Newport Ski Club �Training Program

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Assistant Lodge Manager

Assistant Lodge Manager�Your job is:

• Plan meals for weekend ski club members and guests
• Purchase and delivering meal supplies
• Post the weekend recipes for chefs
• Assist with maintaining meal supplies and providing food inventory to the next ALM
• Attend to problems inherent with weekend meals.

Before the Weekend

• Obtain the Roster Sheet from the Lodge Manager
• This is Emailed by Reservationist on Thursday
• Includes number of adults and children with reservations
• ALM will coordinate with the LM to determine if anyone making a reservation after 5 pm on Thursday night can be included in the food count.
• Look up recipe for weekend from NSC Annual Lodge Schedule on website: https://newportskiclub.org/annual-lodge-schedule/
• Download Recipe and Food Buyers Guide from NSC website: https://newportskiclub.org/lodge-operations/information-for-assistant-lodge-manager/
• These items will help you plan and purchase food for the weekend
• Obtain the Food Management Inventory Form from previous ALM
• This form tells you what is leftover in Club Fridge from previous weekend

Meal Planning

• Weekend meals include:
• Grab & Go Breakfast for Saturday and Sunday
• Breakfast includes; bagels, yogurt, breakfast sandwiches, cereal, oatmeal, pancake mix, french toast sticks, breakfast bars, frozen sausage patties and fresh eggs
• These items should be in stock and previously provided with Food Bulk Buy
• Saturday Hors D'oeuvres
• This includes; microwave popcorn, chips & salsa, snack mix, crackers, cheese & pepperoni and fresh vegetables
• Most of these items are from Food Bulk Buy except cheese, pepperoni and vegetables (these are purchased from Shaw’s by the ALM)
• Saturday Dinner
• There are 4-5 rotating selections shown on NSC website
• All meals include salad; some meals include side dishes
• Most recipe items are included in Food Bulk Buy, recipes point out what should be and should not be purchased by ALM
• ALM should check quantities Friday night for all meals, more can be purchased from Shaw’s if needed

Shopping List Planning

• Food Buyers Guide:
• Guide is broken down into 3 major groups
• General Items
• These include fresh items needed for breakfast, Hors D'oeuvres and dessert
• Salad Items
• Also include items used for Hors D'oeuvres
• Dinner Items
• Dinner items are split into 4-5 minor groups
• You only need to buy for specific meal for your weekend
• Items include side dishes; they do not include special request items (vegetarian or gluten free) or fresh vegetables (if not using frozen)
• Quantities are broken into groups of 12-20, 21-29 & 30-40 persons
• Recipes feed approximately 12-18
• Vary quantities based on:
• Groups falling in between quantities of 12-18 (recipes discuss this more, but buy an extra item or buy the next higher quantity)
• Number adults (increase) and children (decrease)
• Items left over from previous weekend (decrease)

Shopping List Planning Continued

• Recipes
• Obtain recipes from NSC website
• Also obtain any side dish recipe (main recipe should call this out)
• Read entire recipe including notes
• Verify Food Bulk Buy items against list from previous ALM
• Buy extra Bulk Buy if required
• If there was no former ALM or list, check quantities Friday arrival if able
• Note any recipe variations that need to be included in list
• Items include special request items (some vegetarian or gluten free items are available in basement) or fresh vegetables (if not using frozen)
• Produce list from:
• Food Buyer’s Guide quantities
• Menu variation quantities
• Previous ALM reported quantities (Weekend Food Inventory Form and Food Bulk Buy Inventory Form)

Food Purchasing Options

• Shop for items at Shaw’s of Ludlow (this can be done Friday or before 3pm on Saturday)
• Benefits:
• You can use NSC Credit Card at LM’s desk
• Don’t have to worry about food in car during drive up to Lodge
• Risks:
• Shaw’s closes at 9pm
• Might not have enough time to do Inventory before
• Long lines at Shaw’s on Saturday afternoon
• Order items from Shaw’s Online
• Benefits:
• Don’t have to worry about food in car during drive up to Lodge
• Risks:
• Food pickup is between 7am - 9pm and order needs to be done day before
• You won’t have enough time to do Inventory before
• You need to create an online account with Shaw’s in your name
• You can’t use NSC Credit Card (need to use personal CC and send in a reimbursement form to Treasurer)
• Shop at your local grocery store of choice
• Benefits:
• Familiar grocery store layout
• Risks:
• You have to worry about food in car during drive up to Lodge
• You won’t have enough time to do Inventory before
• You can’t use NSC Credit Card (need to use personal CC and send in a reimbursement form to Treasurer)

Shaw Online Food Purchase Procedures

• Place your food order by NOON on the Thursday prior to your weekend.
• Access the web site https://local.shaws.com/vt/ludlow/213-main-st.html.
• Click on ‘order now’.
• Create an account (if you already have an account, just sign in).
• You must create a personal account using a personal email address.
• Create a password. Note: You do not need to remember this password. The site offers the option to sign in later using a unique code sent via email or text message.
• Enter your contact phone number. This field is required; your account will store it. You can choose to receive your order status via text message.
• If you wish, specify any special instructions for the loading staff.
• Select ‘Pick up from 213 Main Street’
• Select ‘Reserve a pickup time’ and choose a date and a time between 🡪 9 a.m. and 7 p.m.
• Select a preference for unavailable items. The options are:
• Same size, different brand (recommended)
• Same brand, different size
• No substitutions
• Customize (this last option permits you to select a different ‘preference’ for each item)
• Perform your grocery shopping on the site just as you would for any on-line shopping site, specifying quantities as needed.
• Select ‘Shop’ from the menu at the top of the page, and then ‘Deals’ from the sub-menu, to find the current bargains.
• To find deli meats fresh-cut by the pound, perform a search for ‘deli meats’ using the search bar at the top of the page.
• Select ‘Shaw’s for U’ to find electronic coupons for additional savings.
• Check out.
• You must enter a personal credit card to pay for the order.
• The site does not require you to store the credit card online.

Shaw Online Food Purchase Notes

• A $30 minimum order before tax applies for Curbside Pickup.
• The final cost for your order may differ from the online cost depending on product availability and products sold by weight.
• When you set up an account, Shaw’s automatically creates a loyalty card which applies for future bargains.
• ‘Shaw’s for U’ savings will appear on the final receipt upon pickup of your order.
• To change items in your order or to change your pickup date or time, sign in and select ‘Orders’. Note: The site only allows these changes on the same day that you place the order.
• To cancel your order, select ‘Orders’.
• Shaw’s may request a photo ID when you pick up your order.
• SAVE YOUR RECEIPT
• Submit your receipt and a Request for Reimbursement Form to the NSC Treasurer in order to receive reimbursement for the food. (Note: expect reimbursement about one week after the Treasurer receives your form.)
• If you have any issues with Shaw’s Curbside Pickup or with your order, call Shaw’s Customer Service at 877-505-4040.
• If you have any issues with your Shaw’s account, call Shaw’s Customer Support at 877-258-2799.
• In case you need it for some other reason, the direct number for Shaw’s Ludlow is 802-228-8468.

Sunday Duties

• Starting no earlier than late Sunday morning; freeze any leftover freezable supplies and refrigerate any perishables. Be sure to date each frozen item and label any leftovers as free to midweek.
• Late Sunday Morning, using a fresh copy of Food Management Inventory, count the remaining food inventory in the upstairs refrigerator, the upstairs cabinets and in the potato/onion bin to the right of the stove.
• Email or text your completed copy of Food Management Inventory to the Assistant Lodge Manager for the upcoming weekend and NSC Lodge Operations, nsclodgeoperations@gmail.com . See the NSC web site Annual Lodge Schedule for the contact information of the next ALM.
• Using copy of Food Bulk Buy Inventory form, count the remaining food in the downstairs food supply room, the downstairs freezer and the downstairs refrigerator. Note the items that are below minimum quantities. Email or text those items (if a lot then entire Bulk Buy Inventory Form) to the Food Lodge Inventory Manager; Wendy McGrath at wlmcgrath1@gmail.com  978-390-6449.
• Using copy of Bulk Buy Inventory form, count the remaining paper and cleaning supplies in the downstairs supply room. Note the items that are below minimum quantities. Email or text those items (if a lot then entire Bulk Buy Inventory Form) to the Lodge Inventory Manager; Maggie McCarthy firefly.mcc@gmail.com 860-617-6745 or Leslie Sahagian sahagianl@yahoo.com 508-278-2987.

Unforeseen Issues

• The Assistant Lodge Manager must deal with issues that arise from time to time such as:
• Last minute food purchases
• Late arriving guests
• Food allergies or special requests
• Cooks not prepared for dinner

Forms you will need

• NSC Roster Sheet provide by Reservationist or LM
• NSC Recipe, from NSC Website
• NSC Food Buyers Guide, from NSC Website
• NSC Bulk Buy List & Food Bulk Buy List, from NSC Website
• NSC Food Management Inventory Form, from NSC Website
• NSC Request for Reimbursement Form, from NSC Website
• All forms are available on NSC Website under “Going To The Lodge” / “Managers” / “Info For ALM” and some are available in print form at the lodge in the cubbies in the lodge manager’s desk.

Sample Roster

Sample Recipe

Sample Food Buyers Guide

Sample Food Buyers Guide Cont.

Sample Bulk Buy List

Sample Food Bulk Buy List

Sample Food Management Inventory Form

Sample Request for Reimbursement