Mon – Fri: 8:00 AM – 4:00 PM
105 Washington Square Bldg 49, Ste 155 Offutt AFB, NE 68113
Private Organizations
Private Orgs are self-sustaining, special interest groups set up by people acting exclusively outside the scope of any official capacity as officers, employees, or agents of the federal government. POs are not Federal entities and are not to be treated as such. They operate on Air Force installations with the written consent of the installation commander.
In order for a group to become a registered private organization at Offutt AFB, the Certification to Establish or Renew a Private Organization will need to be submitted to 55fss.fsr.privateorganization@us.af.mil. The following sections are part of the certification.
Section 1- Certification to Establish or Renew a Private Organization
The applicant only needs to complete Parts I-III.
Section 2- Use of Protected Names
Private Organizations operating on Air Force installations may use the name or abbreviation of the Department of Defense, an Air Force organizational unit, or installation in the Private Organization name provided that the status as a Private Organization is apparent and unambiguous and there is no appearance of official sanction or support by the Department of Defense.
Section 3- Liability Insurance Waiver
- 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
Section 4- Basic Constitution and Bylaws
This is a fillable format to aid in the creation of your Basic Constitution and Bylaws. 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).
- 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.
This fillable format includes the following requirements:
- Addresses the nature, function, objectives, membership eligibility, and sources of income of the PO
- Notifies 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
- Provides specific guidance on the disposition of residual assets upon dissolution
Section 5- Deviation Request
If a Private Organization deviates from the standard constitution and bylaws, the approval process will take a substantial amount of time. It is not advised for Private Organizations to deviate from the standard constitution/bylaws unless absolutely necessary.
Private Organization AFI
- 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
Financial Documents
Meeting Minutes
- 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.
- All minutes will be forwarded to 55th FSS Private Organization Monitor for review NLT 10 days following the meeting.
List of Officers and Contact Info
It is the responsibility of the Private Org to notify the 55th FSS Private Organization Monitor when there is a change in Officers or contact information upon changes.
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 55th WG/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 55st 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.
Advertising
- All requests, advertising, and any Private Organization correspondence require 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.
Do not begin advertising until your fundraising request has been approved.
FREQUENTLY ASKED QUESTIONS
What are the AFIs governing Private Organizations?
The Private Organizations Program is governed by AFI 34-223. Fundraising is governed by DAFI 36-3101, plus the Private Organizations Guide.
What is an Unofficial Unit Activity?
What determines if your organization should become a Private Organization or stay an Unofficial Unit Activity?
How do I start a new PO?
How do I plan for a successful fundraiser?
Advertisement for the fundraiser is prohibited until the request is formally approved, so if you want to advertise, please adjust the submission for approval accordingly. Example: If the PO wants to advertise the week leading up to the event you will need to submit request at least 7 to 8 weeks prior to event. Government email advertisement is specifically prohibited.
What is considered a fundraiser and how often can one be held?
There are certain fundraisers that are not allowed. The following are prohibited:
- Fundraisers conducted in uniform
- Fundraisers conducted by military or civilians during duty time
- Utilizing government equipment or supplies for the production, planning or promoting of the fundraiser
- Fundraisers that are gambling related such as raffles, games of chance, or lotteries
- Fundraisers that include the sale of alcoholic beverages
- Fundraisers that duplicate MWR or AAFES services
Key Points
- Fundraisers are very limited during the annual CFC or AFAF seasons.
- CFC Campaign, 8-weeks, usually 15 Oct – 15 Dec
- AFAF Campaign, 6-weeks, usually 15 Mar – 30 Apr
- Fundraisers are limited to three per quarter–applies to on base events.
- PO/UA may not use government computer systems and equipment to give notice of the event.