Chapter Policy: Governance Structure and Director Roles and Responsibilities

Transcription

1 Chapter Policy: Governance Structure and Director Roles and Responsibilities

2 Introduction: The purpose of this document is to: Serve as a companion document to the Bylaws and the Strategic Plan documents; Define the governance structure of the Vancouver Island Chapter Board of Directors (hereafter referred to as the Chapter ); Further describe the roles and responsibilities of the Directors elected to the Board. The roles and responsibilities of the Board s Officers are described in the Chapter Bylaws, Strategic Plan, and Policy documents. The Policy documents will include Chapter and Portfolio Policies as developed by the Officers and each of the Directors respectively.

3 Governance Structure: The following diagram frames the governance structure and hierarchy of the Chapter. It is important to note that the subcommittees shown will not be defined in this document. However, they will be defined by each Director as they determine the organization of their individual portfolios based on the availability of volunteers from the Membership. President Past President President Elect Treasurer/ Corporate Secretary Membership Director Programs Director Professional Development Communications Director Public Relations Director Volunteers Director Up-Island Director - PDU Management - Member Satisfaction - Dinner Meetings - Lunch Meetings - Special Projects - Planning & Development - Seminars, Workshops & Conferences - Training - PDU/PMP REP/Study Group - Community - Membership - Website - Academic - Sponsorship - Mentorship - Scholarships - Recognition - Recruitment - Lunch Meetings - Workshops

4 Directors Roles and Responsibilities: In addition to the four (4) Officers defined in the Bylaws, the Chapters Board will include the following portfolios: Director of Records Director of Membership Director of Programs Director of Professional Development Director of Communications Director of Public Relations Director of Volunteers Director of Up-Island Elected by the membership, Directors will assist the President in fulfilling his/her responsibilities. In the event that less than six (6) Directors are elected to fill these positions, the board will immediately convene to divide roles and responsibilities of unassigned portfolios amongst the existing Directors as appropriate. For example, the Communications and Marketing or Records and Membership could be combined responsibilities. It is important to note that the title of Director at Large will no longer be used. The role of each Director is to support the Board in defining and meeting the strategic objectives of the Chapter. In addition to the specific roles and responsibilities pertaining to their portfolio, each Director is further charged with: Preparing for and attending: Board Meetings; Strategy Sessions; and Annual General Meetings. Performing all acts required or authorized by the Bylaws. Acting as advisers on all operational activities and at least two (2) functional area committees. Promoting good governance. Actively promoting the Chapter and the PMI. Maintaining and delivering all permanent records, and providing guidance/assistance to the position successor as required. Developing policies and a budget for a portfolio within 60 days of their acceptance of the position. Preparing monthly status reports for presentation at Chapter Board meetings.

5 Director of Records The Director of Records shall maintain records of all proceedings, actions and meetings of the Chapter and its Board of Directors. He/She shall give due notice of all such meetings and have custody of the Chapter s Constitution and Bylaws, and of any amendments thereto. Duties include but are not restricted to: Maintaining a file of all Chapter correspondence including reports and documents generated by Officers and Directors. Maintaining a current copy of the Chapter s Constitution, Bylaws and Amendments. Executing or assigning responsibility for execution of contracts, deeds, bills of exchange, and other instruments and documents on behalf of the Chapter with the approval of the Board of Directors. Maintain Chapter Historical information and turn over all chapter permanent records to his/her successor. Facilitating and taking minutes for Board meetings, distributing agenda in advance of meetings, and minutes of the meetings to the Board. Tracking and documenting Board meeting issues, actions and resolutions to the Officers and other Directors. Monitor documents on Google Apps. Technical abilities required to use Google Apps. Ordering of all promotional material (from PMI Headquarters), signs, etc. for chapter events.

6 Director of Membership The Director of Membership will be responsible for the development and maintenance of a Chapter membership plan that assures continued growth through active recruitment, retention of existing members and, partnering with major employers and educational institutions. Duties include but are not restricted to: As ambassadors for PMI Global and the Chapter, the Membership Portfolio takes a leading role in communicating with current, new and potential members of the Chapter, to achieve the following objectives: Recruitment & Retention Develops and implements strategies to promote recruitment and retention, including outreach to external stakeholders Coordinates all membership tracking Obtains the current membership list from PMI GOC from the DEP database Maintains the Component database of members, potential members, and supporting resources Proactively monitor membership renewals and other membership data from PMI Global Maintains e-copies of PMI Global membership list for the chapter Chapter Activities/Initiatives Obtains names and addresses of first-time guests at Chapter meetings. Issue membership packet and welcome to all first-time guests. Support chapter initiatives that reinforce access to membership resources and tools (eg. website, e-newsletter) Responsibilities to the Board Reports chapter membership statistics monthly to the Board and bi-monthly to the membership at large Take the lead on developing, implementing and analyzing data from an annual membership survey Partners with other Board members/portfolios to identify membership opportunities, support BoD initiatives and foster the value of PMI membership Perform other duties as requested by the Board and the President.

7 Director of Programs The Director of Programs is responsible for the development and delivery of programs relating to project management for each scheduled Chapter meeting, special events and activities. The content or theme of these programs is to be consistent and in accordance with the objectives of the Chapter and will be accomplished with the guidance of a Program Committee. Duties include but are not restricted to: Obtaining information on future guest speakers at least a month in advance of meetings to provide adequate lead time for the Director of Communications to publicize such events. Developing and maintaining individual member participation lists and work with other Board members to determine areas of interest of Chapter members for use in program delivery. Monitor and report on requirements, participation levels and general membership feedback. Provide input for the Presidents yearly Chapter reports to PMI. Preparing program and meeting notices for publication and distribution by the Director of Communications. Advise facilities of attendance. Managing all arrangements for chapter meetings/events, including: the registration desk, nametags and receipts; locating and booking the venue; arranging the catering, seating requirements and timing of the events; and procuring special equipment (e.g. projectors, microphones, flip charts, display tables etc). Ensuring completion of all meeting evaluation surveys. Summarize results and recommend changes based on feedback, and provide to all Board members at a subsequent meeting. Serving as a Program Manager for the Special Projects program. Identifying and proposing ideas and special projects that will assist the Board in furthering the interests and strategic objectives of the Chapter and its membership.

8 Director of Professional Development The Director of Professional Development is responsible for the development and implementation of a Professional Development and Education program and plan that serves the interests and needs of the chapter membership and potential membership. This will be accomplished with the guidance of a Professional Development and Education Committee. He/she will also be responsible for promoting Project Management Professionalism through the development of educational publications, seminars, and workshops designed to help members achieve certification as a Project Management Professional (PMP) or Certified Associate in Project Management (CAPM). The director, in consultation with the Director of Communications, will provide information to members on PMP certification programs and services available through local vendors. Duties include but are not restricted to: Serving as the liaison with the PMI headquarters and PMI Director of Education on all matters related to education, certification and training. Representing the Chapter in all dealings with the community, legislative authorities and educational institutions which are related to certification or education of project management professionals. In this regard, represent the chapter in dealings with the provincial government and the PMI West Coast Chapter in the development of project management as a profession. Specifically, this involves managing the process of Occupational Title recognition in the Province of British Columbia and working with educational institutions, as required, to develop educational programs. Supervising development and approval of any chapter technical publications. Establishing and maintaining a Chapter Library of project management reading material and professional publications in conjunction with the Director of Communications for posting to the website. Providing timely information related to training in project management to chapter members. Information on vendors and services will be available via the chapter Website. Determining education needs of chapter members by, for example, conducting chapter education surveys on a periodic basis. Continue to work with the PMP CEPS Program Manager on delivery and generation of revenue for the Chapter.

9 Director of Communications The Director of Communications is responsible for the timely dissemination of information both to Chapter membership and other external interested parties. Duties include but are not restricted to: Drafting, providing input and reviewing of all external Chapter communiqués or messages, for consistency and compliance with Chapter s communications standards. For instance, preparing the draft text of Chapter notices for the various Chapter events and/or activities (dinner events, professional development events, special events, mentorship program, etc.) Another example, reviewing with Public Relations the content and messaging of stationery and printed materials. Notifying the membership not less than 14 days prior to all scheduled general Chapter meetings, their location, date and subject matter. This includes all other Chapter business which requires the distribution of information to the membership (e.g. special meeting(s) called by the President or Board, and all calls for nominations prior to an election). Notifying the membership and other interested parties of regularly scheduled Chapter events (dinner or lunch events for instance), professional development events, or any other special events and activities promoted or supported by the Chapter. The maintenance of the Chapter website, including the provision of changes to the webmaster. Maintaining and posting of content on the Chapter s website, such as: Chapter meetings, special events, and activities, professional development events, etc. Determine and use appropriate notification mechanism for external communications, such as; regular mail, , fax, Chapter website, social media, printed media, etc. The submission of regular information of Chapter activities for publication in the PMI Today periodical (subject to the availability of volunteers and pertinent information) Maintaining the Distribution List ( s and addresses) of members and nonmembers in partnership with the Director of Membership. Manage the publication of the Chapter s newsletter.

10 Director of Public Relations The Director of Public Relations is responsible to the Officers and other Directors and members to develop and execute a Board approved Public Relations Plan that creates continued awareness of the PMI Vancouver Island Chapter throughout the community. The content of the plan is to be consistent and in accordance with the strategic objectives of the Chapter and will be accomplished with the guidance of the PMI BOD and Executive. Developing and administering of a Chapter Public Relations Plan. Developing and administering a Public Relations Budget in conjunction with the Treasurer. Developing all Public Relations activities and presentations as required for Chapter activities and events. Undertaking an active search for external promotional opportunities (e.g. other professional organizations). Soliciting sponsorship for the Chapter (e.g. events and website) in collaboration with other Directors as appropriate. Invoicing and collecting fees for sponsorships and paid advertisements in conjunction with the duties of the Treasurer. Public Relations for the Chapter (to local, provincial and national, organizations and businesses) as venue for advertising and sponsorship and membership. Developing Public Relations material for use in creating awareness and attracting sponsors and members. Developing and maintaining relationships with and records of, existing and potential sponsors. Actively promoting the Chapter wherever and whenever possible. Additional Duties: Scholarship: The Director of Public Relations is also responsible for Monitoring and Reporting to the PMI VI BOD on the status of the Scholarship program and maintaining the Standard Operating Procedures (SOP) for the Scholarship Program in conjunction with the Treasurer and Executive. Mentorship: The Director of Public Relations is also responsible for overseeing the Chapter s annual Volunteer-Based Mentorship program, which creates engagements between experienced Chapter member PM s (mentors), and other members interested in gaining guidance project management (protégés). The Director of Public Relations is also responsible for Reporting to the PMI VI BOD on the status of the Mentorship program and maintaining the Standard Operating Procedures (SOP).

11 Director of Volunteers The Director of Volunteers is responsible for the vision, development, and continual improvement of the Chapter s Volunteer Process and the Volunteer Program. The content of the program is to be consistent and in accordance with the strategic objectives of the Chapter and will be accomplished with the guidance of the PMI BOD and Executive. Be proactive in contacting potential volunteers and Board Members for opportunities Administer a current list of Chapter volunteers and those members wishing to volunteer for future activities. Maintain the volunteer spreadsheet Liaise with Communications to maintain volunteer opportunities on the website Responsible for the continuous improvement of the chapter s Volunteer Program Document the volunteer process to include startup of projects, recruitment of volunteers, collect volunteer skills, definition of roles & responsibilities, and methods of operations within the chapter Ensure the volunteer program aligns with the Chapter s and strategic goals Develop the marketing approach for volunteer recruitment, including development of communications for solicitation [membership s and updates to the website] Expand the method by which the chapter recognizes volunteers for their contributions and accomplishments Submit status reports (projects and on-going activities) to the Board on a monthly basis Collect and keep all completed Volunteer Feedback Forms and project Lessons Learned Reports Report the Volunteer Feedback and Lessons Learned findings to the chapter Board of Directors (BOD) as required Evaluate the Volunteer Feedback Forms and Lessons Learned report for information identifying strengths, threats, weaknesses (problems), and opportunities for improvements concerning the chapter s volunteer program

12 Director of Up-Island The Director of Up-Island is responsible for all Chapter related business north of the Malahat. The content and theme of Up-Island activities is to be consistent and in accordance with the goals and objectives of the Chapter. Duties include but are not restricted to: Responsible for establishing and developing an up-island community of Practice Facilitates all up-island Chapter events. Organises, Plans and executes all up-island Chapter events, speakers, workshops and related activities. Actively promotes the profession of Project Management and furthers Chapter related activities in the up-island region. Is the voice of the up-island Chapter members and represents their interests to the BOD and within the rest of the Chapter. Attends all monthly Board of Directors meeting, either in person or remotely. Accountable for establishing the strategic direction for the up-island region. Looks to establishing and ensuring a sustainable up-island Chapter Branch. Responsible for all up-island financials recording, budgeting and reporting. Responsible for establishing key relationships with like-minded organisations for furthering the field of Project Management in the up-island region. Responsible for forging and sustaining relationships within educational institutions with the view to furthering the field of Project Management in the up-island region. Actively recruits members for the up-island community. Create continued awareness of the PMI-VI Chapter throughout the up-island community Promotes the ideals of PMI and the Chapter within the up-island region. Aligns the overarching goals of the up-island region to be consistent and in accordance with the strategic objectives of the Chapter. Prepares and disseminates all program and meeting promotional and marketing material for up-island activities. Ensures completion of all meeting evaluation surveys. Summarizes results and recommends changes to BOD and Chapter based on feedback.