Statement_of_Work_(SOW)_-_Protestant_Religious_Education__15_Oct_14.docx

STATEMENT OF WORK (SOW)

FOR

PROTESTANT RELIGIOUS EDUCATION SERVICES

LOS ANGELES AIR FORCE BASE

EL SEGUNDO, CALIFORNIA

Basic

This is the initial publication of the Protestant Religious Education Services Statement of Work (SOW).

Coordination:

Functional Commander/Functional Director

Quality Assurance Program Coordinator

Contracting Officer

Base Records Manager “IAW AFI 33-332, Records Management Program, Paragraph 10.

Table of Contents

Description of Service The Contractor shall furnish all personnel, equipment, labor, tools, materials, supervision, transportation and other items and services necessary to perform Protestant Religious Education Services for Los Angeles Air Force Base, El Segundo, California.

Basic Services The Contractor shall provide all personnel, equipment, tools, materials, vehicles, supervision, and other items and services necessary to perform all services, tasks and functions for Los Angeles AFB (LAAFB) as defined in this Statement of Work (SOW).

The Contractor shall perform all tasks and functions within the SOW with at least 80% of the labor hours for this contract performed by the contractor annually.

LAAFB includes Fort MacArthur, Pacific Heights and Pacific Crest located in the city of San Pedro. All services shall be conducted in accordance with local chapel OIs HCOI 52-1, Chapel Tithes and Offering Fund (CTOF) and HCOI 52-2, Utilization and Scheduling Chapel Facility to include applicable Air Force Instructions located in Appendix – D.

Proof of Qualification The contractor shall provide the following to show they are qualified for the position:

a. A resume

b. A recommendation letter from their current/former pastor

c. A statement of faith, indicating their belief system and adherence to the Protestant Christian Faith

d. Submit proof of at least 3 years' experience in teaching/leading Christian Education Programs

e. Proof of recent experience working with military chaplains and military chapels

f. Proof of experience in leading/coordinating Vacation Bible School Programs

Performance Period The Contractor shall perform the services in this SOW for the period beginning 15 Dec 2014 to 30 April 2015 for the first year awarded for four (4) renewal options having a Period of Performance from 1 May 2015 to 30 April 2019.

Management and Administration The purpose of Management and Administration is to plan, develop, organize, and control activities identified by the Senior Protestant Chaplain, pertaining to Protestant Religious Education. Therefore the Contractor shall:

Leave of Absence The Contractor shall notify the senior ranking Protestant Chaplain and Installation Chaplain of such replacements at a minimum of one week in advance prior to the Leave of Absence. Any replacement must be coordinated and accepted by the senior ranking Protestant Chaplain and Installation Chaplain.

Availability Be present and ready to work at LAFFB proper or Fort MacArthur within four (4) hours after notification when required. 61ABG/HC may notify the Contractor via email or phone.

Communication Maintain and use an active personal e-mail address and telephone with voice mail to facilitate regular communication. Respond to all communication within twenty-four (24) hours unless otherwise coordinated with the Senior Protestant Chaplain.

Programs Attend weekend (currently on Sundays from 11:00-12:00) and mid-week (currently Wednesdays from 17:00-20:00) Protestant worship services at the Fort MacArthur chapel each week, to oversee the following programs in accordance with AFI 52-101, Paragraph 4, Planning and Organizing:

a. Children’s Church

b. Sunday School

c. Mid-week Religious Education (RE) events

d. Adult Religious Education classes

e. Vacation Bible School

The Contractors oversight shall include recruiting, coordinating, training, and supporting protestant volunteers with the planning and implementation of Religious Education programs.

Nursery Care Coordination The contractor shall work with the Nursery Care Coordinator to ensure childcare is available as needed for Religious Education classes/programs.

Weekday Religious Education Activity Conduct one mid-week Acquired Worker Are Not Ashamed (AWANA) or comparable Religious Education (RE) activity that has been approved by the Installation Chaplain every week.

Volunteer Training Develop training materials and conduct training to ensure volunteers are given opportunities to learn how to perform and execute their tasks. Training sessions and materials shall have learning outcomes that are clear, specific, and measurable that reflects what the volunteers have achieved. In addition, the Contractor shall maintain training records for each volunteer that is trained. At the conclusion of each training session, the Contractor shall obtain the acknowledgement of each volunteer by having volunteers sign a Statement of Understanding (see Appendix – B). At a minimum training must be conducted three (3) times per year.

Installation Record Checks (IRC) Ensure that Installation Record Checks (IRC) are generated for all adults (military personnel, contractors, vendors, volunteers, and other workers) interacting with children ages 18 and under in accordance with the requirements of the DOD Instruction 1402.5, Criminal History Background Checks of Individuals in Child Care Services.

Budget Develop and submit an annual Chapel Tithes and Offering Fund (CTOF) budget to the senior Protestant Chaplain before June 30th of each year in accordance with AFI52-105V2, Chapel Tithes and Offering Fund (CTOF).

Funds Request Submit CTOF funds requests using AF Form 4356, to the senior Protestant Chaplain when required for all annual religious education curriculum materials for Sunday school and Children’s Church programs to ensure necessary materials are available for the teachers.

Meetings Planning Meetings The Contractor shall meet with the senior Protestant Chaplain weekly to review the previous week’s activities and to plan upcoming events.

Staff Meetings Attend the weekly Chapel Staff meeting in the Chaplain's Office at Los Angeles AFB (El Segundo) in Bldg 272 and provide status reports on the RE program. This meeting normally occurs on Tuesdays, with duration of approximately 2 hours. At a minimum each status report shall address the following topics:

a. Schedule of up-coming events pertaining to the RE programs

b. After-action reports on special events/programs

c. Number of projects to include the status of each project addressing the following points:

· Overall: Project health to illustrate the detection of a project(s) in trouble.

· Milestones: Accomplishments which must be completed by specific dates.

· Issues: Obstacles to completion of projects which have been discovered.

d. Number of volunteers

e. Budget for the RE program

Program Planning Provide assistance by using electronic or paper surveys to solicit information from the Congregation(s) for aiding the senior ranking Protestant Chaplain with annual fiscal year planning and the completion of the Ministry Planning Tool (MPT) in Air Force Chaplain Corps Activity Reporting System (AFCCARS). AFI 52-101, Paragraph 8

Annual Religious Education Calendar The Contractor shall prepare an annual religious education calendar to be submitted 30 June annually to the senior Protestant Chaplain. The calendar will include all special religious education events (training sessions, workshops, socials, appreciations, and graduations) for the entire year.

Statistical Reporting Maintain accurate ministry data (e.g. RE class number and attendance) by keeping the RE attendance tracker current through weekly updates.

Recognition Programs Establish and maintain a Recognition Program to ensure that volunteers receive recognition for their support and work bi-annually.

Annual Vacation Bible School Program Plan and implement an annual Vacation Bible School (VBS) program by working with Chaplains, the Catholic Religious Education Coordinator, scheduling appropriate facilities, and obtaining materials (e.g. books or curriculum) to be used. VBS shall be conducted between the months of May and September of each year. VBS materials (e.g. books or curriculum) must be approved by the Installation Chaplain prior to purchase.

Ecumenical Events Utilize traceable/verifiable written or electronic media at least two weeks prior to an event to assist the senior ranking Protestant Chaplain with the promotion/advertisement of ecumenical events to allow for greatest Protestant participation.

Special Events Coordinate an annual Community Building event, community picnic or other similar events such as Christmas/Easter programs as deemed necessary by the senior ranking Protestant Chaplain.

The Contractor service requirements are summarized into performance objectives that relate directly to mission essential items. Unless indicated elsewhere these performance objectives will be measured monthly. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

1.2. Performance Evaluation

Performance of a service shall be evaluated to determine whether or not it meets the performance requirements of this contract. Re-performance of unacceptable services at no additional cost is the preferred course of action when appropriate. In the case of issued Corrective Action Reports (CARs), the Contracting Officer shall take appropriate measures according to the “Inspection of Services” clause.

a. Children’s Church

b. Sunday School

c. Mid-week Religious Education (RE) events

d. Adult Religious Education classes

e. Vacation Bible School

Government Furnished Property and Services The Government will provide, without cost to the Contractor, the facilities, equipment, and materials. All Government-furnished property and services shall be used only for performance of this contract.

Facilities No smoking is allowed in Government facilities. The Contractor shall return the facilities to the Government in the same condition as received, fair wear and tear and approved modifications excepted. Keep work areas clean. Storage areas shall kept in an orderly and professional manner to facilitate use and minimize loss or damage.

Office Space The Government will furnish the Contractor the following work space for use: Buildings 272 at LAAFB proper and office space 425 at Fort MacArthur.

Hazardous Material Comply with base Hazardous Material (HAZMAT) regulations for all issues of hazardous material, and ensure storage procedures meet all federal, state, and local requirements. Prior to use on Los Angeles AFB, the Contractor shall provide the Base Hazardous Material Pharmacy, through the Contracting Officer, a list of all hazardous materials the Contractor brings onto Government property and shall provide a Material Safety Data Sheet (MSDS) for each Hazardous Chemical listed in OSHA Hazard Communication Standard 29 CFR 1910.1200 in accordance with LAAFB Hazardous Material Management.

Government-Furnished Services Government-furnished services include services provided by Government activities as well as contracted services.

Utilities The Government shall furnish utility services including water, electric, and heating for Contractor use in performing this contract. The Contractor shall ensure employees conserve utilities.

Communication Telephone The Contractor shall be allowed the use of the telephone for contacting the Contracting Officer, Civil Engineer, Fire Department, Security Forces, receiving customer complaints and any other directly contract related communications.

Local Area Networking (LAN) The Government will provide official use only Internet access through the Government provided Local Area Net (LAN). The Contractor shall obtain network access using local procedures. All access to the LAN must be approved by the Government.

Communication Security (COMSEC) All DoD communications are subject to COMSEC review. Use of DoD telephones and telephone systems constitutes consent to COMSEC monitoring. The contractor shall comply with LAAFB COMSEC procedures and rules. For copies of these documents please contact Jose Torres at 310-653-0027 or 3845.

Refuse Collection Waste generated by the Contractor in performance of the services specified with this PWS shall be deposited in Government dumpsters, excluding hazardous materials in which proper disposal instructions shall be complied with. The Contractor shall comply with base recycling regulations.

Insect and Rodent Control If evidence of insect or rodent infestations is discovered, the Contractor shall immediately notify the COR or Civil Engineer service call desk at 310-653-1775.

Emergency Medical Service Emergency medical treatment and emergency patient transportation service is only available through the local community.

Security Forces The Government will provide general security service. Security Forces phone extensions are 911 for emergencies, and 653-2121 for routine calls.

Forms and Publications The Contractor is responsible for obtaining and maintaining all forms and publications needed to perform the contract.

The Contractor shall appoint a Program Manger (PM) to provide daily supervision and quality control, and who shall represent the Contractor and be responsible for the performance of the work throughout the term of the contract. The name of this person, and an alternate(s) who shall act for the Contractor when the manager is absent, shall be designated in writing to the CO and the Contracting Officer Representative (COR). The Program Manager (PM) shall be able to speak, read, write, and understand English. The PM shall be able to effectively communicate with Contractor employees.

Contractor Employees The Government reserves the right to restrict the employment, under this contract, of any Contractor employee, or prospective Contractor employee who is identified as a potential threat to health, safety, security, general well-being, or the operational mission of the installation and its population. Contractor shall insure a background check has been performed to ensure that said employee has not been convicted of any sexual crime or any crime against children.

The Contractor shall maintain a Favorable clearance (IAW AFI 31-501) at all times during the term of the contract. In the event the Contractor does not possess a Favorable clearance at time of contract award, the Contractor shall submit an AF Form 2583, Request for Personnel Security Action to the ABG Staff Unit Security Manager (within 30 calendar days of performance start date) to start a NAC. The NAC will be performed by the DoDCAF at the government’s expense.

Contractor Manpower Reporting Application (eCMRA) The Contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract via the secure data collection site (i.e. Contract Manpower Reporting Application). The contractor is required to completely fill in all required data fields using the following web address http://www.ecmra.mil. Reporting inputs will be for the labor executed during the period of performance during each Government fiscal year (FY), which runs October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each calendar year. Contractors may direct questions to the ECMRA help desk.

Employee Training.

The Contractor is responsible for all internal employee training at no additional cost to the Government.

Physical Security The Contractor shall be responsible for safeguarding all Government property provided for Contractor use. At the close of each work period, Government facilities, equipment, and materials shall be secured.

Dress and Appearance Contractor personnel shall present a clean, neat and professional appearance at all times. No item of military clothing shall be worn as an outer garment.

Employment of Government Employees The Contractor shall not employ any person who is an employee of the United States Government if the employment of that person would create a conflict of interest, or the appearance of a conflict of interest, nor shall the Contractor employ any person who is an employee of the Department of the Air Force, either military or civilian, unless such person seeks and receives proper approval. The Contractor is cautioned that off-duty active military personnel hired under this contract may be subject to permanent change of station (PCS), change in duty hours, or deployment. Military reservists and National Guard members may be subject to recall to active duty. Their absence at any time shall not constitute an excuse for nonperformance under this contract. The Contractor is prohibited from employing off-duty COR who are managing any contracts or subcontracts awarded to the Contractor.

The Contractor shall perform the services required under this contract during the following hours: Monday through Friday, 07:00 to 16:00. The contractor is encouraged to work within these hours; however job requirements will consist of hours on weekends, religious holidays, and other times outside of normal duty hours, except federal holidays unless the federal holiday is a religious holy day or a day of religious significance.

Federal Holidays The Contractor is not required to provide services on the following federal holidays (except for emergencies):

Martin Luther King’s Birthday Presidents Day Independence Day Labor Day Columbus Day Veterans Day If the federal holiday falls on a Saturday or Sunday, it may be observed on Friday or Monday as directed.

Performance of Services During Crisis Declared by the National Command Authority or Overseas Combatant Commander According to DoDI 3020.37, Continuation of Essential DoD Contractor Services During Crises, and the Air Force implementation thereof, unless otherwise directed by an authorized government representative, it is determined that service requirements under this PWS are essential to be performed during a crisis.

The Contracting Officer may require the contract manager to meet at least weekly with the Contracting Officer Representative (COR) and the Contracting Officer during the first month of the contract. Meetings will be as often as necessary thereafter as determined by the Contracting Officer. However, if the Contractor requests, a meeting will be held whenever a Corrective Action Report (CAR) is issued. The Contractor’s manager, Contracting Officer and COR, shall sign the Contract Administrator’s written minutes of these meetings. Should the Contractor not concur with the Contractor Administrator's minutes, the Contractor shall so state any areas of non-concurrence in writing to the Contracting Officer within ten (10) calendar days of receipt of the signed minutes.

Government Quality Assurance According to the Inspection of Services clause (52.246-4 Inspection of Services—Fixed-Price), the Government will evaluate the Contractor's performance under this contract. Government personnel will record all surveillance observations. When an observation indicates defective performance, the COR will require the contract manager or representative at the site to initial the observation. The initialing of the observation does not necessarily constitute concurrence with the observation, only acknowledgment that he or she has been made aware of the defective performance. Government surveillance of tasks not listed in the SOW or by methods other than those listed in the SOW (such as provided for by the Inspection of Services clause) may occur during the performance period of this contract. Such surveillance will be done according to standard inspection procedures or other contract provisions. Any action taken by the Contracting Officer as a result of surveillance will be according to the terms of this contract.

Quality Assurance The Government will periodically evaluate the Contractor’s performance in accordance with the Performance Plan. The Government may inspect each task as completed and increase the number of quality assurance inspections if deemed appropriate because of repeated failures discovered during surveillance inspections or because of repeated customer complaints. Likewise, the Government may decrease the number of quality assurance inspections if performance dictates. The Government shall also receive and investigate complaints from customers. The Contractor shall be responsible for initially validating customer complaints; however, the Government representative shall make the final determination of the validity of customer compliant (s) in the cases of a disagreement between the Contractor and the customer.

Contracting Officer Representative (COR) COR are representatives of the Contracting Officer and will participate in the administration of this contract. Subsequent to contract award, the Contractor will be provided with a letter identifying COR and setting forth their duties and authorities.

Discrepancy Notification COR will inform the Contractor PM (or authorized representative) when discrepancies occur and will request corrective action. COR will make a notation of the discrepancy on their surveillance checklist with the date and time the discrepancy was noted and will request the Contractor PM (or authorized representative) to initial the entry on the checklist.

Scope Changes Any matter concerning a change to the scope, prices, terms or conditions of this contract shall be referred to the Contracting Officer and not COR.

Administrative Records All records, documents, and associated papers provided by the Government and generated during the period of this contract become Government property and will remain in place upon contract termination or completion. During the period of the contract, records, documents, and associated papers shall be available for review.

Safety The applicable Occupational Safety and Health Act (OSHA) standards will be mandatory for this contract. The Contractor shall comply with all Federal, State and Local laws concerning safety. Contractor shall manage all work areas to ensure the safety of building occupants, base personnel, or visitors in or near the areas. The Contractor must provide a Safety Plan to Operational Contracting for review and the plan must be implemented to ensure all personnel are aware of the safety requirements. Contractor must ensure that personnel are properly trained on the equipment they are tasked to operate.

Phase Out If the contracted operation reverts to in-house operations, the Contractor shall cooperate with 61ABG/HC personnel to ensure an orderly change over. In the event a follow-on contract is awarded to other than the incumbent, the incumbent Contractor shall cooperate to the extent required to permit an orderly transition to the successful Contractor. Recruitment notices may be placed in each facility to allow successor Contractor's access to incumbent employees.

APPENDICES

A. Maps and Work Area Layouts B. Estimated Workload Data (Based on Historic Data) C. Statement of Understanding D. Applicable Publications and Forms

Appendix A - Maps and Work Area Layouts

SAN PEDRO

The Base Chapel is located at Ft MacArthur, in Building 420, which is at the corner of Pacific Avenue and 30th Street in San Pedro, California.

The Religious and Education Services are located at Ft MacArthur in Building 425, which is directly behind the Base Chapel, in San Pedro, California.

Appendix B - Estimated Workload Data (Based on Historic Data)

Appendix C – Statement of Understanding

1. On MONTH DAY, YEAR I attended volunteer training for NAME OF VOLUNTEER FUNCTION.

2. I affirm that I understand the importance of performance of the designated volunteer function(s).

3. I affirm that I do not have any personal conflicts of interest for performance of the volunteer duties/responsibilities to be delegated.

4. I agree to abide by the principles and practices that were explained in this training session.

5. I understand that if I have any questions that were not addressed in training or if I encounter any problems, I can contact XXXXX.

NAME OF VOLUNTEER

SIGNATURE OF VOLUNTEER

PHONE# FOR VOLUNTEER

EMAIL FOR VOLUNTEER

Appendix D - Applicable Publications and Forms Publications (to include their supplements at any organizational level) and forms that apply to this PWS are listed below. The publications and forms have been coded as mandatory or advisory. The Contractor is obligated to follow those publications and use those forms coded as mandatory to the extent specified in other sections of this PWS. The Contractor shall be guided by those publications or use those forms coded advisory to the extent necessary to accomplish requirements in this PWS. All publications and forms listed shall be made available by the Government at the start of the contract. Supplements or amendments to listed publications from any organizational level may be issued during the life of the contract. The Contractor shall immediately implement those changes that result in a decrease or no changes in the contract price and notify the Contracting Officer in writing of such changes. Before implementing any change that will result in an increase in contract price, the Contractor shall submit to the Contracting Officer a price proposal within 30 calendar days following receipt of the change by the Contractor. The Contracting Officer and the Contractor shall negotiate the change into the contact under the provisions of the contract clause entitled “Changes”. Failure of the Contractor to submit a price proposal within 30 calendar days following receipt of the change entitles the Government to performance according to such change at no increase in contract price (unless the time requirement is waived by the Contracting Officer according to Paragraph C of the changes clause).

PUBLICATION NO.

SECTION/PARA/LINE

REFERENCE

MANDATORY (M)/

ADVISORY (A)

AFI 52-101, Paragraphs 4 and 8

image1.png image2.png image3.png image4.emf

BY ORDER OF THE INSTALLATION HC OPERATING INSTRUCTION 52-1

CHAPLAIN

13 FEBRUARY 2014

CHAPLAIN

Chapel Tithes and Offering Fund (CTOF)

COMPLIANCE WITH THIS PUBLICATION IS MANDATORY

RELEASABILITY: There are no releasability restrictions on this publication.

OPR: MSgt Steven E. Alderman Certified by: 61 ABG/HC (Ch, Lt Col William T. Toguchi)

Supersedes: HC OI 52-1, 1 January 2012 Pages: 5

This instruction implements Air Force Instructions 52-105, Volume II, Chaplain Tithes and Offering Fund (CTOF), procedures and guidelines. This instruction applies to all Chapel Tithes and Offerings Fund (CTOF) administration while using the Chaplain Corps Accounting Center (CCAC). This instruction applies to Los Angeles AFB, Chaplain’s Office. It does not apply to Air Force Reserve Command (AFRC) or Air National Guard (ANG) units. Ensure all records created as a result of processes prescribed in this publication are maintained in accordance with Air Force Manual to AFMAN 33-363, Management of Records, 31 Aug 1994, and disposed of in accordance with the Air Force Records Disposition Schedule (RDS) located at https://afrims.amc.af.mil/. Comments and suggested improvements should be forward on the AF IMT 847, Recommendation of Change of Publication, to MSgt Steven E. Alderman, Superintendent Chapel Operations at 61 ABG/HC.

SUMMARY OF CHANGES

This publication is updated to reflect changes in guidance and procedures dealing with use of CTOF at Los Angeles AFB, California. The formatting had been revised to mirror the Air Force Instruction’s format.

1. PURPOSE AND USE:

1.1. To administer voluntary offerings, contributions and other non-appropriated assets of chaplain programs at Los Angeles Air Force Base (AFB). Local CTOF provide the worshipping community at Los Angeles AFB with stewardship and expression of faith opportunities. Personnel utilizing or requesting support from the CTOF should be familiar with the following policies, guidelines, and procedures in this OI as well as AFI 52-105v2.

2 HC OI 52-1 13 FEBRUARY 2014

1.2. Los Angeles CTOF may be used to purchase gifts (not exceeding $20) for individuals who have contributed their time and talent to the chapel program. DOD 5500.7-R (Joint Ethics Regulation) covers ethical guidelines for giving and receiving gifts. External acquiring of supplemental funds for the purpose of “covering” the cost of a gift is not authorized.

1.2.1. Honoraria are allowed and separate from gifts.

1.2.2. Gifts for chaplain corps personnel to include employees, contractors, and family members are not authorized.

2. RESPONSIBILITIES:

2.1. Installation Chaplain:

2.1.1. Serves as overall fund manager and establishes policies and procedures for control and operation of this fund.

2.1.2. Serves as approving official for all General Fund Purchase Requests and all purchase requests exceeding $1000 (AF Form 4356, Chapel Tithes and Offerings Fund Purchase Request) prior to submission to Account Manager.

2.1.3. May sign all honorariums/speaking fee requests for $1,000 or less. If the request exceeds $1,000 it must be approved at the HQ AFSPC/HC or HQ USAF/HCP level.

2.1.4. Conducts semi-annual Chapel Financial Working Groups (CFWG) to review status of funds and determine requirements for budget adjustments.

2.1.5. Reviews and certifies monthly assessments from the NCOIC.

2.1.6. Approves and endorses the annual CTOF Program Budget prior to 31 August of the upcoming fiscal year and no later than (NLT) 1 September. Ensures all funds are not obligated prior to budget approval and approves and endorses all program plan amendments and budget modifications.

2.2. Noncommissioned Officer in Charge (NCOIC), Chapel Operations:

2.2.1. Responsible for providing technical oversight of entire CTOF operations program.

2.2.2. Conducts monthly assessments by the 15th of the following month.

2.2.3. Ensures 100% of cardholder folders are inspected randomly annually.

2.2.4. Attends semi-annual CFWG planning meetings.

2.3. Account Manager:

2.3.1. Serves as primary point of contact with the Chaplain Corps Accounting Center

(CCAC).

2.3.2. Reviews master monthly credit card statement.

2.3.3. Attends semi-annual CFWG planning meetings.

2.3.4. Serves as final approval authority for all CTOF purchases.

2.4. Designated Faith Group Chaplain/Denominational Leader:

2.4.1. Reviews submitted AF Form 4356 to ensure accuracy of Accounting Class, Expense Code and Program Code.

2.4.2. Submit budgets in coordination with the CFWG to the Installation Chaplain not later than 15 August.

HC OI 52-1 13 FEBRUARY 2014 3

2.4.3. Serves as a member of the CFWG.

2.5. CTOF Financial Working Group (CFWG):

2.5.1. Meets semi-annually to review status of CTOF budgets and recommend adjustments.

2.5.2. Records meeting minutes and submits to Account Manger for insertion into the

CTOF Continuity Binder.

2.6. Program Leader/Coordinator:

2.6.1. Complete in its entirety AF Form 4356. Failure to submit completed AF Form

4356 will delay processing of payments.

2.6.2. Project Officers are personally responsible for spending and documentation of all funds issued.

2.6.3. Project Officer has 10 days after event to return completed AF Form 4362, Chapel Tithes and Offerings Fund Project Officer Report, receipts, and deposit slip, if applicable. A project is complete at the end of event or program as determined by Account Manager.

2.6.4. Project Officers may not pay taxes for CTOF purchases. If a vendor refuses to remove taxes, choose a different vendor. Project Officers will not be reimbursed for taxes paid.

2.7. CTOF Credit Cardholder:

2.7.1. Perform all responsibilities outlined in AFI 52-105v2, para. 3.7

3. ACCOUNTING PROCEDURES:

3.1. Budget Development & Modification

3.1.1. The Installation Chaplain will develop income governed budgets based off of the local needs assessments.

3.1.2. CCAC funding will be budgeted as a directed percentage of previous fiscal year’s regular offering total.

3.1.3. HQ USAF HC funding will be budgeted as a directed percentage of all regular offering of current year. This will be monitored by CCAC and adjusted accordingly in coordination with the LA AFB HC leadership.

3.2. Offerings, Donations, and Project Officer Returns

3.2.1. Offerings

3.2.1.1.Two people, over 18 yrs old and not family members from each worship service are required to count the offerings.

3.2.1.2.All offerings will be counted in the counters room 3.2.1.3.Funds will be dropped off at the overnight bank depository box.

3.2.1.4.If ushers are unavailable to drop off the bank deposit, the authorized person will store in the chapel, Bldg 420; in a temporary, unattended and locked storage safe. Safe is located in the Sacristy.

3.2.2. Donations or Group Collections.

4 HC OI 52-1 13 FEBRUARY 2014

3.2.2.1.Miscellaneous donations or group collections received at the chapel must be counted by two people, over 18 yrs old, not family members and who are not members of the Air Force Chaplain Corps.

3.3. Purchasing with CTOF

3.3.1. Anyone wishing to utilize CTOF will follow the detailed steps outlined in the

CTOF Utilization guide.

4. FIXED ASSET ACCOUNTABILITY:

4.1. Fixed Assets are defined as equipment, furniture, material, or ecclesiastical items costing

$1,000.00 or more. The Account Manager is responsible for safeguarding CTOF fixed assets purchased by or donated to the fund and perform an inventory annually. The inventory will be placed in the CTOF Continuity Binder, Section 5.

//SIGNED//

WILLIAM T. TOGUCHI, Ch, Lt Col, USAF Installation Chaplain

HC OI 52-1 13 FEBRUARY 2014 5

Attachement 1

GLOSSARY OF REFERENCES AND SUPPORTING INFORMATION

References AFI 52-105, Volume II, Chaplain Tithes and Offering Fund, 18 July 2013 AFMAN 33-363, Management of Records, 31 Aug 1994 DOD 5500.7-R, Joint Ethics Regulations, 29 November 2007

Adopted Form AF IMT 847, Recommendation of Change of Publication

Prescribed Forms AF Form 4356, Chapel Tithes and Offerings Fund Purchase Request AF Form 4362, Chapel Tithes and Offerings Fund Project Officer Report

Abbreviations and Acronyms ABG—Air Base Group AFI—Air Force Instructions AFMAN—Air Force Manual AFRC—Air Force Reserve Command AFSPC—Air Force Space Command ANG—Air National Guard CCAC—Chaplain Corps Accounting Center CTOF—Chaplain Tithes and Offering Fund CFWG—Chapel Financial Working Groups DOD—Department of Defense HC—Chaplain’s Office HQ—Headquarters NCOIC—Non-Commissioned Officer in Charge NLT—No-later-than OI—Operating Instructions RDS—Records Disposition Schedule

//SIGNED//

WILLIAM T. TOGUCHI, Ch, Lt Col, USAF image5.emf

2 HC OI 52-1 13 FEBRUARY 2014

1.2. Los Angeles CTOF may be used to purchase gifts (not exceeding $20) for individuals who have contributed their time and talent to the chapel program. DOD 5500.7-R (Joint Ethics Regulation) covers ethical guidelines for giving and receiving gifts. External acquiring of supplemental funds for the purpose of “covering” the cost of a gift is not authorized.

1.2.1. Honoraria are allowed and separate from gifts.

1.2.2. Gifts for chaplain corps personnel to include employees, contractors, and family members are not authorized.

2. RESPONSIBILITIES:

2.1. Installation Chaplain:

2.1.1. Serves as overall fund manager and establishes policies and procedures for control and operation of this fund.

2.1.2. Serves as approving official for all General Fund Purchase Requests and all purchase requests exceeding $1000 (AF Form 4356, Chapel Tithes and Offerings Fund Purchase Request) prior to submission to Account Manager.

2.1.3. May sign all honorariums/speaking fee requests for $1,000 or less. If the request exceeds $1,000 it must be approved at the HQ AFSPC/HC or HQ USAF/HCP level.

2.1.4. Conducts semi-annual Chapel Financial Working Groups (CFWG) to review status of funds and determine requirements for budget adjustments.

2.1.5. Reviews and certifies monthly assessments from the NCOIC.

2.1.6. Approves and endorses the annual CTOF Program Budget prior to 31 August of the upcoming fiscal year and no later than (NLT) 1 September. Ensures all funds are not obligated prior to budget approval and approves and endorses all program plan amendments and budget modifications.

2.2. Noncommissioned Officer in Charge (NCOIC), Chapel Operations:

2.2.1. Responsible for providing technical oversight of entire CTOF operations program.

2.2.2. Conducts monthly assessments by the 15th of the following month.

2.2.3. Ensures 100% of cardholder folders are inspected randomly annually.

2.2.4. Attends semi-annual CFWG planning meetings.

2.3. Account Manager:

2.3.1. Serves as primary point of contact with the Chaplain Corps Accounting Center

(CCAC).

2.3.2. Reviews master monthly credit card statement.

2.3.3. Attends semi-annual CFWG planning meetings.

2.3.4. Serves as final approval authority for all CTOF purchases.

2.4. Designated Faith Group Chaplain/Denominational Leader:

2.4.1. Reviews submitted AF Form 4356 to ensure accuracy of Accounting Class, Expense Code and Program Code.

2.4.2. Submit budgets in coordination with the CFWG to the Installation Chaplain not later than 15 August.

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HC OI 52-1 13 FEBRUARY 2014 3

2.4.3. Serves as a member of the CFWG.

2.5. CTOF Financial Working Group (CFWG):

2.5.1. Meets semi-annually to review status of CTOF budgets and recommend adjustments.

2.5.2. Records meeting minutes and submits to Account Manger for insertion into the

CTOF Continuity Binder.

2.6. Program Leader/Coordinator:

2.6.1. Complete in its entirety AF Form 4356. Failure to submit completed AF Form

4356 will delay processing of payments.

2.6.2. Project Officers are personally responsible for spending and documentation of all funds issued.

2.6.3. Project Officer has 10 days after event to return completed AF Form 4362, Chapel Tithes and Offerings Fund Project Officer Report, receipts, and deposit slip, if applicable. A project is complete at the end of event or program as determined by Account Manager.

2.6.4. Project Officers may not pay taxes for CTOF purchases. If a vendor refuses to remove taxes, choose a different vendor. Project Officers will not be reimbursed for taxes paid.

2.7. CTOF Credit Cardholder:

2.7.1. Perform all responsibilities outlined in AFI 52-105v2, para. 3.7

3. ACCOUNTING PROCEDURES:

3.1. Budget Development & Modification

3.1.1. The Installation Chaplain will develop income governed budgets based off of the local needs assessments.

3.1.2. CCAC funding will be budgeted as a directed percentage of previous fiscal year’s regular offering total.

3.1.3. HQ USAF HC funding will be budgeted as a directed percentage of all regular offering of current year. This will be monitored by CCAC and adjusted accordingly in coordination with the LA AFB HC leadership.

3.2. Offerings, Donations, and Project Officer Returns

3.2.1. Offerings

3.2.1.1.Two people, over 18 yrs old and not family members from each worship service are required to count the offerings.

3.2.1.2.All offerings will be counted in the counters room 3.2.1.3.Funds will be dropped off at the overnight bank depository box.

3.2.1.4.If ushers are unavailable to drop off the bank deposit, the authorized person will store in the chapel, Bldg 420; in a temporary, unattended and locked storage safe. Safe is located in the Sacristy.

3.2.2. Donations or Group Collections.

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4 HC OI 52-1 13 FEBRUARY 2014

3.2.2.1.Miscellaneous donations or group collections received at the chapel must be counted by two people, over 18 yrs old, not family members and who are not members of the Air Force Chaplain Corps.

3.3. Purchasing with CTOF

3.3.1. Anyone wishing to utilize CTOF will follow the detailed steps outlined in the

CTOF Utilization guide.

4. FIXED ASSET ACCOUNTABILITY:

4.1. Fixed Assets are defined as equipment, furniture, material, or ecclesiastical items costing

$1,000.00 or more. The Account Manager is responsible for safeguarding CTOF fixed assets purchased by or donated to the fund and perform an inventory annually. The inventory will be placed in the CTOF Continuity Binder, Section 5.

//SIGNED//

WILLIAM T. TOGUCHI, Ch, Lt Col, USAF Installation Chaplain image8.emf

HC OI 52-1 13 FEBRUARY 2014 5

Attachement 1

GLOSSARY OF REFERENCES AND SUPPORTING INFORMATION

References AFI 52-105, Volume II, Chaplain Tithes and Offering Fund, 18 July 2013 AFMAN 33-363, Management of Records, 31 Aug 1994 DOD 5500.7-R, Joint Ethics Regulations, 29 November 2007

Adopted Form AF IMT 847, Recommendation of Change of Publication

Prescribed Forms AF Form 4356, Chapel Tithes and Offerings Fund Purchase Request AF Form 4362, Chapel Tithes and Offerings Fund Project Officer Report

Abbreviations and Acronyms ABG—Air Base Group AFI—Air Force Instructions AFMAN—Air Force Manual AFRC—Air Force Reserve Command AFSPC—Air Force Space Command ANG—Air National Guard CCAC—Chaplain Corps Accounting Center CTOF—Chaplain Tithes and Offering Fund CFWG—Chapel Financial Working Groups DOD—Department of Defense HC—Chaplain’s Office HQ—Headquarters NCOIC—Non-Commissioned Officer in Charge NLT—No-later-than OI—Operating Instructions RDS—Records Disposition Schedule image9.emf image10.emf image11.emf image12.emf image13.emf