The Interns also prepared an exit presentation on their experience that they presented to the solid waste staff. Utility Services Division Internship: The Utility Services Division greatly enjoyed and appreciated being able to work with one intern for the internship program. The Intern worked as a Utility Service Representative during the summer. The Intern gained valuable customer service experience through direct contact with City of Yakima utility customers. The Intern worked closely with experienced Utility Service Representatives and gained knowledge in the City's Utility structure, account management, payment processing and customer service. 5 Memorandum to City Council and City Manager September 24, 2018 Page 3 Meetings and Trainings Attended by the Interns: The Interns attended some City Council meetings during the school year in the mentorship portion of the program. During the summer, Interns attended some or all of the followings trainings and meetings. • Intern Orientation with the Human Resources Department and City Manager • New Employee Introduction to the City of Yakima, which included Workplace Anti- Harassment Policy Training and Controlled Substance & Alcohol Use Policy Training (all day course) • City of Yakima Leadership Training: Contemporary Leadership — Encourage the Heart (all day course) • City of Yakima Leadership Training: Leadership vs. Management Recognizing Adaptive Challenges (all day course) • Wastewater Treatment Plant and Water/Irrigation Facilities tour and discussion of the services the Divisions provide to the public In addition, depending on in which division the Interns worked, some of the Interns attended the following meetings or trainings. • Public Safety Committee Meeting) (Legal Department Intern) • Trial Hearings in Yakima Municipal Court (Legal Department Intern) • MRSC— "Making Your Job Easier with MRSC's Services" Webinar (Legal Department Intern) • Meeting on recycling with Department of Ecology(Refuse Division Interns) • Several ESRI training courses including "Basics of Map Projections", "The Language of Spatial Analytics", and "Python for Everyone" (Information Technology Service Interns) Summary on Use of the Funds: The interns' salaries were funded from a donation from the ACLU as part of the settlement in the redistricting case. $75,000 was to be used for the mentorship —internship program of the City of Yakima for Yakima School District high school students. In 2017, $10,289.38 was expended for wages and benefits of the Interns during the summer of 2017. During 2018, $21,631.21 was expended for wages and benefits of the six Interns during the summer of 2018. The benefits were for required Social Security, Medicare, workers' compensation and unemployment insurance. $43,079.41 of the $75,000 remains for the subsequent years of the mentorship — internship program for high school students. f4 ,4:r .r rrr • 'eeo N..) 8 1 , .Nuir . , rrr� r SUMMER INTERNSHIP 2018 . , .=- i . • Created by: Margarita Capetillo - I and Samantha Farias Yakima Refuse Division 1 The Refuse Division ' s job is to pick up all the residential garbage within the Yakima city limits and take it to the landfill . They also have service orders which are deliveries of bins and carts . The Refuse Division can also do special hauls which are usually for appliances and other garbage . 1 > �,���'.-jam �.f Who Works here ? A variety of people work in the Refuse Division and not one person ' s job is better than the other. Each position comes with its own set of challenges. The jobs here are very different from each other but they all unify and get the job done together. If one person or job goes missing it creates a domino affect of how the day is going to go. But no matter what at the end of the day they still get the job done. They may all have different jobs but they do have one goal and that goal is to serve the city of Yakima to the best of their abilities. Maintenance r Complete Service Orders Deliver requested garbage or yard waste carts directly to homes Repair or replace broken carts Complete requested special hauls Sub for drivers Wash carts and surplus broken carts \r — --o- t ; �3_ :z✓ Truck Drivers 11* Pick up our garbage and send it to the Terrace Heights landfill OF Operate a large vehicle and the controls to move carts and bins OF Use a custom made route book program to guide the areas that they have to cover r Make sure their route is completed fully to assure the community the best service possible. C= Build relationships with the community members -C • V IrP. 1114 Y i4 Office .A. , ► Answer phone calls and talk to the public 1:- File service orders 1:- Assist customers needs and answer their questions ► Keep track of drivers through Citylva p Assist drivers if something goes wrong Insert tickets into ICE to build a tonnage report > �,���'.-jam 5.�.��.f Supervisors ■ Schedule drivers ■ Check equipment Work with and assist customers Set up service orders Make reports and spreadsheets t. Variants : deliver dumpsters special hauls I 4 1 Manager 40, ► Administer the Solid Waste Division as a whole ► Plan collection routes G= Organize and schedule work projects ► Determine priorities and make decisions as necessary ► Review collection systems to make sure everything is done well and efficiently ► Monitor landfill and recycling contracts ► Design and implement a city-wide program to promote efficient solid waste reduction and recycling. ► Enforce rules and regulations pertaining to health and sanitation ► Acts as contact person and liaison for other City departments Interns 0 , . _ Cf Organize/ insert refuse tickets ____ � C= Monthly tonnage report .. �. C Rode in a garbage truck ,r ,�'.,' Ir' _ 2,7 .. t C Answered phone calls ; , `' I' C: Service orders '; r Organized carts C= ,, _ACC= Community clean ups C= Filed/organized I - a` CI Ecology meeting Il > 0-T:T.-j am : • r 173 >; .7441.11..f community clean - up 10 Refuse hosts lots of community clean-ups to ensure a cleaner Yakima June23, 2018: : . ' C: 82 Loads of Trash a � S.s�sf.13 „ ` ° 'ail. ' kr:ri a C: 30 Loads of Yard Waste I . 7' '1; 1 _, 5 Loads of Electronics ► 56 Loads of Bulky Items _ r •16.S -. , \ . r i11 ► 25 Loads of Metal 1 , \�� cl w,. a - �: Margarita . ,. 11 6 , , . � ' e, Or .„,400 is-,,, I WHY TAKEAWAYS ere is a o more to what the Refuse Division does I've always loved how government than what I knew. It's more than just taking my cart works and I wanted to be a smallpad out on our Tuesday (garbage day). There is a system on when our days our and there is a lot of something greater than myself more they do. The Refuse Division doesn't only do residential areas. But they do special hauls, Ineeded work experience and to use community clean ups and picking up after the homeless. The Refuse Division is faced with real my leadership skills for a job rather world issues for example, trucks brake down, the than planninga school event weather, and workers get sick. At the end of the day things come up and they will pick up your garbage when they can. Having this internship has Being on a school board is like being made me appreciate city workers a lot more than a part of government. I already did and showed that city workers are truly the most selfless people ever. They ARE true To network and meet new people leaders. This opportunity has given me a different p p perspective and has inspired me for when I who I would have never met without become superintendent for the Yakima school this opportunity district to show that I appreciate every program. Samantha 12 (f�C4y�N ^atID 0 PARkiko WHY TAKEAWAYS I had not expected to be placed with the Solid ► Gives me an opportunity to learn Waste Division, and I didn't really know what to more about government expect when I had first been informed of my placement. I've come to learn that the work done ► I need work experience by the Solid Waste Division is far more generous p than anyone thinks. We don't always think about where our trash goes, but if we did, we'd be glad ► Allows me to explore career options we have the people to do just that. The Solid Waste Division is helping to keep our community ► Instead of spending a summer home clean. The drivers work hours to empty our alone, I'd spend time meetingnew garbage carts and deliver our trash to the landfill. pThe office workers take calls from the community people and learning new skills and make sure people are satisfied with their service. The most amazing part of Solid Waste is the generosity and commitment of every worker. This internship has been really eye-opening as I've learned to appreciate all the workers around me because every person -- every job, counts. 1 Jl 1 1 1 • s,a s C s� �M,m %kik -,. lit - I. �\ Al, THANK YOU! <,.- gay ,< -^, r. r a u - • Y. i - ., , - • • • • ,.