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ATLANTA URBAN CORPS DEPARTMENT OF FINANCE To: Sam Williams, Director, Atlanta Urban Corps From: Inmond Lo Deen, Jr., Director of Finance, Atlanta Urban Corps R e: D e partm e ntal Report D ate: Aug ust 1, 1969 �L Payroll The payroll system is functioning satisfactorily. ment: Two areas n ee d improve- A. At present, billing colleges requires a manual transferance of information from computer print outs which are grouped according to w ork location, typing of the bill, a nd checking of the fig ures. The city gave the option of having the print outs group e d e ither by work location or school. Someone chose to h ave the interns gr ouped by w ork loc ation. This is of little value to my D epartment as agency (work location= agencies) financial ar rangements are handled by contract. If the problem of s eparating CWSP interns and non-CWSP interns c an be overcome (if the city c a n be sold on the idea) the compute r print o uts could be c er tifie d a nd mailed to the colleges. This would e liminate three steps and at the same time reduce the probability of errors. This system w ould, however, involve the inconvenience of sorting pay che cks and g rouping the m by City D e partme nt a nd agency. · L es s time and effort are required to sort p a y checks than to manually tr ans fer the r e quir e d inform ation. In my e stimation, this should b e done if the city and the Urban Corps m aintain the ir pres e nt re l a tionship. B. The procedure outlined i n se c t ion II, C, of my report d a t e d July 2, 196 9 i s one rous a nd burde nsome. The i nter ns, justifiably, do not lik e it. I fe e l HEW should be made aware of the unpala t ab l e nature of the guide line necessitating this procedure and a r equ est for r e lief made. I int e nd to act a ccordingly. We were f o r tuna t e on the July 3 0 , 1969 di sbursement date . O n ly one problem of any significance arose: a s t aff member told Andr ea Frye , a v olunteer , s h e would rec eive $10 0 on July 3 0 . The 11 culprit1 1 had not the author ity to make the decision. None theless, we will p a y her and Young Hugh ley a t their convenience after 12: 00 o ' clock noon 8 /1/ 69. II. C allege Billing The college billing s ystem w ill w o rk adequat ely. Colleges will be billed (bills mailed} toda y fo r amounts owed as of July 2, 1969 . The y will be billed Augus t 5, 1969, for amounts owe d as of July 3 0, 1969. The August 13th, and August 27th, billings will be no problem. The S eptemb er 10th billing should not b e a probl em but the m e chanics h ave not been worked o ut. �2 III. Agency Payments Non-profit agencies in which A UC interns are placed have contractually ag reed to employ the student and to p ay a part of the student's salary ranging from 100% to 00% . On Wednesday, A ugust 6, 1969, prompting of agencies w ho have not fulfilled th e ir contractual oblig a tions will be comme nced. IV. A. Contracts A gency Contracts EOA wa s delaye d in executing our contract due to the change of directorship. The contract has been delivered to George Berry for execution by the city. We still do not have a contr a ct w ith SREB for the Fulton C aunty He.a lth Dep ar tm ent. This involves 21 interns. Since SREB has given us $ 7, 000. 00 and w ill g ive us $13, 000. 00 within two weeks {according to Bill Ramsay) I consid er that org anization reputable. · The d e cision was made to contract with the Academy Theater as a non-city agency even though the funds a ctually come from the City (Atlant a Board of Education). Miss Nanc y Hag ar was talked with and agreed to this arrangement on July 15, 1969. A l etter co nfirming the earlier verbal agreement and a written contract were mail ed to Miss Hagar July 16, 1969. The contr act has not of this date been returned to this office. The Atlanta Youth Council is for our purposes a non-city agency. contract has b ee n exe cuted. B. The C ollege Contracts When the college contracts were exe cuted, both copi e s of the West G eorg i a contract were returned to the college. Mr. Paul M. Smith, .Jr . , Dir ect or of Financial A id, stated by telephone on 8 / 1/ 69 that he would on that date mail one copy to me. When it is received, Mr. Charles Davis, Dir e ctor of Financ e, City of Atlanta, will certify the West Georgia bill. C. Educational Advisor Con tracts Con tracts have been entered into between the City of Atlanta, Atlanta Urban Corps, and Carl Wieck, Patrick Ntokogu, Roger Whedon, Barbara Rudisill, and the Georg i a Institute of Technology--Roger Rupnow, �3 the said individuals to act as Educational Advisors to the 1969 Urban Corps Project. Duties to b e p e rform e d shall include but not be limited to job visit ation with the interns arid agency supe rvisors, planning and conducting education seminars for small groups, as well as all interns, working in coordin ati on with our field evaluation staff to insure job relevancy and educ a tional sign ificance of the program for each intern, as sis ting the intern in his articulation of his experience and other couns eling and advis ory duties connected with the program. For the services outlined above, each Educational Advisor shall be compensated in the amount of One Thousand Dollars. D. Urban Corps - Library Theatre Contr a ct A contract b e tw ee n the City of Atlant a , Atlanta Urban Corps, and Arthur Pellman has been drawn, approved, and is in the process of ex e cution. The contract provides in essence that Arthur Pellman is to serve as Director of the Urban Co rps-Library Theatre for a period of not l ess than ten weeks a nd that he will be compensated in the amount of One Thous an d Dollars. V. Staff Steve M wamba is p erfo rming a task that is in my estimation tedious and demanding. He has and is continuing to keep errors at a minimum. M a c Rabb is now workin g in my office and is p er forming at a l eve l that is above what can ordin ar ily b e expe ct e d or d emanded of an individ ual. P a tty H arwe ll is d oing an e x c ellent job in providing secretarial supp ort. She i s diligent, unusually efficie nt, and in every resp e ct a pleasure to work with. �