Chapter Elections

PRESIDENT
The President shall be the Chief Executive Officer (CEO) for the Southwest Ohio Chapter, the Board of Directors and as ex-officio member of all committees. The President shall lead and direct all activities of the other Board members in accordance with the purpose of the Chapter and its Constitution and Bylaws and subject to the approval of majority of the Chapter Board of Directors.

The responsibilities of the President include:

• To preside over chapter, special, and business meetings.
• Direct the chapter’s strategic goals, including strategic alliance, planning, and annual reporting.
• Achieve the chapter vision, mission, and objectives as detailed by the chapter board, PMI, and chapter business plans.
• Accountable for all board operations, chapter activities, and overall functioning of the chapter, including liaison between the chapter and PMI.
• Represent the chapter at public events.
• Preside at Board of Directors meetings and the annual state of the chapter meeting.
• Provide guidance and support to other Chapter officers.
• Appoint members to vacant or new board positions, subject to the Board’s recommendation and approval.
• Communicate with PMI Headquarters in response to issues, questions, and requests.
• Represent the Chapter at regional, national, or global conferences, subject to delegation to other VPs or Directors.
• Communicate information of importance to PMI and the Chapter membership.
• Ensure that the chapter renewal is updated and that the chapter is in compliance as specified by PMI. Review and approve all Chapter reports, forms, and documents submitted to PMI Headquarters.
• Assume responsibility for the overall functioning of the chapter.
• Develop and implement a succession and transition plan, including an accurate and timely turnover of Chapter records to the position’s successor.
• Attend leadership conferences at least once per year and ensure representation at all conferences.
• Ensure the Chapter has satisfied all requirements of PMI Global Operations Center (Charter Renewal, tax, insurance, and any others named by PMI GOCGHQ).
• Ensure statutory and regulatory compliance in consultation with the Vice President of Finance.
• Handle escalation of communications from Board officials, Chapter members and individuals interested in the Chapter.

VP OF ADMINISTRATION
The Vice President of Administration shall be responsible for addressing governance and policy issues, including ensuring the safe-keeping, maintenance and enforcement of chapter policies, bylaws and documents for the Southwest Ohio Chapter. In addition, prepare, maintain, record, circulate all recordings, correspondence, and minutes of meetings of Board-related affairs for the Chapter.

Responsibilities of the Vice-President - Administration include:

• Assure safekeeping of all governing documents (approved bylaws, articles of incorporation, chapter agreement, board policies, committee charters, and all other non-financial records for the chapter).
• Coordinate and distribute meeting agendas; keep the record of all business meetings including issues and resolutions; and prepare and issue meeting minutes within a week of each meeting to the Board of Directors.
• Ensure the Chapter has satisfied all requirements of PMI Headquarters (charter renewal, tax, insurance, etc.).
• Notice of all annual meetings shall be sent to all members.
• Oversee documentation of and approval process for Chapter governance documents.
• Oversee the process for maintaining governance documents—Bylaws, Articles of Incorporation (non-profit status), Operations Manual, strategic plan, etc.
• Develop and maintain the repository for all Chapter governance documents—Articles of Incorporation, original signed Charter Agreement, Bylaws, renewal surveys, business meeting minutes, and logo approval certificate.
• Keep records of all meetings including issues and resolution; prepare and issue meeting minutes within a week of each meeting to the Board of Directors. Meeting minutes will be housed on the Chapter website.
• Complete the annual Chapter Renewal Survey.
• Develop award submission documents.
• Provide Board members’ contact information to PMI Headquarters, Regional Mentor, and other Ohio Chapters. (Via Component System and SWOC websites).
• Keep all Chapter officer contact information current with PMI Headquarters (via Component System). Include PMI ID numbers and terms of office.
• Provide PMI Headquarters with a list of Board members who require access to the Data Exchange Program (via Component System).
• Ensure the Chapter has satisfied all requirements of PMI Headquarters (charter renewal, tax, insurance, etc.).
• Notify the President and Board members of any issues and barriers to progress.
• Perform other duties as requested by the President.

VP OF FINANCE
The Vice President of Finance shall oversee the management of funds for duly authorized purposes of the Southwest Ohio Chapter. Responsible for timely preparation, review, and submission for the following but not limit to: Annual insurance renewal, submitting chapter tax returns and required annual financial reports to PMI.

The responsibilities of the Vice-President – Finance include:

• Maintain and manage accounts receivable and payable and all financial portfolios, including the collection of chapter dues from PMI, guest payments for chapter meetings, special events, and the payment of all chapter bills. Promptly deposit all funds received.
• Provide financial reporting regarding the state of finances and chapter activity to chapter membership, including ensuring the chapter has reviewed and reported required tax filings.
• Develop and maintain an annual operating budget and financial statement, including financial planning/goal setting, investing, forecasting and budgeting for the chapter.
• Prepare and maintain financial records of all Chapter moneys received from dues, dinner meeting payments, etc., and pay all bills. Promptly deposit all funds received.
• Develop an annual operating budget for the fiscal year for approval by the Board.
• Prepare financial reports on the activities and financial status of the Chapter.
• Manage all financial arrangements for meetings and special events, including the registration desk, collection of fees, and payment to the meeting place.
• All Contracts must be reviewed by the Board of Directors and signed by two board members; one signature for approval must be the VP Finance.
• Prepare all tax and financial reports for the Chapter as required by PMI and by local, state, and federal governments.
• File Form 990 or Form 990-EZ, as appropriate, each year with the Internal Revenue Service (IRS).
• Coordinate the independent financial audit with the President and the appointed auditor.
• Establish and monitor Chapter compliance with the IRS tax code and “Tax Exempt Certificate” use.
• Prepare the Chapter Annual Report for submission to PMI Headquarters.
• Support a complete and timely turnover of Chapter records to the position’s successor.
• File the Annual Report with the Ohio Department of Taxation if required by the Articles of Incorporation.
• File with the State of Ohio for “Continued Existence” as required.
• Maintain records such that they are available for inspection for a period of not less than seven years.
• Submit the Chapter’s insurance coverage payment to PMI Headquarters in a timely manner.
• Ensure continued coverage under the liability insurance policy provisioned by PMI.
• Perform other duties as requested by the President.

PRESIDENT ELECT
The President-Elect shall be responsible for the mentorship of the President. The President-Elect shall act as liaison to PMI Chapter Development Department, assist the President with operations and planning and represent the chapter in the absence of or at the request of the President.

Responsibilities of the President-Elect include:

• Maintain continuity in the Chapter to help to ensure smooth board transitions.
• Assist the Board of Directors with Strategic policies.
• Proactively support and promote the work within the board.
• Assume the role of mentor for the president.
• Assist the president in liaison with PMI if and when required.
• Annual review of Operations Manual.
• Support conflict resolution and outreach with past presidents.
• Develop and implement a succession and transitions plan.

VP OF MEMBERSHIP
The Vice President of Membership shall oversee all activities related to member recruitment and retention. Ensure continued growth through proactive recruiting, retention and member engagement, including the establishment of measurable goals and monitoring of success metrics for appropriate action.

Responsibilities of the Vice-President – Membership include:

• Develop and implement a Chapter membership Plan
• Maintain a membership drive, including provision of application forms and PMI information for potential members.
• Advise all Board members of all new members.
• Obtain names and addresses of first-time guests at Chapter meetings. Ensure an email invitation to join the chapter is sent to first-time guests.
• Ensure an email is sent to each renewing chapter member thanking them for renewing his or her chapter membership.
• Upon receipt of the updated membership directory ensure an email is sent to members whose membership will expire in 2 months reminding them to renew their PMI membership.
• Ensure an email is sent to new members reminding them to keep their contact information current.
• Monitor Chapter reporting System (CRS) to ensure an up-to-date membership list. Provide other officers with frequent updates as required for their responsibilities.
• Maintain up-to-date records of the local Chapter membership email.
• Maintain the monthly Membership Report and distribute it to the Board.
• Analyze membership demographics and send the results to the Board as requested.
• Develop and implement a Member Recruiting and Retention Plan.
• Support a complete and timely turnover of Chapter records to the position’s successor.
• Perform other duties as requested by the President.
• Coordinate and manage all communications to the Chapter membership and interested non-members via the website, e-mail notifications, newsletters, LinkedIn, Facebook, Twitter, YouTube, and other sources of media as approved and directed by the Chapter Board of Directors.
• Maintain Career Opportunities for Chapter membership with timely job posting opportunities and member resumes with the assistance of the Webmaster.
• Work closely with other members of the Board of Directors to ensure all relevant and appropriate communications are provided to Chapter membership.
• Develop and implement succession and transition plan.

VP OF TRAINING
The Vice President of Training shall oversee, organize, plan, and execution of all events that are designed to enhance the professional training and certification of chapter members.

Responsibilities of the Vice-President – Training include:

• Define strategies for improvement in professional development/training programs.
• Oversee events, presentations and training programs.
• Certification Preparation Courses
• Online delivery of educational content
• Sponsorship of complementary educational opportunities
• Any other educational or development training or certification events in the annual PMI SW Ohio Calendar approved by the board of directors
• The VP of Training is responsible for ensuring the curriculum delivered in the calendar of events is closely aligned with the skills and knowledge described in the PMBOK. The training curriculum should also offer the members the opportunity to attend events and programs that offer opportunity for continued development for all levels of Project Managers.

VP OF PROFESSIONAL DEVELOPMENT
The Vice President of Professional Development shall oversee planning and presence during all educational and chapter-sponsored professional-development of the chapter members each year. These events may include chapter meetings, educational workshops networking events, webinars, and any other educational or development events in the annual PMI SW Ohio Calendar approved by the board of directors

Responsibilities of the Vice-President – Professional Development include:

• The VP of Professional Development is responsible for ensuring the curriculum delivered in the calendar of events is closely aligned with the skills and knowledge described in the PMBOK. The training curriculum should also offer the members the opportunity to attend events and programs that offer opportunity for continued development for all levels of Project Managers.
• The VP of Professional Development will submit their yearly budget for board approval during the annual budget review process.
• Develop plans for and coordinate the chapter’s external educational activities, such as study groups, seminars, workshops, courses, professional development days and other educational activities.
• Manage chapter-created credential examination review courses and other such courses.
• Provide information to members and non-members on career development.
• Provide information and guidance to members and non-members on certification/re-certification in the context of PMI.
• Incorporate feedback, suggestions and recommendations as necessary to enhance effectiveness and value delivered to the audience and chapter regarding the contents of programs.
• Promote the project management profession through the planning and coordination of special events, as identified by the chapter board, designed to enhance and expand the skills and knowledge of project managers.
• Incorporate feedback, suggestions and recommendations as necessary to enhance effectiveness and value delivered to the audience and chapter as they relate to the logistics of events/programs.
• Invite key influencers from industry to participate in chapter events.
• Advance the project management profession through the planning and coordination of special events, as identified by the chapter’s board.
• Develop and implement a succession and transition plan.

VP OF OUTREACH
The Vice President of Outreach shall coordinate Chapter activities related to Academia and Community (e.g., school programs, community connections) to promote and provide project management support to scholastic, partnership, and non-profit organizations.

Responsibilities of the Vice-President – Outreach include:

• Establishing goals for the Outreach program over a 3–5-year horizon and the supporting strategies required to attain those goals.
• Developing an annual budget for the fiscal year for approval by the Board. Coordinate activities between school secondary education programs, higher education programs, community connections, and Chapter meetings or other functions.
• Coordinating activities between secondary education programs, higher education programs, between school programs, community connections, and Chapter meetings or other functions.
• Supervising preparation of any publications, letters of introduction, or newspaper items developed by the Directors of the Outreach programs.
• Developing and coordinate external publicity with the VP – Communications to get information for public relations & member new updates.
• Supporting lines of communication among Directors, the Board, community organizations, and universities.
• Coordinating the sharing of volunteers within the Outreach program and with other areas of the Chapter.
• Ensuring that the Directors’ goals are aligned with his/hers as presented to the Board.
• Establishing benchmarks for achieving the goals for Community Outreach programs.

VP OF MARKETING
The Vice President of Marketing shall oversee the chapter marketing strategy planning and execution. VP of Marketing maintains Corporate and individual membership relations with specific focus on brand, reputation, community outreach and sponsorship endeavors. The strategic goal of Marketing is to provide the best value of chapter membership to its members and top membership companies.

Responsibilities of the Vice-President – Marketing include:

• Responsible for developing Chapter marketing, corporate relations, and promotion programs.
• Developing and executing the Chapter marketing plan annually and submit that plan to the Chapter President and Board of Directors.
• Provide marketing support to other Chapter Officers as needed to adequately advertise chapter activities and supply promotional items.
• Realigning the initial marketing plan developed in the most recent
• Making necessary updates, reset the targets, strategy and tactics based on yearly strategic planning priorities, status assessment and future direction of the chapter
• Overseeing the marketing team responsible for Chapter events, programs and communications channels, including social media and traditional channels

VP OF DIGITAL TRANSFORMATION AND TECHNOLOGY
The Vice President of Digital Transformation and Technology (DTT) shall oversee the Chapter technology strategy, digital transformation (e.g., initiatives to make it easy to work with the Chapter), integration cross-platform with PMI, contracts and tools maintenance, and enablement for cross-functional tools & processes.

Responsibilities of the Vice-President – Digital Transformation and technology include:

• Security analysis of Office365 including maintaining global admin account and passwords
• Working closely with the Chapter to map privacy and risk strategies
• Leveraging technology to transform how the Chapter interacts with feedback and data to improve engagement
• Provide administrative support for chapter technologies, including providing technology workshops for Board members as needed
• Managing vendor contracts and tools maintenance
• Continue enablement for cross-functional tools & processes
• Create and maintain a help desk environment to resolve any issues that may arise
• Research new technologies and/or features to improve the chapter efficiencies and membership experience and report on feasibility.
• Successfully plan, track and deliver all IT-related services employed to benefit the chapter.

· Work with other technology team members, chapter board members and volunteers to identify opportunities to improve chapter technology and infrastructure.

· Provide submission requests for budget and schedule estimates.

· Provide recommendations for system upgrades.