School Business Insider: Episode Summary Episode: Ready, Set, School: SBO Strategies for a Smooth Fall Start
Host: John Brucato
Guest: Howie Barber, Assistant Superintendent for Finance and Operations at Old Rochester Regional and Mass. School Superintendency Union 55, Massachusetts
Release Date: August 5, 2025

Introduction

In this episode of School Business Insider, host John Brucato welcomes Howie Barber, the Assistant Superintendent for Finance and Operations at Old Rochester Regional and Mass. School Superintendency Union 55 in Massachusetts. The discussion centers on strategic planning and practical strategies to ensure a seamless start to the new school year. The conversation delves into various aspects of school operations, including capital projects, transportation, food service, and safety planning, offering valuable insights for both seasoned and novice school business officials.

Unexpected Challenges in the Role

The episode opens with a relatable anecdote from Howie Barber about the unpredictability of his role. Barber recounts a situation where an auditor arrived unexpectedly early for a workers' comp audit, leading to a cascade of staffing challenges:

"I just had someone staring at me through two windows trying to get me to..." (01:50)

This story underscores the multifaceted responsibilities school business officials juggle, often requiring immediate problem-solving and adaptability.

Summer Planning and Capital Projects

Barber provides an in-depth look into his summer planning calendar, highlighting the multitude of capital projects that must be managed to prepare schools for the fall. These projects range from PA system updates and roofing to window resealing and asphalt replacement. He explains the strategic approach to scheduling and coordinating multiple projects across six schools:

"There's about 13 items that I have between my six schools that I'm working on." (05:33)

Barber emphasizes the importance of aligning project timelines with seasonal constraints, particularly in the Northeast where the construction season is condensed:

"Our construction season is much more condensed... we have to plan as much as we can in such a condensed timeline." (07:32)

Communication Strategies

Effective communication is pivotal in managing large-scale projects. Barber outlines his methods for keeping stakeholders informed, including regular meetings with administrators and utilizing group emails and text messages to disseminate updates:

"We meet at least once every two weeks... We try to make sure they're all informed through group emails and text messages." (13:10)

He highlights the benefits of over-communicating to ensure that all team members are aware of project statuses, thereby preventing last-minute disruptions.

Transportation Planning

Transportation logistics are another critical area discussed in the episode. Barber details his process for route planning and bus readiness, which involves analyzing enrollment data and conducting mock runs:

"We do a mock run to see exactly where the students and the timing is." (23:00)

He addresses common challenges such as driver shortages and fluctuating ridership due to extracurricular activities, emphasizing the need for flexibility and continuous adjustments:

"You have to keep that in mind... everything can be changed during the course of the year." (26:33)

Food Service Management

Barber shares his strategies for ensuring cafeterias are fully prepared for the start of school, focusing on staffing and meal program efficiency. He credits state funding for enabling better meal planning and staff retention:

"We have our first meals for breakfast and for lunch paid for by the state." (31:13)

He stresses the importance of treating food service staff as vital members of the team, fostering strong relationships to improve service quality:

"We're all equal staff... collaboration and communication are key." (34:02)

Safety and Emergency Planning

Safety protocols are a paramount concern addressed by Barber. He describes the comprehensive approach his district takes, including regular safety drills and coordination with local emergency services:

"We do a full building review and align our emergency plans with the police and fire departments." (38:40)

Barber highlights the necessity of clear communication and standardized nomenclature to ensure that all responders are familiar with the school's layout and emergency procedures:

"Having that overview... means that everybody is completely on the same page." (39:32)

Board Involvement and Professional Development

Barber discusses his role on the ASBO International board, emphasizing the professional growth and networking opportunities it provides. His participation allows him to exchange ideas with peers from other states, enhancing his effectiveness as an administrator:

"Being on the board is a great thing for anybody... it makes me an even better administrator in my own district." (44:55)

He expresses enthusiasm for continuing his involvement and learning from diverse practices across different regions:

"These traveling opportunities can be fantastic for professional development." (48:35)

Conclusion

The episode wraps up with mutual appreciation between John Brucato and Howie Barber, highlighting the value of shared experiences and collaborative learning. Barber's comprehensive strategies for managing school operations provide a roadmap for school business officials aiming to ensure a smooth and successful start to the school year.

"Collaboration and communication are the two Cs... key for making sure we can give everybody we need." (37:30)

Notable Quotes with Timestamps

• Handling Unexpected Events:
  "I just had someone staring at me through two windows trying to get me to..." (01:50)

• Capital Projects Scope:
  "There's about 13 items that I have between my six schools that I'm working on." (05:33)

• Construction Season Constraints:
  "Our construction season is much more condensed... we have to plan as much as we can in such a condensed timeline." (07:32)

• Communication Frequency:
  "We meet at least once every two weeks... We try to make sure they're all informed through group emails and text messages." (13:10)

• Mock Runs for Transportation:
  "We do a mock run to see exactly where the students and the timing is." (23:00)

• State-Funded Meals:
  "We have our first meals for breakfast and for lunch paid for by the state." (31:13)

• Equality and Collaboration:
  "We're all equal staff... collaboration and communication are key." (34:02)

• Emergency Coordination:
  "We do a full building review and align our emergency plans with the police and fire departments." (38:40)

• Board Membership Benefits:
  "Being on the board is a great thing for anybody... it makes me an even better administrator in my own district." (44:55)

• Key to Successful Operations:
  "Collaboration and communication are the two Cs... key for making sure we can give everybody we need." (37:30)

This episode offers a comprehensive overview of the intricate planning and coordination required to manage school operations effectively. Howie Barber's experiences and strategies provide actionable insights for ensuring that all aspects of school business—from infrastructure to student services—are meticulously prepared for the academic year ahead.

For more episodes and insights, tune in to School Business Insider with John Brucato each week.