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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 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 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 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 meetings. 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 C otton , Miss Olga Corey for press r elations , and Mrs . Mary Ter pak as administrative coordi nator . Sever al component or ganizati ons of the Coaliti on have indicated that additional per sonnel will be a va ilabl e on a l oan ed basis as needed . FINANCES AND BUDGET At the August 23 Ste ering C ommitt ee me eting, a t enta tive gen er a lized budget was approved. Attached is a n adjusted budget, based upon experience 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 realis m 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 agr eed to s erve as fiscal a gent, 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. Atta chme nt �