Principals Meeting August , 2014 Operational Services

1. Principals MeetingAugust , 2014Operational Services

2. Operational Services Director Paul Oldford Norma Baxter Admin assistant Coordinator of Facilities Management Lewis MacDonald Joyce JonesSecretary Coordinator of Transportation and Technology Colleen MacMullin Norma MacNeil Secretary

3. Facilities Management Coordinator, Facilities Management Lewis MacDonald Joyce Jones, Secretary Manager, Facilities Management Paul Wilton Manager, Facilities Management John Wells Supervisor, Facilities Management Ian Lee Supervisor, Facilities Management Lorne Orychock

4. Operations Staff Assigned to Buildings • Every building has: • Either a General Maintenance, Head Custodian, or Caretaker . Their role is building maintenance such as minor repairs , preventative maintenance, routine inspections, etc. They may also have some responsibilities for cleaning. Note: Some custodians have multiple buildings assigned to them for specific days. Please do not have them travelling back and forth between buildings for routine tasks on days where they are not assigned to your building. • Cleaning staff who’s role is to clean • As a Principal, you share in the responsibility for building staff. Don’t hesitate to communicate with these staff if you are not satisfied with something, however, please keep Operations informed and be prepared to document problems or incidents.

5. CUSTODIANS Custodians will be given new responsibilities this year: • Preventative maintenance: Many of the tasks being completed will now be work order driven. • Waste Management: CBRM continue to rejecting waste. Proper sorting must be done at the school site. • Green carts will be located in the dumpster compound • Schools have been provided with compostable bags • We are looking at additional sorting stations throughout the schools • Encourage children to take their lunch waste home. This has been working at several schools.

6. Enter SAP Notification How work is requested Classroom Teacher Maintenance request form Assigns minor work to custodial staff by giving a copy of the maintenance request form to custodial staff. Original is placed in binder Principal reviews Custodial Staff reviews Completes work Enters SAP Notification Enters SAP Notification Classroom teacher maintenance request form is filed in binder in office

7. Fire Safety Planning • Reminders • There are training cd’s in the fire safety box. You are required to train your staff and to document the training. Refer to section 7A principal’s binder. If you have not had training yourself please contact Operations. • You are required to have 6 fire drills - 3 in the fall , 3 in the spring . One of the fall drills is required in the first week of school. Remember to document these drills. • Gym Assemblies – For seated occupancies of 200 or more, chairs must be tie-wrapped together. • Occupant Loads – If you have any concerns about posted or missing postings please contact Operations immediately. This becomes a major issue at Christmas concert season. • Sleepovers – Form to be filled out and sent to Fire Marshall 2 weeks before event, included in principal package • Schools were visited over the summer and binders, etc updated. There is now a principal sign off sheet in the maintenance binder. This is to be filled out every two months. • Fire Report Form to be filled out in the event of a sprinkler (within 48 hrs) or fire alarm (within 10 days) activation. Link to form can be found in the principal’s package. • Furniture – Don’t bring furniture from home or buy yourself. Furniture needs to go thru purchasing to ensure flame spread rating

8. Full rental fees need to be forwarded to Operations (Joyce Jones ) with the application. Custodial services are paid outside of the rental fee and are to be negotiated with the renter and custodian. This fee is paid directly to the custodian. Forms must be signed by the Custodian and Principal or will be returned to the school. Custodian should be aware of all activities that take place in the school after hours. Rental fee is determined by Board policy. The Policy will be reviewed this year. We will keep you informed as this unfolds. Facility Rentals

9. Control who has keys and codes for access. Use the form provided by operational services Know who is in your building nights and weekend. Building must be shutdown and armed by 11:30 pm each night. If it is not Maritect Security will call out Operations staff to arm the building. The fee for these call outs is $100 and this will be charged to the school. You should recover from the renter if applicable. Building Security

10. Transportation

11. 1) Have one person in your school oversee the requests for bus use. – one person that knows where students are in case of a school closure , and that can answer all questions pertaining to details of costs, times, etc. 2) Buses are available after 9:00 a.m., and up to 1:30 – 2:00 p.m. in the afternoon and after 4:00 p.m. in the afternoon. Overnight is not available in most cases. Weekends are available. Over the six years, we have taken out 12 buses, therefore, reducing our fleet overall. 3) Any requests for transportation must go through Charles Sheppard. If you have concerns, do not hesitate to call. 4) Discipline is handled as it would be in the school, as the bus is an extension of the classroom. When incident reports come in from the driver, any assistance from Transportation needed will be provided by the Coordinator. Transportation Guidance

12. 5) Requests for buses must be in two weeks prior to the event to Charles Sheppard. Once he approves the trip, the request is forwarded to transportation to see if a bus is available. There are definitely no rain day schedules. 6) Any Special Needs requests must go through school services for approval of the trip first. We need to know on the request if a wheelchair is needed. Transportation Guidance

13. Team Trips – Schools must ensure they have a bus that falls under the proper regulations for transporting children. It must have the proper licensing. www.nsuarb.ca Go to motor carrier division. • Building Related – The decision to cancel school due to a problem with the facility is made by Lewis MacDonald Public announcements are arranged overnight by Lewis or during the day they are made from the Operations Department.

14. (9) Web sites that are available for school cancellation information are as follows: CBVRSB web site, Cape Breton Post, and all radio stations (10) When School is cancelled because of weather conditions, all school related activities are cancelled as well, including team trips. www.weather.gc.ca for weather information www.gov.ns.ca/tran/cameras for highway cameras (11)Call 1-888-320-8181 for cancellation messages. (12)You should set yourself up for automatic messaging . Also encourage this for parents and staff. The link can be found on the board website. School Cancellation Policy

15. Technology Coordinator, Transportation & Technology Colleen MacMullin Norma MacNeil Secretary Board Network Administrator Robert Palmer

16. 1) We have technicians on a schedule for your school. You should be seeing them regularly and should be aware of the schedule for your school. 2) Requests for service should be handled like Facility Management requests, by entering into SAP. Planner group 120 3) Technicians are expected to meet with principals when they are in your school . They will only take direction regarding priorities from the principal. 4) If you have any concerns around IT service contact Colleen. Help Desk 562 6868 Technology Guidance

17. Principals Packages from operations are posted on the board web site. If you have any questions or problems please call Lewis Mac Donald at 574 2709 or Colleen MacMullin at 563 5408 Thank You Information including this presentation

18. Some other items • HUB School Guidelines ( Released summer 2014) • Shared Services • BI2 ( SAP initiative ) • Looking Inward ( Where from here )

19. The DEECD released guidelines for HUB schools over the summer. Should you have inquiries please direct these to myself. Government announced shared service initiatives in the spring. Of interest to school boards are changes to how IT services will be delivered. Also of interest is changes to how Capital Projects will be delivered. Both of these will unfold in the coming year or so.

20. What is the Business Integration Initiative (BI2) Project? SAP EnhancementsBI2 Better integration. Better Information.

21. LOOKING INWARD Phase II (A) – Second Input Phase (Current Phase)To continue the conversation engaging stakeholders in the long range planning process Family of Schools Student Accommodation Groups have been formed; one for each family of schools These FSSAG’s consist of SAC representation from each school in the family of schools and are facilitated by board staff at the coordinator level. School Principals are also members. The task is to review the proposals for each family of schools as found in the document - Looking Inward “ Disposition of Scenarios to Family of Schools Suggested Solutions” and: To continue the multi stakeholder conversation To provide an opportunity to reflect on the proposals for each Family of Schools To afford stakeholders the opportunity to respond to the draft plan including making some recommendations .

22. Phase II(A) continued.. – Second Input Phase (Current Phase)To continue the conversation engaging stakeholders in the long range planning process • The response template for the FSSAG is structured as follows: • Introduction – Provides background around Looking Inward, their family of schools and each proposal for their family of schools. • FSSAG Guiding principles • FSSAG Values & Beliefs • For each proposal • Initial reaction to proposal • Strengths and Weakness of each proposal • Opportunities • Impacts on: • The FSSAG are also provided the opportunity to provide alternative proposals

23. Phase II (A) continued.. – Second Input Phase (Current Phase)To continue the conversation engaging stakeholders in the long range planning process • Phase II – Remaining steps • Complete a draft response to the family of schools suggested solutions • – Target completion Sept , 2014 • Obtain public input to the draft response • – Target Completion October, 2014 • Consolidate public reaction into a final report for the board of the CBVRSB • --Target completion November 2014 • Finalize long range plan • --Target completion January 2015

24. Questions?