MCCS/PSC III MARINE EXPEDITIONARY FORCE/MARINE CORPS INSTALLATIONS PACIFIC-MCB CAMP BUTLER ORDER 1700.1A From: Commanding General, III Marine Expeditionary Force Commanding General, Marine Corps Installations Pacific-MCB Camp Butler To: Distribution List Subj: HOLIDAY FOOD GIFT CARD PROGRAM Ref: (a) DoD 5500.07-R, Joint Ethics Regulation, November 17, 2011 Encl: (1) Sample HFGCP Unit Rep/Alt Designation Letter (2) Sample HFGCP Unit Roster/Letter of Eligible Personnel 1. Situation. The Holiday Food Gift Card Program (HFGCP) was established to provide support to families needing assistance during the holidays. The program is intended to ensure qualified families can enjoy a traditional holiday meal even while overseas. Individual contributors and non-federal entities are the donation sources for the HFGCP. 2. Cancellation. III MEF/MCIPACO 1700.1. 3. Mission. Establish policy and provide guidance on the HFGCP in support of qualifying families of members of the United States Armed Forces and civilian workforce assigned to Marine Corps Installations Pacific-MCB Camp Butler (MCIPAC-MCBB) installation commands, III Marine Expeditionary Force (MEF) and other tenants and activities operating on MCIPAC-MCBB facilities and areas in Okinawa. 4. Execution UNITED STATES MARINE CORPS III MARINE EXPEDITIONARY FORCE UNIT 35601 FPO AP 96382-5601 AND MARINE CORPS INSTALLATIONS PACIFIC-MCB CAMP BUTLER UNIT 35001 FPO AP 96373-5001 a. Commander s Intent and Concept of Operations (1) Commander s Intent. To identify qualified families in need of assistance and to ensure they have the opportunity to enjoy a traditional holiday meal at little or no cost of their own. (2) Concept of Operations. Establish the Holiday Food Gift Card Committee (HFGCC) to oversee the program. The HFGCC will consist of the following personnel: (a) Director, Personal and Professional Development (P&PD)- Resources, Marine Corps Community Services (MCCS) (b) Sergeant Major, MCIPAC-MCBB (c) Designated HFGCP Treasurer, P&PD-Resources DISTRIBUTION STATEMENT A: Approved for public release; distribution is unlimited.
(d) Major Subordinate Command (MSC) Coordinators (MSC Sergeants Major/Command Master Chiefs) (e) Per the reference, there will be no solicitation of funds in the workplace. Donations are entirely voluntary and supervisors are not to solicit funds from subordinates. b. Tasks (1) Commanding Officers. Commanding Officers desiring to participate in the program will use enclosure (1) to appoint their Sergeant Major/Command Master Chief or senior enlisted advisors to serve as their respective HFGCP unit representatives. Commanding Officers must also appoint an alternate HFGCP unit representative. (2) Director, P&PD-Resources. Serve as overall administrator of the HFGCP. Director, P&PD-Resources will appoint a designated HFGCP treasurer and other individuals as needed to receive and distribute HFGCP Defense Commissary Agency (DeCA) gift cards and maintain accounting records. (3) HFGCC. Establish and maintain qualification guidelines for participating families and determine the HFGCP DeCA gift card amount to be distributed to each family, based on the total available. (4) MSC Coordinators the HFGCP. (a) Serve as overall coordinator for their MSC s participation in (b) Coordinate the designation of unit HFGCP representatives. (c) Determine HFGCP eligibility for families not meeting general HFGCC guidelines where special circumstances exist. (5) HFGCP Unit Representative (a) Following the HFGCP eligibility guidelines, work closely with respective unit leadership, chaplains, Family Readiness Officers, and supervisors to identify qualified families to participate in the HFGCP. (b) Use enclosure (2) to identify and validate the roster of eligible families, submit roster to the Commanding Officer, Executive Officer or Sergeant Major/Command Master Chief for signature, and forward to the HFGCP treasurer for processing. (c) Coordinate unit donations in the form of DeCA gift cards and submit the donated DeCA gift cards, along with a list of donors, to the HFGCP treasurer. Participation in the program is purely voluntary. (d) Ensure HFGCP DeCA gift cards are distributed to the recipients, that the recipients sign the nomination roster, and that the roster is returned to the HFGCP treasurer immediately after all DeCA gift cards have been distributed. 2
(6) HFGCP Treasurer (a) Provide and maintain the HFGCP records subject to audit and generate a monthly status report. This report will be submitted to the HFGCC in order to determine HFGCP DeCA gift card distribution amounts. HFGCP DeCA gift cards are only available in denominations of $25 and $50. (b) Ensure DeCA gift cards are the only source of donations accepted for the program. Establish inventory procedures and serialized records for DeCA gift cards received and distributed. Ensure cash, checks, or money orders are not accepted. The Marine Corps has no possessory interest in the DeCA gift cards and is only maintaining temporary custody of the cards for purposes on ensuring distribution to eligible individuals. (c) Coordinate with unit HFGCP representatives to ensure guidelines are being adhered to per this Order. Disseminate current HFGCP information and forms via email and post on the MCCS Okinawa website. (7) MCCS (a) Provides oversight for the HFGCP. (b) Conducts periodic internal reviews. The purpose of the audits and reviews is to ensure proper control of collection and disbursement of DeCA gift cards as reflected in the appropriate directives. c. Coordinating Instructions (1) HFGCP Qualification Requirements (a) Single income families of active duty Marines and Sailors (E-4 and below) and Department of Defense (DoD) employees (GS-5/Nonappropriated funds (NAF) equivalent and below), with at least one child, or other legal dependent (e.g., parent), who currently reside in Okinawa with the Service Member or DoD employee when special financial need exists. (b) Single income families of active duty Marines and Sailors (E-5) with two or more children, or other legal dependents (e.g., parent), who currently reside on Okinawa with the Service Member when special financial need exists. (c) MSC coordinators may qualify families not otherwise eligible under the above guidance when special financial need exists. Under this provision, MSC coordinators should qualify any family currently residing in Okinawa whose sponsor is deployed to combat operations during the holiday period, and financial need exists. (d) Eligible family members must be physically present during the December holiday period. Families off-island during the December holiday period do not qualify for this program. (2) Donation Collection. Unit participation and DeCA gift card donations are essential to the success of the HFGCP. DeCA gift card donations can be submitted by units to the Camp Foster Marine and Family 3
Programs building 445. Units desiring to participate in the program may only donate in the form of DeCA gift cards purchased from local commissaries. (3) Distribution (a) Prior coordination with DeCA officials is highly recommended to ensure an ample stock of DeCA gift cards is available. (b) The HFGCP DeCA gift cards are provided to the HFGCP unit representatives, who are responsible for timely distribution to the qualifying recipients per enclosure (2). Only the Service Member/ DoD employee and/or spouse are authorized to sign for their HFGCP DeCA gift card(s). (c) All HFGCP DeCA gift card recipients are required to print and sign the nomination roster acknowl edging receipt of the DeCA gift card. The original roster (not a copy) must be delivered to the HFGCP treasurer as evidence that the intended recipients received the DeCA gift card. The MSC coordinator will be notified if a designated HFGCP unit representative fails to submit completed rosters in a timely manner. (d) Government funds (Appropriated and Nonappropriated) shall not be used to purchase DeCA gift cards for the HFGCP. 5. Administration and Logistics. The point of contact for this Order is the Director, P&PD-Resources, Marine and Family Programs Branch, DSN 645-3125. 6. Command and Signal a. Command. This Order is appl icable to members of the United States Armed Forces and members of the civilian component assigned to MCIPAC-MCBB installations commands, III MEF, and other tenants and activities operating on MCIPAC-MCBB facilities and areas in Okinawa. b. Signal. This Order is effective the date signed. th~ Ch/ ef of Staff E. M. Chief of Staff ' DISTRIBUTION: III MEF Lists I, II MCIPAC-MCBB List C 4
SAMPLE HFGCP UNIT REP/ALT DESIGNATION LETTER From: Commanding Officer, (unit/command name) To: Holiday Food Gift Card Committee III MEF/MCIPAC-MCBBO 1700.1A SSIC Office Code Date Stamp Subj: DESIGNATION OF THE HOLIDAY FOOD GIFT CARD PROGRAM UNIT REPRESENTATIVE Ref: (a) III MEF/MCIPAC-MCBBO 1700.1A 1. Per the reference, the primary Holiday Food Gift Card Program (HFGCP) unit representative for (unit/command name) is as follows: - (Rank/Last Name/First Name) - (work phone number) - (work email address) 2. The alternative HFGCP unit representative for (unit/command name) is as follows: - (Rank/Last Name/First Name) - (work phone) - (work email) 3. Point of contact in this matter is (name of POC from unit/command) at (work phone number) or (work email address). /s/ (COMMANDING OFFICER) Enclosure (1)
SAMPLE HFGCP UNIT ROSTER/LETTER OF ELIGIBLE PERSONNEL From: Commanding Officer, (unit/command name) To: Treasurer, Holiday Food Gift Card Program Subj: HOLIDAY FOOD GIFT CARD PROGRAM UNIT ROSTER Ref: (a) III MEF/MCIPAC-MCBBO 1700.1A Encl: (1) HFGCP Roster of Eligible Personnel SSIC Office Code Date Stamp 1. Per the reference, the information in enclosure (1) is submitted. This information has been verified and certified by the unit s Holiday Food Gift Card Program representative. 2. Point of contact in this matter is (name of POC from unit/command) at (work phone number) or (work email address). /s/ (COMMANDING OFFICER) Enclosure (2)