Non-Federal Entities (NFEs), formerly known as Private Organizations, must submit a set of required documents to gain authorization and validation for operating on Fort Leonard Wood. 


All required documents must be submitted to: 

DFMWR NAF Support Services Division/Non-Federal Entity Liaison 
13486 Replacement Ave, BLD 470, Ste 1103 
Fort Leonard Wood, MO 65473 

For more information, please call +1(573) 596-5367.

Initial Request and Requirements

Initial Request

Organizations seeking to register as an NFE on Fort Leonard Wood must provide the following documents: 

  1. Request Letter: A letter addressed to the Garrison Commander requesting permission for the organization to operate on the installation. It must include a statement explaining how the organization benefits Fort Leonard Wood Service Members and their families. The letter must be signed by the president and dated. 
  2. Constitution and Bylaws: A copy of the organization's constitution and bylaws. The constitution must list all mandatory statements verbatim as required by AR 210-22. The bylaws must include specific articles addressing income and audits as detailed below. 
    • Bylaws Article VI (Income): State the policy for refunding dues if a member leaves for military reasons. Describe the NFE's self-sustaining measures. Explain the procedure for handling debt if the organization dissolves. Bylaws Article X (Audit): Specify the accounting system used (single or double entry). A single-entry system allows for an audit by three non-NFE officers, while a double-entry system requires a licensed auditor. 
  3. Officer List: A current list of all officers, including their private (non-DoD) email addresses and phone numbers. The list must be signed by the president and dated. 
  4. Proof of Insurance: A current insurance certificate or card that includes the policy number and a point of contact. 
  5. Financial Documents: Includes a bi-annual audit (as detailed in the NFE Guidebook) and proof of current tax status from the IRS. 
  6. Acknowledgements: A signed and dated "Acknowledgements and Understandings" form, completed by the president. 
  7. Background Check Statement: A statement, signed and dated by the president within the last 30 days, confirming that all NFE personnel and volunteers with regular contact with children under 18 have undergone appropriate background checks. 
  8. Parent Organization Statement: If part of a larger chapter organization, a statement from the parent organization, confirming the NFE is in good standing. This must be signed and dated by the president. 
  9. Food Handler Certificates: Required for any NFE that handles food for or at events. 
  10. Fundraising Event List: A list of all recurring fundraising events, including completed event request forms. If applicable, include run routes, an approved DD Form 2977, and liability waivers for each event. 

 

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

All NFEs must be revalidated every two years. The revalidation request must be submitted to the DFMWR NFE Liaison at least 90 days before the current operating permit expires. Please consult the NFE Guidebook for detailed instructions. 

After receiving Operating Permit

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

An NFE can be terminated at any time. The decision to terminate should be recorded in the final meeting's minutes and forwarded to the DFMWR NFE Liaison. A memo must also be sent that confirms the NFE's disestablishment and addresses the disposal of assets, settlement of outstanding liabilities, and ending balance statements. 

The Commanding General or the Garrison Commander may revoke permission to operate on Fort Leonard Wood at any time. 

Fundraising, Meetings and other operations on the Garrison 

NFEs planning to conduct any fundraiser (e.g., car wash, bake sale), meetings or operations must submit a written event request to the DFMWR NFE Liaison. 

  • All requests must be submitted 90 days in advance. These requests require coordination with several directorates, including the Staff Judge Advocate and the Garrison Commander. 

  • Fundraisers that directly compete with DFMWR or AAFES activities will not be approved. 

  • The NFE will neither propagate extremist activities, engage in any form of partisan political activity, advocate violence against others or the violent overthrow of the United States Government. 

  • NFE must not engage in the distribution or sale of alcoholic beverages at any time on the installation.  

 

Links:

Fundraising

If a Private Organization or military unit is planning to conduct any fundraisers (such as car wash, bake sale, etc.), a memo detailing the event - who, what, when, where, how, purpose, POC contact information, signature of the PO president or designee; it must be submitted in writing to:

DFMWR NAF Support Services Division/Private Organization Coordinator
Bldg 470 Replacement Ave, Ste 1103
Fort Leonard Wood, MO 65473

  • All fundraiser requests must be submitted six to eight weeks in advance. Please plan accordingly. These requests may require coordination and routing through several directorates on Fort Leonard Wood to include the Staff Judge Advocate and the Garrison Commander.
  • Fundraisers during the official Combined Federal Campaign are limited in number and scope to minimize competition with CFC.