Ranch/Facilities Management: PVSWiki

Ranch/Facilities Management

Strategies for Supervising Facilities

As with most supervision, it is important to provide staff with Reference Manuals and Resource lists, Policy Guides, Clear Expectations and Priorities, and Task lists

Inventories

Lodge: Lodge Inventory Expectations
Office: Inventory
Maintenance Equipment: Inventory

Periodic Walkthroughs, accompanied by the staff responsible for those areas, are often the best way to identify problems. As you walk through the property, be sure to keep a list that includes the following information:
Location Problem To Purchase? To Fix? Remind/Update Policy? To Deep Clean? Assigned to: Completed?

Onboarding of Facilities Staff

train in pump and fishgates
review manuals and other guidelines; property map
review boiler/explanation of 4 propane tanks (see manual)
property tour
review procedures with RK- end of day report and cleanup
review of to-do list; make supplies and tool order; get organized; plan the week (with weather)

Property Tour:
Note: Bring notebook- jot down locations of tools and supplies and questions that we couldn't answer. pay particular attention to where the irrigation (fire protection) pump house is, fish gates (one at the pump house and one at the overflow pond) and two well pressure tanks are(one in a room just off the little gym and sauna the other just off room #5).

well in room 5; pressure tank
trash storage
show room 6 utility room
main lodge, kitchen, dining hall, game room, show where rooms are, where he will stay
library
dock
vehicles- policies; truck usage
liberty laundry room; point out propane tank, sacajawea and lincoln
valley forge
well in valley forge; pressure tank (in room just off the little gym and sauna); point out paint storage, sauna, gym
point out campobello, duck inn
point out two fishgates and pump house; note fire hoses
discuss horses; Revere Stables
Woodshop (This is where we keep the chain saws and chains and other wood related tools along with the
cans of gas)
barn
Shop
Generator
office
tennis court
complete outer-property tour

Managing Maintenance (National Director):

Ensure critical health and safety issues are being dealt with promptly. This includes, but is not limited to: making sure plumbing, septic, refrigeration, and electrical issues are dealt with promptly; vehicles are kept in safe operating condition; propane supply is adequate and heating is working properly; hazardous materials are being properly stored
Ensure routine tasks are being addressed, including but not limited to: clearing the fish gates, mowing, watering, vehicle maintenance, cleaning septic tank filters, Sliver Tip gas tanks, many others in the maintenance manual
Identify and communicate maintenance issues to the President, who will set priorities in the form of a weekly prioritized to-do list unless he directs otherwise. Ensure related staff are communicating these issues as well.
Authorize purchases for basic supplies and necessary equipment under $100 or so. Get approval for higher ticket items from the President. Order or oversee the ordering of all materials and their proper storage. Conduct supply and tool inventories as needed.
Inspect and occasionally report on progress or work done. Make sure maintenance staff is giving daily end-of-day reports to Richard and is taking the time to clean up and put tools away at the end of the day
Coordinate staff and intern assistance as needed

Note: At present, Richard must sign off on Maintenance time off requests, and direct priorities

Managing the Lodge:

Lodge Management can largely be handled by simply learning to be observant as you are naturally going to and fro around the grounds and in the lodge and buildings.

You need to be able to verify:

that the lodge is being kept clean
that the kitchen is being kept clean
that the stove, its trap and fans and filters are clean (grease free)
that the walk in, refrigerators and freezers, are orderly and clean and not storing old or spoiled foods.
that smoke alarms, fire extinguishers and first aid equipment are all in proper order and place.
that rooms vacated are clean, with clean bedding and ready for occupancy
that lamps, chests, beds and furniture are working and in proper order.
that plumbing is in good repair
that trash and fire place ash are being properly disposed of
that vehicles used by lodge residence are clean and in good repair
that ice is kept off the entry ways

These are some of the things you look for and note on a quick walk through. They are either taken care of or they are not. Often they are not and then you have to meet with the live in staff and/or interns and figure out a solution. They all agreed to do their share and the only reason these things would be problems would be because they are not doing their share or maintenance is not keeping up with the maintenance.

Lodge Manager or designated Staff on Ranch, if Lodge Manager not present: Every evening, after the dinner has been prepared, inspect the kitchen. Make sure stove, ovens, and other appliances are turned off (including pilot lights), window closed, the walk-in refrigerator’s light is off and the door all the way closed. Ensure kitchen cleaning has been completed as specified and follow up as necessary. Lock kitchen door for the night once the inspection and cleaning are complete.

The National Director: will conduct random kitchen inspections similar to that of the Lodge Manager on a weekly basis.

If the kitchen is found to not be in an appropriate set of cleanliness:
1. hold off on cooking (bring in food) so we can deep clean kitchen
2. revise, distribute, and review job responsibilities and expectations; review with President as needed
3. post reminders for cleanliness tasks in the kitchen
4. add kitchen inspections to calendars
5. review applicable Montana and Federal Food Safety regulations with facilities staff

PVSWiki : MTFacilitiesManagement