Draft - Studies and Publication Budgets

November 3, 1957

SPECIAL STUDIES PROJECT

**Request:** Review and guidance in determining the development of the Special Studies Project and approval of extension of the Fund's underwriting of the Project until June 30, 1958.

**Previous Interest:** A Special Studies Committee was authorized at Trustees' meetings of May 17, 1956 and April 8, 1957, to direct the commitment and expenditure of funds up to $390,000 within the period ending December 31, 1957, for studies relating to key issues facing this country. This amount did not include funds for publication, but did include $50,000 to secure the services of writers and editors for preliminary work relating to publication.

**Summary:** The present estimates are being submitted to the Trustees in two budgets -- Studies and Publications -- in order to set forth more clearly the costs of alternative programs of publication.

The studies phase of the Project is nearing completion and only funds for additional panel meetings and payment to several authors are estimated. There will be no increase in funds previously authorized, only extension of the term of the Project until June 30, 1958 is requested.

At the April Trustees' meeting, it was reported that as the Project developed the Committee would present recommendations concerning publications which at that time were roughly estimated at $60,000 to $160,000.

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In view of the progress of the Studies, it is now possible to forecast
the future of the program with more certainty although there are still un-
solved questions. The Special Studies Committee after consultation with the
Project's publication committee believes that there are two alternative courses
of action which are submitted for the Trustees' consideration as follows:

1. Publication of the overall volume alone. Underwriting this program and completion of the studies phase of the Project would require an increase of $95,000 in the amount previously authorized for expenditures. (It is impossible at this time to submit firm figures for printing, promotion and distribution but the rough estimate is $20,000.)

2. Publication of the overall panel volume and four to six subpanel volumes, each of which would include the report, background papers, and appropriate portions of transcripts of the various meetings. This program and completion of the studies phase of the Project would require an increase of $145,000 in the amount previously authorized for expenditure. (It is impossible at this time to submit firm figures for printing, promotion and distribution but the rough estimate is $50,000.)

Both the Special Studies Committee and the publications committee
believe the Project is realizing the expectations for which it was initiated
and are very enthusiastic about publication of the material. It is clear that
Alternative 1, calling for publication of one volume, is highly desirable.
However, there is an open question concerning Alternative 2 requiring the
publication of the subpanel volumes in addition to the overall, which cannot
be determined until all reports are completed and can be read as a whole for

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content and timeliness. The Committee believes that Alternative 2 will be
possible and desirable and therefore recommends its approval with the under-
standing that publication of the subpanel volumes will be at the discretion of
the publication and planning committees, should those committees feel such
action is merited.

**Recommendation:** Extension of the term of the Project to June 30, 1958, and authorization to spend amount determined by the Trustees for the publication of Project material.

The following resolutions are suggested:

RESOLVED, that the amount authorized by the Trustees on April 8, 1957, and allocated by the Committee for commitment and expenditure for publication of Special Studies Project material and completion of the studies be hereby increased by the sum of $95,000 or as much thereof as may be needed to complete the Project and publish the overall volume (not including printing, promotion and distribution costs)

OR

RESOLVED, that the amount authorized by the Trustees on April 8, 1957, and allocated by the Committee for commitment and expenditure for publication of Special Studies Project material and completion of the studies be hereby increased by the sum of $145,000 or as much thereof as may be needed to complete the Project and publish the overall volume and four to six subpanel volumes (not

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AND

RESOLVED, that the period within which commitments and expenditures
may be made by the Special Studies Committee for completion of the studies
and publication of material be and it hereby is extended from December 31,
1957 to June 30, 1958.

**<u>Background Information and Comment:</u>** Following is a brief report on the
development of the Special Studies Project since April 1957 and anticipated
program for completion of the Project.

**<u>Panel Meetings:</u>** Fourteen panel meetings have been held making a total of forty-two for the entire project. If Alternative 2 is authorized, it is anticipated that there may be need for one additional meeting of each panel to discuss substantive issues in the reports and approve final drafts.

**<u>Background Papers:</u>** Several additional papers were commissioned at the request of the subpanels and distribution of all completed papers has been made. In preparation for possible publication all background papers have received preliminary editing; papers for two subpanels have been edited in final form and returned to authors for approval and copyright assignment.

**<u>Transcripts:</u>** At the request of the editors and writers who were doing preparatory work for possible publication, transcripts were prepared of the 29 meetings which had been tape-recorded.

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**Subpanel Reports:** Final clearance of the Subpanel VII report has been received; initial review of Subpanel II and IV reports has been completed and redrafts are being prepared; Subpanel I and V reports will be distributed for review in November; and Subpanel VI and III reports will probably be sent to the subpanels in January. Subsequent subpanel meetings will be held to approve these reports when in final form.

**Subpanel Volumes:** In accordance with the suggestion of the publications committee, dummy volumes for two of the subpanels are being prepared by the editors and staff. Completion of these volumes for the printers will depend on the decision of the Trustees concerning publication.

**Overall Volume:** The overall volume is being prepared by the Director and two writers and should be ready for submission to the overall panel in January 1958. Written comments are to be requested and after a redraft, a meeting will be called to discuss substantive issues.

**Staff:** Contrary to estimates made in April to the Trustees which envisioned tapering off of the staff during the summer of 1957, it was necessary to maintain full staff. This was primarily caused by the extensive service required to duplicate subpanel drafts, edited papers, and prepare the transcripts of the meetings.

The staff could be immediately cut if Alternative 1 is approved by the Trustees since all work on background papers, transcripts, and dummy volumes would be suspended. Publication Alternative 2 would require the