ALLOCATION OF NON-OFFICE SPACE

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP89-00244R000200350021-4
• Release Decision: RIPPUB
• Original Classification: U
• Document Page Count: 18
• Document Creation Date: December 21, 2016
• Document Release Date: May 14, 2008
• Sequence Number: 21
• Publication Date: June 25, 1982
• Content Type: MEMO

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ADr. iISTRATIVE - INTERNAL USE L__"y
MEMORANDUM FOR: Deputy Director for Administration
FROMt Daniel C. King
Director of Logistics
SUBJECT: Allocation of Non-Office Space
1982
1. The Building Planning Staff has identified three categories
of non-office space. The categories are: (1) space used in direct
support of the Agency mission, e.g., classrooms, conference rooms,
computer rooms; (2) space essential to facilities operations, e.g.,
telephone rooms, guard posts, cafeteria; and (3) non-official space,
i.e., child day care center, EAA store, barbershop, gymnasium, Credit
Union, and snackbars.
2. Space in either category (1) or (2) has been programmed into
planning for the new building. Space in category (3) has not been
programmed because no clear authority exists for application of
appropriated funds to construction of space for these purposes. Lach
is affected by Federal regulations, policy, and economics. Some are
affected by local codes. Each will require a decision by senior
management based on the merits of the convenience or service
provided, the cost to the Agency in terms of both space and dollars,
security, and its impact on the Agency mission.
3. If there is strong justification for one or more of these
activities, there is the additional option of incorporating
appropriate wording in the appropriation request to provide for
additional construction.
4. Facilities listed in category (3) already exist or have been
proposed for inclusion in a new building on the Headquarters
compound, Each is listed separately in the attachment with a brief
discussion of issues, applicable Federal and local regulations, and
recommendations for further action. As a minimum, guidance is needed
on the priority order in which these needs are to be satisfied and
the approximate space allocation deemed appropriate. Given this
policy guidance, we can then undertake study and implementation of
the recommendations in an orderly fashion.
/s/ Daniel C. King
Daniel C. King
Attachments
As Stated
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SUBJECT: Allocation of Non-Office Space
Associate Ge er Counsel, L&PLD/OGC
Distribution:
Orig - Adse, w/att
1 - OL/BPS, w/att (Official)
1 - AGC, L&PLD/OL, w/att
1 JUL 1982
Chief, Real Estate & Construction Division, OL Date
Chief, Logistics Services Division, OL
Distribution Withheld:
1 - OGC/L&PLD, w/att
1 - C/LSD/OL, w/att
1 - C/RECD/OL, w/att
1 - OL Files, w/att
1 - D/L Chrono, w/att
OL/BPS
(25 June 1982)
cc:l on 19 Aug 82, w/att
I
STAT
STAT
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Non-Office Space
Category (3)
I. .Shopping Center
II. Employee Activity Association
III. Barbershop
IV. Child Day Care Center
V. Snackbars/Blind Stand
VI. Gymnasium
VII. Credit Union
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A. No shopping mall currently exists on the Headquarters
compound.
B. GSA guidelines urge that the inclusion of commercial
facilities be given consideration in the planning of
new Federal buildings. (authority: 40 U.S.C. 601a -
Public Building Cooperative Use Act of 1976)
Discussion
We have complied with GSA guidelines and examined the
possibility of including space for commercial establishments on
the ground level. Given the distance to the nearest shopping
center, a proper selection of shops could be a convenience to
employees. Nothing else argues in favor of including shopping
facilities in building plans.
New regulations require that Federal space leased to
commercial establishments be charged for at the going local
rate--$16.25 per square foot per year in Langley today. The
concept of leasing ground level space presumes that the building
is located in a downtown/business district with public access
from the street. Our location precludes any public access,
sharply limiting the potential market. Evening hours would
clearly be unprofitable.
3
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Space allocated to shopping facilities would impact design
of the new building and reduce space available for official
Agency needs. Traffic problems would be compounded by delivery
vehicles.
The worst problem could be security. It is assumed none of
the personnel operating or serving the commercial establishment
would be granted security clearances. Control of their movements
and keeping track of turnover in personnel would impose an
additional workload on the Office of Security (OS).
Recommendation
A shopping center should not be included in plans for the
new building because:
o The environment is not economically viable; hence few,
if any, merchants would take the risk.
o Space requirements for a shopping center would
necessitate enlarging the facility now planned.
o Security problems would increase workload on OS and
o Added traffic could be a problem both on the compound
and in the neighborhood.
4
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A. Occupies slightly in excess of 2,000 square feet,
including offices adjacent to the North Cafeteria and
the EAA store in the basement of Headquarters Building.
B. Space is provided rent free.
C. An additional 500 square feet is requested for the
store, increasing it from 1,496 square feet to 2,000
square feet.
Discussion
The EAA offices serve as the focal point for the
organization and support of members' extracurricular athletic and
recreational activities. EAA also operates a convenience store
on the ground floor of Headquarters Building. Granting the
request for at additional 500 square feet will presumably permit
an increase in the variety of merchandise stocked.
The future of the EAA store should be considered in the
context of current Federal law. The Cooperative Use Act of 1976
appears to require Federal building managers to charge rent for
space used for "commercial" purposes.
Recommendation
Review the current host-tenant agreement between the Agency
and the EAA to ensure compliance with current laws and
5
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regulations. Assuming an acceptable host-tenant agreement,
assign a relative priority to the 500 square foot increase
requested.
6
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III. BARBERSHOP
A. Currently occupies an area of 440 square feet in the
basement of the Headquarters Building.
B. Operates as a concession.
C. Requires General Services Administration (GSA) approval
of location and facilities installed in Federal
buildings.
Discussion
The barbershop operates as a convenience facility authorized
by senior Agency management when the Headquarters Building was
occupied. Continued operation in its present format should serve
Agency needs adequately, even after consolidation.
If a new barbershop is established in the new building, in
new quarters in Headquarters or new commercial establishments
authorized, the situation must be reconsidered. Recent
legislation requires that a rental fee commensurate with local
commercial rates be charged. In fairness, such rental fees
should be charged to all commercial establishments, including the
barbershop.
Recommendation
Review the current host-tenant agreement to ensure
compliance with current laws and regulations.
7
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ADML.STRATIVE - INTERNAL USE OIL.
A. No on-site day care facilities for children of Agency
employees currently exist.
B. Interest in a day care center has been expressed several
times since January 1972.
C. In 1978, a survey was conducted by the DDA and analyzed
by Office of Medical Services to identify employee
support for a day care center.
D. At least one informal and unofficial survey has been
conducted by the Federal Women's Program Board.
E. Other Federal Agency day care center programs have been
F. Legally, a child day care center wculd probably be
affected by the Public Building Cooperative Use Act of
1976 and applicable Federal, State, and county building
and health codes.
A day care center may be designed for preschoolers only or
for children up to 12 years of age. In either case, there are
regulations concerning space, both indoor and outdoor; bathroom
facilities; kitchen facilities; student/instructor ratios; and
building features such as number and location of doorways,
outside fenced areas, lighting, heating and ventilation. These
factors will increase the initial building cost or require
8
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modification of the basic building design to meet unique
requirements. It will also require 8,000 to 12,000 square feet
of adjacent land for a fenced playground.
Another consideration is the impact on the mission. One
official circular encourages employees to visit their children in
the day care center daily for lunch and on morning and afternoon
coffee breaks. Such visits could lower employee productivity
unless accompanied by more flexible work scheduling.
The Federal Property and Administrative Service Act of 1949
as amended by Public Law 94-541 Oct 18, 1976 requires rent to be
charged at a rate commensurate with local commercial costs.
Calculated on the minimum allowable floor space per child, rent
would be $50,000/year for 40 children and $72,000/year for-60
children. A staff of six to ten people (one per six children)
would be required. With salaries, rent, and other operating
costs assumed, an $80.00 weekly fee for each child would be
required to cover costs.
Approximately seven day care centers are operating on
Federal property today. All were established in periods when
administration policy fostered day care programs and before
current legislation was enacted. Current centers are legally
subsidized to the extent of rent free space and free utilities.
Without this subsidy, participants state they could not continue
to operate. OMB has stated that funding requests for additional
Federal day care centers will not be supported. Both Presidents
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Carter and Reagan have publicly stated their opposition to
Federally funded day care centers.
Recommendation
Confirm that no legal basis for provision of subsidized
space exists. If subsidization is possible, assign a relative
priority to space needs of a day care center.
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ADM1. _STRATIVE - INTERNAL USE 01.
A. Three gymnasiums totaling 3,810 square feet currently
exist in Headquarters, Space is
provided by the Agency; equipment by EAA.
B. Employees Activity Branch proposed including 4,000
square feet for a gymnasium and associated facilities in
the new building.
C. OMS estimates two positions and $770,000 will be needed
in FY-86 or FY-87 to equip and manage the gymnasium.
D. Office of Personnel requested that a "Parcourse" jogging
trail be constructed around the Headquarters facility.
E. The authority to expend appropriated funds to construct
physical fitness facilities is defined in Public Law,
Federal Regulation, and Executive Order and amendments.
Discussion
Existing gymnasium and jogging facilities have proven to be
popular and beneficial to many Agency employees, and the concept
of including improved facilities in the new building has received
vocal support. In view of the legal constraints on the
expenditure of generally appropriated funds, the Office of
General Counsel (OGC) was previously asked for an opinion. In
October 1980, they rendered the opinion that the Agency did not
have the authority to expend appropriated funds for physical
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V. SNACKBARS/BLIND STANDS
A. Approximately 8,000 square feet of area are currently
devoted to snackbars and blind stands in Headquarters
and the outbuildings.
B. Blind stands are authorized under Federal and State
law. Space is provided by the Agency rent free.
Authority: 20 U.S.C. 107
Discussion
Both blind stands and snackbars provide a necessary service
and convenience to Agency employees. The blind stands are
authorized by law and provide a variety of goods not otherwise
obtainable on the compound. Snackbars provide food service
around the clock for late workers, shift workers, and general
convenience.
A recent Agency offer to provide space Ifor a
blind stand operation was rejected by the Society for the Blind
because of difficulty encountered in obtaining security
clearances.
Recommendation
That several blind stands and/or snackbars be included in a
new building, with space to be reallocated from existing
Headquarters allocations.
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fitness facilities. The two primary reasons were: (1)
maintenance of employee general health and physical well-being is
not an enumerated power or duty of the Agency and may not be
implied from any of the Agency's existing powers and duties, and
(2) OGC, OMS, and OPPPM were unable to find explicit job
requirements demanding that high levels of physical conditioning
be maintained to perform Agency functions. Therefore, a
gymnasium is not now included in the planning for a new building.
Recommendation
Many employees believe the benefits derived from physical
fitness facilities justify the effort necessary to provide them.
We note that existing facilities in Headquarters are considered
inadequate to support the activity after consolidation and that
existing jogging paths are hazardous. Possible solutions
include:
1. Rewriting appropriate job requirements to explicitly
require high levels of physical conditioning, thus
justifying the use of generally appropriated funds to
construct additional space.
2. Provide excess space, as available, and use EAA-funded
equipment, i.e., continue current policy.
3. Design roadway and walkway improvements in a manner
that facilitates jogging safety.
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4. Assign a relative priority to physical fitness space
needs.
Applicable Legislation per OGC
o 50 U.S.C. 403j is the Agency authority to expend funds
for purposes necessary to carry out its functions.
o Act of September 6, 1966, Public Law No. 89-554 as
amended (5 U.S.C. 7901, et seq.), a somewhat broad
authority, but does not explicitly grant agencies the
authority to establish programs to maintain health and
well-being of their employees.
o Significantly circumscribed by GSA regulations 41 CFR
101-5.300, et seg.
o Executive Order 11807, often linked with P.L. 89-554,
but deals with occupational health and safety and does
not apply.
o 1978. GSA with the President's Council on Physical
Fitness and Sports issued guidelines for the
establishment of facilities in Federal space. 43
Federal Regulation 56733-56734. This does not provide
independent authority to establish facilities--only if
an Agency already has the power or the duty.
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VII. CREDIT UNION
A. Currently occupies abou~
including
4,000
square feet in Headquarters; 1,000 square feet in Ames;
C. New and expanded services planner. over the next decade
result in projected space requirements of 50,000 square
feet.
D. 12 U.S.C. 1770 authorizes Federal agencies to allot
space, if available, to a qualifying credit union
without charge for rent or services.
Discussion
Neither the convenience nor the services provided by the
Credit Union are questioned. The question that is raised results
from the projected requirement for 50,000 square feet of space
needed within the next 10 years. We are authorized to allot
space rent free, if available. The projected space requirement
represents 5 percent of the total space the Agency gains by the
projected new building.
square feet of space
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Recommendation
The problem is simply one of space required vs. space
available. Agency management and Credit Union managers should
negotiate the amount of space to be allotted and the services to
be provided. A relative priority should be assigned to the
amount of space desired.
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