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HomeMy WebLinkAbout12 Special Purpose Budget Report 3, 18 Oct 200013, OTTAWA - CARLETON DISTRICT SCHOOL BOARD REPORT NO. 3. SPECIAL PURPOSE BUDGET COMMITTEE TO: The Board 18 October 2000 A meeting of the Special Purpose Budget Committee was held this evening at 133 Greenbank Road, Nepean, commencing at 7.30 pm, in the Board Room, with Trustee Pam Morse in the Chair, and the following in attendance: Trustees Alex Getty, Jim Libbey, and Lynn Scott. Staff: Director of Education, Jim Grieve; Superintendent of Human Resources & Business & Learning Technologies, Bonnie Viney; Superintendent of Finance, Michael Clarke; Superinten- dent of Schools, Judy Turriff; Manager /Comptroller of Finance, Marie - Louise Chartrand; Principals Robert Armstrong and Charles Austin; Coordinator of Budget Services and Financial Systems Support, Charles D'Aoust; Management, Policy and Planning Advisor, Janice Sargent; Coordinator of Communications, Joan Fulcher; Technician, Robert Giekes; and Committee Coordinator Brenda Cooper. Human Resources Staff: Human Resources Officers, Jennifer Baldelli and Kathy Duffy; Labour Relations Officer, Janet Beer; Coordinator of Occupational Health and Safety, Paul Englebrecht. Business and Learning Technologies Staff: Manager, Dan Cousineau; Senior Consultant, (W John Hindle; Secondary Consultant, Tim Hawes; Elementary Consultant, Wendy Murtagh, Project Manager /Support, Mary Anne Dugmore; Project Manager /Delivery, Dave Miller; System- Analyst, Mark Bilmer Non - Voting Representatives: Ottawa - Carleton Assembly of School Councils, John MacLatchy; Ottawa - Carleton Elementary Principals' Association, Donald Cram; Ottawa - Carleton Elementary Teachers' Federation, Rudy Snel; Ottawa - Carleton Elementary Vice - Principals Association, Mary McConnell; OSSTF Education Support Professionals, Cheryl Neuman; OSSTF Educational Assistants, Linda Moran; Special Education Advisory Committee, Casey van der Grient. 1. Call to Order The Chair called the meeting to order and welcomed everyone. All those in attendance introduced themselves. 2. Approval al of Agenda On a motion by Trustee Scott, the agenda was approved as presented. 3. Introductory Remarks - Superintendent of Finance Superintendent Clarke noted that the Committee's examination of central departments would continue this evening with a review of the Human Resources (HR) and Business & Learning Technologies (BLT) Departments. He stressed that the central administration envelope represents 2.9% of the total budget, and is under its envelope by about $200 thousand. Budget Report No. 3 - 1 - 18 October 2000 A In presenting an overview of the departments, Mr. Clarke pointed out that 100% of the HR budget is allocated from the central administration envelope, but only about 20% of the BLT budget is from central funds. The BLT division is a good example of mixed funding, with responsibility for computers in school offices, classrooms and administrative sites. It is therefore difficult to allocate computer expenditures to specific programs when providing program costs. Computers are used in English as a second language, core French, French immersion, regular day school, special education programs, etc., and apportioning a share to each program is not feasible. This is one of the reasons why it is so difficult to give a simple answer as to why instruction is over the funding envelope, and what a program costs. Mr. Clarke reported that the salaries and benefits reflect existing staff, and represent where they are on the grid, and the changes in benefits. 4. Review of Human Resources Using overhead projection, Superintendent Viney reviewed the Human Resources (HR) Department's budget and the functions of each of the five main divisions. They are Staffing & Administration, comprised of units for both the elementary and secondary academic staff, and for administrative and support staff; Employee Support Services; Human Resources Information Systems; Labour Relations; and Health and Safety /WSIB. The overheads used in the presentation have been provided to the trustees and representatives. Superintendent Viney commented that one of the main challenges for the department is the reduction in HR staff since amalgamation. The Department has experienced a 31% staff reduction from 59.3 to 40 FIT. The standard ratio for human resources staff to employees is 1:100; the OCDSB's ratio is 1:306. The other major challenge is the need to address inadequate inherited computer systems, which cannot provide information required by the Ministry. As a result of these challenges, the department can no longer give the level of service staff would like to provide or which employees are used to having. Superintendent Viney provided assurance, however, that the staff in HR is excellent, hardworking, and dedicated to ensuring that the OCDSB's students have the best possible staff inside and out of the classroom. 5. Questions /Discussion re Human Resources In response to a question about the involvement of the superintendent's office in labour relations, Superintendent Viney noted the relevant budget line. She explained that because there is no manager of the department, functions such as investigating allegations of inappro- priate staff behaviour and harassment complaints, and liaison with Children's Aid Society and police, etc., are handled by the superintendent's office. With respect to whether any of the Health and Safety budget is allocated to students, Superintendent Clarke reported that about 50% of the budget is allocated to plant and 50% to central administration. None of the funds come from the instruction envelope. He remarked that the province should have allotted a higher percentage to plant. He reported that the plant budget makes provision for the inspection and maintenance /replacement of playstructures. When asked what the HR Department is particularly proud of, Superintendent Viney pointed out that the Benefits Division has made a significant turnaround. Budget Report No. 3 - 2 - 18 October 2000 /S Kathy Duffy reported that there have been overall improvements to the operations of the division. A major new initiative has been the introduction of a wellness program. One example of a new initiative responding to employee needs is the on -site chair massage program which is now available in the administration building on the employees' time and at their cost. There has also been a focus on attendance management, with 400 supervisors trained in this area. It is hoped to develop training in other areas, in collaboration with staff develop- ment and the EAP (employee assistance program) provider. Noting that the right tools are needed to handle information, Ms Duffy reported that the division is working with BLT on the absence reporting system. This has been an ongoing challenge since amalgamation. In response to queries about the amount of support the Ministry will provide in updating human resources information systems, Superintendent Viney reported that the OCDSB is well positioned to provide input. She the Director and Lamar Mason of the Ottawa - Carleton Assembly of School Councils sit on three different Ministry of Education working groups looking at needs for information systems. The problem is province -wide. With respect to long term disability (LTD) claims, staff advised that some of the cases were inherited from the predecessor boards. They range from employees' physical problems such as back, joint and arthritis pain, to stress and anxiety cases in the ranks of elementary and secondary teachers. Staff work with employees on LTD by assisting them in their return to work, or working with them and the insurance company. Trustees concurred with Superintendent Viney's commendation of the Human Resources staff and their effective implementation of all the tasks associated with amalgamation. 6. Review of Business & Learning Technologies With the aid of overhead projection, Superintendent Viney reviewed the Business & Learning Technologies (BLT) Department's mandate, functions, beliefs, and guiding principles for decision making. The presentation included an overview of the department's budget, and line by line tables for the various components (phone lines, hardware, software, network, user support and operating costs). Also included were a summary of hardware and software challenges, statistics on computer workstations, staffing information, support ratios and comparisons, and an outline of future challenges (the overheads have been provided to the trustees and representatives). During recent strategic planning sessions the following key outcomes were identified: equity of opportunity across the system; the integration of corporate applications; compatible hardware and software for staff; more training and more time for training; and improved service. g her presentation Superintendent Viney emphasized the following points: • The cost of a computer represents only 20% of the cost of ownership. • The Board is now using four major corporate applications (Quinte, Maple, ESS and SAS), and one integrated system must be found to replace them. • Managing a system with 75 supported workstation models; 200+ supported classroom applications; and 80+ corporate applications is challenging. • The industry standard for information technology (IT) workstations to technicians is 1:200. The ratio at the OCDSB is 1:729. Budget Report No. 3 -3 - 18 October 2000 4 - • The ratio for total (IT) workstations to technicians at the OCDSB is also higher than the ratios at many Ontario school boards, e.g., Peel 86:1; Toronto 104:1; Kawartha 137:1; York Region 142:1; and OCDSB 209:1. • A seven -year hardware support cycle with many models is not sustainable. • The province has not funded a realistic replacement program. Superintendent Viney noted that although the they are spread thinly, the depart- ment's members are doing an extraordinary job. This was confirmed in a recent external audit, viz: It is a compliment to the staff ... that they have been able to keep this system working. She stated that having a department that runs so well is a reflection on the type of employees who stay. Although the Board cannot match information technology salaries, its IT staff care about students and their education. * * * * Trustee Graham assumed the Chair * * * * 7. Ouestions /Discussion re Business_& Lean-tine Technoloeies In response to a query by Trustee Morse, staff advised that all phones in the system are covered by this budget item. Trustee Morse asked whether donated equipment is supported. Superintendent Viney advised that it depends on whether or not the equipment meets the Board's standards, i.e., the equipment must have properly licensed software, be configured to connect with the Board's net- works, and be among the models supported by BLT. She noted again that the computer represents only 20% of the cost of ownership. The other 80% can be attributed to support, software, networking costs, etc. John Hindle expanded on these points, and remarked that donors do not seem to understand that there are costs to the Board in accepting donated computers. Donald Cram was interested to learn of the 20/80 split on the cost of computer ownership, and reported that he will bring this to the attention of his fellow principals. * * * * Trustee Morse resumed the Chair * * * * Bob Armstrong reported that Gloucester High School is part of a Computers for Schools project which refurbishes donated computers for schools across the country. Gloucester does the work and gets to keep some computers for itself and other OCDSB schools. John Hindle remarked that some of these computers can be useful in the short term, although there can be problems with a lack of parts and warranties. With respect to the ratio of computers to students and the future of computer labs, it was learned that the current ratio is about five students to each computer including all inventory, with elementary slightly lower than that. Although there is currently some slippage in the ratio, given an improvement in funding, there would be more computers for students. Charles Austin reported the future of computer labs is important. They are well used at the intermediate level. In K -3 and 4-6, the existence and use of labs varies from school to school. He noted that partnerships with Nortel had been helpful at the elementary level. Budget Report No. 3 -4 - 18 October 2000 1 Donald Cram added that where there are labs in K -8 and K-6 schools, they are heavily used. Unfortunately, the computers in the labs become obsolete, and the labs themselves become required space for classrooms.. Newer high end computers must be used as workstations for teachers' work on report cards, special education reports, etc. Bob Armstrong noted that computer labs are essential at the secondary level, where the new curriculum drives their use, especially in technical courses. Software is used for communica- tion, presentations and design, and students are taught to assemble and disassemble hardware. Other areas are computer science and computer - assisted design, and there is increasing use of computers in non - technical courses. The new curriculum documents require the use of computers in most subject areas. This is improving learning for students. For example, in English classes some students are more willing to write when they can make corrections without redoing the whole paper. In senior science computers are being used for experiments, and virtual dissection is useful for students who were absent, need remedial help, or were reluctant to deal with a real dissection. Trustee Libbey pointed out that the principals' remarks indicate the need to continue to press for computer labs in the pupil accommodation funding formula. Staff noted that the funding for replacement computers is well below requirements. The expenditures are decided by the principals advisory committee, and include peripherals as well as workstations. Dave Miller reported that the Board buys internet access at a flat rate, but it tends to be too slow for some functions. Trustee Scott suggested that a report on this would be useful to the members. With respect to the Board's dual platform, Macintoshes are no longer more costly to buy than other PC's, and require less support and less user training than others do. With respect to training, Superintendent Viney reported that BLT is working with staff development, coordinating their expertise. Initiatives include tailoring training for schools and for school computer contacts. The computer contacts are responsible for level 1 troubleshooting. They do not have time off for this work and are quite dedicated. If there is no person like this on a school staff, it is difficult because it can take some time for technicians to make calls. Hotline is helpful in this area, as they can often help people solve problems themselves. Staff confirmed that there are no current provincial standards for school computers or for student /computer ratios. It is hoped that this will be one of the outcomes of the provincial group looking at information systems. Superintendent Viney advised that the group's document will be submitted to the Minister of Education soon. Trustees Scott suggested that an appendix to Formula Facts or a Formula Facts 11 is needed to draw the issue of underfunding for computers in schools to the public's and the province's attention. She requested that this issue be placed on the agenda for Chair's Committee for discussion in the context of the funding campaign. The Director noted that the Ministry appears to be aware of this issue. Budget Report No. 3 - 5 - 18 October 2000 �% d Trustees expressed appreciation to BLT staff for attending the meeting, and for an enlightening presentation of their work. The Committee went briefly into in camera session at 8:25 pm. There were no issues raised or questions asked during the in camera session, and the meeting adjourned at 8:30 pm. Pam Morse Chair Special Purpose Budget Committee BLC /cb Budget /001018 Budget Report No. 3 - 6 - 18 October 2000