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.