Caretaker Duties and Responsibilities

Transcription

1 A. General Responsibilities The Caretakers are responsible for maintaining the security of the Island and protecting and maintaining Eliza Island Beach Club, Inc. (EIBC) real and personal properties. The Caretakers also monitor the real and personal property of EIBC members (lot owners) as indicated below. B. Duty Coverage and Schedules 1. Duty Coverage The Regular Caretaker position generally requires two individuals. If the Caretakers are made up of a couple, the following duties and responsibilities are to be completed by the combination to the satisfaction of each individual as well as the Caretaker Liaison and the EIBC Board of Trustees (the Board). If the Caretaker position is made up of a single Caretaker and an Assistant Caretaker, the duties and responsibility of the Assistant Caretaker shall be allocated by the Caretaker subject to review and approval of the Caretaker Liaison. The allocation of duties and responsibilities between each individual employee shall consider the skill, capability and overall workload of each individual, keeping the safety of each and the general welfare of the people and property on Eliza Island in mind. Such allocations are subject to on-going review and adjustment by the Caretaker Liaison and the Board or its Designee. 2. Duty Schedule Caretaker schedules are specifically flexible to accommodate the variable demands of the position. Caretakers are on-call to provide member services from 8:00 AM until 9:00 PM during the summer months and from 9:00 AM to 6:00 PM during the winter months. If a lot owner requests a service from the caretakers outside of these hours, the lot owner is responsible for paying the Caretaker directly for this service per Attachment D. Otherwise, the caretakers are responsible for scheduling their time to complete the necessary duties, in coordination with the Caretaker Liaison. There is an expectation that the number of work hours per day needed to complete caretaker duties will be lower in the winter and higher in the summer. Caretakers may attend to personal business within the normal caretaker work hours provided that all critical EIBC duties and responsibilities are satisfactorily completed. Caretakers have six (6) days off per month, not counting earned vacation, depending on the time of year. See Attachment A. At the Caretaker s discretion, days off may be taken on Island. Arrangements must be in place for a qualified substitute caretaker to provide coverage when both regular caretakers are taking days off or are off Island at the same time. A qualified substitute caretaker are those individuals whose names are listed on the Eliza Island insurance policy and who are capable of performing the duties required while they are filling in for the Caretaker(s). C. Specific Duties The Caretakers are required to perform the duties necessary to meet the general duties and responsibilities described herein and to conduct themselves in accordance with the policies, practices, rules, and in accordance with the Bylaws established for the Island. The duties to be performed will be established by the EIBC Board of Trustees or it s Designee and/or may be identified by the Caretaker Liaison or the Caretakers in response to specific events and/or circumstances. The duties and responsibilities and associated priorities may change with the time of year and other circumstances. The following illustrates the types of duties Caretakers will be called upon to perform; this list is not all inclusive: 1. Safety, Security and Emergency Preparation/Response Note that the personal safety of the Caretakers takes precedence over property protection. Eliza Island Beach Club, Inc. June 14, 2014 DRAFT 1

2 a. Meet incoming boats and aircraft upon arrival and check for owner signed and dated letter of permission for guests arriving unaccompanied by a lot owner to ensure that only members and their approved guests use the Island. Request users to maintain the 20-minute loading and unloading time limit at the dock, as necessary. If unauthorized persons enter the island despite warning that they are trespassing, call the Caretaker Liaison or, if deemed appropriate, call the Whatcom County Sheriff s Department. b. Conduct a security round of Island roads, pathways, and easements at least once daily to visually check cabins and properties for suspected break-ins, obvious property damage, or other emergency or unusual situations, notifying the Caretaker Liaison and affected lot owners if such problems are observed. Maintain a log of the time security rounds were conducted and any significant observations. c. Conduct an external inspection of each cabin once a month and after major storms, notifying the Caretaker Liaison and affected lot owners if emergency protection is recommended. d. Perform intermittent visual surveillance of beaches to detect unauthorized use or damage to berms or other structures, intervening if appropriate and reporting and/or calling for assistance if necessary. e. Perform intermittent visual surveillance of mooring buoys and island watercraft to protect member property, seeking assistance and alerting lot owners if problems warrant. f. Be familiar with the location and operation of the defibrillator unit and fire extinguishers. Check the status of the defibrillator s battery weekly and replace as necessary; arrange for recharging of fire extinguishers as necessary. Maintain certification training as needed. g. Keep fire wagons full and in good operating condition; drain/winterize for winter months. h. Check fireboxes to ensure that each box has a wire lock; if lock is missing, check inventory of equipment and report any loss/damage to the Fire Committee. i. Be alert for signs of fires and other emergencies, taking emergency action of possible without jeopardizing personal safety, calling for assistance, if necessary, and reporting events to the Caretaker Liaison without delay. j. Monitor compliance with Island rules and report repeated or serious violations to the Caretaker Liaison. k. Perform all activities in a safe and workmanship like manner. If an unsafe condition is noted consult with the Caretaker Liaison or Water Board designee to plan the work activity and arrange for the proper tools and safety equipment before starting work. 2. General Operations and Maintenance a. Maintain a current inventory of vehicles, equipment, and supplies. Arrange for restocking, as required. b. Prepare a maintenance schedule and conduct routine scheduled and other maintenance on motorized vehicles, tools, and equipment. Perform minor mechanical repairs on motorized vehicles and equipment, as necessary. Maintain the fire pump(s) and run each pump every week. Maintain a log of maintenance and repairs for each piece of machinery and equipment. Logged items are to be dated and signed. c. Maintain EIBC buildings (Caretakers' house, tool and storage sheds, water building and pump house, etc.) by completing scheduled painting, making minor repairs, etc.., as directed by the Caretaker Liaison. Maintain a log of maintenance and repairs for each structure. Logged items are to be dated and signed. d. Maintain roads, pathways, and easements, including the EIBC stairs and pathway down the bank to the South Bay, by mowing, trimming brush, filling in ruts and holes, and replacing gravel as Eliza Island Beach Club, Inc. June 14, 2014 DRAFT 2

3 needed. At low tide, inspect, maintain and clear south beach marsh drain as needed. e. Maintain EIBC Air Strip as needed, including mowing, filling in ruts and holes, replacing gravel, painting markers, and replacing wind sock. All work on the EIBC Air Strip shall be performed in coordination with the Airport Manager. f. Inspect, conduct routine maintenance on pier and community float, and alert caretaker liaison of identified problems. Keep rails free of logs and debris. Pressure wash pier as needed. Keep EIBC dinghy free of water and maintain oars and oarlocks. With the help of a work party, remove the float in the fall and install in the spring. Scrape, clean, and repair the float as needed. g. Maintain community restroom in good working order. Inspect daily and clean and restock as required. Winterize restroom when required. l. Keep common areas around Caretakers' house, EIBC buildings, playground, and runway neat and clear of debris. Arrange for the periodic removal of EIBC trash and debris from Island before it presents a safety or health hazard. Remove/replace canopy on playground equipment prior to October 31 and reinstall approximately April 1. h. Request assistance from Caretaker Liaison when a work party is needed for major tasks. o. Work with the Caretaker Liaison to arrange for a Substitute Caretaker to cover essential duties during days off and times of sickness or absence. i. Establish the schedule during which Substitute Caretaker coverage is needed, providing a lead time of at least thirty (30) days. Notify the Caretaker Liaison and the Substitute Caretaker of the estimated time of return prior to leaving the Island. If there are any unforeseen changes in return time, notify the Caretaker Liaison and the Substitute Caretaker of the change so appropriate adjustments can be made. ii. iii. At the beginning and end of the time off/absence, conduct a turnover briefing with the Substitute Caretaker coming on duty or being relieved. The turnover briefing should cover the status of systems and ongoing projects, actions that need to be or have been taken, upcoming activities or problems, and other information pertinent to Caretaker duties. Transfer possession of the Caretaker s phone. If there is a discrepancy between this section 3 part o and Attachment A, Attachment A shall prevail. p. Perform any other tasks that may arise from time to time. These tasks may be at the request of the Caretaker Liaison (direct Supervisor), the Airport Manager, Board President or designee, the Water Board Chairman, and/or Water Plant Operator. 3. Member Service a. Monitor the Caretaker s phone while on duty and respond to requests for service within a reasonable interval. Communicate any expected delay in providing service to the individual requesting service. b. When requested, provide transportation to and from members' property, collecting and recording the designated transportation fee for each trip. c. Collect and record fees paid by members for equipment rental and transportation. d. Attempt to inform members of damage and/or other issues related to member property. e. Maintain appropriate relationships with members, requesting assistance from the Caretaker Liaison when necessary to resolve misunderstandings, disputes, or interpersonal issues. Avoid taking sides on island issues. Assistance from the Board President may be requested if the Caretaker Liaison is part of the dispute. Eliza Island Beach Club, Inc. June 14, 2014 DRAFT 3

4 f. Facilitates access to the Island by service providers (e.g. propane delivery, barges, water taxis, etc.), approved and authorized contractors and others. 4. Water System Any and all operations/maintenance regarding EIBC water system is under the direct supervision of the Water Board and/or Licensed Operator. Each regular Caretaker will be trained to operate the water system. This includes, but is not limited to, the following: a. Water Production - Operate R/O, pump water to storage tank, and maintain adequate supply of water - Preventive maintenance on all water production equipment - Keep all Records current as required by State and/or Eliza Water Commission - Conduct water tests - Understands and uses Operation and Maintenance manuals - Keep R/O building neat and clean - Read and record water meters as required b. Water Equipment - Preventive maintenance on all water equipment and systems - Flush hydrants at least two times per year, open and close all system valves at least twice per year - Be able to shut down the system during an emergency - Keep inventory of replacement parts for water system o R/O o Pumps o Water lines o All other water equipment - Keep records as required by State and the Eliza Water Board c. Water Distribution System Construction, Maintenance, and Repairs - Install meters - Replace meters or repair meters as needed or directed - Find and repair leaks in systems as soon as noticed or reported - Keep areas around hydrants, storage tank, R/O building, and valves clear and clean of trash and debris. - When extended below freezing weather is expected, light the propane heater in the water tower. Turn off when the temperature rises sufficiently. 5. Reporting and Recordkeeping a. Caretakers are responsible for notifying the Caretaker Liaison or designee of scheduled vacation, time off or any other circumstances that will result in a disruption of service at least thirty (30) days in advance of the service disruption, if possible. Maintain a Vacation and Time Off schedule. Please refer to Attachment A for details. b. The Regular Caretakers report to the Caretaker Liaison (direct Supervisor) but coordinate their duties with the Airport Manager and authorized members of the Water Board as well as the Substitute Caretaker(s) to ensure smooth and proper operation of their responsibilities. Eliza Island Beach Club, Inc. June 14, 2014 DRAFT 4

5 c. Provide regular and clear communication with those performing these duties. This is needed to enable each party to fulfill his or her responsibilities in a consistent and professional manner. d. Maintain records of expenditures made and fees/payments collected. On a periodic basis, coordinate transfer of receipts and cash to the Treasurer or Assistant Treasurer as directed. e. Maintain a log of the time security rounds were conducted and any significant observations (See section 1, part b). Have available for periodic inspection. f. Maintain a current inventory of vehicles, equipment, and supplies (See section 2, part a). g. Maintain a log of maintenance and repairs for each piece of machinery and equipment. Logged items are to be dated and signed (See section 2, part b). h. Maintain a log of maintenance and repairs for each structure. Logged items are to be dated and signed (See section 2, part c). 6. Attachments A. Time Off Clarification B. Terms of Employment C. Contact Information D. Fee Schedule Eliza Island Beach Club, Inc. June 14, 2014 DRAFT 5