may 2012 chapter leader webinar mary beth lech, cfcm, fellow ncma chapter relations manager...
TRANSCRIPT
May 2012 Chapter Leader Webinar
Mary Beth Lech, CFCM, FellowNCMA Chapter Relations Manager1.800.344.8096 [email protected]
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Today’s Agenda• Monthly WebEx recordings• Chapter Elections• Chapter requirements (APM 5-7 Chapter Policies)• Special Guest: Joan Wysoske
– Chapter Annual Reports• CAN SPAM Act• CMLDP• Upcoming Events• World Congress 2012• Leadership Summit 2012• Webinars and WOD• Virtual conferences• NCMA Events Page• NCMA Resources page• NCMA Chapters page• Certificates!• How do you say thank you?• Did You Know…• Social Media• What’s On Your Mind?
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Monthly Chapter Leader WebEx Recordings Now Available
•NCMA monthly chapter leader WebEx discussions are now being recorded for you to listen to as a refresher at a later date.
•Go to the NCMA Chapter Resources page and in the left column, click on Chapter Training Materials. Copies of the briefing charts are also available for you there.
It’s time to think chapter elections! • Step 1-What do your bylaws
say?• Step 2-Form a nominations
and elections committee– How about using your Fellows for
this?
• Step 3-Form a slate of candidates
• Step 4-Vote• Step 5- Report results to HQ• Step 6-Installation
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Chapter Annual Requirements
•Due on or before August 31st
•Chapter Annual Report•Chapter Financial
Report for PY 11-12•Chapter Audit Report
for PY 11-12•Chapter Officers and
Volunteers for PY 12-13•Copy of Chapter Bylaws
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Chapter Requirements
•Specified in APM 5-7 Chapter Policy•Link to APM 5-7
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Chapter Annual Report•Today’s Special
Guest is Joan Wysoske, CPCM, Fellow
•Joan has chaired the review team for the past several years.
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Chapter Annual Report•Due by August 31st to [email protected] •The chapter’s annual report is how you tell NCMA
how you connected your chapter and your chapter members to NCMA goals and objectives.– How did your provide value to your members– How did you connect NCMA and your members– How effective were your chapter operations
•Keep in mind that what you do in your chapter should support the NCMA long range goals.– Use the CAR process as a chapter SWOT analysis for the new
year• Strengths, Weaknesses, Opportunities, Threats
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What you submit in your CAR
•Two parts – Part 1 is a NTE 1-3 page Executive Summary (or no
more than 4 Power Point charts), signed by the Chapter President, either incoming or outgoing; AND
– Part 2 is a self evaluation based on the criteria provided. • The self-evaluation should be more than yes or no answers.
Additional details, i.e. titles and dates of the programs, meetings; names of the people teaching, attending, writing or serving should be provided in the column marked “Additional detail/information or description.
•Both will be considered in the Graalman evaluation.
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Spreadsheet and Documentation•The spreadsheet provided is to be used for
your chapter’s self evaluation and provides examples of what could represent success against these objectives.
•Both the executive summary and the self evaluation spreadsheet will be used to rate the CAR.
•The chapter bylaws, financial report, audit and roster for PY 2012-13 do not count toward this page total.
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Important Link
•Go to the NCMA Resources Page–Chapters Tab
• Chapter Leader Materials– Graalman Information
•Remember that to open the spreadsheet you need to right-click files and "Save Target As" to a location on your computer. This will allow files to upload properly.
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New Review Team Chair this year
•Bill Swan, CPCM, Fellow of the Jacksonville Chapter
•Bill is the former Functional Director for Awards and Honors
•Bill has co chaired the review with Joan•[email protected]•912-265-7530
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Are you interested in being a part of the national review team?•Contact [email protected] by Aug 1st if you’d like to spend part of your September reviewing the report submissions.
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Any questions for Joan?
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Thank you, Joan!
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CAN-SPAM ActUse of E Mail in Small Businesses
http://business.ftc.gov/documents/bus61-can-spam-act-Compliance-Guide-for-Business
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CAN-SPAM Act
• This is a federal law that sets the rules for commercial email, establishes requirements for commercial messages, gives recipients the right to have you stop emailing them, and spells out tough penalties for violations.
• It applies to commercial e mails, but not just “bulk” e mails.
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Commercial or Transactional?
• Is your e mail selling something specific (Purely announcing an NES or workshop)
• Is your e mail your chapter newsletter? (Based on a transactional or “personal” relationship)
– Many chapter communications, such as a chapter newsletter fall under transactional or relationship messages where the CAN-SPAM Act does not apply.
– However if a chapter is advertising an upcoming NES and that is the only item within the e-mail, that would more than likely qualify as commercial content where the sender would need to abide by the Act
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The basics on what to do:
1. Don’t use false or misleading header information. 2. Don’t use deceptive subject lines. The subject
line must accurately reflect the content of the message.
3. Identify the message as an ad. 4. Tell recipients where you’re located. 5. Tell recipients how to opt out of receiving future
email from you. 6. Honor opt-out requests promptly. 7. Monitor what others are doing on your behalf.
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Chapter specifics
• Be sure to clearly state the purpose of the e mail• Ask your members how they want to receive
communications (USPS, e mail etc.)• Understand the communications with non chapter
members MAY make you more susceptible to the CAN-SPAM laws
• If you are a very large chapter with a large number of e mailings, you MAY want to consider use of an e mail marketing service provider– NCMA uses Real Magnet and you may establish your own
chapter account with them at our NCMA price• Contact [email protected] and we will put you in
touch with our account representative
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Chapters Role in CMLDP
• Chapter should encourage applications• Chapter should assist applicants
– Provide a letter of support– Determine how the candidate will fit into the chapter
succession plan– Determine how the candidate will be involved in chapter
activities for at least 2 years– Determine if any funds are available to support the applicant– Chapters must provide a letter of support for all candidates
who express interest in the CMLDP
• It is not the chapter’s role to eliminate candidates
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<Chapter President Name > NCMA <Chapter Name> Chapter President <Address> <City>, <State> <Zip> <Date>
NCMA / CMLDP Program 21740 Beaumeade Circle, Suite 125 Ashburn, Virginia 20147 <Greeting>: I am writing to you in support of <Mr. / Ms. Applicant Name> to participate in NCMA’s Contract Management Leadership Development Program (CMLDP) for the <20XX-20XX> program year. As president of <Chapter Name> < and other related credentials if applicable>, I believe <insert reasons you feel the CMLDP is important and beneficial>. <Insert background knowledge of candidate, level of your recommendation, reasons for recommendations>. Therefore, I <acknowledgement / recommendation level> that < Applicant Name> <is applying for / be selected> for the upcoming CMLDP. The <Applicant Name> will <describe benefits you are expecting candidate to gain from the CMLDP>. <List prior accomplishments/involvement with this or another NCMA chapter>. <If you have direct knowledge of applicant, describe characteristics that make this person a good candidate for CMLDP>. <Discuss financial support either by chapter or employer>. <Describe at a minimum how the member will be appointed to a volunteer position of significant responsibility upon admission to the program. Describe how the member will be invited to attend chapter board and strategic planning meetings. Describe how the member will be given a variety of assignments to facilitate the candidate’s development as a future leader. Describe how the candidate would be included in the chapter’s leadership succession plan to meet the requirement to stay involved with NCMA for no less than two years following CMLDP graduation.> It is my opinion <applicant name> would make <a great> CMLDP student for the <20XX-20XX> program year. Thank you for considering <his/her> candidacy for the program. Feel free to contact me if you have any questions or require further information. Sincerely, <Chapter President Name > NCMA <Chapter Name> Chapter President <Email> / <Phone Number(s)> <Chapter Website>
CHAPTER LETTERHEAD
PostedOnNCMAResourcesPage Chapters Tab
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PY 12-13 Selection Schedule
• May 1 – June 29: Call for applications– Under no circumstances will late applications be
accepted– Recommend submitting at least one week early
• If NCMA finds any deficiencies, the candidate may be notified• Typically, about 60% of applications are received in the last 2
– 3 days
• July – August: Applicant Selection• By August 31: Announce new class
– 25 candidates will be selected
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Additional Information
Please visit the CMLDP website at: NCMA / Professional
Development / CMLDP
For more information, contact:John Wilkinson at [email protected]
NCMA at [email protected]
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Upcoming Events
•Save the dates!•Leadership Summit 2012: July 28, 2012;
Sheraton Boston Hotel, Boston MA•World Congress 2012: July 29–Aug 1, 2012;
John B. Hynes Veterans Memorial Convention Center, Boston, MA
•Government Contract Management Conference 2012: November 5–6, 2012; Renaissance Hotel, Washington, D.C.
LET’S CELEBRATE THE CONTRACT MANAGEMENT
PROFESSION...
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To Celebrate Contract Managers!
•ALL chapters will be offered a complementary link to one of the recorded presentations from World Congress.
•NCMA will determine which session will be offered once we return from Boston and listen to the quality and content of the recording.
•Once the chapters are notified that the link is available, you will have 60 days for your chapter to access the link and use as a chapter program.
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NOTIFICATIONS WERE SENT OUT!
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ANNUAL NCMA WORLD CONGRESS GOLF TOURNAMENT
• SATURDAY, JULY 28 7:00AM–1:00PMTee off with your colleagues, clients, and friends at The Oaks Golf Course. www.theinternational.com.
• Transportation is provided for the event from the Sheraton Boston Hotel.
• THE OAKS GOLF COURSE AT THE INTERNATIONAL GOLF CLUB & RESORT159 Ballville Road Bolton MA 01740
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Get your Gala ticket early!ANNUAL NCMA WORLD CONGRESS GALASPONSORED BY FEDBIDMONDAY, JULY 30 6:00PM–10:30PM Join us at the John F. Kennedy Presidential Library and Museum, a venue dedicated to the memory of our nation's 35th president and to all those who through the art of politics seek a new and better world. Located on a ten-acre park, overlooking the sea that he loved and the city that launched him to greatness, the library stands as a vibrant tribute to the life and times of John F. Kennedy. Take in the character of this unique venue, enjoy live entertainment, dancing, and an award presentation along with heavy hors d'oeuvres, dinner, and dessert. Watch as the 2012 Alvis D. Keen Honorary Life Member Award is presented to a very deserving NCMA member. Then spend time catching up with old friends or making some new ones, and be sure to hit the dance floor! This event sells out annually because spots are limited—be sure to purchase your tickets early! Complimentary beer, wine, and champagne provided, as well as a cash bar for specialty drinks. Cocktail attire is suggested. Transportation is provided for the event, but will not be running on a continuous basis. Buses will depart from the Sheraton Boston Hotel in unison no later than 6:15pm. All guests must arrive at the Sheraton Boston Hotel prior to 6:00pm to take advantage of this complimentary service.
JOHN F. KENNEDY PRESIDENTIAL LIBRUARY & MUSEUMCOLUMBIA POINT • BOSTON, MA 02125PRICE: $85/person; $150/couple(Note: a couple cannot be two members or registrants; they must be spouses or significant others.)
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Take Me Out to the Ballgame!
TUESDAY, JULY 31 7:30PMIs experiencing a baseball game at Fenway Park on your life-long to-do list? If so, join us for a night of fun at Fenway as we watch the Boston Red Sox face off against the Detroit Tigers. Be advised that no transportation will be provided for this event as Fenway Park is located relatively close to the hotels; the park is only a 15-minute walk or 4-minute cab ride from the Sheraton Boston Hotel.
FENWAY PARK • SECTIONS: 35-41PRICE: $55/person
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Certification Exams offered at World Congress•All three exams offered•Wednesday afternoon August 1st
•Application and fees are due by July 13th
•www.ncmahq.org/boston2012/exams
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Post Congress NES offerings
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•Thursday August 2•Separate fee for NES •Three sessions:
– Contract Types– 100 Worse Mistakes in Government Contracting– NEW The COR Member of the Acquisition Team:
The Contracting Officer Representative’s Guide to Performance and Quality
Community Outreach Project
•Saturday July 28th at 1 PM•Details in process!
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Saturday July 28th—prior to World Congress!
Start your World Congress journey with other chapter leaders on Saturday afternoon at the
Leadership Summit.
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Leadership Summit 2012 Agenda 4:00PM–4:30PM OPENING REMARKS AND INTRODUCTION OF NCMA
• Executive Director, NCMA • Mary Beth Lech, CFCM, Fellow, Chapter Relations Manager, NCMA
4:30PM–5:00PM STRATEGIC VISION FOR NCMA AND THE DUTIES OF CHAPTER LEADERS • Elliott Branch, Fellow, President, NCMA • Executive Director, NCMA
5:00PM–5:15PM BREAK
5:15PM–5:45PM CALENDAR OF EVENTS AND CHAPTER RESOURCES • Michael Wright, Chapter Relations Specialist, NCMA
5:45PM–6:00PM SWOT (STRENGTHS, WEAKNESSES, OPPORTUNITIES, AND THREATS) ANALYSIS • Tom Kelkis, CPCM, Fellow • Mary Beth Lech, CFCM, Fellow, Chapter Relations Manager, NCMA
6:00PM–6:30PM PLANNING YOUR CHAPTER PROGRAM YEAR AND CHAPTER EVENTS • Carly Cox, CFCM • Kiel Anderson, CFCM
6:30PM–7:30PM NETWORKING RECEPTION AND ACTIVITY
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Participants earn 1.5 CPEs. Upcoming Webinars…• Webinars by Date• May, 2012• May 23: What Managers Need to Know to Reduce
Program Risk in the Contracting Process• Program Details and Registration• June, 2012• June 05: Truth in Negotiations Act (TINA) Essentials• Program Details and Registration• June 26: Preparing for DCAA Audits• Program Details and Registration
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Consider WoD for a Chapter Event!
For those unable to participate in live webinars, we offer Webinars On Demand (WOD). There are recorded webinars converted into digital file format (with PowerPoint presentation and certificate of attendance included). These digital downloads and other previously recorded seminars are available at discounted prices. Visit the NCMA Store, under “Webinars on Demand.” Below are some of the 2011 Webinars On Demand.
•Top Ten Service Contract Act Mistakes and How to Avoid Them to Stay in Compliance and Protect Your Bottom Line (11/10/11) - Program Details | Purchase Recording
•The Debt Control Initiative - What It Means For Contractors (10/26/11) - Program Details | Purchase Recording
•Understanding the "Nondisplacement of Qualified Workers" Rule (10/12/11) - Program Details | Purchase Recording
• Cost & Price Analysis (10/06/11) - Program Details | Purchase Recording • International Compliance (09/22/11) - Program Details | Purchase Recording
•New Professionals Community Virtual Conference 9.14.2011 (09/14/11) - Program Details | Purchase Recording
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NCMA Virtual Conferences•Participants earn 4 CEPs. Upcoming Virtual
Conferences…- 2012 Virtual Conference Schedule
- Schedule Contracting Community Virtual Conference – June 28, 2012
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“Volunteers are seldom paid; not because they are worthless, but because they are PRICELESS!”
Author Unknown
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Magnetic Name Badges make great appreciation gifts
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Several variations available. Contact [email protected] for details.
Say THANK YOU to your volunteers!
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“You’re a Life Saver!”
“Thanks a “Latte”!”
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BUY ME SOME PEANUTS AND CRACKER JACK!Ok, we will! Join us at Victory Field on Tuesday Jun 26th as our Indianapolis Indians take on the mighty Toledo Mud Hens at 7:05. Meet us by 7:15 in the left field picnic area, and we will buy your peanuts or Cracker Jack and your first beverage of the evening as a way to say thanks for a great year.
It’s also 2 for 1 Day courtesy of McAlister’s Deli. Stop by any McAllister’s to get your coupon and two people can buy a game ticket for the price of one when the coupon is presented at the box office.If you plan to join us, e mail the chapter at [email protected]. We will see you at Victory Field.
Chapter President…
•Did you know that you receive an automatic e mail from NCMA when a new member wants to volunteer in your chapter?
•Did you know that you receive an automatic e mail from NCMA when your chapter has a member who passed a certification exam?
•Did you receive your letter about the chapter grant program for PY 2012-13?
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Does your chapter need event liability insurance?
•Send the who, what, where, when to [email protected] within 10 days of the event.
•No cost to the chapter
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Are you using social media in your chapter?
• Get Connected Now!http://www.facebook.com/NCMAHQ
• http://twitter.com/NCMA• http://www.ncmahq.org/linkedin• http://www.ncmahq.org/flickr• http://www.ncmahq.org/youtube
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TWO June Chapter Leader Webinars
•Chapter President and Chapter Treasurer End of Year Financial Reporting with CFO Sam Smith on Wednesday June 13th at 2 PM
•June Monthly Chapter Leader webinar on Wednesday June 20th at 1130 EDT
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What’s On Your Mind?
?
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