FAMILY READINESS GROUP Record your own notes here: FAMILY READINESS GROUP REAL: Readiness Essentials for Army Leaders 1. Instructions to Trainer Plan 2 hours for training – request local SJA representative to conduct training or be present during training, if possible. At a minimum, consult with SJA prior to training for local policy guidance and anticipated FAQs. Have all students sign in on DA Form 5900. Welcome students to the training. Introduce staff, go around room and have students introduce themselves with name, unit and FRG position. Discuss administrative issues to include: use of phones, location of restrooms, respect for time, and end of training evaluations Discuss use of “Parking Lot” for questions: Hang a large sheet of charting paper labeled “Parking Lot”. Provide each student several small sticky notes. If students have questions, or comments they prefer not to ask in an open class forum, the Parking Lot is the appropriate area to place them. Parking Lots may also be used for topics that may need more research and follow-up. Thank students for their participation. 2. Needed Materials You will find the following in the Smart Book: ADDITIONAL NOTES ON NEXT PAGE FAMILY READINESS GROUP (FRG) INFORMAL FUND CUSTODIAN TRAINING ENGAGING • CONNECTING • EMPOWERING

Record your own notes here: Objectives Understand regulatory guidance that governs FRG operations and informal funds Understand the mission of the FRG Define informal fund custodian roles and responsibilities Understand the authorized use of FRG informal funds 1. Instructions to Trainer Review the Objectives. Ask for questions/comments. Note: Ensure you use the component specific title; Active Duty and National Guard use the term Funds Custodian at the unit level, the Reserve use the term Treasurer at the unit level. 2. Trainer Talking Points In this course, we will discuss the standards that provide guidance for the FRG mission, the FRG informal fund and the roles and responsibilities of the commander, funds custodian and alternate funds custodian when dealing with FRG funds. You will be provided with a “Smart Book” which contains numerous checklists, forms, and global resources which will prepare you for your role. You will be presented with several scenarios and have the opportunity to practice using the skills you have learned during this course.

Record your own notes here: FRG Mission Act as an extension of the unit in providing official, accurate command information Provide mutual support between the command and the FRG membership Advocate more efficient use of available community resources Help Families solve problems at the lowest level 1. Instructions to Trainer Review the Mission statement. If appropriate, ask an attendee to read each bullet. Discuss the meaning of each statement. 2. Ask As discussed in Foundations training, the FRG is a commander’s program and he or she is charged with supporting everyone in the unit Family. Let’s clarify what “support” means. When looking at Family Readiness and the FRG, support is: Providing mutual support and assistance – this means support from command to FRG members and from FRG members to the unit. This doesn’t mean parties and purchasing items for FRG members. Mutual support is about having a shared understanding of the needs of both Soldiers and Family members. For example, the need for two way communications, and information about what is going on in the unit. Building a network of communications – Usually a network of communications doesn’t cost anything, but there are some instances where funds are needed to maintain this network. We will address this during this training. Being aware of available resources within the Army and your local community. Assisting with preparedness, resilience and self- reliance – this does not mean doing everything for an FRG member, but rather, teaching them how to solve problems using available resources. Army Regulation 608-1, Appendix J

Informal Fund Custodian Mission Record your own notes here: Informal Fund Custodian Mission Responsible for informal fund custody, accounting and documentation. 1. Instructions to Trainer Note that all actions are taken on behalf of the commander, as the FRG is a commander’s program. Ensure students understand each underlined phrase or word and discuss further, if necessary. 2. Ask/Facilitate 1. Ask students what this means to them. OR Ask students “knowing what you know right now, how would you do this?” Custody– the act or right of guarding or caring for. Accounting – the bookkeeping methods involved in making a financial record of business transactions and the preparation of statements concerning the assets, liabilities, and operating results of a business. Documentation– to prove with, support by, or provide by documents; an official paper that can be used to furnish evidence or information. Documentation for informal fund custodians includes bank statements, ledgers, receipts, purchase authorizations, carbon copy checks, deposit slips, and like type documents. 2. Unit FRGs are a command sponsored vehicle for people within the unit to help each other and to ensure unit cohesion, readiness, and effectiveness. FRGs are NOT organized for the purpose of raising money. Army Regulation 608-1, Appendix J

FRG Informal Funds Regulatory Guidance Record your own notes here: FRG Informal Funds Regulatory Guidance DOD 5500.7-R, Joint Ethics Regulation AR 608-1, Army Community Service, 13 March 2013 Appendix J – FRG Operations Section 2e – FRG roles and functions Section 7 – FRG informal fund Section 8 – FRG external fundraising Section 9 – Unsolicited donations to the active component Section 10 – Unsolicited donations to the reserve component AR 600-20, Army Command Policy, 6 November 2014 AR 600-29, Fund-Raising Within the Department of the Army, 7 June 2010 1. Instructions to Trainer Review slide and note that each of these responsibilities will be covered when reviewing the “Smart Book.” Instruct students to open Smart Book to the Administration Section: Regulations and Policies 2. Trainer Talking Points AR 608-1, Appendix J provides guidance on FRG informal fund management. FRG informal funds must be used for FRG mission related purposes. Such funds should equitably benefit all FRG members, and should not benefit specific ranks or classes of individuals within the FRG. Examples of appropriate use of informal funds include meeting refreshments, farewell activities, welcome home activities, modest activities designed to foster involvement and prevent isolation. You can review the regulations and policies later. We will cover the main points of what you need to know in this course. The key sections for your role can be found in the Administration Sections on Regulations, SOPs and FRG Positions, as Well as the Operations Section for Informal Funds and Fundraising. Informal fund custodian volunteers can gather additional local information to add to their Smart Book. ADDITIONAL NOTES ON NEXT PAGE

Where do fund custodians fit? Record your own notes here: Where do fund custodians fit? Company Commander FRL FRG Leader 1. Instructions to Trainer Review slide 2. Trainer Talking Points So now that we have reviewed the Smart Book, let’s look at where informal fund custodians/alternates fit in the FRG Team. Fund custodians/alternates work for the commander and the FRG Leader and should look for guidance from them. 2. The fund custodian/alternate is a very important role as there is a lot of responsibility and accountability involved. 3. Ask/Facilitate Have students turn to the Informal Fund Custodian Checklist in the Administration section of their Smart Book. Ask students to identify the top five things they will do when they leave training. Have students share what they selected and why. Fund Custodian & Alternate more as needed Key Contact Key Contact Key Contact Key Contact Key Contact 5 - 10 FRG members 5 - 10 FRG members 5 - 10 FRG members 5 - 10 FRG members 5 - 10 FRG members

Resources to Draft Training Record your own notes here: Resources to Draft Training DoDI 1342.44, Military Family Readiness AR 608-1, Appendix J, Army Community Service AR 600-20, Chapter 5-10, Army Command Policy AR 638-8, Army Casualty Program U.S. Forces Command (FORSCOM) Family Readiness Liaison (FRL) Program Operations Order (OPORD), June 2015 Department of Army Social Media Handbook Department of Army External Operating Presences SOP Operation Resources Educating About Deployment and You Army Management Staff College, Basic, Intermediate, and Advanced course materials Bridgespan’s Organizational Wheel High-performance Teams: Understanding Team Cohesiveness IMCOM G-9 Family Programs Command and FRG leader Survey 10 Characteristics of High-Performing Teams Generational Differences Chart – www.wmfc.org Generational Differences and Communication At Work, Home & Play, Stephens College www.armyonesource.com www.militaryonesource.com https://www.jointservicessupport.org www.yellowribbon.mil http://arfp.org/ascc.php Roles & Responsibilities

ADDITIONAL NOTES ON NEXT PAGE Record your own notes here: Informal Funds Command Authorize opening the account and ensuring that the Social Security Number associated with the EIN is either the commander’s or someone’s that is currently in the unit; and Request a review of the account upon each change of command (incoming and outgoing) Appoint, in writing, a fund custodian AND alternate, and authorize these volunteers as signatories on account Provide written job descriptions Approve a Standard Operating Procedure (SOP) for both the APF and the FRG informal fund Consult with Staff Judge Advocate and/or ethics counselor Review and approve all Authorized Spending Plans for FRG operations Provide written approval for all FRG fundraising Review reimbursement procedures for volunteer expenses (statutory volunteers only) Review FRG informal funds report monthly (Company level); review FRG informal Funds report annually (BDE/BN level) Close account upon change of command 1. Instructions to Trainer 1. Review slide covering each point listed. 2. Inform students to follow local policy on opening an FRG informal fund account at a banking facility. 2. Trainer Talking Points Do any of you know what an EIN is? (An Employer Identification Number is like a Social Security Number for an organization) Do any of you already have an EIN? The EIN is associated with an individual’s social security number. The commander should ensure the EIN is associated with a current unit representative. This can be changed using IRS procedures. Commanders have ultimate responsibility over the informal fund account and should be aware of what actions are occurring on their behalf. To establish a non-interest bearing account at the bank, the organization must apply for an EIN. This can be accomplished online at the following IRS website: http://www.irs.gov/Businesses/Small-Businesses- &-Self-Employed/Apply-for-an-Employer- Identification-Number-(EIN)-Online. 4. To get the number, the applicant will need to use an SSN and Name. Refer to local policies for guidance on who can and will apply for an EIN for each unit. Refer to your Smart Book for the step- by-step application process. ADDITIONAL NOTES ON NEXT PAGE AR 608-1, Appendix J

ADDITIONAL NOTES ON NEXT PAGE 2. Informal Funds - Command (cont’d) Trainer Talking Points 5. Once the application is complete, the website will ask if you want the EIN sent by mail or email. Email is recommended as it may come within about 48 hours. A copy of the document sent back by the IRS can be used to establish an account at the local bank. 6. You must be provided an appointment letter for documentation purposes. The local bank may require this before you are granted access to the account. A sample informal fund custodian appointment letter is located in the Smart Book (TAB XX). 7. You should be provided a written job description to help you understand the expectations of your job as Informal Fund Custodians. If you are not sure what is expected, or the length of your term, discuss this with the commander and FRG leader. Each unit must have SOPs that provide guidance on how funds are managed. This ensures all individuals are operating from the same point of understanding. Per AR 608-1, the SOP is approved by the commander and signed by the FRG leader, informal fund custodian and alternate. The Smart Book has a sample Informal Fund SOP (TAB XX) you can use if your unit does not have one. Fundraising may not be conducted if there is no FRG informal fund SOP in place, and if there is no fund custodian and alternate designated in writing. 10. Most people who have worked with regulations will tell you that if it doesn’t say you can’t do it, you most likely can. This isn’t necessarily true when it comes to fiscal rules. Always ensure you have permission when it comes to money. Commanders must consult with the SJA or an ethics counselor to ensure activities are proper. 11. Commanders should be involved in the entire process when dealing with informal funds, from approving spending plans annually, to approving fundraising, reviewing monthly reports and ensuring monies are spent properly. As the informal fund custodian, you need to meet with the commander and discuss all of these items. ADDITIONAL NOTES ON NEXT PAGE Record your own notes here: Reporting Treasurer provides Treasurer’s Report to Commander, FRSA, and Liaison * Due quarterly by mid month End Of Quarter: Report Date: 31 Dec 15 Jan 31 Mar 15 Apr 30 Jun 15 Jul 30 Sep 15 Oct

Record your own notes here: 3. Informal Funds - Command (cont’d) Trainer Talking Points - Local Guidance 12. The SJA must be consulted if you become aware of a gift or donation, before it is accepted. 13. Work with the local SJA, Family Programs, and MWR to ensure understanding of local guidance prior to providing training. 14. Discuss local procedures for authorized spending plans (budgets) and maintaining documentation. A sample Spend Plan, Informal Funds Records Ledger, Monthly Financial Report located in Smart Book (Tab XX). 15. Discuss local fundraising guidance. A sample FRG Fundraising Report is in the Smart Book (Tab XX). Record your own notes here: Mandatory Statement included in the Informal Fund SOP “ The FRG Informal Fund is for the benefit of its members only. It is not a business and is not being run to generate profits. FRG expenditures will be in accordance with the wishes of the majority of FRG members and all fundraisers must have Command approval before proceeding. It is not an instrumentality of the United States Government.”

Record your own notes here: Informal Funds FRG Leader Work with commander to identify resources needed in support of FRG operations Ensure appointment letters are in place Work with fund custodian AND alternate Ensure the FRG informal fund SOP is written and approved Work with commander and fund custodian to establish Authorized Spending Plans for FRG Operations Get command approval for FRG fundraising events Ensure monthly and annual reports are submitted Ensure fund custodian AND alternate register and track hours in Volunteer Management Information System (VMIS) 1. Instructions to Trainer Review slide covering each point listed. 2. Trainer Talking Points Remember, commanders have ultimate responsibility over the informal fund account and should be made aware of what actions are occurring on their behalf. The FRG leader is the link to the commander for the informal fund custodian. FRG leaders should work with the commander and ensure appointment orders, SOPs, spending plans, fundraising requests, and monthly and annual reports are in place or being conducted in accordance with local policy. AR 608-1, Appendix J

Informal Funds Fund Custodian Record your own notes here: Informal Funds Fund Custodian Assist command with establishing (non-interest bearing) bank account and obtain access to account Write and sign checks for FRG-related commander-approved events; reimburses pre-approved purchases Maintain all documentation (Authorized Spending Plan, Ledgers, Checks, Receipts, Annual Reports, etc.) Provide monthly informal Fund Report to Commander (company level) for review, and as requested. Report MUST include income, expenses, and ending balance Prepare annual informal fund report for BDE/BN review Ensure the FRG informal fund SOP is written and approved by current commander Register in the Volunteer Management Information System (VMIS), apply for volunteer position, and track volunteer hours 1. Instructions to Trainer Review slide covering each point listed. 2. Trainer Talking Points So if the commanders have ultimate responsibility over the informal fund account, what is the role of the informal fund custodian? The informal fund custodian is responsible for maintaining custody of the account, accounting for all monies spent or raised, and maintaining and/or completing all associated documentation. The informal fund custodian is also responsible for preparing all monthly and annual reviews, in accordance with local policy. Discuss how monthly and annual reporting is completed with the FRG leader and the commander to ensure you have the necessary tools for reporting. At a minimum, informal fund custodians should be reporting income, expenses and account balance, on a monthly basis. As the informal fund custodian, it is important to remember that you may be personally liable and responsible for losses, and any misuse of funds. FRG funds are not Army funds, and the Army assumes no responsibility for FRG liabilities. Ensure you provide accurate financial reports to the FRG leader and commander, and track your volunteer time in the Volunteer Management Information System. ADDITIONAL NOTES ON NEXT PAGE *Fund custodian MUST NOT be unit commander, a deployable Soldier, or the FRG leader AR 608-1, Appendix J

ADDITIONAL NOTES ON NEXT PAGE Record your own notes here: Informal Funds Authorized Use: Only one FRG informal fund per unit Used for specific purposes stated in FRG informal fund SOP Must benefit entire FRG membership Unauthorized Use: Unit Ball Traditional Military Gifts Mixing funds (APF, NAF, informal funds) Organizational Days Welcome Home Ceremonies 1. Instructions to Trainer Review slide covering each point listed 2. Trainer Talking Points In some circumstances, non-appropriated or appropriated support may legally be provided to FRGs for specific activities that are official in nature. In other cases, or when NAF funding and APF funding is unavailable or not authorized, FRG informal funds may be used. FRG informal funds must be used for FRG non- mission essential related purposes and must be outlined in the FRG Informal Fund SOP. Non-mission essential activities can be found in AR 608-1, Section J-7, but include unofficial newsletters, social activities such as Family Days, Christmas Parties and volunteer recognition (not otherwise funded by Appropriated funds). As noted earlier, FRG informal funds should equitably benefit all FRG members, and should not benefit specific ranks or classes of individuals within the FRG. Remember, not every married Soldier has children, not every Soldier is married, and not every Family member is a spouse. When looking at how the informal Funds are used, the FRG needs to keep in mind the word “balance”, and the equitable distribution (or use) of the funds. ADDITIONAL NOTES ON NEXT PAGE AR 608-1, Appendix J

Resources to Draft Training Record your own notes here: Resources to Draft Training DoDI 1342.44, Military Family Readiness AR 608-1, Appendix J, Army Community Service AR 600-20, Chapter 5-10, Army Command Policy AR 638-8, Army Casualty Program U.S. Forces Command (FORSCOM) Family Readiness Liaison (FRL) Program Operations Order (OPORD), June 2015 Department of Army Social Media Handbook Department of Army External Operating Presences SOP Operation Resources Educating About Deployment and You Army Management Staff College, Basic, Intermediate, and Advanced course materials Bridgespan’s Organizational Wheel High-performance Teams: Understanding Team Cohesiveness IMCOM G-9 Family Programs Command and FRG leader Survey 10 Characteristics of High-Performing Teams Generational Differences Chart – www.wmfc.org Generational Differences and Communication At Work, Home & Play, Stephens College www.armyonesource.com www.militaryonesource.com https://www.jointservicessupport.org www.yellowribbon.mil http://arfp.org/ascc.php Fundraising 1. Instructions to Trainer If possible have your local fundraising POC for the installation attend the training to provide local procedures and policies for fundraising. Provide students with copies of local fundraising paperwork

ADDITIONAL NOTES ON NEXT PAGE Record your own notes here: Fundraising Fundraising must be command approved in writing Local policies Command must consult with SJA and/or ethics counselor Fundraising must occur within the installation footprint (subject to local policy and guidelines) FRGs may NOT conduct external fundraising or solicit gifts or donations (this includes internet and social media sites) Annual gross income cap of $10,000 (commander may reduce this cap) 1. Instructions to Trainer Fundraising policy will differ between installations as well as service components – make sure that you have local policies available for review. Review slide covering each point listed. 2. Trainer Talking Points Again, FRGs are not organized for the purpose of raising money. Yet, we realize there are benefits to having funds to support mission related activities. As such, FRGs may need to have a fundraiser among their own community members so long as the use of funds falls within the FRGs’ official objective, goals, and purposes set out in AR 608-1, Appendix J, and the FRG SOP. AR 608-1, Appendix J provides the following guidance on fundraising. FRGs may fundraise, but the fundraising must be reviewed by the SJA and/or Ethics Counselor, and approved by the unit commander. The fundraiser may be held anywhere on the installation (active, ARNG, and Army Reserve) with the approval of both the unit commander’s and the commander that has oversight of the installation (i.e., garrison commander). However, FRGs may not fundraise off the installation. If the unit is not located on an installation, then fundraising is limited to the unit’s members only. FRGs may not solicit gifts and donations. 3. Discuss local policies that may apply. ADDITIONAL NOTES ON NEXT PAGE AR 608-1, Appendix J

Unsolicited Donations Record your own notes here: Unsolicited Donations Garrison commanders may accept unsolicited donations intended for FRG support, following the acceptance authority limits listed in AR 215-1 Monies will be deposited in a Supplemental Mission Activity and shared with all FRGs supported by the Garrison AR 1-100, The Army Gift Program, 27 July 2015 1. Instructions to Trainer Review slide covering each point listed 2. Trainer Talking Points Garrison / Installation commanders have been delegated the authority to accept unsolicited donations for FRG support following the acceptance authority limits listed in AR 215-1 and AR 1-100. Donations accepted by the Garrison Commander will be deposited into the FMWR Supplemental Mission Account intended for FRGs (Tab J) and shared with all FRGs supported by the garrison. These supplemental mission account funds may be used to supplement FRG informal fund activities or to pay for reimbursement of statutory volunteer expenses if appropriated funds are not available. Supplemental funds may not be used to fund FRG mission essential activities. Acceptance of gifts within reserve Components may differ slightly. RC units attached to an Army Garrison or Installation will follow AR 1-100. Any questions should be directed to an Ethics Counselor. NG units will need to check with State Family Program Directors and SJAs for supplemental policies governing acceptance of unsolicited donations. AR 608-1, Appendix J; AR 215-1; AR 1-100

Resources to Draft Training Record your own notes here: Resources to Draft Training DoDI 1342.44, Military Family Readiness AR 608-1, Appendix J, Army Community Service AR 600-20, Chapter 5-10, Army Command Policy AR 638-8, Army Casualty Program U.S. Forces Command (FORSCOM) Family Readiness Liaison (FRL) Program Operations Order (OPORD), June 2015 Department of Army Social Media Handbook Department of Army External Operating Presences SOP Operation Resources Educating About Deployment and You Army Management Staff College, Basic, Intermediate, and Advanced course materials Bridgespan’s Organizational Wheel High-performance Teams: Understanding Team Cohesiveness IMCOM G-9 Family Programs Command and FRG leader Survey 10 Characteristics of High-Performing Teams Generational Differences Chart – www.wmfc.org Generational Differences and Communication At Work, Home & Play, Stephens College www.armyonesource.com www.militaryonesource.com https://www.jointservicessupport.org www.yellowribbon.mil http://arfp.org/ascc.php Accounting & Reviews

Authorized Spend Plans & Ledgers Record your own notes here: Authorized Spend Plans & Ledgers Annual Spend Plan Include proposed expenses and income for the Calendar Year Voted on by FRG Membership Signed by commander, FRG leader and informal fund custodian Ledgers Includes single line entries Provides a running balance and includes all expenditures and deposits All entries will have corresponding documentation (i.e. expenditures with receipts, deposits with deposit slips) 1. Instructions to Trainer Review slide covering each point listed. 2. Trainer Talking Points FRG informal fund books do not need to be maintained in accordance with formal accounting procedures, but must be clear and legible. The goal is for transparency, and the ability to turn the spend plan and ledger over to a disinterested third party (i.e., for review or audit). This third party should be able to make sense of the activities, to include purchasing and fundraising, without needing to question their validity or legality. Informal fund custodians must keep detailed records and provide information in the ledger to explain each action. Reports must summarize the current balance, total amount profited (i.e. what was earned less expenditures), and how funds were spent. A sample Spend Plan, sample Monthly Informal Fund Report/Ledger (including expenditures and deposits) will be reviewed on the next two slides.

Proposed Budget/Spend Plan Calendar Year Ending December 31, 20XX Record your own notes here: Sample Spend Plan HHC Informal Fund Proposed Budget/Spend Plan Calendar Year Ending December 31, 20XX INCOME: 20XX Budget 20XX Actual EXPENSES: Balance Brought Forward $750 Annual FRG Holiday Party $1,000 Bake Sale Fundraiser $250 FRG Easter Egg Hunt $200 Ornament Fundraiser $1,500 Unofficial mail, FRG information and newsletters $120 Lunch Plate Fundraiser $500 Refreshments and volunteer recognition at monthly FRG meetings $480 Fundraising Supplies TOTALS: $2,250 $2,000 1. Instructions to Trainer Review slide 2. Trainer Talking Points Spend Plans should be created for the calendar year and should be discussed between the commander, FRG leader and fund custodian. The Spend Plan should be thought of as a proposal, giving the FRG direction in not only expenditures, but also the fundraising that may be required to support the proposed expenditures. When developing the Spend Plan, keep in mind that the FRG cannot spend more than it brings in. Never overdraw the informal fund account. 3. Activity Have participants review the sample Spend Plan in the Smart Book. Have the group brainstorm possible expenses and fundraisers.

Account Records Ledger Description of Transaction (Receipt #) Record your own notes here: Sample Records Ledger HHC Informal Fund Account Records Ledger Balance Brought Forward From Previous Month: $750.00 Date Check No. # Description of Transaction (Receipt #) Debit (-) Credit (+) Balance 1/14/2015 2338 Welcome Home Banners supplies ($188.25) $561.75 Deposit from Lunch Plate Fundraiser conducted 1/13/2015 in company area $268.00 $829.75 1/18/2015 2339 Sodas for FRG Meeting – Three cases of 12 oz. cans ($20.97) $808.78 End of Month/Sheet Total: Verifications: Commander Signature: __________________________________________ Fund Custodian Signature: _______________________________________ 1. Instructions to Trainer Review slide 2. Trainer Talking Points When completing a records ledger, try to summarize each transaction. Provide enough detail so anyone can understand what occurred. Keep in mind that bank statements and receipts give very little detail. Since Commanders and Fund custodians are ultimately responsible for the informal funds, these records should be reviewed and checked for accuracy on a monthly basis.

Record your own notes here: Command Review Monthly Report (required) Unit commander (and, as requested) Annual Report (required) First Colonel (O-6) or designee, in unit’s chain of command NLT 30 JAN Suggested Reviews Upon change of commander or fund custodian / alternate Report Content Current balance Total income to include monetary and donations Itemized list of expenditures with explanation showing consistency with SOP 1. Instructions to Trainer Review slide. 2. Ask Have students turn to the sample Annual Report in their Smart Book. Why would it be beneficial to the commander, funds custodian and alternate to conduct a review, and what should be included in the review? Ensure attendees list: Spend Plan Current Balance Total Income Itemized List of Expenditures Bank Statements Receipts Deposit Slips Fundraising Documentation Appointment Orders for primary & alternate fund custodian Current Signed Copy of Unit FRG Informal Fund SOP 3. Trainer Talking Points 1. Additional reviews should be conducted when there is a change of the commander or the fund custodian. Additional reviews can be conducted as needed. Frequency of these reviews should be decided by the commander. AR 608-1, Appendix J-7b.(3)

Resources to Draft Training Record your own notes here: Resources to Draft Training DoDI 1342.44, Military Family Readiness AR 608-1, Appendix J, Army Community Service AR 600-20, Chapter 5-10, Army Command Policy AR 638-8, Army Casualty Program U.S. Forces Command (FORSCOM) Family Readiness Liaison (FRL) Program Operations Order (OPORD), June 2015 Department of Army Social Media Handbook Department of Army External Operating Presences SOP Operation Resources Educating About Deployment and You Army Management Staff College, Basic, Intermediate, and Advanced course materials Bridgespan’s Organizational Wheel High-performance Teams: Understanding Team Cohesiveness IMCOM G-9 Family Programs Command and FRG leader Survey 10 Characteristics of High-Performing Teams Generational Differences Chart – www.wmfc.org Generational Differences and Communication At Work, Home & Play, Stephens College www.armyonesource.com www.militaryonesource.com https://www.jointservicessupport.org www.yellowribbon.mil http://arfp.org/ascc.php Practical Application

Practical Application – Ledgers and Monthly Reports Record your own notes here: Practical Application – Ledgers and Monthly Reports Utilizing the materials provided to you by the instructor complete the Ledger and Monthly Report Documents include: Bank Statement Blank Monthly Report (to be completed as part of exercise) Blank Ledger (to be completed as part of exercise, using single line entry) 3 Receipts 1 Deposit Slip 1. Instructions to Trainer Provide each student with the handouts labeled Funds Custodian Exercise Have students complete the exercise by filling in the ledger and completing the monthly report. Share correct answers on next slide with the group.

Practical Application – Answers Ledgers Record your own notes here: Practical Application – Answers Ledgers BALANCE BROUGHT FORWARD FROM PREVIOUS MONTH $34.50 DATE Trans # Description of Transaction Beginning Balance Trans AMT (+/_) Ending Balance 1/10/16 100 Reimbursement to Veronica Randolph for Jimmy Dean Sausage Biscuits & Burritos from Commissary $20.00 $14.50   Deposit from Motorpool Fundraiser $75.00 $89.50 1/14/16 101 Reimbursement – Jan FRG Meeting Refreshments – Lisa Leader $16.00 $74.50 102 Reimbursement – Volunteer Incentives – Lisa Leader $10.80 $63.70 BANK ACCOUNT END OF MONTH TOTAL MATERIAL DONATIONS Description of Transaction/Donation Number of Items FMV/Item $ MATERIAL DONATION END OF MONTH TOTAL $0 END OF MONTH/SHEET TOTAL 1. Instructions to Trainer Show Answers to students and have them compare their answers. Answer any questions regarding how the ledger was figured. Note that there were no material donations used in the example, but if the commander had accepted food or any other in in kind donation on behalf of the FRG a dollar amount would be assigned to the donation and counted against the total amount of money raised by the FRG.

Practical Application – Answers Monthly Reports Record your own notes here: Practical Application – Answers Monthly Reports (Unit) Financial Statement  (Unit) Company FRG Monthly Treasurer's Report Date: 31 January 20XX Monetary Income Balance Brought Forward $34.50 Donations  Description of Donation Amount Donated   $ Fundraisers  Description of Fundraiser Amount Raised  Fundraiser #1 $75.-- Total: $75.00 Yearly Income Total: Monthly Expenses Check # Description of Monthly Activity Amount 100 Fundraising Expenses $20.00 101 FRG Refreshments $15.00  102 Volunteer Awards $10.80 $45.80 Total Monthly Income Total Monthly Expenses Minus Ending Balance Total $63.70 I have reviewed this financial statement and to the best of my knowledge, find it true and accurate I.A.W. AR 608-1. 1. Instructions to Trainer Show the monthly report answers Answer any questions the students might have regarding how the monthly report is put together. Note how the balance carried forward is rolled up into the total monthly income in order to get the monthly balance at the end of the month. Remind the audience that this report is submitted to the company commander for review and has a signature line for the informal funds custodian and the company commander. Remind the students that at the end of the calendar year there is an annual report due to the first O6 in the chain of command per AR 608-1, appendix J.

ADDITIONAL NOTES ON NEXT PAGE Record your own notes here: Scenarios How Do You Respond? Unit Ball Baked goods fundraiser FRG Event Internal vs. Garrison wide fundraiser 1. Instructions to Trainer Review slide and note that this slide will be activity based. 2. Ask Now lets move on to some practical application. Has anyone experienced any of these types of events? 3. Activity Have students discuss each scenario an informal fund custodian/alternate may experience. #1 Unit Ball: Due to the high cost of the upcoming ball, the commander asks that you arrange a fundraiser so the cost of the ball tickets can be off-set for those who may not be able to afford the price of the tickets, specifically E-1 through E-4 and LTs. What is your role and how do you respond? Instructor Note - Ensure students cover: Unauthorized use of FRG informal funds, equitability. #2 Baked goods fundraiser: The FRG would like to hold a fundraiser offering home cooked items. What steps need to be taken? What is your role and how do you respond? Instructor Note - Ensure students cover: Local policy guidance on fundraiser approval, facility coordination, food handler requirements, budgeting for supplies, obtaining supplies from Commissary as food is pre-inspected by Veterinary Services (OCONUS). ADDITIONAL NOTES ON NEXT PAGE

Did We Meet the Objectives? Record your own notes here: Did We Meet the Objectives? Understand regulatory guidance that governs FRG operations and informal funds Understand the mission of the FRG Define informal fund custodian roles and responsibilities Understand the authorized use of FRG informal funds 1. Instructions to Trainer Review the Objectives statements. 2. Ask for questions/comments. 2. Ask What regulations provide guidance for FRG operations? 2. Provide an explanation of the FRG mission and how the fund custodian helps complete that mission. 3. Define the roles and responsibilities of the fund custodian. 4. How will you effectively use your Smart Book? How will you improve it? 3. Trainer Talking Points 1. As a reminder, the FRG is a commander’s program and is charged with supporting everyone in the unit Family. 2. Not everyone will be enthusiastic to be a part of the FRG. Respect this decision and remember that FRG does not mean Fund Raising Group and fundraising is not the mission of the FRG. The FRG mission is to provide information and mutual support, not to only do fundraisers. Please look at the status of the informal fund account before you take over as the fund custodian. If a review needs to be done, make this a priority prior to gaining access to the account.

Additional Recommended Training Record your own notes here: Additional Recommended Training Army Family Team Building, Level K Volunteer Management Information System (VMIS) OR Joint Services Support System (JSS) Local resource training provided through ACS or Family Programs 1. Instructions to Trainer Review slide explaining the benefit of additional training. Ask participants for questions and/or comments. 3. Thank participants for attending and for volunteering for their FRG. 2. Trainer Talking Points 1. Additional training is available and can be a benefit to you as a volunteer, and for your own personal and professional development. If you are interested in expanding your knowledge this slide covers a number of recommended trainings for Key Contact Volunteers. 2. Army Family Team Building (AFTB), Level K, Military Knowledge; 10 modules teaching basic knowledge about the Army lifestyle: Military Life…what is it?; Acronyms and Terms; Chain of Command; Customs, Courtesies, Ceremonies, and Traditions; Social Functions’ Benefits and Entitlements; Intro to Military and Civilian Community Resources; Intro to FRGs; Family Preparedness;, and Resiliency. Volunteer Management training: VMIS is the tool used by the Active Army to store volunteer records (hours, positions, awards, training). ARNG uses JSS for volunteer management data input and reporting. Look for other trainings offered at ACS to expand your knowledge and better prepare you for your role as an FRG informal fund custodian volunteer.

Record your own notes here: Soldier Readiness + Family Readiness = Unit Readiness 1. Trainer Talking Points Ultimately - Family Readiness is a part of unit readiness. When a unit is Family Ready the Soldier can focus on their mission. Your contributions as an FRG volunteer significantly enhance this readiness and is greatly appreciated. 2. Instructions to Trainer Address any Parking Lot issues, make note to follow-up with all students on any items that require additional research. Ask if there are any additional questions. Make sure everyone is on the sign in sheet. Pass out end of class surveys and thank everyone for their attendance. Make sure that you provide students with your point of contact information.