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.
  • All minutes will be forwarded to 31st FSS Private Organization Monitor for review NLT 10 days following the meeting.

Because Private Organizations operate on Air Force installations with the written authorization of the Commander, 31st Mission Support Group (authority having been delegated by the Commander, 31st Fighter Wing), the Private Organizations Office acts as a liaison between Private Organization members, the Legal Office, 31st Force Support Commander, and the 31st 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).

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