tallahassee elks lodge no. 937 - operations manual

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TALLAHASSEE ELKS LODGE NO. 937 - OPERATIONS MANUAL

See Tallahassee Elks Lodge # 937 Website at www.TallahasseeElks.org

For the OM 10-26-15.pfd digital file of this manual. No hard copies have been distributed.

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TABLE OF CONTENTS

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Table of Contents 1 General Overview & Employee Benefits 2 Internal Auditor 3 Employee Dress Code 4 Club Manager's Responsibilities 5 Hiring Employees Inspection of the Facilities Lounge Operations & Operating Hours 6 Bar and Lounge Liquor Purchases and Sales Liquor Pricing Decorum Lodge Attorney Paul Amundsen’s Letter 7 Alcoholic Beverages and Tobacco (ABT) Rule 61A-3.019 8 Bartender Requirements 9 Opening Bartender Duties During Shift Duties Closing Bartender Duties Instructions for Using the Credit Card Machine 10 Bartender’s Quick Reference Card 11 Dining Room, Kitchen Operations, Kitchen Requirements 12 Chef's Duties 13 Special Event Requirements 14 K. P. Duties and Weekly Cleaning List 15 Janitorial Duties 16 Banquet and Meeting Policies 17 Ballroom 17 Decoration and Use of the Room Beverage Service and Food Service Private Parties for Elk Members and Spouses Charities and Non-Profit Group

Ballroom Capacity per Fire Marshall Code, Lodge Room 18 Remuneration for Volunteers & Committees 19 House Rules Location 19 RV Park Regulations 20 RV Park Registration Form 21 Florida Building Code 2004 – Occupant Load 22 APPENDEX - Kitchen, Bar & Janitorial Supplies, QB’s, Food & Liquor Inventory Forms 24 Event Form 28

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GENERAL OVERVIEW This Standard Operating Procedures (SOP) Manual is an effort to formalize the policies and practices of the Tallahassee Elks Lodge #937 and the related Club facilities. It is separated by function/category, for ease in referencing. The Board of Directors (BOD) will approve the SOP manual. Changes to the manual require approval of the BOD and/or House Committee (HC). As a general rule, the BOD approves policies for the Lodge and Club, and the HC has responsibility for the day-to-day operation and maintenance of the facilities. The HC delegates much of this responsibility to the Club Manager (CM) (or his/her designee) for expediting the daily function of the operation. References for rules and regulations of Tallahassee Elks Lodge No. 937 are the Statutes of the Benevolent and Protective Order of Elks (Grand Lodge Statutes) and, the By-laws and House Rules of Tallahassee Elks Lodge #937. While not expressly referred to, these publications are an integral part of this organization's operation. EMPLOYEE BENEFITS PURPOSE: To explain leave and other benefits offered to employees VACATIONS Employees will be given paid vacations based upon the following: Full time employees, working 5 days a week or more: 5 days after 1 full year of employment 10 days after 3 full year of employment Time off in excess of vacation time will be without pay, and must be arranged with and approved by the CM in advance. SICK LEAVE Salaried Employees are allocated up one day a month paid sick leave. Using leave is not mandatory, and leave does not accumulate from month to month. OTHER BENEFITS No other benefits are offered.

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INTERNAL AUDITOR PURPOSE: Audit monies under direct control of the Club Manager (CM). Review includes both checking accounts under the control of the CM: the Club Operating account and the Payroll account. These accounts do not receive daily deposits, but instead are reimbursed by the Lodge Treasurer for actual expenses. The Club Operating account is reimbursed based upon paid invoices and the payroll account is reimbursed based upon salaries and fringe benefits, as shown by photocopies of the actual checks issued to employees. Deposits are verified to the weekly expense reports prepared by the CM. Duties of the internal auditor are:

1. Verify vendor invoices.

2. Review time cards and compare to payroll record.

3. Verify payroll computations: a. Assume reported tips are accurate b. Verify commission earned and recorded c. Compute employer costs d. Compute employee net e. Compare check copy to employee net

4. Verify posting of all expenses by documentation.

5. Compare register tapes to deposit slips and reported revenues. Daily deposits should equal register

receipts less any documented cash outlays.

6. Insure that weekly report is mathematically correct.

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EMPLOYEE DRESS CODE The Elks Club is a family oriented facility and as such it is expected to be operated in a clean, respectful manner. Employees are therefore expected to be attired in a manner that represents not only themselves, but also the Elks Club in a wholesome manner. Bartenders are to dress in appropriate clothing that lends itself to an atmosphere of pride and respect. Employees will not wear torn, stained, cut-off, revealing, or suggestive clothing at any time while at work. Shorts may be worn on Saturday during the day, but are not to be worn any other time while at work. Outfits that support any special occasion such as a football game, luau, western night, etc., are permissible. Safe and protective shoes must be worn. No open toe, sandals, thongs, or flip flop type style shoes are to be worn while at work. Janitorial and kitchen staff is to wear proper attire: torn, stained, cut-off, revealing, suggestive, or obscene clothing will not be worn while at work. Clothing should allow easy movement, but not be a hazard when moving furniture or equipment. A back support will be provided that will help protect the individual when lifting, if requested. It gives support, but does not give strength. Never try to lift more than you can handle. The CM or an officer of the lodge may require an employee to change prior to going on duty. If repeated requests are made to comply with this code without result, the employee may be suspended or terminated. This policy is simple and easy to follow. All that is required is good sense and good taste. Please cooperate. I have received a copy of this requirement and understand its contents and agree to follow the requirements set forth. Employee Name: Date: Club Manager: Date:

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CLUB MANAGER'S RESPONSIBILITIES PURPOSE: To designate those areas of responsibility to the CM. The CM is responsible for the daily functions of the facility six days a week, and for any other function that may occur on Sunday when the lodge is normally closed. S/He is expected to open the building in the morning, and make arrangements for closing the building at the end of the day. S/He is responsible for all functions that occur in the lodge facilities. As part of this responsibility, the CM requires function sheets to be completed by anyone desiring use of the building or a room in the building. The Exalted Ruler will be responsible for designating an Officer in Charge (OIC) for events. This responsibility may be delegated by the Exalted Ruler to another officer, or a member of Tallahassee Lodge #937. The CM or the HC Chairman or his designee will make all club revenues deposits to the Club Operating Account. The HC Chairman or his designee will also review all cash register tapes, count all register drawers, pay bills for food and supplies, calculate payroll and write payroll checks. In line with the kitchen responsibilities of the CM, it is necessary for him/her to have the appropriate certification required by health department rules and requirements for restaurant service. HIRING EMPLOYEES The CM will hire the janitor, the cook, and the bartenders. The CM will request a background check from the Florida Department of Law Enforcement (FDLE) or other appropriate law enforcement agency for all employees at the time of employment. Employment will be contingent upon the review of the FDLE report, and its contents, at the discretion of the CM. The goal is to hire employees of high caliber as the job duties dictate. CM will not hire his/her relatives without approval of the Exalted Ruler. A relative will not be hired in a position under the direct supervision of the CM. Probably should be the HC Each of the employees hired is directly responsible to the CM. The CM will prepare a list of duties that each employee is to perform. The CM will monitor the work performed by the employee to ensure that the list of duties are accomplishments. The CM shall designate a bartender as a Lounge Manager (LM), with the approval of the BOD and/or HC to assist the CM in the operation of the lounge. The LM has the following duties:

1. Order needed lounge supplies. This includes meeting with the vendors on Mondays, or, preparing a list of supplies needed and provide that list to the CM before Monday.

2. Schedule bartenders as needed for ballroom and lounge functions.

3. Schedule Friday night entertainment in the lounge.

4. Conduct weekly liquor inventory.

5. Tend bar as scheduled. INSPECTION OF THE FACILITIES At least once a week the CM will do a complete walk through of the facilities noting deficiencies and repairs needed. The CM will endeavor to accomplish the minor repairs needed and notify the BOD and/or HC at their next meeting of the items needing attention. The weekly checklist will be kept on file for reference. The checklist will be purged after the repairs are completed, but not less than annually.

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LOUNGE OPERATIONS PURPOSE: To establish guidelines for the operation of the lounge. BAR AND LOUNGE The hours of the lounge are as posted on the lounge entrance and as contained in the House Rules section of this manual. The lounge may be open at other times as authorized by the CM, his/her designee, and/or the Exalted Ruler. Whenever the lounge is open, a bartender, the Exalted Ruler, the CM, or his/her designate will be on duty. No one is permitted behind the bar except as authorized by the CM, his/her designee, and/or the Exalted Ruler. LIQUOR PURCHASES AND SALES All liquor will be purchased from the authorized vendors and sales tax will be paid to the State of Florida at regular intervals as required by Florida law. No liquor will be brought into the facility to be served in the lounge, ballroom, or dining room except that purchased through an authorized vendor. Only an Elk in good standing may purchase drinks. Elketts, Elk widow/widower (a non-member), or a guest of one of those mentioned, or the guest of an Elk, cannot purchase drinks. See Lodge Attorney Paul Amundsen’s letter and the ABT Rule 61A-3.019(1), pages 7 and 8. Sales will be in cash, check or credit card; or a tab can be run for that day only. No tabs are allowed for guests. Tabs will be cleared before the member departs the lodge on that day. LIQUOR PRICING Prices for beverages in the lounge will be set by the HC and revised as necessary from time to time to cover increased costs. Prices should at least be competitive with other drinking establishments. Prices are posted in the Lounge and include sales taxes. DECORUM Members and guests are expected to conduct themselves with dignity in the lodge and its facilities. No altercations of any kind will be tolerated. Should a disagreement occur, the Exalted Ruler, or in his absence, the ranking officer or manager, will be expected to settle the dispute in a gentlemanly/lady-like fashion immediately, and/or ask the individuals to leave the lodge. In the event of a violent altercation 911 should be called immediately to report the incident and request assistance. Anyone in the lounge/ballroom can be refused alcoholic beverages if, at the sole discretion of the bartender, the individual appears intoxicated. Should the individual fail to comply with standard decorum as a result, s/he will be asked to leave the lodge. Bartenders will also prepare the appropriate mixers and fruit garnishes for beverages. Snacks, if available, will be placed in bowls on the bar when requested. Bottles of liquor and mixers will be replenished as the bartender empties them. Empty glasses and containers will be removed from the bar as soon as it is evident the patron(s) left the lodge. The bartender will also clear tables. Soiled glasses will be properly washed and sanitized. Every evening at or just before closing, coolers will be restocked with beer and wine. Bottled liquor will be removed from the lounge area and locked in the liquor storage room if deemed appropriate by the CM/LM. A detail tape will be run, put in the cash drawer, the cash drawer counted, and the drawer will be removed from the register and placed in the liquor storage room. Lounge Operating Hours As posted at the main and lounge entrances, and in the newsletter The Antlers. Operating hours are set by the HC.

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DEPARTMENT OF BUSINESS AND PROFESSIONAL REGULATION Division of Alcoholic Beverages and Tobacco RULE NO: RULE TITLE 61A-3.019: Club Licenses

61A-3.019 Club Licenses. All clubs licensed under the beverage law must adhere to the following regulations:

(1) Alcoholic beverages may be served only to bona fide club members or to their guests. The payment for such service and distribution must be made only by bona fide club members.

(2) Such clubs must have a definite fixed method of electing persons to membership in the club; such method must be described by the club's bylaws and must have some relation to the object and purpose of the club.

(3) Such clubs may sell and serve alcoholic beverages to club members and their invited guests only within the license premises as described by such sketch appearing on the application.

(4) Spirituous beverages may be purchased only in individual containers which are not larger than 1.75 liters or 59.18 ounces nor smaller than 0.75 liter or 25.36 ounces.

(5) Such clubs are required to observe the same hours of sale as permitted other licensees in the same city or county, unless a special act, city ordinance or resolution of the board of county commissioners establishes different hours of service for holders of such club licenses.

(6) All service and distribution of alcoholic beverages by any such club must be for consumption on the premises only and no alcoholic beverages may be sold in sealed containers for off-premises consumption.

(7) Clubs are prohibited from selling or serving or permitting their service of alcoholic beverages at social functions given at the club by any non-member of the club.

(8) Clubs, in order to qualify, shall have been in continuous active existence devoted to promoting and pursuing the objectives provided by statute for a club for a period of not less than two years in the county where they exist, provided, however, the statutory exceptions as found in Section 565.02(4), Florida Statutes, shall not be affected by this subsection.

(9) It shall be shown conclusively that the organization has actively pursued the purposes and objectives and goals of the charter and bylaws of that organization prior to issuance of a club license.

(10) Nothing in this rule shall prohibit the sale of vinous or malt beverages in unsealed containers not otherwise prohibited by law for on-premises consumption only.

(11) If any club holding a beverage license shall change club officers, such club shall within 10 days of the change file an application with the district office of the Division of Alcoholic Beverages and Tobacco and give a declaration of current officers. Any newly elected officers who have not previously been fingerprinted by the Division must have their fingerprints taken by the Division within this 10 day period.

(12) Subsection (11) does not apply to club licenses issued to national fraternal organizations. For these licenses, instead of all officers, only the official club manager, club steward, or bar manager needs to file an application and be fingerprinted when there is a change.

Specific Authority 561.11 FS. Law Implemented 561.20(7), 565.02(4), 565.05, 565.06 FS. History–Amended 3-22-73, Repromulgated 12-19-74, Amended 3-1-76, 7-18-85, Formerly 7A-3.19, 7A-3.019.

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BARTENDER REQUIREMENTS

PURPOSE: To keep the lounge operating smoothly and ensure uniformity of operation

All bartenders will be expected to report to work on time. Early is - ON TIME, On Time is LATE, and Late is UNACCEPTABLE. Showing up five (5) minutes, ten (10) minutes, even two (2) minutes late prevents the bar from opening on time. This is an inconvenience to our members, and can be avoided if the employee arrives at least fifteen (15) minutes before opening (and clock-in). If the employee is going to be late, a phone call must be made to the LM as soon as possible to allow arrangement for a substitute.

All bartenders are expected to be dressed in proper attire. For specific details, see "Employee Dress Code" section of this manual.

Only Elk members in good standing, or their guest(s) can be served alcohol beverages. The bartender should always check the Elks membership card. The Secretary shall provide a list of delinquent members to the bartenders no later than May 1st and November 1st each year.

All bartenders are expected to request identification of anyone who is not known to be 21 years of age or older. Should the guest or member be unwilling or unable to show proper identification, s/he will not be served and will be asked to leave the lodge.

Bartenders will prepare the requested beverage for the member or guest and be paid immediately, unless a tab is being kept. All sales will be rung up on the register. All tabs will be closed out and paid for when the member and guest(s) leave, or when the lounge closes, whichever occurs first; unless approved by the CM. Only members can have a tab.

All bartenders will prepare mixers (i.e., sour mix) and fruit garnishes for drinks as needed. Old or spoiled fruit will be discarded.

All bartenders are to make sure all members and guests are to be served without a long wait. Conversations or visiting with friends should not cause the bartender to be distracted from other patrons.

Members and guests are not permitted behind the bar. OPENING BARTENDER DUTIES

1. Turn on lights and unlock back door. 2. Fill the ice bin with ice. 3. Open liquor room and remove cash drawer. Keep in mind you are responsible for this money. The cash

drawer is to be counted and the amount verified at the beginning of the shift. Any discrepancy must be noted.

4. Set up the well and call brands, if not already in place. 5. Stock all beer coolers. 6. Fill three-compartment sink with hot water; the first sink gets one packet of soap, the second sink gets

two (2) sanitizer tablets, and the third sink gets plain water. On longer shifts if the water gets cold, the sink must be redone to ensure proper sanitation of glasses.

7. Cut fruit and prepare mixes if needed. 8. Stock napkins, small and large straws, toothpicks, margarita salt and other bar items. 9. Make sure all tables in lounge are clean and replace fallen tablecloths back on tables. Pull dirty

tablecloths from tables and replace with a clean one.

During Shift Duties

1. Make sure that all tabs are filled out properly with DATE, NAME OF MEMBER, and BARTENDER'S INITIALS. Write a description of beverage and price; keep a tally of drinks ordered. If a price change is needed due to happy hour ending, make a slash to indicate price change. All of this information makes it easier for another bartender to ring up a held tab, clear up problems with a member, and provide consistency for all staff to follow.

2. If you have time to lean, you have time to clean. Ask oneself if the pourers have been soaked recently, if the wells, racks; and bottles have been wiped, etc. Keep in mind that a clean bar, is a bug free bar.

3. Snacks (chips, nuts, etc.) are available for purchase. All snacks should be kept stored in an orderly manner on the bar near the cash register or in the back room. The chip rack should be kept filled and out of date snacks should be removed as needed.

4. Everyone who comes in is either a member or guest, and should be treated as such. While one may develop better relationships with some, ALL customers should be treated with respect and prompt service.

5. Tips are not required; they are a benefit that most members give. However, if a member does not tip, that is not license to refuse or decrease service.

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6. It is the bartender's responsibility to determine if the member has had enough and cut them off, if this is the case. The bartender has the right, and frankly the responsibility, to cut off anyone who seems drunk. Remember, no matter how much they have had to drink, the bartender is the ONLY sober one in the bar.

CLOSE OF SHIFT DUTIES

1. Wash ALL dishes, draft beer grates and snack bowls. 2. Last call is given at least 15 minutes before closing. Once last call is given, everyone has the chance to

get one more drink. 3. If possible, it is fine to stock beer during the shift, but there are times when this is not feasible. So, the

beer must be stocked and rotated after last call. New beer goes under older beer. 4. After all glassware is washed, the bar mat and the beer grates can be washed in the three-part sink. 5. Wipe out and clean draft beer well. 6. Pour a splash of bleach in each beer drain and follow that with very hot water. Wipe all stainless steel

surfaces on all coolers to remove crumbs and spills. 7. Wipe the countertop of the bar and adjust seating around the bar so that it is neat and orderly. 8. Clear all tables inside and on the patio; wipe inside tables as needed, clean patio ashtrays. 9. Stock beverage napkins, straws, juices, and can sodas. 10. Drain the three-part sink one sink at a time. 11. Put beer grates back on beer cooler, standing up to dry 12. Clean out the popcorn machine and the hotdog warmer 13. Place bar mat back in proper place and put away fruit. 14. All liquor and wine bottles must be put in liquor room. 15. Make sure all glassware is put away, then ring out the mat and lay it over sink to dry. 16. Run credit card report, count drawer and lock in liquor room. Lock the back door and the beer room. 17. Turn off all the lights, air conditioning units, fans and TVs. 18. Check all doors to be sure they are securely locked. 19. Turn out the lights in the poolroom and its bathroom, the men's room and the ladies' room. 20. Clock out and make sure all lights in dining room and kitchen are out as well. 21. Punch in code, turn out light switches in foyer, and lock the front door. Put keys in drop box.

Bartending is a great job. When the bar is clean, stocked and organized everyone benefits. When the bar is dirty, empty and disheveled everyone suffers. Keep this in mind when tending bar. It is the responsibility of the bartender to maintain a good working environment for all staff, and a fun atmosphere for all members.

Instructions for Using the Credit Card Machine

Charging a card:

1. Swipe card 2. Enter last four digits of card number 3. Enter amount of sales 4. Press enter to accept (two times) 5. Press enter to print second receipt with asked

Adjusting your tip:

1. Press adjust button 2. Enter the tip amount shown 3. Press enter to accept

Settling machine at end of shift:

1. Press Settle button 2. Verify that amount of charges is same as what you have 3. Press enter to accept

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Opening: 1. Fill Beer Bin with bottles of beer and ice down 2. Fill Ice Bin with ice 3. Put liquor in racks 4. Cut lemons and limes as needed 5. Make sure you have juices and sodas ready (Caffeine Free Diet Coke,

Seagram’s Ginger ale, O.J., grapefruit juice, cranberry juice) 6. Put drawer in register and count to verify amount

During Your Shift: 1. Keep bottled beer iced as needed 2. Keep hot water in sinks at all times – you may need to refill 2-3 times during

shift - 1st sink: 1 pack of powder - 2nd sink: 2 tablets sanitizer - 3rd sink: plain water

3. Keep liquor room and beer room locked at all times 4. Keep bar wiped down and tidy

Closing: 1. Stock napkins and straws in caddies 2. Wipe down bar, coolers and counters 3. Sanitize drains under beer taps, clean grates and wipe down around taps 4. Rinse rubber mats used for making drinks on 5. Put away clean glasses and put any dirty glasses upside down in empty sink 6. Stock beer cooler placing the newest beer on bottom 7. Put liquor and wine in liquor room 8. Count money and lock in liquor room 9. Clean out popcorn machine and hotdog warmer 10. Push all stools up to the bar and all chairs up to tables 11. Turn off outside lights, inside lights, ACs, TVs and fans 12. Check that all doors are secure, turn ACs off and set alarm (lock front door

and close blinds) 13. Drop keys in drop slot on the outside of the manager’s office

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DINING ROOM PURPOSE: To establish the policies for dining room operation The dining room will be open with regular food service provided during hours specified by the HC, as scheduled by the CM, or for special functions that occur. Hours of the dining room operation and prices for meals will be posted. Changes to hours and prices require approval of the HC. All functions using the dining room are to be cleared through the CM and require completion of an event sheet. See page 28 for form. Notification of all scheduled events are to be reported to the HC at their regularly scheduled monthly meeting. While tables may be moved in the dining room for special seating arrangements, the room must be restored to its original condition at the conclusion of any function. Tables are expected to be reset with silverware and placemats if these items are disturbed. KITCHEN OPERATIONS PURPOSE: To keep the kitchen clean, orderly, and in compliance with health regulations for a restaurant The kitchen is operated under the purview of the hired chef/cook, who reports to the CM or the Exalted Ruler in the absence of the chef/cook, as dictated under the terms of his employment. The chef/cook and/or the CM direct food supplies, menus, food preparation, and clean-up. The CM is responsible for all food and supplies relating to Bingo. Ultimate responsibility for the kitchen lies with the CM. Anyone preparing any food in the kitchen is responsible for leaving the kitchen clean and orderly. Any food requiring refrigeration is to be placed in the walk in cooler, the reach in cooler, or freezer, as appropriate. ALL FOOD MUST BE COVERED. No soiled dishes, utensils, pots or pans are to be left in the sink, on the counters, or on any table. Dishes and utensils will be put away when clean. Work areas should be clean and free of any clutter. All appliances are to be turned off and wiped down. The floor should be swept and/or mopped, as appropriate. KITCHEN REQUIREMENTS PURPOSE: To enable the kitchen to run smoothly and efficiently All kitchen help will be expected to report to work on time. If an employee is going to be late, or sick and will not be in, a call to the CM is expected as early as possible to allow planning for a substitute. All kitchen help is expected to be dressed in proper attire. No cut-offs, torn, or tattered clothing will be permitted. Closed toe shoes or boots must be worn at all times; no flip-flops, slides, or similar footwear will be permitted. The Chef is in charge of the kitchen. All kitchen employees will follow the directions of the Chef. Responsibility for the ordering and preparation of food is a mutual arrangement between the CM and the Chef. The kitchen is expected to be clean at all times. Items on the Weekly Cleaning List (see Janitorial Duties section, page 18) will be tended to as shown on the list. Food served will meet all health regulations for preparation and serving. Before any food leaves the kitchen, it is to be checked and approved by the Chef. All supplies are to be put away as soon as they arrive. No food or supplies will be left on the floor or tables.

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CHEF'S DUTIES PURPOSE: The Chef has authority for kitchen operation and food preparation, and is responsible for:

1. Oversee the kitchen, make sure it is kept clean, and that all food is properly cooked and presented. Check to make sure stove, ovens, and fryers are shut off at the end of the day.

2. Ensure all food lines are set up at the right time for the event, and ensure the food line is kept full.

3. Make sure walk-in cooler, reach-in cooler, and freezers are kept clean and stock is rotated.

4. Work with the CM to make sure food is ordered and on hand on a timely basis for all functions.

5. A monthly menu for Friday night dinners will be given to the manager by the 10th of the preceding month

for inclusion in The Antlers.

Position Description Chef The Chef is responsible for the following: 1. Planning, preparing and serving meals according to the prescribed schedule.

Current schedule is: A. Thursday lunch buffet 11:00 am – 1:00 pm; hours as required B. Friday dinner buffet 6:00 pm until; Hours as required

2. Cooking and meal selection for special events. Position duties: 1. Menu selection 2. Identifying vendors 3. Ordering necessary products 4. Accepting product deliveries 5. Insuring that product deliveries and corresponding invoices are correct 6. Responsible for giving a copy of the packing slips to the office for payment processing 7. Establishing and maintaining CM inventory levels 8. Conducting physical inventories as required 9. Insuring that sufficient inventories are available for special events 10. Set ups for special events

A. Bingo B. Elkett meetings C. Sunday morning breakfast D. Other events as scheduled

11. Kitchen cleaning and sanitation A. Clean up after meals

1. Dishes washed and put away 2. Kitchen floors thoroughly swept and mopped 3. All counter tops and surfaces cleaned and sanitized

12. Oversee volunteer and casual, temporary workers 13. Other special duties as directed.

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SPECIAL EVENT REQUIREMENTS

Bingo items to be set up and ready by 4:00 P.M. on day of Bingo. (CURRENTLY WEDNESDAY)

FOOD ITEMS: SANDWICHES

FROZEN HAMBURGERS CHEESE BURGERS FROZEN CHICKEN PATTYS HOTDOGS LETTUCE FRESH SLICED TOMATOES SLICED WHITE ONIONS AMERICAN CHEESE HOT DOGS AND HAMBURGER BUNS SLICED BREAD FOR GRILLED CHEESE FROZEN FRENCH FRIES FROZEN ONION RINGS PICKLE SPEARS CONDIMENTS (mustard. catsup. mayonnaise, butter, salt)

PIZZA MUSHROOMS (SLICED CANNED) OLIVES (SLICED CANNED) SAUSAGE SLICED GREEN BELL PEPPERS SLICED ONIONS PEPPERONI GRATED MOZZARELLA CHEESE PIZZA CRUSTS JALAPENO PEPPERS (sliced)

ALL ASSOCIATED PAPER GOODS PIZZA ROUNDS PIZZA BOXES FRENCH FRY BOATS SANDWICH BOATS ALUMINUM FOIL SARAN WRAP PAPER NAPKINS

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K. P. DUTIES PURPOSE: To keep the kitchen and dining room clean and orderly

1. Work under the directions of the Chef.

2. All dishes, silverware, cups, pots, pans, and utensils must be washed and put away before leaving for the day. Silverware must be dried to avoid spotting.

3. All salad bar food must be prepped and rotated.

4. All food lines must be broken down and steam tables turned off as soon as the meal is over.

5. All trash must be placed in the dumpster before leaving for the day.

NO TRASH IS TO BE LEFT INSIDE OVERNIGHT.

6. The kitchen floor is to be mopped each day and scrubbed down as needed. This includes the floor in the linen room.

WEEKLY CLEANING LIST MONDAY

1. Walk-in cooler. 2. Reach-in cooler. 3. Canned goods shelves. 4. Scrub kitchen floor.

TUESDAY

1. All ovens and grill. 2. Freezers. 3. Walls.

WEDNESDAY

1. Change and clean fat vats. 2. Walk-in cooler. 3. Scrub kitchen floor. 4. Coffee & tea area. 5. Hood & filters.

THURSDAY

1. Canned goods shelves. 2. Storage Room. 3. Reach-in cooler. 4. Grill. 5. Ovens (All).

FRIDAY

1. Walk-in cooler. DAILY

1. All pots, pans, silverware, and utensils. Clean and put away. 2. Sweep and mop kitchen floor. 3. Clean all sinks. 4. Clean all prep areas and tables. 5. Remove all trash and clean all trashcans. 6. Clean stovetops and oven fronts. 7. Clean all hot and cold tables and put food away. 8. Clean restroom in kitchen. 9. Clean all carts.

10. All food properly stored. 11. All shipments of food and supplies put away.

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JANITORIAL DUTIES PURPOSE: To keep the building and facilities clean and orderly

1. All restrooms must be cleaned and supplies replenished daily. 2. All carpets must be vacuumed daily. 3. All trash from bar, game room, and ballroom must be taken out daily. 4. All bare floors must be mopped daily. 5. Lodge room is to be cleaned weekly, and dusted monthly. 6. Ballroom will be set up for functions as directed by the CM. 7. Notify CM of any repair work that is needed. 8. Notify CM of supplies needed to retain inventory. 9. Replace burned out light bulbs as needed. 10. Ballroom floor is to be stripped and waxed as needed. 11. Keep back storage door dosed when not in use. Keep supplies organized and area clean. 12. Keep supply room door dosed when not in use. 13. Check and clean grounds for any trash daily.

Bathrooms Check every bathroom in the building: pool room, main hall, ladies ballroom, men’s back hall, and kitchen Sweep and mop. Empty all wastebaskets Clean urinals and toilets Clean the lavatories and the counter tops Replace toilet paper and paper towels.

Patios Sweep Pick up bottles and trash on tables Clean all ashtrays with a damp cloth. Wipe down tables Empty trash

Bar Sweep and mop floor Empty trash Pick up any big trash off the carpet, and then vacuum Make sure chairs and tables are neat and arranged property.

Pool Room Empty trash Arrange tables and chairs Vacuum carpet

Ballroom Set up for Bingo on Wednesday -start on Monday or Tuesday unless the room Is being used for a special event; check with supervisor or CM

to find out; if a function is set, assist in set up for that event Vacuum and mop floor Make sure bar is clean; lift mats, clean mats, and mop floor as necessary Empty all trash Set out bingo trash barrels with clean bags Pick up coffee table and return it to kitchen.

Dining Room Check and vacuum as needed.

Hallways Mop on Monday, Wednesday, and Friday Buff on Friday Strip floor as needed - CM will tell you when

Kitchen Sweep and mop or use scrub brush as needed - usually Monday, Wednesday, and Friday Empty trash IN kitchen to dumpster Empty trash OUTSIDE kitchen door

Foyer and Front Portico Vacuum as needed Empty and clean outdoor ashtrays and trashcans Sweep outdoor carpet.

Daily Hours Monday - Friday 8:30 am until 12:30 pm or as set by the CM Saturday 8:30am, until finished or as set by the CM

It is the responsibility of the Janitor to check out with the CM BEFORE clocking out. This is to ensure that both the job is complete and the CM knows you are leaving.

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BANQUET AND MEETING POLICIES See the Lodge Utilization License in the CM’s office. BALLROOM PURPOSE: To establish a policy on the use of the ballroom and the equipment located therein. The ballroom is primarily for the use of the lodge for its functions, and therefore lodge functions take priority when conflicts arise. It is the manager's responsibility to resolve conflicts. Ballroom use is prohibited during a lodge session on scheduled Tuesdays, in accordance with the By-laws. Ballroom usage fees shall be charged for all functions using the room. Deposits and contracts are required to reserve the room and are determined by the manager as established by the House Committee. Fees are designed to be competitive with other rooms of similar size and features and also to cover the set up and clean up costs. Included in the fee is usage of the air conditioning, stage, lighting, sound system, and all tables and chairs. See CM for rental fees and charges. An Elk (an active member of Tallahassee Lodge No. 937) must be on the premises at all times during a non-Elk function. DECORATIONS AND USE OF THE ROOM NO DECORATIONS ARE TO BE ATTACHED TO THE WALLS OR CEILINGS. Materials used to decorate the room shall be free standing. No painting is to be conducted in the ballroom. Painting of decorations will be conducted ahead of time at another location, or, outside the building in the yard and not on the patio. The manager must approve additional furnishings, props, tables, and chairs. The room will be available for use by the lessee for the period specified in the contract for rental. Chairs and tables will be provided by the Elks Lodge, up to the amount that is available. The room should be clean when the function begins, and the lessee is expected to leave the room clean upon departure, unless arrangements for clean up have been made with the manager at the time of booking. If the carpet requires cleaning following a function, the charge for cleaning may be added to the rental fee at the discretion of the manager. The repair or replacement of broken tables or chairs will also be added to the rental fee at the discretion of the manager. Running, jumping, or horseplay of any kind is prohibited in the Lodge Facilities for the protection of the guests and in compliance with the Lodge's Risk Management Program. BEVERAGE SERVICE AND FOOD SERVICE Beverages can be provided in the ballroom at the refreshment center on the north wall. Arrangements to use this service must be made with the manager when the reservation for the room is finalized. The manager provides beverage prices. A charge will be made for a bartender. Beverage service must at all times comply with the state law and the requirements imposed by the Lodge's private club liquor license. In a spirit of compliance with state laws, drink tickets will be provided for non-Elk functions. Drink tickets will be in denominations as determined by the House Committee, and sold as directed by the House Committee. The Elks Lodge will provide all food eaten in the ballroom, except by permission of the manager and approval of the Trustees. Food provided by the Elks Lodge is intended to be competitively priced. A variety of food selection is available and pricing is negotiable with the manager. PRIVATE PARTIES FOR ELK MEMBERS AND SPOUSES The ballroom can be rented to an Elk or spouse for a private party. See CM for rental fees and charges. The use of facilities and the provision of food (other than the food provided by the Elks Lodge through arrangement with the manager as explained above) must be discussed with the manager and approved by the House Committee. The goal is for the lodge and club to net a reasonable profit on all rentals of the ballroom. CHARITIES AND NON-PROFIT GROUPS See CM for rental fees and charges. Drink Prices for the Elks Club are posted in the Lounge

All drink prices posted include sales tax.

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BALLROOM CAPACITY PER FIRE MARSHALL CODE

7.3.1.2* Occupant Load Factor. The occupant load in any building or portion thereof shall be not less than the number of persons determined by dividing the floor area assigned to that use by the occupant load factor for that use as specified in Table 7.3.1.2, Figure 7.3.1.2(a), and Figure 7.3.1.2(b). Where both gross and net area figures are given for the same occupancy, calculations shall be made by applying the gross area figure to the gross area of the portion of the building devoted to the use for which the gross area figure is specified and by applying the net area figure to the net area of the portion of the building devoted to the use for which the net area figure is specified.

The Ballroom area is ____?_____ square feet. Capacity, with out fixed seating is ____?_____. Capacity with less concentrated use, without fixed seating is____?_____. Reference: Florida Building Code 2004 see page 22. LODGE ROOM PURPOSE: To protect and preserve the room, its furniture, and promote a reverent atmosphere in the room. The Lodge Room is reserved for use by the lodge for official lodge functions as sanctioned by the Grand Lodge. For example, the room is to be used for all lodge sessions as required by the by-laws of the lodge, the Flag Day ceremony, the December Memorial service, DD/VP Clinics, District Ritual Contests, and similar functions. The room is to be secure and locked at all times when it is not occupied. Keys will be made available to all officers and the CM. A spare key will be kept in the lounge area. Any Member of the lodge may borrow the key from the bartender to show the lodge room to a visiting member and his guests. Photos may be taken in the lodge room during a tour, if desired. No visiting members or guests are permitted in the lodge room unless escorted by a current member of the Tallahassee Lodge. It is a reverent room and its contents should be treated with due care and respect. No activities other than those mentioned above will be permitted in the lodge room without express permission of the BOD or the Exalted Ruler.

Table 7.3.1.2 Occupant Load Factor

Use (ft2 per person)a

Assembly Use

Concentrated use, without fixed seating 7 net

Less concentrated use, without fixed seating 15 net

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REMUNERATION TO VOLUNTEERS PURPOSE: To establish a uniform and fair method for providing remuneration for food and refreshments to volunteers who donate their time to the club. Due to the fact that the BPOE is a charitable organization, anything that is given away to the members is excluded from the charities. For that reason, it shall be the policy of the club that all members who are participating in a work detail will be charged for the food consumed. Iced tea and coffee will be complimentary. The CM or his designee will instruct the bartender as to whom the volunteers are. The bartender will keep a tab to tally the beverages dispensed, or, the beverages can be paid for at the time of purchase. COMMITTEES As required by the By-laws, the following committees are required to be established by the Exalted Ruler:

1. Auditing and Accounting Committee consisting of not less than three members.

2. Membership Committee consisting of not less than three members.

3. Community Activities Committee consisting of not less than three members.

4. Lodge Activities Committee consisting of not less than three members.

5. Youth Activities Committee consisting of not less than three members.

6. Elks National Foundation Committee consisting of not less than three members.

7. Standing Relief Committee consists of the ER, Leading Knight, Loyal Knight, Lecturing Knight, Secretary and Treasurer.

Special committees may be appointed upon any item of business that may be necessary. Our lodge has a policy of establishing the following additional committees other than those listed above: Bingo, Harry Anna Trust Fund, Florida Elks Youth Camp. HOUSE RULES The House Rules are a standalone document, available from the Lodge Secretary.

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Tallahassee Elks Lodge #937 RV Park Regulations

1. RV: Parking for Elk members only. Elk members traveling guest (non members) RVs can be accommodated on as available basis with approval from the ER.

2. You will be staying in lot # .

3. RENT: Lot rent is DUE and payable in ADVANCE. Refunds are not available. A 10% late fee will be assessed for all payments more than five days late for monthly renters and three days late for weekly renters. Suggested donations or contributions: $12.50 per day or $250.00 per month.

CASH OR CHECK ONLY (No credit cards).

4. PARKING: Vehicle parking shall be limited to the lot rented, not adjacent lots.

5. SPEED LIMIT: Park speed limit is 10 MPH.

6. QUIET HOURS: Quiet hours are between 10 pm and 8 am.

7. PETS: Pets must be kept on a leash when outdoors and police them.

8. FIRE: No uncontained fires are allowed.

9. GARBAGE: All garbage must be removed or put in the dumpster.

10. VISITORS: Your visitors need parking? Ask the CM.

11. CHECK OUT: check out time is 11:00 am.

12. QUESTIONS: Contact CM or other designated individuals.

HAVE A PLEASANT VISIT!

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Lot #

Tallahassee Elks Lodge #937 RV Park Registration Name Address Drivers License # Home Lodge Name & Number # Of Days Reserved to Stay in RV Park Scheduled Departure Date Amount Donated to Lodge Emergency Name & Contact Number Receipt No. Officer/Bartender on Duty Additional Time Stayed Checks and Cash ONLY – No Credit Cards

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FLORIDA BUILDING CODE 2004

SECTION 1004 OCCUPANT LOAD

1004.1 Design occupant load. In determining means of egress requirements, the number of occupants for whom means of egress facilities shall be provided shall be established by the largest number computed in accordance with Sections 1004.1.1 through 1004.1.3 . Exceptions: 1. In a special purpose factory-industrial occupancy, the occupant load shall be the maximum number of persons to occupy the area under any probable conditions. 2. The occupant load for towers shall be the number of persons expected to occupy the space, with spaces not subject to human occupancy because of machinery or equipment excluded from the gross area calculation.

1004.1.1 Actual number. The actual number of occupants for whom each occupied space, floor or building is designed.

1004.1.2 Number by Table 1004.1.2 . The number of occupants computed at the rate of one occupant per unit of area as prescribed in Table 1004.1.2 .

TABLE 1004.1.2 MAXIMUM FLOOR AREA ALLOWANCES PER OCCUPANT

OCCUPANCY FLOOR AREA IN SQ. FT. PER OCCUPANT

Aircraft hangars 500 gross Airport terminal

Baggage claim Baggage handling

Concourse Waiting areas

20 gross

300 gross 100 gross 15 gross

Assembly Gaming floors (keno, slots, etc.)

11 gross

Assembly with fixed seats See Section 1004.7 Assembly without fixed seats

Concentrated (chairs only—not fixed) Standing space

Unconcentrated (tables and chairs)

7 net 5 net

15 net Bowling centers, allow 5 persons for each lane including 15 feet of runway, and for

additional areas

7 net

Business areas 100 gross Courtrooms—other than fixed seating

areas 40 net

Day care 20 net Dormitories 50 gross Educational

Classroom area Shops and other vocational room areas

20 net 50 net

Exercise rooms 50 gross Exercise rooms with equipment 50 gross

Exercise rooms without equipment 15 gross H-5 Fabrication and manufacturing areas 200 gross

Industrial areas 100 gross Institutional areas

Inpatient treatment areas Outpatient areas Sleeping areas


Kitchens, commercial 200 gross

Library Reading rooms

Stack area

50 net

100 gross Locker rooms 50 gross

Mercantile Areas on other floors

Basement and grade floor areas Multiple street floors – each (Note 1)

Storage, stock, shipping areas


300 gross

Parking garages 200 gross Residential 200 gross

Skating rinks, swimming pools Rink and pool

Decks

50 gross 15 gross

Swimming pool deck 30 gross Swimming pool water surface 50 gross

Stages and platforms 15 net Accessory storage areas, mechanical

equipment room

300 gross Warehouses 500 gross

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For SI: 1 square foot = 0.0929 m 2 .

1. For the purpose of determining occupant load in mercantile occupancies where, due to differences in grade of streets on different sides, two or more floors directly accessible from streets exist, each such floor shall be considered a street floor. The occupant load factor shall be one person for each 40 square feet (3.7 m 2 ) of gross floor area of sales space. 2. For any food court or other assembly use areas located in the mall that are not included as a portion of the gross leasable area of the mall buildings, the occupant load is calculated based on the occupant load factor for that use as specified in Table 1004.1.2 . The remaining mall area is not required to be assigned an occupant load. 1004.1.3 Number by combination. Where occupants from accessory spaces egress through a primary area, the calculated occupant load for the primary space shall include the total occupant load of the primary space plus the number of occupants egressing through it from the accessory space.

1004.2 Increased occupant load. The occupant load permitted in any building or portion thereof is permitted to be increased from that number established for the occupancies in Table 1004.1.2 provided that all other requirements of the code are also met based on such modified number and the occupant load shall not exceed one occupant per 5 square feet (0.47 m 2 ) of occupiable floor space. Where required by the building official, an approved aisle, seating or fixed equipment diagram substantiating any increase in occupant load shall be submitted. Where required by the building official, such diagram shall be posted.

1004.3 Posting of occupant load. Every room or space that is an assembly occupancy shall have the occupant load of the room or space posted in a conspicuous place, near the main exit or exit access doorway from the room or space. Posted signs shall be of an approved legible permanent design and shall be maintained by the owner or authorized agent.

1004.4 Exiting from multiple levels. Where exits serve more than one floor, only the occupant load of each floor considered individually shall be used in computing the required capacity of the exits at that floor, provided that the exit capacity shall not decrease in the direction of egress travel.

1004.5 Egress convergence. Where means of egress from floors above and below converge at an intermediate level, the capacity of the means of egress from the point of convergence shall not be less than the sum of the two floors.

1004.6 Mezzanine levels. The occupant load of a mezzanine level with egress onto a room or area below shall be added to that room or area’s occupant load, and the capacity of the exits shall be designed for the total occupant load thus established.

1004.7 Fixed seating. For areas having fixed seats and aisles, the occupant load shall be determined by the number of fixed seats installed therein. For areas having fixed seating without dividing arms, the occupant load shall not be less than the number of seats based on one person for each 18 inches (457 mm) of seating length. The occupant load of seating booths shall be based on one person for each 24 inches (610 mm) of booth seat length measured at the backrest of the seating booth.

1004.8 Outdoor areas. Yards, patios, courts and similar outdoor areas accessible to and usable by the building occupants shall be provided with means of egress as required by this chapter. The occupant load of such outdoor areas shall be assigned by the building official in accordance with the anticipated use. Where outdoor areas are to be used by persons in addition to the occupants of the building, and the path of egress travel from the outdoor areas passes through the building, means of egress requirements for the building shall be based on the sum of the occupant loads of the building plus the outdoor areas. Exceptions: 1. Outdoor areas used exclusively for service of the building need only have one means of egress. 2. Both outdoor areas associated with Group R-3 and individual dwelling units of Group R-2, as applicable in Section 101.2 .

1004.9 Multiple occupancies. Where a building contains two or more occupancies, the means of egress requirements shall apply to each portion of the building based on the occupancy of that space. Where two or more occupancies utilize portions of the same means of egress system, those egress components shall meet the more stringent requirements of all occupancies that are served.

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APPENDIX – Ordering Forms

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EVENT SHEET

ORGANIZATION CONTACT PERSON PHONE # / Fax # ROOM RENTAL TYPE OF FUNCTION DATE OF FUNCTION ROOM READY BY FOOD PRICE PER MEAL CASH/OPEN BAR LINENS CLEANUP FEE

_______________________________________________ _______________________________________________ _______________________________________________ _______________________________________________ _______________________________________________ ____________________ No. OF PEOPLE ____________ _____________ FUNCTION START TIME ____________ _______________________________________________ _______________________________________________ _______________________________________________ ________________ # OF TABLES __________________ _______________ KITCHEN FEE __________________

INCLUDED IN COST ARE SALES TAX 7.5% - GRATUITY 15% NUMBER GUARANTEED 7 DAYS PRIOR TO FUNCTION __________________ NOTES: __________________________________________________________ __________________________________________________________________ __________________________________________________________________ BOOKED BY: ____________________________ DATE: ___________________ MARQUEE MESSAGE:

tallahassee elks lodge no. 937 - operations manual

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