GSI DONATIONS TO CIA WELFARE ASSOCIATION

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP85-00375R000200110027-0
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 28
• Document Creation Date: December 12, 2016
• Document Release Date: April 29, 2002
• Sequence Number: 27
• Publication Date: September 25, 1962
• Content Type: MFR

SEP
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MEMORANDUM FOR THE RECORD
SUBJECT: GSI Donations to CIA Welfare Association
H-1O
1. I met with Miss Margaret Dolson, Assistant Secretary
Treasurer of GSI to discuss the matter of donations to the CIA
Welfare Fund. Miss Dolson explained that the method of ob-
taining such donations required formal notification to GSI of
opening of a cafeteria or other food vending facility and a re-
quest to participate in the distribution of the amount appropri-
ated by the Board of Governors. She also explained that it was STATINTL
the small amount of the last Agency share that prompted her to
write the letter of 20 August 1962, addressed
informing us of these requirements.
2. As a result of Col. Whitens letter of 4 September the
headquarters cafeteria is now officially recognized as all-CIA
patronized and we will be credited with the revenue it produces
starting with the 9th period which begins in early August. Hence-
forth we should receive donations at least equal to previous years.
Miss Dolson also agreed to give us credit for patronage at R & S
and Curie Hall cafeterias. With respect to we will 1TATINTL
required to give formal notification and request donations at the
time the cafeteria is in operation.
3. Miss Dolson said she could not make donations earned
earlier this year by headquarters cafeteria payable retroactively.
The $20, 000 set aside for this purpose is paid out in four install-
ments of $5, 000 each. Two distributions have already been made
this year and the payments could not be recovered. Furthermore
Miss Dolson said correction could not be made at the next payment
on the basis of a recalculation for the entire year since this would
result in a drastic reduction in payments to other welfare associations.
In her view the error was ours and we must accept the consequences.
4. I explored with Miss.Dolson the various methods of contract-
ing for GSI services. Apparently GSA is the determining factor.
Independent contracts are arranged only with Federal agencies whose
properties are not managed by GSA. When GSA is in the picture it
controls the contracting through Public Buildings Service and Mir, s
%ot aware of any PBS contract for cafeteria facilities with
any organization other than GSI. We may be committed to GSI for life.
1(b S~, It 20 VIA _Es
STATINTL
OLLICE Qk ; 4E ,,ibF: C10VChief, Ben es Divvision
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hr: I
Director of Personnel
Audit Staff
7 September 1961
of Audit of the * IA Welfare Assistance ward
or the Year Ended 3 Mav i961
Attached is subject report. Please advise the
Audit Staff, of the action taken on the suggestion
made in paragraph 2 of the report.
Attac`-e nt
bution c
1 - Director of Personnel
1 - Deputy Director (Support)
1 - Inspector General
25X1A
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(When Filled In)
AUDIT STAFF
REPORT OF AUDIT
This report presents the findings de-
veloped from an audit of activities and
accounts undertaken pursuant to
Audit Staff responsibilities and au-
thorities set forth in organization reg-
ulations. The audit included review
and appraisal of internal controls and
procedures and such other audit proc-
esses, test checks and verification of
accounts, assets and transactions as
were considered appropriate and con-
sistent with generally accepted audit
standards in the circumstances.
The objectives of the audit were to
determine for management whether
(1) Adequate controls and pro-
cedures have been established
and are being applied effec-
tively to safeguard organiza-
tion resources and assure
that resources are used only
for approved and legal pur-
poses, and
(2) Activities are being con-
ducted economically, effi-
ciently and in conformance
with policy determinations
and directives.
The Audit Staff will be glad to fur-
nish such additional data as may be
available to it on any matter discussed
in this report and to assist in any ac-
tions on these matters.
-
----
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For the period:
From
To
25X1A
4_t Staff
Date _ I !r 1961
This report consists of _ 3 pages.
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SECRET
REPORT OP AUDIT
CIA Welfare Assistance Board
Aar the Period
1 June 1960 to 31 May 1961
During the year the CIA Welfare Assistance ward
r loans totaling $1,934.39. A total of 20 loans
,57.20 were outstanding at 31 May 1961, of
Which 13 with balances of $720.06 were delinquent. Purther
financial details are shown in Exhibit A - Balance Sheet
and Exhibit B - Statement of Income and Expense.
INGS AM R'StOMIE3ATIQNS
2. Board activities were carried out in an efficient
manner during the year. We suggest control over cash be
ed by the establishment of a checking account and
disbursements made by check whenever possible.
ration and assistance rendered the auditor
-Secretary during the course of the audit
ed.
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Bxhibit A
CIA Welfare Assistance Board
nee Sheet
31 May 1961
Asse s
Tot
(Exhibit B .#l.iM..f,l.......? 924.87
Welfare Fund Balance 5/31/61. .................... 1 71403.10
Total Not worth , f i f . .
Federal Credit Union .....~...,..f#...
Permanent Savings and
657.23
3, 516.36
2,074.33
1,137.30
I Assets
epos it .
Net Worth
Fund Balance 6/1/60 .......... $ 6,680.23
Not income, 1 June 1960 - 31 May
... i...!.. #!! ? #. f ?....!..? 71401j0
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SECRET
Exhibit 8
CIA Welfare Assistance Board
Statement of Income and Expense
1 June 1960 - 31
1,637.14
378.00
7 __3
2, 0a9.47
to Recreation Fund .......... $ 1,144.60
ctible loan Charged Off ..... 20.00 1 I$4.6 }
come for Period ......................... S 924.87
SEC
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AGENDA
CIA WELFARE ASSISTANCE BOARD MEETING
ROOM 2611 CURIE HALL
20 APRIL 1961
1:30 P.M.
1. Summary of Welfare and Recreation Finances
2. Recreation Program Budget
3? Itemized Listing of Budget Categories
4. Uncollectible Loans
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SUMMARY OF WELFARE AND RECREATION FINANCE
1. On 3 March 1955 the old Agency Welfare Fund transferred the
sum of $3,403.92 to the present Welfare Fund (which also supports
the recreation program).
Government Services Incorporated donates a percentage of
their net profits, derived from operation of our cafeterias, for
support of our welfare and recreation programs. GSI uses a system
of "periods" by which to control their donations. The periods run
from 1 thru 13 and payments are spaced throughout the calendar year.
ce with authorization received from the Board
t ,
deposited $2,000.00 in the Washington Perm
anen
Savings and Loan Association on 14 January 1960. As of this date
interest in the amount of $74.33 has been earned by this deposit.
$13.34 was recorded on 14 January 1960 and $60.99 was recorded on
12 January 1961.
2.
BANK BALANCE OF WELFARE FUND
As Of
Amount
March 1955
$3253.92
June 1955
3591.67
January 1956
2434.44
June 1956
2628.12
January 1957
3213.50
June 1957
3325.96
January 1958
3356.21
June 1958
3704.22
January 1959
4441.35
June 1959
5008.11
January 1960
4962.49
June 1960
4707.90
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Naf
3. SUMMARY
Period
Grants to Recreation
Welfare Loans Extended
Covered
Income
(Approved Budget)
No.
Amount
1948
$ 81.48
1949
28.66
1950
444.26
1951
633.31
1952
970.22
1953
1067.29
1954
1492.76
1955
1576.92
5
$ 693-00
1956
1535.80
$1100.00
27
3530.00
1957
1500.55
1235.00
45
3748.55
1958
1471.10
1281.65
36
3512.00
1959
1415.96
1546.85
24
1791.61
1960
*1291.o6
1668.oo
24
2446.00
Total Net Worth of the Welfare Fund as of 30 June 1960
was $7102.51.
*Includes interest of $13.34 received from Washington
Permanent Savings and Loan Association.
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RECREATION PROGRAM - BUDGET ESTIMATES
FISCAL YEAR 1961
It is requested that the Recreation Program Budget for Fiscal
Year 1961 be approved in the amount of $1335.00
Anticipated expenses are broken down as follows:
A. League Franchis
e Fees
$ 681.00
B. Trophies and Aw
ards
431+.00
C. Clubs and Gener
al Activities
120.00
D. Other Expenses,
E. Equipment
100.00
1335.00
APPROVED:
Chairman
DDS Representative
DDI Representative
DDP Representative
STATINTL
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Team franchise fees are paid to the D. C. Recreation Department to cover expenses
for Officials (umpires & referees), Services (schedule, trophies, maintenance and use
of athletic fields & gymnasiums), and participation in City-wide touraments. The fees
are actually payment for services and materials provided, without which these activities
could not exist. Traditionally the mens! teams have paid half of the fee while our
Recreation Program paid half.
Activity
Number of
Participants
Teams
Total
Cost
Budget
Requirement
Basketball (men)
90
6@$45.00
$270.00
$150.00
Basketball (women)
19
1038.00
38.00
38.00
Softball (men)
320
16@$38.00
608.00
320.00
Softball (women)
36
2@$38. 71
37.00
113.00
113.00
Touch Football (men)
60
4@$30.00
120.00
60.00
11 9.00
1.00
In order to provide for those sports, activities, and special events not covered
by the "franchise" program the Recreation Officer buys various items individually.
Included in this appropriation is the engraving of trophies (including those from
franchise activities).
Activities
Number of
Participants
Trophy
Cost
Engraving
Cost
Budget
Requirement
Basketball (men)
90
$
$ 25.00
$ 25.00
Basketball (women)
19
26.00
26.00
Bowling (Duckpin)
280
80.00
20.00
100.00
Bowling (Tenpin)
224
6o.oo
15.00
75.00
Golf (A League)
34
28.00
7.00
35.00
Golf (B League)
30
28.00
7.00
35.00
Touch Football
60
25.00
25.00
Softball (men)
320
33.00
40.oo
73.00
Softball (women)
36
15.00
15.00
Tennis
?
25.00
$25 -.0 5 0
15.00
3.00
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INWVI
Clubs, as we refer to them, are activities other than sports for which no
franchise fee or specific inherent cost is specified. They are, however, supported
from time to time with cash donations for the purchase of special items, i.e., a
gavel for the Toastmasters Club, which remain with the club and serve the club
members at large. Each such expenditure is individually considered by the Recrea-
tion Officer and approved by the Chief/BSD prior to a disbursement of funds.
Activity
No. of
Participants
Budget
Requirements
Archeology
15
$ 15.00
Choral (Pentagon)
3
15.00
Fencing
6
15.00 .
Horseback Riding
6o
15.00
Rifle & Pistol
40
15.00
Sky Diving
8
15.00
Stamp
15
15.00
Toastmaster
40
15.00
120.00
This amount is requested for miscellaneous expenses, i.e., postage, receipt
books, etc., and for possible expenses which have not been anticipated. This
fund would also be utilized to accomodate increases in activities and/or price
rises.
Budget
Activity Requirement
Other Expenses
$100.00
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E. EQUIPMENT
In the past we have attempted to support our organizational components
by providing athletic equipment for their unit picnics and outings. To do
this we were using left over equipment, gifts of odd items, and by borrowing
from our regular, organized athletic teams.
In the Budget Estimates for last year (FY 1960) a request was made, and
approved, for $180.00 to purchase athletic equipment with which to make three
"picnic kits". Each kit was to be a wooden box, approximately the size of a
footlocker, and would contain enough equipment to serve up to 75 people.
Experience has shown us that too much breakage occurs when canvas bags'are
used to transport the assorted equipment. '
The above mentioned equipment was not purchased because:
(1) The Office of Logistics estimated the cost for making the three
boxes to be $1+0.00. It is felt that the initial expense of the
boxes and the equipment (plus replacements) makes the cost pro-
hibitive.
(2) We discovered that some of the outings, for which we were requested
to provide equipment, were neighborhood affairs, not necessarily
for CIA personnel.
(3) We were informed that the D. C. Recreation Department would loan,
without charge, complete picnic kits to any group of people upon
request. The Department assured me that they can, and do, handle
a considerable volumn of requests. This information is included
in our Newsletter at appropriate seasons of the year.
(continued)
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In view of the above, it is recommended that the Agency
discontinue attempting to provide recreational equipment for
office picnics. It is further recommended that we dispose of
the odd items we presently have on hand. If such action is
approved, it is requested that the Board decide upon a form
of disposition. Some possible means of disposal are: (1) In
the form of a gift to the OTR Field Training Station, or any
other Agency component having need for such equipment, (2) In
the form of a gift to Goodwill Industries, Salvation Army,
Boy Scouts,, etc., (3) Sale to individual Agency employees at a
"fair market value", or (4) Return to the Office of Logistics
to be put in stock.
AMOUNT
CONDITION
Volley ball & net
1
Fair
Croquet - mallets
6
Fair
balls
4
Poor
Badminton Rackets
3
Good
Badminton net (w/poles)
1
Fair
Web Feet (swimming)
4 pair
Good
Picnic Jugs (Gallon)
5
Good
Horseshoe Set - shoes
8
Good
stakes
2
Good
Duffel Bags
3
Good
Fencing Outfits (foils & suits)
5
Good
In addition we have four basketballs and a football. It is
proposed that we keep these items as they are either on loan or
committed to our active, organized recreational activities.
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STATINTL
1. I have reviewed the financial records of the CIA Welfare
Assistance Board and recommend that one loan, described in the
attached Memorandum for the Record,, be declared uncollectible.
2. I would appreciate your reviewing the case and signing
the attached Memorandum to indicate your approval for me to
write this loan off my books. STATINTL
CIA Welfare' Assistance Board
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14 January 1960
MEMORANDUM FOR: The Record
SUBJECT Savings Account
1. In a meeting of the CIA Welfare Assistance Board on 9 uecember 1959,
I Iwas commissioned to investigate the possibilities of
s housand dollars of the welfare Fund in a savings or build-
ing and loan account.
2. On this date, 14 January 1960, 42,000.00 of ~4elfare Fund money
was invested as a Savings Account in the Washington Permanent Savings and
Loan Association. Interest is at 4% and dividends are declared quarterly
and credited to each account the last business day of March, June,
September, and December.
3. In our bookkeeping system one column (of the Cash & General
Journal) is listed as "10- Cash in Bank". In all of our references the
"Bank" is understood to be the Credit Union. With the addition of the
savings account as mentioned in paragraph 2 of this memo, we actually now
have two banks instead of one. In future references the "Bank" will
continue to be the Credit Union and any reference to the savings account
will be to the "Bank" but also will carry the indicator, SL).
STATINTL
Secretary, 777 s is ante Board
Distribution:
Original - Folder - Minutes of Meetings & Bylaws.
Copy - Folder - Cash & General Journal
Copy - Folder - General Ledger Accounts
Copy - Folder - Welfare & Financial Statements
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Next 1 Page(s) In Document Exempt
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AGENDA
CIA WELFARE ASSISTANCE BOARD MEETING
Office of the Director of Personnel
9 December 1959
3:00 P. M.
1. Summary of Financial Status
2. Recreation Program Budget
3. Itemized Listing of Budget Categories
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Summary of Welfare and Recreation Finance
1. On 3 March 1955 the 'old' Agency Welfare Fund transferred
the sum of $3, 403.92 to the present Welfare Fund (which also supports
the recreation program).
2. The following is a listing of donations from Government
Services Incorporated. GSI uses a system of "periods" by which to con-
trol donations to our Recreation and Welfare Fund. The periods run
from 1 thru 13 and payments are spaced throughout the calendar year.
Period Covered
Amount
Period Covered
Amount
1948
$ 81.48
1954
$ 1492. 76
1949
28.66
1955
1576.92
1950
444.26
1956
1535.80
1951
633. 31
1957
1500.55
1952
970.22
1958
1471. 10
1953
1067. 29
TOTAL: $10,802.35
GRANTS TO PRA (Approved Budgets)
Fiscal Year
Amount
1956
$ 1100.00
1957
1235.00
1958
1281.65
1959
1546.85
$ 5163. 50
Welfare Loans Extended
March 1955 - June 1955
5
$ 693.00
July 1955 June 1956
27
3530.00
July 1956 - June 1957
45
3748.55
July 1957 - June 1958
36
3512.00
July 1958 - June 1959
24
1791.61
137
$ 13Z75. 16
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I%r
Bank (Credit Union) Balance of
Welfare Fund
As Of:
Amount
March 1955
$ 3253.92
June 1955
3591.67
January 1956
2434. 44
June 1956
2628. 12
January 1957
3213.50
June 1957
3325.96
January 1958
3356.21
June 1958
3704. 22
January 1959
4441. 35
June 1959
5008.11
Period Covered
Grants to PRA
Welfare Loans
1955
$ 1576.92
- - -
$ 693.00
1956
1535.80
$ 1100.00
3530.00
1957
1500. 55
1235.00
3748.55
1958
1471. 10
1281.65
3512.00
1959
1471. 10*
1546.85
1791.61
$ 7555.47
$ 5163.50
$13275. 16
*Assuming
1959 will be same as 1958.
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w
RECREATION PROGRAM - BUDGET ESTIMATES
FISCAL YEAR 1960
It is requested that the Recreation Program Budget for
Fiscal Year 1960 be approved in the amount of $1668. 00.-
Anticipated expenses are broken down as follows:
A.
League Franchise Fees
$ 829. 00
B.
Trophies and Awards
419.00
C.
Clubs and General Activities
140. 00
D.
Other Expenses
100. 00
E.
Equipment
180.00
$1668.00
APPROVED:
Chairman
DDS Representative
DDI Representative
DDP Representative
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A. LEAGUE FRANCHISE FEES
Team franchise fees are paid to the D. C. Recreation Depart-
ment to cover expenses for Officials (umpires and referees), Ser-
vices (instructors, schedules, trophies), Maintenance and use of
athletic fields and gymnasiums, and participation in City-wide tour-
naments. The fees are actually pay for services and materials
provided, without which these activities could not exist. Traditionally
our men,s' teams have paid half of the fee while the Agency paid half.
Activity Participants
Teams
Cost
Budget
Requirement
Basketball (men)
96 8 @
$ 43.
00
$ 344. 00
$184.00
Basketball (women)
25 2 @
45.
00
90.00
90.00
Softball (men)
320 16 @
50.
00
800. 00
400. 00
Softball (women)
30 2 @
40.
00
80. 00
80. 00
Touch Football (men)
60 6 @
25.
00
150. 00
75. 00
$1464.00
$ 829.00
B. TROPHIES AND AWARDS
In order to provide for those sports, activities, and special events
not covered by the "franchise" program the Recreation Officer buys
various items individually. Included in this appropriation is the engraving
of trophies (including those from franchises). Heretofore, the engraving
costs have been absorbed in the overall program but due to rising prices,
it is now felt necessary to include them in the budget.
Activity
No. of
Participants
Trophy
Cost
Engraving
Cost
Budget
Requirement
Basketball (men)
96
$ 30.00
$ 30.00
Basketball (women)
25
10. 00
10. 00
Bowling (Duckpin)
300
80.00
20.00
1 00.00
Bowling (Tenpin)
180
60.00
15.00
75.00
Golf (A League)
40
25.00
7.00
32. 00
Golf (B League)
30
25.00
7.00
32. 00
Touch Football
60
25.00
25. 00
Softball (M & W)
350
40. 00
40. 00
Tennis
50/100
60.00
15.00
75.00
$ 250.00
$16900
$ 419.00
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C. CLUBS AND GENERAL ACTIVITIES
Clubs, as we refer to them, are those activities other than
sports and for which no franchise fee nor specific inherent cost is
specified. They are, however, supported from time to time with
cash donations for the purchase of special items which remain with
the club and serve the club members at large. Each such expenditure
is individually considered by the Recreation Officer and approved
by the Approving Officer prior to a disbursement of funds.
Activity
No. of
Participants
Budget
Requirement
Choral (Pentagon)
25
50. 00
Rifle and Pistol
45
15.00
Toastmaster
35
15. 00
Horseback Riding
30
15. 00
Stamp
40
15.00
Archeology
50
15. 00
Fencing
10
15. 00
Picnics, Outings, etc.
See Equipment
$140.00
This amount is requested. for miscellaneous expenses, i. e.,
postage, receipt books., etc. Also for possible expenses which have
not been anticipated. The funds requested in other portions of this
budget (other than clubs) are exact amounts expended in FY 1959.
This fund would also be utilized to accomodate increases in activities
and/or price rises.
Budget
Activity Requirement
Other expenses $100.00.
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N -of
In addition to the other recreational activities we have en-
couraged organizational components to hold unit picnics and out-
ings. We feel that this is a profitable investment which promotes
greater on-the-job efficiency, bolsters morale, and pays. dividends
in Agency unity and interest. To date, in 1959, we have supported
18 such outings involving over 1300 employees. This support is
currently being provided by using left over equipment; gifts of odd
items, and by borrowing from regular teams. (for example, the MPD
softball team).
In order to support these activities in a first class. manner,
and with a minimum of time and energy expended, it is proposed
that standardized "picnic kits" be made. Each kit would be a box
(which could be made by the Office of Logistics) that would serve
up to 75 people. See attachment, and would contain the following
items.:
Two softball bats, three softballs, one football, one volley-
ball and net, one complete badminton set. We already have a
horseshoe set, a croquet set, and several one gallon thermos Jugs
which can be loaned too, if desired. Each set should cost a maximum
of $60. 00 not including the box. It is felt that three kits would be
adequate. In subsequent years the cost should be minor as the only
cost would be replacement of individual items.
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 Approved For Release 2002/05/17 : CIA-RDP85-00375R000200110027-0
PICNIC CHESTS;
CHEST CONTENTS:
1. Softball- 2 bats, 3 balls
2. Volleyball & net; football
3. Badminton- 4 rackets, birds, net and poles
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treaty-four loons, totaling $2, 5.00, were extended to
Agency ems:
provided to show the amounts purposes,, for which loam were a ?proved.
130.0 h Hospital - medical expenses - self or der of
42.00 To cover personal check.
50.00 To supplement funds until receipt of pay for e4veneesl annual leave.
2 0?.O0
1 160.00
2 250.00
basis, the twenty-four loans were broken dOWW as fQ3.
rr
-as
emergency living expenses - extenuating circimst-aacea i.e., auto
aditdent, rent, medicines, etc.
A rgency funds - non receipt of pay on returning from overseas.
e lost pay +cbeck ?unti3 its locution or replacement.
for movemaut of household effects - until re1mburse!en
z .,
trip due to critical illness or death in family.
To pay de ems note for vhii h co-signed. Individual had left the
ELV
f+ T*, subject was scheduled for overseas departure.
GY
A as of 31 March 1961.
i(X)
$3,'36.34
Pesmane e?t Savings & Dolan Association
. 2,'` ? 33
3'7.55
Total net. worth
1 aa2.o6
*7,
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