ATLANTA NCMA CHAPTER
[PROGRAM YEAR]
Annual Operating Plan
The Annual Operating Plan (AOP) provides the activities, goals and objectives of the Atlanta Chapter for [Program Year]. The goals and responsibilities for each chapter officer are outlined below.
1. President’s Goals
The Chapter President is the chief executive officer of the Chapter and chairs all Chapter Executive Assembly and Chapter general membership meetings.
Description
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Action Date
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Status
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Attend NCMA Leadership Summit **
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Preside Over Summer Planning Meeting
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Ensure Chapter Financial Report is submitted
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Gain management support for NCMA
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Ensure Chapter Audit of Financial Records is performed
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Approve Annual Operating Plan
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Approve Long Range Plan
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Approve Annual Operating Budget
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Approve Membership Retention Plan
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Send Board Meeting Agenda
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Preside Over Chapter Executive Assembly Meetings
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Check Chapter Email
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Preside Over Chapter General Membership Meetings
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Prepare President’s Message For Inclusion In Chapter Newsletters
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Provide Inputs to Chapter Newsletters
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Review Draft Newsletter
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Forward Chapter Events Information to Other Georgia and area Chapters
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Attend Mid-Year Leadership Conference **
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Present a Summary of the Year’s Activities at the June General Membership Dinner Meeting
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Transfer President’s Files to Next Year’s Chapter President
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Prepare NCMA Annual Report
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2. Vice President / President Elect Goals
The President Elect assists the President and coordinates the functions of the four junior vice-presidents. The Chapter President elect follows the Chapter President in the line of Chapter Authority. In the absence or incapacity of the Chapter President, the Chapter President Elect shall assume the authority, duties and responsibilities of the President.
Description
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Action Date
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Status
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Attend NCMA Leadership Summit **
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Attend Summer Planning Meeting
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Present Chairperson Reports at Chapter Board Meetings
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Attend Chapter General Membership Meetings
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Newsletter Input (Chair Inputs – Nominations, Awards, Membership Data, Anniversaries, Event Announcements)
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Coordinate Joint Dinner Meetings With Other Professional Organizations
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Host Spring Educational Conference
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Attend Mid-Year Leadership Conference **
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Transfer President Elect Files to Next Year’s –President Elect
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3. Secretary’s Goals
The Chapter Secretary maintains the official records of all Chapter activities and property, except for financial affairs. The Secretary acts as the official recorder for the Atlanta Chapter and publishes and distributes minutes of the Executive Council monthly meetings. The Chapter Secretary follows the Vice-President of Programs in the line of Chapter authority.
Description
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Action Date
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Status
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Attend NCMA Leadership Summit**
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Attend Summer Planning Meeting
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Submit Roster of Chapter Officers to National
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Present Previous Month’s Meeting Minutes at Chapter Board Meetings
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Attend Chapter General Membership Meetings
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E-mail Executive Board Meeting Minutes to Board Members
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Provide Inputs to Chapter Newsletter
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Update Chapter Website
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Attend Mid-Year Leadership Conference
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Transfer Secretary’s Files to Next Year’s Secretary
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4. Treasurer’s Goals
The Treasurer is responsible for effectively managing and maintaining accurate records of the Chapter’s finances. The Chapter Treasurer follows the Chapter Secretary in the line of Chapter authority.
Description
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Action Date
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Status
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Attend NCMA Leadership Summit**
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Attend Summer Planning Meeting
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Prepare the Chapter Annual Operating Budget
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Present Financial Reports at Chapter Board Meetings
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Attend Chapter General Membership Meetings
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Pay all Chapter Bills
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Monitor Receipt of all Chapter Income and Monitor Deposit it in the Chapter’s Financial Account(s)
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Prepare and track Chapter
accounting functions in Quicken
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Check and Manage P.O. Box
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Provide Inputs to Chapter Newsletter
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Attend East Coast Mid-Year Leadership **
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Submit Financial Records to Auditor
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Transfer Treasurer’s Files to Next Year’s Treasurer
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Prepare and Submit Chapter Financial Report
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5. Membership Chair Goals
The Membership Chair recruits new members for membership in the Association, encourages membership renewal, and ensures membership benefits are delivered to Chapter members.
Description
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Action Date
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Status
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Attend NCMA Leadership Summit**
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Attend Summer Planning Meeting
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Present Officer/Chairperson Reports at Chapter Executive Assembly Meetings
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Attend Chapter general membership dinner meetings
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Provide Current Membership Status Report at Chapter Executive Assembly Meetings
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Maintain Electronic Mailing List of Chapter Members
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Submit Fellows applications to National
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Update Membership Directory on Chapter Webpage
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Maintain Attendance Records for Chapter Meetings
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Newsletter Input to Vice President (New Members, Anniversaries, Announcements)
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Attend Mid-Year Leadership Conference**
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Host Fellows Recognition Night
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Submit a Report Summarizing the Year’s Membership Activities to Chapter President
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Conduct Member Recognition /Awards Ceremony at June General Membership Meeting
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Transfer Files and Petty Cash Fund to Next Year’s Officer and Chairpersons
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6. Education Chair Goals
The Education Chair develops and presents Chapter education programs to facilitate the professional growth of Chapter members. The focus is on fostering professional development through national and chapter sponsored training programs and encouraging professional certification. The Education Chair is assisted by the following committees: Certification, Education, National Education Seminar, Scholarship, and Spring Education Conference.
Description
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Action Date
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Status
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Attend NCMA Leadership Summit**
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Attend Summer Planning Meeting
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Present Officer/Chairperson Reports at Chapter Executive Assembly Meetings
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Attend Chapter General Membership Dinner Meetings
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Newsletter Input to Vice President (Certification Info, Study Groups, Announcements)
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Prepare and Distribute National Educational Seminar Flyer
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Determine Spring Education Conference (SEC) Topic(s)
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Prepare and Distribute SEC Flyer
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Attend Mid-Year Leadership Conference**
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Host the Winter Education Conference
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Prepare and Distribute Scholarship Application Forms
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Host National Educational Seminar
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Host Certification Workshop
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Evaluate Scholarship Applications
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Submit a Report Summarizing the Year’s Educational Activities to Chapter President
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Present Scholarship Award(s) at June’s General Membership Dinner Meeting
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Transfer Files to Next Year’s Officer and Chairpersons
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7. Programs Chair Goals
The Programs Chair plans informative programs designed to assist Chapter members in their professional development through presentations at monthly meetings/workshops; outreach activities; employment opportunity services; and program fund raisers. The focus is to enhance and promote programs to serve the needs of a diverse membership.
Description
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Action Date
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Status
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Attend NCMA Leadership Summit**
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Attend Summer Planning Meeting
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Present Officer/Chairperson Reports at Chapter Executive Assembly Meetings
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Attend Chapter General Membership Dinner Meetings
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Establish Contract With Venues for Chapter Functions
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Recruit Speakers/Workshop Presenters
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Provide Biographies of Speakers and Workshop Presenters for Chapter Newsletter and Webpage
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Introduce Speakers/Workshop Presenters at Chapter Meetings/Workshops
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Provide Speaker Gifts for Chapter Meetings
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Conduct Outreach Workshop
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Maintain Attendance Records for Chapter Workshops
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Newsletter Input to Vice President (Upcoming Events)
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Attend Mid-Year Leadership Conference**
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Submit a Report Summarizing the Year’s Program Activities to Chapter President
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Hold Audio Seminars
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Transfer Files to Next Year’s Officer and Chairpersons
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8. Communications Chair
The Communication Chair is responsible for providing information on the Chapter to promote events and encourage interest in the Chapter and the Contracting Profession.
Description
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Action Date
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Status
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Post Current List of Chapter Officers and Chairpersons to Chapter Webpage
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Solicit Inputs for Chapter Newsletter
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Submit Draft Newsletter to President for Review
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Publish and Distribute Chapter Newsletter
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Post Chapter Newsletters to Chapter Webpage
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Email General Meeting Reminder
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Maintain Current List of Chapter Events on Chapter Webpage
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Submit Chapter Event Photos to National
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Advertise Chapter Events in Local Publications
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Transfer Files to Next Year’s Officer and Chairpersons
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9. Nominations and Elections Chair
The Nominations and Elections Chair is responsible for ensuring that the evaluation and voting review process for NCMA Chapter Officers.
Description
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Action Date
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Status
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Newsletter Input to Vice President (Nominations and Awards Announcements)
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Solicit Nominations for Chapter Awards Program at March Board Meeting
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Present Slate of Award Nominees at April Board Meeting
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Announce Chapter is Seeking Nominations for Next Year’s Chapter Officers in Newsletter and on Webpage
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Announce Chapter is Seeking Nominations for Next Year’s Chapter Officers at March General Membership Dinner Meeting
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Present the Slate of Nominees for Next Year’s Chapter Officers at April General Membership Dinner Meeting
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Conduct Election of Next Year’s Officers at May General Membership Dinner Meeting
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Transfer Files to Next Year’s Officer and Chairpersons
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10. Employment and Industry Chair
The Employment and Industry Chair serves the Chapter membership and the local economy by maintaining employment and industry information service and job postings.
Description
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Action Date
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Status
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Develops and implements programs related to workforce development
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Works with local universities with procurement programs to encourage students to become active in NCMA, and to assist them in forming student chapters
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Works with government, industry, academia, and other workforce development organizations to promote the contract management profession
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Newsletter Input to Vice President (Job Openings and Announcements)
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Advertise Job Opportunities in Chapter Newsletter and on Webpage
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Transfer Files to Next Year’s Officer and Chairpersons
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