EFTA01961574.pdf

TABLE OF CONTENTS The Environment 1. Administrative Procedures 5 ❑ Daily Activities ❑ Monthly Activities ❑ Seasonal Activities ❑ Yearly Activities ❑ Accounting and Finance ❑ Maintenance ❑ Collectibles and Inventory ❑ Medical Issues ❑ Insurances ❑ Vendors ❑ Personnel Policies ❑ Guests ❑ Family ❑ Pets • Clothing and Laundry Procedures 61 ❑ No Laundry Policy ❑ Dry Cleaning ❑ Pressing and Steaming ❑ Designers ❑ Jewelry ❑ Personal Shopping ❑ Shoe and Leather Care ❑ Storage ❑ Closet Organization ❑ Staff Attire • Culinary Procedures 65 ❑ Menu Planning ❑ Serving and Presentation ❑ Inventory ❑ Beverages ❑ Vendors • Entertaining Procedures 69 ❑ Recurring Events ❑ Style/ Type of Service ❑ Guests and Guest Lists ❑ Beverages ❑ Linen/ China/ Silver/ Crystal ❑ Personnel Policies • Housekeeping Procedures 73 ❑ Schedules and Timing ❑ Cleaning Products ❑ Sheets and Linens ❑ Collectibles ❑ Specialty ❑ Zones ❑ Task Sheets EFTA_R1_00436388 EFTA01961574 • Maintenance Procedures 93 ❑ General Repair ❑ Vendors ❑ HVAC ❑ Plumbing ❑ Electrical ❑ Audio/ Visual Systems ❑ New Construction ❑ Garage • Transportation Procedures 95 ❑ Travel Arrangements ❑ Airport Procedures ❑ Packing and Preparation ❑ Estate Vehicles ❑ Jet O Staff • Property and Grounds Procedures 99 ❑ Land and Plantscaping ❑ Irrigational Systems ❑ Manmade Water Features ❑ Winterization ❑ Natural Features and Wildlife ❑ Indoor Plantscaping • Security Procedures 101 ❑ Security System and Location ❑ Smoke/ Fire/ CO Detectors ❑ Fire Extinguishers and Sprinkler Systems O Perimeter ❑ Staff O Local Authorities Indexes and Inventories • Internal Communications • Approved Vendor List • Dry Storage • Food Inventory • Wine Cellar • China Inventory • Silver Inventory • Crystal Inventory • Maintenance Log Administrative Procedures • Daily Activities • Monthly Activities • Seasonal Activities • Yearly Activities • Accounting and Finance • Maintenance • Collectibles and Inventory EFTA_R1_00436389 EFTA01961575  Medical Issues Insurances Vendors Personnel Policies Guests Family Pets Transportation Procedures • Travel Arrangements • Airport Procedures • Packing and Preparation • Estate Vehicles • Jet • Yacht • Staff 1. Travel Arranaements a. For business trips Executive PA at Mr. XXX's Office will handle travel arrangements. b. For personal trips for either Mr. or Mrs. XXX, Mrs. XXX's personal assistant will arrange details. c. Their respective contact information can be found on the vendor list 2. Airport Procedures a. The Chauffeur will drive the XXX to the airport b. The plane normally flies from XXX Airport 3. packing and Preparation a. Mrs. XXX oversees and directs the packing and will provide a list of anything extra he or she may wish to take along b. Occasionally he will take his EQUIPMENT and asks that it be prepared for his trip 4. Estate Vehicles a. There are five (5) vehicles that are part of the estate i. Mrs XXX ii. 20xx Mercedes CL 55 AMG iii. 20xx Chevrolet Suburban iv. 20xx Chevrolet Suburban v. 20xx Porsche Boxter b. Ms. has one vehicle that is to be parked in the main garage i. Lexus c. Licensing and Registration i. Copies of staff driver's licenses will be kept on file in this section as well as current maintenance records for each vehicle d. Insurance i. Car insurance for all drivers is covered by XXX and is handled by FAMILY OFFICE LLC e. Maintenance and Detailing Schedules and Records i. A log of all scheduled and unscheduled maintenance is kept in this section. ii. The Estate Manager will update it after each task completion EFTA_R1_00436390 EFTA01961576  iii. All Vehicles will be detailed at a minimum of once a week or as needed 1. Detailing will be done by the groundskeeper f. Recreational Vehicles i. Mr. John Doe owns a pair of Jet skis (maintained by his son) 5. Jet a. The XXXs own a private Gulfstream jet that is maintained and hangered at b. Arrangements for use are made by Executive PA C. Pilot is 6. Staff a. The Plane has its own crew Housekeeping Procedures • Schedules and Timing • Cleaning Products • Sheets and Linens • Collectibles • Specialty • Zones • Task Sheets 1. Schedules and Timing a. Timing should rarely be an issue as all cleaning can be done when the family is not in residence. b. Schedules are predetermined and can be found in the Administrative Section i. There is a daily schedule for each Housekeeper 2. Cleaning Products a. The following Cleaning products are approved for use in the house. i. Central Vacuum System ii. Goddard's Brass and Metal Cloths iii. Goddard's Silver Polish iv. Swiffer and Swiffer pads (both wet and dry) v. Murphy's Oil vi. Lysol Disinfectant vii.Lysol Toilet Bowl Cleaner viii.Tilex Shower Cleaner ix. Lysol Basin, Tub and Tile Cleaner x. Windex (both blue and clear) xi. Cascade Dish washing soap xii.Jet Dry xiii.Tide xiv.Downy Liquid Fabric Softener xv.Clorox Bleach EFTA_R1_00436391 EFTA01961577  xvi.Charmin Toilet Paper xvii.Bounty Paper towels (select a size) xviii.Kleenex Tissues (NO OILS OR SCENTS) xix.Rubber Gloves xx.Sponges xxi.SOS pads xxii.Toilet bowl brushes xxiii.Horse Hair Brooms and Brushes xxiv.Unscented Pledge Furniture Polish xxv.CLR Remover xxvi.Drano Max Gel xxvii.Dawn Dish washing soap xxviii.Dawn power Resolver xxix.Standard Brooms and Mops are also approved b. Scents i. While no member of the family has any allergy toward scent, they do have their preferred scents. ii. Scents should be checked regularly by housekeeping staff. iii. Preferences: 1. Mr. John Doe - "Fresh cut grass" and "Sea breeze" 2. Mrs. John Doe - "Clothesline laundry" and "lavender 3. X - "afternoon rain" and "storm watch" 4. XX - "Lavender" and "afternoon rain" 5. XXX - "Butter cream" iv. Cleaning products should be unscented whenever possible so as not to mask the desired scent. 3. Sheets and Linens a. Sheets will be changed twice a week i. Tuesdays and Fridays b. Towels will be changed everyday. c. Sheets should only be ironed if and when they are wrinkled d. The bed will be made everyday and pillows should be aligned on the bed so as to look pleasing and inviting but not cluttered. i. Pillows should be fluffed daily. 4. Collectibles a. Great care and caution will be taken in the cleaning or handling of any collectible items. b. Art and valuable furniture will be supervised by either the EM or Art Curator. c. China, crystal, silver, and art will be cleaned and inventoried semi- annually at a minimum or as necessary. 5. Specialty Cleaning a. ALL BATHROOMS ARE TO BE INSPECTED AND CLEANED DAILY! b. When not in use, the spare bedrooms should only require freshening up EFTA_R1_00436392 EFTA01961578  6. Zones a. The house is broken into 16 zones. i. Each Zone is broken down onto separate task sheets. 1 Zone 1: Library and Bar 2. Zone 2: Foyer, powder rooms, great room, dining room 3. Zone 3: Butler's pantry, Large Kitchen, and breakfast area 4. Zone 4: Walnut Office, Staff office, surrounding hallways and powder room 5. Zone 5: G's room, T's room, second floor landing, and office 6. Zone 6: Master Suite, cedar closet and laundry area 7. Zone 7: Third Floor bedrooms and landing 8. Zone 8: Gym 9. Zone 9: Basement and powder room 10.Zone 10: Garage 11.Zone 11: K's Apartment 12.Zone 12: Pool house 13.Zone 13: Barn (lower level) 14.Zone 14: Boat house 15.Zone 15: Spare Apartment (Barn upper level; not to include butler's quarters) 16.Zone 16: Outdoor areas 7. Task Sheets a. Task sheets dictate work to be performed and when. 1. Task sheets follow on the next few pages Task Sheet: Zone 1 Library, Bar Area Time Description of Work Product Library IS rains Dust all ledges, surfaces, baseboards Ostrich feather duster Windex and a lint Clean any glass free cloth Vacuum floor Central vacuum Bar IS mins Dust all ledges, surfaces, baseboards •strich feather duster Windex and a lint Clean any glass free cloth Vacuum floor Central vacuum EFTA_R1_00436393 EFTA01961579  TOTAL TIME 30 minutes Task Sheet: Zone 2 Foyer, Great Room, Stairs, Powder Rooms, Dining Room Area Time Description of Work Product IS mins Sweep/ vacuum entrance mats, hallway Central Vacuum Foyer floors Pledge. Ostrich Dust all ledges. baseboards and fixtures Feather Duster. Cleaning cloth Hallways/ I5 mins Vacuum rugs and floors Central Vacuum Staircases Pledge, Ostrich Dust all ledges, baseboards and fixtures Feather Duster, Cleaning cloth Powder Rooms 30 mins Wipe fixtures and polish metal Damp cloth Straighten or replace towels, restock paper Linens. Kleenex. products toilet paper Toilet bowl Brush, Clean toilet bowl Lysol Toilet Bowl Cleaner Windex and dry Buff Mirrors and glass cleaning cloth EFTA_R1_00436394 EFTA01961580  Sweep and damp mop floor Broom, swiffer Sweep/ vacuum entrance mats, hallway Central Vacuum Great Room 20 rains floors, Pledge. Ostrich Dust all ledges, baseboards and fixtures Feather Duster, Fluff pillows as needed Cleaning cloth Dining Room 10 mins Sweep/ vacuum entrance mats, hallway Central Vacuum floors Pledge. Ostrich Dust all ledges, baseboards and fixtures Feather Duster. Cleaning cloth TOTAL TIME 90 minutes EFTA_R1_00436395 EFTA01961581