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Private Organizations

The Private Organization Office is here to assist any group interested in establishing themselves as a Private Organization at RAF Lakenheath. We encourage you to take time and read information provided on this site that will help you become an officially recognized Private Organization (PO) at RAF Lakenheath.

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How to establish a private organization

In order for a group to become a registered private organization at RAF Lakenheath, the following documents will need to be submitted to 48 FSS/FST.

1. Constitution, Bylaws, or other similar documents

PO must submit written constitution, by-laws and other similar
documents, through the FSS/CC/CL/FSR, and Staff Judge Advocate for
consideration by the installation commander. See AFI 34-223 (Private Orgs Guide Book), paragraph 9 for specific requirements. The constitution, bylaws, or similar documents must:

  • 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 disposition of residual assets upon dissolution
  • 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.
  • Liability insurance waivers must be reviewed annually

Constitution and By-laws Template

2. Insurance waiver or proof of insurance

  • 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 the base Legal Office prior to
    approval
  • Insurance waivers must be reevaluated annually

Request for waiver of insurance

3. Letter to Establish

  1. Request approval to establish PO
  2. State the purpose of the PO
  3. The amount of average assets expected annually
  4. Sign and then submit the request with the constitution

Request to establish template

4. Privacy act statement (List of officer and contact info)

The principle purpose of the Privacy Act is to provide the Services Squadron with statistical data about the officers and board of governors of the private organizations.

Privacy Act Statement

Documents

What we offer

What we do

Because Private Organizations operate on Air Force installations with the written authorization of the Commander, 48th Mission Support Group (authority having been delegated by the Commander, 48th Fighter Wing), the Private Organizations Office acts as a liaison between Private Organization members, the Legal Office , 48th Force Support Commander and the 48th Mission Support Group Commander to get all documentation set up for group establishment 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).

Private Organization Guidance Book

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

Private Handbook

Financial Documents

Fundraiser Forms

Administrative Document Examples

  • 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’ meeting, special meeting, 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 minutes.
    • All minutes will be forwarded to 48 FSS/FSR Private Organization Monitor for review NLT 10 days following the meeting.

Temporary Food Booth Application

Individuals or groups planning to hold events on either RAF Lakenheath, RAF Mildenhall, or RAF Feltwell that are open to the public must obtain approval from 48 AMDS, Public Health Flight. All off base businesses and food vendors must complete a new application and obtain approval from the 48 AMDS, Public Health Flight prior to and for each individual event.

Temporary Food Booth Application Form

  1. Applications must be turned on at least 21 days prior to the event
  2. Organization requesting Food Booth:
    –Food Vendor/Business Name:
  3. Date and Time of event:
  4. Location of event:
  5. Point-of-Contact (Name, Phone & Email)
    –Vendor/Business Contact Information
  6. Types of food to be sold/distributed:
  7. Types of food to be sold/distributed:(i.e. type of meats, vegetables, sides)
    a. What will be used to heat/cook food items:
    b. Where/ When will food be cooked:
  8. What will be used to refrigerate food items:
  9. Where will vendor be purchasing food from:
    –(receipts will be needed to verify purchase)Keep all receipts as proof of purchases from approved sources.
  10. If not purchased from an approved source
    –(Can be found on the product packaging.)
    a.Product Name
    b.Manufacturer
    c.Address of Manufacturing Company
    d.Expiration/ “Sell-by” Date
  11. Storage and Transportation Information:
    –(where will food be stored and how will it be transported to location)

Temporary Food Handler’s Training

When: 1st Thursday @ 09:00 AM or 3rd Thursday at 13:30 PM

Location: Public Health Conference Room

Bldg 955/ 2nd Floor

*By appointment only*

Contact Info: 226.8777/ 01638.52.8777

Email

Temporary Food Booth Application

FAQ

What we offer

What is a private organization (PO)?

According to AFI 34-223, “POs are self-sustaining special interest groups, set up by individuals acting exclusively outside the scope of any official Air Force Duties. They operate on Air Force Installations with the written consent of the Installation Commander. POs are not Federal entities and are not to be treated as such.”

What are unofficial activities?

These are coffee funds, water funds, and sunshine funds are not considered Private Organizations (POs) unless current assets, excluding inventory, exceed a monthly average of $1,000.00 over a three month period. Activities which exceed the asset limit ($1,000) must become a recognized Private Organization, discontinue operations, or reduce its current assets below the $1,000 threshold.

What is "For Us By Us" Fundraising?

As a general rule, unofficial activities’ fundraising efforts are considered “for us, by us” fundraising, unless fundraising extends beyond unit personnel and family members. Unit commanders may approve unit unofficial activity fundraisers on the installation within the unit, and only for the unit’s personnel. Fundraising outside the unit requires Installation Commander or designee approval. Unofficial activities are still Federal entities and may not solicit gifts from outside sources or engage in off base 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 Tinker AFB 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.

Is there anything else I need to know?

All requests, advertising and any Private Organization correspondence requires 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.

Download and complete the applicable forms and add all necessary information, obtain facility or building manager approval before submitting your request. If the fundraiser involves food obtain training from Public Health.

Allow at least 20 business days for the approval process and do not begin advertising until you request has been approved.

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