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Suggestions referred to in Clause 2 of Minutes No.4.
THE FUND FOR THE RELIEF OF DISTRESS IN CHINA
Having regard to the importance of keeping the administrative expenses as low as possible and to provide for the effective manage- ment of the Fund, the following arrangements are suggested.
OFFICE. It is essential that one central office should be established. This could be achieved by utilising the offices of the China Association at Shell-Mex Building.
Mr. Gull would be the Hon. Secretary and responsible for the work. He would be assisted by Mr. C.H. P. Hay, a man of considerable business experience who very kindly offered his services at the commencement of the Fund and has been helping since.
An additional stenographer would be engaged to do the clerical and typing work.
Mr. Gull is of opinion that subject to the following provisions this organisation would be adequate and that there would be room in the existing offices of the China Association to house it.
The only salary payable would be in respect of an additional stenographer.
CLOTHING SUB-COMMITTEE: It is suggested that this Sub-Committee should appoint its own Hon. Secretary and would send copies of the Minutes of its meetings to the central office as soon after meetings as practical. The Sub-Committee would make its own arrangements for packing and marking, and when the goods were ready they would write to John Swire & Sons giving them particulars and asking them to colect the goods and effect shipment to whatever destination had been decided upon. Copies of the communications to and from John Swire & Sons would be sent to the central office for record.
MEDICAL SUB-COMMITTEE: Technical knowledge is essential for this Committee. It is suggested accordingly that the Sub-Committee appoint its own Hon. Secretary. As in the case of the Clothing Sub-Committee, copies of the Minutes of its meetings would be sent to the central office.
The Sub-Committee would receive authority from the Executive Committee for certain expenditure and place orders direct with manufacturers. They would send John Swire & Sons a copy of each order and also one to the central office. Messrs. John Swire & Sons would arrange shipment of the goods. Invoices for goods ordered would be checked by the Sub-Committee and filed at the central office where payment would be made.
If desired by the sub-Committee an advance of, say £10 could be made for petty expenses to be supplemented as required and account made through the central office to the Finance Committee in due course.