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Chapter Leader Webinar May 2015 Recording Link Recording Link

Mary Beth Lech, Lifetime CFCM, Fellow NCMA Chapter Relations Manager Vanesa Powers NCMA Member Services Coordinator

3 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

Chapter Leader Webinar May 20, 2015 Conquering the Grant Process Morgan F. Ross, CPCM, CFCM, Fellow Grant Program Chair Picatinny Chapter Secretary Army Contracting Command- NJ Contracting Officer

Conquering the Grant Process Ever wonder what NCMA is looking for when they review Chapter Grant Application Forms submitted by your chapter? This presentation contains the details you will need regarding Chapter Grant requirements, restrictions, and content sought in application forms for your grant requests in preparation for the upcoming chapter grant program cycle. 5

Presentation Content Chapter Grant Program Overview (Purpose and Policy) Application Content Guidelines Eligibility Requirements Chapter Grant Restrictions Application Content Guidelines Application Form Content- Grant Request Chapter Grant Application Submittal Process Chapter Grant Final Report Submittal Process 6

Chapter Grant Program Overview - Purpose Purpose: The Chapter Grant Program provides funds to assist chapters in accomplishing specific objectives within the scope of their missions. Priority for grants will go to struggling chapters (chapters attempting to provide enhanced services to its members but with limited financial reserves) 7

Chapter Grant Program Overview - Policy Chapter grants are to be made to chapters whose submission is consistent with achieving the NCMA strategic goals and whose use of the grant funds would accomplish a worthy objective that they would not otherwise be able to accomplish without the funds. A chapter grant can only be used for the intended purpose, as stated in the notification letter NCMA sends to each applying chapter upon completion of the grant selection process. 8

Chapter Grant Program Overview – Policy (continued) The reviewing committee reserves the right to award all or part of the funds provided in the NCMA budget for this program. The committee may decide to fully or partially fund a chapter grant request. Further information regarding the Chapter Grant Program policy can be located within Association Policy Manual (APM) 5-7, Attachment 3. 9

Eligibility Requirements A chapter will be ineligible for Chapter Grant consideration during this application cycle if one or more of the following scenarios applies: Chapter received a grant during the Program Year’s application cycle, but did not submit the Chapter Grant Final Report by the stated deadline. Chapter received a grant during the Program Year’s application cycle, but did not use the grant funding for the intended purpose and did not return the funds to NCMA. Chapter has not completed all required chapter reporting requirements for the Program Year, including submission of the Chapter Annual Report, chapter financial report, chapter audit report, chapter by-laws, and a list of chapter officers and volunteers. 10

Chapter Grant Restrictions Travel grants will not be provided for other than speaker travel requests, to include CMLDP participation. Grant requests must demonstrate benefit to chapters as a whole/community of members rather than the benefit of an individual or limited amount of individuals, therefore, Chapter Grant funding is not intended for such initiatives as certification application and examination fees. Grants will not be provided for routine operating expenses, such as website management or monthly technology fees, unless an extenuating circumstance exists. Grants will not be used to offset meal costs for regular membership meetings. 11

Application Content Guidelines Each Chapter Grant application should contain details that show the request has been thought out prior to application preparation and submission and the chapter has performed preliminary research and evaluation related to the event or acquisition of equipment. The request should have a clear vision, be realistic in terms of execution, and be prepared in a professional manner. If additional room is needed for your response, provide an additional support document no more than two pages long, single spaced with font no smaller than 12 point. 12

Application Content Guidelines (continued) Applications that meet the purpose and policy requirements will be evaluated based on the quality of responses provided in Section III of the Chapter Grant Application. Failure to provide the level of detail stated below could impact the decision to fund a grant request. 13

Application Form Content- Chapter Information Date: Chapter Name/Number: Charter Year: Chapter Point of Contact: _________________________________ Phone: __________________________________ __________________________________ 14

Application Form Content- Chapter Information (continued) Does your chapter have a current Chapter Annual Report, which includes financial reports, financial audits, chapter bylaws, and officer rosters, on file at NCMA? Yes___ No___ Chapter Bank Account Balance(s) - Current Total (savings & checking): $______ Chapter Operating Expenses for PY: ____________ Anticipated Operating Expenses for PY: ____________ 15

Application Form Content- Grant Request Grant Amount Requested Anticipated # of Participants Chapter Membership Total Reason/Purpose for Grant Request (e.g. grow membership, educate members, develop specific skills, encourage enthusiasm and commitment to volunteer opportunities, etc.) Anticipated Event or Launch/Completion Dates Target Audience 16

Application Form Content- Grant Request (continued) Detailed Description for Intended Use of Funds Note: Detailed description should include projected expenses (e.g. to pay the speaker fee estimated to be $XXX and travel expenses for Jane Doe estimated to be $XXX, expert on subject matter, to speak on the subject of XYZ at a NES; We also estimate additional miscellaneous expenses to be $XXX, etc.). 17

Application Form Content- Grant Request (continued) Spend Plan Note: If requesting a grant towards an event, the anticipated costs should be broken out per cost element (airfare, hotel, speaker fee, venue fee, materials, etc.). The spend plan should also account for all revenues and expenses, including any fees that may be charged for a particular event (if applicable) and be based on complete usage of grant funds by October 31, This can be done in the form of a written statement and/or table to show estimates for all related expenses for the event. 18

Application Form Content- Grant Request (continued) How does this grant request line up with your chapter’s mission? How will you market this event or how will you use this item within your chapter? Expected Outcome Value to Your Chapter Value to NCMA 19

Chapter Grant Application Submittal Process Due Date: 31 August 2015 Applications must be submitted to Chapter Relations via to Chapters applying for multiple grant requests must submit a separate grant application form for each request 20

Chapter Grant Final Report Submittal Process A chapter must submit a Chapter Grant Final Report for each chapter grant. The Final Report is due to Chapter Relations via to within 30 days of completion of the event for which the funds are Failure to submit the report within the required timeframe will result in the chapter being ineligible to have a grant application considered for the next Chapter Grant cycle. 21

Morgan Ross, CPCM, CFCM, FELLOW

June 17 th Chapter Leader Webinar 23 June webinar: 11:30 AM (Eastern) “Chapter Annual Reporting” Angie Kays NCMA Office Manager Jeannine Roso Chapter Annual Report Review Team Chair

July 15 th Chapter Leader Webinar 24 July webinar: 11:30 AM (Eastern) “NCMA Chapter Branding” Jessica Freidman Director of Marketing & Communications

25 Electing leadership is one of the most important benefits responsibilities of our NCMA membership! Rock YOUR Send in your roster!

26 Start the training now with the new officers! Involve them in your remaining officer meetings Let’s set them up for success!

On Tuesday, May 19, NCMA turned 56 and we thought it would be the perfect time to celebrate our members! Join us by entering to win an NCMA gift bag and watch as we highlight devoted members on social media throughout the entire month of May. entering to win an NCMA gift bag 27

Tuesday, May 26th, 12 noon (Eastern) NCMA invites you to join Louisa Jaffe of TAPE, LLC for a free, members-only presentation! “If You Can Dream It, You Can Do It” –It’s the story of Louisa Long Jaffe’s adventure starting in the Women’s Army Corps and progressing through to CEO/President of Technical and Project Engineering, LLC, and to being honored in 2014 by the National Association of Veteran Business Owners as the “First Woman Vetrapreneur of the Year”. Register online! Registration is free for NCMA members!Register online 28

Advancing Professionals Award The NCMA Advancing Professionals Award (formerly the NCMA Top Professionals Under 40 in Contract Management Award) was established in 2012 to provide peer recognition to the rising stars and top performers in the contract management profession under the age of 40. Nominations are due June 1 and should be sent to 29

Save the date—June 15th 2015 NCMA General Membership Meeting Monday, June 15, :00 pm, Eastern Daylight Time Event number: Event password: 0615 Event address for attendees: &t=a &t=a Questions in advance for the NCMA National Leaders? Send to 30

Chapter Webinars on Demand Have your ordered your chapter’s FREE webinar proramming? Last call is June 30 th ! Each chapter is entitled to two pre recorded webinars or one live webinar each program year. Contact to order 31

Call for Applications! CMLDP is designed to help develop the next generation of contract management leaders through an intensive yearlong educational experience. The program's emphasis is on building leadership skills that will benefit the contract management profession. Visit the Program Information page to learn more.Program Information The Call for Applications for the CMLDP class runs until June 30, 2015.Call for Applications 32

Mary Beth Lech, Lifetime CFCM, Fellow NCMA Chapter Relations Manager x1119 Vanesa Powers NCMA Member Service Coordinator x1120 You can reach us:

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