Chapter Bylaws

Bylaws of ISACA Windhoek Chapter

Revised: 16 November 2017



Article I.   Name

The name of this non-union, non-profit organization shall be ISACA Windhoek Chapter, hereinafter referred to as “Chapter”, a Chapter affiliated with the Information Systems Audit and Control Association (ISACA), hereinafter referred to as the “Association”. The Chapter, apart from its innate affiliation with the international Association, is an independent entity from any other association, enterprise, or entity.

Article II.   Purpose 

Chapter’s Purpose

The primary purpose of the Chapter is to promote the education of individuals for the improvement and development of their capabilities relating to the auditing of, management consulting in, or direct management of the fields of IT governance, IS audit, security, control and assurance.

The objectives of the Chapter are:

  • To promote the education of, and help expand the knowledge and skills of Namibia ISACA members in the fields of IT governance, IS audit, security, control and assurance;
  • To encourage an open exchange of IT governance, IS audit, security, control, and assurance techniques, approaches, and problem solving by its members;
  • To promote adequate communication to keep members abreast of current events in IT governance, IS audit, security, control and assurance that can be of benefit to them and their employers;
  • To communicate to management, auditors, universities, and to IS professionals the importance of establishing controls necessary to ensure proper IT governance and the effective organization and utilization of IT resources;
  • To promote the Association’s professional certifications in Namibia;
  • To encourage networking with other professionals in related professional areas; and
  • To help members improve on various skills including researching, presentations and teamwork.

 Article III.   Membership and Dues

 Section 1.   Classifications and Qualifications

 Membership in the Association is a requirement for membership in a Chapter.  Therefore, upon joining the Chapter, a person must also join the Association, with accompanying rights and responsibilities.

  1. Member — Any person interested in the purpose and objectives of the Chapter as stated in Article II shall be eligible for membership in the Chapter, and the Association, subject to rules established by the Association Board. Members shall be entitled to vote and to hold office.
  2. Retired Member — Any member, who presents proof of retirement status, subject to rules established by the Association Board. Retired members shall be entitled to vote and hold office at the Chapter level.
  3. Student Member — Full time student currently enrolled in a degree program of an accredited college or university, subject to rules established by the Association Board. Student members shall be entitled to vote and hold office at the Chapter level.
  4. Recent Graduate — Individuals who graduated within the last two years from a recognized college or university, subject to rules established by the Association Board. Recent Graduate members shall be entitled to vote and hold office at the Chapter level.

 Section 2.   Admission

 Potential members shall:

    1. Meet the requirements of membership as outlined in Article III, Section 1.
    2. Complete an Association membership application form.
    3. Pay required dues to the Chapter and the Association.
    4. Follow the Code of Professional Ethics of the Association.
  1. Membership in the Association shall be conferred upon an individual when the Association has received the required Association dues for that individual.

 Section 3.   Dues

  1. Chapter dues shall be payable on or before 1 January of each year, in an amount determined by the Chapter Board, plus Association dues.
  2. Dues and fees must be paid in full to ISACA International
  3. A member shall forfeit membership if dues, fees or assessments have not been paid to the Association in compliance with terms as set by the ISACA Board of Directors and to the Chapter as required.
  4. Resignation — any member who resigns shall not be entitled to a refund of his/her annual membership dues.

Article IV.   Chapter Meetings  

Section 1. Educational / Networking / Information sessions

Educational sessions of the Chapter membership shall be held quarterly unless otherwise determined by the Chapter Board.

Section 2.   Annual General Meeting           

The annual general meeting shall be held in April, and shall be for the purpose of electing officers, receiving reports of officers and committees, and for any other business that may arise. The date and location of the annual general meeting shall be determined by the Chapter Board.

Section 3.   Special Meetings

Special meetings may be called by the President, the Chapter Board or upon written request by at least 10 members. The purpose of the meeting shall be stated in the call.

Section 4.   Mail or Electronic Voting         

If required, electronic means may be used for the purposes of membership voting on resolutions approved by the Chapter Board, and such correspondence will be considered a special meeting for the purposes of these bylaws.

Section 5.   Quorum for Chapter Meeting

The quorum for any annual general or special meeting shall be 10 members. In absence of quorum, the meeting will be adjourned, and reconvened one week later. The new date and time will be communicated to members.

Section 6.   Act of the Membership

The affirmative vote of the majority of the members present and voting at any chapter meeting shall constitute an act of the membership.

Section 7.   Notification         

Members shall be notified at least 30 days in advance of the annual general meeting. Members shall be notified at least 10 days in advance of any special meetings, except in case of emergency. Notification may be by postal mail, by email or by telephone.

Article V.   Chapter Officers

Section 1.   Chapter Officers

The Key Officers of the Chapter shall be between 7 and 10 in number, constituting:

  1. Chapter Directors / Officers

President, Vice President, Secretary, Treasurer, Membership Director, Academic Relations Director and Marketing Director

  1. Directors at Large

Any member of the Chapter not assigned to Chapter Directorship and whose skills and experience is crucial to the advancement of the Chapter, may be appointed as Director at Large and such number of Directors at Large shall not be more than three (3) during any term.

Section 2.   Term of Chapter Officers

  1. The Chapter Officers shall be elected for a term of 2 year(s), or until their successors are elected and assume office, or until they resign or are removed from office. The term of office shall begin at the close of the annual meeting at which they are elected.
  2. No member shall hold more than 2 Chapter office(s) at a time, and no member shall be eligible to serve more than two consecutive terms in the same Chapter office.

Section 3.   Duties of Chapter Officers

The Chapter Officers shall perform the duties prescribed by these bylaws, and the parliamentary authority adopted by the Chapter.

The Chapter President shall:

  • Preside at meetings of the Chapter and the Chapter Board,
  • Appoint all committee chairpersons and members,
  • Be an ex-officio member of all committees except the Nominating Committee,
  • Represent the Chapter at Leadership Conferences, and other conferences and functions, where appropriate or appoint another Chapter Board member as a representative,
  • Present an annual report to members at the annual general meeting - such report to consist of reports from various Chapter officers and committees,
  • Maintain communications with the Association and respond to Association enquiries,
  • Be responsible for submission of the required annual chapter reports to the Association within 30 days after the annual general meeting,
  • Serve as liaison and advisor in coordinating the activities of the local Chapter in support of the Association,
  • Supervise budgetary matters and proper internal control of finances, and
  • Perform other duties as pertain to the office of President, or which may be delegated by the Chapter Board.
The Chapter Vice President shall:
  • Preside at meetings of the Chapter and the Chapter Board, in the absence of the President,
  • Perform the duties of the President in the event of his/her absence or disability, and
  • Perform other duties as pertain to this office.
The Chapter Secretary shall:
  • Take minutes of the meetings of the Chapter Board, membership meetings, and annual general meeting, and maintain a copy of the records,
  • Maintain accurate attendance records,
  • Be responsible for the legal affairs, Chapter records and correspondence pertaining to the Chapter,
  • Assist the President in the administration of Chapter membership meetings, and
  • Perform other duties as pertain to this office.
The Chapter Treasurer shall:
  • Be custodian of Chapter funds,
  • Receive and disburse such funds of the Chapter as shall be required in the conduct of its affairs and the carrying on of its activities or as directed by the Chapter Board,
  • Remit dues to the Association as required,
  • Submit a written report at each regular meeting,
  • In concert with the President, authorize expenditures from, or transfers of funds from/to, the Chapter US dollar credit account held at the Association,
  • Submit annual financial statements for presentation to the membership at the annual general meeting,
  • Submit books and records for audit when required,
  • File any and all tax forms required, and
  • Perform other duties as pertain to this office. 
The Membership Director shall:
  • Maintain accurate lists of membership,
  • Disseminate membership lists as directed by Chapter Board, with due regard to security and privacy issues,
  • Report on membership data from the Association,
  • Coordinate plans for maintaining and Increasing Chapter membership,
  • Maintain electronic lists of members and guests,
  • Forward information on events and other pertinent information to e-mail lists,
  • Identify and use other means of disseminating information about events and the chapter, where appropriate, and
  • Perform other duties as pertain to this office.
The Marketing Director shall:
  • Conduct general marketing and publicity of the Chapter, ISACA’s certifications, COBIT, the Association, and any other new initiative, 
  • Coordinate initiatives involving partnerships and alliances,
  • Acquire any required marketing materials from ISACA International as authorized by the Chapter Board,
  • Exercise general policy control and direction of any mail-out kits, publications, editorial or advertising which the Chapter may issue, authorize or sponsor under the direction of the Chapter Board, and
  • Perform other duties as pertain to this office. 
The Academic Relations Director shall:
  • Provide liaison with academic institutions,
  • Establish opportunities to brief appropriate classes of academic institutions on ISACA, CISA, CISM, CGEIT and IT governance,
  • Coordinate scholarship initiatives approved by the Chapter Board,
  • Liaise with appropriate professors, and where appropriate take steps to establish an "Academic Advocate" program in local academic institutions,
  • Maintain resource material related to ISACA’s certifications,
  • Promote ISACA’s accreditations within the Chapter membership, including exam preparation sessions,
  • Maintain exam participation rate to sustain the local area as an exam writing site,
  • Report to Chapter Board on exam results,
  • Act as a liaison between exam participants and the Association, and
  • Perform other duties as pertain to this office 
The Directors at Large shall:
  • Contribute to the work of the Chapter Board on a wide variety of topics and projects, as directed by the President and/or Chapter Board. 

Section 4.   Chapter Officer Vacancies

  1. If a vacancy should occur in the office of President, the vacancy shall be filled by the Vice-President.
  2. If a vacancy should occur in any other office the vacancy shall be filled as determined by the Chapter Board.
  3. If a Chapter officer’s membership in the Association shall for any reason terminate, that individual’s position as Chapter officer shall automatically become vacant.

Article VI.   Nominations and Elections

Section 1.   Chapter Nominations

  1. A Nominating Committee of at least 3 and not more than 5, shall be elected by the membership or the Board, where no sufficient nominations were received from the membership.
  2. The Nominating Committee shall solicit candidates for office from the Chapter membership and shall nominate candidates for offices to be filled at the annual general meeting.
  3. The Nominating Committee shall deliberate on and report all solicited candidates to the membership prior to the election.
  4. If no nominations are received, the current Board will be up for re-election. Where any of the current Board is not available for re-election which creates a vacancy, nominations and presentations from the floor will be allowed.
  5. Each candidate shall have consented to serve and shall have completed a Willingness to Serve agreement and Conflict of Interest form.

Section 2.   Chapter Elections

  1. Officers shall be elected by ballot.
  2. In the event there is only one candidate for any office, voting on that office may be by voice.

Article VII.   Chapter Board

Section 1.   Composition of the Chapter Board

The Chapter Board shall consist of the officers listed in Article V, Section 1.

Section 2.   Duties

The Chapter Board shall:

  1. Supervise the affairs and conduct the business of the Chapter between business meetings
  2. Make recommendations to the membership
  3. Be subject to the orders of the membership
  4. Have regular, preferably monthly, Chapter Board meetings at a time and place determined by the Chapter Board.  Special meetings of the Chapter Board may be called by the President, or shall be called upon the written request of 50% of the members of the Board. Notice must be given at least 48 hours before a Special Meeting of the Chapter Board. 
  5. Perform the duties prescribed in these bylaws and the parliamentary authority adopted by the Chapter
  6. Regular or special meetings of the chapter board may be held electronically. A conference meeting must be arranged at least 48 hours in advance of the call.  Each member should seek recognition from the chair before beginning to speak, and each member should identify himself or herself prior to speaking.  Motions will be voted on by voice vote.  If the chair has a problem determining the vote, he or she may call for a roll call vote.  The roll call vote is for determination of the outcome of the vote and shall not be recorded in the minutes.  The minutes of the meeting shall be approved at the next in-person meeting.

Section 3.   Financial Authority

The Chapter Board (no single Officer) shall have the authority to:

  1. Approve the annual budget
  2. Expend funds allotted in the approved budget
  3. Any expenditure must be formally authorized and recorded by the Treasurer (or President) and at least one other officer.
  4. The Chapter Board shall have the authority to authorize non-budgeted expenditure up to US$500 without prior approval of the membership.

Section 4.   Fiscal Year & Annual Financial Statements

  1. The fiscal year of the Chapter shall run from 1 January to 31 December unless otherwise established by the Chapter Board.
  2. The Chapter Board shall ensure that annual financial statements are prepared, approved by the Chapter Board, presented to members at the annual general meeting, and submitted as part of the Chapter Annual Report to the Association

Section 5.  Insurance

The Chapter Board shall secure whatever insurance coverage is deemed necessary to meet the needs of the Chapter.

Section 6.  Quorum

A majority of the Chapter Board shall constitute a quorum for any Chapter Board meeting.

Section 7.  Removal

  1. Any member of the Board of Directors who fails to attend 6 board meetings within a year, without valid reasons as determined by the Board, will be brought before the Board and may be removed from office by a majority vote of the Board of Directors.
  2. Any board member may be removed with cause, at any meeting of the Board, by a majority vote of the members of the Board of Directors then serving.
  3. Any board member being considered for removal from the Board shall have the right to be heard by the Board before an official vote is taken.”

Article VIII.   Chapter Committees  

 Section 1.   Program Committee      

There shall be a Program Committee with the objective of developing and implementing the Chapter training and development events for the year.

Section 2.   Special Committees        

Other committees may be created as necessary by the Chapter Board.

Article IX. Indemnification

The Chapter shall indemnify any and all of its directors or officers or former directors or officers or any person who may have served at its request or by its election as a director or officer of another corporation, against expenses actually and necessarily incurred by them in connection with the defense or settlement of any action, suit or proceeding in which they, or any of them, are made parties, or a party, by reason of being or having been directors or a director or officer of the corporation or of such other corporation, except in relation to matters as to which any such director or officer or former director or officer or person shall be adjudged in such action, suit or proceeding to be liable for willful misconduct in performance of duty and to such matters as shall be settled by agreement predicated on existence of such liability. 

The indemnification provided hereby shall not be deemed exclusive of any other rights to which anyone seeking indemnification may be entitled under any bylaw, agreement, vote of members, or disinterested directors or otherwise, both as to action in his or her official capacity and as to action in another capacity while holding such office.


Article X.   Dissolution

If dissolution of the Chapter becomes inevitable, these bylaws must be rescinded by a two-thirds (2/3) vote of the chapter membership after ten (10) days notice has been mailed to each member. In the event of dissolution, the Chapter shall notify the Chief Executive Officer of the Association, in writing, indicating the reason(s) for dissolution and shall return the Chapter charter and any other Chapter or Association documents to International Headquarters. All net assets shall be distributed to other selected ISACA chapters, or to welfare, education, or civic project designated by the Chapter membership or as governed by Namibian law, with the approval of the Association’s International President and Chief Executive Officer.

Article XI.   Parliamentary Authority

The rules contained in the current edition of Roberts Rules of Order Newly Revised, shall govern the chapter in all cases to which they are applicable and in which they are not inconsistent with these bylaws and any special rules the chapter may adopt.

Article XII.   Amendment of Chapter Bylaws

The Chapter Board shall approve all suggested bylaw changes and forward them to the Chapter Relations Division of the Association, with changes indicated. The Association must give approval to all bylaw changes prior to them being submitted for a vote by chapter membership.

Chapter bylaw amendments will be approved, at any chapter meeting, by a two-thirds (2/3) vote, provided that the amendment has been submitted in writing at the previous meeting, or has been mailed or e-mailed to the entire Chapter membership at least ten (10) days prior to the meeting at which it will be considered. The Membership Division of the Association will be advised that the Bylaw amendments have been approved, and will be sent a copy of the approved version of the Bylaws.

The Chapter Board shall conduct a periodic, ideally annual, comparison of the Chapter practices to the bylaws. The Chapter must ensure the compliance of the bylaws with the Association's bylaws and any applicable country or state requirements.

* * * * *