Project Management Institute Baton Rouge Chapter BY-LAWS ARTICLE I

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1 BY-LAWS ARTICLE I Meetings: The President shall have the authority and responsibility to prevent the unauthorized use of the Chapter name in connection with any meeting or activity which, in the President s judgment does not further the purposes of the Chapter and/or the PMI. Definitions: Quorum - A quorum of the Board of Directors shall be a minimum of 50 percent of the Board of Directors, and is required for the transaction of all official Chapter Business requiring a vote. A quorum of the Chapter membership, in attendance at officially scheduled Chapter Meetings, shall be determined by the President or his designee. Majority - A majority vote shall consist of 51 percent or more of the voting members present at the called meeting. Board of Directors The Board of Directors consist of President, Vice President of Membership and Recruiting, Vice President of Budget and Finance, Vice President of Publishing and Public Relations, Vice President of Professional Development, Vice President of Programs and Immediate Past President. Business Meetings: Purpose - Regularly scheduled Business Meetings shall be conducted by the Board of Directors. These meetings shall provide focus on the identified objectives of the Chapter as detailed in the Chapter Charter. Frequency - The Board of Directors shall convene Business Meetings quarterly, as a minimum, with one Annual Meeting, the dates of which shall be set by the Board of Directors. The Annual Meeting shall be held in conjunction with the annual election of Board of Directors on the 2nd Wednesday in December. Location - The Board of Directors shall select the location of the Annual Meeting and announce the time, date, and location to all current members of the Chapter in good standing at least 30 days in advance. Page 1 of 13 October 15, 2005

2 Chapter Meetings: Purpose - The purpose of the Chapter Meetings will be to emphasize programs which further the objectives of the Chapter and the PMI, and will be the responsibility of the Vice President for Programs. Frequency - The Board of Directors shall conduct Chapter Meetings on a quarterly basis at a minimum. Location - The Vice President for Programs shall select the locations for Chapter Meetings and announce the times, dates and locations to all current and potential Chapter members at least 10 days prior to meeting. Special Meetings - Special Meetings may be called and conducted by the individual members or groups of members at any time or place as long as the following conditions are met: Approval - Approval of the meeting is obtained from the Chapter President. In the event the meeting is called to consider the recall of a Board of Director, then approval of at least two Board of Directors is required. Notification - Written notification, including purpose, time, place, agenda, and names of principal participants, is forwarded to the Vice President of Public Relations for distribution and recording purposes prior to the meeting date. Documentation - Any written material to be used or distributed in connection with the meeting and/or carrying the name of the Chapter is to be submitted to the Vice President of Public Relations prior to its distribution or use. Recording - Within one week of the close of the Special Meeting of the Chapter, the sponsoring member or group, will provide a written report to the Vice President of Public Relations outlining the activities of the meeting. Board of Directors: ARTICLE II General: All Board of Directors shall be Chapter members in good standing. The Vice President of Membership and Recruiting shall become President if that office becomes vacant. Other vacant offices shall Page 2 of 13 October 15, 2005

3 be appointed by the President with the unanimous approval of the Board. Any elected officer may be recalled by approval of sixty (60) percent of those in attendance at a Special Meeting of the Chapter membership. Any elected officer who fails to attend three (3) consecutive Board meetings may be recalled by the unanimous approval of the Board members remaining in attendance. Tenure: Board of Directors shall be eligible to serve only two consecutive terms in the same office. Responsibility of Board of Directors: President - The President will be responsible for the overall functioning of the Chapter, assuring that the Chapter Board works together as a team, dedicated to achieving the Chapter vision, mission and objectives as detailed in the Chapter Charter. Act as chair of the Board of Directors. Schedule, provide agendas and preside over all Business and Chapter meetings. Direct the activities of other Board of Directors toward Chapter goals and objectives. Appoint Nominating Committee members by October 1 of each year to conduct Chapter elections. Appoint replacement Board members to vacant positions, subject to the Board s unanimous approval. Appoint committee members and chairpersons to special projects teams as required and subject to the Board s majority approval. Submit to the appropriate PMI Vice President - Region and Executive Office the annual application for charter renewal, pursuant to Article B-6 of the Chapter Guidelines & Policy Handbook. The application shall be prepared by the Vice President of Public Relations. Represent the Chapter, or appoint appropriate alternate as a member of the Council of Chapter Presidents (CCP) at the semi-annual meetings and serve on any CCP subcommittees that may be established to form policy for the CCP. Prepare status reports for presentation at Board meetings. Page 3 of 13 October 15, 2005

4 Maintain and deliver all permanent records to the position successor as required. Immediate Past President (Ex-Officio Officer of the Chapter) - The immediate Past President shall provide continuity between outgoing and newly elected Board of Directors. The Immediate Past President shall assist the President in liaison with PMI if and when required. Assist in preparation and conduct of any special projects, seminars or meetings in support of other Board members, or in liaison with any project manager appointed for a specific project which the Chapter decides to undertake. Chair the Nominating Committee responsible for preparing the slate of Board of Directors for the succeeding year. VP - Membership and Recruiting - The Vice President of Membership and Recruiting will be responsible for development and maintenance of a Chapter membership plan that assures continued growth through aggressive recruiting and partnering with major Baton Rouge, Louisiana area employers. Organize and direct the activities of assigned committees. Serve as the backup Chapter President and assume presidential responsibilities if the elected president cannot fulfill the responsibilities for any reason. Compile and maintain a current file of PMI members in the Chapter area of operations and solicit their affiliation with the local Chapter. Maintain attendance records for all Chapter and Business Meetings. Establish and maintain an active membership drive, including a documented plan, partnering with other Board members to identify membership opportunities, providing membership application forms and PMI information to potential members. Provide periodic membership lists to all Board members, communicating with and requesting Page 4 of 13 October 15, 2005

5 from PMI, all appropriate membership documentation. Submit to PMI Executive Office any changes in Chapter dues amount by September 1st of each year for central billing purposes. Prepare status reports for presentation at Board meetings Maintain a permanent file of the membership and recruiting activities of the Chapter and turn over all documentation to successors as required. VP - Budget and Finance - The Vice President of Budget and Finance will be responsible for the solicitation of input from Board members for development of financial goals and objectives for the Chapter and the preparation of an annual financial plan. Organize and direct the activities of assigned committees. Manage all Chapter financial transactions including the collection of all Chapter dues from PMI, guest payments for Chapter meetings or special events, and the payment of all Chapter bills in accordance with Board directives. Establish and maintain all required Chapter bank accounts and/or similar financial transactions, arranging for officer signatures as required. Provide responsible stewardship of Chapter funds. Apply for IRS Employer Identification Number (EIN) and submit all required IRS related filings. Develop an annual operating budget by December 15th, and forward to the Board for inclusion in the annual application for charter renewal. Establish and maintain an active Corporate Sponsorship solicitation drive. Develop an annual financial statement on the activities of the Chapter and provide to the Board by December 1 of each year. Partner with the Vice President of Membership and Recruiting to identify members who have failed to pay current dues. Pursue unpaid members for collection and retainment purposes. Prepare and present financial statements for Board meetings. Maintain Chapter P.O. Box mailing address. Page 5 of 13 October 15, 2005

6 Maintain a permanent file of the financial business of the Chapter and turn over all documentation to successors as required. File appropriate tax forms on a state, local and national level. VP - Publications and Public Relations - The Vice President of Publications and Public Relations is responsible for the timely dissemination of information both to and from the Chapter membership, using various tools to accomplish the objective. In addition, the position also includes publicizing the local Chapter and PMI in internal and external publications and through partnering with local businesses. Public Relations: Organize and direct committees for the purpose of direct telephone solicitation of meeting and workshop attendance. Inform Vice President of Programs of expected attendance. Notify membership not less than ten (10) days before all special meetings called by the President. Receive from the Vice President of Membership, and maintain up-to-date copy of the mailing list for use in mailing Chapter event notices, newsletters, and annual report. Notify membership of all nominations at least twenty-one (21) days before annual election of Board of Directors. Maintain a file of all Chapter correspondence (meeting minutes, mailings, etc.). Maintain Chapter historical data files. Prepare for, procure, and distribute Chapter stationary and printed materials. Direct preparation of Chapter Annual Renewal Survey for submission to the appropriate Region Vice President and a copy to PMI Executive Office. Distribute Chapter Annual Report to Chapter Membership. Prepare status reports for presentation at Board meetings. Maintain and deliver all permanent records to the position successor as required. Publications: Page 6 of 13 October 15, 2005

7 Organize and direct committees for the preparation and editing of newsletters, published articles, and local advertisements describing Chapter activities and plans. Develop and place advertisement in local newspapers of Chapter meetings, events, workshops, seminars, and vendor shows Submit regular information on Chapter activities for publication in PM Network. In cooperation with the Vice President of Programs, prepare draft text of meeting notices and newsletters for review at the Board meeting preceding each Chapter meeting. With the cooperation of other Board members, establish an awards program to show honor and distinction for professional accomplishments and Chapter participation. Prepare status reports for presentation at Board meetings. Maintain and deliver all permanent records to the position successor as required. VP - Professional Development - The Vice President of Professional Development will be responsible for promoting Project Management Professionalism through the development of educational publications, seminars, and workshops designed to help Project Managers achieve certification as Project Management Professionals (PMPs). Organize and direct the activities of assigned committees. Provide the membership with professional workshops and seminars designed to improve their development in the field of project management. Establish and oversee a volunteer group charged with the task of developing and delivering a certification examination preparation workshop. Establish and maintain a Chapter Library of project management reading material and professional publications. Work with local educational institutions to enlist their support of Project Management Professionalism through PMI and the local Chapter. Coordinate and maintain certification preparation workshop modules to insure they reflect the types of changes being made to the PMI certification test. Page 7 of 13 October 15, 2005

8 In cooperation with the Vice President of Publications and Public Relations, actively pursue paid PM workshop attendance by the public at large. Prepare status reports for presentation at Board meetings. Maintain and deliver all permanent records to the position successor as required. VP - Programs - The Vice President of Programs is responsible for the development and delivery of programs relating to project management for each scheduled Chapter meeting. The content of these programs is to be consistent and in accordance with the objectives of the Chapter and with approval of the Board. Organize and direct the activities of assigned committees. Prepare program schedules and agendas showing all planned Chapter activities. Provide to the Vice President of Public Relations for distribution. Notify membership not less than ten (10) days before all Chapter Meetings. Direct the presentation of special seminars, meetings and vendor exhibits which the Board deems beneficial to the local membership. Assure that Chapter meetings do not conflict with the annual PMI meeting. Obtain information on future guest speakers at least a month in advance of meetings to provide adequate lead time for the Vice President of Public Relations to publicize such events. Prepare program and meeting notices for publication and distribution. Monitor and report upon the general membership requirements and response to Chapter programs. This includes the preparation, analysis, and reporting on questionnaires and other evaluation devices. Work with other Board members to determine areas of interest of Chapter members for use in program delivery. Monitor and report on general membership feedback. Provide input for the yearly Chapter reports to PMI. Manage all physical arrangements for each Chapter meeting and coordinate the facilities requirements of other Board of Directors. Page 8 of 13 October 15, 2005

9 Prepare status reports for presentation at Chapter Board meetings. Maintain and deliver all permanent records to the position successor as required. Finance: ARTICLE III Fiscal Year: The fiscal year of the Chapter shall be from January 1 to December 31. Budget: The proposed budget shall be prepared annually and recommended by the Vice President of Budget and Finance to the Board of Directors for approval. The annual budget for the succeeding year shall be submitted in draft form not later than the Board of Directors meeting scheduled immediately prior to the Annual Meeting of the Chapter. The budget shall be approved at a joint meeting of incoming and outgoing Board of Directors. The incoming Board of Directors are to receive the budget two (2) weeks prior to said meeting. The incoming Board of Directors are to review the budget, to submit changes and to approve it. Financial Control: Accounting for the finances of the Chapter shall conform in general to the recommended practices of the American Institute of Certified Public Accountants. The Vice President of Budget and Finance shall submit periodic statements of account to the Board of Directors. Expenditures: Expenditures shall be handled by the Vice President of Budget and Finance except as otherwise provided in the Constitution or documented herein. Individual Board members have authority to expend up to $ per transaction, without prior approval of the majority of the board, in the execution of their specified job responsibilities. In all cases, expenditures shall be made in accordance with the approved budget. The expenditures must not exceed the approved Chapter budget without the unanimous approval of the Board of Directors. Fees and Dues: Annual Chapter dues for members, student members and corporate members shall be as set by the Board of Directors. Membership privileges for new members shall commence on the day of acceptance by the PMI and payment of PMI and Chapter dues for the current year. Page 9 of 13 October 15, 2005

10 Responsibility for billing for annual dues/fees is that of PMI. Members in arrears will be contacted by the Vice President of Budget and Finance. Check Signature Authority: All Chapter financial transactions requiring a check from the Chapter account must be signed by either the President or the Vice President of Budget and Finance. Checks $ and under need only one signature, while checks over $ need two signatures. A detailed financial transaction log will be maintained by the Vice President of Budget and Finance and will be made available to any Board member, the Regional Vice President or the PMI on request. ARTICLE IV Membership: Delinquency: Members, student members and corporate members are immediately in arrears after PMI membership expires and member drops off Chapter list one month after expiration date. A delinquent member may be reinstated by payment in full of all past dues for the current year. Members in Good Standing shall be defined as Chapter Members who have paid both PMI and Chapter dues and appear on the PMI Chapter Membership List. In the event dues have been paid but not posted, the member must provide verification from PMI that dues have been received in order to be considered a Member in Good Standing. Use of Membership List: The list of members, student members, corporate members and applications to the PMI may be used only for the advertising or solicitation in connection with the authorized business of the Chapter or the PMI. Lists will be circulated only to dues-paying members and are for use only within the purposes of the Chapter as qualified by the Board of Directors. This list may not be used for commercial purposes as excluded by the PMI Constitution. ARTICLE V Publications: Business Meetings: The Board of Directors will produce and maintain meeting minutes, which will document meeting proceedings, action items, attendance and meeting schedule information. The Page 10 of 13 October 15, 2005

11 primary responsibility for the assurance of minutes creation, filing and distribution will belong to the Vice President of Public Relations. Distribution of minutes will be to all Board of Director members, with requests for further distribution considered on a case-by-case basis and only if made in writing to the Vice President of Public Relations. Newsletter: A Chapter newsletter will be published in support of the objectives of the Chapter and the PMI. The editorial policies of the publication will be directed by the Board of Directors and implemented by the Vice President of Public Relations. Annual Proceedings and Technical Presentations: A compilation of Chapter members and/or guest speakers technical articles and oral presentations presented at Chapter meetings will be collected by the Vice President of Programs for distribution and/or inclusion in the Chapter library. The Vice President for Public Relations will coordinate the publication and distribution of appropriate documentation. Other Publications and Distributions: Other recurring or one-time publications intended for distribution to the Chapter membership, will be authorized by the Board of Directors. Chapter Library: A Chapter Library will be established to serve the membership. The library documentation will include, but not be limited to; a complete set of PMI Handbooks, Guidelines, Study Material, Symposium Proceedings and text books. PMI gives some of these materials to the Chapter, however any additional items must be paid for by the Chapter. Responsibility for the Chapter Library belongs to the Vice President of Professional Development. The availability of documentation for use by the membership will be established via a contract system as approved by the Board of Directors. ARTICLE VI Nominations, Elections and Tenure: Board of Directors will be elected by a majority vote of Chapter Members in attendance at the Annual Meeting. Board of Directors will serve in the year following the election and based on the calendar year (Jan 1 to December 31). Nominating Committee: The Nominating Committee shall be comprised of the Immediate Past Page 11 of 13 October 15, 2005

12 President as Chairperson and at least two other Chapter members in good standing appointed by the current President. If the immediate past president is unavailable, the president is to appoint a member in good standing to chair the Nominating Committee. Nominees: Nomination of Board of Directors will be made by the Nominating Committee as established by the By-Laws. Nominations may also be made from the floor at the Annual Meeting. Nominees from the floor must meet the criteria stated below. No member of the Nominating Committee shall be included in the slate of nominees prepared by this committee. This does not preclude however, nomination of Committee Members from the floor provided they are not nominated by a Committee Member or Member of the Board. Criteria: The Nominating Committee shall set criteria for selection of nominees, which shall include the following: Member in good standing. Willingness to devote time and effort as an officer of the Chapter. Experience in Project Management. Personal attributes. Recommendation: The Nominating Committee shall present its recommendation at the Chapter meeting preceding the Annual Meeting. The Nominating Committee shall also be responsible for overseeing the administration of the election process and reporting on the results to the current Board of Directors for implementation and turnover of Elections: A Chapter member in good standing, unable to attend the annual meeting, may elect to vote for Board of Directors by proxy. The member wishing to vote in this manner is responsible for securing a ballot and delivering it in time for the Annual Meeting as described herein. ARTICLE VII Amendments: Amendments to the By-Laws may be made only by the Chapter Board. The Chapter membership may petition the Board of Directors to consider amendments approved by a majority vote of the Chapter Membership in attendance at the Annual Meeting or a special business meeting at which there is a quorum. The Board would then review and vote on the petition at the next regularly held Business Meeting, with the results communicated to the Chapter by the next regularly scheduled Chapter Meeting. All Chapter By-Law Amendments will be filed with the PMI Executive Office. Page 12 of 13 October 15, 2005

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