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Annual Election Cycle

Abstract: PMI Portland Chapter holds elections every year to renew elected positions or replace certain Board of Directors positions. This document explains the information needs in order to open and hold the election, as well as to report the results and setup the new Board members and their staff.

Date: 05/28/2016Revision: 5.0Pages: 20Status: Updated after

election cycle 2016. jbh

Table of Contents

1 Overview............................................................................................................................................ 5

2 Election Cycle Overview................................................................................................................... 6

2.1 Nominations (phase 1)...............................................................................................................6

2.2 Elections (phase 2)..................................................................................................................... 6

2.3 Announce Results (phase 3)......................................................................................................6

2.4 Job Description/Chapter Structure Information...........................................................................7

2.4.1 Recommendations for Improvement......................................................................................7

3 Timeline and Events*........................................................................................................................ 8

4 Nomination Materials (March or April)..........................................................................................11

4.1 Job Descriptions....................................................................................................................... 11

4.2 Nomination Form...................................................................................................................... 11

4.3 Elections (Nominations) Web Page Content.............................................................................11

2016-2018 ELECTIONS............................................................................................................................ 12

Calling All Leaders!............................................................................................................................... 12

Accepting Nominations for PMI Portland Chapter Board of Directors.......................................12

Election Timeline............................................................................................................................. 12

Board positions............................................................................................................................... 12

For More Information......................................................................................................................13

How to Become Nominated............................................................................................................13

4.4 Home Page Content................................................................................................................. 15

4.5 Email Blast Content.................................................................................................................. 15

Nominations are Open for Chapter Board of Directors Election.........................................................16

4.6 Newsletter Content................................................................................................................... 16

4.7 Interviews................................................................................................................................. 16

5 Elections Materials (MAY)..............................................................................................................17

5.1 Candidate Profile document.....................................................................................................17

5.2 Printed Ballot............................................................................................................................ 17

5.3 Electronic Ballot........................................................................................................................ 17


5.5 Elections (Vote) Web Page Content.........................................................................................17

Elections have begun—VOTE NOW!....................................................................................................17

document.doc Company Confidential Page: 2 of 28

There are three ways to let your voice be heard:.........................................................................17

Board Responsibilities........................................................................................................................... 18

For More Information:..................................................................................................................... 18

Candidates............................................................................................................................................ 18

President Elect................................................................................................................................ 18

Stephen Wilks, PMP........................................................................................................................18


Elections have begun—VOTE NOW!......................................................................................................20

Candidates............................................................................................................................................... 21

Election Timeline................................................................................................................................... 21


6 Announce Results Materials (after May meeting)........................................................................22

6.1 Elections (Welcome) Web Page Content.................................................................................22




6.5 Prez Elect message to Board and Directors.............................................................................23

7 Appendix.......................................................................................................................................... 26

7.1 View and Export Election Results.............................................................................................26

7.2 Validate Printed Ballot Votes....................................................................................................26

7.3 Web Team documentation.......................................................................................................26

7.4 Next Steps................................................................................................................................ 26


Document Revision History:

Version Changes Author Date

1.0 Initial draft Jani Hansen 5/6/072.0 2009-2010 Election Updates:

Section 2 – Notes updated Section 3 – Drafted Process (none

existed before) Section 4 – changed board

member to election committee Section 6 – Significant updates to

format and content

Rachel Paulson 4/5/09

3.0 2012 updates – remove reference to PMI PDX database and update for current landscape. Add examples from all 2012 materials.

J Hansen 4/24/2012

4.2 2012 updates after the election cycle was complete.

Alan John and J. Hansen

5/21/2012

4.3 2013 updates to prepare for 2013 elections Diane Brady 2/28/20134.4 2014 updates Jani Hansen 5/15/20145.0 2016 updates Janice Hansen &

Jimmy Godard5/30/2016

NOTES:

1. This document focuses on the needs of the webmaster and newsletter editor. It should be “updated” each year to include the Elections committee activities which may defer each year (schedule of events, number and positions of open positions).


1 OverviewPMI Portland Chapter holds elections every May in order to replace their Board of Directors. Members of the Board of Directors are responsible for recruiting candidates and for collecting the information needed by the webmaster and newsletter editor in a timely fashion. At this time, the President Elect manages this process.

The Operations Web Team supports the Election cycle. The webmaster is responsible for the customer-facing portion of this effort, by creating the on-line ballot, the printable ballot, updating the web site several times, and communicating to the membership via email several times.

In addition, articles will appear in the newsletter, along with the printable ballot, job descriptions, and candidate profiles


2 Election Cycle OverviewThe Election Committee is comprised of the current President, Immediate Past President and President Elect. Optionally individuals from the past presidents council can assist if needed. The President Elect is the Election Committee Chair and is responsible for updating and providing information on the election process and timeline for completing it.

The Election Committee will review and update, as needed with the help of the Secretary, the current Board organizational structure to set as election baseline (see Chapter Structure Information).

The entire election process occurs between March and June and (for the purposes of this document) is broken into 3 stages: Nominations, Elections and Announce Results.

2.1 Nominations (phase 1)The President Elect will work with the web teamr to create and publish the nomination information, forms, and email blasts to the membership (see Timeline and Events for details).

All nominations will be submitted to [email protected] and will be distributed to the Election Committee by the President Elect in order to schedule and conduct interviews of each nominee. The interview agenda will be as follows:

1. Understand the candidate’s interest and commitment for the elected position2. Provide additional position information and answer questions3. Outline election process and next steps

After the interview, the Election Committee will review interview notes and determine if additional conversations are needed with the candidate.

2.2 Elections (phase 2)The President Elect will create the election communication materials to deliver to the web team, newsletter resource, and Chapter Meeting slide presentation resource announcing the nominated candidates for each position as well as the dates and process to complete the election.

The President Elect will follow up to ensure these updates to the web site, newsletter and Chapter Meeting slides are completed (see Timeline and Events for details).

The President Elect will create the MS Word version of the Ballot for the election and will work with the Web Team to develop the online ballot. The President Elect will also provide the paper ballot and a ballot box for votes to be placed into, for the May Chapter meeting for those who wish to cast their vote manually.

The Election Committee, at the close of the election, 12AM of the same date as the May Chapter meeting, will meet to officially tally up and formally draft the election results.

2.3 Announce Results (phase 3)The President Elect will notify each newly elected member of the Board of the results as well as those who were not elected.

The President Elect will provide the new Board information to the board Secretary to update the formal organizational structure and publish it and the formal results to the Web Team for the web site update (see Timeline and Events for details).


mailto:[email protected]

2.4 Job Description/Chapter Structure InformationCurrently we provide a brief paragraph (Position Descriptions document) to potential nominees to introduce the position for which they will be running. These descriptions must be updated each year, as sub-areas often move between Portfolios, and new responsibilities are added. See the YYYY-Summary-job-desc.doc for the current version of these descriptions.

2.4.1 Recommendations for Improvement1. Develop official “job descriptions” for each board member and maintain them each year, including

detail about direct reports (Directors), responsibilities, goals, outcomes, etc.

2. Develop user-facing web pages that describe each Portfolio, including the above, as well as more detail about each Director and their responsibilities, contact information etc.

3. Create an Org Chart for posting. (DONE – owned by Secretary)

4. There should be a task prior to the beginning of elections to get this all updated at least once each year.


3 Timeline and Events*This section provides a summary of tasks and events that occur during the election cycle each year. See the following sections for detailed information about the activities and materials referred to here.

President Elect Activities

Board Activity / Preparation Provide to Web TeamBefore April 1 Review this document.

Establish Elections committee. Update all job descriptions for

Board members and org charts etc. Include staff and programs and projects

Set Election Timeline. Determine which Board positions

will be open.

Job and org description info to update web site.

Info needed to create online Nomination form.

Nominations(3 weeks in April)

PPT for the upcoming (April?) meeting announcing nominations & open positions - send to [email protected]

Receive and review nomination forms.

Interview nominees.

(1 week before nominations are open….) Elections timeline Nomination form Current Job Descriptions for open

positions Elections (nominations) web page

updates Nominations Eblast text

Election(5/1-date of May meeting)

After May Meeting: Export electronic votes and tally* Validate and tally printed/mailed

ballot votes* Declare winners

(1 week before voting is open….) Info needed to create online

Nomination form. Elections (Vote) web page updates Completed Candidate nomination

forms Candidate photos (as separate .jpg

files) Candidate Profiles document

(optional) Printable ballot document (optional) Vote Eblast text

Announce Results(within 5 days of election)

Inform all candidates of results Names of new board members Bios and/or photos for Web site (if

different than used during election) Elections (Welcome) web page

updates Announcement Eblast text

Before July 1 Review and edit this document. Send to Webmaster

This document, edited.

*See Appendix for instructions.

Other Staff Activities document.doc Company Confidential Page: 8 of 28



Other Staff Web TeamNominations(3 weeks in April)

Newsletter - Include Nominations blurb in newsletter

Assist with Nom. Form, job descriptions, if needed

Update Election (Nomination) web page and make it live

Post nomination form and job descriptions Send Nominations eblast

Election(5/1-date of May meeting)

Newsletter - Including voting blurb in newsletter

Assist PE to create printable ballot and candidate profile doc (optional)

Create electronic ballot Post printable ballot and Candidate Profiles Archive Election (Nomination) web page Update Election (Vote) web page Send Vote eblast Be sure President Elect to can get results

from electronic ballot and can validate membership for paper ballots*

Announce Results(within 5 days of election)

Newsletter - Include elections results in newsletter

Update Election web page Update Home page Send eblast

Before July 1st

Outgoing Portfolio VPs Review detailed job

descriptions, process documents, prior transition slides, current budget with incoming VP

Schedule Intro meeting with staff.

Clean out chapter email account

Comply with info needed by webmaster for transition.

Secretary Update the Organization

Structure Information and Diagram with new VPs for upcoming year and send to the President-Elect and webmaster

Upload the new Organization Structure document to the website (from Secretary)

Send transition information and instructions to Incoming Board.

Update this document including President Elect’s edits. Post to web site (Board > Governing).

ON JULY 1: Tech Team Update email passwords,

forwarding etc for outgoing and incoming Board.

Update web site (Leadership) with bios and photos

Change site rights for incoming and outgoing Board

President Elect – please update the table above for Prep or Board activity as needed.

See the next sections for details and examples of the materials listed above.


http://pmi.memberclicks.net/leadership

4 Nomination Materials (March or April)4.1 Job DescriptionsPDF of Word document with brief description of duties for each open Board position. See Recommendations for Improvement section.

Linked from elections (Nominations) web page

This was used in 2014 and 2015: http://www.pmi-portland.org/assets/elections/2014/2014-election-job-desc.pdf

In 2016 we linked to actual job descriptions (that were quite old). These were found on the Board menu > Chapter Governance web page. http://pmi-portland.org/board/chapter-governance Need to be updated!!!

4.2 Nomination FormIn 2016 we replaced a Word form with an online Nomination form created in Survey Force Deluxe. URL¨ http://pmi-portland.org/component/surveyforce/9-survey-page (this may be archived)

Linked from elections web page

This was used in 2014 and 2015: http://www.pmi-portland.org/assets/elections/2014/2014-election-nomination-form.docx

4.3 Elections (Nominations) Web Page Content Web Page URL (this may be archived): http://pmi-portland.org/index.php?option=com_content&view=article&layout=edit&id=586

============================


http://pmi-portland.org/index.php?option=com_content&view=article&layout=edit&id=586


http://www.pmi-portland.org/assets/elections/2014/2014-election-nomination-form.docx

http://www.pmi-portland.org/assets/elections/2014/2014-election-nomination-form.docx

http://pmi-portland.org/component/surveyforce/9-survey-page

http://pmi-portland.org/board/chapter-governance

http://www.pmi-portland.org/assets/elections/2014/2014-election-job-desc.pdf

http://www.pmi-portland.org/assets/elections/2014/2014-election-job-desc.pdf

2016-2018 ELECTIONS

Calling All Leaders!

Accepting Nominations for PMI Portland Chapter Board of Directors

Take the next step in your career. There is no better way to highlight and grow your

leadership skills than to serve on the Board of Directors for PMI Portland Chapter!

Gain new leadership skills—strategically lead your portfolio to better serve our 1800+

members in this dynamic nonprofit organization.

Expand your network—form the relationships that will propel you to the next level in

your career.

Give back to the profession—share your knowledge and engage with the community.

Election Timeline

March 18 thru April 15 – Nominations accepted for open Board positions May 1 thru May 24 – Membership votes on nominees

May 27 – Winners are announced

May 27 thru June 30 – Winners shadow current Board members

July 1, 2016 thru June 30, 2018 – New Chapter Board is active

Board positions

Position Incumbent Term

President Elect OPEN (job description) July 1, 2016 - June 30, 2019

President Jimmy Godard, MBA, PMP July 1, 2015 - June 30, 2018

Past President Saby Waraich, PMP July 1, 2014 - June 30, 2017


http://pmi-portland.org/document-repository/download-file?path=board%252Fchapter_governance%252FPMIPortland-president-elect-2016.pdf

Position Incumbent Term

Secretary Maria Schaeffer, PMP July 1, 2015 - June 30, 2017

VP at Large OPEN (job description) July 1, 2016 - June 30, 2018

VP of Finance Carrie Hertel, PMP July 1, 2015 - June 30, 2017

VP of Marketing Lokesh Aggarwal, PMP July 1, 2015 - June 30, 2017

VP of Membership OPEN (job description) July 1, 2016 - June 30, 2018

VP of Operations OPEN (job description) July 1, 2016 - June 30, 2018

VP of Outreach OPEN (job description) July 1, 2016 - June 30, 2018

VP of Professional Development Jean Richardson, PMP July 1, 2015 - June 30, 2017

VP of Programs Titu Hariharan July 1, 2015 - June 30, 2017

For More Information

For more detailed information about the open Board positions:

Read the Board Position Descriptions (above)

Read about each Portfolio* on the Chapter Leadership webpage.

Contact the Incumbent(s).

Contact the President Elect.

How to Become Nominated

Nominees must be members in good standing of PMI Portland Chapter.

1. Learn about the Board and open Board positions (see For More Info, above).

2. Email [email protected] if you are interested in serving, or would like

to nominate someone else to serve.




http://pmi-portland.org/about-us/leadership


http://pmi-portland.org/document-repository/download-file?path=board%252Fchapter_governance%252FPMIPortland-vp-outreach-2016.pdf

http://pmi-portland.org/document-repository/download-file?path=board%252Fchapter_governance%252FPMIPortland-vp-operations-2016.pdf

http://pmi-portland.org/document-repository/download-file?path=board%252Fchapter_governance%252FPMIPortland-vp-membership-2016.pdf

http://pmi-portland.org/document-repository/download-file?path=board%252Fchapter_governance%252FPMIPortland-vp-at-large-2016.pdf

3. Fill out the Nomination Form by April 15, 2016. You must be a current Chapter member and must log in to access the form. View a PDF version of the Nomination

form.

Board Responsibilities

The President Elect commits to serve a three-year term: President Elect July 1,

2016–June 30, 2017; President July 1, 2017–June 30, 2018; Past President July 1,

2018–June 30, 2019.

All other positions commit to serve two-year terms, July 1, 2016–June 30, 2018, with

the option to extend for a second term in the same elected position.

Maintain your PMI and Portland Chapter Membership.

Sign the PMI Code of Conduct.

Spend 20 hours a month for Board duties, depending on the position.

Attend monthly Board meetings and annual Board transition and strategy sessions.

Regularly attend monthly Chapter Meetings at your expense (Board member

pricing).

Learn about and understand the Chapter and your portfolio.

Strategically develop and lead your portfolio to achieve the mission of the Chapter.

Lead, support, recruit, and recognize Chapter volunteers and portfolio team

members.

Carry out the fiduciary, due care, and diligence responsibilities of the Board of

Directors by reviewing programs, policies, financial statements and other materials.

Manage your portfolio budget and expenditures.

Serve on committees, take on special assignments, and participate in other Chapter

activities as appropriate.

Put the interests of the Chapter ahead of any other organization or business when

acting as a Board member. Disclose any potential conflicts of interest which could

affect decision making.

Be a positive spokesman and evangelist for your portfolio and the Chapter.


http://pmi-portland.org/document-repository/download-file?path=elections%252F2016%252FNomination%2Bform%2BSample.pdf

http://pmi-portland.org/document-repository/download-file?path=elections%252F2016%252FNomination%2Bform%2BSample.pdf

http://pmi-portland.org/component/surveyforce/9-survey-page

Board Opportunities

Gain invaluable leadership experience as a Board member.

Expand your professional network in the PMI community and the region.

Demonstrate your leadership expertise to your employer, clients and/or co-workers.

Give back to your Chapter and to your community.

Earn required certification PDUs through volunteer hours.

Receive reduced pricing to Chapter meetings, and the Annual Conference.

Receive reduced pricing or free attendance to the Chapter’s excellent workshops

and seminars (subject to space, Chapter funds, and executive committee review).

Attend the PMI Region 1 Leadership Conference in the spring each year. The

Chapter pays travel, hotel, and meals. This is a great opportunity to network, learn

new leadership skills and meet your area Region 1 counterparts through the region

in preparation for Board year.

Attend the annual North America PMI Leadership Conference in the fall each year.

The Chapter pays conference registration, travel, hotel, and meals. This is a great

opportunity to network, learn new leadership skills, and learn about PMI at a global

level.

Have fun!

Is this opportunity right for you? You won’t know unless you learn more. Talk with our current Chapter leaders – each is happy to chat with you about his/her experience on the

Board.

Get involved with your Chapter!

==============================================

4.4 Home Page ContentMake the elections (Nomination) web page be FEATURED so that part of it displays on the home page.

Marketing may provide a banner graphic for the JA Slideshow area, also.




4.5 Email Blast Content

Send single topic email When Nominations Are Open to the entire DB. Thereafter, include 2 sentences in the Saturday Eblast when possible.

===============================================


Nominations are Open for Chapter Board of Directors Election

The annual election of officers for the Board of Directors of PMI Portland Chapter for the 2016-2018 Board year will be held in May. We are now accepting nominations for open positions. Nominees must be members in good standing of the PMI Portland Chapter.

Nomination deadline is April 15, 2016!

Serving on the Board is an excellent opportunity to give back to the profession, to gain new strategic leadership skills, and to expand your network.

Open Board positions are:

President Elect VP of Governance and Policy

VP of Membership

VP of Operations

VP of Outreach

Please go to our web site for complete information, including position descriptions and nomination forms.

We welcome membership participation from across the breadth of our disciplines. The term of office will be from July 1, 2016 to June 30, 2018 (President to June 30, 2019). We welcome your nomination now!

Be a part of the future of project management leadership!

Jimmy Godard, MBA, PMP

PMI Portland Chapter President Elect

===============================================

4.6 Newsletter ContentThe newsletter email/webpage will contain a short blurb about the election with a link to the election web page.

Chapter Elections—Nominations are Open!Don't miss the opportunity to grow your leadership skills and your network by joining the Chapter Board of Directors. Accepting nominations April 1-19, 2014. Read more...

4.7 InterviewsIf a phone interview is appropriate, President Elect sends out an email and copy the nomination committee members.

Email sample:

I am following-up on your nomination for VP of Outreach position. The nomination team will be in touch soon to schedule a phone interview and answer any questions you might have about the role.


https://pmi.memberclicks.net/elections

http://mandrillapp.com/track/click/30757593/www.pmi-portland.org?p=eyJzIjoiUGdiZUZWdU0xVmdaY0RfREh6ek1GZ2NGRG9zIiwidiI6MSwicCI6IntcInVcIjozMDc1NzU5MyxcInZcIjoxLFwidXJsXCI6XCJodHRwOlxcXC9cXFwvd3d3LnBtaS1wb3J0bGFuZC5vcmdcXFwvaW5kZXgucGhwP29wdGlvbj1jb21fY29udGVudCZ2aWV3PWFydGljbGUmaWQ9NTg2Jkl0ZW1pZD0zMzFcIixcImlkXCI6XCJmMGUzY2RiODUyZGI0YzZmYmMzNGZhMDhkYjcwOGIzN1wiLFwidXJsX2lkc1wiOltcIjZjYjg2ZTFiNDQzNTZlOWRjMzZkNmJjMjQ1MWVjZDg1YTk5NTIzYTRcIl19In0

Thank you for your desire to support your project management community. The generosity of individuals like yourself is what makes our community vibrant.

President Elect


5 Elections Materials (MAY)5.1 Candidate Profile document This is a word doc with photos and two statements from the nomination form: bio and why they want to run. This is used as follows:

Linked from elections web page Printed and distributed at May chapter meeting

2016: http://pmi-portland.org/document-repository/download-file?path=elections%252F2016%252F2016-Candidates.pdf

5.2 Printed BallotThis is a Word doc that will be converted to PDF. It is used as follows:

Linked from elections web page Printed and distributed at May chapter meeting

2016: http://pmi-portland.org/document-repository/download-file?path=elections%252F2016%252F2016-Ballot.pdf

5.3 Electronic BallotThis is created in Survey Force Deluxe. Web Team can copy last year’s ballot and update for the current year. OR create a new ballot in Google (must only be accessible to Chapter members, though…)??

Linked from elections web page Linked in eblasts, etc.

This is open only to members. (may be archived) http://www.pmi-portland.org/component/surveyforce/10-survey-page

5.4 Home Page ContentMake the elections (Vote) web page be FEATURED so that part of it displays on the home page.


5.5 Elections (Vote) Web Page Content=============================

Elections have begun—VOTE NOW!Voting ends May 24, 2016, so don’t delay! Chapter Members, vote now for your Chapter Board of Directors candidates. It’s easy!

There are three ways to let your voice be heard: Click here VOTE NOW! electronically. Chapter members - log in first. Complete the paper ballot and mail it to us - it must be received no later than May

24.


http://pmi-portland.org/document-repository/download-file?path=elections%252F2016%252F2016-Ballot.pdf

http://www.pmi-portland.org/component/surveyforce/10-survey-page

http://pmi-portland.org/activities/elections#candidates

http://pmi-portland.org/activities/elections#candidates

http://www.pmi-portland.org/component/surveyforce/10-survey-page



http://pmi-portland.org/document-repository/download-file?path=elections%252F2016%252F2016-Candidates.pdf


Vote at the May 24 Chapter meeting. We’ll have ballots there for you.

Board Responsibilities The President Elect commits to serve a three-year term: President Elect July 1,

2016–June 30, 2017; President July 1, 2017–June 30, 2018; Past President July 1, 2018–June 30, 2019.

All other positions commit to serve two-year terms, July 1, 2016–June 30, 2018, with the option to extend for a second term in the same elected position.





Regularly attend monthly Chapter Meetings at your expense (Board member pricing).



Lead, support, recruit, and recognize Chapter volunteers and portfolio team members.

Carry out the fiduciary, due care, and diligence responsibilities of the Board of Directors by reviewing programs, policies, financial statements and other materials.


Serve on committees, take on special assignments, and participate in other Chapter activities as appropriate.

Put the interests of the Chapter ahead of any other organization or business when acting as a Board member. Disclose any potential conflicts of interest which could affect decision making.


For More Information: Candidate Profiles Chapter Leadership web page




Candidates

President Elect...shall prepare for and plan to serve as President for the following year and act for the President in his or her absence. The President Elect chairs the Nominating Committee. Position Description.

Stephen Wilks, PMPStephen is a champion of process improvement. He loves to work with volunteers and to serve the Chapter and its membership. He helped bring in several new tools to provide more flexibility for the Chapter membership.

Stephen is well-vetted in Information Technology, including Systems Programming, Contingency Planning, Capacity Planning, Helpdesk

Level 3, Infrastructure Project Manager on Upgrades, Migrations, Cloud Support, Web Support and is a Lean Coordinator/Instructor.

Stephen is a U.S. Navy veteran and has a Bachelor’s degree in Information Technology Management. His hobbies change, but he loves experiencing new locations and working with his hands.

(Repeat for all candidates)

Election Timeline May 1 thru May 24 – Membership votes on nominees May 27 – Winners are announced



For elections information contact the President Elect at [email protected].

====================================

5.6 Email Blast Content

Send single topic email When Voting is Open to Members Only.. Thereafter, include 2 sentences in the Saturday Eblast when possible.



http://pmi-portland.org/document-repository/download-file?path=board%252Fchapter_governance%252FPMIPortland-president-elect-2016.pdf

==================================


Elections have begun—VOTE NOW!

Voting ends May 24, 2016, so don’t delay! Chapter Members, vote now for your Chapter Board of Directors candidates. It’s easy!

There are three ways to let your voice be heard:

Click here VOTE NOW! electronically. Chapter members - log in first. Complete the paper ballot and mail it to us - it must be received no later than May 24.

Vote at the May 24 Chapter meeting. We’ll have ballots there for you.

Board Responsibilities

The President Elect commits to serve a three-year term: President Elect July 1, 2016–June 30, 2017; President July 1, 2017–June 30, 2018; Past President July 1, 2018–June 30, 2019.

All other positions commit to serve two-year terms, July 1, 2016–June 30, 2018, with the option to extend for a second term in the same elected position.





Regularly attend monthly Chapter Meetings at your expense (Board member pricing).



Lead, support, recruit, and recognize Chapter volunteers and portfolio team members.

Carry out the fiduciary, due care, and diligence responsibilities of the Board of Directors by reviewing programs, policies, financial statements and other materials.


Serve on committees, take on special assignments, and participate in other Chapter activities as appropriate.

Put the interests of the Chapter ahead of any other organization or business when acting as a Board member. Disclose any potential conflicts of interest which could affect decision making.


For More Information:

Candidate Profiles Chapter Leadership web page


http://tracking.pmi-portland.org/tracking/click?msgid=y5yiMR0YrT3ED-EzBd2u1Q2&target=http%3A%2F%2Fpmi-portland.org%2Findex.php%3Foption%3Dcom_content%26view%3Darticle%26id%3D147%3Aleadership%26catid%3D44%3Avolunteer%26Itemid%3D318

http://tracking.pmi-portland.org/tracking/click?msgid=y5yiMR0YrT3ED-EzBd2u1Q2&target=http%3A%2F%2Fpmi-portland.org%2Fdocument-repository%2Fdownload-file%3Fpath%3Delections%25252F2016%25252F2016-Candidates.pdf

http://tracking.pmi-portland.org/tracking/click?msgid=y5yiMR0YrT3ED-EzBd2u1Q2&target=http%3A%2F%2Fpmi-portland.org%2Fdocument-repository%2Fdownload-file%3Fpath%3Delections%25252F2016%25252F2016-Ballot.pdf

http://tracking.pmi-portland.org/tracking/click?msgid=y5yiMR0YrT3ED-EzBd2u1Q2&target=http%3A%2F%2Fwww.pmi-portland.org%2Fcomponent%2Fsurveyforce%2F10-survey-page

CandidatesPresident Elect

...shall prepare for and plan to serve as President for the following year and act for the President in his or her absence. The President Elect chairs the Nominating Committee. Position Description.

Stephen Wilks, PMP

Stephen is a champion of process improvement. He loves to work with volunteers and to serve the Chapter and its membership. He helped bring in several new tools to provide more flexibility for the Chapter membership.

Stephen is well-vetted in Information Technology, including Systems Programming, Contingency Planning, Capacity Planning, Helpdesk Level 3, Infrastructure Project Manager on Upgrades, Migrations, Cloud Support, Web Support and is a Lean Coordinator/Instructor.

Stephen is a U.S. Navy veteran and has a Bachelor’s degree in Information Technology Management. His hobbies change, but he loves experiencing new locations and working with his hands.

(repeat for all candidates)

Election Timeline May 1 thru May 24 – Membership votes on nominees May 27 – Winners are announced



For elections information contact the President Elect at [email protected].

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Chapter Elections—Voting is Open!Members—elect those among your peers who will steer the PMI Portland Chapter ship next year. Voting closes May 20, 2014. Read more...




http://tracking.pmi-portland.org/tracking/click?msgid=y5yiMR0YrT3ED-EzBd2u1Q2&target=http%3A%2F%2Fpmi-portland.org%2Fdocument-repository%2Fdownload-file%3Fpath%3Dboard%25252Fchapter_governance%25252FPMIPortland-president-elect-2016.pdf

6 Announce Results Materials (after May meeting) 6.1 Elections (Welcome) Web Page Contenthttp://pmi-portland.org/index.php?option=com_content&view=article&layout=edit&id=596 (MAY BE ARCHIVED?)

The President Elect will need to review and send edits for this page:

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Welcome 2016-2018 PMI Portland Chapter Board Members!Congratulations to the individuals who have been elected to lead the Chapter for the 2016-2018 Board year! The new Board will take office on July 1, with transitions beginning soon

Thank you to the many members who took the time to vote – your votes count! If you did not vote, we would like to understand why and encourage you to send a quick note to [email protected] so that we can continue to improve our processes going forward.

As the new Board sets its strategy and tactical plans for the upcoming year, we will be looking to fill the volunteer roster for the year. If you are interested in serving the Chapter once or in a recurring role, please visit the Volunteer Opportunities web page, or contact [email protected].

Elected Board of Directors

President – Jimmy Godard, MBA, PMP

President Elect – Stephen Wilks, PMP

Past President - Sarabjeet (Saby) Waraich, PMP

Secretary – Maria Schaeffer, PMP

VP At Large - OPEN

VP of Finance – Carrie Hertel, PMP

VP of Marketing – Lokesh Aggarwal, PMP

VP of Membership – Shannon Musson, PMP

VP of Professional Development – Jean Richardson, PMP

VP of Programs – Titu Hariharan, PMP

VP of Operations – Chen Chen, PMP

VP of Outreach – Greg Spehar, PMP

For information about each Portfolio and their team, see the Chapter Leadership page.

For information about volunteering, see the Volunteer Opportunities page.

6.2 Home Page ContentMake the elections (Vote) web page be FEATURED so that part of it displays on the home page.



http://pmi-portland.org/get-involved/volunteer-opportunities



https://pmi.memberclicks.net/volunteer-opportunities



6.3 Email Blast ContentSingle eblast when results are known

Welcome 2016-2018 PMI Portland Chapter Board Members!

Congratulations to the individuals who have been elected to lead the Chapter for the 2018-2018 Board year! The new Board will take office on July 1, with transitions beginning soon.

Thank you to the many members who took the time to vote – your votes count! If you did not vote, we would like to understand why and encourage you to send a quick note to [email protected] so that we can continue to improve our processes going forward.

As the new Board sets its strategy and tactical plans for the upcoming year, we will be looking to fill the volunteer roster for the upcoming year. If you are interested in serving the Chapter once or in a recurring role, please visit the Volunteer Opportunities web page, or contact [email protected].










VP of Programs – Titu Hariharan


VP of Outreach – Greg Spehar, PMP

Sincerely, Jimmy Godard, MBA, PMPPresident Elect, PMI Portland Chapter


Welcome the 2014-2015 Board of Directors!Blah blah blah….Read more...




https://pmi.memberclicks.net/volunteer-opportunities


6.5 Prez Elect message to Board and Directors

In 2016 Jimmy sent this m essage to the Board and Directors prior to the general eblast:

PMI Portland Chapter Election Results


To Everyone


Congratulations to the individuals who have been elected to lead the Chapter for the 2018-2018 Board year! The new Board will take office on July 1, with transitions beginning soon.

Thank you to all volunteers who continue to make us the great Chapter that we are. Here is recap of our current active volunteers.

Filled Open

Board 11 1

AVP 8

Directors 30 2

Assistant Directors 8 2

Managers 0 4

Volunteers 68 3

Total 126 11

As the new Board sets its strategy and tactical plans for the upcoming year, we will be looking to fill the volunteer roster for the upcoming year. If you know of anyone interested in serving the Chapter once or in a recurring role, please direct them to the Volunteer Opportunities web page, or contact [email protected].












VP of Programs – Titu Hariharan, PMP


VP of Outreach – Greg Spehar, PMPVP at Large - Jimmy Godard

Executive Committee | President Elect

Get involved. Make a difference. Be a volunteer.


7 Appendix7.1 View and Export Election ResultsIf SurveyForce Deluxe is used, the Web Team must export the results for the President Elect.

7.2 Validate Printed Ballot VotesThe President Elect (or other Board member) must Log in to the Proteon to check membership status

Log in (as Board member) > Board > Proteon Apps > Member List

If they are in this list they are current members (this is updated daily). If they are not in this list they are not members. Membership expires the last day of each month.

7.3 Web Team documentationThe Web Team also maintains documentation that refers to this documentation. See Google Drive > Web Team Documentation > Processes > Elections-Process.doc.

7.4 Next StepsOn July 1 Operations (web team and technology team) needs to change permissions, email passwords, update web pages etc. See Google Drive > Web Team Documentation > Processes > Board-Transition.doc.

There is some sort of transition process managed by the new President as well.


annual election cycle€¦ · web viewannual election cycle. abstract: pmi portland chapter holds...

Documents