PMI-DVC Board of Directors Roles and Responsibilities

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1 PMI-DVC Board of Directors Roles and Responsibilities I. President Along with the responsibilities outlined in the chapter bylaws, the President: a. Serves as the chief executive officer for the chapter and is responsible for chairing the chapter s Board of Directors b. Serves as a member of the Executive Committee c. Serves as chair of the monthly Board of Director meetings d. Serves as master of ceremonies for the chapter monthly dinner meetings e. Appoints Nominating Committee members f. Appoints members to vacant Board positions, subject to the Board's approval g. Appoints committees and committee chairpersons, subject to the Board's approval h. Attends Regional and Global PMI Leadership meetings II. President-Elect Along with the responsibilities outlined in the chapter bylaws, the President-Elect: a. Fills in for the President when s/he can not fulfill his/her duties b. Serves as a member of the Executive Committee c. Facilitates the Annual Business Meeting d. Plans and runs Strategic Planning Meeting e. Acts as liaison to the chapter branches f. Ensures integration amongst all Vice President areas g. Chairs the Nominating Committee, responsible for preparing a slate of officers for the succeeding year, as assigned by the President III. Past President a. Assists the President in liaison activities with PMI b. Oversees preparation and execution of any special projects, seminars, or meetings as assigned by the President c. Executes special assignments as required d. Prepares submissions for PMI Awards IV. Secretary Along with the responsibilities outlined in the chapter bylaws, the Secretary: a. Serves as a member of the Executive Committee b. Oversees the preparation and submittal of the Chapter Annual Charter Renewal c. Records, maintains and distributes Board meeting minutes d. Oversees documentation of, and approval process for chapter governance documents e. Develops and maintains the repository for all chapter governance documents, Bylaws, Articles of Incorporation, original signed Charter Agreement, tax records, insurance policies, renewal surveys, business meeting minutes, financial records (audited reports and financial reports), and logo approval certificate f. Provides Board members contact information to PMI GOC, Regional Mentor, and other PMI chapters as necessary g. Provides PMI GOC with a list of Board members who require access to the Data Exchange Program

2 V. Treasurer Along with the responsibilities outlined in the chapter bylaws, the Treasurer: a. Serves as a member of the Executive Committee b. Accounts for the accuracy of board documents, such as the financial books of the chapter; fiscal and financial investment policies of the chapter c. Serves as the standing chair of any finance committee of the PMI-DVC Board of Directors d. Prepares monthly financial reports including actual income and expenses, budgets and variance from budgets e. Approves expense reports f. Reconciles bank accounts g. Prepares and maintains financial records of all chapter monies received from dues, dinner meeting payments, etc., and pays all bills. Promptly deposits all funds received. h. Develops an annual operating budget for the fiscal year, for approval by the Board of Directors i. Responsible to prepare all tax and financial reports for the chapter as required by PMI, local, state and federal governments j. Files Form 990 each year to IRS k. Coordinates independent financial audit with President and appointed auditor l. Establishes and monitors chapter compliance with IRS tax code and Tax Exempt Certificate use

3 VI. Vice President of Programs a. Manages the Director of Breakfast Meetings, Director of Dinner Meetings, Director of Special Events, Delmarva Branch Vice President of Programs, and the Chapter Administrator b. Develops and manages annual calendar of events and associated budget for chapter and Delmarva Branch programs c. Ensures required project charters are created, and a PMI Insurance Coverage Form is submitted for all major events d. Oversees the Chapter Administrator in managing all physical arrangements for chapter meetings (dinner meetings/breakfast meetings/special events); coordinating the facilities required of other officers, and arranging with the facilities personnel for (1) seating arrangements, (2) timing of events, and (3) special equipment, projectors, microphones, flip charts, display tables, etc. e. Plans the Chapter's special events such as Professional Development Days and Annual Tools Conference f. Submit status reports (projects and on-going activities) to the Board on a monthly basis VII. Director of Breakfast Meetings a. Reports to the Vice President of Programs b. Leads volunteer Breakfast Meeting Team to obtain speakers for interesting and educational programs c. Works with Chapter Administrator to establish meeting locations/arrangements for Breakfast Meetings d. Submits note to Chapter Administrator to send reminder of meeting to membership via distribution list. Notice to include: i. Place, time, presenter (if applicable), topic (if applicable), presenter bio (if applicable), topic description (if applicable), next meeting s location, time, place and presenter. e. Provides timely information to Vice President of Communications to advertise events f. Obtains feedback on meetings from members including quality of programs, facilities, etc. g. Produce a schedule of programs for upcoming meetings a minimum of six months in advance h. Provides monthly status reports to Vice President of Programs VIII. Director of Dinner Meetings a. Reports to the Vice President of Programs b. Leads volunteer Dinner Meeting Team to develop programs that support the needs and desires of the chapter members. Obtain speakers for interesting and educational programs. Contacts presenters in advance to obtain presenter s bio and brief topic description. c. Works with Chapter Administrator to establish meeting locations/arrangements for Dinner Meetings d. Submits note to Chapter Administrator to send reminder of meeting to membership via distribution list. Notice to include: i. Place, time, presenter (if applicable), topic (if applicable), presenter bio (if applicable), topic description (if applicable), next meeting s location, time, place and presenter. e. Provides timely information to Vice President of Communications to advertise events f. Obtains feedback on meetings from members including quality of programs, facilities, etc. g. Produce a schedule of programs for upcoming meetings a minimum of six months in advance h. Increase attendance at PMI-DVC Dinner meetings due to high quality of programs i. Provides monthly status reports to Vice President of Programs

4 IX. Director of Special Events a. Reports to the Vice President of Programs b. Leads volunteer Special Event Team to obtain speakers for interesting and educational programs c. Works with Chapter Administrator to establish meeting locations/arrangements for Professional Development days and Tools Conference d. Submits note to Chapter Administrator to send reminder of events to membership via distribution list. Notice to include: i. Place, time, presenter(s), topic(s), presenters bios, topic descriptions. e. Provides timely information to Vice President of Communications to advertise events f. Obtains feedback on events from members including quality of programs, facilities, etc. g. Produce a schedule of programs for upcoming meetings a minimum of three months in advance h. Increase attendance at PMI-DVC Special Events due to high quality of programs i. Provides monthly status reports to Vice President of Programs X. Vice President of Membership a. Understands and addresses the needs of the chapter members b. Encourages new members to join the chapter c. Encourages member involvement in chapter activities d. Conducts annual chapter membership survey e. Develops and implements a Member Recruiting and Retention Plan f. Maintains Job Posting Process and Templates, Process, Policy g. Submit status reports (projects and on-going activities) to the Board on a monthly basis XI. Director of Retention a. Reports to the Vice President of Membership b. Maintains communications with departing and renewing members c. Updates and supports relevant membership sections of the chapter website d. Oversees teams working on approved retention projects e. Partners with the Delmarva branch on all retention activities f. Facilitates the annual chapter membership survey g. Provides customer service for member inquiries and issues h. Provides monthly status reports to Vice President of Membership XII. Director of Recruitment a. Reports to the Vice President of Membership b. Maintains communications with potential members c. Updates and supports relevant membership sections of the chapter website d. Oversees teams working on approved recruitment projects e. Represents PMI-DVC at recruitment events (career fairs, conferences, etc.) f. Partners with the chapter marketing team to support membership growth goals g. Partners with the Delmarva branch on all recruitment activities h. Provides monthly status reports to Vice President of Membership

5 XIII. Vice President of Outreach a. Builds external relationships with businesses, educational institutions, community and PMI components b. Educates colleges/universities concerning the existence and goals of PMI c. Seeks further validation of project management as a career through the accreditation of programs in local colleges d. Promotes the project management profession to local business leaders e. Works with other professional organizations, local non-profit organizations, and other PMI Chapters to present events that we can both benefit from and to inform each other s members as to professional development opportunities. f. Submit status reports (projects and on-going activities) to the Board on a monthly basis XIV. Director of Academic Outreach a. Reports to the Vice President of Outreach b. Work with the Vice President of Outreach to develop and carry out programs to extend to local academic institutions c. Work with the Director of Volunteers to organize project teams to carry out approved projects d. Motivate and work with project teams to develop scope, budget and timeline for each of the projects e. Ensure that all project teams have everything they need from the Board to proceed f. Update the Vice President of Outreach on the progress of the projects on a monthly basis g. Attend project events and work with the project team for a successful conclusion h. Deliver lessons learned and project close-out documentation from the project team upon completion of the project i. Report any and all critical issues to the Vice President of Outreach j. Provides monthly status reports to Vice President of Outreach XV. Director of Corporate Outreach a. Reports to the Vice President of Outreach b. Work with the Vice President of Outreach to develop and carry out programs to extend to local corporations c. Work with the Director of Volunteers to organize project teams to carry out approved projects d. Motivate and work with project teams to develop scope, budget and timeline for each of the projects e. Ensure that all project teams have everything they need from the Board to proceed f. Update the Vice President of Outreach on the progress of the projects on a monthly basis g. Attend project events and work with the project team for a successful conclusion h. Deliver lessons learned and project close-out documentation from the project team upon completion of the project i. Report any and all critical issues to the Vice President of Outreach j. Provides monthly status reports to Vice President of Outreach

6 XVI. Director of Community Outreach a. Reports to the Vice President of Outreach b. Work with the Vice President of Outreach to develop and carry out programs to extend to local community organizations c. Work with the Director of Volunteers to organize project teams to carry out approved projects d. Motivate and work with project teams to develop scope, budget and timeline for each of the projects e. Ensure that all project teams have everything they need from the Board to proceed f. Update the Vice President of Outreach on the progress of the projects on a monthly basis g. Attend project events and work with the project team for a successful conclusion h. Deliver lessons learned and project close-out documentation from the project team upon completion of the project i. Report any and all critical issues to the Vice President of Outreach j. Provides monthly status reports to Vice President of Outreach XVII. Vice President of Volunteers a. Responsible for the vision, development, and continual improvement of the chapter s Volunteer Process and the Volunteer Program b. Documents the Volunteer Process to include startup of projects, recruitment of volunteers, definition of roles & responsibilities, and methods of operations within the chapter c. Ensures the Volunteer Process aligns with Volunteer Program expectations and strategic goals d. Develops process to collect volunteer skills e. Develops the marketing approach for volunteer recruitment, including development of communications for solicitation [membership s and updates to the website] f. Expands the method by which the chapter recognizes the volunteers for their contributions and accomplishments g. Submit status reports (projects and on-going activities) to the Board on a monthly basis XVIII. Director of Volunteers a. Reports to the Vice President of Volunteers b. Obtain, assign and manage volunteers who are or want to be working on chapter projects c. Serves as the primary contact for volunteer solicitation activities d. Collects volunteer requirements from the Board Sponsor e. Responds to volunteering inquiries f. Tracks volunteer inquiries and responses g. Assigns volunteers to projects h. Collects volunteer contact information i. Captures & updates volunteer skills j. Coordinates annual volunteer appreciation event k. Reports volunteer activity to the BOD or Vice President of Volunteers l. Maintains available/assigned volunteer list spreadsheet (or database) m. Communicate with the Director of Information Technology to maintain current volunteer opportunities on the chapter website n. Report deficiencies of effort in the process to the Vice President of Volunteers o. Collect and keep all completed Volunteer Feedback Forms and project Lessons Learned Reports p. 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 and Volunteer Process q. Report the Volunteer Feedback and Lessons Learned findings to the chapter Board of Directors (BOD) as required r. Provides monthly status reports to Vice President of Volunteers

7 XIX. Vice President of Education a. Works with university partners to schedule classes; assigns instructors to classes. b. Ensures quality delivery of training by enforcing processes for on-boarding new and retaining existing instructors. c. Audits instructors and classes annually d. Updates curriculum for new editions of PMBOK Guide e. Packaging the curriculum to roll out to additional universities, chapters and other opportunities with corporations f. Coordinate with other organizations on the use of PMI-DVC materials and tracks progress and income g. Work to fully realize the potential of being a Registered Education Program (REP) h. Explore online educational opportunities for the members i. Interfaces with PMI on: i. Annual R.E.P renewal ii. Annual Licensing of graphics for PMI-DVC curriculum iii. PDUs earned for instructors and other volunteers j. Submit status reports (projects and on-going activities) to the Board on a monthly basis XX. Director of Training a. Reports to the Vice President of Education b. Work with the instructors to provide the best instructors possible c. Audit each instructor once per year and provide an annual review to each instructor based on observations and the evaluations that the students via University provide d. Audit the classes for content consistency and accuracy e. Hold monthly meetings with instructors to maintain a clear line of communication, this can be a conference call or an onsite meeting f. Twice per year the instructors will meet to go over the curriculum before each new session to make sure we address any inconsistencies with the curriculum or the delivery method. These would typically be in January and July or August. Work with Director of Development to schedule the instructors for each session based on evaluations and availability. g. Provides monthly status reports to Vice President of Education XXI. Director of Development a. Reports to the Vice President of Education b. Work with the Universities to make sure that they have the mailing list to properly market the programs at those locations c. Work with the Universities on the schedule for each session and determine what instructors are available and finalize the schedule working with the Director of Training d. Manage the REP renewal on an annual basis e. Manage the annual renewal of the PMBOK graphic license f. Work with other groups within the PMI-DVC chapter to roll out curriculum to other Chapters and Universities g. Provides monthly status reports to Vice President of Education

8 XXII. Vice President of Marketing a. Establishes the strategy for, setting the direction of, and overseeing, all of the marketing activities of the chapter b. Responsible for the creation and maintenance of the chapter s Marketing Plan and Advertising & Sponsorship Policy c. Generates revenue to fund chapter activities through Chapter event sponsors and advertising d. Publicizes PMI-DVC outside of the Chapter by attending trade shows and professional events e. Sells and manages advertising on the website and newsletter f. Develops sponsor and advertising contracts and price structures g. Establishes partner relationships and mutual publicity agreements with other professional organizations to promote the chapter and provide a channel to promote partner s offerings to chapter membership h. Submit status reports (projects and on-going activities) to the Board on a monthly basis XXIII. Director of Marketing a. Reports to the Vice President of Marketing b. Implements the activities included in the Chapter Marketing Plan in a timely manner by recruiting the necessary volunteers c. Manages the chapter s Exhibition Booth at all chapter events and outside events where the chapter is represented d. Develops marketing collateral for: i. PMI-DVC programs ii. Recruiting volunteers iii. Recruiting corporate sponsors iv. Recruiting new PMI-DVC members and retain members v. Chapter educational offerings e. Sells PMI-DVC merchandise, distributes marketing collateral and publicity material f. Works with all other functional leaders in the chapter to meet their marketing and publicity requirements g. Manages the chapter s Marketing team of volunteers h. Provides monthly status updates to the Vice President of Marketing XXIV. Director of Advertising a. Reports to the Vice President of Marketing b. Implements the chapter s Advertising Policy, which includes the following activities: i. Selling advertising space on the chapter website, chapter presentations, chapter newsletter and other collateral in partnership with the Director of Marketing c. Establishes relationships with all corporate and institutional advertisers to retain advertising book of business with the chapter and grow the business per the chapter Marketing Plan d. Reviews and approves all advertising content before placing them on the chapter website e. Coordinates with the Communications Team to place the advertisements on the chapter website f. Ensures invoices are sent and payments are received on a timely basis per established agreements g. Provides input to update the chapter s Advertising Policy, including research of advertising rates from other PMI chapters and current market conditions h. Recruit and manage volunteers as needed to implement the chapter s Advertising Policy i. Provides monthly status updates to the Vice President of Marketing

9 XXV. Director of Sponsorship a. Reports to the Vice President of Marketing b. Implements the chapter s Sponsorship Policy, which includes the following activities: i. Obtaining sponsorship opportunities for all chapter programs ii. Chapter prizes or giveaways iii. Chapter newsletter and other collateral in partnership with the Director of Marketing c. Establishes relationships with all corporate and institutional sponsors to retain sponsorship book of business with the chapter and grow the business per the chapter Marketing Plan d. Reviews and approves all sponsorship content before placing them on the chapter website and other collateral e. Coordinates with the Communications Team to place the sponsorship content on the chapter website f. Ensures invoices are sent and payments are received on a timely basis per established agreements g. Provides input to update the chapter s Sponsorship Policy, including research of sponsorship rates from other PMI chapters and current market conditions h. Recruit and manage volunteers as needed to implement the chapter s Sponsorship Policy i. Provides monthly status updates to the Vice President of Marketing

10 XXVI. Vice President of Communications a. Prepare, and submit for approval by the chapter Board of Directors, an annual chapter Communication Plan b. Ensures chapter communications are established and executed as defined in the chapter Communication Plan and as may be directed by consensus of the Board of Directors c. Facilitates the respective types of communications initiated by the chapter to targeted audiences using the appropriate communication channels as required and/or assigned in accordance with the purposes of the bylaws d. Responsible for development and dissemination of a chapter newsletter e. Responsible for overseeing the development and maintenance of the chapter s website f. Oversees the management of the chapter Acteva & Zoomerang accounts, and account administration g. Serves as primary business contact with the chapter s hosting provider h. Submits regular information of chapter activities for publication in the PMI Today newspaper, and other publications as required i. Submit status reports (projects and on-going activities) to the Board on a monthly basis XXVII. Director of Communications a. Reports to the Vice President of Communications b. Ensure execution of internal and external communications for the chapter and participates on committees or teams to advance the mission and vision of the chapter c. Collaborate with the Board to establish and publish the calendar of events for the chapter d. Develop and administer processes and procedures related to communications e. Manage the chapter's Communications Plan which includes the chapter's publications, newsletters and press announcements f. Coordinates the publication of the chapter newsletter to further the aims and objectives of the chapter and PMI. This involves soliciting, collecting, assembling, formatting and editing the material for the newsletter. g. With the co-operation of other Board members, assist in the distribution of routine announcements to members, including events, education and marketing. h. Consult with and provide copies of publications to the Director of Information Technology to facilitate any required updates to the chapter web site i. Provides monthly status reports to Vice President of Communications XXVIII. Communications Specialist a. Reports to the Director of Communications b. Executes Communications Team tasks as defined in the PMI-DVC Communications Workflow c. Posts, activates, and deactivates meeting and event registration on Acteva d. Reviews meeting and event content submitted by Programs and Event teams. Posts on website, LinkedIn, and Facebook. Distributes notifications of upcoming meetings and events as defined in the PMI-DVC Communications Workflow and as directed by the VP of Programs. e. Reviews education content submitted by Education team. Posts on website, LinkedIn, and Facebook. Distributes notifications as defined in the PMI-DVC Communications Workflow. f. Maintains flyer of upcoming events as defined in the Communications Workflow. Posts on shared document repository so that the current flyer will be available to others as needed for distribution at events, meetings, etc. g. Reviews articles written by Programs and Events teams. Makes changes as needed and submits to PMI for inclusion in the PMI Today newsletter. h. Processes communications requests within 72 hours of receipt

11 XXIX. Director of Information Technology a. Reports to the Vice President of Communications b. Provide electronic content management for the chapter s website, strategic direction and comprehensive design for various chapter technology tools and solutions. This includes developing and recommending revisions to the chapter s website, managing interactive and transactional technologies and managing the chapter s electronic document repository. c. Ensure all changes and links for the chapter website are tested and function properly before being implemented and that any support issues that arise are diagnosed and resolved in a timely and effective manner. d. Maintain necessary website documentation and technical information as appropriate e. Service requests from Board members to update the website as required f. Ensure compliance with all software licenses that are acquired g. Design, establish and maintain a functional document repository/collaboration site h. Be actively engaged in guiding the chapter in all other technology related purchases (e.g. projectors, computers, software, audio/visual equipment, etc.) by involving the appropriate technical resources and vendors in the process, as well as research new technologies and their potential implementation for the benefit of the chapter. i. Lead the creation of a strategic plan for the chapter website as it relates to: i. Hosting environment, Internet Service Provider (ISP) and security ii. Website design and content management iii. Development tools iv. Backup, restoration and archival tools and procedures v. Technical resources (i.e. internal and external/vendor resources for design, development and support) j. Provides monthly status reports to Vice President of Communications XXX. Assistant Director of Information Technology a. Reports to the Director of Information Technology b. Ensure all changes and links for the chapter website are tested and function properly before being implemented and that any support issues that arise are diagnosed and resolved in a timely and effective manner. c. Service requests from Board members to update the website as required d. Communicate effectively with our hosting provider for upgrades and enhancements e. Well versed in portal management applications f. Should know the latest developments in Web2.0 technologies XXXI. PMI Liaison Director a. Reports to the Vice President of Communications b. Gains understanding of other PMI chapters business processes and identifies best practices that can be leveraged by PMI-DVC c. Gains understanding of PMI strategic initiatives for the purposes of informing the chapter Board of Directors d. Serves as a primary point of contact for other PMI chapters who are looking for guidance, expertise, etc. from PMI-DVC e. Provides monthly status reports to Vice President of Communications

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