Dwayne Bell
General Manager the Inn Restaurant
1 Country Inn Road
Upscale, Az.85251

August 10, 2010

Mr. R. Shaky
Owner the Inn Restaurant
1 Country Inn Road
Upscale, Az.85251

Dear Mr. Shaky:
It has been a month since I was hired as GM of the Inn Restaurant. I am settling in well and look forward to a long prosperous relationship. I would like to take this opportunity to discuss with you some items of concern regarding the condition of the building. During this site inspection the following things caught my attention. * Old trees have grown so that their branches could become entangled in the power lines connected to the restaurant * Many of the windows have gaps possibly from the building settling * Water is not properly drained from the building. * Spider web pattern of cracks forming on the foundation. * The roof has tar paper that is pulled up in one section along with bird nests and tree branches. * There are also charred markings around the exhaust vent of the hood system.
These are all potentially hazardous situations for our guest and staff. If we do not take action to fix these issues it will not only affect our bottom line but our ability to stay in business at all in this facility.
The trees pose several problems. With the branches being so close to the power lines could potentially cause a fire if wind gust cause them to snap and clog up or wear down the gutter system. The roots could be clogging drains underground which could lead to expensive plumbing cost. The windows that have gaps in them are a major cause of our high energy cost. Water puddles up around the foundation because the current landscaping does not allow for the water to drain away from the building. On the roof the section with the pulled up tar exposes the inside of the building to the elements which can cause structural damage and affect heating and cooling. The charred area around the hood system vent is evident of a fire hazard.
I suggest that we address these issues immediately. We need to fix, repair or replace equipment that is affected, and develop a system of maintenance that will prevent the building from getting to the condition again. 1. We should begin with exterior systems. The trees need to be trimmed to rid the roof of leaves and branches that are near power lines or touch gutters. Any damaged gutters should be replaced and all downspouts should direct water away from the building. The landscaping needs to be corrected to pitch away from the building to avoid puddles. The windows need to be caulked and sealed or replaced where not repairable. This could go a long way in reducing our energy cost. This would also improve curb appeal. Weekly visual inspections should begin and preventive maintenance program implemented. 2. The roof must be repaired specifically where there is exposed beams Moving forward the roof should be inspected a minimum of three times a year and gutters cleaned thoroughly at the end of fall and beginning of spring seasons. The exhaust system needs to be cleaned from the roof down to avoid build-up that could cause a fire. 3. As for the structure of the building. The cracks in the foundation need to be sealed to avoid further damage to the foundation. The landscaping should be more frequently maintained for curb appeal and preventive maintenance. It should be designed to have water drain away from the structure. We have a beautiful grounds and a lovely building is should look in tip top shape year round.
As we move forward with these repairs we should also look into educating the staff on the importance of proper upkeep of the facility. It is not just the responsibility of the maintenance team but everyone. It is important for our guest to arrive at a place that looks just as good as the food that they will eat and the quality service that they will receive.
REFERENCE:
Stipanuk, D. M. (2006). Hospitality Facilities Management and Design Third Edition. Lansing: American Hotel & Lodging Association.