Private Organizations

 
  • Monday-Friday: 7:30am-4:30pm

    Closed Weekends, Holidays, and Family Days


    The Private Organization Office is here to assist any group interested in establishing themselves as a Private Organization at RAF Lakenheath.  We encourage you to take time and read information provided on this site that will help you become an officially recognized Private Organization (PO) at RAF Lakenheath.

    Because Private Organizations operate on Air Force installations with the written authorization of the Commander, 48th Mission Support Group (authority having been delegated by the Commander, 48th Fighter Wing), the Private Organizations Office acts as a liaison between Private Organization members, the Legal  Office , 48th Force Support Commander and the 48th Mission Support Group Commander to get all documentation set up for group establishment as  a Private Organization.

  • Once established, the Private Organization office will maintain a file on each Private Organization and at the end of each fiscal year, will review each Private Organization to ensure all financial statements, documents, records and procedures outlined in the Private Organization Guide are followed and the organizations are in compliance with Air Force Instructions (AFI) and Operating Instructions (OI).

    How to Start a Private Organization

    In order for a group to become a registered Private Organization at RAF Lakenheath, the following documents will need to be submitted to 48 FSS/FSR.

    1. Constitution, bylaws, or other similar documents outlined in the Private Organization Guidance Handbook
    2. Insurance Waiver or Proof of Insurance
    3. Letter to Establish
    4. Privacy Act Statement (list of officers and contact info)

    A Guide to Starting a Private Organization

    How to Start an Unofficial Activity

    1) Constitution, Bylaws, or Other Similar Documents

    PO must submit written constitution, by-laws and other similar
    documents, through the FSS/CC/CL/FSR, and Staff Judge Advocate for
    consideration by the installation commander. See AFI 34-223 (Private Orgs Guide Book), paragraph 9
    for specific requirements. The constitution, bylaws, or similar documents
    must:
    -- 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 disposition of residual assets upon
    dissolution
    - 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
    - Liability insurance waivers must be reviewed annually

    By Laws Template

    2) Insurance Waiver or Proof of Insurance

    - 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 the base Legal Office prior to
    approval
    -- Insurance waivers must be reevaluated annually

    Request for Waiver of Insurance

    3) Letter to Establish

    Your Letter Should:

    1. Request approval to establish PO
    2. State the purpose of the PO
    3. The amount of average assets expected annually
    4. Sign and then submit the request with the constitution

    Letter to Establish

    4) Privacy Act Statement (list of officers and contact info)

    The principle purpose of the Privacy Act is to provide the Services Squadron with statistical data about the officers and board of governors of the private organizations.

    Download the Privacy Act Statement Here


    Private Organization Guidance Handbook

    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

    Private Organization Handbook

    Financial Documents

    Administrative Document Examples

    -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’ meeting, special meeting, 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 minutes.
    --All minutes will be forwarded to 48 FSS/FSR Private Organization Monitor for review NLT 10 days following the meeting.

    Sample Minutes

    Temporary Food Booth Application

    Individuals or groups planning to hold events on either RAF Lakenheath, RAF Mildenhall, or RAF Feltwell that are open to the public must obtain approval from 48 AMDS, Public Health Flight.
    All off base businesses and food vendors must complete a new application and obtain approval from the 48 AMDS, Public Health Flight prior to and for each individual event.

    1. Organization requesting Food Booth:
      --Food Vendor/Business Name:
    2. Date and Time of event:
    3. Location of event:
    4. Point-of-Contact (Name, Phone & Email)
      --Vendor/Business Contact Information
    5. Types of food to be sold/distributed:Types of food to be sold/distributed:(i.e. type of meats, vegetables, sides)
    6. a. What will be used to heat/cook food items:
      b. Where/ When will food be cooked:
    7. What will be used to refrigerate food items:
    8. Where will vendor be purchasing food from:
      --(receipts will be needed to verify purchase)
    9. If not purchased from an approved source
      --(Can be found on the product packaging.)
      a.Product Name
      b.Manufacturer
      c.Address of Manufacturing Company
      d.Expiration/ “Sell-by” Date
    10. Storage and Transportation Information:
      --(where will food be stored and how will it be transported to location)

    Temporary Food Booth Application Form

  • Bldg 957, Room 206

    DSN: 226-2376 - COM: 01638-522376

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