Centre Wellington council approved its information technology and services strategic plan at its committee of the whole meeting on July 6 – but it was not unanimous.
Then, on Monday night, that plan was formally accepted by council.
David Boyle presented the plan to council and said up front it will take money to implement it. He said the plan, based on six years, would cost about $472,000, with the majority of those costs coming in the first two years. As well, the governance structure would change, creating a separate department for information technology, which is currently in the treasury department.
Boyle said that from 2002, the cost increases for the department had been 17% annually, but over the next six years, the plan calls for a 6% annual increase in costs.
As well, he said those six years could be extended up to two extra years.
As with all the strategic plans, council will control the spending because it will consider each department’s budget when it does its own annual budget to set tax rates. Council can make cuts at that time where it wishes.
As well, Boyle said, two more staff members would need to be hired to implement all the technology changes that will be coming as the township moves towards more efficient service delivery. He pointed out they are needed because of a 260% increase in business process applications that must be handled by staff.
Boyle said the previous information technology plan of 2002 managed to implement 21 of its 32 objectives, and the remainder form the goals for the new strategic plan.
During the course of putting the plan together, Boyle said 43 initiatives were identified, and of those, 38 are application processes for technology, and the remaining five are infrastructure related.
He noted, too, that the township delivers 64 services to its residents and 35 more non-public or internal services are identified as the basis for service delivery.
A reorganization of the IT&S department is recommended to support the effectiveness of the department with the focus on integrated business process automation across all departments in the township,” his report stated.
All departments have been working for months on their strategic plans. Mayor Joanne Ross-Zuj said the reason for the planning is to have goals that are flexible but to give council a road map of how it can achieve its objectives.
When council heard the report, councillor Bob Foster argued it is far too expensive.
“What I see … is a plan to promote someone to management level,” Foster said.
He added that he also sees a plan “to hire two more people” and “to spend $472,000.”
Boyle said the proposal would be considered by council annually.
But Foster pointed out the information technology division “already has five staff. Dave, we’re going to have trouble selling this.”
Boyle replied the needs in the plan were developed in consultation with the township department heads.
Foster asked how Boyle could justify hiring two more people. “How many are there [in information technology services] in other towns of 30,000?”
Boyle said that varies from five to nine, depending on the services the municipality provides.
Councillor Fred Morris defended Boyle and his report. “We always have more needs than revenues,” he said, adding it will be up to Boyle to persuade council to support his proposals at budget talks.
But, he wondered, “How is it possible for the public to understand the need for two more people.
Boyle said that is a fair question, and explained the hirings will improve service delivery.
He said providing staff with the right computer tools can do that by streamlining and automating services. He agreed his report “does have to find its place in the priority” list of council.
Councillor Shawn Watters also defended Boyle’s work. He noted council will have an annual review, and technology changes rapidly.
“If there’s no vision, we’re not moving the community forward,” Watters said. “David is providing a crystal ball.”
He added he supports the work Boyle did, but noted Boyle is not asking for money now with his report.
Councillor Kirk McElwain agreed with Watters, and asked if there have been significant savings through the technology changes.
Boyle cited the finance department, where a clerk used to work five days a week just to get out the payroll. Now, that job takes just over two days in a pay period, leaving “seven days to do financial analysis, at no extra cost. The payoff comes through efficiencies.”
McElwain asked if Boyle can find similar savings in other departments.
Boyle said he is working to do that with all the departments. He noted that “there are obvious savings to be achieved and costs to be avoided,” but noted it is “tough to determine them.”
But, he said, the finance department has the same numbers now as at amalgamation.
McElwain moved to endorse the plan, and Ross-Zuj said it was outstanding work.
Councillor Ron Hallman asked for the total cost “in dollars and cents.”
Boyle said it would mean an 6% increase annually over six years, and about “$900,000 total.”
Foster said, “I find that answer unacceptable.”
Boyle said at the end of six years, the department’s budget would be 43% higher.
Foster said it would cost $450,000 to start, and $200,000 in staff hiring.
Boyle said in the third, fourth, and fifth years, the plan calls for almost no capital spending.
“We can achieve more in-house than hiring consultants,” he concluded.
Watters said the plan is “something long needed. At least we have some type of direction.”
Foster said he could not endorse hiring two staff.
When the vote was called, Foster and Hallman voted against adopting the plan, and it carried. Councillor Walt Visser was absent.
