PUBLIC

P

CATHOLIC SCHOOL BOARDS SERVICES

ASSOCIATION (CSBSA) UPDATE

Whatever you do, work at it with all your heart, as working for

the Lord, not for men

Colossians 3:23

Created, Draft First Tabling Review

June 10, 2014 August 18, 2014 Click here to enter a date.

P. De Cock, Comptroller of Business Services & Finance

INFORMATION REPORT

Vision:

At Toronto Catholic we transform the world

through witness, faith, innovation and action.

Mission:

The Toronto Catholic District School Board is an

inclusive learning community rooted in the love of

Christ. We educate students to grow in grace and

knowledge and to lead lives of faith, hope and

charity

G. Poole

Associate Director of Academic Affairs

A. Sangiorgio

Associate Director of Planning and Facilities

S. Pessione

Associate Director of Business Services,

Chief Financial Officer and Treasurer

Angela Gauthier

Director of Education

REPORT TO REGULAR BOARD

Page 263 of 288

Page 2 of 11

A. EXECUTIVE SUMMARY

This report provides an update concerning the Toronto Catholic District School Board’s

participation in cooperative activities with other coterminous Catholic school boards

whenever it is in the Board’s financial and/or value for money interest.

TCDSB staff has been and will continue to engage in other ongoing initiatives such as the

Ontario School Boards Insurance Exchange (OSBIE) and the Catholic School Boards

Services Association (CSBSA) in order to continue to provide TCDSB with significant

value for money and efficiencies.

B. PURPOSE

1. Recent inquiries by trustees concerning the TCDSB’s involvement with the CSBSA and a

request to provide the Board of Trustees with an update of TCDSB’s staff’s participation

in CSBSA initiatives.

2. The Ministry of Education identified the need to generate savings in the education sector,

and these savings would be derived from efficiencies in school board administration and

business functions including but not limited to IT, facilities, payroll, finance and

purchasing functions.

3. The CSBSA has presented and continues to present opportunities for TCDSB to realize

savings in these functional areas in order to provide the opportunity for efficiencies and

effective spending.

C. BACKGROUND

1. This report has been prepared in response to trustees’ request for additional information

concerning TCDSB’s involvement with CSBSA.

2. Angelo Sangiorgio and Sandra Pessione currently hold positions on the CSBSA’s Board

of Directors which governs its activities.

D. EVIDENCE/RESEARCH/ANALYSIS

1) CSBSA was incorporated as the Catholic School Boards Services Association in 1998.

CSBSA is a not for profit consortium of GTA Catholic School Boards dedicated to

providing business opportunities for all Ontario School Boards to:

o Reduce Costs

o Improve Efficiencies

o Generate Revenue

Page 264 of 288

Page 3 of 11

2) The Catholic School Boards Services Association's Board of Directors and founding

school boards are:

i. Dufferin-Peel CDSB John Hrajnik John Kostoff

ii. Durham CDSB Ryan Putman Anne O’Brien

iii. Halton CDSB Paul McMahon R Negoi

iv. Simcoe Muskoka CDSB Peter Derochie Brian Beal

v. Toronto CDSB Sandra Pessione Angelo Sangiorgio

vi. York CDSB John Sabo Anna Chan

3) As a consolidated entity CSBSA member boards have:

i. In excess of 300,000 students

ii. More than 24,000 staff

iii. In excess of $2 Billion in annual operating budgets

iv. Capital expenditure needs of more than $ 3 billion over the next decade

v. Almost 700 facilities

4) Project teams has been established in the past from each of the following functional

areas of the member boards and are coordinated by the Board of Directors:

i. Information Technology

ii. Purchasing

iii. Planning

iv. Accounting

v. Benefits

vi. Facilities and Energy Management

5) This Association was originally established to dealing with large bulk purchases and

capital financing in order to generate efficiencies, reduce costs and generate revenues.

The initiative to provide Catholic District School Boards with more cost effective

capital financing strategies proved so successful, the Ontario Financing Authority was

subsequently established to derive the same efficiencies at a provincial level for all

school boards.

6) The Council of Senior Business Officials (a Standing Committee for the Ontario

Association of School Business Officials) commissioned Deloitte in early 2013 to

conduct a Feasibility Study on Shared Services. This study was based on eleven

school boards. The resulting final report titled “The Case for Shared Services in

Ontario’s School Board Sector – A Feasibility Study Based on Eleven School Boards”

provided business cases for shared business services in school board administration

and operations. The business areas identified as high potential candidates for the

purpose of gaining economies of scale, reduce costs, standardize processes and

improve service levels included the following to name just a few:

Page 265 of 288

Page 4 of 11

i. Purchasing to Payment processes

ii. Personnel Data Management

iii. Benefits Enrolment

iv. Payroll

v. IT Strategic Services and Operations

vi. IT Help Desk

7) The business cases for shared business services presented by the Deloitte report also

identified the challenges and significant risks which must be overcome before any

progress can realistically be undertaken by school boards. A few of the immediate

challenges and risks include the following:

i. Strong Leadership and Effective Governance is required to ensure a clear and

unified direction by individual school boards with their own respective

accountabilities to their boards of trustees and an Education Act which does

not prescribe boards to work together and deliver shared business services

ii. Significant Investment is required to implement shared business services

iii. Legal Barriers arising from the various and differing Collective Agreements

governing the relations between school boards and their respective employee

groups concerning contracting out services carried out by staff performing

similar functions may hinder these opportunities

8) Due to the number of Ministry initiatives, CSBSA has been active only in limited

areas for the last 3 or 4 years. As a result of the renewed focus on shared services, the

board of CSBSA made a decision to hold a symposium in early 2014 to bring together

staff from various departments to address the various issues around Shares Services.

A copy of the agenda from this symposium in attached in Appendix A. A number of

functional groups have met subsequent to the symposium to hold further discussions

regarding potential shared services and cost savings.

9) These groups expressed interest to have another opportunity to get together before the

end of the school year. In order to keep the momentum going and to see what

opportunities lie ahead both in the short and long-term, a CSBSA summit was held

on June 19th

and 20th

hosted by Durham Catholic District School Board The updates

of the activities during the CSBSA summit are included in Appendix B. While some

of the groups will continue to meet to hold further discussions, the CSBSA Board of

Directors will be meeting in October to review the initiative and determine next steps.

E. CONCLUDING STATEMENT

This report is for the consideration of the Board.

Page 266 of 288

Page 5 of 11

Appendix A

7:00 pm CONFERENCE COMMENCES

Opening Prayer

7:00 pm – 7:15 pm Welcome, Introductions and Logistics John Sabo, CSBSA Vice-President (Ravenna Room)

7:15 pm – 7:30 pm NETWORKING SESSION #1a)

1a) “THE CSBSA APPROACH – THE NEXT CHAPTER”

Goal of Session: CSBSA’s President and Vice-President will review the PAST unique CSBSA approach, including a summary of some of its successful past CSBSA initiatives and facilitate a discussion on where we go from here. The 2014 Symposium goal and objectives and targeted outcomes will also be reviewed.

Key Questions: * What are the CSBSA Symposium’s goals and objectives and target of outcomes to achieve?

* Should we start up CSBSA or celebrate its retirement? * What are the ingredients for success for CSBSA sustainability? * Priorities: 6 vs. 29 vs. 72?

Facilitators: Peter Derochie, SMCDSB, Associate Director, Education (Business & Finance) John Sabo, YCDSB, Associate Director, Corporate Services and Treasurer of the Board

7:30 pm – 9:00 pm NETWORKING SESSION #1b)

Page 267 of 288

Page 6 of 11

1b) “PROVINCIAL REVIEWS: OPPORTUNITY OR THREAT”

Goal of Session: Intended to facilitate a review and discussion of the recently completed Provincial Operational Reviews and the current Ministry of Education Modernization and Efficiency Consultation Initiative.

Key Questions: * What did we learn from the Operational Reviews and how can we use it to CSBSA’s benefit?

* In which area(s) of collaboration can CSBSA serve it member boards and other boards?

* How can CSBSA assist with and/or influence the Modernization & Efficiency initiative?

UFacilitator: John Sabo, YCDSB, Associate Director, Corporate Services and Treasurer of the Board Lead: Peter Derochie, SMCDSB, Associate Director, Education (Business & Finance) PanelistsU: Sandra Pessione, TCDSB, Associate Director, Business Services, CFO & Treasurer Ryan Putnam, DCDSB, Superintendent of Business & CFO John Hrajnik, DPCDSB, Associate Director, Corporate Services and Chief Financial Officer

9:00 pm – 12:00 am HOSPITALITY SESSION: “MEET & GREET - NETWORKING PART I” )

FRIDAY, FEBRUARY 7

8:00 am – 9:00 am BREAKFAST BUFFET

9:15 am – 10:30 am NETWORKING SESSION 2a) NETWORKING SESSION 2b)

2a) “ATTENDANCE MANAGEMENT VS. SUPPORT?”

Goal of Session: Intended to facilitate a discussion of the issues, challenges, and benefits associated with implementing and maintaining an Attendance Management/Support Program .

Key Questions:* What hurdles are being encountered in initiating the Attendance Management Support Program according to the recommendation in the Operational Reviews?

* In which area(s) of collaboration can CSBSA serve it member boards and other boards?

* What are the Realities and Pitfalls?

UFacilitator: John Kostoff, DPCDSB, Director of Education Lead: Nick Milanetti, DPCDSB, Superintendent: Human Resources PanelistsU: Lynda Coulter, YCDSB, Superintendent of Employee Relations Gary Poole, TCDSB, Associate Director of Academic Affairs

2b) “CLOUD COMPUTING 101 – SHARING THE CLOUD”

Goal of Session: Intended to facilitate a discussion of new cloud technology currently available and to review how it could be used to benefit member boards .

Key Questions: * What hurdles are being encountered in moving forward with cloud technology?

* How can clouds help us?

* How can the Cloud be shared amongst CSBSA Boards?

UFacilitator: Ryan Putnam, DCDSB, Superintendent of Business and CFO Leads: Earl Burns, YCCDSB, Senior Manager of Information Systems Roberto Eberhardt, DPCDSB, Chief Information Officer: ICT PanelistsU: Scott Morrow, SMCDSB, Manager, Information Communication & Technology Ken Voong, YCDSB, Manager, Network and System Infrastructure Team Merv Mascarenhas, TCDSB, Senior Coordinator of Computer Services Darlene Clapham, YCDSB, Senior Manager of Information Systems, Development & Support Ronald Rodrigues, DCDSB, Chief Information Officer

Page 268 of 288

Page 7 of 11

10:30 am – 10:45 am BIO / Health Break

FRIDAY, FEBRUARY 7, continued

10:45 am – 12:00 pm NETWORKING SESSION 3a)) NETWORKING SESSION 3b))

3a) “PERFORMANCE APPRAISAL VS. DEVELOPMENT”

Goal of Session: Intended to facilitate a discussion and review of DPCDSB’s Performance Appraisal Program that was recognized by the recent Ministry Operational Reviews.

Key Questions: * What are the desired outcomes and can they be achieved? * In which area(s) of collaboration can CSBSA serve it member boards and other boards?

* How can CSBSA assist with the Performance Appraisal Program initiative?

* What are the issues and challenges to be faced?

UFacilitator: John Hrajnik, DPCDSB, Associate Director, Corporate Services and Chief Financial Officer Lead: Nick Milanetti, DPCDSB, Superintendent: Human Resources PanelistsU: Frances Bagley, YCDSB, Superintendent of Education: Teacher Personnel Darlene Purkess, TCDSB, Sr. Coordinator, Human Resources Darren Schmidt, SMCDSB, Superintendent of Human Resources

10:45 am – 12:00 pm NETWORKING SESSION 3b), continued

3b) “PROCUREMENT STRATEGIES – NEW OPPORTUNITIES?”

Goal of Session: Intended to facilitate a discussion of innovative procurement strategies currently used at Ontario school boards and developments for future advantages.

Key Questions: * What hurdles are being encountered in moving forward with procurement strategies?

* How can CSBSA help?

* what is OECM doing?

UFacilitator: Anna Chan, YCDSB, Senior Manager of Business Services and Assistant Treasurer Lead: Steve Fujimura, DCDSB, Manager of Purchasing Services PanelistsU: Kevin Moyle, YCDSB, Assistant Manager, Purchasing Services Craig Harling, HCDSB, Manager of Purchasing Services Julie Cherepacha, DPCDSB, Superintendent of Finance Martin Farrell, TCDSB, Coordinator of Material Management Donna Reid, DPCDSB, Manager, Supply Chain Management

12:00 pm – 1:30 pm BUFFET LUNCH

A buffet lunch will be served in the Nottawa/Craigleith Rooms (Family

members are welcome).

Page 269 of 288

Page 8 of 11

FRIDAY, FEBRUARY 7, continued

1:30 pm – 2:45 pm NETWORKING SESSION 4a) ) NETWORKING SESSION 4b) )

4a) “PROVINCIAL BENEFITS AND OTHER LABOUR STUFF”

Goal of Session: Intended to facilitate a discussion of recently proposed Provincial Group Employee Benefits Program and to examine the possibilities of creating a CSBSA sponsored or coordinated plan for non-union School Board employees.

Key Questions: * What hurdles are being encountered in initiating the Provincial Employee Benefits Program?

* How can CSBSA assist and or lead this initiative?

* What should we be concerned about?

UFacilitator: Anna Chan, YCDSB, Senior Manager, Business Services & Assistant Treasurer Lead: Pete Derochie, SMCDSB, Associate Director, Education (Business & Finance) PanelistsU: Lucie Giambattista, YCDSB, Manager, Accounting, Payroll and Benefits Services Betty Stavropoulos, TCDSB, Senior Coordinator of Benefits and Compensation Therese Fioravanti, DPCDSB, General Manager, Human Resources

“ENERGY MANAGEMENT – WHERE ARE WE NOW?”

Goal of Session: Intended to provide a status update on Energy Procurement, one of the most successful CSBSA initiatives undertaken, and to examine energy management opportunities to leverage this success. Energy is one of the largest expenditure following Salaries & Benefits. Utility data from member boards will be reviewed, followed by an overview of the YCDSB energy management report for 2013.

Key Questions: * Are all boards utility consumption similar and how do they rank provincially?

* What will be the next step in Energy Management?

* In which area(s) of collaboration can CSBSA further serve its member boards and other boards?

* How can CSBSA assist with the Energy Management initiative?

UFacilitator: Angelo Sangiorgio, TCCDSB, Associate Director, Planning and Facilities Lead: Norm Vezina, YCDSB, Senior Manager of Environmental & Office Services PanelistsU: Scott Grieve, DCDSB, Supervisor of Energy & Building Systems Khaled Elgharbawy, TCDSB, Sr. Coordinator, Maintenance & Operations Steve Adams, SMCDSB, Manager of Plant Services Morris Iafrate, TCDSB, Senior Coordinator, Renewal and Energy Management

2:45 pm – 3:00 pm BIO / Health Break

FRIDAY, FEBRUARY 7, continued

3:15 pm – 4:30 pm NETWORKING SESSION 5a) NETWORKING SESSION 5b)

5a) “CULTIVATING PLANT & PLANNING COOPERATIVE GROWTH?”

Goal of Session: Intended to facilitate a discussion on various Plant, Facilities and Planning related matters and to share leading practices and/or areas of potential sharing of services.

Key Questions: * Emergency preparedness – cooperatively anticipating the unexpected

* Status of the Capital Advisory Committee

* Technology that exists, that works and can be shared to make planning easier ?

UFacilitator: Sandra Pessione, TCDSB, Associate Director, Business Services and CFO & Treasurer Leads: Maia Puccetti, TCDSB, Superintendent of Facilities Services Dan McCowell, YCDSB, Senior Manager, Administrative Services PanelistsU: Tom Pechkovsky, YCDSB, Manager of Planning Services

Page 270 of 288

Page 9 of 11

Bryce Eldridge, YCDSB, Superintendent of Plant Glenn Clarke, SMCDSB, Controller of Plant John Volek, Sr. Coordinator, Planning, Accountability and Admissions

5b) “TECHNOLOGY CHALLENGES AND STRATEGIES TO OVERCOME”

Goal of Session: Intended to facilitate a discussion of how the demand for new and advanced technology for students and administration can be implemented without killing the budget.

Key Questions: * What hurdles are being encountered in moving forward with technology?

* What technology initiatives/software do we like and which can we share?

* What are some Disaster Recovery cooperative strategies?

UFacilitator: Ryan Putnam, DCDSB, Superintendent of Business and CFO Lead(s): Darlene Clapham, YCDSB, Senior Manager of Information Systems, Development & Support Scott Morrow, SMCDSB, Manager, Information Communication & Technology PanelistsU: Roberto Eberhardt, DPCDSB, Chief Information Officer Bruce Gazley, DCDSB, Manager –ICT Program Management Joe Di Fonzo, TCDSB, Senior Coordinator of Technical Services Earl Burns, YCDSB, Senior Manager of Information Systems Ken Voong, YCDSB, Manager, Network and System Infrastructure Team Ronald Rodrigues, DCDSB, Manager

FRIDAY, FEBRUARY 7, continued

5:00 p.m. – 6:00 p.m. Executive Committee Post-Conference Meeting

5:00 p.m. – 8:00 p.m. Dinner – Arranged by Individual Member Boards

8:00 p.m. – 9:00 p.m. CONFERENCE WRAP UP & NEXT STEPS 9:00 p.m. – 12:00 a.m. HOSPITALITY SESSION: “MEET & GREET–NETWORKING PART II”

SATURDAY, FEBRUARY 8

10:00 p.m. – 12:00 p.m. CSBSA BOARD OF DIRECTORS’ MEETING

A Board of Directors’ meeting for CSBSA has been scheduled to review

regular business matters of the corporation (for CSBSA Board of Directors

only)

Attachments:

- CSBSA Board Agenda – February 8, 2014

12:00 p.m. – 1:00 p.m. CSBSA EXECUTIVE LUNCH

1:30 p.m. – 3:00 p.m. OSBFC BOARD OF DIRECTORS’ MEETING

A Board of Directors’ meeting for OSBFC has been scheduled to review

regular business matters of the corporation (for OSBFC Board of Directors

only)

Page 271 of 288

Page 10 of 11

Appendix B

CSBSA Summit – June 18th

and 19th

2014

Over Thursday afternoon and Friday morning the groups broke out into the following teams and

explored a number of key questions regarding opportunities and challenges and how can CSBSA

help/facilitate. Each group appointed a team lead to co-ordinate and provide feedback to the

CSBSA board.

CFO;

Human Resources/Labour Relations;

ICT;

Planning/Facilities;

Procurement;

Finance.

Some of project/opportunities discussed by the teams are:

Plant/Facilities:

1. New PAR Guidelines;

2. KPI and Performance Measures - are we really as efficient as we think and can we learn

from others where we are not as productive?

3. EDC By-laws;

4. Changing development models and growth planning;

5. Best practices from Operational Reviews;

6. Shared legal counsel.

ICT:

1. Support of 21st Century Learners;

2. Cloud Computing;

3. Management of Mobile Devices;

4. Anti-spam Legislation and implementation ;

5. Personal Information Management

HR/LR:

1. Health & Safety;

2. Attendance Support/ Attendance Management

3. Supply hiring issues;

4. Central data and coordination of HR/LR;

5. Grievance Management;

6. Apply to Ed efficiencies - moving data;

7. Shared legal counsel;

Page 272 of 288

Page 11 of 11

Finance

1. common legal counsel

2. Consulting services (especially IT governance)

3. e-commerce/online registration

4. Records/document management solution

5. cashless schools – program development

6. Regional hub for areas such as legal, procurement, IT governance, PD, etc.

Page 273 of 288