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1983 Economic Summit Task Force Notebook (1)
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1983 Economic Summit Task Force Notebook (1)
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Michael Deaver's Files on the 1983 Economic Summit
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Ronald Reagan Presidential Library
Digital Library Collections
This is a PDF of a folder from our textual collections.
Collection: Deaver, Michael
Folder Title: 1983 Economic Summit Task
Force Notebook (1)
Box: 63
To see more digitized collections
visit: https://reaganlibrary.gov/archives/digital-library
To see all Ronald Reagan Presidential Library inventories visit:
https://reaganlibrary.gov/document-collection
Contact a reference archivist at: [email protected]
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THE WHITE HOUSE
WASHINGTON
February 14, 1983
MEMORANDUM FOR WILLIAM P. CLARK
MICHAEL K. DEAVER
FROM:
MICHAEL A. McMANUS, JR.
maham.
SUBJECT:
Weekly Report on Summit Preparation #1
This is a first in a series of reports intended to keep you
up-to-date on the progress of the Summit Task Force. The
foremat will include a summary, a copy of the minutes of
weekly task force meetings, internal task force memos and
any other information you may request.
A. Office - The Summit offices have been set up in the
USIA building at 1750 Pennsylvania Avenue on the second
floor. The main number is 724-0611 and the Press number
is 724-0911. We have hired most of the personnel in the
logistical and advance areas. Hiring in the press area
is being held up for specific financing.
B. Financing - As you know we have received a budget of
$2.9 million from the State Department and had previously
been assured of financing for the Press side from USIA.
We now have a budget of $2.5 - $3 million for press but no
specific funds. This is a critical problem. I met with
Charles Wick who tried to be helpful but claims that USIA
has no available funds. I also met with Joe Wright at OMB
who believes there should be funds available from USIA and
a number of other smaller sources. I have asked OMB to
find a funding source for $250,000 to start hiring people
and work on certain necessary projects. I may need your
help on this if it isn't resolved this week.
C. Questionnaire - The questionnaire, which you have re-
ceived copies of, was sent to all delegations and we expect
to receive information back this week. In the meantime we
have already had preliminary meetings with representatives
from the Japanese, German, Canadian and British delegations.
D. Hotels - Hotel assignments have been made for the travel-
ing staff, support and press, other than Official Delegation
members, for all delegations. Each hotel has been given an
embassy contact and vice versa.
- 2 -
E. Schedule - We have submitted to you a preliminary
draft schedule and are presently updating that draft
and filling in the details. I would propose to get
a new draft to you this week and to discuss it in detail
before departures to California for the Queen's visit.
I would like to have your approval, if possible, on all
sites before the end of February.
F. Contracts -
1. Communications - We have had a number of meetings
with WHCA and the local telephone company regarding com-
munications. Telephone assets may be a problem because of
the break-up of AT&T. The smaller regional companies do
not have the same support or number of telephone sets at
their disposal. We are working with the necessary parties
to come up with a plan to solve this problem.
2. Interpretation - We have been meeting with the
experts in and out of government to come up with a state
of the art system which may allow more flexibility in
dealing with interpretation problems. We are looking to
lease such a system instead of purchasing.
3. Transportation - We have located a sufficient number
of buses and have talked to GSA about leasing some of the
new cars at a reduced rate from the private rental car prices.
4. Host TV Feed - We have discussed with the local
PBS station the possibility of their providing a live feed
into the Press Center. Since this would be local television
it would save us the cost of monitors and the picture would
also be available on TV's in the hotel rooms.
5. Construction - Last week a group consisting of USIA
Special Projects, Commerce Convention and Trade Fair specialists
went to Williamsburg to give us recommendations for low cost
construction of press briefing and filing facilities. We
will also have a specialist from Turner Construction looking
into the problem at no cost. We should have their recom-
mendations this week.
6. I.D. System - Tom Holman, Hugh O'Neill, Dan Morris
and I met last week to devise a security/I.D. system for
the Summit. We will be drafting these in quideline foremat
which should be available for your review next week.
CC: Allen Wallis
THE WHITE HOUSE
WASHINGTON
February 21, 1983
MEMORANDUM FOR
WILLIAM P. CLARK
MICHAEL K. DEAVER
FROM:
MICHAEL A. McMANUS, JR.
maker
SUBJECT:
Weekly Report on Summit Preparation #2
The following information is submitted to keep you up-to-date on
the Task Force's activities. I have also attached the minutes
from our Division Heads meeting last week.
A. Financing - As a result of our meetings last week with
OMB and USIA we now have a commitment of $1 million for the
press operation from USIA. We will have $200,000 of this
available immediately to bring on personnel in the press area.
This leaves a shortfall of between $1 - 2 million which OMB
will work out between some additional funds from State and
if necessary, up to $1 million from Commerce out of I.T.A.
funds.
B. Construction - The construction experts will be back in
Williamsburg for one last visit on Tuesday before giving us
their ideas for converting William & Mary Hall for press
briefing purposes. Once we have this proposal and cost
estimate we will be meeting with representatives of the
College to discuss a plan for reimbursement of the costs of
these improvements to their building.
C. Schedule - After our meeting on Friday, we consider that
all of the sites for various events have had final approval.
We have revised the meeting time to allow for more substantive
discussion. We are looking at the time requirements and
logistical support necessary to produce a joint statement
after the final session. We understand we will plan for:
a) meetings of Heads only with no notetakers,
b) meetings of Heads with Finance or Foreign Ministers
with no notetakers,
c) meetings of only one representative from each country
in Finance Minister meetings.
D. Interpretation - We have received sign off from the
interpreters for a system to be used in the Capitol which
would not require the interpreters presence in the meeting
room. Since this is a new system it will be tested at our
last Sherpa meeting and before that by the Summit staff.
- 2 -
E. Private Sector Involvement - We are putting together a
list of all private sector supplies to try to get as many
contributions of goods and services as possible.
F. Williamsburg Office Space - We have negotiated with
the College to use their Student Center from April 15 on
as a Summit Task Force Office at a minimum cost. This
should result in some savings over the alternative of using
hotel rooms for offices.
G. Security/I.D. System - The system was approved last week.
We will now be working on a traffic flow chart based on this
system. I have also asked Tom Holman to get us some new
designs for Summit pins so they would also have some momento
value.
CC: Allen Wallis
jumit.
THE WHITE HOUSE
WASHINGTON
February 28, 1983
MEMORANDUM FOR
WILLIAM P. CLARK
MICHAEL K. DEAVER
FROM:
MICHAEL A. McMANUS, JR.
SUBJECT:
Weekly Report on Summit Preparation #3
The following matters are brought to your attention regarding
the past week:
A. Schedule - The schedule has been revised to reflect
the changes we went over at last Friday's Roosevelt Room
session. It will be distributed to you and the other
participants that were in the meeting. One area of concern
which I wish to raise again is planning and coordination
prior to the next Sherpa meeting to get concurrence on the
schedule from the other delegates. In my view, the main
issues in this regard are:
a) Heads only meeting with no notetakers,
b) Heads together with either a Foreign Minister
or a Finance Minister and no notetakers,
c) Only one Finance Minister per meeting or meal,
d) An agreed upon procedure for the production of
a joint statement and the participation of the
Heads in the process.
While I recognize that there may be alot we can control as
hosts, we must also recognize the opposition we have already
seen to some of these proposals. I suggest that a small
group be convened to organize an effort to gain support for
these proposals prior to the meeting in San Diego. It appears
to me that at least the Canadians, British and French could
support our plan.
B. Financing - We now appear to have an agreement with USIA
for $1 million dollars and OMB is looking at Commerce as a
possible source of additional funds. I have asked my staff
to see if we can get this matter resolved this week. If it
is not resolved by March 7, I will meet again with Joe Wright
to get the necessary funds.
- 2 -
C. Construction We have had a number of experts look
at the costs of converting parts of William and Mary Hall
into a press filing and press center. The latest cost
estimate was $700,000. I've asked them to go back and
give me two other alternative plans at lower costs. At
the same time we will begin lower level discussions with
the College of William and Mary to see if they can't
assume some of these costs that will have a residual benefit.
I will meet with the President of the College upon my return.
D. Private Sector Involvement While Private Sector
involvement has been fair to date, I believe we need a more
aggressive approach. I would like to propose a White House
reception with the President to announce the support we have
received and the unique quality of private sector involvement
with govenment activities like a Summit. I would then follow
this up with a Presidential letter of thanks and Summit
photo and some Summit-related memento designed exclusively for
this purpose.
E. Presidential Arrival Date With the arrival of the
President on Friday, and a number of other connected factors,
Williamsburg will have to turn away the Aerospace Industry
Association which has been one of their most regular customers.
We should call their President to explain and thank them. I
will do this if you want and suggest following the call with
a Presidential letter.
CC: Allen Wallis
THE WHITE HOUSE
WASHINGTON
March 8, 1983
MEMORANDUM FOR WILLIAM P. CLARK
MICHAEL K. DEAVER
FROM:
MICHAEL A. McMANUS, JR.
maxim
SUBJECT:
Weekly Report on Summit Preparation # 4
I wish to bring the following to your attention with regard
to the operations of the Summit Task Force over the past week:
A. Budget Update - We now have reached an agreement with
USIA for an extra $1 million bringing our total to $2 million.
We are also working with the General Counsel's Office to
resolve those items which USIA can legally pay for.
Joe Wright and I will continue to work this week to get an
additional $1 million from State. Once this last million
is in place we should have our complete funding package.
B. Construction - In a major breakthrough last week we
reached an agreement with the Gilbane Construction Company
to act as the Project Manager for all construction without
a fee. This will result in a savings of more than $100
thousand. Gilbane was the Project Manager for the construc-
tion at Lake Placid and brought that project in on time and
on budget. Gilbane will be in Williamsburg this week to
look at the construction requirements in the press center.
The latest estimate for the construction of a press center
and briefing rooms is $750,000. We consider this to be
too costly and have asked Gilbane to review the plans.
We must have an agreement on a construction plan by March 18.
C. Foreign Delegations - Five foreign delegation advance
teams will visit Williamsburg this week. We have a planned
presentation and site survey program set up for them. The
second visit of advance teams is set for April 21 - 26.
D. Hi-Tech Showcase - Time-Life is sending representatives to
Williamsburg this week to see if they can set up their Tele Tek
system for the Summit. If it can technically be done they
would give us 60 screens which could carry schedules and other
information in five languages. Cellular phones are becoming
a problem and may not be possible. We are looking for the
best company to ask to donate election chalkboards. We are
also checking with the networks to determine the feasibility
of showing foreign newscasts.
- 2 -
E. Food for the Press - I was advised last week that we
may be expecting 6,000 press up from 4,500. The costs of
feeding and providing beverages to this number could exceed
$1 million over the time of the Summit. We have scheduled
a meeting on March 9 with members of the food industry
associations. Red Cavaney says preliminary discussions in-
dicate this group has a positive attitude in wanting to help.
F. Private Sector Involvement - In addition to Gilbane
Construction and the food industry, we have compiled a list
of suppliers which we will be soliciting over the next few
weeks for goods and services to be contributed. We are also
close to reaching a final agreement with cars, including
limosines for use during the Summit.
G. Military Services - I have asked for an opinion on
restrictions on use of military equipment and personnel to
support the Summit. Some questions have been raised about
flying Gilbane personnel and other private citizens on
military choppers. There has also been a question raised about
using military drivers to drive official delegations. I
hope these can be resolved favorably, particularly since
the Army Transportation School is at Fort Eustis, close to
Williamsburg and military drivers would be most helpful to
our efforts.
H. Contact with the Williamsburg Foundation - This week we
will be receiving our first contract proposal from Colonial
Williamsburg based upon the scope of work we have asked them
to assume. We expect this may come in at about $1.3 million
based on room costs, some construction, food costs and an
assessment of lost revenues from our taking over all of
Williamsburg. I will review the proposal and discuss the
line items with the Williamsburg people prior to asking
them to make this private sector donation by reducing the
contract amount.
I. State of Virginia - We are preparing a list of State
of Virginia related items to take with us on a courtesy
call on Governor Robb. Among these will be a request for
reimbursement from William and Mary, a State school, for
those permanent capital improvements we will be making
to William and Mary Hall.
CC: Allen Wallis
THE WHITE HOUSE
WASHINGTON
March 14, 1983
MEMORANDUM FOR
WILLIAM P. CLARK
MICHAEL K. DEAVER
FROM:
MICHAEL A. MCMANUS, JR.
norm yor in
SUBJECT:
Weekly Report on Summit Preparation #5
I wish to bring the following to your attention regarding Summit
Task Force activities over the past week:
A. Budget - The budget is now becoming more finely tuned.
We should have a better idea of press center costs and
Williamsburg Foundation costs by next week. USIA has gone
up for a reprogramming of the $2 million they have agreed
to give us for the Summit. You have also received a copy
of my memo to Mr. Van Gorkom regarding the State Department
portion of the budget. I strongly suggest that we refrain
from using this budget as a receptacle for extraneous
Summit-related expenses. It is in everyone's best interest
to keep the cost of hosting the Summit to the minimum as
it is these costs that the press will be most interested in.
B. Foreign Advance Team Visits - Last week we conducted
briefings and tours in Williamsburg for all the delegation
advance teams. Comments on preparations to date were
generally very positive. A couple of comments were made
by several of the teams:
A few Heads may not want to attend the proposed
Church service.
Some felt we were moving the Heads around too much
and that this would be criticized.
The coalition governments felt that their coalition
leader (usually the Foreign Minister) would not be
involved in any meetings with the Heads until the
expanded meeting in the afternoon of the first full
day.
The problem of the Japanese Miti Minister and the
German Treasury Minister attending meetings was
also raised.
The timing of the Joint Statement to coincide with
European prime time was also brought up.
- 2 -
C. Meeting with Governor Robb and Virginia State Officials -
Next week I am hoping to schedule a meeting with Governor Robb
to bring him up to date on what we are planning in his state,
to thank him for his offer to help, and to mention a number of
areas in which we could use help from the state. One of these
areas is reimbursement for the costs of improvements to
William and Mary Hall, since it is a state school. Transpor-
tation may also be an area where we could use some help from
a state transportation expert.
D. Public Sector Involvement - Last week we made a presentation
to the food associations regarding their possible participation
in a food fair (at no charge) for the press. Reactions are due
from participants this week, but we have already heard from the
International Franchise Association that they wish to be
involved. Since this group represents McDonald's, etc. they
are the key ingredient to the success of this program. We have
also just completed a list of all private sector suppliers and
their key contacts and will start contacting these people the
week of the 21st to get contributions of necessary equipment
and services.
E. Staff Move to Williamsburg - As previously mentioned, we
are planning to move the majority of the Summit staff to
Williamsburg on April 18th through the end of the Summit. We
had a complete briefing last week on the preparations for this
move and all seems to be going well.
F. Meeting with Colonial Williamsburg Foundation and the
College of William and Mary - Today Mike Deaver and I had
a luncheon meeting with the President of the Colonial Williamsburg
Foundation and the President of the College of William and Mary
to express our interest in good community relations and to
discuss other areas of mutual interest regarding the Summit.
The meeting went well and we are receiving the full cooperation
of the Foundation and the School.
G. Contract with the Colonial Williamsburg Foundation - We
received the first draft of the proposed contract for all
services from Williamsburg. It was all inclusive to the point
of mentioning a $600,000 estimated loss of income from closing
Colonial Williamsburg. The total cost of the draft contract
was $1.6 million which is considerably over budget. I am
confident this will be reduced to a more reasonable amount
after which I will then ask them to make their private sector
contribution by reducing costs to the Task Force even further.
CC: Allen Wallis
Jerome Van Gorkom
Attachment
THE WHITE HOUSE
WASHINGTON
March 28, 1983
MEMORANDUM FOR WILLIAM P. CLARK
MICHAEL K. DEAVER
FROM:
MICHAEL A. McMANUS, JR.
SUBJECT:
Weekly Report on Summit Preparation #7
The following is an update on the activities of the Summit Task
Force over the past week:
A. USIA reprograming - We have received Congressman Smith's
approval for the reprograming of the $2 million from USIA.
This was the last hurdle on the Hill and therefore our USIA
financing package is complete. One half of these funds will
be designated for the Gilbane Construction Company's contract
for construction of the International Press Center at William
and Mary Hall. The work will begin next week and payments
will be made on a work actually completed and progress report
basis.
B. Meeting with Governor Robb - On Monday afternoon, I met
with Governor Robb to bring him up to date on our progress,
to tell him of our opening our office in Williamsburg and to
request certain contacts and assistance from the State. I
mentioned our improvements to William and Mary Hall, the state
sales tax, a transportation department contact, permission
to temporarily register Summit cars, and liquor and food permits
among others. Gov. Robb was most willing to help and designated
William Roland as our contact. Mr. Roland was also the contact
for the Yorktown celebration and his experience will be most
helpful.
C. Williamsburg Foundation Contract - Last week Pat Malloy,
Larry Eastland and I met with a few representatives of
Williamsburg to negotiate the finalization of the contract.
We advised them we could not and would not pay anything for
lost revenues of any kind and that we expected a reduction in
a number of charges cited in the proposed contract. The
contract will be discussed with the President of Williamsburg
and the Board of Trustees this week and is scheduled to be
completed with Mr. Deaver and me this weekend.
D. Fact Books - The plan for press information and fact
books is moving foreward. The Summit staff will prepare the
logistical facts, and Treasury and State will do the first
draft on the substantive side.
- 2 -
E. Schedule - The new schedule, with input from the San Diego
meeting, has been completed. It will be discussed in a
Sherpa meeting on Monday. We should reach agreement on the
changes before distributing it among the other Sherpas.
F. State Dinner - Mr. Rosebush and Mrs. Brandon visited
Williamsburg this week to review the State Dinner site and
to give us their recommendation. Their work on this will
begin upon receipt of additional information from us.
CC: Allen Wallis
Jerome Van Gorkom
Gil Robinson
THE WHITE HOUSE
WASHINGTON
April 4, 1983
MEMORANDUM FOR
WILLIAM P. CLARK
MICHAEL K. DEAVER
FROM:
MICHAEL A. McMANUS, JR.
manin.
SUBJECT:
Weekly Report on Summit Preparation #8
The following is an update on the important activities of the
Task Force over the past week:
A. Williamsburg Meetings - Mr. Deaver and I attended a
series of meetings in Williamsburg over the past weekend.
The major result of these was a reduction of $565,000 in
the proposed contract with the Williamsburg Foundation.
The line items affected were lost revenue items claimed
by Williamsburg as a result of the closing of the historic
area to the public. We also had good meetings with the
Mayor, the Town Supervisor and the Chairman of the
Williamsburg Foundation.
B. Private Sector Involvement - We have finalized a
contribution of typewriters and copying machines from
IBM which amounts to a savings of approximately $25,000.
In addition, COMSAT has agreed to contribute the satellite
and support costs of bringing guest government news programs
into Williamsburg for the Heads of State. The value of this
contribution is approximately $45,000. USIA is looking at
the possibility of their supporting our requirement to receive
these programs and convert them to videotape for continual
showing.
C. Food For the Press - We are having a problem putting
together the fast food showcase for the press. The problem
is that the companies are concerned about the quality of the
food they can serve in the situation and the potential number
of meals involved. I have decided to negotiate a minimum
service contract with the Shamrock Corporation, the caterers
at William and Mary. They are capable of providing all the
meals at a reasonable charge. The contract can be upgraded
depending upon the level of our future success with other
food companies on a complimentary basis.
- 2 -
The other problem in this area is that although we have
a budget line item for food for the press, I am advised
that none of the funds we have received to date can legally
be used for this food requirement. I have discussed this
problem with Joe Wright of OMB who will look for additional
funds.
D. Schedule Questions At the Sherpa meeting this afternoon
a number of questions were raised concerning the schedule:
1.) Should we continue to show a church service on Sunday?
2.) Should the first meeting be a plenary session or
Heads alone?
3.) Should the afternoon session be one plenary session or
separate meetings with finance ministers and then foreign
ministers?
E. State of Virginia Matters We understand that we will be
receiving a State sales tax exemption which will reduce the
proposal costs on Williamsburg and William and Mary by six
percent.
CC: Allen Wallis
Jerome Van Gorkom
Gil Robinson
THE WHITE HOUSE
WASHINGTON
April 11, 1983
MEMORANDUM FOR WILLIAM P. CLARK
MICHAEL K. DEAVER
FROM:
MICHAEL A. McMANUS, JR.
SUBJECT:
Weekly Report on Summit Preparation #9
The following is an update of the Summit Task Force over the
past week:
A. Williamsburg Foundation Contract - We have received
a new proposal from Williamsburg which reflects a sub-
stantial savings. I have marked up the proposal with
a number of minor changes and hope to finalize the con-
tract this week.
B. Construction in William and Mary Hall - The construction
work in the International Press Center is proceeding on time
and on budget. The cooling system and electrical work
was started this week.
C. Staff in Williamsburg - Today the entire Operations
Division opened up our offices in the Student Center at
William and Mary. The first of two Summit phone systems
is operational and the first shipment of cars has arrived.
The majority of the rest of the staff, with the exception
of press, will be in place starting Monday the 18th in
Williamsburg.
D. Sherpa Meeting - This coming weekend we will host the
second meeting of the Personal Representatives in Williams-
burg. Among other things we will go over the schedule
changes and give them a tour of the sites.
E. Federal District - A number of people have suggested
that declaring Williamsburg a Federal District for the
time of the Summit would have security and state benefits.
I have asked Ed Hickey to look into this for me.
F. Private Sector - G.E. has agreed to lend us 75 televisions
for our closed circuit system for the press and delegates.
- 2 -
G. Press Conference - I will be conducting our first local
press conference on Tuesday in Williamsburg. This will
begin a series of meetings I will attend to promote good
local community relations and to dispell fears about the
effect of the Summit on local residents.
CC: Allen Wallis
Jerome Van Gorkom
Gil Robinson
THE WHITE HOUSE
WASHINGTON
April 18, 1983
MEMORANDUM FOR WILLIAM P. CLARK
MICHAEL K. DEAVER
FROM:
MICHAEL A. McMANUS, JR
for
SUBJECT:
Weekly Report on Summit Preparation #10
The following is an update of the Summit Task Force over the
past week:
A. Sherpa Meeting - The Sherpa group met in Williamsburg
over the past weekend and the sessions generally went
well. Transportation systems and communications were
operational. Separate memos on various aspects of this
meeting will follow.
B. Move to Williamsburg - The entire Operations, Advance
and Administrative divisions are now in place in Williamsburg.
The office at the Student Center is fully operational. The
new telephone number is 804/2535800.
C. Construction in William and Mary Hall - This work is
proceeding on time and on budget to date.
D. Williamsburg Contract - We have a meeting set up for
April 20 to finalize this contract. I expect this to
proceed smoothly with a few minor additional savings in
cost.
E. Overall Budget - I met with Mr. Van Gorkom to explain
our need to keep our State Department budget at the originally
agreed upon $2.9 million level. I believe he now understands
our position. I also believe that Joe Wright and I have
worked out the problem of money for food for the press.
With those completed, our entire budget should now be
in place.
F. Schedule - The schedule remains essentially the same
after the Sherpa meeting. We did reach agreement on the
first full morning being a meeting of Heads alone and it
looks as though the first afternoon will be a full plenary
session.
- 2 -
G. Rehearsal - We will have our first rehearsal of the
summit schedule and logistical movements on April 27.
At this time we will go through the arrival ceremony,
the meetings at the Capital, and the Inn.
CC: Allen Wallis
Jerome Van Gorkom
Gil Robinson
THE WHITE HOUSE
WASHINGTON
April 27, 1983
MEMORANDUM FOR WILLIAM P. CLARK
MICHAEL K. DEAVER
FROM:
MICHAEL A. McMANUS, JR.
SUBJECT:
Weekly Report on Summit Preparation #11
The following is an update of the Summit Task Force over the
past week:
A. Rehearsal - On Wednesday, April 27th we conducted our first
rehearsal of the Summit schedule, including the arrival ceremony,
motorcades and a walk-thru of all events. The rehearsal was quite
successful with only a few minor problems.
B. Staff in Williamsburg - The press staff will move into its
offices in Williamsburg on Monday, May 2. At that time the
entire Task Force will be in place.
C. Construction in William and Mary Hall - This work in the
International Press Center is proceeding on time and on budget.
D. Budget - I spoke with Tom Tracy in Mr. Van Gorkom's absence
and asked if the question of funding at $2.9 million as originally
agreed upon could be settled by next week.
E. Accommodations - A memo went out last week to try to get a
fix on the number of personnel from the White House, State,
Treasury and other agencies that may be in Williamsburg. It
is important to get this finalized by next week.
F. Guests - In view of the negative responses we have received
to a survey of spouses attendance I suggest we now discourage
any wives attending. I also understand that the policy is not
to invite U.S. Ambassadors. Amb. Galbraith has called on this
matter and I referred him to R. Burt.
CC: Allen Wallis
Jerome Van Gorkom
Gil Robinson
THE WHITE HOUSE
WASHINGTON
May 13, 1983
MEMORANDUM FOR WILLIAM P. CLARK
MICHAEL K. DEAVER
FROM:
MICHAEL A. McMANUS, JR.
morn
SUBJECT:
Weekly Report on Summit Preparation #13
The following is a report of the Summit Task Force. It is late
so it could include the results of the Sherpa meeting in Paris.
A. Paris Sherpa Meeting - The meeting went well with only
a few schedule changes. We talked about a possible meeting
with Heads of State and Foreign Ministers for coffee after
dinner at Carter's Grove to discuss a release on INF. The
time for the joint statement was changed to 3 PM. The
afternoon session on Sunday will now be a full plenary
session instead of two separate sessions with Finance and
then Foreign Ministers.
B. Comsat Television News Feed - Each of the Sherpas agreed
on desirability of having their country news available to
their Head of State in Williamsburg. We will be working this
week with our Foreign Liaison people to finalize this service.
C. Dress Rehearsal - There will be a final dress rehearsal
of the Summit schedule on Wednesday, May 18th. We have
also done a talk through of a rain schedule for the Summit.
D. Construction - The construction in William and Mary Hall was
interrupted this weekend for the College graduation. It will
continue starting Monday and is on time and on budget.
E. Accommodations - This coming week we will begin to assign
rooms to the official Delegation and to the rest of the U.S.
Party.
CC:
Allen Wallis
Jerome Van Gorkom
Gil Robinson
TABLE OF CONTENTS
A. Organization Chart
B. Telephone and Location Directory
C. Funding Memo
D. Status of Funds
E. Minutes of Weekly Staff Meetings
F. Proposed Draft Schedule with Diagrams
G. Scheduling Questions
H. Asset Requirements
I. Critical Path
1983 SUMMIT OF INDUSTRIALIZED NATIONS
OFFICE OF THE ADMINISTRATOR
ADMINISTRATOR
EXECUTIVE SECRETARY
DEPUTY TO THE ADMINISTRATOR
Mike McManus
Ellen Read
Pat Malloy
SISTANTS TO THE ADMINISTRATOR
ASSISTANT
Ken Bastian
Fred Corle
Rita Sullivan
ASSISTANT TO THE ADMINISRATOR
CRITICAL PATH
FOR INTERNAL OPERATIONS
w
Dave Bochnovich
Emily Ford
Asst: Kelly Sinclair
DIRECTOR OF
DIRECTOR OF
DIRECTOR OF
DIRECTOR OF
DIRECTOR OF
DIRECTOR OF
MILITARY
SECURITY
STATE/ADMIN
LOGISTICS
ADVANCE
PRESS
Bill Drennen
Tom Holman.
Jeannie Bull
Larry Eastland
Bill Henkel
Eric Rosenberge
3/16/83
1983 SUMMIT OF INDUSTRIALIZED NATIONS
OPERATIONS TEAM
DIRECTOR
Larry Eastland
EXECUTIVE ASSISTANT
DEPUTY TO THE DIRECTOR
Mary Battaile
DEPUTY DIRECTOR
Becki Edwards
Doug, Douglas
Secretary
Kate Shanaghan
DATA MANAGEMENT SYSTEM
Amanda Stephens
Diane Locke
Tammi Jernigan
ACCOMMODATIONS
COMMUNICATION
TRANSPORTATION
LEGAL
Dale Jerome
Stan Harper
Dave Balfour
State
Bob Manzanaras
Switchboard &
Hotels/Judd Swift Physical Arrange-
Telephone Ops.
Mass transit
Functions
ments/H.D. Lewis
Radio & Page
Motorpool
Offices
Message Center
Motorcade
Dining
Messengers
Special Transit
Food
Interpreters
Local Fare
Special Receptions
Baggage
ADMINISTRATION
Intern/Peter Jelliffe
Phil Walls
DEPUTY
Mary Oliver
SUPPORT
EQUIPMENT
& SUPPLIES
FINANCE
MATERIALS
Jennifer Hebb
Jerry LaFleur
Frank Reinhold
Ruth Hofmeister
State/USIA/Contrib./Local/
Personnel Expenditures
As Of
/3/16/83
Director of Advance
Bill Henkel
Executive Secretary
Deputy Director of Advance
Admin. Officer
Althea Hurt
Dan Morris
Pam Gardner
Asst. Adm.
Lindsey Joh
Pool Secretary
Pool Secretary
Anne Coudert
otocol
Director Foreign
Motorcade/
Director
Special
ficer
Relations
Logistics
Scheduling
Events
H. O'Neill
Operations
Angela Cochran
Assistant
Liaison: France
Liaison: Canada
Site
Site
Scheduling
Pat Kennedy
Sandra Vogels-
Advance I
Advance II
Andrea
gang
Don Clarey
Butch Cochran
DesCoteaux
iaison: G. Britain
Liaison: Japan
Site
Site
Dave Fields
Frank Fulgham
Advance III
Advance IV
Frank
iaison: FRG & EEC
Liaison: Italy.
Mermoud
Bob Lamb
Nat Giacobbi
Foreign Finance
Ministers Advance
As Of
3/16/83
DIRECTOR, PRESS OPERATIONS
Eric Rosenberger
STAFF ASSISTANT
SECRETARY
Jan Barbieri
Heide Kingsbury
RECEPTIONIST
LIAISON WITH USIA
Frankie Scott
Chris Henze
EXECUTIVE SECRETARIAT
Jane Donaldson
ASSISTANT
Carol McGlone
DEPUTY DIRECTOR FOR PRESS
DEPUTY DIRECTOR FOR MANAGEMENT AND FACILITIES
Jack LaCovey
Dan Denning
SECRETARY
DEPUTY, CONSTRUCTION COORDINATION
DIRECTOR, SCHEDULING
Veronica Krecidlo
AND LOGISTICS
Alden Lang
Tom Peacock
SECRETARY
TRANSPORTATION
PRESS CENTER COORDINATION
SPECIAL ASSISTANT
Tom Andrews
Nancy Pirkle
SUMMIT INFORMATION DIRECTOR
Anne Haskell
LIAISON WITH DELEGATIONS
BUSINESS MANAGER
Jack Shellenberger
DEPUTY DIRECTOR
Jerry Hunsaker
SPECIAL EVENTS COORDINATOR
Jenny Hillings
Susie Trees
PRESS/RADIO/TELEPHONE/TELEX
SECRETARY
WHCA
DEPUTY DIRECTOR
Helen Nakki
FOOD & BEVERAGE COORDINATOR
Barbara Cebuhar
CREDENTIALS DIRECTOR
(Koo/White)
SPECIAL ASSISTANT
Kim Philipps
INFORMATION ANALYST
Marshell Brown
Susan Sachs
HOUSING COORDINATOR
ASSISTANT
Mary Del Gaiser
SUMMIT CONFERENCE STAFF TELEPHONE AND LOCATION DIRECTORY
1750 Pennsylvania Avenue, N.W.
Summit Admin. - 202-724-0611*
Summit Press - 202-724-0911*
NAME
DEPARTMENT
LOCATION
TELPHONE
INT
AFTER HOURS
Andrews, Marianne
Receptionist
Summit 220
724-0611
68
703-549-3160
Balfour, Dave
Trans. Dir.
Summt 214
724-9048
39
202-546-8391
Barbieri, Jan
Press/Asst.Dir.
Summit 200C
724-2990
57
202-333-8545
Bastian, Ken
Asst. to Admnstr
Summit 10
724-1657
32
202-395-2000
Battaile, Mary
Ex-Secy to Dir. OPS
Summit 220
724-0906
78
202-342-9887
Bochnovich, Dave
Critical Path
Summit 15
724-0909
37
703-920-1567
Brown, Marshell
Press/Staff Asst
Summit 206D
724-2990
67
202-584-1424
Bull, Jeannie
State/Admin.
DOS 3800
632-9414
Cebuhar, Barbara
Info. Office
Summit 206
724-2990
54
202-342-1762
Clarey, Don
Adv/Site
Summit 4
724-9035
74
703-548-0175
Cochran, Angela
Adv/Schdle & Flow
Summit 4
724-9028
74
301-320-4876
Cochran, Butch
Admin/Site
Summit 2
724-9586
28
301-320-4876
Corle, Fred
Asst to Admnstr
Summit 14
724-0910
33
202-333-8156
Coudert, Anne
Advance
Summit 220
724-9586
76
703-522-8586
Crawford, Margie
Ex Asst/Admnstr
White House
456-6687
202-456-1414
Denning, Dan
Deputy Press Dir.
Summit 206
724-2990
64
703-759-3149
DesCoteaux, Andrea
Ex.Sec./Advance
Summit 220
724-9028
77
202-544-0329
Donaldson, Jane
Ex Press Secretariat
Summit 200A
724-2990
60
703-536-6811
Douglas, Doug
Deputy Dir. of OPS
Summit 12
724-0907
43
703-524-4000
Drennen, Bill
Military Office
White House
456-2150
202-456-1414
10:30
3/16/83
- 2 -
NAME
DEPARTMENT
LOCATION
TELEPHONE
INT
AFTER HOURS
Durkin, Tom
Summit 220
724-0611
202-965-3817
Eastland, Larry
Dir. of OPS
Summit 11
724-0906
42
301-261-6335
Edwards, Becki
Ex-Asst/Dir. OPS
Summit 11
724-0906
27
703-998-5825
Ford, Emily
Asst to Admin/Int
Summit 220
724-1655
46
703-683-2727
Fox, Jack
USSS/Identification
1310 L. St.
566-4403
Gaiser, Marydel
Press
724-2990
Gardner, Pam
Adv Admn Off
Summit 4
724-9035
74
703-998-8254
German, Ed
USSS/Depty Coordinator
1310 L. St.
566-4403
Harper, Stan
Communications
Summit 212
724-9365
41
703-892-8789
Haskell, Anne
Info/Dir
Summit 206
724-2990
70
703-931-2217
Hebb, Jennifer
Admin/Support
Summit 213
724-9026
35
703-683-0795
Henkel, Bill
Dir. of Advance
OEOB 179
456-7565
Henze, Chris
Liason USIA/Press
Summit 206E
724-2990
63
202-364-8929
Hillings, Jennifer
Dep. Dir/Summit Info
724-2990
53
703-683-5041
Hofmeister, Ruth
Budget/Fiscal
Summit 210
724-9048
45
202-362-6437
Holman, Tom
USSS/Coordinator
1310 L. St.
395-4117
Huggins, Tom
USSS/Motorcades &
1310 L. St.
395-4117
703-556-4403
Vehicle Access
Hunsaker, Jerry
USIA Press/Finance
Summit 206D
724-2990
62
703-276-114
Hurt, Althea
Adv Asst
Summit 220
724-1653
36
202-244-5920
Jellife, Peter
Accommodations
Summit 211
724-0046
202-232-5496
Jernigan, Tammi
Admin.
Summit 213
724-9026
47
301-773-3844
Jerome, Dale
Accommodations
Summit 18
724-0045
48
202-296-6860
Johnson, Lindsey
Adv.Asst
Summit 220
724-9343
51
202-547-9324
10:30
3/16/83
- 3-
NAME
DEPARTMENT
LOCATION
TELEPHONE
INT
AFTER HOURS
Kingsbury, Heidi
Press
Summit 200A
724-2990
55
202-333-1191
Krecidlo, Veronica
Press
Summit 220
724-2990
703-524-3719
LaCovey, Jack
Deputy Press Dir.
Summit 200B
724-2990
56
703-821-8209
La Fleur, Jerome
State/DSD
Summit 213
724-9335
48
301-268-6057
Lang, Alden
Press
Summit 206A
724-2990
52
703-683-5149
Lejins, Nora
Interp. Supervisor
State Dept.
632-1528
Lewis, H.D.
Accommodations
Summit 211
724-0045
29
Locke, Diane
OPS/Computer
Summit 17
724-9027
30
703-836-1997
Malloy, Patrick
Deputy to Admnstr
Summit 9
724-1657
22
202-456-1414
Manzanaras, Bob
Trans Asst
Not on staff yet
McGlone, Carol
Press Asst.
Summit 220-B 724-2990 72
703-548-5375
McManus, Mike
Administrator
Summit 8
724-1654
23,40
202-456-1414
White House
456-6687
Mermoud, Frank
Adv/Forgn Min.
Summit 2
724-9287
28
202-338-1316
Morris, Dan
Deputy Advance Dir.
Summit 6
724-1651
25
703-998-5943
Nakki, Helen
Press/Sec
Summit 220D
724-2990
61
703-683-2337
O'Neill, Hugh
Adv/Frgn Del/Liaison
Summit 7
724-1651
24
703-548-5375
Oliver, Mary
Admin Deputy
Summit 213
724-9027
30
301-868-9383
Owens, Sandy
Comm.
Summit 220
724-0909
29
703-684-7687
Phillips, Kim
Credential/Dir
Summit 200A
724-2990
59
703-683-0207
Pirkle, Nancy
Summit 220
724-2990
65
Potosky, Hank
USSS/OPS & Adv.
1310 L. St.
566-4403
Quinn, Tom
USSS
OEOB 12
395-4011
10:30 3/16/83
-4-
NAME
DEPARTMENT
LOCATION
TELEPHONE
INT
AFTER HOURS
Read, Ellen
Exec. Sec/Admin
Summit 220
724-1655 44
202-223-6009
Reinhold, Frank
State/Controller
Summit 210
724-9048
45
703-978-4939
Rosenberger, Eric
Dir. of Press
Summit 200C
724-2990
57
301-229-5807
Sachs, Susan
Summit Info
Summit 200A
724-2990
73
703-549-5218
Shanaghan, Kate
OPS Sec
Summit 13
724-9028 38
703-548-0895
Shanahan, Kathleen
Advance
Summit 220
724-1651 26
703-892-2169
Shellenburger, Jack
Summit 206E
724-2990
63
Sinclair, Kelly
Critical Path/Asst
Summit 211
724-0045 29
202-347-5399
Stephens, Amanda
Operations
Summit 13
724-0906
38
703-920-0974
202-544-7394
Sullivan, Rita
Summit 220
724-1654 69
Sutten, Chuck
WHCA
OEOB 595
395-4040
202-456-1414
Swift, Judd
Accom/Hotels
Summit 211
724-0045
31
703-548-5711
Terry, Kathy
Press/Asst
Summit 3
724-2990 75
Thomas, Hal
USSS
1310 L.D.C.
395-4117
202-456-1414
Trees, Susan
Special Events
Summit 3
724-2990
75
703-821-3041
Ullrich, Dan
State/OC
DOS 44A21
632-3868
703-569-9332
Wallis, Mary
Press
Summit A
724-2990 73
Walls, Phil
Admin Dir.
Summit 16
724-9027 21
703-527-2638
White, Pam
Press
724-2990
Whitman, Chuck
USSS/Ast. Coor.
WH/Gr.Fl./W16 395-4112
Young, Art
Interpr. Equip.
State Dept. 632-1634
Summit Conference Room
724-0611
33,34,37
10:30 3/16/83
INTRI RESIDENT STATES THE UNITED
EXECUTIVE OFFICE OF THE PRESIDENT
OFFICE OF MANAGEMENT AND BUDGET
WASHINGTON, D.C. 20503
MEMORANDUM FOR:
JOSEPH R. WRIGHT
Al
FROM.
Philip A. DuSault (Nygard)
SUBJECT:
Funding for the Williamsburg Economic Summit
Following up on your meeting of yesterday with Mike McManus, we
have examined USIA's 1983 funding situation as well as the other
possible sources of funds discussed at the meeting. A summary of
USIA's situation is at Attachment A, and the details on Commerce,
AID and Treasury are at Attachment B.
Briefly, USIA is in good shape, but is counting on program and pay
supplementals totalling $40 million now pending on the Hill. The
agency finances a broad range of projects, and funding for the
Summit depends on the priority that Wick accords that activity vis
a vis all others. There are questions of legal authority as well,
and the agency may be unable to cover costs relating directly to
U.S. press.
Of the other possible sources, only Commerce seems a likely
candidate. AID and Treasury are both restricted by their legal
authorities (Treasury has a limited amount of funding excess to
essential needs this year, but it is in the wrong accounts and
would require Congressional transfer authority). Commerce could
have up to $1 million in ITA administrative funds that might be
used for the Summit.
ATTACHMENT A
United States Information Agency
1983 Funding Situation
Total Available:
- 1983 appropriation
$492 million
- Pending Supplementals:
- Pay Act
$9 million
- Programs
$31 million
TOTAL
$532 million
- The agency received a "windfall" of $10-14 million in overseas
costs because of the strengthening of the dollar against foreign
currencies from original estimates. Congress captured $6
million through appropriation reductions. The balance, $4-8
million, was considered by OMB in denying the supplemental
request for costs relating to the move to the agency's new
headquarters building.
- The pay act supplemental covers the total requirements for the
1983 pay raise and the cap increase, whereas most federal
agencies had to absorb up to 50% of these costs.
- The pending program supplemental covers two high priority
Administration activities, e.g., the Democracy Initiative ($20
million) and VOA staff increases and strengthening ($11
million). The agency has begun hiring for the latter. purpose,
although the supplemental has not yet passed Congress. Delaying
some of this hiring by 1-2 months could yield $1 million,
assuming passage of the supplemental.
- USIA funds a host of small program elements. The agency's
ability to fund a particular element, such as the Summit,
depends on the priority given the project by agency management.
- If pending supplementals are approved, USIA will have 18% more
funds in its S&E account in 1983 than it did last year. The
agency would be in better shape financially than at any time in
the last 15 years.
ATTACHMENT B
Possible Funding from Other Agencies
Commerce
- Trade Adjustment Assistance. Of $27.5 million available for
1983, the Administration has proposed transfer of $20 million to
SBA to pay off defaulted loans. The balance of $7.5 million is
already committed.
- Trade Expositions. $9.0 million was carried unobligated into
1983; the entire amount is committed for the New Orleans
exposition.
- ITA Administration. An unobligated balance of $11 million was
carried into 1983. There are claims against the full amount
($4 million for the pay raise, $3.5 million for export controls,
$2 million for computer systems, $1 million for studies and $1
million for FCS contingencies), but the budget examiner's
judgement is that at least $.5 million could be obtained from
the total without significantly affecting the programs. This
would require policy level discussions with Commerce officials.
Agency for International Development
- AID's legislation limits the use of funds to purposes specified
by the Foreign Assistance Act (FAA). There is a Presidential
waiver authority, but it is limited to reasons of national
security. AID's lawyers conclude that it would not be possible
to use FAA funds for the Summit.
Treasury
The only Treasury funds that could legally be used for the
Summit are those available to the Office of the Secretary, and
funding is extremely tight this year. Congress has removed
transfer authority from Treasury, so obtaining funds from other
Treasury accounts (where OMB staff believe there is flexibility
in the range of $1 million this year) would require requesting
transfer authority (or a supplemental) from the Hill. Previous
guidance given to us has been to avoid going to Congress for
funding for Williamsburg.
STATUS OF FUNDS
1983 SUMMIT OF INDUSTRIALIZED NATIONS
as of COB February 9, 1983
Amount of Obligations
Cost Category
Prior to 2/5
2/5-9
Total
Office Equipment Rental
$ 7,865
-
$ 7,865
(Thru June 10 -
Xerox, Typewriters)
Word Processing Rental
13,638
-
13,638
(Thru May 30)
Office Furnishings
9,202
-
9,202
(Purchase of desks, sofas,
chairs)
Contractors' Costs (Thru June 10)
Eastland, Bastian, Corle,
O'Neill, Harper, Battaile,
Morris
123,447
Ford, Hurt, Douglas, Hebb
$ 39,838
163,285
Miscellaneous Services
Moving Xerox & Furniture
1,629
-
1,629
Telephone Installation
1,081
-
1,081
Supplies/Xerox
113
-
113
TOTAL OBLIGATIONS
$156,975
$ 39,838
$196,813
STATUS OF FUNDS
1983 SUMMIT OF INDUSTRIALIZED NATIONS
as of COB February 16, 1983
AMOUNT OF OBLIGATIONS
COST CATEGORY
PRIOR TO 2/9
2/10-2/16
TOTAL
Salaries and FICA for payrolled
temporary employees 2/6 thru
3/5 (Andrews, Battaile, Hebb,
Hurt, Johnson, Locke, Read)
-
$ 12,035
$ 12,035
Travel Authorizations
390500-390507
-
1,001
1,001
Williamsburg Contract,
Phase 1
-
2,500
2,500
Office Equipment Rental
$ 7,865
-
7,865
(thru June 10 -
Xerox, Typewriters)
Word Processing Rental
13,638
-
13,638
(thru May 30)
Contractors' Costs (thru June 10)
Eastland, Bastian, Corle,
O'Neill, Harper, Morris,
Ford, Douglas
134,287
-
I
Cochran, Swift, Gardner
-
32,494
166,781
Miscellaneous Services
Moving Xerox & Furniture
1,629
-
1,629
Telephone Installation
1,081
-
1,081
Supplies/Xerox
113
-
113
TOTAL OBLIGATIONS
$158,613
$ 48,030
$206,643
STATUS OF FUNDS
1983 SUMMIT OF INDUSTRIALIZED NATIONS
as of COB March 2, 1983
AMOUNT OF OBLIGATIONS
COST CATEGORY
PRIOR TO 2/23
2/24-3/2
TOTAL
Salaries and FICA for payrolled
temporary employees, 2/6 thru
3/5 (Andrews, Battaile,
Hebb, Hurt, Johnson,
Locke, Read)
$ 12,035
-
$ 12,035
Thru 4/2 (Above names plus
Coudert, DesCoteaux,
Durkin, Shanaghan)
-
22,176
22,176
Travel Authorizations
390500-390507
1,001
-
1,001
390508-390525 (includes
overseas travellers)
-
11,065
11,065
Installation/lease of
phone equipment
1,695
-
1,695
Williamsburg Contract,
Phase 1
2,500
-
2,500
Office Equipment Rental
Xerox, typewriters, Wang
$ 42,708
310
43,018
(thru June 10)
QuoData Corporation, ADP
-
23,000
23,000
Contractors' Costs (thru June 10)
Eastland, Bastian, Corle,
O'Neill, Harper, Morris,
Ford, Douglas, Cochran,
Swift, Gardner, Clarey,
Sinclair
188,399
-
188,399
Balfour, Jerome
-
16,000
16,000
Miscellaneous Services
Moving Xerox & Furniture
3,419
224
3,643
Supplies (Xerox, Wang)
1,935
-
1,935
TOTAL OBLIGATIONS
$253,692
$ 72,775
$326,467
DEPARTMENT OF STATE
STATUS OF ALLOTMENT 1043
1983 SUMMIT OF INDUSTRIALIZED NATIONS
as of COB March 9, 1983
AMOUNT OF OBLIGATIONS
COST CATEGORY
PRIOR TO 3/3 3/3-3/9
TOTAL
Personnel Services/Benefits
Salaries/FICA for 12 payrolled
temporary employees,
including Durkin
(thru April 2)
$ 34,211
$
734
$ 34,945
Travel/Transportation
Travel Authorizations
12,066
2,380
14,446
Rents/Communications/Utilities
Installation/lease of
phone equipment
1,695
-
I
Williamsburg ($36,000
estimated) i 1750 PA Ave.
($38,500 estimated)
74,500
76,195
/
-
Williamsburg Contract,
/
Phase 1
2,500
-
2,500
Office Equipment Rental
Xerox, typewriters, Wang,
ADP (thru June 10)
$ 66,018
/
3,775
69,793 /
Other Services
Contractors' Costs
(thru June 10)
205,380
9,229
214,609
Miscellaneous Services
Moving Xerox & Furniture
3,643
-
3,643
Supplies/Materials
Supplies (Xerox, Wang)
1,935
262
2,197
TOTAL OBLIGATIONS
$327,448
$ 90,880
$418,328
DEPARTMENT OF STATE
STATUS OF ALLOTMENT 1043
1983 SUMMIT OF INDUSTRIALIZED NATIONS
as of COB March 16, 1983
AMOUNT OF OBLIGATIONS
COST CATEGORY
PRIOR TO 3/9
3/9-3/16
TOTAL
Personnel Services/Benefits
Salaries/FICA for 12 payrolled
temporary employees
(thru April 2)
$ 34,945
$ -
$ 34,945
Travel/Transportation
Travel Authorizations
14,446
675
15,121
Rents/Communications/Utilities
Installation/lease of
phone equipment
76,195
-
76,195
Williamsburg Contract,
Phase 1
2,500
-
2,500
Office Equipment Rental
Xerox, typewriters, Wang,
ADP (thru June 10)
69,793
770
70,563
Printing/Reproduction
Letterhead
-
800
800
Other Services
Contractors' Costs
(thru June 10)
214,609
-
214,609
Miscellaneous Services
Moving Xerox & Furniture,
Wang/computer cables
3,643
5,780
9,423
Supplies/Materials
Office Supplies
2,197
11,200
13,397
TOTAL OBLIGATIONS
$418,328
$ 19,225
$437,553
DEPARTMENT OF STATE
STATUS OF ALLOTMENT 1043
1983 SUMMIT OF INDUSTRIALIZED NATIONS
as of COB March 23, 1983
AMOUNT OF OBLIGATIONS
COST CATEGORY
PRIOR TO 3/16 3/16-3/23
TOTAL
Personnel Services/Benefits
Salaries/FICA for 12 payrolled
temporary employees
(thru April 2)
$ 34,945
$ -
$ 34,945
Travel/Transportation
Travel Authorizations
15,121
740
15,861
Rents/Communications/Utilities
Installation/lease of
phone equipment
76,195
-
76,195
Williamsburg Contract,
-
Phase 1
2,500
2,500
Office Equipment Rental
Xerox, typewriters, Wang,
ADP (thru June 10)
70,563
463
71,026
Printing/Reproduction
Letterhead
800
151
951
Other Services
Contractors' Costs
(thru June 10)
214,609
-
214,609
Miscellaneous Services
Moving Xerox & Furniture,
Wang/computer cables
9,423
665
10,088
Supplies/Materials
Office Supplies
13,397
2,082
15,479
TOTAL OBLIGATIONS
$437,553
$ 4,101
$441,654
DEPARTMENT OF STATE
STATUS OF ALLOTMENT 1043
1983 SUMMIT OF INDUSTRIALIZED NATIONS
as of COB March 30, 1983
AMOUNT OF OBLIGATIONS
COST CATEGORY
PRIOR TO 3/23 3/23-3/30
TOTAL
Personnel Services/Benefits
Salaries/FICA for 12 payrolled
temporary employees
(thru April 2)
$ 34,945
$ -
$ 34,945
Travel/Transportation
Travel Authorizations
15,861
12,621
28,482
Rents/Communications/Utilities
Telephone and other commu-
nications facilities
76,195
25,380
101,575
Williamsburg Contract,
Phase 1
2,500
1,500
4,000
Office Equipment Rental
Xerox, typewriters, Wang,
ADP (thru June 10)
71,026
235
71,261
Printing/Reproduction
Letterhead
951
-
951
Other Services
Contractors' Costs
(thru June 10)
214,609
-
214,609
Miscellaneous Services
Moving Xerox & Furniture,
Wang/computer cables
10,088
-
10,088
Supplies/Materials
Office Supplies
15,479
2,379
17,858
TOTAL OBLIGATIONS
$441,654
$ 42,115
$483,769
DEPARTMENT OF STATE
STATUS OF ALLOTMENT 1043
1983 SUMMIT OF INDUSTRIALIZED NATIONS
as of COB April 6, 1983
AMOUNT OF OBLIGATIONS
COST CATEGORY
PRIOR TO 3/30
3/31-4/6
TOTAL
Personnel Services/Benefits
Salaries/FICA for 12 payrolled
temporary employees
(thru June 11)
$ 34,945
$ 53,071
$ 88,016
Travel/Transportation
Travel Authorizations
28,482
(812)
27,670
Foreign Advance Visit-Vehicles
--
2,188
2,188
Rents/Communications/Utilities
Telephone and other commu-
nications facilities
101,575
--
101,575
Williamsburg Contract,
Phase 1
4,000
--
4,000
Accommodations-Harper
4,000
4,000
Office Equipment Rental
Xerox, typewriters, Wang,
ADP (thru June 10)
71,261
708
71,969
Printing/Reproduction
Letterhead
951
1,039
1,990
Other Services
Contractors' Costs
(thru June 10)
214,609
-
214,609
Miscellaneous Services
Moving Xerox & Furniture,
Wang/computer cables
10,088
677
10,765
Management Svc-Auto Trans Sys
12,000
12,000
Supplies/Materials
Office Supplies
17,858
470
18,328
TOTAL OBLIGATIONS
$483,769
$ 73,341
$557,110
MINUTES
WEEKLY STAFF MEETING
FRIDAY, FEBRUARY 4, 1983
SCHEDULE PROPOSAL
Mike Deaver and Judge Clark have discussed proposed schedule. The
following is a summation of the discussion (times are tentative and
approx. ) :
Arrival: Preference to use carriages (colonial/Williamsburg type) as opposed
to limos.
Sunday:
(Morning Service--8:00A in the Bruton Parish)
The President to invite Heads of State and Finance Ministers to "hope
for peace and success of the Summit."
(First Morning Meeting--9:30A-10:30A in the House of Burgess)
Heads of State only. (Need to decide if Jim Baker and Judge Clark equals
in other countries, i.e., Germany and Japan, need to be included in
Head of State only events.)
(Second Morning Meeting--10:30A-noon in the East Lounge)
Heads of State and Finance Ministers.
Following Meeting, walk from East Lounge to Raleigh Tavern.
(Lunch--12:30P-2:00P in Raleigh Tavern)
Heads of State only. (Finance Ministers, et. al. to lunch elsewhere.)
(Carriage Tour/Walk--2:00P-2:30P on walk route)
(First Afternoon Meeting--2:30P-3:30P)
Heads of State only.
(Second Afternoon Meeting--3:30P-5:00P)
Heads of State and Finance Ministers.
(Sunday Evening Dinner/Reception--7:30P-10:30F in the Governor's Palace)
Heads of State to invite Finance Ministers and personal representatives
to reception preceding dinner.
Two dinners to be held. Dinner for Heads of State only at the Governor's
Palace. Dinner for Finance Ministers, et. al. to be held elsewhere.
Monday: (State Dinner--7:00P-10:30P at the Palace Green)
Originally proposed to have dinner at inside site. Bill Henkel proposed
State Dinner site to be at the Palace Green (outside mall backing to the
Governor's Palace). Entertainment will be outside and similar to
entertainment at a White House State Dinner.
SPECIAL PROJECTS
Bob Lesko-Will provide potential for a telecommunications showcase.
Joe Canzeri-Will provide suggestions for entertainment. Entertainment
similar to White House State Dinners for Summit State Dinner and
low-keyed, Williamsburg type entertainment for other events.
(cont.)
Page 2
SPECIAL PROJECTS (cont.)
Mementos-John Rogers working with design/possible items for gifts for
Heads of State.
Norm Beatty working with ideas also.
Figure of $200.00 raised for limit of cost for each Head of State gift.
Program-The program for the Summit will probably be written in. two
languages (English and French).
Doug Douglas and Phil Walls to meet and look at State Department
reproduction/printing operation and cost and find out if bids are
necessary for the reproduction/printing operation.
WILLIAMSBURG CONTRACTS
Three separate contracts
1) contract with Colonial Foundation of Williamsburg and Dept. of State.
2) contract with Colonial Foundation of Williamsburg and USIA.
3) contract with William and Mary and USIA.
Phil Walls in first stage of negotiating contract for State.
Ken Bastian to discuss next stage of contract for State with Phil Walls.
Fact that additional contract needed for USIA with William and Mary
for construction raised by Norm Beatty and discussed with Eric Rosenberger.
PERSONNEL
Processing of State Contracts for new personnel for Summit may take two
weeks for State processing for a total of four weeks for actual first
payment. Contracts for initial personnel (total of five) to be received
and signed today.
USIA budget not yet finalized for personnel needs and other expenditures.
Eric Rosenberger concerned with length of USIA security check. State
security may be contacted for assistance through Bill D'Urso. Possible
contact with Charles Wick or other USIA official to expedite security
clearances once USIA can provide monies for Summit.
OUTCOME: Mon., Feb. 7, 4:30P - Mtg. w/McManus, Rosenberger and Wick.
Tues., Feb. 8, 3:00P - Mtg. w/McManus, Rosenberger and
Joe Wright (Dep. Dir., OMB)
Advance Division not filling 1 pool secretary slot and 1 advance person
slot at present time. Mike McManus suggested possible use of the
1 vacant secretarial slot to fill with White House/Presidential Personnel
request.
INTERNAL OFFICE OPERATIONS
Emily Ford is trying to obtain parking from WH, State and USIA for
Summit staff.
Internal telephone directory being worked on and distributed today.
Complete residential and office telephone numbers and addresses for
Summit staff being obtained and updated throughout Summit.
(cont.)
Page 3
HOTELS
February 19, 1983 set for deadline for all sites*
Presently 1,400 rooms assigned. Total of 5,000 rooms available/reserved.
Each delegation to have 15 rooms for staff in addition to possible needs
for 1 or 2 rooms for offices and security (Heads of State to stay in
private quarters).
Hugh O'Neill is to continue direct contact with embassy liaisons. This
contact should continue and be restricted to O'Neill for an efficient
operation with the delegations. O'Neill is to immediately inform the
embassy liaisons of hotel arrangements and have them deal directly with
the innkeepers. Norm Beatty is to be kept informed of arrangements and
contacts.
Doug Douglas, Eric Rosenberger, Dan Morris and Hugh O'Neill are to
decide today on projected number of rooms and assigned (Summit staff,
WH staff, foreign delegations, foreign press, domestic press).
February 9, 1983 (close of business) set for deadline for number of rooms
and assignments*
TRAVEL
Trips to Williamsburg to be scheduled to be kept to a minimum, and
to be restricted to Tuesdays and Wednesdays if possible. Emily Ford
to be notified immediately of any planned travel with numbers and
dates. Emily Ford to notify Bill Drennan and Norm Beatty for transportation
and other arrangements.
No per diem will be paid for day trips (only for overnights). Allowable
outside approved expenses will be paid for one day trips such as
transportation expenses for one person day trips.
Walk-through/site survey day trip to Williamsburg planned for
Tuesday, Feb. 8 for advance. Dan Morris to provide Emily Ford with
list of individuals traveling, and division heads to provide additional
names if traveling this day.
MEETINGS
Ken Bastian and Emily Ford will provide weekly block schedule to
Mike McManus with all internal meetings scheduled throughout the week.
All division heads to notify Bastian or Ford with planned meetings to
include on block.
Morris suggested having Monday weekly scheduling meetings to prepare
for any travel to Williamsburg on Tuesdays and Wednesdays.
Mon., Feb. 7,
Mon., Feb. 7
Wed., Feb. 9
McManus
Oper. Div.
Oper. Div.
Security/Credential-
Communications Mtg.
Transportation Mtg.
ing Mtg.
(Rosenberger, O'Neill
Holman)
(cont.)
Rage 4
CRITICAL PATH
Dave Bochnovich will distribute tracking system of proposed schedule and
deadlines today. Division heads to review and discuss any necessary
and desired changes and provide to Bochnovich by Friday, Feb. 11.
(DEADLINE REVISION: Necessary and desired changes should be provided
to Bochnovich by c.o.b. Wed., Feb. 9 in order to discuss in Thursday
staff meeting*) Deadline dates in proposal should particularly be reviewed.
Eric Rosenberger to provide Bochnovich with revised schedule and
deadline proposal for the press operation today. Bochnovich will provide
Mike McManus a summary of critical path report next week*
BUDGET
State Department budget finalized.
USIA budget still under review. Need to finalize soon. (SEE: Personnel
heading in these minutes).
Phil Walls to provide on a weekly basis a summary of monies spent to
date and monies obligated to date to Mike McManus.
-Phil Walls stated that the turn-around for Purchase Orders from the
Department of State is 1 or 2 days.
Expenditure figures for approval needed from Mike McManus discussed.
Phil Walls suggested $2,500 and above and Mike McManus suggested $500
and above. Decision needed on amount required for Mike McManus approval.
MISCELLANEOUS
Mike McManus to have memo sent from Mike Deaver to Ed Hickey stating
the status of the Economic Summit as a White House function so that
provisions can be made for White House Military support and White House
Communications Agency support.
-END-
* Indicates deadline.