22: BULLETIN 178, W. S. DEPARTMENT OF AGRICULTURE. 
11. Xotice of meetings should be regulated by the by-laws. Xotice 
by publication and through the mail are the most common and best 
methods. 
15. By-laws should contain measures of safety to regulate the 
handling of all organization funds. 
16. Surety bond should be had for all employees handling funds. 
IT. A good system of filing for correspondence is essential for every 
office. 
18. Proper filing of accounting records is necessary, in order that 
instant reference may be afforded and that valuable information 
regarding claims, accounts receivable, etc.. may not be lost. 
19. A regular system for safeguarding the cash should be adopted 
by all officers, and adhered to strictly. 
(a) All entries of cash should be explicit, and items supporting 
such entries should be filed so that they are accessible for reference 
and verification. 
(b) Xo entries should be recorded in the cashbook which do not 
relate to cash. 
(c) The full receipts of each day should be deposited in the bank. 
(d) All canceled checks should be filed in numerical order. 
(e) Duplicate checks should always be covered by indemnity bonds. 
(/)■ Reconciliation should be made each month between cash or 
check register and bank pass-book balances. 
(g) Permanent record of these reconciliations should be made. 
(h) Checks, sales slips, receipts, etc., should be numbered with a 
numbering machine. Any which are spoiled should be marked void 
and left in the book. 
. (I) A regular system should be used for the acknowledgment of 
all cash sales, or miscellaneous cash items received. 
•20. All petty cash payments should be made on the Imprest 
System. 
21. A good plan for handling expense items is to carry a general 
expense account, making a segregation in a columnar book. 
22. The wear and tear on an asset is a cost of doing business, and 
the true condition of a business is not shown accurately upon the 
books unless provision is made for depreciation in the value of the 
assets. The extent of depreciation should be estimated as closely as 
possible, and an amount to cover credited to a reserve for deprecia- 
tion account at the end of the year. This allows for the replacement 
of the assets. 
23. Cooperative organizations should make arrangements to set 
aside specific amounts, or a percentage of profits, for the increase of 
working capital. 
24. Annual statements should be prepared in such form as to bo 
readily comprehensible to all members. These statements should be 
