PRIVATE ORGANIZATIONS (OFFICIAL/UNOFFICIAL)

Official Private Organizations (POs)

These 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 an Air Force installation only with the written consent of the commander. POs may conduct fundraisers just like regular private organizations (three per quarter, per calendar year.)

All official POs MUST be reapproved every two years. Each official PO is responsible for submitting their renewal paperwork by the due date to the private organization administrator. The renewal due date is determined by the date that the PO was last approved. Paperwork should include the following documents:

  • Letter for Charter
  • Insurance/waiver/policy,
  • Current Officer list
  • Constitution/ Bylaws (Signed by at least the president)

It is the primary job of the POs officers to maintain good standing but as a courteous, the Private Organization Administrator will attempt to notify the PO of outdated paperwork twice before the PO is removed from official status. If no response is received by the due date set in the letter, a recommendation to dissolve the PO will be submitted to the MSG/CC.

Documents Due Quarterly:

  • Meeting Minutes and Financials

Due Yearly:

  • Insurance/Waiver
  • Officers List (or when a board position changes)
  • Bank Authorization Form

Due Every Two Years:

  • Constitution
  • Bylaws
  • Charter Request

Unofficial Activities (UAs)

Unofficial activities consist of booster clubs, coffee, and flower funds. These are small operations that are generally not considered Official Private Organizations.

UAs are authorized to conduct fundraisers just like regular private organizations (up to three per quarter, per calendar year) and are entitled to a bank account. Groups of this nature may not exceed a monthly average of $1,000 over a three-month period. If this is the case, the activity/organization must become a PO, discontinue on-base operations, or reduce its current assets below the $1,000 threshold.

Snack bars within break areas are allowed. Inventory must be kept at less than $1,000 and proceeds can only go to sustain the snack bar. They are not open to the public and must be registered as an unofficial activity.

Documents Due Quarterly:

  • Meeting Minutes and Financial Statements

Due Yearly:

  • Unofficial Activities Memorandum
  • Officers List (or when a board position changes)
  • Bank Authorization Form