cape breton-victoria regional school board operational services department principals meeting...

Cape Breton-VictoriaRegional School BoardOperational Services Department

Principals MeetingAugust , 2014

Operational Services


Coordinator of Facilities

ManagementLewis MacDonald

Joyce JonesSecretary

Coordinator of Transportation

and TechnologyColleen MacMullin

Norma MacNeilSecretary

DirectorPaul Oldford

Norma Baxter Admin assistant

Operational Services


Manager, Facilities

ManagementJohn Wells

Manager, Facilities

ManagementPaul Wilton

Coordinator, Facilities

Management

Lewis MacDonald

Joyce Jones, Secretary

Supervisor, Facilities

ManagementLorne Orychock

Supervisor, Facilities

ManagementIan Lee

Facilities Management


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.


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.


How work is requested

Classroom Teacher Maintenance request form

Principal reviews

Assigns minor work to custodial staff by giving a copy of the

maintenance request form to custodial staff.

Original is placed in binder

Custodial Staff

reviews

Enters SAP Notification

Completes work

Enters SAP Notification Classroom

teacher maintenance

request form is filed in binder

in office

Enter SAP Notification


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

Cape Breton-VictoriaRegional School BoardOperational Services Department Facility Rentals

1. Full rental fees need to be forwarded to Operations (Joyce Jones ) with the application.

2. 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.

3. Forms must be signed by the Custodian and Principal or will be

returned to the school.

4. Custodian should be aware of all activities that take place in the

school after hours.

5. Rental fee is determined by Board policy.

6. The Policy will be reviewed this year. We will keep you informed

as this unfolds.


Building Security

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.

CAPE BRETON-VICTORIA REGIONAL SCHOOL BOARD KEY ALLOCATION SCHOOL _________________________________________ DATE ISSUED _________________________________________ ISSUED BY _________________________________________ ISSUED TO: Name: _________________________________________ Address: _________________________________________ Telephone: _________________________________________ ENTRANCE KEY _________________________________________ GYM KEY _________________________________________ KEY # _________________________________________ REQUIRED RETURN DATE: _______________________________________ DATE RETURNED _________________________________________ RECEIVED BY _________________________________________ I acknowledge the receipt of a key and security code for access to the above named school. I agree to use this key only for the purpose intended, not to share or duplicate the key, and to return the key to the school on the required return date. SIGNATURE: _________________________________________

Cape Breton-VictoriaRegional School BoardOperational Services Department Transportation

Coordinator Transportation

Colleen Mac Mullin

Head Mechanic Head Drivers Support


Transportation Guidance 1) Have one person in your school oversee the requests for bus use.

– one person that knows where students are in case of a schoolclosure , and that can answer all questions pertaining to detailsof 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. Overnightis 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 busis an extension of the classroom. When incident reports come

infrom the driver, any assistance from Transportation needed willbe provided by the Coordinator.


Transportation Guidance

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.


7) 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.

8) 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.


School Cancellation Policy

(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.


Board Network AdministratorRobert Palmer

Coordinator, Transportation &

TechnologyColleen MacMullin

Norma MacNeilSecretary

Technology


Technology Guidance 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


Information including this presentation

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


Some other items

• HUB School Guidelines ( Released summer 2014)• Shared Services • BI2 ( SAP initiative )• Looking Inward ( Where from here )


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.


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WHO: The project team is made up of representatives from the Nova Scotia School Boards (School Boards), the Department of Education and Early Childhood Development (the Department) and IBM consultants.

WHAT: The BI2 Project will standardize processes and policies across the School Boards, providing a single source of information about education in the province. This will be done using SAP and related reporting tools. Finance, Human Resources, Operations, and Procurement are all part of this project.

WHY: The Department and the School Boards have a shared vision to align business processes across all boards to increase the reliability and relevance of the information we collect. Currently, we are limited in our ability to analyze data, make informed decisions and use best practices throughout the education sector. The BI2 solution will enable us to generate reliable collective reports and the School Boards will gain efficiencies by adopting common practices.

WHEN: The two year project will have several phases during which new processes and functionality will be released. The first phase ‘Go-Live’ is planned for November 2014, with improvements to help Human Resources manage employee information, changes to time entry, and enhanced access for individual employees to their own employee information. Operations and Procurement will also see enhancements during this initial phase.

SAP EnhancementsBI2

Better integration.Better Information.

What is the Business Integration Initiative (BI2) Project?


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:a. To continue the multi stakeholder conversationb. To provide an opportunity to reflect on the proposals for each Family of Schoolsc. To afford stakeholders the opportunity to respond to the draft plan including making

some recommendations .

LOOKING INWARD


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 principlesFSSAG Values & BeliefsFor each proposal

Initial reaction to proposalStrengths and Weakness of each proposalOpportunities Impacts on:

The FSSAG are also provided the opportunity to provide alternative proposals


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


Questions?

cape breton-victoria regional school board operational services department principals meeting...

Documents

building staff

waste management

school site

preventative maintenance

sap notification slide

general maintenance

binder custodial staff

cleaning staff whos