Roles and responsibilities for different board positions

VP Operations & Support

Responsibilities

All Officers are expected to attend and assist in the operation of every monthly Chapter dinner meeting and attend every monthly Board business meeting. This is a minimum time commitment of two evenings per month. The VP Operations & Support is responsible for providing operational assistance to the Chapter Board of Directors by establishing relationships with hotels and other vendors, coordinating special event logistics and managing administrative support in accordance with the purposes of the Chapter and its Constitution and Bylaws and subject to the approval of the majority of the Chapter Board of Directors.

Duties include, but are not limited to:

1. To prepare a Chapter Operational Plan annually and submit that plan to the Chapter President and Board of Directors;

2. To appoint directors and other positions as needed to fulfill the responsibilities herein;

3. To report status of Chapter operations and support activities to the Chapter President and Board of Directors on a regular basis;

4. To keep records of all business meetings of the Chapter and the Board.

5. To prepare and submit reports specified by the Chapter President;

6. To advise the VP Finance of all financial commitments prior to actual expenditure, if possible;

7. To turn over all records to a successor in a timely manner.

 

VP Finance

Responsibilities

All Officers are expected to attend and assist in the operation of every monthly Chapter dinner meeting and attend every monthly Board business meeting. This is a minimum time commitment of two evenings per month. The VP Finance is responsible for presenting and maintaining all financial records required for Chapter operations in accordance with the purposes of the Chapter and its Constitution and Bylaws and subject to the approval of the majority of the members of the Chapter Board of Directors. The position includes comptroller/controller responsibility (i.e., responsibility for all funds collected and disbursed by the Chapter).

Duties include, but are not limited to:

1. To be in charge of all Chapter monies and to pay all bills in accordance with generally accepted accounting practices and in support of the directives of the Chapter Board of Directors;

2. To arrange for the establishment of a chapter bank account which has on file the authorizing signature of the Chapter President and the VP Finance;

 3. To prepare the annual budget for the Chapter Board of Directors approval, with the support of all directors and other positions who have a requirement for funds or are a source of income for the coming year;

 4. To assume responsibility for the checkbook of the Chapter and for maintaining such checking or banking accounts as approved by the Chapter Board of Directors;

 5. To prepare periodic financial statements for presentation to the Chapter President and Board of Directors;

6. To assist the Chapter President with preparation of the annual and semi-annual financial reports required for submission to the Institute;

 7. To apply for an IRS Employer Identification Number (EIN) as required and submit all IRS and other tax-related filings for federal, state, and local levels as required;

8. To turn over all permanent records and statements of finance to a successor and receive receipt therefore in a timely manner.

 

President;

Responsibilities

All Officers are expected to attend and assist in the operation of every monthly Chapter dinner meeting and attend every monthly Board business meeting. This is a minimum time commitment of two evenings per month. The President shall be the Chief Operating Officer of the Chapter and, as ex-officio member of all committees, shall direct the activities of the other Board members in accordance with the purposes of the Chapter and its Constitution and Bylaws and subject to the approval of the majority of the Chapter Board of Directors.

Special duties are:

 1. To preside over chapter, special, and business meetings;

 2. To call and preside over Chapter Board of Director meetings;

3. To call special meetings and notify membership of location, date and time of the special meetings not less than fourteen (14) days before the special meetings are held;

4. To appoint qualified members to fill vacant Officer positions, subject to the approval of the Chapter Board of Directors;

5. To communicate information of importance to the Institute and the Chapter membership;

6. To serve as liaison to the Institute and to retain in Chapter files related correspondence;

7. To submit quarterly recaps of meetings and activities to PMI Publications;

8. To prepare and submit, in conjunction with the cognizant Chapter Vice Presidents, required periodic reports to PMI;

9. To solicit nominations for the awards program;

10. To actively participate in PMI's Assembly of Chapter Presidents (ACP);

11. To turn over all records to a successor in a timely manner.

12. Serve as Past President at the end of the President's term.

 

VP Applied Project Management;

Responsibilities

All Officers are expected to attend and assist in the operation of every monthly Chapter dinner meeting and attend every monthly Board business meeting. This is a minimum time commitment of two evenings per month. The VP Applied Project Management shall be responsible for serving as the Chapter liaison to PMI Special Interest Groups (SIGs), PMI Colleges, other professional organizations, and non-profit organizations in accordance with the purposes of the Chapter and its Constitution and Bylaws and subject to the approval of the majority of the Chapter Board of Directors.

Special duties are:

1. To prepare an annual Chapter Applied Project Management Plan, and submit that plan to the Chapter President and Board of Directors;

2. Appoint and direct the activities of directors and other positions as needed to fulfill the responsibilities stated herein;

3. To prepare and submit reports specified by the Chapter President;

 4. To advise the VP Finance of all financial commitments prior to actual expenditures;

5. To turn over all records to a successor in a timely manner.

 

VP Communications;

Responsibilities

All Officers are expected to attend and assist in the operation of every monthly Chapter dinner meeting and attend every monthly Board business meeting. This is a minimum time commitment of two evenings per month. The VP Communications shall be responsible for producing and distributing all Chapter communications, regardless of medium (mail, email, website), to members, potential members, and external sources in support of general communication efforts and as needed to support the communication requirements of other Chapter Officers in accordance with the purposes of the Chapter and its Constitution and Bylaws and subject to the approval of the majority of the Chapter Board of Directors.

Special duties are:

1. To prepare an annual Chapter Communications Plan, and submit that plan to the Chapter President and Board of Directors;

2. To appoint and direct the activities of directors and other positions as needed to fulfill the responsibilities herein;

3. To coordinate the placement of advertising in communication items;

 4. To coordinate public relations activities;

5. To assist the Chapter President and other Chapter Officers in responding to requests for Chapter information;

6. To prepare and submit reports specified by the Chapter President;

7. To advise the VP Finance of all financial commitments prior to actual expenditures;

 8. To turn over all records to a successor in a timely manner.

 

VP Education;

Responsibilities

All Officers are expected to attend and assist in the operation of every monthly Chapter dinner meeting and attend every monthly Board business meeting. This is a minimum time commitment of two evenings per month. The VP Education is responsible for developing Chapter educational programs, including PMP certification preparation and other project management training, developing relationships with local colleges and universities, serving as liaison to the PMI Educational Foundation, and identifying other educational opportunities in accordance with the purposes of the Chapter and its Constitution and Bylaws and subject to the approval of the majority of the Chapter Board of Directors.

Special duties are:

1. To assume the office of the President, if it becomes vacant, until the Chapter Board of Directors appoints a replacement to serve the remainder of the President's term;

2. To chair the Chapter Board of Directors meeting in the absence of the President;

3. To chair the Chapter business meeting in the absence of the President;

 4. To prepare a Chapter Education Plan annually and submit that plan to the Chapter President and Board of Directors;

5. To appoint directors and other positions as needed to fulfill the responsibilities herein;

 6. To report status of chapter education activities to the Chapter President and Board of Directors on a regular basis;

 7. To prepare and submit reports specified by the Chapter President;

 8. To advise the VP Finance of all financial commitments associated with education activities prior to actual expenditure, if possible;

9. To turn over all records to a successor in a timely manner.

 

VP Marketing;

Responsibilities

All Officers are expected to attend and assist in the operation of every monthly Chapter dinner meeting and attend every monthly Board business meeting. This is a minimum time commitment of two evenings per month. The VP Marketing shall be responsible for developing Chapter marketing, corporate relations, and promotion programs in accordance with the purposes of the Chapter and its Constitution and Bylaws and subject to the approval of the majority of the members of the Chapter Board of Directors.

Special duties are:

 1. To prepare a Chapter Marketing Plan annually and submit that plan to the Chapter President and Board of Directors;

2. To appoint directors and other positions as needed to fulfill the responsibilities herein;

3. To provide marketing support to other Chapter Officers as needed to adequately advertise chapter activities and supply promotional items;

 4. To identify prominent local employers, and recruit and appoint Registered Company Coordinators (RCCs) as appropriate;

5. To assist the Chair of the Board with the administration and promotion of the Executive Advisory Board program.

6. To report status of all marketing activities to the Chapter President and Board of Directors on a regular basis;

7. To advise the VP Finance of all financial commitments prior to actual expenditure, if possible;

8. To prepare and submit reports specified by the President;

9. To turn over all records to a successor in a timely manner.

 

VP Membership

Responsibilities

All Officers are expected to attend and assist in the operation of every monthly Chapter dinner meeting and attend every monthly Board business meeting. This is a minimum time commitment of two evenings per month. The VP Membership shall have direct responsibility for general membership issues in accordance with the purposes of the Chapter and its Constitution and Bylaws and subject to the approval of the majority of the Chapter Board of Directors.

Special duties are:

1. To prepare an annual plan for the coordination and promotion of Chapter membership, and submit that plan to the Chapter President and Board of Directors;

2. To actively promote renewals of Chapter membership;

3. To appoint directors and other positions as needed to fulfill the responsibilities herein;

4. To obtain monthly membership database files from PMI headquarters, and provide database reporting support to the President and other Chapter Officers as requested;

 5. To identify Institute members in the greater Dallas area that do not belong to the Chapter and solicit them for Chapter membership;

 6. To develop and conduct an annual member needs assessment;

7. To develop and maintain an active volunteer recruitment and placement program in support of all Chapter activities.

 8. To present membership status and trends to the Chapter President and Board of Directors; 9. To prepare and submit reports specified by the President;

10. To advise the VP Finance of all financial commitments prior to actual expenditure, if possible;

 11. To turn over all records to a successor in a timely manner.

 

VP Professional Development;

Responsibilities;;

All Officers are expected to attend and assist in the operation of every monthly Chapter dinner meeting and attend every monthly Board business meeting. This is a minimum time commitment of two evenings per month. The VP Professional Development is responsible for establishing Chapter professional development programs, including webinars, seminars, roundtables, and weekend programs, and maintaining relationships with PMI Seminars World and Registered Education Providers (REPs) in accordance with the purposes of the Chapter and its Constitution and Bylaws and subject to the approval of the majority of the Chapter Board of Directors.

Special duties are:

1. To prepare a Chapter Professional Development Plan annually and submit that plan to the Chapter President and Board of Directors;

2. To appoint directors and other positions as needed to fulfill the responsibilities herein;

3. To report status of chapter professional development activities to the Chapter President and Board of Directors on a regular basis;

4. To prepare and submit reports specified by the Chapter President;

5. To advise the VP Finance of all financial commitments associated with education activities prior to actual expenditure, if possible;

6. To turn over all records to a successor in a timely manner.

 

VP Programs;

Responsibilities;;

All Officers are expected to attend and assist in the operation of every monthly Chapter dinner meeting and attend every monthly Board business meeting. This is a minimum time commitment of two evenings per month. The VP Programs is responsible for planning and supervising preparation for monthly PMI membership meetings and any special events approved by the Chapter Board of Directors in accordance with the purposes of the Chapter and its Constitution and Bylaws and subject to the approval of the majority of the Chapter Board of Directors.

Special duties are:

 1. To prepare an annual Plan for Chapter Programs and submit that plan to the Chapter President and Board of Directors for approval;

 2. To assemble and publish a rolling twelve-month events calendar each month;

 3. To notify membership of location, date and time of the general meetings not less than thirty (30) days before all general meetings are held;

4. To appoint directors and other positions as needed to fulfill the responsibilities herein;

5. To prepare a written report following each chapter meeting which summarizes attendance and financial results of the meeting, and submit that report to the Chapter President and Board of Directors;

6. To prepare and submit reports specified by the President;

7. To advise the VP Finance of all financial commitments prior to actual expenditure, if possible;

8. To turn over all records to a successor in a timely manner.