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ATLANTA URBAN CORPS
DEPARTMENT OF FINANCE
FINAL REPORT
SUBMITTED BY:
INMOND L. DEEN, JR.
DIRECTOR OF FINANCE
AUGUST 22, 1969
if.
iit.
IV.
INDEX
Introduction
Funding
A.
Contributions
1, Background Information
Z. Southern Regional Education Board, Resource
Development Project
3. Summary
4, Recommendations
B. City of Atlanta Governmental Departments
C. Non-Profit Organizations, Governmental Departments,
and Governmental Agencies
D. College Work Study Program
Payroll
A. Procedure
B. Volunteers
C. Department of Health, Education, and Welfare,
College Work Study Program Division Guideline
l. Proof of Compensable Hours Worked
2. Proof of Receipt of Payment
3. Recommendations
Contracts
A. Agency Contracts
B. College and University Contracts
C, Educational Advisor Contracts
D. Urban Corps - Library Theatre Contract
i.
Page:
N
bh
lL.
ll.
12.
133
13%
13.
13.
15.
15.
15.
16.
1M.
Vi.
vit.
Atlanta Urban Corps, General Fund Account
A. Balance Sheet as of July 31, 1969
B. Balance Sheet as of August 14, 1969
Statement of Revenues and Expenditures
Summation
Appendix - Previous Departmental Reports
ii.
18.
18.
1.
20,
21.
oa
Introduction
William Faulkner stated when he accepted the Nobel Prize for Liter-
ature in Stockholm, Sweden on December 12, 1950, "I believe that
man will not merely endure: he will prevail."
The City of Atlanta, Atlanta Urban Corps, constitutes an effort toward
this end, and it is realized that in seeking to implement noble and lofty
concepts many obstacles must be overcome and many frustrations must
be endured.
The Department of Finance has in many estimation overcome many obs-
tacles and endured many frustrations, It is my belief that the effort
is not in vain.
The information contained in the following pages is presented in an
effort to increase efficiency, lessen the probability of a repetition of
errors, and contribute to an overall improvement in administration.
Il. Funding
A. Contributions
Le
Background Information
In March, 1969, efforts were begun to solicit funds from the
private sector of the business community. Richard N. Speer,
Jr., Bill Adams, Dave Whelan, and Marcus Dash, all stu-
dents at the Georgia Institute of Technology, obtained the
support of Dr. Edwin D. Harrison, then President of the Geor-
gia Institute of Technology. Dr. Harrison met with Mr. Har-
old Brockey, President, Rich'sInc., and Mr. Al Bowes of
Arthur Anderson and Company, and past president of the Cham-
ber of Commerce. Messrs. Brockey and Bowes provided
substantial support to the Urban Corps; Mr. Brockey by ver-
bal and written endorsement; Mr. Bowes by supplying
counsel in the person of Mr. David Hauser, a gentleman
well versed in fund raising.
Over alll feel that the efforts of Rich Speer, Bill Adams,
Dave Whelan, and Marc Dash produced amazing results in
view of the many liabilities they found, some of which follow,
to wit:
a. The late date at which efforts were begun,
b. The fact that most budgets had been drawn,
c. The fact that taxes had recently been paid,
d. The fact that only a limited amount of time could be
expended, and
e. Most importantly, the fact that the Urban Corps was
unknown and in reality nothing more than an idea.
During the summer months while the program was in full op-
eration, a low priority was placed on the solicitation of funds.
The soundness of this decision, I feel, is debatable. None the
less it must be said that fund raising conducted after the con-
summation of the Summer Program will have certain advan-
tages, some of which are the experience gained, the wide-spread
exposure through the mass media, and, of particular signi-
ficance, the record compiled by students, i.e. the results a-
chieved.
Southern Regional Education Board, Resource Development
Project
Mr. Bill Ramsey, Director of the Resource Development Pro-
ject, Southern Regional Education Board, donated Twenty
Thousand Dollars ($20,000.00) to be used for the development
of an internship program in Atlanta. He stipulated that the mo-
ney be used, "..... to increase opportunities for college
students to have service-learning experiences related to com-
munity development and to their educational and personal
growth,"
Summary
A concerted effort was made by Rich Speer, Bill Adams, Dave
Whelan, and Marc Dash. The effort was successful and com- .
mendable.
The support provided by Mr. Bill Ramsey, Director, Resource
Development Project, Southern Regional Education Board, con-
stitutes a major portion of the total budget and to a large extent
served as a catalytic agent making it possible for the idea to
become reality.
Contributions received and their status as of August 21, 1969,
are as follows, to wit:
Allen Foundation (1) $ 500.00
American Telephone and Telegraph Co. (6) 1,000.00
Atlanta Transit Company (6) 250.00
Barnes Real Estate (1) 1,000. 00
C&S Bank (1) 1,000.00
Coca Cola Company (1) 1,000.00
Cousins Property, Inc. (6) 100. 00
Delta Airlines (1) 500. 00
Dull, JamesE. (4) 10. 00
First National Bank (2) 1,000.00
Franklin Foundation (1) 250. 00
Garson Fund (1) 250. 00
Georgia Power Company (1) 1,000.00
National Bank of Georgia (1) 250.00
Parker, W.A. (4) 50.00
Patillo Foundation (1) 200.00
Resource Development Project, S.R.E.B. (7) 20,000.00
Rich's (1) 1,000.00
Sears Roebuck Foundation (5) 1,000.00
Southern Bell (1) 1,000. 00
Sperry & Hutchinson Company (6) 250.00
Stern Foundation (Dan Sweat's office) (3) 1,000.00
Thorpe Brooks (1) $ 50.00
University of North Carolina (1) 440.00
TOTAL $33,100. 00
Deposited.
Encumbered - used or to be used to pay for intern part-
icipation in the Atlanta Service-Learning Conference.
Encumbered - used or to be used for payment of $250
each to RichSpeer, Bill Adams, Dave Whelan, and
Marc Dash for services rendered prior to the creation
of the Urban Corps as a Division of the Office of the
Mayor.
Encumbered - used or to be used to pay a part of the ex-
pense incurred in providing trips to Stone Mountain
for Decatur-Dekalb Y.M.C.A. Day Camp educable
mentally retarded children.
Encumbered - used or to be used to compensate Arthur
Pellman per contract to direct the Urban Corps - Library
Theatre.
Received but not yet deposited.
Seven Thousand Dollars ($7,000.00) received and depo-
sited, Thirteen Thousand Dollars ($13,000.00) committed
but not yet received.
It is my opinion at this time that approximately One Hundred
Thousand Dollars ($100, 000. 00) is a realistic amount to seek
and expect to receive from the private sector of the Atlanta
business community for the upcoming year.
Recommendations
ae
Complete, accurate, detailed, and easily accessible re-
cords should be maintained recording each contact made
and the response received. As an example see Appen-
dage A, a summary of a preliminary discussion.
The black business community has a stake in this city
and a proportionate responsibility. A list of possible
supporters whom TI feel should be contacted is attached
and labeled Appendage B.
Local businessmen have a greater stake and interest in
Atlanta than any other possible source of funding. It is
my opinion that the degree of involvement by local bus-
inessmen is directly correlatable to the soundness of the
program, the acceptability to the public at large, and
consequently the overall success of the Atlanta Urban
Corps.
For this reason, I feel a major effort should be made to
transform the potential into reality.
Specifically, I feel that an individual should be employed
and given the responsibility of concentrating on this area
alone. The cost is negligible in comparison to the pro-
duct. od
The relationship between Atlanta Urban Corps and the
businessmen who have thus far provided support should
be nurtured and cultivated. Satisfied supporters pro-
vide an enormous supply of good will and visibility.
B. City of Atlanta Governmental Departments
An ordinance by the Finance Committee, adopted by the Board of
Aldermen of the City of Atlanta on the 19th day of May, 1969, pro-
vided: ,;
BE IT THEREFORE ORDAINED BY THE MAYOR AND BOARD
OF ALDERMEN OF THE CITY OF ATLANTA that Article III,
Volume II of the City Code is amended by adding a new section
thereto appropriately numbered as follows:
"Section 2-63: There is hereby created in the Office of
the Mayor, a division known as the Atlanta Urban Corps.
The Mayor or his duly appointed representative has the
duties and responsibilities for maintaining and adminis-
trating this division and the interns employed therein.
The Mayor shall have authority and responsibility for
entering into contracts with universities for College
Work Study Program positions; non-profit organizations,
other governmental units, and non-governmental orga-
nizations for the employment of interns. Said contracts
shall be ratified by the Mayor and the Board of Aldermen.
A copy of the above mentioned and quoted ordinance is attached
and labeled Appendage C .
A Resolution by the Finance Committee and Budget Commission,
adopted by the Board of Aldermen on the 16th day of June, 1969,
provided for the transfer of Fifty Two Thousand, Six Hundred and
Five Dollars ($52,605.00) to the Atlanta Urban Corps account.
This transfer of funds represents the amount committed by the City
of Atlanta to the Atlanta Urban Corps. A copy of the above men-
tioned Resolution is attached and labeled Appendage D.
Without the financial, logistical, and consultory support provided
by the City of Atlanta, the Atlanta Urban Corps quite obviously
would not have reached fruition.
Student interns and the governmental departments to which they
were assigned are as follows:
Mayor's Office Library Water Works
M. Berk R. Brown R. Childress
W. Bloom K. Hatcher D. Dragalin
J. Bruce J. Herring M. Friedman
D. Christenberry
T. Fleming
J. Snider
T. Isaac
J. Martin
J. Menez
M. Woodward
Finance
M. Bodor
D. Harvey
M. Irby'
Cc. Liang
M. Mangham
W. Millkey
T. Snider
J. Walsh
Kennesaw
R. Bracken
A. Miller
N. Norbert
S. Pickard
M. Silberstein
R. Simmons
S. Tucker
City Attorney
J. Hollenbach
Business License
J. Waggener
Traffic
H. Nash
N. Ingram
M. Moore
A. McCrary
D. Wright
S. Owens
‘Sanitation
F. Benfield
C. Caskey
R. Combes
A. Deluca
J. Elman
F. Goodson
J. Hotard
S. Lester
G. Myles
B. Snooks
P. Stansbury
R. Toney
W. Travis
J. Uffelman
Parks & Recreation
D. Gilbert
J-« Sill
W. Kemp
L. Keyes
R. Lynes
J. Wilcox
P. Johnson
Purchasing
R. Brown
C. Wheeler
Personnel
C. Choke
C. Davis
K. Dunlap
P. Durrah
J. Flemister
M. Floyd
E. Henderson
C. McElroy
J. Stephens
Motor Transportation
R. Carroll
A. Mayeaux
Housing Conf,
M. Winston
Aviation
W. Collier
J. Tumlin
Community Relations
E. Whigham
eae
M. Howeedy
F. Flowers
C. Non-Profit Organizations, Governmental Departments, and
Governmental Agencies
Thirty Two (32) contracts or agreements were entered into be-
tween the City of Atlanta, Atlanta Urban Corps and non-profit
organizations, governmental departments, and governmental
agencies who agreed to employ student interns and to reimburse
the City of Atlanta, Atlanta Urban Corps for a part of the monies
expended for salaries and administrative costs,
An accounting of the funds received, and outstanding as of the
2lst day of August, 1969, is as follows, to wit:
AGENCY: OUTSTANDING:
Academy Theatre
American Cancer Society
Atlanta Girls Club
Atlanta Youth Council +>2-50-60
Atlanta YWCA
Boy Scouts of America
Center for Research in Social Change 250. 00
Community Council of Atlanta Area
Decatur-Dekalb YMCA ($125 per for 5 weeks)
Department of Justice (Immigration) 342.00
Easter Seal Rehabilitation Center
E.O.A. (2 at $880; 2 at $250) 2726008
Family Counseling Center (Child Service)
Fulton County Government 250. 00
Fulton County Health Department 5,400. 00
Gate City Day Nursery Assoc.
Georgia Easter Seal Society
Grady Metro Girls Club
Hardee Circle Arts Theatre 300. 00
Kirkwood Christian Center
Literacy Action Foundation 250. 00
Mennonite House
Phyllis Wheatley YWCA
Saint Vincent de Paul Society
Sarah D. Murphy Homes
Southern Consortium for Int, Education 250. 00
Southern Council on International & Public Affairs
Southwest YMCA
SREB, Atlanta Service-Learning Conference 250. 00
Urban Lab in Education ($50 per) 150. 00
Vine City Child Development Center ($50 per)
Wheat Street Baptist Church ($50 per) 400-60
$34,-9052>00
1,442. 06
8.
RECEIVED:
800. 00
500. 00
1, 750. 00
4 250.00
250. 00
250. 00
500. 00
750. 00
500. 00
2460.00
500. 00
1, 000. 00
250.00
250. 00
450. 00
1, 000. 00
250. 00
250. 00
500. 00
250. 00
250. 00
2,000. 00
250. 00
50. 00
300. 00
$125-750-60
& 49 360.00
Of the Fourteen Thousand and Fifty Two Dollars (14, 052. 00)
outstanding, Twelve Thousand, One Hundred and Sixty Dollars
($12,160.00) is owed by three organizations. They are:
l.
Atlanta Children and Youth Services Council. A re-
quisition for Four Thousand, Two Hundred and Fifty
Dollars ($4,250.00) payable to the City of Atlanta,
Atlanta,Urban Corps was submitted to the City of
Atlanta and approved August 20, 1969.
Economic Opportunity Atlanta. Mr. William W. Al-
lison, Director was reminded in a letter dated August
14, 1969, that Two Thousand, Two Hundred and Sixty
Dollars ($2,260.00) is due and payable.
The Resource Development Project, Southern Re-
gional Education Board contracting for itself and as
agent for the Fulton County Health Department. Mr.
Bill Ramsey, Director stated that payment in the amount
of Five Thousand, Six Hundred and Fifty Dollars
($5,650.00) is being processed.
College Work Study Program
A total of twenty-one (21) colleges and universities contractually
agreed with the City of Atlanta, Atlanta Urban Corps for the em-
ployment by the city of certain of their students, certified cer-
tain students for the College Work Study Program and agreed to
reimburse the City of Atlanta in the amount of Eighty per cent of
the gross pay received by certified students.
A schedule entitled Accounts Receivable - C.W.S.P. and labeled
Appendage E is attached and contains individual information re-
lating to each college or university, to wit:
1. Gross pay earned by certified C.W.S.P. student interns
for each bi-weekly pay period, through August 4, 1969,
2. The C.W.S.P. share for each bi-weekly pay period
through August 4, 1969 (the amount due and payable to
the City of Atlanta), and
3: The amount received for each bi-weekly pay period
as of August 21, 1969 |
Statements have been mailed to all colleges for all bi-weekly
pay periods excluding the August 18 and August 22 periods which
will be combined, with the following exceptions:
Mo rehouse College - pay period ending July 21, 1969.
Dekalb College - pay period ending July 21, 1969.
Georgia State College - pay period ending August 4, 1969.
Morehouse College - pay period ending August 4, 1969.
West Georgia College - pay period ending August 4, 1969.
Georgia Institute of Technology - pay period ending
August 4, 1969,
Ou PWN
The six above mentioned statements should and are expected to
have been mailed by no later than August 25, 1969.
The statements for the joint pay periods ending August 18, 1969,
and August 22, 1969, should and are expected to have been mailed
by no later than September 1, 1969.
10.
Ill. Payroll
A. Procedure
Payroll disbursements were made on a bi-weekly basis as follows:
Time period ending: Disbursement date:
June 9 June 18
June 23 July 2
July 7 July 16
July 21 July 30
August 4 August 13
August 18 August 27
August 22 August 27
One disbursement for the bi-weekly pay periods ending August
18, 1969, and August 22, 1969. The said August 27, 1969, dis-
bursement will be contingent upon the submission Ly each intern
on August 22, 1969, and upon the approval of the Evaluation Staff
of individual intern reports. ,
The following instructions regarding pay periods, time cards, and
disbursement dates are contained in a memorandum which was dis-
tributed to all interns:
Time cards must be turned in to Steve Mwamba or Mac Rabb
in Room 7 of the Audit Department in the basement of the At-
lanta City Hall, 68 Mitchell Street, S.W., by 12:00 noon on
the last day of each pay period in order for the payee to re-
ceive compensation on the above listed dates of disbursement,
Supervisors should anticipate the number of hours interns will
work between 12:00 noon and the close of business on the last
day of each pay period and include it on the time cards,
Pay checks for interns assigned to agencies other than Gov-
ernmental Departments of the City of Atlanta are to be picked
up between the hours of 12:00 noon and 5:00 p.m., on the above
listed dates of disbursement in the Atlanta Urban Corps office,
30 Courtland Street, N.E. by agency supervisors or their de-
Signated representative, who present to the Payroll Auditor
written authorizations from each payee represented.
ll.
Volunteers
Individuals who agreed to work as volunteers and who are to receive
Two Hundred Dollars ($200.00) as compensation for their services
were paid One Hundred Dollars ($100.00) on July 16, 1969, and will be
paid One Hundred Dollars ($100.00) on August 27, 1969.
It is felt that this method served to encourage the volunteer in that it
permitted him to receive some monetary reward for his services
prior to the conclusion of the summer program. It further has the
effect of providing protection to the Urban Corps in the event that the
volunteer resigns prior to the conclusion of the summer program.
Payment at the beginning of the program would have left the Urban
Corps without protection from financial loss should the volunteer
resign. Payment at the conclusion of the program could conceivably
while affording protection to the Urban Corps have imposed a burden
on the volunteer and would not have contained the incentive factor
inherent in the split payment method.
12.
C. Department of Health, Education, and Welfare, College Work
Study Program Division Guideline
In order to comply with guidelines as set forth by the Department
of Health, Education, and Welfare, College Work Study Program
Division, the following procedure was inaugurated.
1,
Proof of Compensable Hours Worked
a.
A certified statement mailed to each participating col-
lege or university having College Work Study Program
students includes information relating to each student .
as follows:
(1) Name,
(2) Wage rate,
(3) Total number of compensable hours worked during
the immediately preceding pay period,
(4) Gross pay received for the immediately preceding
pay period, and ©
(5) Gross pay received to date.
Time cards signed by each student and his immediate
supervisor certifying that a particular number of hours
were worked by the student were mailed to the student's
college or university in instances where the student was
enrolled in the College Work Study Program.
Proof of Receipt of Payment
Each employee was required to pick up in person his pay check
or to give written authorization to the individual who picked up
the check. In the former situation the individual was required
to give written certification of receipt. In the latter situation
the authorized individual was required to certify receipt of all
pay checks received.
Recommendations
ae
At present, billing colleges requires a manual trans-
ferance of information from computer printouts which
are grouped according to work location, typing of the
bill, and checking of the figures. The city gave us the
option of having the printouts grouped either by work
location or school. Someone chose to have the interns
grouped either by work location . This is of
little value to my Department as agency (work location =
13.
agency) financial arrangements are handled by contract,
If the problem of separating CWSP interns and non-CWSP
interns can be overcome (if the city can be sold on the idea)
the computer printouts could be certified and mailed to
the colleges. This would eliminate three steps and at the
same time reduce the probability of errors. This system
would, however, involve the inconvenience of sorting pay
checks and grouping them by City Department and agency.
Less time and effort are required to sort pay checks than
to manually transfer the required information. In my esti-
mation, this should be done at the earliest date possible.:
The procedure regarding proof of payment is onerous and
burdensome. The interns, justifiably, do not like it. I
feel HEW should be made aware of the unpalatable nature
of the guide line necessitating this procedure and a request
for relief made.
14,
IV. Contracts
A.
Agency Contracts
All contractual agreements between the City of Atlanta, Atlanta
Urban Corps and non-profit agencies, governmental departments,
and governmental agencies have been finalized and are on file in
the Department of Finance, City of Atlanta, City Hall, 68 Mitchell
Street, S.W., Atlanta, Georgia.
College and University Contracts
All contractual agreements between the City of Atlanta, Atlanta
Urban Corps and colleges and universities have been finalized
and are on file in the Department of Finance, City of Atlanta, City
Hall, 68 Mitchell Street, S.W., Atlanta, Georgia. The said
college and university contracts embody the agreements reached in
relation to funding originating in the Department of Health, Education,
and Welfare, College Work Study Program Division.
15.
Cc.
Educational Advisor Contracts
Contracts have been entered into between the City of Atlanta, Atlanta
Urban Corps, and Carl Wieck, Patrick Ntokogu, Roger Whedon,
Barbara Rudisill, and the Georgia Institute of Technology - Roger
Rupnow. The said individuals agreed to act as Educational Advisors
to the 1969 Urban Corps Project; and to perform duties including
but not limited to job visitation with the interns and agency super-
visors, planning and conducting education seminars for small
groups, as well as all interns, working in coordination with the
field evaluation staff to insure job relevancy and educational signi--
ficance of the program for each intern.
For the performance of the duties as outlined above, the City of
Atlanta agreed to pay each Educational Advisor One Thousand
Dollars ($1, 000.00).
16,
Urban Corps - Library Theatre Contract
A contract between the City of Atlanta, Atlanta Urban Corps and
Arthur Pellman was executed. The contract provides in essence
for the service of Arthur Pellman as Director of the Urban Corps -
Library Theatre for a period of not less than ten weeks; and for the
receipt by Arthur Pellman of One Thousand Dollars ($1, 000. 00)
as compensation for the above stated service; said compensation
to be paid by the City of Atlanta.
17.
Account Number
G-25-62
G-25-500U
G-25-62-830
G-25-62-7140
G-25-62-7600
G-25-62-7610
G-25-62-7700
G-25-62-8100
ATLANTA URBAN CORPS, GENERAL FUND ACCOUNT
BALANCE SHEET
July 31, 1969
Partitions
Mileage
Salaries
Telephone
Postage
Printing and Reproduction
Office Supplies
Rentals
Appropriation
646, 00
500. 00
170, 115. 00
600, 00
150, 00
500, 00.
1, 000, 00
400, 00
Encumberances
62,24
171. 80
210, 00
Expenditures
646, 00
15,00 485. 00
86, 412. 08 83,782. 92 |
~ 600. 00
150, 00
(415, 64)
378. 49
140. 00
Account Number
G-25-62
G-25-500U
G-25-62-830
G-25-62-7140
G-25-62-7600
G-25-62-7610
G-25-62-7700
G-25-62-8100
ATLANTA URBAN CORPS, GENERAL FUND ACCOUNT
BALANCE SHEET
August 14, 1969
Title Appropriation Encumberances
Partitions 646, 00
Mileage . 500. 00
Salaries 170, 195. 00 -
Telephone 600. 00 ;
Postage 150.00
Printing and Reproduction 500.00 62.24 .
Office Supplies 1, 000, 00 171. 80
Rentals 400.00 210.00
Expenditures
646. 00
281,70
88,212. 08
298,75
150.00
902.23
450,43
90. 00
Balance
218. 30
82, 447.39
301.25
(464, 47)
378, 49
100. 00
ATLANTA URBAN CORPS
STATEMENT OF REVENUES & EXPENDITURES
REVENUES:
City of Atlanta
C.W.5.P.
Contributions
Non-profit Agencies
EXPENDITURES:
Intern Salaries
Operational Expenses
Educational Advisors
Non-Intern Staff
August 21, 1969
RECEIVED: ANTICIPATED: TOTAL:
$52,605.00 0 $52,605.00
8, 771,12 64, 344. 88 73,116. 00
19640508 20,100.00 13,000.00 32>6t0—00
12,750.00 14, 052.00 26, 802. 00
TOTAL REVENUES $165,433-00
\Qe $23.00
PAID: ANTICIPATED: TOTAL:
$115,268.25 $54,926.75 $170,195.00
2, 819.11 444, 04 3,263.35
4,000. 00 1,000.00 5, 000.00
4,932.70 392.30 5, 325.00
TOTAL EXPENDITURES $183, 783.15
1134.06
SURPLUS $4-39—85
SB \oo.en
VII. Summation
In matters of Finance, it is absolutely essential to maintain accurate,
complete, and easily accessible records. Every effort should be made to
achieve this end.
Prior to mid July, 1969, this department was plagued by senseless mis-
takes, inadequate secretarial support, and troublesome inefficiency.
The acquisition of Patty Harwell, whose competence is remarkable and
whose willingness to work is admirable, eliminated the problem of in-
adequate secretarial support and made it possible to reduce inefficiency.
Earlier mistakes, inefficiency, and an almost total lack of secretarial
support had a pyramiding effect which resulted in the depletion of many
valuable hours and had the end result of causing a pronounced reduction
in positive achievement.
Given a more efficient operation and the consequent increase in uncon-
sumed man hours a great deal could have been accomplished in the area
of fund raising.
Absent senseless mistakes, e.g. an absurdly inaccurate listing of students
accepted and placed, a much better cash-flow ratio could have been main-
tained.
There is no justification for a repetition of the same mistakes.
In closing, I feel Patty Harwell, James Rabb, and Steve Mwamba
should be commended for their diligence, competence, and ability to
withstand frustration,
Inmond/L. Deen, Jr.
Director of Finance
Atlanta Urban Corps
APPENDIX
22.
ATLANTA URBAN CORPS
DEPARTMENT OF FINANCE
To: Sam Williams, Director, Atlanta Urban Corps
From: Inmond L. Deen, Director of Finance, Atlanta Urban Corps
Re: Initial Report on the Department of Finance
Date: July 2, 1969
I.
The payroll schedule for employees of the Atlanta Urban Corps is set forth
in a memorandum (labeled Appendage ''A'') which has been distributed to
all interns,
Individuals who agreed to work as volunteers and who are to receive $200. 00
as compensation for their services will be paid $100.00 on July 16, 1969,
and $100.00 on August 27, 1969, It is felt that this method will serve to
encourage the volunteer in that it permits him to receive some monetary
reward for his services prior to the conclusion of the summer program. It
further has the effect of providing protection to the Urban Corps in the
event that the volunteer resigns prior to the conclusion of the summer pro-
gram. Payment at the beginning of the program would leave the Urban
Corps without protection from financial loss should the volunteer resign.
Payment at the conclusion of the program could conceivably, while affording
protection to the Urban Corps, impose a burden on the volunteer and would
not contain the incentive factor inherent in the split payment method.
I.
In order to comply with guidelines set forth. by the Department of Health,
Education, and Welfare, College Work-Study Program Division, the fol-
lowing procedure has been inaugurated:
A. A certified statement (labeled Appendage "B'') will be mailed
to each participating college or university having College
Work-Study Program students employed by the Atlanta Urban
Corps. The statement will include information relating to
each student as follows:
1, Name,
2. Wage rate,
3. Total number of compensable hours worked during the
immediately preceding pay period,
4. Gross pay received for the immediately preceding pay
period, and
5. Gross pay received to date.
Time cards (labeled Appendage "C"'') signed by each student and
his immediate supervisor certifying that a particular number of
hours were worked by the student will be mailed to the student's
college or university in instances where the student is enrolled
in the College Work-Study Program.
Each employee is required to pick up in person his paycheck
or to give written authorization to the individual who will pick
up the check, In the former situation the individual is re-
quired to give written certification of receipt. In the latter
situation the authorized individual is required to certify receipt
Page 2
July 2, 1969
IiI-
of all pay checks received. (See Appendages ''D"' and "E", )
A bookkeeping system has been designed and is tentatively scheduled to
become operative on July 10, 1969. The system will consist of the main-
tenance of the following Journals and Ledgers:
A.
General Journal--posted daily Monday through Friday prior
to 9:15 a.m. listing all monies received and all liabilities
incurred the preceding day.
Cash Receipts and Disbursements Ledger--posted twice weekly
recording the flow of capital.
General Ledger--posted twice weekly containing separate
accounts for:
Office equipment,
Office supplies,
Payment received from agencies as contracted for,
Payment received from educational institutions as con-
tracted for, ;
5. Payment received in the form of grants and donations
from foundations,
6. Payment received in the form of grants and donations
from the private business sector,
7. Utilities, and
8. All other necessary accounts.
hwnd
Individual Earnings Records--posted bi-weekly,
Petty Cash Records--maintained by Sam Williams.
Inmond L, Deen, Jr.
Director of Finance
Atlanta Urban Corps
ATLANTA URBAN CORPS
DEPARTMENT OF FINANCE
To: Sam Williams, Director, Atlanta Urban Corps
From: Inmond L. Deen, Jr., Director of Finance,
Atlanta Urban Corps
' Re: Departmental Report
Date: July 16, 1969
I,
After repeated efforts to resolve the unusually perplexing situation surround-
ing compensation for VISTA volunteers assigned through the Southern Regional
Education Board to the City of Atlanta, Atlanta Urban Corps, little has been
accomplished. Responsibilities, however, have been defined, to wit:
A. VISTA volunteers will receive bi-weekly supplements from the
City of Atlanta, Atlanta Urban Corps in amounts determinable
by multiplying the total number of compensable hours worked
by each intern during the preceding pay period by either .07, .47, -
or .77, depending upon the individuals educational level.
Volt Technical Corporation, a subsidiary of Volt Information
Sciences, Inc., 795 Peachtree Street, N.E., Suite 630, Atlanta,
Georgia, a private corporation under contract with VISTA to
provide administrative and logistical financial support, will
disperse on a weekly basis the VISTA share of VISTA volunteers
pay.
The City of Atlanta, Atlanta Urban Corps supplement plus the
VISTA share will closely approximate that received by all.other
interns of a comparable educational level.
Carol Lim, Volt Technical Corporation, phone 876-6354, has
been designated as the representative of her company to handle
inquiries from VISTA Volunteers assigned to the Urban Corps
regarding compensation from VISTA,
II,
The procedure outlined in section II of this Department's initial report, dated
July 2, 1969, regarding College-Work Study Program guidelines is proving
satisfactory.
iil,
The book keeping system outlined in Section III of this Department's initial
report is now in operation and is relatively efficient. Improvement is needed
in this area. Asa bare minimum the following is necessary:
A. Working space (available for payroll auditors)
B, Freedom from unnecessary interruptions and confusion
IV,
Mr. W. Walton Clarke, First National Bank of Atlanta, was talked with on
July 10, 1969. He agreed on behalf of the First National Bank to donate
One Thousand Dollars ($1,000.00) to the City of Atlanta, Atlanta Urban
Corps.
Mr. Charles S. Marvin, A.T.&T., was talked with on July 9, 1969.
Mr. Marvin indicated an interest on the part of A.T.&T. to make a dona-
tion to the Urban Corps. He suggested that I call his immediate supervisor,
Mr. Tom Koneig, on July 14, 1969, and arrange a conference. Mr. Koneig
was ill, However, his secretary set up a conference for July 22, 1969 at
10:00 A.M,
Mr. Plemon Whatley (Junior at Harvard) , employed by A.T.&T. and
assigned to E,O.A., was talked with on or about July 1, 1969, and has
reported to Mr. Marvin that he feels the Urban Corps is deserving of a
donation,
A.T.&T.'s offices in Atlanta are located at Room 1831, The Hartford
Building.
Vv. =
In general, Finance has been plagued by senseless mistakes, inadequate
secretarial support, and troublesome inefficiency.
At this time the addition of Dianne Wilson to this Department in a some-
what elusive position is not, in my opinion, justifiable either in cost to
the Urban Corps cr in increased efficiency.
The above mentioned recommendation, if followed, will provide the
needed space mentioned in Section III, A, above and will eliminate the
need for close supervision and will, to some extent, provide relief from
unnecessary confusion and inefficiency.
ATLANTA URBAN CORPS
DEPARTMENT OF FINANCE
To: Sam Williams, Director, Atlanta Urban Corps
From: Inmond L, Deen, Jr., Director of Finance,
Atlanta Urban Corps
Re: Departmental Report
Date: August 1, 1969
I. Payroll
The payroll system is functioning satisfactorily. Two areas need improve-
ment:
A.
At present, billing colleges requires a manual transferance
of information from computer print outs which are grouped
according to work location, typing of the bill, and checking
of the figures. The city gave the option of having the print
outs grouped either by work location or school, Someone
chose to have the interns grouped by work location, This is
of little value to my Department as agency (work location=
agencies) financial arrangements are handled by contract.
If the problem of separating CWSP interns and non-CWSP
interns can be overcome (if the city can be sold on the idea)
the computer print outs could be certified and mailed to
the colleges. This would eliminate three steps and at the
same time reduce the probability of errors, This system
would, however, involve the inconvenience of sorting pay
checks and grouping them by City Department and agency,
Less time and effort are required to sort pay checks than to
manually transfer the required information, In my esti-
mation, this should be done if the city and the Urban Corps
maintain their present relationship. ‘
The procedure outlined in sectionIl, C, of my report
dated July 2, 1969 is onerous and burdensome. The interns,
justifiably, do not like it, I feel HEW should be made
aware of the unpalatable nature of the guide line necessi-
tating this procedure and a request for relief made, I
intend to act accordingly, We were fortunate on the July
30, 1969 disbursement date. Only one problem of any sig-
nificance arose: a staff member told Andrea Frye, a vol-
unteer, she would receive $100 on July 30, The "culprit"
had not the authority to make the decision, Nonetheless,
we will pay her and Young Hughley at their convenience
after 12:00 o'clock noon 8/1/69,
II, College Billing
The college billing system will work adequately, Colleges will be billed
(bills mailed) today for amounts owed as of July 2, 1969. They will be
billed August 5, 1969, for amounts owed as of July 30, 1969. The August
13th, and August 27th, billings will be no problem. The September 10th
billing should not be a problem but the mechanics have not been worked out.
Ill. Agency Payments
Non-profit agencies in which AUC interns are placed have contractually
agreed to employ the student and to pay a part of the student's salary
ranging from 100% to 00%. On Wednesday, August 6, 1969, prompting of
agencies who have not fulfilled their contractual obligations will be commenced,
IV. Contracts
A.
Agency Contracts
EOA was delayed in executing our contract due to the change of di-
rectorship. The contract has been delivered to George Berry for
execution by the city.
We still do not have a contract with SREB for the Fulton County Health
Department. This involves 2l interns. Since SREB has given us
$7,000.00 and will give us $13,000. 00 within two weeks (according to
Bill Ramsay) I consider that organization reputable.
The decision was made to contract with the Academy Theater as a
non-city agency even though the funds actually come from the City
. (Atlanta Board of Education). Miss Nancy Hagar was talked with and
agreed to this arrangement on July 15, 1969. A letter confirming the
earlier verbal agreement and a written contract were mailed to Miss
Hagar July 16, 1969, The contract has not of this date been returned
to this office,
The Atlanta Youth Council is for our purposes a non-city agency. The
contract has been executed.
G ollege Contracts
When the college contracts were executed, both copies of the West
Georgia contract were returned to the college. Mr. Paul M. Smith,
Jr., Director of Financial Aid, 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, Director of Finance, City of Atlanta, will certify
the West Georgia bill.
Educational Advisor Contracts
Contracts have been entered into between the City of Atlanta, Atlanta
Urban Corps, and Carl Wieck, Patrick Ntokogu, Roger Whedon, Bar-
bara Rudisill, and the Georgia Institute of Technology--Roger Rupnow,
the said individuals to act as Educational Advisors to the 1969 Urban
Corps Project. Duties to be performed shall include but not be limi-
ted to job visitation with the interns and agency supervisors, planning
and conducting education seminars for small groups, as well as all
interns, working in coordination with our field evaluation staff to in-
sure job relevancy and educational significance of the program for
each intern, assisting the intern in his articulation of his experience
and other counseling and advisory duties connected with the program.
For the services outlined above, each Educational Advisor shall be
compensated in the amount of One Thousand Dollars,
Urban Corps-Library Theatre Contract
A contract between the City of Atlanta, Atlanta Urban Corps, and
Arthur Pellman has been drawn, approved, and is in the process of
execution, The contract provides in essence that Arthur Pellman is
to serve as Director of the Urban Corps-Library Theatre for a period
of not less than ten weeks and that he will be compensated in the amount
of One Thousand Dollars,
V5 Staff
Steve Mwamba is performing a task that is in my estimation tedious and
demanding. He has and is continuing to keep errors at a minimum,
Mac Rabb is now working in my office and is performing at a level that is
above what can ordinarily be expected or demanded of an individual,
Patty Harwell is doing an excellent job in providing secretarial support.
She is diligent, unusually efficient, and in every respect a pleasure to
work with,
DEPARTMENT OF FINANCE
FINAL REPORT
SUBMITTED BY:
INMOND L. DEEN, JR.
DIRECTOR OF FINANCE
AUGUST 22, 1969
if.
iit.
IV.
INDEX
Introduction
Funding
A.
Contributions
1, Background Information
Z. Southern Regional Education Board, Resource
Development Project
3. Summary
4, Recommendations
B. City of Atlanta Governmental Departments
C. Non-Profit Organizations, Governmental Departments,
and Governmental Agencies
D. College Work Study Program
Payroll
A. Procedure
B. Volunteers
C. Department of Health, Education, and Welfare,
College Work Study Program Division Guideline
l. Proof of Compensable Hours Worked
2. Proof of Receipt of Payment
3. Recommendations
Contracts
A. Agency Contracts
B. College and University Contracts
C, Educational Advisor Contracts
D. Urban Corps - Library Theatre Contract
i.
Page:
N
bh
lL.
ll.
12.
133
13%
13.
13.
15.
15.
15.
16.
1M.
Vi.
vit.
Atlanta Urban Corps, General Fund Account
A. Balance Sheet as of July 31, 1969
B. Balance Sheet as of August 14, 1969
Statement of Revenues and Expenditures
Summation
Appendix - Previous Departmental Reports
ii.
18.
18.
1.
20,
21.
oa
Introduction
William Faulkner stated when he accepted the Nobel Prize for Liter-
ature in Stockholm, Sweden on December 12, 1950, "I believe that
man will not merely endure: he will prevail."
The City of Atlanta, Atlanta Urban Corps, constitutes an effort toward
this end, and it is realized that in seeking to implement noble and lofty
concepts many obstacles must be overcome and many frustrations must
be endured.
The Department of Finance has in many estimation overcome many obs-
tacles and endured many frustrations, It is my belief that the effort
is not in vain.
The information contained in the following pages is presented in an
effort to increase efficiency, lessen the probability of a repetition of
errors, and contribute to an overall improvement in administration.
Il. Funding
A. Contributions
Le
Background Information
In March, 1969, efforts were begun to solicit funds from the
private sector of the business community. Richard N. Speer,
Jr., Bill Adams, Dave Whelan, and Marcus Dash, all stu-
dents at the Georgia Institute of Technology, obtained the
support of Dr. Edwin D. Harrison, then President of the Geor-
gia Institute of Technology. Dr. Harrison met with Mr. Har-
old Brockey, President, Rich'sInc., and Mr. Al Bowes of
Arthur Anderson and Company, and past president of the Cham-
ber of Commerce. Messrs. Brockey and Bowes provided
substantial support to the Urban Corps; Mr. Brockey by ver-
bal and written endorsement; Mr. Bowes by supplying
counsel in the person of Mr. David Hauser, a gentleman
well versed in fund raising.
Over alll feel that the efforts of Rich Speer, Bill Adams,
Dave Whelan, and Marc Dash produced amazing results in
view of the many liabilities they found, some of which follow,
to wit:
a. The late date at which efforts were begun,
b. The fact that most budgets had been drawn,
c. The fact that taxes had recently been paid,
d. The fact that only a limited amount of time could be
expended, and
e. Most importantly, the fact that the Urban Corps was
unknown and in reality nothing more than an idea.
During the summer months while the program was in full op-
eration, a low priority was placed on the solicitation of funds.
The soundness of this decision, I feel, is debatable. None the
less it must be said that fund raising conducted after the con-
summation of the Summer Program will have certain advan-
tages, some of which are the experience gained, the wide-spread
exposure through the mass media, and, of particular signi-
ficance, the record compiled by students, i.e. the results a-
chieved.
Southern Regional Education Board, Resource Development
Project
Mr. Bill Ramsey, Director of the Resource Development Pro-
ject, Southern Regional Education Board, donated Twenty
Thousand Dollars ($20,000.00) to be used for the development
of an internship program in Atlanta. He stipulated that the mo-
ney be used, "..... to increase opportunities for college
students to have service-learning experiences related to com-
munity development and to their educational and personal
growth,"
Summary
A concerted effort was made by Rich Speer, Bill Adams, Dave
Whelan, and Marc Dash. The effort was successful and com- .
mendable.
The support provided by Mr. Bill Ramsey, Director, Resource
Development Project, Southern Regional Education Board, con-
stitutes a major portion of the total budget and to a large extent
served as a catalytic agent making it possible for the idea to
become reality.
Contributions received and their status as of August 21, 1969,
are as follows, to wit:
Allen Foundation (1) $ 500.00
American Telephone and Telegraph Co. (6) 1,000.00
Atlanta Transit Company (6) 250.00
Barnes Real Estate (1) 1,000. 00
C&S Bank (1) 1,000.00
Coca Cola Company (1) 1,000.00
Cousins Property, Inc. (6) 100. 00
Delta Airlines (1) 500. 00
Dull, JamesE. (4) 10. 00
First National Bank (2) 1,000.00
Franklin Foundation (1) 250. 00
Garson Fund (1) 250. 00
Georgia Power Company (1) 1,000.00
National Bank of Georgia (1) 250.00
Parker, W.A. (4) 50.00
Patillo Foundation (1) 200.00
Resource Development Project, S.R.E.B. (7) 20,000.00
Rich's (1) 1,000.00
Sears Roebuck Foundation (5) 1,000.00
Southern Bell (1) 1,000. 00
Sperry & Hutchinson Company (6) 250.00
Stern Foundation (Dan Sweat's office) (3) 1,000.00
Thorpe Brooks (1) $ 50.00
University of North Carolina (1) 440.00
TOTAL $33,100. 00
Deposited.
Encumbered - used or to be used to pay for intern part-
icipation in the Atlanta Service-Learning Conference.
Encumbered - used or to be used for payment of $250
each to RichSpeer, Bill Adams, Dave Whelan, and
Marc Dash for services rendered prior to the creation
of the Urban Corps as a Division of the Office of the
Mayor.
Encumbered - used or to be used to pay a part of the ex-
pense incurred in providing trips to Stone Mountain
for Decatur-Dekalb Y.M.C.A. Day Camp educable
mentally retarded children.
Encumbered - used or to be used to compensate Arthur
Pellman per contract to direct the Urban Corps - Library
Theatre.
Received but not yet deposited.
Seven Thousand Dollars ($7,000.00) received and depo-
sited, Thirteen Thousand Dollars ($13,000.00) committed
but not yet received.
It is my opinion at this time that approximately One Hundred
Thousand Dollars ($100, 000. 00) is a realistic amount to seek
and expect to receive from the private sector of the Atlanta
business community for the upcoming year.
Recommendations
ae
Complete, accurate, detailed, and easily accessible re-
cords should be maintained recording each contact made
and the response received. As an example see Appen-
dage A, a summary of a preliminary discussion.
The black business community has a stake in this city
and a proportionate responsibility. A list of possible
supporters whom TI feel should be contacted is attached
and labeled Appendage B.
Local businessmen have a greater stake and interest in
Atlanta than any other possible source of funding. It is
my opinion that the degree of involvement by local bus-
inessmen is directly correlatable to the soundness of the
program, the acceptability to the public at large, and
consequently the overall success of the Atlanta Urban
Corps.
For this reason, I feel a major effort should be made to
transform the potential into reality.
Specifically, I feel that an individual should be employed
and given the responsibility of concentrating on this area
alone. The cost is negligible in comparison to the pro-
duct. od
The relationship between Atlanta Urban Corps and the
businessmen who have thus far provided support should
be nurtured and cultivated. Satisfied supporters pro-
vide an enormous supply of good will and visibility.
B. City of Atlanta Governmental Departments
An ordinance by the Finance Committee, adopted by the Board of
Aldermen of the City of Atlanta on the 19th day of May, 1969, pro-
vided: ,;
BE IT THEREFORE ORDAINED BY THE MAYOR AND BOARD
OF ALDERMEN OF THE CITY OF ATLANTA that Article III,
Volume II of the City Code is amended by adding a new section
thereto appropriately numbered as follows:
"Section 2-63: There is hereby created in the Office of
the Mayor, a division known as the Atlanta Urban Corps.
The Mayor or his duly appointed representative has the
duties and responsibilities for maintaining and adminis-
trating this division and the interns employed therein.
The Mayor shall have authority and responsibility for
entering into contracts with universities for College
Work Study Program positions; non-profit organizations,
other governmental units, and non-governmental orga-
nizations for the employment of interns. Said contracts
shall be ratified by the Mayor and the Board of Aldermen.
A copy of the above mentioned and quoted ordinance is attached
and labeled Appendage C .
A Resolution by the Finance Committee and Budget Commission,
adopted by the Board of Aldermen on the 16th day of June, 1969,
provided for the transfer of Fifty Two Thousand, Six Hundred and
Five Dollars ($52,605.00) to the Atlanta Urban Corps account.
This transfer of funds represents the amount committed by the City
of Atlanta to the Atlanta Urban Corps. A copy of the above men-
tioned Resolution is attached and labeled Appendage D.
Without the financial, logistical, and consultory support provided
by the City of Atlanta, the Atlanta Urban Corps quite obviously
would not have reached fruition.
Student interns and the governmental departments to which they
were assigned are as follows:
Mayor's Office Library Water Works
M. Berk R. Brown R. Childress
W. Bloom K. Hatcher D. Dragalin
J. Bruce J. Herring M. Friedman
D. Christenberry
T. Fleming
J. Snider
T. Isaac
J. Martin
J. Menez
M. Woodward
Finance
M. Bodor
D. Harvey
M. Irby'
Cc. Liang
M. Mangham
W. Millkey
T. Snider
J. Walsh
Kennesaw
R. Bracken
A. Miller
N. Norbert
S. Pickard
M. Silberstein
R. Simmons
S. Tucker
City Attorney
J. Hollenbach
Business License
J. Waggener
Traffic
H. Nash
N. Ingram
M. Moore
A. McCrary
D. Wright
S. Owens
‘Sanitation
F. Benfield
C. Caskey
R. Combes
A. Deluca
J. Elman
F. Goodson
J. Hotard
S. Lester
G. Myles
B. Snooks
P. Stansbury
R. Toney
W. Travis
J. Uffelman
Parks & Recreation
D. Gilbert
J-« Sill
W. Kemp
L. Keyes
R. Lynes
J. Wilcox
P. Johnson
Purchasing
R. Brown
C. Wheeler
Personnel
C. Choke
C. Davis
K. Dunlap
P. Durrah
J. Flemister
M. Floyd
E. Henderson
C. McElroy
J. Stephens
Motor Transportation
R. Carroll
A. Mayeaux
Housing Conf,
M. Winston
Aviation
W. Collier
J. Tumlin
Community Relations
E. Whigham
eae
M. Howeedy
F. Flowers
C. Non-Profit Organizations, Governmental Departments, and
Governmental Agencies
Thirty Two (32) contracts or agreements were entered into be-
tween the City of Atlanta, Atlanta Urban Corps and non-profit
organizations, governmental departments, and governmental
agencies who agreed to employ student interns and to reimburse
the City of Atlanta, Atlanta Urban Corps for a part of the monies
expended for salaries and administrative costs,
An accounting of the funds received, and outstanding as of the
2lst day of August, 1969, is as follows, to wit:
AGENCY: OUTSTANDING:
Academy Theatre
American Cancer Society
Atlanta Girls Club
Atlanta Youth Council +>2-50-60
Atlanta YWCA
Boy Scouts of America
Center for Research in Social Change 250. 00
Community Council of Atlanta Area
Decatur-Dekalb YMCA ($125 per for 5 weeks)
Department of Justice (Immigration) 342.00
Easter Seal Rehabilitation Center
E.O.A. (2 at $880; 2 at $250) 2726008
Family Counseling Center (Child Service)
Fulton County Government 250. 00
Fulton County Health Department 5,400. 00
Gate City Day Nursery Assoc.
Georgia Easter Seal Society
Grady Metro Girls Club
Hardee Circle Arts Theatre 300. 00
Kirkwood Christian Center
Literacy Action Foundation 250. 00
Mennonite House
Phyllis Wheatley YWCA
Saint Vincent de Paul Society
Sarah D. Murphy Homes
Southern Consortium for Int, Education 250. 00
Southern Council on International & Public Affairs
Southwest YMCA
SREB, Atlanta Service-Learning Conference 250. 00
Urban Lab in Education ($50 per) 150. 00
Vine City Child Development Center ($50 per)
Wheat Street Baptist Church ($50 per) 400-60
$34,-9052>00
1,442. 06
8.
RECEIVED:
800. 00
500. 00
1, 750. 00
4 250.00
250. 00
250. 00
500. 00
750. 00
500. 00
2460.00
500. 00
1, 000. 00
250.00
250. 00
450. 00
1, 000. 00
250. 00
250. 00
500. 00
250. 00
250. 00
2,000. 00
250. 00
50. 00
300. 00
$125-750-60
& 49 360.00
Of the Fourteen Thousand and Fifty Two Dollars (14, 052. 00)
outstanding, Twelve Thousand, One Hundred and Sixty Dollars
($12,160.00) is owed by three organizations. They are:
l.
Atlanta Children and Youth Services Council. A re-
quisition for Four Thousand, Two Hundred and Fifty
Dollars ($4,250.00) payable to the City of Atlanta,
Atlanta,Urban Corps was submitted to the City of
Atlanta and approved August 20, 1969.
Economic Opportunity Atlanta. Mr. William W. Al-
lison, Director was reminded in a letter dated August
14, 1969, that Two Thousand, Two Hundred and Sixty
Dollars ($2,260.00) is due and payable.
The Resource Development Project, Southern Re-
gional Education Board contracting for itself and as
agent for the Fulton County Health Department. Mr.
Bill Ramsey, Director stated that payment in the amount
of Five Thousand, Six Hundred and Fifty Dollars
($5,650.00) is being processed.
College Work Study Program
A total of twenty-one (21) colleges and universities contractually
agreed with the City of Atlanta, Atlanta Urban Corps for the em-
ployment by the city of certain of their students, certified cer-
tain students for the College Work Study Program and agreed to
reimburse the City of Atlanta in the amount of Eighty per cent of
the gross pay received by certified students.
A schedule entitled Accounts Receivable - C.W.S.P. and labeled
Appendage E is attached and contains individual information re-
lating to each college or university, to wit:
1. Gross pay earned by certified C.W.S.P. student interns
for each bi-weekly pay period, through August 4, 1969,
2. The C.W.S.P. share for each bi-weekly pay period
through August 4, 1969 (the amount due and payable to
the City of Atlanta), and
3: The amount received for each bi-weekly pay period
as of August 21, 1969 |
Statements have been mailed to all colleges for all bi-weekly
pay periods excluding the August 18 and August 22 periods which
will be combined, with the following exceptions:
Mo rehouse College - pay period ending July 21, 1969.
Dekalb College - pay period ending July 21, 1969.
Georgia State College - pay period ending August 4, 1969.
Morehouse College - pay period ending August 4, 1969.
West Georgia College - pay period ending August 4, 1969.
Georgia Institute of Technology - pay period ending
August 4, 1969,
Ou PWN
The six above mentioned statements should and are expected to
have been mailed by no later than August 25, 1969.
The statements for the joint pay periods ending August 18, 1969,
and August 22, 1969, should and are expected to have been mailed
by no later than September 1, 1969.
10.
Ill. Payroll
A. Procedure
Payroll disbursements were made on a bi-weekly basis as follows:
Time period ending: Disbursement date:
June 9 June 18
June 23 July 2
July 7 July 16
July 21 July 30
August 4 August 13
August 18 August 27
August 22 August 27
One disbursement for the bi-weekly pay periods ending August
18, 1969, and August 22, 1969. The said August 27, 1969, dis-
bursement will be contingent upon the submission Ly each intern
on August 22, 1969, and upon the approval of the Evaluation Staff
of individual intern reports. ,
The following instructions regarding pay periods, time cards, and
disbursement dates are contained in a memorandum which was dis-
tributed to all interns:
Time cards must be turned in to Steve Mwamba or Mac Rabb
in Room 7 of the Audit Department in the basement of the At-
lanta City Hall, 68 Mitchell Street, S.W., by 12:00 noon on
the last day of each pay period in order for the payee to re-
ceive compensation on the above listed dates of disbursement,
Supervisors should anticipate the number of hours interns will
work between 12:00 noon and the close of business on the last
day of each pay period and include it on the time cards,
Pay checks for interns assigned to agencies other than Gov-
ernmental Departments of the City of Atlanta are to be picked
up between the hours of 12:00 noon and 5:00 p.m., on the above
listed dates of disbursement in the Atlanta Urban Corps office,
30 Courtland Street, N.E. by agency supervisors or their de-
Signated representative, who present to the Payroll Auditor
written authorizations from each payee represented.
ll.
Volunteers
Individuals who agreed to work as volunteers and who are to receive
Two Hundred Dollars ($200.00) as compensation for their services
were paid One Hundred Dollars ($100.00) on July 16, 1969, and will be
paid One Hundred Dollars ($100.00) on August 27, 1969.
It is felt that this method served to encourage the volunteer in that it
permitted him to receive some monetary reward for his services
prior to the conclusion of the summer program. It further has the
effect of providing protection to the Urban Corps in the event that the
volunteer resigns prior to the conclusion of the summer program.
Payment at the beginning of the program would have left the Urban
Corps without protection from financial loss should the volunteer
resign. Payment at the conclusion of the program could conceivably
while affording protection to the Urban Corps have imposed a burden
on the volunteer and would not have contained the incentive factor
inherent in the split payment method.
12.
C. Department of Health, Education, and Welfare, College Work
Study Program Division Guideline
In order to comply with guidelines as set forth by the Department
of Health, Education, and Welfare, College Work Study Program
Division, the following procedure was inaugurated.
1,
Proof of Compensable Hours Worked
a.
A certified statement mailed to each participating col-
lege or university having College Work Study Program
students includes information relating to each student .
as follows:
(1) Name,
(2) Wage rate,
(3) Total number of compensable hours worked during
the immediately preceding pay period,
(4) Gross pay received for the immediately preceding
pay period, and ©
(5) Gross pay received to date.
Time cards signed by each student and his immediate
supervisor certifying that a particular number of hours
were worked by the student were mailed to the student's
college or university in instances where the student was
enrolled in the College Work Study Program.
Proof of Receipt of Payment
Each employee was required to pick up in person his pay check
or to give written authorization to the individual who picked up
the check. In the former situation the individual was required
to give written certification of receipt. In the latter situation
the authorized individual was required to certify receipt of all
pay checks received.
Recommendations
ae
At present, billing colleges requires a manual trans-
ferance of information from computer printouts which
are grouped according to work location, typing of the
bill, and checking of the figures. The city gave us the
option of having the printouts grouped either by work
location or school. Someone chose to have the interns
grouped either by work location . This is of
little value to my Department as agency (work location =
13.
agency) financial arrangements are handled by contract,
If the problem of separating CWSP interns and non-CWSP
interns can be overcome (if the city can be sold on the idea)
the computer printouts could be certified and mailed to
the colleges. This would eliminate three steps and at the
same time reduce the probability of errors. This system
would, however, involve the inconvenience of sorting pay
checks and grouping them by City Department and agency.
Less time and effort are required to sort pay checks than
to manually transfer the required information. In my esti-
mation, this should be done at the earliest date possible.:
The procedure regarding proof of payment is onerous and
burdensome. The interns, justifiably, do not like it. I
feel HEW should be made aware of the unpalatable nature
of the guide line necessitating this procedure and a request
for relief made.
14,
IV. Contracts
A.
Agency Contracts
All contractual agreements between the City of Atlanta, Atlanta
Urban Corps and non-profit agencies, governmental departments,
and governmental agencies have been finalized and are on file in
the Department of Finance, City of Atlanta, City Hall, 68 Mitchell
Street, S.W., Atlanta, Georgia.
College and University Contracts
All contractual agreements between the City of Atlanta, Atlanta
Urban Corps and colleges and universities have been finalized
and are on file in the Department of Finance, City of Atlanta, City
Hall, 68 Mitchell Street, S.W., Atlanta, Georgia. The said
college and university contracts embody the agreements reached in
relation to funding originating in the Department of Health, Education,
and Welfare, College Work Study Program Division.
15.
Cc.
Educational Advisor Contracts
Contracts have been entered into between the City of Atlanta, Atlanta
Urban Corps, and Carl Wieck, Patrick Ntokogu, Roger Whedon,
Barbara Rudisill, and the Georgia Institute of Technology - Roger
Rupnow. The said individuals agreed to act as Educational Advisors
to the 1969 Urban Corps Project; and to perform duties including
but not limited to job visitation with the interns and agency super-
visors, planning and conducting education seminars for small
groups, as well as all interns, working in coordination with the
field evaluation staff to insure job relevancy and educational signi--
ficance of the program for each intern.
For the performance of the duties as outlined above, the City of
Atlanta agreed to pay each Educational Advisor One Thousand
Dollars ($1, 000.00).
16,
Urban Corps - Library Theatre Contract
A contract between the City of Atlanta, Atlanta Urban Corps and
Arthur Pellman was executed. The contract provides in essence
for the service of Arthur Pellman as Director of the Urban Corps -
Library Theatre for a period of not less than ten weeks; and for the
receipt by Arthur Pellman of One Thousand Dollars ($1, 000. 00)
as compensation for the above stated service; said compensation
to be paid by the City of Atlanta.
17.
Account Number
G-25-62
G-25-500U
G-25-62-830
G-25-62-7140
G-25-62-7600
G-25-62-7610
G-25-62-7700
G-25-62-8100
ATLANTA URBAN CORPS, GENERAL FUND ACCOUNT
BALANCE SHEET
July 31, 1969
Partitions
Mileage
Salaries
Telephone
Postage
Printing and Reproduction
Office Supplies
Rentals
Appropriation
646, 00
500. 00
170, 115. 00
600, 00
150, 00
500, 00.
1, 000, 00
400, 00
Encumberances
62,24
171. 80
210, 00
Expenditures
646, 00
15,00 485. 00
86, 412. 08 83,782. 92 |
~ 600. 00
150, 00
(415, 64)
378. 49
140. 00
Account Number
G-25-62
G-25-500U
G-25-62-830
G-25-62-7140
G-25-62-7600
G-25-62-7610
G-25-62-7700
G-25-62-8100
ATLANTA URBAN CORPS, GENERAL FUND ACCOUNT
BALANCE SHEET
August 14, 1969
Title Appropriation Encumberances
Partitions 646, 00
Mileage . 500. 00
Salaries 170, 195. 00 -
Telephone 600. 00 ;
Postage 150.00
Printing and Reproduction 500.00 62.24 .
Office Supplies 1, 000, 00 171. 80
Rentals 400.00 210.00
Expenditures
646. 00
281,70
88,212. 08
298,75
150.00
902.23
450,43
90. 00
Balance
218. 30
82, 447.39
301.25
(464, 47)
378, 49
100. 00
ATLANTA URBAN CORPS
STATEMENT OF REVENUES & EXPENDITURES
REVENUES:
City of Atlanta
C.W.5.P.
Contributions
Non-profit Agencies
EXPENDITURES:
Intern Salaries
Operational Expenses
Educational Advisors
Non-Intern Staff
August 21, 1969
RECEIVED: ANTICIPATED: TOTAL:
$52,605.00 0 $52,605.00
8, 771,12 64, 344. 88 73,116. 00
19640508 20,100.00 13,000.00 32>6t0—00
12,750.00 14, 052.00 26, 802. 00
TOTAL REVENUES $165,433-00
\Qe $23.00
PAID: ANTICIPATED: TOTAL:
$115,268.25 $54,926.75 $170,195.00
2, 819.11 444, 04 3,263.35
4,000. 00 1,000.00 5, 000.00
4,932.70 392.30 5, 325.00
TOTAL EXPENDITURES $183, 783.15
1134.06
SURPLUS $4-39—85
SB \oo.en
VII. Summation
In matters of Finance, it is absolutely essential to maintain accurate,
complete, and easily accessible records. Every effort should be made to
achieve this end.
Prior to mid July, 1969, this department was plagued by senseless mis-
takes, inadequate secretarial support, and troublesome inefficiency.
The acquisition of Patty Harwell, whose competence is remarkable and
whose willingness to work is admirable, eliminated the problem of in-
adequate secretarial support and made it possible to reduce inefficiency.
Earlier mistakes, inefficiency, and an almost total lack of secretarial
support had a pyramiding effect which resulted in the depletion of many
valuable hours and had the end result of causing a pronounced reduction
in positive achievement.
Given a more efficient operation and the consequent increase in uncon-
sumed man hours a great deal could have been accomplished in the area
of fund raising.
Absent senseless mistakes, e.g. an absurdly inaccurate listing of students
accepted and placed, a much better cash-flow ratio could have been main-
tained.
There is no justification for a repetition of the same mistakes.
In closing, I feel Patty Harwell, James Rabb, and Steve Mwamba
should be commended for their diligence, competence, and ability to
withstand frustration,
Inmond/L. Deen, Jr.
Director of Finance
Atlanta Urban Corps
APPENDIX
22.
ATLANTA URBAN CORPS
DEPARTMENT OF FINANCE
To: Sam Williams, Director, Atlanta Urban Corps
From: Inmond L. Deen, Director of Finance, Atlanta Urban Corps
Re: Initial Report on the Department of Finance
Date: July 2, 1969
I.
The payroll schedule for employees of the Atlanta Urban Corps is set forth
in a memorandum (labeled Appendage ''A'') which has been distributed to
all interns,
Individuals who agreed to work as volunteers and who are to receive $200. 00
as compensation for their services will be paid $100.00 on July 16, 1969,
and $100.00 on August 27, 1969, It is felt that this method will serve to
encourage the volunteer in that it permits him to receive some monetary
reward for his services prior to the conclusion of the summer program. It
further has the effect of providing protection to the Urban Corps in the
event that the volunteer resigns prior to the conclusion of the summer pro-
gram. Payment at the beginning of the program would leave the Urban
Corps without protection from financial loss should the volunteer resign.
Payment at the conclusion of the program could conceivably, while affording
protection to the Urban Corps, impose a burden on the volunteer and would
not contain the incentive factor inherent in the split payment method.
I.
In order to comply with guidelines set forth. by the Department of Health,
Education, and Welfare, College Work-Study Program Division, the fol-
lowing procedure has been inaugurated:
A. A certified statement (labeled Appendage "B'') will be mailed
to each participating college or university having College
Work-Study Program students employed by the Atlanta Urban
Corps. The statement will include information relating to
each student as follows:
1, Name,
2. Wage rate,
3. Total number of compensable hours worked during the
immediately preceding pay period,
4. Gross pay received for the immediately preceding pay
period, and
5. Gross pay received to date.
Time cards (labeled Appendage "C"'') signed by each student and
his immediate supervisor certifying that a particular number of
hours were worked by the student will be mailed to the student's
college or university in instances where the student is enrolled
in the College Work-Study Program.
Each employee is required to pick up in person his paycheck
or to give written authorization to the individual who will pick
up the check, In the former situation the individual is re-
quired to give written certification of receipt. In the latter
situation the authorized individual is required to certify receipt
Page 2
July 2, 1969
IiI-
of all pay checks received. (See Appendages ''D"' and "E", )
A bookkeeping system has been designed and is tentatively scheduled to
become operative on July 10, 1969. The system will consist of the main-
tenance of the following Journals and Ledgers:
A.
General Journal--posted daily Monday through Friday prior
to 9:15 a.m. listing all monies received and all liabilities
incurred the preceding day.
Cash Receipts and Disbursements Ledger--posted twice weekly
recording the flow of capital.
General Ledger--posted twice weekly containing separate
accounts for:
Office equipment,
Office supplies,
Payment received from agencies as contracted for,
Payment received from educational institutions as con-
tracted for, ;
5. Payment received in the form of grants and donations
from foundations,
6. Payment received in the form of grants and donations
from the private business sector,
7. Utilities, and
8. All other necessary accounts.
hwnd
Individual Earnings Records--posted bi-weekly,
Petty Cash Records--maintained by Sam Williams.
Inmond L, Deen, Jr.
Director of Finance
Atlanta Urban Corps
ATLANTA URBAN CORPS
DEPARTMENT OF FINANCE
To: Sam Williams, Director, Atlanta Urban Corps
From: Inmond L. Deen, Jr., Director of Finance,
Atlanta Urban Corps
' Re: Departmental Report
Date: July 16, 1969
I,
After repeated efforts to resolve the unusually perplexing situation surround-
ing compensation for VISTA volunteers assigned through the Southern Regional
Education Board to the City of Atlanta, Atlanta Urban Corps, little has been
accomplished. Responsibilities, however, have been defined, to wit:
A. VISTA volunteers will receive bi-weekly supplements from the
City of Atlanta, Atlanta Urban Corps in amounts determinable
by multiplying the total number of compensable hours worked
by each intern during the preceding pay period by either .07, .47, -
or .77, depending upon the individuals educational level.
Volt Technical Corporation, a subsidiary of Volt Information
Sciences, Inc., 795 Peachtree Street, N.E., Suite 630, Atlanta,
Georgia, a private corporation under contract with VISTA to
provide administrative and logistical financial support, will
disperse on a weekly basis the VISTA share of VISTA volunteers
pay.
The City of Atlanta, Atlanta Urban Corps supplement plus the
VISTA share will closely approximate that received by all.other
interns of a comparable educational level.
Carol Lim, Volt Technical Corporation, phone 876-6354, has
been designated as the representative of her company to handle
inquiries from VISTA Volunteers assigned to the Urban Corps
regarding compensation from VISTA,
II,
The procedure outlined in section II of this Department's initial report, dated
July 2, 1969, regarding College-Work Study Program guidelines is proving
satisfactory.
iil,
The book keeping system outlined in Section III of this Department's initial
report is now in operation and is relatively efficient. Improvement is needed
in this area. Asa bare minimum the following is necessary:
A. Working space (available for payroll auditors)
B, Freedom from unnecessary interruptions and confusion
IV,
Mr. W. Walton Clarke, First National Bank of Atlanta, was talked with on
July 10, 1969. He agreed on behalf of the First National Bank to donate
One Thousand Dollars ($1,000.00) to the City of Atlanta, Atlanta Urban
Corps.
Mr. Charles S. Marvin, A.T.&T., was talked with on July 9, 1969.
Mr. Marvin indicated an interest on the part of A.T.&T. to make a dona-
tion to the Urban Corps. He suggested that I call his immediate supervisor,
Mr. Tom Koneig, on July 14, 1969, and arrange a conference. Mr. Koneig
was ill, However, his secretary set up a conference for July 22, 1969 at
10:00 A.M,
Mr. Plemon Whatley (Junior at Harvard) , employed by A.T.&T. and
assigned to E,O.A., was talked with on or about July 1, 1969, and has
reported to Mr. Marvin that he feels the Urban Corps is deserving of a
donation,
A.T.&T.'s offices in Atlanta are located at Room 1831, The Hartford
Building.
Vv. =
In general, Finance has been plagued by senseless mistakes, inadequate
secretarial support, and troublesome inefficiency.
At this time the addition of Dianne Wilson to this Department in a some-
what elusive position is not, in my opinion, justifiable either in cost to
the Urban Corps cr in increased efficiency.
The above mentioned recommendation, if followed, will provide the
needed space mentioned in Section III, A, above and will eliminate the
need for close supervision and will, to some extent, provide relief from
unnecessary confusion and inefficiency.
ATLANTA URBAN CORPS
DEPARTMENT OF FINANCE
To: Sam Williams, Director, Atlanta Urban Corps
From: Inmond L, Deen, Jr., Director of Finance,
Atlanta Urban Corps
Re: Departmental Report
Date: August 1, 1969
I. Payroll
The payroll system is functioning satisfactorily. Two areas need improve-
ment:
A.
At present, billing colleges requires a manual transferance
of information from computer print outs which are grouped
according to work location, typing of the bill, and checking
of the figures. The city gave the option of having the print
outs grouped either by work location or school, Someone
chose to have the interns grouped by work location, This is
of little value to my Department as agency (work location=
agencies) financial arrangements are handled by contract.
If the problem of separating CWSP interns and non-CWSP
interns can be overcome (if the city can be sold on the idea)
the computer print outs could be certified and mailed to
the colleges. This would eliminate three steps and at the
same time reduce the probability of errors, This system
would, however, involve the inconvenience of sorting pay
checks and grouping them by City Department and agency,
Less time and effort are required to sort pay checks than to
manually transfer the required information, In my esti-
mation, this should be done if the city and the Urban Corps
maintain their present relationship. ‘
The procedure outlined in sectionIl, C, of my report
dated July 2, 1969 is onerous and burdensome. The interns,
justifiably, do not like it, I feel HEW should be made
aware of the unpalatable nature of the guide line necessi-
tating this procedure and a request for relief made, I
intend to act accordingly, We were fortunate on the July
30, 1969 disbursement date. Only one problem of any sig-
nificance arose: a staff member told Andrea Frye, a vol-
unteer, she would receive $100 on July 30, The "culprit"
had not the authority to make the decision, Nonetheless,
we will pay her and Young Hughley at their convenience
after 12:00 o'clock noon 8/1/69,
II, College Billing
The college billing system will work adequately, Colleges will be billed
(bills mailed) today for amounts owed as of July 2, 1969. They will be
billed August 5, 1969, for amounts owed as of July 30, 1969. The August
13th, and August 27th, billings will be no problem. The September 10th
billing should not be a problem but the mechanics have not been worked out.
Ill. Agency Payments
Non-profit agencies in which AUC interns are placed have contractually
agreed to employ the student and to pay a part of the student's salary
ranging from 100% to 00%. On Wednesday, August 6, 1969, prompting of
agencies who have not fulfilled their contractual obligations will be commenced,
IV. Contracts
A.
Agency Contracts
EOA was delayed in executing our contract due to the change of di-
rectorship. The contract has been delivered to George Berry for
execution by the city.
We still do not have a contract with SREB for the Fulton County Health
Department. This involves 2l interns. Since SREB has given us
$7,000.00 and will give us $13,000. 00 within two weeks (according to
Bill Ramsay) I consider that organization reputable.
The decision was made to contract with the Academy Theater as a
non-city agency even though the funds actually come from the City
. (Atlanta Board of Education). Miss Nancy Hagar was talked with and
agreed to this arrangement on July 15, 1969. A letter confirming the
earlier verbal agreement and a written contract were mailed to Miss
Hagar July 16, 1969, The contract has not of this date been returned
to this office,
The Atlanta Youth Council is for our purposes a non-city agency. The
contract has been executed.
G ollege Contracts
When the college contracts were executed, both copies of the West
Georgia contract were returned to the college. Mr. Paul M. Smith,
Jr., Director of Financial Aid, 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, Director of Finance, City of Atlanta, will certify
the West Georgia bill.
Educational Advisor Contracts
Contracts have been entered into between the City of Atlanta, Atlanta
Urban Corps, and Carl Wieck, Patrick Ntokogu, Roger Whedon, Bar-
bara Rudisill, and the Georgia Institute of Technology--Roger Rupnow,
the said individuals to act as Educational Advisors to the 1969 Urban
Corps Project. Duties to be performed shall include but not be limi-
ted to job visitation with the interns and agency supervisors, planning
and conducting education seminars for small groups, as well as all
interns, working in coordination with our field evaluation staff to in-
sure job relevancy and educational significance of the program for
each intern, assisting the intern in his articulation of his experience
and other counseling and advisory duties connected with the program.
For the services outlined above, each Educational Advisor shall be
compensated in the amount of One Thousand Dollars,
Urban Corps-Library Theatre Contract
A contract between the City of Atlanta, Atlanta Urban Corps, and
Arthur Pellman has been drawn, approved, and is in the process of
execution, The contract provides in essence that Arthur Pellman is
to serve as Director of the Urban Corps-Library Theatre for a period
of not less than ten weeks and that he will be compensated in the amount
of One Thousand Dollars,
V5 Staff
Steve Mwamba is performing a task that is in my estimation tedious and
demanding. He has and is continuing to keep errors at a minimum,
Mac Rabb is now working in my office and is performing at a level that is
above what can ordinarily be expected or demanded of an individual,
Patty Harwell is doing an excellent job in providing secretarial support.
She is diligent, unusually efficient, and in every respect a pleasure to
work with,