I thought members might be interested in knowing a bit about your central office. The Society is housed in the "Computer Room" of my house, which formerly was called "the girl's room." I have run a separate power line to the computer, installed a phone, and purchased some needed furniture. I have a large computer bench with a corner work desk and a solid printer stand. The room is furnished in rustic RIGGINS with a variety of original paintings, greenery, deer horns, and whatnots. I have a nice regular desk, bookshelves, and an older stereo to keep me company. Hardware is a Tandy 1000 Hard Disk with color monitor; an excellent Dot Matrix Printer, the Tandy 210OP; a printer buffer, and a modem. Software includes the super word processor called WordPerfect and an excellent though little known data base called filePro 16. Other programs include the Norton Utilities, DeskMate, a RamDisk program, the WordPerfect Library and numerous minor items. On occasion I may even be caught with King's Quest, a delightful program from Sierra.
What are some of the activities of your executive secretary treasurer? In January I send out dues notices, about 2,200 this year, to remind you to pay your dues. This year I even cleverly prepared them to self destruct, but I promise NOT to use them again.
Upon receipt of your dues I begin a routine. First I open all the envelopes. Then I enter the data into the computer, putting all checks into a pile on my desk and putting the applications into a "just in case" box. Your mail generally runs about 20% with extra questions, and these are placed in another pile on another desk. After I finish all data entry work, I back up the data to floppy disks. Then I stamp endorse the checks and list them on a deposit slip. As soon as I have 40 checks I add up the amounts, and take them to the bank for deposit. Some checks from overseas give me real problems and I must simply enter them "for collection." After that, I try to answer your questions. Since I do have an extraordinary amount of mail, please be patient with me if I answer rather abruptly or simply scrawl an answer on your letter and return it. I do answer ALL inquiries.
After several days I then print out labels to mail the membership cards. I must first print the labels, then put them on the cards; and then tear off the stamps and put them on the cards if I am going to mail them regularly. If I am going to use bulk mail, I must keep them in special order and mark them properly. I also periodically print out a list of the contributing members for the President and others.
After each issue is mailed I have a flurry of returns because of changes of address. I can not emphasize too strongly folks; the U.S. of A. postal service WILL NOT forward our bulk mailed issues, even if you move to the apartment upstairs as one member discovered. If it were not for the return address and postage guaranteed messages, the issue would be tossed. Normally, I get about 60 returns from every mailing. Each entails the payment of $1.08 in postage due charges, the entering of the change of address into the computer, a new envelope with new postage, and remailing. I usually circle the postage due notice in red as a reminder that you have cost the Society about $2.25 extra for this one issue and won't you please consider replacing that amount in the coffer?
Letters are sometimes more than just answering. I admit that I cannot read any language other than some English and a small bit of French. But I get letters in many, many languages including some which begin with "Dear Sir Professor Riggins, I do not speak the English very good so..." and the rest is in the native tongue. As an example, our member Qi Liu, whose article was in one of our issues last year, wrote me that he would be touring the States in September through November with the Central Philharmonic Orchestra of China. The only trouble is the schedule he sent was in Chinese and my regular translator had just returned to Taiwan. Near as I can figure, he will be in Washington, D.C.; Pittsburgh, Akron, and San Francisco amongst others. It would be nice and a great experience for members to meet with and entertain members of this well-known Chinese orchestra so watch for them this fall.
This year I mailed out almost 3,000 flyers to people who were not members. The response was not all that good though about 70 did join, and we are growing! Please do ask for applications for your camp or other activity, and think about giving a membership as a gift for Christmas, birthdays, or graduation and such.
I also mailed out "Why don't you rejoin us" letters to about 300 members from two or more years back who had not joined again; and "Where the heck are your dues?" letters to about 600 members from last year who had not paid their dues this year.
After each issue I have to mail a copy to members who have joined since the labels were printed.
I send birthday and holiday greetings to our Honorary members.
I anguish for about a week trying to get a report ready for the annual conference. If you have trouble making your bank book balance, you should try it with 40 currencies.
For computer buffs, I back up my work at least every few days; and the entire hard disk about every six weeks. I keep three backups of the data and two of the hard disk. One copy of each is in the safety deposit box at the bank at any given time.
I print labels for the mailing of our publications and for selling. The file now has over 3,000 records.
I pay our bills, and it is nice that we are solvent and doing well!
If you have a problem, please let me know about it. The Society never deliberately tries to make you mad or embarrass you, but if you don't tell me about it, I may never learn that there IS any problem.
Please take the time to check your mailing label and let me know if something is incorrect. I sometimes type strange and mysterious messages in languages NOT of this earth! Your label should look like this:
File Number Instrument AM (if you paid
Name for air mail)
Address
City, State ZIP
Country (if not the USA)
Our European members have been doing great this year helping us to avoid bank fees. Now we have another small problem. The Swiss Bank requests that you NOT put my name on your bank transfer of funds. Use simply the Society's name and account number, BUT BE SURE YOUR NAME IS LISTED!! I still have several Swiss Account transfers with NO IDENTITY!
In closing let me thank you for your support, your kind words, and your willingness to help. The interaction with members from all over the world is what makes this job enjoyable, and even fun. If you're ever in the Monroe area, be sure to drop by for a cup of coffee or cool brew. You can check out the I.D.R.S. office, try to ride my three wheeler, or maybe even we'll go for a boat ride on Black Bayou!