strategic initiatives director -...

Starting an APMP® Chapter –

Appendices

Table of ContentsSample Chapter Petition..............................................................................................................................1

Virtual Chapter Petition...............................................................................................................................6

Chapter Organization..............................................................................................................................7

Charter Members.....................................................................................................................................9

Charter Operating Plan............................................................................................................................9

Reporting Requirements........................................................................................................................13

South Africa Chapter Petition....................................................................................................................15

OCI Document...........................................................................................................................................18

Florida Bylaws............................................................................................................................................20

NCA Corporate Partner Program...............................................................................................................25

Program Overview.................................................................................................................................25

Program Eligibility..................................................................................................................................25

Executive Summary Advertising............................................................................................................25

Ad Specifications...................................................................................................................................25

Ad Rates.................................................................................................................................................26

Ad Submission Deadlines.......................................................................................................................26

Professional Day Exhibiting....................................................................................................................26

Roundtables...........................................................................................................................................26

Dinner Passes........................................................................................................................................27

Hosting Rules.........................................................................................................................................27

Website Listing......................................................................................................................................28

Program Contact....................................................................................................................................28

Sample SoCal Annual Calendar..................................................................................................................30

Sample Northwest Meeting Minutes.........................................................................................................34

Guidelines for Chapter Reinstatement......................................................................................................39

APMP® Document Retention and Destruction Policy.................................................................................41

APMP® Whistleblower Policy.....................................................................................................................43

Copyright ©2011 APMP - All Rights Reserved i

The following Appendices are provided as guidelines to assist you. There are additional documents available independent of this document. They have been provided by the NCA Chapter and cover planning for a full day conference or symposium.

Thanks to all the Chapters who have contributed to ease the way.

Our special thanks to NCA for taking the guesswork out of event management.

Copyright ©2011 APMP - All Rights Reserved ii

Sample Chapter Petition

Charter Petition for the APMP Central Texas Chapter (Example)January 1, 2010

1. Introduction

This formal petition requests that the APMP Board of Directors (BOD) approve a charter for a new APMP Chapter: the APMP Central Texas Chapter (also referred to as the “Chapter” in this petition.) It is requested that this charter request be approved by the APMP BOD in January 2008, to allow the Chapter to hold our first General Membership meeting in early February 2008.

In September 2007, there were 31 APMP members in Central Texas. Amy McGeady conducted a preliminary survey of these members as well as other proposal professionals in Texas; 27 people responded and indicated interest in a local chapter. Of these 27 people, 18 are current APMP members. Based on survey responses, a planning committee was formed in October 2007 to establish an APMP Chapter to serve Austin and San Antonio. From October through December, the planning committee met three times. Attachment 1 provides the minutes of these committee meetings.

The following describes the plan to form and maintain a viable APMP chapter in support of the APMP mission “to advance the arts, sciences, and technology of new business acquisition and to promote the professionalism of those engaged in those pursuits.”

2. Location

The Chapter will serve primarily APMP members in Austin, San Antonio, and the surrounding area in Central Texas, although APMP members from other areas may attend Chapter General Membership meetings and affiliate with the Chapter. To be an official member of the Chapter, APMP members, regardless of their location, will be required to affiliate with the Chapter through the APMP membership database via www.apmp.org.

3. Chapter Name

The chapter’s name will be the APMP Central Texas Chapter, reflecting the geographic coverage of the Chapter.

4. Chapter Officers

The following are the interim officers for the Chapter:

Chapter Chair – Amy McGeady Chapter Co-Chair & Membership Chair – Steve Beeler Secretary/Treasurer – Martha Hallman Programs Chair – Mary Anne Bernard Communications Chair/Webmaster – Dee Hutchison (with Monica

Shields designing the official website, and Julie Wickert serving on the committee)

Attachment 2 provides job descriptions for these officer positions. The interim officers will

Copyright ©2011 APMP - All Rights Reserved 1

perform their duties until December 31, 2008. See Section 7.2 of this petition for our officer election plan.

5. Mailing Address

The mailing address for the Chapter will be the mailing address of the current Chapter Chair. For this petition, the mailing address will be that of the interim Chapter Chair, FirstName LastName: Address, Town, State, Country, Country Postal Code.

6. Charter Members

Attachment 3 provides a list of the Central Texas APMP members supplied to us by the National APMP Office. The Chapter’s 18 charter members are highlighted in yellow. We have identified nine additional individuals who are interested in participating in APMP activities and possibly joining.

7. Chapter Operating Plan

The following sections describe the planned operations of the Chapter.

7.1 Chapter Bylaws

The Chapter will operate in compliance with APMP BOD reporting, operational, and financial requirements and the Chapter Bylaws. Our draft bylaws are provided in Attachment 4. The following are details about the Chapter operating plan.

7.2 Chapter Meetings, Locations, and Agendas

The Chapter’s operational year will be based on a calendar year running from January – December.

The Chapter will conduct at least four General Membership meetings per year. We plan to hold general membership meetings on the first Thursday of the month in February, May, August, and November. We will add virtual (Internet/conference call) and hybrid meetings (a combination of a virtual/physical meeting) once the Chapter is established and can support them.

The Chapter will conduct at least four Board meetings of its Board of Directors per year. All Board meetings will be virtual meetings. The Board meetings will be held the month before the General Membership meetings: January, April, July, and October.

For 2008 operations – assuming a January approval of this charter petition – the Chapter plans to hold our first General Membership meeting on February 7. We have held planning meetings in October 2007 and November 2007, and our first board meeting in December 2007. Our first board meetings are open to members of our planning committee (the board members plus Lauren Dumosch, Michelle Petty, Julie Wickert, and Mark Wigginton).

Our goal is to work with the Lone Star Chapter (based in Dallas) and the Houston Chapter to create regional networking and professional development opportunities for all Texas APMP members.

At the first Board meeting, scheduled in February, the Board will vote to approve the proposed Bylaws and then elect Chapter officers. The slate of elected officers will


be presented for confirmation by a simple majority vote of the attendees at the February General Membership meeting. The interim officers will lead the Chapter until the newly-elected officers assume their duties on the day following the election. At that time, the one-year term for officers will run from January 1 – December 31.

The Programs Chair will develop a 2008 schedule for General Membership meetings and the proposed program topics and speakers for these meetings. A likely source of program topics and speakers will be those from recent APMP-sponsored events. We have identified three core communications needs:

Private Place. This will be an online bulletin-board type location where group members can post and read messages, manage discussion lists on various topics, share data and files, and use other basic collaboration tools to share work and accomplish Charter objectives. To provide these services to our members, the Chapter will use Yahoo!® Groups, a free service. We have formed a new group named the APMP_Central_Texas_Chapter, which will is ready for use.

Public Face. The Chapter will develop a website for public and member communication. We plan to have a basic website available by our second General Membership meeting. The Chapter has obtained the domain name www.apmpcentraltexas.com for one year. The cost for the domain names was donated by a company of one of our members. Monica Shields is acting as our interim webmaster, and is responsible for creating a basic website. We will work to find an ongoing webmaster support for developing and maintaining the website.

Meeting Space. An initial survey of our member revealed that local chapter members prefer to meet midday, so we are working to find a regular meeting place that serves lunch. When we are ready to host webinars, the company of one of our members has agreed to donate this on-line meeting capability and facilitate a virtual bridge with other chapters.

7.3 Other Possible Chapter Activities

After chartering, the Chapter plans to perform the following activities:

1. The Chapter plans to conduct a membership drive in Austin and San Antonio. It is believed that many proposal professionals who work in Central Texas have no knowledge of the APMP, and we would like to contact them and encourage these professionals to join the APMP and the Chapter and become active in Chapter events. The Membership Chair will develop a membership drive plan for discussion at the first Board meeting. As part of this membership drive, we will publicize the Chapter formation and events to all Texas APMP members and invite members to affiliate with the Chapter.

2. The Austin and San Antonio areas have numerous networking organizations in related professional fields that we intend to contact to publicize our local chapter: the Association for Women in Communications, Freelance Austin, eWomen, the Association for Marketing Professional Services, etc.

3. The Chapter plans to start a newsletter that will be posted on our website. We do not plan, however, to start the newsletter until after the end of the Chapter’s first year.


7.4 Operating Budget

The Chapter’s initial budget will be based on the $500 seed money provided by APMP after approval of this charter petition. At this point, we have had the cost of hosting our website donated and the time for creating the website and planning the chapter donated. At this point, we have not identified additional expenses for 2008, though we will likely encounter expenses associated with publicizing the Chapter and purchasing our first set of checks.

After we are chartered, the Treasurer will open a checking account for the Chapter, and for review and approval at the first Board meeting will propose a budget based on expected revenue and expenses for the 2008 calendar year. The Treasurer will comply with APMP financial, accounting, and reporting requirements.

After our first year of operation, the Chapter’s primary income will be the $15 “rebate” from the APMP given to chapters for each active and affiliated member. Assuming this income – and the continued donation of “virtual” services – we should have more than enough funds to cover Chapter expenses.

7.5 Reporting Requirements

The Chapter will comply with APMP record keeping and reporting requirements. The officer job descriptions in Attachment 2 provide associated responsibilities. The Chapter will correspond with the APMP BOD to announce meetings or activities for publication in the APMP “Perspective” and posting on the APMP website. The Chapter will provide www.apmp.org with a link to the Chapter’s website and primary contact person. (A Chapter point-of-contact has already been posted on the APMP website.)

More specifically, the Chapter will perform the following record keeping and reporting tasks:

Checking Accounts. A checking account will be established with the Chapter Chair and Treasurer as the authorized signatures for the account.

Transaction Logs. Transactions logs will be kept documenting all fund transactions. Original receipts and a description of the transaction will be kept for each receipt and expenditure.

Bank Statements. Bank statements will be reconciled monthly. Any irregularities will be reported to the APMP BOD within 30 days of the monthly closing date. Bank statements, canceled checks, and all other records pertaining to the account will be maintained throughout the year and submitted to the APMP Executive Director upon closure of the account.

Annual Reports. The chapter will submit an annual report to the APMP BOD no later than January 31 for the preceding calendar year. The annual report will include the operational and fiscal information required by the APMP BOD. Included in this report will be the minutes of the Chapter General Membership meetings. (The Chapter will document the minutes of its General Membership and Board meetings and make them available to the membership.)

8. Chapter Logo

Attachment 5 shows the Chapter logo, reflecting the Chapter’s geographic coverage and formal name: the APMP Central Texas Chapter.


Attachment 1 - Meeting Minutes (Example)

Attachment 2 - Board Positions (Example)

APMP Minutes Example APMP Board Positions ExampleAttachment 3 - APMP Chapter Roster (Example) Attachment 4 - Bylaws (Example)

APMP Chapter Roster Example APMP Bylaws Example


Virtual Chapter Petition

Petition forAPMP® Pacific Northwest Chapter

APMP Members from the Pacific Northwest states wish to establish a regional chapter of APMP to serve members and future members in the pursuit of their proposal and professional development needs.

The Association for Proposal Management Professionals® (APMP) serves proposal managers and related professionals throughout the world. As part of its mission to advance the arts, sciences and technology of proposal management, APMP aims to reach as much of its target audience as possible. Increased membership enhances APMP’s ability to affect changes on a national level in the way federal government and other clients submit requests for work, and how proposal managers respond to those changes (e.g., APMP’s Government Liaison group, sheer strength in numbers, and other ways).

In the Pacific Northwest area, there are at least 31 APMP members (probably more since some members are affiliated with other chapters and therefore do not show up if the data base is searched for unaffiliated members). Informal research and knowledge about business and industry in the states, particularly large companies in the Seattle, Richland, Portland, Anchorage and surrounding areas indicate that the potential exists for at least another 30 members in Washington and Oregon. The potential for Anchorage is not known at this time but will be explored with members in that area.

The Pacific Northwest chapter (hereinafter, “the Chapter”) is needed for:

Supporting and enhancing the art and science of proposal management across industries and cities

Providing value-added services to proposal managers and grant writers by sharing successes and lessons learned to enhance the way we work every day

Providing information to help formulate ideas, processes, and plans for future efforts

This document is a petition for a Pacific Northwest chapter. The information below addresses all required elements identified in Section B.2, Petitioning for a Chapter Charter, of the APMP Chapter Charter Guidelines.


Chapter OrganizationThe Chapter encompasses the states of Oregon, Washington, and Alaska. Major area growth is in Seattle, Richland and Olympia(WA), Portland and Salem (OR), and Anchorage (AK) where charter members reside and work.

The Washington/Oregon area contains a large concentration of potential members involved in the business activities of the Ports of Seattle, Tacoma and Portland; the Boeing Commercial Aircraft Company and its Defense Divisions; Microsoft, Amazon, Nike, Xerox, and FLIR Systems; and significant military bases. In Alaska, Anchorage is home to Chugach, home of three APMP members. These and many other companies can benefit from the expertise of APMP development opportunities that our chapter intends to provide, and the companies are sources of new members.

Chapter Headquarters

Chapter headquarters will be in the Portland, OR area.

Chapter Name

The Chapter name shall be APMP Pacific Northwest Chapter.

Chapter officers

Initially, the Chapter will be run by a seven-person board that includes:

ChairVice Chair/ProgramsTreasurerSecretaryMembershipWebmasterPublications/Newsletter

Persons designated to fulfill key positions will be elected during the first full membership meeting, to be held tentatively in April 2009. Temporarily, the people named in Figure 1 have volunteered to serve in key positions.

Position Name

Chair Lee Hendrickson

Vice Chair TBD

Treasurer Edward W. Feeley

Secretary Thomas Bonin

Membership

Karleen Brown

Webmaster Jeff White

Publications TBD

Figure 1: Key Personnel. Existing APMP members with a passion for business development will stand up this new chapter.


Our organization was developed from the primary task areas of managing a nonprofit Board, and based on a review of other chapter setups. Some of the temporary officers have nonprofit Board experience and at least one has experience in setting up an APMP Chapter.

Bylaws containing descriptions of our organization and related duties of key personnel will be developed within the first year of the chapter, and will include:

A list of all officers and their responsibilitiesRules governing our election processTerms and conditions of officers and their committeesMeeting protocols (both membership and board)Budget guidelines and recordkeeping procedures

Duties and responsibilities of the positions required by the charter guidelines: Chair, Treasurer, and Secretary are described below. We have divided the Secretary/Treasurer position as listed in the charter guidelines into two positions, given the considerable amount of time spent on report-writing in support of initiation activities to date.

Our Chair will lead this board and oversee all chapter activities. Primarily, the Chair and Vice-Chair with the assistance of the Secretary will ensure that the chapter provides APMP with all reporting requirements specified by the Charter Chapter Guidelines. Our Treasurer will supervise all fiscal operations and will serve as the primary point of contact to the Executive Director of APMP. These four Officers will:

Establish and maintain a chapter checking accountDevelop and maintain transaction logsVerify bank statements, and identify and justify any discrepanciesIdentify opportunities for fund-raisingSubmit the quarterly Chapter Rebate forms to the Executive Director of APMP to receive the quarterly member in good standing rebate.Contribute to the annual report, providing fiscal informationEnsure the chapter remains fiscally solventCommunicate/network with other APMP chapter officers to identify opportunities for improvement

Our Secretary will oversee all reports. Specifically, the Secretary will:

Write and disseminate meeting minutes, and submit copies with the annual report, as requiredDevelop and disseminate evaluation forms for each event, and collate and report feedback to the other Board members to use as enhancement opportunitiesCreate the annual report, which the Chapter foresees as a comprehensive report on both fiscal and operational status.


Mailing Address

APMP Pacific Northwest Chapterc/o Lee HendricksonFLIR Systems, Inc.27700 Parkway AvenueWilsonville, OR 97128

Business Phone Number

Lee Hendrickson503-555-5555 Office971-555-5555 Cell

Charter MembersChapter Charter Guidelines indicate that 10 members are needed to create a chapter; the international board members have indicated that 25 members form a more solid chapter base. As indicated in Attachment A of this document, the Chapter currently has a list of 30 APMP members in the tri-state area, 21 of whom have indicated their desires to be Charter Members.

Initial recruitment activities have indicated additional members, as discussed below. Recruitment activities to date have been based on networking; in the future, they will be more formalized. For example, we will develop a recruitment letter to disseminate to potential members and companies (hardcopy and electronic sign-up), and we will to prepare a recruitment and member development plan. This plan will include personal visits to key organizations (such as brown bag lunches) to develop support for the chapter.

Current and Potential Members

As stated earlier, Attachment A provides a list of Charter and potential Chapter members. We have contacted the majority of these members in recent months (February/March 2009) to confirm their continued support of APMP activities; 31 are still active members to date; the remaining members will be contacted to identify future status in the organization.

Other Members

In addition to the current list of members, Chapter charter members have been informally recruiting members from within and outside of their respective organizations.

Charter Operating PlanCharter members of the Pacific Northwest Chapter have spent recent months learning of the successes and potential pitfalls of chapter startup through conversations with regional, local, and national members. As a result of the current APMP members developing the potential Pacific Northwest Chapter and with experience in other professional volunteer organizations, we have developed a simple but comprehensive program for our first year, as detailed in this section.

As our plan evolves and membership grows, the Pacific Northwest Chapter will continually look for ways to improve our function. Our Chair and others will attend the APMP conference, and the Chapter Chair will meet with


other Chapter Chairs in attendance. As we have done during the formation process, we will foster open communications among our members and will encourage suggestions for improvement.

Meeting Dates, Locations, Workshops

Prior to submission of this Petition, members were asked about programs they would like to see. Based on the resulting list of nine potential programs, Charter Members ranked them for inclusion in our scheduling. Figure 2 summarizes our proposed schedule of events, including notional dates for 2009 and 2010. We have scheduled seven meetings. Text following the figure provides high level detail about each program, including potential speakers and topics for discussion. These ideas provide a starting point for developing a strong 2009/2010 program, but they are subject to change.

Topic Date Summary

Tool Time (or, “Technology Today”)

April 2009 Description of various tools available to .

Do You Have What it Takes? An Overview of the Accreditation Process

September 2009 An overview of the various levels and what it takes to achieve each level.

Enhancing Your Professional Growth through the International Business Development Council

November 2009 This program presents information on the new International Business Development Council, which will be relevant to members’ professional and career development strategies.

Selling Through Executive Summaries, Themes, and Benefit Statements

February 2010 How to make stand-out Executive Summaries and enhance the proposal sales message.

Benchmarks in World-Class Proposal Writing Capabilities

April 2010 Outcomes from a 2008 industry-wide research study of best practices in proposal writing.

Work Smarter, Not Harder September 2010 Techniques that can bring sanity to the final hours of a proposal effort.

Overview of the Capability Maturity Model for Business Development (BD-CMM)

November 2010 Overview of the BD-CMM as a framework, path, and guide to sustainable results in business development (BD).

Figure 2: Program Ideas. This notional schedule will be finalized after initial chapter meetings.

Face-to-face meetings will be held in charter member company facilities, such as FLIR Systems or Boeing, and at local government agencies such as the State of Washington Economic Development or Public Libraries, which offer conference room time for free. Meeting places will be selected based on their ability to minimize cost and maximize accessibility to the most members.

Since in-person attendance may be difficult or impossible given the large geographic area we intend to serve, we will endeavor to provide electronic means to include all members. These methods include use of technology such


as GoToMeeting, WebEx, teleconferencing, etc. The intent is to serve all members, not only those who can attend in person.

Note: Meetings/events will not be held during times that conflict with APMP’s national conference (May/June 2009), the holiday season (December), or the busy proposal season of June through August, to maximize attendance.

Program 1/ April

Begins with a general membership meeting to kick off the Chapter, led by the Interim Chapter Chair and other Interim Board Members.

Introduce the Chapter and its functionIntroduce members to each otherElect key officersEstablish committees, plans for future events

Following the business portion of the meeting, Lisa Payne of XRSolutions will present:

“Tool Time (or, ‘Technology Today’)”

Want to know about the kinds of tools that are available to help you automate your proposal process, from server solutions like MS SharePoint to parsing an RFP to team collaboration? This is a broad look at tools from several companies (not a sales pitch for one company’s products).

Program 2/ September 2009

“Do You Have What it Takes? An Overview of the Accreditation Process”

If you are thinking about pursuing accreditation, this overview will help you understand what to expect look at what each level requires. We will also look into having a workshop to help people achieve Foundation Level accreditation (presenter TBD). There may be a fee for the workshop, but the overview presentation will be covered without cost.

Program 3/ November 2009

“Enhancing Your Professional Growth through the International Business Development Council,” by Vicki Griesinger, BD-Institute.

This program presents information on the new International Business Development Council, which will be relevant to members’ professional and career development strategies. program content is drawn from the strategic plans and bodies of knowledge from the Association for Strategic Planning, Business Development Institute


International, Society of Competitive Intelligence Professionals, APMP, asapm, IACCM, and the National Contract Management Association. Content is an overview and plan for learning, training, and certification through these business development-related associations. Members will learn how gaining an understanding of strategic planning, business development, competitive intelligence, contract management, and project management will enhance their professional growth.

Program 4/ February 2010

“Selling Through Executive Summaries, Themes, and Benefit Statements,” by Lee Hendrickson, PPM.APMP, FLIR Systems, Inc.

Proposals are sales documents. Why, then, do so many of them read like stilted technical tomes? This program shows how to “wake up” your proposal and show your customer why your offer is the only logical one. Demonstrate your understanding of the customer’s issues, craft powerful themes and benefit statements, “ghost” the competition, and submit a stand-out proposal.

Program 5/ April 2010

“Benchmarks in World-Class Proposal Writing Capabilities,” Vicki Griesinger, BD-Institute.

This presentation highlights outcomes from a 2008 industry-wide research study sponsored by BAE Systems of best practices in proposal writing. The study draws on in-depth analysis of industry leaders in five benchmark areas: proposal development steps, automation tools, organization constructs, training approaches, and other factors affecting performance. Focus will be on isolating the attributes of proposal writing capability that provide actionable results and directly correlate to success. Special care was taken in the research methodology to identify and isolate the specific capabilities that significantly enhance results and contribute to effectiveness and efficiencies in proposal writing.

Program 6/ September 2010

“Work Smarter, Not Harder,” by TBD.

In this session, we will reach into our bag of tricks and pull out some techniques that can reduce a lot of the angst that so many proposal people endure in the final hours of a proposal effort. We will start with tips for beginning a proposal effort immediately after RFP release, moving through the process until the proposal is received by the customer.

Program 7/ November 2010


“Overview of the Capability Maturity Model for Business Development (BD-CMM),” Vicki Griesinger, BD-Institute.

Allows participants to gain initial competence with the BD-CMM as their framework, path, and guide to sustainable results in business development (BD):

Understand the model's structure and vocabulary. The BD-CMM applies industry-standard CMM® concepts and language to Business Development.

Become familiar with BD-CMM key practices. The BD-CMM embeds proven practices in Business Development that allow users to transform their BD operations and to achieve leading-edge business results.

Learn how to determine the maturity of your organization's BD capability. The BD-CMM provides a standard for measuring BD maturity and establishing an improvement baseline upon which to extend capability.

Operating Budget

Our anticipated operating budget for the first year (2009) is about $750. We will use the APMP $500 seed money and the per-member allocation from APMP for startup activities. Other sources of funding will come from nominal fees (about $10-15) for some key events, corporate sponsorships, and advertisements in our newsletter.

Reporting RequirementsThe Chapter will adhere to all reporting requirements as specified in the Guidelines for Accounting, Chapter Accounts in the APMP Chapter Charter Guidelines, and will supplement financial reporting with an annual operational progress report. Specifically, we will maintain the following internal reports:

Checking and Savings AccountsTransaction LogsBank Statement ReconciliationsMeeting MinutesMembership logsNewsletter and other communication activitiesEvaluation reports for each event, other feedback reports

We will provide the following reports to the APMP:

Quarterly Rebate Report - due 15 days after the end of each quarter.

The annual report will be a comprehensive fiscal and operational summary. In addition to a summary of our fiscal status, the annual report will identify our goals for the past year and how well we meet them. It also will summarize in text and graphical format chapter activities, successes, problems and solutions. The report will include minutes of all chapter meetings as an appendix, as required, and additional materials produced (such as a newsletter, sample invitations and other promotional materials.).

Finally, goals for the following year will be established and communicated to the Regional Chapter Chair as the chapter’s liaison to the International Board of Directors.


South Africa Chapter Petition

APMP SOUTH AFRICA - CHAPTER PETITION

1. Introduction

Since 2006, the local proposal community has been informally arranging events. We held our first AGM on 4 September 2009 and voted in a committee. We would like to affiliate with the international proposal community and formally petition the board of directors of APMP to acknowledge us as a chapter. In addition to the information you require in this document, we attach the following documents for your reference:

- Our vision and strategy- A draft budget - Guidelines for chapter accounts

Our vision for 2010 is to create a platform for growth of the chapter. Subject to your go ahead, we will register a Section 21 (non-profit) company called APMP South Africa and reserve the domain apmp.org.za.

2. Location of the Chapter.

SOUTH AFRICA

Because 17 of our 18 charter members are based in Gauteng, we think this is a good place to start.

“With only 1.4% of South Africa's land area, the tiny province of Gauteng punches way above its weight, contributing 33% to the national economy and a phenomenal 10% to the GDP of the entire African continent. The population is 9.6 million people, representing 20% of the total population.” www.southafrica.info

3. Chapter Name.

APMP SOUTH AFRICA

4. Chapter Officers

The following officers will serve until 1 October 2010

Sandy Pullinger Chapter ChairElaine Porteous Secretary Jurie Van Nielerk TreasurerScylla Gardiner Events Debbie Colhoun MembershipJune Jousten Training

5. Mailing Address.

PO Box 1421 , Parklands, 2121, SOUTH AFRICA


http://www.southafrica.info/

6. Charter Members

There are 18 charter members:

Chris RademeyerElena StratoudakisWilliam GrahamTertia ViviersLyn SmerczakSandy PullingerSonja Van RensburgAnel KrugerAlta de BeerChristian FigenschouDebbie ColhounFlorence BugembeDale De OliveiraElaine PorteousJurie Van NiekerkAnn VisserScylla Gardiner

7. Chapter Operating Plan

Our objectives for 2010 are:

Members Target: grow from 10 to 50, 1 corporate

Money in Bank: grow from R0 to R25,000

Events Hosted: 4 events plus 1 conference

Accreditation: 5 members accredited

Spread News: 6 news releases

8. Chapter Logo.


9. Draft Calendar

Committee Meetings Telephone Meetings:Wed 4 NovWed 2 DecWed 3 FebWed 3 MarWed 5 MayWed 4 AugWed 1 Sep

Physical MeetingsWed 7 Oct - StrategyWed 20 JanWed 21 AprSat 17 Jul – StrategyWed 6 Oct

Conference & AGM 20-21 Oct1-4 Jun : US??: UK – hope we don’t clash??

Members Only Accreditation Study Group

Fri 12 FebFri 5 MarFri 16 AprFri 14 MayFri 11 JunFri 9 JulFri 13 AugFri 10 Sep

Networking Events Wed 17 Feb – Proposal WritingSat 13 Mar – NGO TrainingWed 12 May – Salary Survey for Recruitment CompaniesWed 18 Aug – Procurement and BBBEE


OCI Document

Conflict of Interest Policy7 November 2007 © 2007 APMP

Page 1 of 2 Rev. 0 All Rights Reserved

ARTICLE I PURPOSE The purpose behind the conflict of interest policy is to protect the Association of Proposal Management Professionals (APMP®), hereinafter referred to as APMP, when it is considering entering into a transaction or arrangement that could directly benefit an officer or director of APMP or any interested person, as defined in Article II, paragraph 1, or could result in a possible excess benefit transaction. This policy is intended to supplement but not replace any applicable state and federal laws, and treaty laws governing conflict of interest applicable to nonprofit and charitable organizations. This policy is intended to supplement but not replace any other policy in place by APMP.

ARTICLE II DEFINITIONS 1. Interested Person. Any director, principal officer, alliance partner, corporate sponsor/member, authorized training organization, or member of a committee with governing board-delegated powers, who has a direct or indirect financial interest as defined below, is an interested person.

2. Financial Interest. A person has a financial interest if the person has directly or indirectly, through business, investment, or family,

a. an ownership or investment interest in any entity with which APMP has a transaction or arrangement,

b. a compensation arrangement with APMP or with any entity or individual with which APMP has a transaction or arrangement, or

c. a potential ownership or investment interest in, or compensation arrangement with, any entity or individual with which APMP is negotiating a transaction or arrangement.

Compensation includes direct and indirect remuneration, as well as gifts or favors that are not insubstantial.

A financial interest does not necessarily mean a conflict of interest. A person who has a financial interest may have a conflict of interest only if the Board of Directors decides that a conflict of interest exists.

ARTICLE III PROCEDURES 1. Duty to Disclose. In connection with any actual or possible conflict of interest, an interested person must disclose the existence of the financial interest and be given the opportunity to disclose all material facts to the Board of Directors considering the proposed transaction or arrangement.

2. Determining Whether a Conflict of Interest Exists. After disclosure of the financial interest and all the material facts, and after any discussion with the interested person, he/she shall leave


the Board meeting while the determination of a conflict of interest is discussed and voted upon. The remaining Board members shall decide if a conflict of interest exists.

Conflict of Interest Policy7 November 2007 © 2007 APMP Page 2 of 2 Rev. 0

All Rights Reserved

3. Procedures for Addressing the Conflict of Interest

a. An interested person may make a presentation at the Board of Directors, but after the presentation, he/she shall leave the meeting during the discussion of, and the vote on, the transaction or arrangement involving the possible conflict of interest.

b. The CEO of the Board of Directors shall, if appropriate, appoint a disinterested person or committee to investigate alternatives to the proposed transaction or arrangement.

c. After exercising due diligence, the Board of Directors shall determine whether APMP can obtain with reasonable efforts a more advantageous transaction or arrangement from a person or entity that would not give rise to a conflict of interest.

d. If a more advantageous transaction or arrangement is not reasonably possible under circumstances not producing a conflict of interest, the Board of Directors shall determine by a majority vote of the disinterested Directors, whether the transaction is in APMP’s best interest, for its own benefit, and whether it is fair and reasonable. In conformity with the above determination, it shall make a decision as to whether to enter into the transaction or arrangement.

e. In case an undisclosed Conflict of Interest is determined, the Ethics Committee shall be responsible for conducting an investigation and making recommendations to the Board of Directors.

____________________________________

APMP Board Member name (print)

____________________________________ _________________

APMP Board Member signature date


Florida BylawsBYLAWS OF THE FLORIDA SUNSHINE CHAPTER,

ASSOCIATION OF PROPOSAL MANAGEMENT PROFESSIONALS

ARTICLE I – NAME

This organization shall be known as the Florida Sunshine Chapter of theAssociation of Proposal Management Professionals (APMP®)1, hereafter referred to as the Florida APMP.

ARTICLE II − MEMBERSHIP IN THE Florida APMP

Section 1. Member Eligibility: Membership in the Florida APMP shall consist of all persons who pay the APMP membership fee and abide by all rules of the organization, and who designate on their annual membership form that they are affiliated with the Florida APMP local chapter. Each member shall be responsible to update their membership status in the online APMP database indicating that they are a member of the Florida APMP to ensure proper distribution of dues to the Florida chapter.

Section 2. Membership Rolls: The Membership Chair of the Florida APMP shall record and maintain membership records, including the name, mail address, email address, phone number, and place of employment of each member.

ARTICLE III − MEETINGS OF THE MEMBERS

Section 1. Regular Meetings of the Members: At least four (4) meetings of the general membership shall be held each year (time and place will be specified by the Board of Directors). These meetings may take the form of workshops, programs, seminars, or other educational forums.

Section 2. Special Meetings of the Members: Special meetings of the members may be called by three (3) members of the Board of Directors or by the signatures of not less than one-fifth of the members of the Florida APMP on a Petition for Meeting. This meeting shall be held within a month of the presentation of the Petition to the Board of Directors at a place designated by the Board of Directors.

Section 3. Notice of Membership Meetings: Written notice stating the place, day, hour, and agenda of any meeting of the Florida APMP shall be posted on the Florida APMP web site at least two (2) weeks before the date of the meeting by the persons calling the meeting. Notice of meetings shall be simultaneously mailed (electronically and/or hard-copy mailing) to each member at the last address for such member which is on record with the Membership Chair of the Florida APMP pursuant to Article II, Section 2.

Section 4. Quorum: Chapter member’s equivalent to at least one-fifth the number of the total chapter membership shall constitute a quorum at a general membership meeting. If a quorum is not present at any meeting of the members, no official business votes may be taken.


To pass, a business motion may be enacted by the approval of a simple majority of the chapter members at the meeting.

ARTICLE IV − BOARD OF DIRECTORS

Section 1. General Powers: The business and affairs of the Florida APMP shall be managed by the Board of Directors.

Section 2. Composition: The Officers of the Florida APMP and such other Director positions that may establish from time to time shall comprise the Board of Directors.

Section 3. Membership and Affiliation: All Directors of the Florida APMP shall be APMP members in good standing and shall be affiliated with the Florida APMP chapter.

Section 4. Term and Election of Directors: Directors of the Florida APMP shall be elected annually. Terms shall run on a calendar year, from January through December.

a. Director nominations will be announced at the November board meeting.

b. There shall be no limit to the number of terms a Director can serve, either consecutively or cumulatively.

c. All Director Nominees shall be current APMP members, be affiliated with the Florida APMP Chapter, and agree to serve a one-year term (January 1 –December 31) if elected. Starting with the calendar year 2009, it shall be required that Chair nominees have at least one year of service on the Florida APMP Chapter Board.

d. The Chapter Co-chair will coordinate Director Elections. Director nominees shall be made and sought from the general membership and the Board. The Chapter Co-chair shall receive nominations in written form (email or hardcopy), contact the nominees to confirm that the person is willing to serve, and provide a list of qualified and willing nominees to the Board members at the November Board meeting.

e. If there is only one nominee for a board position, that person shall be deemed elected. For any director position with more than one nominee, the Chapter Co Chair will coordinate a regular election by distributing the nominee names and background information for consideration and a vote by the Chapter’s general membership. Only current APMP members affiliated with the Florida APMP Chapter may vote. The nominee with a simple majority of the votes received will be elected. The election will be completed before the December meeting of the Chapter’s general membership, and the election results (for contested and uncontested positions) announced at that meeting.

f. New board members shall serve for a one-year period. Board terms shall run January 1 to December 31.

g. If there are no nominees for a Director position for the regular election, the Board shall designate the position vacant or appoint one of the Directors to serve as the acting officer for that position. Then if a nominee (or nominees) is subsequently identified for the position, the Chapter will hold a special election, scheduled and coordinated by the Chapter Co-chair, to permanently fill the Director position in question. If one nominee is identified, that person


will be deemed elected. If that Director position is contested, the names and background information of the candidates will be distributed to the Chapter’s general membership for a vote. Only current APMP members affiliated with the FloridaAPMP Chapter may vote. The nominee with a simple majority of votes received will be elected. The elected Director will serve in that position for the reminder of the current Board’s term.

Section 5. Removal: Directors may be removed from office by a vote of two thirds of the members of the Board of Directors or by a vote of two-thirds of the Members at a regular meeting of the Members at which a quorum exists. Any Director who misses three (3) consecutive Board of Directors meetings shall be automatically removed unless those absences are of a medical nature or the majority of the Board sets aside the removal for other reasons.

Section 6. Resignation: Any Director may resign at any time by giving written notice to the Chapter Chair. Such resignation shall take effect on the date specified in the resignation notice. The Board of Directors may accept the resignation of a Director at any time during his or her term. The Board will attempt to replace that Director by nominating any of the Florida APMP members and by an approval vote of two-thirds of the remaining Directors. The term of the new Director shall be for the remainder of the Board’s one-year term. If the Board is unable to replace that Director before the term expires, the position will be filled at the next election.

Section 7. Compensation: The Board of Directors may compensate expenses incurred by the Directors for their services as such and may provide for payment of all expenses incurred by the Directors in attending regular or special meetings of the Board. Proper documentation of expenditures is required for reimbursement. No Director shall receive compensation for duties as a Board member of the Florida APMP.

ARTICLE V − MEETING OF DIRECTORS

Section 1. Regular Meetings (Virtual or Physical): The Board of Directors may provide by resolution, the time and date, within or without the State of Florida or by virtual means, for holding at least four (4) meetings each year, to be scheduled the month prior to a general membership meeting.

Section 2. Special Meetings: Special meetings of the Board of Directors may be called by or at the request of the Chapter Chair or any two (2) Directors.

Section 3. Notice of Meetings: Regular meetings of the Board of Directors may be held without notice to the Membership. The person or persons calling a special meeting of the Board of Director shall, at least two (2) days before the meeting, give notice thereof by any usual means of communication (electronic mail or posting on the web site). Such notice need not specify the purpose for which the meeting is called.

Section 4. Quorum: A majority of the Directors fixed by these Bylaws shall constitute a quorum for the transaction of business at any meeting of the Board of Directors.

Section 5. Manner of Acting: Except as otherwise provided in this Section, the act of the majority of the Directors present at a meeting at which a quorum is present shall be the act of the Board of Directors.


Section 6. Information Action by Directors: Action taken by a majority of the Directors without a meeting is nevertheless Board action, if written consent to the action in question is signed by all the Directors and filed with the minutes of the proceedings of the Board. The written consent can be done before or after the action is taken.

ARTICLE VI − BOARD POSITIONS

Section 1. The following will be the core positions of the Board of Directors. Detailed position descriptions will be established and maintained by the Board of Directors. The position descriptions may be modified by the Board of Directors as may be required from time to time.

Chapter Chair Chapter Co-Chair Treasurer Secretary Programs Chair Publicity/Promotion Chair Membership Chair

Section 2. Other Board Positions: The Board of Directors may, from time to time to meet the needs of the Chapter, establish other Board positions or At-Large Directors, filling the positions by Board action until the next scheduled election.

Section 3. Other Committees: There shall be ad hoc committees as deemed appropriate by the Board of Directors. The Board of Directors shall have authority to establish and appoint members to other special purpose committees as shall from time to time be necessary for the proper operation of the chapter.

ARTICLE VII − CONTRACTS, LOANS, AND DEPOSITS

Section 1. Contracts: The Board of Directors may authorize any officer or officers, agent or agents, to enter into any contract or execute and deliver any instrument on behalf of the Florida APMP, and such authority may be general or confined to specific instances.

Section 2. Loans: No loans shall be contracted on behalf of the Florida APMP and no evidences of indebtedness shall be issued in its name unless authorized by a resolution of the Board of Directors, and such authority may be general or confined to specific instances.

Section 3. Checks and Drafts: All checks, drafts, or other orders for payment of money issued in the name of the Florida APMP shall be signed by the Chapter Chair or the Treasurer, unless otherwise determined by resolution of the Board of Directors.

Section 4. Deposits: All funds of the Florida APMP, not otherwise employed, shall be deposited from time to time to the credit of the Florida APMP, in such depositories as the Board of Directors may direct.

Section 5. Gifts: The Board of Directors is authorized to accept contributions, gifts or bequests of any personal property on behalf of the Florida APMP. No Director is authorized to accept any gift on behalf of the Florida APMP if that gift is for personal gain only.

Section 6. Proper Use of Funds: Chapter funds should be used for such expenditures as local meeting expenses, preparing chapter mailings, and marketing and membership


development activities. Chapter funds should not be used to reimburse Directors or chapter members for meals, travel, entertainment, or direct payment to any member without proper reimbursement documentation, unless otherwise approved by the Board of Directors.

ARTICLE VIII − GENERAL PROVISIONS

Section 1. Waiver of Notice: Whenever any notice is required, a waiver thereof in writing signed by the person or persons entitled to such notice, whether before or after the time stated therein, shall be deemed equivalent to the giving of such notice.

Section 2. Fiscal year: Unless otherwise ordered by the Board of Directors, the fiscal year of the Florida APMP shall be from January 1 through December 31.

Section 3. Amendments: Except as otherwise provided herein, these Bylaws may be amended or repealed and new Bylaws may be adopted by the affirmative vote of a majority of the Members present at a regular or special Meeting of the Members at which a quorum is present.

Section 4. Parliamentary Authority: The rules contained in the current edition of Robert's Rules of Order shall govern the Florida APMP in all cases to which they are applicable, except as otherwise provided in the these Bylaws or any special rules of order the Florida APMP may adopt.

Section 5. Maintenance of Chapter Documents and Records: All records of the Florida APMP chapter shall be retained as directed by the Board of Directors; it is recommended that a repository or library of documents (such as official board meeting minutes, annual reports developed for the Headquarters APMP, membership meeting minutes, etc.) be created for these records. The Secretary shall be responsible for maintaining these documents and records.

Section 6. Start-up of the Chapter: The original Board of Directors will be constituted by the interim Board of Directors, established at the time the chapter’s charter is approved. Officer and other committee positions will be filled


NCA Corporate Partner Program

APMP-NCA Corporate Partner Program2009 Program Benefits

Program OverviewThe APMP-NCA Corporate Partner program is an opportunity for companies supporting the business development and proposal management industry in the Washington, D.C. metropolitan area to easily reach your target market. The program provides both in-person events and multi-media vehicles to reach members and non-members.

Benefits of the Corporate Partner Program include:

One free half-page ad a year and a listing on the Corporate Partner page in each of the five issues of the Chapter’s newsletter, the Executive Summary – listing exclusive to Corporate Partners, advertisement worth $250.

An opportunity to exhibit, with one free registration at the Chapter’s annual Professional Day – exhibiting exclusive to Partners, registration worth $105.

An opportunity to host one of six annual Roundtable dinners and four roundtable dinner passes a year – hosting exclusive to Partners, passes worth $260.

A listing on the APMP-NCA’s Corporate Partner Buying Guide website with a link to your homepage – exclusive to Corporate Partners.

The 2009 Corporate Partner dues remain unchanged at $500.

Program EligibilityEligibility in the APMP-NCA Corporate Partner program is open to all companies with an active interest in the field. APMP-NCA is an individual membership organization so Corporate Partners’ do not receive membership benefits in addition to the Corporate Partnership benefits. Therefore it is a requirement that at least one senior level company representative be an active APMP-NCA member.

Executive Summary AdvertisingAPMP-NCA annually publishes five issues of the Executive Summary, the chapter’s newsletter. Corporate Partners are entitled to one free half-page ad a year. Regardless of whether you advertise, your logo and website address is listed in every issue in recognition of your contributions as a Corporate Partner.

Ad SpecificationsAds should be submitted digitally as actual-sized color or black and white artwork. The size for a half-page ad is 5.5” x 8.5”. Minimum resolution is 150 dpi. Artwork may be provided in .jpg, .ai, .eps, or .pdf


format. Please submit your ad to Olessia Smotrova-Taylor, Newsletter Chair, [email protected] by the advertising deadline corresponding to the issue in which you wish your ad to appear.

Ad RatesAPMP-NCA encourages our Partners to advertise on a regular basis. The advertising rates for 2008-2009 are as follows:

• Full Page—8.5” x 11”—$500

• Half-Page—5.5” x 8.5”—$250

• Quarter-Page—3.5” x 5”—$150

Payment must be received via check made payable to “APMP-NCA” at APMP-NCA, P.O. Box 3063, McLean, VA 22103-3063 by the advertisement deadline corresponding to the issue in which you wish your ad to appear.

Ad Submission Deadlines

Issue Ad Deadline Date Corporate Partner Ads

February 2009 January 7, 2009 Maximum 5

Spring 2009 TBD Maximum 5

Summer 2009 TBD Maximum 5

Fall 2009 TBD Maximum 5

Winter 2009 TBD Maximum 5

Professional Day ExhibitingProfessional Day, held every year in October, is APMP-NCA’s signature event. Attendance exceeds 200 professionals from the D.C. area and beyond, and seats sell out over a month in advance. Exhibiting at this event is limited to Corporate Partners. If you elect to exhibit, you receive one free registration for a representative of your company. All other representatives pay the appropriate member or non-member registration fee based on their individual APMP-NCA membership status.

RoundtablesAPMP-NCA sponsors six Roundtable dinner meetings a year, each featuring speakers on topical issues. Roundtables draw between 120 – 250 attendees based on the topic and the time of year. The schedule for 2009 follows:

Roundtable Topic Hosts


mailto:[email protected]

January 21, 2009 Maximum 4

February 18, 2009 Maximum 4

May 20, 2009 Maximum 4

July 15, 2009 Maximum 4

September 16, 2009 Maximum 4

November 18, 2009 Maximum 4

Dinner PassesAs a Corporate Partner, your company receives four dinner passes a year for Roundtables. Passes may be used at your discretion, either one at a time or all at once. We use a paperless pass system. In order to use a pass, go to the Roundtable registration page on the NCA website and look for the Corporate Partner prompt to complete your registration process. As a safeguard, we contact you as your company’s main point of contact should someone attempt to use one of your passes without permission.

As of 2009, passes are issued on an annual use it or lose it basis.

Hosting RulesCorporate Partners have the option of hosting one Roundtable a year. As a host, you may set up an exhibit in the meeting room lobby where you can perform product demonstrations and distribute literature. You may also distribute your company’s literature at each place setting prior to the start of the program. Raffles and other giveaways are permitted and well loved by our members. Please let us know before the event so we can add the drawing to the evening’s agenda.

Exhibits are restricted to the size of a 3’ x 6’ table. For those with tabletop exhibits, we will provide a table on request. Set up is no later than 5:00 p.m. and tear down is immediately after the event.

Hosts do not receive additional dinner passes. Representatives from your company use one or more of the four passes included with the Partner package or register as a paying guest. As with Professional Day, representatives of your company paying for the Roundtable register according to their personal APMP-NCA membership status.

Hosts have the option of sitting at the head table or with potential customers anywhere in the room. A 125 word write-up about your company appears in the evening’s program.


Website ListingThe APMP-NCA website has a link to the Corporate Partner Buyer’s Guide Web page. Under your logo, we list your contact information, website with active link, and 125 word company description. The Buyer’s Guide is exclusive to Corporate Partners.

Program ContactThe APMP-NCA Corporate Partner Chair is Marcia Horting. She can be reached at [email protected] or 202-365-1747.


mailto:[email protected]

Sample SoCal Annual Calendar

January 2010 SoCal APMP Activity CalendarSUNDAY MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY

1Year End Report Due

2

3 4Send out meeting reminder to members,

5 6 7 8 9

10 11 12 13 14 15 16

17 18Send out meeting reminder to members

19 20 21Membership Meeting6:00 (virtual)

22 23

24 25 26 27 28 29 30

February 2010 SoCal APMP Activity CalendarSUNDAY MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY

1 2 3 4 5 6


8Send out board meeting agenda

9 10 11 12 13

15Send board meeting reminder notice

16 17 18Board Meeting6:00

19 20

22 23 24 25 26 27


March 2010 SoCal APMP Activity CalendarSUNDAY MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY

1Send out meeting reminder to members, finalize host

2 3 4 5 6

8 9 10 11 12 13

15Send out meeting reminder to members

16 17 18Membership Meeting6:00 (virtual)

19 20

22 23 24 25 26 27

April 2010 SoCal APMP Activity CalendarSUNDAY MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY

1Quarterly Report Due

2 3

5Send out board meeting agenda

6 7 8 9 10


12Send board meeting reminder notice

13 14 15Board Meeting6:00

16 17

19 20 21 22 23 24


Sample Northwest Meeting Minutes


Guidelines for Chapter Reinstatement

An inactive APMP chapter will be reinstated by the BoD provided it meets the minimum standards defined below. The following guidelines define the reinstatement of an APMP chapter:

Petitioning for Reinstatement Chapter Charter. A chapter will be officially reinstated by APMP when its potential membership provides a formal petition to the BoD. A copy of the petition will be emailed to the APMP International Office. Minutes of the pre-charter meetings shall also be included. All members of the BoD will receive copies of the petition from the APMP International Office prior to the next regularly scheduled BoD meeting at which chapter incorporation will be considered. An aggregation of members may ask to become a chartered APMP chapter by filing a formal petition, which includes the following:

Location of the Chapter. This location may be considered in a multi-city "area" (i.e., the "Valley of the Sun" area in Arizona), a city, a municipality, or other specific geographic location. The chapter must also specify the boundaries of its intended operation. The chapter, if a special interest group, may operate across geographic boundaries.

Chapter Name. A unique name must be presented (i.e. Valley of the Sun) that reflects the geographical or functional nature of the chapter.

Chapter Officers. The petition must include the names of the chapter’s charter officers, to include at a minimum a Chapter Chair and a Secretary/Treasurer. These officers must commit to serving a minimum of one calendar year following incorporation. Additional chapter officers such as Planning Chair, Membership Chair, etc., may also be elected by the membership. The Chapter Chair should attend the APMP Annual International Conference.

Email Address. The chapter must include an email address for receipt of all APMP correspondence.

Charter Members. The petition must name those members who comprise the chapter's charter membership. There must be a minimum of fifteen (15) names affixed to the petition.

Chapter Operating Plan. The chapter's initial year's operating plan will be attached to the petition. This plan should include chapter meeting dates, locations and agendas, selected workshops or symposia, operating budgets, and reporting requirements. Meetings. A chapter must hold a minimum of four (4) meetings per year. Meetings should be scheduled accordingly to demonstrate advantages to the chapter members.


Quarterly Rebate Reports. Each chapter will provide APMP with a quarterly rebate report to receive the member rebates (for the fourth quarter include a copy of the year-end bank statement).

Chapter Logo. Each chapter will submit a logo for APMP publication – either the original design or a revised one.

Reinstating an APMP Chapter. The BoD will accept a motion recommending that a petition for reinstatement be considered. Following discussion, the BoD will vote on the motion. A simple majority of the BoD is required for acceptance of the petition and reinstating a chapter charter (e.g., Chesapeake Chapter). If the vote is against reinstating a chapter, specific reasons will be formally provided to the petitioning members by the APMP International Office, with recommendations for successful re-submittal, if appropriate.


APMP® Document Retention and Destruction Policy

Internal Revenue Service Revised Form 990 (2008)

The Association of Proposal Management Professionals’ (APMP®) Document Retention and Destruction Policy

This Document Retention and Destruction Policy of the Association of Proposal Management Professionals (APMP®) identifies the record retention responsibilities of staff, volunteers, members of the Board of Directors, and outsiders for maintaining and documenting the storage and destruction of the Organization’s documents and records.

1. Rules. APMP’s staff, volunteers, members of the Board of Directors and outsiders (i.e., independent contractors via agreements with them) are required to honor these rules: (a) paper or electronic documents indicated under the terms for retention below will be transferred and maintained by the Secretary and Executive Director or their equivalents; (b) all other paper documents will be destroyed after three years; (c) all other electronic documents will be deleted from all individual computers, data bases, networks, and back-up storage after one year; and (d) no paper or electronic documents will be destroyed or deleted if pertinent to any ongoing or anticipated government investigation or proceeding or private litigation.

2. Terms for retention.

a. Retain permanently:

Governance records – Charter and amendments, Bylaws, other organizational documents, governing board and board committee minutes.

Tax records – Filed state and federal tax returns/reports and supporting records, tax exemption determination letter and related correspondence, files related to tax audits. Intellectual property records – Copyright and trademark registrations and samples of protected works.

Financial records – Audited financial statements, attorney contingent liability letters.

b. Retain for ten years:

Pension and benefit records -- Pension (ERISA) plan participant/beneficiary records, actuarial reports, related correspondence with government agencies, and supporting records.

c. Retain for three years:

Employee/employment records – Employee names, addresses, social security numbers, dates of birth, INS Form I-9, resume/application materials, job descriptions, dates of hire and termination/separation, evaluations, compensation information, promotions, transfers, disciplinary matters, time/payroll records,


leave/comp time/FMLA, engagement and discharge correspondence, documentation of basis for independent contractor status (retain for all current employees and independent contractors and for three years after departure of each individual). Lease, insurance, and contract/license records – Software license agreements, vendor, hotel, and service agreements, independent contractor agreements, employment agreements, consultant agreements, and all other agreements (retain during the term of the agreement and for three years after the termination, expiration, non-renewal of each agreement).

Retain for one year:

All other electronic records, documents and files – Correspondence files, past budgets, bank statements, publications, employee manuals/policies and procedures, survey information.

3. Exceptions. Exceptions to these rules and terms for retention may be granted only by the APMP’s Executive Director or Legal Counsel.


APMP® Whistleblower Policy

Internal Revenue Service Revised Form 990 (2008)

Association of Proposal Management Professionals (APMP®) Whistleblower Policy

This Whistleblower Policy of the Association of Proposal Management Professionals (APMP®): (1) encourages staff and volunteers to come forward with credible information on illegal practices or serious violations of adopted policies of APMP; (2) specifies that APMP will protect the person from retaliation; and (3) identifies where such information can be reported.

1. Encouragement of reporting. APMP encourages complaints, reports or inquiries about illegal practices or serious violations of its policies, including illegal or improper conduct by APMP itself, by its leadership, or by others on its behalf. Appropriate subjects to raise under this policy would include financial improprieties, accounting or audit matters, ethical violations, or other similar illegal or improper practices or policies. Other subjects which the APMP has existing complaint mechanisms should be addressed under those mechanisms, such as raising matters of alleged discrimination or harassment via the Organization’s human resources channels, unless those channels are themselves implicated in the wrongdoing. This policy is not intended to provide a means of appeal from outcomes in those other mechanisms.

2. Protection from retaliation. APMP prohibits retaliation by or on behalf of APMP against staff or volunteers for making good faith complaints, reports or inquiries under this policy or for participating in a review or investigation under this policy. This protection extends to those whose allegations are made in good faith but prove to be mistaken. APMP reserves the right to discipline persons who make bad faith, knowingly false, or vexatious complaints, reports or inquiries or who otherwise abuse this policy.

3. Where to report. Complaints, reports or inquiries may be made under this policy on a confidential or anonymous basis. They should describe in detail the specific facts demonstrating the bases for the complaints, reports or inquiries. They should be directed to the APMP’s executive director or chief executive officer who serves as the chair of the Board of Directors; if both of those persons are implicated in the complaint, report or inquiry, it should be directed to the Secretary. APMP will conduct a prompt, discreet, and objective review or investigation. Staff or volunteers must recognize that APMP may be unable to fully evaluate a vague or general complaint, report or inquiry that is made anonymously.

Draft1 – October 21, 2008
