Title: Family
1Family Readiness Group Information Brief
1030-1230, 23 March 2006
2Agenda
- FRG Quick Start Guide
- FRG Fundraising
- Private Organizations
- Waiting Families Program
- New Technology Initiatives
- AHLTA
- Yellow Dust
3FRG Quick Start Guide
4CDR FRG Leader Partnership Guide Quick Start
Reaching out to CDRs, Soldiers, and Families!
- Helps get FRGs Started
- Definitions
- Responsibilities
- Links to Resources
5FRG Fundraising
6FRG Fundraising
- Clarification of
- Internal vs. External
- Funds Management
- Acceptance of Donations or Gifts, Other Legal
Considerations
7FRG Accounts for Donations Fundraising
Activities
Unit Mission Official (Appropriated Fund) APF
Funding
Private Organization (PO)
Donations and Fundraising Activities
Informal FRG Fund
General MWR Fund
MWR Unit Fund Unit Activities Fund
Army Community Service Supplemental Mission
Fund - SA 9J
8Army Commanders Guide Background
- DA PAM 608-47 was rescinded (over a year ago)
- Army and DOD regulations, as well as many
interpretations of these rules, have changed - The new Commanders Guide to FRG Operation IS the
current OFFICIAL POLICY. It was developed to
assist Commanders and FRG Leaders understand the
legal and ethical considerations of FRG support
and funding - May be downloaded from www.MyArmyLifeToo.com
- It just went thru review Army-wide as a precursor
for converting it into a regulation
9Army Commanders Guide FRG Official Status
- FRG is an official Army program, formed IAW AR
600-20, Army Command Policy. (ALARACT MESSAGE
from DA G1, dated 11 October 2005) - It is a unit commanders program. And all 8th
Army units MUST have an FRG (Policy Memo 20) - It is not a private organization (PO) or a
non-appropriated fund instrumentality (NAFI).
Fundraising is not to be its major mission focus.
More to follow on Informal Funds and POs later
this morning. - Funding is subject to unit commanders discretion
and subject to the availability of unit APF
funding - FRG mission activities are to be funded with
appropriated fund (APF)
10FRG Mission ActivitiesResourced by Unit
(Mission) APFs
- Government office space and equipment
- FRG Newsletters
- Use of Official Mail Privileges
- Use of Government Vehicles
- Registered volunteers expenses, depending upon
availability of unit funds (. or NAFs) - Travel and training (ITOs for FRG volunteers)
- Reimbursement of incidental expenses
- Childcare while volunteering
- Child Care for Armed Forces members in support of
a contingency operation, depending upon
availability of funds. (If APFs are not
available, can use NAFs)
11Army Commanders Guide FRG Informal Funds
- IAW AR 600-20, Commanders may authorize FRGs to
maintain informal funds and fundraise for
specific planned purposes - Operation of the fund must be consistent with
Army Values, DoD 5500.7-R, Joint Ethics
Regulation, AR 600-20 Command Policy, and SJA
opinion - Funds are capped at 5,000 total gross annual
income (a calendar year limitation) - One Informal Fund is established for each FRG
- Financial reports are to be provided to the unit
commander at least monthly (or more frequently if
requested)
Continued
12Army Commanders GuideFRG Informal Funds (cont.)
- The supervisor is the unit commander Rear
Detachment Commander is used if the unit is
deployed - Informal Fund Custodians (Treasurers) are liable
for any loss or misuse of funds fidelity bonding
is a unit commanders call - An Informal Fund Custodian and Alternate Fund
Custodian are to be appointed in writing by the
unit commander - Informal Funds cannot be mixed or deposited with
personal or MWR unit funds - May not solicit sponsorship, gifts, or
donations but may accept unsolicited,
unconditional gifts within the following
parameters - -
13FRG Informal Fund Acceptance of Gifts
- Unconditional gifts of money or other tangible
property MAY be accepted by the Informal Fund in
amounts up to 1,000. The donation could be
deposited into either the non-appropriated fund
unit welfare fund, ACS (Supplemental Mission
account), or the FRG Informal Fund - SJA advises in the event the FRG is approached
with an unsolicited donation they should consult
their legal advisor for an official ethics
opinion - The MWR Fund may always accept donations for FRGs
in its ACS Supplemental Mission account - No organization other than official DoD MWR
activities may accept commercial sponsorship.
(See Sec. Abell MEMO dated March 25, 2004)
14Use and Care of the FRGs Informal Funds
- May be used for purely social activities, holiday
and FRG parties, events, or outings, volunteer
recognition, supplemental unit send off and
welcome home social activities - May NOT be used to augment other unit informal
funds, to purchase items which should be
purchased with APFs, or to purchase traditional
military gifts not related to family readiness - Should be safeguarded in a bank account, one
account per organized FRG. (NOTE the Credit
Union and Community Banks in Korea provide
account services to officially sanctioned FRGs)
15Banking Support to Informal Funds
- FRGs (informal funds) may obtain a bank account
with Community Bank or the USA Federal Credit
Union - Community Bank (POC 721-7707)
- Informal Funds may not have over 1,000 in their
account - Monthly maintenance fees/service charges can be
waived with memo of request. Normally a
5.00/month maintenance fee is charged if an
account balance falls below 300 - USA Federal Credit Union (POC 725-3282)
- No account ceiling on informal funds
- No monthly maintenance fees/service charges if
account balance falls below 5.00
16Army Commanders GuideFRG Fundraising Activities
- FRGs are not established to be fundraising
organizations - FRGs may only conduct internal fundraising as
defined by AR 600-29, the Joint Ethics
Regulations (JER), and The Judge Advocate General
(TJAG) opinion dated 11 Jan 2006 - FRGs may NOT engage in external fundraising
(Further clarified on the next slide in this
presentation) - When in doubt, the units Ethics Advisor should
be consulted to define the scope of internal vs.
external fundraising
17Definition of Internal Fundraising Activities
- 11 Jan 06 Office of General Counsel (Ethics and
Fiscal law) and the Army Standards of Conduct
Office interpretation An Army organization
including units, installations, and FRGs may
officially fundraise from its own community
members or dependents and from all persons
benefiting from the Army organization. For
example, an installation may benefit from the
Brigade or Unit FRG. Fundraising must be - for the organization fund, as apposed to a
private charity, particular military
member or similar cause - approved by the commander with cognizance
over the location of fundraising if different
from the organizations area - Commanders shall consult with their SJA or Ethics
Counselor and avoid all conflicts with other
authorized fundraising activities
18Korea-Specific Interpretation Of FRG Fundraising
- Never, never off-post!
- If limited only to the location (unit area) and
personnel of the FRGs organization the FRGs
unit Commander may approve the fundraising - If different from the actual unit area and
organizations assigned personnel and dependents,
the FRG unit Commander must - consult with their SJA or Ethics Counselor
- avoid all conflicts with other authorized
fundraising activities - obtain approval in writing from the Commander
with cognizance over the location of fundraising.
In Korea, this is the Area Commander
19Another Korea-Specific Consideration
- Use of the Military Postal Service (MPS) U.S.
non-profit, service, social, civic and
fraternal-type organization and sponsored family
members, when such organizations are primarily
established to serve DoD military and civilian
personnel in overseas areas may use the MPS.
This use will not include mailing items for
business or commercial purposes - So FRGs absolutely can use the MPS for mailing
newsletters etc. Also, POs, if organized
primarily as service organizations supporting the
command and DoD personnel, may use the MPS so
long as they did not do so for profit - See DoD 4525.6-M
20FRG Accounts for Donations Fundraising
Activities
Private Organization (PO)
Unit Mission Official APF Funding
- No limit on received donations
- Distributions are based on decisions
- by PO members
- Internal external fundraising permitted
- external fundraising activities require
- garrison commander approval
- Subject to P.O. reporting requirements
- Funds could be used to purchase items
- that are authorized APF support
- Cannot be received fundraising is not
a element of mission funding
Donations and Fundraising Activities
Informal FRG Fund
- Donations may be received up to
- 1K (unsolicited, unconditional)
- Funding supports social events
- and items not authorized to be
- funded with APF
- Commercial Sponsorship is not
- authorized
- Internal fundraising (within unit)
- okay if approved by unit commander
- and ethics counselor (SJA)
- Expanded (installation-wide) internal
- fundraising requests require
- additional approval by the garrison
- commander. Can only be approved
- if deemed of benefit to the entire
- installation by the garrison
- commander
- Annual income may not exceed 5K
- P.A. (calendar year limit)
General MWR Fund
MWR Unit Fund (Unit Activities Fund)
Army Community Service Supplemental Mission
Fund SA 9J
- Fund is principally an MWR dividend to
- soldiers 7.50/soldier/yr.
- Donations can be accepted by DMWRs
- up to 5K, garrison commander to
- 25K, etc .
- Principally supports organization days,
- unit outings social events at
- company/detachment levels
- Must be spent on items open to or
- of benefit to the entire unit
- May not be spent on items authorized
- APF support
- Donations may be received
- authority levels are same as
- for MWR Unit funds SJA
- review is required
- Spending is limited to items
- not authorized to be funded
- with APF
- - All FRGs must share in the
- donation
21Fund Raising Wrap-Up
- We have addressed the issues of
- FRG Fundraising (Internal vs. External)
- Unit Commander vs. Area Commander authority for
approval of fundraising events - The FRG Bank Account
- Acceptance of gifts and donations (solicited vs.
unsolicited and conditional vs. unconditional) - Use of the Military Postal Service
- Call your SJA or Ethics Counselor for help!
22Private Organizations How to Form a Private
Organization (PO) in Korea?
23What is a Private Organization?
- A PO is a self-sustaining, non-federal entity,
incorporated or unincorporated, established on a
U.S. military installation with written consent
of the Installation Commander or higher authority
(DoD definition) - There are presently 107 POs in Eighth Army 68
are in Area II. Our POs are quite diverse and
include Masonic organizations (approx 20),
Scouting units, professional organizations,
sports groups, etc. - They are operated by individuals acting outside
any official capacity as officers, employees, or
agents of the federal government. Must been a
clear delineation between what an individual does
in their official capacity and what they do as a
PO member - AR 210-22 provides the Armys policy on POs
24What Can Private Organizations Do? (AR 210-22)
- Conduct PO business on a military installation
- Conduct fundraising activities on an installation
(with Installation Commander approval) - Conduct membership drives/campaigns
- May be authorized use of Army real estate by
Installation Commander either through lease or
license agreement - May obtain an on-post bank account
- Can receive unlimited donations, which are used
as the membership desires - Typical uses of PO funds include donations to
charities, membership events, youth scholarships,
holiday coupons/gift certificates, and social
events with Korean counterparts
25What Private Organizations Cant Do
- Present appearance of official sanctioning or
support by DoD - Engage in activities that duplicate or compete
with authorized Army or NAFI activities - Distribute or sell alcoholic beverages
- Discriminate or deny membership based on race,
color, creed, etc. - Receive preferential treatment (what the Army
permits one to do, it must permit other similar
organizations to do) - Receive financial assistance or other assets from
the government or a NAFI. Assets can not be
transferred to a PO unless there is a legislative
authority (e.g., DODI 1015.9 for overseas
scouting activities)
Continued
26What Private Organizations Cant Do (Cont.)
- Coerce others to join the PO
- May not use on-post legal, audit, transportation,
postal services for business or commercial
purposes, printing, information management
activities, clerical, financial, copying,
management, and procurement services
27Installation Commander Responsibilities
- Provides POs written approval to conduct their
activities on an installation. Authorization to
operate and renewals are granted for a two-year
period - Ensures compliance by POs with Army and Joint
Ethics Regulations (JER). Installation
Commanders may terminate a PO if it does not
adhere to Army policies and procedures - Renders approval on PO requests for real estate
leases and licenses when deemed in the best
interest of the Army - Note In Korea, this authority resides with
the Area Commanders
28Staff Judge Advocate Responsibilities
- Reviews all requests for legal sufficiency before
support is granted to a PO. Reviews are
conducted on - Initial permissions to operate
- Renewal requests
- Real estate agreements
- Advise Commanders, Financial Management Division
(FMD) PO Coordinators, and Army personnel (both
military and civilian) on PO matters - Provide advice and training to Army employees
(military and civilian) on PO participation
SJA Officers (operating in an official capacity)
are not authorized to provide legal advice to POs
on internal PO operating issues
29Financial Management Division Responsibilities
- In Korea, the MWR Financial Management Divisions
are the proponent offices responsible for
exercising administrative oversight of POs on
behalf of the Area Commanders - Financial Management responsibilities include
- Monitoring POs to ensure compliance with
applicable regulations - Processing of all PO requests thru the servicing
Staff Judge Advocate Office for Installation
Commander approval - Ensuring the timely submission of all pertinent
documents - Coordination/processing of all private
organization fundraising requests - Maintain files on all POs
30PO Authorization Requirements (per AR 210-22)
- A copy of the organizations constitution and
bylaws signed by the President and ratified by
elected officers of the general membership - If not addressed in the constitution or bylaws,
the following four statements are required - A statement providing information on the POs
nature, functions, objectives (to include the
planned use of generated funds), and activities - A statement providing information on membership
eligibility and the POs responsibilities for all
management functions. POs must obtain adequate
insurance against public liability, claims,
property damage, and other legal actions.
Additionally, fidelity bonding coverage is
required for members or employees handling
monthly cash flow exceeding 500 - A statement of the organizations liability, if
assets are not enough to cover all liabilities.
It must also address the extent of the
organizations members' personal liability for
debts of, or claims against, the private
organization - A statement that the organization will neither
propagate extremist activities nor advocate
violence against others or the violent overthrow
of the Government and will not seek to deprive
individuals of their civil rights
Continued
31PO Authorization Requirements(cont.)
- An 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)
32Reporting Requirements
- In addition to the information required for PO
approval, approved POs must supply the following - Approved minutes/summaries of PO meetings
(submitted within one quarter after approval by
the PO) - Financial statements (quarterly)
- Any major changes in the PO activities,
membership requirements, officers, objectives,
organization, constitution, bylaws, use of funds,
and management functions (within one month after
the change transpires) - Names, addresses, and phone numbers of the
officers (annually or upon change of President or
Treasurer) - Copies of audit reports if annual receipts total
1,000 or more required every two years (within
one month after completion of audit note
audits are also required with change of
Treasurer) - Requests for revalidation (submitted 90-days
before expiration)
33Need Assistance?
- MWR Financial Management Divisions will assist
any organization wishing to become a private
organization - Current points of contact are
- MWR Division, KORO, 723-4141, bldg 1560, South
Post, Yongsan - Area I, 732-9141, bldg T429, Camp Red Cloud
- Area II, 738-4046, bldg 4106, Room 206, South
Post, Yongsan - Area III, 753-6121, bldg 252, Camp Humphreys
- Area IV, 768-6360, bldg T1254, Camp Henry
34Waiting Families Program
35Army Community ServiceMission Statement
- The mission of the ACS center is to
- Facilitate commanders ability to provide
comprehensive, coordinated, and responsive
services that support readiness of Soldiers,
civilian employees and their families - Maximize technology and resources, adapt to
unique installation requirements, eliminate
duplication in service delivery, and measure
service effectiveness
36Waiting Families Program
- AR 608-1 (ACS) 4-28, Services to waiting families
- Support services will be provided to families
residing on post or in the surrounding community
who are living separately from the military and
civilian sponsor because of mission requirements.
Such circumstances include unaccompanied tours,
extended temporary duty and field training
exercises - Efforts will be made to identify and contact
these families to - Provide information on community services
- Assess the need for services and information
- Provide crisis intervention services
- Act as liaison with military and civilian
agencies to ensure provision of required services
37Waiting Families Program(cont.)
- Support groups will be organized for identified
waiting families, as appropriate - Families will be identified who are departing the
installation for a stateside location while the
sponsor serves an unaccompanied tour. An effort
will be made to inform the family of the services
available in their destination area and with the
consent of the family notify the gaining ACS
center of the familys arrival in the area - Pre-departure briefings will be provided to
address coping with stress factors and the
practical aspects of separation and relocation
38Army Community Service
- FRG POCs In Area Commands
- Area I 730-3062
- Area II 738-7510
- Area III 753-7439
- Area IV 768-7610
39New Technology Initiatives
40Technology To Connect
- Soldier Management System (SMS)
- Used For Assigning Soldiers Tracking Soldier
Actions In Korea - Modules Are Accessed via the Web
- In Out Processing (IOP)
- Automated Process Which Gathers Soldier Data
- Populates Forms With Collected Data
- Streamlined
41Why is this Important?
- Links ACS Support To The Designated FRG Member
- Local Family Member
- Waiting Family Member
- Links The Unit To The Designated FRG Member
- Provides Up To Date Contact Information For The
FRG
42Process Overview
43VISIT
http//8tharmy.korea.army.mil/G1/Well-Being20Web
20Page/FRG/FRG_Start.htm
44AHLTA
45AHLTA Overview
- AHLTA is the militarys electronic health record.
- AHLTA allows healthcare providers at any military
treatment facility to access a patients medical
records. - All 18th MEDCOM clinics across the peninsula will
implement AHLTA separately from 17 April through
7 June. - Army wide implementation experience shows
decreased appointment access for 6 weeks at each
clinic. Implementation will result in a 50
decrease in available appointments for the first
week with progressive improvement over the next 6
weeks.
46Clinic Appointment Impact
- 121st General Hospital 17 April 3 July
- Area IV 24 April 19 June
- Area III 15 May 17 July
- Area II 22 May 10 July
- Area I 7 June 11 August
- Dates are estimated based on first clinic
implementation in each area through the 6 week
reduced access for last clinic implemented
47Mitigation Plan
- Implementation of space available care to access
appointments IAW with DoD and DA policies.
Allows for priority to Active Duty (AD) and
TRICARE Prime. - Increase staffing in the 121st Gen Hosp Emergency
Room (ER) to care for anticipated increase of
patients that are not able to receive
appointments in the Ambulatory Care Clinic or
Troop Medical Clinic. - Refer more patients requiring primary/specialty
care to Memorandum of Understanding (MOU)
hospitals. - Increase the number of Same Day appointments,
while reducing the amount of routine and wellness
appointments during implementation. Decrease
includes availability of physical exams and VA
disability physicals. - Minimize field training for 18th MEDCOM units and
implement extended hours if necessary.
48Assistance Required
- Emphasis in the following areas will assist in
limiting the impact felt by our beneficiaries - Encourage beneficiaries to schedule appointments
prior to AHLTA implementation for the following
conditions. - All stable chronic health problems.
- Periodic wellness exams due during the AHLTA
implementation. This includes pap smears
(PAPs), sports physicals and periodic physical
exams. - Reduce the number of no shows to scheduled
appointments. The current average no show rate
for appointments is greater than 12. Each one
of these appointments could have been used by
another patient in need of an appointment. - Maximize the utilization of non-18th MEDCOM
healthcare providers, organic to other commands,
in Troop Medical Clinics to allow for increased
medical appointments. - Active dissemination of the AHLTA implementation
and its impacts to service members and family
members through all venues, to include FRG
meetings.
49Yellow Dust
50Yellow Dust ?? (HwangSa)
- What is it? Fine dust particles from 1 to 10
microns in size from the deserts of china,
Mongolia and Manchuria - What does it do? Decreased visibility, cause and
exacerbate respiratory illnesses such as asthma - When does it happen? Usually in the Spring but
has been extending into the Winter.
- What can I do?
- During the dust storm
- Avoid outdoor activities, especially for elderly,
young children, and persons with asthma or other
airway diseases - Keep windows and doors closed
- Remove contact lens and wear glasses
- Brush your teeth and wash your hands, face and
eyes with warm water upon returning indoors - Drink plenty of water to keep your tears flowing
well - Use air filter to keep air clear humidifier to
increase indoor humidity level - Wash dust exposed fruits vegetables before
consuming - Wash hands carefully before handling preparing
food - After the dust storm has cleared
- Air out room/house
- Wash carefully dust exposed objects before using
them
For more information, contact the Deputy Chief of
Staff Force Health Protection, 18th Medical
Command at 736-3025 (duty hours)/011-9179-1645
(other times)
Satellite View of Yellow Dust over Korean
peninsula
51Yellow Dust Activity Restriction Recommendations
- Heavy exertion
- Walking hard surface at 3.5 mph gt 40 lb load
- Walking loose sand at 2.5 mph with load
- Field assaults
- Running
Personnel at High Risk
Young children Elderly With heart disease With
lung disease such as asthma
Commanders should
Identify Soldiers at high risk and take
additional protective measures
Include Yellow Dust conditions in risk assessment
for training events
Predictions for Yellow Dust in the Korean
peninsula will be notified to the USFK public
through command channels and Armed Forces Network
Korea. Contact DCSFHP at 736-3025 (duty hours)
and 011-9179-1645 (other times) for specific dust
concentrations at your location during a yellow
dust storm.