Family Readiness Group Information Brief

1. Family Readiness Group Information Brief 1030-1230, 23 March 2006

2. Agenda FRG Quick Start Guide FRG Fundraising Private Organizations Waiting Families Program New Technology Initiatives AHLTA Yellow Dust

3. FRG Quick Start Guide

4. CDR & FRG Leader Partnership Guide “Quick Start” “Reaching out to CDRs, Soldiers, and Families!” • Helps get FRGs Started • Definitions • Responsibilities • Links to Resources

5. FRG Fundraising

6. FRG Fundraising Clarification of: • Internal vs. External • Funds Management • Acceptance of Donations or Gifts, & Other Legal Considerations

7. FRG Accounts for Donations & Fundraising Activities Unit Mission “Official” (Appropriated Fund) APF Funding Private Organization (PO) Donations and Fundraising Activities Informal FRG Fund General MWR Fund MWR Unit Fund “Unit Activities Fund” Army Community Service “Supplemental Mission Fund” - SA 9J

8. Army Commander’s Guide Background • DA PAM 608-47 was rescinded (over a year ago) • Army and DOD regulations, as well as many interpretations of these rules, have changed • The new Commander’s Guide to FRG Operation IS the current OFFICIAL POLICY. It was developed to assist Commanders and FRG Leaders understand the legal and ethical considerations of FRG support and funding • May be downloaded from www.MyArmyLifeToo.com • It just went thru review Army-wide as a precursor for converting it into a regulation

9. Army Commander’s GuideFRG Official Status • FRG is an official Army program, formed IAW AR 600-20, Army Command Policy. (ALARACT MESSAGE from DA G1, dated 11 October 2005) • It is a unit commander’s program. And all 8th Army units MUST have an FRG (Policy Memo #20) • It is not a private organization (PO) or a non-appropriated fund instrumentality (NAFI). Fundraising is not to be its major mission focus. More to follow on Informal Funds and POs later this morning…. • Funding is subject to unit commander’s discretion and subject to the availability of unit APF funding • FRG mission activities are to be funded with appropriated fund (APF)

10. FRG Mission ActivitiesResourced by Unit (“Mission”) APFs • Government office space and equipment • FRG Newsletters • Use of Official Mail Privileges • Use of Government Vehicles • Registered volunteers expenses, depending upon availability of unit funds (…. or NAFs) • Travel and training (ITOs for FRG volunteers) • Reimbursement of incidental expenses • Childcare while volunteering • Child Care for Armed Forces members in support of a contingency operation, depending upon availability of funds. (If APFs are not available, can use NAFs)

11. Army Commander’s GuideFRG Informal Funds • IAW AR 600-20, Commanders may authorize FRGs to maintain informal funds and fundraise for specific planned purposes • Operation of the fund must be consistent with Army Values, DoD 5500.7-R, Joint Ethics Regulation, AR 600-20 Command Policy, and SJA opinion • Funds are capped at $5,000 – “total gross annual income” (a calendar year limitation) • One Informal Fund is established for each FRG • Financial reports are to be provided to the unit commander at least monthly (or more frequently if requested) Continued

12. Army Commander’s GuideFRG Informal Funds (cont.) • The “supervisor” is the unit commander; Rear Detachment Commander is used if the unit is deployed • Informal Fund Custodians (Treasurers) are liable for any loss or misuse of funds; fidelity bonding is a unit commander’s call • An Informal Fund Custodian and Alternate Fund Custodian are to be appointed in writing by the unit commander • Informal Funds cannot be mixed or deposited with personal or MWR unit funds • May not solicit “sponsorship,” gifts, or donations; but may accept unsolicited, unconditional gifts within the following parameters - -

13. FRG Informal Fund Acceptance of Gifts • Unconditional gifts of money or other tangible property MAY be accepted by the Informal Fund in amounts up to $1,000. The donation could be deposited into either the non-appropriated fund unit welfare fund, ACS (Supplemental Mission account), or the FRG Informal Fund • SJA advises in the event the FRG is approached with an unsolicited donation they should consult their legal advisor for an official ethics opinion • The MWR Fund may always accept donations for FRGs in its ACS Supplemental Mission account • No organization other than official DoD MWR activities may accept “commercial sponsorship.” (See Sec. Abell MEMO dated March 25, 2004)

14. Use and Care of the FRG’s Informal Funds • May be used for purely social activities, holiday and FRG parties, events, or outings, volunteer recognition, supplemental unit send off and welcome home social activities • May NOT be used to augment other unit informal funds, to purchase items which should be purchased with APFs, or to purchase traditional military gifts not related to family readiness • Should be safeguarded in a bank account, one account per organized FRG. (NOTE: the Credit Union and Community Banks in Korea provide account services to officially sanctioned FRGs)

15. Banking Support to Informal Funds • FRGs (informal funds) may obtain a bank account with “Community Bank” or the USA Federal Credit Union • Community Bank (POC: 721-7707) • Informal Funds may not have over $1,000 in their account • Monthly maintenance fees/service charges can be waived with memo of request. Normally a $5.00/month maintenance fee is charged if an account balance falls below $300 • USA Federal Credit Union (POC: 725-3282) • No account ceiling on informal funds • No monthly maintenance fees/service charges if account balance falls below $5.00

16. Army Commander’s GuideFRG Fundraising Activities • FRGs are not established to be fundraising organizations • FRGs may only conduct internal fundraising as defined by AR 600-29, the Joint Ethics Regulations (JER), and The Judge Advocate General (TJAG) opinion dated 11 Jan 2006 • FRGs may NOT engage in external fundraising (Further clarified on the next slide in this presentation) • When in doubt, the unit’s Ethics Advisor should be consulted to define the scope of internal vs. external fundraising

17. Definition of Internal Fundraising Activities • 11 Jan 06 Office of General Counsel (Ethics and Fiscal law) and the Army Standards of Conduct Office interpretation: An Army organization – including units, installations, and FRGs – may officially fundraise from its own community members or dependents and from all persons benefiting from the Army organization. For example, an installation may benefit from the Brigade or Unit FRG. Fundraising must be: • for the organization fund, as apposed to a private charity, particular military member or similar cause • approved by the commander with cognizance over the location of fundraising if different from the organization’s area • Commanders shall consult with their SJA or Ethics Counselor and avoid all conflicts with other authorized fundraising activities

18. Korea-Specific Interpretation Of FRG Fundraising: • Never, never off-post! • If limited only to the location (“unit area”) and personnel of the FRG’s organization – the FRG’s unit Commander may approve the fundraising • If different from the actual unit area and organizations’ assigned personnel and dependents, the FRG unit Commander must • consult with their SJA or Ethics Counselor • avoid all conflicts with other authorized fundraising activities • obtain approval in writing from the Commander with cognizance over the location of fundraising. In Korea, this is the Area Commander

19. Another Korea-Specific Consideration: • Use of the Military Postal Service (MPS):  U.S. non-profit, service, social, civic and fraternal-type organization and sponsored family members, when such organizations are primarily established to serve DoD military and civilian personnel in overseas areas may use the MPS.  This use will not include mailing items for business or commercial purposes • So FRGs absolutely can use the MPS for mailing newsletters etc. Also, POs, if organized primarily as service organizations supporting the command and DoD personnel, may use the MPS so long as they did not do so for profit • See DoD 4525.6-M

20. FRG Accounts for Donations & Fundraising Activities Private Organization (PO) Unit Mission “Official” APF Funding • No limit on received donations • Distributions are based on decisions • by PO members • Internal & external fundraising permitted; • external fundraising activities require • garrison commander approval • Subject to P.O. reporting requirements • Funds could be used to purchase items • that are authorized APF support - Cannot be received; fundraising is not a element of mission funding Donations and Fundraising Activities Informal FRG Fund • Donations may be received up to • $1K (unsolicited, unconditional) • Funding supports social events • and items not authorized to be • funded with APF • Commercial Sponsorship is not • authorized • Internal fundraising (within unit) • okay if approved by unit commander • and ethics counselor (SJA) • Expanded (installation-wide) internal • fundraising requests require • additional approval by the garrison • commander. Can only be approved • if deemed of benefit to the entire • installation by the garrison • commander • Annual income may not exceed $5K • P.A. (calendar year limit) • One Informal Fund is established by • each FRG General MWR Fund MWR Unit Fund (Unit Activities Fund) Army Community Service “Supplemental Mission Fund” SA 9J • Fund is principally an MWR dividend to • soldiers; $7.50/soldier/yr. • Donations can be accepted by DMWRs • up to $5K, garrison commander to • $25K, etc . • Principally supports organization days, • unit outings & social events – at • company/detachment levels • Must be spent on items open to or • of benefit to the entire unit • May not be spent on items authorized • APF support • Donations may be received; • authority levels are same as • for MWR Unit funds; SJA • review is required • Spending is limited to items • not authorized to be funded • with APF • - All FRGs must share in the • donation

21. Fund Raising Wrap-Up • We have addressed the issues of: • FRG Fundraising (Internal vs. External) • Unit Commander vs. Area Commander authority for approval of fundraising events • The FRG Bank Account • Acceptance of gifts and donations (solicited vs. unsolicited and conditional vs. unconditional) • Use of the Military Postal Service “Call your SJA or Ethics Counselor for help!”

22. Private OrganizationsHow to Form a Private Organization (PO) in Korea?

23. What is a Private Organization? • A PO is a self-sustaining, non-federal entity, incorporated or unincorporated, established on a U.S. military installation with written consent of the Installation Commander or higher authority (DoD definition) • There are presently 107 POs in Eighth Army; 68 are in Area II. Our POs are quite diverse and include Masonic organizations (approx 20%), Scouting units, professional organizations, sports groups, etc. • They are operated by individuals acting outside any official capacity as officers, employees, or agents of the federal government. Must been a clear delineation between what an individual does in their official capacity and what they do as a PO member • AR 210-22 provides the Army’s policy on POs

24. What Can Private Organizations Do? (AR 210-22) • Conduct PO business on a military installation • Conduct fundraising activities on an installation (with Installation Commander approval) • Conduct membership drives/campaigns • May be authorized use of Army real estate by Installation Commander – either through lease or license agreement • May obtain an on-post bank account • Can receive unlimited donations, which are used as the membership desires • Typical uses of PO funds include: donations to charities, membership events, youth scholarships, holiday coupons/gift certificates, and social events with Korean counterparts

25. What Private Organizations Can’t Do • Present appearance of official sanctioning or support by DoD • Engage in activities that duplicate or compete with authorized Army or NAFI activities • Distribute or sell alcoholic beverages • Discriminate or deny membership based on race, color, creed, etc. • Receive preferential treatment (what the Army permits one to do, it must permit other similar organizations to do) • Receive financial assistance or other assets from the government or a NAFI. Assets can not be transferred to a PO unless there is a legislative authority (e.g., DODI 1015.9 for overseas scouting activities) Continued

26. What Private Organizations Can’t Do (Cont.) • Coerce others to join the PO • May not use on-post legal, audit, transportation, postal services for business or commercial purposes, printing, information management activities, clerical, financial, copying, management, and procurement services

27. Installation Commander Responsibilities * • Provides POs written approval to conduct their activities on an installation. Authorization to operate and renewals are granted for a two-year period • Ensures compliance by POs with Army and Joint Ethics Regulations (JER). Installation Commanders may terminate a PO if it does not adhere to Army policies and procedures • Renders approval on PO requests for real estate leases and licenses when deemed in the best interest of the Army * Note: In Korea, this authority resides with the Area Commanders

28. Staff Judge Advocate Responsibilities • Reviews all requests for legal sufficiency before support is granted to a PO. Reviews are conducted on: • Initial permissions to operate • Renewal requests • Real estate agreements • Advise Commanders, Financial Management Division (FMD) PO Coordinators, and Army personnel (both military and civilian) on PO matters • Provide advice and training to Army employees (military and civilian) on PO participation SJA Officers (operating in an official capacity) are not authorized to provide legal advice to POs on internal PO operating issues

29. Financial Management Division Responsibilities • In Korea, the MWR Financial Management Divisions are the proponent offices responsible for exercising administrative oversight of POs on behalf of the Area Commanders • Financial Management responsibilities include: • Monitoring POs to ensure compliance with applicable regulations • Processing of all PO requests thru the servicing Staff Judge Advocate Office for Installation Commander approval • Ensuring the timely submission of all pertinent documents • Coordination/processing of all private organization fundraising requests • Maintain files on all POs

30. PO Authorization Requirements(per AR 210-22) • A copy of the organization’s constitution and bylaws signed by the President and ratified by elected officers of the general membership • If not addressed in the constitution or bylaws, the following four statements are required: • A statement providing information on the PO’s nature, functions, objectives (to include the planned use of generated funds), and activities • A statement providing information on membership eligibility and the PO’s responsibilities for all management functions. POs must obtain adequate insurance against public liability, claims, property damage, and other legal actions. Additionally, fidelity bonding coverage is required for members or employees handling monthly cash flow exceeding $500 • A statement of the organization’s liability, if assets are not enough to cover all liabilities. It must also address the extent of the organization’s members' personal liability for debts of, or claims against, the private organization • A statement that the organization will neither propagate extremist activities nor advocate violence against others or the violent overthrow of the Government and will not seek to deprive individuals of their civil rights Continued

31. PO Authorization Requirements(cont.) • An agreement to reimburse the Army for utility expenses, unless use is incidental (would cost more to bill and collect than it costs to provide the utility)

32. Reporting Requirements • In addition to the information required for PO approval, approved POs must supply the following: • Approved minutes/summaries of PO meetings (submitted within one quarter after approval by the PO) • Financial statements (quarterly) • Any major changes in the PO activities, membership requirements, officers, objectives, organization, constitution, bylaws, use of funds, and management functions (within one month after the change transpires) • Names, addresses, and phone numbers of the officers (annually or upon change of President or Treasurer) • Copies of audit reports if annual receipts total $1,000 or more; required every two years (within one month after completion of audit; note: audits are also required with change of Treasurer) • Requests for revalidation (submitted 90-days before expiration)

33. Need Assistance? • MWR Financial Management Divisions will assist any organization wishing to become a private organization • Current points of contact are: • MWR Division, KORO, 723-4141, bldg #1560, South Post, Yongsan • Area I, 732-9141, bldg #T429, Camp Red Cloud • Area II, 738-4046, bldg #4106, Room 206, South Post, Yongsan • Area III, 753-6121, bldg #252, Camp Humphreys • Area IV, 768-6360, bldg #T1254, Camp Henry

34. Waiting Families Program

35. Army Community ServiceMission Statement The mission of the ACS center is to: • Facilitate commander’s ability to provide comprehensive, coordinated, and responsive services that support readiness of Soldiers, civilian employees and their families • Maximize technology and resources, adapt to unique installation requirements, eliminate duplication in service delivery, and measure service effectiveness

36. Waiting Families Program • AR 608-1 (ACS) 4-28, Services to waiting families • Support services will be provided to families residing on post or in the surrounding community who are living separately from the military and civilian sponsor because of mission requirements. Such circumstances include unaccompanied tours, extended temporary duty and field training exercises • Efforts will be made to identify and contact these families to: • Provide information on community services • Assess the need for services and information • Provide crisis intervention services • Act as liaison with military and civilian agencies to ensure provision of required services

37. Waiting Families Program(cont.) • Support groups will be organized for identified waiting families, as appropriate • Families will be identified who are departing the installation for a stateside location while the sponsor serves an unaccompanied tour. An effort will be made to inform the family of the services available in their destination area and with the consent of the family notify the gaining ACS center of the family’s arrival in the area • Pre-departure briefings will be provided to address coping with stress factors and the practical aspects of separation and relocation

38. Army Community Service FRG POCs In Area Commands: • Area I 730-3062 • Area II 738-7510 • Area III 753-7439 • Area IV 768-7610

39. New Technology Initiatives

40. Technology To Connect • Soldier Management System (SMS) • Used For Assigning Soldiers & Tracking Soldier Actions In Korea • Modules Are Accessed via the Web • In & Out Processing (IOP) • Automated Process Which Gathers Soldier Data • Populates Forms With Collected Data • Streamlined

41. Why is this Important? • Links ACS Support To The Designated FRG Member • Local Family Member • Waiting Family Member • Links The Unit To The Designated FRG Member • Provides Up To Date Contact Information For The FRG

42. Process Overview

43. VISIT: http://8tharmy.korea.army.mil/G1/Well-Being%20Web%20Page/FRG/FRG_Start.htm

44. AHLTA

45. AHLTA Overview • AHLTA is the military’s electronic health record. • AHLTA allows healthcare providers at any military treatment facility to access a patients medical records. • All 18th MEDCOM clinics across the peninsula will implement AHLTA separately from 17 April through 7 June. • Army wide implementation experience shows decreased appointment access for 6 weeks at each clinic. Implementation will result in a 50% decrease in available appointments for the first week with progressive improvement over the next 6 weeks.

46. Clinic Appointment Impact • 121st General Hospital: 17 April – 3 July • Area IV: 24 April – 19 June • Area III: 15 May – 17 July • Area II: 22 May – 10 July • Area I: 7 June – 11 August * Dates are estimated based on first clinic implementation in each area through the 6 week reduced access for last clinic implemented

47. Mitigation Plan • Implementation of space available care to access appointments IAW with DoD and DA policies. Allows for priority to Active Duty (AD) and TRICARE Prime. • Increase staffing in the 121st Gen Hosp Emergency Room (ER) to care for anticipated increase of patients that are not able to receive appointments in the Ambulatory Care Clinic or Troop Medical Clinic. • Refer more patients requiring primary/specialty care to Memorandum of Understanding (MOU) hospitals. • Increase the number of Same Day appointments, while reducing the amount of routine and wellness appointments during implementation. Decrease includes availability of physical exams and VA disability physicals. • Minimize field training for 18th MEDCOM units and implement extended hours if necessary.

48. Assistance Required • Emphasis in the following areas will assist in limiting the impact felt by our beneficiaries: • Encourage beneficiaries to schedule appointments prior to AHLTA implementation for the following conditions. • All stable chronic health problems. • Periodic wellness exams due during the AHLTA implementation. This includes pap smears (PAP’s), sports physicals and periodic physical exams. • Reduce the number of no shows to scheduled appointments. The current average no show rate for appointments is greater than 12%. Each one of these appointments could have been used by another patient in need of an appointment. • Maximize the utilization of non-18th MEDCOM healthcare providers, organic to other commands, in Troop Medical Clinics to allow for increased medical appointments. • Active dissemination of the AHLTA implementation and its impacts to service members and family members through all venues, to include FRG meetings.

49. Yellow Dust

50. Yellow Dust – 황사 (HwangSa) What is it? Fine dust particles from 1 to 10 microns in size from the deserts of china, Mongolia and Manchuria What does it do? Decreased visibility, cause and exacerbate respiratory illnesses such as asthma When does it happen? Usually in the Spring but has been extending into the Winter. What can I do? During the dust storm: • Avoid outdoor activities, especially for elderly, young children, and persons with asthma or other airway diseases • Keep windows and doors closed • Remove contact lens and wear glasses • Brush your teeth and wash your hands, face and eyes with warm water upon returning indoors • Drink plenty of water to keep your tears flowing well • Use air filter to keep air clear & humidifier to increase indoor humidity level • Wash dust exposed fruits & vegetables before consuming • Wash hands carefully before handling & preparing food After the dust storm has cleared: • Air out room/house • Wash carefully dust exposed objects before using them For more information, contact the Deputy Chief of Staff Force Health Protection, 18th Medical Command at 736-3025 (duty hours)/011-9179-1645 (other times) Satellite View of Yellow Dust over Korean peninsula