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From clubs and swim teams to Boy Scout troops and the Thrift Shop, all private organizations must undergo an Army-mandated approval process to operate on post.

"Approval gives them the opportunity to work with the Fort Meade community and provides fundraising opportunities," said Tiffany Abrams, administrative assistant for NAF Support Services.

Private organizations are self-sustaining and nonfederal entities, incorporated or unincorporated, which operate on DoD installations with the consent of the garrison commander, said Abrams.

The approval process begins with submitting a packet of documentation through the Directorate of Family and Morale, Welfare and Recreation to NAF Support Services at 4216 Roberts Ave.

Abrams then takes completed packets to the Office of the Judge Advocate General for legal review and approval.

"The process could take one to two weeks," Abrams said.

The packet is then submitted to Garrison Commander Col. Edward C. Rothstein for his approval.

"Once JAG approves it, I pick the packet up and do a staff summary sheet for the commander," Abrams said. "If he approves, it's filed."

Once approved, the organization will be notified and considered a registered private organization on Fort Meade.

Approval expires automatically two years from the date of the last approval, unless it has been revalidated. Organizations must submit requests to the garrison commander no less than 90 days before the expiration date.

"It's not difficult; it's just paperwork," said Kathy Elmore, committee chair for Fort Meade Boy Scout Troop 379, which was established on post decades ago. "You just have to update it every couple of years. It's information that an organization needs to have anyway."

Although 34 organizations had previously filed to operate on post, only nine of those are currently registered and active.

According to Installation Management Command, packets must include the following information:

* A charter, articles of agreement, constitution, bylaws or other authorization documentation acceptable to the installation commander. If affiliated with a national, regional or state organization, the organization will include documentation of the parent organization.

* Any other documentation that states the organization's nature, functions, objectives (including planned use of funds) and activities.

* An explanation of membership eligibility and responsibilities for all management functions (including accountability of assets, coverage and limitation of insurance and disposition of remaining assets on breakup of the organization).

* A statement of the organization's liability, if assets are not enough to cover all liabilities. The statement of liability will include a provision that all state and jurisdictional laws are met.

* Agreement to reimburse the Army for utility expenses, unless use is incidental -- it would cost more to bill and collect than it costs to provide the utility.

* A statement that the organization will neither propagate extremist activities nor advocate violence against others or the violent overthrow of the government.

* A statement that the organization's activities will not seek to deprive individuals of their civil rights.

"It's just filling out paperwork about what we do at the club and if we are a nonprofit, questions like that," said retired Platoon Sgt. William Thornton, a member of the Meade Rod and Gun Club since 1965 and a former vice president.

While an organization is not obligated to a minimum membership, it must have a standing committee including a chairperson, president, vice president and secretary, said Abrams.

Approved organizations are entitled to sponsor fundraisers at the commissary, Post Exchange and Shoppette and distribute fliers at the facilities to promote their events.

Organizations also may rent FMWR facilities and partner with FMWR and other private organizations "to give back to the community," said Abrams.

However, organizations cannot include the name or seal of DoD in its title or on its letterhead, or impose a financial obligation on the Army.

They may not conduct activities that discredit the Army. They also may not engage in the distribution or sale of alcoholic beverages.

Permission will be revoked if the organization does not adhere to Army policy.

For more information on private organizations, call Tiffany Abrams at NAF Support Services at 301-677-3772.