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DPC Process [binder]
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Records of the White House Office of Cabinet Affairs (George H. W. Bush Administration)
Richard W. Porter Subject Files
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Originally Processed With FOIA(s):
FOIA Number:
2021-0094-F
2021-0094-F
FOIA
MARKER
This is not a textual record. This is used as an
administrative marker by the George Bush Presidential
Library Staff.
Record Group/Collection:
George H.W. Bush Presidential Records
Collection/Office of Origin:
Cabinet Affairs, White House Office of
Series:
Porter, Richard, Files
Subseries:
OA/ID Number:
07137
Folder ID Number:
07137-001
Folder Title:
DPC Process [binder]
Stack:
Row:
Section:
Shelf:
Position:
G
15
16
2
Prepared 7-26-90
DPC MEETING PREPARATIONS
Establishing Details of the Meeting
1.
DPC staff will determine when a DPC is to take place, the
topic of the meeting, the agencies to be invited (call sheet
is sample A), and whether the agenda is to be kept
confidential.
2.
Mary calls key Cabinet members to determine their
availability for a meeting.
3.
Mary calls Linda Schotz in the Attorney General's office at
514-1955 to see if he is available and to put the meeting on
his schedule. The AG should have the 2:00 PM time slot on
Tuesdays and Thursdays reserved for possible DPC meetings.
4.
DPC staff calls Bill Myers to inform him of the meeting.
48 HOURS PRIOR TO MEETING
1.
Mary calls Fran in Administration to arrange the Roosevelt
or Cabinet room for the meeting.
2.
Mary prepares OCA call sheet and has DPC contact assigned to
the issue check call sheet against the working group
membership list.
3.
Mary gives Honor the call she listing Cabinet and all White
House staff to be invited and have her contact all the
appropriate agencies announcing the specifics.
4.
Honor handles clearance of meeting participants for the West
Wing.
Papers
1.
The four elements to the paper being distributed and the
order in which they go is as follows:
a)
the distribution sheet;
b)
the cover memo;
c)
the agenda sheet; and
d)
the paper or papers.
2.
Mary prepares the distribution sheet (sample B), the cover
memo (the details of the meeting), and the agenda page. The
cover memo is signed by Richard.
3.
Give package (cover sheet, memo and agenda) to Justine for
review.
4.
The paper from the drafting agency is attached behind the
three other elements.
5.
Fifty-five (55) copies of the package are made.
Distribution
1.
Papers are to be distributed seventy-two (72) hours before a
DPC meeting. Mary prepares the appropriate envelopes and
each receives one paper except for Jim Cicconi who receives
10 for staffing with a note specifying who should receive a
copy. Other copies of the paper are distributed as follows:
1 copy for Ede Holiday;
1 copy for central files;
1 copy for Richard Porter's Binder (but send along a
few extra papers to meeting for those who might not
have theirs with them);
1 copy for Honor Willson;
1 copy for Justine D'Andrea;
1 copy for Steve Danzansky;
1 copy for Dan Heimbach and/or John Schall; and
the remainder for Mary Tsivgoulis' files.
*
Classified materials must be put in double envelopes before
mailing.
2.
Papers must be dropped off in room 54 before 9:15, 1:15 or
3:15 to make any of the mailruns. If this is not possible,
phone calls will have to be made to each agency requesting
they send a courier for pickup.
Richard's Binder
1.
Richard's binder is prepared the day before the meeting and
consists of the following five (5) components:
a participants list (obtain from Honor);
the Thornburgh memo;
the paper (or papers);
additional papers (any follow-up correspondence
regarding the meeting) ; and
notes (blank ruled paper for Richard's notes).
24 HOURS PRIOR TO MEETING
Thornburgh Memo
1.
The Thornburgh memo is prepared the day before the meeting
by the lead person on that particular DPC issue (i.e.,
education = John Schall). This is a confidential memo and
is for nobody's consumption but the following: DPC staff,
Bill Myers, and the Attorney General.
2.
The completed memo is first FAXed to Bill Myers at 514-4699
then mailed by White House messenger to Room 5217 at the
Main Justice Building.
3.
One copy of the Thornburgh memo is given to Ede Holiday.
4.
One copy is made for Richard's binder, one for Dan and/or
John, and three or four for Mary's files for a total of
seven or eight.
Before the DPC Meeting
1.
Honor receives acceptance calls from Cabinet and White House
staff regarding who will attend.
2.
Obtain from Honor a final participants list for Richard's
binder as well as copies for Steve Danzansky, John and/or
Dan, and for Mary's files.
3.
Prepare a Roosevelt Room seating chart when the attendance
list is complete (Sample C).
4.
FAX the final participants list and seating chart to Bill
Myers for the Attorney General.
5.
Mary prepares 50 copies of the agenda on letterhead to give
to Honor.
6.
Make sure Richard has his binder, all necessary papers,
handouts, and necessary materials before leaving for
meeting.
Miscellaneous
1.
Add meeting to the DPC meetings list on Dean's ADMIN disk.
As other meetings occur, please update this list.
2.
Create main file in Dan's office -- include all pertinent
paper work.
3.
Do minutes and file. Minutes are not distributed outside of
the office but kept merely as a record of the meeting.
SAMPLE A
Date:
PURPOSE:
DATE:
TIME:
LOCATION:
The Vice President
Cece Kramer
4245
STATE (Baker)
Linda Dewan
647-6108
TREASURY (Brady)
Meredith Oliver
566-5500
DEFENSE (Cheney)
Kathy Embody
695-5261
JUSTICE (Thornburgh)
Kathy Dickey
633-1955
INTERIOR (Lujan)
Charlene Yanes
343-7351
AGRICULTURE (Yeutter) Sharon Marshall
447-3631
COMMERCE (Mosbacher) Joe Casper
377-8582
LABOR (Dole)
Susan Thiegpen
523-7917
HUD (Kemp)
Sharon Zelaska
755-6417
HHS (Sullivan)
Teresa Clark
245-3410
TRANS. (Skinner)
Sandy Bushue
366-1111
ENERGY (Watkins)
Vicky Thornton
586-5534
EDUCATION (Cavazos)
Cindy Beezley
732-3043
VA (Derwinski)
Ann Bolton
233-3775
OMB (Darman)
Meg Brackney
4840
USTR (Hills)
Anne Kienlen
3204
WHITE HOUSE STAFF
CEA (Boskin)
Alice Williams
5042
NSC (Scowcroft)
Florence Gantt
2255
Governor Sununu
Jackie Kennedy
6797
Andy Card
Linda Gambatesa
2533
Roger Porter
Nancy Jones
2705
Dave Demarest
7620
Boyden Gray
Debbie Hansen
6611
Jim Cicconi
Jane Farmer
2702
Fred McClure
Lisa Jobe
2230
Marlin Fitzwater
Natalie Wozniak
2100
Steve Danzansky
Marcy Anderson
6630
William Kristol
Ann Anderson
6614
Dr. Bromley
Marian
7116
Mike Deland
Susie Cohen
5080
OTHERS
Director Bennett
Noreen Burns
673-2520
Administrator Reilly
Pat Thorne
382-4700
Director Webster
Peggy Dooley
482-1100
Ambassador Pickering
Carol Solly
647-3972
WHITE HOUSE STAFF
CEA (Boskin)
Alice Williams
5042
NSC (Scowcroft)
Florence Gantt
2255
Governor Sununu
Jackie Kennedy
6797
Andy Card
Linda Gambatesa
2533
Roger Porter
Nancy Jones
2705
Dave Demarest
7620
Boyden Gray
Debbie Hansen
6611
Jim Cicconi
Jane Farmer
2702
Fred McClure
Lisa Jobe
2230
Marlin Fitzwater
Natalie Wozniak
2100
Steve Danzansky
Marcy Anderson
6630
William Kristol
Ann Anderson
6614
Dr. Bromley
Marian
7116
Mike Deland
Susie Cohen
5080
OTHERS
Director Bennett
Noreen Burns
673-2520
Administrator Reilly
Pat Thorne
382-4700
Director Webster
Peggy Dooley
482-1100
Ambassador Pickering
Carol Solly
647-3972
SAMPLE B
Document No.
CA
THE WHITE HOUSE OFFICE OF CABINET AFFAIRS
STAFFING MEMORANDUM
Date:
Due by:
Subject:
From:
Action
FYI
Action
FYI
ALL CABINET MEMBERS
CIA
Vice President
CEA
Agriculture
CEQ
Commerce
EPA
Defense
GSA
Education
NASA
Energy
National Science Foundation
HHS
ONDCP
HUD
OPM
Interior
OSTP
Justice
SBA
Labor
UN
OMB
Cicconi (For WH Staffing)
State
Transportation
Treasury
USTR
Veterans
COMMENTS:
SAMPLE C
DOOR
DOOR
S
The
0
Roosevelt
Я
Room
DOOR
DOOR
STAFFING AND QUALITY CONTROL FOR
PRESIDENTIAL DECISION MEMORANDA
CHECK OFF LIST
After DPC Clears Options Paper for Presidential Consideration:
Immediately draft Presidential decision memorandum using
options paper. Proof. Spell check.
Review with other DPC staff as necessary.
Within 2 working days of final DPC meeting, clear decision
memorandum (as needed) with working group chairman, with
working group members representing key agencies and White
House offices, and with the AG's representative.
Incorporate changes.
Draft cover memorandum from DQB to the President. Proof.
Spell check.
Review both the cover memorandum and decision memorandum
with DQB (24 hours). Incorporate changes. Proof. Spell
check.
Staffing Through the Office of the Staff Secretary:
Deliver penultimate draft of the decision memorandum
(without DQB cover memorandum) to Jim Cicconi's to circulate
for West Wing senior staff review and clearance.
Set a definite time, with Cicconi's office, for completion
of clearance process, and designate to whom responses should
be directed for incorporation in final draft.
Collect all comments from senior staff. Ensure copies of
all comments, or record of verbal approvals, are sent to
Cicconi.
Review/negotiate on any substantive changes.
Make final draft of decision memorandum to incorporate
comments. Proof. Spell check.
Send final draft to AG for final review and signature.
Attach DQB cover memorandum.
Deliver final, signed, draft to Jim Cicconi for presentation
to the President.
If nothing heard after 2 working days, call Cicconi's office
to check on status.
TO:
PROJECT OFFICERS
FROM:
JOSEPH W. HAGIN II
SUBJECT:
CHECKLIST FOR PRESIDENTIAL EVENTS
General Responsibilities
The Presidential Advance Office has responsibility for all logistical arrangements for
any event involving press coverage. Please coordinate with them from the time your
event is approved in order to avoid the need for last-minute modification.
Notify and clear all participants. (Full name, social security number, date of birth and
place of birth).
Prepare and submit briefing paper to Jim Cicconi's Office by 3:00pm of the preceding day
(14 copies)
Coordinate with Tim McBride on Presidential involvement.
Coordinate with Press Office and Media Relations regarding Press Coverage. Provide
Media Relations with hometowns of participants. No organization's photographers will
be admitted to any event unless the press is present. Clearance of such photographers
should be coordinated through Media Relations.
If remarks are required, coordinate with the Speechwriters Office well in advance.
For outdoor events at the White House, in case of inclement weather, clear and reserve
the backup location indicated.
If participant plans to bring a gift, contact the White House Gift Unit, in advance, for
review and proper procedure for handling.
If any foreign visitor or dignitary is to be involved, please coordinate with the NSC
(x2224).
If any Department of Defense or Military personnel are to be involved, please coordinate
in advance with the White House Military Office (x2150).
If press coverage is expected, please provide all pertinent information concerning this
event (guests, scenario, backdrop, etc.,) to the Presidential Advance Office at least 72
hours prior to the event.
Within five (5) days after the event, submit a complete, confirmed list of staff and
attendees, identified by title, and the actual starting and completion times of the event,
to the President's Diarist, Office of Presidential Appointments and Scheduling.
If tent name cards are needed, send a list of names to the Social Secretary's office (x7064)
at least 48 hours in advance.
For West Wing Meetings all room arrangements (chairs, notepads, pencils, etc.) should
be made through Carl Jones or Susie Peake.
Residence Events
Coordinate with the Social Secretary's office (x7064) for all arrangements.
Send guest list to Social Secretary's office, preferably three weeks prior to the event.
The President's attendance at this event should not be announced until official
notification is given by the White House Press Office and any public announcement
must be coordinated with that office. Also, prior to the distribution of any printed
material, particularly details of the invitation, contact must be made with the White
House Social Secretary, Laurie Firestone, at (x7064).
THE WHITE HOUSE
file 231
WASHINGTON
Hatel
January 9, 1990
MEMORANDUM FOR ALL WHITE HOUSE STAFF
FROM:
C. BOYDEN GRAY
one
COUNSEL TO THE PRESIDENT
SUBJECT:
Political Activity
This memorandum is to advise you of certain legal and policy
limitations on your political activity as a member of the White
House staff.
Generally, only those Executive Office of the President
("EOP") employees who are in the White House Office ("WHO") itself
or the Office of the Vice President may engage in political
activity. All others, except those appointed by the President by
and with the advice and consent of the Senate, are subject to the
provisions of the Hatch Act and may not engage in any partisan
political activities. A discussion of the permissible and
impermissible activities of "hatched" and non-"hatched" employees
is set forth below.
It is important that you achere strictly to these guidelines.
Please check with your supervising officer and with Counsel's
Office to ascertain whether you are paid from White House Office
appropriations and are exempt from certain of the Hatch Act
restraints; do not assume that because you have a White House pass
you are not "hatched."
I. HATCH ACT
All Hatch Act prohibitions, discussed below and found at 5
U.S.C. 6€ 7321-7327, cover all EOP employees, with exceptions
principally for employees:
(a) paid from the appropriations for the WHO, or from the
EOP appropriation item for Special Assistance to the
President in Connection with Specially Assigned Functions
or the Senate appropriation for the Office of the Vice
President; or
(b) appointed to their current positions by the President by
and with the advice and consent of the Senate (provided
that such officials have nationwide or foreign relations
responsibilities, as all such officials within the EOP
do); or
(c) serving as head or assistant head of an executive or
military department.
2
These exceptions have not been interpreted to extend to other
EOP employees; such other employees including Office of Management
and Budget (OMB) staff, Office of Policy Development (OPD) staff,
and all Schedule Cs and detailees should abide by all by Hatch Act
prohibitions. The restrictions of the Hatch Act are applicable to
employees 24 hours a day, regardless of whether such employees are
on annual or sick leave or leave without pay; as long as a covered
individual is on the employment rolls of the Government, he or she
is subject to the restrictions of the Hatch Act.
Employees fully covered by the Hatch Act may not:
(1) take an active part in the management of a political
campaign;
(2) be a partisan candidate in an election for State or
national office;
(3) serve as an officer of a political party, a member of a
national, State or local committee of a political party,
or an officer or member of a committee of a partisan
political club;
(4) organize a political organization or club;
(5) solicit, receive, handle, otherwise account for, or
disburse political contributions;
(6) sell tickets to, organize or actively participate in any
political fundraising activity;
(7) solicit votes for or against a candidate;
(8) serve as a party or candidate challenger or pollwatcher;
(9) drive voters to the polls for a candidate or party;
(10) endorse or oppose a candidate in a political
advertisement, broadcast or campaign literature;
(11) serve as a delegate or alternate to a political
convention;
(12) organize or actively participate in the activities
of a political convention;
(13) serve on a standing committee of a political
convention;
(14) circulate a candidate-nominating petition;
3
(15) address a convention, rally, caucus or similar
gathering of a political party in support of or in
opposition to a partisan candidate for public office.
Employees covered by the Hatch Act may:
(1) register and vote;
(2) make financial contributions to a party or candidate,
except that 18 U.S.C. S 603 precludes Federal employees
from contributing to their employer or "employing
authority" (5 U.S.C. S 7323 imposes other restrictions
on employees in Executive agencies);
(3) express their opinion on political subjects;
(4) wear campaign buttons or display bumper stickers;
(5) be a member (but not an officer or committee member) of
a political party or organization, so long as they do not
actively engage in campaign activities;
(6) attend (but not as a delegate) a political convention,
fundraising function or other political gathering, so
long as they do not organize or participate in the
program of such an activity;
(7) sign a nominating petition.
Because the limitations of the Hatch Act apply 24 hours a day,
a "hatched" employee may not participate in political activity,
either on the job or off. That means, for example, that a
"hatched" employee may not draft a political speech. Although it
is possible for a "hatched" employee to draft a speech concerning
Administration issues that may be presented in a political setting,
the "hatched" employee may not prepare any material containing
statements of political advocacy, nor any materials that will be
used exclusively for a political purpose.
Similarly, "hatched" employees may not type or transcribe
political speeches; rather, the resources of a political
organization should support political undertakings. Very limited
ministerial activities, such as the typing of a brief political
endorsement in a speech that otherwise deals with official matters
or collating the brief political portion with the remainder of the
speech are not objectionable under the Hatch Act. Additionally,
"hatched" employees may write briefing materials on official
Administration activities for use by Administration officials, even
when such materials will be included in partisan political
statements; however, such employees may not write or prepare any
materials that will be used only for political purposes (e.g.,
4
materials for the platform of the Republican Party), nor may they
prepare any materials that contain statements of political
advocacy.
Administration officials should be particularly sensitive to
the limitations on "hatched" employees in instances of mixed
political and official travel. Where a "hatched" employee
accompanies an exempted official on a trip, it remains essential
that no inappropriate political activities be performed by the
employee. 1 The "hatched" support staff of an exempted
Administration official may perform their normal clerical and
ministerial functions in connection with the political travel and
appearances or activities of their principal, provided that the
functions they perform are related to their official
responsibilities. Such employees, however, may not perform tasks
that are purely political in nature and which relate solely to
their principal's political activities. Logistical arrangements
for an exempted official's purely political travel or appearances
should be made where possible by the appropriate political
organization, but a "hatched" employee customarily involved in such
ministerial activities may make limited scheduling arrangements for
his or her principal's political travel or appearances. Under no
circumstances may a "hatched" employee engage in any of the
"management" activities of a political event or convention (e.g.,
plan or sell tickets to a political event or work on the activities
of a committee, such as the Platform or Rules Committees, of a
political convention).
Again, if you have any questions with respect to these
matters, please call the White House Counsel's Office before you
act. In addition, you should be aware that the White House Office
of Political Affairs (OPA) serves as the official liaison to the
political community, including party officials, candidates, and
campaign officials and staff. White House staff members exempt
from the Hatch Act who desire (as an entirely voluntary matter) to
participate in political activities should coordinate their
activities with OPA. For example, a White House official might be
asked to speak at a political party function or to appear at a
political fundraiser. Staff members should therefore not only
ascertain the legality of such actions, but should also consult
with OPA.
Even staff members who are exempted from the Hatch Act's
prohibitions on partisan political activities are subject to
certain restrictions. For example, the Hatch Act prohibits all
Federal employees from using their official authority or influence
1
Because the discharge of official duties is the only
basis for a "hatched" employee to be accompanying his or her
principal on a political trip, the travel expenses of such an
employee must be paid from appropriated funds.
5
for the purpose of interfering with, or affecting, the results of
an election. We have set forth below guidelines to help ensure
that political activities undertaken by exempt personnel are within
the limits prescribed by law and White House policy.
II. LIMITS ON POLITICAL ACTIVITIES OF EXEMPT PERSONNEL 2
USE OF LEAVE
(1) Certain White House staff members are entitled to
specific amounts of annual leave. As discussed below, such leave
may be used for political purposes; however, one cannot take an
"advance" on annual leave to engage in political activities. Those
White House staff members not entitled to annual leave (e.g.,
commissioned officers) may use a ceiling of 15 days of compensatory
leave (i.e., the equivalent of vacation time) for political
purposes.
(2) Non-"hatched" White House staff members must perform
their official duties for a minimum of 40 hours per week or
80 hours per two week pay period in order to receive their full
Federal salary. If a staff member does not complete 40 hours of
official duty in any week, the difference between the number of
hours completed and 40 hours must be covered by annual leave, leave
without pay, official holidays or made up in the second week of
that pay period. The difference cannot be made up in a subsequent
pay period.
(3) Those non-"hatched" White House staff members who
complete a minimum of 40 hours of official duty during any full
week (Monday-Sunday) may be absent from their official duty station
for no more than one weekday (Monday-Friday) for the purpose of
engaging in political activity without taking annual leave or leave
without pay. If a staff member desires to be absent for political
purposes for more than one weekday in any week, each additional
weekday must be covered by annual leave or leave without pay,
regardless of the number of official hours worked during that week.
In other words, it is not permissible for a staff member to put in
40 hours of official duty in the first three days of the week and
then take the remaining two weekdays off for campaigning without
using annual leave or leave without pay.
2
It is important to understand that for purposes of
this section, the official responsibilities that customarily have
been performed by the Office of Political Affairs constitute
"official" and not "political" activities, and the restraints cited
here therefore do not in general affect activities and office
maintenance or other costs undertaken or incurred in the discharge
of such responsibilities.
6
(4) Sick leave cannot be used to cover an absence from
official duty for the purpose of engaging in political activity.
(5) Any White House staff member not subject to the Hatch
Act is permitted to take leave without pay to cover absence from
official duties for the purpose of engaging in political activity.
(6) When annual leave, compensatory leave or leave without
pay is used for political purposes:
(a) Staff members must submit a request for leave, in
advance of the leave period, to their White House unit
supervisor. Following approval by the supervisor, the request
should be forwarded to the White House Personnel Office.
(b) Supervisors must forward to the White House
Personnel Office, in advance of a leave period, a report of
their intended use of leave for political purposes.
(7) Staff members may only use eight hours of compensatory
leave for political activity during any 7-day period without
approval of the White House Personnel Office.
USE OF VEHICLES AND MESSENGERS
White House vehicles may not be used for political purposes.
This means that White House cars may not be used to transport staff
members or materials to or from any political committee office or
event. Nor may White House vehicles be used to transport staff
members or political materials to airports or any other location
if the purpose of the trip is primarily political.
Because of the special requirements surrounding departures
and arrivals from Andrews Air Force Base, White House vehicles may
be used to transport White House staff members to that facility
when they are accompanying the President, Vice President or First
Lady on a political trip. Additionally, where the President is
participating in a political event in the Washington, D.C. area or
other location where White House cars are available for official
purposes, White House cars may be used for the Presidential
motorcade to the extent essential to the security and support of
the President.
White House messengers should not be used to deliver or pick
up materials from the RNC or any other political committee.
USE OF COMMUNICATIONS SYSTEMS AND COPYING MACHINES
(1) In those limited circumstances in which government
communication systems (telephone, telegraph, teletype, telecopy or
radio) are used for campaign-related purposes, appropriate
reimbursement or payment at the "usual and normal charge,"
10
affecting, the nomination or the election of any candidate." While
there is no definitive statement by a court or other body of what
activities constitute such improper interference with election
results, the following types of activities are clearly prohibited:
-- One Federal employee directly or indirectly soliciting
money from another Federal employee for a campaign contribution,
or making a contribution to the official responsible for his or her
employment.
-- Soliciting or receiving campaign contributions on Federal
property or in Federal buildings. This means that fundraising
events may not be held in the White House; that no fundraising
phone calls or mail may emanate from the White House or any other
Federal buildings; and that no campaign contributions may be
received at the White House or any other Federal building.
-- Soliciting or accepting a campaign contribution or campaign
support in exchange for a promise to appoint someone to a Federal
job.
-- Promising or withholding Federal benefits (jobs, grants,
contracts, etc.) based on political support or nonsupport.
-- Favoring or penalizing employees or withholding employment
in order to induce someone to make a political contribution or
otherwise participate in political activity.
Violations of these statutes can of course have serious
consequences and I urge you, if you have any questions about the
legality or propriety of a proposed action, to consult the White
House Counsel's Office.
7
15 C.F.R. S 100.7 (a) (1) (B), must be made by a proper political
campaign committee.
(2) Because of the need for liaison between limited numbers
of White House staff members and a political committee, telephones
ay be used for local calls. However, White House telephones must
not be used, even locally, for regular committee activities such
as recruiting volunteers or fundraising.
(3) Government credit cards must not be used for campaign-
related or other political calls, whether made from within or
without the White House.
(4) Government operators should not be used to place
campaign-related or other political long distance calls.
(5) Campaign-related or political long distance telephone
calls made from the White House may be made only if charged to a
credit card issued by the proper campaign or political committee
or on telephones installed and maintained by such committee for
exclusive use in dealing with campaign or political matters.
(6) The incoming WATS System (800 #) should not be used to
call into the White House on campaign or political matters.
(7) White House Communications Agency (WHCA) facilities
provided outside the White House in connection with travel may
continue to be used during mixed and wholly political trips. These
facilities must be used exclusively for communications relating to
trip planning and arrangements and not for direct political
purposes such as campaign fundraising and crowd-building. The
Government will be reimbursed for the use of these facilities.
(8) Except in limited instances approved by the White House
Counsel's Office, Government copying machines may not be used to
reproduce materials for transmittal to a campaign or political
committee.
TRAVEL
Government funds must not be used for the political travel of
staff members. Principles governing the allocation of travel
expenses are set forth elsewhere.
Any political or "mixed" official and political travel by
White House staff must be approved in advance by the Special
Assistant to the President and Director of White House Operations
and by the Office of Political Affairs. No reimbursements will be
made for non-approved travel expenses.
8
MEETINGS IN GOVERNMENT BUILDINGS
(1) Government buildings, including White House offices and
meeting rooms, should not be used for meetings or events organized
by a campaign or political comittee. Informal meetings involving
small numbers of campaign or political officials and White House
staff members may occasionally be held in a White House staff
member's office or, if it is a luncheon or breakfast meeting, in
the White House Mess, provided that such meetings do not interfere
with the conduct of Government business.
(2) Campaign fundraising activities of any kind are
prohibited in or from Government buildings.
(3) Campaign-sponsored or other political activities
(receptions, dinners, meetings, but not fundraisers) may be held
in the Executive Residence at the White House, provided that either
the President, Mrs. Bush, or some other family member attends the
event. Campaign or other political events (other than fundraisers)
may also be held at the Vice President's Residence so long as the
Vice President, Mrs. Quayle, or some other family member attends
the event. The cost of campaign or political events at either
residence must be paid by the proper campaign or political
committee in accordance with the guidelines which have been
established for the use of these residences for nonofficial
purposes.
USE OF PHOTOGRAPHS
(1) White House photographers may continue to photograph all
Presidential, First Lady, and Vice Presidential activities for the
purpose of creating an archival record of this Administration.
However, as a general rule, photographs taken by White House
photographers at political events may not be used for distribution
to individuals attending such events or for any other political or
campaign purpose.
(2) Photographs taken at events in the Executive Residence
(other than political-sponsored events), at West Wing and East Wing
meetings, and at non-political events outside the White House may
be distributed as in the past.
(3) A campaign or political committee will be expected to
provide a photographer at all campaign and political events for
which it desires to distribute photographs to the participants.
White House photographers will not photograph receiving lines or
greetings at campaign or political events, except to the extent
necessary for archival purposes.
(4) A campaign or political committee may purchase for its
use photographs taken by White House photographers in those limited
circumstances where those photographs provide the only source for
CHECK-OFF FOR DPC MEETING PREPARATION
2 days before
Shorten issue papers
Last cut from WG members
Prepare draft agenda
Prepare final issue papers
Determine participants:
*
DPC members
*
Additional attendees
* Presenters
Send list of additional attendees/presenters
to David Bates for approval
Receive approved list of participants
Prepare DPC meeting paperwork
*
Exec. Sec. 's cover memo
*
Agenda
*
Issue papers
Xerox sets of meeting paperwork (58 sets)
Take 50 sets to OCA, along with list of
additional invitees/presenters
Find out if presenters will need A-V
equipment or easels
1 day before
Request A-V equipment/easels
Make up Exec. Sec. 's book (see book list)
Day of
Get final list of attendees from OCA, and put
in Exec. Sec. 's book
If presenters need to set up, go over to
Roosevelt Room 15 minutes early
CHECKLIST FOR DPC MEETING PREPARATION
Three Days Before:
O
Send memo from Ken Yale to the Attorney General
re: upcoming DPC meeting
Two Days Before:
O
Shorten issues papers
Last cut from Working Group members
Prepare draft agenda
Prepare final issue papers
Determine participants:
-- DPC members
-- Additional attendees
-- Presenters
0
Send list of additional attendees/presenters to
David Bates for approval
O
Receive approved list of participants and
presenters
Prepare DPC meeting paperwork
-- Ken Yale cover memo
-- Agenda
-- Issue papers
0
Xerox sets of meeting paperwork (58 sets)
O
Give 58 sets to Mary Tsivgoulis who distributes as
follows:
-- 4 sets to OCA (Honor) for OCA file
-- 10 sets to Jim Cicconi for White House
distribution
-- 44 sets which Mary distributes to DPC and other
meeting participants. Remainder for Mary's
files
O
Find out if presenters will need A-V equipment or
easels
-2-
One Day Before:
O
Request A-V equipment/easels
O
Make up Ken Yale's book
-- Original agenda
-- List of final attendees from OCA
-- Additional invitees/presenters' list
-- Copy of Ken Yale's cover memo
-- Divider page
-- Issue paper (1st agenda item)
-- Divider page
-- Issue paper (2d agenda item)
-- DPC membership list
-- Blank notebook pages
-- File folder with 5 extra background papers
Day Of:
O
Get final list of attendees from OCA, and put in
Ken's book
If presenters need to set up, go over to Roosevelt
Room 15 minutes early
Day After:
Obtain from Honor the actual list of participants
for DPC meeting
Prepare Minutes (John or Dan). File copies with
Mary: (1) DPC meeting folder and (2) DPC meeting
minutes notebook
Presidential Speeches Flow Chart
CICCONI
BATES
DENISE
CICCONI/WINSTON
DENISE
DEPARTMENTS
DENISE
CICCONI/WINSTON
STAFF OPERATIONS
APPROPRIATE
STAFF OPERATIONS
OCA STAFF
DENISE
CICCONI/
WINSTON
DPC/EPC
DPC/EPC Paper Flow
New Working Group
Chartered
Separate ad hoc status reports to Cabinet Secretary from Council Exec. Secs.
Working Group
Meets
Separate ad hoc reports to Chairman Pro Temps from Council Exec. Secs.
Combined EPC/DPC weekly report to WH Chief of Staff from Cabinet Secretary
DPC/EPC meeting package (package delivered to external attendees by Council Exec. Secs.
DPC/EPC
internal attendees by Staff Ops)
Meets
Confidential meeting memo to Chairman Pro Temps from Council Exec. Secs.
Decision Memo prepared for WH Staffing - comments returned directly to
Decision Memo Prepared
Council Exec. Secs.
for the President
Council Exec. Secs. send Decision Memo to Chairman Pro Temps for signature
Signed Decision Memo
To The President
Sample # 1
Document No.
CA
THE WHITE HOUSE OFFICE OF CABINET AFFAIRS
STAFFING MEMORANDUM
Date:
Due by:
Subject:
From:
Action
FYI
Action
FYI
ALL CABINET MEMBERS
CIA
Vice President
CEA
Agriculture
CEQ
Commerce
EPA
Defense
GSA
Education
NASA
Energy
National Science Foundation
HHS
ONDCP
HUD
OPM
Interior
OSTP
Justice
SBA
Labor
UN
OMB
Cicconi (For WH Staffing)
State
Transportation
Treasury
USTR
Veterans
COMMENTS:
Sample #2
Document No.
CA
OFFICE OF CABINET AFFAIRS STAFFING MEMORANDUM
Date:
Due by:
Subject:
From:
ACTION CONCUR FYI
ACTION CONCUR FYI
BATES
JACKSON
DANZANSKY
MCBEE
ADAIR
SCHALL
BUCHHOLZ
WETHINGTON
D'ANDREA
WILLIAMSON
DEWITT
YALE
DUGGAN
EVANS
FARRAR
HEIMBACH
Comments:
THE WHITE HOUSE
WASHINGTON
THE CABINET
Departments and Agencies
Protocol Order
Vice President
State
Treasury
Defense
Justice
Interior
Agriculture
Commerce
Labor
HHS
HUD
Transportation
Energy
Education
Veterans
OMB
USTR
NSF
SBA
OPM
NASA
GSA
NASA
CEQ
CIA
OSTP
CEA
EPA
UN
ONDCP
STAFFING AND QUALITY CONTROL FOR
PRESIDENTIAL DECISION MEMORANDA
CHECK OFF LIST
After DPC Clears Options Paper for Presidential Consideration:
Immediately draft Presidential decision memorandum using
options paper. Proof. Spell check.
Review with other DPC staff as necessary.
Within 2 working days of final DPC meeting, clear decision
memorandum (as needed) with working group chairman, with
working group members representing key agencies and White
House offices, and with the AG's representative.
Incorporate changes.
Draft cover memorandum from DQB to the President. Proof.
Spell check.
Review both the cover memorandum and decision memorandum
with DQB (24 hours). Incorporate changes. Proof. Spell
check.
Staffing Through the Office of the Staff Secretary:
Deliver penultimate draft of the decision memorandum
(without DQB cover memorandum) to Jim Cicconi's to circulate
for West Wing senior staff review and clearance.
Set a definite time, with Cicconi's office, for completion
of clearance process, and designate to whom responses should
be directed for incorporation in final draft.
Collect all comments from senior staff. Ensure copies of
all comments, or record of verbal approvals, are sent to
Cicconi.
Review/negotiate on any substantive changes.
Make final draft of decision memorandum to incorporate
comments. Proof. Spell check.
Send final draft to AG for final review and signature.
Attach DQB cover memorandum.
Deliver final, signed, draft to Jim Cicconi for presentation
to the President.
If nothing heard after 2 working days, call Cicconi's office
to check on status.
THE WHITE HOUSE
WASHINGTON
February 27, 1990
MEMORANDUM TO OCA STAFF
FROM:
DAVID BATES
150P
SUBJECT:
OCA PAPER COORDINATION SYSTEM
A new OCA paper flow system has been developed over the
past few weeks through consultation with Steve Danzansky,
Holly Williamson and the rest of the OCA staff.
Modifications may, of course, be necessary as we put the
theories into practice over the next few weeks, but I am
sure this system will prove helpful to us all.
Thanks for all your cooperation.
THE WHITE HOUSE
WASHINGTON
February 27, 1990
MEMORANDUM TO DAVID BATES
FROM:
HOLLY WILLIAMSON
SUBJECT:
OCA PAPER COORDINATION SYSTEM
I. OBJECTIVE:
To implement a system that provides coordination and
tracking of information for the Office of Cabinet Affairs
(including EPC, DPC, Liaison and Ag. Trade); that
establishes concurrences and improves information sharing
among OCA staff; that provides early warning signals on
cross cutting issues; that provides Cabinet Departments,
Agencies, Councils and other White House staff with
consistent, standard and accurate information; and that
provides all such information in a timely manner.
II. INFORMATION IDENTIFICATION:
The following list highlights routine categories of
information either generated by or regularly used by OCA
staff. Staff operations (staff ops) will be responsible
for the coordination of distribution of this information.
A. Information staff ops will route to OCA staff:
OCA staff will receive individual copies of some of the
information listed below and office pool copies of others.
1. The Press Secretary's daily briefings.
2. OMB daily legislative highlights.
3. President's daily public schedule.
4. Weekly legislative summary report.
5. Weekly Department legislative reports.
6. OMB Friday economic report.
7. Approved Presidential activities -- "pink sheets."
8. Presidential speeches for OCA staffing (see flow
chart).
9. Other White House staffings for OCA.
B. Information staff ops will route to OCA staff and/or
West Wing:
1. Schedule proposals/briefing papers (from Bates; CC
Danzansky).
2
2. EPC/DPC documents (see flow chart).
3. Memos for the President (from Bates; approval
Danzansky).
4. Memos for Bates and/or Danzansky.
5. OCA papers for White House staffing.
6. OCA papers for the NSC.
7. Weekly summary of OCA meetings.
8. The Cabinet Report.
9. An index of Departmental reports received by the
Clerk's office.
Presidential correspondence will continue to be
coordinated by Denise/Marnie.
III. SYSTEMATIC METHODS:
A. Standard daily deliveries
Staff ops will conduct 4 standard daily deliveries of
materials (8:45 am, 11:00 am, 2:30 pm and 5:00 pm) to and
from the West Wing, in addition to urgent runs on an "as
needed" basis.
B. Standard staffing and routing sheets
To facilitate the flow of information, I have generated
the following forms for the OCA staff:
-- External OCA staffing sheet (see attached sample #1).
-- Internal OCA staffing sheet (see attached sample #2).
-- Buck slip to Holly from OCA staff (each person will
have their own pad).
IV. STANDARD PROCEDURES:
1. When OCA staff has a paper ready to go through the
staff ops system (regardless if they are the originator or
the assigned action person), 2 xeroxed copies should be
attached to the original paper, in addition to the buck
slip they have completed.
2. When OCA staff is sending something through the staff
ops system, please distribute any FYI and/or concurrent
copies to the appropriate parties (except to David Bates
or Steve Danzansky; they will receive copies from staff
ops). OCA staff should also check off the recipient names
on the buck slip. (If on occasion OCA staff is not able
to distribute these, merely include in the comment
section: "FYI's not distributed," and staff ops will
distribute for you.
3
3. When staff ops assigns the action on a paper,
distribution of FYI and/or concurring copies will occur
simultaneously.
4. The internal OCA staffing sheet should stay with the
original assignment during all stages of the routing
process.
5. When a document is of an urgent nature, affix a red
dot on the buck slip you have completed, in addition to
checking off the "urgent" box.
6. Deliver the complete package of information to Room
230 and place in the appropriately marked in-box:
To Bates, To Danzansky, To Other.
7. A stamp will be available in my office for identifying
close hold or sensitive documents.
8. If I am not in and something needs to be discussed
with me or needs immediate attention, please talk to Marcy
Anderson in Room 231.
9. Once I retrieve the information from my in-box, the
document will begin its routing process with the
assignment of a tracking number and confirmation of
appropriate concurrences and FYI's. The urgency of the
package will determine its need to be moved immediately or
on the next standard delivery. When computerized tracking
is necessary, the document will not be logged into the
system until after it has been routed to its appropriate
destination. This ensures the system moves quickly yet
still efficiently.
V.
PERSONAL PROCEDURES:
In rare cases involving national security, personal
Presidential messages or personal staff communications
with David Bates or Steve Danzansky, still send the
package through the staff ops system.
Place the paper in an addressed sealed envelope marked
PERSONAL; fill out the due date and any other procedural
instructions relevant to the document on the buck slip
attached to the outside of the envelope. Give to staff
needed. ops for delivery; obviously no additional copies are
###
SENT DT.Aerox relecopier
1020
2-10-00
FIREPLACE
Ambassador Hills
Secretary Cavazos
ecretary Watkins
Secretary Sullivan
ecretary Dole
Secretary Lujan
torney General
no: rgh
Secretary Baker
18 Vice President
The President
Secretary Brady
Secretary Cheney
Secretary Yeutter
Secretary Mosbacher
Secretary Kemp
Secretary Skinner
ecretary Derwinsk
Director Darman
Governor Sununu
CABINET ROOM SEATING
January 25, 1989
MEMORANDUM FOR WHITE HOUSE STAFF
FROM:
LEE JOHNSON
DEPUTY DIRECTOR
OFFICE OF RECORDS MANAGEMENT
RE:
USAGE OF THE WHITE HOUSE CORRESPONDENCE TRACKING WORKSHEET
PURPOSE: To be able to determine the disposition and status of a
letter which has been sent to the President, the First
Lady or a staff member.
SOURCES/ORIGINATING OFFICE
Mail Analysis
Agency Liaison (Agency Referrals)
Presidential Messages
Records Management
Other Staff Members
STAFF ROUTING PROCEDURES:
Sample 1. A letter has been sent to the President from
John Smith to attend a Social Affair.
The appropriate staff member chosen for a
response has been determined by the Office
of Mail Analysis.
The attached sample tracking sheet has been
completed by the Office of Mail Analysis and
Routed to Mary Rawlins (staff member) Office
of Presidential Scheduling for Action (most
staff members have office codes which are
assigned by Records Management Office)
Mary Rawlins sends out her response to the
Correspondent, John Smith. She indicates
this by sending a copy of the response,
the tracking sheet and incoming letter back
to Records Management Office to be updated
on the computer. The Disposition of the
case is determined by the Type of Response
-2-
(initials of signer), Code (A =
Acknowledged) and Completion Date (date of
the response).
This will close the case unless the staff
member assigned to the case indicates
additional action is necessary.
Sample 2. If Mary Rawlins had received the same letter
as in Sample 1 and did not want to respond
or take any action, she could indicate that
she does not want to take action and is
Routing it to another office. Mary closes
herself out by putting NAN (no action
necessary) or a C in the disposition code
field and the date (890127). She opens up
another line beneath her name to another
staff member to take action. She must send
the case to Records Management to be updated
on the computer and sent to the appropriate
office.
Records can also be updated by phone by
giving the ID Number, what action is to
be taken, who the case is to be routed to
and disposition of originating office.
AGENGY ROUTING PROCEDURES:
Sample 3. Often it is necessary for an agency to
respond directly to the writer. You may
also request that the agency provide a
draft response for a staff member's
signature.
The line under the staff member's name is
opened indicating the agency he wishes to
have the case routed to and the type action
to be taken (see action codes). The staff
member's line will still be open under
Disposition. The case and a copy of the
agency response will be sent back to the
staff member who will determine if the
case can be closed or further action is
necessary. If the staff line is closed
the case will be updated and closed with
the agency's response (Sample 3A).
Tracking Worksheets may be obtained in Room 75.
For additional information, you may contact Wandra Simpson,
Supervisor on Extension 2590.
SAMPLE 1
ID# 001101
THE WHITE HOUSE
CORRESPONDENCE TRACKING WORKSHEET
INCOMING
DAT
CEIVED: JANUARY 26, 1989
NAME OF CORRESPONDENT: MR. JOHN SMITH
SUBJECT: INVITATION FOR THE PRESIDENT TO ATTEND THE
10TH ANNIVERSARY CELEBRATION OF THE ELITE
SOCIAL CLUB IN SAN DIEGO, CALIFORNIA
JUN 28 89
ACTION
DISPOSITION
ROUTE TO:
ACT
DATE
TYPE C COMPLETED
OFFICE/AGENCY
(STAFF NAME)
CODE YY/MM/DD RESP D YY/MM/DD
MARY RAWLINS
ORG 89/01/26 MR
A 89/01/27
REFERRAL NOTE:
/ /
/ /
REFERRAL NOTE:
/ /
/ /
REFERRAL NOTE:
/ /
/ /
REFERRAL NOTE:
/ /
/ /
REFERRAL NOTE:
COMMENTS:
ADDITIONAL CORRESPONDENTS:
MEDIA:L INDIVIDUAL CODES:
MAIL
USER CODES: (A)
(B)
(C)
*
*ACTION CODES:
*DISPOSITION
*OUTGOING
*
*
*CORRESPONDENCE:
*
*A-APPROPRIATE ACTION
*A-ANSWERED
TYPE RESP=INITIALS
*
*C-COMMENT/RECOM
*B-NON-SPEC-REFERRAL
*
OF SIGNER
*
*C-COMPLETED
*
*D-DRAFT RESPONSE
CODE = A
*
*F-FURNISH FACT SHEET
*S-SUSPENDED
* COMPLETED = DATE OF
*
*I-INFO COPY/NO ACT NEC*
*
OUTGOING
*
*R-DIRECT REPLY W/COPY *
*
*
*S-FOR-SIGNATURE
*
*
*
*
*
*
*X-INTERIM REPLY
REFER QUESTIONS AND ROUTING UPDATES TO CENTRAL REFERENCE
(ROOM 75,0EOB) EXT-2590
KEEP THIS WORKSHEET ATTACHED TO THE ORIGINAL INCOMING
LETTER AT ALL TIMES AND SEND COMPLETED RECORD TO RECORDS
MANAGEMENT.
SAMPLE 2
ID# 001119
THE WHITE HOUSE
CORRESPONDENCE TRACKING WORKSHEET
COMING
AT CEIVED: JANUARY 26, 1989
NAME OF CORRESPONDENT: MR. JOHN SMITH
SUBJECT: INVITATION FOR THE PRESIDENT TO ATTEND THE
10TH ANNIVERSARY CELEBRATION OF THE ELITE
SOCIAL CLUB IN SAN DIEGO, CALIFORNIA ON
JUN 28 89
ACTION
DISPOSITION
ACT
DATE
TYPE C COMPLETED
ROUTE TO:
(STAFF NAME)
CODE YY/MM/DD
RESP
D YY/MM/DD
OFFICE/AGENCY
ORG 89/01/26 NAN
C 89/01/27
MARY RAWLINS
REFERRAL NOTE:
RSA 89/01/27
/ /
ROGER PORTER
REFERRAL NOTE:
referred stubf for action
/ /
/ /
REFERRAL NOTE:
/ /
/ /
REFERRAL NOTE:
/ /
/ /
REFERRAL NOTE:
COMMENTS:
ADDITIONAL CORRESPONDENTS:
MEDIA:L INDIVIDUAL CODES:
MAIL
USER CODES: (A)
(B)
(C)
*ACTION CODES:
*DISPOSITION
*OUTGOING
*
*CORRESPONDENCE:
*
*
*
*A-APPROPRIATE ACTION
*A-ANSWERED
*TYPE RESP=INITIALS
*
*C-COMMENT/RECOM
*B-NON-SPEC-REFERRAL
*
OF SIGNER
*
*C-COMPLETED
*
*D-DRAFT RESPONSE
CODE = A
*
F-FURNISH FACT SHEET
*COMPLETED = DATE OF
*
*S-SUSPENDED
*I- INFO COPY/NO ACT NEC*
*
OUTGOING
*
*R-DIRECT REPLY W/COPY *
*
*
*
*
*
*S-FOR-SIGNATURE
*
*
*
*X-INTERIM REPLY
REFER QUESTIONS AND ROUTING UPDATES TO CENTRAL REFERENCE
(ROOM 75, OEOB) EXT-2590
KEEP THIS WORKSHEET ATTACHED TO THE ORIGINAL INCOMING
LETTER AT ALL TIMES AND SEND COMPLETED RECORD TO RECORDS
MANAGEMENT.
SAMPLE 3
ID #. 000000
WHITE HOUSE
CORRESPONDENCE TRACKING WORKSHEET
O OUTGOING
H INTERNAL
I INCOMING
Received Date Correspondence (YY/MM/DD) 89/01/23
Name of Correspondent: John Smith
MI Mail Report
User Codes: (A)
(B)
(C)
Subject: Writer is having difficulty receiving
assistance for obtaining Section 8 Housing
look into the matter.
Program application like the President to
ROUTE TO:
ACTION
DISPOSITION
Tracking
Type
Completion
Action
Date
of
Date
Office/Agency
(Staff Name)
Code
YY/MM/DD
Response
Code
YY/MM/DD
OKELL
ORIGINATOR 89/01/23
/
/
Referral Note:
99HUD
R 89/01/23
A 89/01/27
Referral Note:
/
/
/
/
-
Referral Note:
/
/
/
/
-
Referral Note:
/
/
/
/
-
Referral Note:
ACTION CODES:
DISPOSITION CODES:
A - Appropriate Action
I - Info Copy Only/No Action Necessary
A Answered
C Completed
C - Comment/Recommendation
R. Direct Reply w/Copy
B - . Non-Special Referral
S Suspended
D - Draft Response
S. For Signature
F - Furnish Fact Sheet
X Interim Reply
to be used as Enclosure
FOR OUTGOING CORRESPONDENCE:
Type of Response = Initials of Signer
Code = "A"
Completion Date = Date of Outgoing
Comments:
Keep this worksheet attached to the original incoming letter.
Send all routing updates to Central Reference (Room 75, OEOB).
Always return completed correspondence record to Central Files.
Refer questions about the correspondence tracking system to Central Reference, ext. 2590.
5/81
SAMPLE 3A
ID # 000000
WHITE HOUSE
CORRESPONDENCE TRACKING WORKSHEET
O . OUTGOING
H INTERNAL
I . INCOMING
Received Date Correspondence (YY/MM/DD) 89/01/23
Name of Correspondent:
John Smith
MI Mail Report
User Codes: (A)
(B)
(C)
Subject: Writer is having difficulty receiving
assistance for 8 Housing
President to look into the matter.
Program application like
ROUTE TO:
ACTION
DISPOSITION
Tracking
Type
Completion
Action
Date
of
Date
Office/Agency
(Staff Name)
Code
YY/MM/DD
Response
Code
YY/MM/DD
KELL
ORIGINATOR
89/01/23
SK
A 89/01/27
Referral Note:
99 HUD
89/01/23
C89/01/25
Referral Note: for / signature / of Sally / Kelly /
Referral Note:
/
/
/
/
Referral Note:
/
/
/
/
-
Referral Note:
ACTION CODES:
DISPOSITION CODES:
A Appropriate Action
I - Info Copy Only/No Action Necessary
A Answered
C Completed
Comment/Recommendation
R - Direct Reply w/Copy
B - Non-Special Referral
S Suspended
D Draft Response
S For Signature
Furnish Fact Sheet
X Interim Reply
to be used as Enclosure
FOR OUTGOING CORRESPONDENCE:
Type of Response = Initials of Signer
Code = "A"
Completion Date = Date of Outgoing
Comments:
Keep this worksheet attached to the original incoming letter.
Send all routing updates to Central Reference (Room 75, OEOB).
Always return completed correspondence record to Central Files.
Refer questions about the correspondence tracking system to Central Reference, ext. 2590.
5/81
ID #
WHITE HOUSE
CORRESPONDENCE TRACKING WORKSHEET
O - OUTGOING
H - INTERNAL
1. INCOMING
Date Correspondence
Received (YY/MM/DD)
/
/
Name of Correspondent:
MI Mail Report
User Codes: (A)
(B)
(C)
Subject:
ROUTE TO:
ACTION
DISPOSITION
Tracking
Type
Completion
Action
Date
of
Date
Office/Agency (Staff Name)
Code
YY/MM/DD
Response
Code
YY/MM/DD
ORIGINATOR
/ /
/
/
Referral Note:
/ /
/ /
-
Referral Note:
/
/
/ /
-
Referral Note:
/ /
/ /
-
Referral Note:
/ /
/ /
—
Referral Note:
ACTION CODES:
DISPOSITION CODES:
A - Appropriate Action
1. Info Copy Only/No Action Necessary
A - Answered
C Completed
C Comment/Recommendation
R - Direct Reply w/Copy
B - - Non-Special Referral
S Suspended
D - Draft Response
S - For Signature
F - Furnish Fact Sheet
X - Interim Reply
to be used as Enclosure
FOR OUTGOING CORRESPONDENCE:
Type of Response = Initials of Signer
Code = "A"
Completion Date = Date of Outgoing
Comments:
Keep this worksheet attached to the original incoming letter.
Send all routing updates to Central Reference (Room 75, OEOB).
Always return completed correspondence record to Central Files.
Refer questions about the correspondence tracking system to Central Reference, ext. 2590.
5/81
THE WHITE HOUSE
WASHINGTON
January 23, 1990
Ken - Good!
on
MEMORANDUM FOR DAVID BATES
FROM:
KEN YALE Qy
1/23
SUBJECT:
DPC Correspondence
Since last year, the volume of mail for the DPC has
increased steadily over the months. Therefore, I felt it would
be useful for our staff to begin an informal process of logging-
in and tracking each letter received by the DPC.
Mary Tsivgoulis has begun a DPC correspondence log notebook
which is kept on file in her office. Each piece of mail received
by myself, John Schall or Dan Heimbach is entered into the log by
Mary or Dean as follows:
Date
Correspondent's
Subject
Staff Member
Form of
Recvd.
Name & Address
Assigned To
Dispo-
sition
& Date
Should the letter require staffing to another agency for
direct or draft response, it is referred to the White House
Correspondence Unit where it is formally tracked until
completion.
This informal system for logging-in and tracking DPC letters
will enable us to more efficiently respond to letters received,
not only from VIPs, but from the general public as well.
THE WHITE HOUSE
WASHINGTON
THE CABINET
Departments and Agencies
Protocol Order
Vice President
State
Treasury
Defense
Justice
Interior
Agriculture
Commerce
Labor
HHS
HUD
Transportation
Energy
Education
Veterans
OMB
USTR
NSF
SBA
OPM
NASA
GSA
CEQ
CIA
OSTP
CEA
EPA
UN
ONDCP
THE WHITE HOUSE
WASHINGTON
February 27, 1990
MEMORANDUM TO OCA STAFF
FROM:
OCA PAPER Toore COORDINATION SYSTEM
DAVID BATES
SUBJECT:
A new OCA paper flow system has been developed over the
past few weeks through consultation with Steve Danzansky,
Holly Williamson and the rest of the OCA staff.
Modifications may, of course, be necessary as we put the
theories into practice over the next few weeks, but I am
sure this system will prove helpful to us all.
Thanks for all your cooperation.
THE WHITE HOUSE
WASHINGTON
February 27, 1990
MEMORANDUM TO DAVID BATES
FROM:
HOLLY WILLIAMSON
SUBJECT:
OCA PAPER COORDINATION SYSTEM
I. OBJECTIVE:
To implement a system that provides coordination and
tracking of information for the Office of Cabinet Affairs
(including EPC, DPC, Liaison and Ag. Trade); that
establishes concurrences and improves information sharing
among OCA staff; that provides early warning signals on
cross cutting issues; that provides Cabinet Departments,
Agencies, Councils and other White House staff with
consistent, standard and accurate information; and that
provides all such information in a timely manner.
II. INFORMATION IDENTIFICATION:
The following list highlights routine categories of
information either generated by or regularly used by OCA
staff. Staff operations (staff ops) will be responsible
for the coordination of distribution of this information.
A. Information staff ops will route to OCA staff:
OCA staff will receive individual copies of some of the
information listed below and office pool copies of others.
1. The Press Secretary's daily briefings.
2. OMB daily legislative highlights.
3. President's daily public schedule.
4. Weekly legislative summary report.
5. Weekly Department legislative reports.
6. OMB Friday economic report.
7. Approved Presidential activities -- "pink sheets."
8. Presidential speeches for OCA staffing (see flow
chart).
9. Other White House staffings for OCA.
B. Information staff ops will route to OCA staff and/or
West Winq:
1. Schedule proposals/briefing papers (from Bates; CC
Danzansky).
2
2. EPC/DPC documents (see flow chart).
3. Memos for the President (from Bates; approval
Danzansky).
4. Memos for Bates and/or Danzansky.
5. OCA papers for White House staffing.
6. OCA papers for the NSC.
7. Weekly summary of OCA meetings
8. The Cabinet Report.
9. An index of Departmental reports received by the
Clerk's office.
Presidential correspondence will continue to be
coordinated by Denise/Marnie.
III. SYSTEMATIC METHODS:
A. Standard daily deliveries
Staff ops will conduct 4 standard daily deliveries of
materials (8:45 am, 11:00 am, 2:30 pm and 5:00 pm) to and
from the West Wing, in addition to urgent runs on an "as
needed" basis.
B. Standard staffing and routing sheets
To facilitate the flow of information, I have generated
the following forms for the OCA staff:
-- External OCA staffing sheet (see attached sample #1).
-- Internal OCA staffing sheet (see attached sample #2).
-- Buck slip to Holly from OCA staff (each person will
have their own pad).
IV. STANDARD PROCEDURES:
1. When OCA staff has a paper ready to go through the
staff ops system (regardless if they are the originator or
the assigned action person), 2 xeroxed copies should be
attached to the original paper, in addition to the buck
slip they have completed.
2. When OCA staff is sending something through the staff
ops system, please distribute any FYI and/or concurrent
copies to the appropriate parties (except to David Bates
or Steve Danzansky; they will receive copies from staff
ops). OCA staff should also check off the recipient names
on the buck slip. (If on occasion OCA staff is not able
to distribute these, merely include in the comment
section: "FYI's not distributed," and staff ops will
distribute for you.
3
3. When staff ops assigns the action on a paper,
distribution of FYI and/or concurring copies will occur
simultaneously.
4. The internal OCA staffing sheet should stay with the
original assignment during all stages of the routing
process.
5. When a document is of an urgent nature, affix a red
dot on the buck slip you have completed, in addition to
checking off the "urgent" box.
6. Deliver the complete package of information to Room
230 and place in the appropriately marked in-box:
To Bates, To Danzansky, To Other.
7. A stamp will be available in my office for identifying
close hold or sensitive documents.
8. If I am not in and something needs to be discussed
with me or needs immediate attention, please talk to Marcy
Anderson in Room 231.
9. Once I retrieve the information from my in-box, the
document will begin its routing process with the
assignment of a tracking number and confirmation of
appropriate concurrences and FYI's. The urgency of the
package will determine its need to be moved immediately or
on the next standard delivery. When computerized tracking
is necessary, the document will not be logged into the
system until after it has been routed to its appropriate
destination. This ensures the system moves quickly yet
still efficiently.
V. PERSONAL PROCEDURES:
In rare cases involving national security, personal
Presidential messages or personal staff communications
with David Bates or Steve Danzansky, still send the
package through the staff ops system.
Place the paper in an addressed sealed envelope marked
PERSONAL; fill out the due date and any other procedural
instructions relevant to the document on the buck slip
attached to the outside of the envelope. Give to staff
ops for delivery; obviously no additional copies are
needed.
###
Council Paper Flow Actions
*
*
*
*
Action From Flow Chart
Bates/Danzansky
Danzansky
Bates/Danzansky
Danzansky
Approval
Approval
CC
CC
Charter new working Group
X
Separate ad hoc status reports to Cabinet Secretary
from Council Exec. Secs.
X
Separate ad hoc reports to Chairman Pro Temps from Council
Exec. Secs.
X
Combined EPC/DPC weekly report to WH Chief of Staff from
Cabinet Secretary
X
DPC/EPC meeting package (package delivered to external
**
attendees by Council Exec. Secs.) internal attendees by Staff
X
Ops.)
Confidential meeting memo to Chairman Pro Temps
from Council Exec. Secs.
X
Decision Memo draft to Cicconi - comments return directly to
Council Exec. Sec.
X
Council Exec. Secs. send Decision Memo to Chairman Pro
Temps for signature
X
Signed Document to the President
*
should be directed to Staff Operations for processing and routing.
** 2 hour time binder.
Presidential Speeches Flow Chart
CICCONI
BATES
DENISE
CICCONI/WINSTON
DENISE
DEPARTMENTS
DENISE
CICCONI/WINSTON
STAFF OPERATIONS
APPROPRIATE
STAFF OPERATIONS
DENISE
OCA STAFF
CICCONI/
WINSTON
DPC/EPC
DPC/EPC Paper Flow
New Working Group
Chartered
Separate ad hoc status reports to Cabinet Secretary from Council Exec. Secs.
Working Group
Meets
Separate ad hoc reports to Chairman Pro Temps from Council Exec. Secs.
Combined EPC/DPC weekly report to WH Chief of Staff from Cabinet Secretary
DPC/EPC meeting package (package delivered to external attendees by Council Exec. Secs.
DPC/EPC
internal attendees by Staff Ops)
Meets
Confidential meeting memo to Chairman Pro Temps from Council Exec. Secs.
Decision Memo prepared for WH Staffing - comments returned directly to
Decision Memo Prepared
Council Exec. Secs.
for the President
Council Exec. Secs. send Decision Memo to Chairman Pro Temps for signature
Signed Decision Memo
To The President
Sample # 1
Document No.
CA
THE WHITE HOUSE OFFICE OF CABINET AFFAIRS
STAFFING MEMORANDUM
Date:
Due by:
Subject:
From:
Action
FYI
Action
FYI
ALL CABINET MEMBERS
CIA
Vice President
CEA
Agriculture
CEQ
Commerce
EPA
Defense
GSA
Education
NASA
Energy
National Science Foundation
HHS
ONDCP
HUD
OPM
Interior
OSTP
Justice
SBA
Labor
UN
OMB
Cicconi (For WH Staffing)
State
Transportation
Treasury
USTR
Veterans
COMMENTS:
Sample #2
Document No.
CA
OFFICE OF CABINET AFFAIRS STAFFING MEMORANDUM
Date:
Due by:
Subject:
From:
ACTION CONCUR FYI
ACTION CONCUR FYI
BATES
JACKSON
DANZANSKY
MCBEE
ADAIR
SCHALL
BUCHHOLZ
WETHINGTON
D'ANDREA
WILLIAMSON
DEWITT
YALE
DUGGAN
EVANS
FARRAR
HEIMBACH
Comments:
THE WHITE HOUSE
WASHINGTON
THE CABINET
Departments and Agencies
Protocol Order
Vice President
State
Treasury
Defense
Justice
Interior
Agriculture
Commerce
Labor
HHS
HUD
Transportation
Energy
Education
Veterans
OMB
USTR
NSF
SBA
OPM
NASA
GSA
CEQ
CIA
OSTP
CEA
EPA
UN
ONDCP
Council Paper Flow Actions
Deliver to Staff Ops
Bates/Danzansky
Danzansky
Bates/Danzansky
Danzansky
Action From Flow Chart
for Bates/Danzansky
Approval
Approval
CC
CC
& Or Tracking
1.
Charter new working Group
X
X
2.
AD Hoc status report to Cabinet Secretary
from Council Exec. Sec.
X
X
3.
Weekly report to Chairman Pro Tempore from
Council Exec. Sec.
X
X
4.
Weekly report to Chief of Staff from
Cabinet Secretary
X
X
5.
DPC/EPC meeting package (package delivered
to external attendees by Council Exec. Sec. -
X
X
internal attendees by Staff Ops.)
6.
Meeting Memo to Chairman Pro Tempore
from Council Exec. Sec.
X
X
7.
Decision Memo draft - (to Cicconiby
Staff Ops - comments return directly to
X
X
Council Exec. Sec.)
8.
Council Exec. Sec. sends Decision Memo to
Chairman Pro Tempore
X
X
9.
Signed Document to the President (through
Staff Ops to Cicconi)
X
10.
Decision Memo to the President returns to
Council Exec Sec. (through Cicconi to Staffe
X
Ops.)
The Office of Cabinet Affairs
DPC/EPC
Councils Paper Flow
1
CHARTER
NEW WORKING GROUP
Numbers refer to Council Paper Flow Actions Sheet
WORKING GROUP MEETS
2
3
4
AD HOC STATUS REPORT
Weekly Status Report
Weekly Report To
TO CABINET SECRETARY
To Chairman Pro Tempore
Chief of Staff
FROM COUNCIL EXEC. SEC.
From Council Exec. Sec.
From Cabinet Secretary
5
DPC/EPC
6
MEETING PACKAGE
PREPARED
Meeting Memo
DPC/EPC
(Document, Agenda,
To Chairman Pro Tempore
Meets
From Council Exec. Sec.
Cover Memo,
Staffing Sheet)
7
DECISION MEMORANDUM
Key Agency Contacts
White House Staffing of
PREPARED
Meet
Decision Memo
FOR THE PRESIDENT
8
COUNCIL EXEC. SEC. SENDS
Chairman Pro Tempore
DECISION MEMO TO
CHAIRMAN PRO TEMPORE
Signs & Returns To
Council Exec. Sec.
FOR SIGNATURE
9
DECISION MEMO
TO
THE PRESIDENT
DOCUMENT RETURNS TO
COUNCIL EXEC. SEC.
many T.
Departmental and Agency Assignments
have
Office of Policy Development
Commerce Department
Larry Lindsey
Domestic Policy
Steve Farrar
International Policy
Council of Economic
Larry Lindsey
Domestic Policy
Advisers
Steve Farrar
International Policy
Defense Department
Brad Mitchell
Education Department
Rae Nelson
Energy Department
Nancy Maloley
Environmental
Nancy Maloley
Protection Agency
Health and Human
Hanns Kuttner
Services Department
Housing and Urban
Larry Lindsey
Economic Policy
Development Department
Hanns Kuttner
Social Policy
Interior Department
Nancy Maloley
Justice Department
Marianne McGettigan
Labor Department
Larry Lindsey
NASA
Brad Mitchell
Office of National
Rae Nelson
Drug Control Policy
Office of National
Marianne McGettigan
Service
Office of Science and
Brad Mitchell
Technology Policy
Small Business
Brad Mitchell
Administration
State Department
Steve Farrar
Transportation
Mike Klausner
Department
Low Income/
Hermanis, Peter
Welfare
-2-
Treasury Department
Larry Lindsey
Domestic Policy
Steve Farrar
International Policy
United States Trade
Steve Farrar
Representative
Veterans Affairs
Mike Klausner
Department
08/08/89
THE WHITE HOUSE
WASHINGTON
April 26, 1990
Date:
CONF IDENTIAL
DECLASSIFIED
TO: Justine
PER NSC WAIVER,
By Pan NARA, Date 03/15/23
FROM: KEN YALE
Special Assistant to the President and
Executive Secretary to the Domestic
Policy Council
Thank you for the note. As you can
see, we will try to coordinate better in
the future. Unfortunately, due to the
recent staff change, the remaining assistants
are picking up a heavier workload. I
trust this will be remedied in the near
future. In the mean time, please bear with
us.
Again, thanks for the heads up!
THE WHITE HOUSE
WASHINGTON
Date: April 26, 1990
TO: Mary Tsivgoulis
FROM: KEN YALE
Special Assistant to the President and
Executive Secretary to the Domestic
Policy Council
Please note the attached message.
As you know, we are relying on you to
coordinate closely with Honor on all DPC
and Cabinet level meetings. This includes
notifying her of all information pertaining
to such meetings. I would appreciate it if
we could pay attention to their needs.
Thank you. Please feel free to see
me if you have any questions on this.
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THE WHITE HOUSE
WASHINGTON
Date: 4/24
scheduling offices.
Thanks.
TO:
Ken
FROM:
JUSTINE D'ANDREA
Associate Director
Office of Cabinet Affairs
F.Y.I- No one Evel told
Honor that the DPC meeting
today was for on hourand to
0 ha if as the paper
the AG mentions.
Could you make sure that
in the future & -- we coordinate
on the duration of the
DPC meetings -- so we in turn
can inform the Secretaries
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THE WHITE HOUSE
WASHINGTON
January 31, 1990
MEMORANDUM FOR ALL OFFICE OF CABINET AFFAIRS STAFF
FROM:
DAVID Q. BATES
SUBJECT:
DPC and EPC Staff
Effective February 1, the DPC and EPC Deputy Executive
Secretaries will be designated Associate Directors.
Dan Heimbach and John Schall will have the title of
Associate Director for Domestic Policy and Deputy Executive
Secretary to the Domestic Policy Council.
Todd Buchholz and Steve Farrar will have the title of
Associate Director for Economic Policy and Deputy Executive
Secretary to the Economic Policy Council.
This change is intended to reflect the broad range of issues
for which the Cabinet Councils are responsible, and will
correspond to the positions of Associate Director in other
offices, such as Cabinet Affairs and the Office of Policy
Development.