Private Organizations & Fundraising on MHAFB

30 January 2014

AGENDAPO VS UA

Endorsement

PO Maintenance

Fundraising

Information Sources

Private Org VS Unofficial Activity

Governed by AFI 34-223

FSS oversees and guides all PO’s and fundraising activities

Legal provides interpretation of law with recommendations. Legal provide legal advice to FSS, not PO’s

Unofficial activity: current assets < monthly average of $1,000 over 3 month period. UA’s must be registered with PO Office.

“Private Organizations 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.” AFI 34-223 Section 1

Official Business VS PO/UA EventsFSS ActivitiesSquadron PT

Commanders CallsStaff Meetings

CAF DaySquadron team building

events paid for with squadron funds

Booster Club ActivitiesFundraisers

Gift Wrapping at the BX Burrito Sale Softball Tournament

Events put on by a booster club or raised funds for members of your squadron from PO or unofficial activities

Private Organization, Unofficial Activity, or Official Business?

Air Force Sergeants Association

Mtn. Home High School Cheer Parents

4th Annual Turkey Trot 5K

Squadron Booster Clubs

Sunshine and Coffee Funds

Enlisted and Officer Spouses Clubs

Toys for Tots Drive

CAF Day Softball Tournament

Individual people wanting to fundraise

Mtn. Home Chamber of Commerce

Private Organization

None – not base affiliated

Official Business – FSS Event

Private or Unofficial

Unofficial Activity

Private Organization

UA: Item Drive

Official Business

Unofficial Activity

None – not base affiliated

PO Maintenance

Check to see what you need updated

Electronic only - submit via email to 366FSS.Marketing@us.af.mil

Ensure your contact list is up-to-date!

Sign in!

Forms to Submit Mandatory Update Note

Constitution and By-laws Biannual or Changes Approved by FSS and MSG Commanders

Insurance Statement or Waiver

Annual Approved by FSS and MSG Commanders

Letter of Understanding Annual PO liable for all accidents not AF

Financial Statements Annual Signed by Treasurer and President

Budget Annual Template available

Audit or Financial Review Annual Needed If: Annual Revenue ≥ $100,000

Officer Listing Annual or Changes Include Phone and Email

Minutes Quarter More often is optional

POC for

Event

• Write and compile: Request form with needed documentation• Submit

to Private Organization Monitor

PO Moni

tor

• Review and archive documents•

Submit to Legal for review

Legal

• Recommends approval or disapproval based on the regulations and laws•

Returns to PO Monitor - sends to FSS Commander

FSS Commander

• Approves or Disapproves (Note: Constitution and Insurance Waivers continue to MSG/CC)

PO Moni

tor

• Archive copy of approval/disapproval documents

• Sends outcome to POC

POC for

Event

• Maintain copy for records

•Updates PO Monitor on any changes

Info

rmati

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outin

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Fundraising

Package to PO Monitor

All PO files up to date

Official Fundraiser

Request Form

Facility Manager Approval

Advertisements (email, flyer, solicitation)

Temporary Food Permit

Processing Fee

Fundraisers Submit all forms at least 2

weeks in advance Never advertise before

approved 2 fundraisers allowed per

quarter No titles/DoD or AF

references/Seals/Logos Follow the advertising

checklist and use email template

May not sell or serve alcohol On duty vs. off duty issues

Soliciting/Sponsorship• Only FSS can gain sponsors on

behalf of DoD/AF & FW• May not solicit on base…no

exceptions• May solicit off base – make clear it’s

for your PO…not AF• Donor VS Sponsor

• Letter is mandatory – keep copy in files for proof • Remember disclaimer!

• Still need Request approved • Be very careful – your appearance

represents us all

Combine Federal Campaign & Air Force Assistance Fund

FundraisersAFAF Dates3 March – 11 April

Fundraising Opportunities

John Bitrick: 8-6329

Mike Hurt: 8-6333

Steve Vedder: 8-6559

PO Monitor: 8-6903

2014 Air Show

2014 Open House20-21 September

Publicity Opportunities

Host a Half-Marathon Water Station

Boo Bash Booth

Right Start

Contact us for more opportunities!

Ethics Reminders• Official Capacity

– DoD employees may not participate in POs in their official capacities. DOD Directive 5500.7-R, Joint Ethics Regulation (JER), para. 3-202; 5 C.F.R. § 2635.705(a); AFI 34-223, Private Organizations (PO) Program, para. 1.

• Endorsement– DoD employees may not use or permit the use of their Government positions in a manner

that could reasonably be construed to imply agency or government endorsement of PO activities. 5 C.F.R. § 2635.702(b); JER, para. 3-209.

– Exceptions: AFAF, CFC, OPM-approved emergency and disaster appeals, Army Emergency Relief, Navy-Marine Corp Relief Society, certain approved organizations composed primarily of DoD employees or their dependents JER, para. 3-210.

• Logos/Organizational Names– POs may not use the seals, logos, or insignia of the DoD or any DoD Component,

organizational unit, or installation. AFI 34-22, Private Organizations (PO) Program, para. 10.1.1

– POs must have written approval from the installation commander before using the name or abbreviation of the installation or organizational unit. AFI 34-22, para. 10.1.2.1.

• If there are questions, please contact the Private Organization Monitor so they may seek our legal counsel.

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