Chapter Documents

Annual Reports

The Boston Chapter is committed to managing the chapter in as open and transparent a manner as possible. In support of this goal, we are pleased to provide you the opportunity to view and download copies of the annual reports saved below.

Financial Report

Financial Report 2016-2017 Boston chapter-financial-report-final-2017

By-Laws

NATIONAL CONTRACT MANAGEMENT ASSOCIATION
CHAPTER BY-LAWS
Boston Chapter

Approved Date: 26 Aug 2013 (by unanimous vote of Chapter Board of Directors, this date)
Next revision date: 25 Aug 2018.

ARTICLE I: NAME, ORIGIN AND PLACE OF BUSINESS

A. The name of this chapter is the Boston Chapter. The address of the Boston Chapter is the mailing address of the current Chapter VP Treasurer. The chapter number is 022 and the Chapter IRS Tax ID is 04-3299061.

B. These chapter by-laws are consistent with the national association by-laws and national association policies (and all revisions there-to), which are incorporated into this document by reference. In the case of any inconsistency between the NCMA by-laws and the chapter by-laws, the NCMA by-laws shall govern.

C. The fiscal year of the chapter shall be the same as the national association, which is from July 1 through June 30. The fiscal year and program year shall be the same dates.

ARTICLE II: CHAPTER OFFICERS

A. The elected officers of the Boston Chapter shall be: Chapter President, Chapter Secretary (aka Chapter Vice President, Administration), and Chapter Treasurer (aka Chapter Vice President, Treasurer). Additionally, the chapter may elect one or more vice-presidents for committees, as those committees best serve the needs of the chapter, with titles such as: Programs, Membership, Education, Special Projects. A Chapter President-elect (aka Chapter First Vice President) may be elected from time-to-time if an appropriate person is identified for important succession purposes (this would usually be for one year before they would become Chapter President). The elected chapter officers shall be called the “Chapter President’s Council”.

B. The chapter may also select committee chairs for committees such as: Newsletter, Nominations and Elections, Employment, Small Business, Information Technology, March Workshop, Fellows/Awards, Audit, and others as needed

C. Elected officers and committee chairs must be current members of NCMA. The duties of the chapter officers and committee chairs are as stated in NCMA’s policy and procedure documents.

D. The chapter shall have a Chapter Board of Directors (“Board”). The members of the Board shall be nominated by the Nominations and Elections committee on behalf of the chapter president. Meetings of the Board shall be chaired by the chapter president. The chapter Board shall have similar duties and responsibilities as listed in the NCMA policy on the “Executive Advisory Council.”

ARTICLE III: ELECTION OF CHAPTER OFFICERS

A. The chair and members of the Nominations and Elections Committee shall be responsible for filling the slate of officer candidates. The committee shall operate within the guidelines of the NCMA policy on “Nominations and Elections Committee” and shall take reasonable steps to ensure that chapter elections are completed by May 1 of each program year.

B. Officer candidates shall be nominated from the general chapter membership and elected by an affirmative vote of the majority of chapter members or by casting ballots.

C. Chapter elections may be held at a chapter meeting or may be conducted by mail or electronic ballot. Association members in good standing, whose dues are paid in full and assigned to the Boston Chapter, as of the date of the chapter election are entitled to cast a ballot in chapter elections.

D. Chapter officers may be removed from office for cause in accordance with the NCMA by-laws.

E. Vacancies in any elected chapter officer position caused during the program year by resignation, succession or other reasons, shall be filled by a vote of the members of the Chapter Board of Directors, and not the membership as described above. The chapter member elected to fill such vacancy shall serve until the completion of the term of the vacated office.

ARTICLE IV: TERM OF OFFICE/EXECUTIVE MEETINGS

A. The Chapter President’s Council. The Chapter President’s Council shall convene periodically to conduct the business of the chapter with a goal of meeting at least three times per year.

B. The term of office for chapter officers shall be one year and thus elections are held every year. However, candidates are expected to be available to hold office for at least two years. The Treasurer’s term of office shall be limited to three (3) years unless the Board determines unusual circumstances require an extension of that limit.

C. The chapter president shall conduct the President’s Council meetings and will provide each council member with an agenda for the meeting.

D. Each member of the President’s Council is responsible for reporting on the activities in their area of responsibility.

ARTICLE V: CHAPTER MEETINGS

A. The chapter shall have regularly scheduled membership meetings. The chapter shall meet during the months of September through June of each program year. This schedule may be modified each year to accommodate the Presidents’ Council annual plan. In no case shall there be less than 8 meetings/programs scheduled for the year.

B. The time, day and place of chapter meetings shall be established by the Chapter President’s Council and will be provided to the membership via the chapter newsletter and other regular methods of chapter communication.

ARTICLE VI: CHAPTER ASSETS

A. The National Contract Management Association is a 501(c) (6) nonprofit association chartered in accordance with the Internal Revenue Service Code of 1954 and the Articles of Incorporation filed under the Virginia Non-Stock Corporation Act. Therefore, it is imperative that the Boston Chapter and all of the Boston Chapter officers, Chairs, and Board adhere to the fiduciary responsibility conferred on them in the operation of the chapter. They shall ensure that the chapter assets are utilized in accordance with the NCMA Chapter Guidelines and Article II of the NCMA By-laws.

The chapter Treasurer, working with the chapter officers and chairs, shall develop a budget for the program year at the beginning of the program year. The budget shall consist of intended program year expenditures and estimated income from planned chapter activities for their area of responsibility.
The chapter treasurer shall prepare periodic reports, acceptable to the Chapter President and the Board, of the financial balance sheet and income/expense sheet for review by the Chapter President’s Council and for presentation to the Board.
Specific guidance on disbursement of chapter funds will be developed and reviewed at the beginning of each chapter year and address at a minimum the use of checks and debit cards by chapter officers.
An independent audit shall be initiated by the chapter treasurer and approved by the chapter president at the end of each program year. The independent audit shall be performed by an individual outside of chapter leadership; that is, the individual cannot be an officer, committee chair or serve in any other official volunteer capacity. A formal audit report shall be submitted to the NCMA Headquarters within 90 days of the end of the program year.
In the event of charter revocation or chapter dissolution in accordance with NCMA Policy 5-7, all residual chapter funds and tangible property acquired by the chapter shall be forwarded to the principal office of NCMA and the chapter shall cease the use and display of the NCMA/chapter logo immediately following revocation.

ARTICLE VII: BY-LAWS AND AMENDMENTS

A. The chapter by-laws shall be revised when there are major changes to the NCMA by-laws or other sections of the NCMA policy that create an inconsistency between that document and these by-laws. Voting on changes to the chapter by-laws for these reasons requires a majority of votes by the Board of Directors, or every five years. Failure to revise the chapter by-laws shall not, however, render these by-laws invalid.

B. Amendments to the chapter by-laws shall be proposed in writing to the chapter president. The Chapter President shall present any proposed changes to the Board for review, discussion and vote.

C. Approval of chapter by-laws and revisions to chapter by-laws shall be subject to an affirmative vote of a two-thirds (2/3) of voting members either present at a scheduled Board meeting or in response to an e-mail called for by the Vice President, Administration on behalf of the Chapter President. Prior to the vote, the Vice-President, Administration shall post the proposed by-laws or revisions to the by-laws on the chapter website

D. A copy of the Boston Chapter by-laws and amendments shall be kept in a book of record with the Vice President of Administration.

ARTICLE VIII: CONTRACT MANAGEMENT CODE OF ETHICS ANNUAL OBLIGATION

The chapter strongly supports integrity and ethics in the contracting profession, both in the government and private industry sectors. All officers, chairs, and Board members accept their positions with the understanding that they have read and will honor the Contract Management Code of Ethics, and also that they will promote its tenets.

ARTICLE IX: RESPONSIBILITIES OF THE BOARD OF DIRECTORS

1. The Board of Directors will meet as necessary during the year, with a goal of meeting at least three times per year.
2. The Board will review and approve the budget proposed for the program year by the Chapter Treasurer.
3. Approval of the Budget or any action requiring Board approval will be by a majority of the Board present at the meeting.
4. Any proposed significant change to the Board-approved budget will require approval of the Board prior to the expenditure. Approval may be by email if time is of the essence.
5. The Board will review and approve the plans submitted by the officers and chairs during its first meeting of the year.
6. The Board is responsible to assure that the prior year’s chapter President had engaged a qualified person to perform the annual audit in the form required by the national office and submitted to the national office in the timeframe specified.
7. If any officer resigns during the year, the Board will appoint a replacement from recommendations provided by the Presidents’ Council.
8. If a Board member resigns, no replacement will be made until the next program year.

ARTICLE X: FINANCIAL MANAGEMENT PRACTICES

1. The Vice-President, Treasurer, shall be responsible for maintaining procedures to be used by chapter members to receive reimbursement of funds expended on behalf of the chapter.
2. The President and Vice-President Treasurer shall be the only chapter officers with signature approval on all Chapter Financial Accounts. Changes to check signing authority for the Treasurer and President shall be changed as soon as practicable after elections of new Treasurer or President.