CAP Property Management 10 August 2019 Civil Air Patrol CAP Property Management 10 August 2019

General Property purchased with Federal funds is held in trust for the beneficiaries of the CAP Cooperative Agreement with the US Air Force and the taxpayers of the United States of America. There are legal and regulatory restrictions and conditions for its care and use

Cooperative Agreement GRANT CONTRACT Cooperative Agreement

Cooperative Agreement Substantial involvement is expected between the executive agency and the recipient when carrying out the activity contemplated in the agreement. The principal purpose is to transfer something of value to recipients to carry out a public purpose It is a form of aid or financial assistance Example - NIH conducting cancer research at a university

Cooperative Agreement Normally a 1-5 year agreement Last year we concluded a 17-year agreement Ongoing the term will be for 5 years Current agreement runs from 1 October 2017 to 30 September 2022 Available at “Other Publications” in the online CAP publications library

Legal Requirements 2 CFR 200 – Uniform Administrative Requirements, Cost Principles and Audit Requirements for Federal Awards. …………………………………………. Published by OMB and is part of a larger federal effort to more effectively focus federal resources on improving performance and outcomes while ensuring the financial integrity of taxpayer dollars in partnership with non-federal entities.

CAPR 174-1 Implements CAP’s property management and accountability policy Incorporates guidance from 2CFR 200, DoD Manual 4160.21M and the Cooperative Agreement

CAPR 174-1 Commanders and property management officers are responsible for management, control, maintenance and disposal Property management officer ?? – “…any member holding a logistics, supply or communications officer position.” Commanders must perform all property management functions when no property management officer has been appointed

Property Categories Real Property Personal Property

Real Property Real property is any designated portion of land and anything permanently placed on or under it. The elements on or under the land include natural resources and/or human-made structures.

Real Property A type of property which can include any asset other than real estate. Personal property is movable. The asset is not fixed permanently to one location as with real property such as land or buildings.

Personal Property Equipment Supplies

Equipment Tangible personal property Non-expendable Useful life of greater than 1 year Initial acquisition cost of greater than $5,000 Often referred to as fixed assets

Supplies Tangible personal property Without regard to useful life Initial acquisition cost of less than $5,000

Property Life Cycle PROCUREMENT DISTRIBUTION MAINTENANCE DISPOSAL

Procurement Sources Corporate Funded DoD Funded Donated State Funded State Owned Local Government Owned Local Government Funded Federally Owned (GFE) State/Local Government Excess DoD or Federal Excess Found on Base

Procurement Source determines how property is tracked, methods of distribution, how it is maintained in the field and how it will be retired at the end of its useful life.

DoD/Other Agency Excess CAP is authorized to receive certain types of Federal-excess property through DLA-DS and GSA. TA describes property that can be screened Wings/regions screeners identified in writing and approved by CAP-USAF/LR/LG - Region HQ – 1 - Wings - 4

Distribution Varies depending on the type of property Aircraft Vehicles Computers Cameras

Distribution Transfer occurs when a piece of property is moved from one unit/location to another

Assign Property is assigned to other property Items. GPS assigned to aircraft Radio assigned to vehicle Camera and tablet assigned to a kit

Issue/Turn In Property is issued to individuals and turned in to the unit when no longer needed.

Issue/Turn In Property is issued to individuals and turned in to the unit when no longer needed.

Disposal There are two ways to remove property from inventory: Retirement Report of survey (ROS)

Tracked Expendable A non-expendable item with an acquisition cost of less than $500 or property that has depreciated to below $500 that has exceeded its useful life can be disposed with wing commander approval. Not to be donated or sold, but disposed IAW local environmental procedures Exceptions are: Laptops, tablets and other “highly-pilferable” items identified by CAP-USAF

Property Lost or Damaged Report of Survey

Property Lost or Damaged Reports of survey (ROS) are not required for acts of God (i.e., hail storms, deer strikes, wind damage or chipped windshields) ICL04 FY19 removes the requirement to perform a ROS for property with a current of less than $500. Exceptions are an aggregate loss of like items that exceeds $500, laptops, iPads, tablets and similar mobile devices and any radio, key loader or other device with encryption keys loaded

Property Disposal Aircraft and vehicles Supplies Comm gear Donated Found on base

Real Property Lease Buy Donated Contributed facilities ……..Talk about documentation

Compliance inspections Compliance inspection checklist

D7 Worksheet

D7 Worksheet

D7 Worksheet

Write-ups Logistics findings from recent compliance inspections.

Write-ups Wing failed to ensure wing or region commander approved all acquisitions of real property by purchase, donation, lease, or other no-cost agreements IAW CAPR 174-1 para 6-2a. - Seven of nine units do not have compliant documentation. 13 Real Property document files were reviewed and were missing signatures Real property documents not loaded into ORMS (Multiple) Wing failed to retain all copies of commander's signed memoranda approving acquisition of real property in a secure location IAW CAPR 174-1 para 6-2b.

Write-ups Wing failed ensure Wing or Region Commander approved all acquisitions of real property by purchase, donation, lease or other no-cost agreements IAW CAPR 174-1 para 6-2a. - Valid approval documentation did not exist for 7 of 13 units. The missing item, External Hard Drive, property number 2009132, was not properly reported in the ORMS database IAW CAPR 174-1 para 2-16d(5) The transfer [issuance/receipt] of non-expendable property within the wing is not being properly documented in the ORMS database IAW CAPR 174-1 para 2-15b.

Commander Acknowledgement

Questions/Discussion