1 / 23

QUARTERLY PRIVATE ORGANIZATION WORKSHOP

QUARTERLY PRIVATE ORGANIZATION WORKSHOP. 12 APRIL 2012. Slide 1.

chinue
Download Presentation

QUARTERLY PRIVATE ORGANIZATION WORKSHOP

An Image/Link below is provided (as is) to download presentation Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author. Content is provided to you AS IS for your information and personal use only. Download presentation by click this link. While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server. During download, if you can't get a presentation, the file might be deleted by the publisher.

E N D

Presentation Transcript

  1. QUARTERLY PRIVATE ORGANIZATION WORKSHOP 12 APRIL 2012 Slide 1

  2. PRIVATE ORGANIZATIONPurpose:To ensure that Private Organizations (POs) are operating IAW current Regulation (are compliant), keep POs and Garrison Command “out of trouble”, and enhance the Fort Irwin Community through partnerships and communication. ROLL CALL • Association of the United States Army (AUSA) Military and Civilian Spouses • Blackhorse Association Fort Irwin Chapter Boy Scouts of America • Cub Scouts Pack #67 Fort Irwin Fighter Association • Girl Scouts, Fort Irwin Troop High Desert Equestrian Club • Fort Irwin Middle School Booster Club (FIMS) Parent Teacher Association • Parent Teacher Organization SAMOA MO SAMOA • Sergeant Audie Murphy Club Farmer’s Institute Garden Club Slide 2

  3. BRIEFER – Eileen BergFinancial Management BranchDirectorate of Family and Morale, Welfare and Recreation (DFMWR) (760) 380-5420, eileen.berg@us.army.mil AGENDA • Welcome/Introduction/Roll Call. • Review information from prior meeting ( 19 Jan 12). • Private Organizations (Non-compliance). • Training on single entry accounting. • How to complete a fundraiser form and receive approval for your event. • Places on the installation to hold your meetings. • Synchronizing special event calendars. • Questions. Slide 3

  4. PRIVATE ORGANIZATIONSReview • Self-sustaining, non-federal entity. • Require written approval to operate on Fort Irwin. • Any group which collects dues must be an approved PO on the Installation. • Licensed to operate on Fort Irwin – valid for 2 years. • Only approved POs are authorized to fundraise on the Installation. Slide 4

  5. PRIVATE ORGANIZATIONSReview • DoD Joint Ethics regulations apply to military & civilian employees in their association & participation with POs. • Military and civilian employees may participate with POs after duty hours. • No Army support authorized unless engaged in co-sponsored events. Slide 5

  6. PRIVATE ORGANIZATIONSReview • POs are not exempt from State or local laws because they operate on military installations. • POs will obtain any required licensing, certification, or registration if required by the State or local law. • POs will obtain a statement of their tax status from their Internal Revenue Service (IRS). • Legal counsel &/or assistance with filing & other legal requirements may be obtained by POs at their sole expense. Slide 6

  7. PRIVATE ORGANIZATIONSNon-Compliant Organizations • MCSC–Update constitution and By-laws to add the Museum Gift Shop, and financial audit. • Fort Irwin Fighter Association – Updated Constitution not submitted. • Blackhorse Association Fort Irwin Chapter – All documentation to renew their permit. • Boy Scouts of America – All documentation to renew their permit. • SAMOA MO SAMOA – All documentation to renew their permit to operate on post. • Parent Teacher Organization - All documentation to renew their permit. • Parent Teacher Association - All documentation to renew their permit. • Girl Scouts, Fort Irwin Troop - Updated Audit. • Cub Scouts Pack #67 - All documentation to renew their permit. • Sergeant Audie Murphy Club (SAMC) - All documentation to renew their permit. • Sergeants Major Association, FI Chapter - All documentation to renew their permit. • Fort Irwin Middle School (FIMS), Booster Club - All documentation to renew their permit. Slide 7

  8. PRIVATE ORGANIZATIONSTRAINING Slide 8

  9. PRIVATE ORGANIZATIONSSingle Entry Accounting Definition: • An accounting method in which transactions are recorded as a single entry, rather than as both debits and credits as in double entry accounting. Single entry accounting tends to be suitable only for small companies with simple financial statements. Slide 9

  10. PRIVATE ORGANIZATIONS Single Entry Accounting • Design a system of checks & balances. • Use vouchers for disbursements. • Obtain signatures for cashiering duties. • Keep it simple, Single entry accounting is as easy as maintaining your checkbook register. Slide 10

  11. PRIVATE ORGANIZATIONS Single Entry Accounting • Document all transactions. • Monies raised: • Have two people count funds. • Record outcome of funds on a ledger. • Both people sign. • Monies expended: • Keep receipts. • Tape receipt to a piece of paper & write the purpose of the expenditure. • If using cash, have people sign for money until receipt & left over money is returned. Slide 11

  12. PRIVATE ORGANIZATIONS Single Entry Accounting Voucher Number: 21 • Event: Bake Sale Date: 3 April 2011 • Total Dollars Raised: $54.50 • 2 - $20.00 = $40.00 Joan B. Coin • 1 - $10.00 = $10.00 Joan B. Coin • 2 - $ 5.00 = $10.00 • 12 - $ 1.00 = $12.00 Betty Grable • 10 - $ .25 = $ 2.50 Betty Grable • TOTAL $74.50 • Less Change Fund $20.00 • Total Dollars Raised $54.50 Slide 12

  13. PRIVATE ORGANIZATIONSSingle Entry Accounting Voucher Number: 22 Foodfor fundraising event.for FSG meeting on 4 April 2000. Slide 13

  14. PRIVATE ORGANIZATIONS Single Entry Accounting • I, Greta Garbo, have received $50.00 to purchase supplies/equipment for the (Private Organization) fundraiser. • Greta Garbo • Greta Garbo • 3 Apr 00 Slide 14

  15. PRIVATE ORGANIZATIONSSingle Entry Accounting *At the end of month the ledger and Bank Statement must be reconciled. Slide 15

  16. PRIVATE ORGANIZATIONSAudits • Single Entry System: • POs may use single entry system - if revenue is • non-resale generated. • 3 of POs non-office holding members can conduct an audit. • HAVE AVAILABLE FOR AUDITOR(S) • Receipts/vouchers for expenses & income. • At a minimum, signatures of 2 persons verifying income. • Minutes/secretarial notes. • All Original Bank Statements. Slide 16

  17. PRIVATE ORGANIZATIONSFund-raising Requires DFMWR approval. • Form 665-1-R (fundraiser approval form). Available at Bldg 563 or on our website @ http://fortirwinfmwr.com/ Types of Fund-raisers: • Bake Sales. • Food Sales at Dustbowl. • Car Washes. • Opportunity Drawings (Needs SJAs Review). Slide 17

  18. PRIVATE ORGANIZATIONSFundraising Form NTC 665-1-R MCSC 1776 All American Dr, Ft Irwin 12 April 2012 x x x Must obtain facility manager’s signature prior to submitting to DFMWR for approval ----------------- x < Mary Albright P.O Box 2012, Ft Irwin 760-380-2012 Organizations Presidents Signature DFMWR’s Representative Signature All food sales must have Preventive Med’s signature Slide 18

  19. PRIVATE ORGANIZATIONSFund-raising Approval • Obtain signature from Preventive Medicine for all food sales. • If the fundraiser is conducted in the POs mission area, the President may approve the request. An approved copy must be provided to the FMWR PO representative. • Fundraisers conducted outside the POs mission area must be approved by the FMWR PO representative. Slide 19

  20. PRIVATE ORGANIZATIONSMeeting Places Non-exclusive use of Building or Office. (Requires facility manager’s approval) • Forum Bldg 1200, for information on reserving the Forum contact; Rose Hurst, ACS Receptionist,(760) 380-4784. • Reggie’s Conference Rooms, for information on reservations and cost contact; Iselle Oquendo, at (760) 380-3018. • Ingalls Recreation Center for information on reservations and cost contact; Anna Lilly, at (760) 380-6120. • Any location that does not interfere with government operations. Slide 20

  21. PRIVATE ORGANIZATIONSSynchronizing Garrison Event Calendars(New business from first workshop) • Review and Synchronize Event Calendar between DFMWR and all Private Organizations. The FMWR Event calendar is located at; http://fortirwinfmwr.com/home-2/fort-irwin-mwr-events/ The Garrison Calendar is located at; http://www.irwin.army.mil/Pages/default.aspx Slide 21

  22. PRIVATE ORGANIZATIONSMarketing Private Organizations can advertise their events & programs through: • High Desert Warrior: http://www.aerotechnews.com/advertising/high-desert-warrior-2012-rates/ • Flyers posted in FMWR facilities must be approved through the FMWR marketing office (Bldg 563). Private Organizations may post their flyers free of charge upon approval. • Other advertising avenues are available at a fee (see handout) such as: • Banners (various locations) • 20 Bowling Monitors at Strike Zone Bowling Center • Fort Irwin FMWR Web site • Social Media: Facebook (2,218) and/or Twitter (553) • Reggie’s Restaurant Menu FMWR advertising rates may be downloaded from the FMWR Web site http://fortirwinfmwr.com/ under “Marketing & Advertising” Slide 22

  23. PRIVATE ORGANIZATIONSQUESTIONS? Next Quarterly Private Organization Workshop is planned for 12 July 2012. See you there! Hmmm… Due to heavy leave during this time, shall we move this to 9 Aug 2012? Slide 23

More Related