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Page Title: Letters of Authority, Authorization, and Appointment
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effort; however, the duties of cashier and MDMAA have the distinction of being the first customer contacts. Letters of Authority, Authorization, and Appointment Letters of authority appoint personnel to act for another person or persons of higher authority. Letters of authorization permit certain functions or actions. Letters of  appointment  assign  responsibility  and  authority  to designated personnel to control a specific function. The supply officer must maintain, in the supply office, a current file of all such letters applicable to operating the supply  department.  Copies  applicable  to  the  GM  should be retained by the FSO. LETTERS OF AUTHORITY.– The  following  are letters  of  authority  that  may  be  required  in  the foodservice   division: l l l CO’s  letter  appointing  an  assistant  to  the  supply officer as the FSO CO’s  letter  appointing  the  person  authorized  to receipt for food items in the absence of the FSO and his or her designated assistant Mess  treasurer’s  letter  designating  a  person  to approve  issue  requests  for  a  private  mess LETTERS   OF   AUTHORIZATION.–   The following  are  letters  of  authorization  that  may  be required  in  the  foodservice  division: .  CO’s  letter  authorizing  the  FSO  to  make necessary changes in the approved menu . CO’s letter authorizing the sale of meals from the GM on a credit basis l CO’s letter authorizing a change fund for the GM LETTERS OF APPOINTMENT.– The  following arc letters of appointment that may be required in the foodservice   division: l l l CO’s letter appointing a control officer for the handling and security of the Cash Meal Payment Book, DD Form 1544 FSO’s letter appointing an individual to be a collection agent or authorized funds custodian FSO’s  letter  designating  a  cashier  to  receive payment for meals sold from the GM INVENTORY CONTROL AND PHYSICAL SECURITY We have already concluded in previous chapters the importance  of  maintaining  a  balanced  load  to  support the ship’s mission. In this regard, procedures should be set in motion to control your inventory levels. This includes employing safeguards for the security of your inventory. These  procedures  should  contain  provisions  for reviewing the accuracy of inventories, actual issues, and records. You should review these items as necessary to ensure the continued availability of balanced stocks. The actual (physical) inventory of food items on board should be accurately reflected in the inventory records.  Improperly  kept  records  support  practices  that, without exception, will lead to inefficiency and cause losses  in  money  and  material. Stock  Maintenance In chapter 12, we discussed how to determine the extent and types of stocks to maintain on board. The topics  discussed  next  are  critical  in  the  efficient maintenance of required stock levels. l You should constantly check your food inventory to  ensure  rotation  and  use  of  stocks  to  prevent oversupply, which may result in surveys. Store stocks so the oldest stocks can be used first. . Review past usage records regularly. They will help achieve balanced requisitioning by showing what is on hand and what items are needed. . Make sure menu changes are kept to a minimum. An accumulation of menu changes can unfavorably affect  your  balanced  load,  either  increasing  or decreasing the planned usage of food items. This results either in stocks being depleted faster than expected or unused  stocks  unnecessarily  taking  up  storage  space. l Adjust your high and low limits as necessary to adapt to an increase or decrease in crew size. This helps make sure you order an accurate quantity of food items for a loadout. .  Regularly  review  food  stocks  currently  on  hand during underway periods. If inventories point out stocks that  are  in  either  long  or  short  supply,  temporary adjustments to the cycle menu can be made to balance stocks. 13-16

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