Private Organizations

Private Organizations

AFI 34-223, Private Organizations (PO) Program, is the governing policy for establishing and maintaining private organizations.

Private organizations (POs) are defined as self-sustaining special interest groups, made up of people acting exclusively outside their official capacity as a Federal employee. POs are not federal entities, nor are they entitled to immunities and privileges.

Small unofficial activities such as snack/coffee funds, sunshine funds, and similar small operations are not considered POs. However, if their assets exceed a monthly average of $1,000 over any three-month period, they must become a PO, discontinue operations, or reduce its assets below $1,000.

Installation Commander Responsibilities

·  Authorizes the establishment and operation of a PO. He/she may withdraw approval if the PO discredits the U.S. Government, conflicts with government activities, or for any other just cause.

·  Approves/disapproves fundraising requests.

·  May direct a PO to eliminate duplication of services, particularly when these services compete with the installation’s non-appropriated fund revenue-generating activities.

Mission Support Group Commander Responsibilities

·  Authorizes the establishment and operation of a PO.

·  Approves/disapproves fundraising requests.

Force Support Squadron Commander/Director Responsibilities

·  Monitors the PO Program. Advises the installation commander if changed conditions by the PO warrant further review for continued permissions to operate on the installation.

·  Ensures the Resource Management Flight Chief (RMFC) keeps a file on each PO.

Resource Management Flight Chief (RMFC) Responsibilities

·  Keeps a file on each PO and reviews each PO annually at the close of the PO’s fiscal year to ensure financial statements, documents, records, and procedures are complete and in order.

Setting Up a PO

·  PO must submit written constitution and bylaws through the FSS/FSR for consideration for approval. Documents must address the nature, function, and objectives of the PO.

·  Provide certification indicating that members understand their personal financial liability for obligations of the PO.

·  Describe the responsibilities of PO officers.

·  Provide specific guidance on disposition of residual assets upon dissolution.

Operating a PO

·  PO insurance waivers must be reviewed and re-approved annually, while constitutions and bylaws must be done every two years.

·  POs must have liability insurance unless the installation commander waives the requirement.

·  POs must prevent the appearance of support by DoD. They may not use the seals, logos, or insignia of the DoD, any DoD Component, unit, installation, organizational letterhead, correspondence, titles, or in association with organization programs, locations, or activities.

·  POs must have written approval from the installation commander before using the name or abbreviation of the installation or any unit. Any use of the name or abbreviation of an Air Force unit or installation must not mislead the public to assume a PO is a unit of the Air Force.

·  POs Must prominently display the following disclaimer on all print and electronic media mention the PO’s names 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.”

Additionally, POs:

·  Must be self-sustaining, as there should be no financial assistance to a PO from a NAFI in the form of contributions, repairs, services, dividends, or donations of money or other assets.

·  Must not engage in activities that duplicate or compete with activities of AAFES or FSS NAFIs.

·  May not sell or serve alcoholic beverages.

·  May accept gifts and donations, but POs will not solicit donations on base. Donor/gift recognition may not be made publicly. Recognition of the donation can only be made to members of the PO or those present at an event benefiting from the donation.

PO Finances

·  POs with certain levels of gross annual revenue must undergo audits and financial reviews at their own expense as follows:

$250,000 + - A Certified Public Accountant (CPA) must perform an annual audit.

$100,000-$249,999 - An Accountant must perform an annual audit verified in writing.

$5,000 - $99,999 – No audit or financial review is required. However, PO must provide an annual financial statement to FSS/FSR NLT 20 days after the end of the PO’s fiscal year.

Fundraisers

·  Limited to two fundraisers per quarter.

·  Personnel may participate in fundraising only in a purely personal, unofficial, volunteer capacity in ways that don’t imply official endorsement.

·  Proceeds must directly benefit DoD personnel or their family members.