SOUTHERN CALIFORNIA CANCER REGISTRARS ASSOCIATION STANDING RULES

Transcription

1 SCCRA was organized in 1968 with established bylaws. When the California Cancer Registrars Association, Inc. (CCRA) was established in 1973, SCCRA became a component chapter. SCCRA operated under their own bylaws until October 1999 when the CCRA membership approved a CCRA bylaws revision that dissolved all component chapter bylaws. Consequently, any sections of the SCCRA bylaws necessary to operate SCCRA are being transferred to the SCCRA Standing Rules. SCCRA shall be governed by CCRA Bylaws with unique SCCRA Standing Rules, as voted and approved by the SCCRA Board of Directors. Standing Rules will be in compliance with the CCRA Bylaws. Unless otherwise specified, the Board of Directors shall recommend amendments to the Standing Rules as necessary to carry on the business of SCCRA. The Board shall notify the membership of any recommendations to the Standing Rules in writing following such recommendations. I. PURPOSE OF SCCRA: 1. Promote research and education in Cancer Registry administration and practice so that we may be of greater service to the cancer patient. 2. Raise the level of knowledge and performance of Cancer Registrars through discussion and exchange of ideas. 3. Disseminate information to members of this association regarding current activities, research and trends in the cancer field. 4. Initiate and/or participate in programs to improve and standardize the compiling of Cancer Registry information. 5. Seek active liaison with professional and governmental organizations which utilize data derived from Cancer Registries. II. MEMBERSHIP: Membership categories are addressed in the CCRA Bylaws. These special conditions affect SCCRA only: 1. Past Presidents of SCCRA shall become Distinguished Active Members. 2. Past Presidents of SCCRA who are no longer active in the registry profession, or whose principal place of business or residence is not in California, shall become Distinguished Associate Members. 3. Distinguished Active Members and Distinguished Associate Members retain all privileges of their respective membership classification without payment of the SCCRA portion of dues. 4. New and renewing membership applications, for persons designating SCCRA as the Component Chapter, will be forwarded by the Membership Chair to the Board of Directors for approval. iii - Page 1 of 8 Revised 1/23/10

2 III. BOARD OF DIRECTORS 1. Composition: The Board of Directors of SCCRA shall be composed of the elected officers and the chairmen of the standing committees. The elected officers of SCCRA shall be: Elected Officers: 1. President 2. President-Elect 3. Secretary/Treasurer 4. Immediate Past President The standing committees shall be: 5. Education & Program 6. Nominating 7. Ways & Means The designated representatives shall be appointed by the President, as deemed necessary for Communications, Ethics, Finance, Membership and Legislative. 2. Powers & Duties: The Board of Directors shall act for SCCRA between schedule meetings of the general membership and shall be responsible for the management of the business and professional affairs of SCCRA. The members of the Board of Directors shall submit a written report of their activities for the year to the Secretary/Treasurer, for presentation at the Annual Business Meeting. The officers and chairmen shall maintain an up-to-date procedure manual pertaining to their office. This procedure manual shall be given to the succeeding Board of Directors member prior to, or at, the first meeting of the Board of Directors for the new term of office. The Board of Directors shall be empowered to remove from office, by two-thirds (2/3) vote of the entire Board of Directors, any officer or committee chairman who fails to perform the duties of the office as required by these Standing Rules. 3. Eligibility: Only an Active Member or Distinguished Active Member in good standing shall be eligible to serve as an elected member of the Board of Directors. To be eligible for the office of President, a member must have served, or will have completed, one year on the Board of Directors at the time he/she assumes the office of President. To be eligible for the office of President-Elect, a member must have served, or will have completed, one year on the Board of Directors at the time he/she assumes the office of President-Elect. Any voting member in good standing shall be eligible to be appointed a standing committee chairman or designated representative to the Board of Directors. Any member in good standing shall be eligible to serve on a committee. iii - Page 2 of 8 Revised 1/23/10

3 4. Nominations: Nominations for elected office shall be made by the Nominating Committee from a list of eligible members. 5. Election: All officers shall be elected by ballot, which shall be mailed to the voting membership by the Nominating Committee at least sixty (60) days prior to the Annual Business Meeting. An Election Committee appointed solely for this purpose shall count the ballots. The Election Committee consists of the Chairman appointed by the President and two members. Election shall be by plurality vote regardless of the number of candidates. In case of a tie vote, the election shall be decided by lot. Results shall be reported to the President who will notify the newly elected officers at least seven (7) days prior to the Annual Meeting. The President shall also notify the candidates who were not elected at least seven (7) days prior to the Annual Meeting. 6. Term of Office: The term of office for members of the Board of Directors shall be for one (1) year, or until a successor is elected or appointed. Officers shall assume office after installation at the Annual Business Meeting and serve until a successor is installed at the next Annual Business Meeting. 7. Vacancies: All vacancies, except the office of the President and President-Elect, may be filled for the unexpired term by appointment by the President, with approval of the Board of Directors. The President, with approval of the Board of Directors, shall fill vacancies in the standing committee chairs, Presidential appointments and elected committee members. The Committee Chairman shall fill all other vacancies. 8. Meetings of the Board of Directors: The Board of Directors shall meet at the call of the President or any two (2) members of the Board of Directors. A quorum shall be four (4) members. A quorum shall be required to enact the business of SCCRA. 9. Action Without a Meeting: By direction of the President, matters requiring action between meetings of the Board of Directors may be decided by fax vote, vote or conference call vote. All action resulting from a fax vote, vote and/or conference call vote shall be documented and filed with the Board of Directors minutes. Name and SCCRA Board of Directors position must be included on iii - Page 3 of 8 Revised 1/23/10

4 all correspondence. All action votes will be documented by the Secretary/Treasurer in the Board of Directors minutes via the Amendment to Minutes form. A quorum shall be four (4) members. A quorum shall be required to enact the business of SCCRA. 10. Duties of Officers: a) President The President shall: i) Preside at all meetings ii) Appoint all standing committee chairmen and the designated representatives. iii) Perform such duties as customary usage and parliamentary procedures may require. iv) Be an ex-officio member of all committees except the Nominating Committee. v) Serve as a member of the Finance Committee. vi) Be reimbursed for the reasonable expenses incurred in attending the California Cancer Registrars Association and National Cancer Registrars Association annual meetings, with the approval of the Board of Directors. b) President-Elect The President-Elect shall: i) Succeed to the office of President at the conclusion of his/her term of Office. ii) Assume the duties of President in his/her absence. iii) Appoint the standing committee chairmen and designated representatives for his/her term of office prior to assuming the office of President. iv) Serve as a member of the Finance Committee. v) Be reimbursed for the reasonable expenses incurred in attending the California Cancer Registrars Association Annual Meeting. vi) Serve as Bylaws Liaison. c) Secretary/Treasurer The Secretary/Treasurer shall: i) Keep a record of all proceedings of SCCRA. ii) Keep on file all committee reports. iii) Keep the official roster and call the role when required. iv) Have on hand at each meeting a list of all the existing committees and their members. v) Conduct the general correspondence of SCCRA vi) Be responsible for the receipt of proceeds from all meetings and the Ways & Means Committee and present an accurate record thereof. vii) Serve as Chairman of the Finance Committee. d) Immediate Past President The Immediate Past President shall: i) Assist the President with business of SCCRA. ii) Serve as a member of the Nominating Committee. iii) Serve as a member of the Finance Committee. iii - Page 4 of 8 Revised 1/23/10

5 iv) Be reimbursed for the reasonable expenses incurred in attending the California Cancer Registrars Association Annual Meeting. e) Education and Program Committee This Committee shall consist of a Chairman and two or more members appointed by the Chairman, and which shall include the immediate past Chairman, who shall prepare and arrange the program of annual education meeting and workshops for the year. All workshop, annual education meeting and the Annual Meeting agendas shall be presented for Board of Director approval. The Education & Program Committee Chairman shall serve on the CCRA Education Committee. Shall maintain a record of attendance at the SCCRA annual education meeting/workshops. This committee shall maintain liaison with all the regional registries within the geographical boundaries of SCCRA, and any appropriate educational programs. f) Finance Committee The Finance Committee shall consist of the President, President-Elect, Immediate Past President and Secretary/Treasurer. The Secretary/Treasurer shall serve as the Chairman. g) Nominating Committee The committee shall consist of five (5) members: the Chairman to be appointed by the President, the Immediate Past President and three (3) members to be elected by the membership at the Annual Business Meeting. The Nominating Committee Chairman shall serve on the CCRA Nominating Committee. h) Ways & Means This Committee shall consist of a Chairman and two or more members who shall plan and execute ways and means to add to the Treasury. i) Special Committees As deemed necessary, Special Committees may be created by the membership or the Board of Directors to carry on the affairs of SCCRA. IV: Meetings of the Membership 1. Meetings: The Annual Business Meeting of SCCRA shall be held in November or December. This shall be the only scheduled business meeting of the year. iii - Page 5 of 8 Revised 1/23/10

6 Annual education meeting and workshops of SCCRA shall consist of any professional lectures, workshops, seminars or special events sponsored by SCCRA. SCCRA shall conduct no less than two (2) educational annual education meeting or workshops each calendar year. When SCCRA is co-hosting annual education meeting/workshops, the educator within the cancer registry field must be a member in good standing of his/her local professional association. There shall be only one complimentary host at any given SCCRA annual education meeting or workshop. 2. Official Business: The official business of SCCRA shall be carried out by the Active members of this Association under the direction of the Board of Directors. Official call of the Annual Business Meeting shall be by mail within thirty (30) days of the scheduled meeting date. This notice is to include any matters requiring special consideration. The Standing Rules for the Annual Business Meeting shall be read to the membership prior to any business being conducted at the Annual Business meeting. 3. Quorum A quorum shall be one-third (1/3) of the voting members registered at the Annual Business Meeting. 4. Fees Fees for the SCCRA annual education meeting shall be twenty-five ($25.00) dollars for members and seventy-five dollars ($75.00) for non-members. Annual education meeting shall be defined as a full day program, which includes a luncheon. Fees for the SCCRA workshops shall be twenty dollars ($20.00) for members and seventy-five dollars ($75.00) for non-members. Workshop shall be defined as a less-than-full day program and will not include a luncheon. All registration fees must be received ten (10) days prior to the schedule annual education meeting/workshop. Cancellations must be made at least forty-eight (48) hours prior to a scheduled SCCRA annual education meeting/workshop in order to be eligible for partial refund. A member will be eligible for a full refund if cancellation is made seven (7) days prior to the scheduled annual education meeting/workshop. No refund will be given for a cancellation made less than forty-eight (48) hours before a scheduled annual education meeting/workshop. Program announcement/registration forms will note this cancellation policy. A late fee of fifteen dollars ($15.00) will be imposed for any telephone registration after the deadline or registration at the door for scheduled SCCRA annual education meeting/workshops. 5. Cancellation In the event of an emergency, or other circumstances prohibiting holding an official meeting, the Board of Directors may cancel the meeting and prompt notice thereof shall be given to all members of SCCRA. iii - Page 6 of 8 Revised 1/23/10

7 V. Parliamentary Authority The Rules contained in the most current edition of Roberts Rules of Order shall govern SCCRA in all cases to which they apply and are consistent with the CCRA Bylaws, special rules of order and any Standing Rules SCCRA may adopt. VI. Financial Administration 1. Fiscal Year The fiscal year of SCCRA shall be from January 1 through December Dues The Board of Directors, at the Annual Business Meeting, may make a recommendation to change the amount of dues to be paid by the membership for the ensuing calendar year. A two-thirds (2/3) vote of the voting members present at the Annual Business Meeting will be required to enact the recommended change. This vote must take place before November Payment and Late Fees Annual dues payment and late fees are addressed in the CCRA Bylaws. 4. Audit The SCCRA Secretary/Treasurer s reports shall be presented for audit at the end of each fiscal year, the member auditor to be appointed by the Board of Directors. VII. Dissolution The property of SCCRA is irrevocably dedicated to educational purposes and no part of the net income or assets of SCCRA shall ever inure to the benefit of any private persons, trustees, officers or members, except that SCCRA shall be empowered to make payments and distributions in furtherance of the exempt purposes for which it was formed. Upon winding up and dissolution of SCCRA, after paying or adequately providing for the debts and obligations of SCCRA, the remaining assets shall be distributed to a non-profit fund, foundation or association which is organized and operated exclusively for charitable, education or religious and/or scientific purposes and which has established its tax-exempt status under Section 501 (c) (3) of the Internal Revenue Code. VII. Standing Rules for the Annual Business Meeting 1. Identification badges must be worn at business meetings, all educational sessions, and at all meals. 2. Only members in good standing will be allowed to vote during the business meetings. 3. When addressing the Chair, please identify yourself by NAME and HOSPITAL. iii - Page 7 of 8 Revised 1/23/10

8 4. Lengthy motions or resolutions shall be in writing and signed by the maker who shall be a member of the Association. 5. No member shall speak in debate more than twice on the same question or for longer than two minutes. 6. All reports and other material for the printed record or printed proceedings shall be typewritten and immediately upon presentation shall be sent to the Secretary/Treasurer. 7. Notices or announcements to the Assembly shall be in writing and signed by the person under whose authority the announcement is issued. iii - Page 8 of 8 Revised 1/23/10