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Board - Finances
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Charles E. Goodell Papers
Presidential Clemency Board Subject Files
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President (1974-1977 : Ford). Presidential Clemency Board. 9/16/1974-9/15/1975
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The original documents are located in Box 1, folder "Board - Finances" of the Charles E.
Goodell Papers at the Gerald R. Ford Presidential Library.
Copyright Notice
The copyright law of the United States (Title 17, United States Code) governs the making of
photocopies or other reproductions of copyrighted material. Charles Goodell donated to the United
States of America his copyrights in all of his unpublished writings in National Archives collections.
Works prepared by U.S. Government employees as part of their official duties are in the public
domain. The copyrights to materials written by other individuals or organizations are presumed to
remain with them. If you think any of the information displayed in the PDF is subject to a valid
copyright claim, please contact the Gerald R. Ford Presidential Library.
Digitized from Box 1 of the Charles E. Goodell Papers at the Gerald R. Ford Presidential Library
December 7, 1974
TO:
CHARLES E. GOODELL
FROM:
GRETCHEN M. HANDWERGER
SUBJECT:
Some Budget Figures
Cost of Three-Day Board Meeting:
PCB Salaries
$138. X 9 x 3 = $3726.
Transportation
250. X 7
= 1750.
Per Diem
40. X 7 X 3 = 840.
$6316.
Cost of Twe-Day Board Meeting:
R.
GENETO
FORD
PCB Salaries:
$138. x 9 X 2 = $2484.
LIBRARY
Transportation
250. X 7
# 1750.
Per Diem
40. X 7 X 2
#
560.
$4794.
Cost of One-Day Board Meeting:
PCB Salaries
$138 X 9 X 1
= $1242.
Transportation
250 X 7
- 1750.
Per Diem
40 X 7
= 280.
$3272.
2
Assuming 30 cases decided a day and 900 cases to decide, we would
needs
10 3-day Board meetings # $63,160.
15
2-day Board meetings
=
71,910.
30
1-day Board meetings
#
98,160.
Original Budget of $85,000.
THE WHITE HOUSE
WASHINGTON
2/24/75
Senator Goodell:
This is what OMB sent to
the President for the meeting
today.
Rick
MEMORANDUM FOR THE PRESIDENT
SUBJECT: Clemency Board Funding Estimates
White House
Mr. French of your Counsel's Office's has asked us to prepare
preliminary estimates of the cost of operating the
Presidential Clemency Board ("Board") based on the following
assumptions that he presented should be noted that the Board staff differs
with At B Here assism proses, and eslumates that staff requirements would be 280 and 105 for assumptions
respecture. Alternative addition A: Assumptions: the Board stail ruggests an inerease of assumption 5 and ( Board respectively. members for each
(1) The total number of cases 10,500 the expiration of: the
program on March 1, 1975. To date 200 cases have been completed.
hastecally
(2) The Board substantially revise its current procedures of
reviewing cases in an attempt to conclude operations by
June 30, 1975 (the end of the FY 75).
FORD & GERALD LIBRARY
(3) Forty (40) additional @nreimbursible detailees are
provided (25 lawyers and 15 secretarial/clerical)
twice a month to every meetings
(4) Board meetings are increased from
month
200
2600
and case review is increased from cases to
cases per
month.
Estimated coast $ 95,000
Source: Unenticypated Personnel
Needs Fund.
Alternative B: Assumptions:
(1) Same as A above
(2) The Board partially mildly revises its current procedures of
reviewing cases in an attempt to conclude operations by
Delarfees would conlunce and unanlicyated lunds would
January 31, 1976 be ulilized until June 30, 1975, The end of FY' 7'5
monseunbursable detailes would be provided immediately
(3) Fifteen (15) additional, paid staff are provided (10
lawyers and 5 secretarial/clericalX until end of FY 75, FY 76 appropriations
would be requested forthe period from 7/1/75 to 12/31/76 to cover all casts
associated with the Board opera lions including recemberement of do delailer
sa Cances and administrative expenses herclofore assumed by other
agencies.
meeling
(4) Board meetings are increased from ^ to
per month
and case review is increased from 200 cases to 950 cases
per month.
Estimated cost $ 95,000 Remander FY 75 Source unant feend
1,000,000 7/1/75-131 1976 Congrettional appropriations
Weldon H. Latham
Assistant General Counsel
* abandons case bycase approach - staff suggest that
some Board members would object to this
because it was
ach tantamment
to others would olject because it braches duspancess
UNITED STATES OF AMERICA
of
*
GENERAL SERVICES ADMINISTRATION
*
*
Office of Administration
4
7
Washington, D.C. 20405
GENERAL SERVICES
*
ADMINISTRATION
*
*
*
JUN 12 1975
"Honorable Charles E. Goodell
Chairman, Presidential Clemency Board
2033 M Street, NW
Washington, DC 20036
Dear Mr. Chairman:
It is the responsibility of the General Services Administration to advise
organizations for which we provide administrative support of potential
financial problems. The Antideficiency Act (31 U.S.C. 665) provides
severe penalties when obligations are incurred in excess of the fund or
appropriation available.
A review of our accounting reports of the obligations incurred by the
Presidential Clemency Board as of May 31, 1975, and conversations with
Mr. Robert Horn, the Executive Secretary, concerning expenses that he
expects to incur, indicate that the unobligated balance of $122,000
will not be sufficient to prevent a violation of the Antideficiency Act.
In light of these circumstances, the remaining funds of the Board should
be monitored carefully and steps taken to obtain an additional allocation.
Members of your staff should continue to work closely with the External
Services Branch of my office in monitoring the fund balance.
Sincerely,
Caultharter PAUL S. CARTER
Director of Finance
Keep Freedom in Your Future With U.S. Savings Bonds
PRESIDENTIAL CLEMENCY BOARD
THE WHITE HOUSE
WASHINGTON, D.C. 20500
13 June 1975
MEMORANDUM TO
: CHARLES E. GOODELL
CHAIRMAN
FROM
: ROBERT J. HORN
RH
EXECUTIVE SECRETARY
SUBJECT
: PCB Financial Status
This is a follow-up of our conversation of today. I met with Nat Scurry,
our Budget Examiner, and informed him there was a distinct possibility
that the PCB will be in a deficit posture at the end of this fiscal year
unless we are able to get some additional funds. As I told you before,
when we first prepared budget estimates, GSA suggested that we needed
approximately $355,000 for an agency comprised of 600 employees. We
received only $240,000.
In the middle of April, we submitted another budget to OMB. There it was
estimated that Board expenses for the remaining portion of FY '75 would
amount to approximately $99,288 (including $1,000 in FY '75 for use in
the preparation of the financial report). This figure was based on the
Board working five days a week, and did not allow for reading time. As
you are aware, many of the Board members now work six and seven days a
week, thus putting a strain on the budget allocations. In addition, the
Chairman has not submitted his salary vouchers for the past 2-1/2 months,
and we anticipate the cost of this expense to equal approximately $10,000.
We also have not gotten a bill from the telephone company covering the
telephone expenses for the last two months. Finally, the cost of the
Olsten typists will amount to roughly $10,000.
As of last Monday, we had approximately $122,000 in our account at GSA.
I have obligated another $14,000 for incurred expenses, leaving us $108,000.
I have guestimated that Board salaries could exceed $104,000, giving us a
deficit of approximately $40,000.*
When I talked with Nat Scurry I told him you might be calling Paul O'Neill
to alert him to the problem. We will have better figures by Thursday of
next week, after the Board Members have submitted all of their outstanding
pay vouchers. I will keep you informed as better information becomes
available.
cc: Lawrence M. Baskir, General Counsel
Robert Knisely, Deputy General Counsel
Gretchen Handwerger, Administrator
* This is an "off-the-wall" guestimate. We won't have better figures
available until the Board submits its vouchers.
PRESIDENTIAL CLEMENCY BOARD
THE WHITE HOUSE
WASHINGTON, D.C. 20500
June 11, 1975
Memorandum
TO:
Charles E. Goodell and Lawrence M. Baskir
FROM:
Michael J. Remington
THROUGH:
William Strauss
SUBJECT:
F.B.I. Identification Checks of PCB
Applicants *
The foundation for the National Crime Information Center (NCIC) is
laid in 28 U.S.C. $534:
"(a) The Attorney General shall:
(1) acquire, collect, classify, and preserve identification,
crime, and other records; and
(2) exchange these records with, and for the official use of
authorized officials of the Federal Government, the States,
cities, and penal and other institutions.
(b) The exchange of records authorized by subsection (a) (2) of
this section is subject to cancellation if dissemination is made
outside the receiving departments or related agencies."
Several important questions arise at to referral of PCB applicants' names
to the FBI crime information and identification sections. They will
be discussed below in a question and answer format.
QUESTION #1: Is Senator Goodell an "authorized official of the Federal
Government" falling within the provisions of $534?
This is definitely at issue. Robert Conger, Computer Systems Section,
responded affirmatively, but added that should the need arise, certi-
fication could be immediately granted by the Attorney General. Frank
Still, Identification Section, answered in the negative, and stated
that "authorization" means "express, written authorization". He
warned that obtaining this might not be easy.
QUESTION # 2: What identification information would the PCB be required
to provide the FBI to insure an accurate check?
* Information for this memorandum was obtained from the following
individuals at the Federal Bureau of Investigation: Richard Taylor (324-
2120), Legal Analysis Section; Frank Still (324-2518), Identification
Section; and Andrew Decker (324-3000), Computer Systems Section.
- 2 -
The Computer Systems and Identification Section people would need
the applicant's name, social security number, date of birth, race,
sex, military identification number, and selective service number.
Even with all this information, total accuracy could not be guar-
anteed and the FBI would stamp each rap-sheet with "Not Responsible
for Accuracy; Identification Not Made on the Basis of Fingerprints".
QUESTION #3: How would the FBI identification-check work for PCB
pplicants?
The required information would be forwarded by the PCB to the FBI
on separate sheets of paper prepared by Col. Benson's staff.
The FBI would run the information through its computerized system
(NCIC) and then through its identification section. The former,
which reveals information on fugitives and crime statistics for
several states, could be accomplished very quickly. The latter,
which involves the search of an alphabetical file, a fingerprint
classification file, and a personal history file, takes much more
time. At the end of this process, the FBI clerk ultimately arrives
at the individual's rap-sheet (if it exists).
Frank Still described the whole process as somewhat "difficult".
He provided the following example. Applicant's name is John Smith.
In the FBI's alphabetical file there are 21,000,000 names, of which
there are 17,000 John Smiths. Many of these individuals were born
on the same day and they often do not have social security numbers.
Without fingerprints, identification of the proper John Smith becomes
very difficult. +
QUESTION #4: How much time would the identification check take?
About two weeks, provided that "authorization" is obtained under
$534 and the FBI is immediately provided with the necessary informa-
tion. /Note: there is presently a personnel shortage in the Identi-
fication Section and the PCB could not be given priority over the
everyday fingerprint checks.7
QUESTION # 5: Would the information conveyed to the FBI be used to
the applicant's detriment?
Since the applicant's address will not be submitted, the FBI will
not immediately become aware of the individual's whereabouts. It
should be presumed, however, that if one of the PCB applicants is
presently a fugitive, the FBI will subsequently ask for his address.
QUESTION # 6: Could the PCB send the applicant's rap-sheet to him
(along with his case summary)?
This is a very difficult question. The FBI normally allows an indi-
vidual to procure his own rap-sheet, upon payment of $5.00 and
submission of his fingerprints (to insure accuracy). The Bureau
of Prisons sometimes sends-out rap-sheets, but only when this would
benefit the individual such as in a parole or probation proceeding.
The principal problem with sending rap-sheets to PCB applicants is
that of mistakes. A mistake as to a rap-sheet could represent a
serious infringement of an individual's liberty. Note: there is
a case pending in a D.C. Federal District Court concerning a
- 3 -
NCIC mistake./
It should also be reiterated that $534(b) states that .exchange
of records authorized by subsection (a) (2) of this section is subject
to cancellation if dissemination is made outside the receiving
agencies." It appears that this would prohibit sending the rap-
sheet to the applicant. The question thus becomes how can the
PCB insure to the applicant, especially if the FBI will not, that
a mistake as to rap-sheet will not be made. I cannot answer this.
QUESTION # 7: What should the PCB do to immediately commence a
crime identification check for all applicants?
First, Senator Goodell should get immediate "authorization".
Second, letters should be written and either hand-delivered to
Asst. Director Andrew Decker, Room 7222, Computer Systems (NCIC),
or Frank Still, Identification Section, asking for immediate
cooperation in this matter. In the alternative, a letter could
be sent directly to Director Clarence Kelly, through Mr. Nick
Callahan (because of Mr. Kelly's illness). This letter would
formally request a NCIC and Identification check for PCB applicants.
Some provision should be made for a personal meeting between one
or two members of the PCB staff and several representatives of the
FBI. This meeting would be used to establish a working relationship
between the two organizations. Third, the PCB should implement a
Standard Operating Procedure to provide the FBI with the necessary
information. Fourth, immediate thought should be given to the
"accuracy" problem.
+
A sample of the alphabetical index of PCB applicants reveals
that there are several common names. For example, there are 7
individuals who are named John Smith. Other common names are
Michael Smith (8), John Davis (6), William Davis (5), James Jones (6),
James Taylor (9), John Johnson (7), William Williams (6), and
William Brown (9).
PRESIDENTIAL CLEMENCY BOARD
THE WHITE HOUSE
WASHINGTON, D.C. 20500
June 24, 1975
MEMORANDUM TO
: NAT SCURRY
FROM
: ROBERT J. HORN
EXECUTIVE SECRETARY
SUBJECT
: PCB FINANCIAL STATUS
This is a follow-up to our discussion of yesterday, June 23d, and my memo of
June 11th.
The Board Members have submitted pay vouchers through June 13th.
With the exception of Senator Goodell, the Clemency Board has
incurred obligations of
$26,089.95.
This figure includes salaries for Messrs. Carter and
Kauffman, although the President has not signed their
Commissions as yet. So far Carter and Kauffman have
submitted vouchers in the amounts of $554.00 and
$2,164.06 respectively. In addition, I have also cal-
culated the salary of Senator Goodell from his last
submission of 3/1 through 6/13, amounting to
8,448.50;
that amounts, as of 6/13/75, to a total salary expense
of
34,538.45.
However, this figure does not include an amended
voucher from Mrs. O'Connor, which may increase the
total by perhaps another $1,000.00. I have also pro-
jected a salary expense for the remaining 17 days
of this month of
$37,672.00.
This was arrived at by multiplying 17 days by an
average of 16 members X $138.50.
That gives us a projected total of salary expense of
72,210.45.
GSA informs me that they normally add 6% for employee
benefits, or
4,332.63.
This gives us a total projected PCB salary expense
through June 30th of
76,543.08.
As you are aware, the last information we received
from GSA indicated that we had on account
$122,022.19
$122,022.19
I have submitted bills in the amount of
13,919.56
which leaves
108,102.63.
I also intend to submit, today,
7,531.10,
leaving
$100,571.53,
and subtracting projected salary expenses for the Board of
76,543.08,
leaving
24,028.45.
- 2 -
$24,028.45
Assuming $10,000 remaining in unpaid bills for supplies and
10,000.00
services, that leaves
14,028.45.
To date we calculated $3,867.08 for Board and staff travel
and perdiem expenses through 6/13/75. I expect that figure to climb to
7,500.00
by June 30th, leaving a total of
6,528.45
remaining in our account.
As you are aware, the exigencies of our time deadline required us to
hire temporary secretarial services from Olsten, Inc., in order to
eliminate a backlog of cases so that they could be presented to the
Board. To date we have incurred approximately $10,000.00 in expenses
for these services. For accounting purposes, however, Olsten, Inc. has
agreed to defer billing us for these services until July 1, 1975.
Secondly, the only other unknown remaining is the communications costs.
To date we have not received, and are unable to obtain, any information
about the amount of that cost. Since GSA absorbed the cost of installing
telephones, I would expect it would be logical that they could also absorb
the actual communications expenses. As you are also aware, this matter
has to be resolved immediately because of a possible PCB deficiency and
the little time remaining in this fiscal year.
I would appreciate your arranging a meeting with Dave Bray and/or Cal
Collier in order to discuss this matter. As you are aware, time is of the
essence.
PRESIDENTIAL CLEMENCY BOARD
THE WHITE HOUSE
WASHINGTON, D.C. 20500
June 25, 1975
Projection of Obligations
July 1 - Sept. 15
Sept. 15 - Oct. 15
Permanent positions
no cost
no cost
Positions other than permanent
19 Board members X 77 days X 138.50
202,625.50
19 Board members X 10 days X 138.50
26,315.
Overtime and holiday pay
no cost
no cost
Reimbursable details
none
none
Personnel Benefits
for Board members @ 6% of pay
12,157.53
1,578.90
Travel
9 Board members X 8 trips X $200.
14,400
9 Board members X 2 trips X $200
3,600.
Per Diem
9 Board members X 77 days X $40.
27,720.
9 Board members X 10 days X $40.
3,600.
X Space rental (GSA)
1206 N. Hampshire Ave. (per
Glenda Prouty 183-5494)
29,835.40
11,934.11
22,624 sq.ft. @ $6.33
2033 "M" St. (per L. Ship)
56,117.14
22,446.77
44,376 sq. ft. @ $6.07
Equipment rental
4 "3600" Xerox copiers @ 2000/mo
20,000.
8,000.
1 labelling machine @ 300/mo.
750.
300.
X Communications (per Doug McCrum
ADTS 962-7693) -(GSA)
Telephone local
Installation - 350 phones
absorbed by GSA
Monthly Charge (local)
$13.50 per phone, $4,725 per mo.
11,812.50 (GSA)
4,725. (GSA)
Long distance FTS
Computed on basis of 234 phones, 5 calls
per day per phone, 30 day month, 90c per call
78,975
(GSA)
31,590. (65A)
- 2 -
July 1 - Sept. 15
Sept. 15 - Oct. 15
Printing
10,500.
3,500.
Final Report
20,000.
5,000
Other services
Reimbursement to GSA (for administrative services)
10,000
3,333
Staff Travel
10,000
Final report
10,000
-
Bulk purchase secretarial services
20,000
5,000
Security guard service,
)
typewriter maintenance,
)
absorbed by GSA
alterations to space, medical )
HEW Health Unit
1,200
300
Supplies and materials
Office supplies, paper for xerox copiers,
$5000 per month
12,500.
5,000.
371,103.03*1
65,226.90
#1
Excludes GSA costs to the
extent known.
Space rental
85,952.54
34,380.88
Communications
90,787.50
36,316.00
547,843.07
135,923.78
PRESIDENTIAL CLEMENCY BOARD
THE WHITE HOUSE
WASHINGTON, D.C. 20500
June 26, 1975
MEMORANDUM TO
: PAUL O'NEILL, DEPUTY DIRECTOR
OFFICE OF MANAGEMENT AND BUDGET
FROM
: CHARLES E. GOODELL
SUBJECT
: PCB Financial Status
We have a problem which only you can resolve. At the end of the fiscal
year it appears that the PCB will be in a deficiency situation. The
reason for this deficiency is that GSA has not absorbed many of the costs
that we expected they would absorb, and the original projections regarding
the PCB expenditures under-estimated the actual costs incurred. These
increased costs resulted from the dramatic increase in PCB production
requirements.
Increased PCB Expenditures
1. Board Expenses
When the original budgeteas prepared in April, we budgeted that
the Board Members would meet for a maximum of 20 days in the month of
June. As you are aware, with reading time, many of them are now working
a seven-day week, or 30 days during June. This increased workload has also
affected the cost of travel and per diem for our non-resident Board Members.
2. Clerical Temporaries
As you know, because of the delays resulting from the failure of
clericals to report on time, the PCB was forced to incur an additional
expense of $10,000 to obtain the services of temporary secretarial help.
3. Reconditioned Typewriters
When we made our original projections, we assumed the Board would
require 100 reconditioned typewriters, costing approximately $19,000, to
service approximately 125 clerical people. Since then, we have requested
and tapped an additional 100 clerical people, requiring another 100 re-
conditioned typewriters. Yesterday, June 25th, we received a bill from GSA
amounting to $31,565, covering the cost of typewriter renovations.
4. Xerox Machines
Originally, we also anticipated the PCB would require three large
Xerox machines. This proved inadequate, and a fourth one was obtained.
It was expected that GSA would absorb the costs of this equipment. Because
it became impossible to determine whether in fact this would occur, the
PCB paid the bills for the Xerox machines when they became due, in order
to retain the services. (See below in the Background section for further
explanation of this decision).
2 -
5. Other Costs
Printing, supplies, and material costs have also increased in pro-
portion to the increases in staff. We were provided with only $9600 from
the Department of Justice to cover supplies. This figure has likewise
proven to be inadequate.
6. Background
As you are aware, when the Clemency Board was organized last
September, it received $85,000 from the President's Unant cipated Personnel
Needs Fund. That initial allocation vas supplemented by two additional in-
stallments of $100,000 and $55,000; totalling $240,000 Alocated for
Board operations during FY 1975. An additional $9600 was given to us by
the Department of Justice for supplies and materials.
250,000
On March 31st, Nathaniel Scurry of your Treasury-Justice Branch re-
quested that we prepare, with the assistance of GSA, a budget which would
project our expenses through June 30th. At that time GSA projected $351,500
to cover expenses for a staff of 600 employees. Subsequently, with ONB's
help, these figures were refined, and a budget was prepared which allocated
Board expenses between the PCB and CSA. Discussions were held between CMB
and GSA, and our staff believed that GSA would assume the expenses allo-
cated to it in the budget prepared by OMB (see Attachment A).
The PCB moved into its new quarters on or about May 2d. Since that
time GSA has not billed the Clemency Board for any of the expenses that
the Board assumed that GSA would absorb. Several inquiries were made GSA's
Office of Presidential Commission Liaison, and the response each time was
that the issue was resolved at higher levels.
When the OMB Management Team reviewed the Clemency Board's operations
the budget issue was again discussed. The Team stated "There are several
uncertainties regarding the allocation from the President's Unanticipated
Personnel Needs Fund.
The Clenency Board should present revised
FY 1975 and FY 1976 expense estimates to OMB by May 23, 1975, so that OMB
can respond the following week with a firm allocation for FY 1975 and a
planned availability for FY 1976. In addition, OMB should resolve questions
regarding CB's obligation authority for emergency or minor services and
supplies by May 23, 1975. (See Survey Team's Report, page 11, Subsection D).
On May 23 the PCB addressed a memo to the Survey Team, It indicated
that no decision had been made regarding those costs which GSA or some
other agency was scheduled to absorb. A copy of this memo was also sent
to Nat Scurry at ONB. The only response to the task force recommendation
was a verbal instruction from Scurry that it would be impossible to
establish any contingency fund and that incidental expenses would have to be
met out of the normal funds made available to the Clemency Board.
- 3
On June 11th, we notified OHB, in a memo to Nat Scurry, that there was
a possibility that the PCB would be in a deficiency situation. At that
time we projected Board expenses, identified the Olsten expense, and
informed OMB that ve had never been billed for our communications costs,
and were unable to determine, either from the telephone company, or GSA,
what these costs would be. On June 24, we supplied more detailed informa-
tion to OMB, reiterating the impossibility of determining the communica-
tions costs. On both occasions we were informed by OMB that the Government
worked on an accrual basis, not a cash basis; that costs would be debited
against the fiscal year in which they were incurred, and that the PCB
could not defer these costs to the next fiscal year. With respect to
the communications costs we were told that the РСБ had not done its
staff work adequately, and that we should be able to identify communica-
tions costs. Again we went to GSA, and were told we would not be billed
and that they could not determine the amount of the expense until they
were billed by the telephone company and processed the appropriate paper
work; a procedure that could well exceed 20 days.
Recommendations
Therefore, what is now required in order to avoid the criminal sanctions
of the Anti-Deficiency Act, is that some decisions must be made immediately
regarding the resolutions of the PCB's financial problems. We have
convinced Olsten, Inc. to defer billing the PCB for the contracted secre-
tarial services until after July 1. With regard to our other problems
we suggest the following.
1. That GSA void their bill to us for the typewriters, and absorb that
cost.
#31,565
2. That the communication costs, still unknown, either be absorbed by GSA
or some other agency, or that it be deferred into the next fiscal year
because we still haven't been billed.
3. That some decisions be made immediately concerning PCB appropriations
for FY 1976. As of next Tuesday, July 1, no money has been made available
to the PCB to continue operations.
Sen.
PRESIDENTIAL CLEMENCY BOARD
THE WHITE HOUSE
WASHINGTON, D.C. 20500
June 30, 1975
MEMORANDUM TO
: JAMES N. PURCELL, CHIEF
JUSTICE-TREASURY BRANCH
OFFICE OF MANAGEMENT AND BUDGET
FROM
:
ROBERT
ARN, EXECUTIVE SECRETARY
SUBJECT
: PCB FINANCIAL STATUS
This is a follow-up to the PCB's previous memoes on its financial status,
as well as our discussions of June 27th.
As you are aware, Board Members have submitted pay vouchers through June 13
amounting 'to
$ 34,538.45.
All the figures relating to salary include sub-
missions from Messrs. Carter and Kauffman,
although the President has not signed their
Commissions as yet. In addition, the Board
has also submitted salary vouchers through
June 30th amounting to
27,370.07.
That gives us a total salary expense of
61,908.52*.
GSA informs us that they normally add 6%
for employee benefits, or
3,714.51.
That gives us a total PCB salary expense
through June 30th of
65,623.03.
We have also received travel vouchers and
per diem vouchers for Board Members through
June 30th amounting to $4,798.29. When
added to the $3,867.08 previously reported
to you, that gives us
8,665.37
FORD
subtotal
74,288.40.
Not including the Olsten bill, the Board has
outstanding bills on hand in the amount of 10,251.83
subtotal
84,540.23.
We estimate that Board obligations for June
are
21,250.00.
Total Board obligation, excluding Olsten,
105,790.23.
The cost of the Olsten temporaries
10,000.00.
That gives us a total Board obligation of 115,790.23.
As you are aware, we are using the following
base figure reported by GSA regarding the
*These figures are based on the actual number of hours the Board Members worked.
Both Mrs. Mominee and Mrs. Gooding of CSA informed me that the Board is being
paid on that basis.
- 2 -
amount we have on account
$122,022.19.
We have submitted two sets of bills to GSA in the amount of
13,919.56
and
7,531.10,
leaving
100,571.53,
giving us a projected deficiency, including the Olsten
expense, of
15,218.70
I was pleased to learn from you that GSA has assumed the costs
of telephones and typewriter renovations. I was likewise pleased
that the White House had voided its bills to the PCB for
incidental services. Upon confirmation of the fact that the
Justice Department will transfer $25,000 to the PCB account, I
believe we can avoid the possibility of any deficiency occurring.
However, you realize that our projections regarding June's
obligations are based on what we consider our best estimate of
what these costs will be. Unlike other agencies, we have no
previous experience to base these projections on, and we have been
using such services as Xerox often on a 24-hour basis in order
to meet the President's deadline of September 15. Consideration
should be given to what will be done in the event that the $10,000
amount over and above projected expenses is insufficient to meet
Board obligations. Both GSA and we will keep you informed as
we continue to pay bills out of FY 75 funds.
CC: David Hollar, GSA
Bruce Fitch, GSA
Senator Goodell
Lawrence M. Baskir
Gretchen Handwerger
August 22, 1975
MEMORANDUM TO
: SENATOR CHARLES E. GOODELL
FROM
: ROBERT J. HORN
SUBJECT
2 PCB BUDGET
Yesterday we received the attached letter from OMB. It contains an outline
and explanation of the PCB budget for FY 1976. I believe that the budget
represents a reasonable response to the request we made to OMB over six
weeks ago. Due to the lateness of their response, it is essential that
we either accept the OMB submission or reject it no later than by close of
business today. The principal difference between OMB and ourselves is the
fact that they provided only $5,000 for the publication of the PCB Final
Report. We initially requested $18,000 for that purpose. However, as the
OMB letter explains, they have budgeted for an average of 15 Board Members
per Board meeting day in July and August and 20 Board Members per meeting
day for the month of September. This should allow PCB some flexibility in manag-
ing the budget and spending an amount greater than the $5,000 allocated for
the Final Report. Taking all of the above into consideration, I recommend
that PCB accept the OMB budget allocation and that we not appeal any of the
changes made by OMB in our final budget. If you agree, please initial the
appropriate line below.
Approval of OMB Budget
[Please initial
[appropriate line
Disapproval of OMB Budget
Attachment: Copy of OMB letter dated Aug. 20, 1975
STATE RESIDENT STATE UNITED
EXECUTIVE OFFICE OF THE PRESIDENT
OFFICE OF MANAGEMENT AND BUDGET
WASHINGTON, D.C. 20503
AUG 20 1975
Mr. Robert Horn
Executive Secretary
Presidential Clemency Board
2033 M Street, N.W.
Washington, D.C. 20036
Dear Mr. Horn:
We have reviewed the Presidential Clemency Board's (PCB) budget request
for the period July 1, 1975, to September 15, 1975. Based upon our
analysis and discussions with you, we are prepared to recommend a PCB
budget level of $537,100 to cover Board expenses (Enclosure A).
The OMB recommendation would provide $281,000 from the President's
Unanticipated Needs account to cover:
1. Board related expenses
$222,000
We assume the Board complement will increase from 18 to 20 members; further,
that at least 15 members will work every day between July 1 - - August 31,
1975, and that all 20 members will work every day during the fifteen days
in September.
2. Staff travel/final report
$ 3,000
We assume that there will be minimum staff travel and that the primary
research associated with writing the final report will be accomplished
using PCB staff.
3. Equipment Rental
$ 26,500
This provides for rental costs of 5 xerox copiers, one labeling machine,
and a magnetic card selectric typewriter. PCB and OMB agree that an
additional copier is not essential at this time.
4. Typewriter Maintenance
$ 2,500
Provides for normal repair and service.
5. Health Services
$ 1,200
Request approved without change.
2
6. GSA Administrative Service
$ 10,000
Request approved without change.
7. Supplies and materials
$ 3,000
PCB request for $12,500 is approved as submitted. Justice has agreed to
assume the remaining $9,500.
8. Communications (local)
$ 11,800
The PCB estimate of total local rate is accepted without change. DOD
has agreed to assume FTS costs.
9. Contingency
$ 1,000
The amount is provided to cover unforeseen expenses or overages in other
estimates.
Total, Unanticipated Needs account
$281,000
In addition, the following Agencies have agreed to absorb $256,100 in
Board expenses.
The General Services Administration has agreed to assume $106,100 in
Board expenses to cover:
1. Space Rental
$103,100
2. Security Guard
$ 3,000
These items were approved without change.
The Department of Defense has agreed to assume $125,000 to cover:
1. Communications (FTS long distance)
$125,000
FTS costs are calculated on the assumption that phone usage on
weekends will be minimal and that most of the staff work on
case preparation should be completed by August 15.
The Justice Department will assume $25,000 in Board expenses to cover:
1. Printing
$ 15,500
The PCB estimate of total local rate is accepted without change.
However, only $5,000 is provided for printing the final report.
We recommend that PCB reassess the need to print a 500-page
final report and consider instead, a less grandiose report which
would concisely summarize the work of the Board over the past
year.
3
We make special note that our total recommendation for the Board,
especially Board related expenses and equipment rental, provides
enough leeway to cover any overages should the report exceed
$5,000.
2. Supplies and materials
$ 9,500
You will note that in most instances, the OMB recommendations are based
on the assumption that the Board will be operating at its maximum level
based on past experience. For example, equipment rental assumes maximum
usage; we assumed that the two additional Board members will work every
day between July 1 - September 15, 1975. I understand that the two
additional Board members have not and may not be appointed. Further, I
understand that PCB has also determined that the additional xerox copier
is not necessary at this time although it may be during September. In
both cases, we have provided full funding which should also permit
sufficient flexibility within the total PCB budget recommendation to
cover overages should they occur (e.g., final report). You should also
note that the PCB request of $300 for typewriter maintenance was increased
to $2,500 and that an additional $1,000 is provided for contingencies.
If you concur with the OMB budget recommendation of $537,100, we shall
submit the request to the President for an additional allocation of
$181,000 to the PCB. We shall inform the President that OMB and PCB
are in complete agreement and that the requested amount is sufficient
to carry PCB through to September 15, 1975.
We need to process the allocation letter to PCB as well as formalize the
agreements between GSA, DOD, and Justice immediately. Therefore, your
quick response will facilitate our getting quick decisions.
Sincerely DilmBy yours,
David M. Bray
Deputy Associate Director for
Economics and Government
Enclosure
ENCLOSURE A
PRESIDENTIAL CLEMENCY BOARD
(July 1 - September 15, 1975)
PCB
Request
Recommendation
1.
Board Salaries
20 (members) X 77 (days) X
138.50 (per day)
$213,290
---
15 (members) X 62 (days X
138.50 (per day)
---
128,800
20 (members) X 15 (days) X
138.50 (per day)
---
41,500
2. Personnel benefits
$213,290 X 6%
12,797
---
$170,400 X 6%
---
10,200
3. Travel
11 (members) X 12 (trips) X
$200 (per trip)
26,400
---
6 (members) X 12 (trips) X
$200 (per trip)
--
14,400
4. Per diem
11 (members) X 77 (days) X $42
(per day)
35,574
---
8 (members) X 62 (days) X $42
(per day)
---
20,800
10 (members) X 15 (days) X $42
(per day)
---
6,300
Board related expenses
288,061
222,000
5. Communications
185,100
136,800
- Local rates
( 11,800)
( 11,800)
- FTS rates
250 (phones) X 10 (calls) X 77
(days) X $.90 (per call)
(173,250)
---
250 (phones) X 10 (calls) X 55
(days) X $.90 (per call)
---
(125,000)
2
6. Printing
28,500
15,500
- Regular
{ 10,500)
( 10,500)
- Final Report
( 18,000)
( 5,000)
7. Other Services
- GSA administrative
10,000
10,000
- Staff travel and final report
20,000
3,000
- Bulk purchase of secretarial services
25,000
-0-
- Space alteration for Board members
3,500
-0-
- Typewriter maintenance
300
2,500
8. Equipment Rental
31,500
26,500
9. Space Rental
103,100
103,100
- New Hampshire
( 35,800)
( 35,800)
- 2033 M Street
( 67,300)
( 67,300)
10. HEW Health Unit
1,200
1,200
11. Security Guard
3,000
3,000
12. Supplies and materials
12,500
12,500
13.
Contingency
-0-
1,000
711,761
537,100