Duties of Chapter Officers

Officers shall perform the duties prescribed by the Middle Tennessee Chapter of ISACA bylaws as well as responsibilities noted within the Chapter website. No member shall hold more than one office at a time, and no member shall be eligible to serve more than two consecutive terms in the same office.

President

The President shall be the executive officer of the Chapter and, subject to the control of the Board, shall be responsible for the general supervision, direction, and control of the Chapter's affairs.  

General goals & responsibilities include:

• Preside at all meetings of the Chapter and board
• Execute the policies and decisions of the Chapter Board
• Lead all monthly chapter meetings, board meetings, conference planning meetings, and other meetings relative to board responsibilities as necessary
• Support Board Elections
• Appoint all standing committee chairpersons and other committees as authorized by the Chapter Board
• Develop annual and long-range Chapter goals and objectives for presentation to and approval by the Chapter Board
• Direct Chapter activities and establish a Chapter calendar, including target dates for task completion
• Lead the organization and content for the Annual General Meeting
• Complete and submit the Chapter's annual report within 30 days after the Chapter’s annual general meeting
• Submit an audit report or verification letter confirming that the Chapter financials were reviewed by an impartial third-party
• Attend meetings sponsored by ISACA Global as a Chapter representative
• Communicate Chapter information and concerns to ISACA Global
• Represent Chapter during local community events, interactions with other organizations, and other initiatives and correspondence
• As a member of the Board of Directors, assist with recognizing guests and non-members at the monthly Chapter meeting by introducing yourself and welcoming them to the meeting
• Recruit prospective members and assist members regarding Chapter activities and business
• Work with the Programs Director to coordinate with professional associations, such as ISSA, IIA, InfraGard, WiTT, and CSA, on joint meetings or events at least once a year
• Provide annual report, on behalf of the Board, to the Chapter members
• Send out general membership messages and other correspondence in support of the Secretary
• Notify ISACA Global of changes in Board members
• Complete change of authorized signature account at Bank as required
• Respond to ISACA Global correspondence
• Perform other duties as pertain to the office of President or which may be delegated by the Chapter Board
• Lead in planning the annual Digital Trust Conference for the Chapter

Time Commitment

Monthly Average = 20 hours

Transition Items

• Prior year’s Board meeting agendas and other materials
• Mailbox keys
• Bank account authority
• Annual reports, audits, contact information, and other pertinent documentation

Vice President 

The Vice President shall, in the absence or disability of the President, perform all the duties of the President and, when so acting, shall have the powers of and be subject to the restrictions upon the President.

General goals & responsibilities include:

• Be an active aid to the President
• Perform the duties of the President in the event of their absence
• Attend all monthly chapter meetings, board meetings, conference planning meetings, and other meetings relative to board
• responsibilities as necessary
• Arrange audit of Chapter records
• Develop long-range Chapter plans
• Assist the President in establishing committees
• Direct and coordinate the administrative activities of standing and select committees
• Establish and maintain relationships with other professional associations
• As a member of the Board of Directors, assist with recognizing guests and non-members at the monthly Chapter meeting by introducing yourself and welcoming them to the meeting
• Review Chapter job descriptions and coordinate appropriate changes
• Perform other duties as pertain to the office of Vice President or which may be delegated by the Chapter Board
• Assist the President in planning the Annual Digital Trust Conference

Time Commitment

Monthly Average = 15 hours

Transition Items

• Annual Chapter financial audit report
• Charter review process and documentation

Secretary 

The Secretary shall take minutes of all Board meetings, including how called or authorized, notice given, place and time of meeting, and the names of those present, and shall keep a copy of such minutes and distribute them to the Board.  

General goals & responsibilities include:

• Attend all monthly chapter meetings, board meetings, conference planning meetings, and other meetings relative to board responsibilities as necessary
• Take minutes of the Chapter board meetings
• Be responsible for the legal affairs, Chapter reports, and communications and correspondence about the Chapter
• Maintains all Chapter records except those specifically assigned to other officers or committees
• Collaborate with the Marketing Director to prepare and distribute a monthly newsletter to the chapter members
• Board meeting administration:
  • Arrange meeting date, time, location, and conference call number as needed
  • Arrange food for the meeting
  • Send meeting notifications/updates to the Board as necessary
  • Create and distribute agenda and other meeting materials
  • Attend Board meetings and take meeting minutes
  • Prepare and distribute Board meeting minutes for approval at the next meeting
• Perform other duties as pertain to the office of Secretary or which may be delegated by the Chapter Board
• Assist the President in planning the Annual Digital Trust Conference

Time Commitment

Monthly Average = 6 hours

Transition Items

• Prior year’s Board meeting minutes and other materials
• Copies and/or storage location of Chapter documentation and other artifacts

Treasurer

The Treasurer shall be the Chapter funds' custodian and keep an itemized account of all receipts and expenditures.  At no time shall Chapter funds be merged with personal funds. The Treasurer or a representative shall have a financial report available upon request.  The records of the Treasurer shall be available for inspection by the membership at all reasonable times and shall be audited at least once a year.  Expenditures shall only be made pursuant to resolutions of the Board Members as recorded in the Board meeting minutes and shall be supported by invoices, vouchers, and/or receipts.  The Treasurer, or in the absence of the Treasurer, the President, must sign all checks, transact with the Chapter’s bank debit card, or authorize payment via the electronic bill pay system.  

General goals & responsibilities include:

• Attend all monthly chapter meetings, board meetings, conference planning meetings, and other meetings relative to board responsibilities as necessary
• Be custodian of Chapter funds
• Ensure a complete, transparent, and balanced audit trail of all Chapter financial transactions for the current and prior years
• Receive money and disburse funds only upon the sanction of the board or membership
• Prepare a regular Treasurer’s report for board meetings
• Responsible for balancing the monthly bank statement and reviewing and retaining copies of the cleared checks on that statement, as well as supporting documents for any checks or electronic payments
• File all tax forms required
• Submit books and records for audit when required (at least annually)
• Reimburse other Board members for pre-approved expenses promptly
• Ensure incorporation fees/licenses are filed on time, as appropriate
• Reconcile Chapter dues payments from ISACA Global with bank deposits
• Process ISACA Global financial correspondence
• Receive mail from the Chapter post office box regularly or as assigned by the Chapter President
• Pay renewal of post office box
• Perform other duties as pertain to the office of Treasurer or which may be delegated by the Chapter Board
• Assist the President in planning the Annual Digital Trust Conference

Time Commitment

Monthly Average = 10 hours 

Transition Items

• All financial account information, system access, and bank cards/checks
• Bank account authority
• Prior year’s budget, financial statements, reports, and any other documentation

Immediate Past President

The Immediate Past President advises the Board and may also assist in organizing events, chairing special committees, or researching responses to questions from the board. If the Immediate Past President cannot serve, the previous Immediate Past President will be asked to assume the position. All other immediate Past Presidents are also invited to serve as Board advisors. 

Time Commitment

Monthly Average = 2 hours 

Membership Director

The membership Director is responsible for maintaining and retaining current members, assisting potential new members, and promoting the Chapter through advertisements.

General goals & responsibilities include:

• Attend all monthly chapter meetings, board meetings, conference planning meetings, and other meetings relative to board responsibilities as necessary
• Greet members and guests at the sign-in table
• Distribute ISACA Global membership information to interested parties at the meeting 
• After the meeting, review the meeting attendee list, contact all first-time and third-time guests, and invite/encourage them to join 
• Obtain membership list from ISACA Global and work with the Webmaster to reconcile all member and guest databases
• Manage an annual survey of the Chapter membership regarding preferences on meeting types, topics, etc
• Assist with coordination and scheduling of member-only events
• Maintain an 85% Chapter membership renewal rate year-to-year
• Grow total Chapter membership by 10% a year or support efforts to increase member participation as directed by the Board
• Distribute renewal, inactive, and guest membership information to the Board in support of annual membership goals
• Contact inquiring individuals and send membership information 
• Identify information security professionals in the area and contact them to make them aware of the chapter and invite them to participate 
• Send a welcoming letter to new members and/or call them to welcome them personally and answer questions 
• Provide updated chapter membership list to the Board or President as requested 
• Assist the President in planning the Annual Digital Trust Conference

Time Commitment

Monthly Average = 7 hours 

Transition Items

• Sample welcome and renewal letters for members

Certification Director 

The Certification Director promotes and provides information on ISACA’s certification programs for Chapter members and others in the local area who are interested in ISACA certifications. This individual must be knowledgeable about ISACA certifications so he/she can answer questions or refer people to the proper source. If a member has a question about any aspect of certification, this Director is the Chapter lead point of contact.

General goals & responsibilities include:

• Attend all monthly chapter meetings, board meetings, conference planning meetings, and other meetings relative to board responsibilities as necessary
• Collect information on all certified individuals attending each meeting and submit member CPEs for accreditation to the appropriate authority
• Provide CPE certificates or other documentation as required by Chapter members
• Ensure materials on different certification programs are available at the Chapter meetings
• Ensure certification training and testing schedules are published in the newsletter
• Prepare a quarterly summary report of certified members in terms of what certifications and number of members certified
• Make available certification training and testing information
• Maintain NASBA accreditation
• Assist the President in planning the Annual Digital Trust Conference

Time Commitment

Monthly Average =  8 hours 

Transition Items

• Membership certification tracking information and/or Chapter website access as appropriate
• Provide documentation and tutorial for CPE submission
• All relevant documentation

Programs Director

The Programs Director shall coordinate activities pertaining to the Chapter meetings and any extended seminars hosted by the Chapter. The Director shall be the focal point between the Chapter and the various vendors in the Middle TN area. The Director should be familiar with the membership survey results and attempt to obtain speakers that fulfill the needs of the Chapter members. The Director will establish and solicit members for an extended event committee if necessary, and the Director will chair this committee. The Director is also responsible for ensuring that the Chapter meetings run smoothly from a logistics viewpoint. This position requires knowledge of, or willingness to learn, Eventbrite and Constant Contact.

General goals & responsibilities include:

• Attend all monthly chapter meetings, board meetings, conference planning meetings, and other meetings relative to board responsibilities as necessary
• Chapter Meeting (5-6 annually) & Chapter Training (2-3 annually):
  
  • Arrange speakers for at least 8 weeks before the scheduled Chapter Meeting
  • Coordinate delivery of vendor sponsor-level requirements and expectations (email distribution, event invites, etc.)
  • Work with the Treasurer as necessary to invoice sponsors for fees, donations, and other income
  • Solicit biography and presentation abstract from the speaker (6 weeks before the Chapter meeting)
  • Determine meeting room facilities (LCD, whiteboard, overhead projector, room size, directions, etc)
  • Ensure payment of meeting facilities, food, and any other costs are arranged with the Treasurer or President
  • Ensure the Marketing Director and Webmaster have meeting information so the website and other media platforms can be updated accordingly
  • Confirm room meets size, food, and AV requirements and handle all applicable reservations and scheduling
  • Confirm Board assignments for greeting speakers, staffing the welcome table, etc
• Lead the organization of member-only and open networking events (1-2 annually)
• Pursue vendor partnerships for Chapter support, programming, and events
• Maintain relationships and communication with current Chapter sponsors
• Establish backup speakers within the chapter who would be able to give a presentation on short notice if a speaker cancels.
• Continue to solicit feedback from the membership on topic ideas.
• Contact other ISACA chapters to get meeting ideas and education ideas  
• Establish goals for the year for programs/education
• Work with Membership Director to survey membership for satisfaction with programming and ideas on topics and other information for future meetings and events
• Assist the President in planning the Annual Digital Trust Conference

Time Commitment

Monthly Average = 8 hours 

Transition Items

• List of content interest for the upcoming year
• Process and tutorial for meeting development and logistics
• Templates and documentation for member communications and meeting/event notices
• Contact information for current and future meeting space providers
• Vendor contact information list
• All other documentation related to Chapter vendors

Marketing Director 

The Marketing Director is responsible for informing chapter members of events and activities. This includes coordinating email communications and social media. The Director will ensure that the information shared is relevant to active chapter members and individuals interested in joining the chapter. This position requires knowledge of or a willingness to learn Eventbrite, Constant Contact, Twitter, and LinkedIn.

General responsibilities include:

• Attend all monthly chapter meetings, board meetings, conference planning meetings, and other meetings relative to board responsibilities as necessary
• Communicate Chapter events and accomplishments to active members and others in the community
• Work with Webmaster to promote ISACA Global and Chapter events through various media (website, social, other)
• Curate pictures and videos of chapter events for promotion through various media platforms
• Establish a communications plan and submit the plan to the Board for review
• Solicit ideas for content from the Board members and membership at large
• Use social media to build an effective content strategy, engage members and sponsors, increase social media traffic, and boost conversions.
• Promote the chapter’s efforts, activities, and members regularly on social media 
• Collaborate with the Secretary to prepare and distribute a monthly newsletter to the chapter members
• Manage and acquire marketing materials and Chapter gifts
• Assist the President in planning the Annual Digital Trust Conference

Time Commitment

Monthly Average = 8 hours 

Transition Items

• Account access to all social media, websites, and other Chapter groups/accounts

Technology Director & Webmaster 

The Webmaster oversees the maintenance and operation of the Chapter website and productivity solutions. This position requires knowledge of or a willingness to learn Google Workspace, Google Domains, and ISACA Engage (powered by Higher Logic).

General responsibilities include:

• Attend all monthly chapter meetings, board meetings, conference planning meetings, and other meetings relative to board responsibilities as necessary
• Gather, post, and archive relevant Chapter media (e.g. presentations, meeting minutes, photos) on Chapter and ISACA Global websites
• Update content on the Chapter website
• Administer Google Workspace (or similar productivity platform)
• Proactively ensure the website is working properly and available
• Support website access for members and guests
• Renew any contract agreements with hosting companies
• Renew all Chapter domain names
• Maintain Board email alias information
• Establish nominations and elections web pages and electronic ballot for chapter board of director elections
• Work with the Marketing Director to coordinate messaging
• Assist the President in planning the Annual Digital Trust Conference

Time Commitment

Monthly Average =  8 hours 

Transition Items

• Domain name registration information; Website hosting agreements and access
• Web files, prior year’s newsletters, announcements, communication plans, and other documentation
• Account access to all social media, websites, and other Chapter groups/accounts
• Overview/tutorial on content organization on Chapter and ISACA Global websites

Community Outreach & University Relations Director 

The Community Outreach & University Relations Director is responsible for establishing and maintaining connections with community groups, local initiatives, and universities to increase awareness of IT audit and security, our local Chapter, and recruit new members. The Director shall coordinate activities that serve the communities within the chapter's boundaries through education, service projects, and similar events. The Director will establish committees and chair them to support the approved events or projects.

General goals & responsibilities include:

• Attend all monthly chapter meetings, board meetings, conference planning meetings, and other meetings relative to board responsibilities as necessary
• Promote/introduce our student members to the Board and Chapter at large
• Maintain relationships with current University and community contacts
• Coordinate current community outreach projects with publicity arranged through Chapter meetings, newsletters, and social media.  Work with the Marketing Director as appropriate
• Communicate with community leaders on current and future initiatives where the Chapter can provide support
• Administer current scholarship commitments through relationship building, interviews/screening, appropriation of scholarship funds, integrating scholarship winners with the chapter, and all other activities in support of Chapter scholarship goals
• Look for new opportunities to expand the scholarship program
• Look for new opportunities for further community outreach
• Maintain a list of all scholarship activity
• Maintain a list of community contact information
• Promote student membership and associated activities
• Be responsible for maintaining diversity and inclusion within the chapter
• Assist the President in planning the Annual Digital Trust Conference

Time Commitment

Monthly Average = 8 hours 

Transition Items

• List of prior year’s scholarship activity
• List of community contact information
• Introduce the new Director to current community leaders

Sponsorships Director 

The Sponsorships Director position supports the ISACA Middle Tennessee Chapter by leading efforts to grow and manage the chapter’s sponsorship program. The role focuses on building relationships with businesses to secure financial support for chapter events and initiatives.

General goals & responsibilities include:

• Attend all monthly chapter meetings, board meetings, conference planning meetings, and other meetings relative to board responsibilities as necessary
• Drive efforts to secure business sponsorships for the chapter
• Focus on both annual sponsorships and event-specific opportunities
• Promote sponsorship for the Spring Annual Conference and monthly chapter meetings
• Reach out to local businesses to create new sponsorship opportunities
• Develop partnerships that provide value to both the chapter and sponsors
• Serve as the primary point of contact for all sponsorship-related inquiries
• Collaborate with other chapter directors to coordinate sponsor involvement
• Maintain relationships with current sponsors to ensure ongoing engagement
• Support chapter programs and strategic goals through sponsorship growth
• Assist the President in planning the Annual Digital Trust Conference

Time Commitment

Monthly Average = 6 hours 

SheLeadsTech

The SheLeadsTech chapter liaison serves as the liaison between the chapter/local community and ISACA Global. This individual helps promote SheLeadsTech events and activities and leads the charge for chapter-based/local SheLeadsTech events and activities.