Dublin Core
Title
Box 7, Folder 15, Document 7
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ADMINISTRATIVE REPORT
By the National Coordinators: October 9, 1967
FACILITIES
A short-term (6 month) lease was executed in late September for
1900 square feet of space in the Federal Bar Building West (1819 H Street,
N.W.); and the coordinating office was completely moved in and function-
ing by September 26. The decision to move from 1717 Massachusetts
Avenue, where Urban America is located, was made after it was determined
that the 1300 square feet of space at the 1717 Building would have cost
$7,000 to remodel and the remodeling, taken a month to complete. No
remodeling costs were incurred in the Bar Building lease. Furniture and
equipment has been obtained on short-term rental contracts.
PUBLICATIONS
Weekly reports on coordinating staff activities to be sent to Steer-
ing Committee and Working Committee members have been initiated. A
monthly action report will be sent the last of each month to the entire
mailing list. The roster of those who registered for the Convocation was
mailed the week of October 2, and the full proceedings of the Convocation
will be mailed in late October. Agenda papers will be mailed at least a
week prior to all Steering Committee meetings and minutes of Steering
Committee and working committee meetings, mailed immediately after meet-
ings.
PERSONNEL
Budget limitations have held the the national coordinators' full-time
paid staff to four professional and five clerical. However, arrangements
have been made with the Potomac Institute and the Southern Regional
Council to provide extensive part-time assistance from Mr. James Gibson
and Mr. Vernon Jordon. The full-time professionals are Mr. Christopher
Mould, Mr. Mel Cotton, Miss Olga Corey for press relations, and
Mrs. Mary Terpak as administrative coordinator. Several component or-
ganizations of the Coalition have indicated that additional personnel will
be available on a loaned basis as needed.
FINANCES AND BUDGET
At the August 23 Steering Committee meeting, a tentative generalized
budget was approved. Attached is an adjusted budget, based upon exper-
ience and more accurate projections. The August Convocation occurred
Administrative Report
October 9, 1967
Page 2
prior to the institution of financial arrangements, and the cost has been
listed as a lump-sum item rather than distributed under individual catagories.
The Convocation costs totaled $21,735, more than twice the anticipated costs
and substantially more than can be budgeted and still maintain realism in
the balance of budget needs.
Through September 15, expenses and obligations totaled $30,214.41.
Projected expenses based on the attached budget, September 15 to
January 31, are $83,000. Thus current the budget has been exceeded by
$13,214, as a result of the Convocation.
PROPOSED FINANCIAL AND BUDGET CONTROL
Problems of financing the Coalition can be expected to continue to
arise. While the national coordinators have accepted responsibility for
managing the finances of the Coalition and the Conference of Mayors has
agreed to serve as fiscal agent, it is believed that the Steering Committee
should be more directly involved. Therefore, it is recommended that a
three-member Budget and Finance Committee be appointed from the Steer-
ing Committee.
Attachment
By the National Coordinators: October 9, 1967
FACILITIES
A short-term (6 month) lease was executed in late September for
1900 square feet of space in the Federal Bar Building West (1819 H Street,
N.W.); and the coordinating office was completely moved in and function-
ing by September 26. The decision to move from 1717 Massachusetts
Avenue, where Urban America is located, was made after it was determined
that the 1300 square feet of space at the 1717 Building would have cost
$7,000 to remodel and the remodeling, taken a month to complete. No
remodeling costs were incurred in the Bar Building lease. Furniture and
equipment has been obtained on short-term rental contracts.
PUBLICATIONS
Weekly reports on coordinating staff activities to be sent to Steer-
ing Committee and Working Committee members have been initiated. A
monthly action report will be sent the last of each month to the entire
mailing list. The roster of those who registered for the Convocation was
mailed the week of October 2, and the full proceedings of the Convocation
will be mailed in late October. Agenda papers will be mailed at least a
week prior to all Steering Committee meetings and minutes of Steering
Committee and working committee meetings, mailed immediately after meet-
ings.
PERSONNEL
Budget limitations have held the the national coordinators' full-time
paid staff to four professional and five clerical. However, arrangements
have been made with the Potomac Institute and the Southern Regional
Council to provide extensive part-time assistance from Mr. James Gibson
and Mr. Vernon Jordon. The full-time professionals are Mr. Christopher
Mould, Mr. Mel Cotton, Miss Olga Corey for press relations, and
Mrs. Mary Terpak as administrative coordinator. Several component or-
ganizations of the Coalition have indicated that additional personnel will
be available on a loaned basis as needed.
FINANCES AND BUDGET
At the August 23 Steering Committee meeting, a tentative generalized
budget was approved. Attached is an adjusted budget, based upon exper-
ience and more accurate projections. The August Convocation occurred
Administrative Report
October 9, 1967
Page 2
prior to the institution of financial arrangements, and the cost has been
listed as a lump-sum item rather than distributed under individual catagories.
The Convocation costs totaled $21,735, more than twice the anticipated costs
and substantially more than can be budgeted and still maintain realism in
the balance of budget needs.
Through September 15, expenses and obligations totaled $30,214.41.
Projected expenses based on the attached budget, September 15 to
January 31, are $83,000. Thus current the budget has been exceeded by
$13,214, as a result of the Convocation.
PROPOSED FINANCIAL AND BUDGET CONTROL
Problems of financing the Coalition can be expected to continue to
arise. While the national coordinators have accepted responsibility for
managing the finances of the Coalition and the Conference of Mayors has
agreed to serve as fiscal agent, it is believed that the Steering Committee
should be more directly involved. Therefore, it is recommended that a
three-member Budget and Finance Committee be appointed from the Steer-
ing Committee.
Attachment
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