Private Organizations
Private Organizations (POs) are self-sustaining special interest groups, set up by individuals acting exclusively outside the scope of any official capacity as officers, employees, or agents of the Federal Government.
What We Do
Detailed in the Private Organizations Handbook (AFI 34-223) are the following subjects:
• Definition/ Authority
• Oversight
• Installation Commander Responsibilities
• Force Support Commander/ Civilian Leader Responsibilities
• Operating Policies
• Financial Management
• Audit Requirements
• Logistical Support
• Dissolution
• Optional Computer Software
• Other Attachments
“THIS IS A PRIVATE ORGANIZATION. IT IS NOT PART OF THE DEPARTMENT OF DEFENSE OR ANY OF ITS COMPONENTS AND IT HAS NO GOVERNMENTAL STATUS.” It is not authorized to use government e-mail to advertise Private Organization events or information. Do not begin advertising until your fundraising request has been approved.
What is an Official Private Organization?
What is an Unofficial Unit-affiliated Activity?
Fundraising
• A fundraising request form must be submitted to the Private Organization office for any fundraising event. Private Organizations should submit their request at least 15 days prior to the event date.
• With the proper approval by 31FW/CC or designee, Private Organizations, and unofficial unit-affiliated activities may conduct three (3) fundraisers per calendar quarter. You must submit a completed fundraising form to the Private Organization Office.
• Fundraising must not duplicate or compete with activities of the AAFES or 52d Force Support Squadron.
• Direct solicitation of cash donations is prohibited.
• Private Organizations may not conduct raffles or other gambling-type activities except as provided in AFI 34-223 paragraph 10.20 and unofficial unit-affiliated activities may not conduct any of the above under any circumstances.
How To Establish a Private Organization
PO must submit a written constitution, by-laws, and other similar documents, through the Private Organization Office, who will then route for coordination/approval (legal office/MSG/CC). See AFI 34-223 (Private Orgs Guide Book), paragraph 9 for specific requirements. The constitution, bylaws or similar documents must:
• The Constitution, by-laws, or similar documents must be updated every two years or when there is a change in the purpose, functions, or membership eligibility of the PO, whichever comes first.
• Address the nature, function, objectives, membership eligibility, and sources of income of the PO Notify all members of their personal financial responsibility for obligations of the PO.
• Describe the responsibilities of the PO officers for asset accountability, liability satisfaction, and sound financial and operational management.
• Provide specific guidance on the disposition of residual assets upon dissolution.
• POs are required to have liability insurance unless waived by the Installation Commander (must coordinate with base Legal Office.
• POs for which waivers have been granted may be required to obtain insurance for certain special events which involve greater risk of injury or damage
• Forward all waiver requests through Private Organization Office for proper coordination/approval.
**Insurance waivers must be reevaluated annually• Minutes should be prepared for each meeting in order to maintain continuity in the operation of the private organization.
• This includes, but is not limited to: general membership meetings, Board of Directors/Officers’ meetings, special meetings, etc.
• Meetings of committees will be noted within the text of the general membership meeting minutes. The recording secretary and president (or their representatives) will sign the minutes.
• ll minutes will be forwarded to 31st FSS Private Organization Monitor for review NLT 10 days following the meeting.
Frequently Asked Questions
FSS Events:
PO's Office will send out an email for food booth submissions.
Spangdahlem Eifel Bazzar -managed by the Spangdhalem Spouses Club.
Emails for bazzar food booth submissions are sent by the private organization.
All requests, advertising and any Private Organization correspondence requires the following disclaimer: “THIS IS A PRIVATE ORGANIZATION. IT IS NOT PART OF THE DEPARTMENT OF DEFENSE OR ANY OF ITS COMPONENTS AND IT HAS NO GOVERNMENTAL STATUS.” It is not authorized to use government e-mail to advertise Private Organization events or information.
Download and complete the applicable forms and add all necessary information, obtain facility or building manager approval before submitting your request. If the fundraiser involves food obtain training from Public Health.
Allow at least 20 business days for the approval process and do not begin advertising until you request has been approved.
As a general rule, unofficial activities’ fundraising efforts are considered “for us, by us” fundraising, unless fundraising extends beyond unit personnel and family members. Unit commanders may approve unit unofficial activity fundraisers on the installation within the unit, and only for the unit’s personnel. Fundraising outside the unit requires Installation Commander or designee approval. Unofficial activities are still Federal entities and may not solicit gifts from outside sources or engage in off-base fundraising.
With the approval of the Installation Commander or designee, Private Organizations and unofficial activities may conduct three (3) fundraisers per calendar quarter.
Private Organizations and unofficial activities must not engage in activities that duplicate or compete with activities of the AAFES or Force Support Squadron NAFI.
Direct solicitation of cash donations on WPAFB is prohibited.
Private Organizations may not conduct games of change, lotteries, raffles or other gambling type activities except as provided in AFI 34-223 paragraph 10.20 and unofficial activities may not conduct any of the above under any circumstances.
Forms
All forms, applications AFI’s and publications you may need are available in the Private Organizations Docuemnt Library. Please feel free to contact us if you have any questions that are not covered by the FAQ below.
Private & Unofficial Organizations
Hours of Operation
- Monday - Friday0800-1600
- Weekends, Family Days & HoildaysClosed