Private Organizations

 

Private Organizations (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.  28 BW/CC has delegated this authority to the 28 MSG/CC.  AFI 34-223, Private Organizations (PO) Program, is the governing policy for establishing POs and contains guidance on their operation.

 

Small unofficial activities (like coffee 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 must become a PO, discontinue on-base operations, or reduce its current assets below the $1,000 threshold.

 

Unofficial activities requesting to become a PO must submit a constitution and/or bylaws through the 28 FSS/FSR, which they will then route through the 28 FSS/CC and 28 BW/JA for consideration by the 28 MSG/CC.  The 2009 Private Organization Guide provides information and sample documents for unofficial activities to become officially recognized POs on Ellsworth Air Force Base.  Constitutions and/or bylaws must be updated every two years or when there is a change in purpose, function, or membership eligibility, whichever comes first.

 

In addition to their constitution and/or bylaws, POs must have current information on file.

  • Minutes of meetings
  • Financial statements ( current year budget, balance sheet, and income and expense statement).  Income and Expense statements can be done monthly, quarterly or annually.
  • Current list of officers and points of contact
  • Proof of required insurance or appropriate waiver
    • If you have a waiver, you will be required to have a Statement of Understanding signed by all members of the organization stating that they understand the risks associated with not having insurance
  • Treasurers acceptance statement

 

Templates for all these requirements can be found on the right side of this webpage.

 

POs must have liability insurance unless the installation commander waives the requirement.  28 BW/CC has delegated this authority to 28 MSG/CC.  Liability insurance should be required unless the activities of the PO are such that the risk of liability is negligible.  Forward all liability insurance waiver requests through the 28 FSS/FSR, which they will then route through the 28 FSS/CC and 28 BW/JA for consideration by the 28 MSG/CC.  Insurance waivers must be renewed annually.

 

The installation commander may authorize occasional events for fundraiser purposes, but no more than two per calendar quarter.  28 BW/CC has delegated this authority to the 28 FSS/CC.  Fundraising opportunities are very limited during the Combined Federal Campaign and the Air Force Assistance Fund fundraising.  Refer to Table 1 to AFI 36-3101, Fundraising within the Air Force, to learn more.  Submit fundraiser requests to This email address is being protected from spambots. You need JavaScript enabled to view it. .This e-mail address is being protected from spambots. You need JavaScript enabled to view it  Submit fundraiser requests well in advance (at least 3 weeks) of any event for staffing as they will need to go through several chains of command prior to you being able to advertise or participate in an event.

 

If food is going to be served at a fundraiser, contact Public Health, DSN 675-3383, in advance of the fundraiser to obtain appropriate food safety training and attach their memorandum to your fundraiser request.   Similarly, if permission is required to use a facility on base to conduct a fundraiser, ensure that permission has been obtained from the facility custodian to attach to your fundraiser request.

 

28 FSS/FSR conducts PO file reviews annually.  POs need to ensure to submit updated constitutions and bylaws, minutes of meetings, current list of officers and points of contacts, financial statements, and proof or liability insurance or liability insurance waivers to 28 FSS/FSR as required by AFI 34-223 and/or the 2009 Private Organization Guide.  Reviewing these two publications should answer most of your questions.

 

Send questions to This email address is being protected from spambots. You need JavaScript enabled to view it. or call 28 FSS Resource Management at

385-1327

More in this category: « Employment Sponsorship »
  • Private Org Resources

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    Current Fiscal Year Budget

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    Insurance Liability
    Statement of Understanding

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    Fundraiser Request

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    Treasurer Acceptance Statement

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    Income and Expense Statement

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    Balance Sheet

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    28 FSS OI 34-223

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    Private Org Constitution

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    Insurance Waiver 

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    Raffle Instructions

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    Commanders Checklist for Unofficial Activities - Template

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    Faciilty Use Request - Template