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					98th AREA SUPPORT GROUP

    TEAM OF TEAMS




   PO ANNUAL BRIEF
      29 Sept 04
                     98TH AREA SUPPORT GROUP



               AGENDA
   Private Organization (PO) - Definition
    and Types
   PO/U.S. Army Relationship
   General Rules & Reporting
    Requirements
   Fund Raising
   Proper Accounting & Record Keeping



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                 98TH AREA SUPPORT GROUP




         PRIVATE
      ORGANIZATION
      DEFINITION AND
          TYPES


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                      98TH AREA SUPPORT GROUP



         PO - DEFINITION
     A self-sustaining, non-federal
    entity established and operated
      with written consent of the
     authorized approval authority.

   A PO is not an official organization of
    the U.S Government
   A PO is a Special Interest Group

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                        98TH AREA SUPPORT GROUP


                 PO -TYPES
   Type I – Special Status – a specific
    Federal Statute or DOD policy or directive
    authorizes certain types of support under
    appropriate circumstances to:

   National Military Associations (NMAs)

   Boy/Girl Scouts of America
       May receive special support


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                           98TH AREA SUPPORT GROUP


             PO –TYPES             (cont.)
   Federally/DOD sanctioned Pos – These
    organizations provide important services to the
    Army family and receive both reimbursable and
    non-reimbursable support from the Army.

        Army Emergency Relief (AR 930-4)

       Credit Union/Banking Institutions (AR 210-135)

       American National Red Cross (AR 930-5)

       United Service Organization, Inc (USO)(AR 930-1)

       Certain Labor Organizations (Sect 71, Title 5
       U.S.C.)

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                        98TH AREA SUPPORT GROUP


            PO –TYPES (cont.)
   Type II – Affiliated – These
    Organizations have national or state
    headquarters with a local chapter

   Type III – Independent – Established ,
    organized, operated and controlled locally
    by common interest groups



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                        98TH AREA SUPPORT GROUP


              OTHER ORGS


   Informal Funds

      • such as FRG’s




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                            98TH AREA SUPPORT GROUP

        INFORMAL FUNDS (IF’S)
    IFs are not POs and need not satisfy
    administrative requirements of POs.

   Examples of Informal Funds:
     Office Coffee Fund
     Christmas Party Fund
     Picnic Fund

   IFs may conduct small fundraisers with the
    approval of the unit Commander (no ASG or
    BSB Commander approval required) and
    may use proceeds to spend as long as each
    individual soldier benefits from it.
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                       98TH AREA SUPPORT GROUP

       INFORMAL FUNDS - (IF’S)

   IFs who wish to conduct large fundraisers
    must have Commander of unit’s approval
    and prior authorization documents
    approved by ASG or BSB Commander.

   IFs may maintain net worth over $1k only
    if earmarked for a specific event and a
    projected use date, and must have BSB
    Commanders approval.


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                 98TH AREA SUPPORT GROUP




  GENERAL RULES AND
      REPORTING
    REQUIREMENTS



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                                  98TH AREA SUPPORT GROUP


                       REFERENCES
•DOD 5500.7-R, Joint Ethics Regulation (JER) 30-Aug-93

•DA PAM 608-47, A Guide to Establishing Family Support Groups, 16-
Aug-93

•AR 210-22, Private Organizations on Department of the Army
Installations, 22-Oct-01

•AR 600-29, Fund Raising Within the Department of the Army, 01-Jun-
01

•AR 600-20, Army Command Policy, 13-May-02

•UR 608-2, Family Support System, 12-Aug-98 Section IV 14-h thru j

•AE Reg 210-22, Private Organizations and Fundraising Policy, 02-Dec-
03

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                      98TH AREA SUPPORT GROUP


         START-UP APPLICATION
     POs must submit the following:

   Official request to operate

   List of officers with addresses, e-
    mails, and phone numbers

   2 copies of constitution and by-laws,
    or chartering agreements
                 REQUIRED!
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                     98TH AREA SUPPORT GROUP


        RENEWALS (EVERY 2 YRS)
          Submit the following:

   Request for renewal
   Audits from previous 2 years
   Proof of Bonding and Insurance (if
    balance maintained exceeds $500)
   Summary of any major changes
   Current list of officers
   2 Copies of constitution and by-laws
                 REQUIRED!
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                       98TH AREA SUPPORT GROUP


       REPORTING REQUIREMENTS
        TO BSB PO COORDINATOR
   Updated list of Officers with Name, Phone
    number, e-mail, and address
   Audits
   Bonding Insurance
   Requests for all Fundraising events
    should be submitted NLT 15 days prior to
    event
   AFTER ACTION REPORTS (WITHIN 45 DAYS
    AFTER THE FUNDRAISING EVENT)

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                       98TH AREA SUPPORT GROUP

       REPORTING REQUIREMENTS
                     (CONT.)
    MEETING MINUTES
     Submitted within 30 days of being
     signed by the treasurer and president
     (if no meeting held, a memo stating
     that will be sufficient)
    FINANCIAL STATEMENTS
     Submitted within 30 days of being
     signed by the treasurer and president
     (required every month, even if no
     activity took place in account)

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                          98TH AREA SUPPORT GROUP

          PO FILE REQUIREMENTS
POs must maintain a permanent file that will
 include:
     ORIGINAL APPROVAL TO OPERATE
     AUDIT REPORTS FOR THE LAST 4 YEARS
     FINANCIAL STATEMENTS & MEETING MINUTES FOR THE
      LAST 2 YEARS
     CURRENT COPY OF DODI 1000.15 / USAREUR PO &
      FUNDRAISING POLICY
     PROOF OF BONDING INSURANCE (IF APPLICABLE)
     BANK ACCOUNT AUTHORIZATION LETTER
     CURRENT LIST OF OFFICERS

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                 98TH AREA SUPPORT GROUP




       FUND RAISING




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                        98TH AREA SUPPORT GROUP

             FUND RAISING
Fundraisers - Those in which goods or
     services are offered for sale.

   After legitimate PO expenses are paid, all
    profits must be provided to charitable
    organizations (i.e., audits, insurance,
    newsletters, admin expenses).

   Exception: Boy and Girl Scouts may retain
    100% of income generated from fundraisers


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                         98TH AREA SUPPORT GROUP

               FUND RAISING


         MISCELLANEOUS NOTES:

   No PO is authorized to solicit for
    commercial sponsorship!




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                  98TH AREA SUPPORT GROUP

     FUNDRAISER REQUEST
        PROCEDURES
 OBTAIN FUNDRAISER REQUEST
 OBTAIN FACILITY MANAGER APPROVAL
 AST MANAGER APPROVAL FOR AREA
  WHERE FUNDRAISER WILL BE HELD
 SUBMIT APPROVED REQUEST FORM TO
  BSB PO COORDINATOR NLT 15 DAYS
  PRIOR TO EVENT


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                     98TH AREA SUPPORT GROUP

          FUNDRAISER REQUEST
            PROCEDURES (cont.)

    PO COORDINATOR WILL FORWARD
    FUNDRAISER REQUEST TO SJA FOR
    LEGAL REVIEW

    PO WILL OBTAIN FINAL APPROVAL FROM
    BSB COMMANDER OR DELEGATED
    AUTHORITY AARs ARE TO BE
    SUBMITTED TO BSB PO COORDINATOR
    WITHIN 45 DAYS AFTER THE EVENT

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                 98TH AREA SUPPORT GROUP




   PROPER ACCOUNTING
   AND RECORDKEEPING




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                       98TH AREA SUPPORT GROUP

       PO Accounting and
   Recordkeeping Requirements
POs WILL:
 Maintain adequate accounting records on
  assets, liabilities, net worth, and financial
  transactions
 Use a single entry journal-type ledger
  accounting system or electronic
  accounting
 Prepare a standard operating procedure
  that describes the POs accounting system
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                     98TH AREA SUPPORT GROUP

     PO Accounting Procedures
            FINANCIAL LEDGER:
 Column headings that show income and
  disbursements
 Be a permanent-page record book or
  printed record from a software program
 Financial records marked to identify each
  year
 Pages must not be removed once initiated
 Business transactions entered as they
  occur
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                             98TH AREA SUPPORT GROUP

      PO Accounting Procedures
                           (cont.)

 Welfare and administrative account
    Welfare (Charitable)
    Administrative (Operational)
 Ledger must agree with checkbook balance
 Bank statements must agree
 Financial ledgers and audit reports must be kept for 4
  years
 Supporting documents must be maintained
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                           98TH AREA SUPPORT GROUP

                Single Entry
             Accounting System
Under this system:
 Income (cash or check) is considered earned at the
  time it is collected.
 Expenses are incurred at the time cash or checks are
  disbursed.
 Appropriate entries will be made in ink or indelible
  pencil.

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                            98TH AREA SUPPORT GROUP

                   FINAL NOTE


 MWR activities must charge POs for support
  rendered for actual NAF costs for the purchase or
  rental of supplies, materials, equipment, or property
  obtained specifically for an event (i.e. tables, tents,
  etc.), manpower, and for facility rental fees.




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                 98TH AREA SUPPORT GROUP

        PO ANNUAL BRIEF




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