Overview of Creating a Private Organization for Your Unit

We understand that many units on base at Fairchild Air Force Base are interested in establishing Private Organizations (POs) to better organize events, support unit initiatives, and raise funds for various activities. We wanted to provide you with some valuable information about POs and how to get started on this exciting journey.

What is a Private Organization?

A Private Organization is essentially a self-sustaining special interest group, formed and operated by individuals exclusively outside the scope of any official capacity they may hold in the federal government. Importantly, POs are not Federal entities and should not be treated as such. This distinction allows for greater autonomy and flexibility in achieving your unit’s specific goals.

Download Documents

Required Documents

Guidance

Mandatory annual in-person training required every January

PO Training Powerpoint

Private Organization Rules and Guidelines

Private Organizations (POs) are essential to fostering community engagement, supporting unit initiatives, and promoting the well-being of our installation personnel. To streamline the establishment and operation of POs, there are two distinct categories: Informal and Formal. Below are the rules and guidelines for each type:

Private Organizations

Approval: POs require approval of the Wing Commander to operate on Fairchild Air Force Base. This approval is necessary to ensure compliance with base regulations and responsible management of resources.
Financials: Private Organizations are required to provide financial statements regardless of the dollar amount annually.
AFI 34-223 Compliance: POs must fulfill all the requirements outlined in Air Force Instruction (AFI) 34-223, which governs the establishment, operation, and oversight of POs. Compliance with AFI 34-223 is crucial to maintaining the integrity and transparency of POs.

Download PDF AFI 34-223

Accountability: POs are subject to greater accountability and oversight to ensure the responsible management of funds, assets, and activities. They must maintain accurate financial records and follow ethical and legal practices.
Mission Alignment: POs are expected to align their activities and objectives with the mission and values of Fairchild Air Force Base, contributing positively to the morale and well-being of installation personnel.
Oversight: Oversight authority for POs has been delegated to the 92 Force Support Squadron, Resource Management Office located at 7 W Arnold in Bldg 2040. This squadron will provide guidance, support, and oversight to ensure POs operate in accordance with AFI 34-223 and base regulations.

Fundraising Campaign Guidelines

Fundraising during this timeframe is limited to holiday parties only. These must be approved by the Wing Commander through the Resource Management office.

Fundraising campaigns within the Air Force come in the following forms:

Combined Federal Campaign (CFC)
Air Force Assistance Fund (AFAF)
Additionally, there is one official food drive known as “Feds Feeding Families.

Process To Apply As A Private Organization

We appreciate your interest in establishing a Private or Organization (PO) to contribute positively to our Air Force community. To ensure a smooth application process, we have outlined the steps for your organization to follow:

Step 1: Familiarize Yourself with Regulations

Before proceeding with your application, it is essential to become familiar with the Air Force-wide regulations governing Private Organizations (POs) and fundraising activities. The primary references are:

AFI 34-223, Private Organizations Program (13 Dec 2018): This document provides comprehensive guidelines for the establishment and operation of POs on Air Force installations.
AFI 36-3101, Fundraising (9 Oct 2018): This AFI offers guidance on fundraising activities within the Air Force.
Joint Ethics Regulation (JER), DoD 5500.07-R, Section 3-210: This section of the JER governs unofficial activities (UAs) fundraising activities in the Air Force.
Private Organization: Requires approval from the Wing Commander, compliance with AFI 34-223 requirements, and maintaining more than $1,000 as a monthly average over a three-month period they must be approved by Resource Management.

Step 2: Prepare Required Documentation

Depending on your organization type, you will need to gather the following documents:

For Private Organizations:

Request to Establish: Prepare a formal request to establish your PO. This document should include details about your organization’s purpose, objectives, and planned activities.
Request for Official Activity
Request for Name Approval if the name contains, Installation, Air Force, Department of Defense, or Squadron: Submit a request for approval of your organization’s name, ensuring it complies with Air Force guidelines.
Use of Name Request
Request for Insurance Waiver or Insurance Policy: Depending on your organization’s activities, you may need to request an insurance waiver or provide a copy of your insurance policy.
Request for Insurance Waiver
Constitution/By-Laws: Draft and formalize your organization’s constitution and bylaws in accordance with AFI 34-223 requirements. Download PDFs below:
Constitution
Bylaws
C/R Review Request
Listing of PO Officers: Provide a list of your organization’s officers, including their contact information and roles within the organization.
List of PO Officer
Membership Financial Liability Memo: Ensure that members understand their financial responsibilities within the organization and have signed a Membership Financial Liability Memo.
Financials
Bank Statement/Budget Quarterly: Maintain accurate financial records, including bank statements and budgets, and submit these documents quarterly.
Meeting Minutes: Keep records of your organization’s meeting minutes to demonstrate transparency and accountability.

Step 3: Submission of Application

Submit your application and the required documentation to the appropriate base authorities. Specific submission guidelines may vary based on your organization type and local base procedures. To facilitate this step, please contact Resource Management at 509.247.2545 for guidance on the submission process.

Step 4: Await Approval and Oversight

Once your application is submitted, await approval and oversight from the relevant base authorities. For Private Organizations, this includes approval from the Wing Commander. Oversight authority for both types has been delegated to the 92 Force Support Squadron.

Step 5: Compliance and Operation

Ensure that your organization complies with all relevant regulations, including AFI 34-223 and AFI 36-3101. This includes responsible financial management, ethical conduct, and alignment with the base’s mission and values. We are excited to work with you and your organization and look forward to the positive contributions you will make to our Air Force community. If you have any questions or need further guidance related to POs, unofficial activities, or fundraising activities, please do not hesitate to contact Resource Management at 509.247.2545.