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Albuquerque, NM CFC Workshop

Albuquerque, NM CFC Workshop. March 30 - April 2, 2003. PCFO Selection and Application Guidance. Selection of PCFO most critical role of the LFCC Purpose of Guidance: Promote open, efficient, fair and competitive selection process Guidance includes:

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Albuquerque, NM CFC Workshop

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  1. Albuquerque, NMCFC Workshop March 30 - April 2, 2003

  2. PCFO Selection and Application Guidance Selection of PCFO most critical role of the LFCC Purpose of Guidance: Promote open, efficient, fair and competitive selection process Guidance includes: PCFO Solicitation Template Model Memorandum of Understanding

  3. Selection Process Schedule • Objective: Provide sufficient time for prospective applicants to prepare a competitive proposal and resolve issues during the evaluation process. • CFC regulations require PCFO selection no later than March 15th. • NLT January 15, public notice of request for proposal should be given. • The deadline for proposal receipt NLT February 15.

  4. Request for Proposals • Minimum timeframes: • Thirty-days notice • Three-week evaluation period • Dissemination: • Offer an opportunity to the largest possible audience. • Use combination of newspaper advertisements or web site highlights. • Notify all local organizations that participated in the prior campaign either through a letter or email.

  5. Review Process - Highlights • Determine evaluation factors, timing, and resolve other administrative requirements. • Document all results of the evaluation process. • Evaluate proposals against documented criteria before comparisons between proposals for final selection. • Document evaluation results in writing.

  6. PCFO Proposal Requirements - Highlights • Financial Accountability: • Disbursement process to charities, including the system for reconciliation of the original pledge amounts with the final distribution. • Approaches to and degree of checks and balances to ensure transparency, accountability, and integrity of the system. • Past audit reports for trends of satisfactory or unsatisfactory performance, fiscal integrity, and financial management controls.

  7. PCFO Proposal Requirements – Highlights (cont.) • Organizational Capacity and Capability: • Experience; ability to meet pledge processing and fund distribution requirements; staffing plan; organization’s structure and PCFO program fit into the structure. • Overall Campaign Plan: • Methods, activities, projected outcomes, and timing for performing the tasks.

  8. PCFO Proposal Requirements – Highlights (cont.) • Pledge Support System (New): • Ensure donor privacy and integrity of the solicitation process; support government electronic pledge processes including production of electronic brochure file. • CFC Applications Processing Support (New): • Plans for the integration of web based charity lists. • Support to LFCC in processing charitable organization applications including plans for dissemination of information about the application process.

  9. PCFO Proposal Requirements – Highlights (cont.) • Campaign Management Support: • Proactive customer service and system for handling inquiries; quality controls for production of CFC brochure; feasibility of plans for network of CFC volunteers and campaign workers; maintenance of records; facilitate LFCC review of campaign materials. • Campaign Marketing: • Ability to design, develop, and submit CFC training, promotional, and web based marketing for CFC.

  10. PCFO Proposal Requirements – Highlights (cont.) • Reporting: • Describe how reporting requirements will be met; maintenance of records (three campaign years); compliance assessments; PCFO notice to federations of amounts designated.

  11. Mergers/Expansions • Encouraged by OPM • Mergers often increase participation/revenues and decrease campaign costs • Requests must be made in writing by the LFCC • Requirements outlined in CFC Memorandum 2001-9

  12. Recent Guidance CFC Memorandum 2002-7 Brochure Compliance Rotation of Categories Review of campaign materials by LFCC and participating charities

  13. Recent Guidance CFC Memorandum 2002-10 Eligibility and Appeal Guidance • Local vs. National Information • Adjacency Rule • Statewide Presence

  14. Recent Guidance CFC Memorandum 2002-11 Solicitation of Deployed Troops • DoD Directive 5035-5: Combatant Commands serving overseas are solicited by Overseas CFC

  15. Recent Guidance Integrity of the Process • LFCC members may not serve on PCFO Board (18 U.S.C. § 208(a))

  16. Recent Guidance CFC Memorandum 2002-13 and 2002-14 • Federations MUST disclose member dues/fees in their annual report • Excludes PCFO cost of administering campaign

  17. Recent Guidance CFC Memorandum 2003-1 Reconciliation of the IRS Form 990 and Audited Financial Statements • Applicant may clarify reconciliation if audit categories total amounts reported on the IRS Form 990

  18. Recent Guidance CFC Memorandum 2003-2 Release of Donor Lists • Reminder of March 15 Deadline • It is impermissible for any entity to share donor information even free of charge • Federations may not retain donor information for pledges to its members

  19. Recent Guidance CFC Memorandum 2003-4 PCFO Procedures for Tracking Receipts • PCFOs should track campaign reports • Campaigns should follow outlined procedures to reconciling pledges to verify accurate disbursements from Federal agencies

  20. Common CFC Questions • Can a CFC announce/set an annual financial goal? • Local goals may be set by the LFCC • There is no national CFC goal

  21. Common CFC Questions • Are local federations required to have 15 members to participate? • Yes, Note that it must have been 15 members, which does not include the federation itself.

  22. Common CFC Questions • How often does a federation have to recertify its members? • Every year. Federations must keep complete annual applications on file for three campaign years.

  23. Common CFC Questions • Can campaigns notify applicants of eligibility decisions via email? • Admission notifications may be sent via email. Denial letters must be sent via certified mail.

  24. Common CFC Questions • A locally-participating organization is no longer in business. What happens to its pledges? • Determine if it is still accepting funds • If not, pledges are considered “undesignated”

  25. Common CFC Questions • Can I add LFCC members and PCFO staff to OPM’s email distribution list? • Absolutely! Send an email request to cfc@opm.gov

  26. Common CFC Questions • Who do I contact for guidance on CFC rules and regulations? • The Office of CFC Operations at OPM/Tel 202/606- 2564/cfc@opm.gov

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