Thank you for checking out the second in our series of our informational articles designed to help you better understand the PMI-Maine Chapter Board positions that either are currently open, or will be opening up come the end of the year. Current secretary Rosanne Sheridan's term will conclude at the end of 2022.

PMI Maine Chapter Role: Secretary

Overview: The Secretary is the elected volunteer responsible for preparing, maintaining, recording, circulating, and archiving all records, correspondence, minutes of meetings, and related affairs of the Chapter. The Secretary is one of the four Board positions that are required to be filled our Chapter by-laws. (The President, President-Elect, and Treasurer are the others.)

Primary Responsibilities Include (but not limited to):

  • Record and maintain all meeting minutes, documented in accordance with parliamentary procedures as determined by the Board
  • Coordinate and distribute meeting agendas, keep the records of all business meetings of the Chapter and the Board
  • Assure safekeeping of all governing documents (by-laws, articles of incorporation, charter agreement, board policies, and all records of the Chapter)
  • Ensure Chapter procedures as outlined in by-laws are property performed, including those regarding the annual member meeting
  • Manage and coordinate the annual Board nominations and elections, including heading the Elections Committee
  • Manage Chapter P.O. Box, including regular visit to mailbox and distribution of mail
  • Make annual chapter filing with State of Maine

Skills & Interests that are useful for the Secretary to have include:

  • Communication skills, including excellent writing and active listening skills
  • Knowledge of meeting procedures
  • Knowledge of Chapter & PMI Global by-laws and policies
  • Knowledge of records management and requirements
  • Team building and collaboration
  • Meeting coordination
  • Decision making

Estimated Average Monthly Volunteer Hours: 10-14 hours (dependent on time of year, Chapter initiatives, and participation in committees and additional Chapter work).