Preparation of final report, memorandum, 1992-07-17

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Content M E M 0 RA N D U M
July 17, 1992
TO: Rick Stone
C
FROM: Jerry S. Bathke
l_
i \.....,
RE: Preparation of Final Report
We continue to make progress on various logistical
aspects intrinsic to preparing the final report. This memo is
intended to give a brief overview of the status of these various
items including:
o Shape and Size
o Quantity
o Writer
o Language
o Special Enhancements
o Typesetting and Printing
o Distribution
o Storage
1. SHAPE AND SIZE
While the exact size of the report remains to be
determined, we can anticipate that it might run 225 full size
pages. It would be accompanied by an Appendix of some 200 pages
and an Executive summary which might run 75 pages. If printed on
both sides of each page, the final product will easily run 1-1/2
inches in thickness and would weigh approximately 4-1/2 lbs.
2. QUANTITY
Quantity is in large part dependent upon the magnitude
of our target audience and our plans to reach that audience,
which includes the public, Los Angeles political leaders, LAPD
itself, the media, leaders of influence and thought, and other
institutional law enforcement and support agencies both here and
elsewhere. Work is underway to identify more specifically the
number of volumes that might be used by the above target
audiences. We will refine that research to include names and
addresses.
Additionally, if the 10,000 copies of the Christopher
Commission Report were considered inadequate, we can reasonably
estimate that 20,000 copies of our report may be required.
It is important to note that many issues and other
considerations, such as cost and storage space, are directly
J
drive n by the number of copies we produce. For example, 20,000
r epor ts of the s i ze and shape des cribed above would weigh
approx imately 90,000 lbs. and r equire 2,0 00 boxes for the i r
shipment, with each weighing 45 lbs. The combined volume of the
collection might be more than 2,000 cubic feet. It would fill a
space 20 feet long and 20 feet wide, stacked 5 feet high
(assuming a reinforced floor cou l d hold it).
Perhaps some consideration should be given to exploring
alternative distribution and access to this report. For example,
if some arrangement were made for the report to be made available
on computer disks, a lightweight disk could be shipped to users
instead of a 4-1/2 pound collection of paper. Alternatively, we
could make some arrangement with a legal library computer data
base like Lexis or Westlaw for the storage and availability of
the report. Users could then access the report by computer hook
up at their own convenience and cost. The savings in paper,
printing, storage and mailing might be huge.
Some combination of a few printed reports (e.g.,
2,000), and some computer arrangement may be the best solution.
3. PROFESSIONAL WRITER
We presently have the capability among our team members
to write a very excellent report. However, there is considerable
merit to the advice that the Executive Summary, at least, be
written by a professional writer. Under our direction, they
could write to the style and level of the public reader and the
targeted audiences. We have already identified several
professionals with appropriate experience and qualifications. I
will continue to identify several more so that their availability
and creativeness will be available for subsequent consideration.
4. LANGUAGE
The Report, the Appendix and the Executive Summary will
be written in English. Yet, there have been some suggestions
that at least a 5-10 page synopsis of the Executive Summary be
prepared and duplicated for public use among the non-English
speaking communities within the affected areas. Specifically, it
is recommended a synopsis be translated into Spanish, Korean and
Mandarin. The intent is clearly not to address every non-English
speaking member of the Southern California area in their own
native language; that could number in the hundreds. The intent
rather, would be to offer some political response to those non
English speaking communities most immediately affected.
If the synopses are to be prepared they require quality
translation by experts who are most likely foreign-born nationals
but who have considerable advanced formal education in English
speaking universities. It would be necessary that their work
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experience also include translation from English (their second
language) to their principal language. They would also have to
have expertise and experience in translation of legal and
government documents because of the language used. Some, very
likely, do this work now for law firms. I know one such
translator of Mandarin and would expect to search for other~ in
all three (3) languages within the major firms.
If this additional service is attempted, perhaps the
additional cost for translators could be contributed pro bono by
the firms. If the final result is 5-10 pages, it should not
require that much effort. It might also go a long way to
assisting the accurate representation of our report, if such a
synopsis could be made available to the Spanish, Korean and
Chinese newspapers and other media organizations. They could
then bring the highlights of our report to their readership in
their native language. Of course, if this is done, we need to
first write the synopsis in English.
5. SPECIAL ENHANCEMENTS.
There is considerable value to enhance the written
report with appropriate charts, graphs and photographs. The
appendix will undoubtedly include material in tabular form. If
any special presentations are required to communicate more
effectively, we need to anticipate the need for professional
assistance in that area.
Photos, for example, might be particularly useful. I
have already contacted the L.A. Times organization and will be
requesting their assistance in the use of any photos or contacts
they may have. We might have to solicit other assistance,
however, to find the right photos or the right to the use of the
photographs. Hopefully, this could be a contributed professional
service.
6. TYPESETTING AND PRINTING
The bulk of the mechanical process associated with
publishing the report is setting the type, printing and binding
the volumes. I have started to research which Los Angeles
companies have the capability to do quality work of this scale
where the subject is highly confidential. When these firms are
identified, I will also begin to receive "working estimates" of
the time and cost required.
Nevertheless, it is hoped that we might receive
typesetting and printing service as a contribution. To that end,
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I have identified several local corporations who have printing
operations. They include:
Bank of America
Hughes Aircraft
First Interstate Bank of California '
The Gas Company
The L.A. Times
Pacific Bell
GTE
R.R. Donnelly
Continental Graphics
I am making contact with representatives of these
companies to determine their printing capability and willingness
to contribute this service. It may also be necessary to split
the work •.• one could contribute the typesetting and another do
the printing; or one could do the Report and another do the
Appendix using the same paper choice and print style, thus
separating the burden of the cost while maintaining quality.
7. DISTRIBUTION
The team looking into the quantity needed is also
considering issues associated with distribution. In a
preliminary sense we can anticipate the need for some rapid
dissemination of the report to the civic leadership, LAPD and the
media in a simultaneous but controlled manner. There will also
be the need for some reasonable distribution to many of the other
institutional users who may become our helpers by disseminating
many sets of the report to others within their organizations or
their membership. Yet others, will need to get their report in a
fairly timely fashion albeit through the mail. There will also
be those who solicit more than their original copy (2, 5, 10,
etc.). This secondary distribution requirement necessarily
involves some special storage, shipping and cost reimbursement
arrangements. Maybe the Police Commission takes on this
secondary distribution role after we go home. We are exploring
the feasibility of these ideas at the present time.
8. STORAGE
Depending upon which way some of the above decisions
go, we may still have a need for some storage of our reports.
All copies which will be disseminated in person during the first
48 hours of availability need to be stored in one or more handy
and secured locations. Those that will be distributed by mail
will need to be delivered and stored pending their packaging,
labeling and mailing. In the alternative, we could make an
arrangement for their packaging, labeling and mailing through
some professional distribution service. With some good fortune,
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)
we might be able to get the packaging and hauling contributed,
but not the mailing cost.
For the large supply that goes to LAPD and L.A. city
agencies, we could probably arrange for pick up and delivery from
the printer to those agencies. -However, for the reports which
will be distributed on a more long-term and occasional basis we
need to anticipate some modest storage (1/2 of an individual
office space) or some residual arrangement with the distribution
service. This might be the easiest. Should we vacate our
current space by September 20, long-term report storage of any
significant volume would become a serious consideration.
SUMMARY: I will continue to work these various issues and report
alternative facts and estimates as they become available. Your
guidance and direction on some of the basic issues presented is
appreciated.
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TO:
FROM:
M E M O R A N D U M
July 17, 1992
Rick Stone
Je-rry S. Bathke
'--"'
RE: Shut Down Plannin~
The definitive nature of our task necessitates planning
for the closure of our offices. However, since our target date
for delivery of our report to the Police Commission was moved
back several weeks from our original but unofficial target date,
we may need to consider an interim shut down/phase out of our
office in the event we are unable to operate from the present
location beyond September 20, when our lease expires.
Accordingly, I outline two alternatives for our closure plans.
These alternatives and the issues they generate will require
certain decisions and administrative choices. Many of the issues
are outlined in Attachment A.
I. PLAN 1; Stay Put Until the End.
Assuming some arrangement is made to extend the use of
our current office space on the 34th floor of the Sanwa Bank
building until some reasonable time after our report is delivered
(e.g., October 30, 1990), the following logistics and
arrangements would be instituted to achieve the full and complete
closure of our office.
A. Core Staff. Every effort would be made to utilize
the contributed core staff, as necessary, through the final
stages of our operation. Those paralegals working on our files
and records would be needed through the time when such files are
delivered to their archival home and the remainder destroyed.
The principal secretary and the Executive director would need to
stay beyond that to assure that full closure of necessary
corporate documentation, payment of bills, final thank you's and
acknowledgments are completed. Other core staff will be released
as the need for their functions diminish.
B. Visiting Police Consultants. There are important
police contributions to be made in the preparation of the final
report and its appendix materials, as well as in proofreading and
perhaps in presenting the final report to the Police Commission.
Yet, it is anticipated that there will be no further need for
their assistance beyond October 19. For those few who may still
be a part of the project at that time, arrangements for their
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release and return to their home base will be our plan. Some of
course, may be long gone before then.
c. Housing. Since several of the police officers,
Judge Webster and Chief Williams will need lodging beyond the
date of our current (free) arrangement with the Hilton, which
expires on July 31, we are making alternative arrangements to
continue free lodging at the Hilton or to utilize previously
identified apartment and condominium alternatives in the nearby
vicinity. Those arrangements will be designated to terminate on
or about October 20, and sooner where appropriate.
D. Automobiles. Like housing, we will have some need
for ground transportation and parking spaces beyond the present
agreement which expires September 1. Our plan is to negotiate an
extension of the Toyota gift if possible, albeit for fewer
vehicles (e.g., 4). If extended, it will be targeted to
terminate October 30 as well.
E. Airline Tickets. Air travel will be closely
monitored through the remainder of our study in order that our
limited resources be judiciously managed and that maximum utility
is made of the 20 free tickets from Northwest Airlines. Between
now and October 20 priority for their use will be applied to the
flights of Judge Webster and Chief Williams. Should there be
remaining uncommitted tickets, they will be used for visiting
police officers and for necessary team travel.
F. Files and Records. Arrangements are underway to
designate an archival repository under terms of an agreement with
an appropriate institution (e.g., USC). Accordingly, our files
will be prepared for retention or destroyed.
G. Mail. After October 30, the Post Office will be
advised to forward any residual mail to Milbank Tweed (attention
Rick Stone) or to the Police Commission office.
H. Telenhones. Some telephone service will
undoubtedly be needed through the final hours. Arrangements will
be made to return the telephone equipment to the donor. The
phone company will be notified to close the account, which will
then be paid in full.
I. Eguinment. All equipment will be returned on or
about October 20. At least one computer terminal, printer and
telephone may be needed for acknowledgments, check writing, etc.,
after October 20th. We may temporarily relocate this equipment,
the Executive Director and the secretary to borrowed space in
Milbank Tweed so that the office of the Special Advisor can be
thoroughly shut down. We will likely use the designated space on
the 33rd floor which was used before we moved to this office.
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J. Finances. By weekly monitoring our cash flow and
anticipated expenses, we expect to close out the Study with all
bills paid and a surplus of cash in the bank. If that is the
case and with appropriate legal advice, we will convene the non
profit corporation's Board of Directors for the purpose of
closing the corporation and transfer any remaining assets to an
appropriate tax exempt entity. Should a deficit be anticipated,
we will work with the Board to solicit appropriate contributions
to cover that balance. In the alternative, we could exercise our
rights under the agreement which Judge Webster has with the City
of Los Angeles and transfer any remaining fiscal obligations to
the City for payment of those accounts. In either case, the bank
account is expected to be closed out by October 30.
J. Report Distribution. As arrangements will have
been made in the report preparation plan for distribution of all
copies, handling the report should not be a serious problem for
the office except for the several days immediately following the
public presentation on October 19. If we utilize third party
professional distribution agencies, there will be no residual
aspect for our office, except possibly invoices for mailing. In
addition, the reports are in some sense the property of the
Police Commission. We could plan to transfer the final
distribution to their auspices for their management and expense
following our initial distribution plan. Under that arrangement,
delivery would be made to their storage location. A note to
this effect about how to obtain additional copies and including
their address could even be printed in the final report.
K. Report Preparation. There should be no remaining
expenses relating to report preparation after October 19 except
payment of unpaid invoices, should there be any.
L. Public Relations. We will plan to give full
acknowledgment to all contributors, supporters and volunteers in
our printed report. We will also plan to compose and mail a
special and final thank you from Judge Webster, Chief Williams,
Rick Stone and myself to all such individuals or organizations.
This letter, along with a complimentary copy of the report would
be sent on or about October 20. We need to plan now to designate
some time, to officially sign letters and perhaps copies of the
report. We can have the letters prepared well in advance and
signed of their release.
M. Legal. Working with appropriate legal advice, we
will plan to file all necessary and appropriate documents with
the Internal Revenue service, the California Tax Commission and
the California Corporation Commission, and any other agencies as
required, to accomplish the full and complete closure of the
office and our non profit corporation. I will research whether
such a meeting could occur on or about October 19 and include a
final personal thank you from Judge webster and Chief Williams,
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or whether it is necessary to wait another 5 to 10 days when our
complete financial picture is, in fact, more precise.
II. PLAN 2; Vacate Suite 3425 September 20. 1992.
In the event the present terms of our lease are upheld
and we cannot extend our stay, the following plans will pertain
to our phase down of space, our interim relocation and ultimate
closure of our office. Since the essence of our functions under
those circumstances would continue but on a diminished scale and
at a different location, many of the final closure aspects
described in Plan 1 will be applied to Plan 2. For purposes of
brevity, they will not be repeated. Plan 2 contemplates that we
would relocate temporarily to the Milbank Tweed offices on the
33rd floor from whence we came.
A. Core Staff. Because of limited space on the 33rd
floor, we would probably accelerate the release of our core
staff. We will necessarily need to keep the principal secretary,
the 2 paralegals, if possible, along with our student volunteer
and our Executive Director. Milbank Tweed indicates that space
for this number of people is available but not always in
locations adjacent to each other.
B. Visiting Police Consultants. Notwithstanding the
space considerations as described above we would continue to need
and utilize as many of our police consultants as possible.
Everything else is the same as in Plan 1.
c. Housing. Same as in Plan 1.
D. Automobiles. Same as in Plan 1.
E. Airline Tickets. Same as in Plan 1.
F. Files. In the final analysis their disposition is
the same as in Plan 1. However, for the interim, we may need to
relocate some of our files to Milbank Tweed's file and storage
space. This should not be a serious problem for two reasons.
Firstly, since the file storage cabinets will be returned to
their origin in Milbank space, the contents of those cabinets
could continue to be used by us for a few more weeks. Secondly,
we should have very little need of the bulk of our files after
September 20 anyway, since we should be "fine tuning" our writing
by then. We could begin cleaning and archival transfers of some
material prior to the 20th of September, instead of unnecessarily
moving files to Milbank. Some could be sent to archives and the
redundant material destroyed.
G. Mail. Same as in Plan 1, except that for the
interim, the postal services would be directed to deliver to the
33rd floor.
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I •
H. Telephone. Same as in Plan 1 except that we would
forward the calls to the 33rd floor. Alternatively, we would
advise the phone company to post a mechanical instruction with a
forwarding number. While at Milbank, we would keep records of
all calls made from the assigned phone numbers and settle the
telephone account with Milbank.
I. Equipment. Same as in Plan 1, except much of the
equipment and furniture will be returned earlier. In the
interim, we could use the Milbank Tweed equipment available to
the office on the 33rd floor.
J. Finances. Same as Plan 1.
K. Report Distribution. Same as Plan 1, except that
we definitely would need to consider a third party distribution
service and/or the Police Commission.
L. Report Preparation. Same as in Plan 1.
M. Public Relations. Same as in Plan 1.
N. Legal. Same as in Plan 1.
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Attachment A
Issues Relevant to Phase Down
and Closure of the Office.
1. Can we negotiate an extension of our office space lease
beyond September 20 to perhaps October 20 or 30?
2. How much on-site assistance is necessary from visiting
police officers during the Period September 20 to October
20? Could any or some of these functions be performed long
distance with the use of mail, telephone and fax?
3. Can the free use of hotel space, automobiles and parking be
extended beyond the current deadlines? If so, what amounts
are needed? If not, what alternatives will meet our needs?
4. How many more trips are scheduled by the Special Advisor and
Deputy Special Advisor for which tickets are not yet
purchased?
5. How many other unscheduled but necessary flights will yet
develop in the course of our work?
6. Do we intend for the final (secondary) distribution of
unused copies of the report to be accomplished by the Police
Commission?
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7
f
1
TO:
FROM:
RE:
Rick Stone
MEMORANDUM
July 14, 1992
Jerry s. Bathke ' ~
Directors and Off ice,t,~,Insurance
I
This is to report that we are near the time for a
decision on directors and officers insurance.
As you know, the Board of Directors directed that
coverage and quotes be researched with the expectation that we
obtain D & o insurance if possible. After considerable research
throughout the industry, we have identified two primary resources
that would bind us:
1. The Non-profit Insurance Alliance of California offers
D & o upon the condition that general liability is also
obtained. The proposal is offered through Mike Fortman
& Associates and is attached hereto. The total premium
is $11,572.00 for the year. A period of less than one
year is not available.
2. The Milbank Tweed insurance agent (Johnson & Higgins)
is soliciting and collecting bids from various of the
agencies they represent. The necessary application has
been forwarded to them and we expect quotes within four
days.
As soon as the alternative quotes are available, we
need to proceed with this decision. I will report the remaining
facts to you shortly.
~------------ ---- ----------
DA'l'EI
NO. OF PAGE81
TO:
COMPANY:
FROM:
SUBJECT:
COMMENTSI
Z 1 8 18 .::-..:· 1::1 4
MI~E FORTMAN, ASBOCI~TES
FAX TRANBMISBlON FORM
(818) 247-1214
F O~TMAH It� S
JULY 9, 1992
TIME: 9: 20 AM.
5
J~RRY llA'l'HK~
SPECIAL ADVISORY STUDY, INC.
(213)362-7699
JOHN R. FOk'l!MAN
INSURANCE PROPOSAL
ATTACURD IS THE INSURANCE PORPOSAL FOR YOUR
G~NEAAL LlAlllLlTY AND Dlk~CTORS & O~PlCHkS.
PLF..ASE REVIBW AND Gl VM MR A CALI... 1 WISU '1'0
DISCUSS ANY QUESTIONS OR CONCERNS YOU MAY
HAVE.
THANK YOU.
IF YOU HAVE ANY QUESTIONS ABOUT THIS TRANSMISSION,
PLEASE CALL: (818)242-8600 OR (213)245-1209
7
r-. Id I
AGENT:
DATE:
Z 1 8 I 8 :: _. ;- 1.:: 14
INSURANCB PROPOSAL FOR
SPECIAL ADVISORY STUDY, INC.
601 SOUTH FIGUEROS STREET, SUITE 3425
LOS ANGELES, CALIFORNIA 90017
OFFERED BY
NONPROFITS INSURANCE
ALLIANCE OF CALIFORNIA
JOHN B. FORTMAN, PR~SlDl::N'l•
JULY 9, 1992
p. u::
X I : ~ I : ~ :.: 4 ;" I : I 4
F O ~TM H ti I t � ~
COMMERCIAL GENERAL LIABILITY
LIMITS
$1,000,000
$1,000,000
$1,000,000
$1,000,000
EXCLUDED
EXCLUDED
EXCLUDED
EXCLUDED
COVERAGES
EACH OCCURRENCE
GENERAL AGGREGATE
PRODUCT LIABIILITY
COMPLETED OPtRATlONS
PERSONAL INJURY LIABILITY
ADVERTISING LIABILITY
FIRE LEGAL LIABILITY(AN¥ ONE FIRE)
PREMISES MEDICAL(ANY ONE CLAIM)
EXCLUSIONS: POLLU'l'lON, NUCLEAR, RIOT, ASSAULT & BATTERY,
ATHLETIC PARTICIPATION, IMPROPER SEXUAL CONTACT,
EMPLOYEE RELATED SUITS.
PREMIUMi $5,947*
* ONE -TIME FEE EQUAL TO 10% OF THE TOTAL CGL PREMlUM WILL BE
BILLED BY NIAC, ONCE COVERAGES ARE BOUND.
• .
F O ~ T MM 14 I II S
DIRECTORS AND OFFICERS LIABILITY
LOCATION: 601 SOU'l'H FIGUEROA STREET, SUITE 3425
1
LOS ANGELES
LIMITS DEDUCTIBLE
1,000,000 $1,000 EACH POLICY PERIOD
EXCLUSIONS:
CONDITIONS:
PREMIUMS
1) BROADFORM NUCLEAR ENERGY tXCLUSION
2) INSURED .VS. INSURED
3) IMPROPER SEXUAL CONTACT
1) ORIGINAL APPLICATION WITH RESPONSES/
CORR~C'l
1
ED RESPONSES TO QJ, 16A, 16C
17, AND ORIGINAL SIGNATURES ON APP.
2) MUST BlNU GENERAL LIABILITY WITH NIAC
PRIR TO OR SIMULTANEOUS WITH BINDING OF
THIS D & 0
$5,625. ANNUAL
p. f, 4
. . . ,
I
..: ~ • 1. 1 ~ : � ,:.
PREMIUM SCHEDULE
COMMERCIAL PROPERTY PREMIUM:
BUSINESS INTERUPTION PREMIUM:
COMMERCIAL GENERAL LIABILI~Y:
BROKER FEE:
DIRECTOR'S & OFFICER'S LIABILITY:
BROKERS FEE:
TOTAL PREMIUM BOTH POLICIES:
r , ., ,. I t1 ..-c t i I I � · :,
$5,287.00
660.00
$5,000.00
625.00
$11,572.00
THANK YOU FOR THE OPPORTUNITY TO OFFER ~HIS INSURANCE PROPOSAL.

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