- Private Organization
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To receive an Operating Permit as a private organization on Fort Detrick, the organizations must submit required documents to-
DFMWR NAF Support Services Division/Private Organization Coordinator
949 Sultan Drive, Fort Detrick, MD, 21702 - Initial Request
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Organizations that wish to become registered Private Organizations on Fort Detrick must provide the following documents:
- A charter, articles of agreement, constitution, bylaws, or other authorization documentation. If affiliated with a national, regional or State organization, the PO will include documentation of the parent organization.
- Any other documentation that states the PO’s nature, functions, objectives (including planned use of funds), and activities.
- An explanation of membership eligibility and responsibilities for all management functions (including accountability of assets, coverage and limitation of insurance and disposition of remaining assets on breakup of the PO).
- A statement of the PO’s liability, if assets are not enough to cover all PO liabilities. The statement of liability will include a provision that all State and jurisdictional laws are met. Also, it will address the extent of the PO members’ personal liability for debts of, or claims against, the PO.
- Agreement to reimburse the Army for utility expenses, unless use is incidental (would cost more to bill and collect than it costs to provide the utility).
- A statement that the PO will neither propagate extremist activities nor advocate violence against others or the violent overthrow of the Government.
- Statement that PO activities will not seek to deprive individuals of their civil rights.
- A statement that neither the installation nor the Government will have any liability for the PO’s actions or debts.
- A statement that the installation commander may revoke permission to operate at any time.
Sample format of an organization’s constitution/bylaws is provided in Figure 2-1, AR 210-22.
In addition to the above, POs are required to submit:
- List of the current board members (DoD employees including service members, appropriated fund employees, and non-appropriated fund employees may not participate in their official DoD capacities in the management of non-Federal entities without approval from the DoD General Counsel. In addition, positions in a Private Organization will not go automatically to a DA employee because of their official position.)
- Minutes of last meeting
- Annual financial statement (these must indicate that the PO is self-sustaining)
- Audit (with evidence that recommendations are being followed)
- Tax status determination
Operating permit is usually valid for two years.
- Revalidation
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All POs must be revalidated every two years. Request to revalidate should be submitted to DFMWR NAF Support Services Division/Private Organization Coordinator at least 90 days in advance before current operating permit expires. Request to revalidate should include:
- A written request to revalidate.
- Any changes in PO activities, objectives, organization, constitution, membership etc.
- A statement that neither the installation nor the Government will have any liability for the PO’s actions or debts.
- A statement that the garrison commander may revoke permission to operate at any time.
- After Receiving Operating Permit
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POs must submit the following documents to the DFMWR NAF Support Services Division/Private Organization Coordinator on a routine basis (at least once a calendar year):
- Minutes of PO meetings
- Financial statements
- Any major changes in PO activities, membership requirements, officers, objectives, organization, constitution, bylaws, use of funds and management functions
- Names, addresses, and phone numbers of officers
- A copy of audit reports
- A copy of any correspondence about applicability of Federal, State, or local laws
- Termination of Private Organization
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POs can be terminated at any time. The wish to terminate should be recorded in the minutes of the final meeting and forwarded to DFMWR NAF Support Services Division/Private Organization Coordinator. Also a letter or memo should be sent that indicates that PO is disestablished and addresses the disposing of assets, outstanding liabilities, and ending balance statements.
- Links
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DOD 5500.7-R Joint Ethics Regulation (JER)
Sample Format for a Constitution
Sample Format for Meeting Minutes
Private Organization
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Private Organization
