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Chapter Leader Webinar
May 2015
Recording Link
Mary Beth Lech, Lifetime CFCM, Fellow
NCMA Chapter Relations Manager
Vanesa Powers
NCMA Member Services Coordinator
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.
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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.
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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
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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)
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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.
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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.
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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 2013-2014 Program Year’s
application cycle, but did not submit the Chapter Grant Final Report
by the stated deadline.
• Chapter received a grant during the 2013-2014 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 2014-2015 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.
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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
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membership meetings.
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.
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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.
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Application Form Content- Chapter
Information
Date:
Chapter Name/Number:
Charter Year:
Chapter Point of Contact:
_________________________________
Phone: __________________________________
Email: __________________________________
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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 2014-2015 PY: ____________
Anticipated Operating Expenses for 2015-2016 PY:
____________
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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
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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.).
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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, 2016. This can be
done in the form of a written statement and/or table to
show estimates for all related expenses for the event.
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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
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Chapter Grant Application Submittal
Process
• Due Date: 31 August 2015
• Applications must be submitted to Chapter Relations
via e-mail to chapterrelations@ncmahq.org
• Chapters applying for multiple grant requests must
submit a separate grant application form for each
request
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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 e-mail
to chapterrelations@ncmahq.org within 30 days of
completion of the event for which the funds are
intended.
• 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.
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Morgan Ross,
CPCM, CFCM, FELLOW
Morgan.f.ross.civ@mail.mil
June 17th Chapter Leader Webinar
June webinar: 11:30 AM (Eastern)
“Chapter Annual Reporting”
Angie Kays
NCMA Office Manager
Jeannine Roso
Chapter Annual Report
Review Team Chair
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July 15th Chapter Leader Webinar
July webinar: 11:30 AM (Eastern)
“NCMA Chapter Branding”
Jessica Freidman
Director of Marketing
& Communications
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Rock YOUR
Send in your roster!
chapterrelations@ncmahq.org
Electing leadership is one of the most important benefits
responsibilities of our NCMA membership!
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Start the training now with the new officers!
Involve them in your remaining officer meetings
Let’s set them up for success!
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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.
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• 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!
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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 awards@ncmahq.org.
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Save the date—June 15th
• 2015 NCMA General Membership Meeting
• Monday, June 15, 2015 12:00 pm, Eastern Daylight
Time
• Event number: 645 020 885
Event password: 0615
Event address for attendees:
https://ncmahq.webex.com/ncmahq/onstage/g.php?d=
645020885&t=a
• Questions in advance for the NCMA National Leaders?
Send to ksecker@ncmahq.org
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Chapter Webinars on Demand
• Have your ordered your chapter’s FREE webinar
proramming?
• Last call is June 30th!
• Each chapter is entitled to two pre recorded webinars
or one live webinar each program year.
• Contact chapterrelations@ncmahq.org to order yours
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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.
• The Call for Applications for the
CMLDP 2015-2016 class runs until
June 30, 2015.
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You can reach us:
Mary Beth Lech, Lifetime CFCM, Fellow
NCMA Chapter Relations Manager
1.800.344.8096 x1119
mlech@ncmahq.org
Vanesa Powers
NCMA Member Service Coordinator
1.800.344.8096 x1120
vpowers@ncnahq.org
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