FACILITIES FOR PHYSICAL CONDITIONING AND RECREATION

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP80M00165A000300110007-3
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 10
• Document Creation Date: December 16, 2016
• Document Release Date: June 22, 2005
• Sequence Number: 7
• Publication Date: July 8, 1977
• Content Type: MF

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QGc77--~3~~
8 JUL 1977
MEMORANDUM FOR: Director of Central Intelligence
FROM
SUBJECT
REFERENCE
Office of General Counsel
Deputy Director for Administration
Deputy Director of Central Intelligence
F. W. M. Janney
Director of Personnel
Facilities for Physical Conditioning and
Recreation
A. OP Memorandum 76--6231, dtd 1S Dec 76,
Subject: Survey of Interest in Faci,li.ties
for Physical Conditioning, Recreational
and Social Activities (Attached:)
B. OL Memorandum, dtd 4 Apr 77, Subject:
Study of External Recreational Facilities
at Headquarters (Attached)
C. OGC Memorandum 77-3706, dtd 10 June 77,
Subject: Use of Appropriated Funds for
Physical Conditioning and Recreational
Facilities (Attached)
1. Action Requested: This memorandum presents recommendations
for your consideration with regard to facilities for physical condi-
tioning and recreation.
2. Back round:
a. An employee survey was initiated at the request of the
DDCI in October 1976 to determine interest in these programs. While
the results of the survey did not provide overw}ielming support for a
multi-purpose r.ecreatianal building, considerable interest was
expressed in physical fitness, exercise and athletic activities that
could be provided at the work location (reference A). The -results
of the survey were reviewed with the DDCI in January 1977 and it was
determined that a program of moderate improvements in facilities
would be developed for consideration. In view of the magnitude of
the project, we have perforce deferred consideration of facilities
for buildings other than Headquarters until we have more experience
and answers to questions already raised.
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SUI3JEC'T: Facilities for Physical Conditioning and
Recreation
b. It has been determined from previous Office of General
Counsel (OGC) reviews that appropriated funds cannot be used for
recreational pur.pases but that they can be used for official phys-
ical conditioning- programs designed to maintain ~ level of }~hysica_1.
fitness rec{uired to perform official dr~ties. The FBI provides a
large gymnasium, supervised exercise and a variety of specialized.
conditioning facilities which were justified during the construction
of their new building to provi.dc for physical fitness of their
special agent personnel. lYe have used a similar approach in con-
structing our Physical Fitness Room,purchasing necessary equipment,
providing a physical fitness instructor and installing the indoor
running track. In our rase we have Cited the need -for physical
conditioning of the DCI Protective Staff and of personnel required
to meet the special medical requirements for overseas duty. When
considering improvements in the facilities, it is necessary, there-
fore, to draw a distinction between personal recreation axicl official
physical conditioning in order to determine possible funding sources.
c. Reference B is a planning study prepared by the Real
Estate and Construction Division (RECD), OL, presenting recommenda-
tions far limited improvements in existing indoor fatilitios, pro-
posed locations for external facilities and cost estimates. With.
regard to improving existing indoor facilities, action has already
been taken in several areas. Meetings have been held wit}z repre-
sentatives of Logistics, Medical Services and Personnel to determine
needed improvements. The GSA Building Manager was apprised of the
importance of the program and this resulted in a complete spring
Cleaning of the Headquarters Physical Fitness Area, including
painting of the walls and woodwork. The asphalt the floor was
replaced to improve the Cleanliness and appearance of the Area. A
revised cleaning schedule has been established to provide for more
frequent and thorough service. Necessary repairs to the indoor
running track have been Completed. Finally, the Office of Personnel
has as a FY 1977 MBO Objective the completion of a fu11y coordinated
rev' 1 Services of the operation of the Headquarters
and Physical hitness Rooms with a view toward achieving
a measura le improvement in the service provided. All of these
improvements are being made with appropriated funds as necessary for
the official physical conditioning of Agency personnel.
d. tiVith regard to external facilities, a review of all
available land adjacent to the IIeadc{uarte-rs compound way made . Two
areas were identified as best suited for development, one for walk-
ing and jogging trails and a second for physical conditioning and
recreational activities. The walking and jogging trails would Lost
approximately $600 with the only real expense being signs to mark
the path and direct participants. It would be entirely within the
compound and would require no site preparation (see attachment 5,
reference B).
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SUBJECT: Facilities for Physical Conditioning and
Recreation
e. There would be considerable site preparation and cost
involved in the second area of development which would be :for major
facilities such as: tennis and baslcetbal:l courts, fie"lds for soft-
ball, football a.nd soccer, and a picnic area. The location is
directly behind. the Printing Services Building. Complete develop-
ment of this area, with all of the facilities and lighting included
in our plans, would cost about X160,000. It is recognized that
this large sum is not likely to be avail~.ble and the plans, there-
fore, indicate the casts of individual components which could be
constructed incrementally in a variety of combinations.
f. While official physical conditioning is often thought
of as an individual pxogram of exercise and/or running, there are
other activities that accomplish the same results. l~or instance,
many individuals pxefer to play handball, squash, ox basketball
regularly in order to maintain a good physical condition. Facili-
ties for -this purpose are provided in the official physical
fitness areas of other Federal agencies. Other facilities, such
as tennis courts, are equally useful for physical conditioning
but axe frequently omitted because of space limitations. A11 of
these facilities would provide a valuable addit.ian or alternative
for Agency employees who have official physical conditioning
requirements.
g. The Director of Security .has recommended that access to
the major facilities area be through the outside fence so that it is
not necessary to breach the main perimeter security fence or any
security fence adjacent to the West Paxki.ng Lot and Printing Services
Building. In order to maintain security control of the axea and
limit public access, it would be necessary to install an Electra
Card lock gate with a wooden arm that raises when an ap ropriate
card is inserted in the machine. It is estimated that 15,100 would
be required for an electric gate, gxavel road, 20-cox parking lot
and necessary electric service work. An OGC opinion has been
requested as to whether this cost could be funded from appropriated
funds since it is essentially a security requirement.
h. New buildings would eventually be constructed in this
area if the conceptual master plan for the devel.apment of the site
were followed. There is no indication at this time that such
construction will take place in the near :future. 'The planned
buildings would not., in any case, cover the proposed tennis courts
or handball court. It is likely that the basketball/volleyball
court would be eliminated by building construction. The softball,
football and soccer fields would definitely be lost to new buildings.
i. A limited source of non-appropriated funds is available
through the Central Employees Activities Fund (CEAF) which is used
far the general benefit and morale of Agency personnel. This fund
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SUBJECT: Facilities for Physical Conditioning and
Recreation
has been established .from excess net profits of self-susi:aining
activities and net proceeds from the termination and liquidation
of assets of such activities. It has been determined that up to
$25,000 could be oracle ava_iviable for recreation plzrposes Zv_it-.l-taut
unduly jeopardizing the ability of CEAF to satisfy future require-
ments.
j . 'The Employee Activity Association (1_AA) is another
source of non-appropriated funds. After reviewing the RECD plan-
ning study the EAA Board of Directors ha.s voted to make available
up to $50, 000 .far the fol"low_ing facilities that meet the needs of
large nurnber.s of active EAA participants, provided that a determi.na-
ti.on is made that appropriated funds cannot be used f.or this purpose
and provided that the area will be availab:l.e far this purpose for a
reasonable period of time cansiclering the expenditure involved:
Facility,
Estimated Cast
Softball
$ 9,100
Football/Saccer
11,000
Basketball
9,250
Volleyball
350
lIandball
5,500
Contingency,
mainter~ once
and upkeep
14-,800
TOTAL
$50,000
There are not sufficient EAA funds available ~t this time to consider
tennis courts, a second football field or t:he lighting of the .indivicl-
ual facilities. These are matters which the EAA Board would address
in the future if this becomes necessary and desirable a.nc1 funds
become available.
k. There is also the possibility that non-appropriated
funds could be raised through the contz?i.butions, investment or
dues payments of employees and retirees. In the early 1970's NSA
surveyed their employees and found only 40 willing to invest as
much as $500 in a multi purpose club. They were unable to move
ahe~.~d with their very ambitious plans . Our own enr471oyeF~ survey in
October 1976 did not pxovide any clear demonstration of financial
support far a particular activity or metl~.od o:C opexation. Some
employees wanted to include family and guests whi:Ie others were
concerned about maintaining cover. Most had a specific activity
that they were particularly interested in and their support likely
hinged on the availability of that particular facility.
3. Sta:E:~ Positi:on:
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SUBJECT: Facilities for Physical Conditioning and
Recreation
available by appropriation may be expended for health service pro-
grams. These services are further defined in Section 7901 o-C Title
5 as programs to promote and maintain the physical and mental. f_:i_t-
ness o-f. emp:l.oyees . IIowever, =in its most r. ecent opinion on t.Izis
subject (reference C) OGC :indicates that there are sufficient
doubts about the justification far an Agency physical fitness
program that appropriated funds should not be used for the proposed
new facilities unless specific authorization is obtained from Congress
or a review by the Comptroller Genera"1 is requested.
b. The walking and jogging trails are a necessary adjunct
to our present indoor track and Physical Fitness Raom. They would
provide an alternative for individuals involved. in official physical
conditioning and should be developed if the estimated cost o:F $600
can be paid from appropriated funds; otherwise, CEAF funds should be
used.
c. Security is the principal factor involved in xequiring
that access to the major facilit:i_es area be through the outer fence.
It is passible that the expenditure of $15,100 for an electric gate,
required electric service, gravel road and 20-car barking lot could
be from appropriated funds. In the event appropriated funds cannot
be used, CEAF funds should be used far this purpose.
d. Our Headquarters Physical Fitness Area i.s limited in
size and there is no room fax expansion. There is a need to provide
a broader range of activities and the only way to accomplish this in
the foreseeable future is with external facilities. We believe that
additional alternatives are necessary to meet official physical
conditioning requirements and. it is possible the following activities
could be paid far front appropriated funds if the Comptroller General
agrees or Congressional. authorization is obtained:
Activity
Estimated Cost
Tennis - 4 courts
$50,000
Basketball
9,250
Volleyball
350
Handball
5,500
e. At this time we would have greater dif Ficulty :i_n
applying the concept of official physic a"1 conditioning to team
sports such as football, softbal"1 and soccer. While conditioning
is certainly involved, there is a somewhat rigid and limited
schedule of activity. It is our conclusion that EAA should be
permitted to fund the football, softball and soccer fields. If
appropriated funds axe not available for the basketball, volleyball
and handball facilities, EAA should also be permitted to fund
these facilities. Careful consideration must be given, however,
to the possibility of new building construction in this area in the
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SUBJECT: facilities for Physical Conditioning and
Recreation
f. We believe that consideration of the lighting :Car the
various areas should be deferred until we have some experience with
the use of the facilities. It would. also appear that the picnic
area is not essential at this tame.
g. If some or all of the facilities considered above are
constructed, there will be a need for drinking fountains and trash
containers. The cost of these is est:i.mated at $7,560 and. it should
be provided from appropriated funds if the facilities are similarly
funded. If appropriated funds are not available, CEAF funds should
be used. While we did not obtain cost estimates on restroom
facilities, this would be a limited additional expense.
h. One of the best gymnasiums and phys~.ca1 fitness facil=i-
ties available in Government buildings is the new FBI Building.
They were able to justify their program and commit the needed space
during the construction planning stage. While there are no imme-
diate prospects for new building construction far the Agency, this
appears to be the only available opportunity to provide for a
gymnasium, squash and indoor handball courts, and possibly an indoor
swimming pool.. We believe .that such facilities should be an
important part of any future plans for new buildings.
i. The other possible source of financial support would
be fund raising from employees or retirees. There are separate
problems and considerations in such activities. We would not be
able, for instance, to invite retirees to use any of our physical
fitness facilities that are provided by appropriated funds since
they are intended only for employees. Individuals who made con-
tributions or paid dues would expect certain considerations in
terms of use, hours of operation and general administration which
might not prove possible or desixable from an Agency management
viewpoint. While .fund raising remains a possibi"lity, it is believed
that we should defer consideration at this time until other alter-
natives have been fully explored.
j. In summary, an overall plan has been developed. which
would provide a substantial improvement in facilities for physical
conditioning and recreation. Appropriated funds cannot be used
for recreation purposes and should not he used for the proposed
physical. conditioning facilities without further review by i.he
Congress or the Comptroller General. External revietia wi:L1 require
considerable delay and we cannot predict which facilities could
ultimately be provided with appropriated funds. Fund raising would.
also result in furtl~.er delays. Since there is a need far additional
facilities now, and non-appropriated funds are available from C)JAF
and EAA, it is our conclusion that this source should be used to get
the program moving with specific appropriation requests to follow in
order to augment the official physical fitness program.
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SUBJI';CT: Facilities for Physical Conditioning and
Recreation
4. Recommendation: It is recommended that you approve the
fol"lowing course of action:
a. The RF,CD planning study contained in reference B be
approved for use in developing facilities :f:or physical conditioning
and recreation.
b. Construction of the following. facilities using appro-
priated :Funds, for security ~.nd physical fitness purposes, if OGC
concurs, or LEAF funds as an alternative:
Estimated
Faci1'ltles
COSt
Walking
Jogging
and
Trails
$ 600
Electro
Card Gate,
Road, Parking and
Electric Service
15,100
TOTAL
$15,700
c. Construction of the following recreational and unfunded
physical fitness facilities with funds made available from CEAF and
FAA:
Estimated
Physical
Facilities
Cost
Canclitioning Recreation
CEAF
Drinking Fountains,
Trash Containers
$ 7,560
x
TC7TAL CEAF
$ 7 , 56 0
EAA
Softball
$ 9,100
x
Football/Soccer
11,000
x
Basketball
9,250
x
Volleyball
350
x
Handball
5,500
x
Contingency,
maintenance
and upkeep
14,800
x
TOTAL EAA
$50,000
d. Specific appropriations be requested at the earliest
date possible for the construction of four tennis courts at an
estimated cost of $50,000 as apart of our. health services program
fox the physical fitness of employees.
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 .. thee?prrq~~~see~rz-t~~~sra~r~,x~is,_ancl
pers~nize]~,reZated. se~vices~.iz~:.. the
c on gresskorra~--b:ud.g.et. sub mi s s ion .
~fr~i'/?C~~~4-
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. This-C~??~e:~cc-ncuxs in the
recommerxdations contaitned in
paragrap}x 4 w~tl~?thergr.auisa
. that..the,_tose.of,:apprapr..iated..funds
for- those:.items.,set..outin..sub-
paragrap~~:44b}~, be:,re~'iezued by
the-Cor~pt~oZ.Ier,,.ta..ensure .that
there:.is~ a,x~easonahle.:.relataonship
between the expendituxea.-and
I agree.
7/14/77
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ST~T
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SUBJECT: .Facilities far Physical Conditioning and
~Zecreation
e. If appropriations are provided far these facilities,
consideration should be given in subsequent appropriation requests
to the lighting and upgrading of existing facilities.
f. Inclusion.-:in future.building plans of a gymnasium,
shower,room,.:-locker facilities, squash and handball courts, exercise
raom and indoor swimming-pool for official physical fitness purposes.
STAT
"~' ~, a t e
~' .
Deputy Director o Central Intelligence
Director of Central Intelligence
DISAPPROVED:
Director of Central Intelligence
Date: ~' ~ AIJ~~ 1~a~T
~ Subject to comments on routing slip . ?~? ~ ~,;c
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E t~~
Distribution:
d - Return to D/Pers
1 - DDCI
1 - ER
2 - DDA
1 - OGC
1 - D/Pers
1 - D/Lag
2 -- C/BSD (1 w/held)
{ ~ ~ ~ ~ rF
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