POLICY GOVERNING CHARGES FOR RENTAL QUARTERS AND RELATED FACILITIES.

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP86-00800R000100190016-1
• Release Decision: RIFPUB
• Original Classification: U
• Document Page Count: 14
• Document Creation Date: December 9, 2016
• Document Release Date: August 9, 2000
• Sequence Number: 16
• Publication Date: October 31, 1964
• Content Type: REPORT

Approved For Release 2001-1, T I APPU ftq.0800R000100190016-1
*OMB Declassification&Release Instructions On File - No Referral To OM
ATTACHMENT A
01\1B CIRCULAR A-45
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ADMINISTRATIYE - INTERNAL USE ONLY
 BUREAU 01 THE BUDGET"
Approved For Release 200' I10&c 4-RDP8 6800R00d~~ ~ 16 ~eh~~,~~E oHir
October 31, 1964
TO THE HEADS OF EXECUTIVE DEPAF M1ENTS AND ESTABLIS}IMEJNTS
CIRCULAR NO. A-45
Revised
SUBJECT: Policy governing charges for rental quarters and related
facilities.
1. Purpose. The purpose of this Circular is to establish the prin-
ciples and standardize the procedures by which agencies of the Federal
Government set and administer rents for quarters and charges for
related facilities supplied to employees and others. This revision
replaces and rescinds Circular No. A-45, dated June 3, 1952.
2. Authority. This Circular is issued by virtue of the authority
vested in the President by section 6 of the act of August 20, 1964
(Public Law 88-459), and delegated to the Director of the Bureau of
the Budget by Executive Order 11184, dated October 13, 1964.
3. Coverar?e. The provisions of this Circular apply to all rental
quarters located within the several States of the United States, the
District of Columbia, the territories annd possessions of the United
States, and the Commonwealth of Puerto, Rico.
4. Policy. Public Law 88-459 requires that rental rates, and charges
for other facilities made available in connection with the occupancy
of rental quarters "shall be based upon the reasonable value... in the
circumstances under which provided, occupied, or made available".
Rents or other charges may not be set so as to provide an inducement
in the recruitment or retention of employees, or as an inducement to
encourage the occupancy of existing Government housing (see
5 U.S.C. 71). The establishment of rates truly reflecting "reasonable
value" should not operate as a barrier in recruitment or retention of
employees when the principle of "comparability", as hereinafter set
forth, has been properly applied.
5. Definitions.
a. Rental ouarters. Except as specifically excluded herein, the
term "rental quarters}", as used in this Circular includes all quarters
supplied, wider specific Government direction, as an incidental service
in support of Government oroLra_ms. It excludes "public quarters"
des.iguated for occupancy by members of the uj'ifo_,med services with
loss of allowances, but it inclu
ea our rtF is cr ,ui iel by such
d
personnel cn a rental basis under 3"1 U.S.C. ~+03(c), 42 U.S.C. 1594a(f)
and 1594b, and other authority. It includes quarters owned by or
leased to the Government. It includes quarters not only for Governrc, nt
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 employees but r`_b for cuitractorc , contractor,' er-play ees and all
y
other
3roM r,Q ,~~ea ` ~~ I$ 1-~~r':~ ~-Rtigl~'8` OG8 OR044"~00~19mfl'~Sg1 pe r-
vcrlir-.r_n actin ty. Finally it incl d
h
u
o
s ou~ckceping
and nanhousekec in units
~ p C (including trailers but not tents ), fur-
nished and unfurnished.
b. Comparable houcint;. Comparable housing is housing generally
equivalent in size frith the rental quarters, with the same number of
bedrooms, and with generally equivalent arenities and facilities, in-
cluding garage. In determining comparability, it is necessary to give
full consideration to all distinguishing; characteristics, such as the
amount of space and the utility of its arrang-event, which affect the
relative rental value.
c. Private housing;. Private housing is housing rented an a
"landlord-tenant" basis, with rental rates reflecting the fair market
value of the accocunodations to the tenant. This is distinguished
from housing rented on an "ennloyer--employee" basis, for which other
considerations may have influenced the rental rates. `t'hus, such
housing as other governr?ent-owned housing (Federal, state or local),
housing provided by private businesses for their ermloyees, resi-
dences of clergymen provided by churches or religious societies, and
caretakers' housing are excluded from this definition of private
housing, and should not be used in rental rate surveys.
rd. Established communities. For the purposes of calculating a
deduction under paragraph bc(l) of this Circular, an estallished com-
munity is a population center offering the minimal community services
listed below on a year-round basis, or, alternatively, on approxi-
mately the sae seasonal basis as the occupcricy of the Federal rental
quarters under consideration. Conformdty with this definition, with-
out regard to population size or other criteria, is the sole basis
for identification of an established community.
Minimum
!?lel.l_lcal?.?? ............. 1 physician, 1 dentist.
Educational ............. Public elccr:ntary and high
school (unless transporta-
tion is provided without
charge to a county or
district school).
Public library, school
library available co the
r
public, or scheduled
mobile library.
Shopping ................ Grocer,', drugs, clothing,
hardware and general
household needs.
Religious........ ?,?,?? Congregations of two faiths
or denominations.
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one major turn or city
r,l~,~~~`!? by common carrier.
i "O1\`t," Minimal social, cultural,
or entertainment
facilities
e. Nearby representative private community. For the purposes of
establishing comparability, a nearby representative private community
is the nearest cor:imunity to the rental quarters offering a rental
housing market, together with the minimal services set forth in the
preceding paragraph. It must be a community which is not unreasonably
affected by conditions of seasonal agriculture or tourism, population
explosion, severe economic depression, or other such conditions which
may have created an inequitable rent structure in that community not
shared by the general reGion in which the rental quarters are located.
"Representative" is intended to recognize that comparability in
housing includes such things as the economic environment of the
housing. Thus, for example, housing in a suall Covernm-ant reservation
should not be directly corcaa_ ed with housing; located adjacent to un-
desirable areas in a large city. It is intended that core)arable
housing be selected as nearly as possible to establish a rental rate
that truly represents the "reasonable value" of the quarters to the
occupant.
f.
Amenities. For purposes of making adjustments for amenities
paragraph bbc(2) of this Circular, amenities include:
(1)
Paved streets.
(2)
Street lighting, at least at intersections.
^uiuis ii
(3)
Sidewalks.
Pn ni?i5 dl
(4)
Lawns, trees,-and landscaping.
,i'a! I'
(5)
General attractiveness of the neighborhood.
^++ y
(6)
Community sanitation services.
^''iPI IP
(7)
Reliability and adequacy of water safe for household use.
..a, ,,.
,(8)
Reliabili ty and adequacy of electrical service.
~i,r+r$i;7r
(9)
eliobility and adequacy of telephone service.
^+u+Mt^,~
(10)
Reliability and adequacy of fuel for heating, hot water
and cooking.
HI!,
1 71)
Police protection.
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(11+) Absence of disturbing noises or offensive odors.
(15) Standards of maintencnce.
g. Basic rental rate. The basic rental rate is the monthly rental
value of the quarters, established in accordance with the provisions of
this Circular, before applying any deductions or additions.
h. Availability of alternate housing. For purposes of applying
paragraphs 6c 5ran~, c of this Circular, the determination of the
availability of alternate housing will comely with those rules of
availability of housing for rent or for sale and those concerning
commuting distances contained in Bureau of the Budget Circular No. A-18,
6. Principles.
a., Basic rent erincinle. Wnen rental ouarters are located within
or adjacent to Tnot_more than five miles from the boundary of) an es-
tablished community which offers a rental housing market, basic rental
rates will be set at rates prevailing for comp arable__private hots_ housing
i a jacent to that community. Then rental quarters are not within
or adjacent to such a community, agencies may employ either of the two
following methods with regard to any locality:
(1) Coimarabili.ty with the nearb-y representative private
co munity, Rental rates in and adjacent to the nearby representative
private community may be used as a base for establishing comparable
rentals.
(2) Regional basis. Basic rental rates may be set in com-
parison with the aver Se of rental rates for comparable private
housing in an economi -ally ho;r.ogzoneous area in which the rental
quarters are located. acne area selected should be large enough to
permit an adequate sa mling of comparable quarters (it may contain
several communities), but small enough to maintain economic homo-
geneity and the area i ust be permanently defined. Extremely high and
extremely low private housing rents should be excluded in computing the
average in each classification of housing.
b. Establishrent of basic rental rates. Essentially, basic rental
rates are to be estab: ished in comnaz-i son with existing private rental
rates. Iio-wever, agencies are authorized to employ the real estate
concept of "rental va] u-" when no rental properties are available for
comparison. Only a nr of:2 sional real estate appraiser should be
authorized to re co=en d it rental rate using this method. The head of
each agency will establish rental rates, using as a basis impartial
recommendations arrived at through one of th.. following methods:
(No. A-It5)
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 Approved F~Qr) Retea. 12Q111Q E 1, 4 t wap,
ff ~ jP@ 99~ ,0a to
utilize their proicssionul stall' epprrLiser, or to isake arrangements
with the Federal housing Aul:unistration for rental rate appraisals.
Such appraisals permit the use of generally accepted real estate ~ .
concepts insofar as they are in conformance with the basic principles
of this Circular.
(2) Outside appraiser. If employee appraisers are not used,
it may be desirable to secure the services of outside professional real
estate appraisers on a fee basis. Such appraisals, however, must
demonstrate full application of the principles set forth in this
Circular.
(3) Emolc,ree cormnittees. Agencies may form employee committees,
which should include representation of the viewpoint of management re-
sponsibility, to determine rentals being charged in the private market,
and to recommend rates for rental quarters ana other facilities.
c. Allowable deductions. There are cases in which the direct appli-
cation of the principle of conmarability with private rents might result
in either higher. or lower rental rates than "the reasonable value of
the quarters". Additions to or deductions from the basic rental rate
are therefore required in the specific situations provided for below.
Agency files must contain full information in support of additions to-
or deductions from the basic rental, rate, in each such instance. Tae
total amount deducted for all reasons must not be excessive, re-
sulting in a rental rate to the occupant that is less than the
reasonable value of the quarters, since this would constitute a
supplementation of salary in contravention of law. In no instance
will the rental rate _ ai' er _all..ad,justments be less titan 50% of the
basic rental rate.
(1) Locations involving unusual trrnn: nortation costs. In
some cases the Government supplies quarters to its employees in loca-
tions where minimal community services are available only at some
distance from the location of the quarters. In this situation, the
head of the agency will giant a reasonable deduction to ameliorate
the direct economic effects of the unusual transportation costs in-
curred. The nearest established community as defined in paragraph 5d
is to be used as the base community for calculating the deduction
even though that community may not serve as the location of com-
parable private housing used in establishing basic rental rates. A
community must be deficient in more than one of the listed services
if a town farther away is to be selected as the base for calculating
the distance deduction.
The following schedule provides the m:-axi uun monthly deduction from
the basic rental rate for quarters located at v_rious distances from
the nearest established community. It should be enmhasized that
this deduction is related to the economic disadvantages to the
employee inherent in the need for transportation to and from the
commmunity. Deductions will therefore be determined, within the
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App W `l 'r ele~s&2 'Y:ro3 M ~~` A;-A&gaud0800Fk?O~11?~fj 1`b-`ucti oa
scale a opteu will be consistent for al quarters at t at ocality; no
attempt will be made to set deductions individually for families or
specific quarters.
Distance in Miles, One ldz.v
Less than 10 miles
10 but less than 20
$15.00
20 but less than 30
$25.00
30 but less than 1+0
$35.00
40 and more miles
115.00
The mileage used in computing a deduction for extraordinary distance
will be that of the shortest usually traveled route from the rental
quarters to the nearest shopping district of the established community.
Where the shortest usually traveled route is - seasonally closed, a
weighted average distance will be used for the entire year, based upon
the number of months each route would ordinarily be used.
In unusual cases, where travel to and from the community is fully de-
pendent upon established and scheduled public or govern:-,ant-operated
means of transportation, and personally owned vehicles cannot be used,
the scheduled elapsed time of a round trip may serve as the basis for
the deduction, rather than mileage, using the follcr,4ing table of
maximum deductions.
Elapsed TiL2e, Round Trig
Maxi mum Monthly Deduction
Less than 2 hours
No deduction
From 2 hrs. to J.ess than 4 hi-s.
$15.00
From 14 hrs. to less than 5 hrs.
$25.00
From 5 hrs. to less than 6 hrs.
$35.00
6 hours and more
$1+5.00
For purposes of using the foregoing table, the round trip tic- will be
the shortest elapsed tires. allowed by any cor.bination of outgoing and
retura tripe which perm i.ts at lcust one hour at the established com-
m mity. Trips -chedulcd to leave the departure point only between the
hours of 9:00 a.m. end 11:00 p.m. need be considered. The round trip
departure and ending point .rill be the scheduled stop nearest to the
rental quarters.
. (No. A-1+5 )
h'r_ixinrum Monthly Deduction
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(2) Ad jusstr.rnts for ar,.nitirc. Adjustments in rental rates will be
made to reflect hiE-;,er or lu,4cr stnndards of am.:_-nities which may exist
for the rental quarters in relation to those of the private housing used
for comparison. Vben uppraisn]s are made by a professional appraiser,
the record supporting his recommendations should demonstrate the extent
to which amenities are reflected in the recommenced rate.
When employee committees are used to recommend rates, the wet hod of pro-'
viding an adequate adjustment will be as specified herein. If the
rental quarters are deficient in the amenities, as defined elsewhere
in this Circular, a deduction from the basic rental rate will be rrsde.
Where the comparison is reversed, the rental rate for quarters will be
increased. The addition or deduction will be determined as follows:
Each of the amenities listed in paragraph 5f will be emsidered
in relation both to the rental quarter and to the housing used
for comparison. Each of the amenities present in each case
will be assigned the value of two (percentage) points. The
difference in total points between the values assigned the
rental quarters and those assigned to the housing used in
establishing comparability will determine the deduction from,
or addition to, the basic rental rate. For example, the
amenities listed are all present in much the same degree for
both the rental quarters and the comparable housing, except
that the water service at the rental` quarters is subject to
frequent disruption (or the water frequently requires boiling
for safe use). In this example, the total points related to
the rental quarters would be lower by 2, and the rental would
be reduced by 2% of the basic rental rate.
The inclusion of "Standards of maintenance" is intended to result in an
increase or decrease in the rental rate in the manner provided above,
whenever the maintenance supplied by the agency for its quarters is
substantially superior or inferior to that supplied for the private'
housing used to establish comparable rental rates. Standards of main-
tenance considered in each case will include care of grounds as well as
interior and exterior maintenance of structures. Those factors which
are subject to some judgm'2nt, such as general attractiveness of the
neighborhood, will not be considered as a basis for adjustment unless
there is clearly a cognizable difference. When this is so, the
factors will be applied whether they operate to increase or to de-
crease the rent. "
(3) ..Imoositions on u)rivacv or :jpacc.'d.
(a) mace d::voted to official use. Cases in which the head of
the agency determines thatythe use of a portion of the quarters is re-
quired for the purpose of accommodating official visitors, for office
space, or for the general convenience of the public require special
treatment. These would ordinarily be considered in appraisals :made by
professional appraisers. When committees are used, and when no corm-
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 a deduction -um the uthcr:rise b ss,ic rcntal~-ateway be established by
A rove~h head of e'10b4l~ 'L9A``RbF `- 1Y8(~ROOO OOk9G646 'cqurncy of
pp hg~~~ dcmanas tug the extent to whi cn the space and convenience
for the private use of the occupant are restricted. In each such case
the agency will make and record in its files a specific determination
of the exact conditions that exist. If the imposition is virtually a
daily occurrence, and the private use of the family area is seriously
diminished, a deduction of 10i.' of the basic rental rate is allowable..
Deductions of less than 10/ will be adopted in direct proportion to
situations of either lesser frequency or of lesser seriousness in their
impact upon privacy.
i
(b) Other inr)ositionsY Lmployees Vn.y live within the confines
of,a. Govexnnent ir.stallatio-a or reservation, as P. condition of their em-
nt, by choice ,?._ )r because ..of.. the lack-,.of a suitable alternative.
Such conditions will :rot
serve as the basis for a rental deduction to
corrrpensate for the in .cnven,icnce to the employee or his family. Like-
wise, the~rental rate will not be decreased to take account of so-
called "institutional atmosrhere" "hazards of the job or to the family,"
or other such conditions. Where the aL ncy believes that extreire cir-
cumstances exist for some Federally provided housing such as to cause
the rental rate established by this Circular to be unreasonable, it will
refer such cases to the Bureau of the Budget for an exception under the
provisions of paragraph 6d(14). ~'
(4) ?r.aintenance of two households. Where it is necessary for an
employee to maintain two households, for the convenience of the Govern-
ment, one permanent and or-,e temporary, and no provision is made for the
payrrent of per diem, the head of the agency is authorized to adjust the
rental rates for the temporary quarters provided to the employee so
that the combined rent which the crrnloyee must pay over a twelve month
period is not excessively burd.,.nsome. Unless the head of the ag=erlcy
determines that the circumstances in any case fully justify a greater
deduction, the adjustient will not exceed 20;,7 of basic rental rate for
the temporary quarters. ,
(5) Excessive size or anal ty.i.?'At some Governs nt stations, an
employee will not be able to occupy quartets of the same size or
quality that he would select in a private community. Where he must
accept size or quality in excess of his needs for-lack of available
alternate housing, the quarters will not have the "reasonable value"
to him that would otherwise be reflected by corr:narison with private
rental housing. In exceptional cases of this kind, therefore, a
special' adjustcent to avoid placing an extra burden on the employee
may be made to reduce the rent to that comparable for housing of the
type that the employee needs. In these circumstances, the rent
(excluding uti?'ties) charged an employee will not exceed 20i; of his
gross salary (pay and a]lowalnces ). Deter ninations of this nature will
be supported in trhe files of the agency. This deduction will not be
allowed to employees for whom suitable alternate housing is available,
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nor will it continue beyond one month subsequent to the availability of
any private housing more suitable to his needs. Neither will the deduc-
tion continue beyond one month subsequent to the availability of rental
quarters more suitable to his 'neeua, unless the head of the agency de-
termines that the reassignLent of quarters in that instance will not
serve to benefit the Governuent.
(6) 7nadcouate size. A deduction of up to 10% of the basic rental
rate is allowable if the Government quarters are clearly inadequate in
size for the needs of the employee's family, provided that more adequate
private housing or rental quarters are not available to the employee.
The deduction will not continue beyond one month subsequent to the
availability of private housing more suitable to his needs. Neither
will the deduction continue beyond one month subsequent to the avail-
ability of rental quarters more suitable to his needs , unless the head
of the agency determines that the reas3ignm"nt of quarters in that in-
stance will not serve to benefit the Governaent.
(7) Differential between furnishe I and unfurnished. If there
appears to be an inadequate market of comparable furnished housing for
purposes of comparison with furnished quarter-3 , the agency may use as
a basis the rents on otherwise comparable unfurnished private units,
and adjust these by a reasonable charge for furnishings.
(8) Lack of all-weather construction. If quarters, by reason of
poor design or lack of all-weather construction, require an unreason-
able additional expense to the employee for heating, a deduction is
allowable under the following terms: If the rental quarters in ques-
tion require expenses to the occupant in excess of $50 per heating
season over the average of heating costs for the comparable housing
as determined by a suitable survey, the head of the agency may determine
that 90% of the excessive costs (those in excess of ;~50 over the
average) may be deducted from the annual rental rates. The total
deduction will be applied to rentals applicable to the months of the
heating season.
d. Qualifications and extensions: The principle of comparability
with private rental practice may be modified in the cases, and under
the conditions, described below:
(1) Extension of comparability. For lack of available alter-
native quarters, employees must sometiires occupy space for use as
quarters which is generally unsuitable for that purpose. Such space
may be unsuitable, for example, because it was originally built for
seasonal occupancy only, or because it was not originally built for
use as quarters. In other instances, quarters may be such as to be
suitable only for particular types of occupan,:y, such as rooming
houses, bunk houses, bachelor quarters, residence hotel-type struc-
tures, barracks-type structures, or guard and lookout cabins.
In any case such as the foregoing, where no comparable rental data can
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be obtained, or professional upprni.sals are not made, rental rates will
be determined by the square footage occupied, at a rate equivalent to
one-half the basic rental rate per square foot charged for the nearest
adequate rental quarters of the s u1e or any other Federal agency. This
rate will apply only to the shelter rental, with additions thereto for
all other facilities and services provided, (such as water, hot water,'
heat, light, linens, and furniture), at rates comparable to those in .
the area, Rental and other charges will be based upon normal capacity,
and when so determined will remain in effect for each occupant without
regard to fluctuations in the number of occupants from time to time
either above or below normal capacity.
In buildings where space is assigned for occupancy of several persons
or families, common use space in the building will be distributed to
all occupants in proportion to tae. space assigned for the sole occu-
pancy of each, to determine the nul:-ber of square feet chargeable to
each. Common-use space will include washroom, stairs, hallways,
storage, lobby or lounge, etc.
(2) Transient quarters. Quarters occupied on a temporary or
transient basis, th; t is, normally for 60 days or less, will be
charged for at rate; equivalent to private transient housing of
comparable type and quality. These rates may be set on a nightly or
weekly basis, or both. If commerable private transient housing does
not exist in the arc al the rental may be established by determining
the reasonable monthly rental rate for the quarters through applica-
tion of the other pl ovisions of this Circular, and adding to the
monthly rate an additional charge2 of at least 20'/'J, the total to be
divided by 30 days for the nightly rate or 4 1/3 weeks for the weekly
rate.
(3) Territories and possessions. The general policy stated
in this Circular is to be applied in the territories and possessions.
However, the rethod Df determining specific rates in each area will
require approval of the bureau of the Budget in advance. Proposals
must demonstrate that the method to be used will be impartial and
consistent for all rental quarters in the saraa area, and that rents
and other charges will be set at the reasonable value of the quarters
and other facilities.
(4) Exceptions. Efforts have been made in the preparation of
this Circular to allow for the unusual circumstances that exist ,ith
respect to rental quarters. Alternatives to the requirements included
in this Circular will therefore be pre scribed only upon written re-
quest in those fiery unu,;ual circumstrnces where it is demonstrated to
the Director of the Bureau of the Budget that the c,pplication of the
provisions of this Circular would nut result in a rental rate equiva-
lent to the "reasonable value" of the quarters to the occupant.
Whenever alternative requirements may be prescribed by the Director
of the Bureau of the Budget, the agency concerned will be notified in
writing.
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'j. Quarters occupied by ire,-beer oi' the uniformed servicea on a rental
basis. Rental rates and otner, charges incident to the occupancy of
quarters on a rental basis by member, of the uniformed services will be
established in accordance with the provisions of this Circular.
Those quarters which have been designated inadequate public quarters
pursuant to law and regulations of the Secretary of Defense, require
special treatment in one respect. The total of the rental rate, plus
charges for furniture and utilities (except telephone), will be
adjusted, if required, so as not to exceed the quarters allowance of
the occupant. The rental rate, as used in the preceding sentence, is
the basic rental rate after the additions or deductions required or
authorized elsewhere in this Circular have been tsven effect, in-
eluding that requirer~.nt contained in paragraph 6c, that the rental
rate, after adjustments, will not be less than 50p of the basic rental
rate.
8. Utility char Wes. Charges to occupants of rental quarters for
utilities such as heat, electricity, gas, water, and ice), when fur-
nished by the Government and metered or measurea, will be set by
application of domestic rates for similar services in the locality
used for comparison. Shen utilities are not metered or measured,
charges will be set by cormarison with the cost of such services to
the occupants of comparable private rental housing. Such charges will
be clearly identified and distinguished frcmm charges for rent. How-
ever, in establishing rental rates for non-housekeeping rooms, the
room rent may combine shelter rent and utilities without distinction.
9. Proceduires. Section 6 of Public Law 88-459 provides that "The
head of each agency may prescribe and issue such regulations, not in-
consistent with the regulations of the President, as may be necessary
and appropriate to carry out the functions of such agency head under
this Act." Each agency will formalize and record the regulations and
procedures for setting rents and service charges. A copy of the
regulations and procedures will be transmitted to the Bureau of the
Budget, no later than I-larch 1, 1965. A copy of each subsequent re-
vision of such regulations will also be transmitted to the Bureau of
the Budget at the time of its release.
10. AQ.ncy regulations and im lementation.
e
a. Other__jvide]ines. In developing, agency regulations, the fol-
lowing guidelines should be observed in addition to the other pro-
visions of this Circular:
(1) All ap,,raisals should be thoroughly ir? artial.
(2) In no event should employee committees, used in recoo-
mendinw rents and other charges, include occupants of the rental
quarters under consideration, or subordinates of such occupants.
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PZ o. A-1;5
 aOMINIS1AAilY~ J2
Approved For RelfiEOse~PW/Q3MC,1C*QP6-I9~,qq~~id19'0016~1 Dental
quarters in the stare area P, special care should be taken to promote a
consistent local pattern in rents; and utility rates. Efforts should
be made to coordinate professionnal appraisal efforts, or when erynloyee
committees are used, to establish interagency committees.
( ) A full record of the findings and recommendations Of the
appraiser or committee should be kept locally by the agency concerned.
(5) Sufficient information should be maintained centrally by
the agency to allow agency management to be informed of the status of
administration of tare requirements of this Circular.
(6) Opportunity for systematic consideration of appeals from
determinations of rents and other charges should be provided.
(7) Employ,-es on leave will continue to be charEed for quarters
and related facilit:.es, unless permitted to vacate quarters and make
them available for : ea,si~~rm~nt.
(8) It is in keeping with the principle of comparability that
agencies assume the responsibilities custom-arily accompanying laadlord-
ship, and that thos(? who occupy rental quarters assume the respoisi-
bilities of tenants of privately owned housing, not inconsistent with
law.
(9)
Se cti or. 5 of Public Law 8&-)459, is as follows:
"An enmloyee or a i.ernber of the uniforr,,d services
shall not be requ5.red to occupy ouarters m-, a
rental basis unless the head of the agency con-
eernec. shall determine that necessary service
cannot be rendered, or that property of the
Govern-sent cannot adequately be protected,
otherwise."
Agency regulations should specify the conditions under which the agency
h
d
ea
will require such occupancy.
b. Imolesentation. The provisions or this Circular will be
applied on or before Iiarch 1, 1965. They nay be applied, without re-
appraisals or ca-.mittee reviews in the case of quarters which were
appraised or rovie'we i within the two years previously. A. new
appraisal or review s required for those quarters not appraised or
reviewed within two ;cars, or for all quarters involved if any a(;cncy
intends to change to the reLianal basis for establishing rental rates,
as authorized in paragraph 6a(2).
In cases where subst~x.tial increases in rents or other charges are
being levied (2O% or note , the agency _rray makc the adjustment in
proportional steps over a period up to twelve months, but in no case
(no. A-45 )
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 will the full increase or decrease be delayed beyond March 1, 1966.
c. Justrentc to current rates. To make sure that rent and
other charges reflect changes in the private market, rent schedules
will be affirmed or adjusted at least once every three years. How-
ever, utilities furnished by the Government and metered or nxasured
will be adjusted whenever rate changes occur in the locality used for
comparison. :
d. Reporting. The head of each agency will furnish to the Bureau
of the Budget reports as to the number of its housing units, the status
of appraisals, the results of reappraisals, occupancy, amount of rents
and other charges, asd other related data, as may be requested frori
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tiime Lo Lim/.
KE IT GORDON
Director
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