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1983 Economic Summit Task Force Notebook (2)
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1983 Economic Summit Task Force Notebook (2)
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Records of the White House Office of the Deputy Chief of Staff (Reagan Administration)
Michael Deaver's Files on the 1983 Economic Summit
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Ronald Reagan Presidential Library
Digital Library Collections
This is a PDF of a folder from our textual collections.
Collection: Deaver, Michael
Folder Title: 1983 Economic Summit Task
Force Notebook (2)
Box: 63
To see more digitized collections
visit: https://reaganlibrary.gov/archives/digital-library
To see all Ronald Reagan Presidential Library inventories visit:
https://reaganlibrary.gov/document-collection
Contact a reference archivist at: [email protected]
Citation Guidelines: https://reaganlibrary.gov/citing
National Archives Catalogue: https://catalog.archives.gov/
MINUTES
WEEKLY STAFF MEETING
THURSDAY, FEBRUARY 10, 1983
Mike McManus opened the meeting stating that he was getting
positive feedback and that our task force is being viewed as
a hard-working, effective organization.
PUBLIC RELATIONS/PRESS INQUIRIES
1) . Eric Rosenberger cautioned those attending to keep our
internal discussions confidential and all written docu-
ments secure, in that as time goes on curiosity and
gossip will build as we get closer to the Economic Summit.
2) Mike McManus stated that Steve Weisman of the New York Times
and Tom DeFrank of Newsweek were planning stories regarding
the Economic Summit. Eric Rosenberger added that the
Washington Post would also be doing a story in the near
future.
UPCOMING MEETINGS AND DATES
1) Weekly Division Head Meetings - Mike McManus announced that
weekly Tuesday afternoon meetings will begin next week with
Division Heads or the designated representative plus Dave
Bochnovich, Fred Corle and Ken Bastian in an effort to focus
on critical path deadlines and to help avoid duplicative
efforts in shared areas of concern amongst the individual
divisions.
2) Weekly Staff Meetings - It was decided after input from Dan
Morris, Larry Eastland and Eric Rosenberger that all 10:00 a.m.
Thursday meetings would be attended by Division Heads plus
one designate from their respective divisions. Hugh O'Neill
in his role as Director of Delegation Liaison will also attend.
3) Monthly Task Force Meetings - Larry Eastland suggested that
theré be a meeting once a month of all those directly involved
in the Economic Summit.
PAST MEETINGS
1) USIA Meeting - Mike McManus reported that he and Eric Rosenberger
met on Monday afternoon with USIA Director Charles Wick to
discuss a projected Economic Summit Press budget of 3 million
dollars.
Outcome: Rosenberger asked to submit a detailed budget on
Thursday afternoon to Jim Hackett, Associate Director
for Management of USIA, which he has done.
Weekly Staff Meeting Minutes
Thursday, February 10, 1983
Page Two
PAST MEETINGS (continued)
2) OMB Meeting
a) Mike McManus reported that on Thursday afternoon he
and Eric Rosenberger met with OMB Deputy Director
Joe Wright to discuss immediate minimum funding to
take on press personnel. Also, Joe Wright's deputy,
Al Keough, was to call Mr. Wick Thursday to discuss
Summit funding. Wright will get back to McManus on
Monday of next week.
b) Mike McManus also stated that OMB would give us
their support to cut the security clearance time
for new personnel in the press division from two
weeks to five days.
3)
Legal Counsel Meeting
a) Mike McManus discussed his conversation with White
House Counsel Fred Fielding which concerned the
legalities of soliciting corporations for goods and
services those corporations might donate to the
Summit. Fielding's office will send a memo to the
State Department regarding the proper procedure.
b) There is still a question, however, regarding the
legality of a USIA sponsored organization accepting
corporate donations. McManus will be informed of
that legal question in the next few days.
MCMANUS DIRECTIVE
Before ending the meeting with final comments from those in
attendance, Mike McManus advised that each person take a hard,
critical look at every planning initiative that is presented
during our preparation for the Summit. He told the group to
ask tough questions and to come up with creative, positive alter-
natives, particularly in regard to the budget being cost effective.
In that regard, Mike McManus asked that all division heads provide
him with an updated budget for their operational costs.
FINAL COMMENTS LISTED BY DIVISION:
1)
Jeannie Bull/State Department
Jeannie Bull stated that an immediate update regarding
equipment needs for the interpreters is critical. Larry
Eastland and Dan Morris need to provide information as soon
as possible regarding sites where the interpreters will be
utilized so that specific interpretation needs can be determined.
Weekly Staff Meeting Minutes
Thursday, February 10, 1983
Page Three
Jeannie also feels that communication with the country liaisons
will be good considering the designated liaisons are "hand
picked" and that most of them have worked previously with many
of the staff involved in the Economic Summit.
2) Larry Eastland/Operations
Larry Eastland passed a folder to each individual in which the
following was included:
a) Minutes of Communications Meeting (2/9/83)
b) The Current Status of Funds (as of 2/9/83)
c) Summit Staff Telephone and Location Directory
d) Organizational Chart of the Operations Division
e) Minutes of the Transportation Meeting (2/9/83)
f) Agenda for Upcoming Housing Meeting (2/15/83)
g) New Switchboard Numbers for the Summit (2/14/83)
Larry Eastland encouraged each person to review each article
to be certain that the enclosed is what we agreed upon, and
if not, to call whatever discrepancy arose to his attention.
He too echoed Rosenberger's earlier remark to keep the
enclosed information within the Summit organization.
Eastland also said that housing numbers were growing quickly
and that all room requirements and amounts must be given to
him by Tuesday morning.*
3) Eric Rosenberger/Press
Eric Rosenberger reported that he had received the press
segment of the questionnaire from the Canadians. The
due date for all questionnaires is this Friday, February 11*.
4) Norm Beatty/Colonial Williamsburg Foundation
Norm Beatty asked that we keep Tuesday and Wednesday as
weekly days in which to visit Williamsburg. He commented
that the critical path is only as useful to him as it is
specific in terms of stated requirements. The school essay
contest -- an earlier proposal to create more immediate
awareness of the Summit -- was placed as a low priority.
5) Dan Morris/Advance
Dan Morris distributed his most recent schedule which includes
the projected plans for the first three days of the Summit.
He reiterated Mike McManus' comments that each person take
a hard look at the schedule and to report any suggestions to
him before the next scheduling meeting at 2:00 p.m. on
Monday, February 10.
Weekly Staff Meeting Minutes
Thursday, February 10, 1983
Page Four
6) Hugh O'Neill/Foreign Delegation Liaison
Mike McManus responded to Hugh O'Neill's query by stating
his preference that visiting country representatives come
to Williamsburg for the first advance tour slated for
March 9-16. O'Neill will meet with Dan Morris and Tom
Holman on Monday to discuss housing arrangements. All
final housing arrangements are due next Thursday, February 17*.
7) Dave Bochnovich/Critical Path
Dave Bochnovich commented that the longest lead time would
be particularly necessary for construction projects. He
emphasized that deadlines on the critical path are all
interdependent, and that the initiator of a given project is
critically significant if the final deadline -- which
eventually includes others -- is to be met. He emphasized
that deadlines must be met and schedules adhered to in
order to avoid slippage which would cause additional and
higher costs. He stated that a summary synopsis of met and
not met goals will be provided; the first of which to be
distributed prior to Tuesday's weekly meeting with Division
Heads'
8) Ken Bastian/Personnel
Ken Bastian asked that a revised edition of all division
organization charts be given to him by close of business
today*, and asked that anyone experiencing personnel
difficulties to see him immediately following the meeting.
Finally, Mike McManus announced that all contracts and purchase
orders which apply to Summit sites should be given to him for
review. The deadline for those orders will be set after the
Williamsburg trip today.
ACTION ITEMS
DUE DATE
ACTION OFFICER
1) Suggested changes for Summit Advance
2:00 p.m. Monday, February 14
Division Heads to
Schedule distributed February 10
Dan Morris
2) Joe Wright's report concerning USIA
Close of Business, Monday,
Joe Wright to
Personnel Security Clearance and
February, 14
Mike McManus
Funding
3) Updated operational costs by Division
Close of Business, Monday,
Division Heads to
and quotes on contracts
February, 14
Mike McManus
4) Latest projected housing numbers among
1:00 p.m. Monday, February 14
Division Heads to
responsible agencies from Division
Larry Eastland
Heads
5) Critical Path synopsis
4:00 p.m. Tuesday, February 15
Dave Bochnovich for
McManus meeting
6) Lastest projected housing arrangements
10:00 a.m. Thursday, February 17 Larry Eastland for
Weekly Staff Meeting
7) Memo from White House Counsel Fred
Close of Business, Friday,
Fred Fielding to
Fielding to Mike McManus concerning
February 18
Mike McManus
legalities of USIA and State
accepting corporate donations for
the Summit
(see attached calendar for scheduled meetings)
WEEKLY STAFF MINUTES
FRIDAY, FEBRUARY 17, 1983
Mike information: McManus opened the meeting by providing the following budget
USIA BUDGET
OMB has stated that 1 million to 1.5 million is available from
USIA to budget the press operation.
There may also be funding available from Commerce (1 million
or 1.5 million).
$100,000 has already been assigned which will be used for
personnel in the Press Division.
$240,000 is now available but, it is being held by USIA until
they are provided specific purposes for the use of the money.
USIA is holding monies apparently wanting more specific line
items. Line items need to be specified, not generalized.
Eric Rosenberger will confirm monies with USIA. If confirmation
of monies cannot be accomplished verbally and directly,
Rosenberger will arrange meeting with McManus, Wick, Wright
and himself to resolve.
PRIVATE SECTOR INITIATIVES
Mike McManus informed those in attendance that the meeting that
was to be held today with Mike Deaver and Mike McManus with the
TRW representative was cancelled. McManus will pursue this.
He stated that their idea is to designate a representative
showcase. from TRW within the top management to spearhead the technology
Mike McManus also stated that he had talked to Fred Mallock
of Marriott in regards to the press food fair and that Mallock
expressed reservations about contributing efforts to the
Summit in Williamsburg but, that Mallock would talk with
individuals in the management area.
Mike McManus has talked with Red Cavaney, Deputy Assistant to
the President for Public Liaison, about setting up a meeting
with various food corporations. The intent of this meeting will
be to receive a commitment from one vendor causing others to
follow in line and commit also.
Mike McManus stated that he would like the Summit staff to begin
putting together a "private sector initiative". This initiative
would necessitate listing the needs the Summit may have for
various corporations (i.e., IBM, Xerox) to become involved in
the Summit operation.
(cont.)
Page 2
PRIVATE SECTOR INITIATIVES (cont.)
Fred Corle will be responsible for organizing this private
sector initiative.
Jack LaCovey stated that he learned, through a conversation
with a Coca Cola representative, other corporations are not
warm towards the idea of contribution to the Summit effort
because they have had previous difficulties breaking into the
Colonial Williamsburg market.
DEAVER/CLARK BRIEFING
It was decided that the briefing for Mike Deaver and Bill Clark
planned for tomorrow will be limited to scheduling aspects of
the Summit.
This meeting will be Friday, February 18 at 2:00P and the
attendees will be Mike Deaver, Bill Clark, Mike McManus and
those designated by Bill Henkel from the Summit Advance staff.
Dan Morris is to review scheduling questions already submitted
by Ken Bastian and prepare additional questions if necessary.
Press is to provide the press center site alternatives and
recommendations in a memo to Mike McManus by Friday morning,
February 18.
Mike McManus informed those in attendance that the memo from Mike Deaver
regarding the 1983 Summit of Industrialized Nations being a White House
function has been sent to Ed Hickey. Mike McManus and Bill Drennan
will talk about the specifics.
SECURITY
Mike McManus would like copies of the security I.D. draft
proposal that was done by Tom Holman provided to the Division
Heads. Copies, thus far, have only been provided to Advance.
Bill Henkel and Dan Morris are to speak to Holman.
Mike McManus stated that the pins submitted by the USSS are not
acceptable. He would like the design changed to be representative
of Williamsburg. Dan Morris is to speak with Tom Holman about
creating a new design.
Emily Ford is to speak to Tom Holman regarding security
representation at every staff meeting.
Mike McManus then asked for comments/suggestions from those in attendance;
they are listed by subject matter:
OPERATIONS
Norm Beatty would like to discuss with Larry Eastland alternatives
for housing.
OPERATIONS (cont.)
Larry Eastland will provide projections for housing on Monday.
Real numbers vs. projected numbers for room accommodations need
to be provided by close of business on Monday, February 21, 1983.
Larry Eastland stated the importance of the Operations staff
moving to Williamsburg early so that they can prepare more
effectively for the staff move on April 18.
WILLIAMSBURG TRAVEL
Tuesday, February 22 will be a travel day to Williamsburg.
This trip will consist of a full site survey, looking at sites
and lighting for the press, duscussing contracts and press
construction, surveying housing/site alternatives and surveying
communications. Fred Corle will bring Jebb Turner of Turner
Construction on this trip to survey construction for the press.
Information for this trip should be provided to Emily Ford on
Friday, February 18.
PRESS
Eric Rosenberger announced that Dan Denning is now on board
and that Jane Donaldson will be responsible for the paper flow
and critical path for the Press Division.
Ken Bastian stated that there will be an overlap with the
accommodations, transportation and communication within the
Press Division (Dan Denning's responsibility) and the
Operations Division.
QUESTIONNAIRE
The deadline for returning completed questionnaires has not
been met by most Delegations.
The Delegations will be asked to return the questionnaires
incomplete but, to include immediate needs, i.e. rooms. They
will then be asked to resubmit the qeustionnaire.
FOLLOW-UP: Jack LaCovey is to contact all embassies by
close of business, Monday, February 21 to receive latest numbers
for accommodations for traveling press Delegations. Those numbers
are to be given immediately to Larry Eastland.
WILLIAM AND MARY
Larry Eastland stated that William and Mary is not interested in
"profiting" from charges for office space, etc. They are only
concerned with covering out of pocket expenses.
(cont.)
Page 4
WILLIAM AND MARY (cont.)
Mike McManus presented the idea of providing a representative,
possibly from the White House, to speak at the College at some
time. He also suggested that we should host a dinner for the
college officials.
WILLIAMSBURG OFFICE SPACE
Larry Eastland provided material indicating the assigned office
space in Williamsburg at the Student Center.
Eric Rosenberger stated his concern regarding the lack of office
space for the Press Division in Williamsburg. Larry Eastland
offered to provide some office space assigned to the Operations
Division to accommodate the needs of the Press Division.
Larry Eastland informed the group that there is a total of 14,000
square feet available for office space in addition to the eating
facilities.
COMMUNICATIONS
Larry Eastland also provided material covering the Data Management
System. Needs for staff should be given to Larry Eastland for
consideration in this system. This system will also be used for
names for thank you letters.
Volunteers being utilized for handling general information
inquiries and having a dedicated line for this purpose was
discussed and under consideration.
ACCOMMODATIONS
The need for two holding rooms was discussed; one provided for
operations and security and one for the press.
There are 16 suites available for the Delegations. There will
be a suite available for the 2 senior officials from each
Delegation.
Parking will be available. Larry Eastland stated that it would
be preferable to assign parking by area as opposed to general
parking access. Parking will be provided for the press. There
is a parking lot available at the Student Center which is being
considered for the motorpool site.
Currency exchange is under review now. Larry Eastland is waiting
for a decision from Treasury to determine if they can provide
this service. If not, alternatives for these facilities are
already under review.
Norm Beatty and Larry Eastland will put together a medical
facilities plan. Norm Beatty will talk with a White House medical
unit designee about these facilities.
(cont.)
Page 5
ACCOMMODATIONS (cont.)
There will be a follow-up by the Press Division to the press
corps regarding room reservations. The press will be on their
own to obtain reservations.
Firm numbers are needed for the Advance Division for accommodations.
Individuals requiring accommodations for the evening of the State
Dinner (i.e., caterers, entertainers) will need to be provided.
CRITICAL PATH
Dave Bochnowich stated that slippage is occuring in three areas:
1) press personnel 2) USIA budget and 3) accommodations.
Press briefing room needs to be decided next week and contract
needs to be drawn with USIA and William and Mary.
William and Mary needs should be further discussed regarding
graduating, finals, etc.
Jack LaCovey is negotiating with USIA for press expenses.
Norm Beatty needs to continue being fed specifics that he needs
to work with.
Pat Malloy stated that if deadlines given cannot be met to please
let him, Ken Bastian or Fred Corle know.
TELETECH
Pat Malloy stated that Time Life, Inc. will provide a new system,
(teletech unit) to the Summit operation at no cost. He stated
that this unit can hold as many as 1,400 pages of information
and possibly as many as 2,400 pages.
Pat Malloy and Larry Eastland will need to discuss the coordination
and the possibility of this system considering the data management
system the Eastland is already providing. Is this teletech system
necessary?
To pursue this system further, Pat Malloy will need numbers of
terminals that may be needed from the Divisions.
-END-
ACTION ITEMS
DUE DATE
ACTION OFFICER
1) Memo regarding press center
a.m., Friday,
Eric Rosenberger to
site alternatives and recommendations
February 18
Mike McManus
2)
Room accommodation numbers
Close of business,
Division Heads to
Monday, February 21
Larry Eastland
3) Housing projections
Close of business,
Larry Eastland to
Monday, February 21
Mike McManus
4)
Contact embassies to obtain room
Monday, February 21
Jack LaCovey
accommodation numbers
WEEKLY STAFF MEETING MINUTES
THURSDAY, FEBRUARY 24, 1983
SCHEDULE
The scheduling meeting with Mike Deaver and Bill Clark was
held. The following changes and alternatives were reviewed:
- The service on Sunday at Bruton Parish should include the
regular parishioners with the Heads placed in the front
rows. Security needs will need to be discussed with
Tom Holman.
- Following the service the Heads will proceed to the Capitol
for Heads only meeting, and there will be a 10 minute press
opportunity.
- There will be press pool only coverage for the day.
- Following the "Heads only meeting" Heads will proceed to
the Williamsburg Inn. There will be a 10 minute break for
the Heads at the Inn. The 10 minute press opportunity
originally scheduled prior to each expanded meeting is to
be cancelled.
Following are topics that need to be discussed further:
- A decision on a photo opportunity in the morning.
- Subject of briefing by Secretary Regan for the group.
- Subject of briefing by each Finance Minister.
- - A decision on the translation method for the Joint Statement.
- A decision on a possible sherpa meeting with Heads after
dinner.
- A decision on bi-lateral meetings in Williamsburg. (Most of
the bi-lateral meetings will be held in Washington prior to
arrival in Williamsburg, but delegations may request
bi-laterals upon arrival in Williamsburg.)
- Jim Baker, Mike Deaver and Bill Clark have agreed and know
they will not be included in meetings. Other countries need
to be informed and agree to the same.
PRESIDENT REAGAN'S ARRIVAL
It has been decided that the President will now arrive on Friday.
Mike McManus, Tom Holman and Norm Beatty will need to discuss
necessary arrangements for this early arrival.
BUDGET
o
Mike McManus is to meet with Gil Robinson today at 2:00P.
(cont.)
BUDGET (cont.)
o
The purpose of this meeting is to see how they are approaching
the financing.
It will be explained that the line items are presently general,
i.e., the line item for construction also includes food and drink.
USIA will be provided a more specific budget before determination
of financial responsibility can be assigned.
The approach that USIA should be responsible for 7/8 of the
requested $3,000,000 as opposed to their stand to provide 1/3
of this amount will be taken so that this flexibility will be
available. It will not actually be a request for this 7/8 but,
an explanation that there are eight countries involved in this
Summit therefore, seven of these countries should actually be
the responsibility of USIA.
Larry Eastland will identify communications and housing costs
for the 2:00P meeting with Mike McManus and Gil Robinson.
OMB says there may be more money available from the Commerce
Department and the State Department.
Eastland and Corle will need to compile a dollar estimate of
upcoming day by day costs. Before doing so, they need actual
anticipated costs of line items from Division Heads.
Costs for personnel and travel by staff provided by the
State Department is to be considered a State Department expense,
and not to be incurred by the budget provided for the Summit.
A format for approval of large costs (i.e., construction,
communications, accommodations) was discussed. Mike McManus
would like an approval format established listing items such
as: 1) Cost 2) A list and explanation of other alternatives
at lesser cost (with dollar amount) which have been reviewed
3) Reasons for not using lower cost alternatives and
4) Recommended action. Fred Corle is working on this approval
format.
SECURITY
The final security draft/proposal has been completed, but
needs to be reviewed by all Division Heads. A copy will be
provided today to be routed to all Division Heads to review
and prepare comments. Mike McManus will meet with all Division
Heads to review this security plan tomorrow.
Tom Holman will provide samples of the security/I.D. pin that
is more representative of Williamsburg.
(cont.)
PERSONNEL
It was stated that it was taking too much time to process
personnel contracts after the initial paperwork leaves the
Summit office.
Contracts have not been provided for signature for the
majority of individuals who have been on board since the
beginning of February. Phil Walls stated that these
contracts would be coming over for signature today or
tomorrow.
TECHNOLOGY
A meeting was held yesterday with a representative from TRW,
with Mike McManus.
The following ideas were suggested by TRW:
- Use cellular type telephones that could be carried by
individuals for the Heads to use to speak with their
representatives.
- Apparently the teletech instrument mentioned in the last
staff meeting is not unique, but would be a useful piece
of equipment to use. For instance, photos of various places
in Williamsburg could be pulled up on the screen.
- The video disc was also discussed. It could be used to pull
up various sites the Heads would be going to, etc.
- A chalk board effect could also be used. For instance, notes
written and pulled up by receiving party.
- A system similar to the one WHCA uses for visual communication
which would enable parties to view recent news casts from the
respective countries.
TRW is to continue the search for additional options.
Jack LaCovey mentioned a need for T.V. sets for the delegations
and others with cable television.
QUESTIONNAIRE
The embassies will be contacted and will be given an acccommodation
deadline of March 10. After this date, they will be on their
own.
Larry Eastland, Dan Morris and Hugh 0 Neill are to get together
to discuss requirements for accommodations.
Jack LaCovey stated they still need numbers for accommodations
from the press delegations. Great Britain and Japan have
submitted their numbers.
(cont.)
DIVISION HEAD BRIEFINGS
o
It was suggested that each Division Head give a 5 minute
briefing to update others on various activities taking place
in their division. It was decided that this would take in the
Monday Division Heads meetings. Larry Eastland will give the
first briefing on Monday, March 7 on our plans for moving to
Williamsburg.
INTERNAL OPERATIONS
Each division stated that they were set and felt comfortable
with the office space they have been assigned.
The turn-around time for the production of the stationery for
the Summit is taking too long. Emily Ford is trying to expedite
the process and has submitted designs for samples which should
be returned tomorrow. Note pads and non-personalized business
cards will also be produced.
PRESS CENTER CONSTRUCTION
Dave Bochnowich stated that he will be negotiating for the
William and Mary contract tomorrow with Dan Denning.
Bochnowich hopes to have a formal contract by next mid-week.
His main objective for tomorrow is how to go about with extensions
needed. "The Cadillac Approach" compared with a "Chevette
Approach". He will discuss William and Mary providing financing
for expansion that is needed anyway in the long run for the
College that will be necessary for the operation of the Summit.
Bochnowich will also explore additional alternatives to the
current so-called "Cadillac Approach". He will explore at
least two other alternatives.
By March 15 the construction should begin and complications
for William and Mary should be known (such as schedule conflicts
with final examinations and graduation).
Dan Denning has been established as the action person from the
Press Division for all press construction matters.
A possible meeting with the Governor of Virginia and other
state government officials was discussed. It was suggested
that Mike McManus, Pat Malloy and/or other individuals meet
on this subject to decide how and if this approach should be
taken. It could be recommended to the Governor that it might
be possible for the State to pay a percentage of the expenses
that would effect state owned properties such as the College
of William and Mary. It would be appropriate for someone from
the White House i.e., Mike McManus to approach the Governor.
(cont.)
CRITICAL PATH
Dave Bochnowich stated his concern with deadlines not being met.
Missing deadlines is causing a delay for other areas and for
other deadlines. It also causes a delay for the contracts.
Bochnowich will start providing starting dates as well as end
dates for deadlines since some of the due dates are past.
He will start meeting with each individual to work on these
deadlines and have follow-up meetings if necessary.
The necessity of applying staff time to help with other
division deadlines was discussed. It was mutually agreed that
each individual division would be willing to contribute time
and efforts to help meet all deadlines.
Bochnowich stated the importance of a control process for the
budget. After receiving approval for cost figures, the figures
for operational costs should be fed to Larry Eastland. Bochnowich
stated his concern for unforeseen costs, etc. Ken Bastian and
Fred Corle will help monitor this process.
FOREIGN ADVANCE VISIT - MARCH 8, 9, and 10
The first site survey for foreign advance teams will be held
March 8, 9, and 10.
Hugh O'Neill will provide room requirements for these dates
to Larry Eastland and Norm Beatty.
Dan Morris is to have action on finding availability of the
Inn and locations for the delegations during this visit.
An introduction of the various innkeepers to whom the foreign
delegations are assigned to will take place during this visit.
They will then be on their own for handling all accommodations
directly with the innkeepers following this visit.
A follow-up letter will then be written to the delegations
confirming that they are now to deal directly with the
innkeepers. A copy of that letter will be sent to Norm Beatty
and the innkeepers.
It is preferable to house all the foreign advance teams in
the Williamsburg Inn on this visit. If this is not possible,
each team will be housed in theinn they are assigned to during
the Summit.
Jack LaCovey stated that he thought it necessary to have
representatives from the Summit Press Division on this visit.
There will be one representative from Security on this visit.
(cont.)
ADVANCE
Dan Morris stated his need for a tent contractor. Colonial
Williamsburg has someone they use. Morris will get together
with this representative.
There will be a scheduled tour at some time for the Ambassadors
in which Mike McManus and designated others will participate.
The interpreters have evaluated their equipment needs and will
review alternatives.
The subject of the briefing rooms for the Heads was discussed
at length. A decision on the location, after looking at
alternative sites, which include William and Mary Hall and
designated hotels, and costs, needs to be made.
MILITARY
Bill Drennan introduced John Nettles as the Deputy for the
Summit Military Division.
Drennan stated that the pilots will always be prepared 30
minutes prior to scheduled times. If an earlier or later
departure is required, the Marines should be given notice at
least an hour ahead of the original time.
One individual for each trip should be appointed the contact
for the pilots. This will be given to Drennan/Nettles by
Emily Ford for each trip.
Caution was expressed against "offering rides" on the
helicopters to unofficial parties.
PERSONNEL AND CRITICAL PATH COMMENTS
Ken Bastian stated that most of the hiring of personnel has
been completed and that he will now be meeting regularly
with Division Heads on matters involving each division.
After meeting with Fred Corle and Dave Bochnowich to discuss
management and financial significance involving the critical
path, Bastian will then be prepared to become involved with
critical path deadlines.
OPERATIONS
Larry Eastland provided material (please review material
provided by Larry Eastland in this meeting) regarding progress
in their division.
Estimated costs for communications was provided. He informed
the group that WHCA is providing a Board that will save the
Summit $60,000.
(cont,)
OPERATIONS (cont.)
Larry Eastland should meet with Mike McManus today to discuss
costs.
PRESS
Jack LaCovey raised points of discussion and input needed from
the White House press office. LaCovey will provide memos
outlining discussions and input needed to Mike McManus and
Larry Speakes on the West Coast next week. McManus, Speakes,
Rosenberger and LaCovey are to then discuss these issues.
Notification of March 10 deadline for housing accommodations
to the White House Press Corps was released.
Concern of transportation for press was expressed considering
an addition of 2,500 press participants. It was stated that
the transportation plan should be focused on and finalized.
COLONIAL WILLIAMSBURG FOUNDATION
Norm Beatty brought up the point that some areas in Williamsburg
were not in the Colonial Williamsburg Foundation's realm (i.e.,
streets, public parks and school buses), and that some legislation
will need to be passes. He stated that this would probably not
be a problem, but that it would need to be focused on.
It was stated that Al Lowry, with the Colonial Williamsburg
Foundation, had been contacted about plans for a briefing for
the local Williamsburg press so that they are informed properly.
Jack LaCovey will follow-up with Norm Beatty next week to
select a press briefing date.
SECURITY
Tom Holman discussed name checks for various individuals who
would be involved with the Summit (i.e., volunteers, caterers,
and entertainers for the dinners). Information on such
individuals will be provided to him by Larry Eastland.
It was stated that all Finance and Foreign Ministers will be
staying at the Williamsburg Inn.
It was stated that a credentialing notice was to be sent on
March 15 with a return deadline of April 15.
Tom Holman has provided names and their respective areas of
responsibility from his staff.
- END -
WEEKLY STAFF MEETING MINUTES
THURSDAY, MARCH 3, 1983
Pat Malloy, chairing the staff meeting this week, opened with the
following points:
All press inquiries of any nature are to be routed
through Jack LaCovey and LaCovey is to inform
Mike McManus of these inquiries.
It was announced that Gilbain Construction will do the
work for the Press Center at cost. This will be a
savings of $50,000 to $150,000.
Dan Denning is to meet with USIA regarding funding from
USIA for the Press Division.
March 10 continues to be the deadline for Summit staff
involvement in reserving hotel rooms for the press and
foreign delegations.
Norm Beatty is needing budget estimates from each division.
Providing this information to Beatty is to be treated as
a priority.
Line items for the State Department budget need to be more
definite. Fred Corle will be working on these more
definite line items for the budget. Each division is to
provide more specifice costs and items (i.e., phone services)
so that the line items can be updated.
INTERNAL PROCEDURE FOR EXPENDITURES
All expenditures costing over $5,000 must first be approved
by the Head of the Division where the expense is being
requested from. After approval from the appropriate Division
Head, the request must then be sent through Mike McManus or
Pat Malloy for final approval.
Expenditures costing under $5,000 must be approved by the
Head of the Division where the expense is being requested
from and is to have received prior approval from the Office
of the Administrator.
All expenditures for internal office equipment must be sent
through Emily Ford for approval.
FOREIGN ADVANCE SITE SURVEY
Jack LaCovey, Tom Holman and Ed German (USSS) will also
participate in the Foreign Advance to be held March 9 to 10.
Five delegation liaisons will go to Williamsburg Monday,
March 7 and depart Thursday, March 10 for a site survey.
(cont.)
Page 2
FOREIGN ADVANCE SITE SURVEY (cont. )
0
Norm Beatty is to check to see if access is available to all
Heads of State rooms during this visit.
Dan Morris announced that the second Foreign Advance visit
is now scheduled for April 21 to April 26.
PRESS
Jack LaCovey stated that there will be a post office facility
available at the press center.
LaCovey has also researched the possibility of a travel desk
at the press center. There is a possibility of donated
equipment for this service.
LaCovey inquired as to whether there would be a security risk
involved with publishing press schedule changes on a video
screen. Tom Holman expressed slight hesitation
indicated
if restricted to press schedule only it could be allowed.
Tom Holman and Jack LaCovey should discuss in more detail once
equipment is decided upon and what type of information will
be viewed.
Pat Malloy confirmed that the briefing rooms will be at
William and Mary Hall and that second briefing rooms could be
set up at the hotel sites for the delegations
that the
delegations would pick up the expenses for the second briefing
rooms if desired by the delegation.
PRESS CENTER CONSTRUCTION
Dan Denning stated that Gilbain Construction was prepared and
optimistic about moving ahead with construction on schedule
for the press center.
Pat Malloy stated that the costs for the press construction
were unacceptable and that the costs will have to be reduced.
Malloy and Dave Bochnowich are to discuss these line items in
more detail.
OPERATIONS
Larry Eastland distributed updated material on progress in the
Operations Division (please review material provided by
Eastland in this meeting).
Questions regarding various budget projections should be
discussed with Eastland outside of staff meetings.
Input regarding the necessity of an emergency generator should
be given to Larry Eastland. By the first of next week a decision
will be made as to the need for back-up power.
(cont.)
Page 3-
OPERATIONS (cont.)
Accommodation requirements should continue to be fed to
Larry Eastland as soon as possible.
Scopes of work for operational costs should be provided
to Frank Rheinhold by close of business Friday, March 4.
Frank Rheinhold will then provide a more detailed line item
budget to Pat Malloy and Mike McManus by close of business
Monday, March 7.
Eastland will investigate costs for pagers.
Hotel sites for the delegations must be finalized by close
of business Wednesday, March 9 to be provided to Norm Beatty.
CRITICAL PATH
Dave Bochnowich reminded the staff that he will now be using
start dates as well as due dates for deadlines.
Bochnowich stated the importance of focusing on the timetables
previously committed to.
The importance of completing the contracts with William and Mary
as well as the contract with the Colonial Williamsburg Foundation
was discussed. The contract with Colonial Williamsburg needs
attention and will begin negotiations as scopes of work for costs
and items/work needed are finalized.
Bochnowich again stated that he would meet with individuals
regarding budget and other items of progress with deadlines.
Bochnowich will be providing aerial photographs of the various
accommodation, transportation and communications plans.
Aerial photographs of security elements will be discussed with
Dave Bochnowich and Tom Holman before distribution.
COLONIAL WILLIAMSBURG FOUNDATION
Norm Beatty stated the importance of providing information through
one contact person, Emily Ford, and to keep this information to
Ford updated in order to keep Colonial Williamsburg apprised of
all necessary information.
Norm Beatty will discuss with Dan Morris pending questions Beatty
has regarding advance staff needs.
Beatty is still working on accommodation arrangements for the
AIA and will keep the Summit apprised.
Beatty announced that all the volunteer forms have been completed
and Larry Eastland requested that Beatty discuss this project
with him and Becki Edwards following this meeting.
Norm Beatty inquired if the use of high tech. equipment had
been decided upon and Pat Malloy stated that it was still under
review.
(cont.)
Page 4
SECURITY
O Dan Morris stated that a decision had been made that the EEC
was not qualified to be covered by SY. There will be further
review to resolve how this security will be handled.
Tom Holman has prepared a memo to Mike McManus providing contacts
for the USS lead advance coordinators and site advances. He
would like the same information provided to him for delegation
liaison advance contacts. Dan Morris and Hugh O'Neill should
provide this information to Holman.
Holman stated that the new pin production was moving along as
soon as the logo proof was received and that the samples would
be provided to McManus.
Tom Holman discussed at length his strong concerns regarding
the press movements. He is very concerned about security
because of the excessive number of press movements in the secure
area currently being proposed. Security will be very difficult
to control and enforce if these movements are not minimized.
His concerns are specifically with opening the secure area for
press movements being proposed on Friday and Saturday.
Pat Malloy stated that Mike McManus is very aware of this
concern and it's resolution is a top priority for McManus.
-END-
ACTION ITEMS
DUE DATE
ACTION OFFICER
1) Scopes of work for operational
Close of business,
Division Heads to
costs.
Fri., March 4
Frank Rheinhold
2) Privately Owned Automobiles
Close of business,
Individual to notify
being taken to Williamsburg
Fri., March 4
Dave Balfour
for duration.
3) Updated budget by line item.
Close of business,
Frank Rheinhold to
Mon., March 7
Mike McManus and Pat Malloy
4) Accommodation requirements
Close of business,
Division Heads to
Mon., March 7
Larry Eastland
5) Decision on necessity of
Beginning of week of
Larry Eastland
power outage/emergency generator
March 7
6) Hotel site assignments for
Close of business,
Larry Eastland
foreign delegations
Wednesday, March 9
WEEKLY STAFF MEETING MINUTES
FRIDAY, MARCH 11, 1983
The meeting was opened with comments concerning the upcoming Sherpa
meeting and comments regarding items of discussion which will occur
in this Sherpa meeting:
- There was discussion as to whether or not the Heads of State
meetings should be visualized for viewing by the notetakers/
personal representatives. This would eliminate the intention
of these meetings being restricted to the Heads only so that
the Heads would feel at liberty to have "open discussions.
- Discussion as to whether or not the Heads of State meetings
should be longer than forty-five (45) minutes.
The question was raised as to what leverage the U.S. has as host to
the Summit. It was stated that the U.S. would go into this Sherpa
meeting being held in San Diego with definite decisions and opinions
on topics that would be under discussion.
Mike McManus stated that positive comments had been made regarding
the Foreign Advance survey March 9 and 10. Dan Morris had the
following comments to make regarding this Foreign Advance:
- The EEC requested security only for the President of the
EEC, Gaston Thorn. The EEC did not request security for
the ministers. Jack Fox (USSS) stated that Thorn does
fall under the USSS.
- Each delegation is pleased with the housing accommodations
assigned to them.
- Dan Morris stated that he thought the schedule use for the
Foreign Advance surveys was appropriate, that the Langley
survey did not need to be as extensive.
- Dan Morris was approached by some of the delegations asking
how the spouses of the official delegations would be accom-
modated (i.e., transportation, schedules). Mike McManus
stated that accommodations, etc. for spouses would be the
responsibility of the appropriate Embassies.
- Mike McManus stated that there will be seven (7) bi-lateral
meetings in Washington before the Summit (preferrably prior
to the week preceding the Summit)
(cont.).
Page 2
OPERATIONS
- Larry Eastland distributed information regarding progress
in his division (please review material distributed during
this meeting).
- There will be a cost savings for phone services that brings
the budget for communications under the original cost.
- Larry Eastland stated that projected costs for travel and
per diem have put us over the projected budget for travel.
He stated that if the interpreters and translators are not
charged against the Summit budget it can be brought down
within the projected budget, otherwise, we will be over
this budget.
- Eastland stated that the Summit is under the budget for
communications.
- Eastland stated that the cost for office expenses in
Williamsburg is projected at $75,000 as opposed to the
$250,000 originally projected.
- Progress has been good on working with the costs for
transportation vehicles but there exists a problem
regarding how to, and who will, cover the cost for
insurance. Eastland will provide a follow-up report
for covering the insurance for the automobiles used in
Williamsburg in the Division Heads meeting Monday,
March 14.
BUDGET
- Mike McManus announced that he has prepared a memo to Jerome
VanGorkum, Assistant Secretary, Department of State, regarding
the State budget for the Summit. In his memo, he states what
he considers to be appropriate cost items to be applied
against the $2.94 million that has been allotted for the
Summit. McManus stated that this $2.9 was to be used for the
hosting of the Summit only (expenses for the Sherpa meetings,
travel for interpreters, travel for permanent State Department
employees, etc.) would not be considered appropriate Summit
hosting costs. These costs should be applied to another State
Department budget.
- McManus stated the importance of not expanding the "Summit
Budget" in view of the fact that this budget, as the budget
for hosting the Summit, would be the most publicized budget
and that it would be in everyone's best interest not to
include "non-host" related items in this budget.
(cont.)
Page 3
BUDGET (cont.)
- It was stated that it would be preferred to apply the
same guidelines to expenses appropriate for U.S.I.A.
- The Colonial Williamsburg Foundation provided to the
Summit, a preliminary budget breakdown. Larry Eastland
views the costs of this proposed budget as high, but feels
confident that these costs can be brought way down.
MILITARY
- Bill Drennan announced, after reviewing safety hazards and
discussing with Norm Beatty the damage of using the
Williamsburg golf course and Market Square as a routine
landing zone, that the pad at Jamestown would now be used for a
routine landing for the helicopters, with the exception of
using the golf course and market Square for practice runs for
the horses.
- Drennan asked that he be notified as soon as possible about
any stops at Langley for surveys, so that he may notify the
appropriate representatives at Langley.
- Drennan is to have a decision in the next Staff Meeting,
Monday, March 17, 1983., regarding support services that
can be provided to the Summit by the Military office and
White House Communications Agency guidelines for billings for
passengers who are not part of the Summit staff riding on helo-
copters, etc
CRITICAL PATH
- Dave Bochnowich stated that the Advance Division was on target
with their deadlines for the critical path.
PRESS
- Dan Denning stated that the final drawings for the press
center would be completed and ready for distribution today
or Monday, March 14.
- Denning stated that the Press Center plan would be ready for
presentation on Monday, March 14.
(cont.)
Page 4
PRESS (cont.)
- Denning stated that USIA had several meetings with Committees
on the Hill regarding the Summit budget and that the response
from the Hill was positive. Denning will proceed with a
letter to USIA confirming monies and guidelines for this
budget.
- LaCovey stated that he received no complaints from the foreign
delegations regarding presss acctivities/arrangements.
- LaCovey inquired as to who would be the responsible source for
providing lighting for the Summit. Drennan responded that
WHCA is responsible for lighting "as a last result." In other
words, if all alternatives have been exhausted, WHCA usually
works directly with the networks and local affiliates to review
their needs and see what lighting they are able to support.
LaCovey is to coordinate determination for this responsibility
with WHCA and Bill Drennan.
- LaCovey stated that there are a series of answers needed for
guidance in the Press division (i.e., who is authorized to
provide live interviews, what information can be released).
McManus requested that LaCovey compile a listing of these
questions to submit to him for review and appropriate
guidance.
- It was asked whether the briefing by Secretary Regan on Sunday
would be on the record. It was confirmed that this briefing
would be on the record.
- LaCovey raised the question of the possibility of the press
being positioned at the arrival of the Heads in Williamsburg.
There was discussion of bringing them in as pools on the air-
crafts of the various Heads. Dan Morris suggested that this
may cause problems with the overall advance schedule.
LaCovey and Morris are to discuss the positioning of the press
upon the arrivals and view the problems that may be caused for
both groups. LaCovey and Morris are to discuss this in the
Monday Division Head Meeting.
- LaCovey is to present a report on the cost and structure of the
proposed travel office and post ofice on March 14th in the
Division Head Meeting.
COLONIAL WILLIAMSBURG FOUNDATION
- Norm Beatty stated that he thought the foreign advance surveys
went well.
(cont.)
Page 5
COLONIAL WILLIAMSBURG FOUNDATION (cont.)
- Beatty agreed with Eastland's intention to cut the budget
that CWF has submitted.
- Scheduling of the closure for the security area prior to
President Reagan's arrival and security sweeps were discussed.
Beatty needs dates as soon as possible. Jack Fox will discuss
with Tom Holman these requirements and arrange for representa-
tives from TSD to travel to Williamsburg next week to review
their needs. Tom Holman is to provide information regarding
the necessary lead time in the staff meeting, Thursday,
March 17th (following TSD's survey in Williamsburg).
- Beatty asked if there were any plans to arrange for ticketed
events during the Summit. Mike McManus stated that there will
be no ticketed events.
- Beatty stated again that the local press need to be given a
press briefing regarding the Summit. Jack LaCovey and Beatty
should discuss this briefing and set a date to hold this
briefing. (LaCovey is to provide a fact sheet of Summit
information before this briefing can be held. A deadline
needs to be set for the completion of this fact sheet.)
- Beatty announced that the City Council will pass a resolution
closing the town of Williamsburg for the period of time the
Summit is being held.
- It was stated that the CWF has compiled a number of volunteers
and complete volunteer information. It was stated that
Becki Edwards would be handling the organization from within
the Summit for volunteers. Mike McManus has someone in mind
to assign full-time for working with the volunteers in
Williamsburg.
MOVE TO WILLIAMSBURG
- Larry Eastland has distributed materials to each division
requesting final accommodation numbers needed, dates of
moves and departures for individuals, equipment and furni-
ture needed for each division, and notification of those
bringing their personal automobile to Williamsburg. This
information must be provided to Eastland by close of business
today, March 11th.
- Current information regarding the move to Williamsburg
(names, dates, costs, etc.) will be provided to Mike McManus
following this meeting.
(cont.)
Page 6
MOVE TO WILLIAMSBURG (cont.)
- Presently, there appears to be 230-250 individuals involved
with the Summit needing accommodations beginning March 25th
for the duration. Eastland will provide final accommodation
requirements to Norm Beatty and other appropriate contacts next
week.
PERSONNEL
- Division Heads should discuss needs for additional paid staff
and/or volunteers to Ken Bastian by Wednesday, March 16, 1983.
- END -
WEEKLY STAFF MEETING MINUTES
THURSDAY, MARCH 17, 1983
Pat Malloy opened the meeting with the following items:
O It is very important that Summit staff do not go to various
vendors, companies, etc. to ask for bids directly themselves.
The individual should go through Larry Eastland who will work
with Phil Walls for items connected with State and the indi-
vidual should go through Eric Rosenberger and Eastland who
will work with Phil Rogers for items connected with USIA.
An effort must be made to restrict travel to Williamsburg to
the scheduled days - Tuesdays and Wednesdays.
Malloy inquired as to whether a briefing for the local
Williamsburg press had been scheduled. Eric Rosenberger
answered that this briefing will not be scheduled until he
coordinates with the White House press corps. Rosenberger
will discuss this with Larry Speakes and will resolve as soon
as possible.
Malloy announced that the meeting with Governor Robb, Mike
McManus and Pat Malloy has been scheduled for Monday,
March 28. The purpose of this meeting will be to discuss
projected expenses involving William and Mary College and
Williamsburg. Upon completion of this meeting, McManus and
Malloy will then be in a position to finalize the various con-
tracts concerning the Summit.
It was announced that in an effort to control access to poten-
tially sensitive issues discussed during weekly staff meet-
ings the minutes will be restricted to the Office of the
Administrator (i.e., McManus, Malloy, Bastian, Corle,
Bochnowich) and to the internal Summit Division Heads (i.e.,
Eastland, Rosenberger, Morris for Henkel). It was also
announced that the Monday Division Head meeting will be
restricted to Mike McManus, Pat Malloy, Ken Bastian, Dave
Bochnowich, Fred Corle, one representative only from each of
the following divisions: Operations, Press, Advance and
Security. In the event a representative from another
division (i.e., Military, State) or an additional
representative from the above four divisions need to be
present, the individual will be contacted.
(cont.)
Page 2
ADVANCE
O Dan Morris announced that, with the exception of the first
countdown meeting Thursday, March 24 at 3:00 pm, all
meetings of this nature will be held every Monday. The
Advance office will confirm and contact necessary partici-
pants regarding this meeting. (The Advance office should
confirm time with Emily Ford.) Participants in this meeting
should include designated members of the Advance Division,
the Operations Division, the Press Division, and the Security
Division.
Morris stated he would need to meet with press and security
to review various logistics and sites.
PRESS
Eric Rosenberger said he wanted to emphasize the impor-
tance of Summit staff individuals not contacting various
organizations directly regarding bids. (as Pat Malloy stated)
Rosenberger stated that he needs to meet with Dan Morris to
review the schedule. Morris suggested that they meet after
he is informed of schedule changes decided in the San Diego
Sherpa Meeting.
Rosenberger has travel plans to Williamsburg on Tuesday for a
network and wire survey (participants from press staff, media
and wire organizations to be determined). Travel is planned
to Williamsburg on Wednesday for a "still photo" survey
(participants to be determined). (Other Summit working staff
will also be travelling to Williamsburg.)
Rosenberger stated that progress with the food service area
is being made. He and Fred Corle are working with various
vendors and hope to have definite feedback to report by the
end of the week.
Rosenberger stated the plans for housing and transportation
needs should be finalized by the end of the week.
Rosenberger is scheduled to meet today with Hal Thomas, USSS,
regarding security and the effect on the press (i.e.,
magnetometer, sweeps).
Rosenberger is to meet with Larry Speakes today regarding the
information flow/system to the press and will meet with
Malloy and Bastian following - with details.
(cont.)
Page 3
PRESS (cont.)
Rosenberger stated that the budget is still a problem. The
$250,000 from USIA for the Summit has almost been fully
obligated. At the suggestion of Pat Malloy, Rosenberger will
speak to Stan Silverman to inform him of the urgent need for
the additional funds alloted to the Summit.
Dan Denning stated that the final drawings, costs, etc. for
the Press Center will be ready tomorrow following the travel
to Williamsburg.
He also stated that the food plan will be finalized soon and
ready for presentation.
Dan Morris and Jack LaCovey discussed, previous to this
meeting, the conditions of coordinating the press movement
upon arrival of the Heads. Morris informed the group that
this movement for the press would not be possible. He stated
that it would hold up the arrival schedule for the Heads.
Morris and Rosenberger will discuss this further and meet
with McManus and Malloy after further schedule changes have
been made and resolve this.
OPERATIONS
Larry Eastland asked Bill Drennan if a determination had been
made as to whether military drivers and vehicles could be
used for baggage in Williamsburg. Bill Drennan received a
ruling from the Department of Defense that this service could
be provided. He will check further to see if military
personnel can be provided to actually handle the baggage.
Drennan also received word that military personnel can be
provided to drive government cars that are issued for use by
the Summit.
O A determination has not been received as to whether the
Summit staff can use the incoming 800 WATS line to the Signal
Board. Bill Drennan will inform the Summit staff by close of
business Monday, March 21 of a ruling.
Eastland asked Dan Morris if vehicles with jump seats are
needed (as opposed to 4-door sedans) during the Summit for
the delegations. Morris' first inclination is that they will
be needed. Eastland and Morris will discuss this further and
make a final determination.
(cont.)
Page 4
OPERATIONS (cont.)
Eastland informed the group that a total of 144 cars will be
available for use in Williamsburg (70 from car companies and
74 from GSA, if needed).
While the staff is in Washington, 4 or 5 cars are available
for Summit trips to Williamsburg. Eastland will determine if
these cars will be based in Washington or Williamsburg.
Following the negotiations in Williamsburg on Thursday and
Friday regarding the Colonial Williamsburg Foundation
contract with the Department of State, Eastland will meet
with Mike McManus and Pat Malloy to present a package
resulting from these negotiations to review and determine if
further cuts are needed.
CRITICAL PATH
Dave Bochnowich stated that deadline items for the critical
path are extremely behind schedule.
He is urging that the Division Heads and deputies study the
path he has provided and concentrate on their deadline areas
and pay attention to what needs to be done.
Bochnowich sees a necessity to have a site survey with Press,
Advance, and Gilbane Construction to review power needs with
representatives from the Colonial Williamsburg Foundation,
VEPCO, etc.
Dan Morris stated that he could provide a written summary of
the power requirements for the Summit.
Bochnowich stated that it is critical that the problem with
the immediate need for funds from USIA be resolved very soon.
PRIVATE SECTOR INITIATIVE
Fred Corle stated that progress with various businesses for
services for the Summit is moving very well. He is pleased
with initiatives already being taken by various businesses
and the number of contacts being made.
(cont.)
Page 5
SECURITY
O Pat Malloy emphasized the fact that all movements by, and
requirements of the USSS effect every area of the Summit and
requested guidance as to how the various divisions (Opera-
ations, Advance, Press, etc.) could best work together to
meet all necessary deadlines
O
Tom Holman stated that he understood problems and delays due
to these USSS requirements and movements, but stated that the
USSS usually tries to work with what the staff originally
requests of the Service, and gives its best effort to work
around their requirements.
Holman requested that the staff notify him of their
preference as to when (i.e., Friday afternoon or Friday
morning) the area should be closed down for security. Holman
stated that from a security standpoint it would be more
efficient to close the area Friday morning.
O
Bill Henkel stated that the consideration of security
concerns was one of many reasons the decision was made to
hold countdown meetings. Security plans will be one of the
first topics of discussion in the first countdown meeting
(Thursday, March 24 at 3:00 pm).
O Holman stated that TSD had surveyed the necessary areas
Tuesday in Williamsburg requiring limited access, sweeps,
etc.. Holman will try to provide the required lead time
necessary for securing the Press Center by today at 1:00 pm.
- END -
WEEKLY STAFF MEETING MINUTES
THURSDAY, MARCH 24, 1983
As a result of a memo to him from Ken Bastian, Mike McManus opened
the meeting emphasizing to the group the importance of communication
between the staff. He stated that open and informative lines of
communication among Summit staff (this group specifically) was very
important. It was stated that other individuals and divisions
should be notified of any decisions, changes, etc. so that there is
not a "surprise" or adverse effect on another individual or
division. He reminded the group that (with the exception of
authorizing expenses) each division head has the sole authority to
make decisions for their division, but that the division head should
make certain that other appropriate parties are consulted and
notified before a decision is locked in.
McManus sited the $1.2 million that is being proposed to be spent on
the press center as an example. He stated that this proposal should
be presented so that each division has input, as this project will
effect each division.
It was requested that Larry Eastland provide an updated
transportation plan/proposal to be presented in the division head
meeting on Monday, March 28, 1983.
Mike McManus requested, again, that travel be restricted to Tuesdays
and Wednesdays and kept to a minimum.
COLONIAL WILLIAMSBURG FOUNDATION CONTRACT
Mike McManus, Pat Malloy and Larry Eastland met with Norm
Beatty and three CWF representatives Wednesday, March 23 to
discuss the Colonial Williamsburg contract.
McManus stated that there was a feeling of accomplishment
upon conclusion of this meeting.
Norm Beatty is planning to take the plan discussed in this
meeting to the CWF President and Board of Trustees and
hopes to receive from them and be able to present to the
Summit staff an agreement of principle and a bottom line
(particularly on the line item for lost revenue) by next
Wednesday, March 30.
BUDGET
Mike McManus received a call from Jim Hackett yesterday
informing him that Neil Smith (Congressman D-Iowa) has held
up the approval for the reprogramming of the USIA monies
because he is "worried" about what William and Mary College
will charge for the use of the Hall, and is also waiting to
be informed of the results from the meeting with Governor
Robb on Monday, March 28, 1983.
Page 2
O
Presently, the only charge to the Summit for the use of the
Hall will be $1,650 per day from May 18 through the first
of June which is to cover overhead services, etc. - it is
not for profit.
O
Following the meeting with Governor Robb, McManus will have
Hackett informed of decisions in this meeting so that
Hackett can inform Smith's staff and he can also let them
know that there will not be a "charge" for the use of the
hall.
There was a discussion of OMB's effort to obtain additional
funds possibly from State and/or Commerce. If these same
funds are made available, reprogramming of these funds will
have to go back through the same subcommittees on the Hill.
FOOD AND BEVERAGE
Mike McManus referred to a memo provided by Fred Fielding
reguarding the restrictions of White House involvement with
trade associations and industries for food and beverages.
This memo states that The White House cannot request nor
represent the Summit on obtaining contributed food and
beverages. Any contract concerning food and beverages must
be made by a State or USIA Summit employee and must
represent themselves as a member of the 1983 Summit of
Industrialized Nations and not "a White House Task Force."
All meetings reguarding these items must be held at the
Summit office and conducted by Summit Staff.
PUBLICATIONS
Mike McManus asked that a critical path be produced for the
publications program. This critical path should consist of
the turn-around time for production, transcriptions, where
the various publications should be distributed (overseas
and/or domestically), colors, binding, etc. Larry Eastland
will have this critical path proposal to McManus by close
of business tomorrow.
O
Larry Eastland announced that Will White, Chairman of the
Board of Lowengard and Brothers Printing, Inc. will
contribute the printing; all printing, production, etc. at
no cost.
O
Larry Eastland will also provide a list of each printing
item and its function.
O
Norm Beatty requested that all printing items be shown to
CWF for historical clearance, etc.
(cont.)
Page 3
MEETING WITH GOVERNOR ROBB
The meeting with Governor Robb regarding the state of
Virginia picking up the costs for particular expenses that
will provide permanent and necessary improvement to
Williamsburg and William and Mary Hall will be held Monday,
March 28. Mike McManus, Pat Malloy, Dave Bochnowich, Ken
Bastian, and Eric Rosenberger will attend this meeting.
All division heads should inform one of these individuals
of any and all necessary points they believe should be
discussed in this meeting by noon on Friday, March 25.
Some items of discussion for this meeting are: 1) exemption
from state sales tax, 2) a transportation representative
from the state to consult and assist with the Summit,
3) vehicle registration, and, 4) the state paying the
expenses for permanent improvements to Williamsburg.
ADVANCE
The revised schedule was distributed. It was requested
that those in attendance review this schedule very closely
as there are many changes as a result of the Sherpa meeting
held in San Diego; security should especially note the time
changes.
Dan Morris reminded the group that countdown meetings will
begin this week. The first to be held Thursday, March 24
at 3:00P and every Thursday thereafter at approximately the
same time in the Summit conference room. After April 7,
Tom Holman will have his appropriate site agents attend
these meetings.
!
Dan Morris announced that the updated site flow should be
distributed today.
The April 29 rehearsal was discussed. Input from all
division heads and staff meeting attendees is requested to
decide the exact needs for rehearsal. All division heads
are to provide input to Dan Morris Friday, March 25 by
3:00P so that these suggestions may be discussed in the
Monday Division Head meeting.
The rehearsal in May will be a complete rehearsal.
o
Norm Beatty stated that the historical area will be closed
at 4:00P on April 29 in order to hold this rehearsal.
(cont.)
Page 4
PRESS
Eric Rosenberger stated that the media has requested to
build a 100 foot tower in Williamsburg to transmit
communications. Rosenberger will provide in writing a
detailed explanation of this request, a description of the
tower, what problems it will solve, what problems it will
create, etc.
Norm Beatty stated that there is existing underground
cabling that the press may be able to use.
Rosenberger reminded the group that there will be a press
survey on Tuesday, March 29. The purpose of this survey is
for the press members to determine power needs and
positioning, lighting needs and positioning, microwaving,
logistical planning, etc.
Rosenberger stated that he and Larry Eastland need to
discuss the two information proposals - Press Information
and Public Information.
Rosenberger stated that all press staff traveling to
Williamsburg will have to first receive his approval.
OPERATIONS
Larry Eastland distributed materials providing updated
progress and information for the Operations Division
(please review materials distributed in this meeting).
Larry Eastland informed the group that every necessary
piece and kind of equipment (radios, pagers, etc.) has now
been committed to and identified.
Eastland stated that all transportation requirements are
in place and all vehicles committed to and identified.
This includes the vehicles that will be provided to the two
ministers from each delegation.
Larry Eastland and Fred Corle are to discuss the
information regarding the electronic blackboard.
All division heads are to review and provide final modes of
transportation requirements for their staffs to Larry
Eastland by close of business Friday, March 25.
Eastland stated that Diane Locke is now ready to produce
"formatted documents" in the Data Management System.
(cont.)
Page 5
BI-LATERAL MEETINGS
Hugh O'Neill inquired as to the status of the bi-lateral
meetings. Mike McManus stated that all seven delegations
will hold bi-laterals before the Summit.
Judge Clark has sent a memo to Mike Deaver regarding
pre-Summit bi-laterals, which will be discussed and
finalized this week or next.
CRITICAL PATH
Dave Bochnowich announced that Sumit staff are meeting with
VEPCO representatives today, and that next Thursday, he and
Larry Eastland are meeting with the President of VEPCO.
Both meetings concern the possible need for alternate
power. Bochnowich stated that following today's meeting,
he should have VEPCO's full picture and costs for this
alternate power and be in a position to present this in the
Monday division head meeting.
Bochnowich stated that, at this point, the Summit should be
in a stage of procuring needed equipment, and that next
week the Summit should be obtaining contracts or leases for
equipment. Mike McManus stated that delays for obtaining
equipment should not occur due to holding back to wait to
see if certain equipment will be donated. McManus
requested that the Summit proceed with leases, etc. for
equipment on schedule, and then go back if a donation is
possible and, if so, the lease expenditures can be revised.
Bochnowich stated that on Monday, March 28, the tentage
requirements should be identified. Bocnowich, Eastland and
Morris should meet by close of business, Friday, March 25
to determine these tentage requirements.
The proposed Time/Life system needs to be finalized. If
used, this system would need lead time beginning next
week. Bochnowich, Corle, Denning and LaCovey need to
discuss this system to finalize and close the loop on this
proposal.
SECURITY
Tom Holman has set April 7 as the deadline for the agents
to decide on security elements for the different sites.
After April 7 these agents will begin attending the weekly
advance countdown meetings.
O
Mike McManus told Holman that he especially should look at
the revised schedule since there are many time changes.
(cont.)
Page 6
Holman announced that the Japanese and Germans are
seriously considering having three ministers representing
their countries rather than two. After discussion
regarding this, it was stated that if these countries do
have three ministers representing them, the respective
country is to handle this additional number internally. A
third minister is to be exchanged (not added) for one of
the other two during events, motorcades, etc. If the third
was added rather than exchanged this would cause problems
with the motorcades, security, etc.
Holman stated that "motorcading" on the country road to
Carter's Grove poses potential security problems. There is
no outlet or turn-around access on this road in the event
of mechanical failure, a medical problem or an attack.
Holman suggests using the public highway for the motorcades.
Discussion about the security for the EEC President
resulted in Hugh O'Neill having the EEC put their request
for security to him in writing. There should be no problem
in providing security to the EEC after the letter is sent.
COLONIAL WILLIAMSBURG FOUNDATION
Norm Beatty was given an organizational chart of the Summit
staff which he has distributed to his internal staff. Mike
McManus emphasized to him that this chart was not for mass
distribution and especially not to the press. Beatty
assured him it would be kept "in house".
Dan Denning will talk with the Williamsburg City Manager
regarding William and Mary Hall.
Norm Beatty will have sketches of tables to be used for the
various Summit meeting by Thursday, March 31, in the staff
meeting.
WHITE HOUSE COMMUNICATIONS AGENCY
O
Eric Rosenberger stated that he would like to explore the
possibility of WHCA getting more involved with the
lighting. He believes if WHCA provides more of the
lighting that it will be less expensive and that there will
be more control.
John Nettles will look into WHCA's availability and input
as to them becoming more invloved in the lighting. Nettles
will also verify that WHCA is providing the P.A. system in
the Press Center.
- END -
(cont.)
WEEKLY STAFF MEETING MINUTES
THURSDAY, MARCH 31, 1983
WILLIAMSBURG CONTRACT
O
Mike McManus stated that a couple of the items of a sensitive
nature regarding the Williamsburg contract will be discussed
this weekend when Mike Deaver and Mike McManus are in Williamsburg.
0
Colonial Williamsburg Foundation giving us the lower costs
that we want vs. CWF maintaining their reputation if they give
in to these lower costs is one of the sensitive issues.
PUBLICATIONS
o
It was stated that the next two weeks will be on a very tight
time schedule for publications. Mike McManus emphasized that
this schedule must be maintained.
0
It was stated that the fact sheet prepared by the Press Division
(Anne Haskall) was very good.
O
It was stated that the Official Program should be similar to
the programs prepared for the Versailles and Puerto Rico Summits,
i.e., more than the 4 or 5 pages being considered now (this 4 or 5
page program is in addition to the Official Program) the Official
Program should include the published schedule, maps, etc.
Operations is to prepare a separate critical path for this
Official Program and provide to Mike McManus.
Tom Holman requested that he be provided a copy of this Official
Program before it goes to print for his review.
MEETING WITH GOVERNOR ROBB
O
Mike McManus stated that the meeting with Governor Robb
(meeting attendees consisting of McManus, Malloy, Bastian,
Bochnowich and Rosenberger) consisted of basically a discussion
and no confirmed decisions or commitments. Governor Robb was
asked specifically about reimbursement for permanent and necessary
costs to Williamsburg and William and Mary Hall. Governor Robb
responded that he would definitely look into this possible
reimbursement, but that the State had no budget for improvements.
O
McManus stated that the Summit not paying sales tax would be no
problem and that vehicle registration would be no problem.
It was also stated that the permits for food, beverage and fire
marshall requirements would be no problem.
o
Governor Robb provided the name, Bill Rowland, as the contact
point for his office. McManus stated that Pat Malloy and
Ken Bastian will be the contacts for the Summit office for any
matters Virginia. dealing with Governor Robb's office and the State of
o
Governor Robb's only request was that he meet and greet the
President at Langley and that his wife be included in activities
that Mrs. Reagan will participate in (Mrs. Reagan will participate
in no activities at this point).
Page 2
APPROVALS FROM McMANUS FOR EXPENDITURES
o Mike McManus received 2 requests for expenditures for his
approval on Wednesday (March 30) that needed to be approved
on that day (one for Gilbane for $1,000,000 and one for
printing for $35,000). McManus requested that he be given a
lead time of at least 24 hours for these requests and that he
be provided with an explanation of the exact purpose of these
costs; what he is being requested to approve, i.e., an obligation,
an actual expense, a commitment for future expenses.
O
Dave Bochnowich has, in the meantime, prepared a flow of require-
ments that is to be prepared for scopes of work to be followed
by each division. The proper flow for preparing scopes of work
reports was distributed to all appropriate parties on Friday,
April 1.
FOOD SERVICES AND PRIVATE SECTOR INITIATIVE
O
It was requested that updates for food services and private
sector initiatives be provided to McManus in the Monday
Division Head Meeting, April 4.
REVISED SCHEDULE
o
Mike McManus and other local SHERPA representatives from State,
Treasury, etc. will meet on Monday, April 4 at 3:00P to discuss
all the schedule changes resulting from the San Diego SHERPA
meeting.
ADVANCE
0 Dan Morris announced that he had sent a memo to Jeannie Bull
regarding passports and visas. He will present results from
this memo in the Monday, April 4 Division Head Meeting.
On Thursday, April 7, there will be a countdown meeting with
an expanded group. A memo on the scenario and participates is
forthcoming.
On Tuesday, April 5, travel to Williamsburg will consist of an
Advance walk-thru site-survey with USSS site agents and press staff.
o
There was a discussion of obtaining coach type buses - similar
to airport buses. Dan Morris has seen Dodge and GMC buses of
this sort and would like to pursue if this type of transporta-
tion for transportating the Heads and Ministers would be suitable;
if any of the divisions would like this option to be pursued.
Morris, Rosenberger and Holman are to discuss this type of
transportation. McManus will also discuss this proposal at the
Monday, April 7 SHERPA meeting at 3:00P.
o
Morris, Drennen, Rosenberger, O'Neill and Paul Miller (MDW) are
to meet and discuss the MDW movements/ceremonial movements.
O
It was confirmed that the joint statement will be translated only
in English and French - other delegations will have to translate
in their own language if desired.
(cont.)
Page 3
OPERATIONS
0
Material regarding progress within the Operations Division
was distributed (please refer to materials distributed in this
meeting).
Operations will provide a transportation plan/proposal on
Monday, April 4 (this deadline has since been changed to
Thursday, April 7).
PRESS
It was announced that a draft of the Summit Press Office
Fact Sheet was forwarded to Mike McManus, Larry Speakes and
Mort Allin for their review.
McManus, Fred Corle and Eric Rosenberger are to meet regarding
food services today at 1:30P.
Rosenberger stated that there is renewed interested by the press
to have a group picture in the rear of Carter's Grove of the
Heads before the first night Head's only dinner. McManus agreed
that this could be done, but stated that there will be no
reception photo.
Rosenberger reminded that group that net and still photo surveys
were held in Williamsburg Tuesday and Wednesday of this week
and that he is holding a meeting with the still photographers
tomorrow as a follow-up to their survey.
Rosenberger mentioned equipment needs/desires of various press;
one being a 30-40 foot light truck. These needs will be reviewed
and discussed in further detail. McManus stated his concern about
having too much equipment in Williamsburg. His concern is that
the Colonial/historical atmosphere has possibilities of being
ruined if we are not careful with the placement and amount of
equipment in the area.
0
It was stated that the Press Division would like to concentrate on
and rework the transportation system.
O
It was confirmed that other government agencies (besides USIA
and State) will not be requested to pay travel expenses for
Summit detailees.
There was a brief summarization of the closed-circuit T.V.
system by Jack LaCovey. LaCovey will provide a final proposal
and costs by Thursday, April 7.
It was announced that letters containing information about
itemized office equipment will be sent to the press attaches.
O
It was decided that Mike McManus, Rosenberger, LaCovey, et. al.
will discuss the approval process for the printing process/
project will be discussed the beginning of next week.
o
It was decided that specific information regarding the residences
assigned to the Heads will not be given. The information should
be restricted to "The Summit is trying to place the Heads in
colonial houses in Williamsburg on Francis Street. "
(cont.)
Page 4
SECURITY
0
Tom Holman announced that safe landing zones for the President
and the Heads have been identified.
Holman stated that the USSS is trying to determine specific
locations for command posts. There are various locations/
buildings under consideration.
PRIVATE SECTOR INITIATIVES
Fred Corle briefed the group on progress in the high tech
development. A meeting is being held with Time/Life today
at 11:30A.
It was announced that IBM is considering donating typewriters
and copying equipment to the Summit. Xerox is also to be
contacted regarding donating various equipment to the Summit.
CRITICAL PATH
Ken Bastian stated that is a problem with sharing and
communicating between the divisions. He requested any ideas
and input as to how to solve this problem.
FOREIGN ADVANCE
Hugh O'Neill announced that plans for the second Foreign
Advance are being finalized.
This advance will take place in mid to end of April.
- END -