CONTINGENCY PLANNING FOR POWER OUTAGE

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP80-00473A000100200002-1
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 34
• Document Creation Date: December 12, 2016
• Document Release Date: December 7, 2001
• Sequence Number: 2
• Publication Date: September 7, 1977
• Content Type: MF

Approved For F~e fe s~ APAI : IA
NALMARY000
vile .'
7 September 1977
MEMORANDUM FOR: Director of Central Intelligence
Acting Deputy Director of Central Intelligence
Deputy Director, National Intelligence
Deputy Director for Intelligence
Deputy Director for Operations
Deputy Director for Science and Technology
Acting Deputy Director for Administration
SUBJECT : Contingency Planning for Power Outage
1. Working with the Office of. Communications and the Cable Secretariat
we have concluded that while this weekend's power outage will result in the
loss of timeliness--about four hours--between the receipt of electrical
traffic in the Signal Center and its availability to our watch officers
and our customers, it will not cripple us or seriously retard the production
cycle. To minimize the loss of timeliness we have asked the other Community
centers--State, NMIC, NSOC and the WHSR--to alert us by phone to time-
sensitive traffic. They have agreed.
2. From our vantage point, the critical moment will come when VEPCO
restores power toward mid-day Sunday. If the installation of the new power
es or circuit breakers proves faulty and the Signal Center cannot come
back on line, there will be a real impact on Monday's and possibly Tuesday's
production. To guard against this contingency, we have arranged with the
State Department's Operations Center to hold a three-man team of our Agency
watch officers on standby, cleared for access to State and provided working
space there. Should the Signal Center not come. on line as expected, we
will dispatch those watch officers to State and provide courier service
to carry us through the duration of the disruption.
CIA Operations Center
Dirt
incen
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2 2 JUN 197
honorable Joel N. Solomon
Administrator
General Services Administration
Washington, D.2 ?0 4 0 5
The challenge of energy conservation as described by the
President is a concern of all, individually and institution-
ally. The Central Intelligence Agency (CIA) has and will
continue to cooperate with the General Services Administration
(GSA) in your operation of Agency buildings in compliance with
energy conservation guidelines.
This Agency has taken the initiative and has funded ongi
neoring studies in several areas which we believe will have
impact in reducing energy consumption. These supplementary
energy conservation efforts, presently under contract, include
a major heating, ventilating, and air-conditioning systei mod-
ification study and a solid waste energy recovery study. Both
contracts have energy efficiency as a primary goal.
Additionally, at the start of both the heating and cooling
seasons, all Agency personnel are reminded of energy guidelines
and their individual responsiblities with respect to energy
conservation. As an example, a copy of an Agency notice circu-
lated for'the 1977 cooling season is enclosed.
You may be assured of our continued cooperation in mutual
efforts to meet national energy conservation goals.
Yours,
/s/ Stansfield Turner
STA NSPIELD TURI ER
Director
Enclosure
Distribution:
Orig. - GSA (w/enc)
1 - DCI (w/enc) Originating Office
I - DDCI (w/enc)
1 - ER (w/enc) Acting
1 - V.UA w enc / ~taqq77~~
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HEADQUARTERS NOTICE'
ENERGY CONSERVATION
1. At the direction of the President, the Administrator
of General Services has issued instructions to the managers
of all Government-occupied buildings to reduce energy con-
sumption.,
2. The portions of these instructions that are of
primary interest to Agency employees are as follows:
a. "During the seasonably hot months, air cooling
systems shall be held at not lower than 78? - 80?F
during working hours.
b. "Humidity controls shall not be provided for
general office use.
c. "The operation of portable cooling devices and
fans in Government-owned or -leased space is prohibited.
d. "Exceptions may be necessary for the protection
and operation of certain specialized equipment; .
Such exceptions may be granted only after consultation
with appropriate technical personnel of the agency
requesting the exception and the presentation of neces-
sary supporting evidence. Exceptions will be granted
by the official responsible for the operation and main-
tenance of the facility. . . ."
3. In accordance with the above directives, the General
Services Administration (GSA) will maintain the. temperatures
in all Headquarters Building office areas between 78'? - 80?F
during the summer months. Throughout the years certain areas
in the Headquarters Building have been chronically uncomfort-
able during peak summer and winter periods. This has been
the result of the many changes in the number and location of
personnel and equipment within the building since its original
design which has caused the building heating, ventilating and
air-conditioning systems to become unbalanced. Long-term
corrective actions for the building systems are planned by the
Agency through GSA. Although some of the corrections have
already been accomplished, the remaining work will take several
years to complete. In the interim the Agency, in cooperation
with GSA, will take all possible remedial steps to maintain
office temperatures in these areas between 78? - 80?F.
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4. Due to the lack of humidity control in the Headquarters
Building, humidity levels within office areas may become high
for certain periods of time during the summer months causing an
additional amount of discomfort. The present Government guide-
lines on work dismissal due to high temperature/humidity levels
are as follows: temperature 95, humidity 55; temperature 96,
humidity 52, temperature 97, humidity 49; temperature 98,
humidity 45; temperature 99, humidity 42; and temperature 100,
humidity 38.
5. In addition, in order to reduce energy consumption,
all Agency personnel are requested to participate this summer
by limiting and reducing demands for energy resources in their
work areas. Such relatively simple steps include closing
blinds to keep the heat of the sun out, turning off lights
where there is adequate natural light and in unoccupied areas,
and turning off electrical equipment when not in use. Also,
due to the higher temperature and humidity levels which will
be experienced, more comfortable and loose fitting clothing
may be worn as appropriate.
6. Your response to past energy conservation challenges
has been excellent, and we feel confident that our great spirit
of cooperation will serve us all well during the period of
air-conditioning conservation this summer.
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%/I ES ADMINISTRATION '=--- ?
ER C
GENERAL S
WASHINGTON, DC 20405
llb~
Solomon
May 31, 1977
Honorable Stansfield Turner
Director
Central Intelligence Agency
Washington, DC 20505
Executive Registry
We who are new to the Federal Government are faced with many new,
varied, and complex operations. I would like to take this opportunity
to express my intention to work very closely with you in accomplishing
our new responsibilities.
A program of great importance for which the General Services Administration
has responsibility is energy conservation in our Federal buildings. This
responsibility is directly related to one of the most pressing issues
the President must deal with, and that is the national energy problem.
In outlining the 10 fundamental principles of his National Energy Policy,
the President stated, "The cornerstone of our policy is to reduce demand
through conservation."
This summer, we will be operating our Federal buildings in accordance
with the established energy conservation guidelines outlined in Federal
Management Circular (FMC) 74-1 and Federal Property Management Regulation
(FPMR) 101-20.116. The temperature range of 78? F to 800 F must be enforced
if we are to meet the President's goal. Lower temperatures will prevail
only when they can be achieved without air-conditioning or where required
for essential special purpose activities that must be maintained at
special temperature and/or humidity levels.
By working together, energy conservation can become a reality! I am
asking your assistance in instilling in your employees the need for and
importance of this program. Their help and cooperation are needed. In
this regard, it might be useful to encourage a more comfortable dress
code for your employees. We need the understanding and acceptance of
all employees to continue and to increase our energy conservation
efforts.
Should you have a particular or critical problem concerning the energy
guidelines, please feel free to have your staff contact Mr. William R.
Campbell, Jr., Assistant Commissioner for Buildings Management, telephone
number 566-0971, who will be pleased to be of whatever assistance is
possible within our established energy conservation guidelines.
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HEATING, COOLING AND LIGHTING OF BUILDINGS
1. Policy intent.. This attachment prescribes uniform energy
conservation policies for all departments and -agencies in the
operation and management of building space. Such energy
conservation policies shall be implemented in a manner that
gives consideration to-the requirements of the task being
performed and to maintaining the health and efficiency of
employees.
2. Applicability and scope. The provisions of this attach-
ment apply to the management of space in all buildings owned
by executive departments and establishments. New-lease
contracts for buildings and space shall incorporate the -
.policies contained in this attachment.. Existing leases shall
incorporate-the policies of this attachment to the extent
3. Definition. * "Building space" means space in any building
a. Lighting. Energy consumed for lighting snail 1-
Policies an(L -pr.bcedures.
reduced b removing nonessential lamps-:and fixtures and~b
y
applying nonuniform lighting standards to existing lighting
ystems . During working hours, overhead lighting shall be -
reduced to 50 foot candles at ti,;ork stations.: 30 foot candles
r_ i;ork areas, and 10 but not less than 1) foot candles in
nonworking areas. Reduction in overhead lit hti ng sh:a 1 be
accomplished with minimum deviation from the specified levels.
WheY-e the "heat of light" technology is used, conside'rat-?on
shall be Given to the additional cost and energy requirements
of an alternative source of heat. Off-hour and exterior
lighting shall be eliminated, except where it is essential
for safety and security purposes. -
b. ?Heating and cool ink; . Energy consumed for heating and
cooling Government-o47ned and leased space shall be reduced.
During he heating season., temperature control devices- .for
general office space shall be set to maintain 65--68?.F during
wo-r.kir._g hours and not more than 55?F during nonvork_i.ng hours.
Temper_itu-fes in warehouses and similar space shall be acl-jiisted
lower than the 65?-68?F range depending of the type of
occupancy and activity in the space. Coaling season
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tempe:ratu"r: s for general af%ice space shall b he lci no lo:.er
e
than The use of cooling energy to acts es _,
U iev.. p -r --cr_i.Ded1
heating levels or heating energy to achieve cooling levels is
b
c. Humidity controls, Humidit
cont
l
h
y
ro
s s
all not b
e
provider' for general o fkce space. Requirements for hur:~id"ty
controls in special purpose space" or certain geographical
locations shall be handled on a case-by-case basis by the
official responsible for operation and maintenance of the
facility ,w:itl? the concurrence of the agency's Energy Conserva-
tion Coordi
t
na
or
. -
d. Threshold heaters any. ortabl6 heating and coolinrf
devices. The operation af xcs olcT eaters an~~ox ao~
}icatind and cooling devices in Government-owned or -leased
.space is prohibited.
5. Excetions. Exceptions to the
olici
p
es prescribed it
paragraph may be necessary for the protection and operation
of certain specialized equipment; e.g. , computers for maintain_
-ing, the health and efficiency of employees, and for certain
'_nstalla tions of high specialization; e.g., greenhouses
.kospitals, guard stations, and laboratories. Such exceptions
may be granted'only after' consultation with appropriate
technical personnel of the unit requesting the except-ion and
the presentation of necessary supporting evidence. Exceptions
Will be granted by the official responsible for the operation
and maintenance of the facility and must be concurred in by
t;-- ageicy's Energy Conservation Coordinator,
6. _ Reportinc. Executive departments and establish:ments shall
report once progress made in meeting the energy conservation
requirements set forth in-this attachment. Such reports shall.
be An accordance with the instructions provided in Subchapter
D of the Federal Property Management Regulations. Executive
departments and establishments shall continue to sub dt. the
quarterly Energy Conservation? ~ perforrnar_ce Report to the
Administrator, Federal Energy Adz;iinis tr a lion, with a copy -to
the Administrator of General Sex'-vic'es.
7. Inquiri s. Further information concerning ts attP_ chi
ment r,:ay oe ob-t_ained by colltac"ting:
General Services Acb-it..nis tration (A.I?)
I`,'asla:ifigton, D. C. 20405
Tel e;;;:one . IDS l83 752$
FTS 202--343-7528
2
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NANCE, PROTECTION, AND
ALTERATIONS
Purchase Contract Act of 1954 (40 U.S.C.
356) and sec. 5 of the Public Buildings
Amendments of 1972 (40 U.S.C: 6020.
(a) The usual built-in and fixed
building equipment, including courtroom
equipment where applicable, and such.
miscellaneous items as directory and
bulletin boards in public space, water
coolers, wall fans, and venetian blinds.
(b) Moving and installation of exist-
ing special equipment, such as labora-
tory, clinical, and protection equipment.
(c) Moving of furniture, furnishings,
and office equipment In use to tempo-
rary space or new buildings.
(d) Space for interim occupancy for
agencies temporarily displaced to make
way for construction.
(e) Special purpose requirements of
prospective occupants will be financed
in accordance with ? 101-21.502(b).
? 101-20.115 Property pass.
(a) Optional Form 7, Property Pass,
shall be used by all agencies requiring a
pass for the removal of occupant agency
controlled Government property from
Federal buildings. The form may be
used for the removal of personally owned
property when security regulations are
in force in a given building.
(b) The form is to be filled in and
signed by the person authorizing the re-
moval of the property. The person au-
thorized to remove the property is to sur-
render the pass to the guard when leav-
ing the building. The disposition of the,
pass after collection by the guard is ' a
matter of administrative determination
to be made by the using agency.
? 101-20.116 Conservation of energy by
executive agencies.
? 101-20.116-1 Agency action.
Executive agencies shall be responsible
for assigning a top management official
as the agency Energy Conservation Co-
ordinator ' to oversee and supervise the
Government-wide effort as It pertains to
the facilities under the agency's control.
It is further the responsibility of execu-
tive agencies occupying space in Govern-
ment-owned or -leased quarters to re-
quire their employees to observe the
energy conservation practices cited
herein. Also, it should be noted that im-
plementation of the provisions of this
regulation may require consultation or
negotiations, as appropriate, with rec-
ognized labor organizations.
? 101-20.116-2 Lighting conservation
policies and procedures.
(a) Nonuniform lighting standards
shall be applied to existing lighting sys-
tems by removing excess lamps and fix-
tures.
(1) During working hours, overhead
lighting shall be reduced to 50 foot-
candles at work stations, 30 foot-candles
in work areas, and 10 (but not less than
1) foot-candles in nonworking areas.
Reductions in overhead lighting shall be
accomplished with minimum practicable
deviation from the specified levels.
Illumination levels are to be measured
at the place or places where the visual
requirements are present. 1F urthermore,
lighting measurements shall be made so
as not to allow natural light to Influence
the foot-candle reading. Work station
lighting measurements shall be taken at
the desk surface, typewriter surface,
working surface, etc. Work area lighting
measurements shall be read on the walk-
ing surface.
(2) Except where special problems
may exist. an Illumination level of 1 foot-
candle achieved on the walking surface
at the center of the corridor midway
between two lighting fixtures is satis-
factory and need not be achieved at the
corners of corridors. against corridor
walls, etc.
(3) In stairwells where lamps or bulbs
are provided In tandem to guard against
darkening a stairway upon failure of one
lamp or bulb, the tandem system shall
be continued. In other words, the target
lighting levels shall not be achieved by
removing one of the two lamps or bulbs
provided in the tandem system.
(4) Where elevator holstway lights,
and emergency lights, such as those to
be illuminated by activation of an emer-
gency generator are provided and re-
quired, the necessary lamps or bulbs
shall be maintained. At least 5 foot-
candles of illumination shall be provided
at the landing sills of passenger and
freight elevators when the elevator is in
service.
(5) Off-hour and exterior lighting ex-
cept that essential for safety and security
purposes; e.g., exit signs, shall be
eliminated.
(6) These standards shall be main-
tained in all space except where "heat of
light" technology is utilized. Where "heat
of light" technology is used, the energy
savings to be achieved by decreasing the
lighting and cooling energy shall be com-
pared to the increased use of heating
FEDERAL PROPERTY MANAGEMENT REGULATIONS
(AMENDMENT D-48, FEBRUARY 1976) 2015
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AND GR UNDS
~'? energy before a determination regard-
ing delamping is made.
(b) To the extent thq.t projected
energy savings will offset higher acquisi-
tion and maintenance costs, preference
shall be given to the installation of more
efficient lighting systems when con-
structing or remodeling space.
? 101-20.116-3 Cooling and heating
energy conservation policies and pro-
cedures.
(a) During the seasonably hot months,
air cooling systems shall maintain space
temperature at no lower than 78? to 80?
F during working hours. Necessary, ad-
justments shall be made to cooling sys-
tem controls so that the temperature in
the space shall be maintained at 78? to
80? F with no reheat, except in multi-
zone systems where reheat is an essen-
tial element for zone control. Where this
is the case, the cooling temperature shall
be maintained as high as feasible to mini-
mize the need for reheat. Furthermore,
lower temperatures are permissible when
obtained without cooling energy, such as
with an economizer cycle. The use of
heating energy to achieve the, tempera-
tures specified for cooling is prohibited.
(b) During the seasonably cold
months, heating temperature control de-
vices shall be set to maintain tempera-
tures of 65? to 68? F during working
hours and shall be set to maintain tem-
peratures of not more than 55? F dur-
ing nonworking hours. Temperatures in
warehouse and similar space shall be
adjusted lower than the 65? to 68? F
range depending on the type of occu-
pancy and the activity in the space.
Higher temperatures than those speci-
fied for heating are permissible when
obtained with normal building operation
heat gains, such as solar energy, etc.
The use of cooling energy to achieve the
temperatures specified for heating is pro-
hibited.
(1) Interior space in office buildings
tends to have a heat build-up generated
by lights, people, and equipment and,
therefore, does not usually require an
added heat source during the, heating
season. Systems serving this type of
space usually utilize recirculated air
mixed with some outside air for ventila-
tion purposes. The amount of outside air
shall not be increased nor refrigeration
introduced for the sole purpose of lower-
ing the temperature which might other-
wise exceed 68? F.
(2) Window draperies and blinds
shall be used to cut down heat losses by
setting them to the closed position dur-
L... ing nighttime and on cold, cloudy days,
and setting them to the open position `-'
during periods of sunshine.
(c) Humidity control shall not be pro-
vided for general office space during the
cooling season. Requirements for humid-
ity controls in special type space or cer-
tain geographic locations will be handled
on an individual basis by the official re-
sponsible for operation and maintenance
of the facility with the concurrence of
the agency Energy Conservation Coordi-
nator. Humidity controls may be provided
during the heating season for general
office space.
(d) The operation of threshold heat-
ers, portable space heaters, and portable
electric fans in Government-owned or
-leased space is prohibited.
(e) Outside air intake during heating
and cooling seasons shall be reduced to
the greatest extent feasible. Under most
conditions, a 10 percent outside air in-
take will be adequate for general office
space. Under certain outside air temper-
ature and humidity conditions, the use
of up to 100 percent outside air will be
the most economical method of opera-
tion. Special purpose space, such as lab-
oratories, shall have the outside air in-
take reduced to the maximum extent
possible consistent with the requirements
of the mission. In laboratories and other
facilities dealing' with toxic materials,
the level of air intake and other system
features shall be maintained as neces-
sary to protect persons from harmful
dust, fumes, vapors, etc.
? 101-20.116-4 Exceptions.
Exceptions to the policies prescribed
in the foregoing ??101-20.116-2 and
101-20.116-3 may be necessary for the
protection and operation of certain spe-
cialized equipment; e.g., computers, for
maintaining the health and efficiency of
employees, and for certain installations
of high specialization; e.g., greenhouses,
hospitals, guard stations, and laborato-
ries. Such exceptions may be granted
only after consultation with appropriate
technical personnel of the unit request-
ing the exception, and the presentation
of necessary supporting evidence. Ex-
ceptions will be granted by the office re-
sponsible for the operation and main-
tenance of the facility, and must be con-
curred in by the official's energy conser-
vation coordinator.
? 101-20.116-5 Conservation of energy
in leased space.
Contracting officers shall ensure that
all new lease contracts include the con-
servation policies prescribed in ? 101-
20.116-2 and ? 101-20.116-3. Existing .~ J
FEDERAL PROPERTY MANAGEMENT REGULATIONS
(AMENDMENT 0-48, FEBRUARY 2976)
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NANCE, PROTECTION, AND
ALTERATIONS
lease contracts shall include the con-
servation policies prescribed in ? 101-20.-
116-2 and ? 101-20.116-3 to the extent
feasible within.the existing contract pro-
visions or by amendment thereto.
101-20.116-6 Reporting require-
ments.
(a) Each agency shall report the
energy consumption in buildings and
facilities under its control within 45
calendar days after the end of each
quarter, as specified in the Federal
Energy Administration Energy Conserva-
tion Performance Report, Form FEA U
502-0-0. Forms shall be mailed to the
Federal Energy Administration, Mail
Code 2898, Washington, DC 20461. In
addition, a copy of the report shall be
sent simultaneously to the Administra-
tor of General Services, Washington, DC
20405.
(b) This report has been cleared in
accordance with FPMR 101-11.11 and
assigned interagency report control num-
ber 1492-FEA-0U.
(f) "Official parking" means parking
'spaces reserved for Government-owned,
Government-leased, or privately owned
vehicles regularly used for Government
business. The. phrase "privately owned
vehicles regularly used for Government
business" means vehicles used 12 or more
workdays per month for Government
business for which the employee receives
reimbursement for mileage and parking
fees under Government travel regula-
tions. Monthly certification by agency
heads may be required to establish this
priority.
(g) "Parking space" means the.area
allocated in a parking facility for the
temporary storage of one passenger-
carrying motor vehicle.
(h) "Regular member" means a person
who travels daily (leave excepted) in a
carpool for a minimum distance of 1
mile each way. In addition, an agency
.may define a regular member as one
whose worksite is located within a spe-
cific but reasonable distance from the
parking facility.
(1) "Visitor parking" means parking
spaces reserved for the exclusive use of
visitors to Federal facilities.
101-20.117 Carpool parking.
101-20.117-1 Definitions.
The following definitions shall apply to
this section:
(a) "Agency parking" means vehicle
parking spaces under the Jurisdiction
and/or control of a Federal agency which
are used for parking Government ve-
hicles, other official vehicles, visitor ve-
hicles, and employee vehicles.
(b) "Carpool" means a group of two or
more people using a motor vehicle for
transportation to and from work.
(c) "Employee parking" means the
parking space assigned for the use of
employee-owned vehicles other than
those classified as "official parking."
(d) "Federal agency" means any exec-
utive department or independent estab-
lishment in the executive branch of Gov-
ernment, including any wholly owned
Government corporation.
(e) "Handicapped employees" means
Government employees so severely phys-
ically handicapped as to prohibit or
make unreasonably difficult the use of
public transportation. Justification for
this priority may require certification by
an agency medical unit or the Public
Health Service.
? 101-20.117-2 Policies.
Agencies shall encourage the conserva-
tion of energy by taking positive action
to increase carpooling. The following
policies shall be reflected in agency
plans:
(a) Parking. In assigning all parking
spaces assigned to or controlled by each
agency, the following policies shall be
observed:
(1) Agencies shall give first priority to
official and visitor parking requirements.
(2) Severely handicapped Government
employees for whom assigned parking
spaces are necessary shall be accommo-
dated.
(3) A goal of not more than 10 percent
of the total spaces available for employee
parking on an agency-wide basis (ex-
cluding spaces assigned to severely han-
dicapped) shall be assigned to executive
personnel and persons who are assigned
unusual hours.
(4) All other spaces available for em-
ployee parking shall be made available
to carpools to the extent practical.
. FEDERAL PROPERTY MANAGEMENT. REGULATIONS
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 IDD/A Registry
.~ i 7A4/
20 MAY 1971
MEMORANDUM FOR: Deputy Director of Central Intelligence
FROM John F. Blake
Deputy Director for Administration
SUBJECT Recommended Price Increases for Items
Served by the Executive Dining Room
1. Acti__one Requested: The Director's Dining Room and
the Executive Dining Room (EDR) are both operated by the
EDR. This memorandum requests approval to increase prices
for food and beverages served by the EDR to be effective as
of 1 July 1977.
2. Background:
The Audit Staff recently completed its audit of the
Executive Dining Room and issued their Report of Audit, dated
16 February 1977. The auditors noted EDR prices had not in-
creased since 1974. The auditor made a comparison of prices
for items served in the dining room with the same or similar
items served in the cafeteria which indicated that the EDR
prices had not kept pace with those in the cafeteria being
charged to employees. He noted that "while the EDR does seem
to be recovering food costs, this disparity in prices may
become a subject of concern to Agency management." The
auditor concluded by recommending that we review prices in
the EDR to determine if an increase is warranted,
The Office of Logistics has conducted a review of
its operating costs and has made a comparison of prices
charged for like or similar items such as salad, soups,
beverages, and desserts by the EDR and cafeteria. A comparison
of entree prices is more difficult due to variations in quality,
quantity, and selections served. The results of this review
and comparisons indicate the following:
a. Exclusive of the cost of salaries,
which currently approximate $119,000 per year,
the EDR has been self-sustaining and has managed
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to achieve a modest profit due largely to special
functions, i.e., cocktail parties. This profit or
operating income was approximately $6,804 for FY 197
and is currently estimated at $6,200 for FY 1977, It
has been the practice to expend such funds for replace-
ment of equipment, furniture, and utensils. A recent
example was the expenditure of approximately $7,300
for a refrigerator and all new DCI china settings.
Any funds remaining at the end of the year are carried
over or paid back to the treasury. In the current
instance, had we not carried funds over we would be
projecting a loss for the current FY of approximately
1,004.
b. The GS1, on 25 April 1977, put into
effect a general 5 percent price increase, the
second increase since 1975 which created even more
disparity in the prices between the two facilities
for comparable items.
c. Thew has been an average increase of
2 percent to the EDR in the cost of the basic entrees
served. A list of these entrees and comparative costs
is included as Attachment 1. However, according to the
36th edition (1976) of the Year Book for Bureau of Labor
Statistics, there was an 11.86 percent increase in the
price of all foodstuffs between 1974 and 1976.
3. Staff Position:
Three measures are necessary to keep the EAR on a
self-sustaining basis, exclusive of salaries, and also to
keep prices in line with GSI. The first is that EDR prices
for like or similar items served in the cafeteria should be
increased by 15 percent to equal or exceed GSI prices, which-
ever is greater. Secondly, the same increase of 15 percent
should be applied across-the-board for all other items on
the BDR menu. The figure of 15 percent represents a compromise
between the official rate of inflation and our actual costs
for certain items but we believe it to be equitable in view of
the current and projected cost of foodstuffs. L stly, the
standard price for cocktail parties with hors d'oeuvres should
be increased from $4.50 to $5.00 in order to partially offset
2
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the cost of food served and the overtime required to
properly prepare and serve for such parties. A summary
of current and proposed prices is shown in Attachment 2
hereto.
Although it is feasible to raise the prices higher
in order to gross more income than necessary for equipment
replacement, such funds would revert to the treasury as an
offset to the subsidized salaries. However, large price
increases would reduce patronage and would be insignificant
in offsetting the total subsidy.
4. Recommendation: It is recommended that approval
be grantecZ"to- - increase-"the prices for EDR meals and special
functions as set forth in Attachment 2.
/s/John F. Blake
John P. Blake
Atts
APPROVED:
DISAPPROVED:
Distribution:
Orig - Return to OL via DD/A (LSD Official)
2 - DDCI w/atts
1 - ER Watts
-2` - DD/A
Originating Office
S 'i 3/7
// 8#fiC~ . c f37la Date
/Director of Logistics
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Next 4 Page(s) In Document Exempt
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 Approved For Release 2002/05/20 CIA-RDP80-00473A000100200002-1
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by e- fox aalz puxeposa.
/S/ Haro?G L. Brownman
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15 February 1963
MEMORANDUM FOR: Executive Director
SUBJECT : Review of Legal Principles Governing the
Operation of the Director's Mess
1. Paragraphs 6 and 7 of this memorandum contain recommendations
for the concurrence of the DD/S, OGC, and Comptroller and for the approval
of the Executive Director.
2. The Director's Dining Room was established in February 1952
to provide the DCI, the DDCI, and senior Agency officials a dining room
which is physically secure and serviced by cleared personnel where
official functions of operational or representational nature can be, held.
3. The legal basis for the use of Agency funds for the establishme
and continued maintenance of this facility has been subjected to periodic ATINTL
review, and there are three formal statements by the OGC on this subject,
one in July 19 56, one in July 19 58, and one in January 1959.F
Assistant General Counsel, included the following statement in
his memorandum of 18 July 1956:
"The desirability of an executive dining room in which
senior officials of the Agency can get together for lunch, is not
questioned. A good deal of business is transacted at these
luncheons. ;' An opportunity is afforded to bring together groups
whose otherwise busy schedule might preclude such a meeting
if it were not arranged at the meal hour when everyone has to
get away from his desk anyway. Since the desirability of such
an arrangement is apparent for any Government agency, it might
have been difficult in the first instance to sanction solely an
executive dining room in the absence of specific statutory authority,
although the special security requirements of the Agency would
lend some strength to the argument. However, where the dining
room has been established by the Director for a justifiable official
purpose, its use by his senior officials when it is otherwise
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unoccupied seems proper so long as they pay for their own food.
There might be some question of the legality'of assigning two
couriers part-time as waiters, but practices of this sort are not
entirely unknown in the Government. (For example, there is no
general provision in law providing for a recreation and services
officer in the various departments and agencies; nevertheless,
some employee or employees in every department seems to have
that function. "
The results of this opinion established the following: members of the
Executive Dining Room paid for the cost of their own food (even when
atiendiiig-official functions), the charge at that time was a flat fee of
$1. 00 per lunch. All other overhead costs (salaries, laundry, food
consumed by the guests, supplies and equipment) was paid for out of
Confidential Funds. It should be noted that the regulation governing
operational entertainment at that time equired Agency
personnel engaging in operational entertainment to reimburse the Agency
$1. 00''as a'token payment for food and drink consumed in the course of
Operational Entertainment.
4. Paragraph 4' of th pinion (Tab A) raised, for the first
time,' the issue of assessing Mess members a charge in addition to the cost
of food which'was to.be u ontribution to general overhead. It is
not completely clear wha_Imeant by this paragraph but a subsequent
statement on this subject by Mr. Earman (then DCI Executive Officer) which
was concurred in by the OGC., the Comptroller and the Acting DD/S, clarified
the'issu'e (see'Tab B);. Tab B resolved the Director's position on the establish-
mentsof'the Mess (as raised in paragraph 4 of the pinion) and clea~T TINTL
stated:
."Since the Director determined that the establishment
of dining facilities was basically to fulfill a necessary official
function, I feel that these overhead expenses (sic) spoilage of
food`, free meals to kitchen personnel, salaries of mess personnel,
laundry costs, and the costs of heat and light, constitute a
reasonable charge which should be borne by the Agency. "
This memorandum reaffirmed the principle of charging members $1. 00 per
meal and established the principle that any deficit incurred as a result of the
various overhead charges in the operation of the Mess ever and above the
amount collected from the members was to be paid from Agency funds.
5. In planning for expande r-rntinnq of the Director's Mess which would
result frot` the' move to Lan le STIATINTL
g y, raised the issue of payment o
salaries for additional personnel. a se s forth the principle that personnel
needed fb'r'the operation of the kitchen and the Director's small dining room
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should be paiq for out o Agency funds and
that waiters used in t e large dining roo Ind two others) would STATINTL
be handled as a reimbursable expense item to the Agency. At that time it
was felt that three waiters working between 11:30 and 1:30 could handle the
large dining, room serving no more than 25 or 30 customers.. On this basis
the waiters working in. the large dining room would be considered part-time
help and their main jobs would be messenger or laborers for Logistics.
To cover their part-time salaries, it was recommended that the price ,of.
meals be increased by $. 25 per meal and that the Agency be reimbursed
$. 25 fox each meal served members. It should be noted that this procedure
was adopted before. the dining room was in operation in Langley and without
benefit of ?a cost experience factor or knowledge of actual labor required to
maintain the new facility. Tab D is a memorandum from Chief, TAS setting
forth these new procedures.
6:' Subsequent experience indicates that the assumptions upon which'
this reimbursement was computed were in error. I, therefore, recommend
that this commitment be abrogated retroactively for the following reasons:
a. The expanded operations of the Mess required the
full-time assignment of three waiters for the large dining room;,
mess membership has increased to a total of 212 and will
continue to increase with a total anticipated membership of
2r_0 , ead of the 25 to 30 customers a day planned in the
emorandum of January 1962, we are now averaging
55 meals a day, and this is expected to increase considerably.
b. All Mess personnel now appear on the T/O of the
Director's Office and, although waiters perform many other
functions not related to the dining room, their primary job
is concerned with the operation of the Mess. Consequently,
" the $. 25 per meal reimbursement does not cover salary
expenses of the waiters assigned to the large dining room,
'but would represent a mere token contribution to salary
overhead. ' " .
c. In spite of the agreement to reimburse the Agency
$.25 per meal (commencing March 1962), this has not been
done, and at first glance it would appear that the Mess fund
has an outstanding liability to the Agency of sorr.ie $1, 717. 50
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for the period March 1962 through 15 January 1963. However,
what has happened is that the Mess fund has been absorbing
certain overhead costs previously paid out of Confidential
Funds. For example, during the period 5 March 1962 through
15 January 1963 there was a total of 8, 750 meals served to
members, which would indicate a liability of $2, 187. 50 to
be' reimbursed to Confidential Funds. In fact, the Mess fund
'.reimbursed the Agency a total of $469. 80 in cash and absorbed
a'total of $2, 299. 20 in overhead costs which, prior to March 1962,
.would?have been paid for out of Confidential Funds according to
the?principles established in Mr. Earman's memorandum of
9 January 1959. A breakdown of these overhead costs is as
follows (meal prices based on average cost of food):
Laundry $ 630.70
Meals for guests - 223 @ $1. 00 223.00
Meals for Mess personnel - 1, 365 @ $1. 00 1,365.00
Coffee for USIB Conferences 80. 50
$ 2,299.20
make some contribution to'salary overhead. Furthermore, any profits
accruing to the Mess shall be refunded to the Agency at least on an annual
basis and' more frequently if circumstances so warrant. Under this formula,
overhead expenses to be absorbed by the Mess fund shall include: laundry,
meals and beverages for guests.,,,..meals for mess personnel, coffee for USIB
conferences, and ?purE1iaseMof small iterris"of supplies and equipment. It is
On' this basis the Mess fund has contributed more than the
$. 25 per meal surcharge on members' food bills (the $1, 717. 50
liability being more than wiped out by the $2, 299. 20 contribution
to overhead expenses).
7., Based on legal principles already established as outlined above,
and in recognition of the desire to have members make some contribution
to salaries paid Mess personnel, it is recommended that this best be done
by having the Mess fund absorb certain overhead expenses previously paid
for out of Confidential. Funds rather than being held to a flat rate per meal
as suggested in the memorandum of January 1962. The resulting
figure may be more than or less than the original $. 25 per meal and would
fluctuate'based on volume, cost of food, and pricing structure, but would,
in my opinion, satisfy the legal question raised byl hat membSeTTINTL
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felt that the current price structure of meals (i. e. $1. 50 for the Steak
Special, $1. 25 for the Regular Lunch, $. 75 for the Light Lunch, $, 20
for soup and $. 20 for dessert) is a reasonable charge for meals served
and is high enough to absorb the aforementioned overhead expenses. The
Mess Officer will review the menu price structure on a quarterly' basis and
make, necessary adjustments reflecting increases or decreases in costs of
food. In. the event that income from members is insufficient to cover the
aforementioned overhead costs (as well as the cost of food), particularly
since the. meals furnished guests (This does not include U. S. Government
employees who may be guests, except when specifically approved by
appropriate authority) are an uncontrollable variable, the Mess Officer
reserves, the. right to bill the Agency for meals furnished guests should this item
become too much of a burden on the Mess fund. STATINTL
to e ire- or
payment for meals of Government employees
and appropriate authority f
require further considerat"
CONCUR in. Recommendations in
Paragraphs 6 and ?7:
Believe- question of approving Government APPROVE:
d.General CounseL
STATINTL
STATINTL
STATI NTL
Acting
b rt)
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C
0
P
9 July 19 58
MEMORANDUM FOR: Executive Officer, DCI
SUBJECT _ : Director's and Executive Dining Rooms
1. We have reviewed the variou? papers pertaining to the
above subject. Reference is made to a previous memorandum on
this subject by this Office dated 18 July 1956, copy of which is attached.
We believe the basic legal principle involved is that the Director, under
the authorities available, to him, may properly establish a dining room
and necessary facilities if determined to be necessary for official
purposes-connected with the unique functions of this Agency. Stemming
from this principle, all necessary expenditures of confidential funds for
the establishment and operation of the dining room including cost of food
foro..ffieal non-Agency guests are proper expenditures.
2. It further seems appropriate that Agency officials present at
such official functions should be required to reimburse a reasonable
amount for food consumed. This can best be determined by reference,
.to the.-audit reports of operations of the mess. In our view, the present
practice of charging $1. 00 to Agency personnel in such situations appears
to be proper under all the circumstances. This would be applicable to
the category of luncheons designated as "official" in paragraph 2 of the
study of 17 March 1958. '
3.- As to the other two categories, "special" and "regular, " we
believe, for purposes of considering the legal principles applicable to such
luncheons, that they are essentially the same. We have previously
stated that the use of the dining room by Agency officials for other than
official luncheons is appropriate so long as reasonable charges are made.
In our view the charge can be determined by first excluding all fixed
overhead charges which are determined reasonably necessary to establish
and maintain the dining facility for its primary purpose. It is apparent
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C
O
P
Y
from the audit report that there are some overhead charges which
'fairly could be attributed to use of the dining room by Agency personnel
and their guests solely for nonofficial purposes. Another way of stating
it would be to say that nonofficial use directly and measurably increases
the total overhead. Finally there is the cost of food actually consumed.
.4. Without question costs of food consumed at nonofficial meals
should be passed on to Agency personnel. It is possible that a pro rata
portion of the overhead could be justified as an Agency expense on the
ground that'it'is advantageous to the Agency'that the individuals
concerned, have a secure place to gather for lunch to discuss and
transact Agency business. On the absence of such a justification and
a determination by the Director that this is necessary to'carry out the
unique functions of the Agency, it is our view that some portion of the
overhead should be assessed the individuals. From our interpretation
of the figures it would appear that this would necessitate increased charges
from 20 to 25 cents, per meal for all nonofficial meals.
' 5. ?? Under the circumstances it appears proper that all charges
for operation of the mess, in the first instance, be placed against
confidential funds as a proper expenditure by the Agency. Subsequent
predetermined reimbursement to the Agency would be required, as
appropriate, either in the case of Agency employees attending an "official"
meal or employees and their guests attending nonofficial meals.
A question might be raised about the policy in Agency Regulation
hich no longer requires Agency personnel present at operational
inners` o pay $1.00 for their meals. However, in this particular
situation of the Director's dining' room there has been no assertion or
justification for the Agency to bear the expenses of food consumed by
Agency'personnel, although the occasion is "official. "
ne
cc: IG'
DD/S'
Comptroller
Audit Staff
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 V-7--:02-AU MT-1 FOR: General Cctzncel
Ccr troller
uv' .f"T Direc4orlo en.1 Executive Dinin ro r,
STATINTL
of the orcr r ticn of the Di rc :ter i o
cut? vc Dirii^g Room Cona'u'l-atc-d by
The ctrfly 'rc y colc'd t c the cost per c?^al fcr
cDcc , c: official ltr,:,.chconc c=r-ntcd to C?~]~o:~ir^~ ~'? f $a~0 c- ~? !
^L:c ovc??hca E.'':T_ "'.nsce Co cpoflar e of foc'. ee i-o:'1. is ,r the l-. i r'
p er+'1o atiel' rl ce1 r1c , ? Cl dry costo 'nd coot CT hoat liE:`'" 3.
2. Since the Director detez i cd thcc the cau& 1ic'' o -thy
in:3 facilities i:ae be.oicclly to f .lf:I13, r_wcozcer- oof?ctc?. {i ct cn,
I ft.{tv ' S.r~"".Z'e 4 W~"i...1?_'cr.1. r c nnct' tu,, to a ,
foe]. } _ .,.~en c~ c~ . rc .-^ ~ cL.rJ ~-^:
cl. t'? d bo, bore by the &'_ enc '. Ti:eref'ore, I c.:n reec_ ....n' J rS t ct:
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uar
a.' the cti of $1.00 per meal, centimie to to
et.---,v1
the" rrc=berc of the m=s for reu1'1ar, coccial cmil of -Lc c'!
luncheons,
b. the o mncend charge of yU.00 for Official 1-mc oi:e
..be, clicccnvinurd ind that ezry ftficit i-cnrrvdd no a rw:,.t1 U of
ovorhea;l CfTCnr;Ce in the operation of t h,3 r=--o over cid et;c ,-o
the e r-.:nt collected from the rre?,cro i.111 be pa,,.d f--cm L-,--mcy
STATINTL
STATINTL
tRo~ J0 w1 :n
Coacttr subject to cpproval by the Duty Director (` -r, opt) c^ t e Dirc3tor .
I) .ty 1?i.Y -,tor b spor v
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This is the Latest c.ihvel op:nent. re the operat' or, o:
and it looks like we will have to continue with tt:~
except, of course, on a larger scale. To service t`ie large di ~!ing room,
we will need at least two more waiters arid. I would :;ug~:,est t_.at the huur.
of service in this room be from 12:00 to __:00 for the benefit of the -::f Lb:,erSTATINTL
of the'Mess. In talking recently to Col or:~l White about the use or Ig n 'i
STATINTL personnel to operate the kitchen and the ;small dining room for ..Mr McCuaey
he feels that we would be justified in having the salaries o{
STATINTL an acct by Agency funds. The waiters used in the large u.I:Iing roosi
d.two more) could be used from 11:30 to 1:30 and thei~ rime devoted
to the Mess would be handled as a reimbursable expense item to the Agency.
By using a round figure of 50 members using the large dining room and based
on the GS-05,salary of three waiters pro-rated 2 hours daily, this would amount
to the members paying about 300 per -teal for waiter cost. This 300 figure
added to the $1.00 amount previously charged, will bring the total cost
per meal. to $1.30. In regard to the w,ai,ter?s used in the large dining room,
their main job could be messengers, for example, working in Logistics but
used by us only between the hours of 11,:30 and 1:30.
If this system is acceptable, there are two things that should be
accomplished fairly soon, namely (1) :re uest 0 /Personnel for prospective.
candidates. for part-time use as waiter sIcould be returned to STATINTL
Logistics which was his old office and z could be used by us on
a part-time reimbursable basis) and (2) preparation of a revised list
of members of the Mess. On this latter point, I (night suggest that we
ask each of three Deputies for recommendations for anew listing.
For the- Record:
STATINTIL In conversation wit
fit was agrees that:
1 . The operation of the Director's Mess ! n the ne k L1. ! ? Si y will he
handled in the same manner with the saine personnel as previously LamuLted
in the Admin Bldg.
2. A price of $1.25 per meal will be charged.
3. The large dining room will be reduced Ln s:ise at least teinporariLy
to handle no more than 25 or 30 customers.
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 ?s,
s SEC
T Reimbursement for the Services
? of Agency
Personnel Detailed a~ S
t
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"C-_
00200002
-1
owards in the
Director's fli i
' % ,th your verbal request,
t
Office
hiag reviewed the financial records of the Director*s
the purpose of d?tarm4 i
Al 1zg the . ass for
reimbursing for the services v Pr ce ure to be followed in
Periodically as stewards in the m~ r p ex sornne Who serve
tht.
tho source of revenue to reimburse formgseWardou indicated
would be a service ch
,
arge of 4.25 for each meal serval and
that ..the anticipated number 0-f meals sech
services
Per month,: which cb would Would be , ~JQQ
Pr rvido ecvliLect
t
a
ons of approximately
2. It is su
ggosted that on a quarterly basis, frequently if desired, the custodian of the Director r s mess
remit service charges C4llactod to the din, is' or more'
Disbursing f ~Cce, located in room OIC--29, HHeadquarte .rsn s
Ruildiug. ~t'ha remitter of the funds should Identify the
source: as - the': -irec,tor'ss Mane-4 and ~,,.~ ..
ina cj
1
_
a
records .of: the Mess. 'manses Divisionowill
s -c - , "tlxe Bands to ' b-era ,' Lodger Account 695 Identified
iscells~>r~e ours Receipts, category 3? 99,' r"Recover as
Refunds not otherwise Classified".
lcs and
. The Procedure suggested above will accomplish the
re4u ,rement to reimburse for the services of the stewards in
a manner that the source of the funds will not be evidenced
to the fiscal Division of this Office or to the General
Accounting Office auditors.
Ch , ec n cal Accountinrg
,, Staff
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i 6 MAR 1962
n ng 7 oom
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ADMINISTRd i T -- --- F ; ML US Q-1LY
ZI January 1966
STATINTL MEMORANDUM FOR :
Executive Dining Room
4efe.renceto.your request about the costs, operations, and background
of the Executive Dining Room:
'I.
The Director's Dining Room was first established in. 1952 to provide the
DCI, DDCI,and senior Agency officials a dining room which is physically ee-
cure and serviced by cleared personnel. where official functions of operational
or representational nature can be hold. The legal basis for the use of Agency
uz ds `fo thy'"establishment and continued maintenance of this facility has been
"subjected .to .periodic review by the. Office l of the GeneralCounsel.'. In a- memo-
randum to the General Counsel and Comptroller from the Executive Assistant
dated 9 January 19$9, the Director's position on the establishment of the dining
room was clearly stated:
:"Since 'thee Director determined that the establishment of
dining facilities was basically to fulfill a necessary official
function,, I feel, thatthose'overhead expenses, i.e., spoilage
'of food,`free.rneals'to kitchen personnel, salaries of this
personnel,-, laundry costs, and the cost of heat and light con-
stitutesa reasonable charge which should be borne by the
Agency. "
The memorandum was concurred in by the General Counsel, Comptroller
a nd the Acting DDS.
When the Agency moved to Langley, it was initially decided that the
Agency would 'operate the Director's private dining room with a staff of three.
The large dining room was to be serviced by GSI (Government Services, Inc.
which operates the Agency cafeteria). The cost of the meals furnished by CST
would have been about the same price, if not slightly more than what we
.presently charge in the .Executive Dining Room. One major drawback to having
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GSI service the dining room was that all the food would have been prepared
in the cafeteria and carted up to the Executive Dining Room in the elevator and
.through the hallways.'., The main reason why GSI was not given the contract to
-"service the large dining room was that they could not guarantee to consistently
provide the same waiters. In order to meet our strict requirement in having
a truly secure dining room with1ully-cleared employees, (presently all dining
room employees have Top Secret, SI, T & Kl-I clearances) GSI insisted that
the Agency clear a pool of approximately ten or More people whom 'they could
draw upon to work in the dining room. They also advised that because of their
-~ very.high.rate of employee turnover,:. they would probably require us to con-
.tinually:clear new employees.:' 'Consequently, it was decided that the Agency
wouldope rate its . Executive Dining, Room,
In a memorandum dated February 1963; approved by the Executive
Director and concurred in by the General Counsel, Comptroller, and Acting
DDS, it was agreed that: due to increased activity in the dining room and,
because all dinint room i ernonnel were exntaloved full time in the dining room.
eye would-be slotted on the Office of. the Director T/O, and that: certain
overhead'expenses- for the dining room would be absorbed from the dining
room fund,' lie e. , alf food and beverage costs, laundry, and purchase of small
items of supply and equipment. From the time the Agency moved into its
Langley quarters, the Executive Dining Rooms have been operating under a
system whereby the Agency pays for all salaries of the dining room employees
;..'"d then dining room. absorbs most. if not all of the operating costs. There are
seven employees in the dining room and their annual salaries total approximately
: ,`000. ?"Presently the dining room begins operation at 6 o'clock in the morning
d 'ends at 5 -o'clock in the evening, 'Monday through Friday. On Saturdays,
it opens at.6 o'clock and closes no earlier than I o'clock. Work is scheduled
so that a minisnum'arnount of overtime is required. In addition to their rou-
tine dining room duties, the dining room staff is required to server coffee for
all USIB conferences; be available for special events during the day and evening
at the direction of the Deputy Directors; and to make certain that the O/DCI
conference room is always clean and ready for use.
The dining room is also supported by a GS-6 (annual salary approximately
$5800) custodian-bookkeeper. She assists the adniinistrativo office by answering
the telephone, acting as receptionist and clerk and assisting in other general
administrative-type duties. Including the salary of the custodian, the total
cost of the dining room operation borne by the Agency (in addition to repairing
or replacing original equipment), amounts to about $51, 000 annually. I do not
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think we could justly include the salary of a GS- 12 administrative officer in
:?' the cost of the dining room operation, inasmuch as the administrative officer
performs a. variety 'of other duties in addition to overseeing the dining room.
In looking at the dining room operation from a financial point of view,
not including salaries, the dining room operates at just about a break-evren
point. ' Briefly,' it costs the Agency approximately $52, 000 a year to operate
the Executive Dining Rooms. If the dining room operation were to be dissolved
:.today and all of its assets liiiapsidated, there would be a small surplus left over.
Of course, the equipment' and furniture would revert to Agency stark. I have
;,s