Position Guides
Below are the descriptions of the roles and specific responsibilities for the following positions:
| Position | How Positions are Filled |
| Director | Elected by the membership |
| Past President | Automatically filled by the previous year’s President |
| President | Automatically filled by the previous year’s Senior Vice-President |
| Senior Vice-President | Elected by the Board of Directors from nominees who are currently Directors |
| Treasurer | Elected by the Board of Directors from nominees who are currently Directors |
| Secretary | Elected by the Board of Directors from nominees who are currently Directors |
| Vice-President FAC | Appointed by the Board of Directors from a list of interested volunteers |
| Assistant Vice-President FAC | Appointed by the Board of Directors from a list of interested volunteers |
| Team Member | Selected by the Functional Area Committee from a list of interested volunteers |
Board of Directors
Director
(Approximate time commitment: 75 - 100 hours/year)
The Director role assists the Board in defining and meeting the strategic objectives of the Lakeshore Chapter.
Specific Responsibilities:
- Prepare for and attend all Board of Director Meetings
- Prepare for and attend the annual Strategy Session
- Prepare for and attend the Annual General Meeting
- Be an advisory member on a Functional Area Committee
- Promote good governance
- Record time spent on Chapter business and submit bi-weekly timesheets
Past President
(Approximate time commitment: 75 - 100 hours/year)
The Past President is an appointed Director position and is held by the previous year's President.
Specific Responsibilities:
- Same Responsibilities as a Director
- Chairperson of the Board of Directors - presides over all Board and member meetings
- Provides guidance on Chapter operations and governance
- Chairperson of the Nominating Committee
- Maintain and deliver all permanent records to the position successor as required.
President
(Approximate time commitment: 100 - 150 hours/year)
The President is responsible for the overall functioning of the Chapter, assuring that the Functional Area Committees work together as a team, dedicated to achieving the Chapter vision, mission and objectives as communicated by the Board of Directors.
Specific Responsibilities:
- Same Responsibilities as a Director
- Member of the Finance Functional Area Committee
- Direct the activities of operational positions toward Chapter goals and objectives
- Attend to operations issues.
- Direct preparation of Chapter Annual Report and Chapter Renewal Request for submission to the PMI Headquarters, pursuant to the Guidelines and Policies Handbook for PMI Chapters
- Represent the Chapter, or appoint appropriate alternate as a member of the Assembly of Chapter Presidents (ACP) at the semi-annual meetings and serve on any ACP sub committee that established to form policy for the ACP
- Meet and Liase with other PMI Chapters and associations
- Prepare status reports for presentation at Chapter Board meetings.
- Maintain and deliver all permanent records to the position successor as required.
Senior Vice-President
(Approximate time commitment: 100 - 150 hours/year)
The Senior Vice-President works closely with the President and is responsible for the overall functioning of the Chapter, assuring that the Functional Area Committees work together as a team, dedicated to achieving the Chapter vision, mission and objectives as communicated by the Board of Directors
Specific Responsibilities:
- Same Responsibilities as a Director
- Same Responsibilities as the President
Treasurer
(Approximate time commitment: 75 - 100 hours/year)
The Treasurer is an appointed Director position and will work with the Vice-President of the Finance Functional Area Committee to ensure the financial goals and objectives for the Chapter are met and that an annual financial plan is prepared.
Specific Responsibilities:
- Same Responsibilities as a Director
- Member of the Finance Functional Area Committee
- Chairperson of the Audit Committee
- Establish and maintain all required Chapter bank accounts and/or similar financial transactions, arranging for officer signatures as required
- Provide input for the yearly Chapter reports to PMI
- Maintain and deliver all permanent records to the position successor as required.
Secretary
(Approximate time commitment: 75 - 100 hours/year)
The Secretary is an appointed Director position and is responsible for recording minutes at all board meetings, general meetings, and any special meetings.
Specific Responsibilities:
- Same Responsibilities as a Director
- Work with the Past President to schedule and prepare agendas for all Board of Director, and member meetings
- Arrange for notices to be sent for all Board of Director and member meetings
- Prepare minutes for all meetings
- Maintain and deliver all permanent records to the position successor as required.
Functional Area Committees
Finance
Vice-President
(Approximate time commitment: 100 - 150 hours/year)
The Vice-President and Treasurer work together to ensure the financial goals and objectives for the Chapter are met and that an annual financial plan is prepared.
Specific Responsibilities:
- Chairperson of the Finance Functional Area Committee
- Member of the Audit Committee
- Manage all Chapter financial transactions including the collection of all Chapter dues from PMI, guest payments for Chapter events, and the payment of all Chapter bills in accordance with Chapter procedures and Board directives.
- Manage expense reporting and cheque preparation
- Develop an annual operating budget and forward to the Board for inclusion in the annual application for charter renewal.
- Develop an annual financial statement on the activities of the Chapter and provide to the Board each year.
- Prepare and present monthly financial statements to the Board
- Prepare status reports for presentation at Chapter Board meetings.
- Provide input for the yearly Chapter reports to PMI
- Maintain and deliver all permanent records to the position successor as required.
- Record time spent on Chapter business and submit bi-weekly timesheets
Events
Vice-President
Assistant Vice-President
(Approximate time commitment: 100 - 150 hours/year)
The Vice-President and Assistant Vice-President work together to develop and deliver Chapter events (e.g. Dinner meetings, Saturday Continuing Education Events, Annual Golf, Project World, Annual General Meeting, other New Events). The content of these events is to be consistent and in accordance with the objectives of the Chapter and with approval of the Board of Directors.
Specific Responsibilities:
- The Vice-President and Assistant Vice President each are responsible to be the main (or backup) Facility Liaison for the Dinner Meeting venue and the Saturday Continuing Education venue. This includes monitoring and enforcing the execution of the contract articles between the chapter and the facility.
- Maintain communication with the facility including information on attendee numbers, diet preferences and chapter feedback. The VP/AVP notifies the facility or the chapter of any change in plans.
- Assist with planning and kickoff of new project teams responsible for other special events (eg. Golf, and new events).
- Assist with providing resources as required for large Events teams (eg. Symposium, 10th anniversary, etc.).
- Manage all aspects of the event delivery, including facility and supplies procurement, staffing of the event, setup and take down of AV equipment and collection of fees.
- Develop, distribute, collect, and evaluate online survey responses for each event. Implement and communicate appropriate actions in a timely manner to address feedback.
- Work with main contacts from each of the Events key areas (Master of Ceremonies, Registration Desk, AV Technologies) to continuously improve services based on member survey feedback.
- Develop and maintain standard documentation for Events Processes and Procedures.
- Develop and maintain member participation lists.
- Maintain and deliver all permanent records to the position successor as required.
Customer Care
Vice-President
Assistant Vice-President
(Approximate time commitment: 100 - 150 hours/year)
The Vice-President and Assistant Vice-President work together to deliver high quality customer care to the Membership.
Specific Responsibilities:
- The Vice-President is the Chairperson of the Customer Care Functional Area Committee
- The Advisory Director for the Customer Care Functional Area Committee will be responsible to access the PMI DEP and manage all appropriate membership information.
- Manage all aspects of delivering customer care to the Lakeshore Chapter membership, including email and phone requests for information.
- Establish and maintain plan for developing membership; conduct membership surveys as required and directed by the Board of Directors
- Manage the Lakeshore Chapter electronic Bulletin Board.
- Prepare status reports for presentation at Chapter Board meetings.
- Maintain and deliver all permanent records to the position successor as required.
- Record time spent on Chapter business and submit bi-weekly timesheets
Professional Development
Vice-President
Assistant Vice-President
(Approximate time commitment: 100 - 150 hours/year)
The Vice-President and Assistant Vice-President work together to promote project management professionalism through the development and delivery of seminars and workshops designed to help members to achieve certification and maintain certification as Project Management Professionals.
Specific Responsibilities:
- The Vice-President is the Chairperson of the Professional Development Functional Area Committee
- Provide the membership with professional workshops and seminars designed to improve their development in the field of project management.
- Deliver a certification examination preparation workshop and provide delivery at least twice per year.
- Work with local educational institutions to enlist their support of Project Management Professionalism through PMI and the Chapter.
- Prepare status reports for presentation at Chapter Board meetings.
- Maintain and deliver all permanent records to the position successor as required.
- Record time spent on Chapter business and submit bi-weekly timesheets
Communications
Vice-President
Assistant Vice-President
(Approximate time commitment: 100 - 150 hours/year)
The Vice-President and Assistant Vice-President work together to ensure the timely dissemination of information both to and from the Chapter membership. This includes publicity of the Chapter and PMI to internal and external publications.
Specific Responsibilities:
- The Vice-President is the Chairperson of the Communication Functional Area Committee
- Directs the Webmaster on website changes
- Manages the distribution of emails to the membership
- Quarterly prepare a plan to the membership showing the events for the following six (6) months.
- Membership notification of all Chapter meetings not less than ten days prior to the meeting.
- Availability of Chapter Annual Report and Audit Report on the website.
- Other messages issued by the President and Board of Directors
- Prepare newsletters, published articles and local advertisements describing Chapter activities and plans.
- Submit regular information on Chapter activities for publication in the PMI publications.
- Maintain and deliver all permanent records to the position successor as required.
- Record time spent on Chapter business and submit bi-weekly timesheets
Marketing
Vice-President
Assistant Vice-President
(Approximate time commitment: 100 - 150 hours/year)
The Vice-President and Assistant Vice-President work together to develop and execute a Board approved marketing plan to create awareness of the PMI Lakeshore Chapter within the community.
Specific Responsibilities:
- The Vice-President is the Chairperson of the Marketing Functional Area Committee
- Solicit sponsorship for Chapter (e.g. events and website)
- Develop marketing material for use in creating awareness and attracting sponsors
- Develop relationships with existing and potential sponsors
- Manage the delivery of the Chapter's defined obligation to sponsors.
- Maintain and deliver all permanent records to the position successor as required.
- Record time spent on Chapter business and submit bi-weekly timesheets
Team Member - Various Functional Area Committees
(Approximate time commitment: 30 - 100 hours/year)
The Team Member performs tasks delegated by the Vice-President and Assistant Vice-President of the various Functional Area Committees.