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Lis1, rrJ'i,;;hs:ua.i-if;:;.5.r:g j"'l:I F,cJ:":.ncer*nt *11",.i:,lll.d tre re,:ri;.jrr;d Iyr.;i.r1r.r''n.*{: r:-1'the sal.e r:f }.r*ciiSee t* Cuh i,ryi:,ilo}'$." ?hie uj".l-} el-iini.nat"e the nr.'fisf;i:t prt:h}ern cf feij-r:::e tr;iet T'r;nq.rrt,s: rr-{'[,m]: fr:r.:lvfncemrnt hse.:ause ilu]: i-'€at,€rI ix:irrs:r h*4r:t *:"h-i+ ts nt3',:.h;,l .$€ e silfinJ,S of'hflr iiie[i j.n a.el;e,r:ee l,ncl *rr. nrrt n;lrhieu]-rir"ly *,))icslyted ei:uut get,t"lng "ir: tli si' vr,'pn.'l'f-,s: . iliITJ !.t.jVNl,Cnill{T -1 :tl\tfl li Ut{F.litfl'Flttrli'n ITl,}4lr * }ljtti n}-l thr:t, t,her* is t,o"he 'rilR+,r i.ri g.r'^irr,r;t t't,.ir. i'rii.ih)";r dee,'i ::lhiet tlr.r.it, ue r*(iu.fe the ani.,ltrt c,f"wer="i,11r,"*ci:,irt:+lr].' hrlsj"::esr uhj"q::ir ir nr:r; betnit: :lr:,rfi, I1te Lc,u.rrej.i rl;r--iiLf1 se11 on] ;y'har.lr:,rs s.nt: ca,,l:ev ill'.+."ie,e, h.rirre +.}rea ggfift r;l j r;+*:r.ih'6t,:rs r, 3.t i E ir,r-:x"ulF) singl3' ries i 3tt "!"e" $spF,E?,$&Y Mlss Jonesn who has been r,,i-th the Counail for twelve yeft.rs, is the einly stenographer 'rn thie staff . $he is eapable &nd hfi.E a ;_lor:d kn*vl+dge of all the funet'ions of e Cour:cll fiffteo. She handles all stencgraahic workn stencil outtings min:eo* graphing, malIing, chartes' rerrel{&l pr*cei.ureu t'i}-tng, etc. ijhe ls c&rrying a }rear,"y Ioad and dolnp: it under cllffieul-t conditicns" For examplen the files E,r€) &n the CIppo$ite side of, the *fflee fror* her desk amd the l/erkrsom wirlch ?:"ouses the mimeo* graph ls in an*ther corner a.t a esrsiderat"ri-e cristanoe from irer d,esk witlr. the z'esu1t that, there is e io,t of l-sst time I,ralking baeh and farth tc reach i;he eciuiprnent rihieh slte uses. In the lnterest of effieieRey, it wi:uid he deslrable t* place th.e Seeretary's in the positj.on now oceupj-erl ty the desk of Mise trto;'denn the B*clikeeper. This wculd n."b l-east heve trer noar the file ee-binet,s. Hor+ever, if the previ*us recoinmen* r}atlon whteh I harre made is carrj-ed out * that h.er d,esk be plaeed where the I'leld Ibceeutives n€!I"r have their d-esks * this w*ulil be an erren hettev e-vrang"ement but, w+r:^ld necessits"te moving ths flle cabinets fror,i their present location. {IItIT fiSVImi FF'tiCIlDll&,E * f}rere is sorrte qrsqstton as ts vhether the Secrete"ry <lesk slioui-d. ha.nrll-e the UiiIT FE\fiEnd' PF.OCITDUfiE whielt tnva:trves notifieet:-on tcl Sponso:'ing Institution pers*nnel on a sehedul$d basis tnst it is time for the Unit to reregister a31el in setting date for the Revlew. It rieuld soern that thls :nig;ht better be handled by the Reglstran" I leartrecl that a.t present there is no p}-an set up to see that when a Untt has reregistered enrl" the F.evielr heen hel-d that a neli oercl is pla.ced in the file f*r the next yee.u'n In other wcrdsn there ls no plen for the Seeretary ter seoure this required infcrma-ti<m frerm the Segistrar" Cub fhere is also need. ter estahlieh the Unit &eview proeedure fe>r $enj-or iJnits Paeks" At the present time tt ls belng h.andl-ed f*r Yro*ps onIy" and If the Secretary i-s relj"eved eif this assignrnento ne cterubt, she cculcl terke over sorne of the reports or like dutiea n$,r"r being handl-*d by the Reglst:ra.r'. At lenst this 1s worthy erf study" l,tAIl,Iii(l * 1.. study;irr:::-l-r] hc irr,: de of ma"ir..'1" tr!-.1sfls*F. i.n ar:' eir:,:rrt ti.: x"*clr;.e* t,ire nu:',r.br:r:'*f'ciecev,i r":f itr:i..l,], tii"lr'[ siei to e t:t,r"tj.r-ruie;'-i.::rj-j.r.io-*n]- i"n r.ny rrnc {lfl;9. i'h":v'el l-,pI b6r:n. s*rri+ *::1.'t,it.:i"sm g1' "i-!le fi *"t. .1.h,.,r't S,,:lc:lr1,e:'s sr,-,neti,lrrEl; {iq7. &s rllany s,* three �r.ilil i.l :!".:.i.i.j ir'l it ir1:,rar: i t rV( iit'. i lr.,' '1.1::'-,ii\i :-,i, ii r., "l''',r: i;i.,i' ...:ir ,..:"-,,."'- i,,',:"r-L 'ai r'!"f;t::, tfi r .-.'rf l: .,, ""r l.; i l' . 't i., rlr. :. . *(rji i - L . ii. I.i,r'i :,: i:\ :,.;t, ;i",:;'1'r,i-'; tl].ii'-1./ l:' 1r':,lr' '1-.,' "' ;i,.,,.,. a-ii,;i..i':1.ir I;'iel i-:, l.t'rllt,l-"Li:i: tar'i ,:r:i'j r Pr;,-;;',ri :', l,1i-:':i....,1.{:.-;]1'rli](-l:,.-l],l,'i rlr'.;ni'i.r:Fl' ii ' li.!';il i :r3 i-rl-t1- i"s.,v*5" .-,:.' Iii: ',' :.,i"a,r-:i " ir :fr.rr-rt"iit lr'f-t: ;.,:i , ... j ,i.l'j ,r : r ],.,:.i I r. 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I"l . u i,{l t,l ,"i.f, t:-f'1; l..rr.,rr in, ,:,, l; r r.I .i;:' , l" t . j :.':r'rj 'i.lri:i ,-i 1 ii'r. r', h:. ' Fft.rt a1t.ii i, rl:i h, r, i +.i:L: -f 6{ ; i. L qr 1'1.'.!.." :' " i. r:: '' r, l.-1. rt" tliri-q ..,1', iij jl.lr. I :7'1,:.-, t) "j"Li.rr;l r, ."'', li.' .iti.r:;: '! t,q f ii ' r" i:.1 : :'r ',^ .:1.6r 'l i- j 6trr ,-l i,f, F'i r George $i-rnpson, lieputy }legional $cout flxocutive ftegion I'ive .:r) / , ,, ,tt ta � Dublin Core The Dublin Core metadata element set is common to all Omeka records, including items, files, and collections. For more information see, http://dublincore.org/documents/dces/. Title A name given to the resource Chickasaw Council Executive Board Creator An entity primarily responsible for making the resource Chickasaw Council, BSA Description An account of the resource Contains Reports of Committees, Annual Reports, Recharters, and Minutes Text A resource consisting primarily of words for reading. Examples include books, letters, dissertations, poems, newspapers, articles, archives of mailing lists. Note that facsimiles or images of texts are still of the genre Text. Text Any textual data included in the document ANALYSIS OF CHICKASAW COUNCIL OFFI CE & STAFF OPERATION COUNCIL OFFICE .Any study of Council Office organization and efficiency must take into account the office layout itself. No great degree of efficiency can be attained by the office staff in the present layout ~ In order to improve working conditions" would recommend that the reception space and counter as well as the Receptionistrs desk and other equipment be partitioned off f rom the balance of the office. This would give some privacy t o the remainder of the office and avoid the confusion which now prevails and the t endency of everyone who has business with the Council of w lking into the main office, wandering a r ound and t elking t o the office staff . I f it is nbt possible to partition this section of the off ce,. then my recommendation would be that the Secretary' s and Registrarts desks be placed where the Field Executites now have t heir desks, putting the Field Executives in the outer office . This would at least provide a little privacy and seclusion, and contribute to better working conditi ons . Such a move, however, would necessitate bringing the files which the Secretary handles to a more convenient l ocation. Would recommend the di sposal of the present showcase which i s used as a counter and that a counter with necessary drawer space for cash, badges, etc . , and cabinet space for books and pamphl ets be provided . There is a recmn:mended plan for Scout Office counter whi ch can be purchased or, if preferred~ there ar e plans available for such construction. A func tional counter would greatly i ncrease the efficiency i n handling the sale of badges, ~tc.,. and in the proper storage of such supplies . ifuile I know that more adequate office space is a subject which is bei ng given consi deration,. would urge that, as soon as possible, more adequate space be found . RECEPTIONI ST-CLERK Mrs . Thedford, who fill s t his position, is the newest member of the staff }3 having been in the office about a year. She seems to have a good understanding of her responsibilities which include the sale of all badges and supplies, receiving registration papers and recording fees, handling Courts of Honor dockets, the ordering of all su·. plies , the handling of incoming telephone call s and notification of Committee and Board meetings. HOUTE SHEET - There i s need for establishing the use of a route sheet in the handling of all incoming ·registrations. This route sheet should be attached immediately to all applications for charter as t hey come in and the Receptionist will record the f ees r eceived, check essential informati on as t o personnel in t.~e space provided before turning the applications over t o the Registrar for handling. All details in the hand.ling of registr ation is checked on the route sheet . 'When all have been completed as the registr ation details are carried out such as posting t o the Daily Blotter, et c.,. the route sheet is filed with copy of the application for charter and remains in the Council Unit files until the Unit is due to rere.gister the following year at which time it would be di sposed of. 'A sample route sheet is r ecommended in the Membership Section of the Local Counci l Office Administration Manual and I attach copy hereto . CUB ADVANCEMENT - No ade uate method has been set up for securing record of Cub Advance ent. This is a matter wh i ch warr ants early atte tion and t he establishment of procedure s whic h will insu re complete information . Form 4 216 (Monthly Report of Pack Activities) with lis t of Cubs qualif ying fo r advan ceme nt s hould be r equir ed in advance of the s a le of b adges t o Cub Lead ers. This will eliminate the pr es ent problem of failure to ge t r eports of Cub advancement because Cub Leaders h a ve been able to purchase a supply of badges in advance and a r e not particularly concerned about getting in the reports. SALE OF UNRE STRICTED ITEMS - With all t h a t there is to be done in a Scout Of fice, it is higlily desi r a ble that we reduce the a.mount of over-th e-counter business which is no w being done . Th e Council should sell only badges and other restricted items . Such i tems as Patrol Medallions, Tro p Numerals , Handbooks, etc., should be sold by the Scout Distributors. This is a practice being followed by the m joiri ty of the Cou nc ils in the Reg ion and in a city such as Memphis where we · hav e three good distributors, it is i creasingly desir ble. SECRETARY Miss Jones, who has been with the Council f or twelv e years, is the only s t enographer on the staff. She is capable and has a good knowledge of all the functi ons of a Coun cil Of f i ce . She handles a l l stencgr phic work, stencil cutting, mimeographing, mailing , charter re·newal procedure, fili ng, etc . She i s carrying a h eavy load and doing i t under difficult conditions. For example,. the files a.re on the opposi te side of the offi ce from her de sk and the workroom which houses t he mimeograph is in another corner at a c ons ider able dist nee f r om her desk with the result that there is a lot of lost time walking back and for th to reach the equipment which s he uses. In t he i nter est of e ffi ciency, it would be desirable to place the Secretary1 s desk in the position now occupied by the desk of Miss Worde n, the Booli:keepe r. This would at least have her near the file cabinets . H wever , if the previous recommenda t i on which I have made is c arried ou t - t hat her desk be placed where the Fi eld Executives now have their desks - this would b e an even b etter arrangement but would necessitate moving the file cabinets frnm t h eir present l ocation. UNIT REVIEW PROCEDURE - There is some question as to whether the Se cretary should handle the UNIT REVI1'W PROCEDURE which involves notification to Sponso r ing Institution personnel on a schedul ~ d basis t h t it i s time for the Unit to reregister and in setting date for the Review . It would seem that this mi ght better be handled by the Registrar . I learned that at present there is no plan set up to see that when a Unit has r eregistered and the Re v iew been held that a new card i s placed in the file for t he nex t year . In other wo rds ~ there is no plan for the S ecr~ta ry to secure this required info rmati on f r om t he Reg i strar. There is also need t o establish the Unit Re view procedure for ~ enior Units a nd Cub Packs. At the present time it is being handled for Troops only. If the Sec retary is relieved of t his a ssigmnent,)'I no doubt she cou ld take over some of t h e reports or like duties now be ing handled by the Registrar. At least t h is is worthy of study. MAILI ID - A study should be made o.f ma il releases in an effort t o reduce the number of pieces of mail t hat go to a particular individual in any one day. There has been some criticism of the f a ct that Scouters s ome tines get as many as t h ree (\ pieces of mail in separate envelopes in one day.. However, in any study of this sort, it should be recognized that where mailing lists are set up by District s , Executi ve Board, etc., it is very oft.en more expensive in terms of office staff time-to sort out the envelopes of indivi duals who will receive more than one communication in the course of a day. At least this was the finding in a Council which m de a similar study. I m not prepared to say that an improvement can be made but it is worthy of study. REGI TR.AR Miss Walmsley, who fi_lls this posi liion, has been a member of the Office St _ff for four ye rs. However, she has not had the responsibility of Registrar during all this time. The new registration roster system was established only a few months ago and it has been a sizable job to get it set up and running smoothly. While time did not permit detail checking of membership records for accurary, the Registr ar does seem to have an understanding of prescribed membership procedures and i s adhering to them. Under the heading 11 Receptioni st-Clerku, I listed the need for a Route Sheet in handling registration through the office . Some of the methods being used by the Registr ar emphasize the need for this Route Sheet. For ex mple , she i s at present having to go through the cash tickets to pick up information with regard to fees received, etc. If the Recept ionist-Clerk who has been given the responsibility for recording fees received, fees due and other essential information as to per sonnel , then the steps which the Registrar is t aking in this reg rd would seem unnecessary. All of this information would .be properly checked on the Route Sheet before it rfilaches the Registrar . As it is now, there seems to be a duplication of effort. Perhaps t here needs to be a more distinct defining of duties between the Receptionist-Clerk and t he Registrar in so far as t he handling of registrati on i s concerned. I recommend t hat a Re-cap Sheet be inaugur ted in the use of the Daily Blotter in order to show on a monthly basis at least, the membership status in all the District s and t he Negro Di vision, also gi ving a Counci l total. This would save some time in securing membership facts for Staff members and for use in various reports. There is need for improvement in the filing of Unit Charter Applications. Correspondence r elating to Units should not be filed in the Charter Application file but directly behind said file in a separate folder for each Unit. The Charter Application file is a perm nent one but correspondence can be cleaned out at t he close of each year or two nd disposed of. New dividers and folders for the Ulilit files would materi al ly improve handling. It is also going t o be necessary t o eonsider securing an additional file cabinet. Consideration should be given to the construction of a new Unit board, having it prepared on a Di str ict basis and incl uding the Negro Division. The Field Staff should str ess with Commissioners and Unit Leaders the import ance of submit ting Unit Cha r ter Applicati ons with complete information. EG I STRAR (C ont'd.) Co ns i de r able time is being spent by the Re gi s t rar in trying to compl ete pending appli cations . Mu ch can be done to improve this condition by ca reful work at Unit Rev i ew mee tings , making certain t hat all required i nformati on is shoWJJ.. The Regi strar is c a r rying a heavy load but I am convinc e d t here is some need of better organizatio of her work to the end t hat it is handl ed i n a more orderl y mann er. I got t he impr essi on t ha t t' e re i s some los t motion in getting the job done . However , a mo re thorough study of her work wou ld b e nec essary to put the fin ger on the a ctual s pots whe re i mpro vemen t might be Ill.'lde. In the ligh t of my previous recommendation that the Reg i strar h~ dle the Unit Review a nd Reregi t ration Procedure , it i s obvious to me that i n order for her t o do so, it wo uld be necessary t hat she be rel ieved of some oth e r responsibilities . BOOK.KE E.PER Miss Wo rden is the Bookkeeper a nd the ol des t in len gt h of service on the Office Staff, having served for twenty - seven years. Sh e k eeps all finance recor ds on the ·eneral Ope r ating Fund and on the Revo lving Account or Speci a l F'und as i t i s known . Th e se a ccount s are handled separately. Th ere are five di fferent ledgers and books bein g used in t h e bookkeeping related to the Op era ting Fun d - a ledger , cashboo , trial balan ce book, a book f or i ndividu al a ccounts , and a journal for recording ad justments IPE.de b y the au d i tor . Th e Re volving Accoun t has a ledger , tria l ba lance book, and another book wh i ch is used to summari ze reg istra tion fe~s received. I am told it has been t he policy to establish a ny type of record wh ich th e audi t or suggested with the ~esult t hat the finance record ke epi ng system has gone comp e tely beyond t h e needs of any Loca l Co uncil Office . Whi le I co no t cla i m to be an expert in bookke eping , y et our experienc e in Councils throug hou t the Re gi on convin ces me there is no justi ica tion for keeping some of the finance records whi ch are now being kept . Th e Finan c e Record System as re coJJl.Il1.ended b y the Boy Scouts of America could a ccompltsh a ll that t he records now being use d are d oing and could be h andled in one 1 dger. In addition to the t wo a ccoun ts mentioned , t here are c eparate b ooks end bank ccounts being kept on Camp Kia Kima , Camp Currier, Camx Da~ iel, and the Scout Circus. Ea ch of these accounts has e journa l and a l edger. In other words , there is a total of 16 d ifferent finan c e record books being kep t in the Coun cil Office • . 11 the c mnp ac counts a r e being ke pt by the Scout Executive Per sonally, i n clud ing the d i sbu rsi ng of f unds on said a ccounts. It i s my recomm.e ndP-.t i on th2.t the Bookkee per be required to ke ep a ll fin~nce records . Wi t h the heavy r esponsi bility wh ich the Scout Exe cutiv e has in a dwiniste ring the Co uncil program and di r ecting the Staff, h e can not afford t o s pend h is time as a bookkeeper. The typ e of fi anc e t a t ement being pr epared for the -.xecutive Board do es not give the Bo a rd members a clea r picture of the budge t status because i t does \' BOOKK EPER (Cont'd.) not gi ve any detail a s o budget items and the amount spen t on ea ch item a s compared with the budget 1 otment. There is a reconunended Month l y Control Statement whic h wou l d sho w bu dget allotmen t, ex9enditur s t o dat e and the balance or defici t in each item. Th e Boo kkeeper also has responsi bility for tra ining records and prepares c erti fi ca t es for those leaders who have compl e ted training courses . She als o has a major responsibility in the detailed prepar a tion involved i n getting ready for su ch ma jor evenw as an Annu al Meeting , Circus, etc . She handles all i nvoices, writes che cks, makes 11 deposits , prepares finance statements for Executive Board and Community Chest . Miss Worden presumably spends a m jor portion of her time on book...~eeping a t hough she was u n able to give a very a ccur ~ te estimate. I would recommend tha t a c a reful s t udy be made of the work now bei ng assigne to this position as co mpa red with other positions i n the office . I EGRO OFF ICE In an analysi s of t n e operation of the Negro Of fic e with the Negro Field Sta ff and t he Ne g ro Se c retary, wa s amaz ed to find that a copy of all applications for Unit Charter i s made i n the Negro Office, the ori gi nal copy being taken to the Counc il Of f ice whe re the Registr ar t ypes the appli ca tion agai n for the Council Regi s trati on Roster . In other words , t he appl i cati ns a re being copied in the Negro Of fi c a n d aga in in the Counci l Office . This i s a v ery definite du plication of work. I f t he appl ication i s to be t yped in the Negro Office , su fficient copies shoul d be made to take care of the Council Offi c e records in order that the Reg istrar may be relieved of the duplication of effort . The Negro Office is following the recommended egistrati on Roster System , keeping not onl y the applic tio n but the " Supplement" with the detailed information e.s to tenure and advancemen t for each boy. Here again we have a duplication of effort becau e the Council Office is keeping the same informati on on Negro boys . In addit ion, the Negro Office is keep i ng a card record on every egro boy which includes i n formation rela ted to his Un i t affiliation and also his advancement r e c ord. Th i s i s a duplication of informa t i on in this particular o fice •. In other wo r ds , they are keepi ng a card record on each boy and al so the Reg i stration .oster whi ch give s the same i nformation. I recominend that t he card system be discontinued . Further with regard to advancement, t he Ne g r o Offi ce types ou t on plain white paper a l i st of all the ad van c ements for a particular Court of Honor . This i s taken to the Council Offi ce whe_r e the i nformation is copi es on the regular Court of Honor Docket f orm , certificates made up and r e tu rned to the Negro Of fi ce . I t wou l d be uc simpler and time of the eceptionist- Cle k aved if a s ply of the Couct of Hono r Docket forrns were put in the hands of the Negro S ecretary in order that she might prepare the Court of Honor Do cket on the pre scribed form and t r ansmit i t to t h e Council Office and thus a void the ne c essity of copyi ng the information from a list typed on plain paper to the Docket form . As matter of fact , the Court of Honor Do c ke t form could be typed in duplicate if t h ere seems to be NEGRO OFFICE (Cont'd.) a need for keeping a copy in the Negro Office. There is need for great er coordina tion of the work being done in the egro Office with that of the Council Office if a high degree of efficiency i s to be att ined. There should be a study m de of the duties of ea ch member of t he Office Sta ff to work out a ny a djus tm ents th t s eem desira ble in order to avo i d overloa ding any one s t ff member. I have u sed as a basis for my a na lysis the list of duties which the Office St a ff members s how a s the ir a s s i gnrnents and through per sona l conferen es with them , explored va riou s p ha s e s of their work. I am convinced that there a r e adjustmen t s which can be ma de which will produce increa sed efficiency. Others wi ll undoubtedly be revealed by further study. In fact, it would be well to an alyz e the Office St a ff per sonnel on the bas is of t heir abili ties, to ma ke cer t a in tha t e a ch person is handling a ssignm ents for ihich she is best fitted . Such a study may reveal need for cha.n ges in a ssi gnme n ts. At the outset, I believe that every member of t he Office St a ff i s conscientiou s nd doing their dea d level bes t to carry their share of the load but there is need for more supervision. An Offi c e Procedure Manual should be developed. Such a manu 1 would list the duties of each Sta ff member with an expla na tion of the p ro cedures to be followed, particularly in the han dling of such things as membership r ecords , Courts of Honor, training , etc . The Procedure Manu a l would be v .il ble for instruction o f new personnel a nd be a source of information for St a ff memb e rs if que sti ons a rose. The storage room p rovi es ample s pa ce to take ca re of all storag e needs and, ther efore, there is not much excuse for s eking books, ape r s, etc., on top of the filing c a bine ts. It gives the office a cluttered-up ppea rnce and is par ticula rly ba d since the fil i ng ca b i ne t s re in full view of anyone coming into the office. Someone should be made r esponsible for keep ing the ca binets clea red. George Simp son, Deputy Region 1 Scout Executive Reg ion Five 10/22/48 Note Note for historical disclaimer <small><i>Please note that these documents are presented as they existed in their original form for historical accuracy. This document may contain racial or culturally insensitive language. Since the beginning in 1916, Scouting in Memphis has been regarded as a pioneer in interracial Scouting and equality; however, it still existed within the context of a segregated South. The material reflects the culture and context in which it was created and does not reflect the views and principles of the Kia Kima Alumni Association, the Chickasaw Council, or the Scouting movement.</i></small> Dublin Core The Dublin Core metadata element set is common to all Omeka records, including items, files, and collections. For more information see, http://dublincore.org/documents/dces/. Date A point or period of time associated with an event in the lifecycle of the resource 1948 Title A name given to the resource 1948 Analysis of Chickasaw Council Office & Staff Operation Creator An entity primarily responsible for making the resource Chickasaw Council, BSA Publisher An entity responsible for making the resource available Andrew Schrack Source A related resource from which the described resource is derived Dalstrom Papers, Special Collections Department, University of Memphis Libraries Rights Information about rights held in and over the resource Licensed for use by the Kia Kima Alumni Association in this historical display. https://www.memphis.edu/libraries/special-collections/