1. PRIVATE ORGANIZATIONS Operating Aboard Sheppard AFB
82 FSS Resource Management

2. Agenda Guest Speaker - Legal Briefing
Guest Speaker - Public Health Briefing
Program Overview
Program Oversight
Types of Private Organizations
Establishment
Operating Policies
Prohibitions
Fundraising
Constitution and Bylaws
Liability Insurance
Financial Management
Logistical Support
Dissolution
Summary
Resources

3. Legal

4. Public Health

5. 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

6. Oversight AFI 34-223, AF Private Organization Program
Private Organization Guide
HQ USAF/A1S - policy
Installation Commander (delegated to MSG)
Authorizes establishment/renewal / withdraws authorization
Authorizes “OCCASIONAL” fund-raisers (Two per quarter)
Authorizes insurance waivers
FSS Commander/Director
Monitors & administers PO Program / unofficial activities
Approves PO and unofficial activity fund raisers (delegated to MSG during CFC/AFAF)
FSS Resource Management (RM)
Oversee PO Program - Not a police force
Reviews POs annually
It is your responsibility to ensure your file is up to date.

7. Types Official Private Organizations
Any PO that has assets (cash, inventories, receivables, and investments) of $1000 over a 3 month period and have current documents on file in the RM Office.
Unofficial Activities
Small unofficial activities (like coffee funds, flower funds, sunshine funds, and other small operations) are generally not considered POs. However, if their current assets (which include cash, inventories, receivables, and investments) exceed a monthly average of $1,000 over a 3-month period, the activity/organization must become a PO, discontinue on-base operations, or reduce its current assets below the $1,000 threshold.

8. Establishment
A PO must submit the following through the FSS PO Monitor:
Constitution
By-laws
Insurance/Waiver Request
Officials documentation
Any other required documents
Private Organization Monitor will route requests through official channels.
FSS/RM/DD/CC
TRW/JAG
MSG/CC
Once approval is received, the PO Monitor will then forward all approved and signed documents to the PO for retention.

9. Unauthorized
To prevent the appearance of an official sanction or support by the DoD:
POs activities MAY NOT use the seals, logos, or insignia of the DoD or any DoD Component, DoD organizational unit, or DoD installation on organizational letterhead, correspondence, titles, or in association with organization programs, locations or activities
Limited exceptions to these rules can be found in AFI
POs MAY NOT use the name (material parts of the name) of any Air Force NAFI, e.g. Morale, Welfare, and Recreation (MWR) Fund or Lodging Fund
POs must prominently display the following disclaimer on all print and electronic media mentioning the PO’s name confirming that the PO is not part of the DoD:
“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”

10. Unauthorized
POs MUST BE SELF-SUSTAINING, primarily through dues, contributions, etc. There will be no financial assistance to a PO from a NAF or APF Source
POs and unofficial activities/organizations WILL NOT engage in activities that duplicate or compete with AAFES or FSS activities
POs WILL NOT engage in frequent or continuous resale
“Resale” is defined as the sales of items or services at a markup intended to generate cash in excess of that needed to pay expenses; cash generated from rounding up costs to a sales price to make a sales price more convenient to the customer does not constitute resale
POs ARE NOT AUTHORIZED to sell alcoholic beverages
POs WILL NOT solicit gifts/donations from non-members of the PO on base
Services MAY NOT CO-SPONSOR events with POs for the purpose of obtaining commercial sponsorship, contributions, donations, gifts, advertising, or generating revenue for the POs
POs ARE NOT AUTHORIZED use of the DOD MWR Commercial Sponsorship program
Soliciting for entities other than PO

11. Fundraising POs are allowed two fundraisers per quarter
On/Off Base fundraiser forms should be submitted to the PO monitor no later than 30 days prior to event. If approval is not received in time, the PO may not conduct the fundraiser on OR off base.
Requests must clearly state what is being sold/services provided and what the proceeds are being used for.
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
During CFC or AFAF without 82 MSG/CC approval
Gambling, Games of Chance/Raffles*

12. Constitution & Bylaws
Required to be updated every 2 years and when there is a change in the purpose, function, officer change, or membership eligibility
Must be signed by the president or chairperson of the PO
Clearly defines:
Nature
Function
Objectives
Membership eligibility
Source(s) of income
Outline personal financial responsibility for each PO member
Describe PO officer responsibilities
Asset disposition procedures
**Examples are available from the PO Monitor

13. Liability Insurance
Every PO MUST HAVE either liability insurance or an insurance waiver on file.
PO members must be aware that they are jointly and severally liable for the obligations of the PO, and their understanding of the liability must be documented.
The absence of liability insurance places their personal assets immediately at risk in the event of PO liability
Even with an approved waivers; PO should be aware that the commander may still require liability insurance for specific events that involve a greater risk of injury or damage.
Liability insurance or an insurance wavier request must be submitted to the PO monitor annually for reevaluation in accordance with AFI.

14. Financial Statements
Every PO must submit an annual income and expense statement as well as a balance sheet (not a bank statement template are available in the PO Guide)
Depending on annual income, some POs may need to undergo audits and financial reviews at the PO’s own expense
CPA $250K or more
Accountant $100K but less than $250K

15. Logistics NO FUNDRAISING OFF LIMITS
POs receive no support from the government.
They provide for their financial needs and furnish their own equipment, supplies, and other materials.
OFF LIMITS
Use of government equipment
Copiers
Printers
Computers
Vehicles
Use of government
EXCEPTIONS:
Sharing of PO Booster Club Information with members of the booster club
Communication with the PO Monitor
NO FUNDRAISING

16. Dissolution
In case of dissolution, funds in the treasury will be used to satisfy any outstanding debts, liabilities, or obligations
The balance of assets will be disposed of as determined by the membership
Examples include donation of residual assets to the installation morale, welfare, and recreation fund or contribution to an off-base charity (disposition must not reflect unfavorably upon the PO or the Air Force)
PO should notify the FSS, prior to dissolution, of the intent to dissolve the PO and prepare a time-phased action plan to do so. Guidelines to consider prior to dissolution:
Limit expenditures to those required to liquidate liabilities or pay essential bills
PO assets will not be split among members or sold exclusively to members at dissolution. However, assets could be sold at a base-wide sale
Notify vendors of dissolution and cancel outstanding orders
Any unpaid obligations remain the responsibility of the PO members

17. Local Point of Contact:
Resources
Regulatory Guidance:
AFI , Private Organizations (PO) Program
AFI , Use of Nonappropriated Funds
AFI , Fund-raising within the Air Force
2012 Private Organization Guide
Website:
Local Point of Contact:
Amanda Rose
82 FSS/FSR Private Org Monitor
426 5th Ave (Bldg 402),
RM 251(2nd Floor)
Sheppard AFB, TX 76311
DSN: COMM:
DO NOT USE MS ROSE .

18. Questions
Thank You

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