Private Organization Annual Training January 2017

Agenda Private Organization Briefing Legal Briefing Process Updates Folder Review

Private Organization Program Overview AFI 34-223, Private Organizations (PO) Program POs are self-sustaining special interest groups. Set up by people acting exclusively outside the scope of any official capacity. They operate on Air Force installations with the written consent of the installation commander. POs are not Federal entities and are not to be treated as such. Nor are they NAF instrumentalities (NAFIs) as defined in AFI 34-201. Private Organization Program Overview

Purpose of Private Organization Program Ensure PO programs and activities do not conflict with Air Force goals. Must not conflict with, or duplicate any AAFES or NAF Activities POs must get Wing CC approval if a fundraiser conflicts with the Combined Federal Campaign (CFC) or the AF Assistance Fund (AFAF) Prevent the appearance of an official sanction or support of the Air Force, or Department of Defense Purpose of Private Organization Program

Private Organization Files Constitution & Bylaws Must be updated when there is a change in the purpose, function, or membership eligibility Required to be updated every 2 years, even if there are no changes Must be signed by the president or chairperson of the PO Private Organization Files Constitution & Bylaws

Private Organization Files Liability Insurance Every PO must have either liability insurance or an insurance waiver on file Even with an insurance waiver, insurance is required if conducting ANY activity that has more than a negligible risk of injury Liability insurance or an insurance wavier request must be submitted to the PO monitor annually Private Organization Files Liability Insurance

Private Organization Files Financial Statements Every PO must submit an annual income and expense statement as well as a balance sheet (not a bank statement) Depending on annual income, some POs may need to undergo audits and financial reviews at the PO’s own expense Private Organization Files Financial Statements

Private Organization Files Other POs must ensure the PO Monitor receives an updated POC list when there is a change in officers POs must submit a copy of meeting minutes to the PO Monitor at least annually Private Organization Files Other

Fundraising and Off Base Solicitations POs are allowed two fundraisers per quarter Raffles are not authorized as outlined in AFI 34-223 and according to Washington state guidelines Completed fundraiser forms should be submitted to the PO monitor no later than 5 weeks prior to event Off base solicitation requests should be submitted to the PO monitor no later than 5 weeks prior to event, AND so the PO can contact local businesses for donations If approval is not received in time, the PO may not conduct the fundraiser or solicit off base Fundraising and Off Base Solicitations

Private Organization Guidelines ALL correspondence from POs must include the following statement: “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.” POs receive no support from the government. They provide for their financial needs and furnish their own equipment, supplies, and other materials Use of government equipment (ie. copiers, printers, computers) are off-limits Use of government email is strictly off-limits except for sharing of PO information directly between members and between POs and the PO Monitor Private Organization Guidelines

Private Organization Resources AFI 34-223, Private Organizations (PO) Program www.fairchildfun.com (under the “Support” tab) 2012 Private Organization Guide, located on fairchildfun website Private Organization Monitors: Mr. Jocef Hernandez Ms. Timisha Shelton 509-247-2545 92fss.fsr@us.af.mil Private Organization Resources

Legal

Private Organization Legal Guidelines Bottom Line: If you have a question, ask FIRST! Constitution/Bylaws reviewed and updated every 2 years Must have liability insurance, unless waived by installation commander. Even if you have a waiver, you may need insurance for special events

Private Organization Legal Guidelines Fundraising Rules NO… Solicit funds or gifts on base (rules if off base) Compete with AAFES Serve or Sell Alcohol In the workplace In uniform/duty status More than 2 per quarter During CFC or AFAF without Wing/CC approval

Private Organization Legal Guidelines Seriously, NO!!! Gambling, Games of Chance Raffles Except… POs consisting primarily of DoD personnel and family members May conduct fund-raising raffles on occasional, infrequent basis. RULES Can not violate law of city, county, state, or country Be for the direct benefit of DoD personnel or their family members, but… Not be for purely social, recreational, or entertainment purposes which only benefit PO members/families Not in workplace Not on duty time

Private Organization Legal Guidelines QUESTIONS?

Process Updates

Before you leave… Before you leave, ensure you’ve done a Folder Review with one of our representatives Any missing paperwork will be required NLT 31 Mar 17: POC List Financial worksheets Insurance Waiver Request Last two Meeting Minutes Constitution and Bylaws & Review Request POs that fail to submit the required paperwork by the proper time will be suspended or dissolved

Questions?