May 2012 Chapter Leader Webinar Mary Beth Lech, CFCM, Fellow NCMA Chapter Relations Manager x1119

1 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?

2 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.NCMA Chapter Resources page

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 3

Chapter Annual Requirements Due on or before August 31st Chapter Annual Report Chapter Financial Report for PY Chapter Audit Report for PY Chapter Officers and Volunteers for PY Copy of Chapter Bylaws 4

Chapter Requirements Specified in APM 5-7 Chapter Policy Link to APM 5-7 5

Chapter Annual Report Today’s Special Guest is Joan Wysoske, CPCM, Fellow Joan has chaired the review team for the past several years. 6

Chapter Annual Report Due by August 31 st to 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 7

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. 8

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 do not count toward this page total. 9

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. 10

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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

Are you interested in being a part of the national review team? Contact by Aug 1 st if you’d like to spend part of your September reviewing the report submissions. 13

Any questions for Joan? 14

Thank you, Joan! 15

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17 CAN-SPAM Act Use of E Mail in Small Businesses can-spam-act-Compliance-Guide-for- Business

18 CAN-SPAM Act This is a federal law that sets the rules for commercial , establishes requirements for commercial messages, gives recipients the right to have you stop ing them, and spells out tough penalties for violations. It applies to commercial e mails, but not just “bulk” e mails.

19 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 , that would more than likely qualify as commercial content where the sender would need to abide by the Act

20 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 from you. 6.Honor opt-out requests promptly. 7.Monitor what others are doing on your behalf.

21 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 and we will put you in touch with our account

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23 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

24 Posted On NCMA Resources Page Chapters Tab

25 PY 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

26 Additional Information Please visit the CMLDP website at: NCMA / Professional Development / CMLDP For more information, contact: John Wilkinson at NCMA at

27 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. 30

31 NOTIFICATIONS WERE SENT OUT!

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ANNUAL NCMA WORLD CONGRESS GOLF TOURNAMENT SATURDAY, JULY 28 7:00AM–1:00PM Tee off with your colleagues, clients, and friends at The Oaks Golf Course. Transportation is provided for the event from the Sheraton Boston Hotel. THE OAKS GOLF COURSE AT THE INTERNATIONAL GOLF CLUB & RESORT 159 Ballville Road Bolton MA PRICE: $150/person 34

Get your Gala ticket early! ANNUAL NCMA WORLD CONGRESS GALA SPONSORED BY FEDBID MONDAY, 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 & MUSEUM COLUMBIA POINT BOSTON, MA PRICE: $85/person; $150/couple (Note: a couple cannot be two members or registrants; they must be spouses or significant others.) 35

Take Me Out to the Ballgame! TUESDAY, JULY 31 7:30PM Is 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: PRICE: $55/person 36

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Certification Exams offered at World Congress All three exams offered Wednesday afternoon August 1 st Application and fees are due by July 13 th 39

Post Congress NES offerings 40 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 28 th at 1 PM Details in process! 41

Saturday July 28 th —prior to World Congress! Start your World Congress journey with other chapter leaders on Saturday afternoon at the Leadership Summit. 42

Leadership Summit 2012 Agenda 4:00PM–4:30PMOPENING REMARKS AND INTRODUCTION OF NCMA Executive Director, NCMA Mary Beth Lech, CFCM, Fellow, Chapter Relations Manager, NCMA 4:30PM–5:00PMSTRATEGIC VISION FOR NCMA AND THE DUTIES OF CHAPTER LEADERS Elliott Branch, Fellow, President, NCMA Executive Director, NCMA 5:00PM–5:15PMBREAK 5:15PM–5:45PMCALENDAR OF EVENTS AND CHAPTER RESOURCES Michael Wright, Chapter Relations Specialist, NCMA 5:45PM–6:00PMSWOT (STRENGTHS, WEAKNESSES, OPPORTUNITIES, AND THREATS) ANALYSIS Tom Kelkis, CPCM, Fellow Mary Beth Lech, CFCM, Fellow, Chapter Relations Manager, NCMA 6:00PM–6:30PMPLANNING YOUR CHAPTER PROGRAM YEAR AND CHAPTER EVENTS Carly Cox, CFCM Kiel Anderson, CFCM 6:30PM–7:30PMNETWORKING RECEPTION AND ACTIVITY 43

44 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

45 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 RecordingProgram DetailsPurchase Recording The Debt Control Initiative - What It Means For Contractors (10/26/11) - Program Details | Purchase RecordingProgram DetailsPurchase Recording Understanding the "Nondisplacement of Qualified Workers" Rule (10/12/11) - Program Details | Purchase RecordingProgram Details Purchase Recording Cost & Price Analysis (10/06/11) - Program Details | Purchase RecordingProgram DetailsPurchase Recording International Compliance (09/22/11) - Program Details | Purchase RecordingProgram DetailsPurchase Recording New Professionals Community Virtual Conference (09/14/11) - Program Details | Purchase RecordingProgram DetailsPurchase Recording

46 NCMA Virtual Conferences Participants earn 4 CEPs. Upcoming Virtual Conferences… 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 55

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Magnetic Name Badges make great appreciation gifts 59 Several variations available. Contact for

Say THANK YOU to your volunteers! 60 “You’re a Life Saver!” “Thanks a “Latte”!”

61 BUY ME SOME PEANUTS AND CRACKER JACK! Ok, we will! Join us at Victory Field on Tuesday Jun 26 th 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 We will see you at Victory

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 ? 62

63 Does your chapter need A logo? Letterhead? A newsletter masthead? Contact

64 Does your chapter need event liability insurance? Send the who, what, where, when to within 10 days of the event. No cost to the chapter

65 Are you using social media in your chapter? Get Connected Now!

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74 TWO June Chapter Leader Webinars Chapter President and Chapter Treasurer End of Year Financial Reporting with CFO Sam Smith on Wednesday June 13 th at 2 PM June Monthly Chapter Leader webinar on Wednesday June 20 th at 1130 EDT

75 What’s On Your Mind? ?

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