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
Portfolio Manager Appointed by the Board of Directors from a list of interested volunteers
Project Manager Appointed by the Board of Directors from a list of interested volunteers
Team Member Selected by the Portfolio from a list of interested volunteers


Board of Directors

Director

(Approximate time commitment: at least 100 - 250 or more 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 Portfolio.
  • Promote good governance.
  • Record time spent on Chapter business and submit bi-weekly timesheets.

 

board chair

(Approximate time commitment: at least 100 - 250 or more hours/year).

The Board Chair 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: at least 150 - 250 or more hours/year)

The President is responsible for the overall functioning of the Chapter, assuring that the Portfoilios 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.
  • 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: at least 150 - 250 or more hours/year).

The Senior Vice President works closely with the President and is responsible for the overall functioning of the Chapter, assuring that the Portfolios 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: at least 100 - 250 or more hours/year).

The Treasurer is an appointed Director position and will work with the Vice-President of the Finance Portfolio 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 Portfolio.
  • 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: at least 100 - 250 or more 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.

Chapter Portfolio

Finance

Portfolio Manager & Project Manager

(Approximate time commitment: at least 100 - 250 or more hours/year).

The Portfolio Manager 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 Portfolio.
  • 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

 Portfolio Manager & Project Manager

(Approximate time commitment: at least 100 - 250 or more hours/year).

The Portfolio Manager and Project Manager 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 Portfolio Manager and Project Manager 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 Portfolio Manager and Project Manager 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 (e.g. Golf, and new events).
  • Assist with providing resources as required for large Events teams (e.g. 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.

 

Membership

Portfolio Manager & Project Manager

(Approximate time commitment: at least 100 - 250 hours/year).

The Portfolio Manager and Project Manager work together to deliver high quality customer care to the Membership.

Specific Responsibilities:

  • The Portfolio Manager is the Chairperson of the Membership Portfolio.
  • The Advisory Director for the Membership Portfolio 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.
  • Prepare status reports for presentation at Chapter Board meetings.
  • Maintain and deliver all permanent records to the position successor as required.

 

Professional Development

Portfolio Manager & Project Manager

(Approximate time commitment: at least 100 - 250 hours/year).

The Portfolio Manager and Project Manager 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 Portfolio Manager is the Chairperson of the Professional Development Portfolio.
  • 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.

 

Communications

Portfolio Manager & Program Manager

(Approximate time commitment: at least 100 - 250 hours/year).

The Portfolio Manager and Project Manager 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 Portfolio Manager is the Chairperson of the Communication Portfolio.
  • Manage the chapter infrastructure for website & other communication tools.
  • Directs the Webmaster on website changes.
  • Manages the distribution of emails to the membership.
  • Membership notification for all Chapter meetings.
  • Availability of Chapter Annual Report and Audit Report on the website.
  • Other messages issued by the President and Board of Directors.
  • Prepare e-blast, 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.

 

Marketing

Portfolio Manager & Program Manager

(Approximate time commitment: at least 100 - 250 hours/year).

The Portfolio Manager and Project Manager 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 Portfolio Manager is the Chairperson of the Marketing Portfolio.
  • 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.

 

Team Member - Various Portfolios

(Approximate time commitment: 30 - 100 or more hours/year).

The Team Member performs tasks delegated by the Portfolio Manager and Program Manager of the various Portfolios.