Family

1
Family Readiness Group Information Brief
1030-1230, 23 March 2006
2
Agenda

• FRG Quick Start Guide
• FRG Fundraising
• Private Organizations
• Waiting Families Program
• New Technology Initiatives
• AHLTA
• Yellow Dust

3
FRG Quick Start Guide
4
CDR FRG Leader Partnership Guide Quick Start
Reaching out to CDRs, Soldiers, and Families!

• Helps get FRGs Started
• Definitions
• Responsibilities
• Links to Resources

5
FRG Fundraising
6
FRG Fundraising

• Clarification of
• Internal vs. External
• Funds Management
• Acceptance of Donations or Gifts, Other Legal
  Considerations

7
FRG 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
8
Army 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• DA PAM 608-47 was rescinded (over a year ago)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

9
Army 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)

10
FRG 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)

11
Army 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
12
Army 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 - -

13
FRG 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)

14
Use 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)

15
Banking 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

16
Army 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

17
Definition 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

18
Korea-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

19
Another 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

20
FRG 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

21
Fund 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!

22
Private Organizations How to Form a Private
Organization (PO) in Korea?
23
What 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

24
What 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

25
What 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
26
What 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

27
Installation 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

28
Staff 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
29
Financial 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

30
PO 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
31
PO 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)

32
Reporting 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)

33
Need 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

34
Waiting Families Program
35
Army 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

36
Waiting 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

37
Waiting 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

38
Army Community Service

• FRG POCs In Area Commands
• Area I 730-3062
• Area II 738-7510
• Area III 753-7439
• Area IV 768-7610

39
New Technology Initiatives
40
Technology 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

41
Why 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

42
Process Overview
43
VISIT
http//8tharmy.korea.army.mil/G1/Well-Being20Web
20Page/FRG/FRG_Start.htm
44
AHLTA
45
AHLTA 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.

46
Clinic 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

47
Mitigation 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.

48
Assistance 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.

49
Yellow Dust
50
Yellow 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
51
Yellow 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.