1. CAP Property Management 10 August 2019
Civil Air Patrol
CAP Property Management 10 August 2019

2. General
Property purchased with Federal funds is held in trust for the beneficiaries of the CAP Cooperative Agreement with the US Air Force and the taxpayers of the United States of America.
There are legal and regulatory restrictions and conditions for its care and use

3. Cooperative Agreement
GRANT
CONTRACT
Cooperative Agreement

4. Cooperative Agreement
Substantial involvement is expected between the executive agency and the recipient when carrying out the activity contemplated in the agreement.
The principal purpose is to transfer something of value to recipients to carry out a public purpose
It is a form of aid or financial assistance
Example - NIH conducting cancer research at a university

5. Cooperative Agreement
Normally a 1-5 year agreement
Last year we concluded a 17-year agreement
Ongoing the term will be for 5 years
Current agreement runs from 1 October 2017 to September 2022
Available at “Other Publications” in the online CAP publications library

6. Legal Requirements
2 CFR 200 – Uniform Administrative Requirements, Cost Principles and Audit Requirements for Federal Awards.
…………………………………………. Published by OMB and is part of a larger federal effort to more effectively focus federal resources on improving performance and outcomes while ensuring the financial integrity of taxpayer dollars in partnership with non-federal entities.

7. CAPR 174-1
Implements CAP’s property management and accountability policy
Incorporates guidance from 2CFR 200, DoD Manual M and the Cooperative Agreement

8. CAPR 174-1
Commanders and property management officers are responsible for management, control, maintenance and disposal
Property management officer ?? – “…any member holding a logistics, supply or communications officer position.”
Commanders must perform all property management functions when no property management officer has been appointed

9. Property Categories
Real Property
Personal Property

10. Real Property
Real property is any designated portion of land and anything permanently placed on or under it. The elements on or under the land include natural resources and/or human-made structures.

11. Real Property
A type of property which can include any asset other than real estate. Personal property is movable. The asset is not fixed permanently to one location as with real property such as land or buildings.

12. Personal Property
Equipment
Supplies

13. Equipment Tangible personal property Non-expendable
Useful life of greater than 1 year
Initial acquisition cost of greater than $5,000
Often referred to as fixed assets

14. Supplies Tangible personal property Without regard to useful life
Initial acquisition cost of less than $5,000

15. Property Life Cycle
PROCUREMENT
DISTRIBUTION
MAINTENANCE
DISPOSAL

16. Procurement Sources Corporate Funded DoD Funded Donated State Funded
State Owned
Local Government Owned
Local Government Funded
Federally Owned (GFE)
State/Local Government Excess
DoD or Federal Excess
Found on Base

17. Procurement
Source determines how property is tracked, methods of distribution, how it is maintained in the field and how it will be retired at the end of its useful life.

18. DoD/Other Agency Excess
CAP is authorized to receive certain types of Federal-excess
property through DLA-DS and GSA.
TA describes property that can be screened
Wings/regions screeners identified in writing and approved by CAP-USAF/LR/LG
- Region HQ – 1
- Wings - 4

19. Distribution Varies depending on the type of property Aircraft
Vehicles
Computers
Cameras

20. Distribution
Transfer occurs when a piece of property is moved from one unit/location to another

21. Assign Property is assigned to other property Items.
GPS assigned to aircraft
Radio assigned to vehicle
Camera and tablet assigned to a kit

22. Issue/Turn In
Property is issued to individuals and turned in to the unit when no longer needed.

23. Issue/Turn In
Property is issued to individuals and turned in to the unit when no longer needed.

24. Disposal There are two ways to remove property from inventory:
Retirement Report of survey (ROS)

25. Tracked Expendable
A non-expendable item with an acquisition cost of less than $500 or property that has depreciated to below $500 that has exceeded its useful life can be disposed with wing commander approval.
Not to be donated or sold, but disposed IAW local environmental procedures
Exceptions are: Laptops, tablets and other “highly-pilferable” items identified by CAP-USAF

26. Property Lost or Damaged
Report of Survey

27. Property Lost or Damaged
Reports of survey (ROS) are not required for acts of God
(i.e., hail storms, deer strikes, wind damage or chipped windshields)
ICL04 FY19 removes the requirement to perform a ROS for property with a current of less than $500.
Exceptions are an aggregate loss of like items that exceeds $500, laptops, iPads, tablets and similar mobile devices and any radio, key loader or other device with encryption keys loaded

28. Property Disposal Aircraft and vehicles Supplies Comm gear Donated
Found on base

29. Real Property Lease Buy Donated Contributed facilities
……..Talk about documentation

30. Compliance inspections
Compliance inspection checklist

31. D7 Worksheet

32. D7 Worksheet

33. D7 Worksheet

34. Write-ups
Logistics findings from recent compliance inspections.

35. Write-ups
Wing failed to ensure wing or region commander approved all acquisitions of real property by purchase, donation, lease, or other no-cost agreements IAW CAPR para 6-2a. - Seven of nine units do not have compliant documentation.
13 Real Property document files were reviewed and were missing signatures Real property documents not loaded into ORMS (Multiple)
Wing failed to retain all copies of commander's signed memoranda approving acquisition of real property in a secure location IAW CAPR para 6-2b.

36. Write-ups
Wing failed ensure Wing or Region Commander approved all acquisitions of real property by purchase, donation, lease or other no-cost agreements IAW CAPR para 6-2a. - Valid approval documentation did not exist for 7 of 13 units.
The missing item, External Hard Drive, property number , was not properly reported in the ORMS database IAW CAPR para 2-16d(5) The transfer [issuance/receipt] of non-expendable property within the wing is not being properly documented in the ORMS database IAW CAPR para 2-15b.

37. Commander Acknowledgement

38. Questions/Discussion