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Table of Contents
Table of Contents
Introduction ............................................................................................... 2
Family Readiness Groups Dened ............................................... 3
Actions Family Readiness Groups Perform ............................. 5
Family Readiness Group FAQs ........................................................ 6
Ombudsman and FRGs: Dening Roles ................................... 8
Family Readiness Group Checklist ............................................... 9
My FRG Goal .............................................................................................. 10
Eective Meetings ................................................................................. 18
Strategic Planning: First Meeting Checklist ............................ 19
Icebreakers and Ideas .......................................................................... 22
Membership and Participation ...................................................... 23
Communicating with Family Readiness Group Members
25
Tips for Eective Newsletters and Articles .............................. 30
Family Readiness Group Activities and Event Ideas .......... 33
Children’s Activity Ideas ...................................................................... 35
Halfway Celebrations ........................................................................... 37
Homecoming ............................................................................................ 38
Funding a Family Readiness Group ............................................. 41
FRGs and Tax Considerations .......................................................... 43
Family Readiness Group Spending Plan ................................... 45
Fundraising ................................................................................................. 46
Fundraiser Checklist .............................................................................. 48
Emergency Preparedness .................................................................. 50
Spouse Sponsorship Program ........................................................ 56
Resources .................................................................................................... 58
Appendix A — OPNAVINST 1754.5C,
Family Readiness Groups ................................................................... 59
Appendix B — NAVADMIN 194/17,
Family Readiness Groups and IRS Tax Law Changes ........ 69
Appendix C — Standing Rules ...................................................... 72
Appendix D — Command Logos ................................................ 75
Appendix E — Sample FRG Welcome Letter ........................ 76
Appendix F — Family Readiness Groups
Interest Survey .......................................................................................... 77
Appendix G — Strategic Planning Guide ............................... 80
Appendix H — Sample Meeting Agenda ............................... 82
Appendix I — Event Planning Worksheet ............................... 83
Appendix J — Steps to File for an Employer
Identication Number ......................................................................... 85
Appendix K — FRG Tax Information ........................................... 86
Appendix L — Sample Treasurer’s Report .............................. 87
Appendix M — The Emotional Cycle of
Deployment ............................................................................................... 88
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Family Readiness Groups (FRGs) are private organizations closely affiliated with a command that operate under
the provisions of OPNAVINST 1754.5C, Family Readiness Groups. FRGs are an integral part of a support network
that bundles key services such as ombudsmen, Fleet and Family Support Centers (FFSCs), chaplains, school
liaison officers and Child Development Centers at the command level. The assistance provided by FRGs help to
support to military members and their families.
The purpose of this handbook is to assist FRG leadership and provide information and ideas for establishing
and maintaining successful groups.
FRG Defined
The purpose of a Family Readiness Group is to help plan, coordinate and conduct informational, caretaking,
morale-building and social activities to enhance preparedness and command mission readiness and to
increase the resiliency and well-being of Sailors and their families. FRGs may offer programs or services that
complement appropriated-fund or non-appropriated-fund activities on an installation, but they should not
compete with such programs.
Informative
Social
Morale-Building
Introduction
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FRG History
FRGs commonly were associated with seagoing commands and provided support to deployed Sailors’ families
living near the command’s homeport.
Family Readiness Groups formerly were called “wives’ clubs” and were comprised mainly of women. The first
documented club was the Navy Wives’ Club of
America (NWCA), chartered in 1936. The name
changed in the 1980s as more women became
active-duty Navy members. Since then, FRGs
have gone by several names, including:
WW Family Support Group.
WW Family Support Club.
WW Friends and Family Support Group.
WW Command Family Association.
WW Spouse Group.
Today, with the Navy facing more diversity in the
number and length of deployments, as well as
the increased number of women serving in the
military, the Navy has adopted the term Family
Readiness Groups to reflect the change in the
Operations Tempo (OPTEMPO) of commands.
Families and Sailors need to be ready at all
times. The days of planned deployments, with
a long period at home afterward, are history. In
addition, more Sailors on shore duty are being
assigned to extended temporary duty through
individual augmentee (IA) assignments. Because
these Sailors deploy alone, their families have
the same needs, and in many cases, additional
needs, as those of a Sailor who deploys with a
ship, squadron or battalion.
In September 2006, the first instruction
establishing Navy policy and regulations
on FRGs was developed and released. Navy
leadership revised the instruction in 2011, and
again in 2018. Anytime an FRG has questions
about procedures or requirements, the first step
should be to consult the most current version of
the OPNAVINST 1754.5, Family Readiness Groups.
Note: Family support groups that wish to remain an unofficial support group, separate from the command, may do
so. Unofficial support groups do not receive command support (including, but not limited to, use of the command
name, command spaces/equipment or command representatives).
Family Readiness Groups Defined
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Why Have a Family Readiness Group?
FRGs are an integral part of the military lifestyle. These groups serve the needs of individuals who share a
common experience. An FRG’s purpose is to:
WW Welcome/mentor members who are new to the Navy lifestyle.
WW Coordinate social events, such as holiday celebrations.
WW Prepare members for deployments and homecoming.
WW Provide family support during deployments.
WW Help families adjust to challenges and to support one another in times of personal, unit or area crises.
When families of service members know their resources, have fun and can draw on the strength of new friends,
coping skills are enhanced. A group that works well together and promotes a team effort brings out the best
of this challenging lifestyle. Lasting friendships, the satisfaction of helping others and a sense of pride are all
positive results of belonging to a strong FRG.
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FRGs Should Not:
FRGs Should:
Wx Attend FRG training either in person at the local FFSC or virtually via the online training.
Wx Elect a president and treasurer (if fundraising).
Wx Establish bylaws for review by the commanding ocer (CO); make them available to members.
Wx Open membership to all family members, Sailors and civilians associated with the command and its
personnel.
Wx Plan, coordinate and conduct social events and informational activities designed to promote and improve
family readiness.
Wx Establish an agenda and identify objectives for each meeting.
Wx Interact with installation activities (FFSC, Morale, Welfare and Recreation [MWR] and chaplains, etc.) to
coordinate support and avoid duplication of services.
Wx Coordinate with the command liaison on matters of mutual interest to both the command and the FRG.
Wx Request the CO’s endorsement or approval of FRG fundraising events when the event occurs within
command spaces and is conducted among command members or families to raise money for the benet
of their own command members or families.
Wx Dissolve the FRG when a vote of its members determines that disestablishment is in the best interest of
the FRG.
Wx Abide by the latest federal and state tax laws. Consult IRS.gov and your FFSC FRG Coordinator for
assistance.
W⊗ Solicit or accept gifts on behalf of the command or the Department of the Navy.
W⊗ Confuse FRG and ombudsman roles and responsibilities.
W⊗ Fundraise in command spaces without the CO’s approval.
W⊗ Host a fundraising event on the base without approval from the installation commanding ocer (when
the location is not in a unit command space).
W⊗ Allow an ombudsman to hold an FRG board or leadership position.
W⊗ Imply that the Navy ocially endorses fundraising events that occur o base.
W⊗ Request the CO’s endorsement of an FRG fundraiser to benet a charity of the FRG’s choosing.
W⊗ Use the command’s name without the CO’s approval.
W⊗ Use seals, logos or insignia of the command on any FRG letterhead, correspondence, titles or in
association with programming without permission. See Appendix D for guidance.
W⊗ Release personal information, obtained during ocial volunteer duties, without the proper consent of the
individual(s) concerned.
Actions Family Readiness Groups Perform
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1. What is the purpose of a Family Readiness Group (FRG)?
FRGs help plan, coordinate and conduct informational, caretaking, morale-building and social activities
to enhance preparedness and command mission readiness and to increase the resiliency and well-being
of Sailors and their families.
2. How is an FRG established? Does every command have to have one?
Not all commands have FRGs. Any family member, Sailor or civilian associated with the command and its
personnel can take the lead on establishing an FRG. The first step is to attend the FRG training offered by
the FFSC.
3. Who can be an FRG member?
Family members, Sailors and civilians associated with the command and its personnel.
4. What is the role of the ombudsman?
An ombudsman may collaborate with the FRG on behalf of the command, and may participate in and
speak at the FRG meetings and events, but the ombudsman cannot serve as an FRG officer.
5. Is there training for FRG leadership?
Yes. FFSCs offer FRG leadership training. Command leadership, their spouses and FRG leadership are
encouraged to attend. FRG training is also online, via an on-demand training that can be taken in the
comfort of one’s own home and at any time during the day.
6. Do FRGs need bylaws?
Yes. To receive approval to operate in support of an operational unit or installation, or to use the
command name, an FRG must submit its bylaws to the installation or unit CO for review and approval.
Bylaws provide structure and guidance and clearly define leadership roles and responsibilities. The bylaws
are then adopted by the group’s members to govern and regulate activities.
7. Can FRGs accept or solicit gifts?
An FRG is free to accept solicited and unsolicited gifts offered in accordance with its bylaws. However,
FRG members may not solicit gifts on behalf of the command or imply the Navy endorses the FRG’s
fundraising activities. An FRG may never accept a gift on behalf of a command or the Department of the
Navy.
8. What can the Fleet and Family Support Center (FFSC) do for an FRG?
An FFSC is your one-stop shop for family readiness programs and services including: FRGs, ombudsmen,
deployment, relocation, transition, employment, life skills, personal financial management, new parent
support, Navy Gold Star, Exceptional Family Member Program (EFMP), family advocacy and counseling.
FFSCs offer FRG basic training and advanced trainings throughout the year.
Family Readiness Group FAQs
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9. What is an FFSC FRG Coordinator?
An FFSC FRG Coordinator will schedule and host FRG training sessions, maintain an FRG email roster
for sharing and distributing helpful information and provides support to FRG groups by serving as an
informational source, consultant and point of contact for FFSC informational speakers.
10. What is the purpose of the command liaison/representative?
The CO designates an official command liaison to the FRG to represent the command and act in an
advisory capacity to the FRG in discussions of matters of mutual interest. The command liaison may
speak at FRG events regarding the deployment schedule, command events or any topic of interest. In this
manner, the command liaison serves as a conduit of information between the command and the FRG.
11. Can FRG events/meetings be held in command spaces?
Installation and unit COs may provide logistical support, such as access to installation/command spaces
and use of equipment for permissible FRG events.
12. How do FRGs and the Ombudsman work together to support the command?
Both work to keep command families resilient and ready for Navy life. See the next page for more
information.
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Navy Family Ombudsman Program
Ombudsmen are dedicated volunteers who are appointed by the commanding officer (CO) to serve as the link
between the command leadership and Navy families. They are trained to assist families in navigating the challenges
of the Navy lifestyle.
Ombudsmen:
W Disseminate ocial command information to families.
W Adhere to the strictest code of condentiality to protect the privacy of individuals and maintain the credibility of the
Navy Family Ombudsman Program.
W Provide military and community resources to empower families.
W Serve as a source of ocial information during times of crisis and disaster.
To learn more about the Ombudsman Program or to contact your ombudsman, visit https://www.cnic.navy.mil/ffr/
family_readiness/fleet_and_family_support_program/ombudsman_program.html.
Family Readiness Groups (FRGs)
FRGs are nonfederal entities that provide family members with an informational and social support network.
Purpose of an FRG:
W Plan, coordinate and conduct social events, such as holiday celebrations and informal activities designed to promote and
improve family readiness.
W Engage members in deployment and homecoming events.
W Provide family support and networking opportunities during deployments.
W Welcome members who are new to the Navy lifestyle and command.
Membership includes:
W Command members (active-duty personnel, Reservists and civilians) in their personal capacity.
W Command members’ spouses and children.
W Other family members.
W Other interested civilians associated with the command and its personnel.
Ombudsmen and FRGs Working Together:
W FRGs operate distinctly from the ombudsman; however, the ombudsman may collaborate with the FRG on behalf of the
command but may not serve as an FRG ocer.
W Ombudsmen advertise meetings and events in the ombudsman newsletter and ensure families are aware of FRG
activities.
W FRGs invite the ombudsman to introduce himself or herself at FRG meetings and provide members with ocial
information from the command and other valuable resources.
W Both help families adjust to challenges and support one another in times of a personal, command or local crisis.
FRGs and ombudsmen are an integral part of a support network that also includes FFSCs, chaplains, school liaison officers
and Child Development Centers.
Ombudsman and FRGs: Defining Roles
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Our Family Readiness Group
Has a copy of OPNAVINST 1754.5C, Family Readiness
Groups.
Has written bylaws that include: (OPNAVINST
1754.5C, enclosure 1)
Group’s name.
Group’s purpose.
Leadership structure.
Membership requirements.
“Turn over” instructions for incoming board
members.
Bylaws have been submitted to the current CO for
permission to use the command name.
Has an Employer Identification Number (EIN) and
an FRG bank account (if fundraising).
Has filed the appropriate federal and state tax
forms and are in compliance with the latest
guidance for 501(c)(4), Social Welfare Organizations:
https://www.irs.gov/charities-non-profits/
other-non-profits/life-cycle-of-a-social-welfare-
organization
Has a budget or spending plan.
Responsibly manages funds and conducts audits as
needed.
Has, at a minimum a president, a treasurer (if
fundraising) and an official command liaison.
Uses appropriate communication tools to reach
out to command families.
Periodically surveys membership to ensure needs
are being met. Promote meetings and FRG-
sponsored events.
Invites newcomers to meetings. Creates an
agenda for each meeting.
Holds fun/informative meetings.
Creates a warm, friendly meeting environment.
Documents decisions made at meetings.
Works effectively with the command
ombudsman. (OPNAVINST 1754.5C, 4. d.)
Knows and understands the rules of Operations
Security (OPSEC).
Has a social roster of interested members.
Delegates responsibilities to members.
Has a budget or spending plan.
Responsibly manages funds and conducts audits
as needed.
Requests the installation commanding officer’s
approval for any on-base fundraising events
when the location is not a unit command space.
Effectively plans events/activities.
Appropriately recognizes group members.
Has a plan to support members and other
command families experiencing crisis.
Family Readiness Group Checklist
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Tuckman’s Stages of Group Development
What stage is your FRG currently in?
Our FRG is currently in this stage:
What Does Success Look Like?
How will you know if your FRG is a success?
Success for our FRG is:
Our Goal
What is a goal you have for your FRG? When would you like to achieve this goal?
Example: In one year, our FRG would like to move from the storming stage to the performing stage, having
successfully planned and executed a homecoming party for our command.
My goal for our FRG is:
My FRG Goal
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Tips for Presidents
W Be prepared for your
meetings.
W Begin and end meetings on
time.
W Be diplomatic.
W Be exible.
W Be a good listener.
W Be courteous.
W Be willing to delegate eectively.
Role of Family Readiness Group Officers
Elected officers of an FRG must consist
of a president and a treasurer at a
minimum, if the group chooses to
fundraise. Larger, more formalized
groups may elect additional officers
to lead the FRG. These officers often
assume their new roles with little or
no experience or guidance. FFSCs
provide command and FRG leadership
training.
Each role can be established for
optimum effectiveness. These roles
can be stated in your bylaws.
Turnover or pass-down information for
each role should be given to incoming
officers. Be sure to include all records
of financial transactions and general
information about the group that will
help with the leadership transition.
The president represents the FRG at all times—to the spouses and to everyone else he or she may
meet while in the role of president.
WW Know your bylaws.
WW Have a prepared agenda for the meeting.
WW Start and end your meeting on time. You also need to
think about:
Q Opening the building/room.
Q Arranging the room.
Q Cleaning up.
Q Locking up.
WW Sign ocial correspondence.
WW Appoint committee chairs and maintain a list of
committees.
WW Establish a working relationship with your ocial
command liaison.
WW Recognize committee volunteers.
Family Readiness Group Leadership Roles
President
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WW Delegate responsibility evenly throughout your group or among committee members.
WW If fundraising, be familiar with the IRS notication and ling requirements.
For more formal meetings, be familiar with and ready to apply basic parliamentary law and procedure (see
Robert’s Rules of Order).
The vice president’s job is probably the least well-defined. In the president’s absence, the vice
president traditionally performs the leadership duties for the FRG. Many groups have the vice
president lead the Pledge of Allegiance and act as the
event coordinator. The vice president may also act as a
greeter at each meeting.
WW Chair the meeting in the president’s absence.
WW Secure guest speakers.
WW Know your bylaws.
WW Lead the Pledge of Allegiance.
WW Coordinate publicity.
WW Perform other duties as assigned in your bylaws.
WW Be a neutral party to help dissolve gossip groups or cliques.
The secretary is responsible for the FRG’s administrative needs. One main duty includes taking
minutes during meetings. Minutes are written records of your group’s meetings and contain
what was accomplished—not what was said—by participants. It is a record of where the
group has been and where it is going. Minutes also provide information about the last
meeting for those who were not able to attend.
WW Write minutes of the meetings.
WW Proofread correspondence for content,
grammar and spelling. It is better if
someone else proofreads, too.
WW Read the minutes from the previous
meeting at the next meeting (optional).
WW Keep attendance records of participants
(optional).
WW Compose correspondence (ocial letters,
email, social media posts).
WW Maintain a le of incoming and outgoing
correspondence.
Vice President
Secretary
Tips for Vice Presidents
W Communicate with your president
in order to be aware of all aspects
of your group’s activities.
W Consult local papers, resources
and ombudsmen for ideas on
speakers for your group.
Tips for Secretaries
W Write the minutes as soon as possible
after each meeting.
W Type up formal or business
correspondence.
W Hand-write thank-you notes, personal
invitations and condolence cards.
W Note the date on all committee reports and minutes.
W Note the process of organizing events such as parties,
bake sales, etc. The process should include methods of
organizing events, contacts, committee structure and
lessons learned. Having this report to refer to will save time
if you choose to repeat the event.
W Conrm the spelling, title, rank and the appropriate mailing
address for civilian or military guests.
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WW Keep a box, binder or folder of ocial group business information. The following information should be
available to incoming command liaisons and ocers:
Q Minutes.
Q Committee reports.
Q Correspondence (copies).
Q Bylaws.
Q Attendance records.
The treasurer manages the group’s financial endeavors. Treasurers need to be trustworthy,
good with money and possess excellent bookkeeping skills.
WW Maintain records of all funds.
WW Provide a statement of nances as often as required.
WW Provide a complete nancial report after an audit.
WW Reconcile bank statements every month.
WW Submit receipts within 30 days of purchase.
WW Deposit money within seven days of receipt.
WW Obtain information regarding tax-exempt status and
setting up a checking account. (Seek out further
checking account information from your local bank
or credit union.)
WW Do not hand out blank checks.
WW Audit accounts at least annually by the FRG
Executive Board or another designated reviewer.
WW Require two signatures on checks to maintain
“checks and balances.”
WW If fundraising:
Q Be familiar with the IRS notification and filing
requirements.
Q Determine your 501(c)(4) status.
Q Notify the IRS by filing Form 8976.*
Q Ensure the FRG has filed the appropriate tax forms with the IRS.
Q File form 990-N (e-Postcard) annually.
*Note: Failure to file Form 8976 within 60 days will result in a $20 per day penalty, not to exceed $5,000.
Treasurer
Tips for Treasurers
W Purchase and maintain a
ledger.
W Keep a le of receipts,
ledger and account
information.
W Keep a box for cash, donations, dues, etc.
W Keep accurate records.
W Keep all receipts and log all check and cash
transactions.
W Ensure all transactions recorded in the ledger
match receipts and check amounts.
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The CO designates an official command liaison to the FRG to
represent the command and act in an advisory capacity to the
FRG in discussions of matters of mutual interest. In this manner,
the command liaison serves as a conduit of information between
the command and the FRG. The command liaison may not direct
or otherwise be involved in matters of management or control of
the FRG. This liaison may be an officer, senior enlisted member or
civilian employee of the command.
WW Provide encouragement for the group.
WW Deliver command information, when appropriate, and
knowledge of how FRGs work.
WW Keep the CO informed of FRG activities.
WW Serve as a source of resources and command knowledge
for family members.
The Command Support Team (CST) is designated by the commanding officer and typically includes
the CO, XO, CMC/COB, Chaplain (if one is assigned), their spouses, the ombudsman and any other
advocates designated by the CO as a CST member. The degree of involvement that any of these
individuals will have may differ by command and by personal interest.
CST spouses can be an excellent sounding board for the FRGs. Their experience and knowledge can
help navigate road blocks and can communicate with the command on behalf of the FRG, all roles
should be well defined in the group’s bylaws. It is recommended that CSTs attend FRG Basic Training,
but not required.
Ombudsman
The ombudsman is usually the spouse of a service member with the
command who is appointed by the CO to provide information and
referrals for local military and civilian resources to family members.
FRG board members and command ombudsmen have separate
and distinct responsibilities. The ombudsman is an official Navy
representative tasked with improving mission readiness through family
readiness. The ombudsman may collaborate with the FRG on behalf of
the command but may not serve as an FRG officer.
See the Navy Family Ombudsman Program Manual at
www.cnic.navy.mil, under Supporting the Family/Ombudsman
Program for further information.
WW Provide information on resources and referrals.
WW Communicate command information.
WW Maintain condentiality.
WW Provide encouragement to and inspire camaraderie among
command families.
Command Liaison
Command Support Team (CST) and/or Advisors
Tips for Command Liaisons
W Read the group’s minutes and current
bylaws to become familiar with the FRG’s
history.
W Make the eort to get to know FRG
ocers.
W Share your experiences with the
group (the good ones as well as the
challenging ones).
W Attend as many meetings as possible.
W Facilitate acknowledgment of members
through certicates and recognition
from the command.
W Let command family members know of
your involvement in the group.
Tips for Ombudsmen
W Work closely with your FRG ocers.
W Participate in group activities.
W Keep informed of current
command information.
W Get to know command spouses.
W Attend FRG meetings consistently.
W Communicate eectively and
maintain an open business
relationship with the FRG.
Remember, you are all striving
for the same goal—command
support!
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The event coordinator, often the vice president, is responsible for
asking guest speakers to address your group. Here are seven steps
to guide the event coordinator’s activities:
WW Learn. What topics are the participants interested in? Are
there specic needs to be addressed?
WW Find. Who can provide the information?
WW Secure. Secure a speaker. Contact the FFSC for further
guidance or ideas for topics.
WW Remind. Verify the date, time and place of your meeting for
the speaker.
WW Greet. Greet your speaker at the door.
WW Introduce. Introduce your speaker to the ocers of your
group.
WW Thank. Thank your speaker for attending your meeting and
send a thank-you note within a week after the program.
People are more likely to come back if they are formally
thanked!.
Event Coordinator
Tips for Event Coordinators
W Provide your name and contact
information to the speaker.
W Coordinate base access for the speaker.
W Secure any needed facility.
W Conrm any needed equipment
needed for video, projection or
microphones.
W Schedule your speaker’s presentation
before conducting your business
meeting.
W Send a thank-you note to the speaker
promptly after the meeting.
Tips for Securing a Guest Speaker
W Keep presentation time slots short. Successful programs for
FRGs tend to be relatively short (30 to 45 minutes).
W Develop a six-month or annual plan for inviting speakers to
come to your meetings, varying the topic areas.
W Keep in mind that it is not necessary to have a speaker at
each meeting—members need time to enjoy one another’s
company.
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Many FRGs may not be large enough for or interested in
having formal officers other than a president and a treasurer.
Using a committee chairperson is an option when organizing a
small group (fewer than 15 members). The chairperson hosts
the committee meetings. The group, as a whole, plans and
decides what interests they would like to pursue. Committees
can then be formed to address specific tasks such as
fundraising, handling publicity and organizing holiday parties
or the homecoming celebration. A popular structure is a
committee chairperson-at-large with several committee chairs
under them. Participants in the group can join any committee
in which they have an interest.
Serving on a committee is important, and accepting a
committee chair position is a challenging commitment. Many
people will depend on you to get the job done. Working
on a major project is fun and rewarding, especially when
you see the results of your efforts. Successful chairs and
committee members have these abilities in common: They
are dependable and can problem-solve, meet deadlines,
communicate effectively and work for the benefit of the group.
An FRG may have standing committees, or a permanent committee that meets regularly. These may include,
but are not limited to:
WW Welcoming Committee: comprised of FRG members (not
necessarily ocers) who agree to welcome new members
to FRG meetings, make hospital visits and visit a new mom
or new members at home. Members may put together and
hand out “goodie bags” of appropriate small items for the
occasion. Members may also send out birthday, get well or
other greeting cards.
WW Communications or Publicity Committee: comprised
of one or more FRG members who prepare meeting
announcements, news items and articles for publication
in the ombudsman or command newsletter, act as
webmaster for the FRG webpage or social media page and
otherwise handle communications and publicity.
WW Special Events Committee: assist the event coordinator in
planning special activities and events for the group. These
may include holiday parties, homecoming events and
group picnics.
WW Fundraising Committee: plans and arranges for fundraisers, researching the applicable local
regulations, obtaining necessary permissions and managing event logistics.
Chairperson and Committees
Tips for Chairpersons
W Set an initial meeting date for committee
members.
W Determine a timeline for the completion
of tasks.
W Inform committee members of your
expectations.
W Build in a backup plan for unforeseen
events. Regularly check in with committee
members.
W Take challenges to the executive board.
W Inform FRG and leadership of progress.
Tips for Committee Members
W Ask yourself if you have the time to be on
a committee.
W Inform the chairperson of issues or
challenges.
W Keep in contact with the chairperson as
needed.
W Inform the chairperson if you are unable
to fulll your obligations.
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FRG Turn Over
Your group must also consider the steps it needs to take when members of your board change. The FRGs
operating status should be included in the bylaws, including the steps the board needs to take when it turns
over – including notifying the IRS of the changes.
Here are the steps you should follow:
1. Notify the board or FRG that a board position will be open or vacant.
2. The board member who is listed as the responsible party on the EIN and on the bank accounts is responsible
for updating names and social security numbers. This should be well document in your bylaws and a standard
practice when there is board turnover of responsible parties.
3. When the responsible party resigns their position it is important to notify the IRS by lling out form 8822-B,
“Change of Address or Responsible Party – Business.” The on-line application takes you through a series of
steps, (identify, authenticate, addresses, details and your EIN conrmation).
If you need assistance filling out the application utilize the help topics on the IRS.Gov website or call IRS Tax-
Exempt Government Entities Office Customer Account Services at (877) 829-5500.
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Meetings may be informal or formal, depending the size of the group. If the group is small (fewer than 15
participants) using chairpersons and committees makes sense. The group will not appear to be leadership-
heavy.
Bylaws should reflect the simplest way of running a meeting to keep order and to have a process of decision-
making. Keeping bylaws uncomplicated with limited rules and regulations will help the group run most
efficiently. An example of bylaws is included in Appendix A, Enclosure 1, of the OPNAVINST 1754.5C, Family
Readiness Groups. Sample standing rules are included in Appendix C.
WW Have an agenda for all meetings, both formal and informal. Post it or distribute it to membership.
WW Start meetings on time to discourage latecomers. If meetings always start on time, participants are less likely
to be late.
WW Be prepared to discuss dates for future meetings. It is easier to set dates and times if everyone is encouraged
to bring a calendar or smartphone with a calendar app to the meetings.
WW Set time limits on agenda items to be discussed. An agenda item that is discussed repeatedly may be
frustrating to your group.
WW Assign a committee to take ideas for action and research. Have the committee report their ndings at a future
meeting.
WW Establish a convenient voting method. One simple method of voting is to allow only those in attendance at
the meeting to vote. Groups can sometimes be bogged down in a complicated voting procedure that inhibits
the group, and the voting procedure itself can become an issue.
WW Report issues to the command and talk to the command liaison if decisions are controversial and warrant
command attention.
Effective Meetings
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Use this checklist to plan your first FRG meeting.
At Least One Month Before
W Meet with your CO:
Q Learn how the CO believes the FRG can best support the command and families.
Q Ask who will serve as the group’s command liaison.
Q Invite the CO to attend the first meeting.
Q Ask if a social roster exists which can be released to the FRG.
Q Ask if future check-ins can be informed of the FRG and consent to release of their personal contact
information for FRG phone and email trees.
W Talk with the command liaison, ombudsman and potential FRG leadership to begin planning the
establishment of a group or to re-energize a group.
W Complete a needs assessments or interest survey of command family members. (Appendix F)
W Select a day, time and place to meet. (Allow approximately two hours for the meeting.)
W Arrange child care on-site with a certied child care provider(s), if possible. (Consider the cost to be
charged to each person who uses it.)
W Prepare a meeting agenda:
W Welcome.
W Ask someone to take notes of decisions made (if a secretary has yet to be appointed).
Q Distribute a sign-in list to collect names, addresses, email addresses and phone numbers.
Q Introductions.
Q CO remarks.
Q Share survey results.
Q Discuss group goals.
Q Select leadership (even if it is just temporary).
Q Select one or more individuals to draft/review bylaws.
Q Ask the treasurer to set up an FRG bank account, if none
exists.
Q Arrange time/location of the next meeting.
Q Wrap up.
W Request to publicize meetings at quarters (the morning
meeting), the plan of the day/week/month, posters at the
command, phone calls, command or ombudsman newsletter
and direct mail. Provide directions to the meeting and, if
available, advertise child care and the cost of such care, if any.
Strategic Planning: First Meeting Checklist
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Few Days Before Meeting
W Conrm meeting location.
W Conrm child care.
W Ask attendees to bring light refreshments.
W Call, text message or email reminders to potential members, command leadership, their spouses,
ombudsmen, etc.
W Make copies of the agenda.
W Make directional/welcome signs to post at the meeting site.
W Purchase name tags, markers or other needed materials.
One Hour Before Meeting
W Post directional/welcome signs.
W Arrange chairs so participants can see one another.
W Place agendas on chairs or tables.
W Set out refreshments.
W Set out name tags and markers.
W Ensure there is a trash receptacle.
W Note locations of restrooms and child care.
Thirty Minutes Before
W Take a deep breath and smile.
W Welcome participants as they arrive.
W Chat with participants and introduce them to one another.
W Oer refreshments.
Meeting Start Time
W Ask everyone to sit.
W Deliver a formal welcome and consider doing an icebreaker
W Follow prepared agenda.
Within a Week after the Meeting
W Draft meeting minutes.
W Establish an FRG social roster, with contact information.
W Distribute minutes to all participants who provided an email address. Include a nice note.
W Call anyone who did not provide an email address.
W Begin planning for the next meeting.
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Sample Agenda
WW Call the meeting to order.
WW Welcome participants.
WW Introduce new members/participants to the group.
WW Introduce guests or guest speaker.
WW Have the secretary read the minutes from the
previous meeting and ask for corrections or additions.
If there are none, say, “Minutes stand approved as
read.”
WW Ask for the treasurer’s report.
WW Ask for committee reports.
WW Review unnished business.
WW Ask for new business.
WW Ask for announcements.
WW Adjourn the meeting and socialize.
Sample Minutes
WW Name of the organization.
WW Date, hour and location of the meeting.
WW Attendance and who presided over the meeting.
WW Guest speaker and topic.
WW State each main motion and the name of the person making it.
WW State whether the motion was passed or not passed and record the vote on the question.
WW State whether the minutes of the previous meeting were read and approved as read or corrected.
WW List committee reports and who read them.
WW Record old and new business agenda items discussed.
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Questions for Participants
Answering questions helps start discussions and
increases comfort levels between members.
Questions should be general in nature and
not too personal. Have participants take turns
going around the room, giving their names and
responses to questions like:
W What is your home state?
W How many children do you have?
W What is your favorite vegetable?
W What is your ZIP code?
W Where did you meet your spouse?
Name Tent or Name Tag Activity
Fold sheets of construction paper into thirds, forming
long tents. Have participants write their names on
the front of the tents and draw their hobbies on the
reverse side. Participants then walk around the room
to introduce themselves and guess one another’s
hobbies. There are probably other people in the room
with similar interests. Another option is to use name
tags. Have participants put their names and hobbies
on the front of a name tag.
Who Am I?
Pin the name of a famous person on the back of
each group member. Have everyone ask questions
requiring “yes” or “no” answers of one another for a
preset amount of time. At the end of the time limit,
go around the room, starting with yourself, and have
everyone guess who they are. Keep the game as
simple as possible by using themes—famous couples,
star athletes, actors or other recognizable celebrities.
Don’t Say “I”
Give each person three pennies. Ask participants to
move around the room, introducing themselves to
one another and asking questions that might prompt
a person to say “I.”
If anyone does, the participant collects a penny from
the person who said “I.” The person with the most
pennies at the end of the preset amount of time wins
a small door prize.
No Hands Directions
Divide the group into smaller groups of two or three.
Ask participants to sit on their hands facing each other
and then give directions to their house or directions
from their house to the closest mall. Ask participants
how hard it was to remember street names or indicate
left or right turns without using their hands.
M&M Game
Pass around a bag of small candy such as mints,
Skittles, M&Ms, etc., and tell everyone to take some.
After they have taken some, say, “OK, now you have
to tell us something about yourself for each piece of
candy in your hand.”
Navy Jargon
Using an online word search creator, make a word
search using Navy terminology (e.g., galley, racks,
scuttlebutt, compartment, head, leave, LES) for family
members to complete while they wait for meetings
to start. Variations of this icebreaker include creating a
word scrabble or “bingo” using Navy terminology.
The purpose of icebreakers is to give people the opportunity to get to know one another and find out what
they have in common. Even if family members do know one another, it is still a great way to start meetings or
even a social event. It is an upbeat way for everyone to relax and get to know the people in the room, not just
their close friends.
Icebreakers and Ideas
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Participation in your group is based upon several factors, including stateside or overseas location and whether
the command is deployed or in port. Typically, participation will grow as commands get ready to deploy and
will decline after the deployment. Why? Because of the perception that support of the group is no longer
needed when the command returns from deployment. Keeping the basic structure of the group is an
important factor when it starts to become active again. Develop an annual or strategic plan and work with the
command to keep activities varied; it may help membership grow and/ or stabilize. A sample guide to
developing a strategic plan is in Appendix G.
Group membership may be low. Many spouses work and/or volunteer, and some may not choose to
participate in the FRG. It is not the number of members that is important. It is the sense of command support,
camaraderie and friendship that makes even a small group successful.
Membership and Participation
Ideas for Participation and Membership
W Publicize your group and events as widely as possible.
A notice in base newspapers, the command Careline,
email and personal phone calls are successful tools.
Two to four weeks’ notice before an event gives
participants plenty of time to plan.
W Request to use the command newsletter(s) to
promote your group, its purpose, accomplishments
and scheduled activities. Remember to include the
meeting time, place and phone number or email for a
point of contact.
W Send a welcome letter to new spouses through
command Welcome Aboard Packets. A letter given to
service members at their ship indoctrination is another
way to let them know about your group and what
activities are planned.
W Assign someone to greet new members and make
them feel welcome and comfortable at meetings.
This can be done on a rotating basis. This is one of the
most important aspects of success for your group.
New members may not return to another meeting if
they feel unwelcome or ignored.
W Sponsor a Captain’s Call or a CMC/COB’s Call to give
spouses the opportunity to talk with the captain,
command master chief or chief of the boat.
W Ride share. Some spouses may not be familiar with
the area. Oer a ride to those who may not come to a
meeting because they are unsure about its location.
W Consider meeting every other month or quarterly
when the command is in port.
W Provide child care whenever possible. Contact local Navy
Child and Youth Programs to discuss available child care
options and cost to members.
W Use a questionnaire to gather ideas for activities that
would interest group members. If the activities are fun,
varied and cost-eective, you will please most of the
people most of the time.
W Keep participants actively involved in the group by
inviting them to join various committees. Be careful
not to pressure people into a committee role. You want
volunteers who are interested in the job.
W A person who has been volunteered may not be
eective if they are uninterested or lack the skills to
t the position or task. If participants feel a sense of
belonging and contributing to the group, they will
take ownership of their commitments and ensure a
productive organization.
W Show shipboard videotapes at your meetings. Encourage
spouses to attend and see their service member.
W Sponsor a “Bring a Friend” night and give away prizes.
W Oer interesting topics for discussion. Hosting speakers
to facilitate discussion on a wide variety of topics is fun
and can be a draw for your meetings. Typical topics
of interest are deployment, parenting and nancial
planning.
W Oer variety in your meetings. Alternating business, craft,
potluck and outside social events will satisfy your group’s
interests.
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Recognizing and Showing Appreciation for FRG Members
Remember, members of your Family Readiness Group are volunteers. When you recognize people’s efforts, it
provides them with an opportunity for reflection, offers a reward for their effort and can motivate and increase
further participation.
There are many ways to recognize FRG members. Here is a starter list:
1. Say thank you or write a personal thank-you note.
2. Send a card of welcome to new members.
3. Introduce new members at meetings or on social media
groups.
4. Tell members when they do a good job.
5. Provide food at meetings.
6. Say something positive to each member.
7. Decorate chairs at FRG meetings for those celebrating
birthdays during the month.
8. Recognize volunteers involved with fundraising by taking a
small box of raisins and attaching a note saying, “Thanks for
raisin’ all those funds.”
9. Give them a roll of Life Savers candy and thank them for
being a “life saver.”
10. Give a packet of ower or vegetable seeds to members “who have helped us grow.”
11. Give a cupcake with a note that says, “You take the cake.”
12. Give a potpourri packet with a note saying, “You’ve given our project the sweet smell of success.”
13. Give members a bag of mixed nuts with a note attached stating, “We would go ‘nuts’ without you.”
14. Create a “way to go” box for members to thank each other. Read contributions at meetings.
15. Ask the CO to write members a letter/email of thanks.
16. Celebrate major accomplishments.
17. Give a certicate of accomplishment or appreciation.
18. Publish the member’s picture in the base newspaper as an outstanding volunteer.
Where did everyone go?
When commands return from deployment, FRGs may experience lower levels of participation and
attendance at meetings. This turn of events can be disheartening for the group’s officers, especially if the
FRG was strong during deployment. Members may find the support group that helped them during the
deployment is no longer needed. Their spouses are home, and even though they may stay in contact with
some FRG members, they may not have the time or desire to meet on a regular basis. Groups will typically
re-energize before the next deployment cycle, and the process will start again.
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Operations Security (OPSEC)
Whether communicating on a social media
site, by phone or in public, always limit
the amount of personal information you
discuss. FRGs should remain vigilant in not
disclosing any information that could put
our Sailors in harm’s way. Do not discuss
sensitive information such as ship/unit
movements, personnel rosters, training/
deployment schedules or anything else that
may compromise the personal privacy of
the crews, their families and the command’s
mission. Deployment information, as well as
daily operations, are in many cases classified,
and FRG members should recognize the
importance of keeping sensitive information
secure. Remind family members to be aware
of what they are posting online and educate
them about OPSEC. Visit http://www.navy.mil/
ah_online/OPSEC/index.asp - services for more
information.
Websites
FRGs may provide information to be posted
on the command’s official website, or an
FRG website may be linked to the command
website if it contains official information. The
FRG website may not contain commercial
endorsements or attachments if linked to
the command website. The FRG website may
contain links to other websites containing
useful information for family members, even
if those websites contain commercial links.
Web links to outside sites listed on the FRG
website will advise users that they are exiting
a Department of the Navy (DoN) website
and that DoN does not endorse the outside
website.
Communicating with Family
Readiness Group Members
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Increasing FRG Participation through Effective Communication
One way to attract potential FRG members is by making personal phone calls. Identify volunteers who are
willing to call 10 to 12 other FRG members. Provide them with a list of individuals to call with a written
message to be relayed. Below is a sample message:
Phone and Email Tree Etiquette and Usage
Phone and email “trees” are a great way for FRGs to communicate quickly with members. They are called trees
because the message goes out to a few people, who call a few more people, and so forth, so that the message
branches out to the whole group. It is an alternative to a prerecorded Careline. Participation for both must be
voluntary.
Please note, the command and ombudsmen cannot share official roster information with the FRG.
When setting up an email account for the FRG, be sure to verify how many email addresses you can send to
at one time and to prevent your email from going to the spam accounts of your members. You may need to
break up your email tree by groups of 50 or 100.
At command indoctrinations, explain how phone/email trees work. Discuss these communication methods at
your meetings and deployment briefs, so all spouses know they exist. Ask the ombudsman to include them in the
newsletter. You may also ask the command to include them in the ship’s newsletter.
Phone, text and email trees may be used to notify group members of upcoming meetings and social events
or share command specific information and updates. FRG members may not use phone, text or email trees for
their own financial benefit, such as for sales or solicitations.
To start a phone/test/email tree, an FRG officer calls the phone/text/email tree committee chairperson to
activate the tree. The committee chairperson then calls each “branch” of the tree. In turn, these volunteers call
each group member on their list.
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Phone Tree Etiquette Text/Email Etiquette
W Write down the message from the committee
leader and read it back for clarication.
W During the call, read the message as it was stated
to you.
W Be friendly and brief.
W Do not give out unauthorized ship information.
W Do not repeat or encourage rumors.
W Encourage group members to participate in
making calls to others.
W Refer group members to the ombudsman for
assistance with problems or resources.
W Leave messages on machines, if necessary.
W Call back if a child takes the message for the
parent.
W Do not type in all uppercase letters, because it may be
construed as anger or yelling.
W Do not forward jokes.
W As a courtesy to others on the email list, blind carbon
copy (BCC) all email addressees to discourage others
who might abuse the email list with spam.
W Be careful of “Reply to all”—such a reply goes to
everyone previously emailed. Only reply to the
intended recipient.
W If you do not feel comfortable writing it on a postcard,
do not say it in an email.
W Ask for permission from family members before
forwarding emails to or from them.
W Do not ask the ombudsman for the command roster/
email list. That list is strictly for command use.
W Above all—remember OPSEC.
Recommended Social Media Guidelines
If your FRG decides to set up a social media page, please consider the following:
WW Discuss with your CO what social media privacy settings would be best suited for your FRG (open, closed or
private group—see below for more.)
WW Include a disclaimer in your group’s description section. Example: “Welcome to the USS Eversail’s social media
page. This page is intended to provided updated information and discussion of the USS Eversail” (See below
for more.)
WW Abide by OPSEC rules and regulations. OPSEC is the process by which we protect unclassied information
that can be used against us. Avoid posting pictures or information that is pertinent to the command
on the group’s page. More information and guidelines regarding OPSEC can be found by visiting
http://www.navy.mil/ah_online/OPSEC/.
ial Media Privacy Settings
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Public Closed Secret
Who can join?
Anyone can
join orbe
added or
invitedby a
member
Anyone
can ask to
join or be
added or
invited by a
member
Anyone, but
they have to
be added or
invited by a
member
Who can see the group’s
name?
Anyone Anyone
Current
and former
members
Who can see who is in the
group?
Anyone Anyone
Only current
members
Who can see the group
description?
Anyone Anyone
Current
and former
members
Who can see what
members post in the
group?
Anyone
Only
current
members
Only current
members
Who can find the group in a
search?
Anyone Anyone
Current
and former
members
Who can see stories about
the group on Facebook (i.e.,
News Feed and search)?
Anyone
Only
current
members
Only current
members
Sample Social Media Disclaimer
“Welcome to the [NAME OF FRG]’s Facebook fan page. This page is intended to provide updated information
and discussion on the [NAME OF FRG]. Please visit our home page at [HOMEPAGE URL].
While this is an open forum, it is also a family friendly one, so please keep your comments and wall posts
clean. In addition to keeping it family friendly, we ask that you follow our posting guidelines as set forth here.
Comments and posts that do not follow these guidelines will be removed:
WW We do not allow graphic, obscene, explicit or racial comments or submissions, nor do we allow comments
that are abusive, hateful or intended to defame anyone or any organization.
WW We do not allow comments that suggest or encourage illegal activity.
WW Apparent spam will be removed and may cause the author(s) to be blocked from the page without notice.
WW You participate at your own risk, taking personal responsibility for your comments, your username and any
information provided.
WW Never post personal information about members without their permission. Help protect their privacy.
WW Never post details about command deployments or operations. Revealing such information may threaten
OPSEC.
WW The appearance of external links on this site does not constitute ocial endorsement on behalf of the Navy or
the Department of Defense.
Thank you for your interest in and support of the men and women of the [NAME OF FRG].”
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Using Social Media for Marketing
You can use social media to help promote your FRG, gain interest and increase membership. Here are some
tips for using social media:
WW Start a conversation. Putting out information is important, but engaging and interacting with members is
the key. Build relationships through two-way conversations by sharing news and ideas, such as, “I found this
great website for care package ideas! What great ideas have you used in the past?”
WW Use images. On Facebook and Twitter, there are thousands of posts every second. To get your content
noticed, add visual appeal with a photo.
WW Deliver content constantly. One of the best ways to build your audience is to be a reliable source of
information and interaction. If an FRG member posts a question about an upcoming time for an event and it
goes unanswered for days, people will see that your social media site is not eective (or helpful!).
WW Create events. In Facebook, an event is a calendar-based resource which can be used to notify people of
upcoming occasions. Events can be created by anyone and the creator can invite members of the FRG group.
Social Media Events
Events are a perfect way to get people’s attention and keep it. With Facebook’s calendar connection, most
people have their Facebook events connected to their smartphones. If notifications are turned on, members
will get notifications pushed to them, saving your FRG time and effort.
Here are some tips for creating events:
WW Choose a name. Try using a name that is creative and attention-grabbing.
WW Write a thorough description. Provide important details for your event, such as location,
time, pricing, special guests and the agenda/schedule.
WW Choose an eye-catching cover photo. People are more drawn to visuals over text, so as
they scroll through their newsfeed, they will be more likely to notice a photo.
WW Let people post to the event wall. When you create an event, you have the option to only
allow hosts to post to the event wall, posts to be approved by an administrator, or anyone to
post. The more active an event looks, the more excited people are going to be about it. It is
dicult to spark conversation when people are not allowed to post to the event page.
Social Media for FRGs
Social media can be leveraged for more than just pushing out information to your command families, your
FRG can use it to learn and grow as a group, too. The U.S. Navy FRG Leadership Discussion Group on Facebook
allows FRGs to network with each other, share best practices, and dispense information and resources. The
closed group is designed for FRG leaders, including all elected officers and committee chairs, and can be found
via Facebook by searching, “U.S. Navy FRG Leadership Discussion Group.”
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The ombudsman or the command may produce newsletters. To show that the FRG is in touch with everyone
in the command, take time each month to write a short paragraph to incorporate into the newsletter. Some
commands support the dissemination of a separate FRG newsletter. An FRG committee may be established
to coordinate production, collect information and maintain dissemination of birthday/special occasion lists
for command families. Talk with your command to see how you can make newsletters an effective tool for
communicating with command families.
Items you may want to include:
WW Mark your calendar. Dates and times of upcoming events, such as spouse group meetings,
board meetings, command-sponsored fundraising events and socials.
WW Special acknowledgments. Welcome new spouses and note farewells to departing spouses.
A special section of birthdays/special events is nice for families to see in the newsletter.
WW Ship’s quiz. Helps build awareness of the command’s history. List the questions one month
and follow up with answers the next.
WW Author, author. Oer to print short stories and poems that spouses would like to share.
WW Chef’s corner. Highlight a member’s favorite recipe for all spouses and families to share.
WW Year in review. In January, publish a year-in-review article to highlight the activities of the
command and the FRG. Incoming families will see the accomplishments, and it may generate
interest in your group.
WW Command notes. Invite the command to note promotions and other shipboard news.
WW Messages from the CO, executive officer (XO) or CMC. Invite the CO/XO or CMC to write
an article for your newsletter. The same applies to the CO/XO spouses.
WW Tip of the month. Provide tips on home/auto maintenance, gardening, places to visit or eat,
etc.
Formats
Letter Newspaper Combination
Letter style is the quickest
and easiest to produce. Short
paragraphs and the occasional
use of emphasis type (boldface,
italics) help readers remain
interested. The length is usually
one to two pages.
Newspaper style is the most time-
consuming style to produce. This
style most closely resembles a
professional publication. It contains
larger, bolder headlines, artwork,
calendars, news stories, special
columns and has a specially prepared
banner. The usual length is four to
eight pages.
Combination style blends the
letter and newspaper styles. It
may be printed on letterhead
stationery or on paper with
a special newsletter banner.
Occasional pieces of artwork may
be added to emphasize a special
theme or to give a seasonal flair.
The length is usually two to four
pages.
Tips for Effective Newsletters and
Articles
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Banner
Consider the following when designing a banner:
WW Choose a descriptive title and subtitle.
WW Isolate or emphasize important words.
WW Choose appropriate typography.
WW Use secondary words to add graphic contrast.
WW Carefully select banner size and position.
Columns
If space in the newsletter is at a premium, consider using two- or three-column formats. Most word processing
programs will automatically format columns.
Artwork and Lines
Use artwork relevant to the adjacent text. Do not use artwork to fill white space. Size it proportionally.
Lines and borders are the most effective graphic aids. They highlight text, give the page a sense of order, and
direct the reader’s eye to information you want to highlight.
Effective Design
The following design tips keep your newsletter looking professional and inviting:
WW Keep pages uncomplicated and the overall design clean.
WW Put short items in groups. Use graphics only when they have a purpose. Keep headlines and subheadings
consistent in style and size.
WW Vary the size of artwork, photos and headlines. Put boxes and shading around important items.
Font Styles
Serif fonts are traditional fonts and historically used for many print products:
Times New Roman Garamond Book Antiqua
Sans serif fonts are perceived as modern, cosmopolitan, scientific and up-to-date.
Arial Verdana Century Gothic
Variety within the same font family is fine (italics, bold, other point sizes). Variety among typefaces (mixing
completely different families) creates a hodgepodge effect. Remember, a single font may come in:
Boldface Italic SMALL CAPS
Using all caps for body text is more difficult to read than using uppercase and lowercase characters:
Text in all caps takes up to one-third more line space than standard lettering.
TEXT IN ALL CAPS TAKES UP TO ONE-THIRD MORE LINE SPACE THAN STANDARD LETTERING.
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Writing Tips
The following writing tips may help prevent writer’s block:
Common Writing Errors
Try to avoid common writing errors:
WW Expressing more than one point or idea per paragraph.
WW Changing the verb tense in the same sentence.
WW Capitalizing words that are not proper nouns.
WW Connecting two sentences with a comma and creating a run-on sentence.
WW Choosing a design, style or format and failing to hold to it.
WW Including needless words.
WW Using vocabulary or jargon that readers will not understand.
WW Using an abbreviation or acronym without telling the reader what it means the rst time it appears in the
article.
Effective Headlines
Choose short, concise words for headlines. Express one thought only—the most important story idea. Capture
the story. Do not be so brief that readers miss the idea or are misled. Is it understandable? Avoid standard,
repetitive headlines. Be impartial. Leave out puns and rhymes.
Proofreading
Proofreading is difficult work. Always ask someone else to
proofread the newsletter or newsletter contributions. It is difficult
for the person who created the material to see errors because
they are too familiar with the product. A proofreader should read
material one element at a time. Read the body copy, then the
headlines, then all of the extra material, such as page numbers.
Check for trouble spots when proofreading:
WW Grab the readers’ attention with a catchy headline or
rhetorical question.
WW Start with the most important information in the rst
paragraph and then add supporting information.
WW Use simple, action-oriented verbs.
WW Use familiar words.
WW Keep it short and simple. Paragraphs of four to six
sentences and stories of ve or fewer paragraphs are
ideal.
WW Use active voice—subject rst, then verb.
WW Use present tense even though many events occurred
in the past. To show the future, use innitives, such as
“to award” or “to eliminate.”
WW Speak directly to readers using a normal speaking
pattern (but do not use slang, profanity, shorthand
speech or incorrect grammar).
WW Ask yourself: If I had no knowledge of this topic, would
I understand the message of this article? Did I answer
the six basic questions of reporting: Who, what, when,
where, why and how?
WW Writing is a learned skill. Write, rewrite and then rewrite
again.
WW Welcome edits. Ask others to read articles to ensure
they make sense.
WW Spelling.
WW Consistency.
WW Commas.
WW Periods.
WW Capitalization.
WW Quotation marks.
WW Apostrophes.
WW Numbers.
WW Headings.
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Building a unified FRG is necessary for maintaining good teamwork. Joint activities are one way to build a
team/cultivate teamwork. Choose any of the ideas presented in this chapter that fit your group size, activity
level and interest. An event planning worksheet for elaborate functions is in Appendix I.
These ideas will get you started. With a little imagination from you and your group, the list will grow.
Family Readiness Group Activities
and Event Ideas
WW Invite guest speakers to your group.
WW Learn a craft or a new recipe.
WW Meet socially at the movies, at a cafe or at the gym.
WW Attend command picnics and parties.
WW Make a calendar for the year using an annual plan.
WW Dine out and follow up with a play, movie or
sporting event.
WW Go bowling for one night or form a league team.
WW Be a tourist and see the local sights.
WW Learn simple auto-maintenance tips from the base
hobby shop or other trained mechanics.
WW Find home or handy maintenance tips to share at
meetings.
WW Throw a come-as-you-are party, where you call
everyone over for an impromptu get-together.
WW Have a fun evening with good food.
WW Hold an auction where everyone brings a “white
elephant” (a usable, inexpensive item). Participants
“bid” on items by placing a dime in a basket that
circulates around the room. Set a timer for a
random amount of time, and when it goes o, the
last person to put a dime in the basket gets the
item.
WW Learn a new skill or attend a class to increase your
knowledge about something you have always
wanted to try. MWR and some community centers
may oer classes in golf, sailing, scuba diving—
the list is endless. Home improvement stores
have classes on techniques from wallpapering to
repairing drywall. Take a class as a group or with a
few people—it can be lots of fun!
WW Rent movies.
WW Pop popcorn and sit on the oor. Have each
member bring a favorite movie.
WW Play cards and games. Pinochle, Spades and
Monopoly are favorites. Host a potluck dinner,
inviting participants to bring their favorite recipe (a
twist to the standard potluck dinner).
WW Build-a-sub night. Each person brings an
ingredient to share.
WW New recipe night. This is the time for everyone to
try those great-sounding recipes they have been
reluctant to x because they did not want to eat it
for a week. Everyone prepares a new recipe for the
meal.
WW Hold a salad night where guests bring prepared
items for a salad.
WW Wok works. Each person brings an ingredient that
is pre-sliced and ready to add to the stir-fry. Garden
or plant exchange. Everyone brings a plant or
cutting to exchange.
WW Learn a craft. Have members of your club share
their craft with the rest of the group.
WW Security night. Have a police ocer talk about car,
home and personal safety.
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WW Shared albums. Share your life with the group—each
member tells a story about his or her life.
WW Whose hand is this? Send a photograph of each
spouse’s hand to the command. Each service member
attempts to select his or her spouse’s. This can be done
commandwide. For large commands, be sure to sort
pictures into divisions before sending to the command,
so that they do not have to track everyone down.
WW Spouse jigsaw puzzles. Take a picture of each spouse
and cut it into a jigsaw puzzle (or have it made
professionally). This can also be a group picture for
everyone to work on together.
WW Care packages. Have each spouse bake a dozen cookies
or other sweets and send them to the command to
be shared by all. Single Sailors will enjoy the gesture
as well. Decorative pillowcases. Have computer-image
photographs of spouses imprinted on pillowcases or
decorate the pillowcases using permanent markers or
inks.
WW Handprint hankies. Have the children draw pictures
or put their handprints on handkerchiefs. Sew them
together and send to the ship for display on the mess
decks.
WW Healthy outings. Hiking, biking, walking and other
outside activities are a great way to keep busy and be
healthy and active. A group of friends makes it more
fun.
WW Calendar days. Create a calendar page for each month
with messages on special dates for deployed members.
Mail to the deployed command.
WW Record a video of a support-group function.
WW Set some of the highlights to music and send the
videotape to the command.
WW Collage. Gather pictures from the families of as many
crew members as possible. Organize them into a
collage for display in a prominent place with the
deployed command for all to enjoy
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Having parties and social events can be a great way to bring military children together for friendship and a
sense of belonging. Here are some ideas to get you started:
Holiday Parties for Children
Holidays are a special time for families, but especially exciting for children. There are many books on planning
children’s parties available in stores, at the library or on the internet. When you plan the parties, remember
that a little activity goes a long way. Children are often overwhelmed with too much stimulation and are often
content simply being with other children. Some ideas may include:
Valentine’s Day
WW Valentine Tic Tac Toe Game
WW Valentine’s Day Printable Coloring Pages
WW Pin the Arrow on the Heart Game
WW Cookie Decorating Party for Kids
WW Stained Glass Heart Craft
Children’s Activity Ideas
WW Children’s Sunday Sundae Parties. Have
each family bring their favorite toppings. Let
the club furnish the ice cream, if funds allow.
WW Picnic in the Park. Have parent/child potato
sack and three-legged races. Each family brings
a salad to share, something to grill and drinks
for themselves.
WW Meet at the Beach. Beach parties are a fresh
and inventive way to have a party and, best of
all, unless you’re planning a huge party under a
pavilion, you don’t need to rent a space on the
sand!
WW Meet at the Pool. Use on-base pools or water
parks. Check to see whether your base pool
oers party packages.
WW Craft Day. Make a simple craft with the
children. One idea is laminated place mats,
for holiday or everyday use. There are probably
talented people in your group, and there are
many craft books available in the library.
WW Costume Party. Costumes can be worn for
more than just Halloween! Consider a Princess
and Pirate theme, or come dressed as your
favorite book character or superhero.
WW Garlands. Have the kids decorate their own
holiday or everyday construction-paper
garland. Join the links to form a garland to
decorate the mess decks, wardroom, ready
room or work space.
WW Wands and Crowns. Children can make
wands out of cardboard boxes, aluminum
foil, straws and ribbons. Make crowns out of
construction paper.
WW Children’s American Flag. Create a large
paper or cloth American ag where each
red stripe is made of red handprints from
children (add their name at the bottom of
their handprint) and the middle of each white
star has a small headshot of each child taped
within it.
WW Mail-a-Hug. Trace the outline of the child
with their arms outstretched from the waist
up, have the child color it in, and mail it to the
deployed parent.
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Spring Fling
Tip: Divide the children into groups and rotate them through the games. This creates a more organized
atmosphere.
WW A piece of felt (relating to the holiday theme) stapled to a sheet of plywood makes a great target for Ping-
Pong balls with Velcro glued onto them. The eyes, nose and mouth are prize-winning target areas.
WW Sponsor an egg hunt with treats inside plastic eggs.
WW Oer face painting.
WW Have a picnic or barbecue.
WW Mark o a corner for story time.
WW Have a bunny-hop race.
WW Have a craft table for children to color, stamp, paint, make hats or stickers.
Fall Harvest
Celebrate the fall season with these events and activities:
WW Hay rides from local veterans’ groups or other community volunteers.
WW Have your own large plastic bucket to bob for apples and award a prize to the winner.
WW Have a costume party.
WW Create your own beanbag toss game.
WW Goodie bags stued with $1 items.
December Holiday Party: Christmas, Hanukkah, Kwanzaa
This is by far the most involved, yet most appreciated, of all parties. Be sure to start early in the year—
September is not too early. First on the agenda is finding a location, because they go fast. Reserve your location
and Santa suit rentals as far in advance as possible. Check with local toy wholesalers for novelty prizes. Order
early and in sufficient quantities. It is better to overestimate and save leftovers for the future than to run short.
Some ideas for holiday parties are:
Holiday Gifts
Have parents bring a wrapped gift for each of their children. Be sure each gift is labeled with a name or sex and
age. Set a dollar limit ($20, for example) for individual gifts.
Tickets to a Show
Take the children to see the local ballet’s production of “The Nutcracker” or other holiday programs. Group
discounts may be available.
Make Holiday Ornaments
Use the recipe for No-Bake Craft Dough (found under the Children’s Activity Ideas section). Use cookie cutters
in festive shapes.
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The halfway celebration is a recognition of having made it through the first half of a deployment, and it is a
time to rejuvenate the skills developed in the first half of deployment to get through the second half. Start
planning for the halfway celebration and homecoming early in the deployment.
If the group wishes to have a theme for the deployment, determine what it will be at your first or second
meeting. A group may meet formally only five more times before the end of the deployment. Some successful
themes include: “Follow the Yellow Brick Road,” “Right Here Waiting for You,” “Back in the U.S.A.” or anything
that might represent the group, such as the time of year, a popular song or a movie. Maintain the theme
throughout all the deployment projects.
Planning a successful halfway celebration is much like planning any party. Form a committee to do the
research and legwork for the group.
What?
Observe the halfway celebration in any way the group sees appropriate. Potluck dinners, dinners out or having
parties at base clubs, hotel ballrooms and restaurants are popular choices.
Where?
Good places to suggest are local hotels or clubs (for catered affairs), dinner theaters or restaurants (for simple
“meal only” affairs). Consider on-base facilities that may charge a nominal fee.
When?
There is no exact halfway point, so choose a date somewhere in the range and go with it.
Cost
Finding places to have your celebration can be challenging and fun. You will want a location that appeals to
the majority of the group.
Offer a variety of activities or places to go. Some places may be out of reach financially for some members
of your group, so sensitivity to this fact is important. One option would be to subsidize the cost through
fundraising activities, so all can participate. Contact another command FRG to see what they did for an event.
Advertise
Get the word out early to everyone invited, so they have time to save (especially for large affairs). Make sure
everyone knows the details as far in advance as possible.
Reservations
Be sure to allow plenty of time between the RSVP and the date of the affair. At least two weeks is necessary.
To cut down on no-shows, charge a small registration fee that can be refunded at the door or used to cover a
portion of the cost of the evening.
If the plan is to have the party at a popular restaurant or nightclub, be sure to make reservations two months in
advance and ask about their policy on reservations and cancellations. Calling too late means the room or date
that you have promised to your group may not be available.
Safety is always a concern for spouses. When making plans, take into consideration the location, parking,
outside lighting and other safety factors. Carpooling can add fun to the event.
Halfway Celebrations
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The best homecoming day is a planned
one. Planning for homecoming is a big job
and should begin the minute the command
deploys. If FRGs chose to raise funds, this
is when they typically spend most of their
money, time and effort for that special
day. A homecoming committee should be
established at the first or second meeting.
This will allow enough time for the group to
decide on activities, banners, music, etc. The
most important sight for service members is
their families standing on the pier to welcome
them home. FRGs should coordinate with the
command and MWR to establish expectations,
and to prevent duplication of services and
resources.
Flags and Buttons
Sell or give away American flags or command buttons to have on their pier or in the hangar.
USO
Check your local United Service Organizations (USO) to see what assistance they can provide on your
homecoming day. Some USO members may hand out drinks or food.
Music
Use bands, disc jockeys or playlists. The host command may coordinate securing a Navy band, if one is
available. If a band is unavailable, ask the point of contact to check into obtaining a local high school band. The
host command may be able to set up a sound system for prerecorded music that you provide or military music
that they provide.
Homecoming
Night-before Party
Many FRGs choose to have a reception the
night before homecoming. The reception is for
all FRG members and out-of-town guests. It
allows FRGs to discuss any last minute important
information, crew families to meet one another
the night before and share the excitement of the
command’s return from sea. It is also a good time
to talk to everyone—especially extended family
members—about safety on the pier and ship.
Final Fling
Homecoming at last! Final Fling is a celebration
of the upcoming homecoming that occurs
about 10 days before the command’s arrival
and is a significant event aboard the ship. FRGs
may choose to celebrate this as well. Going out
to dinner or having a potluck is a good way to
celebrate the ship coming home. This may be
an option for groups who choose not to have a
reception the night before the command returns.
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Welcome Home Banner
Family members can decorate banners on sheets, canvas, poster board or butcher paper with paints and
markers. Use your imagination! Check with the host command for details on placement.
WW Ask local awning and tent companies or boat yards for donations of canvas. Latex exterior enamel paints are
best because the colors are varied, and they do not run like oil-based paints. The cost is minimal, and cleanup
is easier.
WW Design the banner entirely on graph paper before even picking up a paintbrush. To ease transfer of the
design, graph the entire face of the canvas in 1- or 2-inch squares and copy the design from the paper.
WW Locate a large area to paint in, such as a basement, empty parking lot or driveway. If inside, ensure the space is
well-ventilated. If outside, be sure to anchor the corners and edges of the canvas to avoid wind damage. Start
painting in the center of the sign and work out to the edges so there is plenty of workspace for everyone.
WW Allow a suitable drying time (usually two days in sunny, 70-degree weather), and attach grommets at 18-inch
intervals on all four sides. Do not attempt to fold the sign until you are sure it is dry. Cut slits at regular intervals
to allow wind to pass through while the banner is hanging.
Pillowcase Banner
Start this project as soon as the command leaves for deployment. Each family cuts open a pillowcase and
draws a cute saying or love note on it. Sew the pillowcases together and mail the banner to the ship for the
command to display on the mess decks or other prominent location. Crew members can cut their pillowcases
off or invite family members on board to a duty-night dinner for the occasion.
“Burma Shave” Signs
These are signs with a progressive message, made famous by a shaving company who posted humorous
poems or sayings on small sequential highway road signs. Some FRGs create elaborate cutouts in the shape of
the command mascot; some make simple as words on squares. These quarter-inch-thick plywood signs nailed
to 2-by-2-inch wooden posts will last through many homecomings. Once again, latex exterior enamel paints
are a good choice. Some rules to remember:
WW Use short phrases, or one or two
words per sign, so reading is
easier to the passer-by.
WW Space signs at least 3 feet but
no more than 5 feet apart at the
most-used exit from the base.
WW Be sure to remove signs one
week after homecoming.
Pennants
Cut felt or cloth into long triangles. Hem
the straight edges to allow quarter-inch
dowels in the hems. If time or ability is
taxed with hemming, simply hot glue
the straight edge of the cloth to the
dowel. Pennants can be personalized or
standardized for distribution on the pier
or in the hanger. Designs can be added
with craft paints, letter cutouts or markers.
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Picket Signs
Staple sheets of poster board to 1- by 12-inch wooden slats for handles. This is a good activity for groups. Either
decorate alike or personalize.
Leis
There are many ways to make bow leis. The simplest and least expensive leis are made from plastic bags. Red,
white and blue bags can be ordered locally or online from businesses advertising plastic, sheeting or business
supplies. The host command can help you decide on the length you need, and the plastics distributor can help
you order the quantity of bags you need.
WW Cut the bags into strips 18 inches wide by 36 inches long. Fold the strips in half to make an 18-inch square and
tie the strip around a half-inch clothesline cut to a length of approximately 100 feet. The lei will look lifeless
and limp at rst, but it can be pued up by gently separating the layers of plastic.
WW Leis are fun to construct. Have a picnic or potluck and make a day of it. Unlike painting projects, children enjoy
making the lei, because it is dicult for them to make a mistake.
WW Set up a time with the host command to get the lei to your command via a tugboat. Identify volunteers to get
the lei from storage to the host command.
Other options and tips for making your lei:
WW Use white trash bags and spray paint colors of your choosing.
WW Instead of trash bags, use plastic tablecloths. Rolls of long plastic tablecloths can be ordered from a party store
in a wide variety of colors. The plastic can be cut into strips and tied to your clothesline.
WW Use a rope instead of clothesline.
WW Borrow or rent a lei from a sister ship.
WW If you plan to mail the lei to the ship instead of working with the host command, mail it at least 30 days
before the return date.
WW Depending on your ship, leis may be 75 to 175 feet long.
WW Be sure to leave ample space at each end of the lei for it to be properly hung.
New Parents
Be sure to reserve a special area for the new additions to the command’s family.
WW Get permission for guests (extended family
members, invited vendors on the pier, etc.).
If an FRG asks DJs or radio stations to come
aboard the military installation, they must
have permission from the public aairs
oce (PAO). Coordinate this with the host
command’s point of contact.
WW Have a backup plan in case it rains or the
command comes in a day early or a day late.
WW Keep a select number of activities to a
minimum. Too many activities may cause
children to be overwhelmed.
WW Remember, the Navy does not allow
vendors to sell their wares on the pier,
tarmac or in aircraft hangars.
WW Advise out-of-town guests on pier safety.
There are holes, hoses, valves and other
hazards that could cause someone to
fall. Grease and oil could stain clothing.
High heels are not advisable aboard ships,
because they may lead to slips and falls on
ladders or the brow.
IMPORTANT
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Choosing to raise money is completely optional and NOT a requirement to have an FRG. All FRGs should review
IRS Federal and local State tax requirements and become compliant before beginning to fundraise, charge dues,
or collect donations..
There are several ways to secure financial support and fund a Family Readiness Group. They may include:
Dues or membership fees. Most groups do not charge dues because it may discourage membership. Groups
that have a membership fee often offer “scholarships” to anyone who asks for a fee waiver. Members also may
wish to donate to the FRG. Donations are strictly voluntary, and no one should ever coerce any Sailor or family
member to donate.
Donations. Area businesses can make unsolicited or solicited donations. Such donations are usually in the
form of free or discounted products. FRGs may never accept a gift on the behalf of the command or the DoN.
Receipt of all gifts should be in accordance with FRG bylaws.
Fundraisers. The unit CO must approve FRG fundraising events held within command spaces. The installation
CO must approve fundraisers held elsewhere on the base. Fundraising events must be conducted among
command members or dependents to raise money for the benefit of their own command members or
dependents.
Command support. The command may be able to provide limited logistical support. If resources allow, the CO
may authorize the following:
WW Use of installation facilities at no charge.
WW Use of government equipment (e.g., tables, chairs and public address system).
WW Command speakers for FRG events.
WW Incorporating FRG information in the command/ombudsman newsletter or welcome aboard publications.
WW Posting FRG information on the command’s ocial website, or an FRG website may be linked to the
command website.
Normally, the command will be unable to provide funds or underwrite FRG events. There are certain special
occasions when both the command and the FRG support a command event. Homecoming is a command
event that might be organized and coordinated with FRG members, MWR, the installation or a sister command.
However, keep in mind that resources are always limited by the command’s mission requirements.
Remember, an FRG’s funds should not duplicate what other organizations or agencies already provide.
Funding a Family Readiness Group
Note: FRGs do NOT have to fundraise. There are alternate ways to have a strong family readiness group
that doesn’t require fundraising. Social events can often be arranged with little or no cost to members,
such as packing sandwiches and meeting up for a picnic at a local park, or utilizing the services offered by
MWR.
Any activity–even one as simple as meeting at the gym or for coffee–that allows members a chance to
meet one another reinforces the FRG’s ultimate goal: Providing informational, morale-building or social
activities that support families. By providing these opportunities, friendships may develop, support
networks may be built and senior spouses may mentor junior ones.
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Setting Up an FRG Fund Account
1. Apply for an Employer Identication Number (EIN) from IRS using Form SS-4, Application for Employer
Identication Number.
2. Apply for state tax exemption (if applicable).
3. Select a bank.
4. Identify authorized users; two signatures should be required on checks and for cash withdrawals.
5. Prepare authorization letter for bank, including the FRG as the account name and list all the names and
Social Security numbers of all persons authorized on the account.
6. Open the account.
7. Notify the IRS by submitting Form 8976, Notice of Intent to Operate Under Section 501(c)(4) and pay a
$50 fee.*
8. File form 990-N (ePostcard) annually with the IRS by May 15
th
of each year, or group’s calendar year end
date as established by the IRS.
Tax requirements change often. Ensure you know the most current information by visiting www.IRS.gov.
*Failure to file Form 8976 within 60 days will result in a $20 per day penalty, not to exceed $5,000. (Please
note, the IRS wants to work with your FRG to get you in compliance.)
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FRGs are volunteer organizations governed by bylaws and may choose to operate as tax-exempt social welfare
organizations. Internal Revenue Code (IRC) section 501(c)(4) defines a social welfare group as a not- for-profit
organization operated exclusively to promote social welfare.
IRS Tax Law established on 18 December 2015, all 501(c)(4) organizations must now notify the Secretary of the
Treasury within 60 days of formation through IRS Form 8976, “Notice of Intent to Operate Under Section 501(c)
(4), and pay a $50 fee. Failure to file Form 8976 within 60 days can result in a $20-per-day penalty, not to exceed
$5,000. Organizations may electronically submit Form 8976 at the IRS website (www.irs.gov).
The FRG must satisfy an annual filing requirement by 15 May of each year. The Annual Electronic Filing
Requirement for Small Exempt Organizations - Form 990-N (e-Postcard) is available online from the IRS website.
For more information on Social Welfare Organizations and the step-by-step process, visit: https://www.irs.gov/
charities-non-profits/other-non-profits/life-cycle-of-a-social-welfare-organization
Please note: It is the FRG’s responsibility to know the latest federal and state tax requirements.
Employee Identification Number (EIN)
In order to open a bank account in the FRG’s name, financial institutions may require the FRG to provide an
Employee Identification Number (EIN). The EIN is obtained from the IRS and also is needed for tax-exempt
organization status.
An EIN can be obtained online at:
https://www.irs.gov/businesses/small-businesses-self-employed/apply-for-an-employer-identification-number-
ein-online.
Once the EIN is obtained, the FRG may want to e-mail or phone the state comptroller’s office requesting an
exemption from paying state sales taxes for taxable goods and services purchased by the FRG. See Appendix
J for detailed steps on applying for an EIN, as well as your state comptroller’s to see if your FRG can qualify for
sales tax exemption.
If there are changes in membership to your FRG board, you must update the responsible party and address
change, if any. You may notify the IRS of these changes by submitting Form 88 22b, Change of Address or
Responsible Party: https://www.irs.gov/forms-pubs/about-form-8822b
FRGs and Tax Considerations
501(c)(4) Recommendations
It is recommended that FRG leadership consult with a tax professional regarding any questions about tax
exempt status and required filing actions. FFSCs and Military Legal Assistance Attorneys are not authorized
to review or complete tax documents on behalf of an FRG. Resources, including a FRG Tax Guidance FAQs
document, are located at: https://cnic.navy.mil/ffr/family_readiness/fleet_and _family_support_program/
deployment_readiness/family_readiness _groups.html.
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After receiving confirmation from the IRS of the group’s intent to operate as a tax exempt 501 c 4, an FRG needs
to submit a Form 990-N (e-Postcard) with the IRS by May 15 each year, or your group’s calendar year end date
as established by the IRS. This electronic form can be completed online and is designed specifically for small
not-for-profit organizations (those that have annual receipts of less than $50,000). For more information on
filing the e-Postcard, see https://www.irs.gov/charities-non-profits/annual-electronic-filing-requirement-for-
small-exempt-organizations-form-990-n-e-postcard.
FRGs are Not Charity Organizations
A common misconception is that FRGs are charities. Often, the term “tax exempt” is misinterpreted to mean that donations to
the FRG are tax deductible to individuals and businesses, which is incorrect.
Contributions to civic leagues or other section 501(c)(4) organizations generally are not deductible as charitable contributions
for federal income tax purposes. They may be deductible as trade or business expenses, if ordinary and necessary in
the conduct of the taxpayer’s business. Also, the organization may be required to disclose that contributions are not
deductiblewhen it solicits contributions. https://www.irs.gov/charities-non-profits/other-non-profits/donations-to-
section-501c4-organizations
Another misconception is that an FRG can register as a 501(c)(3) instead, but unless the FRG is doing charitable work outside
the normal scope of FRG activities (in which case, a separate EIN and bank account for charitable activities should be
established), FRG activities do not qualify as charitable under 501(c)(3).
FRGs could register for 501(c)(7) status, but this would require the FRG to collect membership dues, and would limit their ability
to fundraise.
Tax requirements change, please review the IRS website for the most current information and guidance.
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Once an FRG has opened its bank account, the next step may include setting up a budget for its planned
events or activities. A budget or spending plan is a written method to achieve your financial goals by
measuring and managing the money that comes into and goes out of your FRG account.
Date: _____________
Estimated Income
Cash on Hand $
Income/other $
$
$
$
$
$
$
TOTAL INCOME $
Estimated Expenses
$
$
$
$
$
$
$
$
$
$
TOTAL EXPENSES $
Total income – total expenses = net balance
$__________ - $ __________ = $_________
Family Readiness Group Spending Plan
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Family Readiness Groups are non-federal entities that may choose to raise money to support their activities.
On-base fundraisers must be approved by the installation or unit commanding officer, depending on the
location. When you raise money, remember to keep it simple. Large, involved projects are time-consuming
and take an enormous commitment. Committee members must be dedicated and give their full attention to
the project at hand. The majority of the money raised should be used to fund projects and plans within a six-
month or one-year period to benefit the members who have contributed their time, effort and money before
they leave the command. If ever in doubt, always refer to your command liaison and OPNAVINST 1754.5C.
Tell group members the reason for the fundraiser. For example, the money will be used to cost-share the price
of tickets to local attractions, pay for halfway-celebration activities or cater general membership meetings.
Marketing is another important factor. Groups are sometimes limited by where they can sell their items. Make
sure there is a market for what you make or develop. For example, cookbooks are fun to put together; however,
if the command is small, you may not be able to sell all of the cookbooks you have ordered. Do the homework!
Determining the cost, who will buy it and where it will be sold are important decisions that need to be made
before you go ahead with any moneymaking activity.
Ideas for Fundraising
“Make It, Bake It, Grow It” Sale
Have a “Make It, Bake It, Grow It” sale at a meeting. Each person brings an item from one of those categories,
and everyone bids on them.
T-shirts
Designing a T-shirt is a good outlet for creativity.
Consider having a T-shirt design contest and encourage
your FRG members to contribute their ideas. Do not
duplicate or sell T-shirts that are sold in the ship’s
store. FRGs cannot be in competition with anything
associated with the command, or in the command’s
store. Be aware of copyright and trademark laws.
Bake Sale
Have a bake sale at your meeting, at the command, on
base or in the community. Ask for donations instead of
pricing items; you will reap a larger profit.
Calendar Squares
For deploying commands on a ship or boat, you can sell
calendar squares as both a fundraising tool and a morale
booster for the crew. Using note cards or paper squares,
create a large wall calendar that can be hung on the ship.
Families can purchase these calendar squares and decorate
them. The FRG will then collect all the dates and mail them
to the ship or boat to be posted where the crew can see.
Fundraising
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Theme Baskets
Decorate a basket with a specific theme—holidays, romance, cooking and kids are popular choices. Have a
drawing for the basket.
Additional ideas:
Shoebox Auctions
Shoeboxes filled with items related to a specific theme are mailed to the ship and Sailors bid to win the
contents. This serves as both a morale booster for the crew and a fundraiser for the FRG.
Ideas for shoebox themes may include, but are not limited to:
WW Movie box (DVDs, popcorn, candy).
WW Gaming box (gamer’s magazine, video games, candy, handheld game system, batteries).
WW Reading box (books, reading light, gift card to an online book retailer).
WW Coee box (coee, biscotti, powdered creamers, mug).
WW Workout box (health magazine, vitamins, lifting gloves, PT shirt, power bars or shake mix).
WW Candy box (chocolate is not recommended due to varying temperatures).
WW Car box (car magazine, miniature cars, hand-held driving game).
WW Fishing box (shing magazine, sh crackers, sh candy, gummi worms, Go Fish playing cards, sherman’s hat,
lip balm, sunscreen, toy boat).
WW Good morning box (cereal bars, oatmeal packets, dehydrated fruits or fruit leather, coee, tea, hot cocoa
packets, powdered creamer, mini doughnuts, peanut butter, jelly).
WW Hot box (wasabi peas, cinnamon candy, hot and spicy peanuts, hot and spicy jerky, hot sauce, spicy trail mix,
nacho cheese with jalapeños).
WW Waes/pancakes/
doughnuts/breakfast
sandwich/burrito/sub/pizza
sale on board (get command
permission).
WW Hot lunches or lunch bags
(sandwich, chips and drink
sold on board with CO’s
permission).
WW Chili sales.
WW Keychains.
WW Mouse pads.
WW Silent auctions.
WW Holiday ornaments.
WW Throw blankets.
WW Sweatshirts.
WW Drinking cups/glasses/
tumblers.
WW Car washes.
WW Local restaurant fundraising
opportunities.
WW Community/command family
member yard sale.
Prohibited Fundraisers
Be aware of these prohibited fundraising practices:
W Raes (illegal in some states without a license).
W Selling or auctioning o military leave/passes.
W Chain letters.
W Door-to-door solicitations.
W Dispensing or acquiring controlled substances.
W Any activity that competes with Navy Exchange or MWR
facilities.
W Any activity on private property without proper
permission.
W Any activity that violates a state or local ordinance.
W Any activity or product that is dangerous, risky, immoral,
illicit, illegal or casts the Navy in a negative light.
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W Review the results of last year’s fundraiser; note satisfaction or room for improvement.
W Develop your event goals—nancial goals, what the fundraiser will contribute to/support.
W Create your event budget. Be detailed about supplies or venue costs.
W If on base, within command spaces, does the CO approve of the fundraiser?
W How much money can the group realistically expect to earn?
W Is the group likely to earn enough money to be worth the eort involved?
W Are group members eager to support this fundraiser?
Q Have you asked?
Q How have you created buy-in?
Q How have you created excitement?
W How much initial outlay of funds is required to implement the fundraiser?
W What is the “What’s in it for me?” (WIIFM) for the potential customer? (If that cannot be stated clearly, is
the idea worth pursuing? Additionally, it will be dicult to market.)
W Will this be easy to market? (If no one knows about it, you will not make any money.)
W If selling a product, is there a minimum number of an item the group must commit to selling?
W Who will most likely use/buy our product (target market)?
W Will anything conict with the success of the fundraiser? (For example, a bake sale during the physical
readiness test, rain on the day of a car wash, other groups doing the same fundraiser at a nearby
location?)
Who?
WW Will the event be open to the entire FRG?
WW Families only?
WW Children?
WW Single Sailors?
WW Extended family members and friends?
Where?
WW Will the event involve travel?
WW Will the event be held at a location on the base or o the base?
WW How far is the location from the base or base housing?
WW What are opening and closing times?
WW Do they allow patrons to bring food and drinks?
Fundraiser Checklist
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U.S. Navy Family Readiness Groups Handbook
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When?
WW Match events with the seasons.
WW Check the calendar for holiday weekends and other special weekends (Super Bowl, for instance).
WW Check the command’s training schedule to avoid conicts.
WW Propose logical dates and alternates for each event.
How?
WW Special events (lead committee—site reservation, coordinate with other committees regarding tasks and
schedules).
WW Entertainment (games, activities, equipment, etc.).
WW Food and drink (potluck, barbecue, purchase at site, etc.).
WW Phone/email tree (get the word out to everyone).
WW Newsletter (get the word out to everyone).
WW Fundraiser (plan and supervise fundraisers).
WW Treasurer (inform leadership of available funds; disburse as needed).
WW Other committees as needed to help transport equipment to/from the site, set up, dismantle equipment,
supervise games, etc.
How much?
WW If traveling by bus, what is the cost?
WW What is the admission fee for adults and children?
WW Will the management give a volume discount?
WW How will everyone be fed, and what is the cost?
WW If renting a site, what is the cost and reservation deadline?
WW If family members need child care during the event, what is the cost?
WW What are the overall costs for the event?
WW How will these costs aect low-income Sailors and families?
WW How will expenses be paid?
WW Will the FRG need to hold a fundraiser (or two or three) to pay for the event?
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Most Navy families live far from their extended family, and when a crisis occurs, the distance can compound
the feeling of being overwhelmed and alone. The FRG can rally support for those affected by a personal,
command or community crisis. An FRG may:
WW Work with the command ombudsman to initiate the phone tree or draft a message for social media.
WW Coordinate meal delivery to aected families.
WW Arrange information and support group meetings.
WW Coordinate transportation.
WW Locate accommodations for out-of-town guests.
WW Arrange emergency child care.
WW Be available to families at the hospital.
WW Attend memorial services.
Emergency Preparedness
Three Keys to Preparedness
Commander, Navy Installations Command’s Ready Navy
program suggests three steps to help families prepare and
cope with a disaster:
1. Be informed:
W Know what emergencies are most likely to aect you
and your family.
W Learn your local emergency warning system.
W Educate yourself and your family on the dierent
ways to prepare for a disaster.
2. Have a plan:
W Prepare multiple emergency plans for the disasters common to your region
(e.g., what to do, where to go, whom to call).
W Communicate your emergency plan with everyone in your family.
W Practice your emergency plan and update it every six months.
3. Build a kit:
W Assemble an emergency kit with essential supplies for survival plus medicine
and items for special needs and pets.
W Store valuable documents in a portable and waterproof container.
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Navy Family Accountability and Assessment System (NFAAS)
There are two things Navy families should do immediately following a declared disaster: muster with their
command and complete a needs assessment with NFAAS at https://navyfamily.navy.mil/.
NFAAS is a survey tool to assess disaster-related needs. The system allows families to assess their needs across
19 categories, including medical, missing family locator, transportation, housing and personal property,
financial, employment, child care, education, legal services, counseling, and mortuary and funeral assistance.
Ready Navy
Ready Navy is a Navywide program that emphasizes emergency preparedness. FRGs can help with emergency
preparedness by being informed and by offering educational activities on Ready Navy to command families.
72-Hour Emergency Kit
Build a Disaster Supplies Kit for Your Home
Your family will cope best by being prepared for a disaster or emergency before it strikes. There are nine basic
supplies you should stock for your home in case of an emergency: water, food, medications, tools, sanitary
supplies, clothing and bedding, emergency car kit, important family documents and a first aid kit. Keep the
items that you would most likely need during an evacuation in an easy-to-carry container.
Suggestions and Reminders
Water
Store water in plastic containers such as soft drink bottles. Avoid using containers that will decompose or
break, such as paperboard milk cartons or glass bottles. A normally active person needs to drink at least two
quarts of water each day. Hot environments and intense
physical activity can double that amount. Children, nursing
mothers and ill people will need more.
WW Store one gallon of water per person per day.
WW Keep at least a three-day supply of water per person.
WW Store your kit in a convenient place known to all
family members.
WW Keep a smaller version of your disaster supplies kit
in the trunk of your car. Keep items in airtight plastic
bags.
WW Change your stored water supply every six months so
it stays fresh.
WW Rotate your stored food every six months.
WW Re-think your kit and family needs at least once a year.
Replace batteries, update clothes, etc.
WW If you store important records on computers, make
backup copies and/or keep hard copies on le.
WW Keep the fuel tanks in your vehicles full of gas for
emergency evacuation.
WW Ask your physician or pharmacist about storing
prescription medications.
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Food
Nonperishable food to support everyone in the household for at least three days. Include a selection of the
following foods:
First-aid Kit
Assemble a first-aid kit for your home and one for each car:
Non-Prescription Drugs
WW Aspirin or non-aspirin pain reliever.
WW Anti-diarrhea medication.
WW Antacid (for stomach upset).
WW Laxative.
Special Items
Remember family members with special requirements, such as infants and elderly or disabled persons.
WW Ready-to-eat canned meats, fruits and vegetables.
WW Canned soups (with a low salt and high liquid
content).
WW Instant coee, tea bags.
WW Dry pasta.
WW Canned juices.
WW Staples.
WW High-energy foods.
WW Vitamins.
WW Food for infants.
WW Comfort/stress foods.
WW Twenty (20) adhesive bandages, various sizes:
Q 5-inch by 9-inch sterile dressing.
Q Conforming roller gauze bandage.
Q Triangular bandages.
Q 3-inch by 3-inch sterile gauze pads.
Q 4-inch by 4-inch sterile gauze pads.
Q Roll 3-inch cohesive bandage.
WW Germicidal hand wipes or waterless alcohol-based
hand sanitizer.
WW Antiseptic wipes.
WW Pair large medical grade non-latex gloves.
WW Adhesive tape, 2-inch width.
WW Anti-bacterial ointment.
WW Cold pack.
WW Scissors (small, personal).
WW Tweezers.
WW CPR breathing barrier, such as a face shield.
WW For baby:
o Formula.
o Powdered milk.
o Diapers/wipes.
o Bottles.
o Medications.
WW For adults
o Heart and high blood
pressure medication.
o Insulin/diabetic supplies.
o Prescription medication.
o Denture needs.
o Contact lenses and
supplies.
o Extra eyeglasses.
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Tools and Supplies
Sanitary Supplies
WW Toilet paper, towelettes.
WW Soap, liquid detergent.
WW Feminine supplies.
WW Personal hygiene items.
WW Plastic garbage bags, ties (for personal sanitation uses).
WW Plastic bucket with tight lid.
WW Disinfectant.
WW Household chlorine bleach.
Clothing and Bedding
Include at least one complete change of clothing and footwear per person.
WW Sturdy shoes or work boots.
WW Rain gear.
WW Blankets or sleeping bags.
WW Hat and gloves.
WW Thermal underwear.
WW Sunglasses.
Entertainment
Include items to keep you and your family members entertained, based on the ages of each member.
WW Games, cards and books.
WW Portable music device.
WW Colored pencils, coloring book and paper.
WW Mess kits or paper cups, plates
and plastic utensils.
WW Emergency preparedness
manual.
WW Battery-operated radio and extra
batteries.
WW Flashlight and extra batteries.
WW Cash or traveler’s checks, change.
WW Non-electric can opener, utility
knife.
WW Fire extinguisher (small canister,
ABC type).
WW Tube tent.
WW Pliers.
WW Tape.
WW Compass.
WW Matches in a waterproof
container.
WW Aluminum foil.
WW Plastic storage containers.
WW Signal are.
WW Paper, pencil.
WW Needles, thread.
WW Medicine dropper.
WW Shut-o wrench, to turn o
household gas and water.
WW Whistle.
WW Plastic sheeting.
WW Map of the area (for locating
shelters).
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Important Family Documents
Keep these records in a waterproof, portable container.
More information on family preparedness can be found on these websites:
WW Ready Navy: www.ready.navy.mil
WW Federal Emergency Management Agency (FEMA): https://www.fema.gov
WW Ready America: www.ready.gov
Other sources of information:
Are You Ready? An In-depth Guide to Citizen Preparedness (IS-22) is FEMA’s most comprehensive source on
individual, family and community preparedness and is also available in Spanish. Are You Ready? An In-depth
Guide to Citizen Preparedness provides the following:
WW A step-by-step approach to disaster preparedness explaining how to get informed about local emergency
plans, how to identify hazards that aect their local area and how to develop and maintain an emergency
communications plan and a disaster supplies kit. Other topics covered include evacuation, emergency public
shelters, animals in disaster and information specic to people with disabilities.
WW In-depth information on specic hazards, including what to do before, during and after each hazard type. The
following hazards are covered: oods, tornadoes, hurricanes, thunderstorms and lightning, winter storms and
extreme cold, extreme heat, earthquakes, volcanoes, landslides and debris ows (mudslides), tsunamis, res,
wildres, hazardous materials incidents, household chemical emergencies, nuclear power plant emergencies,
and terrorist activity (including explosions and biological, chemical, nuclear and radiological hazards).
Ready Navy Resources
Organization Website
Telephone
Number
Services Provided
American Red Cross
www.redcross.org
Disaster Response
1-866-438-4636
1-877-272-7337
Provides emergency assis-
tance in times of disaster.
Centers for Disease
Control and
Prevention
www.cdc.gov 1-800-232-4636
Disseminates information
on diseases, biological
agents and possible pan-
demics.
Federal Emergency
Management
Agency (FEMA)
www.fema.gov
1-800-621-FEMA
1-800-621-3362
Provides information about
natural and man-made haz-
ards as well as giving guid-
ance on protecting family
and personal property.
WW Wills, insurance policies, contracts, deeds,
stocks and bonds.
WW Passports, Social Security cards, immunization
records.
WW Bank account numbers.
WW Credit card account numbers and companies.
WW Inventory of valuable household goods,
important telephone numbers.
WW Family records (birth, marriage, death
certicates).
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Fleet and Family
Support Center
(FFSC)
www.ffsp.navy.mil Check local listings
Offers resources in emer-
gency situations and can
become the coordination
point for Navy crisis re-
sponse.
Military OneSource
www.militaryonesource.mil 1-800-342-9647
Provides information and
makes referrals on emotion-
al support, personal financ-
es, child care, life skills and
more.
Navy Family
Accountability and
Assessment System
https://navyfamily.navy.mil/
Emergency Coordination
Center
1-877-414-5358
1-866-297-1971 (TDD)
Responds to disaster-re-
lated Navy family needs
after a family member
completes a needs assess-
ment survey.
Petfinder.com
www.petfinder.com
Lists animal welfare loca-
tions and pet emergency
preparedness information.
Navy-Marine Corps
Relief Society
www.nmcrs.org 1-703-696-4904
Provides financial and other
assistance to naval-ser-
vice-eligible family mem-
bers in times of need.
Ready.gov
www.ready.gov
The U.S. Department
of Homeland Defense’s
campaign to educate and
empower Americans to
prepare for emergencies.
The Salvation Army
www.salvationarmyusa.org Check local listings
Provides services that
include immediate emer-
gency assistance and long-
term assistance.
TRICARE
www.tricare.mil
Visit https://tricare.mil/
Home/ContactUs/CallUs/
AllContacts to look up the
number for your region.
Notify TRICARE within 24
hours of emergency care
to ensure proper authoriza-
tion and continued care if
needed.
World Health
Organization
www.who.int/en
Find resources for epidemic
alert and response issues.
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While the Command Sponsor Program is designed to support the service member, an FRG can establish their
own Spouse Sponsorship Program to help support the service member’s spouse and children. This program
aims to work in conjunction with the Command Sponsor Program (not to replace or compete with it) and can
be developed by individual FRGs, so that the program may meet the unique needs of the FRG’s respective
commands.
When creating your FRG’s Spouse Sponsorship Program, be sure to develop an outline of information or
services you intend to provide to Navy families you sponsor. Topics that you may wish to consider when
cultivating your program:
WW Site-specic things to bring (dehumidier, rugs, etc.).
WW Transporting/relocating pets and quarantine rules.
WW Shipping a vehicle.
WW Language barriers.
WW Cultural dierences.
WW Tour information.
WW Local activities.
WW Free classes.
WW FFSC services and loaner locker items.
WW Cost of living (the cost of a gallon of milk, rent for a two-bedroom apartment, etc.).
WW Blogs or social media accounts that might be helpful to follow.
WW Child sponsorship (connecting an incoming child with a child at your installation, similar to a pen pal).
If your FRG decides to put together welcome baskets for new command families, here are ideas of things you
may wish to include:
WW Welcome letter from CO.
WW Brief handwritten note.
WW FRG information (FRG mission statement, contact info, list of FRG ocers, upcoming meeting schedule,
fundraisers, events).
WW Local area maps.
WW Phone numbers.
WW Information on area schools.
WW Point of contact for FFSC Spouse Employment Program.
WW List of items available for loan.
WW Information about cultural exchange programs (OCONUS).
Spouse Sponsorship Program
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U.S. Navy Family Readiness Groups Handbook
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WW Recommendations for things to do/see.
WW Safety pamphlet.
WW Donated items.
WW Ship/submarine/Navy key chain.
WW Water bottle/juice.
WW Granola bars, breakfast pastries, small boxes of cereal.
WW Tube of sunscreen.
WW Small coloring book with crayons.
Resources that specifically support relocations outside Continental United States (OCONUS) include:
Expat Exchange
http://www.expatexchange.com
Information about moving and living abroad.
Families in Global Transition
http://www.figt.org/incEngine
Resources for families and individuals who live, move and work throughout the world.
Plan My Move
www.planmymove.militaryonesource.mil/
A personalized calendar and checklist with resources for moving to a new installation.
Transitions Abroad
http://www.transitionsaboard.com/index.shtml
Information and publications on working, studying and living abroad.
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Commander, Navy Installations Command
(CNIC)
https://www.cnic.navy.mil/ffr/family_
readiness/fleet_and_family_support_
program.html/
Department of the Navy Issuances
http://doni.daps.dla.mil/default.aspx
Deployment Support Handbook
http://www.cnic.navy.mil/content/dam/
cnic/hq/pdfs/n91_fleet_and_family_
support_program/deployment_readiness/
DeploymentSupportHandbook.pdf
Expat Exchange
http://www.expatexchange.com
Families in Global Transition
http://www.figt.org/incEngine
Federal Emergency Management Agency
(FEMA)
https://www.fema.gov
Google Hangouts
https://hangouts.google.com
Internal Revenue Service (IRS)
www.irs.gov
IRS – Employer Identification Number
https://www.irs.gov/forms-pubs
Joint Ethics Regulation (JER)
http://www.dod.mil/dodgc/defense_ethics/
ethics_regulation
Military Spouse Employment Partnership
https://msepjobs.militaryonesource.mil/
Military OneSource
www.militaryonesource.mil
Naval Operations Security (OPSEC)
Support Team
http://www.navy.mil/ah_online/OPSEC/
Naval Services FamilyLine – Family
Readiness Groups Handbook
www.nsfamilyline.org/publications/
NavyFRGHandbook.pdf
Navy Family Accountability and
Assessment System (NFAAS)
https://navyfamily.navy.mil/
Navy Gold Star Program
www.navygoldstar.com
Navy Individual Augmentee (IA)
www.ia.navy.mil/
Navy Social Media Handbook (2018)
www.navy.mil/strategic/2018-
NavySocialMediaHandbook.pdf
Plan My Move
www.planmymove.militaryonesource.mil/
Ready America
www.ready.gov
Ready Navy
www.ready.navy.mil
Robert’s Rules of Order
www.rulesonline.com
Transitions Abroad
http://www.transitionsaboard.com/index.
shtml
U.S. Navy FRG Leadership Discussion
Group
https://www.facebook.com/
groups/924345064281904/
Resources
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Appendix A — OPNAVINST 1754.5C,
Family Readiness Groups
DEPARTMENT OF THE NAVY
OFFICE OF THE CHIEF OF NAVAL OPERATIONS
2000 N
AVY PENTAGON
W
ASHINGTON DC 20350-2000
OPNAVINST 1754.5C
N170
25 Jan 2018
OPNAV INSTRUCTION 1754.5C
From: Chief of Naval Operations
Subj: FAMILY READINESS GROUPS
Ref: (a) U.S. Navy Family Readiness Group Handbook 2011
(b) OPNAVINST 1750.1G
(c) DoD Instruction 1000.15 of 24 October 2008
(d) DoD 5500.7-R, Joint Ethics Regulation (JER), August 1993
(e) OPNAVINST 4001.1F
(f) OPNAVINST 5380.1D
(g) OPNAVINST 1754.8
Encl: (1) Sample By-laws
1. Purpose. To establish policy, assign responsibilities, and prescribe procedures for
interactions with family readiness groups (FRG) and their operations onboard Navy installations.
This instruction has been updated to reflect new references, terminology, and Web site
information. This instruction is a complete revision and should be reviewed in its entirety.
2. Cancellation. OPNAVINST 1754.5B.
3. Applicability. All Navy commands.
4. Discussion
a. Nature of FRGs
(1) FRG is a private organization, closely-affiliated with the command, comprised of
family members, Sailors, and civilians associated with the command and its personnel, who
support the flow of information; provide practical tools for adjusting to Navy deployments and
separations; and serve as a link between the command and Sailors’ families. FRGs help plan,
coordinate, and conduct informational, care-taking, morale-building, and social activities to
enhance preparedness and command mission readiness, and to increase the resiliency and well-
being of Sailors and their families.
(2) FRGs are an integral part of a support service network that includes ombudsmen, fleet
and family support centers (FFSC), chaplains, school liaison officers, and child development
centers at the command-level, to provide services in support of Service members and their
families.
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OPNAVINST 1754.5C
25 Jan 2018
2
(3) FRGs interact with installation activities (e.g., FFSC, morale, welfare, and recreation
chapel) and other Navy-affiliated private organizations (e.g., Chief Petty Officers Association,
Navy Wives Club of America, Navy League Association, United Services Organization) to help
coordinate activities for the support of unit members and their families.
(4) Sample by-laws for an FRG are contained in enclosure (1).
b. Structure of FRGs
(1) FRGs consist of elected officers and group members.
(a) FRG Elected Officers. If an FRG chooses to fundraise, at a minimum, the FRG
must elect a president and a treasurer. FRGs may include additional elected officers; see
enclosure (1).
(b) FRG Members. FRGs are open to all family members, Sailors, and civilians
associated with the command and its personnel.
(2) Further details on FRG structure are contained in enclosure (1) and reference (a).
Reference (a) is available for download from Commander, Navy Installations Command Web
site at
https://cnic.navy.mil/content/dam/cnic/hq/pdfs/n91_fleet_and_family_support_program/deploym
ent_readiness/DeploymentFamilyReadinessGroupsHandbook.pdf.
c. Relationship Between Ombudsman and FRG. The ombudsman program is governed by
reference (b). FRGs operate distinctly from the ombudsman, the official Navy representative
tasked with improving mission readiness through family readiness. The ombudsman may
collaborate with the FRG on behalf of the command, but will not serve as an FRG officer.
However, ombudsmen are encouraged to attend FRG meetings and events.
d. Command Support. Installation commanding officers may permit properly approved
FRGs that meet the requirements of reference (c), to operate on Navy installations. Individual
commands will provide limited logistical support, such as access to command spaces, use of
equipment, and command representatives for FRG events, based on the criteria listed in section
3-211 of reference (d) and as directed by reference (c). Expenditure of Navy appropriated and
nonappropriated funds is generally not authorized for FRG social activities, to include provision
of food and beverages. Questions regarding specific events should be referred to judge
advocates or office of general counsel attorneys in the chain of command.
e. FRG Use of Command Name, Seals, Logos, or Insignia
(1) The FRG may use the name of the command in the name of the FRG, with the
approval of the commanding officer (CO).
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OPNAVINST 1754.5C
25 Jan 2018
3
(2) FRGs may not use seals, logos, or insignia of commands on any FRG letterhead,
correspondence, or titles.
(3) The FRG’s status as a private organization must be apparent and unambiguous.
Printed material, Web sites, and electronic media must include the prominent disclaimer
contained in reference (c).
f. Fundraising
(1) As a private organization, an FRG may fundraise.
(2) As directed in reference (d), commanders may officially endorse and approve FRG
fundraising events when the fundraising occurs within command spaces and is conducted among
their own members or dependents to raise money for the benefit of their own command members
or dependents.
(3) In regards to fundraising elsewhere on the base, FRGs must obtain approval of the
installation CO to hold fundraisers on base when the location is other than unit command spaces.
(4) FRGs may solicit local businesses or conduct fundraising off the base. Commands do
not approve or disapprove such activities. However, FRG members must not solicit gifts or
donations on behalf of the command or imply that the Navy officially endorses their fundraising
activity. Service members and civilian employees must never solicit donations from defense
contractors, even if acting in their personal capacity as a private member of the FRG.
(5) FRGs are volunteer organizations governed by bylaws and may choose to operate as a
tax-exempt, not-for-profit social welfare organization. The Internal Revenue Service has
specific registering and filing requirements for tax-exempt organizations and may levy fines for
those that are non-compliant. Internal Revenue Code 501 (c)(4) defines a social welfare group as
a not-for-profit organization operated exclusively to promote social welfare. Due to changes to
Internal Revenue Service tax laws in 2015, organizations must now notify the Secretary of the
Treasury within 60 days of formation through IRS Form 8976 Notice of Intent to Operate Under
Section 501(c)(4) and pay a $50 fee. Failure to file IRS form 8976 within 60 days can result in a
$20 per day penalty, not to exceed $5,000. It is highly encouraged that FRG leadership consult
with a tax professional regarding any questions about tax exempt status and required filing
actions. FFSCs and military legal assistance attorneys are not authorized to review or complete
tax documents on behalf of an FRG.
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OPNAVINST 1754.5C
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4
g. Gifts
(1) An FRG is free to accept solicited and unsolicited gifts offered to the FRG without
command approval but compliant with its by-laws. An FRG must never accept a gift on behalf
of a command or the Department of the Navy. Similarly, a CO must never accept a gift on
behalf of an FRG.
(2) Any donation of gifts from an FRG to the command must be processed following
Navy’s gift acceptance rules; reference (e) applies.
5. Action
a. Commander, Navy Installations Command must:
(1) Establish implementing guidance for FRG operations on Navy installations.
(2) Provide command and FRG leadership standardized curriculum and training through
the local FFSC to include information on establishing an FRG; financial planning and
fundraising policies; tax reporting requirements; event planning; and emergency response.
(3) Publish and maintain an FRG handbook (reference (a)) and other materials to assist
commands and FRGs in maintaining appropriate support programs and activities.
b. United States Fleet Forces Command must:
(1) Establish implementing guidance for afloat units.
(2) Utilize the local FFSC to execute FRG leadership training.
c. COs of Operational Units and Installations
(1) Must review by-laws prior to permitting an FRG to use the command name. COs
must ensure the FRG does not improperly use the command name in a way that either implies
Navy endorsement or is otherwise discrediting to the command or the United States Navy.
(2) Must protect personal information about command members and dependents,
releasing it only as directed in references (f) and (g). Commands must obtain written consent
from command members before releasing personal information to an FRG.
(3) Must designate an official command liaison to the FRG as directed by section 3-201
of reference (d). The command liaison may officially represent the command and act in an
advisory capacity to the FRG in discussions of matters of mutual interest. In this manner, the
command liaison serves as a conduit of information between the command and the FRG. The
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command liaison cannot direct or otherwise be involved in matters of management or control of
the FRG. This liaison may be an officer, senior enlisted member, or civilian employee of the
command.
(4) May provide logistical support, such as access to command spaces, use of equipment,
and command representatives, for permissible FRG events, consistent with section 3-211 of
reference (d) and available resources.
(5) Must not endorse off-base FRG fundraisers when the FRG solicits from anyone other
than command members or their dependents, and when using proceeds of a fundraiser to benefit
someone other than the command members and their dependents. As examples:
(a) The CO must not endorse FRG solicitation of local businesses.
(b) The CO must not endorse an FRG fundraiser to benefit a charity of the FRG’s
choosing.
(6) Must not solicit or accept gifts on behalf of an FRG.
(7) Must not directly manage or control an FRG, as directed in section 3-202 of reference
(d).
(8) Will, in those instances where FRGs are not complying with applicable rules or
conditions for continued support, revoke FRG permission to use the command name, deny
requests to endorse or otherwise support FRG events or fundraisers, and decline to accept gifts or
services from the FRG. Any such action will be communicated to the installation commander.
(9) Must review FRG by-laws or charter to determine whether the FRG will be approved
to operate onboard an installation or unit, as appropriate.
d. Installation Commanding Officers (in addition to subparagraph 5c) must:
(1) Review the input of the unit CO, when analyzing whether to provide support to an
FRG.
(2) Authorize or provide support for permissible FRG events on the installation, to
include access to appropriate installation spaces and use of equipment, consistent with references
(d) and (c), and available resources.
(3) Act as the approval authority for all FRG fundraising events on the installation when
they are not conducted within affiliated command spaces.
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e. Operational Unit COs (in addition to subparagraph 5c) will provide input to installation
COs to assist in analyzing whether to provide support to a unit FRG (e.g., after review of FRG
by-laws, unit CO will inform installation CO of favorable support of FRG, and request approval
for fundraising on the base outside of unit spaces).
6. Disestablishment. When in the best interest of the FRG to disestablish, the FRG may be
dissolved by a vote of its members.
7. Records Management. Records created as a result of this instruction, regardless of media and
format, must be managed per Secretary of the Navy (SECNAV) Manual 5210.1 of January 2012.
8. Review and Effective Date. Per OPNAVINST 5215.17A, Chief of Naval Operations,
Manpower Personnel Training and Education (CNO (N1)) will review this instruction annually
on the anniversary of its issuance date to ensure applicability, currency, and consistency with
Federal, Department of Defense, SECNAV, and Navy policy and statutory authority using
OPNAV 5215/40 Review of Instruction. This instruction will be in effect for 5 years, unless
revised or cancelled in the interim, and will be reissued by the 5-year anniversary date if it is still
required, unless it meets one of the exceptions in OPNAVINST 5215.17A, paragraph 9.
Otherwise, if the instruction is no longer required, it will be processed for cancellation as soon as
the cancellation is known following the guidance in OPNAV Manual 5215.1.
9. Forms and Information Management Control.
a. Data collection requirements for Family Readiness Group volunteers and volunteer
training contained in paragraph 4 and subparagraph 5a(2) has been assigned (pending) OMB
0703-XXXX.
b. IRS Form 8976 Notice of Intent to Operate Under Section 501(c)(4) can be
electronically submitted. Instruction on how to electronically submit and link to Form 8976
Electronic Notice Registration System can be found on the IRS Website:
https://www.irs.gov/charities-non-profits/electronically-submit-your-form-8976-notice-of-intent-
to-operate-under-section-501c4
Releasability and Distribution:
This instruction is cleared for public release and is available electronically only via Department
of the Navy Issuances Web site, http://doni.documentservices.dla.mil/
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OPNAVINST 1754.5C
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Enclosure (1)
SAMPLE BY-LAWS
[This sample may be altered to reflect the specific desires and procedures to be observed by the
individual FRG. For further reference, refer to Robert's Rules of Order, available at most
libraries.]
Article I – Name
The name of this group will be the ____________________________ FRG. Attached is the
memorandum from the commanding officer granting permission to use the command name.
Article II – Purpose
The purpose of this FRG will be to plan, coordinate, and conduct informational, care-taking,
morale-building and social activities to enhance preparedness, command mission readiness, and
to increase the resiliency and well-being of Sailors and their families. The FRG will promote
friendship and mutual support among the members.
Article III – Membership and Dues
a. Membership is open to command members (both military and civilian employees) in their
personal capacity, their spouses, children, other family members, and other civilians associated
with the command (e.g., retired members).
b. The FRG will not unlawfully deny membership based on race, color, creed, sex, age,
disability, national origin, or unlawfully discriminate against any individuals.
c. Dues (if desired). Dues of this FRG will be ________ (e.g., per month or year). Payment
of dues will (or will not) be a required condition of FRG membership.
Article IV - Slate of Officers
a. The elected officers of this FRG will be a president, a vice president, a secretary, and a
treasurer. They will govern and operate the group per these by-laws. The term of office will be
for ________ (e.g., 1 year) and no officers may succeed themselves. (All elected officer must be
up-to-date, dues paying members of this FRG.)
b. The executive board will consist of the elected officers of this FRG, the advisors (if any),
the chair of all standing committees, and other members as invited by the executive board.
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OPNAVINST 1754.5C
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c. The commanding officer has appointed an official command liaison to this FRG. This
liaison officially represents the command and acts in an advisory capacity to the FRG in
discussions of matters of mutual interest. The command liaison is not a member of the executive
board, and may not direct or otherwise be involved in matters of management or control of this
FRG.
Article V - Nomination and Election of Officers
a. All FRG officers will be nominated by a committee headed by a chair, appointed by the
president, plus three to five FRG members.
b. The names of all nominees will be published to the entire FRG membership. At the next
regularly scheduled meeting, the slate will be presented to those FRG members present to be
voted on by secret ballot. All members present will be eligible to vote.
c. The newly elected officers will assume their duties at an installation ceremony which will
be arranged by the outgoing executive board.
Article VI - Duties of Officers
a. The president will preside at all regular meetings of the group and perform all other
duties necessary to carry out the business of the group. The president will be a former officio
member of all committees except the nominating committee. The president chairs the gift
acceptance committee.
b. The vice president will assist the president and, in his or her absence, will assume the
duties of the president.
c. The secretary will keep the minutes of all meetings of the group and the executive board.
The secretary will have the minutes ready for duplication upon request by the next regularly
scheduled meeting. The secretary is the custodian of all the permanent records of the group.
The secretary will handle all the correspondence of the group as directed by the president and the
executive board.
d. The treasurer will be responsible for all FRG funds, to include those funds raised by dues,
FRG fundraising activities, or private donations. The treasurer is responsible for safeguarding
funds, establishing and overseeing accounts in appropriate financial institutions, reconciling
financial statements, providing a statement of finances at all regular FRG meetings, filing
necessary Federal, State, and local tax documents (if applicable), and submitting to an audit at
least annually by the executive board or other designated reviewer. The treasurer sits as a
member of the gift acceptance committee.
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OPNAVINST 1754.5C
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3 Enclosure (1)
e. Two signatures will be required to sign checks or to withdraw cash. Both the treasurer
and the president will be authorized to sign checks on the group bank accounts. Any expenses
incurred by the routine operations of the group or its activities may be reimbursed by the
authorization of either the treasurer or president. Any expenses for other than routine operations
must be approved by a two-thirds vote of the board members present at any duly constituted
meeting.
Article VII - Meetings
a. The regular meetings of the FRG will be held on the _________________ (e.g., 1st
Wednesday of every month) at a place designated at the previous meeting and approved by the
executive board.
b. Should a meeting have to be called prior to the regular meeting or a decision made, the
president or two officers will give their approval. The president or two FRG officers must give
approval to convene an emergency meeting.
c. All members are to be notified of all regular general meetings.
Article VIII– Accepting Gifts
a. This FRG will accept only those gifts that further the purpose of enhancing preparedness,
command mission readiness, and increase the resiliency and well-being of Sailors and their
families.
b. Only the gifts listed in this subparagraph may be accepted: cash, gifts-in-kind (such as
materials, equipment, food, supplies) that can be utilized by the members in carrying forth the
purpose of this FRG and or in support of specific FRG events, and gifts of services, where
properly related to the purpose of the FRG and associated events.
c. Gifts will only be accepted where offered directly to the FRG and approved by the gift
acceptance committee. The president and treasurer serve as chair and assistant chair of the
committee, along with at least three members appointed by the president from the general
membership of the FRG. Proposed gifts that are not in keeping with the FRG purpose, or are
otherwise inconsistent with the traditional values of this military community, will be declined. A
record of the proposed gift, value, and the committee’s final acceptance decision will be
maintained and reported at the next general meeting.
d. The FRG will not accept any gift that is offered to or intended for the command or the
Department of the Navy. Such gift offers will be referred to the command for processing.
e. No gift will be accepted that inures to the personal financial benefit of any individual
member(s).
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OPNAVINST 1754.5C
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4 Enclosure (1)
Article IX - Amending the By-laws
The by-laws may be amended by a two-thirds vote of the participating members during a
regularly scheduled meeting, provided the elected officers are present, and notice of the proposed
amendment is given 30 days prior to the meeting.
Article X – Termination
Upon dissolution of the group, after paying or making provision for payment of all debts, any
remaining money will be distributed to charitable organizations chosen by the final members of
the group.
ADOPTED by a majority vote of assembled FRG members, this _______ day of __________,
20__.
_________________
President
_________________
Secretary
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UNCLASSIFIED
ROUTINE
R 081845Z AUG 17
FM CNO WASHINGTON DC
TO NAVADMIN
BT
UNCLAS
NAVADMIN 194/17
SUBJ/FAMILY READINESS GROUPS AND IRS TAX LAW CHANGES//
MSGID/GENADMIN/CNO WASHINGTON DC/DNS/AUG//
REF/A/OPNAVINST 1754.5B
NARR/REF A IS OPNAV INSTRUCTION ON FAMILY READINESS GROUPS.//
RMKS/1. Per reference (a), the purpose of a Family Readiness Group (FRG) is
to help plan, coordinate and conduct informational, caretaking, morale-
building, and social activities to enhance preparedness and command mission
readiness and to increase the resiliency and well-being of Sailors and their
families. FRGs are an integral part of a care network to provide services in
support of Service members and their families.
2. Training for FRGs is available through the Navy Fleet and Family Support
Centers (FFSCs) located at Navy Installations. FRG training consists of
eight hours of live classroom training and is divided into five modules:
Leadership Training-Establishing an FRG, FRG Membership Building-Attracting
and Motivating FRG Members, Financial Planning and Fundraising Policies,
Event Planning, and Emergency Response.
Appendix B — NAVADMIN 194/17,
Family Readiness Groups and IRS Tax Law Changes
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3. The topic of FRGs and taxes was recently identified as requiring
clarification. FRGs are volunteer organizations governed by bylaws and may
choose to operate as tax-exempt social welfare organizations. Internal
Revenue Code (IRC) section 501(c)(4) defines a social welfare group as a not-
for-profit organization operated exclusively to promote social welfare.
Prior to 18 December 2015, small organizations could “self-declare” their
status as a 501(c)(4) organizations - meaning they were not required to apply
for official recognition with the Internal Revenue Service (IRS) and could
declare themselves tax-exempt by simply operating within the requirements of
a 501(c)(4).
a. Due to the change to IRS Tax Law on 18 December 2015, all 501(c)(4)
organizations must now notify the Secretary of the Treasury within 60 days of
formation through IRS Form 8976, “Notice of Intent to Operate Under Section
501(c)(4),” and pay a $50 fee. Failure to file Form 8976 within 60 days can
result in a $20-per-day penalty, not to exceed $5,000. Organizations may
electronically submit Form 8976 at the IRS website (www.irs.gov).
b. If an FRG is operating as a 501(c)(4) tax-exempt social welfare
organization, the FRG must satisfy an annual filing requirement by 15 May of
each year. FRGs eligible to submit a Form 990-N may do so online. The
Annual Electronic Filing Requirement for Small Exempt Organizations - Form
990-N (e-Postcard) - is available online from the IRS website.
c. Some FRGs have reported receiving letters from the IRS revoking their
organization’s tax exempt status. If an FRG has been notified that its
status has been revoked, the FRG may refer to the reinstatement process found
on the IRS website.
d. It is recommended that FRG leadership consult with a tax professional
regarding any questions about tax exempt status and required filing actions.
FFSCs and Military Legal Assistance Attorneys are not authorized to review or
complete tax documents on behalf of an FRG.
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e. Resources, including a FRG Tax Guidance FAQs document, are located
at: https://cnic.navy.mil/ffr/family_readiness/fleet_and
_family_support_program/deployment_readiness/family_readiness
_groups.html.
4. Commanders, Commanding Officers, and Officers-in-Charge are requested to
pass this information to command FRGs.
5. Commander, Navy Installations Command point of contact is Ms. Carrie
Mast, Ombudsman Program Coordinator, (202) 433-4701 (DSN 288),
carrie.mast1@navy.mil.
6. Released by VADM J. G. FOGGO, Director, Navy Staff.//
BT
#0001
NNNN
UNCLASSIFIED//
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Recommended Roles/Officer Functions
President. This person represents the FRG to anyone he or she may meet while in this role.
Duties
Vice president. This position is probably the least well-defined. This person traditionally performs the duties
of the president in the president’s absence. The position may be combined with being the group’s event
coordinator and may act as greeter at each meeting.
Duties
Secretary (corresponding/recording). The secretary is responsible for taking minutes at meetings and keeping
a record of the group’s meetings and what was accomplished. The secretary is also responsible for preparation
of group correspondence.
Appendix C — Standing Rules
a. Know the current bylaws.
b. Prepare agendas for meetings.
c. Start and end meetings, make arrangements
for opening the building/room, arranging the
room, cleaning and locking up.
d. Sign ocial correspondence
e. Appoint committee chairpersons and maintain
list of committees. Establish a working
relationship with the command liaison.
f. Recognize committee volunteers.
g. Delegate responsibility evenly throughout the
group or among committee members.
h. Is familiar with basic parliamentary law and
procedure for more formal meetings.
i. Familiar with IRS Federal and State tax
requirements if fundraising or seeking
donations.
a. Chair the meeting in the president’s absence.
b. Secure guest speakers.
c. Know the bylaws.
d. Lead the Pledge of Allegiance.
e. Coordinate publicity.
f. Perform other duties as assigned in the
group’s bylaws.
g. Familiar with IRS Federal and State tax
requirements if fundraising or seeking
donations.
a. Transcribe minutes of meetings.
b. Keep attendance records of participants
(optional).
c. Maintain a membership list.
d. Compose correspondence.
e. Maintain a
le
of incoming and outgoing
correspondence.
f. Familiar with IRS Federal and State tax
requirements if fundraising or seeking
donations.
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Duties
Treasurer. The treasurer manages the group’s finances. Treasurers need to be trustworthy, good with money
and have excellent bookkeeping skills.
Duties
* Submit records annually for audit to the executive board or other designated reviewer.
Event coordinator. The event coordinator, often the vice president, is responsible for setting up a schedule of
programs, activities or events for the group. In large groups, the coordinator may lead a program committee.
Duties
Command liaison. Designated by the commanding officer to officially represent the command and act in
an advisory capacity to the FRG in discussions of matters of mutual interest. The command liaison serves as
a conduit of information between the command and the FRG. This liaison may be an officer, senior enlisted
member or civilian employee of the command.
Ombudsman. FRG member(s), officers and command ombudsmen have separate and distinct responsibilities.
Ombudsman duties are established by command and require specific training for the position. The duties in
regard to FRGs:
a. Provide information, resources and referrals.
b. Communicate command information.
c. Maintain condentiality.
d. Provide encouragement to and inspire camaraderie among command families.
Advisers. The Command Support Team (CST) is designated by the commanding officer and typically includes
the CO, XO, CMC/COB, Chaplain (if one is assigned), their spouses, the ombudsman and any other advocates
designated by the CO. CST spouses shall act in an advisory capacity to members of the FRG, using their
experience and knowledge as a sounding board for its decisions. It is recommended that CSTs attend FRG
Basic Training, but not required.
a. Maintain records of all funds.
b. Provide a statement of nances as often as
required by the group.
c. Provide complete nancial report after an
audit.*
d. Reconcile bank statements monthly.
e. Submit receipts within 30 days of purchase.
f. Deposit money within seven days of receipt.
g. Obtain information regarding tax-exempt status
and setting up a checking account. Seek further
checking account information from your local
credit union, or banking constitution.
h. Require two signatures on checks to maintain
“checks and balances” and do not hand out
blank checks.
i. Familiar with IRS Federal and State tax
requirements if fundraising or seeking
donations.
a. Learn what program topics, activities and events
the group is interested in or needs.
b. Secure guest speakers or facilitators for programs
or activities.
c. Make logistical arrangements for the meetings
and guest speakers (obtain visitor passes or escort
guests onto and o the installation, if necessary).
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Standing committees or functions. These may include, but are not limited to, the following suggested
committees and functions:
a. Welcoming Committee is comprised of volunteers (not necessarily ocers) who agree to welcome new
members to FRG meetings, make hospital visits and visit new moms or new members at home. Members may
put together and hand out “goodie bags” of appropriate small items for the occasion. Members may also send
out birthday, get well or other greeting cards.
b. Communications or Publicity Committee is comprised of one or more volunteers who prepare meeting
announcements, news items and articles for publication in the ombudsman or command newsletter, act as
webmaster for the FRG webpage and otherwise handle communications and publicity for the group.
c. Special Events Committee will assist the event coordinator in planning special activities and events for the
group that may include holiday parties, homecoming events and group picnics, for example.
d. Fundraising Committee will plan and arrange for fundraisers for the group, researching the applicable local
regulations, obtaining necessary permissions, and arranging and managing logistics for the events.
Sample of Standing Rules
Standing rules may be changed by a simple majority vote. Standing rules should include any rules which the
group believes will need to be changed or altered frequently. This will eliminate the need for rewriting the
bylaws each time a minor change is desired. Such rules might include:
a. The amount of dues.
b. The amount of money to be kept in the
“general morale”
subaccount.
c. The number of meetings to be held each
mo
nth.
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[Insert handout here]
Appendix D — Command Logos
FAMILY READINESS GROUP LEGAL NEWSLETTER
USE OF COMMAND LOGOS
ALL FAMILY READNIESS GROUPS MUST RECEIVE APPROVAL FROM THE OFFICE OF NAVAL
RESEARCH FOR USE OF COMMAND LOGOS OR SEALS.
POINT OF CONTACT: Ms. Nadine Santiago at the Naval Research Trademark and Licens-
ing division
Email at nadine.santiago@navy.mil or Phone at (703)696-4002
Acceptable Practices
-Licensing command logos or seals for
use on products to be sold through the
Trademark Licensing office and using an
authorized vendor.
-Designing your own logo for your FRG
that uses components of the command
without violating trademark law. Exam-
ple: superimposing a submarine outline
over the state of New Mexico with the
words New Mexico FRG above or below.
-Not selling merchandise with the com-
mand logo.
Unacceptable Practices
- Using the command seal or logo WITH
OR WITHOUT licensing on letterhead,
emails, flyers.
- Using the command seal or logo with-
out licensing it on items to be sold.
Family Readiness Groups (FRG)hold special status granting
them authority to operate onboard Navy installations and
ships, while requiring them to follow additional rules and
guidelines as laid out in OPNAVINST 1754.5C. FRGs can have
ties to the Navy but those ties do not make them a part of
the government or allow them any greater rights than those
granted to them by instruction. For example, FRGs can use
the NAME of a ship, command, or installation if given permis-
sion by that CO. This means that the FRG for Naval Subma-
rine Base New London can call itself the Naval Submarine
Base New London Family Readiness Group if the base CO
gives them written permission. However, COs DO NOT have
the authority to grant FRGs the right to use the command’s
LOGO or SEAL on their letterhead or in emails, advertise-
ments, or saleable merchandise like hats, shirts, blankets,
coins etc. This is because the CO does not own the rights to
the logo or the ability to license its use. This authority is held
by the Office of Naval Research Trademark Licensing division
under SECNAVINST 5720.44C. FRGs are required to go
through the trademark licensing office before selling items
with the command logo.
NOTE: This office may charge a fee for them to use the logo
or may require them to go through a pre-licensed vendor to
purchase the items. Typically the cost to license these items
is negligible and easy to arrange.
Contact your Staff Judge Advocate for more Information
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Dear ______ Family,
Welcome to [name of command]! I am [name], the [FRG position] for the [FRG group name].
As a Family Readiness Group (FRG), our mission is to provide for the well-being of the families of [name of
command]. Our goal is to foster a caring, supportive and responsive group that can assist you when needed.
We host meetings, events and fundraisers throughout the year. These provide social support, engagement
and valuable information about Navy life. Attending FRG events is a great way to meet your fellow [name of
command] families, and we always welcome new faces.
Our email address is [FRG email address]. Please feel free to contact us anytime. We also have a private
Facebook group which, once you are a confirmed member, will keep you up to date on our news and events.
On behalf of the [FRG group name], welcome aboard and we look forward to getting to know you and your
family!
Sincerely,
[name]
[FRG group name]
[FRG email address]
Appendix E — Sample FRG Welcome Letter
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Please take this opportunity to fill out our Family Readiness Group survey. Your thoughts and feelings are
important to us. With your help, we will be able to create a readiness group that will offer you the kind of fun,
information, friendship and support you want and need.
1. My name is .
I would like to be contacted at (phone number) .
I would like to receive text messages at (cell number) .
I would like to be contacted via Facebook .
My email address is: .
2. List two reasons why you like to attend Family Readiness Group activities:
a.
b.
3. Please check what program topics would interest you:
TRICARE
Stress management
Fleet and Family Support Center
Homecoming brief
Deployment issues
Drug and alcohol abuse
Parenting
Navy Child and Youth Programs
Personal safety
Morale, Welfare, Recreation
Nutrition/exercise
Cooking classes
Time management
Car/home maintenance
Personal beauty tips/fashion
Tips on budgeting
Other, please list:
4. Would you like to know more about the mission of the command? Yes No
Would you like a question-and-answer session with the commanding officer or command master
chief? Yes No
Give us an idea of what areas or concerns/topics you would like to address with the CO or CMC/
COB.
Appendix F — Family Readiness Groups
Interest Survey
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Indicate at least two characteristics or skills you might like to volunteer:
I like to bake treats.
I like to talk on the telephone.
I am friendly and outgoing.
I have fundraising experience.
I am a good organizer.
I can motivate people.
I am artistic/create crafts.
I am an effective writer.
I have typing/computer skills. I have access
to a computer.
I could sell ice cream during a blizzard.
I have experience writing newsletters.
I have experience with social media.
I am familiar with the community.
Other, please list:
5. Check activities you want most from this group
Activities with children
Fundraising
Educational presentations
Potlucks or go out for dinner
Picnics
Support our Sailors
Meet other spouses
Craft activities as a group
Activities with other adults
Volunteer work as a group
Homecoming preparation
Information about the command or Navy
Other, please list:
6. How involved can you be in the group? Check all that apply:
W I have too much time on my hands.
W I am readily available to help the group.
W My time is limited, but I want to be involved as much as I possibly can.
W I want to come to meetings, but I really am unable to do anything outside the meetings.
W I am not sure how involved I want to be.
W I cannot come to many meetings, but I will help in other ways.
W I must have child care to be able to participate.
W I might like to volunteer but want to know more about the dierent jobs/positions available.
7. What more can we do to interest you in participating?
8. Would you come to an FRG activity if the command was not deployed? Yes No
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9. Is transportation to and from meetings a problem? Yes No
Optional: Briefly explain your situation:
10. Do you require child care for meetings? Yes No
Possible solutions?
11. How often would you like to meet?
W Once a month
W Every other month
W Other, please specify:
12. Which is best for you?
W Weekend day
W Weekend night
W Weeknight
13. What day of the week is best for you?
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Having a plan will provide stability and focus to the Family Readiness Group. Use this guide as a tool in
developing your annual plan.
TASK NOTES
Questions to ask the commanding
officer or point of contact:
Ask for permission to use the
command name.
Determine the limitations/guidelines
for fundraising, publicity methods
and FRG role in command functions.
Clarify role of ombudsman in relation
to the group.
Determine the command’s needs
with respect to supporting the
command and families.
Find out who the FRG’s command
liaison will be.
GENERAL INFORMATION DATE NOTES
Establish your FRG’s mission
statement.
Write or review your FRG’s bylaws.
Decide child care issues.
Select a meeting day and time.
Establish publicity methods.
Establish the structure of the
group (formal officers/committee
chairpersons).
Determine if your group will be
fundraising.
Become familiar and compliant
with all IRS federal and state tax
requirements.
Develop a budget.
Establish a plan for emergencies.
Call your FFSC command
representative.
Appendix G — Strategic Planning Guide
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ANNUAL CALENDAR
(enter dates on a calendar)
NOTES
Command picnics/parties or sporting
events.
Holiday parties (all seasons).
FRG board meetings, regular
meetings, social functions.
Command underway schedule/yard
periods.
Scheduled deployment dates:
DEPLOYMENT PLANNING
TARGET
DATE
DELEGATED TO
Establish a plan for keeping out-of-
town families. .informed
Establish a plan for FRG family
activities.
Children’s parties.
Fundraising.
Membership.
Plans for halfway celebration.
Plans for homecoming.
Single Sailor support (optional).
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FRG for the USS Eversail
Our Local Library
June 1, 2018 3:30 – 4:30 p.m.
Objectives: This meeting will focus on OPSEC and we will introduce our newest fundraiser idea:
shoebox auctions.
3:30-3:35 p.m. (5 minutes)
Ashley Sims (FRG President)
Call the meeting to order
Pledge of Allegiance
Welcoming remarks
Introduce new members
3:35-3:40 p.m. (5 minutes)
Crystal Johnson (FRG Secretary)
Share minutes from last meeting
3:40-3:45 p.m. (5 minutes)
Tyler Smith (FRG Treasurer)
Treasurer’s report
3:45-4:00 p.m. (15 minutes)
Jessica Mitchel (FRG Vice President)
New business
4:00-4:20 p.m. (20 minutes)
Kevin Kent (FFSC Guest Speaker)
OPSEC training
4:20-4:30 p.m. (10 minutes)
Ashley Sims (FRG President)
Questions
Wrap-up
4:30 p.m.
Closing
Social time
Appendix H — Sample Meeting Agenda
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Determine the audience for the event. This helps you target your plans. How will you publicize the event? Why
would someone want to come?
What do we want to happen?
Event/Occasion: ____________________________________________________________________
Goal: ______________________________________________________________________
What’s the best way to make this happen?
(plans + implementation)
Details of Plan
WW Name: _____________________________________________________________________
WW Date/time: __________________________________________________________________
WW Location: ___________________________________________________________________
WW Chair/committee: ____________________________________________________________
WW Cost: _____________________________________________________________________
WW Theme/colors: _______________________________________________________________
WW Games/icebreaker: ___________________________________________________________
WW Rough timeline/deadlines:
Checklist:
1. 7.
2. 8.
3. 9.
4. 10.
5. 11.
6. 12.
Appendix I — Event Planning Worksheet
1
2
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Food:
Food/Dish Dessert Drinks Supplies
(napkins,
coolers, ice,
etc.)
Shopping list:
Estimated total cost:
Marketing:
WW Email/social media/mail: _________________________________________
WW Date(s): _______________________________________________________
WW Who should attend/receive invites: __________________________________________
________________________________________________________________________
Will child care be provided? Yes No
Do I need permission for this event? Yes No
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Appendix J — Steps to File for an Employer
Identification Number
EIN Application Process
1. Identify responsible party. Determine who will be the responsible person who will control, manage
and direct the applicant entity and the disposition of its funds and assets (in most cases, this is the FRG
treasurer).
2. Apply for the EIN.
3. Notify the IRS. FRGs are non- federal entities that can fundraise if they choose. If an FRG chooses to
fundraise they must notify the IRS, by ling form 8976. FRG’s are considered to be 501c (4) Social Welfare
Organizations:
https://www.irs.gov/charities-non-profits/other-non-profits/life-cycle-of-a-social-welfare-organization
WW Your FRG will need to nofy the IRS that they are operang as a 501(c)(4), Social Welfare Organizaons.
Navigate to the IRS on-line form 8976, Noce of Intent to Operate Under Secon 501(c)(4):
WW https://www.irs.gov/charities-non-prots/electronically-submit-your-form-8976-notice-of-intent-to-operate-
under-section-501c4
WW Helpful information for Step 3:
Q You will need to provide your social security number (SSN) for information purposes only.
Q If you are fundraising check the “Other” box (tax exempt, or government organizations). If you are not
fundraising check the “For banking purposes only” box.
Q Under “Identify your type of organization,” select “Additional Types, including tax exempt and
governmental organizations”, click “Other non-profit/tax-exempt organizations.”
Q For the question, “Why is the non-profit/tax exempt organization requesting an EIN?” Click, “For
banking purposes.”
4. Annual Filing of Form 990-N. (e-Postcard). This is an annual requirement that FRGs must le to the IRS by
May 15
th
of each year: https://www.irs.gov/charities-non-prots/ling-tips-for-form-990-ez
If you have an active EIN and bank account but have not notified the IRS follow the steps above to establish
your group and notify the IRS.
To check the status of your EIN:
1-800-829-4933
https://sa.www4.irs.gov/modiein/individual/index.jsp
If there is turn over in your FRG and you need to change the address or responsible party, use form 8822-B:
https://www.irs.gov/pub/irs-pdf/f8822b.pdf
If you need assistance lling out the applicaon ulize the help topics on the IRS.
Gov website or call
IRS Tax-Exempt Government Enes oce Customer
Account Services: (877) 829-5500.
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Appendix K — FRG Tax Information
FRGs are non- federal entities that can fundraise if they choose. If an FRG
chooses to fundraise they must notify the IRS. FRG’s are considered to be 501c
(4) Social Welfare Organizations: https://www.irs.gov/charities-non-profits/
other-non-profits/life-cycle-of-a-social-welfare-organization
Effective Dec. 18, 2015, 501(c)(4) organizations are required to provide
notification to the Secretary of the Treasury within 60 days of formation
through IRS Form 8976. “Notice of Intent to Operate Under Section 501(c)(4),”
and pay a $50 fee. Failure to file Form 8976 within 60 days will result in a $20
per day penalty, not to exceed $5,000. Electronically Submit Form 8976, Notice
of Intent to Operate Under Section 501(c)(4)
https://www.irs.gov/charities-non-profits/electronically-submit-your-form-8976-notice-of-intent-to-operate-
under-section-501c4
All FRGs should be submitting a Form 990-N (e-Postcard) to the IRS by May 15 of each year. This electronic
form can be completed online and is designed specifically for small nonprofit organizations (those that have
annual receipts of less than $50,000). Annual Electronic Filing Requirement for Small Exempt Organizations
- Form 990-N (e-Postcard): https://www.irs.gov/charities-non-profits/annual-electronic-filing-requirement-for-
small-exempt-organizations-form-990-n-e-postcard
Due to the 2015 change in IRS Tax Law, some FRGs are now receiving revocation of their tax exempt status.
Please familiarize yourself with the Tax-Exempt Status for your Organization:
https://www.irs.gov/pub/irs-pdf/p557.pdf
If your FRG has been notified that their status has been revoked, there is a process for reinstatement.
Information can be found at https://www.irs.gov/charities-non-profits/automatic-revocation-of-exemption
Contributions to civic leagues or other section 501(c)(4) organizations generally are not deductible as
charitable contributions for federal income tax purposes. They may be deductible as trade or business
expenses, if ordinary and necessary in the conduct of the taxpayer’s business. Also, the organization may be
required to disclose that contributions are not deductiblewhen it solicits contributions. https://www.irs.gov/
charities-non-profits/other-non-profits/donations-to-section-501c4-organizations
If you have questions or are having issues filling out the on line forms, please contact the IRS Tax-Exempt
Government Entities office Customer Account Services: (877) 829-5500.
The easiest way to get your EIN is to apply online. As soon as your application is completed and validated, you
will be issued an EIN. There is no charge for this service (beware of Internet scams).
https://www.irs.gov/businesses/small-businesses-self-employed/employer-id-numbers
The elected board member must apply for an Employer Identification Number (EIN) from the IRS using Form
SS-4, Application for Employer Identification Number, which can be downloaded from the IRS website at:
https://www.irs.gov/forms-pubs.
If you have questions regarding the online application or to check the status of the group’s EIN:
1-800-829-4933.
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Sample Treasurer's Monthly Report
Date: 1 January
CASH ON HAND
$2,750.01
Actual
Monthly
Actual YTD Budget Variance
1. Donations from Parents 1,000.00 1,000.00 0.00 1,000.00
2. Fundraising Projects
Fun Run 50.00 1,700.00 1,500.00 200.00
Mug Fundraiser 100.00 456.14 600.00 (143.86)
Merchandise Sales 200.00 300.00 300.00 0.00
Bake Sale 200.00 300.00 300.00 0.00
Recycling Drive 200.00 300.00 300.00 0.00
TOTAL INCOME $1,750.00 $4,056.14 $3,000.00 $1,056.14
EXPENSES
25.00 155.00 200.00 45.00
0.00 100.00 100.00 0.00
15.00 700.00 750.00 50.00
10.00 170.00 200.00 30.00
0.00 445.00 500.00 55.00
40.00 310.00 400.00 90.00
20.00 205.00 300.00 95.00
20.00 276.18 300.00 23.82
0.00 0.00 50.00 50.00
0.00 0.00 50.00 50.00
0.00 251.63 300.00 48.37
0.00 356.00 300.00 (56.00)
0.00 275.00 300.00 25.00
0.00 179.00 190.00 11.00
1. Administration Supplies
Printing
Mailing Permit/Postage
2. Meeting Expenses Child
Care
Food Items
Cleaning Supplies
3. Committees
Homecoming
Social
Volunteer Recognition
Single Sailors
4. Projects
Holiday Party
Parent Involvement
Spouse Night Out
Morale-building Program
Giving Fund
0.00 185.00 200.00 15.00
TOTAL EXPENSES $130.00 $3,607.81 $4,140.00 $532.19
BALANCE ON HAND $4,203.34
Submitted by: ,Treasurer
INCOME
Family Readiness Group of Bestshipever
Appendix L — Sample Treasurer’s Report
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The “cycle” of a deployment is generally divided into seven distinct emotional stages. FRGs may see an influx of
participation during Stage 1 and a decrease during Stages 6 and 7. Please keep this in mind when planning
your group’s activities.
Stage 1: Anticipation of Departure
Before deploying, Sailors may be working extra hours to prepare for departure. The time apart, added to the
stress of longer working hours, can result in tension at home.
Stage 2: Detachment and Withdrawal
This second stage usually takes place during the last week before deployment. This is a period of heightened
anxiety and conflicting emotions.
Stage 3: Emotional Disorganization
During this stage, family members must adjust to the changes at home. They create new routines as they
assume new responsibilities.
Stage 4: Recovery and Stabilization
The recovery and stabilization phase occurs when spouses settle into their new routines and realize that they
can manage the family affairs. For spouses, a strong support network can reduce their stress level and increase
their resiliency.
Stage 5: Anticipation of Return
The anticipation of homecoming may be tinged with anxiety as spouses consider their changing roles when
their Sailor returns home. Open communication about expectations for homecoming can help alleviate these
concerns.
Stage 6: Return and Renegotiation
After the initial excitement of homecoming has passed, there is a period of adjustment to new roles
and routines. Tension and arguments may increase as everyone redefines their roles and responsibilities.
Communication is essential to successful reintegration.
Stage 7: Reintegration and Stabilization
During this final stage of the Emotional Cycle of Deployment, life will normalize. It may take a few months, but
everyone will adjust to the changes. Communication is the key to successfully dealing with these challenges.
TIP: Remember that these emotions are normal. Be sure to take the time to talk with your loved ones about
the emotions.
Appendix M — The Emotional Cycle of
Deployment
