Albuquerque, NM CFC Workshop

1
Albuquerque, NMCFC Workshop

• March 30 - April 2, 2003

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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

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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.

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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.

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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.

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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.

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PCFO Proposal Requirements Highlights (cont.)

• Organizational Capacity and Capability
• Experience ability to meet pledge processing
  and fund distribution requirements staffing
  plan organizations structure and PCFO program
  fit into the structure.
• Overall Campaign Plan
• Methods, activities, projected outcomes, and
  timing for performing the tasks.

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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.

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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.

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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.

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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

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Recent Guidance

• CFC Memorandum 2002-7
• Brochure Compliance
• Rotation of Categories
• Review of campaign materials by LFCC and
  participating
• charities

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Recent Guidance

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

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Recent Guidance

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

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Recent Guidance

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

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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

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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

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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

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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

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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

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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.

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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.

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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.

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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

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Common CFC Questions

• Can I add LFCC members and PCFO staff to OPMs
• email distribution list?
• Absolutely! Send an email request to cfc_at_opm.gov

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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_at_opm.gov