Bylaws, Policies, Standing Rules

Bylaws, Policies, Standing Rules

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Bylaws

NORTH AMERICAN ASSOCIATION OF CENTRAL CANCER REGISTRIES, INC. (NAACCR)

ARTICLE I. Scope and Purpose

The North American Association of Central Cancer Registries, Inc. (NAACCR), the “Association,” is a professional organization that develops and promotes uniform data standards for cancer registration; provides education and training; certifies population-based registries; aggregates and publishes data from central cancer registries; and promotes the use of cancer surveillance data and systems for cancer control and epidemiologic research, public health programs, and patient care to reduce the burden of cancer in North America.

ARTICLE II. Membership

Section 1. Classification of Membership

The four classes of membership shall be:

  1. Full: Full member organizations are central registries, which are, or have the potential to become, population-based registries.
  2. Individual: Individual members are those persons who are not currently working in a member organization who have demonstrated career and professional commitments and interests that are consistent with or complementary to those of NAACCR. Candidates for Individual Membership must be able to demonstrate involvement or activity in one or more of the following areas: cancer epidemiology, patient care, cancer control, cancer registration, professional education, research, and biostatistics. Each candidate must make a commitment to support NAACCR through active participation in the activities of the Association. Individual members shall be entitled to participate and vote as a member of committees, subcommittees or work groups. Individual members may chair subcommittees or work groups. Individual members may not chair a committee, vote on matters brought before the Membership at the Annual Meeting, nor vote for or hold an elected position in the Association.
  3. Sponsoring: Sponsoring member organizations are national professional or national governmental organizations primarily involved in any of the following areas: cancer epidemiology, patient care, cancer control, cancer registration, professional education, research, or biostatistics. Each sponsoring member organization shall be entitled to one vote on each matter submitted to membership vote. No action taken by the Association shall be construed as committing any sponsoring member organization to a prescribed course of action. Each sponsoring member organization may designate one or more representatives from such organization to participate in the Association’s affairs on behalf of such organization. Representatives of sponsoring member organizations may be a member of and chair a committee. Only one representative of a sponsoring member organization shall be entitled to cast that organization’s vote.
  4. Sustaining: Sustaining member organizations are organizations interested in promoting the purposes of the Association. No action taken by the Association shall be construed as committing any sustaining member organization to a prescribed course of action. Each sustaining member organization may designate one or more representatives from such organization to participate in the Association’s affairs on behalf of such organization. Sustaining member organizations shall not be entitled to vote, and their representatives shall not be entitled to hold office. Representatives from sustaining member organizations may be a member of and chair a committee.

Section 2. Application for Membership

Application for membership shall be submitted in a manner prescribed by the Board of Directors.

Section 3. Resignation

Any member may resign by submitting a resignation in writing to the Executive Director.

Section 4. Application for Continuing Membership

Each member shall submit an application for continuing membership every three years. This application for continuing membership shall be submitted in a manner prescribed by the Board of Directors.

ARTICLE III. Officers

Section 1. Officers

The Officers of the Association shall be:

  1. President
  2. President-Elect
  3. Six Representatives-at-Large
  4. Sponsoring Member Representative
  5. Treasurer
  6. Immediate Past President

Section 2. Eligibility

An individual who has been a representative in the Association of a full member organization for one year prior to nomination shall be eligible to hold the following offices: President, President‑Elect, Representative‑at‑Large, and Treasurer. To be eligible for the office of President‑Elect, a representative must, prior to the election, have served for one year as a member of the Board of Directors or as a chair of a NAACCR committee. To be eligible for Representative at Large or Treasurer, an individual must, prior to the election, have served as a member of a NAACCR committee. One Sponsoring Member Representative from among the sponsoring member organizations shall be elected by the sponsoring member organizations to serve on the Board of Directors.

Section 3. Term of Office

The term of office for President, Representatives-at-Large, Sponsoring Member Representative, and Treasurer shall be two years or until a successor is elected. Individuals in these positions may serve a second consecutive two-year term, if re-elected, not to exceed a total of four consecutive years in the same position. The limit of four consecutive years may be exceeded when consecutive terms are served in different board positions. The term of office for President-Elect and Immediate Past President shall be one year. The Representatives-at-Large shall be elected on a rotating basis. Officers shall assume office at the conclusion of the Annual Meeting of the members at which they are elected.

Section 4. Vacancies

  1. All vacancies, except the office of the President and the Sponsoring Member Representative, may be filled for the unexpired term by appointment by the President with the approval of the Board of Directors.
  2. A vacancy in the office of President shall be filled for the remainder of the term of office by vote of the Board of Directors.
  3. A vacancy in the office of the Sponsoring Member Representative shall be filled for the remainder of the term by a special vote of the Sponsoring Members.
  4. A vacancy in the office of President-Elect shall be filled by a special election of the voting members. A vacancy occurring within sixty (60) days prior to assuming the Presidency shall be filled by a vote of the voting members at the next Annual Business Meeting.

Section 5. Nominations and Election

  1. A. Subject to the approval of the Board of Directors, the Nominating Committee shall develop rules and regulations for the conduct of the nomination and election of officers.
  2. Elections shall be by ballot. The Nominating Committee shall be responsible for the preparation of the ballot. The Executive Director, or his/her designee, shall mail the ballot pursuant to the rules and regulations of the Nominating Committee including reasonable deadlines for the return of ballots.
  3. Election shall be decided by plurality vote of the votes cast. In case of a tie for any NAACCR Board position, a runoff election will be held. If there is a tie in the runoff election, the election will be determined by lot conducted by the Board of Directors.
  4. Election of the Sponsoring Member Representative will be by special vote of the Sponsoring Members.

Section 6. Duties of Officers

  1. President: The President shall function as the Chief Executive Officer of the Association. Unless specified otherwise, the President shall appoint all committee chairpersons. The President or his/her designee shall be a member, ex-officio, of each committee. The President’s ex-officio status is without vote.
  2. President-Elect: The President-Elect shall succeed to the office of President at the conclusion of his/her term of office. The President-Elect may appoint the Committee Chairpersons for his/her term of office prior to assuming the Office of President.
  3. Representatives-At-Large: The Representatives-At-Large shall serve as primary liaison officers with cancer registries and facilitate the exchange of information and the organization of projects.
  4. Sponsoring Member Representative: The Sponsoring Member Representative shall serve as primary liaison with sponsoring members to provide a formal mechanism for inter-organizational activities.
  5. Treasurer: The Treasurer shall be responsible for overseeing the receipt and disbursement of all funds, establishing the budget for unrestricted funds, and managing all funds of NAACCR.
  6. Immediate Past President: The Immediate Past President shall assist in the business of the Association.

ARTICLE IV. Meetings of the Membership

Section 1. Meetings

  1. The Annual Business Meeting of the members of the Association shall be held in conjunction with the Annual Conference. The time and place of the meeting shall be determined by the Board of Directors.
  2. Special meetings may be called by the Board of Directors.

Section 2. Notification

The official call and notice of any meeting shall be sent at least 30 days prior to the scheduled meeting, and shall include the agenda and a description of each matter requiring special consideration or action.

Section 3. Quorum

A quorum for any meeting of members shall be a majority of the members registered at the meeting. In the absence of a quorum, no action can be taken by the members at a called meeting.

Section 4. Action

  1. Action by the members shall require the affirmative vote of a majority of the members entitled to vote who are present at a meeting at which a quorum has been established.
  2. No action can be taken by the members at a special meeting except as to matters described in the notice of the special meeting.
  3. When voting on general matters or as a member of a committee either as an NAACCR representative or a representative of another organization, members and NAACCR staff must recuse themselves from discussion and voting if the voting issue places them in a conflict of interest.

ARTICLE V. Board of Directors

Section 1. Composition

The Board of Directors shall be composed of the elected officers of the Association and the Executive Director.

Section 2. Duties

The Board of Directors shall:

  1. Act for the Association between scheduled meetings of the membership, be responsible for the management of the business and professional affairs of the Association, and take other actions as required to implement the stated purposes of the Association.
  2. Define the duties of the officers in a manner consistent with the bylaws.
  3. Create and dissolve committees.

Section 3. Meeting of the Board of Directors

  1. The Board of Directors shall meet just prior to the Annual Business Meeting of the Association and at such times as deemed advisable during the year on call of the President and majority of the Board.
  2. A quorum shall be a majority of the members of the Board of Directors.
  3. Action by the Board of Directors shall be by resolution adopted by the affirmative vote of a majority of the members of the Board present at a meeting at which a quorum is present. Presence at a meeting may be in person or by telephone, provided that each member present is able to hear all other members present.

Section 4. Minutes and Notification of Action Taken

  1. All action taken by the Board of Directors shall be recorded in the minutes of the Board.
  2. Minutes of the Board of Directors shall be available to the membership of the Association upon request.

ARTICLE VI. Committees

Section 1. Committees

The Association will maintain a Nominating Committee. As deemed necessary, additional Committees may be created by the membership or Board of Directors to carry on the affairs of the Association. The composition, size, and duties of the committees shall be set forth in the Standing Rules.

Section 2. Eligibility

Any full, sponsoring, or sustaining member representative in good standing for one full year prior to appointment shall be eligible to be appointed as Chairperson of a Committee.

Section 3. Vacancies

Vacancies in committee chairs and presidential appointments shall be filled by appointment by the President. All other vacancies, on a committee shall be filled by the Committee Chairperson.

ARTICLE VII. NAACCR Staff

Section 1. Executive Director

The Board may appoint an Executive Director who shall perform all duties as designated by the Board. The Executive Director shall serve on the Board of Directors as an ex officio member without vote. The Executive Director cannot hold office or chair a committee. The Executive Director may serve as a member of committees and may chair ad hoc committees, work groups, and subcommittees. The Executive Director, or his/her designee, shall be responsible for the preparation of a record of all proceedings, and for the general correspondence of the Association.

Section 2. Staff

  1. NAACCR staff cannot hold office or chair a committee. They may serve as a member of committees and may chair ad hoc committees, work groups, and subcommittees.
  2. The Staff will be responsible for the custody of the organizational records and of all proceedings of the Association.

ARTICLE VIII. Executive Office

Section 1. Organizational Records

The organizational records and proceedings of the Association will be located at the Executive Office.

Section 2. Office Location

The Executive Office will be designated by the Board.

ARTICLE IX. Financial Administration

Section 1. Fiscal Agent

The Board will designate the fiscal agent.

Section 2. Fiscal Year

The fiscal year of the Association shall be determined and established by the Board of Directors.

Section 3. Annual Dues

  1. Annual dues shall be paid in the amounts determined and established by the Board of Directors.
  2. Dues shall be payable by December 31st of each fiscal year.
  3. Sponsoring Members provide fiscal support to the Association at a level and type (direct, in-kind, or combination) to be determined by the Board of Directors. Sponsoring members will define their type of fiscal commitment to the Treasurer on the first day of each fiscal year and will be declared delinquent if not defined by December 31st of each fiscal year.

Section 4. Audit

The financial records of the Association shall be audited each year in the manner determined and established by the Board of Directors.

ARTICLE X. Parliamentary Authority

The rules contained in the current edition of Robert’s Rules of Order, Newly Revised, shall govern the Association in all cases to which they are applicable and in which they are consistent with these Bylaws, special rules of order, and any Standing Rules the Association may adopt.

ARTICLE XI. Amendment to the Bylaws

Section 1. Proposed Amendments

Amendment to these Bylaws may be proposed by the Board of Directors or any Committee. Any voting member may propose amendments provided such amendments are accompanied by written endorsement of at least five (5) additional voting members.

Section 2. Amendment Submissions

Proposed amendments to these Bylaws shall be submitted in the prescribed form to the Chair of the Bylaws Committee at least ninety (90) days prior to the Annual Business Meeting.

Section 3. Voting on Amendments

A two-thirds (2/3) vote of the voting members present at the Annual Business Meeting of the Membership at which a quorum has been established shall be required to adopt any amendment. Unless stated otherwise, the amendments shall become effective upon adoption.

Section 4. Notification of Amendments to the Membership

A copy of the proposed amendments shall be sent to the voting members at least thirty (30) days prior to the Annual Business Meeting.

ARTICLE XII. Dissolution of the Association

Voluntary dissolution of the Association may be effective only by consent evidenced by written and signed ballots of three-fourths (3/4) of all voting members. Notice of the intent to dissolve the Association must be mailed to each voting member at least four (4) weeks prior to the date set for the ballots to be counted. Ballots for this purpose shall be enclosed with the notice of intent.

Amended by vote of membership, Annual Conference 06/06/2012

NAACCR Board Approved Policies

Access the NAACCR Board approved policies by clicking on the public portal link below.  NAACCR policies are reviewed every three years by the NAACCR Board of Directors.  Policies were reviewed and updated in the spring of 2017.

STANDING RULES

I. Standing Rules

A. The Board of Directors shall establish and amend the Standing Rules necessary to carry on the business of NAACCR.

B. The Board of Directors shall notify the membership of any changes to the Standing Rules in the official NAACCR publication, the NAACCR Narrative following such changes. Standing Rules shall be published and made available to the membership online.

C. Any Standing Rule adopted by the Board of Directors may be rescinded by a two-thirds (2/3) vote of the voting membership at an Annual Business Meeting.

D. All committee meetings of NAACCR held at the annual meeting are open for observation to all members of NAACCR unless otherwise specified.

II. NAACCR Board of Directors and Board Subcommittees
The Board of Directors is comprised of the following Officers:
• President
• President-Elect
• Six Representatives-at-Large
• Sponsoring Member Representative
• Treasurer
• Immediate Past President

Duties of the officers along with terms and all matters of vacancies and elections are defined in the Bylaws.

A. Board Bylaws Subcommittee
Constituted as needed, this subcommittee shall consist of three (3) members. The President shall appoint one (1) of the three (3) members to act as the Chair. The President shall also appoint a Board of Directors liaison to the subcommittee. Each subcommittee representative is entitled to vote on subcommittee actions. A subcommittee representative, when unavailable or absent for any reason, may designate an alternate to participate in a subcommittee meeting. The alternate may vote on any business conducted during this meeting.

The subcommittee receives and reviews all proposed amendments to the Bylaws. The subcommittee shall be responsible for distributing proposed amendments to the membership at least thirty (30) days prior to action being taken at the Annual Business Meeting.

B. Board Finance and Personnel Subcommittee
1. This subcommittee shall consist of the President, President-Elect or Past President, Treasurer, Executive Director, and one other Board Member appointed by the President. The Treasurer will serve as the Chair of the subcommittee. Each subcommittee representative is entitled to vote on subcommittee actions.

2. The subcommittee shall be responsible for monitoring the financial resources and risks of the organization and for recommending fiscal management policies. These may include: policies with respect to investments and uses of cash; strategies for maintaining the fiscal stability of the organization; and guidance to the NAACCR Board of Directors regarding any significant personnel issues related to the Executive Director including compensation. This Subcommittee will also respond to any requests from the Executive Director to review personnel issues.

III. Steering Committees
NAACCR periodically undertakes a strategic management process to set priority areas and goals for the organization. Steering Committees lead each priority area to assure success in meeting the goals defined in the Strategic Management Plan. Steering Committees also determine what additional structures such as work groups and task forces are needed under each priority area to ensure work is carried out.

A. Strategic Alliances Steering Committee
Purpose: Strengthen and expand relationships with key stakeholders.

1. This steering committee shall consist of the President as the Chair, the Executive Director, the Past-President or President-Elect, one (1) Board Member, and any number of stakeholders as appointed by the President. Each steering committee representative is entitled to vote on steering committee actions. A steering committee representative, when unavailable or absent for any reason, may designate an alternate to participate in a committee meeting. The alternate may vote on any business conducted during this meeting.

2. The steering committee shall be responsible for strengthening and expanding relationships with key stakeholders.

B. Communications Steering Committee
Purpose: Develop and strengthen internal and external NAACCR communications and bring a greater awareness of NAACCR member interests to wider audiences.

1. This steering committee shall consist of a chair, one (1) representative from at least three (3) full members, and one (1) representative from relevant sponsoring organizations, each sponsoring organization shall appoint its representative. The President shall appoint the Chair and Board of Directors liaison(s) to the steering committee. Each steering committee representative is entitled to vote on steering committee actions. A steering committee representative, when unavailable or absent for any reason, may designate an alternate to participate in a committee meeting. The alternate may vote on any business conducted during this meeting.

2. The steering committee shall be responsible for the NAACCR newsletters, press releases, press conferences, the NAACCR Communications Plan, and oversight of the overall direction and content of the NAACCR website.

C. Research and Data Use Steering Committee
Purpose: Facilitate the expansion of data use for research, cancer prevention and control, and clinical outcomes; and improve access to pooled data across states and provinces for research.

1. This steering committee shall consist of a chair, one (1) representative from at least three (3) full members, and one (1) representative from relevant sponsoring organizations, each sponsoring organization shall appoint its representative. The President shall appoint the Chair and Board of Directors liaison(s) to the steering committee. Each steering committee representative is entitled to vote on steering committee actions. A steering committee representative, when unavailable or absent for any reason, may designate an alternate to participate in a steering committee meeting. The alternate may vote on any business conducted during this meeting.

2. The steering committee shall gather, review, and consider data from member organizations for publication and prepare a publication of cancer incidence and mortality data. It is responsible for identifying issues related to the release of various types of data by central cancer registries and providing recommendations and guidelines on these issues, including confidentiality; oversees the NAACCR Research Program; and develops a research agenda for the organization.

D. Professional Development Steering Committee
Purpose: Address workforce issues for the surveillance community, skill development, and training needs of the NAACCR community.

1. This steering committee shall consist of a chair, one (1) representative from at least three (3) full members, and one (1) representative from relevant sponsoring organizations. Each sponsoring organization shall appoint its representative. The President shall appoint the Chair and Board of Directors liaison(s) to the steering committee. Each steering committee representative is entitled to vote on steering committee actions. A steering committee representative, when unavailable or absent for any reason, may designate an alternate to participate in a steering committee meeting. The alternate may vote on any business conducted during this meeting.

2. The steering committee shall determine the educational needs of the Association and shall propose methods of meeting those needs including but not limited to the offering of short-term training courses.

E. Standardization and Registry Development Steering Committee
Purpose: Facilitate mission-critical role of NAACCR to prepare central registries to adapt rapidly and successfully to changing developments in cancer surveillance to assure the highest quality data for central registries while seeking innovative strategies to develop the cancer registry of the future.

1. This steering committee shall consist of a chair, one (1) representative from at least three (3) full members, and one (1) representative from relevant sponsoring organizations, each sponsoring organization shall appoint its representative. The President shall appoint the Chair and Board of Directors liaison(s) to the steering committee. Each steering committee representative is entitled to vote on steering committee actions. A steering committee representative, when unavailable or absent for any reason, may designate an alternate to participate in a steering committee meeting. The alternate may vote on any business conducted during this meeting.
2. The steering committee shall provide a formal mechanism to review and recommend proposed changes in data codes and/or the addition of new items submitted by NAACCR members to ensure that data remain comparable among central registries. Further, the steering committee shall provide a formal mechanism for reviewing and recommending edits of NAACCR approved data items.

IV. Other Committees and Information

A. Nominating Committee

1. The Nominating Committee shall consist of three (3) members nominated and elected by the voting Membership at the annual business meeting. The President shall appoint the Chair from the three elected candidates. The President also shall appoint Board of Directors liaison(s) to the committee. No member of this committee may designate an alternate with voting powers to participate in any meeting for which the appointed member is absent.

2. The Nominating Committee shall secure candidates for the office of President-Elect, Treasurer, Sponsoring Member Organization Representative and Representative-at-Large as appropriate, and shall prepare a ballot to be distributed to the membership. The committee shall receive the completed ballots, tally the votes, and present the results of the election to the membership at the annual business meeting. The Nominating Committee shall also secure candidates from the Sponsoring Member Organizations for the position of Sponsoring Member Organization Representative to the NAACCR Board of Directors, and prepares a ballot to be disseminated to the Sponsoring Member Organizations. The Nominating Committee shall receive the completed ballots, tally the votes, and present the results of the election to the Board of Directors.

B. Program Committee

1. This committee shall consist of a chair, one (1) representative from at least three (3) full members, and one (1) representative from relevant sponsoring organizations. Each sponsoring organization shall appoint its representative. The President also shall appoint Board of Directors liaison(s) to the committee. The President shall appoint the Chair, who should be a member of the host registry for the Annual Conference. The standing committee should also include the previous year’s chair, a representative of the host registry for the upcoming year, and a member from both the Professional Development and Communications Steering Committees. The President shall also appoint a Board of Directors liaison to the committee. Each committee representative is entitled to vote on committee actions. A committee representative, when unavailable or absent for any reason, may designate an alternate to participate in a committee meeting. The alternate may vote on any business conducted during this meeting.

2. The committee shall be responsible for the program for the Annual Conference and working with the conference planner to set guidelines for meeting logistics and locations.

V. Fiscal Year
The Board of Directors has set established the fiscal year as to be June 1 – May 31.

Revised and Approved by Board: 10/17/18

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