Board of Trustees Meeting Minutes – 1899 [Begin page 248] Board Meeting Jan'y 25 – 1899 Board met at the College Wednesday evening, January 25th, at 7:30 p.m. Pres. Messrs. Monroe, Bird, Marston, Pres. Snyder Governor Pingree and the Secretary. Vice-president Monroe in the chair. Minutes of last meeting read and approved. [Secy's Accounts] Mr. Monroe of the committee to examine Secretary's accounts reported that they had examined the books and accounts of the Secretary, with the State Accountant and were waiting for his report, and asked further time. Report accepted and time granted. On motion, adjourned sine die. [End page 248] [Begin page 249] New Board met. Present Governor Pingree, Pres. Snyder, Messrs. Monroe, Bird, Marston, Marsh, Watkins and the Secretary. On motion, Mr. Monroe was elected chairman. [Election of Pres. Marston] On motion Thomas F. Marston was elected President of the Board for two years. The following, offered by Mr. Marston, was adopted: [Election of Sec'y. Bird.] Resolved. That A.C. Bird is hereby elected to the position of Secretry of the State Board of Agriculture Secretary of the Agricultural College and Secretary of the Experiment Station, for a period of two years, beginning the last Wednesday in February 1899 and ending the last Wednesday in February 1901, at a salary of eighteen hundred dollars ($1800.) per year and house. The following was adopted: [Election of Treas. Davis] Resolved. That B.F. Davis is hereby elected Treasurer of the State Board of Agriculture and of the Agricultural College for a period of two years, beginning the last Wednesday in February 1899 and ending the last Wednesday in February 1901, with the understanding that he is to allow the College 2½% on daily balances until otherwise agreed upon. [Bonds of Pres. & Sec'y.] The amount of bonds to be given by the Secretary and Treasurer was left with the President of the Board and the Finance Committee. The Secretary reported that two copies of a bill for appropriations for the College had been prepared. The President-elect took the chair. [Election of E.P. Allen] On motion, E.P. Allen of Ypsilanti was elected a member of the Board to fill vacancy created by the election of A.C. Bird as Secretary. [End page 249] [Begin page 250] [Degree of M.S. conferred upon J.W. Toumey] Pres. Snyder reported recommendation of the Faculty that the Degree of Master of Science by conferred upon J.W. Toumey of Arizona, Class of '89. On motion of Mr. Monroe, the degree was granted. [Employment of C.J. Fox.] Pres. Snyder also reported that he had employed C.J. Fox as night watchman at the rate of thirty five dollars ($35.) per month. Approved. [Employment of woman to assist the Dean of W.D.] Pres. Snyder was authorized to employ a woman to assist the Dean of the Women's Department at Abbott Hall at eighteen dollars ($18.) per month. [Office of Asst. Sec'y abolished] On motion, the office of Assistant Secretary was abolished It was moved that Mr. Skeels be invited to meet the Board Thursday morning. Adjourned to Thursday morning at 8:00 o'clock. Thursday, Jan'y. 26 – 1899 8:00 a.m Board met. Same members present except the Governor. Pres. Marston outlined some matters for consideration, with recommendations thereon. [Comm. on Women's Dept. appointed] It was Resolved That a committee be appointed on Women's Department. President appointed Messrs. Monroe and Allen. [Comm. on acad. depts. not now provided for.] It was Resolved That a committee be appointed on Academic Departments not now provided for_ including the Veterinary Dept. President appointed Messrs. Wells and Marsh. [End page 250] [Begin page 251] President appointed committees as follows: [Standing Committees] Finance Marsh, Monroe. Farm Management. Wells, Watkins Botany and Hort. Watkins, Monroe Buildings & Property. Marsh, Wells Employees Allen, Marsh, President of College Institute Monroe, Wells Military & Athletics Watkins, Allen Land Grant Wells, Monroe Experiment Station. Watkins, Allen Weather Service Monroe, Watkins Library Allen, Marsh Women's Dept. Monroe, Allen Academical depts. not otherwise provided for. Wells, Marsh. Mr. Monroe moved that Pres. Marston be requested to prepare copies of recommendations made for the use of members of the Board. Mr. Watkins moved that a committee of two be appointed by the President to prepare a system of by-laws to govern transactions of the Board. President appointed Messrs. Marsh, Monroe and the Secretary. [New quarters for Supt of Institutes] It was Resolved. That the Superintendent of Institutes be assigned to new quarters for office use after February 20, 1899 the same to be determined by the President of the College. [F.E. Skeels temporarily employed] It was Resolved. That F.E. Skeels be temporarily employed as agent in charge of College Lands. [Skeels Investigation] It was moved that a special committee be appointed to investigate matters relating to Mr. Skeels former position. Carried. President appointed Messrs. Monroe, Marsh and Watkins. On motion adjourned [End page 251] [Begin page 252] Board meeting Feb'y 21-22 – 1899 Board met at the College, February 21 at 7:30 p.m. Present. Pres. Marston. Pres. Snyder. Messrs Wells. Monroe Allen. Marsh and Watkins. Minutes of last meeting read and approved. Pres. Snyder presented matter of Inter-collegiate Oratorical Contest. [Change of college terms] On motion of Mr. Wells, the President and Faculty were authorized to change the College terms in their discretion [Request for materials for Math. Dept.] A request for materials for Mathematical Department was referred to Committee on Academical Department. [Request for appin to mount goat skin] Request for appropriation to mount goat-skin now on hand, referred to same committee. [Request for dining table – W.D.] Request for dining table for Women's Department refrerred to Committee on Women's Department. [Relative to office quarters So. Haven Sta.] Communication from Horticulturist of the Experiment Station relating to office quarters for Superintendent of South Haven Station was referred to Committee on Experiment Station. [Request for team – Farm.] Request of Prof. Smith for purchase of team for the farm referred to Farm Committee. Mr. Monroe of the special committee to examine Secretary's accounts, reported as follows: [End page 252] [Begin page 253] [Rept of Mr. Monroe on Secy's Accts.] Students Deposits $1267.26 Key " 194.00 Club " 1433.99 Current Account 5396.44 Special Apprs. 2483.98 Experiment Station 1711.31 Uniforms 755.34 Sundry 78.55 13320.87 College Treasurer $9808.28 Park Bank. N.Y. 631.91 Board Members 118.28 Work Orders 1624.51 Cash 1137.89 13320.87 The above examination is of December 24, 1898 C.J. Monroe, Chairman Report adopted and placed on file. [Invitation of Pres. Angell to hold Round- up at Ann Arbor] Mr. Allen presented invitation from Pres. Angell and the Board of Regents of the University and the Farmer's Institute Society of Washtenaw County to hold the round-up Institute for 1900 at Ann Arbor. Referred to the Committee on Institutes. Recess taken to Wednesday – 8:00 a.m. A.C. Bird, Sec'y. Session Wednesday Feb. 22 – 8:00 a.m. Same members present except Mr. Allen. Academical Committee asked further time on matters referred to them. Farm Committee asked to defer report until next meeting. [End page 253] [Begin page 254] [Purchase of table for Women's Dept] Committee on Women's Department reported favorably on purchase of dining table for that Department. On motion of Mr. Monroe, twenty-five dollars ($2500) was appropriated for that purpose. [Office quarters So. Haven Sta.] The matter of providing office quarters for Supt. of South Haven Station was left to Messrs. Watkins and Monroe with power to act. On motion of Mr. Watkins the following resolution was adopted: [Bird Houses] Resolved. That the Board authorize the expenditure of a sum of money not to exceed fifty dollars ($5000) under the supervision and by the direction of the president of the college and the Professor of Zoölogy for the erection of a number of rustic bird houses about the farm and orchards and gardens for the encouragement and habitation of certain of our insectivorous birds and to serve as an object lesson to impress our students and visitors with the great economical importance of birds about the house and upon the farm, and to emphasize the utility of protecting and encouraging them. Also that the sum of ten dollars ($1000) or less be expended for the placing of appropriate notices forbidding all hunting and shooting upon the College premises except in the destruction of noxious species and in the securing of necessary specimens for the College Museum, and never without the consent of the President of the College and under the supervision of the Professor of Zoölogy. On motion of Mr. Monroe Mr. Watkins was placed on above committee on supervision. [Reconsideration of motion requiring publication of proceedings in "Record"] Pesident Snyder moved to reconsider the motion requiring publication of all Board proceedings in M.A.C. Record – Carried. Motion requiring publication tabled on reconsideration. [End page 254] [Begin page 255] On motion of Mr. Watkins, the following resolution was adopted. [Sec'y Birds office assistants] Resolved that Secretary Bird be authorized to make his own selection of office assistants provided the expense of same shall not be in excess of that already arranged by the Board, subject to the approval of the Board. [Four & five per courses] On motion of Pres. Snyder the report from the Faculty recommending four and five year courses in the Mechanical Department was referred to the Mechanical Committee. Mechanical Committee reported favorably on above report. On motion of Mr. Monroe, the report was adopted. [Moving and assigning of rooms for Post-office] The moving and assigning of rooms for the post-office was on motion of Mr. Monroe. referred to the President of the College with power to act. Pres. Marston appointed the Finance Committee to receive the Secretary's office from Secretary Butterfield and transfer same to Secretary Bird. Committee on Skeels investigation asked further time. Approved Adjourned. A.C. Bird, Sec'y [End page 255] [Begin page 256] Recommendations of President Marston Board Meeting Jan 25 – 1899 I trust I shall not be thought presumptuous if I assume it my privilege to call your attention to some of the work still pending, and to make suggestions regarding work for which the past has seemed to show the necessity I shall also speak of a few things which I should have presented in the shape of resolutions as these plans matured. It is with no inclination or intention of criticising that in some ways I may seem to do so, but rather by specific example to show more clearly my meaning and to some slight extent justify the remarks. That these few suggestions are not worked to a definite conclusion you will readily see but that even from this crudeness some good will result, is my wish. I would suggest that a committee be appointed on By-lawas of the Board. This committee should look over the rules and regulations as they have been laid down from time to time, regarding the Board, could take into account the unwritten code sanctioned by past and precedent and should take into consideration the requirements of the present and future. This would formulate methods of procedure for our guidance. In this line I might mention the question of advisable relation between the standing committees of the Board and their respective departments. We have the rule, and wisely too, that all reports and requests from the departments must come to the Board through the President of the College, yet on the other hand, there exists a deep necessity for personal conference and relation between the committees and the departments. This relation should be defined. Perhaps the work could be separated into executive and legislative. As an illustration, some time ago the Mechanical Committee asked this question "How do our graduate students in the Mechanical Engineering Course rank with those of other colleges and the University." and were answered, "They are on an equal footing." [End page 256] [Begin page 257] From this point the committee knowing that we are supposed to take students from the eighth grade while the students from the University are from the twelfth grade or four years farther along, and that to make the two graduates equal we must do in four years what the high schools and the University together take eight years for began a work of inquiry and found that changes were apparently necessary in the Mechanical Engineering Course. The matter was then brought to the Board and a special Committee appointed. Now why was this not really the Committee's work? Or should it have been allowed to wait until brought before the Board by the President. I may say for the new Committee that part of the work is finished and it would seem wise that they should solve the problem and bring the matter to a successful issue. There is a second necessity for conference, by no means a small one. – that of visiting departments to show your interst in the department you are supposed to represent before the Board. This is not only a benefit to the chief in charge, but also a distinct benefit to the committee, they being thus much better qualified to work under- standingly on matters referred. When first members of this Board _ the present Secretary and myself, in our youthful enthusiasm if you wish, attempted to visit departments with the above idea in view. You would hardly believe we were told by some that it was an innovation. We listened to some lectures which gave us information other than what the professor said by word of mouth. We need concentration. Why not have each committe map out a certain line of work and then pursue that line and have some definite aim? What is the policy or plan of the Farm Committee in regard to the Farm? The Experiment Station Committee on the subject of Tuberculosis? Or what experiments shall they pursue? Are we drifting or are we working along definite lines? If along definite lines, is it to the best of our ability? I think Wisconsin can be sighted as working full force along certain definite lines. [End page 257] [Begin page 258] Some changes in our standing committees seem advisable We need a committee on the Women's Department. Then while we have a committee on Veterinary and on Horticulture, yet we have none on the Chemical Department. There is a need for promptness. When an emergency arises the President must have the power and authority to act at once. Some delays are unavoidable but in many cases forsight would fully prepare us for the emergency. Reports are not in on time. The inventories last year were not handed in until long past time. If we are to issue a calendar let it come out the first of January or before- not the fifteenth. The Experiment Station bulletins are not issued according to the desires of the Board at least. Perhaps the printers are to blame, but is there no way to remedy this? Were the Secretary at each meeting to make a business report similar to the Presidents executive report many delays which should not occur and unfulfilled resolutions of the Board would be brought to our notice. Then let all resolutions be either fulfilled or rescinded. Some plan is needed in regard to new work and extensive repairs which would do away with all misunderstandings and chance for error in after representations. Were all requirements when needed, yes, even when the necessity was anticipated, sent to a head of department under whose work it might properly fall for that department to formulate plans and specifications we should have the advantage over their expert knowledge. Let all requirements, plans, specifications and estimates be made on paper, these papers signed by each one who may have them in charge and when the work is finished let the result be compared with the papers, and errors charged or commendation credited to whomsoever they belong. With some such plans there could be no misunderstanding as there were on the farm barn, the steam pipe for the agricultural laboratory, the electric light and others. Even now we have gone to the Legislature and asked $2500.00 for rehauling the heating plant of Williams and Wells Halls. Upon what have we based our estimate? It would not be a bad idea if all communications between departments [End page 258] [Begin page 259] are from departments to the President should be in writing There are three resolutions of the Board (perhaps one was more a consensus of opinion) to which I should like to call attention: The first is the bulletins for school children, especially in the rural districts. This has not developed into much yet. Could not something valuable to the College be derived from such bulletins? Made up in attractive and proper shape, it does seem as though they could be made of much value. This might properly come under the College extension work. The second, a more free publication in the press of experiments, rather than saving all for the bulletins. One of our laws permits if not requires some such publication though more by the College than the Experiment Station. The third, the giving of all employment possible to the students. I trust this may be more earnestly insisted upon. Of course it is more difficult for the one who is accountable for such work, but it is worth it and the Secretary has seemed to make it successful. Prof Mumford also, at this time is having all the work done under him done by students. with the exception of the herdsman. Surely if in his department it can be done, it is not impossible in others. Both the Secretary and Prof. Mumford are deserving of commendation for the way in which they have tried to make this feature a success. I should like to see a sharper distinction made between farm proper and the experiment station. This for one thing, would settle the matter of more published experiments outside of the bulletins as all experiments of the farm proper could be for such publication. If the farm were run from a practical point of view, all monies received by that department would be credited to that department, or course with the idea of its being used under the same restrictions as now. I hope the policy of this Board will be to pay professors and instructors liberally, but to insist upon value received and not hesitate to better the Colege when possible, by making changes. To this end, if all instructors except heads of departments were engaged for a certain period of time, there would be less friction in making such changes. [End page 259] [Begin page 260] Among a few of the things which may be looked into, I might suggest: The more economical management of the boarding clubs. Necessity for a good bath house. Better gymnasium facilities Water closets in all professor's houses. Superintendent of buildings and College property who would superintend all repair work and at other times might do some teaching. Arrangements for rifle practice in connection with the Military Department. Enlargement of the Boiler House, higher chimney, steam stokers etc. This plan is already up to its capacity and perhaps some improvements in changing would be more economical. Lastly and now that there is a change in the Secretaryship, it would be better if other quarters were found for the superintendent of institutes. Board Meeting. March 22. 1899. 7:30 o'clock Present. President Marston. President Snyder. Messrs. Wells, Monroe, Marsh and Watkins. [Request of Prof. Marshall for vacation] The request of Dr. Marshall for a vacation was referred to the Committee on Experiment Station [Request for addition to appm'nt Womens & Hort. Depts.] Request from Women's and Horticultural Departments for addition to regular apportionment referred to the respective committees for those departments. [Request for additional appm'nt. Farm] Request from Prof. Smith for addition to regular apportionment for Farm Department , referred to Committee on same. [Request for Bath room] Request for bath room at Farm House was referred to Committee on Buildings and College Property. [Request for equipment Bact. Lab'y.] Request for equipment for Bacteriological Laboratory [End page 260] [Begin page 261] was referred to Academic Committee. [Asst. help in Dept. of History] Pres. Snyder was authorized to employ assistant help in the Department of History for the Spring Term, at an expense not to exceed one hundred twenty-five dollars ($12500). [Summer Teachers' Inst.] It was moved to authorize Pres. Snyder to arrange at his discretion for the holding of a Summer Teachers' Institute at the College and for accomodation for those attending. [Business report of Sec'y.] On motion, the Secretary was reaquested to make a business report at each meeting. The Secretary presented the following report: To the State Board of Agriculture. Gentlemen :- From the experience of one month in the office which I now hold, I have to report respectfully the following changes made in the methods employed: [Secy's report] First. On assuming the duties of the office, I found it to be the custom to carry in the cash drawer, cash slips to excessive amounts, reaching frequently three and four hundred dollars, and at times reaching as high as seven and eight hundred dollars. This arose from different sources chief of which were: First. Unpaid coal bills from the professors and other employees of the College to whom coal had been furnished at cost by the College. Second. Unpaid electric light bills for lighting, furnished practically upon the same basis. Third. Salary advanced before the end of the month, to employees upon the regular payroll. [Cash Slips in Drawer] The first of these, that of unpaid coal bills, is especially aggravating. The bills for the winter's supply of coal remaining unpaid in some cases until the following August, September or even October. The delays in paying electric light bills were not so numerous, but yet were of common occurrence. [End page 261] [Begin page 262] The advance of salary was sufficiently general to amount to from one hundred fifty to three hundred dollars per month. In view of these facts and when considered in the light of the recommendations of the State Accountant, Mr. Humphrey , I took the liberty immediately after succeeding to the office to establish of requiring all accounts against the employees to be settled on the last day of the month. At present the plan is working satis- factorily. I have also absolutely stopped advancing salary before the close of the month. These three reforms have cleared the cash drawers of cash slips and this one objective of the State Accountant has been removed. Judging from the experience of a single month I am very certain that it will not be difficult to adhere to this plan in the future. [Overdrawn Accts.] Another common occurrence in the practice of the office has been to allow the several departments to overdraw their accounts before the end of the six months periods, without authority from the Board. Until I am instructed to the contrary by the Board, I shall cease to pay vouchers for the several departments as soon as their respective apportionments have been exhausted, and in each case await increased appropriation by the Board to such departments before making further payments. These overdrafts have become excessively general The following are some of the overdrafts at the end of the several periods in question, not going back beyond two years. Farm Dept. $556.40 $91.52 $134.91 Hort. " 443.32 543.27 Women's " 43.92 115.89 114.56 Payroll 1220.28 1986.49 928.12 It seems to me that the chief reasons for these overdrafts are two in number. First under the present system , if any department has a balance left over from any six months period, that balance [End page 262] [Begin page 263] is taken from them and turned into the current fund. On the other hand, if any department has an overdraft that overdraft is charged against the next period's apportionment. Second. If any department through any kind of good work or good business management received funds such department is not credited with any such receipts, everything being turned into the current fund. In other words, in the accounts kept with the department, every expense is debited and nothing credited. I have made the changes outlined above without waiting for consultation with the Board for the reason that imme- diate action seemed necessary. There are several other matters which I wish now to bring before the Board for their consideration, all referreing to business practices in my office in the future. [Recommendations of State Accn't.] First. I will refer to the recommendations of Mr. Humphrey the State Accountant. He asks five things. First. "That all cash, checks and book accounts which have no connection with the work of the college, shall be separated from those that do." I find upon careful consideration that this suggsetion can be followed without serious embarrasment or greatly increased work in the office. Second. Mr Humphrey suggests "Keep the Institutions accounts upon books which will correspond with the triplicates and vouchers filed with this department, using each as the unit of entry." With the adoption of the first recommendation, the second will easily follow. Third. Mr. Humphrey asks that "All cash and bank accounts be so kept that when the outstanding checks are considered the balance reported at the close of each month to this department will correspond with the actual cash on hand." The wrong practice here hinted at has been corrected in a great measure by refusing to allow cash slips in the drawer and by the separation of college accounts from other accounts. These suggestions can be thoroughly carried out. [End page 263] [Begin page 264] Fourth. The suggestion of Mr. Humhrey is to "Keep the cash drawer and bank accounts so that the examiner can take up the work and prove it at any day in the year, without the assistance of the memory of any officer or employee connected with the College." This suggestion we are following at present. [Nursery Receipts] I find that there are no accounts kept with the nursery receipts for license fees. This will be corrected at an early date. I also find that in the system of keeping accounts heretofore in vogue, where more than one building has been in process of erection at the same time, it is impossible to tell from the books what the cost of any one of the buildings has been. This I am certain can be easily corrected and I shall make necessary changes in the system if allowed to by the Board. [Weighing of Soft Coal] I find that it is impossible to weigh the soft coal that we are using, amounting to three carloads a week. It seems to me that with the great amount of coal used here on the grounds we could well afford to put in scales at the Boiler House. The cost of drawing coal from the siding and from Trowbridge during the past year, has amounted to seven hundred ninety seven dollars and fifty cents ($797.50). This leads me to believe that the question of securing an arrangement with the railroad company to put in a siding from Trowbridge to the Boiler House should receive careful attention. [Old Voucher System] I have left what I consider to be the most important suggestion until the last, and that has reference to the voucher system at present in vogue. Under the present system the following is the practice: Each department orders independently upon requisition. The bills are generally sent to the Departments and vouchers are prepared by the departments in triplicate, certified to by heads of depart- ments and two copies sent to the Secretary's office. Payment is made by this office upon these vouchers. The trouble with the present system is this: We find at the end of the month that some of the merchants have ten, twenty and even thirty bills against the College [End page 264] [Begin page 265] ea each of which is paid by an independent voucher. This multiplicity of vouchers multiplies work both in this office, in the offices of the heads of departments and in the Auditor Generals' Office at Lansing. I would respectfully suggest the following system in place of the present one: [Proposed Voucher System] First. That each department orders independently upon requisition as now, said requisition to contain list of supplies wanted, together with number of items, rate per item and amount. Requisition to be made out in duplicate and signed by the head of department. President of the College and the Secretary, possibly omitting the requirement of signature of the President and Secretary to all amounts of less than three dollars. The duplicate of this requisition to be filed in the Secretary's Office, original to be sent to firm furnishing supplies. All bills for supplies furnished to be sent to the Secretary's office for payment, and there first be checked with requisition and then sent immediately to head of department ordering same and there checked as to receiving of said goods, rate per item and amount of said bill: the head of deparment to OK all bills found correct, and put classification to said bill , returning same to Secretary's office for payment. At the end of the month , or possibly the first or second day of the succeeding month, the Secretary's office will have what will be known as "voucher day" when all bills rendered by any one firm , regardless of the department ordering goods, will be grouped into one general voucher and paid by one check. From this classification the voucher will be made in the respective books of the office. It will be readily seen that this will reduce the number of vouchers passing through the office and through the Auditor General's office at Lansing, very appreciably. in my opinion it will reduce the number at least seventy-five per cent and reduce the work of the Secretary's office accordingly. I have talked this matter over with the President of the College and several heads of departments and find no serious objection raised. I have also talked it over with Mr. Tompkins of the Auditor General's office and find that it meets with his thorough approval. The expence of instituting the new system will be very slight. [End page 265] [Begin page 266] We should have to have in the office two new books termed very voucher books. Their use, however, will cut down ^ largely the amount of space now used in the other books, and in the long run the expense for books of the proposed system will be even less in number than under the present system. On dividing of the accounts into College accouns proper and what might be termed accomodation accounts, it will also be necessary to provide a new cash book and ledger. Beyond these items, I think no other change in the books now on hand, will be necessary. So far as the supervision of repairs is concerned, my work has been far from satisfactory, and I am willing to admit that I have no satisfactory plan to offer. The best way of stating the case is to outline the condition of affairs as I found them. I found at work two painters, one employed regularly at a dollar and seventy-five cents ($1.75) per day for steady work and the other at two dollars ($200) whenever called upon . I soon dis- covered that there was an effort made on the part of these men to unduly prolong their jobs in order to furnish employment to their selves for longer periods. The painter in charge stated to me that it would be necessary to furnish the second painter work for the next five days and when asked by me why it was necessary, gave as his excuse that the fifth day it would be absolutely necessary to have him and that it was doubtful if he could be secured on that day unless furnished steady work during the intervening time. Upon close inspection of the work laid out I discovered that instead of there being five day's work for two men ahead, there were only two day's work for one man, and acting accordingly I made arrangements to dispense with the services of both men when not absolutely needed by the College. In the plumbing work the same difficulty presented itself. I found that a certain regular workman had been employed for months since his days of fitness for the position had passed, at a salary of two dollars ($200) per day, and that it was generally conceeded that he was shirking his work and that he was disloyal to those over him, that he was treacherous in quality of work performed and that his influence generally was bad upon the [End page 266] [Begin page 267] students working with him. This man I immediately dismissed and in my opinion the amount of work done by the department in which he worked has been increased rather than diminished by his absence. I refer to these examples not because of their special importance but because they illustrate the entire lack of system upon the grounds in regard to such matters. I have tried to correct in a measure these errors by arranging the work so that one man might be placed at the head of certain lives and be held responsible for all under him. However, I am free to confess that this question of repair and building supervision assumes such great proportions that it seems to me impossible to ever arrange a satisfactory business system whereby the work may be done to advantage through the Secretary's office I frankly believe that owing to the lack of system in the past along the line of making repairs, the College has lost and is losing hundreds, if not thousands of dollars annually. I have also found it necessary to add considerably to office equipment in order that the work might be done expeditiously and according to business practices. The entire cost of these additional conveniences has, to date, not exceeded twenty-five dollars ($2500) and in nearly every case sufficient quantities have been purchased to last for two years. [Addition of Office Equipment] In moving the postoffice from the secretary's office it has become necessary to re-arrange the Secretary's office which will involve considerable expense. The desk, table and doors have never been repaired since the burglary of one and one-half years ago, and those repairs must now be made if the office is to be made at all convenient or secure for work. After these repairs are made and the office is once more placed in condition to make it practicable , then it is my plan to decisively stop the long prevailing practice of allowing others than the authorized clerks in the office , free access to the vaults of the office On the other hand, every conveniene will be furnished every member of the Faculty or other authorized person to make necessary examinations of records, aside from the [End page 267] [Begin page 268] one privilege of entering that part of the office partitioned off for the cashier. I would report the following needs in office equipment: First. A new typewriter Second. A new copying press. In regard to the former I feel that an explanation is needed . As I understand it, the machine which I found in the office was purchased at second hand less than two years ago. It has not done good work for more than six months and we find it impossible to make it do bettter. I have great faith in the virtue of a neat appearing letter, and at present with the appliances in my office, it is impossible to produce the same. The net cost of a new machine will be forty-seven dollars ($4700) This is a first class new. Remington. machine. This reduced figure is obtained as follows: List price $100.00 Special discount 12.25 87.75 Allowance for old machine 40.00 Net cost to us 47.75 Taking into account that the present machine was bought at second hand for eighty-dollars ($80.00), this will mean that were the new machine to be provided , it would have cost the office twenty-seven dollars and seventy-five cents ($2775) for the use of a machine during the past two years. The copying press has not been in good working order for years, and while I think it might be used in some of the departments which have not much work for a machine to do, it ought no longer to do the work required to bedone in this office. The cost of a new press I understand to be thirty dollars ($3000) New linoleum is needed on the office floor, cost about thirty-five dollars ($3500) Certain general repairs on office furniture. All of which is respectfully submitted. A.C. Bird Secretary. [End page 268] [Begin page 269] That portion of the Secretary's report relating to finances was referred to the Finance Committee , and that relating to buildings and supplies to the committee on Buildings and College Property. [Typewriter Copying press etc.] On motion of Mr. Monroe, the matter of typewriter, copying- press and other repairs and supplies definitely mentioned , was left with the President and Secretary with power to act. [Rental of quarters for Postoffice] Pres. Snyder reported moving of the postoffice to the Horticultural Laboratory and that he had rented the present quarters heated and lighted to the Postoffice Department for one year, from July 1st, 1899, for one hundred twenty-five dollars ($125.00) per year, and that Mr. Butterfield , as post- master had agreed to pay twenty-five dollars ($2500) rent up to July 1st. On motion, the action of Pres. Snyder was approved. [Bath room & fixtures in Secy's house] The matter of new bath room and fixtures in the Secretary's house was referred to the Committee on Buildings and College Property. [Re-organization of Hort. Dept.] The matter of re-organization of the Horticultural Department was referred to the committee on Botany and Horticulture and the President of the College. [Bond of Sec'y Bird] The Finance Committee reported that the bond of Secretary Bird had been duly received , approved by them and filed in the office of the Secretary of State, and asked further time to report on bond of Treasurer Davis. [Request of Prof Vedder to purchase apparatus allowed.] Mr. Wells of the Academic Committee recommended that the request of Prof. Vedder to purchase apparatus be allowed. On motion the report was adopted. [Allowance for mounting goat skin.] The same committee recommended that Prof. Barrows be allowed to expend fifty dollars ($5000) for mounting goat skin. Report adopted. Mr. Marsh presented the following communication: [End page 269] [Begin page 270] [Communication from Mr. Marsh] To the State Board of Agriculture : Greetings : I wish to make the following report to the Board: After making examinations during the last two months of the vouchers that have come before me as chairman of the Finance Committee, I am convinced that the College is losing largely in the purchasing of all supplies that are used upon the grounds and buildings, and also in all material used in repairs . I think it would be advisable to have a purchasing agent, and for the heads of the several departments to make report to the President of the College: these reports can then be handed to the purchasing agent. I would also further suggest that the purchasing agent be the overseer of the grounds and buildings and of the repairs on such, and all [water?] and heating apparatus as well as an architect for any new buildings. I would suggest that he be a competent man, a man capable of giving us plans and specifications of any buildings and also capable of going on , looking after and overseeing laying of pipes, putting in of water mains, heating of buildings, and of making every improvement and repair that would be necessary , upon the grounds and buildings. I think that in this way we would get rid of a large amount of labor in the way of vouchers and it would be a saving to the College through the purchasing of supplies , of several thousand dollars each year. We would also save the cost of an architect on buildings which we are in hopes to erect upon the grounds Trusting that this report may meet with your approval I am, Yours etc. H.F.Marsh Chairman, Finance Comm. [Relative to Dept of Repairs & Purchasing Agent.] Mr. Marsh moved that we employ a man who shall act as purchasing agent and superintendent of repairs of buildings and construction of buildings. On motion, the matter was referred to the Committees on Employees and Buildings and College Property , and the Secretary. [End page 270] [Begin page 271] [Revision of Bulletin List] On motion, the Secretary was authorized to revise the bulletin list at his discretion. Adjourned. A.C.Bird, Sec'y. Thursday Morning. March 23 10:00 a.m. Same members and Mr. Allen present. [Order of Busines] Pres. Marston reported the following order of business to be followed until the committee on ordering By-laws makes its report: Report of President of the College Business Report of Secretary Reports of Standing Commtitees Reports of Special Committees Reports of Employees and Others Communications Motions and Resolutions Unfinished Business [Report of Insp. Trine] The report of Inspector of Nurseries Trine was read, accepted and ordered placed on file. To the State Board of Agriculture. Gentlemen: The State Inspector of Orchards and Nurseries makes the following business statement of the work of the past year: Nurseries inspected 135 Orchards " suspected of scale 105 Grounds of Dealers inspected 10 Places to be inspected 6 Fees received for inspection $239. " turned in to State Treasurer 126. Balance in my hands $103. [End page 271] [Begin page 272] Reported cases of scale 22 Exterminated or supposed to be 18 Balance of remaining cases 4 Colonies of each found during the year 2 The nurseries of the state are apparently free from San Jose scale. Wally Aphis and Black Peach Aphis have been found in six nurseries. Amount of stock infected with the above: Peach. about 300000 Apple " 100000 The above stock has all been fumigated with Hydrocyanic gas. I superintended all the fumigation. Shipments not bearing certificated of inspection reported by the railroad companies _51. Investigation of the above reports revealed only four cases from nurseries having no certificates. I was called several times to decide on cases of Yellows where the owner and commissioner were in dispute. I have been instrumental in having appointed a number of comissioners under Acts 2 and 109 _ Laws of 1897- 1895. I have a record of a number of orchards that last year were infected with canker worm. These will be looked after at the proper time. I have the list of sales of the Dayton Star Nursery Co. of Dayton O. for 1895-6-7 . Some time during the above years they sent infested stock here . I have found but one case from them so far but have not examined all places I have corresponded with some of the purchasers of the stock and am making preparations to make as thorough an examination as possible. However, a thorough search is impossible as a great deal of the stock was sold to dealers and they have no record of it. [End page 272] [Begin page 273] The clerical work connected with the work has been hampered somewhat by lack of office facilities. I have sent out over 3400 letters , about 1000 circular letters and over 2000 copies of the law. The above work has taken all my time. Respectfully submitted D.W. Trine. Inspector. [Doctors & hospital bill of G.W.Bailey] On motion of Mr. Allen, the President was authorized to pay the doctor's bill and hospital bill of G.W.Bailey to the amount of thirty dollars ($3000). [Rate of pay for student labor] The following resolution was unanimously adopted = Resolved – that in the future students be paid for labor other than that required by the course of study at the rate of ten cents per hour , except for labor requiring special ability or skill. The following communication was received from Pres. I.H.Butterfield of the State Agricultural Society, and laid on the table until the next meeting: [Communication from President of State Agl. Socy.] To the President and members of the state board of Agriculture. Gentlemen: I respectfully write and request that you direct that an exhibit be made by the College in as many departments as possible, particularly the Farm and Horticultural Departments at the next State Fair to be held at Grand Rapids Sept. 25-29. In commemoration of the 50th annual fair, a special educational exhibit is contemplated. In view of the relations of the State Agricultural Society to the college at its begin- ning and all through its history, it is especially desirable that the latter make as extended an exhibit as possible. Very Respectfully I.H. Butterfield. [End page 273] [Begin page 274] Mr. Monroe offered the following resolution which was adopted: [Bill amending Nursery inspection law.] Whereas. There is a bill before the Legislature amending the Nursery Inspection law, by doing away with the fur- nishing of lists (on demand of the Inspector) of the names of persons, companies or dealers to whom nurseries have sold or delivered any trees or nursery stock, and Whereas. It is the opinion of the Board that such change in the law would greatly weaken its efficiency. therefore Resolved, That we protect against the passage of said amendment. [Purchase of team for Farm.] The Committee on Farm Management recommended that the Department be authorized to purchase a first-class pair of grade general purpose horses, at a cost not to exceed three hundred seventy-five dollars ($37500) same to be paid for from the general fund. Adopted. [Farm Dept credited with $742.95] The same committee recommended that the farm Department be credited with seven hundred forty-two dollars and ninety-five cents ($742.95) the amount paid them for milk for the Dairy Course. Adopted. [Additional appropriation Women's Dept.] The Committee on Women's Department recommended further appropriation of one hundred fifty dollars ($15000) to the Department for the current six months. Adopted. [Adoption of Secy's plans for work in office] The Finance Committee reported in favor of adopting the suggestions of the Secretary regarding plans for future work in the Secretary's office. Adopted. [Bath room furnishings & fixtures – Secy's house.] The Committee on Buildings and College Property authorized the construction of bath-room, furnishings and fixtures for the same in the Secretary's house. [Promotion of H.P.Gladden] The Committee on Botany and Horticulture moved that Mr. Gladden be promoted to the position of Assistant Professor of Horticulture at a salary of one thousand dolars ($100000) per annum. [Prof Weil to report on cost of lathe] On motion Prof. Weil was instructed to investigate [End page 274] [Begin page 275] and report at next meeting. the cost of an additional lathe for his department. [Report of Comm. on Sub- Station] The Committee on Sub-station office presented the following report which was adopted: Labor etc. fitting up office and tool-room – South Haven Sub. station. Labor. carpenter $16.50 Lumber 19.64 Hardware 2.72 Labor – mason 10.26 Brick. [illegible in original] etc. 7.52 $56.64 Furnishing office to date Stove etc. 7.78 Table, chairs etc. 8.30 $16.08 $72.72 A lamp and a few other small items are needed for furnishing the office. Mr. Wells moved that when we adjourn , it be to meet at the Board rooms at one o'clock , April 26, Carried Adjourned A.C.Bird, Sec'y. [End page 275] [Begin page 276] Board Meeting April 26, 1899. Present. President Marston. President Snyder. Messrs. Monroe Allen, Marsh and the Secretary. Minutes of last meeting read and approved. [Request of Dr. Beal.] Pres. Snyder presented request of Dr. Beal for certain repairs to residence. Referred to Committee on Buildings and College Property. [Request of Prof. Smith.] Pres. Snyder presented request of. Prof. Smith for bath- room in residence . Referred to same committee. [Request of Prof. Barrows] Pres. Snyder presented request of Prof. Barrows for certain repairs to residence. Referred to same committee. [Attendance of Prof. Taft. A.N.A.] Pres. Snyder presented matter of attendance of Prof. Taft at the meeting oft he Americna Nursery Association in Chicago. Referred to Committee on Botany and Horticulture. [Chem. Dept apportionment] Pres. Snyder presented request of Chemical Department for increase in the regular six months appointment. Referred to the Academic Committee. [Increase of salary – Crosby] Pres. Snyder presented request of Dr Edwards that Mr. Crosby give up his full time to his department and be granted an increase of salary and that he be relieved from work on the M.A.C. Record. Referred to Committee on employes and Academic Committee. [Salary of Miss Cook] Pres. Snyder presented request of Director Smith that the salary of Miss Cook be increased to forty dollars ($4000). Referred to Committee on Experiment Station. [Marshall – leave of absence.] Also that Dr. Marshall be granted leave of absence for study abroad. Referred to Committee on Employees. [Attendance of Dir Smith – San Francisco] Also that he. (Director Smith) be sent as delegate to the meeting of Directors of Experiment Stations at San Francisco [End page 276] [Begin page 277] Referred to Committee on Experiment Station. [Analysis Food preparations] Also regarding certain analyses of certain food preparation which was referred to the same committee. [Apportionment Advertising] Pres. Snyder presented a request for an increase of seven hundred sixteen dollars ($71600) in the regular six months appointment for advertising. Adopted. [App'm'nt. Athletics] Pres. Snyder recommended that one hundred fifty dollars ($15000) be apportioned for Athletics. Adopted. [E.C. Baker's Salary] Pres. Snyder presented request of Prof. Weil that Mr.Baker's salary be increased to fifty dollars ($5000) per month. Referred to committee on Employes. [Mr. Jenison lot on Delta] Pres. Snyder presented request of Mr. Jenison to purchase lot on the Delta. On motion of Mr. Allen the Secretary was instructed to correspond with other colleges for the purpose of determining their plans for retaining control of real estate transferred to employees. [App'm'nt Physical Dept.] Pres. Snyder recommended that thirty-five dollars ($35.00) be added to the apportionment for the Physical Department. Adopted. The Secretary presented the following report: [Secy's. report] Agricultural College. Mich. April 26 – 99 To the State Board of Agriculture. Gentlemen :- I would respectfully submit the following business report from my office during the past month: In accordance with the adoption by your Board , of the new system of voucher records at the last meeting on April 1st. I sent to the head of each department the following communication: [Voucher system] "You are respectfully informed that the State Board of Agriculture at its last meeting . March 22-23,1899 adopted the following voucher system for this institution: Each department shall order independently upon requisition as now. said requisition to contain list of goods wanted. [End page 277] [Begin page 278] together with number of items, rate per item and amount as far as practicable, requisition to be made out in duplicate and signed by head of department and if for College expenditure and amounting to more than five dollars. ($500) requisition must be approved by the President of the College and signed by the Secretary: if for Experiment Station, the same practice will be observed except that the requisition must be approved by the Director of the Experiment Station instead of the President of the College in cases where the amount is more than five dollars ($500). The duplicate of this requisition is to be filed in the Secretarys office, the original to be sent to the firm furnishing supplies: all bills for supplies fur- nished are to be sent to the Secretary's office for pay- ment and there first checked with the requisition and then forwarded immediately to head of department ordering same. The head of department will check as to receiving said goods, rate per item and amount of said bill and O.K. all bills found correct. put classification to said bill and return same to Secretarys office for payment. At the end of each month the Secretarys office will make vouchers which shall include all bills and the departments will be relieved in the future of drawing vouchers. In adopting this method, several changes will be necessary. First a new form of requisition blank which will be furnished to the several heads of departments on the morning of April 3rd. Second. The departments should make it plain to all persons and firms furnishing supplies for the College, that they must return the requisition order for same together with bill for goods, to the Secretary's office. Third. It will be necessary that the Secretarys office and heads of departments shall be prompt in checking and auditing bills. Fourth. It will be necessary that before nine oclock a.m on the last day of each month, the head of each department shall deliver to the Secretary's office upon blanks which will be furnished from this office. the payroll of the department for the current month. In the event of the [End page 278] [Begin page 279] payroll not being received before that time, no payments can be made upon same until the close of the following month. Fifth, since the adoption of this plan involves several radical changes in the business management of the insti- tution, it is to be hoped that the several heads of depart- ments will co-operate with this office in explaining the requirements of the system to all having business dealings with the institution. It should be made plain to students especially at the time of employment, that payment for work will be made only at the end of the month or at the end of the term when the term closes in the middle of the month. Very truly yours. A.C. Bird Secretary" I find that the departments are giving me cordial support in instituting the new system and I am able to report that since April 15th. no vouchers have been made except in accord- ance therewith and that the new plan is working satis- factorily to all concerned. At the last Board meeting, reported a plan of keeping the books of the office in accordance with the suggestions and directions made by the State Accountant . Mr. Humphrey in his report of December 24th. 1898 . After the adoption of the plan by your Board at the March meeting. I addressed a communication to the State Accountant asking for written authority to make the desired changes. Mr Humphrey deemed it advisable to refer the matter to the Attorney General of the State and has kindly furnished me for use at this time copies of letters passing between himself and the Auditor General. The commu- nication from Mr Humphrey to Mr. Oren reads as follows: [Communication to Atty Gen'l.] Lansing, Mich . April 17 .1899 Hon. Horace M. Oren. Att'y General. Lansing, Mich. Dear Sir:- In making the examination required by law of the accounts reported to this department, but also accounts with several boarding house clubs, accounts with the students of a banking [End page 279] [Begin page 280] nature. and accounts with the purchase and sale of military uniforms to the students. There is no question as to the impropriety of keeping all these accounts in the same set of books and reporting only a portion of them to this department. Secretary Bird contemplates the revision of the system and desires to put the new one in operation as soon as possible. He has consulted this department somewhat concerning the matter, and I am not entirely clear as to his right to exclude the boarding. house. banking department and uniform accounts from his report to this department. Upon this question I desire your opinion. Mr. Bird informs me that the entries upon the College records show that the Board of Agriculture has three hundred dollars worth of stock in the boarding house clubs but that this stock was never paid for by vouchers nor in any way except by some accomodation or privilege. With reference to the banking accomodation and the purchase of uniforms for students , it is purely a matter of accomodation, and I cannot see as the Board recognizes any liability in the matter. Secretary Bird and this department are of the same opinion with regard to the advisability of separating the three classes of accounts herein mentioned, from those properly pertaining to the College. provided your con- struction will permit of such separation. Very respectfully Dictated by Roscoe D. Dix Henry Humphrey Auditor General General Accountant" " At the request of the Attorney General and Mr Humphrey. I met with them at the Attorney Generals Office at two different times and with them went over the entire matter. These conferences resulted in the following authority from the Attorney General , upon receipt of which I made definite arrangements for instituting the new system at the College in accordance with the resolution of your Board adopted at its last meeting:" [End page 280] [Begin page 281] [Reply from Auditor Gen'l] Lansing. Mich April 19. 1899 Hon. Roscoe D. Dix. Auditor General Lansing Mich Dear Sir:- I am in receipt of your favor of the 17th. inst. from the accounting department of your office , in which you state that you desire my opinion on the question of whether certain accounts that have been kept in the books of the secretary of the state board of agriculture are properly state accounts subject to the super- vision of your department , and whether you should compel these accounts to be brought under the general system of accounting which obtains in your department . The accounts referred to are: First. Those of the Club Boarding Association of the Agricultural College. Second. The accounts of money deposited by students with the Secretary of the college. Third. Accounts for military uniforms supplied to students. I have investigated this matter and find that the Club Boarding Association is an independent corporation, organized under the law of Michigan , and is absolutely controlled by the students of the Agricultural College who are members of the association . They elect their own officers , and the only connection that the Association has with the state board of agriculture is that the association has permission to use the dining rooms connected with the dormitories of the Agricultural College, and the secretary of the college is treasurer of the association. Prior to 1882, the state board of agriculture, in manageing the agricultural college, hired a steward and itself provided board for the students in the dormitories. This system was abandoned and the Club Boarding Association was formed. It would be competent for the board of Agriculture to do as they did prior to 1882, in which case all receipts and disbursements from such sources would be state funds, and the accounting for the same could come under the general system that [End page 281] [Begin page 282] that appertains to your office . But it is competent for the Board of Agriculture to discontinue this sytem and turn over the matter of running a boarding house to a private individual. or to an association, and absolve them- selves from all control or responsibility . This, it seems to me, has been done, and for that reason I do not think that these bording house or club association accounts come under the supervision of your department. The secretary of the state board of agriculture , who is the treasurer of the Club Boarding Association is responsible solely to the Club Boarding Association for the funds that he receives. and he is not obliged to account for the same. to the State or to any other person or association than the club. In reference to the deposit of money by the students. with the Secretary of the State Board of Agriculture , I find that the following system has grown up: Owing to the fact that the Agricultural College is situated at some distance from Lansing , it has been found a con- venience by the students to deposit moneys belonging to themselves, with the Secretary of the College He acts practically as a banker for their benefit: no fee is charged for this, and he is accountable solely to those who have made deposits with him. In case of a loss by the Secretary and the inability to repay the money that has thus been entrusted to him. the students who made the deposit would be the sufferers. I do not believe that any valid claim could be established against the state if such a loss occurred. For this reason I do not believe that such accounts properly come under the supervision of your department. In this Connection , I would state that it seems to me that the Board of Agriculture is morally if not legally responsibile for the safe care and accounting for moneys thus received and I think that inasmuch as this sytem is in vogue and is countenanced by the State Board of Agriculture , the Secretary should give a bond for the benefit of those who have placed money in his hands, running either to a trustee for the benefit of the depositors , or to the several depositors as their interests might appear. [End page 282] [Begin page 283] In reference to the matter of uniforms I am informed that the State Board of Agriculture merely acts as an agent to supply uniforms to the students and that by the terms of the contract which it has made with the makers of these uniforms , no liability is incurred by the Board. For this reason I would think that these accounts would not properly come within the jurisdiction of your office. I would state however, that it seems to me there is no question of the impropriety of keeping these various accounts in the same set of books in which the state accounts are kept. and the moneys that appertain to these special matters of board. deposits and uniforms, should be kept entirely separate from state funds. Yours very respectfully Horace M. Oren. Attorney General. [New system of accounts] "I have to report