Board Positions

Board Positions

The Project Management Institute Southern Alberta Chapter (PMI-SAC) Board of Directors is comprised of nine volunteer positions.   Each Board position has a 2-year commitment staggered across two years as follows:

Jan 2016 - Dec 2017 Jan 2017 - Dec 2018
President
VP Administration
VP Finance
VP Membership
VP Professional Development

VP Communications
VP Marketing and Sponsorship
VP Operations
VP Programs

Staggering the volunteer commitments like this helps the Board to meet its goals for better knowledge transfer and continuity between inbound and outbound Board members.  The Chapter also uses Board Associate positions and shadowing as two other methods for meeting these goals.  

The remainder of this page provides a brief description of the responsibilities for each of the PMI-SAC Board positions.  You can find further information in the Chapter By-Laws.

General Responsibilities

All Board Members are responsible for:  

  • Attending all Board meetings.
  • Replying to motions via e-mail within 3 business days for decisions required between Board meetings.
  • Attending all possible Chapter events such as Dinner and Lunch Meetings as a visible member of the Board.
  • Attending and contributing to all annual planning and strategy sessions.
  • Collaborating with other Board members for initiatives that cross over Board portfolios.
  • Attending leadership conferences as applicable.
  • Keeping up on duties and responsibilities of own portfolio.
  • Contributing to the execution of the overall Board strategy and effective operations.
  • Acting as Project Sponsor for a Committee that is part of Board position portfolio.
  • Promoting PMI-SAC and its initiatives and values at business and PM community events.
  • Building good relationships with members and volunteers.
  • Building positive and productive relationships between PMI-SAC and the business and education communities.
  • Contributing/maintaining information on the PMI-SAC website and newslette
  • Transitioning to their successor at the end of term for their position. 

President Responsibilities

Accountabilities from Bylaws:  The President will be accountable for establishing the strategic direction for the Chapter and for ensuring that the Board collectively contributes to the achievement of that strategy, as well as the Chapter’s sustainability.

Specific Accountabilities:

  • Chief Executive Director for the Chapter
  • Stewardship of the Chapter’s strategy, i.e., mission, vision and strategic objectives, including maintenance of the PMI-SAC Long-Term Strategy document;
  • Performance of the Board and its individual Directors;
  • Board member succession, including appointments of replacement Board members to vacant positions;
  • Appointments of committees, committee chairpersons and representatives to task teams with Board approval;
  • Development of Board meeting and General Meeting schedules and agendas and presiding over all Board meetings and General Meetings;
  • Monthly, periodic, and annual reporting to PMI Global Head Quarters,
  • Liaison with PMI Global Head Quarters and other PMI components and organizations;
  • Pursuing and developing alliances with other organizations, agencies, businesses and individuals in order to further the Chapter’s purpose and strategic objectives;
  • Retention and archival of permanent records associated with the position;
  • Manage overall Component activities;
  • Assure quality performance of Component functions;
  • Counsel Component officers in the performance of their responsibilities;
  • Represent the Component at local and international Project Management Institute functions, as well as at local business, service organization, government, and university functions;
  • Preside over all business meetings;
  • Serve as a member ex-officio with the right to vote on all committees with the exception of the nominating committee;
  • Appoint Board members to vacant positions, subject to the Board's approval;
  • Submit application for charter renewal and tax filing;
  • Spearhead component’s strategic planning event;
  • Spearhead the component’s annual tactical planning event;
  • Build consensus for reviewing and approving changes to all chapter polices and procedures;
  • Provide a tie-breaker vote in the event of even number quorum at board meetings;
  • Review updated position descriptions for area of responsibility as needed;
  • Communicate with PMI GHQ in response to issues, questions, and requests;
  • Communicate information of importance to PMI and the Chapter membership;
  • Review and approve all Chapter reports, forms, and documents submitted to PMI GHQ;
  • Provide an accurate and timely turnover of Chapter records to the position successor
  • Maintain PMI Charter Agreement per PMI procedures;
  • Ensure continued coverage under liability insurance policy provisioned by PMI;
  • Become familiar with Chapter Bylaws, Articles of Incorporation, and other governing documents;
  • Attend leadership conferences at least once per year and ensure representation at all conferences;
  • May submit articles for publication in the Chapter’s newsletter;
  • Conflict Management

Job Description and Summary of Tasks:  The President shall be the chief executive officer for the Southern Alberta Chapter - Project Management Institute and of the Board and shall perform such duties as are customary for presiding officers, including making all required appointments with the approval of the Board.

Monthly:

  • Development of Board meeting schedules and agendas and presiding over all Board meetings;
  • Attend chapter dinner meeting
  • Participate on Region Presidents call.
  • Submitted written activities report to PMI Board of Directors
  • Review budget performance

Occasionally:

  • One on one with board members
  • Attend Chapter functions
  • Meet with other organizations, agencies, businesses and individuals
  • Preside over Annual General Membership meeting
  • Spearhead component’s strategic planning event;
  • Spearhead the component’s annual tactical planning event 
  • Interview perspective AVP’s
  • Review drafts for bylaw, policy and procedure chances and/or additions
  • Conflict mediation

Important Qualifications or Skills:

  • Previous board experience
  • Vision; a sense of purpose
  • Enthusiasm
  • Dedication to PMI and the Chapter
  • All the usual soft skills required for a supervisory/management role such as leadership and people skills, good communication, and organized

Time Commitment per month (estimated average):  This is ongoing, year round role with a time commitment varying from a low of 20hrs/month to sometimes as high as 40, averaging between 30.

Leadership Skills

  • Public Speaking / Presentation Skills
  • Excellent Writing Skills
  • Ability to Delegate Effectively
  • Negotiation Skills
  • Conflict Management

BENEFITS:

  • Forge professional relationships with other passionate project managers
  • Gain practical experience with building and maintaining effective teams
  • Learn more about the project management community and culture within Calgary
  • Have fun outside of your day job while developing your PM skill set J
  • Grow your communication (written and oral) skill set

VP Volunteer Management

Accountabilities from Bylaws: Volunteer Management is accountable to the Board of Directors on matters relating to the administration of PMI-SAC to members, prospective members and other stakeholders and programs to increase volunteer involvement  

 Specific Accountabilities: 

  • Responsible for volunteer recruitment and/or retention.
  • Responsible for providing clear expectations to volunteers regarding their roles.
  • Understand and leverage experience of volunteers and direct them to various initiatives in the chapter.
  • Responsible for identifying and developing programs to involve, develop, engage and manage volunteer members.
  • Responsible for the development and recognition of volunteers.
  • Build quality into volunteering by introducing and refining different processes for managing the work from volunteers.
  • Develop and implement volunteer related; succession and transition plan.
  • Responsible for providing PMI volunteer awareness at the local and global levels.
  • Develop and implement succession and transition plan

Job Description and Summary of Tasks:  The VP Volunteer Management shall be accountable for the development, implementation and evaluation of the volunteer recruitment and recognition strategy that contributes to the achievement of the Chapter’s long-term Strategy and sustainability.

Monthly:

  • Updating volunteer registry, using the Volunteer Management Resource System – VRMS)
  • Identifying and recruiting volunteers within the membership in support of chapter activities.
  • Ensuring volunteers are recognized for their efforts.
  • Create and deliver the volunteer related content of the chapter newsletter )when applicable)
  • Active participation at monthly board meetings.
  • Other tasks as directed by the president.

Occasionally:

  • Review and shepherd the volunteer retention policy
  • Maintain the volunteer connection via direct contact, on-going support and general communication
  • Deliver the volunteer appreciation events

Important Qualifications or Skills:

  • Vision for volunteer management
  • Ability to use volunteer management software tools to match volunteers skills with interests , high level of enthusiasm
  • Understanding of volunteer recruitment methods and tools (PMI’s Volunteer Relationship Management System)
  • Understanding of volunteer resource management Understanding of volunteer recognition and appreciation programs

Time Commitment per Month (estimated average):  This role is ongoing with a frequency of a minimum of 20 hours per month. Could vary based on activities during the year so an average of 25 hours per month overall

Leadership Skills:

  • All the usual soft skills required for a supervisory/management role such as leadership and people skills, good communication, and organized
  • Ability to Delegate
  • Effectively Coaching and Mentoring
  • Persuasion/Motivation Skills Team Building Skills

BENEFITS:

  • Overarching benefit of this role is being the part of the volunteer journeys of several people and being able to enhance their volunteer experience within the chapter
  • Forge professional relationships with other passionate project managers
  • Gain practical experience with building and maintaining effective teams
  • Learn more about the project management community and culture within Calgary
  • Have fun outside of your day job while developing your PM skill set J
  • Grow your communication (written and oral) skill set

VP Communications

Accountabilities from Bylaws: VP of Communications is accountable to the Board of Directors on matters relating to design and delivery of PMI-SAC communications services and publications. The VP of Communication serves as a communications hub between Members and the Board.

Specific Accountabilities:

  • Disseminate information both to and from the chapter (events included) in a timely manner
  • Create, define and maintain all chapter communication strategy, policies, goals, objectives and tools (including social media)
  • Form and maintain a Communications Subcommittee that works in unison and carries out communications tasks
  • Maintain a regular communications schedule that translates all chapter communications across all channels
  • Lead the development, production and release of all chapter newsletters and communications
  • Coordinate volunteers (and third party vendors if applicable) to maintain and oversee website design and content
  • Create rapport with all Board members to work as a team to achieve Chapter and Communications strategy goals
  • Balance the need for timely communication while keeping the communication concise and appropriate.
  • Perform and uphold duties, as specified by the chapter bylaws, board policies and procedures
    • This includes attending as many chapter events as possible
  • Work with PR/Marketing to ensure that chapters’ brand is understood and leveraged in communication plans
  • Work with PR/Marketing to ensure a consistent chapter voice and tone across all communications channels
  • Submit and manage the chapter’s approved communications budget, in cooperation with finance officer
  • Develop and implement succession and transition plan
  • Submit information to PMI’s communications department regarding chapter activities for possible publication in PMI Today (PMI’s monthly membership newsletter) when deemed appropriate

 Job Description and Summary of Tasks: Elected or appointed volunteer responsible for managing and coordinating communication channels in accordance with chapter policies and bylaws

 Important Qualifications or Skills:

  • Experience in Developing Communications Strategy and Supporting Communication Plans
  • Knowledge of PMI Global and Chapter Brand Guidelines
  • Strong Written Communication Skills
  • Strong Knowledge of Common Communication Vehicles (i.e. Newsletters, Annual Plans, Email Communications, etc.)

Time Commitment per month (estimated average): Estimated Volunteer Hours per Month: 25–40

Leadership Skills:

  • Effective Delegation and Writing Skills
  • Public Speaking/Presentation Skills
  • Skilled in Strategic Planning and Process Execution
  • Technical Tools and Team Building Skills

BENEFITS:

  • Forge professional relationships with other passionate project managers
  • Gain practical experience with building and maintaining effective teams
  • Learn more about the project management community and culture within Calgary
  • Have fun outside of your day job while developing your PM skill set
  • Grow your communication (written and oral) skill set

 

VP Finance

Accountabilities from Bylaws:  The VP Finance shall be accountable for the development, implementation and evaluation of a financial management system that contributes to the achievement of the Chapter’s long-term strategy and sustainability.

Specific Accountabilities:

  • Support the Chapter’s annual Business Plan through overall stewardship of the Finance portfolio and its performance.
  • Prepare annual operating and capital budgets.
  • Oversee management of funds for duly authorized purposes of the Chapter, including accounts receivable, accounts payable, and managing the Chapter’s bank accounts and required Officer Signatures.
  • Support the annual Charter renewal application through monthly, periodic, and annual reporting including financial statements and other information as required.
  • Manage annual financial audit.
  • Retain and archive permanent records associated with this position.

Job Description and Summary of Tasks:  The VP Finance is responsible for a significant set of accounts that must be kept up to date with all of the transactions, notes, and payments required to operate a Chapter according to the laws of the country, province, and city.

Monthly:

  • Keep a record and act on transactions from the chapter website.
  • Pay required bills.
  • Deposit funding received from sponsors.
  • Create deposit cheque for Board activities and accept expense submissions and record transactions to the budgeted accounts.
  • Provide an income statement and balance sheet summary report to the Board each month at the Board meetings.
  • Attend the Chapter dinner meetings to ensure the reception desk has the tools on hand to provide a transaction service to members.

Annually:

  • Create a starting point for the budgeting process and guide the board with financial advice to get a final operational and capital budget approved.
  • Initiate and complete an audit of the Board’s yearly transaction activities (submit to VP Operations for Chapter business registration and PMI Global Operations for Chapter renewal).

Time Commitment per Month (estimated average):  This role is ongoing with daily or weekly reporting or action frequency of approximately 30 hours per month.

Important Qualifications or Skills:

  • Knowledge of GAAP and legal requirements for financial records, methods, and practices
  • Accounting Designation is preferred
  • Familiarity with accounting software
  • Experience with creating and reporting financial record
  • Available to the Board members for transactions

VP Marketing and Sponsorship

Accountabilities from Bylaws: VP of Marketing and Sponsorship is accountable to the Board of Directors on matters relating to the marketing and promotion of PMI-SAC

Specific Accountabilities:

  • Market and publicize the chapter within the community
  • Setting objectives, strategies, and specific implementation steps
  • Develop an awareness of PMI’s marketing tools and resources
  • Develop and implement marketing campaigns to promote the chapter and its activities to members and the community at large
  • Develop and implement a periodic marketing plan with a detailed marketing strategy to ensure chapter brand management
  • Create and disseminate the chapters announcements and marketing activities
  • Develop, order, and distribute marketing materials, newsletters, etc.
  • Maintain relationships with sponsors for receiving their ROI
  • Keep the coherence between the marketing plan and the chapter strategic objectives
  • Drive the chapter’s advertisement process and ensure results and ROI
  • Collaborate with local business to publicize the chapter and PMI
  • Publicize the chapter and PMI through internal and external publications
  • Increase awareness of PMI and the chapter
  • Maintain relationships with sponsors for revenue generation to fund the chapters activities for our membership
  • Develop and implement succession and transition plan        

Job Description and Summary of Tasks: 

Elected volunteer responsible for marketing, public relations, and sponsorship. The VP of Marketing & Sponsorship shall be responsible for developing marketing, corporate relations in the Southern Alberta community in accordance with chapter bylaws and policies.

Important Qualifications or Skills:

  • Marketing Strategy and Development
  • Marketing Plan Execution and Delivery
  • Knowledge of PMI’s Brand Strategy (Marketing Portal)
  • Market Research Skills/Proficient use of Survey Tools
  • Proficient Usage of Online Collaboration/Tools (e.g., Facebook, LinkedIn)
  • Knowledge of Fundraising Techniques

Time Commitment per month (estimated average):  This role is ongoing with a frequency of approximately 15 - 25 hours per month depending on project activities known and may require additional hours in peak months.

Leadership Skills

  • Public Speaking / Presentation Skills
  • Excellent Writing Skills
  • Ability to Delegate Effectively
  • Negotiation Skills
  • All the usual soft skills required for a supervisory/management role such as leadership and people skills, good communication, and organized

BENEFITS:

  • Forge professional relationships with other passionate project managers
  • Learn more about the project management community and culture within Calgary
  • Have fun outside of your day job while developing your PM skill set

VP Membership

Accountabilities from Bylaws:  The VP Volunteer Management shall be accountable for the development, implementation and evaluation of a records management system that contributes to the achievement of the Chapter’s long-term Strategy and sustainability.

Specific Accountabilities: 

  • Support the Chapter’s annual Business Plan through overall stewardship of the Administration portfolio and its performance.
  • Develop annual records management plan.
  • Provide monthly, periodic, and annual reporting including minutes of the Board meetings and General meetings.
  • Retain and archive permanent Chapter records.
  • Provision Chapter’s stationary and printed materials.

Job Description and Summary of Tasks:  VP Volunteer Management is responsible for documenting and communicating Board activities within the Board, generating Board business reports, and assisting the other portfolios with their formal documentation where required.

Monthly:

  • Attend and take minutes for all Board meetings
  • Ensure minutes are approved by Board and post on PMI-SAC Board Business web space within 10 days of the Board meeting
  • Ensure recurring Chapter lunch and dinner meetings are available on PMI International website for PDU claiming

Occasionally:

  • Review and shepherd the chapter record retention policy
  • Maintain electronic and physical inventory of chapter business

Time Commitment per Month (estimated average):  This role is ongoing with a frequency of a minimum of 4-12 hours per month.

Important Qualifications or Skills:

  • Computer competency
  • Writing and recording skills

VP Operations

Accountabilities from Bylaws:  The VP Operations shall be accountable for the development, implementation, and evaluation of an integrated annual Business Plan that contributes to the achievement of the Chapter’s long-term strategy and sustainability.

Specific Accountabilities:

  • Create, update, and implement the Chapter’s integrated annual Business Plan.
  • Support the Chapter’s annual Business Plan through overall stewardship of the Operations portfolio and its performance.
  • Create, implement and maintain integrated and effective processes for the Board and Chapter, including maintenance of the PMI-SAC Policies and Procedures document.
  • Ensure roles for the Board and their reporting structure is effective.
  • Sponsor and/or provide resources for special projects identified in the annual Business Plan.
  • In the President’s absence, chair Board meetings and General meetings with authority commensurate with the President in his or her absence.
  • Provide monthly, periodic, and annual reporting on relevant topics including the Chapter’s annual report and the Chapter renewal application.
  • Retain and archive permanent records associated with this position.
  • Develop and implement succession and transition plan

Job Description and Summary of Tasks:  The VP Operations works with the President to ensure all the responsibilities of the PMI-SAC board are fulfilled. The focus is on the operating budget and functions of the Board and to assist with strategic planning.

Monthly:

  • Oversee Board activities and respond to their information requests
  • Manage operating budget and report activity for Operations portfolio
  • Participate in all Board Meetings, providing portfolio update and communicating to/from the Associate Members on the Operations sub-committees and the Board
  • Know the Board and Chapter Bylaws and operating policies intimately to ensure the Board adheres to all legal, financial and any other obligations and communicate these to the Board as required
  • Create and maintain Chapter bylaws, policies, or other documentation as required
  • Advise and assist other portfolios as required

Occasionally:

  • Ensure the operating and capital budgets are approved and fit with the Chapter’s strategic goals and vision
  • Assist the President in filling vacant Board positions as necessary
  • Register Board membership changes with Alberta Registries on an annual basis and file bylaw amendments as per the Bylaws and Society Act

Important Qualifications or Skills:

  • Vision; a sense of purpose
  • Enthusiasm
  • Dedication to PMI and the Chapter
  • All the usual soft skills required for a supervisory/management role such as leadership and people skills, good communication, and organized

Time Commitment per month (estimated average):  This is ongoing, year round role with a time commitment varying from a low of 10hrs/month to sometimes as high as 35, averaging between 20 and 25.

Leadership Skills

  • Public Speaking / Presentation Skills
  • Excellent Writing Skills
  • Ability to Delegate Effectively
  • Negotiation Skills

BENEFITS:

  • Forge professional relationships with other passionate project managers
  • Gain practical experience with building and maintaining effective teams
  • Learn more about the project management community and culture within Calgary
  • Have fun outside of your day job while developing your PM skill set J
  • Grow your communication (written and oral) skill set

 

VP Professional Development

Accountabilities from Bylaws:  The VP Professional Development shall be accountable for the needs assessment, development, implementation and evaluation of professional development products and services that contribute to the achievement of the Chapter’s long-term strategy and sustainability. The VP Professional Development must have a valid and current PMP designation.

Specific Accountabilities:

  • Support the Chapter’s annual Business Plan through overall stewardship of the Professional Development portfolio and its performance.
  • Develop an annual Professional Development Plan.
  • Facilitate professional workshops and seminars that develop members’ credentials.
  • Facilitate certification examination preparation workshops that reflect PMI certification testing.
  • Publish educational program schedules, resources, and logistical arrangements in collaboration with the VP Communications.
  • Provide monthly, periodic, and annual reporting on topics relevant to this portfolio.
  • Retain and archive permanent records associated with this position.
  • Support Non-Profits organizations through outreach program for their project management needs and developments

Job Description and Summary of Tasks:  The VP Professional Development is responsible for the following major activities:

  • Support, promote, and enhance 3 levels of training in Project Management including:
    • Introduction and basic concepts of Project Management
    • Certifications
    • Advanced and professional development
  • Responding to membership questions related to PMI credentials, qualifications, resources, content, and PDU tracking and reporting
  • Ensuring any recent developments or changes to the PMBOK are reflected in facilitation content and the Chapter website
  • Ensure invoicing to institutions and payments to facilitators are done correctly and in a timely manner
  • Confirm the readiness of course instructors/facilitators, materials, content, etc.
  • Meet with education coordinators (institution or industry) to plan programs, schedules and content delivery and to resolve any issues and concerns
  • Work with VP Communications to issue e-mail notifications and describe registration details
  • Liaise with PMI International in education and professional development programs and activities
  • Meet with various educational institutions (e.g., Mount Royal University, SAIT, University of Calgary, CDI College, Athabasca University) to discuss existing and future programs related to project management and their strategic alignment to the PMBOK
  • Assess Non-Profit organizations needs and project management requirements
  • Maintain relationships with various educational institutions through ongoing Awards as prescribed in the Professional Development budget (e.g., $500 per institution with a $2000 maximum)
  • Communicate relevant PMI national or international programs to the PMI-SAC membership
  • Liaise with PMI Education Foundation (PMIEF) for education and professional development programs and activities in support local agencies.

Time Commitment per Month (estimated average):  This role is ongoing with a frequency varying from month to month.  Some months are only 10-15 hours while others are closer to 40 hours.

Important Qualifications or Skills:

  • PMP Certification
  • Project Management experience (>10 years)
  • Familiarization with educational and professional programs or topics
  • University Degree recommended
  • Teaching experience (1-2 years) preferred

BENEFITS:

  • Forge professional relationships with other passionate project managers
  • Gain practical experience with building and maintaining effective teams
  • Learn more about the project management community and culture within Calgary

VP Programs

Accountabilities from Bylaws: The VP Programs shall be accountable for the needs assessment, development, implementation and evaluation of programs relating to project management, that contribute to the achievement of the Chapter’s short and long-term strategy and sustainability.

Specific Accountabilities:

  • Support the Chapter’s annual Business Plan through overall stewardship of the Programs portfolio and its performance.
  • Point of contact with PMI for programs.
  • Develop an annual Program Plan.
  • Develop program schedule and make logistical arrangements.
  • Coordinate registration activities and maintain associated records.
  • Liaise with professional associations and program guest speakers.
  • Working closely with PD Portfolio to provide monthly, periodic, and annual reporting on Events speakers and topics.
  • Retain and archive permanent records associated with this position.

Job Description and Summary of Tasks:

  • Manage overall Portfolio Events (i.e. dinner meetings, breakfast/luncheon programs, EPC Roundtable,…etc).
  • Introduce speakers and presenters.
  • Communicate with other VPs to develop the presentation slides for the Events.
  • Coordinate arrangements for event venues, catering, audio visual needs, etc.
  • Communicate with speakers prior to events to collaborate on presentation content, event logistics and any other needs.
  • Ensure invoicing to venues and payments to contractors are done correctly and in a timely manner.
  • Work closely with VP PD and VP Communications to issue e-mail notifications and describe registration details.
  • Provide the board heads up, insight and solution(s) about any issues that may face.

Important Qualifications or Skills:

  • PMP Certification
  • University Degree recommended
  • Project Management skills
  • Good people skills
  • Comfortable leading and facilitating events and speaking publicly
  • Good organizational abilities
  • Familiarization with educational and professional programs or topics

Time Commitment per Month (estimated average):  

This role is ongoing and averages 40-50 hours per month with some variance due to the cyclic nature of the program season.

Leadership Skills

  • Public Speaking / Presentation Skills
  • Ability to Delegate Effectively
  • Negotiation Skills
  • General soft skills

BENEFITS:

  • Sharpen you management and people skills
  • Sharpen you presentation skills
  • Develop your communication skills
  • Networking with chapter members

Chapter Membership

Total Members 2518
New Members Added 0
PMP® Members 1792
CAPM® Members 54
PgMP® Members 4
PMI-SP® Members 8
PMI-RMP® Members 11
PMI-ACP® Members 0
PfMP® Members 1
PMI-PBA® Members 1
PMP/CAPM/PgMP/PMI-SP/PMI-RMP/PMI-ACP/PfMP/PMI-PBA are registered marks of the Project Management Institute, Inc.

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