manders shall coordinate their rese to requests for Armed Forces cipation when it is apparent that than one of the Departments may volved. Coordinated planning and tion of such participation will be Tected by the military commanders erned. Commanders will insure participation is appropriate in scope Eype and limited to those occasions nare in keeping with the dignity

Military Departments and in good The national, regional, State, or significance of the event and the cy sponsoring the event will be used tides in determining the scope and of Department of Defense particin to be authorized.

O Command support. Appropriate nition should be given by the Secres of the Military Departments, Comders of Unified and Specified Comds, Directors of Defense Agencies, Commanders at all levels, to the outding accomplishments of commands dividuals in improving community ions. The exchange of information ng Department of Defense compos and their field agencies concerning tive programs is encouraged. ▷ Programing, budgeting and financ(1) The Secretaries of the Military rtments and the Directors of Dee Agencies will make provisions in · programing, budget estimates and icing programs for conducting effeccommunity relations programs connt with the provisions of this part, iding the budgeting and financing irements of the programs developed ommanders of Unified and Specified mands. The cost of participating r furnishing resources for a comity relations event will be the resibility of the Military Department efense agency involved and must be mplished within financing available he Military Department or Defense cy. The financial requirements for e purposes will be kept to the minia necessary to accomplish Departt of Defense objectives.

) Costs of participation will normally it Government expense for the folng types of events and programs n they are in the primary interest he Department of Defense.

) Department of Defense or civicsored public observances of U.S. (or t country) national holidays.

i) Official civil ceremonies and ctions.

(iii) Speaking engagements.

(iv) Programed, scheduled tours by military information activity support units (U.S. Army Exhibit Unit, U.S. Navy Exhibit Unit, and U.S. Air Force Orientation Group) when this method of reaching special audiences is considered by the Secretaries of the Military Departments concerned to be the most effective and economical way of accomplishing a priority public information or community relations program. The Assistant Secretary of Defense (Public Affairs) will monitor this program.

(v) Tours by units, such as the U.S. Army Field Band, when appropriated funds are specifically provided for such participation.

(vi) Events considered to be in the national interest, or in the professional, scientific, or technical interests of a Military Department, Defense Agency, or Unified or Specified Command, when approved by the Secretary of Defense or the Commander of an overseas Unified or Specified Command, as appropriate.

(vii) Support of personnel procurement activity. Such participation is properly chargeable to personnel procurement programs and is governed by paragraph (c) (1) (i) of this section. Personnel procurement activity is otherwise exempt from the provisions of this part.

(3) Department of Defense participation in all other public events of mutual benefit to the Department of Defense and the sponsor of the event will normally be at no additional cost to the Government. The event will be financed as follows:

(i) Additional cost to the Government as defined in § 237.7(j), will be reimbursed by the sponsor.

(ii) Other services, when required by the nature of the event, will be provided by the sponsor as follows: ground transportation between an airport and the event, unless within a local installation's community relations area as defined in § 237.7(1); rental space, utilities and custodial services; public liability, and property damage insurance for aerial demonstrations; and such other services determined necessary by the Department of Defense component participating in the event and agreed to be provided by the sponsor.

(iii) Continuing-type costs to the Government, which would have existed had the Department of Defense not participated in the event, will not be reim

bursed by the sponsor. These costs as defined in § 237.7 (k), represent the Department of Defense share of the costs of events of mutual benefit.

§ 237.5 Responsibilities and authorities. (a) General. Secretaries of the Military Departments, Commanders of Unified and Specified Commands, and the Directors of the Defense Agencies, are responsible to the Secretary of Defense for community relations. Commanders at all levels will give positive emphasis to the importance of good community relations in the execution of their missions.

(b) The Assistant Secretary of Defense (Public Affairs) is designated to act for and in behalf of the Secretary of Defense in implementing the provisions of this part, and in granting any exceptions thereto.

(1) Requests for Department of Defense participation in community relations programs of the following nature shall be forwarded through the Office of the Assistant Secretary of Defense (Public Affairs) for determination:

(i) International and national events, except those taking place in overseas areas which are primarily of internal concern to Unified or Specified Commanders as outlined in paragraph (c) of this section.

(ii) Community relations programs and public events in areas outside the United States which have an interest and impact extending beyond the Unified and Specified Command area, or which require assistance from outside the command area.

(iii) Public events in the Washington, D.C., area.

(iv) Aerial demonstrations, parachute team demonstrations, or simulated tactical demonstrations held off military installations except those held in areas assigned to overseas Unified and Specified Commands.

(v) Post-season bowl games, sports contests held off base with professional opposition, or formal international competitions, except as noted in paragraph (c)(3) of this section.

(vi) Armed Forces Day activities as covered in DoD Directive 5400.5, "Armed Forces Day".

(2) In addition, the Assistant Secretary of Defense (Public Affairs) is responsible for developing and issuing, in coordination with the Assistant Secretary of Defense (Manpower) and the As

sistant Secretary of Defense (Coz troller) on matters affecting their signed responsibilities, supplement policies and procedures necessary carry out the provisions of this part.

(c) Overseas Unified and Speci Commanders are delegated authority

(1) Plan and execute community re tions programs in accordance with provisions of this part in the States Alaska and Hawaii and in overseas ar for which they have command respo bility. This authority may be delega Participation in events held in the Sta of Alaska and Hawaii will be governed the same principles and policies ap cable to other States.

(2) Except for events held within States of Alaska and Hawaii, overs Unified and Specified Commanders designated to act for and in behalf of Secretary of Defense in implementing provisions of this part within their co mands and in granting any excepti thereto. This authority may be de gated.

(3) Policy direction and guidance overseas community relations progra consistent with the overall policy gu ance of this part will be provided by t overseas Unified and Specified Co manders rather than by the Military I partments or Defense Agencies.

(4) Commanders of Unified and Spe fied Commands, in coordination wi their component commanders, will co duct effective community relations pr grams, consistent with the provisions this part, and will provide through esta lished channels, for the inclusion of su program requirements in the progra ing, budget estimates and financing pr grams of the appropriate Military D partments, as provided for in § 237.40

(d) Secretaries of Military Depar ments and Directors of Defense Agenci (within their respective areas of respo sibility) shall plan and execute com munity relations programs and appro Armed Forces participation in pub events not otherwise reserved or assign in paragraphs (b) and (c) of this sectio This authority may be delegated.

(e) Coordination. Community rel tions programs and public events taki place within the 50 United States whi have an effect on a Unified or Specifi Command as a whole or are otherwise significant concern to a Unified or Spec fied Command, require complete coord nation between the Command and th Military Department(s) concerned. Th

me rationale is applicable to coordition with the Military Departments by e Unified and Specified Commands rough the appropriate component mmand for community relations proams and participation in public events quiring the support of the Military Dertments.

37.6

Records and reports.

The Assistant Secretary of Defense ublic Affairs), will be kept informed rerding all significant community reions programs. To insure proper nanal level planning and coordination of ograms which involve other activities the U.S. Government and foreign govments; to answer inquiries from the ngress, the press, and the general pub; to provide a basis for recognition of tstanding command or individual acmplishments; and to evaluate program ectiveness, records will be kept, and a port will be submitted as follows:

(a) A semiannual report, to cover sigficant community relations programs complished during the period, and anned for the following 6 months, will submitted to the Assistant Secretary Defense (Public Affairs) as prescribed § 237.8 (Semiannual Community Retions Report). This report, covering e periods January 1 through June 30, d July 1 through December 31, will be bmitted directly to the Assistant Sectary of Defense (Public Affairs) by the cretaries of the Military Departments id Commanders of the Unified and ecified Commands, not later than arch 1 and August 31 respectively. (b) Commanders of Unified Cominds will include in their semiannual ports as prescribed in § 237.8 only those nificant programs which are multirvice, command-wide, or multinational scope and interest; which required, or ll require support from outside the rmal resources of their command; or ich require specific coordination and idance from the Unified Commander from the Assistant Secretary of Dense (Public Affairs). Reports by the cretaries of the Military Departments prescribed in § 237.8 will not include e types of programs which are reported Unified Commanders, but will be limd to significant programs of singlervice interest and significant local mmand activities.

(c) Information included in reports Armed Forces Day, as required by OD Directive 5400.5, "Armed Forces

Day," will not be included in semiannual community relations reports.

(d) In addition to the semiannual reports on significant community relations programs as directed above, records of specific public events in support of community relations programs will be maintained by commanders at appropriate levels as determined by the Secretaries of the Military Departments, the Commanders of the Unified and Specified Commands and the Directors of the separate agencies of the Department of Defense. Records will be in sufficient detail to provide information to the Secretary of Defense if required. They will include, as a minimum, date and place of event; sponsor, names and titles of sponsor officials; names and titles of principal military officials participating; speakers, troop units, bands, exhibits, demonstrations, and administrative support provided; estimated size of civilian audience; and the total additional cost to the Government.

§ 237.7 Glossary of terms.

The following terms, which apply for purposes of this part, are furnished as an aid in determining the suitability, appropriate degree, type of financing of Department of Defense participation in public events, official civil ceremonies, community relations programs, and similar events.

(a) International, national, regional, State, and local events. (1) An international event is one which the audience and/or participation is drawn from the United States and at least one other nation.

(2) A national event is one in which the audience and/or participation is drawn from the United States as a whole.

(3) A regional event is one in which the audience and/or participation is drawn from two or more States of the United States.

(4) A State event is one in which the audience and/or participation is drawn from that State as a whole.

(5) A local event is one within a State which centers on and is of primary interest to a single community.

Corresponding classifications may be made in overseas areas by the Unified and Specified Commanders.

(b) Department of Defense participation. Includes any use of Armed Forces personnel as individuals or as units; facilities, and materiel to include aircraft, ships, exhibits, and equipment in

support of community relations programs.

(c) Aerial demonstrations. Flight demonstrations, jumps, personnel, or equipment drops by Armed Forces personnel or aircraft for public affairs purposes.

(d) Personnel, facilities and materiel utilization. The use or appearance of individuals or groups or units of military personnel, performing units and marching units, drill teams, drum and bugle (or drum and fife) corps; single-service or joint-service color details, honor and security cordons, military bands and choral groups or their components; use of Armed Forces facilities, to include aircraft, ships and installations; and the use of Armed Forces materiel and equipment to include exhibits and loanable or donable items for community relations purposes.

(e) Armed Forces exhibits. Any display for public affairs purposes of Armed Forces materiel. Specifically included are items of equipment, models, devices, and information and orientation materiel placed for public information purposes before audiences at conventions, conferences, seminars, demonstrations, exhibits, fairs, or similar events. Also included are general purpose displays in public buildings or public locations. Excluded are operable aircraft.

(f) Public events. Programs held in the civil domain to include all ceremonies, demonstrations, exhibitions, expositions, athletic contests, fairs, trade or air shows, conventions, meetings, symposia or similar programs not connected with the military functioning of the Department of Defense and intended primarily for nonmilitary audiences. Exercises, movements or maneuvers conducted as a part of military training, even though incidentally observed by the general public, are not considered public events.

(g) Fraternal Groups. Societies whose members are banded together for mutual benefit or for work towards a common goal. They include, but are not limited to, such organizations as the Fraternal Order of the Eagles, Benevolent and Protective Order of Elks, Loyal Order of the Moose, Free and Accepted Masons (Scottish Rite, York Rite, and Shrine), Knights of Columbus, Knights Templar, Independent Order of Odd Fellows, and Order of the Eastern Star. Service or luncheon clubs, such as Rotary International, Kiwanis International,

Lions International, Optimists, Toa masters International, or Junior Cha bers of Commerce, are not consider fraternal groups.

(h) Official Civil Ceremonies. Th public events sponsored and conduct by Federal, State, county and munici governments, to include, in overse areas, corresponding authorities of t host nation. Official civil ceremonies i clude inaugurals, dedications of pub buildings and projects, ceremonies f officially invited governmental visito and the convening of legislative bodi Community or civic celebrations such banquets, dinners, receptions, carniva festivals, opening of sports seasons, a anniversaries are not considered offici civil ceremonies even though sponsor or attended by civic or government dignitaries.

(i) Holidays. (1) National holida are those prescribed by Federal Law, i. New Years Day (January 1); Washing tion's Birthday (February 22); Mem rial Day (May 30); Independence Da (July 4); Labor Day (1st Monday i September); Veterans Day (Novemb 11); Thanksgiving Day (4th Thursda in November); Christmas Day (Decem ber 25).

(2) Armed Forces Day (3d Saturda in May) will be treated as a nationa holiday for purposes of this part.

(3) State holidays are those officiall proclaimed by an individual State a holidays to be observed in that State.

(4) Primary, general, and special eled tion days are not considered holidays.

(5) A corresponding classification "host nation" holidays may be made i oversea area by Unified and Specifie Commanders.

(j) Additional cost to the Govern ment. That cost financed from the oper ation and maintenance type appropri ation available to the Department Defense component furnishing the Gov ernment resources for a public event mutual benefit to the Department of De fense and the sponsor of the event. Ad ditional costs normally include but ar not necessarily limited to the followin items: Travel and transportation of mili tary personnel, meals, or lodging or pe diem allowances payable under the pro visions of the Joint Travel Regulation and the transporting, handling, and cos of aviation fuel if such fuel is not avail able at military contract price at th staging base.

(k) DoD share of costs. The Departlent of Defense share of costs for events mutual benefit will normally include lose continuing-type costs to the Govnment which would exist if the Deartment of Defense component did not articipate in the event, such as: Regur pay and allowances of the Armed orces, small incidental expenses of an stallation (e.g. local transportation, lephone calls, etc.), and other minor xpenses as may be determined by the epartment of Defense component parcipating in the event. The use of roune training flights or military aircraft or the transport of military personnel, requested by a Department of Deense component, approved, and deterined to be available, is also considered o be a Department of Defense share of osts for an event of mutual benefit. ee DoD Directive 5122.8, December 13, 963, and DoD Instruction 5435.2, Deember 13, 1963.

(1) Community relations area. That eographical area wherein Department f Defense facilities and/or personnel ave a social or economic impact on the Jopulace.

(m) Washington, D.C., area. The Disrict of Columbia, the City of Alexandria, a., the Counties of Arlington and Fairax, Va., and the Counties of MontComery and Prince Georges in Maryland, ogether with incorporated municipaliies lying within these borders.

cesses and failures. Enclose pictures, press clippings or other materials as appropriate to illustrate problems or to demonstrate success.

(4) Recommendations for improvements. Include specific recommendations concerning any steps which the Assistant Secretary of Defense (Public Affairs) might take to help solve specific community relations problems.

(5) Forecast. Include brief outline of significant community relations programs to be conducted in next 6 months which have potential national, international or wide regional interest, or which are likely to have major impact, either favorable or unfavorable, on public opinion. All activities which involve more than one Service or more than one major command should be included.

237.8 Semiannual DoD community relations report.

238.9

Speaking engagements in the public domain by DoD personnel.

238.10 238.11

Armed Forces personnel, facilities, and materiel utilization.

Embarkation in U.S. Naval ships and orientation cruises.

Semiannual Department of Defense Community relations reports will be subnitted in format and substance as ollows:

(a) Programs. List in brief narrative orm the major community relations rograms conducted during the reportng period, with special attention to: (1) Exceptional accomplishment and esults. List major community relations programs that have been particularly successful, giving reasons for success. Inclose pictures, press clippings, if availble.

(2) Problem areas. Include problems uch as a shortage of personnel, facilities and equipment; base closures or reducions; law enforcement; public housing; acial issues, military noise problems; and public criticism of specific programs, actions or policies.

(3) Solutions. Programs to solve problems listed above, including suc

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Fund-raising events.

Participation in sports events by Armed Forces athletes or teams. 238.12 Planning a community relations program.

AUTHORITY: The provisions of this Part 238 issued under R.S. 161; 5 U.S.C. 301.

SOURCE: The provisions of this Part 238 appear at 31 F.R. 10681, Aug. 11, 1966, unless otherwise noted.