1. Private Organization Briefing
January 2017

2. Agenda
PO Briefing
Legal Briefing
Administrative Updates
Folder Review

3. Private Organization Program Overview
Governed by AFI , Private Organizations (PO) Program
POs are self-sustaining special interest groups, set up by people acting exclusively outside the scope of any official capacity as officers, employees, or agents of the Federal Government. 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
Private Organization Program Overview

4. 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

5. 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

6. 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

7. 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

8. 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

9. Fundraising and Off Base Solicitations
POs are allowed two fundraisers per quarter
Raffles are not authorized as outlined in AFI 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

10. 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 is strictly off-limits except for sharing of PO information directly between members and between POs and the PO Monitor
Private Organization Guidelines

11. Private Organization Resources
AFI , Private Organizations (PO) Program
(under the “Support” tab)
2012 Private Organization Guide, located on fairchildfun website
Mr. Jocef Hernandez and Ms. Timisha Shelton d FSS Resource Management Office,
Private Organization Resources

12. Legal

13. Private Orgs & Legal 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

14. Private Orgs & Legal 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 w/o Wing CC approval

15. Private Orgs & Legal 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

16. Private Orgs & Legal
QUESTIONS?

17. Administrative

18. Administrative Updates
Before you leave, ensure you’ve done a Folder Review with a representative
Any missing paperwork will be required asap:
POC List
Finances
Insurance Waiver Request
Meeting Minutes
Constitution and Bylaw Approval Request
POs which fail to submit the required paperwork by the proper time will be suspended or dissolved

19. Questions?