[Handwritten heading: “Johnny”]<\/p>\n
5 July, 78
\n8 to app. 10 p.m.
\nMeeting of TROIKA WITH ACAO\u2019s<\/p>\n
From all departments will need:<\/p>\n
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 \u201cpersonnel needed.\u201d<\/p>\n
Recommend procedures needed to complete the jobs. (See Harold [Bogue Cordell]; and Toi [Fonzelle].)<\/p>\n
2.) Give department outline or schematic and chain of command.<\/p>\n
3.) List your short term and long range planning with a deadline of [blank space provided] on wind this should be in \u2013 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.<\/p>\n
It is necessary for Troika to see that you ARE COMPLETING YOUR TASKS, so these reports are necessary.<\/p>\n
4.) We will need inventories immediately: Feeds, foods, fuel, spare parts, and supplies in every departments are important for us to know about \u2013 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 \u201csafe\u201d minimum.<\/p>\n
5.) List your procedures and go over them with the GAO\u2019s 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\u2019s know immediately.<\/p>\n
6.) A system of follow-up needs to be formulated; there is a need for the CAO\u2019s 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.<\/p>\n
MEETING: Will meet on Mondays 6:30 to 8 p.m., and steering will be at 8:30.<\/u><\/p>\n
Will mostly cover inter-departmental items were both supervisors need to be present to effect a decision.<\/p>\n
JOB POOL: Some changes are being made now, however all input will be taken then final decision will rest with the CAO\u2019s. ASSISTANTS TO THE ACO\u2019s is not necessarily a full-time job.<\/p>\n
Current personnel problems were discussed \u2013 Troika felt they had made some decisions to rapidly \u2013 had to modify this\u2026 In kitchen, had pulled people too fast and pulled them from Agriculture.<\/p>\n
Discussed:<\/p>\n
Amondo Griffith, Lee’s assistant \u2013 okayed by Troika and finalized this meeting.<\/p>\n
Vern Gosney \u2013 to return to Citrus<\/p>\n
Kathy Barnett \u2013 pulled from piggery; to remain kitchen<\/p>\n
Dorothy Rollins \u2013 not clear decision made on her<\/p>\n
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.<\/p>\n
—–<\/p>\n
C-11-e-17b<\/p>\n
Nursery \u2013 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.<\/p>\n
Kitchen \u2013 need competent white young person for kitchen and also need to integrate serving.<\/p>\n
Karen Harms is cooking and doing well.<\/p>\n
Ron Grimm \u2013 interdepartmental; not issue for this meeting.<\/p>\n
SECURITY: (Johnny Jones Jr. made a presentation for new procedures:)<\/p>\n
4:00 \u2013 5:00 AM \u2013 House check with supervisor
\n7:15 AM \u2013 Crew Supervisors to come by dispatch to check on who is not at work.
\n8:30 AM \u2013 Medical check; Sylvia can ask where they work and list this for Jimmy
\n10:00 AM \u2013 Another crew check
\n1:00 PM \u2013 Another crew check
\n4:00 PM \u2013 Another crew check
\n6:30 \u2013 7:00 PM \u2013 Final crew check \u2013 come by dispatch and report that all are accounted for.<\/p><\/blockquote>\nMEDICAL TARDINESS \u2013 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.<\/p>\n
RESPONSIBILITY \u2013 Charlie [Touchette] suggested that Acao\u2019s 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\u2019s are specifically interested in the fact that a check and balance system exists and works, and the rest can be worked out.<\/p>\n
7) Notify CAO\u2019s when you will be having your department meetings, each week, outlines, personnel, projects in progress, completed and special items.<\/p>\n
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.<\/p>\n
SPECIAL MEETING WITH RADIO PEOPLE \u2013 Troika needs to have a follow-up system established so they will know that already is being done, and WHEN SOMETHING HAS BEEN ORDERED.<\/p>\n
Note \u2013 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 \u2026 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\u2019s that have been responded to and the dates and open numbers on the rest of them \u2013 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.<\/p>\n
—–<\/p>\n
C-11-e-17c<\/p>\n
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 \u2013 the follow-up original to go to Paula [Adams] or Mike Prokes for the Georgetown or Stateside contact.<\/p>\n
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.<\/p>\n
ALUMINUM \u2013 Prefer 12 foot lengths, gauge of .0175 and as much as we can get.<\/p>\n
GEORGETOWN \u2013 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.<\/p>\n
MEMO FOR AG OFFICE: TISH WILL TELL THEM TO LOG IN SUPPLIES AND SEEDS AS THEY ARRIVE.<\/p>\n
Charlie suggested not so much would get lost if every boxes packed rather than put in sacks \u2013 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.<\/p>\n
It is important to know who in future is taking the boat inventory\u2026 See that everything is properly labeled in future. Presently in town they are unlocking all medications can one spot \u2013 Versie [Connessero] and Maria McCann responsible for getting them locked all in one place.<\/p>\n
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.<\/p>\n
Additional copy of Harold’s boat report is to go to Paula so that she can check off the purchase items from her list.<\/p>\n
Erin\u2019s [Leroy] procedures and files should be maintained by whoever takes this over, and the system should be taught out here\u2026 Recommend a notebook here and<\/u> there, and training of the people before they ever go in.<\/p>\n","protected":false},"excerpt":{"rendered":"
[Handwritten heading: “Johnny”] 5 July, 78 8 to app. 10 p.m. Meeting of TROIKA WITH ACAO\u2019s 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 […]<\/p>\n","protected":false},"author":8,"featured_media":0,"parent":87743,"menu_order":17,"comment_status":"closed","ping_status":"closed","template":"","meta":{"_acf_changed":false,"footnotes":""},"class_list":["post-125895","page","type-page","status-publish","hentry"],"acf":[],"_links":{"self":[{"href":"https:\/\/jonestown.sdsu.edu\/index.php?rest_route=\/wp\/v2\/pages\/125895","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/jonestown.sdsu.edu\/index.php?rest_route=\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/jonestown.sdsu.edu\/index.php?rest_route=\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/jonestown.sdsu.edu\/index.php?rest_route=\/wp\/v2\/users\/8"}],"replies":[{"embeddable":true,"href":"https:\/\/jonestown.sdsu.edu\/index.php?rest_route=%2Fwp%2Fv2%2Fcomments&post=125895"}],"version-history":[{"count":1,"href":"https:\/\/jonestown.sdsu.edu\/index.php?rest_route=\/wp\/v2\/pages\/125895\/revisions"}],"predecessor-version":[{"id":125896,"href":"https:\/\/jonestown.sdsu.edu\/index.php?rest_route=\/wp\/v2\/pages\/125895\/revisions\/125896"}],"up":[{"embeddable":true,"href":"https:\/\/jonestown.sdsu.edu\/index.php?rest_route=\/wp\/v2\/pages\/87743"}],"wp:attachment":[{"href":"https:\/\/jonestown.sdsu.edu\/index.php?rest_route=%2Fwp%2Fv2%2Fmedia&parent=125895"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}