[Handwritten heading: “Johnny”]
5 July, 78
8 to app. 10 p.m.
Meeting of TROIKA WITH ACAO’s
From all departments will need:
1.) JOB DESCRIPTIONS on each person within department, or if or one person not presently on job and it is being done by whomever can get to it, then describe the function and say “personnel needed.”
Recommend procedures needed to complete the jobs. (See Harold [Bogue Cordell]; and Toi [Fonzelle].)
2.) Give department outline or schematic and chain of command.
3.) List your short term and long range planning with a deadline of [blank space provided] on wind this should be in – probably within 2 or 3 days. We will soon be going into major production on farm with the seasonal change, and into major construction as soon as lumber arrives.
It is necessary for Troika to see that you ARE COMPLETING YOUR TASKS, so these reports are necessary.
4.) We will need inventories immediately: Feeds, foods, fuel, spare parts, and supplies in every departments are important for us to know about – we need to know what may become an emergency before it gets there. Harold explained perpetual inventory every 3-[illegible number] months and there will be auditors to check on this. There is need to set up reorder system monthly or as needed to keep above “safe” minimum.
5.) List your procedures and go over them with the GAO’s before setting changes in motion from what you originally set up in items 1, 2 and 3 above. If there are any changes or personnel shifts within the departments, please let the CAO’s know immediately.
6.) A system of follow-up needs to be formulated; there is a need for the CAO’s to be able to evaluate the projected tasks you originally get up vs what you completed of those tasks, each. Will try to do much of this in these meetings.
MEETING: Will meet on Mondays 6:30 to 8 p.m., and steering will be at 8:30.
Will mostly cover inter-departmental items were both supervisors need to be present to effect a decision.
JOB POOL: Some changes are being made now, however all input will be taken then final decision will rest with the CAO’s. ASSISTANTS TO THE ACO’s is not necessarily a full-time job.
Current personnel problems were discussed – Troika felt they had made some decisions to rapidly – had to modify this… In kitchen, had pulled people too fast and pulled them from Agriculture.
Discussed:
Amondo Griffith, Lee’s assistant – okayed by Troika and finalized this meeting.
Vern Gosney – to return to Citrus
Kathy Barnett – pulled from piggery; to remain kitchen
Dorothy Rollins – not clear decision made on her
Issue of being mindful of the cost investment in training time of 6 months to a year on part of management and personnel. Takes 1 1/2-2 years before you get back that investment, according to stateside management figures.
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Nursery – they pointed out that Lucy Crenshaw wants 6 hours a day secretarial time, but she can stick it out for a week or two; getting tired of so much time with babies.
Kitchen – need competent white young person for kitchen and also need to integrate serving.
Karen Harms is cooking and doing well.
Ron Grimm – interdepartmental; not issue for this meeting.
SECURITY: (Johnny Jones Jr. made a presentation for new procedures:)
4:00 – 5:00 AM – House check with supervisor
7:15 AM – Crew Supervisors to come by dispatch to check on who is not at work.
8:30 AM – Medical check; Sylvia can ask where they work and list this for Jimmy
10:00 AM – Another crew check
1:00 PM – Another crew check
4:00 PM – Another crew check
6:30 – 7:00 PM – Final crew check – come by dispatch and report that all are accounted for.
MEDICAL TARDINESS – It was recommended that the medical department open earlier in order that people are checked for work sooner, possibly open at 3:00 AM. Phyllis will check with others in department.
RESPONSIBILITY – Charlie [Touchette] suggested that Acao’s alternate with assistants on alternate weeks. Johnny said it is up to the ACAO as to how they work this out with assistant; the CAO’s are specifically interested in the fact that a check and balance system exists and works, and the rest can be worked out.
7) Notify CAO’s when you will be having your department meetings, each week, outlines, personnel, projects in progress, completed and special items.
JACK BEAM SAID HE WILL WORK WITH JOYCE T. on the big warehouse at the Cassava Mill and will take care of it there. Joyce will need both inventories to do her food ordering. Warehouse is in pretty good shape on inventories now. NEED DOLLAR AMOUNTS PUT ON IT AND EXTENSIONS DONE.
SPECIAL MEETING WITH RADIO PEOPLE – Troika needs to have a follow-up system established so they will know that already is being done, and WHEN SOMETHING HAS BEEN ORDERED.
Note – we have asked (Carol & Tish) that PO# [purchase order number] be used on feedback and that we also be notified when purchase has been made, when and how shipment can be expected … if going in the large crates or coming air with persons coming over, or other. If this were enforced it would eliminate the rest of our problems. I have instructed Carol to give Troika a regular list of PO’s that have been responded to and the dates and open numbers on the rest of them – will start this no later than Monday of this coming week with the first list. Posting is a terrible problem right now because we do not have the PO# on the feedback.
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Carol is to do daily typing of feedback as she is currently doing and will make an extra copy for Troika. She will do the follow-up and type the replies, giving the feedback and follow-up at the same time to Troika – the follow-up original to go to Paula [Adams] or Mike Prokes for the Georgetown or Stateside contact.
Richard [Janaro] is wanting to go to Trinidad and take orders and get them direct; he can telex for responses if unable to contact dealers there by phone. Can also have dealers telex Surinam for responses.
ALUMINUM – Prefer 12 foot lengths, gauge of .0175 and as much as we can get.
GEORGETOWN – Carolyn [Layton] said that hereafter Ujara [Don Sly] will be responsible to get needs to Toi or Carol, and will be responsible for the livestock medicines.
MEMO FOR AG OFFICE: TISH WILL TELL THEM TO LOG IN SUPPLIES AND SEEDS AS THEY ARRIVE.
Charlie suggested not so much would get lost if every boxes packed rather than put in sacks – and then label by departments they are to go to. Carolyn said they are putting the small items in a misc. crate coming out on the big boat. Things presently going from store to warehouse to boat.
It is important to know who in future is taking the boat inventory… See that everything is properly labeled in future. Presently in town they are unlocking all medications can one spot – Versie [Connessero] and Maria McCann responsible for getting them locked all in one place.
NOTIFY TOWN: SUBSTITUTES “ONLY” ALLOWED IF THEY GIVE US FEEDBACK ON THE AVAILABLE CHOICE OR CHOICES AND THE DEPARTMENT AND FEB [Finance Evaluation Board] APPROVE THE CHANGE IN PRICE CHANGE, respectively.
Additional copy of Harold’s boat report is to go to Paula so that she can check off the purchase items from her list.
Erin’s [Leroy] procedures and files should be maintained by whoever takes this over, and the system should be taught out here… Recommend a notebook here and there, and training of the people before they ever go in.