STANDARD OPERATING PROCEDURES DIRECTORATE OF FAMILY AND MORALE, WELFARE AND RECREATION COMMUNITY RECREATION DIVISION

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1 REPLY TO A TT'ENTION OF IMBE-MWR (215) DEPARTMENT OF Tl-E ARMY US ARMY INSTALLATION MANAGEMENT COMMAND ATLANTIC REGION HEADQUARTERS, UNITED STATES ARMY GARRISON 1 KARKER STREET, MCGINNIS-WICKAM HALL FORT BENNING, GEORGIA STANDARD OPERATING PROCEDURES DIRECTORATE OF FAMILY AND MORALE, WELFARE AND RECREATION COMMUNITY RECREATION DIVISION MEMORANDUM FOR SEE DISTRIBUTION SUBJECT: Better Opportunities for Single Soldiers 1 3 APR 20t6 1. REFERENCE. AR 215-1, Chapter 8.11, Military Morale, Welfare, and Recreation Programs and Nonappropriated Fund Instrumentalities, 24 September PURPOSE. To provide uniform guidance, establish policy, and delineate responsibilities for the Better Opportunities for Single Soldiers (BOSS) program. 3. SCOPE. The BOSS program is a commanders program that operates through the Sergeants Major channel. It supports the overall quality of life for single and unaccompanied Soldiers. The program encourages and assists single Soldiers to be actively involved in the planning process for programs that involve well-being, community service, recreation, and leisure activities. Although it does not set policy or guidance on issues, the BOSS program provides a venue for single Soldiers to participate in the decision-making process for issues that have a direct impact on their daily lives. Additionally, the program provides an opportunity to assist in developing single Soldier leaders. Fort Benning implemented the BOSS program in 1989 and has a long tradition of excellence. 4. MISSION STATEMENT. To provide a vehicle for input and feedback between Soldiers, the installation staff, and the Command. It is the responsibility of the single Soldiers, Noncommissioned Officers (NCOs), and commanders to ensure the program's success. 5. OBJECTIVES. The BOSS program is a DA directed, installation managed, and Soldier operated program that consists of three core components: a. Quality of Life. Soldiers may submit issues that affect their overall quality of life. The BOSS committee will direct the issues to the appropriate Fort Benning command or staff agency for resolution. In the event the issue cannot be resolved locally, the Garrison Command Sergeant Major (CSM) will elevate it to the next appropriate level. b. Recreation and Leisure. The BOSS program allows single Soldiers to select, plan and participate in activities or events of their choice. The planning phase of all activities takes place 3 months prior to each event. The BOSS president and/or advisor will

2 provide BOSS brigade and tenant unit representatives marketing materials no later than 3 weeks prior to any BOSS event. c. Community Service. Members of the BOSS program may elect to participate in community service projects or activities. Participation in the service is voluntary and qualifies the individual and group for recognition in accordance with Fort Benning's Army Community Service Volunteer Recognition Program. The president or advisor must receive all requests for BOSS volunteer participation no later than 60 days prior to the community service project or activity and must be voted on by the BOSS committee. 6. FACTS. a. The Directorate of Family and Morale, Welfare and Recreation (DFMWR) initiated the BOSS program to provide innovative recreation programming for single Soldiers. Since its inception, BOSS has expanded into every aspect of the Soldier's life. b. The Garrison CSM is the catalyst for the BOSS program and the Senior Enlisted Military Advisor. The Community Recreation Division of DFMWR administers the program. c. The BOSS program is primarily for single Soldiers, to include single officers and unaccompanied Soldiers. However, the BOSS program welcomes all Soldiers, Marines, Airmen, and Sailors as well as authorized DFMWR patrons and guests. 7. RESPONSIBILITIES. a. Garrison Commander: (1) Conduct overall execution of the BOSS program. (2) Provide a suitable location for BOSS committee meetings and activities. b. Garrison Command Sergeant Major: (1) Serve as the senior enlisted military advisor for the BOSS program. (2) Maintain final approval authority on all committee members. (3) Mentor and guide the BOSS committee as appropriate. (4) Brief Garrison Commander in regards to the BOSS program on a regular basis to keep the Command well informed at all times. Report issues, concerns, and special requests to the Garrison Commander when appropriate. 2

3 (5) Monitor meeting attendance by ensuring brigade and tenant unit representatives are present. (6) Utilize NCO support channels to keep senior NCOs informed, and encourage support and participation within subordinate commands. (7) Complete available web-based BOSS training. (8) Approve BOSS committee meeting minutes. (9) Distribute BOSS information to installation CSMs/SGMs. (10) Ensure the BOSS president or advisor briefs the BOSS program at the installation Newcomers Briefing. c. Unit Commanders: (1 ) Appoint, on additional duty orders, a primary Soldier and an alternate Soldier as BOSS unit representatives at the brigade, battalion and company levels. (2) Conduct meetings at the brigade, battalion, and company levels prior to the monthly installation meeting. (3) Sign meeting minutes for inclusion in the continuity book. (4) Develop a method for single Soldiers to surface issues. (5) Establish unit BOSS committees as appropriate. (6) Provide sufficient time for monthly BOSS committee to meet, solicit ideas, and raise issues for presentation to Command forwarding to the monthly installation meeting. (7) Ensure BOSS representatives attend unit and monthly installation BOSS meetings. (8) Inform single Soldiers about BOSS related activities and have a designated space on unit bulletin boards at the brigade, battalion, and company offices. (9) Include the BOSS program as part of the newcomers orientation at the unit and installation level. d. Command Sergeants Major and Company First Sergeants: 3

4 (1) Serve as the senior advisor to unit BOSS committee and program. (2) Allow single Soldiers to participate in scheduled BOSS activities within mission constraints. (3) Ensure that the NCO support channel is knowledgeable, informed, and supportive of the BOSS program. (4) Ensure the BOSS representative has sufficient time during normal duty hours to attend higher command level meetings; conduct unit meetings, brief leadership, research issues, and present information at unit formations. (5) Ensure the BOSS representative maintains and updates a BOSS continuity book and BOSS bulletin board. (6) Attend and advise during respective BOSS meetings. e. MWR Advisor: (1) Provide guidance to the BOSS program in planning activities and events. (2) Assist the BOSS committee in preparing an annual program budget and maintaining financial accountability. (3) Assist the BOSS committee in developing a marketing plan and obtaining commercial sponsorship for BOSS activities and events. (4) Coordinate with DFMWR marketing department to provide assistance in publicizing BOSS events. (5) Ensure BOSS committee members are trained regarding DFMWR program responsibilities, purchasing, contracting, internal controls, and commercial sponsorship. (6) Provide guidance and information on the volunteer program. (7) Coordinate with SJA to ensure all BOSS events meet regulatory requirements. (8) Attend all installation meetings and BOSS events as mission permits. (9) Provide trip/activity report to the Chief, Community Recreation Division, within 3 working days after the trip/activity completed. (1 O) Complete available web-based BOSS training within 30 days of taking responsibility of position. 4

5 f. Installation BOSS President: (1) Maintain a record, track, and report all single Soldier issues using DA Form 7380 Installation Quality of Life Issue (Enclosure 1 ). (2) Plan, preside over, and facilitate installation level BOSS meetings in accordance with the Fort Benning Installation Meeting Standing Operating Procedures. (3) Maintain an installation ledger of BOSS program revenue and expenses. (4) Supervise all installation BOSS committees. (5) Provide information and education on the BOSS program as requested. (6) Report issues, concerns, or special requests to the Installation Commander through the Garrison Command Sergeant Major. (7) Maintain an annual calendar and budget for all BOSS events. (8) Update continuity book and ensure all records are accurate. (9) Plan and provide timely newcomers briefs for all new BOSS brigade and tenant unit representatives. (1 0) Personally brief incoming brigade and tenant unit commanders, command sergeants major, and unit representatives. (11 ) Complete available web-based BOSS training within 30 days of taking responsibility of position. g. Installation BOSS Vice President: (1 ) Serve as a member of the executive BOSS committee. (2) Assume the president's duties in his/her absence. (3) Research and assist BOSS president with planning, marketing, and conducting recreation and leisure events, activities, and trips. (4) Perform duties and functions as directed by the president. (5) Complete available web-based BOSS training within 30 days of taking responsibility of position. 5

6 h. Installation BOSS Secretary: (1) Serve as a member of the executive BOSS committee. (2) Assume the duties of the president or vice president in their absence. (3) Record and prepare minutes of BOSS committee meetings. (4) Serve as chairperson of the BOSS volunteer committee. Track all participant volunteer hours. using DA Form 4713, Volunteer Daily Time Record (Enclosure 2), and DA Form 4162, Volunteer Service Record (Enclosure 3). Encourage all volunteers to enroll in the Volunteer Management Information System. (5) Perform other duties and functions as directed by the president. (6) Complete available web-based BOSS training within 30 days of taking responsibility of position. i. Installation BOSS Treasurer: (1) Serve as a member of the executive BOSS committee. (2) Verify financial condition with the DFMWR advisor. (3) Render financial reports at meetings as needed. (4) Responsible for cash controls at all events where monies are allowed. (5) Perform other duties and functions as directed by the president. (6) Complete available web-based BOSS training within 30 days of taking responsibility of position. j. Installation BOSS Public Relations Representative: (1) Serve as a member of the executive BOSS committee. (2) Serve as office photographer/videographer at all BOSS functions. (3) Assist in developing BOSS marketing tools. (4) Assist in the further development and maintenance of both BOSS websites (Fort Benning BOSS on Facebook and 6

7 (5) Perform other duties and functions as directed by the president. (6) Complete available web-based BOSS training within 30 days of taking responsibility of position. k. Unit Representatives: (1) Forward a copy of additional duty appointment orders to the installation BOSS president. Orders must include both primary and alternate BOSS representatives. (2) Attend monthly installation BOSS meetings. Top level major unit command BOSS representatives are required to attend and all other BOSS representatives are highly encouraged to attend. (3) Attend other BOSS meetings from company through brigade levels as directed by chain of command. (4) Raise appropriate concerns, issues, and interests from their respective units at the appropriate higher command level BOSS meetings. (5) Keep an updated continuity book on hand at the unit containing the following information: (a) Copy of additional duty appointment orders for both primary and alternate representatives. (b) DA Form 4713, Volunteer Daily Time Record, and DA Form 4162, Volunteer Service Record. (c) Newcomers briefing log. (d) Log of BOSS briefings to leadership. (e) At least 12 months of recreation and leisure event flyers/publications. (f) List of community service opportunities. (g) At least 12 months of meeting minutes and agendas proving meeting attendance. (h) Current copy of AR (i) Current copy of BOSS program SOP. 7

8 (6) Keep an updated bulletin board in a high traffic area reflecting the following information: (a) Primary and alternate BOSS representative contact information along with photographs. (b) Current information on events and community activities. (7) Volunteer to serve on committees and subcommittees as requested. (8) Maintain documentation of all quality of life issues raised to the unit level using DA Form 7380, Installation Quality of Life Issue to initiate, track, and record formal BOSS issues. (9) Conduct respective unit BOSS meetings prior to installation meetings. (10) Track participant volunteer hours at the unit level using DA Form 4713, Volunteer Daily Time Record, and DA Form 4162, Volunteer Service Record. Report all hours volunteered to BOSS secretary. (11) Complete available web-based BOSS training within 30 days of taking responsibility of position. 8. MEETINGS. a. The DFMWR generally hosts installation BOSS committee meetings the last Wednesday of each month, 1500, at designated installation locations. Detailed meeting information is published quarterly in FRAGO Fort Benning G3 publishes. b. Units not represented at the installation BOSS committee meetings are noted in the minutes the Garrison Command Sergeant Major approves/signs. 9. ISSUE RESOLUTION AND PROBLEM SOLVING. Feedback to the single Soldier and BOSS brigade and tenant unit representatives is essential to developing trust and open communication. All legitimate policy issues, requests for resources, or issues requiring Command approval will be resolved at the lowest level possible. The next higher council will receive any unresolved issues. Councils will make every attempt to resolve issues within their capabilities and make Soldiers aware of the outcome. Issues that exceed the scope of the brigade or unit commander will be resolved as follows: 8

9 a. The BOSS president will refer any issues requiring additional resources or coordination to the appropriate agency (i.e., Department of Public Works, Army Air Force Exchange Service). The representative from the appropriate agency will inform the BOSS president of the solution, or that the issue cannot be resolved. The unresolved issue will go before the Garrison Commander. In a case where an issue is still unresolved, the Garrison Commander will refer it to the Army Family Action Program (AFAP). b. Issues AFAP cannot resolve will be dropped or referred to Major Command level for final disposition. 10. VOTING PROCEDURES. The BOSS brigade and tenant unit representatives will decide on routine and general business. Quorum for a vote is 8 of the 15 brigade and tenant units represented. There will be one voter per motion from each brigade and tenant unit. A 51 percent majority vote is required to pass a motion. 11. SELECTION PROCESS FOR EXECUTIVE COUNCIL: a. The Director of Family and MWR will appoint an advisor to BOSS. b. The BOSS president and DFMWR advisor will recruit for Soldiers to submit an application packet for the BOSS president and vice president positions. c. A voting panel consisting of, at a minimum, the Garrison Command Sergeant Major, Chief of CRD, DFMWR advisor, current BOSS president, and current BOSS vice president will appoint the new BOSS president and BOSS vice president. d. The BOSS president, BOSS vice president, and DFMWR advisor will recruit and appoint the Executive Council's secretary, treasurer, and public relations representative. 12. FUND ALLOCATION. a. The BOSS committee will recommend approval/disapproval of all procurement requests. Both the discussion and recommendations will be documented in the monthly meeting minutes. b. For any purchase and/or procurement made for the BOSS program, a copy of the BOSS minutes with the recommended funds approval voted on by the BOSS Executive Council and associated Soldier representatives at the meeting will be included in the detail/supporting documentation (this includes supplemental funds requests through the Region t,o IMCOM G9). The BOSS president, treasurer and senior military advisor will sign all meeting minutes used for the purpose of communicating the BOSS Executive Council recommended approval for funds expenditure. 9

10 13. The DFMWR will review. ensure accuracy, and update this SOP when Garrison Commanders change. 14. POC: Kevin R. Floyd, Garrison Command Sergeant Major, Encls as HILMES.ANDREW.(==:--- HRfSTOPHER.1085 ::;;:: =-=-=-- ANDREW C. HILMES COL, AR Garrison Commander DISTRIBUTION: IMCOM Garrison Commander Garrison CSM HHC Garrison 75th Rgr Regt 14th CSH 194th AR Bde 198th IN Bde 199th IN Bde 316th CAV Bde NCOA MEDDAC DENT AC WHINSEC DFMWR DES ARTB h IN WTC 10

11 INSTALLATION QUALITY OF LIFE ISSUE For use of this form, see DA Circular ; the proponent agency Is ACSIM. 1. ISSUE 2 DATE 3. SCOPE 4. RECOMMENDATION 5. ACTION TAKEN 6a. BOSS PRESIDENT 6b. BOSS PHONE NUMBER 7. INSTALLATION CSM 8. MWR ADVISOR 10. DCA 9. EXTERNAL COORDINATION (If necessary) a. ACTIVITY b. CONCUR c. INITIALS d. DATE YES NO l I I I D D D D D Approval D Disapproval D Other 11a CG RECOMMENDATION 11b. DATE 12. AFAP (If necessary) DA FORM 7380, SEP 2006 PREVIOUS EDITIONS ARE OBSOLETE. APD lc v1 00

12 VOLUNTEER DAILY TIME RECORD For use of this form, see AR 608-1; the proponent agency is ACSIM. INSTRUCTIONS Upon resignation. retirement or transfer, the original of this record will be furnished for the personal file of the volunteer and a duplicate will be maintained at the organization for at least three years. In case of transfer, a duplicate record will be furnished to the gaining organization upon request of the volunteer. Upon completion of the calendar year, the annual total will be recorded on DA Form NAME YEAR TOTAL JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV OEC \t-,.;:s ~ DA FORM 4713, MAR 2013 THIS FORM SUPERSEDES THE PREVIOUS EDITION DATED, JUL 2003 AND REPLACES DA FORM 7493, AUG 2003, WHICH ARE OBSOLETE. APDLCY1 00 TOTAL: ~

13 AUTHORITY: PRINCIPAL PURPOSE: ROUTINE USES: DISCLOSURE: VOLUNTEER SERVICE RECORD For use of this fonn, see AR 608-1: the proponent agency Is OACSIM. PRIVACY ACT STATEMENT 5 USC Section 301, Department Regulations; 10 USC Section 3013, Secretary of the Anny; and Army Regulation 608-1, Army Community Service Center. To record essential background infonnatlon on volunteers to assist in determining qualifications and task assignments. To maintain record of positions held, hours volunteered, training and awards received. None. The "Blanket Routine Uses set forth at the beginning of the Army's Complications of System of Records Not.Ices apply to this system. Voluntary. However, failure to provide th e requested information may exclude you from participating in the Anny Community Service Volunteer Program. INSTRUCTIONS: Upon resignation, retirement or transfer, the original of this record w~i be furnished for the personal file of the volunteer and a duplicate wih be mainta111ed at the organization tor at least three years. In case of transfer, a duplicate record wlll be furnished to the gaining organization upon request of the volunteer. 1. NAME OF VOLUNTEER (Last, First, Ml) 2. HOME ADDRESS (Street, City, State and ZIP Code) 3. ADDRESS 4. TELEPHONE NUMBERS 5.SEX a. HOME 0MALE D FEMALE b. WORK 6. DATE OF BIRTH (YYYYMMDD) c. FAX 7a. SPONSOR NAME 7b. SPONSOR UNIT ADDRESS 8. Mark all the demographic data that applies to the volunteer. Family members of service members should Indicate the branch of service and status of the sponsor. D SERVICE MEMBER 0ARMY DAIR FORCE D NAVY D MARINE D CIVILIAN EMPLOYEE (APF and NAF) D OFFICER D ENLISTED D ADULT FAMIL y MEMBER YOUTH FAMILY MEMBER D (Under age 18 and unmarried) O CIVILIAN (Not connected with the m1/1tary) 9. CHILDREN AT HOME D NONE D PRE SCHOOL 11. EDUCATION D HIGH SCHOOL D COLLEGE D ACTIVE DUTY D RETIRED D RESERVE D GUARD D DECEASED 10. INITIAL COMMITMENT D IN SCHOOL D ONE DAY EVENT D ONE MONTH EVENT D THREE MONTHS D ADVANCED DEGREE D SIX MONTHS D NINE MONTHS D OTHER 12. WORK EXPERIENCE 13. VOLUNTEER EXPERIENCE DA FORM 4162, JUL 2003 DA FORM 4162, MAY 1999, IS OBSOLETE. Page 1 of2 APO LC ~1 01 ES nt1-/ 3

14 1-4 SPECIAL SKILLS, INTEREST, HOBBIES 15. POSITIONS HELD START DATE (YYYYMMDD) TYPE OF POSITION ENO DATE (YYYYMMDD) 16. AWARDS ANO SPECIAL RECOGNITION DATE (YYYYMMDDJ TYPE OF AWARD/SPECIAL RECOGNITION PRESENTED AT 17. TRAINING DATE (YYYYMMDD) TYPE OF TRAINING HOURS COMPLETED 18. VOLUNTEER ANNUAL HOUR RECORD YEAR I I I HOURS I I I 19a. SIGNATURE DA FORM 4162, JUL 2003 I I I I I I I I I I I I I I I I I 19b. DATE(YYYYMMDD) Page 2 of 2 APO LC V1 01 ES