Hours of Operation
(By Calendy Appointment only for Teams Call or
In-Person): 0900-1200 (Allocated Office Hours during Duty Day)
https://calendly.com/52fss-private-orgs
Closed on: Weekends, Family Days,
U.S. Holidays & Every 3rd Wednesday of the month.
Address
Bldg 126, Room 216, Second floor, 54529, Spangdahlem AB
Contact Us
Email:
52FSS.Events.Orgs@us.af.mil
To route GEARS packages, please use the
Group:
52 FSS – Events and Orgs
PLEASE NOTE:
The management, processing, and review of documentation for 35-46 organizations on
the 52 FW installation, including oversight of the PO Org Box, is handled by a single
individual within the 52 FSS/FSR PO Office. Your patience during this process is
appreciated.
Private Organizations
What We Do
Because Private Organizations operate on Air Force installations with the written authorization of the Commander, 52d Mission Support Group (authority having been delegated by the Commander, 52d Fighter Wing), the Private Organizations Office acts as a liaison between Private Organization members, the Legal Office, 52s Force Support Commander, and the 52d Mission Support Group Commander to get all documentation set up for the group to be established as a Private Organization. Once established, the Private Organization office will maintain a file on each Private Organization and at the end of each fiscal year, will review each Private Organization to ensure all financial statements, documents, records, and procedures outlined in the Private Organization Guide are followed and the organizations are in compliance with Air Force Instructions (AFI) and Operating Instructions (OI).
Furthermore, if the Private Orgs Office should become aware of a PO not following the AFI,
the FSS/CC and FSS/DD will be notified, followed by their Group Leadership and FW
Leadership.
Private Organization AFI / Guidance Handbook
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
Advertising
“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.
What is an Official Private Organization?
What is an Unofficial Unit-affiliated Activity?
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 30 days prior to the event date.
• With the proper approval by 52 FW/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 52d 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.
How To Establish a Private Organization
Constitution, Bylaws, and other Similar Documents
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). See AFI 34-223 (Private Orgs Guide Book), paragraph 9 for specific requirements. The constitution, bylaws or similar documents must:
• 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.
• 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 the disposition of residual assets upon dissolution.
• 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
Private Organization must provide the latest annual financial statement with supporting bank statements to the Private Organization office.
• 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.
• ll minutes will be forwarded to 52d FSS Private Organization Monitor for review NLT 10 days following the meeting.
List of Officers and Contact Info
Please see the below sheet
Frequently Asked Questions
How To Stay Compliant
Official Private Organizations and Unofficial Unit-Affiliated Activities must maintain updated documents; otherwise, the organization may be suspended/dissolved.
What are Base Events?
FSS base events are any events that are open to the base population like Easter, 4th of July, Family Fright Night, and the Holiday Tree lighting.
The Private Organization office will send out emails to Private Organizations about fundraising opportunities during upcoming events.
Private Organizations can be contracted by 52d FSS to operate base events when it is determined to be in the best interest of the NAFI.
Is there anything else I need to know?
Please allow at least 30-45 days for fundraiser request approvals due to the time it takes to obtain all required signatures.
Do not begin advertising the event until your fundraiser request has been approved.
What is "For Us By US" fundraising?
What are the rules about fundraisers?
With the approval of the Installation Commander or designee, Private Organizations and unofficial activities may conduct three (3) fundraisers per calendar quarter.
Private Organizations and unofficial activities must not engage in activities that duplicate or compete with activities of the AAFES or Force Support Squadron NAFI.
Direct solicitation of cash donations on Spangdahlem AB is prohibited.
Private Organizations may not conduct games of change, lotteries, raffles or other gambling type activities except as provided in AFI 34-223 paragraph 10.20 and unofficial activities may not conduct any of the above under any circumstances.
Private Organizations and Unofficial Activities can not fundraise in any FSS facilities.
Please note that during the AFAF (Air Force Assistance Fund) campaign, fundraising is restricted and requires an ETP signed by the base commander before your request is submitted. The dates change every year, but usually take place from February to June.
The CFC (Combined Federal Campaign) takes place between September to January. Private Organizations can only fundraise during this time if funds go directly towards ones Holiday Party.
Forms
All forms, applications, AFI’s and publications you may need are available in the Private Organizations Document Library.