Constitution
This organization shall be called the Project Management Institute’s Otowi Bridge Chapter, a not for profit association (application for recognition filed under IRS section 501), hereinafter called the Chapter. This organization is a local Chapter chartered by the Project Management Institute, Incorporated, hereinafter called PMI.
A. GENERAL PURPOSE
The Chapter’s purpose is to further the values of project management by giving strong support to the purposes and endeavors of the PMI, its constitution and its membership. The Chapter fully supports the PMI constitution and will act in conformity with all stipulations in the document entitled. “Policies and Guidelines for Chapter Activities.”
B. SPECIFIC OBJECTIVES
The objectives of the Chapter are in accordance with those listed in the PMI constitution. Specific objectives are:
1. Promote professionalism in project management.
2. Advance the quality and scope of project management.
3. Promote the fundamentals of project management and advance the PMI body of knowledge to achieve common understanding of project management applications.
4. Collaborate with universities and other educational institutions to promote project management career development.
5. Provide project management information and education to the northern New Mexico industries, government agencies and educational institutes.
6. Promote the PMI and the Chapter methods and ethics through community involvement.
A. Authority and rules governing formation and operation of the Chapter are vested in the Project
Management Institute, constitution and bylaws as originally written or subsequently amended.
B. The Project Management Institute, constitution and bylaws shall take precedence over the Chapter constitution, which shall, in turn, take precedence over the Chapter bylaws.
C. The continuing of the Chapter charter award is subject to cancellation or withdrawal by the Project
Management Institute Board of Directors for cause.
D. Should the Chapter be dissolved for any reason, its assets shall, after payment of all just debts, be turned over without restrictions to the Project Management Institute.
A. ELIGIBILITY
Membership in the Chapter shall be open to any person interested in furthering the purpose of the Chapter. An applicant shall become a member upon approval of his or her application and payment of appropriate dues. Membership in the Chapter requires membership in the PMI.
B. CLASSIFICATION OF MEMBERSHIP
The Chapter shall have two classes of members, each with rights, privileges, and voting rights as hereinafter provided:
1. Member - Any person meeting the general membership eligibility qualifications and who is actively pursuing the application of project management techniques, is engaged in the teaching of the techniques, or is conducting research directed towards the improvement or development of techniques. Members shall have voting rights.
2. Student Members - Individuals must be registered in an accredited education institution on a fulltime basis to be qualified for student membership. A student member shall not have voting rights and may not hold any office in the Chapter.
C. RESIGNATION
A member or student member may, at any time, submit his or her resignation in writing to the Project Management Institute Vice President of Communications and it will become effective upon receipt. Resignations shall not be cause for refund of dues or other PMI or Chapter fees.
D. SUSPENSION AND EXPULSION
A member or student shall be suspended or expelled by an affirmative vote of three-fourths of the membership of the Project Management Institute Board of Directors for reasonable cause following a hearing before the board. In no other ways may a member or student member be suspended or expelled.
A. GENERAL
The officers of the Chapter shall be members in good standing of the Chapter and shall be elected by majority vote of the Chapter members at the annual business meeting.
The Chapter Board of Directors shall elect a President pro tem should the office become vacant. Other vacant offices shall be appointed by the President with the approval of the board.
Elected officers may be recalled by approval of the majority of those in attendance at a general meeting
of the Chapter membership. Elected officials who fail to attend three consecutive board meetings may be recalled by the President with approval by the Chapter Board of Directors.
Elected officers of the Chapter shall include:
1. President
2. President - Elect
3. Vice-President of Programs
4. Vice-President of Education
5. Vice-President of Membership
6. Vice President of Communications
7. Vice President of Finance
8. Immediate Past President
The President-Elect and all Vice Presidents are elected annually. The President’s position is assumed by the previous year’s President-Elect and is thus not an annually elected position. This allows for the President-Elect to serve in a training capacity for one year prior to assuming the office of President.
B. NOMINATION, ELECTION, AND TENURE
The President, with approval of the board, shall appoint members of the nominating committee who shall be members of the Chapter in good standing. The nominating committee shall be chaired by the immediate past President. Nominations may also be made from the floor at the Chapter meeting prior to the annual business meeting.
Officers shall be elected by a majority vote of the Chapter members in attendance at the annual business meeting.
Officers will serve a one-year term beginning July 1, following the annual election and ending June 30, the following year. Officers shall be eligible to serve only two consecutive terms in the same office.
C. RESPONSIBILITIES OF OFFICERS
1. PRESIDENT
The President will be responsible for the overall functioning of the Chapter, assuring that the Chapter Board of Directors works together as a team, dedicated to achieving the Chapter vision, mission and objectives as detailed in the Chapter Charter. Special duties include:
a. Schedule, provide agendas and preside over all business and Chapter meetings. b. Direct the activities of other officers toward Chapter goals and objectives.
c. Appoint Nominating Committee members by March 1 of each year to conduct Chapter elections.
d. Appoint replacement Board members to vacant positions, subject to the Chapter Board of
Directors’ approval.
e. Appoint committee and committee chairperson representatives to task teams as required and subject to the Chapter Board of Directors’ approval.
f. Submit to the PMI Vice President - Region III an annual application for charter renewal, pursuant to Article B-6 of the Chapter Guidelines & Policy Handbook. The application shall be prepared by the President - Elect.
g. Represent the Chapter, or appoint appropriate alternate as a member of the Council of Chapter Presidents (CCP) at the Spring and Fall meetings and serve on any CCP subcommittees that may be established to form policy for the CCP.
h. Prepare monthly status reports for presentation at Chapter Board of Directors meetings.
j. To communicate information of importance to both the institute and the Chapter membership. k. To serve as liaison to the institute and to retain in the Chapter files all related correspondence.
l. To prepare and submit, in conjunction with the cognizant Vice Presidents, the required periodic reports to the Project Management Institute Board of Directors.
m. To submit quarterly recaps of meetings and activities to the editor of the Project Management
Journal.
n. To notify Chapter membership 20 days before annual elections.
p. Maintain and deliver all permanent records to the position successor as required.
2. IMMEDIATE PAST PRESIDENT (ex-officio officer of the Chapter)
The Immediate Past President will assist the incoming President (President - Elect) with the transition to the new Chapter Board of Directors, liaison with PMI headquarters, and preparation of the replacement officers for the following year. Special duties include:
a. Assist the President in liaison with PMI and Council of Chapter Presidents as required.
b. Assist in preparation and conduct of any special projects, seminars or meetings in support of other Chapter Board of Director members, or in liaison with any project manager appointed for a specific project which the Chapter decides to undertake.
c. Chair the Nominating Committee responsible for preparing the slate of officers for the succeeding year.
d. Act as the focal point for the Chapter Board of Directors in leadership development efforts. e. Chair the Long Range Planning Committee.
f. Sit as constitutional advisor to the Chapter Board of Directors.
3. PRESIDENT - ELECT
The President - Elect shall assume all duties and responsibilities of the President in cases of temporary absence or incapacitation. In the absence of both the President and President - Elect, the Vice Presidents shall elect a President Pro-Tem from among the Officers to act for a period determined by the Officers, or until the next regular election of Officers. Special duties include:
a. Responsible for Chapter marketing programs, activities, and materials.
b. Signature authority commensurate with the President in his or her absence.
c. To chair the Chapter Board of Directors meeting in the absence of the President.
d. To prepare a Chapter marketing plan annually and submit that plan to the Chapter President and Board of Directors.
e. To appoint project managers and committee staff for:
1. Public Relations
2. Corporate Promotions
3. Chapter Promotion
4. Vendor Relations
5. Liaison with other Professional Associations
6. Chapter Newsletter.
f. To provide marketing support to other Chapter officers as needed to adequately advertise and promote
Chapter activities.
g. To report status of all marketing activities to the Chapter Board of Directors on a regular basis and the membership at the annual business meeting.
h. To advise the Vice President of Finance of all financial commitments associated with marketing prior to actual expenditure, if possible.
4. VICE PRESIDENT OF PROGRAMS
The Vice President of Programs is responsible for the development and delivery of programs relating to project management for each scheduled Chapter meeting. The content of these programs is to be consistent and in accordance with the objectives of the Chapter and with approval of the Chapter Board of Directors.
Special duties include:
a. Prepare annual program plan and annual events calendar. b. Appoint committees to execute programs as planned.
c. Prepare monthly program schedules and agendas showing all planned Chapter activities for the next six months, including speaker, vendor presentation, etc. Provide to Vice President of Communications for distribution.
d. Direct the presentation of special seminars, meetings and vendor exhibits which the Chapter Board of Directors deems beneficial to the local membership. Assure that Chapter meetings do not conflict with the annual PMI meeting.
e. Obtain information on future guest speakers at least a month in advance of meetings to provide adequate lead time for the Vice President of Communications to publicize such events.
f. Prepare program and meeting notices for publication and distribution by the Vice President of
Communications.
g. Develop and maintain individual member participation lists and work with other Chapter Board of Directors 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 yearly Chapter reports to PMI.
h. Manage all physical arrangements for each Chapter meeting and coordinate the facilities requirements of other officers. Required arrangements includes:
1. Seating arrangements and tables.
2. Timing of events, including meals, table service and refreshments.
3. Delivery and return of special equipment such as projectors, overheads, microphones, flip charts, etc.
j. Prepare monthly status reports on Chapter programs for presentation at Chapter Board of Directors meetings, and prepare the annual report of program activities to be presented at the Chapter annual business meeting.
k. Develop and maintain liaison with professional associations in pursuit of continued project management development and programs.
1. Maintain and deliver all permanent records to the position successor as required.
5. VICE PRESIDENT OF EDUCATION
The Vice President of Education will be responsible for promoting Project Management Professionalism through the development of educational publications, seminars, and workshops designed to help Project Managers achieve certification as Project Management Professionals (PMP’s). Special duties include:
a. Responsible for the Chapter educational program and the annual education plan.
b. Provide the membership with professional workshops and seminars designed to improve their development in the field of project management.
c. Establish and oversee a volunteer group charged with the task of developing and delivering a certification examination preparation workshop to be offered on a semi-annual basis.
d. Establish the Chapter as a recognized certification test site.
e. Establish and maintain a Chapter Library of project management reading material and professional publications.
f. Work with local educational institutions to enlist their support of Project Management
Professionalism and project management career development through PMI and the local Chapter.
g. Coordinate and maintain certification preparation workshop modules to insure they reflect the types of changes being made to the PMI certification test.
h. In cooperation with the Vice Presidents of Programs and Communications, actively pursue paid PM
workshop attendance by the public at large.
j. Prepare monthly status reports on Chapter education programs for presentation at _ Chapter Board of
Directors meetings including an annual report to be presented at the Chapter annual business meeting. k. Maintain and deliver all permanent records to the position successor as required.
6. VICE PRESIDENT OF MEMBERSHIP
The Vice President of Membership will be responsible for the development and maintenance of a
Chapter membership plan that assures continued growth through aggressive recruiting and partnering with major Northern New Mexico employers. Special duties include:
a. Compile and maintain a current file of PMI members in the Chapter area of operations and solicit their affiliation with the local Chapter.
b. Establish and maintain an active membership drive, including a documented plan, partnering with other Chapter Board of Directors members to identify membership opportunities, providing membership application forms and PMI information to potential members.
c. Process all membership applications and provide periodic membership lists to all Chapter Board of Directors members, communicating with and requesting from PMI, all appropriate membership documentation.
d. Create Chapter membership list and dues record (in U. S_ funds) and submit to PMI by September of each year for centralized billing purposes.
e. Establish and maintain an active corporate Chapter sponsorship solicitation drive. f. Prepare monthly status reports on Chapter membership for presentation at Chapter Board of Directors meetings including an annual membership report for presentation at the annual Chapter business meeting.
g. Maintain a permanent file of the membership and recruiting activities of the Chapter and turn over all documentation to successors as required.
7. VICE PRESIDENT OF COMMUNICATIONS
The Vice President of Communications is responsible for the timely dissemination of information both to and from the Chapter membership, using various tools to accomplish the objective. In addition, the position also includes publicity of the local Chapter and PMI to internal and external publications and through partnering with local businesses. Special duties include:
a. Organize subcommittees for the purpose of direct telephone solicitation of meeting and workshop attendance. Inform Vice President - Programs of expected attendance so hotel or restaurants can be informed.
b. Distribute a six (6) month program plan showing monthly events.
c. Notify membership not less than ten (10) days before all special meetings called by the President. d. Notify membership not less than ten (10) days before all general meetings.
e. Receive from Vice President - Membership, and maintain up-to-date copy of the mailing list for use in mailing Chapter event notices, newsletters, and annual report.
f. Notify membership of all nominations 20 days before election. g. Monitor and report upon the general membership’s requirements and response to Chapter Programs. This includes the preparation, analysis, and reporting on questionnaires and other evaluation devices.
h. Maintain a file of all Chapter correspondence (meeting minutes, mailings, etc.). j. Prepare for, procure, and distribute Chapter stationary and printed materials.
k. Direct preparation of Chapter Annual Report and Chapter Renewal Request for submission to the
Vice President-Region II and a copy to PMI main office. Distribute Chapter Annual Report to Chapter
Membership.
1. Prepare status reports for presentation at Chapter Board of Directors meetings including an annual report for presentation at the annual Chapter business meeting.
m. Maintain and deliver all permanent records to the position successor as required.
n. Fill the role of Project Manager establishing volunteer committees for the preparation and editing of monthly newsletters, published articles, and local advertisements describing Chapter activities and plans.
p. Develop and place advertisement in local newspapers of Chapter meetings, events, workshops, seminars, and vendor shows.
q. Submit regular information on Chapter activities for publication in the Project Management Journal
(PMJ) and PM NETwork.
r. In cooperation with Vice President - Programs, prepare draft text of meeting notices and newsletters for review by the Chapter Board of Directors at their meeting preceding each Chapter meeting.
s. With the cooperation of other Chapter Board of Directors members, establish an awards program to show honor and distinction for professional accomplishments and Chapter participation.
t. Prepare monthly status reports on Chapter communication activities for presentation at Chapter Board of Directors meetings including an annual report to be presented at the annual Chapter business meeting.
u. Maintain and deliver all permanent records to the position successor as required.
8. VICE PRESIDENT OF FINANCE
The Vice President of Finance will be responsible for the solicitation of input from the Chapter Board of Directors members for development of financial goals and objectives for the Chapter, the preparation of an annual financial plan, as well as the collection and disbursement of all Chapter moneys. Special
duties include:
a. Manage all Chapter financial transactions including the collection of all Chapter dues from PMI, guest payments for Chapter meetings or special events, and the payment of all Chapter bills in accordance with Chapter Board of Directors directives.
b. Establish and maintain all required Chapter bank accounts and/or similar financial transactions, arranging for officer signatures as required, including the PN41 Regional Vice President of Administration if requested.
c. Apply for IRS Employer Number and submit all required IRS tax related filings
d. Develop an annual operating budget and forward to the Chapter Board of Directors for inclusion in the annual application for charter renewal.
e. Develop an annual financial statement on the activities of the Chapter and provide to the Board by
December 1 of each year.
f. Partner with the Vice President of Membership to identify members who have failed to pay current dues, and provide meeting attendance information for new and potential members. Pursue unpaid members for collection and retainment purposes.
g. Prepare and present monthly financial statements to the Chapter Board of Directors and the general membership at Chapter meetings, including an annual report of all financial transactions to be presented at the annual Chapter business meeting.
h. Maintain a permanent file of the financial business of the Chapter and turn over all documentation to successors as required.
The Chapter Board of Directors shall consist of eight members. Seven currently elected officers and the outgoing/most recent past President. The Chapter Board of Directors shall be solely responsible for all legal and business affairs of the Chapter. The President shall preside over all Chapter Board of Director activities. The board shall meet monthly to ensure that the operations of the Chapter is in accordance with PN41 standards and expectations.
Financial control shall be as set forth in the Chapter by-laws. Should the Chapter be dissolved for any reason, its assets shall, after payment of all just debts, be turned over, without restrictions, to the PMI. The Chapter shall set and arrange for collection of local dues through the PMI centralized billing procedures.
Amendments to this constitution may be effected by a two-thirds majority of the voting members present at the annual business meeting.
Proposed amendments must be drafted and presented to the membership in writing 30 days prior to placing on the agenda for the annual meeting or specially called business meetings.
Special meetings may be called by the Chapter Board of Directors to vote on amendments to the constitution.
The Chapter Board of Directors may appoint a corporate executive advisory panel to provide general advice and guidance on the programs undertaken by the Chapter. The panel shall have no legislative or managerial authority. The tenure of the advisory panel shall be the same as that of the board which appoints the panel.
No member of the Chapter shall receive any pecuniary gain or profit, incidental or otherwise, from its activities, except that the Chapter shall be authorized to pay reasonable compensation for services rendered and make payments in furtherance of the purposes set forth in this constitution. The Chapter shall not carry on any activity prohibited by any city, county, state, or federal statute in the U. S.A.
