As a senior MS, you may be charged with the responsibility of managing a general mess (GM). This could be one of your most challenging and rewarding assignments. During the course of your career, you probably have gained a wealth of knowledge as your responsibilities have increased. At this point, you should understand all phases of foodservice operations for which you have been responsible.

This chapter discusses procedures that are used in combination with your acquired experience and rate-related reference guides to enable you to efficiently manage a GM.

GMs are established to provide Navy personnel with wholesome, nutritious, well-balanced meals through the proper preparation and service of food items. At this point, you should know that you (the senior MS) are responsible for making sure the highest standards of foodservice are upheld.

As the senior MS, you are responsible to the food service officer (FSO) for the efficient management of the GM. You must plan menus, order all food items, schedule deliveries of food items, and check and inspect receipts. You must supervise storage and issue of food items and determine load capacity. You also must administer work schedules for foodservice personnel, assign jobs to the rotational pool personnel, and initiate corrective action to maintain the facilities and equipment. With aid from the medical department, you must administer a training program for the foodservice division in food sanitation. Instruction should be based on the Bureau of Medicine and Surgery's Manual of Naval Preventive Medicine, NAVMED P-5010, chapter 1, "Food Sanitation."

FOODSERVICE ORGANIZATIONAL AND PLANNING POLICIES

Messes are operated according to the various laws, directives, regulations, and instructions. Some laws apply to all services while others apply only to the Navy. Some regulations and instructions are Navywide and some are local. As an MS first class or chief, you should be familiar with those that pertain to the operation of your particular GM. It is your job to see that they are enforced.

The procedures contained in the Food Service Management, NAVSUP P-486, volume I, establishes policies to administrate, operate, and manage Navy GMs afloat and ashore. These procedures are the minimum that is essential to good foodservice management and are mandatory unless specifically stated as optional. However, these procedures are not limiting when conditions require additional controls. When necessary, heads of supply departments, commanding officers (COs), or higher authority may supplement procedures that do not conflict with the NAVSUP P-486.

The Foodservice Operations, NAVSUP P-421, complements the NAVSUP P-486. The NAVSUP P-486 is directed primarily to foodservice administration. The NAVSUP P-421 presents the other half of the picture by providing basic information about such actual food operations as inspection, storage, menu planning, preparation, and presentation.

The NAVSUP P-421 also includes suggestions on how to organize a foodservice division training program. Additionally, it provides detailed information on getting the maximum use of foodservice personnel and resources.

MESSING FACILITY ORGANIZATION

To carry out the purpose of the foodservice division, GM organization requires the efficient arrangement of personnel by functions. This requires dividing the activities and assigning responsibilities and authority to specific individuals within the foodservice division. GM organization varies according to the mission, physical characteristics, and complement of each ship or station. When prescribed by the type commander (TYCOM), the supply department head prepares a supply department organization manual. This manual contains a description of each component's function within the division. It also assigns areas of responsibility and authority, including tasks of key personnel.

The supply officer prepares an organizational chart for the department. This chart identifies the essential functions and a clearly defined channel of responsibility and authority. An example of a typical organizational chart for a foodservice division of a small fleet unit is illustrated i  ure  -

Records

As described in detail i  caters  3, and 12, GM records are used to accomplish the following basic processes:

Determining provision requirements

Preparing requisitions

Processing receipt and expenditure documents

Conducting inventories

Maintaining related files and records to account for food items

Preparing related correspondence, reports, and returns (financial statements)

The Food Service Management (FSM) system automates many of the routine manual foodservice records-keeping functions. The system uses the same terminology, forms, and procedures as found in the manual system. Since the system has been designed with current regulations in mind, the software can be easily used by an individual familiar with manual foodservice records. The NAVSUP P-486, volume I, provides a mandatory checklist and a Navy Food Service Systems Office (NAVFSSO) recommended system access list, which automated activities are encouraged to use.

Further information is available from the Terminal Users' Guide, which is distributed with the software. This chapter discusses the use of foodservice records as management tools that enable you to more efficiently operate the mess. As the assistant to the FSO in the GM, you should not have custody or control over original financial records applicable to operating the GM. However, you should have access to these records and may have duplicates, as needed, for the effective administration and operation of the GM.

Throughout this chapter the various processes of foodservice management are discussed. Additionally, examples of how GM records are used to assist in managing all areas of the GM are provided.

Food Preparation

The FSO is directly responsible for making sure foodservice personnel follow all section orders concerning the proper preparation of food. As the leading MS, you should make sure the FSO's orders and regulations are followed by all foodservice personnel. In addition to the service of food, these orders and regulations encompass such specifics as food conservation, sanitation, scullery operation, and the handling of food wastes. Managing these processes requires setting up a strict routine for preparing and serving food. This routine should include some of the following actions:

Figure 13-1.-Typical organization of a foodservice division of a small fleet unit.

Giving all foodservice personnel instructions that apply specifically to their duties

Making sure all foodservice personnel are in clean uniforms (usually white) and maintain the highest personal grooming standards

Instructing foodservice personnel concerning proper serving techniques before serving meals Inspecting and sampling the foods served in the GM

Training foodservice personnel in the proper preparation of food

In addition to normal feeding, various conditions require situational feeding. All foodservice personnel should be capable of preparing and serving meals under these diverse conditions.

NORMAL CONDITIONS.- As the leading MS, your presence during all meals is essential to the foodservice operation. The fact that you are there and paying close attention to all the work being done has a positive effect on both the foodservice personnel and patrons.

The following are some of the reasons the leading MS's presence in the foodservice spaces is important during the meals:

Making sure all personnel receive attractively presented, appetizing, and nutritious food served in a pleasing manner

Making sure the GM patrons are not distracted during the meal

Handling customer complaints on the spot

Making sure visitors do not receive tours of foodservice and dining spaces during meal hours Preventing circumstances that may upset the normal dining routine or ambiance from occurring during normal meal periods

To make sure the serving area runs smoothly, you should make sure a current menu with nutritional information exists in full view at the beginning of each serving line.

You should make sure food is served promptly and in an appetizing manner. Additionally, you should make sure the equipment on the serving line operates at the proper temperature.

You should place an MS in charge of each serving line. This individual should be capable of instructing foodservice personnel on all aspects of the serving line operation.

SITUATIONAL FEEDING.- You should make sure your facilities, personnel, and schedule are flexible enough to support any required situational feeding. Situational feeding refers to the various types of special meals, battle feeding (combat feeding), or emergency and disaster feeding.

Special Meals.- Personnel required to work through normal meal hours, due to the nature of their duties, must receive a chance to eat. They are usually provided special meals, which were discussed i  h  r 12

Battle Feeding.- Aboard ships, food is distributed to battle station lockers for use during battle feeding situations. Food that does not require galley preparation or semiperishable food distributed in this manner requires constant checking. You should check to make sure all food items are rotated periodically to prevent spoilage, misuse, or theft.

During battle stations, personnel must man their stations until secured. Because battle stations may last for some hours, food carriers, racks, trays, and large coffeepots should be available to support battle feeding needs.

Battle food preparation will depend on whether the galley is in operation and enough MSs are available. If neither the galley nor enough personnel are available, you should use the meal ready to eat (MRE) ration and supplement it with hot or cold drinks. If limited galley foodservice is available, you should plan simple menu items. Simple menu items include sandwiches, fresh or canned fruit, hot canned beef stew, chili con came, or easy to prepare recipes. You should supplement these meals with hot or cold drinks.

Personnel being relieved from battle stations should go to the galley or other auxiliary feeding stations to receive hot food. You should set up auxiliary feeding stations when situations do not allow access to the galley.

Officers receiving meals from the GM during battle feeding situations must pay regular meal rates as stated in NAVSUPINST 4061.9. Selling meals to officers on a credit basis simplifies procedures during an emergency situation.

Emergency and Disaster Feeding.- Historically such disasters as hurricanes, flooding, earthquakes, volcano eruptions, or accidents at sea have occurred.

Military activities have found it necessary to feed survivors of such disasters. As the leading MS, you should be familiar with your command's disaster preparedness contingency plan, which should include specifics on how to set up and feed the victims of disasters. You also should know how to properly account for the feeding of these personnel. Accounting procedures for emergency and disaster feeding is covered in the Expenditures and Accounting section of the NAVSUP P-486, volume I.

There are two classes of survivors of disasters used for accounting purposes. These classes are destitute survivors of disasters and survivors of disasters having personal funds.

1. Destitute survivors of disasters include refugees, civilian evacuees, and American merchant seamen. They are conditionally entitled to rations-in-kind and may be fed in Navy GMs at sea. The CO must first determine that the survivors are in fact destitute. The issuing command should use a locally prepared form to furnish information establishing entitlement of rations issued. This letter  is

called the certification of rations issued form. The Ration System section of the NAVSUP P-486, volume 1, furnishes instructions on the completion of this form.

Ration credit is taken for destitute survivors of disasters in the same reamer as for rations-in-kind personnel. They are recorded on the monthly Ration and Sales Report, NAVSUP Form 1357, under Ration Breakdown. Code 14 is used to designate the type of personnel receiving rations as disaster survivors.

2. Survivors of disasters having personal funds are authorized to eat in the GM on a cash basis and must pay cash for each meal they receive. The rates charged for these meals are either those published in the NAVSUPINST 4061.9 or current prices established under the item pricing system. You should make every effort to collect cash from these personnel at the time of sale.

This class of personnel requires written authorization to receive rations from the GM. This authorization may be included in the supply department or command organization manual. Charges and

Figure 13-2.-Certification of rations issued form.

accounting procedures for this class of personnel are described in the Expenditures and Accounting section of the NAVSUP P-486, volume I.

Disasters and/or emergencies also may occur ashore and in port. To feed personnel under such conditions, the CO must issue a directive declaring an emergency or disaster exists, and subsistence must be provided to persons other than those normally authorized to subsist. The following actions should be taken to refund the Navy for meals furnished to victims of such a disaster: 0 Individuals should be requested to pay (the sale of meal rates) at the time of receipt of the meal. If collections cannot be made, appropriate information such as name, address, and signature should be obtained. Individuals also should be informed that collection may be effected later.

If unable to collect from individuals, then reimbursement should be obtained from one of the following organizations:

The American Red Cross Navy Relief

TYCOM disaster relief funding

A business (contractor responsible for causing an evacuation)

Other disaster relief organizations

0 FSOs finding collection efforts from ashore sources unsuccessful should request permission to waive collection. This request should be made to the Navy Comptroller (NAVCOMPT) through the chain of command. Should NAVCOMPT grant approval, the activity's Operations and Maintenance, Navy (0&M,N) fund will be charged the cost of feeding the individuals.

Catastrophic disasters or emergency feeding ashore or in port usually requires feeding large numbers of personnel. This is especially so if multiple supporting ships or stations are involved. A responsible officer in command, normally the local area commander, must issue a directive declaring that an emergency exists. Then subsistence may be provided to personnel other than those normally authorized to be subsisted. Under these circumstances, ration credit should be taken as previously described unless otherwise directed by NAVFSSO. NAVFSSO should be immediately contacted for guidance on the proper accounting and feeding procedures for these personnel. This is because the size of the operation may require unusual management actions or clarification to ease resolution for involved activities.

Subsistence

All bulk subsistence storerooms including refrigerated storerooms used to keep chilled and frozen food are accountable spaces. The subsistence issue room, if used, is also an accountable space. These storage spaces must be maintained in an orderly fashion. Food items must stored according td appendixes l and J of the NAVSUP P-486, volume I, and NAVMED P-5010-1.

A jack-of-the-dust must be appointed to be responsible to the accountable FSO for the safekeeping of all food stored in these spaces. Even small ships with few MSs should assign a jack-of-the-dust this primary responsibility. This is a full-time job that involves receiving, storing, and issuing subsistence, and completing all the appropriate documentation. All food in these spaces must be recorded on the inventory cards maintained by the records keeper.

Special Use of the Messdecks

Under certain circumstances, functions other than messing may periodically be held in the dining area of a GM. This is so regardless of how large or small a messing facility may be. These circumstances may include training, meetings, or special events that include games and contests.

You should make sure all events of this nature are coordinated and scheduled. Coordination involves informing key personnel such as your chain of command and any other personnel that may be affected. You should schedule all events so normal routine is not interrupted. This includes the proper and timely preparation for meal service, actual meal service, and cleaning up after meal service.