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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 functioning by September 2 6 . 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 Steering 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 t he week of October 2, and the full pr oceedings of the Convocat ion will be mailed i n late October . Agenda paper s wi ll be mailed at least a week prior to all Steering Committee meetings and minutes of St eer ing Committee and w orki ng commi ttee meetings , mailed immediately a ft er meetings. PERSONN EL Budget limita ti ons have held the the nationa l coordi na tor s' full-time paid staff to fo ur profe s s i onal a nd five clerical. However, arra ngeme nt s ha v e be e n made with the Pot omac Ins titute a nd the Souther n Reg i ona l Counc il t o pr ovide exte n s ive part-time ass is t ance fr om Mr. James Gibson a nd Mr. Vernon Jordon. The full-tim e pr of e ssi ona ls ar e Mr . C hristopher Mould , Mr. Mel Cotton, Miss Olga C orey for pr e ss r el a ti on s , and Mr s. Mary Terpak as administra tive c oordina tor . Severa l c omponent organizati ons of the Coalition have indicated that a dditiona l personnel will be available on a loaned basis as ne eded. FINANCES AND BUDGET At the August 23 Steering Committee meeting, a tentativ e generalized budget was approved. Attached is an adjusted budget, based upon exper ience and more accurate projections. The August Convocati on occurred �1- - 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 Steering Committee. Attachment �