Board of Director Position Descriptions

Descriptions - Board of Director positions

Officers

 

President

Overview

The ISSA Ottawa Chapter President is elected by Chapter members at the Annual General Meeting to be the executive head of the Chapter for a two-year term.

The President is responsible to the Ottawa Chapter Board of Directors and to the Chapter membership for the management and direction of all Chapter operations, programs, activities, public image and affairs.

Duties

The duties and responsibilities of the President include, but are not limited to, the following:

  • Schedule and preside over Chapter Events and meetings of the Board of Directors;
  • Enforce Chapter and ISSA International bylaws, and resolutions of the Chapter Board of Directors;
  • Keep ISSA International Headquarters informed of Ottawa Chapter affairs, and ensure Ottawa Chapter representation at ISSA International Chapter Officer Teleconference Meetings;
  • Plan and approve the agenda of Chapter meetings;
  • Function as a member of the Nominating Committee and as an ex-officio member of all other Chapter committees, except the Audit Committee; and
  • Work with and coordinate the efforts of the other Chapter Officers and Directors, in order to facilitate:
    • Meeting arrangements;
    • Director/Committee Chair assignments;
    • Chapter Budget preparation;
    • Communication with membership;
    • Website management; and
    • Strategic planning and preparation of objectives for the Chapter and its Committees.

 

Vice-President

Overview

The Chapter Vice-President is elected by Chapter members at the Annual General Meeting for a two-year term. The Vice-President reports to the President for the management and direction of assigned Board activities.

Duties

The duties and responsibilities of the Vice-President include, but are not limited to, the following:

  • Perform the duties of the President in the President’s absence;
  • Provide direction and administration for Chapter committees as assigned on behalf of the Board;
  • Maintain Chapter Bylaws:
    • Recommendations for revisions may originate with any Officer, Director or ISSA member;
    • Suggested revisions shall be presented to the Board of Directors for approval; and
  • Execute other duties or special projects as the President may require.

 

Secretary

Overview

The Chapter Secretary is elected by Chapter members at the Annual General Meeting for a two-year term.  The Secretary is responsible to the President for the preparation and maintenance of assigned records and documents of the Board.

Duties

The duties and responsibilities of the Secretary include, but are not limited to, the following:

  • Record and distribute the minutes of meetings of the Board of Directors and the General membership;
  • Notify the Board of Directors of each meeting and prepare the agenda as directed by the President;
  • Administer the Chapter's non-profit and Ontario incorporation status;
  • Preserve historical records pertaining to the affairs of the Chapter; and
  • Maintain the Chapter Manual
    • Recommendations for revision may originate with any officer, director or member
    • Suggested revisions shall be presented to the Board of Directors for approval.

 

Treasurer

Overview

The Chapter Treasurer is elected by Chapter members at the Annual General Meeting for a two-year term.The Treasurer, as the custodian of the Board's funds, is responsible for managing the Chapter finances. Although the Treasurer reports to the President, any budgetary plans must be authorized by the Board’s voting members.

This role is well suited to someone who is enjoys working with numbers, who likes to focus on details and for whom accuracy and precision are key.

Duties

The duties and responsibilities of the Treasurer include but are not limited to the following:

  • Prepare annual budget estimates and plans for Board review and approval;
  • Present detailed monthly financial reports for Board review;
  • Manage ticket sales, revenues, expenditures and receipts at each Chapter Event;
  • Maintain a set of accounting books that reflect budget authorizations, income, and expenditures;
  • Arrange for an annual examination of Chapter financial records by an auditor duly appointed by the Board;
  • Present the Auditor's report and the Statement of Chapter Annual Income and Expenses to ISSA International Headquarters, after the close of the Chapter year, as requested by ISSA International;
  • Ensure that the Board appoints at least two alternate Officers as cheque co-signers and arranges with the Chapter’s Bank for signing and co-signing authorities (signature cards);
  • Suggest investment options for excess funds to the Board; and
  • Chair, direct and administer the Finance Committee, if one exists.

 

 

 

Directors

 

Membership Director

Overview

The Membership Director is responsible to the Board for overseeing and developing the Chapter general membership base, and for managing membership lists and methods of distribution. This role is well suited to someone who enjoys interacting with people, whether it be in-person for example when welcoming new members at Chapter meetings, or via email or LinkedIn when contacting new or existing members or interacting with potential members via social media.

Duties

The duties and responsibilities of the Membership Director include, but are not limited to, the following:

  • Prepare regular reports to the Board;
  • Manage membership and contacts lists, including ISSA International listings, Chapter email distribution list, and so forth;
  • Manage Chapter online social networking accounts;
  • Analyze current membership;
  • Seek out potential new members, through member referrals, ISSA "at-large" listings, local CISSPs, large organizations, promoted/transferred member replacements, educational institutions (students and faculty);
  • Recruit new members (invite to meetings, and do follow-up);
  • Process membership applications;
  • Ensure Board recognition and welcoming of new members (Event invitation, meet and greet, website announcement, etc.); and
  • Follow up with unpaid members, resignations, and reasons why.

 

Communications Director

Overview

The Communications Director is responsible to the Board for providing information content to the Chapter general membership and for the public relations efforts on behalf of the Chapter. Some of the targets for these publicity efforts include the local professional InfoSec community whom we wish to invite to our Chapter events; local post-secondary students who may be interested in pursuing a career in security; the business community who may wish to associate themselves with our Chapter via sponsorship. This role is ideally suited to someone who has an excellent command of the written word. This person’s writing is eloquent and perhaps even charismatic, without being verbose.

Duties

The duties and responsibilities of the Communications Director include, but are not limited to, the following:

  • Communicate information about significant Chapter activities, to ISSA International, other Chapters, local media, government & industry organizations, schools, and most especially, our own Chapter membership;
  • Post the Chapter Newsletter on the Chapter website four times per year. Solicit content from Board members and Chapter general members such as:
    • Recent Events such as submissions from the Program Director regarding event highlights, photographs, speaker biographies, and presentation files;
    • Chapter Health - submissions from the Officers and other Directors regarding current activities, report cards on how we are doing, plans for the future, and highlights of recent Board meetings;
    • Technical Articles - submissions from Board members or Chapter general members, provided ad-hoc or solicited by the Communications Director, on subjects of interest to the professional community served by the Chapter.
  • Prepare the following Chapter Organization information postings annually:
    • Board of Directors chart with biographies of the four Executive Officers i.e. President, Vice-President, Treasurer, Secretary
    • Strategic Plan for the current year with target dates;
    • Chapter Legal Information;
    • The Chapter Manual and Bylaws;
    • Ontario incorporation references;
    • Applicable tax filing rules; and
    • Historical Data.
  • Liaise with the Program Director and Membership Director to ensure that notifications to members are sent to the Chapter email distribution list and, if applicable, to Chapter social network accounts regarding matters such as:
    • Event & Registration announcements that members should look for on the website, or
    • When directed by the Board, other significant web postings.

 

Program Director

Overview

The Program Director is responsible to the Board to provide a challenging educational program on Information Systems Security topics, mapped to the (ISC)2 domains, with the purpose of providing topics via speakers, panels and other presentation delivery methods that are of timely, topical and of keen interest to Chapter members. The Program Director should work closely with the Membership Director to ensure that Chapter members needs are kept front-of-mind when event programs are pursued.

This role is best suited to someone with initiative and creative thinking. The ideal Program Director is someone who is comfortable reaching out to a potential speaker because they read an interesting article in the newspaper; they are comfortable pushing booked speakers who haven’t yet delivered their speech outlines (shrinking violets who passively send out emails will not get the job done).

Duties

The duties and responsibilities of the Program Director include but are not limited to the following:

  • Find and recruit speakers to make presentations at Chapter events;
  • Obtain speaker biographical data and an overview of their presentation.
    • Forward this information to the Website and Communications Directors;
  • Confirm the meeting details, audio-visual equipment and special arrangements and requirements with the Speaker.
    • A standard "welcome PDF" should be used to explain to speakers how the events work and expectations etc.
  • If the speaker and/or their firm will be sponsoring the event do the following:
    • Send an invoice for the sponsorship fee;
    • Notify the Treasurer to expect the cheque; and
    • Notify the Website Director that the sponsor's logo will need to be displayed.
  • Serve as a host to speakers at Chapter events.
  • After Chapter events have taken place:
    • Arrange for the prompt mailing of a letter of appreciation to each speaker, and
    • If the Speaker permits a soft copy of the talk to be distributed to the Chapter members, send this to the Website Director for posting.

 

Sponsorship Director

Overview

The Sponsorship Director is responsible to the Board for fostering industry sponsorships of Chapter activities. These may include regular Chapter meetings, special events or study groups. There are also opportunities for sponsorship of the Chapter as a whole with the sponsor’s website being prominently displayed on the Chapter’s public website, included in any literature to the Chapter’s members and announced at the beginning of every meeting.

This role is best suited to someone who has a sales and marketing mindset and has a reasonably large network that includes decision-makers at potential sponsors organizations.

Duties

The duties and responsibilities of the Sponsorship Director include, but are not limited to, the following:

  • Network with membership to develop and recruit sponsors;
  • Network with the community to develop and recruit sponsors;
  • Network their own contacts to develop and recruit sponsors;
  • Work with Program Director to develop and recruit event sponsors;
  • When a Sponsor has been obtained, ensure a smooth hand-off of information to the Treasurer so that an invoice may be issued;
  • Maintain the Chapter’s Sponsorship Brochure; and
  • Develop and maintain the Chapter’s Sponsorship Contract.

 

Event & Venue Director

Overview

The Event & Venue Director is responsible to the Board for arranging appropriate venues for Chapter events and for managing relations with venue proprietors. This role is best suited to someone who has an eye for detail, has good follow-up and has good people skills.

Duties

The duties and responsibilities of the Event & Venue Director include, but are not limited to, the following:

  •  Function as the Board's main contact for venue-related matters;
  • With the assistance of the Board, conduct research and planning to reserve appropriate venues to meet Chapter requirements for the short, medium and long term;
  • Negotiate contract terms between the Board and the venue proprietor, and work with the proprietor to keep costs to a minimum;
  • Prior to each event, obtain from the Membership Director the expected number of guests and any special dietary needs, along with specific room set-up requirements that the Chapter may have, and forward this information to the venue proprietor to ensure adequate seating, presentation facilities, and food and beverage service;
  • During each event, act as the contact point to deal with unexpected issues that may arise relating to the venue; and
  • Following each event, provide positive and negative feedback to the proprietor regarding the provided facilities and services, in order to assist the proprietor to meet expectations for future events.

 

Registration Director

Overview

The Registration Director is responsible to the Board for managing the registration desk at any of the Chapter events, special events, training and training seminars. This role is best suited to someone who has an eye for detail, has good follow-up and has good people skills.

Duties

The duties and responsibilities of the Registration Director include, but are not limited to, the following:

  • Coordination and compilation of the list of registrants for Chapter events, special events, training and training seminars;
  • Setting up and tear down of the Registration Desk to Chapter events, special events, training and training seminars;
  • Email an acknowledgement to anyone who registers for a Chapter event;
  • Reconciling any differences/discrepancies with the registration of attendees to Chapter events, special events, training and training seminars;
  • Providing a consolidated list of registrants prior to the event to the Event Director to:
    • the Events and Venue Director within a minimum of 72 hrs prior to the event, including any food allergies and/or special dietary requirements when food is provided;
    • the Secretary and Treasurer following any Chapter events, special events, training and training seminars;
  • Email a 'certificate of attendance' to anyone who attended a Chapter event;
  • Gathering, reporting and submitting any funds collected to the Treasurer following Chapter events, special events, training and training seminars.

 

Website Director

Overview

The Website Director is responsible to the Board for the development and functioning of the Chapter website. This role is best suited to someone who has an eye for detail, has good follow-up and has good people skills.

Duties

The duties and responsibilities of the Website Director include, but are not limited to, the following:

  • Lead web site development activities;
  • Maintain website communication features
  • Conduct monthly content renewal;
  • Lead periodic review of web site security;
  • Manage relationship with web site hosting and domain name services to ensure availability
  • Report functionality changes to the Website Committee Chair;and
  • Respond to executive direction with respect to website security issues.