Report on the Director of Operations/Facilities Workshop and update on the upcoming mentoring program

BY CHUCK MORRIS

On March 6th and 7th, along with support from the Council of Educational Facility Planners, International (CEFPI) and the Ministry of Education, the School Plant Officials Association (SPOA) put on a two day workshop for Directors, Managers and those aspiring to move into these positions. The two day event was very well attended, and those on the waiting list are encouraged to apply early the next time this is held. Quite a number of months ago, through discussion with various members of SPOA, it was thought a ‘Men toring’ program should be developed. Over the last few years there have been a number of changes throughout the province, placing people into positions they may not necessarily be familiar with. Like it or not, a number of us are part of the ‘Baby Boomer’ generation and retirement has reached many of our peers. That allows movement upward for a number of people from a Supervisor or Manager position, into a Directorship.

We have always encouraged the sharing of information (knowledge), and to a large extent, it does happen. However, from time to time there may be circumstances where an individual may be hesitant to call because he/she believes others think he/she should know what to do! Now, we all have our own pride to deal with – but if it interferes with an expected outcome of your job, you need help.

The B.C. School Superintendents Association developed a mentoring program a few years ago and has since modified it slightly. It is a program that works well and helps new superintendents when they find themselves in new territory. We have been in contact with this association a couple of times now, and are developing our own program using some of their information as well as information from other programs, ensuring we will end up with something that works well for SPOA. Watch for more information on our Mentoring Program as we hope to have it ready by June of this year.

The two day workshop held on March 6th and 7th is deemed to be part of the

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Association’s Mentoring Program, and will be repeated on an annual basis. One other aspect of the mentorship will be at least one training topic covered during the concurrent sessions at our annual conference.

This two day event covered the following topics:

• The Director in a School District Organization • HR and Labor Relations • Leadership and Management Issues • Health and Safety Management • Emergency Planning and Operations • Capital Planning • Custodial Operations • Transportation Operations • Maintenance Management • Ministry of Education Interface • Simulation – A Day in the Life of a Director

Every session was very well received. The best part of the two days (according to the evaluation forms handed in afterward) was the 4 hour simulation on Friday afternoon. The group of 30 was broken down into five sub groups with a ‘Mentor’ overseeing the activities. ‘Events’ were staged and actors carried out simulated scenarios. Each group dealt with the same scenarios and it was very interesting to see how they responded. Each group was to collaborate and act as a director, and respond the best they could. For the most part, there was a very good mix of talent and responses were much as one might expect, with some slight variations.

What were some of the scenarios? The groups were busy dealing with work orders and sorting them based upon priorities when an angry parent calls with a situation that may need to be dealt with right away. A trustee came in with a political concern, the local TV station barges in asking questions that the director knows nothing about, and so much more. The idea was to bombard each group with a myriad of unexpected challenges and watch how they responded within tight timelines. This was an exaggerated day for a director perhaps, but not in all cases. Much of what took place there can happen (I am sure many of us have seen this a few times) making our days pretty interesting to say the least!

The net result of the two day session indicated a desire for more information. Those attending this first workshop provided a host of talent. Some very experienced people and some not-so-experienced people came to the workshop from all over BC. It was very good to see the effort made by these folks, arriving from some distance by car, plane and ferry. I would like to thank all of you for attending. The presenters did a great job as well, and our thanks go out to them too.

Attendees indicated they would like to see more Ministry content, so that will be our main focus when we put on the next Directors’ Workshop. More content and more time allocated for that. For the first time around, this turned out better than expected.

Bill Low (President of CEFPI) and Ernie Lambert deserve a lot of credit for this two day event. Thank you both! Thanks as well to Jim Alkin for your support and your presentation. ❏