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Creating an Installation of Choice… QUARTERLY PRIVATE ORGANIZATION WORKSHOP 12 APRIL 2012 Slide 1.

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Presentation on theme: "Creating an Installation of Choice… QUARTERLY PRIVATE ORGANIZATION WORKSHOP 12 APRIL 2012 Slide 1."— Presentation transcript:

1 Creating an Installation of Choice… QUARTERLY PRIVATE ORGANIZATION WORKSHOP 12 APRIL 2012 Slide 1

2 Creating an Installation of Choice… PRIVATE ORGANIZATION Purpose: To ensure that Private Organizations (POs) are operating IAW current Regulation (are compliant), keep POs and Garrison Command out of trouble, and enhance the Fort Irwin Community through partnerships and communication. ROLL CALL Association of the United States Army (AUSA) Military and Civilian Spouses Blackhorse Association Fort Irwin Chapter Boy Scouts of America Cub Scouts Pack #67 Fort Irwin Fighter Association Girl Scouts, Fort Irwin Troop High Desert Equestrian Club Fort Irwin Middle School Booster Club (FIMS) Parent Teacher Association Parent Teacher Organization SAMOA MO SAMOA Sergeant Audie Murphy Club Farmers Institute Garden Club Slide 2

3 Creating an Installation of Choice… BRIEFER – Eileen Berg Financial Management Branch Directorate of Family and Morale, Welfare and Recreation (DFMWR) (760) , AGENDA Welcome/Introduction/Roll Call. Review information from prior meeting ( 19 Jan 12). Private Organizations (Non-compliance). Training on single entry accounting. How to complete a fundraiser form and receive approval for your event. Places on the installation to hold your meetings. Synchronizing special event calendars. Questions. Slide 3

4 Creating an Installation of Choice… PRIVATE ORGANIZATIONS Review Self-sustaining, non-federal entity. Require written approval to operate on Fort Irwin. Any group which collects dues must be an approved PO on the Installation. Licensed to operate on Fort Irwin – valid for 2 years. Only approved POs are authorized to fundraise on the Installation. Slide 4

5 Creating an Installation of Choice… PRIVATE ORGANIZATIONS Review DoD Joint Ethics regulations apply to military & civilian employees in their association & participation with POs. Military and civilian employees may participate with POs after duty hours. No Army support authorized unless engaged in co- sponsored events. Slide 5

6 Creating an Installation of Choice… PRIVATE ORGANIZATIONS Review POs are not exempt from State or local laws because they operate on military installations. POs will obtain any required licensing, certification, or registration if required by the State or local law. POs will obtain a statement of their tax status from their Internal Revenue Service (IRS). Legal counsel &/or assistance with filing & other legal requirements may be obtained by POs at their sole expense. Slide 6

7 Creating an Installation of Choice… PRIVATE ORGANIZATIONS Non-Compliant Organizations MCSC – Update constitution and By-laws to add the Museum Gift Shop, and financial audit. Fort Irwin Fighter Association – Updated Constitution not submitted. Blackhorse Association Fort Irwin Chapter – All documentation to renew their permit. Boy Scouts of America – All documentation to renew their permit. SAMOA MO SAMOA – All documentation to renew their permit to operate on post. Parent Teacher Organization - All documentation to renew their permit. Parent Teacher Association - All documentation to renew their permit. Girl Scouts, Fort Irwin Troop - Updated Audit. Cub Scouts Pack #67 - All documentation to renew their permit. Sergeant Audie Murphy Club (SAMC) - All documentation to renew their permit. Sergeants Major Association, FI Chapter - All documentation to renew their permit. Fort Irwin Middle School (FIMS), Booster Club - All documentation to renew their permit. Slide 7

8 Creating an Installation of Choice… PRIVATE ORGANIZATIONS TRAINING Slide 8

9 Creating an Installation of Choice… PRIVATE ORGANIZATIONS Single Entry Accounting Definition: An accounting method in which transactions are recorded as a single entry, rather than as both debits and credits as in double entry accounting. Single entry accounting tends to be suitable only for small companies with simple financial statements. Slide 9

10 Creating an Installation of Choice… Design a system of checks & balances. Use vouchers for disbursements. Obtain signatures for cashiering duties. Keep it simple, Single entry accounting is as easy as maintaining your checkbook register. PRIVATE ORGANIZATIONS Single Entry Accounting Slide 10

11 Creating an Installation of Choice… Document all transactions. Monies raised: Have two people count funds. Record outcome of funds on a ledger. Both people sign. Monies expended: Keep receipts. Tape receipt to a piece of paper & write the purpose of the expenditure. If using cash, have people sign for money until receipt & left over money is returned. PRIVATE ORGANIZATIONS Single Entry Accounting Slide 11

12 Creating an Installation of Choice… Event: Bake SaleDate: 3 April 2011 Total Dollars Raised: $ $20.00 = $40.00Joan B. Coin 1 - $10.00 = $10.00Joan B. Coin 2 - $ 5.00 = $ $ 1.00 = $12.00Betty Grable 10 - $.25 = $ 2.50Betty Grable TOTAL $74.50 Less Change Fund $20.00 Total Dollars Raised $54.50 Voucher Number: 21 PRIVATE ORGANIZATIONS Single Entry Accounting Slide 12

13 Creating an Installation of Choice… Food for fundraising event.for FSG meeting on 4 April Voucher Number: 22 PRIVATE ORGANIZATIONS Single Entry Accounting Slide 13

14 Creating an Installation of Choice… I, Greta Garbo, have received $50.00 to purchase supplies/equipment for the (Private Organization) fundraiser. Greta Garbo 3 Apr 00 PRIVATE ORGANIZATIONS Single Entry Accounting Slide 14

15 Creating an Installation of Choice… PRIVATE ORGANIZATIONS Single Entry Accounting Slide 15 *At the end of month the ledger and Bank Statement must be reconciled.

16 Creating an Installation of Choice… Single Entry System: POs may use single entry system - if revenue is non-resale generated. 3 of POs non-office holding members can conduct an audit. HAVE AVAILABLE FOR AUDITOR(S) Receipts/vouchers for expenses & income. At a minimum, signatures of 2 persons verifying income. Minutes/secretarial notes. All Original Bank Statements. PRIVATE ORGANIZATIONS Audits Slide 16

17 Creating an Installation of Choice… PRIVATE ORGANIZATIONS Fund-raising Requires DFMWR approval. Form R (fundraiser approval form). Available at Bldg 563 or on our Types of Fund-raisers: Bake Sales. Food Sales at Dustbowl. Car Washes. Opportunity Drawings (Needs SJAs Review). Slide 17

18 Creating an Installation of Choice… PRIVATE ORGANIZATIONS Fundraising Form NTC R Slide 18 MCSC1776 All American Dr, Ft Irwin12 April 2012 x x x x Must obtain facility managers signature prior to submitting to DFMWR for approval Mary AlbrightP.O Box 2012, Ft Irwin Organizations Presidents Signature DFMWRs Representative Signature < All food sales must have Preventive Meds signature

19 Creating an Installation of Choice… Approval Obtain signature from Preventive Medicine for all food sales. If the fundraiser is conducted in the POs mission area, the President may approve the request. An approved copy must be provided to the FMWR PO representative. Fundraisers conducted outside the POs mission area must be approved by the FMWR PO representative. PRIVATE ORGANIZATIONS Fund-raising Slide 19

20 Creating an Installation of Choice… PRIVATE ORGANIZATIONS Meeting Places Non-exclusive use of Building or Office. (Requires facility managers approval) Forum Bldg 1200, for information on reserving the Forum contact; Rose Hurst, ACS Receptionist,(760) Reggies Conference Rooms, for information on reservations and cost contact; Iselle Oquendo, at (760) Ingalls Recreation Center for information on reservations and cost contact; Anna Lilly, at (760) Any location that does not interfere with government operations. Slide 20

21 Creating an Installation of Choice… PRIVATE ORGANIZATIONS Synchronizing Garrison Event Calendars (New business from first workshop) Review and Synchronize Event Calendar between DFMWR and all Private Organizations. The FMWR Event calendar is located at; The Garrison Calendar is located at; Slide 21

22 Creating an Installation of Choice… PRIVATE ORGANIZATIONS Marketing Private Organizations can advertise their events & programs through: High Desert Warrior: rates/http://www.aerotechnews.com/advertising/high-desert-warrior rates/ Flyers posted in FMWR facilities must be approved through the FMWR marketing office (Bldg 563). Private Organizations may post their flyers free of charge upon approval. Other advertising avenues are available at a fee (see handout) such as: Banners (various locations) 20 Bowling Monitors at Strike Zone Bowling Center Fort Irwin FMWR Web site Social Media: Facebook (2,218) and/or Twitter (553) Reggies Restaurant Menu FMWR advertising rates may be downloaded from the FMWR Web site under Marketing & Advertising Slide 22

23 Creating an Installation of Choice… Next Quarterly Private Organization Workshop is planned for 12 July See you there! PRIVATE ORGANIZATIONS QUESTIONS? Hmmm… Slide 23 Due to heavy leave during this time, shall we move this to 9 Aug 2012?


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