Board of Director Roles & Responsibilities

 

President:

The President shall be the chief executive officer for the Rochester Chapter with Branches and of the Board and shall perform such duties as are customary for presiding officers. The President shall serve as a member ex-officio with the right to vote on all committees except the Nominating Committee.  The President shall also, at his/her discretion, make business decisions in the Chapter’s interest in areas not defined by the bylaws.

  • Responsible for achieving the chapter vision, mission and objectives as detailed by the chapter board, PMI and chapter strategic plans
  • Direct the activities of other officers toward chapter goals and objectives
  • Serve as the primary liaison with PMI®
  • Ensure the charter renewal is updated and that the chapter is in compliance as specified by PMI
  • Preside over the Board meetings and the annual general membership meeting
  • Ensure all chapter business is being done legally and ethically
  • Legally represent the organization (a dual responsibility – President & VP of Finance)
  • Ensuring chapter coverage and payment to PMI each year
  • Ensuring Board members understand and abide by provisions of policy
  • Representing the Rochester Chapter at the annual Leadership Institute Meeting PMI meeting (LIM), or arrange representation if unable to attend
  • Representing the Rochester Chapter at the annual Region 4 Leadership Meeting, or arrange representation if unable to attend
  • Representing the Rochester Chapter at the monthly Region 4 President’s Birds of a Feather meetings, or arrange representation if unable to attend
  • Appointing a Board member to preside at Chapter and/or Board meetings when both the President and President Elect are absent
  • Reviewing and recommending all Chapter appointments such as replacement of Board members, the Nominating Committee and any other special committees in accordance with Chapter bylaws
  • With the board, ensure prudent disbursement of Chapter funds
  • Ensure statutory and regulatory compliance in consultation with the VP of Finance

  

President Elect:

Successor to the President; the President Elect shall assist the President with his or her duties of managing the Chapter and act for the Rochester Chapter President in his/her absence.

Detail duties include:

  • Serving as the de facto “Member at Large” for the Board
  • Communicating member feedback, ideas, concerns, etc. to the Board
  • Oversight and execution of Chapter strategic plan and balanced scorecard
  • Support of all board members as needed in ensuring they are successful in execution of their roles
  • Assume the role of President the year following successful completion of his or her duties in this role

  

Past President:

Immediate former elected volunteer responsible for overall oversight of the chapter and board in accordance with chapter policies and bylaws.

Detail duties include:

  • Maintain continuity in the chapter to help to ensure smooth board transitions
  • Assist the Board of Directors with strategic policies
  • Proactively support and promote the work within the Board
  • Assume the role of mentor for the president
  • Assist the president in liaison with PMI if and when required
  • Assume the position of chair for the nominating committee
  • Lead and direct the elections process
  • Provide ethics enforcement and guidance at the Board of Directors level
  • Support conflict resolution
  • Outreach with past presidents

 

Vice President of Professional Development:

The Vice President of Professional Development provides opportunities for and encourages the professional growth of our members.

Detail duties include:

  • Define strategies for improvement in professional development/training programs
  • Develop and implement a chapter professional development plan, including a program roadmap for professional development content programs
  • Responsibility for developing and coordinating the presentation of programs relating to project management for each regularly-scheduled Rochester Chapter meeting as well as the annual Professional Development Day (PDD). The content of these programs is to be consistent and in accordance with the Rochester Chapter objectives.
  • Negotiating and signing contracts as needed for Chapter Events
  • Developing annual budget for programs
  • Recruiting volunteers for the programs committee, coordinate meetings and committee member tasks
  • Seek new project management professional development programs and services through networking with other educational organizations and PMI chapters
  • Promote the project management profession through the planning and coordination of special events, as identified by the chapter board, designed to enhance and expand the skills and knowledge of project managers
  • Incorporate feedback, suggestions and recommendations as necessary to enhance effectiveness and value delivered to the audience and chapter as they relate to the logistics of events/programs
  • Oversee events, presentations and training programs
  • Invite key influencers from industry to participate in chapter events
  • Advance the project management profession through the planning and coordination of special events, as identified by the chapter’s board
  • Identify opportunities for expanded professional development offerings for Chapter members (meetings, webinars, training, etc)

 

Vice President of Outreach:

The VP of Outreach is responsible for developing strategies for the Chapter’s outreach initiatives in the areas of corporate outreach, Executive, Community, and University outreach. In this role, the VP of Outreach works closely with outreach program directors to set program goals and develop new initiatives.

Detail duties include:

  • Annual review and update of the Chapter Outreach and Collaboration Plan
  • Assures synergy between all PMI Rochester outreach programs
  • Appointment of Outreach Directors and Committee members
  • Oversight and direction of all chapter outreach programs:
  • Budget control of all chapter outreach programs
  • Oversight of the Director of Community Outreach in planning and executing of all community outreach programs and activities, including Junior Achievement and the annual charity Chapter meeting
  • Oversight of the Director of Corporate Outreach in planning and coordination of the Project of the Year award
  • Oversight of the Director of Networking in planning and coordinating of Networking outreach initiatives including the chapter mentorship program
  • Oversight of the annual Executive Forum event, with support of the Director of Corporate Outreach
  • Oversight of the Director of Academic Outreach in coordination of University Outreach activities
  • Oversight of the Chapter Mentoring Manager in development and oversight of the Chapter mentoring program.

  

Vice President of Membership:

The VP of Membership is responsible for addressing the needs of the chapter membership, including recruiting and retaining members while promoting the value of PMI membership and chapter membership for Rochester and the Ithaca Branch office.

Detail duties include:

  • Develop and implement a chapter membership plan that ensures continued growth through proactive recruiting, retention and member engagement, including the establishment of measurable goals and the monitoring of success metrics for appropriate action
  • Reviewing the membership statistics for both PMI® and for the local Rochester Chapter and the Ithaca Branch Office at the monthly Board meeting
  • Answering general member/non-member information inquiries and other requests for assistance with membership and its benefits
  • Sending a letter each month to members who recently terminated their membership, encouraging them to reinstate their membership in PMI® and the Rochester Chapter.   Notify Board members of these non-renewing members
  • Sending a letter each month to area PMI® members who are either new that month or renewed their membership with PMI® that month, but did not join or renew with the Chapter (Area/Prospect)
  • Sending a “Welcome to the Chapter” letter to all first-time members and include an offer to a free Chapter meeting, and a free PMI-logoed gift
  • Sending a reminder communication to members 30 days prior to their PMI membership renewal, reminding them to renew with the Chapter as well (renew next 30)
  • Maintaining a current file of PMI® members in the area who are not members of the Rochester Chapter and soliciting their affiliation with the Rochester Chapter
  • Sending information on PMI® to prospective members and recruiting new members by making presentations to interested groups
  • Providing mailing lists as requested by the Board for Chapter approved mailings
  • Provide the VP of Finance a report each month including monthly membership total for Ithaca Branch, number of renewals for Rochester and Ithaca, and number of new members for Rochester and Ithaca
  • Oversight of the Director of Volunteers, who is responsible for addressing the needs of the volunteers, including recruitment, retention, recognition, leadership development, training and support, in accordance with the chapter policies and bylaws
  • Oversight of the Director of Certification/Recertification who shall be the resource for information pertaining to earning and maintaining a PMI credentials. In addition, the Director of Certification/Recertification shall also be responsible for recording PDU’s for Chapter Members
  • Oversight of the Director of Volunteers who is responsible for ongoing support of all Volunteers in the Chapter.
  • Oversight of the Director of Onboarding and Offboarding who is responsible for administering successful onboarding and offboarding of Board members and Chapter volunteers.
  • Oversight of the Director of Recruiting, who is responsible for a new member and new volunteer recruitment strategy and execution of that strategy.

  

Vice President of Ithaca Branch:

The VP of Ithaca shall oversee all activities of the Ithaca Branch.  This includes presiding at all Ithaca Branch events, and serving as the interface to the Ithaca members on the PMI Rochester Board.

Detail duties include:

  • Oversight of the Ithaca Director of Communications, who is responsible for coordinating all email communications to Ithaca Branch members and posting Ithaca Branch events to the Chapter website
  • Oversight of the Ithaca Director of Programs, who is responsible for developing and coordinating the presentation of programs relating to project management for each regularly-scheduled Ithaca Branch meeting. The content of these programs is to be consistent and in accordance with the Rochester Chapter objectives
  • Oversight of the Ithaca Director of Membership to gather and manage branch specific membership information and to coordinate outreach to prospective and non-renewal members and communications to new members
  • Oversight of the Ithaca Director of Finance who is responsible to facilitate budgeting, procurement approval, expense management, and reimbursements for branch activities

 

Vice President of Governance: 

The VP of Governance shall oversee, coordinate and provide current and long range planning in areas concerning Bylaws, Chapter Policies and Procedures, PMIEF Grants, PMI global Awards and Elections.

Detail duties include:

  • Reviewing with the Board and updating the following documents annually:
    • PMI Rochester Chapter Operations Manual
    • PMI Rochester Chapter Bylaws
  • Submitting and working with PMI GOC for the following documents:
    • PMI Rochester Chapter Bylaws
    • PMI Rochester Chapter and Branch Business Plan
  • Reviewing and updating PMI Rochester Chapter and Branch Business Plan every 2-3 years
  • Oversight of the Director of Administration and Documentation, who will be responsible for keeping the records of all business meetings of the Rochester Chapter Board and associated communications.
  • Oversight of the Director of Scholarships and Awards working with the PMI Educational Foundation in determining eligibility of scholarships for PMI Rochester Members and Branch Members. This role has oversight over the Grants Manager and Chapter Awards.
  • Oversight of the Grants Manager and Chapter Awards to review the annual Chapter Awards package sent out by PMI(r), work with Board to obtain collaterals and information required for submission of awards, and complete the submission package
  • Oversight of Election administration and governance for the chapter.
  • Oversight of the Director of the PMI Book Library-Provide a mobile book library of Project Management and related books and materials for loan to the PMI Rochester Chapter members. The book library will only be available at chapter meetings each month. This is a new program to the Rochester Chapter as of Fall 2015. This volunteer will have the unique opportunity of growing this program from the ground up and to bring new value to the members.

  

Vice President of Marketing & Communications:

The VP of Marketing & Communications shall coordinate all marketing and sponsorship activities for the Rochester Chapter and produce and distribute all electronic communications from the Board to the Rochester Chapter membership.

Detail duties include:

  • Annual review and update of the Chapter Marketing and Communications Plan
  • Responsible for validating all information on the website is accurate and promoting project management on all PMI Chapter social media sites.
  • Oversight of the Director of Communications in sending emails to the Rochester Chapter and Ithaca Branch via email two times per month including content from the website for the next 60 days
  • Posting information on social media (e.g., Facebook and LinkedIn) with support of the Director of Communications and LinkedIn Manager
  • Managing LinkedIn requests to the Rochester Chapter
  • Oversight of the Director of IT, who is responsible for supporting and maintaining the infrastructure of the Chapter Website and IT strategy
  •  Answering questions of the membership as submitted through the Chapter website
  • Oversight of the Advertising Manager in solicitation of vendor advertising for the Chapter website, emails, and publications
  • Oversight of the Director of Publications in development of the quarterly publication of “Hard News From the ROC”
  • Oversight of the Director of Marketing in management of the Chapter branding strategy and development of all Marketing collateral.
  • Management of Photography and Videography of Chapter events.
  • Provide guidance to board members to ensure adherence to PMI® marketing guidelines in distribution of all Chapter communications, printed and electronic
  • Submittal of printed material for inclusion in PMI’s PM Today publication.
  • Working with the Director of Communications & Publicity from the Ithaca Branch to ensure communications of branch activities are aligned

 

Vice President of Finance:

The VP of Finance shall oversee the management of chapter finances for duly authorized purposes of the Rochester Chapter.  The VP of Finance shall also contact a qualified individual with accounting and/or auditing experience, on an annual basis to review and report on the accounting processes of the Rochester Chapter and insure compliance with all appropriate regulatory laws.

Detail duties include:

  • Collect and manage all Rochester Chapter income
  • Maintain the Rochester Chapter checking, savings and any other investment accounts
  • Updating the checking account signature card each year to include the current President
  • Maintaining the Rochester Chapter and Ithaca Branch financial records and providing to the Board a monthly statement of finances. This includes recording each financial transaction, and reconciling all accounts on a monthly basis.
  • Handle all cash receipts and disbursements including issuing invoices and paying bills for the Rochester Chapter and Ithaca Branch
  • Preparing an annual budget to be approved by the board by the end of December for the upcoming fiscal year using input from members and Board Members.
  • Present a year-end fiscal summary and the budget for the next year at the January Rochester Chapter meeting
  • Performing additional responsibilities that are defined in section 7 Finances of this document
  • Submitting IRS Filings
  • Ensuring compliance with IRS tax code applicable to 501-c-6 “Tax Exempt” organizations including filing the appropriate 1099s and tax returns
  • Establishing and follow procedures for use of “Tax Exempt Certificate”
  • Obtaining liability Insurance (dual responsibility – President & Finance Officer):
  • Ensuring chapter coverage and pay bill from PMI each year
  • Ensuring all members understand and abide by the provisions of the policy. VP of Finance to review the policy with the interested parties
  • Working with the Director of Finance for the Ithaca Branch to facilitate budgeting, procurement approval, expense management, and reimbursements for branch activities
  • Review, revise as necessary, and co-sign, along with the President and/or VP, each contract that the chapter engages in. Maintain the signed copy
  • Oversight of the Director of Finance, who will support the VP in all of the above activities