FOIA
CEAF BOARD MEETING, 10 JULY 1987
Document Type:
Collection:
Document Number (FOIA) /ESDN (CREST):
CIA-RDP89G00643R001300100015-6
Release Decision:
RIPPUB
Original Classification:
S
Document Page Count:
8
Document Creation Date:
December 23, 2016
Document Release Date:
October 13, 2011
Sequence Number:
15
Case Number:
Publication Date:
August 14, 1987
Content Type:
MEMO
File:
| Attachment | Size |
|---|---|
 CIA-RDP89G00643R001300100015-6.pdf | 217.22 KB |
Body:
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DDA 87-1665
14 August 1987
25X1
25X1
SUBJECT: CEAF Board Meeting, 10 July 1987
1. The Central Employees Activities Fund (CEAF) Board met on 10 July 1987.
Advisor,
2. The following items were reviewed/discussed at the meeting:
a: Minutes of Last Meeting - Reviewed and approved.
b. Old Business - A review of outstanding items from the minutes of
the last meeting was made. The .following items are keyed to those
minutes:
Updated Declaration of Trust - fare to discuss
if we actually need to upda ~ the trust and, if an update
is necessary, recommend how est to do it. Their decision/
recommendations should be addressed at the next CEAF Board
meeting . '~
OP Educational Aid Fund - Jim~r.equested OP to name one of
the two $2,000 grants the William J. Casey Memorial Award.
OP agreed to do so.
? OP PSAS - We ar.e still waiting for OP's proposal. We will
not call them again.
? CEAF Legal Status - Greg provided the results of his research
of file records for CEAF's formation and legal status.
(Attachment A)
? Pre-July 4th Celebration - Event was a success. CEAF paid
singer Wintley Phipps $800 via Director, EEO. (Attachment C)
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S E C R E T
SUBJECT: CEAF Board Meeting, 10 July 1987
CEAF Procedures and Responsibilities - Copies of Rod's
proposal were handed out and discussed. It was agreed
that the CEAF did not want to make loans but would make
grants or gifts instead. (Attachment D)
? Received letter of appreciation from D/OTE for paying for.
the 100th Mid-Career Course Reunion. OTE only needed $600
of the approved $1,600; the remaining $1,000 was refunded.
(Attachment E)
Greg reported that the current operating structure of the CEAF
is awkward and that recent changes in CIA authorities may
provide a simpler. structure for operating. Greg was requested
to research the alternatives and recommend a course of action
at the next CEAF Board meeting.
3. The next meetin of the Board is scheduled for 27 August 1987 from
1030-1130 in office, 7D24 Headquarters. Please bring your copy
of the minutes with you.
Secretary to EXA/DDA
a/, y
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Attached is a very rough and preliminary draft for discussion
purposes on CFAF procedures. While some of it is factual, portions are
assumptions and best guesses. There are several other things that need to be
addressed in a document such as this. I will bring these issues up at the 10
July meeting.
Any input and thoughts on the subject would be gratly appreciated.
STAT
OF Advisor/CFAF
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CEAF PROCIDURES AND RESPONSIBILITIES
Requests for disbursements from CEAF funds will be forwarded to the
Chairperson of the CFAF Boarcl for approval by the Board. The Board has
exclusive responsibility on behalf of all L~gency employees for approving uses
of the fund for the general benefit and morale of Agency employees at
headquarters and in the field. Each request for-use of the CFAF will be
considered by the Board and approved or disapproved on merit. The Board will
determine the type and amount of assistance to be rendered (grant or loan) and
the terms of the loans, including period of the loan, repayment plan, and the
amount of interest, if any, to be charged. Requests for disbursement of funds
may be for advances for subsequent payment of authorized purposes or requests
for reimbursements already expended for an approved purpose. Requests for
reimbursement must be accompanied by appropriate receipts for the expense in
question.
Approved requests, evidenced by the signature of the Chairperson, will
be forwarded to the F~ployees Activity Association (FAA) accountant in room
G F1+4 headquarters The EAA accountant will prepare a CEAF check drawn on a
Northwest Federal Credit Union share-draft account for the approved amount of
the disbursement. If the request is for an advance, the EAA accountant, when
possible, will prepare a check for less than the amount of the advance to
preclude the necessity of making refunds and the additional administrative
processes involved. The prepared checks will be forwarded for signature to
the Chief, or Deputy Chief, Personal Services Branch, of the Office of
Personnel. Either officer is authorized to sign the CEAF checks. In addition
to the check signing authority, the Chief and Deputy Chief of the Personal
Services Branch are authorized access to the other CEAF savings in NWFCU
accounts.
The signed checks will be returned to the EAA accountant for forwarding
to authorized recipients. Appropriate documentation of all transactions will
be maintained by the FAA accountant. Transactions involving advances of funds
will be established as a suspense item on EAA records. Such suspenses will be
cleared upon satisfactory accounting for the advance by the recipient of the
funds in question. Copies of all documentation (including copies of the CEAF
checks) supporting completed transactions will be forwarded to the Chief,
Accounts Division, Office of Finance. in room 512 Key Building with a notation
that the funds have been disbursed.
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Documentation of completed transactions received from FAA will be used
by Accounts Division to support entries made into the Agency's general ledger
accounts to record the CFAF activity. The normal recording entries are a
debit to G.L. 3165 (Miscellaneous Assets and Personal Effects Held in Trust)
and a credit to GL. 1913 (Liability for Cash, Miscellaneous Assets and Personal
Effects Held in Trust). Annually, and on a calendar year basis, Accounts
Division will prepare a Statement of Financial Condition and Statement of
Income and Expenses for CEgF. The figures and documentation used for these
statements are the total activity for any calendar year as reflected by the
FAA documentation maintained for the CEAF disbursements plus the interest
earned on the CFAF funds during any calendar year. Accounts Division will
perform a review of the activity recorded in G.L.1913 during the year to
ensure that all entries are valid. Activity numbers are used by Accounts
Division to record interest earned against particular CFAF investments; i.e.,
savings account, draft share account, certficates of deposit, etc. If the
number of individual investments is expanded, new activity numbers will be
assigned by Data Base Management Branch, Accounts Division. The annual
reports prepared by Accounts Division will be forwarded to the Chairperson of
the Board through the Financial Representative usually at the end of January
or in February of any given year.
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` CONFlDE~lTI~I
arE 87-5210
I~l JUI. 198
25X1 FROM:
Thank you for your help in obtaining funds from the Central
Employee Activity Fund for the celebration of the 100th running of the
Midcareer Course. We only needed $600.00 of the money and have
refunded the remaining $1,000.
W e particularly appreciate your sound advice and ability to move
our request through the bureaucracy so quickly. All my staff who
worked with you were very complimentary of your support.
i'.n~
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