Private Organizations (POs) 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. They operate on Air Force installations with the written consent of the installation commander. 28 BW/CC has delegated this authority 28 MSG/CC. AFI 34-223, Private Organizations (PO) Program, is the governing policy for establishing POs and contains guidance on their operation.
Small unofficial activities (like coffee funds and other small operations) are generally not considered POs. However, if their current assets (which include cash, inventories, receivables, and investments) exceed a monthly average of $1,000 over a 3-month period, the activity must become a PO, discontinue on-base operations, or reduce its current assets below the $1,000 threshold.
Unofficial activities requesting to become a PO must submit a constitution and bylaws through 28 FSS/FSR, 28 FSS/CC, and 28 BW/JA for consideration by 28 MSG/CC. The 2009 Private Organization Guide provides information and sample documents for unofficial activities to become officially recognized POs on Ellsworth Air Force Base. Constitutions and bylaws must be updated every two years or when there is a change in purpose, function, or membership eligibility, whichever comes first.
In addition to their constitution and bylaws, POs must have current information on file.
- Minutes of meetings
- Financial statements
- Current list of officers and points of contact
- Proof of required insurance or appropriate waiver
POs must have liability insurance unless the installation commander waives the requirement. 28 BW/CC has delegated this authority to 28 MSG/CC. Liability insurance should be required unless the activities of the PO are such that the risk of liability is negligible. Forward all liability insurance waiver requests though 28 FSS/FSR, 28 FSS/CC, 28 BW/JA, and 28 MSG/CC for approval. Insurance waivers must be reevaluated annually.
The installation commander may authorize occasional events for fundraiser purposes, but not more than two per calendar quarter. 28 BW/CC has delegated this authority to 28 FSS/CC. Fundraising opportunities are very limited during the Combined Federal Campaign and the Air Force Assistance Fund fundraising. Refer to Table 1 to AFI 36-3101, Fundraising within the Air Force, to learn more. Submit fundraiser requests to brenda.haycraft@ellsworth.af.mil or christopher.horwege@ellsworth.af.mil for staffing. Submit fundraiser requests well in advance of any event for staffing.
If food is going to be served at a fundraiser, contact Public Health, DSN 675-3383, in advance of the fundraiser to obtain appropriate food safety training and attach their memorandum to your fundraiser request. Similarly, if permission is required to use a facility on base to conduct a fundraiser, ensure that permission has been obtained from the facility custodian to attach to your fundraiser request.
28 FSS/FSR conducts PO file reviews annually. POs need to ensure to submit updated constitutions and bylaws, minutes of meetings, current list of officers and points of contacts, financial statements, and proof or liability insurance or liability insurance waivers to 28 FSS/FSR as required by AFI 34-223 and/or the 2009 Private Organization Guide. Reviewing these two publications should answer most of your questions.
PO Contacts
Brenda Haycraft – DSN 675-4311
Chris Horwege – DSN 675-1327