Forum 2017 Workshop
Chapter Issues: What Would You Do?
We have new younger members and some seem unsure of their role in the
chapter or if they even qualify to be more than just a member. How do we engage them to participate, volunteer
and eventually lead?
Create a volunteer application to identify their talents
· Create non-standing committee
· Invite new members to attend
mentors – do the ‘personal ask’ as well as email etc.
· Provide Internships
· Provide new member training or
create a welcome committee
Offer free one-day training to new members
Create a Boot Camp to train new leadership
Send individuals to the Leadership Development Symposium hosted by NIGP
You and your fellow procurement staff want to join the local chapter and be active,
but your director/manager doesn’t support your time out of the office or engagement with the local chapter.
What do you do? How does the chapter push the value of being an individual member?
· Promote certification
both with UPPCC and state
The opportunity to spend time with new people to share ideas
You finally get some new faces on your board with new ideas and energy but you still have
some ‘old timers’ that are in leadership roles. How do you empower the new board members while
also dealing with leaders entrenched in doing things the way they always have been done?
· Change bylaws
· Change terms limits
· Start with getting
new board members by doing “the personal ask”
Engage the un-engaged for short term or episodic volunteering
· Try to phase out the “clique”
knowledge and expectations and training of new board alongside current board
· Create informal lunches – networking
with no specific speaker
Go to regional events to engage all members over the year and around the state and then one annual event
– engage new people to be your committee members
Experience” – How do you identify the desire of the members and provide them with the benefits they need to make
the chapter relevant for them professionally?
Face Book (Social Media)
Annual Member Satisfaction Survey
Collaborative volunteer work
Hosting joint chapter conferences
Web hosting through Chapter Manager which offers: job postings, legislative committee
alerts, public hearing notices and much more
Scholarship program that is either point and merit based
· An updated website
· Posting meeting minutes (also
in a timely manner)
Using technology such as Skype or Go To Meeting
· Do a chapter swap (like AZ and KY) to learn
from another chapter
Create a Chapter Video about the benefits of being a chapter member
What does your chapter due to get new/younger procurement professionals to participate in
chapter events and to volunteer or committees?
Create relationships with local Universities and Colleges
· Offer free membership to students that are
enrolled in school
Offer scholarships to NIGP classes/conferences based on a point system
· Recruit for committee membership
with graduate schools/talk with MBA classes
Use Face Book and social media (create a social media committee also a good place to ask younger generations
to belong to)
free classes during meetings
Offer no fee for conferences
are chapters doing to raise funds? We need revenue streams!!
· Reverse Trade Show
· Speed Buying
· Conference Vendor Trade Show
· Vendor Sponsorships
· Hosting NIGP classes
How do we convey that NIGP’s relevant given that
free training is already available to individual members in existing procurement networks?
· Share professional
Entities = NIGP
Body of Knowledge
Business Council input
Opportunities to volunteer
do you develop members to move into the leadership roles? (intentionally developing the future leadership)
· Recognize talent
· The ‘personal
ask’ to become involved
Conduct a membership survey
Ask members to volunteer for short-term projects
· Pull leaders from current committee volunteers
· Offer incentives
While many class size minimums have dropped, we are
still having problems reaching the number to hold the class, what are some creative ways to get individuals to register or
raise funds to subsidize NIGP classes?
- Plan class schedule a year out so the chapter has as much time as possible to market and
publicize the classes – promote via email, website etc. as soon as class is posted on NIGP.
· Try offering one
or two free spots (paid for by the chapter) to the first registrants
· Partner with surrounding chapters to reach minimums
as well as class planning as to not overlap the same class around the same time
- Survey members for the type of classes they would be interested
along with dates and times that work best for them and what their budget needs are. Consider
including in the survey the number of classes the member’s agency is likely to pay for.
- Try to schedule classes in facilities that would
be free to the chapter and convenient to attendees (free parking is good too)
- Sometimes less is more; don’t try to host a class a month – pick maybe three/four
key classes per year.
have had some of the same officers in place for several years. Members just won’t step up to run
for office. How do we get them to take on leadership roles?
· Create a talent recruitment program/process
· Create term limits
· Incentive programs/scholarship
to volunteer (officers comp. to NIGP Forum or other conferences)
Encourage the thought that leadership roles can be a resume builder
· Enhance membership recruitment
efforts from past/current officers in the chapter newsletter: Benefits, rewards, challenges
· Mentoring volunteerism
Does any chapter use ice-breakers at their events to get
people engaged, or other things that encourages attendees to mix up with others outside of those from their own agencies?
· Have attendees grab
an item out of a bag when they enter the room and find the table with the same item (candy/chocolate pieces work well for
Play a “get to know you game”
Recognitions during a meeting or conference - new members, new work positions/promotions, life changes,
seating arrangement (if an all-day event, change seats after lunch)
Have a board member great newcomers at registration table or at door entrance
· Create contest and winners
· Reach one –
opps using social media
We are constantly struggling
to find speakers. How do chapters find speakers and how can we (as chapters) work together to share this
Use internal resources
Chose topics to find instructors
Target specific individuals face to face
Look to state officials
Use incentives for speakers
Using higher education resources
Use references from other departments and agencies
· Piggy back off other events
· Risk Managers – county,
agencies and departments
Review other chapter events
Reach out to your NIGP Chapter Ambassador
states have their own certification, how do we as a chapter manage supporting both local and the UPPCC certification?
· Incorporate NIGP
classes at the local level certification
Understanding that both have same goals; “benefit members”
· Offer scholarships for anything
to support both
We can’t get members to
engage in the chapter. What are others chapters doing to get their membership involved?
· Board members have
conference registration paid for them
Personal calls/contacts to solicit volunteers
Pay for NIGP membership
Pick interesting places to hold meetings
a chapter, what are some of the incentives you have successfully used to increase CPPO/CPPB certification?
· Utilize scholarship
program (all training opportunities)
Offer accredited workshops
Survey membership to determine desire for certification
· Have chapter host study groups
· Encourage CPPO/CPPB
as certifications they can take with them unlike local/state certifications
· Always recognize those who have passed the
towards agencies requiring these certifications for employment or advancement
does you ensure that chapter funds are being expended properly? Do you have an oversight process or double
signatures? Do you have the chapter books audited?
· Board approves budget annually
· Membership approves budget
· Monthly budget reports
are required (ensure they are not just excel spread sheets but also include copies of the bank statements; considering bank
statements being sent to another officer along with the treasurer)
· Year end, look at budget vs.
signatures too hard to get (create a verification form that can be emailed to ensure there is approval from at least two officers
if two signatures are not possible)
Yes, require two signatures if amount is over $5000 (Pres or VP and Treasurer needed to approve)
· Accountant looks
at chapter books quarterly
Audit us done before first board meeting and before annual budget can be done
· Internal audits done yearly and
external audit done every 3 years
Use quicken to keep chapter records
common struggle for chapter attendance is “time away from the office’. Many agencies are running
with bare bones staffing levels so it’s critical that the Chapter’s offer meaningful and valuable content.
While online tools can be used, it doesn’t replace “face-to-face” time. What are
some solutions to this?
Desire for credit towards certification/tie topics to Book of Knowledge
· Quarterly or consistent dates
for meetings and training
We would like
to get sponsors but our board still struggles with ethics of putting vendor logos on our website, letting them speak at meetings
etc. How have others worked through this?
· Sponsorships needs to be open to all vendors
· Any logos put in
the chapter website need to link to the home page of the vendor not to a specific product or sales page
· Have a sponsorship tied to a
specific event or timeframe
Vendor presentation has no marketing content
want to begin having remote board meetings. What technology are chapters using or have considered using?
· “Start Meeting”
– free for the first hour
Google Hangouts – only allows 8 or 10 people (use add a caller or cell phone)
· Held meetings in evening for
only 1 hour
face-to-face meetings (2 being at annual conferences) use Verizon Business Line for other monthly board meetings
Give some ideas on how to incorporate training for all levels of experience?
Any ideas how to engage both the younger/newer profession and those that have been around awhile?
· When you come across
a younger person or newer person to the profession take them under your wing and help guide them along
· Offer them a reduced membership
students a free chapter membership
Go out to local colleges
Attend college expos
Offer mentoring programs that connect retired members with students
· Participate in high school tables
or events and change the ‘language’ about the profession; giving back community oriented, innovation, millennials