Private Organizations

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 Statement

How to Obtain a Taxpayer ID

Treasurers Acceptance Form

Fundraiser Request Form

In-Kind Donation Form

• 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

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.

Temporary Food Booth Application Form

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)

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

• 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

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

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