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REPORT OF COMMITTEE APPOINTED TO PREPARE A SYSTEM OF BOOKKEEPING FOR THE NATIONAL DENTAL ASSOCIATION
AND ITS CONSTITUENT SOCIETIES. The element of efficiency in the work of an organization must depend to a considerable extent upon the system under which the work is done, and as the financial item is more or less directly associated with most lines of activity in society work, the importance of a simple and accurate scheme of collecting and forwarding. dues, recording memberships, issuance of certificates, mailing of notices, bulletins, journals, etc., becomes manifest.
When the plan of reorganization of the National Dental Association shall have been fully worked out by the proper reorganization of all State societies, with their competent local or district societies, the collection of the dues for local, state and National societies will be made in all states by the local secretaries, as it is now done in the already reorganized states. This means that the dues of the members thruout the country will be paid to not less than five or six hundred local secretaries and will be forwarded by them to the various state secretaries and by them to the National Secretary, who will, after recording the membership and issuing membership certificates, turn the money over to the Treasurer. For the coming year and for several years, the dues will be collected in some states by the local secretaries, in many states by the state secretaries, and if there are some states which do not vote to affiliate, dues from members in such states may be collected by the National Secretary direct.
It will be realized from the foregoing statements that the system adopted must be flexible enough to meet the various conditions in the different states and to be easily modified for each state as reorganization progresses. Other important considerations are that the system shall be so simple that it will be easily understood by the small army of new local secretaries who will be elected each year; that the minimum amount of labor and time will be required of each man in performing his share of the work; that there will be the least danger of error in the transmission of names and addresses; and that there shall be a definite means of checking up and accurately auditing the accounts of all secretaries-local, state and National,
The plan which has been adopted will be briefly explained in the following paragraphs. Concisely written instructions and suggestions have been prepared for the proper officers of all the state and local societies.
Stated very briefly, the plan is herewith presented :
The Secretary of the National Dental Association requested each state secretary to furnish him with an accurately prepared list of the names and ad
dresses of the members of his society, arranged alphabetically for the entire state if the state secretary collects the dues, arranged alphabetically for each local society is the local secretaries collect the dues.
As these lists were received for each state, the National Secretary prepared a set of metal addressing plates, each containing the name and address of a member; and these plates were аг. ranged alphabetically as were the names in the lists. From these plates it is possible to print all sorts of blanks, cards and envelopes very rapidly, in a machine made for this especial purpose, and the addressing plates will always be automatically kept in their proper order. This machine has an attachment by which each name may be printed two or three or more times before the next name comes into place, and it also has an attachment for a numbering consecutively whatever is being printed.
For each state there has been run thru this machine a set of receipt blanks for the collection of dues, Each blank is in four sections or stubs, with perforations between, and each member's name and address is printed on all four of the stubs of a blank. In accordance with the arrangement of the addressing plates in the machine, these blanks are automatically arranged alphabetically either for the entire state or for each local society, and consecutively numbered for each state. They are then bound in one or several books (one book for each local society if the local secretaries collect the dues) and sent to the State Secretary, who forwards them to the various local secretaries.
Each local secretary then has a book with a four stub. slip for each member, arranged alphabetically. When a member pays his dues the local secretary signs and tears of the first stub and gives it to the member; this stub is his card of membership in the National Association, in his state society and in his local society. The local secretary enters the date on the last stub, which is permanently bound in the book; that is his record of payment. When he is ready to remit to the state secretary, he tears off and mails the other two stubs for as many members as have paid, together with a money order for their state and National dues. He is not required to write a single name or address. His receipt book also shows at all times, by the long blanks remaining in it, those who have not paid.
On receipts of the stubs and the remittance, the state secretary separates the stubs, retains one for each member and forwards the other to the Secretary of
the National, with the proper amount of dues. By this plan the state secretary and the National Secretary each receive a card for each member, and if they file these cards according to their numbers they will be arranged alphabetically for each society, because they were numbered in that order when they were originally printed in the machine. The numbers printed on the cards will not only be consecutive for the members of each state, but will also be in proper order to correspond with an alphabetical arrangement of the states.
In those states in which the state secretary collects the dues, one stub is given the member, one is sent to the National Secretary and the other two are retained by the state secretary. One of these is already bound in the book in an alphabetical arrangement, the other is detached and arranged according to the address, so that the cards for the members in each city are together. In each receipt book there will be a number of blanks to be used for new members.
It is proposed to change the color of these blanks each year so that, in the files of state secretaries and of the National Secretary, by substituting the new cards for the old as the dues are paid, the lists will show by the colors of the cards which members are delinquent.
As cards are received by the National Secretary, he issues to each member a membership certificate. This certificate has a stub made to fit into a card drawer, and as the certificates are issued, the stubs will be arranged in alphabetical order for the entire membership of the society, and filed away for each year as the permanent record of the members for the year.
This arrangement gives the National Secretary's office two files of members, the one an alphabetical list for the entire society; the other made up of the cards sent in by state secretaries, arranged alphabetically by states or alphabetically for the local societies within each state.
State society secretaries will be furnished with boxes of suitable size to hold the cards of their respective states. These boxes may be used for filing the cards as the dues are received, and also to carry them to the place of meeting of the society to be used in registering. There will be a place on each card to indicate the presence of the member. To be registered, each member may be asked for his number, or his name and address, as may be most convenient for the state secretary. The National Secretary will also take the cards, which have been sent in to him, to the meeting of the National Association to register the members who attend. These cards will be arranged in numerical order, which will also be in alphabetical order for each state, or for the locals in each state, in accordance with the original arrangement of the metal plates in the addressing machine. To register, a member may either give his number, or his name and the society to which he belongs, and his card will be quickly found.
It will be noticed that this plan contemplates the collection of dues by local secretaries, previous to the time of meeting of either the state or National Societies, and it is expected that most of the dues will be collected at meetings of local societies held in the fall, so that the dues of the National may reach the National Secretary's office before the end of the year in order that the new membership certificates may be issued on Jan. 1st. However,
in those states in which it has been customary for the state secretary to collect the dues at the time of the state society meeting, the plan may be continued or not, as may be determined in each state. The state secretary may send out statements in December and collect dues from as many as possible by mail, and the remainder at the time of the meeting, or he may wait until the annual meeting of his society and collect all of the dues then. He may remit to the National Secretary at any time for those who have paid and the membership certificates will be issued.
There is, as a part of the plan, a set of remittance and receipt blanks, by which the various secretaries ---local, state and National-check up on each other. The National Secretary will issue direct to each member an engraved membership certificate, and the receipt of this by the member is evidence that his dues have been properly forwarded. These membership certificates are numbered consecutively, so that the highest number issued will correspond with the total dues received by the National Secretary.
Two books will be kept by the National Secretary, one of which will show a classified account of receipts, of remittances to the Treasurer, and of rders on the Treasurer for disbursements; the other will show a classified list of remittances grouped by states and will be the basis of the allotment of delegates to each state.
All moneys received by the National Secretary will be forwarded to the Treasurer, to be paid out on vouchers signed by the President and Secretary. The Treasurer of the National will keep a cash book which will show an account of remittances received from the Secretary and a classified account of the disbursements. The books will be so arranged that the various accounts may be kept in classified form with the least possible number of entries and yet be so arranged that they may be readily checked by an auditing committee.
It will be noticed that it will be unnecessary for either the local, state or National Secretary to write a member's name or address except on the membership certificates issued by the National Secretary.
The addressing machine will, of course, be used for many other purposes, such as addressing of envelopes for the Bulletin and all kinds of notices, for wrappers for the Journal when it is established, etc. The machine is run by an electric motor and in
of need, envelopes can be addressed to twelve or fifteen thousand members in a few hours.
HOMER C. BROWN,
VOTED that Dr. A. D. Black's (Illinois) suggestion with regard to report of Bookkeeping Committee be accepted.
Resolutions of DR. RODGERS read and discust.
Dr. Charles W. Rodgers of Boston offered Resolutions expressing to Congressman Gallison, of Massachusetts, and Mayor Curley, of Boston, the appreciation of the National Dental Association for their support in the passage of S. J. Resolution 105, which was duly seconded. The President requested the Secretary to temporarily take the chair as he wished to discuss these resolutions and closed by offering a substitute resolution which included the following persons and any others who may have rendered service: Honorable William J. Bryan, Secretary of State; Senator McLean, of Connecticut; Senators Pomerene and Burton, of Ohio; Speaker Champ Clark, Henry D. Flood, chairman of Committee
on Foreign Affairs; Congressman Clement Brumbaugh, of Ohio; Governor Cox, of Ohio; Mayor Curley, of Boston; Congressman George Rauch, Indiana; Congressman James A. Gallison, Massachusetts. This substitute Resolution was unanimously adopted.
VOTED that the National Dental Association express its hearty appreciation to members of congress and others for their loyal and hearty support and that the Secretary be authorized to obtain the names of such men as have been active and write official communications to them.
VOTED that the letter to Mayor Curley, submitted by Dr. Rogers, be approved.
VOTED to recess until 4 P. M. July 9th at this place.
Fifth Session -Thursday, 4:00 P. M., July 9
NOMINATION FOR SECOND VICEPRESIDENT: Dr. L. P. Dotterer, Charleston, S. C.
VOTED that the rules be suspended and the election of Dr. Dotterer as 2nd Vice-President be made unanimous. Declared elected.
NOMINATION FOR THIRD VICEPRESIDENT: Dr. T. E. Turner, St. Louis, Mo.
District No. 8: Dr. C. L. White, Oklahoma City, Oklahoma.
District No. 9: Dr. S. W. Wherry, Og. den, Utah.
VOTED that three men be voted for on each ballot, the three receiving the highest number of votes be declared elected for three years.
As a result of the vote, Drs. Burkhart, Buckley and Hinman were declared elected for three years.
VOTED that the rules be suspended and the next three highest be declared elected for two years. As a result of the vote, Drs. Grieves, Boardman, and Ward were declared elected for two years.
As a result of the previous vote, Drs. Hartzell, White and Wherry were declared elected for one year.
VOTED that the rules be suspended and the election of Dr. Turner for 3rd Vice-President be made unanimous. Declared elected.
NOMINATIONS FOR TREASURER MADE BY BOARD OF TRUSTEES: Drs. H. B. McFadden, Philadelphia, Pa., and J. V. Conzett, Dubuque, Iowa. Dr. McFadden received a majority of the votes of the House of Delegates.
REPORT OF COMMITTEE ON DENTAL JOURNAL
VOTED that the rules be suspended and the election of Dr. McFadden as Treasurer be made unanimous. Declared elected
NOMINATION FOR SECRETARY: Dr. Otto U. King, Huntington, Indiana.
VOTED that the rules be suspended and the election of Dr. King as Secretary be made unanimous. Declared elected.
NOMINATIONS FOR TRUSTEES: On motions duly made and seconded, nominations were made and Trustees elected as follows:
District No. 1: Dr. Waldo E. Boardman, Boston, Massachusetts.
District No. 2: Dr. H. J. Burkhart, Batavia, New York.
District No. 3: Dr. Clarence J. Grieves, Baltimore, Maryland.
District No. 4: Dr. Thos. P. Hinman, Atlanta, Georgia.
District No. 5: Dr. Marcus L. Ward, Ann Arbor, Michigan.
District No. 6: Dr. J. P. Buckley, Chicago, Illinois.
District No. 7: Dr. T. B. Hartzell, Minneapolis, Minnesota.
To the Board of Trustees of The National Dental
Association : The Journal Committee begs leave to submit the following report:
We respectfully recommend that the National Association commence the publication of its Journal not later than January 1st, 1916.
That the sum of $1500 be set aside annually and added to the Journal Fund for organizing and starting the Journal.
We further recommend that a committee of five members of this Association, of which the Secretary shall be one, shall be appointed by the Board of Trustees with power to plan and execute its publication.
We also recommend that this committee have charge of the publishing of the Bulletin until such time as it may be merged into the Journal; and also that the arrangement for the publication of the proceedings of the Society be in its charge.
It is understood that all matters with reference to the publication of the Journal and Bulletin recommended by the Board of Trustees are to be subject to the approval of the House of Delegates, according to Section 2, Chapter IX of the ByLaws.
HERBERT L. WHEELER, Chairman. VOTED that the report be adopted as read.
Dr. Bryant, speaking on privilege, referred to the fact that the Secretary of the Navy and the Surgeon-General would be found to be favorable to Dental Legislation and advised a consultation with the Secretary of the Navy and the Surgeon-General rather than independent action. He referred to the present chaotic condition indicated in the letter of the Secretary of the Navy (which he read), which he stated were brought about by measures promoted by the National Dental Association's
ative Committee independent of Departmental action.
tees, that this was not authorized by the members of the Board of Trustees under the By-Laws. He recommended that no ill-advised action be taken by the Association without consultation with the Navy Department.
VOTED that this matter be referred to the Judicial Council to be reported later to the House of Delegates.
Unanimous consent being granted, Dr. Wheeler spoke on the Sixth International Dental Congress to be held in London.
VOTED that any of the delegates from this Society who expect to go to London and are unable to attend, have the privi. lege of delegating a proxy.
VOTED to recess until 11 o'clock tomorrow at Exposition Park.
In regard to employment of attorney by the Legislative Committee, he believed as a result of information given him by members of the Board of Trus
Sixth Session-Friday, 11:00 A. M., July 10
The sixth adjourned meeting of the House of Delegates was held at Exposition Park July 10 at 11:00 A. M.
Meeting called to order by President.
VOTED that the rules be suspended and the calling of the roll be dispensed with.
H. J. BURKHART, Batavia, N. Y., presented the following resolution:
"That, whereas, the Board of Trustees of this Association has recommended that an invitation be extended to the Seventh International Dental Congress to meet in New York City in 1919;
Therefore, be it resolved, that the recommendation of the Board of Trustees be ratified and that an invitation be extended to the Seventh International Dental Congress to meet in New York City in 1919."
Voted that the minutes of previous meetings be approved without being read.
Reference made to Section 4, Article XI, of the by-laws, page 24, and it was
VOTED to strike out the word "appoint” and insert the word “nominate” in article XI, Section 4.
Reference made to page 27, fourth line, Section 9, and it was
VOTED that the word “appoint" in the fourth line be stricken out and made to read “nominate."
VOTED that, where a clause in the Constitution and By-Laws conflicts with the appointment of members of committees at this session that the appointment shall stand until the next annual meeting.
VOTED that the action of the Board of Trustees in reference to extending invitation to Seventh International Dental Congress be ratified.
The General Secretary reported that the Board of Trustees had nominated the standing Committees, as follows:
Judicial Council-J. R. Callahan, 25 Garfield Place, Cincinnati, Ohio; R. Ottolengui, 80 W. 40th St., New York City; Victor S. Jones, Bethlehem, Pa.; Arthur D. Black, 1533, 122 S. Michigan Ave.,