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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.
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