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Article IV - Officers

Section 1. The Chapter shall have elected officers to serve in the following positions: President, President-Elect, VP Membership, VP Finance, VP Administration, VP Marketing, VP Communications, VP Programs, VP Professional Development and Training, and Immediate Past President. All officers shall be members in good standing of PMI and of the Chapter. Candidates for the positions of President, President-Elect, VP Administration, and the VP Professional Development and Education must hold a PMI issued certification requiring renewal through the acquisition of PDUs for the entire term of office. N.B., the CAPM certification does not fulfill this requirement.

Candidates for President-Elect must have served within the last 5 years as
a) An officer of the Augusta-Aiken Chapter OR
b) An officer of another PMI chapter OR
c) In an active and meaningful leadership position as defined by the nominating committee within the PMI organizations

No officer may serve more than 2 consecutive terms in the same position, and no more than 4 consecutive terms on the Board. If there is no person able or willing to fulfill an open officer position on the Board, that officer may be re-elected for an additional term by a majority vote of the members. Note: this is consecutive terms – meaning an officer shall take at least a year off before returning to an elected Board position. A President-Elect shall be elected each year and will serve one year as President-Elect and one year as President. The office of President and Immediate Past President will each serve a one-year term. The Immediate Past President position shall be filled by the outgoing President. All other officers shall serve two-year terms of office, staggered so that officers are elected each year as follows:

In Odd-Numbered years the following positions shall be elected:

  • President-Elect
  • VP Administration
  • VP Membership
  • VP Professional Development and Training

In Even-Numbered years the following positions shall be elected:

  • President-Elect
  • VP Communications
  • VP Finance
  • VP Marketing
  • VP Programs

Section 2. The President shall be the chief executive officer for the Chapter 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. The President shall also serve as a member ex-officio with the right to vote on all committees except the Nominating Committee.

Section 3. Succession of Officers
In the event that the office of President shall become vacant, the order of succession shall be President-Elect, and then VP Administration.

If the office of President-Elect shall become vacant, the Immediate Past President will call a special election.

If the office of the Immediate Past President shall become vacant, the President will first see if a previous past president is willing to be appointed to the role. If a previous past president is not available, then the President will appoint another person in the role.

The President shall appoint other offices, which become vacant, whether directly or through succession.

The appointment of an officer by the President is dependent on the approval of the majority of the board. The term of an appointed officer that fills a vacancy shall be for the remaining term of the position on the Board being vacated.

Section 4. PRESIDENT

The duties and responsibilities of the President shall include, but not be limited to, the following:

  • Call and preside over all Chapter meetings
  • Direct the activities of the other officers.
  • Appoint Board members to vacant positions, subject to Board approval.
  • Ensure the Chapter is represented at one Leadership Meeting per year as provided for in the PMI “Policies and Guidelines for Chapter Activities.”
  • Ensure that the Chapter shall be adequately and appropriately represented in all outside activities. This shall generally mean that the President shall personally represent the Chapter wherever and whenever possible.
  • Direct the annual update of the Strategic Plan.
  • Lead the presentation of the Chapter Business Report at the annual business meeting of the membership.

Section 5. PRESIDENT-ELECT
The duties and responsibilities of the President-Elect shall include, but not be limited to, the following:

  • Act for the President when the President is absent.
  • Represent the Chapter at the annual Leadership Meeting.
  • Assist the President in liaison with PMI as and when required.
  • Assist in preparation of annual Chapter Renewal report to PMI.
  • Develop charters for committees established by the Board.
  • Assist the President in directing activities of the Chapter and other Officers.

Section 6. IMMEDIATE PAST PRESIDENT The duties and responsibilities of the Immediate Past President shall include, but not be limited to, the following:

  • Assist the President in liaison with PMI as and when required.
  • Chair temporary committees, supervise the preparation and conduct of any special projects, seminars or meetings, and serve on any such special committees as required by the President.
  • Chair the Nominating Committee responsible for preparing the slate of officers for the succeeding year.
  • Appoint the members of the Nominating Committee, subject to Board approval, as provided for in the Bylaws.
  • Conduct the Chapter election process.
  • Compile and submit the annual Charter Renewal report to the PMI Executive Office using feedback from other officers as listed in these Bylaws.

Section 7. VICE PRESIDENT—MEMBERSHIP
The duties and responsibilities of the Vice President—Membership shall include, but not be limited to, the following:

  • Increase and sustain membership and attendance at Chapter functions.
  • Maintain a current file of PMI members in the Chapter service area. Maintain a listing of prospective members and solicit their memberships in the Chapter. Obtain timely updates of the PMI listings of current and potential Chapter members.
  • Develop a membership campaign, which will encourage the participation of all levels and all types of project management professionals within the service area of the Chapter.
  • Maintain membership drives, including providing application forms, instructions for completing on-line applications, and PMI information to potential members.
  • Receive, process, and act upon all applications for Chapter membership. When notified by the Vice President—Finance, follow up on current members who become delinquent in current dues.
  • Assist in the preparation of the annual Charter Renewal report to PMI.

Section 8. VICE PRESIDENT—PROFESSIONAL DEVELOPMENT AND TRAINING
The duties and responsibilities of the Vice President—Professional Development and Training shall include, but not be limited to, the following:

  • Develop and maintain a long-range program for the professional development of the Chapter membership.
  • Develop, conduct, and maintain training programs and seminars to assist the members of the Chapter in their efforts to attain PMI certifications.
  • Act as Chapter liaison with PMI for member certification requirements and testing.
  • Encourage, assist in and direct the efforts of Chapter members in the preparation of presentations and papers as part of their professional references for the use of members seeking training in the field of project management.
  • Maintain up-to-date listings, and keep the membership informed of the resources available for training.
  • Maintain communications with the PMI Director of Education or other appropriate PMI Officers, concerning on going and special Professional Development and Training Topics.
  • Provide the Vice President—Membership with information on upcoming activities and events at least one month in advance.
  • Assist in the preparation of the annual Charter Renewal report to PMI.

Section 9. VICE PRESIDENT—FINANCE
The duties and responsibilities of the Vice President—Finance shall include, but not be limited to, the following:

  • Oversee the management of funds for duly authorized purposes of the Chapter.
  • Manage all Chapter moneys, including the receipt of all dues, contributions, and guest payments, the payment of all chapter bills as directed by the Board, and the reconciliation of all Chapter bank accounts and other financial activities.
  • Payment shall be made by cash or bank drafts. Receipts shall be obtained for all cash payments. Bank drafts shall require the signature of the current Vice President of the sponsoring organization or Designee for all drafts above $1000.
  • Direct all chapter procurements.
  • Arrange for the co-signature of the current Chapter President, President-Elect, Vice President of Finance, and Immediate Past President on all Chapter bank accounts.
  • Prepare a Chapter’s financial status summary for submittal to the Chapter Board by November 1st of each year. Financial summary will include projections of expenditures through December 31st of the same year. Submit year-end financial summary to the President for inclusion in the Chapter Business Report to be presented at the next year’s annual business meeting of the membership and for inclusion in the application for Charter renewal.
  • File Tax Forms with IRS and PMI, as required.
  • Prepare an operating budget with input from the Board, for the planning of Chapter activities. Operating budgets shall be approved by the Board no later than the Board’s February business meeting of the year for which the budget is applied.
  • Support internal audits requested by the Board.
  • Turn over all Chapter financial records to his or her successor and receive a receipt therefore.
  • Maintain financial records on a Calendar Year basis or as otherwise directed by PMI.
  • Make all required local and national tax reports.
  • Assist in the preparation of the annual Charter Renewal report to PMI.

Section 10. VICE PRESIDENT—PROGRAMS
The duties and responsibilities of the Vice President - Programs shall include, but not be limited to, the following:

  • Direct the preparation and presentation of programs relating to project management for Chapter meetings. The content of these programs shall be supportive of the objectives of the Chapter.
  • Manage all physical and financial arrangements for all general membership meetings. Coordinate the special requirements of the meeting or of other officers and arrange with the facility providers for:
    • Arrangements, including size and seating of the head table.
    • Meeting schedule, including set-up, bar service and cleaning.
    • Special equipment such as projectors, microphones, flip charts, display tables, etc.
  • Direct the presentation and conduct of special programs, meetings or colloquiums, which the Chapter may choose to present.
  • Coordinate Community of Practice (COP) Activities for Chapter.
  • Provide the Vice President—Membership with information on upcoming activities and events at least one month in advance.
  • Coordinate with the Vice President—Finance in a timely manner relative to meeting financial requirements.
  • Assist in the preparation of the annual Charter Renewal report to PMI.
  • Encourage member input to and participation in Chapter programs and activities and monitor and evaluate member response to same.
  • Gather names and data on all meeting attendees, including non-members. Transmit these to the Vice President—Membership for inclusion in the mailing list.

Section 11. VICE PRESIDENT—COMMUNICATIONS
The duties and responsibilities of the Vice President—Communications shall include, but not be limited to, the following:

  • Publicize the activities of the Chapter and promote membership in PMI.
  • Manage publication of the Chapter Newsletter.
  • Develop media listings for publicizing Chapter events, including corporate newsletters, daily papers, major trade publications, etc.
  • Administer and manage Chapter Web Page.
  • Maintain communication with the Editor of the “PM Network” and other PMI Officers relative to the publication of articles and reports written by Chapter members and Chapter operations and activities.
  • Support the preparation of an annual Chapter Business Report to be presented by the President at the annual business meeting of the membership.
  • Issue Special Notices to the Membership as requested by the Board.

Section 12. VICE PRESIDENT—ADMINISTRATION
The duties and responsibilities of the Vice President – Administration shall include, but not be limited to, the following:

  • Keep the records of all business meetings of the Chapter and meetings of the Board.
  • Prepare, distribute and maintain appropriate minutes and reports of Chapter activities. Provide for the administrative needs of the Board of Directors.
  • Record, distribute and maintain minutes of Chapter Board of Directors Meetings and annual business meeting of the membership.
  • Maintain the Chapter Library.
  • Maintain records including such things as Chapter Constitution and Bylaws, correspondence, names of award winners, copies of programs and reports, etc. This excludes financial records, which shall be maintained by the VP-Finance.
  • Prepare required reports, in conjunction with the President, for submission to PMI.
  • Maintain and communicate the Chapter documentation retention guidelines to the Board.
  • Manage and maintain Chapter’s physical assets and report annual inventory to the Board of Directors. Inventory shall identify the holder of the asset.
  • Ensure that all equipment warranties are executed and warranty document is maintained.

Section 13. VICE PRESIDENT – MARKETING
The duties and responsibilities of the Vice President—Marketing shall include, but not be limited to, the following:

  • Promote Chapter membership.
  • Develop literature, brochures and other information for distribution to prospective members and news media.
  • Periodically conduct a comprehensive marketing/advertising study to determine effective ways to increase and sustain membership and attendance at Chapter functions.
  • Solicit businesses in the service area for monetary contributions, advertising, or sponsorship of Chapter activities.
  • Direct all Chapter activities relating to the publicizing of the Chapter and Chapter activities and of the purposes and objectives of the Chapter and of PMI to the public.
  • Develop and maintain a written marketing plan for the Chapter.
  • Maintain communication with the PMI Marketing Program manager to coordinate Chapter and PMI Activities.
  • Maintain and manage an information display of PMI literature and publications at each technical meeting.