The National tribune., 1885-06-25

desire in this connection, Mrs. President to di-
rect the attention of the National Convention TO the
imperfect blank now in use for Department Treas
urer's report, and would respectfully suggest that
IL be revised to consolidate the report of Corps
Treasurers from the blank for that purpose In the
Department Treasurer's blank the general fund is
divided into initiation fees, dues etc. and other
errors also exist which together make it impossible
for the Department Treasurer to render intelli-
gent report.
RECORDS.
Owing to the extreme youth of our Order there
were, correctly speaking, no records passed over
to this administration, excepting the National
ter and letter books. All official correspondence
and other papers had been carefully filed by date
but the intensely complicated work of the first year
of the National organization had given no opportu-
nifty, nor there material fer establishing q
system of preserving reports and returns.
1t has been my pleasure to open the record of
quarterly reports-a book prepared by me, with
your approyal-for that purpose | have also so far
as Our means would permit, enGeayored to compile
other matter in form to simplify the duties of my
successor, and at the same time place the work in
credtable shape for the inspection of ali authorized
persons and still feel that such systematizing is
but just begun and shall welcome any improve
ment on the little accomplishments of this year
with warm interest and glad heart.
What our officers most need, Mrs. President, for
the more perfect discharge of their duties mot to
speak of the army of individual members, heart
and soul in the work. is, L have found not so
much rcprimand as formulated instructions. /
have been particularly impressed throughout my
official career with the eagcrness for information
manifested in all correspondence, and inexpres5i-
bly, grtified at the signal Willingness to follow and
the ready comprehension of any and all forms or
guides in the conduct of Corps or Department
affairs.
With view to aid in this particular in any way
that my limited knowledge would allow, added to
the advantage of association with those highest in
authority i'll the Grand Army rule and precedent
and advised and sustained by you, have at differ
ent times prepared and sent out printed matter
calculated to render work uniform aud correct.
OF these would particularly mention the Circular
of instructions to Secretaries i'll the compiling of
quarterly reports, issued March 26. The improve
ment in reports for the quarter almost exceeds my
anticipations showing without doubt that it s
within our power an organization to arrive at a
standard of excellence Sn all clerical work, not
alone for the coninenaon of our superior officers
but which will warrant the approval OF the Order
to which we have the honor to claim ourselves
auxiliary.
In this circular I assumed that no report was
correct unless its various parts proved viz: Column
of number in good standing last report" must
correspond with the membership reported the pre-
rious quarter. Columns of gain by initiation, by
transfer or by reinstatement, added, must equal
the total gain and total gain added to number in
good standing last report equal the aggregate. The
sum OF the several columns of losses must likewise
equal that of total loss and that number subtracted
from the aggregate give the total membership in
good standing. The enforcement of the rule that
all Corps reports must be made within the time
limited by Rules and Regulations was strongly
urged, and if at the time Department reports are
due at National Headquarters, and after successive
efforts the part of the Department Secretary to
obtain reports one or more remain delinquent
that she consolidate and forward her report, ac-
counting for the delinquent Corps as suspended
until reports are received Immediately re-
ceipt of the same at Department Headquarters
she is advised to send supplemental report REIN
stating the entire membership of the Corps in the
quarter in which it is suspended. The advantage
of promptness has been conclusively proven in the
returns of this one quarter, and trust may not
seem too arbitrary in my judgment should aver
that without the strict adherence to this rule of
promptness it will not be within the power of the
National Secretary to keep correct record of the
standing of the several Departments and thus by
disregard n Slmnle n on
the part OF the Corps or Department officer, detraet
from the strength and character of perhaps the
grandest association OF women our country knows
to-day.
Another point of vital interest in the making up
OF the records of our Order is that of requiring
ports from all ae,U Corps, no matter at what time
in the quarter they may have been instituted, and
the Department in turn make report of the same to
National Headquarters.
precedent established last wear to tax only
those Corps organized prior to the 18th day Of the
second month of the quarter reported, and all De-
partmens organized i'll the last half of the quarter
to make no report as Departments TO National
Headquarters, but the Corps of such Departments
to report direct with National per capita to Ma
tonal Headquarters. The confusion arising out of
this rule is three-fold: 1. Neither Department
National Headquarters is ever credited with It's
entire gain for the quarter. 2 Corps and Depart
ments are often chartered, pay for supplies and
meet other expenses, while i'll reality they have
place in the membership of the Order until some
weeks after organization g. The complications
liable to occur Oil the books of both Department
and National Treasurer. She Is unable to report at
any time the exact financial standing of the Corps.
Hundreds OF dollars might be expended in relief of
which no account Is made, for If a report calls for
the condition of q Corps from, say, March 81 to
June 50 1t does not mean the standing for the two,
four or six weeks of the preceding quarter.
The difficulty of reporting the exact membership
1 endeavored TO obviate somew hat by recommend
ing in the circular to Department Secretaries that
the membership of all Corps organized the last half
of the quarter follow the report of the Corps be
taxed separate footingS to be given of the men,
bershp column, in order 10 designate the taxable
rDm oharS Rut
even then mistakes might easily occur. For
ample: A new Corps taking the number of an old
Corps disbanded is reported in Its numerical order.
Another subtraction must here, too, be made to
rive at the number to be taxed which must agree
with that reported by the Department Treasurer.
With the interest of the Order deeply at heart
cannot refrain from summing up this statement in
an earnest appeal through you to the National Con-
vent!on to abolish this rule or custom and compel
all Corps to report officially for the quarter i'll which
they were organized Let it be part of the duties
of the Insttuting and Installing Officer to thor
oughly instruct the Presidents of the Corps in
their duties, ana the department TO furnish all
Corps with blanks.
understand that this same vexatious rule was
once observed by the Grand Army the confusion
resulting from which they never have quite over
come. Let us profit by the experience of those to
whom we look for instruction and guidance in all
matters and if the argument of added expense to
new Corps is raised, consider it our duty as in
dividuals to hasten the formation of the Corps
der our immediate direction, that it may receive
the benefits OF more than one-haf OF the quarter.
Or, il not that exercise our good Judgment in bring
ing about its formal institution little later, en-
abnG the workers to start out as Relief Corps in
the first half OF the succeeding quarter. When
fairly inauguraed doubt if the rule here suggested
would bear the semblance of injustice or avariee
toward any individual member, Corps or Depart
meHt.
CORRESPONDENCE.
With no desire to enter complaint or family de-
mur against any OF the various duties of my posi-
ton, and the consequent close application and lit
tie self-sacriice5 have doubtless all experienced
more or less must report that the correspondence
at Headquarters has been particularly laborious,
varied and extehsve-at times almost unmanage-
the measure of our hopes this part of the work of
the Secretaryship will, opine, soon outgrow the
physical strength and mental capacity of that Off
Ger, unless decided reform is instituted. A letter
written IN tile form of personal message by cour
tesy requires an acknowledgment, greatly to the
consumption of time and. might say, money when
the character of the correspondence is oftentimes
such that brief formal inquiry and responses would
better serve the purpose of both inquirer and in
formant. a distinction between official and per-
sonal letters should always be made, whether the
writer Is addressing subordinate superior ofi-
4 single formulated question in one letter or
a briefly stated appeal, as the might be- always
presents the subject more ineligently, and with
the reply while on the other hand suDeriuous
expression often weakens composition and con-
fuses tie reader.
No disposition to curtness need be attributed to
such form of official correspondence for is it not
over all, deeper fraternal interest which prompts
us to make ourselves best understood, even at the
expense of everyday social letter etiquet than that
evidenced in mere multiplication of words.
L have, Mrs. President, with your sanction. pre-
pared some instructions. together with a series of
headings for documents, taken principally from the
Grand Army Manual and designed as guide in
xs.