Sample SOP

UIC Date

MEMORANDUM FOR: Leaders, Soldiers and Spouses of unit name

SUBJECT: unit name Family Readiness Group Standard Operating Procedures

1. Reference.

a. AR 608-1 Appendix J Army Family Readiness Operations, 21 July 2006

b. AR 600-20Army Command Policy, Family Readiness Management

c. FC CG Policy #22

DoD 5500.7-R, Joint Ethics Regulation.

AR 600-29

The Army Family Readiness Handbook, Operation READY, Texas

Cooperative Extension, The Texas A&M University System, March 2002

g. Soldier/Family Deployment Survival Handbook, Operation READY, Texas

Cooperative Extension, The Texas A&M University System, March 2002

h. DOD 4525.8-M

AR 672-20

AR 215-1

2. Purpose:

a. To provide guidance for sustaining family readiness group activities

within unit name . The primary goal of our Family Readiness Group

is to support our military mission through provision of support, outreach,

and information to family members and Soldiers. The family readiness

group is a recognized organization of family members (immediate and

extended), Civilian employees, Soldiers and volunteers belonging to this

unit who get together to provide an avenue of mutual support and

assistance, and a network of communication among the family members,

the chain of command and community resources. FRGs will assist unit

commanders in meeting military and personal deployment preparedness

and enhance the family readiness of the unit’s Soldiers and families. They

will also provide feedback to the command on the state of the unit

“family”

3. Responsibilities:

a. All Soldiers, family members and others interested in the welfare of the

members (i.e., parents, fiancées, retirees, etc.) regardless of gender, age,

religion, race, color, national origin, or marital status are eligible for

membership in the Family Readiness Group (FRG). Membership in the

FRG will be strictly on a voluntary basis. No adverse action or comment

will be made against persons refusing to participate in the FRG.

b. Unit Commander

DEPARTMENT OF THE ARMY

UNIT LETTER HEAD

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SUBJECT: unit name Family Readiness Group SOP

Sample SOP

i. Ensures that their FRGs appeal to all service members, civilians,

and family members regardless of rank structure or family size,

composition, language spoken, and other characteristics

ii. Anticipates and addresses the needs of the Soldiers and their

families.

c. Rear-Detachment Commander

i. The unit commander’s representative at home stations while the

unit is deployed and is the FRG link to the deployed unit. All

logistic support for FRGS (for example, meeting rooms, non-

tactical vehicle use, office equipment and computers, newsletters,

telephones, and volunteer support) is authorized by the rear

detachment commander during deployment.

ii. Anticipates and addresses the needs of the detachments’ Soldiers

and their families when a temporary separation occurs through

orientation programs, FRG newsletters, pre-deployment briefings,

family assistance handbooks and social functions.

iii. Facilitates systems of mutual assistance and a network of

communication prior to and during deployments that includes the

family readiness group and the chain of command.

d. Family Readiness Group Leader

i. Serves as the commander’s primary family member representative

and point of contact.

ii. Represents the family readiness group along with the commander

at battalion level steering committee meetings or functions.

iii. Serves as the primary liaison between the commander and family

members.

e. Family Readiness Group Volunteer Fund Custodian/Treasurer

i. Unit Commander will sign a letter designating a fund

custodian/treasurer and an alternate, which will not be the unit

commander, a deployable Soldier or the FRG Leader.

ii. Is responsible for informal fund custody, accounting and

documentation.

iii. The FRG informal fund custodian/treasurer and alternate are

personally liable for any loss or misuse of funds.

iv. Will provide informal fund reports to the unit commander monthly

and as requested. An Annual report on the informal fund activity

will be provided no later than 30 days after the end of the calendar

year.

f. Unit Volunteers

i. All members holding positions within the FRG will complete FRG

training, as it pertains to their appointed position and obtain

certificates.

ii. Unit volunteers will attend an orientation prior to their

volunteering.

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SUBJECT: unit name Family Readiness Group SOP

Sample SOP

iii. All Unit Volunteers will be registered with the Fort Carson AVCC

through the VMIS located on the www.myarmylifetoo.com

website.

iv. Volunteers will turn in their hours utilizing the VMIS or by turning

in a hard copy to the AVCC.

4. Family Readiness Group Meetings.

a. FRG meetings will be held once per month at a location and time to be

determined by the Commander and FRG Leader. Purposes of the

meetings include but are not limited to:

i. Plan and coordinate future FRG activities or functions

ii. Disseminate important command information about upcoming

training events, distribute updated calendars, etc.

iii. Be either educational or a social type meeting.

iv. Welcome new Family Members

v. Review FRG Fund Status

5. Family Readiness Group Fund:

a. The purpose of the FRGs informal fund and functions are to provide

support and recognition to FRG members during the following life events:

births, birthday parties, new member welcome parties, departing member

farewell parties, holiday parties, and to provide support for the FRG

meetings. This is for the benefit of the FRG members only as is

established exclusively for charitable purposes and to provide support to

Soldier and family members as the Soldiers and families adapt to Army

life It is not a business and is not being run to generate profits. It is not an

instrumentality of the United States Government.

b. The family readiness group informal is considered an informal fund and

does not require the need to apply for Private Organization status as long

as the fund does not exceed $1,000 at any given time, unless approved by

the unit Commander in support of a specific written plan.

c. The average balance annual cap income to the fund will not exceed

$5,000.00, in accordance with the recommendation of AR 600-20

d. The Commander will appoint in writing a volunteer family member to

serve as the fund custodian/treasurer.

e. Use of the fund is limited to expenses that support the purpose and

mission of the FRG, and the money will not be spent in a way that appears

to be improper of contrary to Army Interests.

f. The Family Readiness group informal Fund will also be used for activities

that support the entire group rather than for specific individuals. Any

disbursement of funds will first be approved by a majority vote of FRG

Members in attendance when the motion is made to purchase goods or

services.

g. The FRG will put together a quarterly budget on all ongoing operations.

h. An audit will be performed whenever there is a change of personnel for

the position of the Fund Custodian and Unit Commander.

6. FRG Fundraising

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SUBJECT: unit name Family Readiness Group SOP

Sample SOP

a. FRG’s are not established to be fundraising organization. FRG’s may

NOT engage fundraising activities outside their own unit, or external

fundraising off of post.

b. FRG’s many not solicit donations or gifts. FC CG Policy 22; DoD

5500.7-R

c. All fundraising will be submitted, in writing, to the Commander for

approval at least 14 days prior to the event.

d. Fundraising will be done in accordance with AR 600-29; DoD 5500.7-R,

Joint Ethics Regulation.

e. Unit FRGs may engage in occasional on-post resale and fundraising

activities ONLY when the activity will be of benefit to those outside of

the unit and does not compete with AAFES or DMWR facilities (e.g.,

bake sales, cake auctions, bazaars, or other special events) when properly

authorized by the Installation Garrison Commander. Request for approval

will be submitted to the DMWR for processing at least 30 days prior to the

event.

f. Any food type fundraisers will be approved through the Commander and

all paperwork will be filled out and sent to Preventative Medicine for

approval.

g. The FRG will not conduct a continuing resale operation (the ongoing sale

of certain merchandize or food for more than one week) unless an

exception to policy is granted by the Installation Commander.

h. The FRG will not engage in the resale of alcoholic beverages.

i. The FRG will not conduct raffles, lotteries, or any form of gambling

except for authorized casino or bingo nights in conjunction with DMWR.

7. Family Readiness Group Newsletter

a. The family readiness group will publish a newsletter once per month as

one aspect of the outreach program and communication system. The goal

of the newsletter is to disseminate important family support and command

information to Soldiers and family members with the unit.

b. Mailing of the FRG Newsletter will follow the guidelines given in the

608-1 Appendix J and the DOD 4525.8-M

8. Family Readiness ability to use official/unofficial mail

a. FRG is authorized to use official mail for official, mission-related

purposes

b. Unofficial information may be included in an official FRG newsletter,

provided; it does not exceed 20% of the printed space used for official

information; it does not increase printings and mailing costs to the

Government; and it does not include personal wanted/for sale

advertisements. The FRG newsletter must stated whether it contains only

official information or both official and unofficial information.

c. If the newsletter contains both types of information, it will include the

following statement; “The inclusion of some unofficial information in the

FRG newsletter has not increased the costs to the Government, in

accordance with DOD 4525.8-M.”

9. Awards, Recognition and Mementoes

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SUBJECT: unit name Family Readiness Group SOP

Sample SOP

a. Appropriated funds will not be authorized or available for volunteer

awards other than official certificates of recognition or volunteer incentive

awards in accordance with AR 672-20

b. NAFs will be authorized for garrison volunteer recognition programs

awards and banquets and to purchase mementos consistent with AR 215.1

c. Unit Commander will ensure that their FRG volunteers hours are

submitted monthly to the garrison AVCC and that FRG volunteers are

recognized at garrison community volunteer recognition ceremonies.

10. Telephone network/Chain of Concern

a. The telephone network or chain of concern is a vital tool in disseminating

information to members of the family readiness group. To facilitate phone

contacts, a family readiness group roster consisting of names, address and

telephone numbers of Soldier and families with the unit will be distributed

to specific volunteer points of contact

b. Participation must be on a voluntary basis and a Privacy Act Statement

will be included on the roster.

c. To maintain maximum participation, the purpose of collecting this

information will be explained to all Soldiers during their in-processing

into the Unit and to all family members at a Family readiness Group

meeting or welcome briefing.

11. RECOMMENDATIONS.

a. An active family readiness group is vital to unit effectiveness during

deployment or extended training exercises. All Soldiers and family

members are encouraged to provide feedback and recommendations to

improve FRG operations.

b. Recommendations can be given verbally or in writing to the family

readiness Leader, Commander or Rear-detachment commander.

UNIT COMMANDER

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