1. General. DON commanders will take a planned approach to community outreach, assessing return on investment while meeting command and higher echelon-established outreach requirements.
If warranted and available, use of government funds and outreach assets (e.g., aviation, band, displays) beyond local resources can be authorized by a higher authority.
2. Funding for Participation in Community-Sponsored Activities.
Except for programmed operations and maintenance (O&M) funds, the government shall not incur any additional costs by
participating in community-sponsored activities. Civilian
sponsors are normally required to bear costs above the command’s normal costs of participation. Examples of costs not above
normal costs are military and civilian pay and allowances, equipment operation and maintenance and other costs often associated with community outreach activity, most of which
ordinarily exist even if the command did not participate in the activity. Examples of costs above the command’s normal costs include logistics support, shipping exhibits, utilities, travel, meals and lodging. Command participation in community-sponsored activities can be part of its community outreach plans, and
participation in these events can be deemed as having a higher return on investment than government-sponsored events.
Therefore, bearing ―above normal‖ costs may be considered in the best interests of the command in the achievement of its mission.
a. Limitations exist on authorized reimbursement methods.
Reimbursement is by check, payable to the Treasurer of the United States. Since reimbursement from a community sponsor generally does not return to the hosting command, reimbursement arrangements are discouraged.
b. DON members are prohibited from receiving individual reimbursement without the commander’s permission, which will be granted on a case-by-case basis. PA personnel shall coordinate with command comptrollers and legal offices to identify
appropriate ―in-kind‖ and other gift acceptance methods
available to community sponsors for offsetting DON expenses.
3. Funding for Command-Sponsored Activities. Resources for command-sponsored activities are approved by local commanders and shall be covered by the command’s O&M funds and or Official Representations Funds (ORF). Community outreach participation shall not detract from operational missions. Commands are encouraged to identify necessary annual O&M funds to support outreach events. The duration of a community outreach event shall normally not exceed 3 days.
a. Charging admission is prohibited. No charges or fees shall be imposed on the public by a military installation for admission, parking or viewing any activity. Citizens shall not be charged for photographs.
b. Commands may support approved on-base community outreach events with concessions and other appropriate offerings provided that the generating of revenue for MWR, an association (e.g., Chief Petty Officers Association, spouse support group) is not a primary objective of the event.
4. Disasters. Navy and Marine Corps commands may offer and provide assistance to local adjacent communities in the event of a disaster or other emergency that threatens human life or
causes great suffering. The conditions and exceptions governing commander’s emergency response are delineated in DoD Directive 3025.18 of 29 December 2010, Defense Support to Civil
Authorities (DSCA). CHINFO or DIRPA and other Federal emergency agencies must be advised of circumstances and actions taken. If the disaster constitutes a national emergency, OASD(PA) is the lead agency for release of information related to DSCA.
a. Coordination. Commands lending emergency assistance to save life and limb and or to relieve human suffering should understand that government involvement requires coordination by designated Federal or State coordinating agencies such as the Federal Emergency Management Agency and the Department of Homeland Security. When emergency assistance may attract
national attention and lead to the engagement of other governmental agencies, CHINFO or DIRPA will keep OASD(PA) informed. DON commands shall participate in emergency and crisis response planning and joint exercises with local and regional officials.
b. Overseas. Disaster assistance overseas must be approved by the Department of State and will be coordinated by the
combatant commander having cognizance over the affected AOR.
5. Interagency Events. Approval from CHINFO, DIRPA, and in certain circumstances OASD(PA), is required for highly visible interagency programs. DON may join other Federal agencies in interagency exhibits and events.
a. Participation shall not interfere with official DoD missions or detract from operational training and other readiness requirements. For clarification regarding what constitutes an official occasion, contact CHINFO or DIRPA.
b. Support for an official event, requested by another U.S.
Government agency, shall be provided at no additional cost to DON or DoD. The requesting agency is responsible for all
associated costs including and not limited to meals, lodging and transportation.
c. Any loan of equipment to a Federal government agency must be approved by CHINFO or DIRPA. Any loaned equipment must be returned promptly and the requesting agency shall pay for damages or repairs.
6. Presidential Authorization. When the President determines participation in an international fair, event or other display of U.S. economic, democratic or cultural progress will
strengthen international outreach, the President authorizes such participation across Federal agencies, with notification down the chain of command from OASD(PA).
7. Gifts. Acceptance of gifts or gratuities in either a personal or professional capacity is strictly regulated.
Specifics:
a. DON members and their families may not accept gifts or gratuities from prohibited sources or offered to them because of
their official position. Prohibited sources are: entities that do or seek business with DON, that conduct activities regulated by DON or that may be substantially affected by the performance or non-performance of a DON employee. Exceptions to this rule exist.
A JAG or OGC attorney should be consulted for details.
b. DON members may not solicit gifts or prizes for command events.
c. Offers of gifts exceeding value limits in DoD 5500.07-R, Joint Ethics Regulation, of 1 August 1993 should be forwarded up the chain of command with a description of the item, value and intended use.
d. Gifts from foreign governments require special handling.
(See SECNAVINST 4001.2J);
e. DON members shall not participate, in any official capacity, in activities to raise funds for the purchase of gifts, real or personal property even when intended for
presentation to the Navy or Marine Corps in the immediate or distant future.
8. ORF. In managing community outreach programs, questions often arise regarding furnishing government-paid meals to guests and distinguished visitors (DVs). The topic of
government-funded refreshments at ceremonies and commemorations also comes up frequently. As a general rule, appropriated funds are not legally available to pay for food and refreshments or trinkets in connection with community outreach programs. When presented with such requests, legal advice must be sought. (See DoD
Instruction 7250.13, Use of Appropriated Funds for Official Representation Purposes, of 30 June 2009 andSECNAVINST 7042.7K, Guidelines for Use of Official Representations Funds (ORF).) 9. Overseas Navy Relations (ONR) Program Funds. Under ONR, U.S. Fleet Forces Command (USFLTFORCOM) allocates limited funds to type, regional commanders and numbered fleets to support direct community outreach contact between the fleet and the
overseas public, with emphasis on ship visits and rehabilitation and repair projects at schools, orphanages, etc. ONR fund use and regulations differ from ORF funds. For detailed
instructions on authorized use of this fund, contact USFLTFORCOM PA.
a. Goals of the ONR program are:
(1) To encourage an understanding of the Navy's role in overseas areas where port visits are made or facilities
maintained.
(2) To contribute to the preservation of peace through mutual understanding, respect and goodwill between the people of the United States and people in overseas communities.
b. Extreme caution must be used to avoid the support or appearance of influence in the internal political process of an overseas community or foreign country. This must be resisted at every instance. Commanders and commanding officers should be especially careful to avoid giving the appearance or impression that the United States is anything but neutral in any host
nation's internal political situation.
Note: The U.S. Navy Civic Action Program should not be confused with the ONR program. The civic action program involves non-military self help to foreign countries characterized by low key U.S. Navy involvement. It differs from the ONR program in that the ONR program seeks to win friends for the United States
through highly visible deeds of unselfish service by the U.S.
Navy, with little or no indigenous or military involvement.