Larry — Formia Group

formia-groupLast edited 3h ago by seed

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Description — one line, tells Larry when to use this skill

SKILL.md — full markdown including frontmatter

---
name: formia-group
description: "Master knowledge base and business memory for Formia Group (Brightwater Joinery and Sellers Room Joinery). Use this skill on EVERY session involving the Formia Business Team workspace — it contains the company structure, staff directory, Slack IDs, key contacts, folder layout, scheduled tasks, HR policies, vehicle fleet data, and operational decisions. Trigger whenever anyone asks about BWJ, SRJ, Formia, staff names, pay rates, company vehicles, H&S, tool allowances, iPayroll, or any business administration task. Also trigger when the slack-dm-request-handler or monthly-vehicle-report tasks run, so they have full business context. This is the central reference — read it first before looking anything up."
---

# Formia Group — Business Knowledge Base

This document is the persistent memory for Formia Group business administration. Read it at the start of every session to understand the company, its people, folder structure, and operational context.

## Company Structure

Formia Group comprises two related joinery companies under common ownership, based in Nelson, New Zealand.

### Brightwater Joinery Limited (BWJ)
- **Legal Name**: Brightwater Joinery Limited
- **Address**: 8c Merton Place, Annesbrook, Nelson 7010
- **Industry**: Joinery manufacturing, installation, and fit-outs
- **General Manager**: Ben Knight
- **iPayroll Org**: Brightwater Joinery Limited

### Sellers Room Joinery Limited (SRJ)
- **Legal Name**: Sellers Room Joinery Limited
- **Address**: 9 Echodale Place, Stoke, Nelson 7011
- **Phone**: 03 547 7144
- **Industry**: Joinery manufacturing and installation
- **Head of Operations**: Mark Bidlake
- **iPayroll Org ID**: 33168
- **Pay Frequency**: Fortnightly

### Owner / Director
- **Rohan Callander** (rohancallander@gmail.com)
- Slack user ID: U07K4CYNH9B
- Oversees both companies

---

## Key People and Slack IDs

| Name | Role | Company | Slack ID | Email |
|------|------|---------|----------|-------|
| Rohan Callander | Owner/Director | Both | U07K4CYNH9B | rohancallander@gmail.com |
| Ben Knight | General Manager | BWJ | U07TB69C3QC | ben@bwjoinery.co.nz |
| Mark Bidlake | Head of Operations | SRJ | U08T17B0MDH | mark@sellersroom.co.nz |
| Craig Heuvel | Staff | BWJ | — | — |
| Alexandra | Staff | BWJ | — | — |
| Toto | Staff | BWJ | U07SHHZQYHJ | totocefe@hotmail.com |
| Harry Stevens | Junior Joiner | SRJ | U08Q72H51JR | — |
| Michelle Higgins | Former staff | BWJ | — | — |
| Tim O'Donnell | Staff | BWJ | — | — |

### Authorised Slack DM Users
The `slack-dm-request-handler` scheduled task responds to DMs from:
- **Ben Knight** (U07TB69C3QC) — can ask questions, request documents, request file edits
- **Mark Bidlake** (U08T17B0MDH) — same permissions as Ben

---

## BWJ Staff (17 current, from iPayroll Mar 2026)

| Name | Role | iPayroll ID | Hourly Rate | Notes |
|------|------|-------------|-------------|-------|
| Rohan Callander | Director | 001 | — | Salaried |
| Ben Knight | General Manager | — | — | Salaried |
| Craig Heuvel | — | — | — | Drives Ford Ranger PPD51 |
| Tomas Amadeo | — | — | — | — |
| Dan Cooper | — | — | — | Tool allowance: $750 |
| John Farrar | — | — | — | — |
| Sam Gaskin | — | — | — | Tool allowance: $750 |
| Jesse Powers | — | — | — | — |
| Jessica Powers | — | — | — | — |
| Malcolm Borgfeldt | — | Both BWJ & SRJ | — | Tool allowance: $750 |
| Tim O'Donnell | — | — | — | — |
| Peter Panov | — | — | — | Tool allowance: $750 |
| Cody Scott | — | — | — | Tool allowance: -$562.50 (overdrawn) |
| Michael Thompson | — | — | — | Tool allowance: $670.87; first aid cert |
| Vasili Tsironis | — | — | — | Tool allowance: $750; BCITO qualified |
| Cornella Zlamala | — | — | — | — |
| Tony Wall | NEW employee | — | $36/hr start, $38 after 6 months | Contract created Mar 2025; KiwiSaver 3.5% PLUS hourly rate |

Full pay rate details are in the master spreadsheet (see File Locations below). For iPayroll IDs, see `PKA/business/payroll/memory/reference_formia_group.md`.

## SRJ Staff (15 current, from iPayroll Mar 2026)

| Name | Role | iPayroll ID |
|------|------|-------------|
| Mark Bidlake | Head of Operations | 1 (salaried) |
| Matthew Dowding | Joiner/Installer | 2 |
| Lance Adams | Senior Joiner | ADAML |
| Lee Burton | Designer/Sales | BURTL (flat 40 hrs/wk) |
| Alexander Callander | Interior Design | CALLAL (salaried) |
| Jemma Gamble | Qualified Designer | GAMJE |
| Mark Haase | Joiner | HAASMA |
| Robert Lewis | Intermediate Joiner | LEWIRO |
| Dean Machen | Senior Joiner | MACDEA |
| Nhan Nguyen | Intermediate Joiner | NGUYN |
| Craig Pengelly | IT/Systems Manager | PENGC (salaried) |
| Margarette Sellers | Senior Designer | SELMA |
| Andy Stanning | Qualified Joiner | STANAND |
| Harry Stevens | Junior Joiner | StevH |
| Anna Thomas | Senior Designer | THOAN |

---

## HR Policy Decisions

These decisions were made by Rohan and should be applied consistently:

- **KiwiSaver**: Always 3.5% employer contribution, PLUS the hourly rate (not inclusive). Every contract should state the rate is "plus 3.5% KiwiSaver" — never "inclusive of KiwiSaver."
- **Pay increases**: Triggered after 6 months of continuous employment (not after the 90-day trial period).
- **90-day trial period**: Still included in contracts per the Employment Relations Act 2000, but pay increases are decoupled from it.
- **Employment contracts**: Use the NZ employment contract skill (`PKA/business/hr/nz-employment-contract/SKILL.md`) for creating new contracts. The template is based on Tony Wall's finalised contract.

---

## Scheduled Tasks

| Task ID | Schedule | Status | What it does |
|---------|----------|--------|--------------|
| `slack-dm-request-handler` | Every 2 min, Mon-Fri 8am-6pm | Enabled | Monitors Slack DMs from Ben Knight & Mark Bidlake, actions requests |
| `monthly-vehicle-report` | 1st of month, 8am | Enabled | Sends Mark a vehicle fleet status report via Slack |
| `monthly-bill-payment-prep` | 18th of month, 8am | Enabled | Scans Gmail for unpaid invoices, prepares ANZ bulk payment |
| `weekly-invoice-scan` | Mondays 8am | Disabled | Scans Gmail for tax invoices (Trust & Personal) |
| `daily-email-briefing` | Daily 7am | Disabled | Summarises important emails from last 24 hours |

### Slack DM Handler Rules
- Do NOT add footers or signatures to Slack messages
- When asked to send a document, just send it — don't ask "do you want me to send it?"
- Can edit files in the workspace when asked
- If can't find what's needed, suggest they ask Rohan
- Can email documents via Gmail (Ben: ben@bwjoinery.co.nz, Mark: mark@sellersroom.co.nz)
- Slack MCP can't attach files — use email for document delivery

---

## Vehicle Fleet (19 assets)

Full tracking data: `PKA/business/hr/corporate/Formia Vehicle Service Tracking - CURRENT.xlsx`

### BWJ Vehicles (9 + 1 forklift)
| Vehicle | Rego | Assigned To | Type | Fuel |
|---------|------|-------------|------|------|
| Ford Transit 2019 | MAD562 | Factory | Van (Large) | Diesel |
| Tesla Model 3 2023 | RDM752 | Rohan | Saloon | EV |
| Mitsubishi Canter 1996 | UH5454 | Factory | Truck, Box | Diesel |
| Ford Ranger 2019 | PPD51 | Craig | Ute | Diesel |
| Toyota Hiace 1994 | SQ9325 | Factory | Van (Small) | Petrol |
| Land Rover Discovery 2019 | QRM899 | Alexandra | SUV | Diesel |
| Jeep Laredo 2014 | MKT199 | Ben | SUV | Petrol |
| Holden Colorado 2019 | MBN12 | Mark | Ute | Diesel |
| Nissan Forklift | — | Factory | Forklift | LPG/Petrol |

### SRJ Vehicles (7 + 1 forklift, excluding sold Suzuki Swift)
| Vehicle | Rego | Assigned To | Type | Fuel |
|---------|------|-------------|------|------|
| Nissan Caravan 2001 | EDG529 | Factory | Van (Small) | Diesel |
| Toyota Toyace 1995 | BPE868 | Factory | Truck Flat Bed | Diesel |
| Isuzu Elf 1996 | APD836 | Factory | Truck, Box | Diesel |
| Isuzu D-Max 2016 | KDS84 | Craig | Ute | Diesel |
| Toyota Hiace 2008 | JZE163 | Factory | Van (Large) | Petrol |
| Holden Captiva 2017 | LAR592 | Margarette | SUV | Diesel |
| Mitsubishi Forklift | — | Factory | Forklift | LPG/Petrol |

Service agent for most vehicles: **Stoke Mechanical** (4 Nashi Place, Stoke, 03 547 6606)

---

## File Locations (PKA Workspace)

All paths relative to `PKA/business/` in the Formia Business Team workspace.

### HR
- `hr/corporate/Formia Group Staff Pay Rates - Mar 2026.xlsx` — Master pay rate spreadsheet (BWJ + SRJ, with formulas)
- `hr/corporate/BWJ Staff Pay Rates - iPayroll 25 Mar 2026.pdf` — Source iPayroll export
- `hr/corporate/SRJ Staff Pay Rates - iPayroll 25 Mar 2026.pdf` — Source iPayroll export
- `hr/corporate/Formia Vehicle Service Tracking - CURRENT.xlsx` — Fleet tracking
- `hr/corporate/archive/` — Old vehicle tracking data
- `hr/brightwater-joinery/current-staff/<firstname-lastname>/` — Individual BWJ staff folders. Convention: lowercase, hyphen-separated (e.g. `ben-knight`, `conny-zlamala`, `tony-wall`). Contains: `Signed Employment Contract.pdf`, induction docs, driver licence, certs. **To find a staff member's contract, use `drive.findByPath({path: "business/hr/brightwater-joinery/current-staff/<firstname-lastname>"})` — do NOT rely on `drive.search` by name, filenames are generic.**
- `hr/brightwater-joinery/former-staff/` — Former BWJ employees
- `hr/brightwater-joinery/job-descriptions/` — BWJ job descriptions
- `hr/brightwater-joinery/templates/` — BWJ HR templates
- `hr/sellers-room/current-staff/<firstname-lastname>/` — Individual SRJ staff folders. Same convention as BWJ. Navigate with `drive.findByPath` not name-search.
- `hr/sellers-room/former-staff/` — Former SRJ employees
- `hr/nz-employment-contract/SKILL.md` — Employment contract creation skill
- `hr/misc/tool-allowance/Tool Allowance Balances.xlsx` — Tool allowance tracker (7 BWJ staff)
- `hr/misc/job-ads/` — Job advertisements
- `hr/memory/` — HR reference data

### Payroll
- `payroll/memory/reference_formia_group.md` — iPayroll IDs and company details
- `payroll/brightwater-joinery/` — BWJ payroll records
- `payroll/sellers-room/` — SRJ payroll records

### Health & Safety (290+ files)
- `health & saftey/` — Root H&S folder (note: folder is spelled "saftey")
- `health & saftey/H&S Procedures  - SOPs/` — Standard operating procedures (incl. BWJ staircase installation)
- `health & saftey/H&S Procedures  - SOPs/SOPS SRJ/` — SRJ-specific SOPs
- `health & saftey/H&S Policy & Procedures/` — Company H&S policies
- `health & saftey/H&S Risk Register/` — Risk registers
- `health & saftey/H&S Training Registers _ Staff/` — Per-employee training records
- `health & saftey/Toolbox Meeting Minutes/` — Meeting minutes (2019-2026)
- `health & saftey/First Aid Certs/` — First aid certificates
- `health & saftey/Forklift Certificates/` — Forklift operator certs
- `health & saftey/Forklift Forms/` — Forklift inspection forms
- `health & saftey/H&S Hazardous Substances/` — Hazardous substance registers
- `health & saftey/H&S Forms Misc/` — Emergency plans, vehicle checklists, visitor forms
- `health & saftey/Machine Maintainence Register/` — Machine maintenance + maintenance schedule
- `health & saftey/Fire-Fighting Equipment/` — Fire equipment records
- `health & saftey/H&S Company Structure/` — H&S org structure
- `health & saftey/Reviews/Site Review/` — Site safety reviews
- `health & saftey/NEW EMPL FORMS/` — New employee H&S forms
- `health & saftey/OLD FILES/` — Archive (HAZARDCO legacy, COVID, old SOPs)

---

## Tool Allowances

Tracked in `hr/misc/tool-allowance/Tool Allowance Balances.xlsx`

| Employee | Remaining Balance |
|----------|------------------|
| Mike Thompson | $670.87 |
| Sam Gaskin | $750.00 |
| Vasili Tsironis | $750.00 |
| Dan Cooper | $750.00 |
| Peter Panov | $750.00 |
| Cody Scott | -$562.50 (overdrawn) |
| Malcolm Borgfeldt | $750.00 |

---

## Known Gaps (data still needed)

- **Leave balances** — Not yet provided; would need iPayroll export or manual entry
- **Xero accounting access** — No MCP connector available; Rohan exploring options (manual exports or Claude in Chrome)
- **Tony Wall iPayroll setup** — Tony listed as "NEW" in master spreadsheet; not yet added to iPayroll
- **Some BWJ iPayroll IDs** — The payroll reference file has full SRJ IDs but only Rohan's BWJ ID (001); rest need to be added from the iPayroll export

---

## Changelog

- **25 Mar 2026**: Initial creation. Captured company structure, all staff, vehicle fleet, HR policies, folder layout, scheduled tasks, and tool allowances from session with Rohan.