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Private Organizations (PO) Resource Management Overview

Learn about the definition, oversight, establishment, financial requirements, audits, operating policy, logistical support, and dissolution of Private Organizations (POs).

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Private Organizations (PO) Resource Management Overview

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  1. Private Organizations (PO) 51 FSS Resource Management

  2. Overview • Definition • Oversight • Establishment • Financial Requirements • Audits • Operating Policy • Logistical Support • Dissolution • 51 FSS Website • Fundraiser Request Instructions

  3. Private Organizations (POs) POs are: • Self-sustaining special interest groups • Hold no official position in Federal Government • Require Installation CC written consent to operate POs are not: • Integral parts of the military or Federal entities • NAFIs • Entitled to sovereign immunities or privileges

  4. Oversight • AFI 34-223, AF Private Organization Program • Compliance Mandatory • Private Organization Guide - 2012 • HQ USAF/A1S - policy • AFPC/SV- DMS - operational guidance • Installation Support (AFPC/SVI) - ensures compliance • Installation Commander • Authorizes establishment • Withdraws authorization • Ensure background checks – Youth/Child Programs

  5. Oversight (con’t) • Authorizes “OCCASIONAL” fund-raisers • Two per quarter • May delegate to MSG/CC or FSS CC/CL • No further delegation • May delegate insurance waivers to MSG/CC • No further delegation • FSS Commander/Director • Monitors & administers PO Program • Monitors unofficial activities/orgs • If delegated, approves PO and unofficial activity fund raisers (includes off-base fund raisers)

  6. Oversight (con’t) Services Resource Management (RM) • Oversee PO Program • Not a police force • Reviews POs annually • Maintains Life-of Fund files

  7. PO Establishment • Assets exceed $1000 average/3 months • Constitution & By-laws to include: • Nature, function, objectives, membership eligibility & source of income • Outline personal financial responsibility for each PO member • Describe PO officer responsibilities • Asset disposition procedures • Update every 2 yrs or when • Change in purpose, membership or officer change…whichever occurs first (JA review on change in purpose only)

  8. PO Financial Requirements PO Must: • Identify goals & objectives for control of assets • Have a budget • Have Financial statements - Not required for a PO w/$5K or less annual assets - Local leadership may require

  9. PO Audit Requirements PO with gross annual revenue of: • More than $5K, but less than $100K, - annual financial statements to FSS/FSR NLT 20 days following end of FY • $100K, less than $250K - annual financial review by accountant (CPA not required) • Paid by PO • $250K or more - annual audit by CPA - Paid by PO - Certified Government Financial Manager authorized overseas when CPA not available • Installation CC may request AF audit anytime

  10. Operating Policy POs may not use: • Seals, logos or insignia of Department of Defense (DoD), any DoD Component, DOD organizational unit or DOD installation on organizational letterhead, correspondence, titles, or in association with organizational programs, locations or activities

  11. Operating Policy (Con’t) POs operating on DoD installations may: • Use the name or abbreviation of the DoD, an AF organizational unit, or installation in the PO name when: - Status as a PO is apparent and unambiguous - No appearance of official sanction or support by DoD • Installation CC written approval required, prior to use of installation or organizational unit name • Route request for use of DoD or AF name/abbreviation through MAJCOM/A1S to AFPC/SV-DMS • Use of AF organizational unit or installation must not mislead public to assume PO is an organizational unit of the Air Force

  12. Operating Policy (con’t) Unauthorized for POs or unofficial activities: • Income to individuals except as wages • APF or NAF support • Competition/duplication w/AAFES or Services • Frequent or continuous resale -Exceptions: Thrift Shops, AF Museum & School/Sqd Memorabilia • Amusement, slot machines, raffles, lotteries, other games of chance -Exception: Restricted lottery (AFI 34-223, para 10.16) -Supports DoD personnel or family members, e.g., Hurricane victims

  13. Operating Policy (con’t) Unauthorized for PO or unofficial activity: • Sale of alcoholic beverages • Use of MWR Commercial Sponsorship • Solicitation on-base - Off-base solicitation permitted • Advertising for referral of or to encourage use of commercial businesses - Exception – 3rd Party, e.g. Spouses club contracts w/art dealer for art auction, must be approved through proper channels

  14. Operating Policy (con’t) • Must prominently display disclaimer in print and electronic media (websites) - “This is a private organization. It is not a part of the Department of Defense or any of its components and it has no governmental status.” • May accept gifts and donations - Recognition of donor at event only - No other public recognition

  15. Operating Policy (con’t) • Must have liability insurance • Installation CC may waive (may be delegated to MSG/CC) • No further delegation • May require insurance for a specific event • Must notify members of joint & individual liability • Treasurer Bonding – recommended, but not required • Tax exempt status PO or unofficial activity responsibility to obtain exemption forms • Must comply with all local, state, Federal & foreign laws

  16. Logistical Support • POs must provide own equipment, supplies, other materials • No NAF or APF support - Includes Bits, mail services, faxes, copiers, email - Except for electronic bulletin boards, electronic public folders announcing off-base fund raisers approved by MSG/CC - Gov’t equipment may be loaned or rented - Must be in writing – maintain in Life-of-Fund files • Gov’t may provide occasional meeting space - Exclusive use of meeting space/bldg requires special approval - PO pays utilities - PO pays additions to janitorial or maintenance costs

  17. Dissolution PO must: • Notify FSS of dissolution of PO • Pay all debts & liabilities • Disburse any assets after all debts paid as follows: - As determined by membership - As outlined in Constitution & By-laws

  18. 51 FSS Website • https://www.51fss.com/private-organizations/

  19. 51 FSS Website

  20. Fundraiser Instructions • Go to https://51fss.com/private-organzations/ for Fundraiser Request Form and Instructions Sheet. • Follow instructions to complete COORDINATION section of Fundraiser Request Form • Complete Instruction Sheet.

  21. Fundraiser Instructions (con’t)

  22. Point of Contact • Sybil L. Brooks-Dupree, Chief Resource Management DSN 784-4313, Email: sybil.brooks_dupree.2@us.af.mil • Han, Sang Hui, DSN 784-4787 Email: sang.han.4.kr@us.af.mil Website: https://www.51fss.com/private-organizations/ E-mail: 51fss.fsr@us.af.mil

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