Section 1: Introduction

1.1 Purpose of the Manual

1.2 Scope of the Manual

Section 2. General Policies

2.1 Mission Statement

2.2 Code of Conduct

2.3 Equal Employment Opportunity Policy

2.4 Non-Discrimination Policy

2.5. Sexual Harassment Policy

2.6 Workplace Violence Prevention Policy

2.7 Drug and Alcohol Policy

2.8 Smoking Policy

2.9 Dress Code Policy

2.10 Employee Records and Confidentiality

2.11 Employee Training and Development

Section 3: Guest Presence Policy

3.1 Quiet Zone

3.2 Dress Code

3.3 Guest Courtesy

3.4 Work Permitted In Quiet Zone:

3.5 Ground Presentation

3.6 Preparing For Guests Checklist

3.7 Lights Policy

Section 4: General Facility Policies

4.2 Lights
 4.3 Amenities

4.4 Construction Work

4.5 Morning Hours

4.6 After Hours

4.7 End of Day Inspection

Section 5: Guest Services Policies

5.1 Reservation Policy

5.2 Check-In and Check-Out Procedures

5.3 Room Assignment Policy

5.4 Room Service Policy

5.5 Housekeeping Policy

5.6 Guest Privacy Policy:

5.7 Lost and Found Policy

5.8 Guest Complaint Policy

5.9 Pet Policy

Section 6: Food and Beverage Policies

6.1 Basic Kitchen Policies

6.4 Food Handling and Preparation

6.3 Personal Hygiene

6.5 Cleaning and Sanitation

6.6 Fire Safety

6.7 Alcohol Service Policy

6.8 Room Service Policy

6.9 Kitchen and Food Preparation Policies

Section 7: Safety & Security Policies

 7.1 Key Control Policy

7.2 Security Access Policy

7.3 Surveillance Policy

7.4 Emergency Response Policy

7.5

First Aid and Medical Emergencies Policy

Section 8: Theft Prevention Policy

8.1 Locking Up

8.2 Security Cameras

8.3 Front Gate Security

8.4 Cash on Hand

8.5 Gifts & Permissions

Section 9: Facilities and Maintenance Policies

9.1 Room Maintenance Policy

9.2 Grounds Maintenance Policy

9.3 Laundry and Dry Cleaning Policy

9.4 Parking Policy

9.5 Equipment Use Policy

Section 10: Conservation Policy

10.1 Energy Saving Policy

10.2 Trash & Recycling Policy

10.3 Sustainability Policy

Section 11: Information Technology Policies

11.1Acceptable Use Policy

 11.2 Email and Internet Policy

11.3 Computer Security Policy

11.4 Password Policy

11.5 Key Programing Policy

11.6 Backup and Disaster Recovery Policy

Section 12 Human Resources Policies

12.1 Recruitment and Selection Policy

12.2 Employee Performance Evaluation Policy

12.3 Employee Compensation Policy

12.4 Employee Benefits Policy

12.5 Employee Development and Training Policy

12.6 Employee Discipline and Termination Policy

Section 1 Introduction:

1.1 Purpose of the Manual

The purpose of the manual is to provide a comprehensive guide to the policies and procedures of The
Mayan Garden. It serves as a resource for all employees to understand their roles, responsibilities, and
expectations while working with the company. The manual also provides guests with a clear
understanding of the services and amenities offered by the hotel and their respective policies.

1.2 Scope of the Manual

The scope of the manual outlines the areas that are covered in the document. It defines the boundaries of
the manual and helps the reader understand which policies and procedures are included.

Section 2: Basic Policies

2.1 Encompass the Mission Statement

● “A Nature Refuge Inspiring Unity” is The Mayan Garden’s Mission statement. This is not only
relevant for the guests that come here but also for the employees, staff members and contractors
that work at The Mayan Garden
2.2 Adhere to Code of Conduct

● All employees, staff members and or contractors are expected to maintain the highest standards of
behavior and professionalism at all times.
● This code of conduct applies to all persons, regardless of their position, and it includes
expectations around honesty, integrity, respect, and responsibility.

Code of Conduct Policies

1. All employees are required to review and sign the employee code of conduct and policies
2. All employees should maintain the highest standard of conduct that is necessary to ensure
the orderly operations of our business and satisfaction of our guests. Mature common
sense is the best guide to proper conduct.

A.) Be considerate.

B.) Be respectful.

We won't all agree all the time, but disagreement is no excuse for disrespectful behavior. We will
all experience frustration from time to time, but we cannot allow that frustration to become
personal attacks. An environment where people feel uncomfortable or threatened is not a
productive or creative one.

C.) Choose your words carefully.

Always conduct yourself professionally. Be kind to others. Do not insult or put down others.
Harassment and exclusionary behavior aren't acceptable. This includes, but is not limited to:

● Threats of violence.
● Defiance of authority
● Discriminatory jokes and language.
● Sharing inappropriate or explicit material or gossip
● Personal insults of any kind
● Advocating for, or encouraging, any of the above behavior.

Sample of offenses

The following is a nonexclusive listing of offenses which are cause for discipline, up to and
including immediate termination upon their occurrence.

1. Insubordination, including, but not limited to, refusal or intentional failure to perform
work assigned, or refusal or intentional failure to follow a legitimate directive of a
supervisor or other superior or person in authority.
2. Threatening, intimidating, or interfering with guest co-workers, or supervisors.
3. Sabotaging of, or intentionally causing damage to company property.
4. Fighting, engaging in other acts of physical violence on, or verbally or physically
assaulting another person while at work, on working time.
 5. Sleeping on the job during working hours, on any parts of the company property.
6. Unauthorized removal of safety locks or tags, or other safety devices.
7. Leaving work or Deli premises without authorization or ceasing work without
authorization.
8. Using abusive, profane, or vulgar language in earshot of or towards another employee,
guest, customer or others.
9. Excessive telephoning for personal purposes during work time, including texting, social
media or any other means on one's cell phone.

Workplace Relationships

The company strongly believes that a work environment where employees maintain clear
boundaries between employee personal and business interactions is necessary for effective
business operations. Although this policy does not prevent the development of friendships or
romantic relationships between co-workers, it does establish boundaries as to how relationships
are conducted during working hours and within the working environment.

Individuals in supervisory or managerial roles and those with authority over others' terms
and conditions of employment are subject to more stringent requirements under this policy due to
their status as role models, their access to sensitive information, and their ability to affect the
employment of individuals in subordinate positions.

Procedures

1. During working time and in working areas, employees are expected to conduct
themselves in an appropriate workplace manner that does not interfere with others or with
overall productivity.
2. During nonworking time, such as lunches, breaks, and before and after work periods,
employees engaging in personal exchanges in nonwork areas should observe an
appropriate workplace manner to avoid offending other workers or putting others in an
uncomfortable position.
3. Employees are strictly prohibited from engaging in physical contact that would in any
way be deemed inappropriate in the workplace by a reasonable person while anywhere on
company premises, whether during working hours or not. Employees should maintain
professionalism at all times on property grounds.
4. Employees who allow personal relationships with co-workers to adversely affect the
work environment will be subject to the company’s disciplinary policy, including
counseling for minor problems. Failure to change behavior and maintain expected work
responsibilities is viewed as a serious disciplinary matter.
5. Employee off-duty conduct is generally regarded as private, as long as such conduct does
not create problems within the workplace. An exception to this principle, however, is
romantic or sexual relationships between supervisors and subordinates.
6. Any supervisor, manager, executive or other company official in a sensitive or influential
position with the company must disclose the existence of a romantic or sexual
relationship with another co-worker. Disclosure may be made to the individual's
 immediate supervisor or the Managing Committee. The company and managing
committee will review the circumstances to determine whether any conflict of interest
exists.
7. When a conflict-of-interest or potential risk is identified due to a company official's
relationship with a co-worker, the company will work with the parties involved to
consider options for resolving the problem. The initial solution may be to make sure the
parties no longer work together on matters where one is able to influence the other or take
action for the other. Matters such as hiring, firing, promotions, performance management,
compensation decisions and financial transactions are examples of situations that may
require reallocation of duties to avoid any actual or perceived reward or disadvantage. In
some cases, other measures may be necessary, such as transfer of one or both parties to
other positions or departments. If one or both parties refuse to accept a reasonable
solution, such refusal will be deemed a voluntary resignation.
8. Failure to cooperate with the company to resolve a conflict or problem caused by a
romantic or sexual relationship between co-workers or among managers, supervisors or
others in positions of authority in a mutually agreeable fashion may be deemed
insubordination and result in disciplinary action up to and including termination.
9. The provisions of this policy apply regardless of the sexual orientation of the parties
involved.
10. Where doubts exist as to the specific meaning of the terms used above, employees should
make judgments based on the overall spirit and intent of this policy.
11. Any concerns about the administration of this policy should be addressed to the
Managing Committee of the company.

2.3 Equal Employment Opportunity Policy

● The Mayan Garden is an equal opportunity employer, and we are committed to providing a
workplace that is free from discrimination.
● All employees are hired and promoted based on merit, and we do not discriminate based on race,
color, religion, sex, national origin, age, disability, or any other protected status.

2.4 Non-Discrimination Policy

● The Mayan Garden is committed to providing an environment that is welcoming and inclusive for
all persons who work or visit.
● Discrimination of any kind will not be tolerated, and all staff members and guests will be treated
with respect and dignity.

2.5 Sexual Harassment Policy

● The Mayan Garden has a zero-tolerance policy when it comes to sexual harassment, and all
employees are expected to maintain a harassment-free workplace.
● Sexual harassment includes unwanted sexual advances, requests for sexual favors, and any other
behavior that creates a hostile or uncomfortable work environment.

2.6 Workplace Violence Prevention Policy

● The Mayan Garden has a zero-tolerance policy when it comes to workplace violence, and all
employees are expected to maintain a safe and secure workplace.
 ● Workplace violence includes physical assaults, threats of violence, and any other behavior that
creates a hostile or unsafe work environment.

2.7 Drug and Alcohol Policy

● The Mayan Garden is committed to maintaining a drug-free workplace, and all employees are
expected to adhere to this policy.
● The use or possession of illegal drugs or alcohol on property is strictly prohibited, and employees
who violate this policy will be subject to disciplinary action.

2.8 Smoking Policy

● The Mayan Garden is committed to providing a smoke-free environment for all guests, and
smoking is not allowed in any indoor public areas or guest rooms.
● Designated smoking areas are available outdoors for guests who wish to smoke.

2.9 Dress Code Policy

● All employees are expected to maintain a professional appearance and adhere to the company’s
dress code policy.
● The dress code may vary based on the staff member’s position, and staff will be informed of the
specific requirements during their orientation.

2.10 Staff Records and Confidentiality

● Employee or contractor records are confidential, and access to them is restricted to authorized
personnel only.
● All personnel are responsible for maintaining the confidentiality of all guest and employee
information they may come in contact with during their employment.

2.11 Employee Training and Development

● The Mayan Garden is committed to providing ongoing training and development opportunities to
all staff members.
● Training may include job-specific skills, customer service, safety and security, and other areas
relevant to an individual's position or work.

Section 3: Guest Presence Policy

These are the policies in place when guests are present on property.ALL staff and any contract
workers must be given these policies before entering property. No EXCEPTIONS
3.1 Quiet Zone.
The premises start from Cabana 5 up to the Riverldoge and is Considered the Quiet Zone
between the time of 12:00AM-10:00AM and 7:00PM-11:59PM. All staff should be
following the following rules in place to maintain this
○ NO loud music
○ NO yelling, loud whistling, or shouting
○ NO loud talking
○ NO driving vehicles unless transporting guest or special exceptions
 ○ NO Children
○ NO pets / animals
○ NO construction work
○ No motorbikes or vehicles
○ NO Maintenance work unless after 10:00 am or unless specially requested
○ NO Yard work except after 10:00 am
○ NO leaf blowing except after 10:00 am
3.2 Dress Code
○ NO employee/contract worker should be on grounds without a shirt or shoes-ALL
persons on grounds must wear shirt and shoes at all times.
○ All persons must be in presentable clean clothes and/or uniforms with appropriate
name tags
○ Guests are not to be disrupted between the time 5:00am-10:00am or after 7:00pm,
unless specifically instructed.
3.3 Guest Courtesy

○ In the event that employees meet, or cross paths with guests, it is important to
politely greet them with a “Goodmorning”, “Good Afternoon” or “Goodnight”.
○ If it appears appropriate it is also OK to ask Guests “Is there something I can
assist you with?” or “How can I help you?”
○ This applies to all departments, and is basic guest courtesy

3.4 Work Permitted In Quiet Zone:

○ Housekeeping is permitted in Yoga studio, Pool, Riverlodge, Conference room
during the following hours: 7:00am-9:00am, unless otherwise instructed
○ Housekeeping is permitted to clean rooms (if instructed) during the following
hours: 10:30am-5:00pm
○ Yard work is permitted between 10:00 am- 5:00pm
○ Maintenance is permitted 10:00am- 5:00pm
○ Trash Pickup permitted after 10:00 am
○ All Outdoor Cabana lights should be turned ON at 5:00pm every day
○ All Outdoor Cabana lights should be turned OFF at 10:00 am every day guests are
present
○ Fountain should be turned on everyday at 7:00 am
○ Fountain should be turned off everyday at 5:00pm (unless otherwise instructed)

3.5 Ground Presentation

○ ALL tools and cleaning supplies MUST be put back where they belong. DO NOT
LEAVE OUT YOUR TOOLS OR SUPPLIES.
 ○ Power Washing is prohibited until departure of guests (unless especially requested
and approved)
○ ALL maintenance projects MUST be neatly cleaned up at the END OF EACH
DAY, everyday that they work on this project. NO TOOLS, SUPPLIES, ETC. left
out. If Housekeeping is in need to help clean area, employee is RESPONSIBLE
for informing housekeeping and requesting assistance.
○ ALL trash in your area of work MUST be picked up before the end of each day.
○ No construction permitted unless special permission given

3.6 Preparing For Guests Checklist

○ This checklist should be reviewed by each assigned department.
○ The Management Department should review and inspect the completion of this
checklist and associated work orders.

3.7 Lights Policy

● All outdoor lights should be turned on no later than 6:00 PM everyday that guests
are present
● All outdoor lights should be turned off no later than 7:00 AM every morning
● Gym, Pool, Yoga outdoor lights should be turned on no later than 6:00PM every
day guests are present and turned off no later than 10:30 PM unless there is a
special request.
● Gym, Pool and Yoga Lights should be turned on no later than 6:00PM and turned
off no later than 10:30 PM every night when guests are present
● All lights should be kept off when no guests are present on property

Section 4: General Facility Policies

4.2 Lights

The Lights Policy is an essential part of the Mayan Garden’s efforts to conserve energy. This policy
applies to all areas, including guest rooms, public spaces, and back-of-house areas.

1. Guest Rooms
a. Upon check-in, guests will be informed of the Light usuage Policy, which encourages
guests to conserve energy by turning off lights when not in use.
b. Manager(s) should provide guests with instructions on how to operate the lights and will
encourage guests to use natural light when possible.
c. All Caban guest rooms will have keycard switches installed to turn off lights and other
electrical appliances when the room is unoccupied.
2. Common area Spaces
a. Lights in public spaces will be turned off during non-operational hours
b. Staff will ensure that lights in public spaces are turned off when not in use.
3. Back-of-House Areas
a. Staff are required to turn off lights when not in use.
4. Maintenance
 a. Regular maintenance checks will be carried out on all light fixtures to ensure they are
working efficiently.
b. All faulty light bulbs will be replaced promptly to reduce energy wastage.

4.3 Amenities

The Mayan Garden strives to provide a comfortable and enjoyable stay for all our guests. We offer a
range of amenities to enhance your experience, including a pool, gym, yoga room, and conference room.

1. Pool:

We ask all guests to observe the following policies:

● The pool is open from 7:30 AM-10:30 PM.

● Children under 16 must be accompanied by an adult.
● No diving or jumping into the pool.
● No glass containers are allowed in the pool area.
● Food and drinks must be consumed in designated areas.
● Pool towels are provided at no additional cost.
2. Sauna
○ Sauna is open 7:30 AM-10:30 PM.
○ Children under 16 must be accompanied by an adult.
○ Guest must be shown how to work the sauna
○ No glass or plastic containers in sauna
○ Water jug must be left outside of sauna
○ Sauna must be turned off after every use
○ Lights must be switched off after every use
3. Gym

The gym is equipped with a range of exercise machines and equipment to help guests stay fit and healthy
during their stay. We ask all guests to observe the following policies:

● The gym is open from 7:30AM-10:30PM.

● Guests must be at least 18 years old to use the gym.
● Appropriate gym attire must be worn at all times.
● Guests must clean equipment after use.
● No food or drinks are allowed in the gym.
4. Yoga Room

yoga room is available to guests who want to practice yoga or meditation during their stay. We ask all
guests to observe the following policies:

● The yoga room is open from [insert times].

● Guests must bring their own yoga mats.
● No food or drinks are allowed in the yoga room.
● Guests must clean the yoga mats after use.
○
5. Conference room

The Conference room is available for business meetings and events. We ask all guests to observe the
following policies:
 ● The conference room must be reserved in advance.
● A deposit may be required for the use of the conference room
● Food and drinks must be consumed in designated areas.
● Guests must clean up after themselves.
● No smoking or open flames are allowed in the conference room.
6. Kayaks
○ Kayaks and Paddles must be requested for use in advance
○ Reception is required to inform guests of this so they know they can use them
○ Kayaks must be picked up and put under cover after every use

4.4 Construction Work

Management understands that renovations, repairs, and construction work are sometimes necessary to
maintain the property's quality and appeal. However, we also recognize that construction work can be
disruptive to guests' experiences and may pose safety risks.

Therefore, the following policies and procedures are in place to minimize any inconvenience and ensure
the safety of guests and staff during any construction work on the property:

1. Notification: Whenever possible, guests will be notified in advance of any planned construction
work that may impact their stay. This notification will include the nature of the work, the dates
and times, and any areas of the property that will be affected.
2. Safety measures: The hotel management will take all necessary precautions to ensure the safety of
guests and staff during construction work. This may include closing off certain areas of the
property, providing protective equipment, and posting warning signs.
3. Noise levels: Management will make every effort to minimize noise levels during construction
work. If noise levels cannot be avoided entirely, guests will be advised of the situation and
offered alternative accommodations if possible.
4. Construction scheduling: Construction work will be scheduled during off-peak hours whenever
possible to minimize disruption to guests' experiences.
5. Cleanliness: The hotel management will ensure that construction work areas are kept clean and
free of debris to avoid any safety hazards or inconvenience to guests.
a. No construction tools or work is permitted on the beds, tables or furniture in ANY rooms.
Any tools or debris found on furniture will lead to disciplinary action.
6. Contractor compliance: All contractors and subcontractors working on the property must comply
with the policies and procedures of the Company.
7. Guest complaints: If a guest has a complaint related to construction work, management will
investigate the issue and take appropriate action to address the situation and may result in
disciplinary action.

4.5 Morning Hours

● Staff should never play loud music in the morning or at any hour or any day of the week.
● Managers should inspect facility, checking doors, grounds,lights
● All staff should report to supervisors in the Morning
● All Manager should meet in the morning

4.6 After Hours

 ● Staff should never play loud music in the morning or at any hour or any day of the week.
● Staff that live on property should reframe from loitering in Public spaces or guest spaces.
Staff should stay within their assigned quarters.
● Staff are not permitted to use amenities or facilities unless granted written permission.

4.7 End of Day Inspection

An inspection by assigned Managers is required by the end of the day. This is to ensure that all
doors and locked, all lights are off and any discrepancies are reported. Managers making this inspection
are required to know how to access all lights switches and have all keys to facilities. This inspection
should be completed no earlier than 4:30PM

1. Check that all indoor and outdoor lights are turned off
2. Check all Cabana, Riverlodge and amenities doors are locked
3. Check that all supplies and or construction work is set aside neatly
4. Check that no trash
5. All keys and master cards should be signed back in and locked away at office or

4.8 Security

The security of our guests, employees, and property is of utmost importance. In order to ensure a safe and
secure environment for everyone, we have implemented the following security policies and procedures:

1. Access Control:
a. All entry and exit points of facility are monitored by live feed cameras, and access is
restricted only to authorized personnel.
b. Room keys are only issued to registered guests and are deactivated upon check-out.
c. Visitors are required to register at the front desk and are only allowed access to guest
rooms with the permission of the registered guest.
d. No unauthorized visitors or vehicles are permitted on property before, during or after
hours.
e. Guest’s of guests or Guest’s on employees are not permitted on property without prior
approval
f. All persons who enter property must register with front desk or security; a copy of their
ID and Vehicle license plate is required. Signing the waiver is also required for any over-
stays.

2. Security Personnel:
a. Those of security duty must wear their designated uniforms and name tags
b. Security personnel should conduct routine patrols of the premises to deter and detect any
potential security threats.
c. No unrelated or unauthorized persons should be loitering or “hanging” out at Security
booth
d. Security Personnel should have access to A flash and cell phone
e. Security Personnel should Keep at least 1 security dog on duty. Regular walking is
necessary.

Section 5: Guest Services Policies

Welcome to the heart of our hospitality—Guest Services. This section outlines the policies and
procedures that ensure a seamless and delightful experience for every guest.

5.1 Reservation Policy

We understand the importance of a confirmed reservation. To secure your stay, we require a valid
credit card at the time of booking. Cancellations can be made within our stipulated time frame, as
detailed in our cancellation policy. For any changes or special requests, our reservations team is
here to assist you. All Reservations should go through Elizabeth Leonards or be approved by her
in advance: info@themayangarden.com

5.2 Check-In and Check-Out Procedures

Efficiency and warmth define our check-in and check-out process. Upon arrival, our dedicated
staff will expedite check-in, making guest transition into our space swift and enjoyable. At check-
out the following must be completed:

1. All Guests must fill out a standard waiver

2. All Guests must present a valid ID, at which time a copy must be made
3. Damage Deposit Form with a Credit card must be filled out by guest
4. Guest Payment should be confirmed (no cash payment should ever be accepted, except in
rare circumstances and approved by Elizabeth or AP Leonards)
5. The Mayan Garden Guest Policies Should be reviewed with Guests.
6. A Key card for a Guest's room should be made in advance.
7. Host should show guests to the room and show them how to use the key card.

5.3 Room Assignment Policy

Guests should be pre-assigned rooms, so key cards can be made in advance.

5.4 Room Service Policy

At this time room service is not offered to guests.

5.5 Housekeeping Policy

Cleanliness is at the core of our service. Our housekeeping team follows stringent protocols to
ensure each room is thoroughly cleaned and sanitized. Regular inspections guarantee the highest
standards, providing you with a pristine environment. Housekeepers should following
Housekeeping Guest policies found in the housekeeping manual:

5.6 Guest Privacy Policy:

The company respects the privacy of its guests and is committed to providing a safe and secure
environment for them. The housekeeping department plays a key role in ensuring that the guests'
 privacy is not compromised during their stay. In order to achieve this, the following guidelines
must be followed:

1. Knock before entering a guest's room: Housekeeping staff must always knock and announce
themselves before entering a guest's room. If there is no response, staff must wait a few moments
before entering to ensure that the guest is not present.
2. Respect guests' belongings: Housekeeping staff must not touch, move, or handle any personal
belongings of the guest without their permission. If cleaning is required, the staff must work
around the guest's belongings.
3. Do not disturb signs: If a guest has placed a "Do not disturb" sign on their door, housekeeping
staff must respect their privacy and not enter the room, except in the case of an emergency or
with the guest's permission.
4. Maintain guest confidentiality: Any personal information or requests made by the guest must be
kept confidential and not shared with anyone who is not authorized to access such information.
Managers and Directors are the authorized personnel who can have access to this information.
5. Proper disposal of guest information: Any guest information or documents that contain
personal information, including registration cards, must be reported to your supervisor or
otherwise securely disposed of when no longer needed.
6. Reporting incidents: Any incidents related to guest privacy, including lost or stolen items, must
be immediately reported to the supervisor.
7. Never Ask or Expect Tips. If a guest wishes to give housekeeping or any staff member a tip,
they have the option to scan the QR codes available in their rooms. They can give this tip based
on the department or by a person’s individual name. This tip is later disturbed and added to the
staff’s regular pay shown as a bonus. Guests are not obligated to give tips, so never ask or make
suggestions.

5.7 Lost and Found Policy

In the event that an item is misplaced, it should be reported to Main Office.

5.8 Guest Complaint Policy

Guest satisfaction is our priority. If, for any reason, guests encounter an issue during their stay,
and have made a complaint, it should be addressed immediately and reported to upper
management to address satisfactory resolutions.

5.9 Pet Policy

Furry friends are welcome at our establishment. Our pet policy outlines guidelines for a pleasant
stay with your four-legged companions, ensuring that guests and pets enjoy a comfortable and
safe environment. It is important that any pets are pre-approved prior to guest arrival.

Section 6: Food and Beverage Policies

In this section, we detail the policies and procedures governing our Food and Beverage operations.

6.1 Basic Kitchen Policies

 1. Wash hands regularly. Wear gloves or facemask when necessary
2. Wear appropriate uniforms and hair covers when working in the kitchen
3. Assigned designated areas for specific work
4. Keep counter and workspaces clean and sanitized
5. Keep the sink area free of dirty dishes, defrosting meats or anything else. The sink is for active
cleaning and use only.
6. Use designated cleaning brushes and or sponges for specific types of dishware and cleaning
equipment. In the event of cross contamination reassign contaminated cleaning brush to the new
assigned dishware.
7. Use Hot water with dish soap for cleaning dishes
8. Always clean equipment (i.e. juicer, blender food processor) immediately after every use.
9. Actively remove clean dry dishes from drying rack
10. Use the designated cutting boards for the assigned food products. Never cross-contaminate.
11. Keep cabinets, shelves, and storage space regularly clean and tidy.
12. Label and date all fridge and shelf food
13. Use Natural Cleaner (rubbing alcohol vinegar essential oil) for the kitchen/food surface areas ,
never harsh chemicals.
14. Use assigned knives for Vegetables OR meat. Never cross contaminate
15. Keep a surplus supply of kitchen towels & rags with a designated towel bin
16. Keep designated trash, compost and recycle bins for waste.

6.2 Food Safety Policy

The importance of health and safety in the kitchen cannot be overstated. Ensuring a safe and healthy work
environment not only protects employees, but also prevents foodborne illnesses and accidents, thereby
maintaining the company’s reputation and client satisfaction.

It is the responsibility of all staff members to adhere to the health and safety policies and procedures
outlined in this manual. This includes proper personal hygiene practices, safe food handling and
preparation, routine cleaning and sanitation, and fire safety precautions.

6.3 Personal Hygiene

Proper personal hygiene is essential to maintaining a safe and healthy restaurant environment. All
employees must follow these guidelines:

● Thoroughly wash their hands with warm, soapy water before starting work, after handling raw
food, and after using the restroom.
● Wear clean, appropriate clothing and closed-toe shoes. Hair must be tied back, and jewelry
should be minimal.
● Cover any open wounds with a bandage and gloves.
● Refrain from eating or drinking in the kitchen area.
● Avoid touching their face, hair, or other body parts while working.

It is the responsibility of management to provide access to handwashing stations and ensure that all
employees are trained in proper handwashing techniques.
6.4 Food Handling and Preparation

Safe food handling and preparation is critical to preventing foodborne illnesses. All staff members must
adhere to the following guidelines:

● Use only food from approved and reputable sources.

● Follow proper temperature control guidelines for storage, cooking, and reheating.
● Use separate cutting boards, utensils, and workspaces for raw and cooked foods to prevent cross-
contamination.
● Store food items in the proper containers and areas to avoid contamination from pests.
● Label and date all food items to ensure proper rotation and disposal.
● Report any suspected cases of foodborne illness or contamination to management immediately.

It is the responsibility of the restaurant management to ensure that all staff members are trained in safe
food handling and preparation techniques, and that the kitchen is equipped with the necessary tools and
equipment for safe food handling.

6.5 Cleaning and Sanitation

Routine cleaning and sanitation is critical to maintaining a safe and healthy restaurant environment. All
staff members must adhere to the following guidelines:

● Clean and sanitize all surfaces, equipment, and utensils regularly, especially after use and at the
end of each shift.
● Use approved cleaning and sanitizing solutions.
● Properly dispose of garbage and food waste in designated areas.
● Use gloves and other protective equipment when handling cleaning solutions and chemicals.
● Report any suspected pest infestations or sanitation issues to management immediately.

It is the responsibility of management to provide adequate cleaning supplies and equipment, schedule
regular cleaning and sanitation tasks, and ensure that all staff members are trained in proper cleaning and
sanitation techniques.

6.6 Fire Safety

Fire safety is a critical component of restaurant health and safety. All staff members must adhere to the
following guidelines:

● Know the location and proper use of fire extinguishers, alarms, and emergency exits.
● Keep all flammable materials away from open flames and heat sources.
● Never leave cooking equipment unattended.
● Report any electrical or gas issues to management immediately.
● Conduct regular fire drills and training sessions.

It is the responsibility of management to ensure that all fire safety equipment is maintained and up-to-
date, conduct regular fire safety inspections, and provide staff members with proper fire safety training.
6.7 Alcohol Service Policy

Responsible alcohol service is a key focus of our operations. Our Alcohol Service Policy provides clear
guidelines for staff regarding the responsible sale and service of alcoholic beverages. Staff is trained to
verify the legal drinking age, recognize signs of intoxication, and handle situations with discretion and
care.

Please take these policies in mind when serving and partaking in the sale of alcohol

● Check ID-Verification of Legal Drinking Age

● Recognition of Signs of Intoxication. Inform upper management of any cases that look dangerous
or hazardous to other clients or staff.
● Refusal of Service is allowed if said person appears to be too intoxicated.
● Staff who live on property or are working on duty are not permitted to buy alcohol at restaurant.

6.8 Room Service Policy

The Mayan Garden does not offer room service unless a special request is approved.

6.9 Kitchen and Food Preparation Policies

Efficiency and hygiene are crucial in our kitchens. The Kitchen and Food Preparation Policies establish
protocols for staff involved in food preparation, emphasizing cleanliness, organization, and adherence to
recipes. Regular training sessions keep our culinary team updated on industry best practices. Please see
Kitchen Polices and Procedures for proper training of proper hygiene and sanitation when working in the
kitchen. For an overview please review the following points listed below.

1. Kitchen Overall Cleaning Protocol

The Kitchen should be kept clean and organized at all times. The Dishwasher or any assigned
person by the Head chef, should actively keep the counters, floors, sink, and all areas of the
kitchen clean, tidy and organized.

2. Cleaning Towels and Rags

An excess of kitchen towels and rags must be kept on hand at all times in the kitchen. A Dirty towel bin
and clean towel should be easily accessible at all times in the kitchen. The usage of a dirty towel should
be kept at a minimum. This means after using a towel to its max capacity, it should be tossed in the dirty
bin and a new cleaning towel should be used moving forward. This is to prevent the spread of germs and
cross contamination.

3. Cleaning Brushed & Sponges

Designated cleaning brushes are assigned to different kinds of equipment and dishes. A label brush
should be used exclusively for cleaning the juicer. Another type of brush should be used for cleaning
equipment. Another brush for dishes and silverware another for pots and pans and another one for glasses
and cups. It is important to use the assigned cleaning brushed and or sponges to avoid cross
contamination.

4. Washing & Drying

Hot soapy water should be used when cleaning dishes.Harsh chemicals should never be used on dishes or
equipment used for eating or for food. The drying rack should be kept clean and organized at all times.
Dishes can be left to dry for a period of time, but must be put away as soon as possible to avoid clutter
and to avoid dry dishes from becoming wet again. Drying of glassware should be done with a clean lint-
free napkin or paper towel. This helps to avoid glass stains and smudges when the glass becomes dry.
Glasses should be kept in the assigned area to avoid being broken. Glasses should never be left on the
drying rack to dry.

5. Cleaning Chemicals

A Natural chemical mix of Vinegar, peppermint /thieves essential oil, and rubbing alcohol should
be used on the counters, tables and inside the fridge. This natural disinfectant kills germs without
contaminating food with harmful poisonous chemicals. Non-organic cleaning chemicals such as
clorox or windex can be used to clean the floors and sink.

All-Purpose Cleaner

● 3/4 cup water

● 1/4 cup rubbing alcohol
● 5 to 10 drops peppermint, lemon, orange other essential oil
● 1 squirt natural dish soap
● 16-ounce spray bottle

Disinfectant

This is an all-purpose cleaner that's safe to use on all surfaces.

● 1/2 cup white vinegar

● 1/2 cup alcohol
● 10-20 drops lemon,thieves, peppermint or other essential oil
● 1 1/2 cups water
● 24-ounce spray bottle

Section 7: Safety & Security Policies

Ensuring the safety and security of our guests and staff is of paramount importance at. This section details
our comprehensive Safety & Security Policies to provide a secure and protected environment for
everyone.

7.1 Key Control Policy

Our Key Control Policy establishes strict protocols for the management and distribution of keys. Access
to guest rooms is limited to authorized personnel, and a secure system is in place to track key issuance
and returns. This policy ensures the safety and privacy of our guests during their stay.

● All keys are stored at Main office and or in Mr. AP

● All keys should be signed out and signed back before and after use
● 1 Master Key for cabanas can be left with Housekeeping and Maintenance.
● Key cards programmed for guests should be recorded and returned to the main office.
7.2 Security Access Policy

The front gate should remain closed at all times unless otherwise stated. Gate should remain locked after
9:00 PM when security leaves their post and unlocked between 6:30 AM- 7:30 AM on the following day..

7.3 Surveillance Policy

To further enhance security measures, our Surveillance Policy details the use of surveillance cameras in
strategic locations. The purpose is to monitor and deter suspicious activities, ensuring a safe environment
for guests and staff. Recorded footage is handled with confidentiality.

7.5 Emergency Response Policy

In the event of an emergency, our Emergency Response Policy guides staff in swift and organized
responses. Staff members are trained to prioritize guest safety, communicate effectively, and take
appropriate measures to address various emergency scenarios, ranging from natural disasters to medical
incidents.

1. Fire:
a. All personnel should first check that no guests are on premises of said fire.
b. Appropriate evacuation by both staff and guests should be priority
c. Maintenance and or Fire Department should be called immediately if necessary
d. Fire extinguishers should be used accordingly
2. Flood
a. Appropriate evacuation by both staff and guests should be priority
b. Maintenance should be called immediately if necessary to assist
3. Hurricane
a. Appropriate evacuation by both staff and guests should be priority
b. Upper Management should be called immediately if necessary to assist
4. Earthquake
a. Appropriate evacuation by both staff and guests should be priority
b. Upper Management should be called immediately if necessary to assist
5. Medical Incident
a. Upper Management should be called immediately if necessary to assist and or properly
direct the situation.
b. Attention to said person to alleviate medical emergency should be priority
c. First Aid kit (if necessary) should be accessed and readily available
d. If transportation to hospital or doctor is necessary, vehicle coordination should be
arranged
Section 8: Theft Prevention Policy

Welcome to our commitment to safeguarding both our guests and assets. This section outlines our Theft
Prevention Policy, detailing the measures we take to ensure a secure environment within our
establishment.

8.1 Locking Up

Locking up is a critical aspect of our Theft Prevention Policy. Staff members are instructed to diligently
lock doors, windows, and secure entry points during non-operational hours. This includes thorough
checks of all public and private spaces to prevent unauthorized access and deter potential theft.

The last staff member to exit their workspace is responsible for locking up and turning and or returning
keys to designated place if applicable.

8.2 Security Cameras

To enhance our surveillance capabilities, we employ a comprehensive system of security cameras

strategically positioned throughout the premises. These cameras are monitored regularly to detect and
deter any suspicious activity. The footage is securely stored for review if needed, contributing to both
proactive prevention and incident resolution.

8.3 Front Gate Security

Maintaining the security of our front gate is pivotal to controlling access to our property. Assigned
security personnel are stationed at the front gate during specified hours to verify entry permissions, screen
visitors, and monitor incoming and outgoing traffic. This proactive approach ensures that only authorized
individuals enter our premises. Gate should remain closed at all times, and unlocked during day time
business hours and locked at the end of security shift.

8.4 Cash on Hand

The handling of cash is a key consideration in our Theft Prevention Policy. Staff members responsible for
cash transactions should minimize the amount of cash on hand, depositing excess funds in secure
locations throughout the day. Regular cash counts and reconciliations are conducted to detect any
discrepancies promptly.

8.5 Gifts & Permissions

The Owner is the only person who has the authority to gift or give away any property on the premises to
staff or Guests. Any item, product of material goods edible or inedible, of the land, inside or outside the
home would require direct permission from AP Leonards or Elizabeth Leonards unless otherwise stated in
policies and procedures. Written permission (via text or signed document) is highly advised in order to
avoid any discrepancies.
 Theft Policy

The Purpose of this policy is to ensure the financial and personal safety of the employees, the
company, contractors, clients and guest who has any association with the company or enter the
premises.
We have absolutely ZERO TOLERANCE for theft and dishonesty. We believe honesty and
trustworthiness is the foundation for success for both the employer and employees.

ALL MANAGERS OF THEIR DESIGNATED DEPARTMENTS ARE COMPLETELY

RESPONSIBLE FOR THE TOOLS, MATERIALS, SUPPLIES, PROPERTY, ETC. USED
SPECIFICALLY FOR THEIR DEPARTMENT OR UNDER THEIR RESPONSIBILITY.
IT IS THERE RESPONSIBILITY TO ACCOUNT FOR ANY AND ALL PROPERTY USED
BY OTHER STAFF MEMBERS WITHIN THEIR DEPARTMENT OR BY STAFF MEMBERS
FROM OTHER DEPARTMENTS.

Keeping Inventory
● All Managers of their department are responsible for accounting the inventory of their
department. Managers will be held accountable for any discrepancies discovered.

● All Managers should have their inventory updated weekly or bi-weekly on an EXCEL file and
updated in The Mayan Garden Google Drive. This will be reviewed during ONE-ON-ONE
MOMENTUM MEETINGS.

1. Reporting of Theft
If any employee discovers fraudulent, or illegal activities in the workspace, he or she is
required to report it immediately to any of the persons in Management Department or
Directly to Elizabeth Leonards. If they do not report these findings, and are later
discovered to have had prior involvement or knowledge of the incident, they will be
considered accomplices in the theft and Disciplinary Action will be taken.

2. Investigation
Individuals of the Management department will conduct a thorough investigation of the
report of the situation. Until proven guilty, the involved employees will be on leave
without pay until the investigation has finished. If employee is discovered to be guilty of
Theft, they will be charge 2X the value of the stolen property and face Disciplinary
Action.

3. Termination and Removal

If Disciplinary Action is not sufficient to cover the violation(s), the employee should face
immediate termination and removal. The employee will be banned from applying for any
future job vacancies of the Company.
Note per company policy all new employees have a 90 day probation period from their
start date of employment, and may be terminated for any or no reason. The probationary
period allows both employee and employer to see if they are a ‘good fit’ and to make
things easier if they need to terminate their employment contract.