Responsibilities of Officers
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.
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.
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.
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.
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.
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.
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 theVice 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.
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.
