| 1. Employee associations (EAs) must be prepared for the possible authorized or ordered departure of personnel and family members as these scenarios could result in the indefinite interruption or complete cessation of association operations. The following guidance has been developed by the Office of Commissary and Recreation Affairs (A/OPR/CR) to enable boards of directors to assure the orderly management of assets and obligations in the event of dissolution or temporary closure due to reductions or closing of post operations. 2. In the event that an evacuation or closure is imminent, the following information must be forwarded electronically to A/OPR/CR at foodandfun@state.gov: a. The most recent EA-prepared monthly statements to include a consolidated balance sheet and income statement by activity;b. Current listing of accounts receivable and accounts payable;c. Current listing of members with name, email address, and agency affiliation or employment (e.g., contractor, local American, third country diplomat, etc.), status of membership to include deposit paid and balance owed (if any); and,d. EA bank account information to include bank name(s), address, account number(s), and contact information 3. It is strongly recommended that cash on deposit in local accounts be transferred to a stateside account or the Central Commissary and Recreation Fund. Wire instructions may be obtained by contacting the staff at foodandfun@state.gov. For funds transferred to the Central Commissary and Recreation Fund account, please provide notification of the amount transferred and date of transfer. 4. There have been instances when A/OPR/CR has utilized the above data to assist EAs in meeting obligations to association personnel, local and stateside vendors, and members who have departed post. 5. To enable swift action in meeting the above requirements, it is critical for EAs to maintain accurate and accessible files at all times. EA boards of directors are encouraged to schedule a “test” collection of this data internally to determine readiness to meet the above guidelines. Questions on the above guidance may be directed to A/OPR/CR at foodandfun@state.gov or by phone at 202-663-1330. |
