Farm Caretaker

The Bullard Memorial Farm Association

7 Bullard Lane

Holliston, MA 01746

Farm Caretaker Job Description

Send applications to:

Chip Thurlow
President
Bullard Memorial Farm Association
68 Thomas Leighton Blvd.
Cumberland, RI 02864
 401-333-1235
thurlowcp@aol.com

        The job of the Farm Caretaker(s) involves many different types of responsibilities. The top priorities of the job are the maintenance and upkeep of the property, the ability to work well with others and strong communication skills. The Farm Caretaker job requires working with many people, from the Board of Directors, the House and Grounds Committees, the membership of the Bullard Memorial Farm Association, and the general public. In addition, the Farm Caretaker(s) must be able to work with contractors to obtain bids and monitor the work performed.

       It is the Farm Caretaker(s) responsibility to bring any and all concerns to the appropriate committee or Director in a timely fashion and to keep an ongoing record of all activities taking place at the farm.

       Because the Bullard Memorial Farm is becoming a more public space, the Farm Caretaker(s) will need to be clear with the visitors about which spaces are public and which are private.

       The Farm Caretaker(s) are required to keep two logs. Log A is a record of tasks and duties, with time frames, performed on a daily basis. Log B is a record of additional tasks that require action by others (Committee member or Director) to approve and eventually with estimates of the costs, time frames and recommendations to complete the tasks.

Listed below are the Farm Caretaker’s general responsibilities:

 Security:

The farm must be secure at all times. Secure means:

• Appropriate supervision of the Bullard Memorial Farm is expected by the Farm Caretakers through their general physical presence on site as displayed through lifestyle activities.
• All windows latched and doors closed and locked in all the buildings (unless guests are staying in the house).
• Alarms and motion detectors active and functional.
• Cable locked on trail into woods across the road and where trail comes out on Bullard Street.
• For any extended absence, (more than several hours or overnight) the House Committee and/or the Directors need to be notified and arrangements made to cover the Farm.

Prompt/Timely Communication/Notification of Issues: Any significant issues involving security or expense at the farm must be brought to the attention of the House Committee, Grounds Committee or the Director of their choice WITHIN 48 HOURS.

Seasonal Duty Checklist:

• Winter: Driveway kept plowed, paths to all buildings cleared within a day after a snowstorm of more than 3". Daily heat check and furnace pressure check in main house when the outdoor temperature is below freezing. Check fire extinguishers monthly and before a reservation.
• Spring:  Perform a visual slate roof inspection, as well as check for slates on the ground. Perform a visual roof inspection for all other buildings. Contact Directors with any roof problems. Raise storm windows; bring screens down for the first reservation.  Check and repair or replace as necessary all “No Trespassing” signs. Check fire extinguishers monthly or before a reservation. Paint flag pole if necessary.
• Summer: Schedule a seasonal furnace inspection and cleaning as necessary. Check fire extinguishers monthly or before a reservation.
• Autumn: Storm windows down, screens up. All windows must be fully closed and intact. Storm windows must be snug. Caulk windows to prevent drafts. All doors must close tightly with no drafts. Check and repair or replace as necessary all “No Trespassing” signs. Check to make sure that every room has functioning and adequate heat for the coming season.

            BMFA Farm Caretaker Job Description                                                          Page 2

General Responsibilities:

·         The house must be in good working order (clean, safe and functioning) and presentable at all times.

·         Dust and vacuum as needed, including remove cobwebs and insects. Mop kitchen and bathroom floors as needed.

·         Keep clean refrigerator, stoves and sinks in both kitchens.

·         Keep clean the sinks, toilets and tub/showers in all three bathrooms.

·         Wax or paint floors as needed.

·         Perform visual house check twice a week to make sure house is in good order.

·         Wash bedding and bureau scarves as needed. Turn mattresses yearly.

·         Make sure paper products and other supplies are available. 

·         All lights must be in working condition, repair or report for repairs as necessary.

·         After heavy rain, check all ceilings and attics for leaks. Circle leaks with chalk if reachable and report for repairs.

·         Wash woodwork around door handles, light switches, and doorways.

·         The cellars need to be swept clean and neat, including laundry area, as necessary.

·         Dust or wash bric-a-brac, any items that are not furniture.

·         Plug any mouse holes.

·         Replace broken or cracked window panes unless the cracked panes are old glass.

·         Wash windows yearly, both inside and outside.

·         All kitchen appliances and cupboards need to be cleaned and organized as necessary.

·         Keep shades down when there are no reservations.

·         Paint or wallpaper as scheduled by the House Committee.

·         Maintain the Petty Cash account in a responsible manner.

HOUSE: Other responsibilities

Reservations:

Check in:

·         Post reservations in reading room.

·         Leave welcome binder, note and flowers (if in season) on kitchen table.

·         Leave stamped addressed envelope to BMFA Treasurer for payment and survey.

·         Leave list of locations of plungers, fire extinguishers, and flashlights.

·         Check that kitchen is stocked with basic staples: coffee, tea, sugar, creamer, salt, pepper, paper towels, napkins, toilet paper, plastic wrap, tinfoil, light bulbs and soap.

·         If asked for by the reserving member, make beds and put out towels, etc.

·         Leave out dishtowels, pot holders and sponges.

·         Check that all appliances are plugged in and working properly. 

·         Confirm that keys to outbuildings and house are on key hook and work properly.

·         In fall, winter and spring, make sure all bedrooms have functioning and adequate heat.

·         In the fall and winter fill kitchen wood box, and leave matches to light fires in the kitchen.

·         Kitchen fireplace must have ashes in it during the cold weather season.

·         Turn on lights if the reserving member is arriving in the evening. Also leave key for them in the lock box.

·         Install and remove ramp(s), if needed.

·         Meet and greet the reserving member early in their stay to answer any questions or solve problems.

Check out:

·         Walk through house to insure all is in order-no broken or missing items; report as necessary.

·         Do laundry as necessary.

·         Clean out fridge, cupboards, etc. of anything that will spoil. Leave basic items that are listed above. Restock basic supplies as necessary.

·         Review and organize welcome binder as necessary. 

·         Check to see if keys are in order. 

·         Shut off/unplug lamps, small appliances, and/or lower heat as necessary, especially confirm that the electric heater is off in the TV room.

·         Clean house as necessary.

·         Check to make sure all windows and doors are closed and locked.

·         Mail payment envelope to the BMFA Treasurer if necessary.

·         Process recyclables and empty trash as necessary.

            BMFA Farm Caretaker Job Description                                                          Page 3

OUTBUILDINGS:

·         The Outbuildings consist of: Shop/Cider Building, Library, Vinegar building/Museum (2 floors), Blacksmith Shop, Barn, Lockers, and Cottage.

·         These buildings need to be clean and neat at all times, especially prior to reservations.

·         These buildings are not to be used for aimless storage.

·         Check roofs after heavy rains for leaks. Circle with chalk or note where the leak is if can't be reached and repair or report for repair.

·         Make sure lights work and wiring is in good condition.

·         Check windows and screens to see if secure and in good condition.

·         Walk through all buildings weekly/monthly.   

·         The cottage needs to be well maintained and available for inspection twice a year with advance notice. The handicapped accessible bathroom in the cottage must be available if necessary.

OUTSIDE: 

·         Check all buildings seasonally and repair or report as necessary for repairs to be done:

the condition of paint, the windows and screens; the gutters and down spouts and the roofs.

GROUNDS:

·         The grounds must be presentable at all times including outside cottage.

·         Any outside projects must be cleaned up in a reasonable time frame upon completion of the project.

·         Mow fields once or twice a year.

·         Mow lawns as needed.

·         Put out lawn furniture in the spring, summer and fall, repair as necessary.

·         Gardens planted, weeded, staked and fed, as necessary. Perennials maintained.

·         Trim shrubs and prune trees as needed.

·         Invasive brush cut back.

·         Branches and sticks picked up regularly.

·         Put the flag out daily (discretionary) or leave in the house for visitors to do.

·         Keep stonewalls clear of brush, especially those near the buildings.

·         Repair fences and small stonewall problems as necessary.

·         Maintain roads and trails in woods.

·         Keep driveway in good repair.

·         Check cow tunnel at least once monthly, report to the Directors any structural problems.

·         Keep roadways in front of the house clear of litter as best as possible. Work with the Grounds Committee to address other areas of concern.  Work with hosted trash pick up days when scheduled.

·         Walk through grounds quarterly and report any problems.

·         Check farm boundaries quarterly for visible markings and report any encroachment to the Directors.

·         For any problems, contact Grounds Committee Chairperson.

GENERAL MAINTENANCE:

·         Schedule and complete, in consultation with the Directors, carpentry, painting and minor plumbing and electrical repairs as necessary.

·         Keep all tools in good repair, maintain a list of tools and report to the Directors any recommendations for replacements.

·         Farm equipment: perform regular maintenance and repairs.

For any other problems, including major equipment repairs, if the Farm Caretaker(s) believe the problem can be handled internally, notify the Committee Chair or the Directors of how it would be resolved and what equipment would be needed. The job would need to be finished in a timely manner. If the Directors or the Committee Chair decides an outside contractor is needed, the Farm Caretaker will get bids from approved contractors and forward them to the Directors. Following contractor approval by the Directors, the Farm Caretaker(s) will schedule the work and report on the quality of the work performed and the completion of the work so payment can be arranged by the Treasurer.