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18 July 2010       

Subj:  Minutes of PHC Meeting of 12 July 2010

1.  Meeting was called to order by PHC Chairman Jerry Prinz at 1059.  PHC members in attendance were Ken Schaefer, Mike Scully, John Gilbert, Bruce Wright, CDR Bob Chesko and QM Paul Gasperson.  Advisors present were Canteen Manager, Asst. Canteen Manager, Accounting Clerk and Stock Clerk.  Excused:  PHC Members Jack Dietz and Lafayette Donaldson.

2.  Old Business:       

     A.  POS.   Pete Scalzo checked out system and gave us a comprehensive report on what we needed to do.  An 8-port router/switch for P1600 and a dedicated line from Comclark for P4000 per month has been purchased and will be installed by the Computer Tech in Checkmark. The best method to back up information is also being investigated.  There is also a problem with the inventory and time and date of receipts, which is still being investigated with the POS people.  Action:   Accounting Clerk.  (Open) 

     B.  Employee of the Month program.   Employee of the Month for July will be selected at the next meeting.

     C.  Purchasing Canteen Equipment.  Extensive discussion on whether Canteen equipment should be charged to the Post or the Canteen.  No action will be taken until new corporation is formed. Accounting will remain the same for now, except starting 1 July, deduction for depreciation will be deposited in a separate account for future equipment replacement. Action:  Accounting Clerk. (Tabled)   

     D.  A/C drainage for A/C in back of bar has been fixed.  A/C in front of bar will be monitored for future problems. (Closed)
     E.  Waitress and Kitchen Schedule.  A complete review of the waitress and kitchen schedule is being done by PHC Members Schaefer, Gilbert and Scully (the Review Committee) to determine the best utilization of personnel assigned. Initial report was made on their findings.  Ongoing.  Action:  Review Committee.  (Open)

     F.  Monitoring and Documenting Kitchen Personnel.  Manager showed us his forms and procedures at the last meeting.  Forms were produced and follow up will be monitored.  (Closed)

     G.  Dining Room A/Cs.  A review of dining room air conditioning was done by QM Gasperson.  Committee determined it was not a problem at the moment.  Action:  QM Gasperson.  (Tabled)

     H.  Routine Maintenance.  New alternate PHC Member Jack Dietz will keep an eye on routine maintenance items in the Post Home and will report same, and recommended action for correction, to the Canteen Manager.  He will periodically advise the PHC Chairman and the PHC on the status of these items. Major repair items will still be brought to the PHC for action.  Action:  PHC Member Dietz and Canteen Manager.  (Open)

     I.  Hospitality Room Purchases.  It was decided that all items, food and drink, purchased from the Canteen would be charged off at cost.  Done.  (Closed)

     J.  Garbage Pickup by the city has been stopped by Mayor’s Office.  Alternate service contracted for P500 per mo. Pickup 3 times a week.  (Closed)

     K.  Spaghetti Sauce Problem.  Has been corrected.  (Closed)

     L.  Policy on Food Leaving the Building.  A memo will be issued, again advising the employees that they are not allowed to remove any food or drinks from the building.  Guard service should also be again advised of this on the same memo.  Previous CDR’s memo on this subject will be reviewed and lawyer will be consulted on proper wording.  No scraps or plate scrapings will be taken out by customers or employees. Action:  Canteen Manager.  (Open)

3.  New Business:

     A.  Labor Code.  Latest edition will be purchased.  Action:  Canteen Manager.  (Open)

     B.  Bar Water Dispenser.  Replaced at a cost of P4700.  (Closed)

     C.  LPG Inventory.  Will be done daily by Stock Clerk.  New gauge will be purchased. Action:  Stock Clerk.       (Open)

     D.  PHC Information Paper prepared by Review Committee and presented to the PHC. They will further investigate items brought up, as directed by PHC.  Action:  Review Committee.  (Open)

4.  Meeting was adjourned at 1230.  Next regular meeting will be on Monday, 26 July at 1100.

Jerry Prinz

PHC Chairman

Subj:  Minutes of PHC Meeting of 28 June 2010

1.  Meeting was called to order by PHC Chairman Jerry Prinz at 1105.  PHC members in attendance were Ken Schaefer, Mike Scully, Lafayette Donaldson, John Gilbert, CDR Bob Chesko and QM Paul Gasperson.  Advisors present were Canteen Manager, Asst. Canteen Manager, Accounting Clerk and Stock Clerk.  Excused: Alternate PHC Members Jack Dietz and Bruce Wright.

2.  Old Business:       

     A.  POS.   Pete Scalzo checked out system and gave us a comprehensive report on what we needed to do.  Committee approved the purchase of an 8-port router/switch for P1600 and a dedicated line from the ISP.  Comclark wants P4000 a month.  PLDT said they probably could not give us a dedicated line. Committee approved the purchase of an 8-port router/switch for P1600 and a dedicated line from Comclark for P4000 per month. The best method to back up information is also being investigated.  There is also a problem with the inventory and time and date of receipts, which is being investigated with the POS people.  Action:   Accounting Clerk.  (Open) 

     B.  Employee of the Month program.   Employee of the Month for June is Evelyn Sarito from the kitchen staff.   (Open)

     C.  Purchasing Canteen Equipment.  Extensive discussion on whether Canteen equipment should be charged to the Post or the Canteen.  No action will be taken until new corporation is formed. Accounting will remain the same for now, except starting 1 July, deduction for depreciation will be deposited in a separate account for future equipment replacement. Action:  Accounting Clerk (Open)   

     D.   A/C drainage for A/C in back of bar has been fixed.  Same thing needs to be done for A/C in front of bar.

 Action:  Canteen Manager.  (Open)
     E.   Waitress Schedule.  A complete review of the waitress and kitchen schedule will be done by PHC Members Schaefer, Gilbert and Scully to determine the best utilization of personnel assigned.  Action:  PHC Members Schaefer, Gilbert and Scully.  (Open)

     F.  Monitoring and Documenting Kitchen Personnel.  Manager will show us his forms and procedures at the next meeting.  Action:  Canteen Manager.  (Open)

     G.  Dining Room A/Cs.  An additional standup type A/C is needed for peak periods.  Quotes have been obtained. QM Gasperson will review the 2 bids and evaluate possible replacement of present A/Cs.  Action:  QM Gasperson.  (Open)

      H.  Check Cashing/Income Tax Prep.  CDR has determined their will be no further action taken at this time.  (Closed)

3.  New Business:

     A.  Routine Maintenance.  New alternate PHC Member Jack Dietz will keep an eye on routine maintenance items in the Post Home and will report same, and recommended action for correction, to the Canteen Manager.  He will periodically advise the PHC Chairman on the status of these items. Major repair items will still be brought to the PHC for action.  Action:  PHC Member Dietz and Canteen Manager.  (Open)

     B.  Hospitality Room Purchases.  It was decided that all items, food and drink, purchased from the Canteen would be charged off at cost.  Action:  Accounting Clerk.  (Open)

     C.  Garbage Pickup by the city has been stopped by Mayor’s Office.  Alternate methods of pickup will be explored.  Action:  Canteen Manager.  (Open)

     D.  Spaghetti Sauce Problem.  Is thin and sweet.  Recipe card not being followed.  Action:  Canteen Manager.  (Open)

     E.  Policy on Food Leaving the Building.  A memo will be issued, again advising the employees that they are not allowed to remove any food or drinks from the building.  Guard service should also be again advised of this on the same memo.  Action:  Canteen Manager.  (Open)

4.  Meeting was adjourned at 1220.  Next regular meeting will be on Monday, 12 July at 1100.

Jerry Prinz