The Chapter Bylaws establish the rules by which our chapter is organized and operated.
The Code of Ethics of the National Contract Management Association (NCMA) establishes principles for members of the contract management profession. This code requires members of the contract management profession to conduct themselves in a way that brings credit to the profession.
The Code of Ethics of the National Contract Management Association (NCMA) establishes principles for members of the contract management profession. This code requires members of the contract management profession to conduct themselves in a way that brings credit to the profession.
CM Code of Ethics
SECTION ONE: PREAMBLE
The Code of Ethics establishes principles for members of the contract management profession. This code is intended to create public trust and confidence in the integrity of the contract management process. All members of NCMA shall abide by the letter and spirit of this code.
SECTION TWO: GENERAL OBLIGATIONS
INTEGRITY:
Members fulfill their duties without deception or misleading practices. Members actively support and encourage others in adhering to this code.
ACCOUNTABILITY:
Members accept responsibility for their own conduct and performance.
GOOD FAITH:
Members conduct all business in good faith, make any required disclosures, and avoid actual or apparent conflicts of interest (whether by reason of financial interest, family relationship, or any other circumstances).
PROFESSIONALISM:
Members educate themselves on all aspects of the contracting profession and apply this knowledge to the best of their ability to serve their employers, customers, clients, business partners, and the public. This includes sharing one’s knowledge and experience to contribute to the development of the profession. Members provide objective advice free from improper influence.
CONFIDENTIALITY:
Members protect confidential information concerning the business affairs of any present or former employer, governmental agency, business partner, or public body on which they serve.
COMPLIANCE WITH LAWS:
Members comply with all laws and regulations governing contract management activities within the jurisdictions in which they conduct business.
TRUST:
Members conduct themselves in a manner to establish and maintain trust and confidence in the integrity of the contract management process.
RESPECT:
Members are respectful of others while performing their professional duties.
SECTION THREE: OBLIGATIONS TO THE PROFESSION
PROFESSIONAL REPUTATION:
Members do not make disparaging statements that could affect negatively affect the professional reputation of another contract management professional. Instead, members do their best to elevate the profession and the association.
MUTUAL ACCOUNTABILITY:
Members hold each other accountable for compliance with this code.
PROFESSIONAL DEVELOPMENT:
Members stay up-to-date on developments in the contract management field to maintain their knowledge, skill, and level of professional competence.
ADVANCEMENT BY QUALIFICATION:
Members encourage hiring and promotion within the contract management profession based upon an individual’s professional qualifications.
PROFESSIONAL QUALIFICATIONS AND CERTIFICATION:
Members make only truthful claims concerning professional qualifications, certification status, or experience. Members use any professional certification or designation only in accordance with the practice and rules of NCMA or other certifying or granting body that granted the certification or designation.
SECTION FOUR OBLIGATIONS TO THE ASSOCIATION
SERVICE:
To advance the contract management profession, members willingly serve the association in the chapter and national offices without compensation.
VIOLATIONS:
Members must report any suspected violations to an official of NCMA at either the chapter or national level, whichever is appropriate. Violations of the Code of Ethics are subject to disciplinary action at the discretion of NCMA up to, and including, revocation of membership and certification. Members shall not retaliate against anyone who raises a valid concern under this code.
The Code of Ethics establishes principles for members of the contract management profession. This code is intended to create public trust and confidence in the integrity of the contract management process. All members of NCMA shall abide by the letter and spirit of this code.
SECTION TWO: GENERAL OBLIGATIONS
INTEGRITY:
Members fulfill their duties without deception or misleading practices. Members actively support and encourage others in adhering to this code.
ACCOUNTABILITY:
Members accept responsibility for their own conduct and performance.
GOOD FAITH:
Members conduct all business in good faith, make any required disclosures, and avoid actual or apparent conflicts of interest (whether by reason of financial interest, family relationship, or any other circumstances).
PROFESSIONALISM:
Members educate themselves on all aspects of the contracting profession and apply this knowledge to the best of their ability to serve their employers, customers, clients, business partners, and the public. This includes sharing one’s knowledge and experience to contribute to the development of the profession. Members provide objective advice free from improper influence.
CONFIDENTIALITY:
Members protect confidential information concerning the business affairs of any present or former employer, governmental agency, business partner, or public body on which they serve.
COMPLIANCE WITH LAWS:
Members comply with all laws and regulations governing contract management activities within the jurisdictions in which they conduct business.
TRUST:
Members conduct themselves in a manner to establish and maintain trust and confidence in the integrity of the contract management process.
RESPECT:
Members are respectful of others while performing their professional duties.
SECTION THREE: OBLIGATIONS TO THE PROFESSION
PROFESSIONAL REPUTATION:
Members do not make disparaging statements that could affect negatively affect the professional reputation of another contract management professional. Instead, members do their best to elevate the profession and the association.
MUTUAL ACCOUNTABILITY:
Members hold each other accountable for compliance with this code.
PROFESSIONAL DEVELOPMENT:
Members stay up-to-date on developments in the contract management field to maintain their knowledge, skill, and level of professional competence.
ADVANCEMENT BY QUALIFICATION:
Members encourage hiring and promotion within the contract management profession based upon an individual’s professional qualifications.
PROFESSIONAL QUALIFICATIONS AND CERTIFICATION:
Members make only truthful claims concerning professional qualifications, certification status, or experience. Members use any professional certification or designation only in accordance with the practice and rules of NCMA or other certifying or granting body that granted the certification or designation.
SECTION FOUR OBLIGATIONS TO THE ASSOCIATION
SERVICE:
To advance the contract management profession, members willingly serve the association in the chapter and national offices without compensation.
VIOLATIONS:
Members must report any suspected violations to an official of NCMA at either the chapter or national level, whichever is appropriate. Violations of the Code of Ethics are subject to disciplinary action at the discretion of NCMA up to, and including, revocation of membership and certification. Members shall not retaliate against anyone who raises a valid concern under this code.
Chapter ByLaws
NATIONAL CONTRACT MANAGEMENT ASSOCIATION (NCMA) CHAPTER BYLAWS
Rio Grande Chapter
Date: 12/08/2021
Next revision date: March 3, 2026
ARTICLE I: NAME, ORIGIN AND PLACE OF BUSINESS
A. The name of this chapter is the Rio Grande Chapter. The chapter number is 042 and the date of the chapter charter is May 14, 1969. The Rio Grande Chapter was created from the Albuquerque (042) chapter and the Zia (139) chapter. The chapter maintains a website at www.ncmargc.org and an email address at riograndencma@gmail.com.
B. These chapter bylaws are consistent with the NCMA Association Policy Manual (APM) and all revisions there-to, which are incorporated into this document by reference. In the case of any inconsistency between the APM and these chapter bylaws, the APM shall govern.
C. The fiscal and program year of the chapter shall be the same as the national association, which is from July 1 through June 30 of the following year.
ARTICLE II: CHAPTER OFFICERS
A. The elected officers of the Rio Grande Chapter (Chapter Officers) shall be: President, Vice President/President-Elect, Secretary and Treasurer. The elected Chapter Officers shall be called the “Chapter Executive Council”.
B. The Chapter Executive Council shall approve the appointment of Committee Chairs as needed or desired, which may include but are not limited to: Archivist, Awards, Certification, Communications, Facilities, Fellows, Membership, Nominations, Outreach Programs and Webmaster.
C. Collectively, the Chapter Executive Council and Committee Chairs shall be known as the “Chapter Board”. The appointed Committee Chairs shall have the same responsibility of Duties of Care and Loyalty as the elected officers, described in NCMA APM 2-1: Board of Directors.
D. Chapter Board members must be current members of NCMA in good standing. The duties of the Chapter Officers and Committee Chairs will be posted on the chapter website. If there is no description in the above described chapter duties document, the instructions of NCMA APM on “Committees” shall apply.
E. The Chapter may have a “Council of Advisors” in addition to the Chapter Board. The Immediate Past President will advance to the Council of Advisors automatically. Other members of the Council of Advisors shall be nominated by the Chapter Executive Council and are encouraged to participate in Chapter Board meetings. The Council of Advisors shall have similar duties and responsibilities as listed in the NCMA APM on the “Board of Advisors”.
ARTICLE III: ELECTION OF CHAPTER OFFICERS
A. The chair and/or 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 APM on “Nominations and Elections Committee” and ensure that chapter elections are completed by May 1 of each program year.
B. Chapter Officer Candidates shall be nominated from the chapter membership and elected by an affirmative vote of the majority of chapter members casting ballots. The office of Vice President/President Elect will advance by succession unless nomination and election are required by subparagraph E of this Article.
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 Rio Grande Chapter, as of the date of the chapter election are entitled to cast a ballot in chapter elections.
D. If possible, newly elected Chapter Officers should be installed at the last meeting of the program year, but not later than the first meeting of the next program year, to ensure proper authority to act on behalf of the chapter and participate in planning actions for the next program year.
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 Executive Council. The chapter member selected to fill such vacancy shall serve the remainder of the term of the vacated office.
F. Chapter Officers may be removed from office for cause in accordance with the NCMA APM.
ARTICLE IV: TERM OF OFFICE/EXECUTIVE MEETINGS
A. The term of office for the Chapter Officers shall be one (1) year. Terms for the same officer position shall not exceed two consecutive terms. Any deviation to this policy must be approved by the Association Chief Executive Officer in accordance with the NCMA APM.
B. The Chapter Executive Council shall convene a chapter board meeting on a regularly scheduled basis, generally monthly during the program year, at the call of the President, to conduct the business of the chapter. Each member of the Chapter Board present at any meeting is entitled to cast a vote on matters of chapter business. A quorum necessary to conduct chapter business will be 50% of the Chapter Board.
C. The Chapter President shall conduct the monthly chapter board meetings. An agenda will be provided for the meeting. Chapter Board meetings shall be conducted in accordance with the most recent edition of Robert's Rules of Order to the maximum extent practicable.
D. Each member of the Chapter Board is responsible for reporting on the activities in their area of responsibility.
E. The Chapter President shall conduct at least one strategic planning meeting prior to the beginning of each program year (e.g. over the summer). The purpose of the planning meeting is to review chapter long-term and short-term goals, objectives, and strategies; plan upcoming programs; create an annual budget; review board vacancies and ongoing succession planning. An agenda will be provided for the meeting.
ARTICLE V: CHAPTER MEETINGS
A. The Chapter shall have membership meetings as needed to conduct specific chapter business, such as elections. These meetings may be in conjunction with Chapter sponsored events, through email polling, or other means as appropriate. The meetings may be called anytime during the program year.
B. The time, day and venue of any chapter meeting shall be established by the Chapter Board and will be provided to the membership via 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 Rio Grande Chapter and all members of the Rio Grande Chapter 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 APM.
B. The Chapter Treasurer shall prepare an overall chapter budget from the Chapter Board inputs and shall submit the program year budget to the Chapter Executive Council. The Chapter Executive Council shall approve the chapter budget at the beginning of the chapter program year
C. All proposed chapter expenditures over $25.00 shall be brought before the board at the earliest opportunity for consideration and may be expensed after an affirmative vote by the majority of board members present. Expenses may also be presented for consideration and approval via email.
D. The Chapter Treasurer shall prepare a monthly report of the financial balance sheet and income/expense sheet for review by the Chapter Executive Council. The financial report shall at a minimum include the bank account balances and any sources of income or expense.
E. 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.
F. 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 board; that is, the individual cannot be an officer, committee chair or serve in any other official volunteer capacity. The annual audit report shall be submitted to the NCMA Headquarters with the chapter annual report each program year.
G. In the event of charter revocation or chapter dissolution in accordance with the NCMA APM, 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: BYLAWS AND AMENDMENTS
A. The chapter bylaws shall be revised when there are major changes to the NCMA bylaws or other sections of the NCMA APM that create an inconsistency between that document and these bylaws, or every five years. Failure to revise the chapter bylaws shall not render these bylaws invalid.
B. Amendments to the chapter bylaws shall be proposed in writing to the Chapter Secretary, who will present the proposed Amendments to the Chapter Board for discussion and / or approval at its next regular meeting.
C. Approval of, or amendments to these chapter bylaws shall be determined by an affirmative vote of three-fourths (3/4) of the Chapter Board at a meeting where a quorum exists. Upon resolution adopted by the Chapter Board, the NCMA National Office shall approve the bylaws or amendments in accordance with the NCMA APM.
D. A copy of the Rio Grande Chapter bylaws and amendments shall be kept in a book of record with the Chapter Secretary and on the Chapter website.
ARTICLE VIII: CONTRACT MANAGEMENT CODE OF ETHICS ANNUAL OBLIGATION
A. The chapter strongly supports integrity and ethics in the government contracting profession. Therefore, the chapter will start each program year off with a reminder to its members of the importance of complying with the Contract Management Code of Ethics by either pointing members to where it can be found on the NCMA website, handing out copies at the beginning of the program year or reading the Code of Ethics aloud at the first scheduled chapter meeting.
B. At the beginning of the program year, the Chapter Secretary shall provide all Chapter Officers, and Committee Chairs a written copy of the Code of Ethics with a signature block at the bottom of the page which they are required to sign and date. These signed copies will be retained by the Chapter Secretary along with the chapter bylaws in accordance with NCMA’s records retention policy.
Rio Grande Chapter
Date: 12/08/2021
Next revision date: March 3, 2026
ARTICLE I: NAME, ORIGIN AND PLACE OF BUSINESS
A. The name of this chapter is the Rio Grande Chapter. The chapter number is 042 and the date of the chapter charter is May 14, 1969. The Rio Grande Chapter was created from the Albuquerque (042) chapter and the Zia (139) chapter. The chapter maintains a website at www.ncmargc.org and an email address at riograndencma@gmail.com.
B. These chapter bylaws are consistent with the NCMA Association Policy Manual (APM) and all revisions there-to, which are incorporated into this document by reference. In the case of any inconsistency between the APM and these chapter bylaws, the APM shall govern.
C. The fiscal and program year of the chapter shall be the same as the national association, which is from July 1 through June 30 of the following year.
ARTICLE II: CHAPTER OFFICERS
A. The elected officers of the Rio Grande Chapter (Chapter Officers) shall be: President, Vice President/President-Elect, Secretary and Treasurer. The elected Chapter Officers shall be called the “Chapter Executive Council”.
B. The Chapter Executive Council shall approve the appointment of Committee Chairs as needed or desired, which may include but are not limited to: Archivist, Awards, Certification, Communications, Facilities, Fellows, Membership, Nominations, Outreach Programs and Webmaster.
C. Collectively, the Chapter Executive Council and Committee Chairs shall be known as the “Chapter Board”. The appointed Committee Chairs shall have the same responsibility of Duties of Care and Loyalty as the elected officers, described in NCMA APM 2-1: Board of Directors.
D. Chapter Board members must be current members of NCMA in good standing. The duties of the Chapter Officers and Committee Chairs will be posted on the chapter website. If there is no description in the above described chapter duties document, the instructions of NCMA APM on “Committees” shall apply.
E. The Chapter may have a “Council of Advisors” in addition to the Chapter Board. The Immediate Past President will advance to the Council of Advisors automatically. Other members of the Council of Advisors shall be nominated by the Chapter Executive Council and are encouraged to participate in Chapter Board meetings. The Council of Advisors shall have similar duties and responsibilities as listed in the NCMA APM on the “Board of Advisors”.
ARTICLE III: ELECTION OF CHAPTER OFFICERS
A. The chair and/or 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 APM on “Nominations and Elections Committee” and ensure that chapter elections are completed by May 1 of each program year.
B. Chapter Officer Candidates shall be nominated from the chapter membership and elected by an affirmative vote of the majority of chapter members casting ballots. The office of Vice President/President Elect will advance by succession unless nomination and election are required by subparagraph E of this Article.
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 Rio Grande Chapter, as of the date of the chapter election are entitled to cast a ballot in chapter elections.
D. If possible, newly elected Chapter Officers should be installed at the last meeting of the program year, but not later than the first meeting of the next program year, to ensure proper authority to act on behalf of the chapter and participate in planning actions for the next program year.
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 Executive Council. The chapter member selected to fill such vacancy shall serve the remainder of the term of the vacated office.
F. Chapter Officers may be removed from office for cause in accordance with the NCMA APM.
ARTICLE IV: TERM OF OFFICE/EXECUTIVE MEETINGS
A. The term of office for the Chapter Officers shall be one (1) year. Terms for the same officer position shall not exceed two consecutive terms. Any deviation to this policy must be approved by the Association Chief Executive Officer in accordance with the NCMA APM.
B. The Chapter Executive Council shall convene a chapter board meeting on a regularly scheduled basis, generally monthly during the program year, at the call of the President, to conduct the business of the chapter. Each member of the Chapter Board present at any meeting is entitled to cast a vote on matters of chapter business. A quorum necessary to conduct chapter business will be 50% of the Chapter Board.
C. The Chapter President shall conduct the monthly chapter board meetings. An agenda will be provided for the meeting. Chapter Board meetings shall be conducted in accordance with the most recent edition of Robert's Rules of Order to the maximum extent practicable.
D. Each member of the Chapter Board is responsible for reporting on the activities in their area of responsibility.
E. The Chapter President shall conduct at least one strategic planning meeting prior to the beginning of each program year (e.g. over the summer). The purpose of the planning meeting is to review chapter long-term and short-term goals, objectives, and strategies; plan upcoming programs; create an annual budget; review board vacancies and ongoing succession planning. An agenda will be provided for the meeting.
ARTICLE V: CHAPTER MEETINGS
A. The Chapter shall have membership meetings as needed to conduct specific chapter business, such as elections. These meetings may be in conjunction with Chapter sponsored events, through email polling, or other means as appropriate. The meetings may be called anytime during the program year.
B. The time, day and venue of any chapter meeting shall be established by the Chapter Board and will be provided to the membership via 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 Rio Grande Chapter and all members of the Rio Grande Chapter 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 APM.
B. The Chapter Treasurer shall prepare an overall chapter budget from the Chapter Board inputs and shall submit the program year budget to the Chapter Executive Council. The Chapter Executive Council shall approve the chapter budget at the beginning of the chapter program year
C. All proposed chapter expenditures over $25.00 shall be brought before the board at the earliest opportunity for consideration and may be expensed after an affirmative vote by the majority of board members present. Expenses may also be presented for consideration and approval via email.
D. The Chapter Treasurer shall prepare a monthly report of the financial balance sheet and income/expense sheet for review by the Chapter Executive Council. The financial report shall at a minimum include the bank account balances and any sources of income or expense.
E. 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.
F. 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 board; that is, the individual cannot be an officer, committee chair or serve in any other official volunteer capacity. The annual audit report shall be submitted to the NCMA Headquarters with the chapter annual report each program year.
G. In the event of charter revocation or chapter dissolution in accordance with the NCMA APM, 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: BYLAWS AND AMENDMENTS
A. The chapter bylaws shall be revised when there are major changes to the NCMA bylaws or other sections of the NCMA APM that create an inconsistency between that document and these bylaws, or every five years. Failure to revise the chapter bylaws shall not render these bylaws invalid.
B. Amendments to the chapter bylaws shall be proposed in writing to the Chapter Secretary, who will present the proposed Amendments to the Chapter Board for discussion and / or approval at its next regular meeting.
C. Approval of, or amendments to these chapter bylaws shall be determined by an affirmative vote of three-fourths (3/4) of the Chapter Board at a meeting where a quorum exists. Upon resolution adopted by the Chapter Board, the NCMA National Office shall approve the bylaws or amendments in accordance with the NCMA APM.
D. A copy of the Rio Grande Chapter bylaws and amendments shall be kept in a book of record with the Chapter Secretary and on the Chapter website.
ARTICLE VIII: CONTRACT MANAGEMENT CODE OF ETHICS ANNUAL OBLIGATION
A. The chapter strongly supports integrity and ethics in the government contracting profession. Therefore, the chapter will start each program year off with a reminder to its members of the importance of complying with the Contract Management Code of Ethics by either pointing members to where it can be found on the NCMA website, handing out copies at the beginning of the program year or reading the Code of Ethics aloud at the first scheduled chapter meeting.
B. At the beginning of the program year, the Chapter Secretary shall provide all Chapter Officers, and Committee Chairs a written copy of the Code of Ethics with a signature block at the bottom of the page which they are required to sign and date. These signed copies will be retained by the Chapter Secretary along with the chapter bylaws in accordance with NCMA’s records retention policy.