board of directors introduction part ii prepared by: peter monkhouse, pmp and linda vella, pmp may...

Board of Directors IntroductionBoard of Directors IntroductionPart IIPart II

Prepared by:Prepared by:

Peter Monkhouse, PMP and Linda Vella, PMPPeter Monkhouse, PMP and Linda Vella, PMP

May 24, 2003 / June 10, 2004May 24, 2003 / June 10, 2004

OverviewOverview

Review of Strategic Planning SessionReview of Strategic Planning Session

Directors ResponsibilityDirectors Responsibility

How are we Organized?How are we Organized? SOC Organization Contracts

Getting Things DoneGetting Things Done Logistics Web sites

What is Next?What is Next?

Strategic Planning Strategic Planning Session ReviewSession Review

3 main strategic initiatives3 main strategic initiatives Marketing Resources Professional Designation

May 24 - Next StepsMay 24 - Next Steps

To be completed today:To be completed today: Assign primes for each strategic area (program) Define requirements for each program Identify Projects with each program

Next MeetingNext Meeting Prioritize projects within each program Conduct sanity check on what can reasonably

be accomplished Build into the Business Plan and allocate

budgets

Directors Directors ResponsibilitiesResponsibilities

Four Duties of Board Members by Kathy Four Duties of Board Members by Kathy Shawver and Debra MiersmaShawver and Debra Miersma Duty of Loyalty Duty of Care Duty of Obedience Duty of Integrity

The first obligation of the Board is to The first obligation of the Board is to Govern!Govern!

Duty of LoyaltyDuty of Loyalty

Act in the best interest of the component:Act in the best interest of the component: Put the interest of the component ahead of own personal

interests Put the interest of the component ahead of those of any

other organization or business when performing your duties as a Director

Do not allow outside influences to negatively effect decision making

Disclose any potential conflictsDisclose any potential conflicts Examples to avoid:

Perception of a conflict of interest

Actual conflict of interest

Personal gain

Duty of CareDuty of Care

Exercise the same care over Exercise the same care over component’s business as your personal component’s business as your personal businessbusiness Examples:

Attending board meetings

Conducting periodic financial audits

Conducting strategic planning

Developing operational plans

Asking questions

Maintaining confidentiality

Duty of ObedienceDuty of Obedience

Individual board members are bound to obey, Individual board members are bound to obey, support and enforce the actions taken by the support and enforce the actions taken by the board collectively, including:board collectively, including:

Obedience to the central purpose of the component Following the policies and procedures established by the

component board Speaking with one voice

Examples to avoid:Examples to avoid: Challenging / disagreeing with board decisions outside of

the board Suggesting ways to avoid adhering to or manipulating a

board policy

Duty of IntegrityDuty of Integrity

Conducting yourself in an honest and Conducting yourself in an honest and ethical manner, consistent with standard ethical manner, consistent with standard business practicesbusiness practices

Examples:Examples: Ensuring component policies / procedures are

applied consistently and fairly, are not prejudicial, and are clearly communicated to potentially qualified participants

SOC OrganizationSOC Organization

Key FeaturesKey Features Separate Operational and Strategic Roles ISLILG, Student Sections Allow for succession

Confirm roles for OfficersConfirm roles for Officers

SOC CommitteesSOC Committees

Peter M onkhousePresident

Linda VellaPast President

M ichael FlintSVP Business

Shirley KellyVP Finance

G overnance



Adrian StetterDirector

Katherine ChuengDirector

Shari BricksExecutive Director

O perational


Linda VellaPast President




M aggie BenginoDirector

Brian HillDirector

G igi LangloisDirector


Strategic


Governance CommitteeGovernance Committee

Ensuring the Chapter is operating Ensuring the Chapter is operating effectivelyeffectively

Ensuring the Board is operating Ensuring the Board is operating effectivelyeffectively

Setting Board meeting agendaSetting Board meeting agenda

By-law changes / ComplianceBy-law changes / Compliance

Nominating Committee supportNominating Committee support

Escalation to PMI HQEscalation to PMI HQ

AGMAGM

Operational Operational CommitteeCommittee

Colin M orrisVP Professional Developm ent

TB DVP Programs

TB DVP Com munications

TB DVP Projects

TB DLIG Liaison

Herm an G onzalezResource M anager

Shari BricksExecutive Director


Thelma BricksBookkeepper


Project W orld

M ichael HaigProject of the Year

Shaw n TayStudent Affairs

VP M arketing



M ichael FlintChair Operations Com m ittee

Operational CommitteeOperational Committee

Budget preparation and reportingBudget preparation and reporting

Managing to the approved budgetManaging to the approved budget

Ongoing chapter activitiesOngoing chapter activities Dinner, Breakfast meetings PMP Review Sessions Professional Development Seminars Newsletter Web site Operational Marketing Operational Projects Issue Management Communication / Liaison between Strategic and

Operational

Operational MarketingOperational Marketing

OperationalOperational Current Operations

Welcome Letter Project World Sponsorship Project of the Year Ryerson Student Section “Trade Booth”

Future Operations Mining DEP Renewal Letters Other Student Sections Surveys PMP Renewal Reminders


OfficersOfficers President Peter Monkhouse SVP Business / Secretary Michael Flint VP Finance Shirley Kelly VP Professional Development Colin Morris VP Communications VP Projects VP Marketing


Other Key RolesOther Key Roles VP Program Volunteer Director Herman Gonzalez Project World Project of the Year Michael Haig Student Affairs Shawn Tay Mentoring Committee Joanne Gumaer

SOC Support StaffSOC Support Staff

Contract Services:Contract Services: Bond Executive Offices

Shari Bricks

Christina Ramos

Theresa Cockburn

Dorit Simon

Candice Durrant

Thelma Bricks, Bookkeeper

Albert Stal, Auditor Paul Resnick, Legal Counsel

ContractsContracts

Bond Executive OfficesBond Executive Offices Administrative Services - $3,420.25/month fixed

($3,656.36 including GST)

Novotel Hotel North YorkNovotel Hotel North York Dinner Meetings

Toronto Lawn and Tennis ClubToronto Lawn and Tennis Club Breakfast Meetings

SkylarSkylar Printing

AffiniscapeAffiniscape Web Hosting - $2,500 USD/year

Johnson Insurance (pending)Johnson Insurance (pending)

Bond Executive Office Bond Executive Office ContractContract

Services supplied:Services supplied: Office space ($525+$47.25/mth) Telephone package, including Fax ($168/mth) Computer Rental ($80/mth) Bookkeeping ($250/mth) Admin support for 40 hours / week ($2350/mth) Meeting Rooms (included) Variable:

Catering (Food) Conference Calls and Long Distance Photocopying and Office Supplies Postage and Courier

Bond Executive Office Bond Executive Office ContractContract

Admin Support includes:Admin Support includes: Registration and Payment processing for:

Professional Development Seminars PMP Review Sessions Dinner Meetings Breakfast Meetings ISLIG Meetings

New member packages, PMI material Newsletter co-ordination Respond to phone and e-mail inquiries Board meeting minutes Election support Book meeting rooms and conference calls Ordering food for meetings Web site support / updates

Getting Things DoneGetting Things Done

ToolsTools Bond Board Meetings Blast e-mails Volunteers Yahoo! Groups Monthly Newsletter

InformationInformation SOC Policies SOC Handbook Web sites PMI Handbook

LogisticsLogistics

Board MeetingsBoard Meetings Monthly (yes all 12), currently second Tuesday At Bond Run like a business meeting, however, there

are time when we need to have formal motions

Keep tactical items out of the meeting, use e-mail

Yahoo! GroupsYahoo! Groups

Do you want to change the

time?

LogisticsLogistics

Contact InformationContact Information

Access to Yahoo!, PMI LeadershipAccess to Yahoo!, PMI Leadership

Name TagsName Tags

Business CardsBusiness Cards

Web site informationWeb site information

e-mail addressese-mail addresses

DEP AccessDEP Access

Phone CardsPhone Cards

Bond Access cardsBond Access cards

Bank signing cardsBank signing cards

MoneyMoney

ApprovalsApprovals Each Officer or Director must approve

payments 2 signatures on each cheque out of 9 All contracts approved by the Board

ProcessProcess Cheque requisitions Invoice requisitions

Recommendation to Change to

Operations Committee

Web Sites You Need to Web Sites You Need to KnowKnow

PMI-SOCPMI-SOC www.soc.pmi.on.ca Check Board of Directors page, under Member

Services

www.pmi.orgwww.pmi.org

PMI Leadership PagePMI Leadership Page componentleadership.pmi.bluestep.net/my/

shared/home.jsp

Yahoo! GroupsYahoo! Groups ca.groups.yahoo.com/mygroups

What is Next?What is Next?

Complete Initiation for each Project, focus Complete Initiation for each Project, focus on Expenses and Resource requirementson Expenses and Resource requirements

Complete Operations Revenue and ExpensesComplete Operations Revenue and Expenses Professional Development Colin Program Adrian Communications ? Other Peter / Michael

Next Meeting July 15, 2003Next Meeting July 15, 2003

Complete Business Plan and Budget by July Complete Business Plan and Budget by July 31st31st

Strategic Plan ContinuedStrategic Plan Continued

Strategic ProgramsStrategic Programs

3 Programs3 Programs Strategic Marketing

Maggie Bengino

Resources Brian Hill

Designation Peter Monkhouse

Linda Vella

Next Steps for todayNext Steps for today Define requirements Identify projects

Strategic MarketingStrategic Marketing

Marketing - StrategicMarketing - Strategic Market Segmentation - who do we want as

members? Value Proposition - what do these segments

want / need? Awareness to corporations Attracting younger members Public relations - reciprocal relationships with

other organizations Looking for collaborative relationships Build business cases / data to demonstrate

value of good project management

ResourcesResources

Better availability / use of ResourcesBetter availability / use of Resources Further defining role of volunteers Enlarge the number of volunteers who actively

contribute Re-evaluate responsibilities of paid staff vs

volunteers Generating more revenues to have more

dedicated staff Benchmark against other volunteer

organizations Succession planning Clearly define roles, responsibilities Working with other chapters

DesignationDesignation

Professional designation for Project Professional designation for Project ManagersManagers Obtain support from PMI Private members bill Co-operation with other chapters Organization to support Sales strategy

board of directors introduction part ii prepared by: peter monkhouse, pmp and linda vella, pmp may...

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