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Letters of Authority, Authorization and Appointment
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Mess Management Specialist 3 & 2 - Military manual for maintaining a mess hall
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Balancing the Subsistence Ledger
ISSUE   CONTROLS   AND   PROCEDURES.– Repeated use of your menus and breakout guides allows you  to  adjust  breakout  requirements  to  match  the quantities actually needed for preparation of the meals by yielding breakout information that closely reflects actual requirements. When you review a document requesting an issue, you should make sure it reflects only the items actually needed and in the correct quantities. Authorization.– Documents  requesting  breakouts to the galley must be approved by the FSO or a person designated in writing by the FSO. The FSO establishes controls  to  account  for  each  issue  document.  Issue documents  are  prepared  in  triplicate  and  approved  by the senior MS on duty. The original should be forwarded to the FSO on the morning following the date of issue. Documentation.–  Issues to the GM must be made either on a NAVSUP Form 1282 or a NAVSUP Form 1059, each prepared in triplicate. Issue procedures were discussed in detail in chapter 2. RETURN  OF  UNUSED  ISSUES  TO  STOCK ON HAND.– Return  all  unused  and  unprepared  food items remaining in the galley after completion of meal periods  to  the  issue  storeroom  at  the  end  of  each  day. The NAVSUP Form 1282 containing the daily issues should be changed to document items and quantities returned  and  reflect  any  quantities  issued  to  the  galley. The NAVSUP Form 1282 should be signed by both the   senior   MS   on   duty   and   the   issue-storeroom custodian. FREQUENT SPOT INVENTORIES.–  Frequent (twice weekly recommended) counting of fast-moving and  high-cost  items  is  advisable  to  maintain  financial control of GM accountability. When spot inventories are  conducted,  all  affected  records  should  be adjusted. Key Custody and Controls Afloat  Supply  Procedures,  NAVSUP  P-485,  and Food Service Management, NAVSUP P-486, describe current  security  information. The basic rules set down by the NAVSUP P-485 for key security are as follows: l Supply spaces must be kept locked when not in use. l Custody and responsibility for any space must rest with the person in charge of that space. l Permission for entry of persons not ordinarily authorized to have access must be obtained from the supply officer, FSO, or a delegated representative. . No space should be secured in such a manner that access by use of ordinary damage control equipment is hindered  in  an  emergency. l Keys to supply space padlocks must not be taken from the ship and should be turned in to the key locker when  the  custodian  goes  ashore.  Keys  to  GM  working spaces may be passed between watch captains and not locked in the key locker. . Whenever an original or duplicate key is lost, a new lock must be placed in use. l Combinations to locks must not be recorded in writing except for a written combination in a sealed opaque envelope. This envelope must be signed over the flap  by  both  the  custodian  and  the  accountable  officer in the presence of one another and retained in the accountable  officer’s  safe. . All key padlocks must be of 1 1/2-inch size. .   All   keyless   padlocks   used   must   be   of   the three-combination,   manipulation-resistant   type. Aboard  submarines,  because  of  unique  space limitations,  damage  control  purposes,  and  the  necessity for storing material in widely separated small spaces, it is  not  feasible  to  keep  all  supply  spaces  locked.  Fleet, type, and local instructions make necessary provisions for  appropriate  deviations. Train your personnel to lock the padlock on the staple  and  remove  the  key  whenever  they  enter  a storeroom or other locked supply department space. This procedure prevents keys from being locked in the storeroom and locks from being lost or switched by unauthorized  personnel.  It  also  prevents  members  from being locked in the space by a passerby who may think the space has been left unlocked by oversight. LOCK GROUPINGS AFLOAT.–  Aboard ship, the  locks  of  the  foodservice  division  are  integrated  with those  of  the  rest  of  the  supply  department.  Locks  and keys for individual spaces are grouped by the following functional  areas: .  Group  I  spaces  consist  of  all  supply  department and  general  stores  spaces,  including  storerooms,  special lockers,  and  related  spaces. .  Group  II  spaces  consist  of  foodservice  spaces including the galley, bake shop, bread room, vegetable 13-17

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