HOD weekly Meetings notes:

Last week notes:

1. Projects & Farm and Lodge.

09/03/2022: Simon no current new projects
2. Regular meetings.
09/03/2022: Everyone agree on Tuesday 14:30pm meeting
3. Website upgrade.
09/03/2022: Didier/Giulia says she will look into finding some help.
4. Social media and Marketing plan:
09/03/2022: Koen ask question about plan and timeline. Agreed on help needed for nearby
future.
5. Gimbal videos. Subject not touched
6. Butchery PC implementation:
09/03/2022: Didier leading the progress with stock management, training to happen with
Costa and Kgomotso (Simon)
7. Clay pigeon field. Subject not touched
8. Camping kettle (small and large) need. Subject not touched
9. Camping Stretchers waiting confirmation of Management meeting on 23 March 2022
10. Arrangements gone wrong via notes made.
09/03/2022: Koen bring up communication and planning points an attempt to get everyone
to be communicative and supportive by planning.
11. Radio channel 2.
09/03/2022: Koen bring up crucial use of channel 2 for lodge response. In progress with
radio amendments and lifting antennae.
12. Food for safari. Subject not touched
13. Room allocation. Martha mentioned that we need to plan to avoid unnecessary moving of
beds.
09/03/2022: Koen raise point for bookings
14. Spa treatment affecting Laluka staff throughout.
09/03/2022: Koen suggestion of having a time buffer for treatment, to help all departments
prep for further day operations rather than immediate spa availability. (HK only 3 people,
sometimes 2 need to drop what they are doing to assist, leaving Martha alone and further
extra impact on all departments)

New suggested topics:

15. White board for leave to be implemented
16. Follow up on special invite from EU to guest.
17. Adriaan Louw course request

15 March 2022

Roll Call:

 Simon
 Koenraad
 Catherine
 Kea
 Talent
  Looseboy
 David

Minutes of the day:

 Went through last weeks points.

 Simon going through purpose of meeting. Mentioning participation of meting per
department.
 Simon and Giulia looking for a farm manager
 Simon mentioning website will be update eventually. Activities will be added to website,
plus farm - and merchandise orders.
 Simon mentioning we are looking for an Admin person.
 Communication to improve
 Radio in kitchen currently being reprogrammed for just channel 2 and 7. To scan all the
time to assist with in game reserve contact
 We all need to assist with Housekeeping
 Precious to help housekeeping’s as adhoc role.
 Looseboy to show all man staff fire hydrants and sprinkler system, when he can set a
date.
 Board in canteen for off days installed, some person should be in charge of updating the
board.
 Off day cycle collection time, Wednesday at 17:30 pm Vaalwater, Usave area. If
otherwise arrangement or emergency to be communicated prior to 17:30pm on a
Wednesday. For these that come from Vaalwater, no specific topic discussed.
 Special invitation cards in progress once Sylvia and Didier has completed their house
movement.
 Koenie to arrange another guide training event in May 2022
 Simon, Brian and Koenie, away from 31ste March - 5th April with former Laluka guests,
Bertus stepping in with Christian.

22 March 2022

Roll Call:

 Giulia
 Koenraad
 Catherine
 Kea
 Martha
 Looseboy
 David

Minutes of the day:

 Names and Surnames to be added to booking vouchers

 Farm manager and Lodge manager finalization by weekend
 Radio to be installed once back from coopers and farm radio to be installed asap.
 Looseboy sprinkler explanation date to be set
 Off day white board to be setup weekly by Catherine/Giulia after HOD meeting
 Maintenance department to see white board for heated pool request
 Housekeeping request guides to speak to guests for departure packing and departing
earlier to help house keeping with room prep for next guests
 Didier food staff budget cut and improvement request
 Smell at deck near kitchen to be checked by maintenance request
 Gustav and Rensia disappointed in food and cleanliness of their stay discussion.
 Game drive snacks to be done with passion as it lacked some finishing touches
 R1000 for special bushbraai dinners for guests book
 Tintswalo and Kea to sit down with staff for food planning
 Room 6 taps different height leaving marks on wall
 Room 5 is still in progress
 Fire barriers to be done this week around lodge and inside buildings and structures in
progress
 Employee of the month and department of the month, will be done for months missed.
 Catherine to move towards the guests experience and move away from office.
 Staff prices to be reviewed by management after increase.