Town Meeting supported Article 18 on May 14 after the Finance Committee backed a revised selectmen plan and a series of speakers urged the town to move to embrace efficiencies promised as technology changes. The article shifts oversight of town and school technology from Comptroller Ruth Lewis to Town Manager Brian Sullivan and, to some degree, Nate Levenson, the school superintendent. Related to the change is creation of a management-level position of chief technology officer (CTO), paid for via existing funds. 

 

Adding their support from the Town Meeting floor were Alan Jones, vice chairman of the Finance Committee, Fincom member Dan Dunn, Precinct 19 member Rich Carreiro, who called it "a great idea," and Ed Starr. The measure passed on a voice vote. 

Backing the effort is Selectman Chairman Annie LaCourt, who says the proposed changes will let the town "maximize synergies and streamline operations." The Finance Committee, in its report to Town Meeting, has endorsed the article.

Opposing the article is Selectman Diane Mahon, who says she does not have sufficient information to back the initiative.

{mosimage}Movement is well underway toward making some of the changes Article 18 proposes. Apart from the search for a CTO, the School Committee's fiscal 2008 budget, adopted May 8 and endorsed the following night by Town Meeting, includes an agreement between the town and schools to share the cost of paying Steve Mazzola, the schools' technology director.

 

Caryn Cove Molloy, the town's personnel director, reported May 14:

 

"The job description you have hasn't changed except that the title is Chief Technology Officer rather than Chief Information Officer; the CTO title is what the ITAC had recommended.

 

"Additionally, if Town Meeting votes to put it under the Town Manager it will change accordingly. If and when it goes under the Town Manager, it may or may not result in a change in grade. We interviewed seven individuals, but the current hiring process has been put on hold until after the Town Meeting vote.

 

"We hope to have someone in place for July 1."

After the selectmen voted, 4-1, to support Article 18 on May 7, LaCourt provided this background about the measure:

"In my first year on the board, I led a committee that looked at our financial organization. That committee endorsed moving the IT department to the town manager and consolidating operations between the town and schools.

"The wording of Article 18 codifies the idea that eductional computing -- what goes on in the classroom -- should be in the control of the superintendent of schools in terms of budget and implementation.

"All other aspects of IT should be in the control of the town manager, and all of these operations should be managed by a department head so that we can maximize synergies and streamline perations.

"The upshot is that if Article 18 passes, we will end up with a director of  IT who works for both the town manager and the superintendent, and we will start to reduce the number of redundant systems we have. The effect should be to elevate IT functions and give them greater visibility."

Mahon, who cast the dissenting vote May 7, is not so sure. She outlined her objections in detail in an e-mail to YourArlington.com after the vote:

"Even though we've discussed it at four meetings now, and I've asked for the same information, I still had nothing actually before me [on May 7]. Afterwards, at Town Meeting, Annie said she would get it to me as soon as she could. 

 

"Annie said the School Committee hadn't even reviewed, discussed or voted on whether they agreed.

 

In its discussion before voting on the fiscal 2008 budget May 8, the School Committee discussed the issue. The agreement about the schools' technology director is included in the budget.

Mahon continued: "The Town Manager said this wasn't something he wanted, but would take it on if Town Meeting told him to.

"I have no [indication of the amount of money] $$$ before of what this means and what budget it comes out of.

"Bottom line, I don't like to vote on something when there's nothing before me, I have no dollar figure, I have no agreement up or down from the School Committee and the town manager stating this isn't something he's asking to do."

Asked to provide the details she wants, Mahon wrote:

"I've consistently asked what the job description, salary range and *actual* position (Division Head, Supervisor, Department Head) will be, etc., and I have been told right now they're concerned with hiring someone and that will be determined later. I don't know how you hire someone or vote on anything without knowing what the position *range*, salary *range*, etc. is before you hire/vote at TM.

"Again, as I stated last night, it's not that I couldn't vote positively at TM on this, but I do not have much, if any, information before me.  I've learned you shouldn't take best-faith votes without something before you to back it up."

 

In January, YourArlington.com reported a salary range -- from $64,735 to $93,545 -- and a job description for the CIO position. 

 

{mosimage title=Wording changes for Article 18} 

 

The selectmen's office provided the wording for the revised Article 18, on which selectmen voted May 7:

B.  Article 18   Bylaw Amendment/Data Processing Department   

VOTED:  That the Bylaws of the Town be and hereby are amended as follows:

Article 5   Comptroller of Title I of the Bylaws be and hereby is amended by deleting Section G thereof, Custody of Equipment that provides as follows:

"He shall be in charge of all accounting and business equipment owned by the Town other than equipment used for educational or classroom purposes."
and further voted:

"That Article 12 Section 1 Data Processing Department be and hereby is deleted, which currently provides as follows:

"That the Town, pursuant to Section 23D of Chapter 41 of the General Laws, hereby establishes a consolidated town-wide Data Processing Department no later than December 31, 1982; and to give the Comptroller and Coordinator of Data Processing the management and Jurisdiction over such department; and that the School Committee and the Town Comptroller are authorized And agree to transfer all funds allocated to the operation of data processing in budgets under their jurisdiction to a consolidated data processing budget under the jurisdiction of the Comptroller and Coordinator of Data Processing; and that the Comptroller and Coordinator of Data Processing shall have the authority to organize said Data Processing Department by reallocating said data processing funds and establishing positions whenever applicable; and that the use of computer terminals by the School Department for instructional purposes will be guaranteed as a priority within the consolidated data  processing department; and that the sum of $36,000 be taken from available funds to educational usage; and that the Town Comptroller and Coordinator of Data Processing shall appoint a full-time Director of Data Processing who shall have day-to-day responsibilities for the department."
and in place thereof the following is inserted:

Article 12

Section 1 Consolidated Information Technology Department

The Town, pursuant to Section 23D of Chapter 41 of the General Laws hereby establishes a consolidated  town-wide data Information Systems and Technology Department, which will be under the general supervision of the Town Manager. The Director of the Information Systems and Technology shall be appointed by the Town Manager. The Director of Information Systems and Technology shall see to the day-to-day responsibilities of the department.

Section 2    Functions.

The functions of the Information Systems and Technology Department shall be considered as falling into three broad categories: (i) Town and School hardware, networking, telecommunications and software infrastructure support; (ii) Town and School Administrative Applications, Implementation, Training and Support; and (iii) School Academic Applications Implementation, Training and Support.  The first two categories shall be under the  management of the Town Manager, and the third category shall be under the management of the Superintendent of Schools.

COMMENT: The Board in conjunction with the School Committee and the Superintendent of Schools has studied the most effective way of structuring the data processing functions of the Town, which functions are better characterized as its information systems and technology.

 

The Board has heavily relied upon the recommendations to the Technology Advisory  Board as established under Article 5 of Title II of the Bylaws.  In our data driven society the importance of information systems and technology cannot be underestimated.

 

The Board of Selectmen feels strongly that the profile of these functions should be raised to the level of a full department rather than continuing to be at a division level only of the Comptroller’s office.  Further, since the Town operates under a strong Town Manager form of government it makes more sense that this department report directly to the Town Manager.

 

The Board agrees with the comment of the Finance Committee under Article 18, which statement strongly endorses this new approach. The Board urges support of its recommended vote.