Board of Directors Introduction Part II Prepared by: Peter Monkhouse, PMP and Linda Vella, PMP May 24, 2003 / June 10, 2004

Overview Review of Strategic Planning Session Directors Responsibility How are we Organized? SOC Organization Contracts Getting Things Done Logistics Web sites What is Next?

Strategic Planning Session Review 3 main strategic initiatives Marketing Resources Professional Designation

May 24 - Next Steps To be completed today: Assign primes for each strategic area (program) Define requirements for each program Identify Projects with each program Next Meeting Prioritize projects within each program Conduct sanity check on what can reasonably be accomplished Build into the Business Plan and allocate budgets

Directors Responsibilities Four Duties of Board Members by Kathy Shawver and Debra Miersma Duty of Loyalty Duty of Care Duty of Obedience Duty of Integrity The first obligation of the Board is to Govern!

Duty of Loyalty 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 conflicts Examples to avoid:  Perception of a conflict of interest  Actual conflict of interest  Personal gain

Duty of Care Exercise the same care over component’s business as your personal business Examples:  Attending board meetings  Conducting periodic financial audits  Conducting strategic planning  Developing operational plans  Asking questions  Maintaining confidentiality

Duty of Obedience Individual board members are bound to obey, support and enforce the actions taken by the 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: Challenging / disagreeing with board decisions outside of the board Suggesting ways to avoid adhering to or manipulating a board policy

Duty of Integrity Conducting yourself in an honest and ethical manner, consistent with standard business practices Examples: Ensuring component policies / procedures are applied consistently and fairly, are not prejudicial, and are clearly communicated to potentially qualified participants

SOC Organization Key Features Separate Operational and Strategic Roles ISLILG, Student Sections Allow for succession Confirm roles for Officers

SOC Committees

Governance Committee Ensuring the Chapter is operating effectively Ensuring the Board is operating effectively Setting Board meeting agenda By-law changes / Compliance Nominating Committee support Escalation to PMI HQ AGM

Operational Committee

Budget preparation and reporting Managing to the approved budget Ongoing 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 Marketing Operational 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

SOC Organization Officers PresidentPeter Monkhouse SVP Business / SecretaryMichael Flint VP FinanceShirley Kelly VP Professional DevelopmentColin Morris VP Communications VP Projects VP Marketing

SOC Organization Other Key Roles VP Program Volunteer DirectorHerman Gonzalez Project World Project of the YearMichael Haig Student AffairsShawn Tay Mentoring CommitteeJoanne Gumaer

SOC Support Staff 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

Contracts Bond Executive Offices Administrative Services - $3,420.25/month fixed ($3, including GST) Novotel Hotel North York Dinner Meetings Toronto Lawn and Tennis Club Breakfast MeetingsSkylar PrintingAffiniscape Web Hosting - $2,500 USD/year Johnson Insurance (pending)

Bond Executive Office Contract 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 Contract 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 inquiries Board meeting minutes Election support Book meeting rooms and conference calls Ordering food for meetings Web site support / updates

Getting Things Done Tools Bond Board Meetings Blast s Volunteers Yahoo! Groups Monthly Newsletter Information SOC Policies SOC Handbook Web sites PMI Handbook

Logistics Board 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! Groups Do you want to change the time?

Logistics Contact Information Access to Yahoo!, PMI Leadership Name Tags Business Cards Web site information addresses DEP Access Phone Cards Bond Access cards Bank signing cards

Money Approvals Each Officer or Director must approve payments 2 signatures on each cheque out of 9 All contracts approved by the BoardProcess Cheque requisitions Invoice requisitions Recommendation to Change to Operations Committee

Web Sites You Need to Know PMI-SOC Check Board of Directors page, under Member Serviceswww.pmi.org PMI Leadership Page componentleadership.pmi.bluestep.net/my/shar ed/home.jsp Yahoo! Groups ca.groups.yahoo.com/mygroups

What is Next? Complete Initiation for each Project, focus on Expenses and Resource requirements Complete Operations Revenue and Expenses Professional DevelopmentColin ProgramAdrian Communications? OtherPeter / Michael Next Meeting July 15, 2003 Complete Business Plan and Budget by July 31st

Strategic Plan Continued

Strategic Programs 3 Programs Strategic Marketing  Maggie Bengino Resources  Brian Hill Designation  Peter Monkhouse  Linda Vella Next Steps for today Define requirements Identify projects

Strategic Marketing Marketing - 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

Resources Better 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

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