CLASSIFIED CONFERENCES AT NON-AGENCY FACILITIES

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP91-00981R000100080015-1
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 24
• Document Creation Date: December 27, 2016
• Document Release Date: March 5, 2013
• Sequence Number: 15
• Publication Date: July 15, 1988
• Content Type: MEMO

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MEMORANDUM FOR: Deputy Director for Administration
FROM: John M. Ray
Director of Logistics
SUBJECT: Classified Conferences at Non-Agency Facilities
REFERENCE: Memo for D/L fm DDA, dtd 31 Mar 88, Same Subject
3111_ 1988
1. This memorandum provides information and recommendations (paragraph 8)
concerning alternatives to satisfy the subject requirement.
2. An Interdirectorate Working Group was convened to identify Agency
requirements for off-site facilities in which to conduct classified conferences.
The Working Group's principals were:
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3. The Working Group developed the following requirements based on FY-1987
data:
- Number of Secret-level conferences at non-government facilities per
year - 70 to 80
Average conference size - 30
- Average conference duration 2 days/1 night
Meals and quarters for attendees
Locations - 50-to 80-miles driving distance from Washington
- Classification level - Secret
- Physical security - facility alarmed with 5-minute guard response
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OL 13123-88
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SUBJECT: Classified Conferences at Non-Agency Facilities
Only a very few of the Agency conferences exceed the typical conditions with
attendances of about 100, or a time span to 7 days. Because more than 90 percent
of the conferences match the typical description. the search to supplemen existing
25X1 resources was
aimed only at finding facilities which could accommodate the typical conference.
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4. Short-term Possibilities
Six alternatives were investigated for their potential to provide adequate
spaces by Autumn 1988.
a. Military Installations: The initial response from the Department of
Defense was unfavorable. The closest available facility is a
Department of Navy training site in Norfolk, Virginia. A second formal
request was submitted to the Department of Defense requesting
consideration in the 1989-1990 time frame.
b. Civilian agencies were also contacted (see to chart #1 for summary
comparison).
1) Federal Emergency Management Agency (FEMA) at Emmitsburg
This facility is, intensively used by FEMA, and FEMA
management is unable to dedicate a particular building for
the Agency's use.. The Office of Security strongly
disfavors using this facility because of it open-campus
environment unless a building is properly. alarmed and
protected from unauthorized entry. Thus, regular use of
the Emmitsbura location is not feasible
2
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SUBJECT: Classified Conferences at Non-Agency Facilities
c. Cleared Agency Contractor Facilities: Several cleared contractors,
e.g., Westinghouse, Ford, Aerospace, and Northrop will, out of
goodwill, allow occasional use of their secure conference rooms at
various locations in the Baltimore-Annapolis area. Regular use though
is not possible due to the disruption caused to the contractors'
activities. Total costs for a 2-day conference for 30 people,
including mileage, teals and quarters allowances, is estimated at
$3,500.
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SUBJECT: Classified Conferences at Non-Agency Facilities
d. Commercial or Institutional Conference Centers:
1) The only organization agreeable to leasing a dedicated
conference facility to the Agency was Xerox, Inc., at its
Lessburg Conference Center. Xerox would lease a
dedicated, fully-equipped conference room, sufficient for
38 attendees, and it would permit security modifications
to the room. The Office of Security disfavors this
alternative because a dedicated guard force would be
required to ensure the physical security integrity of the
conference room at all times. Xerox would require that
the Agency guarantee some minimum use of the facility.
Xerox proposed to provide 2,000 days of hotel space,
i.e., room and board and the conference room for
$150,000. This would equate to approximately 66,
2-day/1-night conferences of 30 persons each. The
estimated cost per conference, including PCV mileage is
$2,900. This does not include the cost of security
modifications or a dedicated guard force.
2) Other institutional or commercial facilities, such as
Arlie House, Donaldson-Brown Center or hotels and resorts
would not agree to leasing facilities for exclusive use
by the Agency. Intermittent use of such facilities for
unclassified meetings continues to be possible. A rTH
of recommended non-secure facilities is provided in
Attachment D.
e. Private Estates for Conversion to Conferencing: Private estates along
the Tidewater, the Piedmont and the Shenandoah Valley were investigated
relative to the possibility of leasing one for a period of 2 to 5 years
to no. avail RuraI,estates,talth-e.dequate,facilitiein-usable.:.
condition are not for lease; they are offered only for sale, in the
range of $2M to $5M. In most cases, additional investment for security
measures, communications and supplemental sleeping quarters or the
conference room itself would be required. At this time, immediate
short-term use of a manor house does not appear feasible; even if
adequate purchase funds were available, a development period of 10 to
14 months is necessary to negotiate the sale, get permits and install
the necessary supplemental trailer-type facilities and sanitation
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SUBJECT: Classified Conferences at Non-Agency Facilities
systems required to support 3,000 conference attendees per year.
Additional information about some of the properties which were
investigated is contained in Attachment C.
f. Small Commercial Building as a Conference Center: The possibility of
renting a small commercial building for quick conversion to a
conference center was also investigated. This concept relies on hotels
within a 10-to 15-minute drive to provide sleeping quartets and meals.
The lease and operation of the conference building would be
accomplished by a cleared contractor to avoid identity of the building
with the Agency. To date, no acceptable building has been located.
The Scattergood-Thorne House: This house is being restored for use as
as a "daytime only" secure conference center for small groups. The
largest room will accommodate 27 people. The Office of Security has
determined that overnight storage of classified material in the house
is not approved. Food and snack service could be provided by caterers,
if needed. The house will be ready for use in January 1989.
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5. Long-Term Possibilities
. The long-term solution to providing secure conference facilities would be to
design and build structures specifically to accommodate the full range of
conference requirements by providing meeting rooms of several sizes, fully
protected for any level of classification. The meeting rooms, of course, must have
ancillary facilities for food service, sleeping quarters, housekeeping,
administration, and guard support. Recreational facilities are desired.
The need for comprehensive support and adequate security safeguards,
immediately directs attention to existing Agency or other federal compounds as the
best locations as they have existing infrastructures, and thus avoid construction
of fully self-sufficient facilities needed to feed, house, and protect more than
3,000 people per year.
At this time, six alternatives associated with federal compounds are attractive
as lona-term solutions. A oreliminary evaltiatinh- (see chart No. 2) ranks sites at
25X1 I as the hest for further
25X1 consideration, is a strong candidate,
and would be a top contender, if the requirement for distance from Washington were
25X1 reduced. Sites adjacent have the disadvantage of land purchase
costs. Sites at military installations in the region would be attractive,
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SUBJECT: Classified Conferences at Non-Agency Facilities
but none are available at this time. The Scattergood-Thorne land at
was not evaluated with the other candidates for two reasons. First,
it does not fit the criteria for conference facilities away from Head
Secondly, the capacity of the restored house, being limited to small
best suited for meetings having characteristics that differ from the
25X1 conference requirements defined by the Working Group.
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Headquarters
by definition,
quarters.
groups, is
typical
Preliminary estimates to design and build new conference facilities to meet
these requirements envision the use of pre-engineered structures with customized
exteriors and interior finishes that would enclose approximately 40,000 square feet
and provide a facility complete with sleeping rooms, meeting rooms, lounges and the
necessary administrative and housekeeping spaces. A rough order of magnitude cost
to design and build the facility is $6,500,000 (1988 dollars). This includes
allowances for extension of basic. utilities to the site and for architectural and.
engineering and construction management services. Furniture and equipment are
estimated at $500,000. Land costs are not included, nor are costs for secure
communication links to Headquarters.
If we are serious regarding a long-term solution to the secure conferencing
requirement, a detailed technical comparative evaluation of specific sites
should be conducted to weigh the differences in the shape of the
land; utilities connections for sewer, water, and power; storm drainage conditions;
site constructability and relative cost estimates assuming similar buildings at
each location. Simultaneously, a more detailed comparison Of the political,
administrative, and logistical advantages or disadvantages at each site should be
made.
6. Focal Point Needed to Schedule Conference Facilities
Predictably, there will be conflicting user requests for the short-term
facilities; to avoid inflicting the resultant confusion and complications on the
host facility, a focal point within the Facilities Group of Logistics should be
establiShed-td.receiVe requests.' ft0m-Agenc-customrs-and-schedule-the------ ?
conferences. The same focal point. would also administer the use of ? .
Scattergood-Thorne and the Headquarters Auditorium. A proposed HN detailing this
process. is contained in AttachmentE.
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SUBJECT: Classified Conferences at Non-Agency Facilities
7. Staff Position
This paper was not formally coordinated with or approved by the
Interdirectorate working Group.
B. Recommendations
b.
Long-term alternatives: It is recommended that the detailed technical
studies, mentioned previously in the discussion, be carried out during
1989 to select the best facility site and prepare a recommended budget
and master Schedule for building permanent facilities.
9. After you have had an opportunity to review this report, we will arrange a
meeting with you to discuss it, in detail, and decide where we ?o from here.
Attachments: As Stated
cc: D/OS
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SUBJECT: Classified Conferences at Non-Agency Facilities
OL/RECD/RE pl rewritten
14 Jul 88
Distribution:
Orig & 1-- Addressee (one w/atts)
1 - D/OS (w/atts)
1 - OL/RECD/REB Chrono (wo/atts)
1 - OL/RECD/REB Official (w/atts)
1 - OL/PE (w/atts)
1 - OL Files (w/atts) (Att C incomplete, Sent Addee Only)
1 - RECD Reader (wo/atts)
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CHART NO. 1
FEMA
Emmitsburg
5UMMARY COMPARISON OF SHORT-TERM POSSIBILITIES FOR CONFERENCES
FACILITY COMPLIANCE WITH REQUIREMENTS
SECRET LEVEL CAPACITY FOR CONF. ROOM
SECURITY
No
Add Alarms
BED & MEALS SO MILES MANAGEMENT
AGREEABLE
40 PEOPLE AVAILABILITY AVAILABILITY DISTANT
No
36 Max.
No
No
Yes
60 Miles
No
FEASIBLE
SHORT-TERM USE
No
Cleared
Contractors
Xerox Conference
Leesburg, VA
Yes
SCIF
OK if add
alarms and
guard.
Yes
Yes
Yes
Availability
uncertain
Yes, 100%
Rent
No
Use hotels
Yes
Rent
Yes
No Yes
(Qualified)
No Yes
30 Miles
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No
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C - 0-N -F - I -D -E -N-T- I -A- L
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MEMORANDUM FOR: Procurement Executive, OL
FROM:
SUBJECT: Market Survey for Potential
Conference/Meeting Sites
I. BACKGROUND:
A in accordance with your verbal request,
has performed a survey of the market place for a
large manor house property within one to two hours driving time from
the Headquarters Building in McLean, Virginia. The following
criteria were used to evaluate potential property sites:
1. Distance: 50-100 miles from Headquarters.
2. Size: 50 or more acres of land (for isolation
purposes).
3. Occupancy Space: Capable of handling groups of
10-30 persons in size; having sleeping facilities
for all personnel.
4. Status of Buildings/Grounds: Consider only
those properties in good condition and readily
available for occupancy.
S. Costs (present and future) : Review all properties
'in h -of titert-r-- ar.q-ut-s tow- C O'StS &ad', .z.
project future costs associated with each property.
6. Availability for Occupancy: How soon can space be
fully utilized?
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C- -N-F- I -D-E-N-T- I -A-L
SUBJECT: Market Survey for Potential
Conference/Meeting Sites
B. In all, 10 properties were seriously evaluated and, as a
result, five properties were found to have features which held them
out of the competitive zone; therefore, only the five best
properties are considered in this report.
C. The following publications and sources were used in
performing the initial search of the market place:
1. Sotheby's International Real Estate Magazine.
2. Unique Homes (Luxury Real Estate).
3. The Washingtonian Magazine.
4. Baltimore Magazine
5. Virginia and Maryland Multiple Listing Services.
6. Calls to R.-.altors in - Talbot County, Leesburg,
Middleburg, Charlottesville, and Easton.
7. Local newspapers.
D. After the initial searches were performed, a contract
Realtor was sent to see only the most promising real estate and,
where possible, he obtained brochures on the property. A member of
25X1 has reviewed the brochures with the contract Realtor and as a
result the properties have been ranked according to the criteria.
E. In no case was any property offered for rent or lease.
There is apparently no interest in leasing property of this size and
value.
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