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

Creating an Installation of Choice…

QUARTERLY PRIVATE ORGANIZATION

WORKSHOP

12 APRIL 2012

Slide 1


PRIVATE ORGANIZATIONPurpose:

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 Farmer’s Institute Garden Club

Slide 2


BRIEFER – Eileen BergFinancial Management Branch

Directorate of Family and Morale, Welfare and Recreation (DFMWR) (760) 380-5420, [email protected]

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


PRIVATE ORGANIZATIONSReview

• 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



• 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.

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• 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


PRIVATE ORGANIZATIONSNon-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


PRIVATE ORGANIZATIONS

TRAINING

Slide 8


PRIVATE ORGANIZATIONSSingle 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


• 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


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.


Slide 11


Event: Bake Sale Date: 3 April 2011

Total Dollars Raised: $54.50

2 - $20.00 = $40.00 Joan B. Coin 1 - $10.00 = $10.00 Joan B. Coin

2 - $ 5.00 = $10.0012 - $ 1.00 = $12.00 Betty Grable

10 - $ .25 = $ 2.50 Betty Grable TOTAL $74.50 Less Change Fund $20.00Total Dollars Raised $54.50

Voucher Number: 21


Slide 12


Thank You for ShoppingAt the

Fort Irwin Commissary

3 Apr 00 10:45:59

Hamburger Buns 12 pkg @ $1.09 $ 13.08Hamburger lb. 15 lbs @ $1.54 $ 23.10Catsup 4 btl @ $ .99 $ 3.96Mustard 2 btl @ $1.12 $ 2.24Subtotal $ 42.38Surcharge $ 2.12TOTAL $ 44.50

CASH $ 50.00CHANGE $ 5.50

Food for fundraising event.for FSG meeting on 4 April 2000.

Voucher Number: 22Thank You for ShoppingAt the

Fort Irwin Commissary

3 Apr 00 10:45:59

Hamburger Buns 12 pkg @ $1.09 $ 13.08Hamburger lb. 15 lbs @ $1.54 $ 23.10Catsup 4 btl @ $ .99 $ 3.96Mustard 2 btl @ $1.12 $ 2.24Subtotal $ 42.38Surcharge $ 2.12TOTAL $ 44.50

CASH $ 50.00CHANGE $ 5.50


Slide 13


I, Greta Garbo, have received $50.00 to purchase supplies/equipment for the (Private Organization) fundraiser.

Greta GarboGreta Garbo3 Apr 00


Slide 14


March 2000

Voucher Money Money RunningDate Number Description Earned Spent Total1-Mar-00 Balance Brought Forward 525.37$ 6-Mar-00 19 Dustbowl Fund-raiser 438.00$ 963.37$

15-Mar-00 20 Flowers - Mae West 30.00$ 933.37$ 31-Mar-00 Ending Balance 933.37$

April 2000

Voucher Money Money RunningDate Number Description Earned Spent Total1-Apr-00 Balance Brought Forward 933.37$ 3-Apr-00 21 Bake Sale 54.50$ 987.87$ 3-Apr-00 22 Food for Fundraiser 44.50$ 943.37$


Slide 15

*At the end of month the ledger and Bank Statement must be reconciled.


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 ORGANIZATIONSAudits

Slide 16


PRIVATE ORGANIZATIONSFund-raising

Requires DFMWR approval. Form 665-1-R (fundraiser approval form). Available at Bldg 563 or on our website @ http://fortirwinfmwr.com/

Types of Fund-raisers:

• Bake Sales.

• Food Sales at Dustbowl.

• Car Washes.

• Opportunity Drawings (Needs SJAs Review).

Slide 17


PRIVATE ORGANIZATIONSFundraising Form NTC 665-1-R

Slide 18

MCSC 1776 All American Dr, Ft Irwin 12 April 2012

x

x

x

xMust obtain facility manager’s signature prior to submitting to DFMWR for approval

-----------------

Mary Albright P.O Box 2012, Ft Irwin 760-380-2012

Organizations Presidents Signature

DFMWR’s Representative Signature

<

All food sales must have Preventive Med’s signature


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 ORGANIZATIONSFund-raising

Slide 19


PRIVATE ORGANIZATIONSMeeting Places

Non-exclusive use of Building or Office. (Requires facility manager’s approval)

• Forum Bldg 1200, for information on reserving the Forum contact; Rose Hurst, ACS Receptionist,(760) 380-4784.

• Reggie’s Conference Rooms, for information on reservations and cost contact; Iselle Oquendo, at (760) 380-3018.

• Ingalls Recreation Center for information on reservations and cost contact; Anna Lilly, at (760) 380-6120.

• Any location that does not interfere with government operations.

Slide 20


PRIVATE ORGANIZATIONSSynchronizing 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; http://fortirwinfmwr.com/home-2/fort-irwin-mwr-events/

The Garrison Calendar is located at; http://www.irwin.army.mil/Pages/default.aspx

Slide 21

http://fortirwinfmwr.com/home-2/fort-irwin-mwr-events/

http://fortirwinfmwr.com/home-2/fort-irwin-mwr-events/


PRIVATE ORGANIZATIONSMarketing

Private Organizations can advertise their events & programs through:

High Desert Warrior: http://www.aerotechnews.com/advertising/high-desert-warrior-2012-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) Reggie’s Restaurant Menu

FMWR advertising rates may be downloaded from the FMWR Web site http://fortirwinfmwr.com/ under “Marketing & Advertising”

Slide 22

http://www.aerotechnews.com/advertising/high-desert-warrior-2012-rates/

http://fortirwinfmwr.com/


Next Quarterly Private Organization

Workshop is planned for 12 July 2012.

See you there!

PRIVATE ORGANIZATIONSQUESTIONS?

Hmmm…

Slide 23

Due to heavy leave during this time, shall we move this to 9 Aug 2012?

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

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