Bylaws

The Wisconsin Cancer Registrars’ Association Bylaws

Article I

Name

The name of this unincorporated Association shall be the Wisconsin Cancer Registrars’   Association.

Article II

Purpose

The purpose of this Association shall be:

1.  To promote research and education in Cancer Registry administration and practice so that we may be of greater service to cancer patients.

2.  To provide continuing education for Cancer Registrars and anyone interested in Registry work.

3.  To raise the level of knowledge and to improve the performance of Cancer Registries through continuing education by initiating or participating in systemic course   of study.
4.  To disseminate information to members of this Association regarding current activities, research, and trends in the cancer field.

5.  It is not the purpose of this Association to be used for either business or political    purpose or for any pecuniary gain or profit for any of its members.  The Association is hereby declared to be a non-profit organization.

Article III

Membership

SECTION 1:  The classes of membership shall be divided as follows:

A.  ACTIVE

An active member shall be one who is directly involved with any or all facets of Cancer Registry work; that is, one who works directly with the operation, function or supervision of Cancer Registry and has paid the current dues.  Active members who left the Cancer Registry field may renew as active members.  An active member shall be entitled to full membership privileges including the right to vote, to hold office, to serve as chairman or member of a committee, and to receive printed matter  of the Association.

B:  ASSOCIATE:

An associate member is one who is not directly involved with the Cancer Registry work itself, but has an interest in Cancer Registry work or in the field of oncology and has paid current dues.  An associate member is entitled to limited membership privileges including the right to receive printed matter of the Association and to serve as chairman or member of the committee.  An associate member cannot vote nor hold office.

SECTION 2:

A member who begins or ceases direct involvement in the Cancer Registry field during the year may have his/her status changed by notifying the secretary of the Association in writing; otherwise the class of membership at the time dues are paid is retained through the year.

SECTION 3:

The dues and fees of the Association for active, associate, and non members shall be fixed at each Annual Meeting for the ensuing year.

SECTION 4:

Membership dues for the fiscal year are payable at the Annual Meeting. Members who have not paid their dues by the end of the Annual Meeting will be notified that membership will be forfeited if dues are not received by December 31st.

SECTION 5:

New members who join the organization after May 1st will be charged one-half the amount of the annual dues.

Article IV

Meetings

SECTION I:  Quorum:

A quorum is thirty percent of the total membership.  An affirmative vote of a majority of a quorum of those members present and voting shall be required for election of officers and other business.

SECTION 2:  Meetings:

There shall be at least one meeting in a year.  The date and place of each meeting are to be arranged by the Program/Education Committee.  The Annual Meeting is to be held in the fall.

SECTION 3:  Fees:

Non members shall be required to pay a special fee determined by the Executive Committee, to attend meetings of the Association.

ARTICLE V

Officers and Duties

SECTION 1:  Officers:

The officers of this Association shall be a president, a vice-president, a secretary, and a treasurer.

SECTION 2:  Term of Office:

Each officer shall hold office for a term of two years or until his successor has been elected. Each officer may not hold more than two consecutive terms In-coming officers and committee chairman shall meet with the current officers for orientation and transition of office prior to the end of the Annual Meeting.

SECTION 3:  Nominations:

Nominations for officers may be taken from the floor at the regular meeting prior to the Annual Meeting and additional nominations may be made by the Nominating Committee.

SECTION 4:  Eligibility:

Only active members in good standing shall be eligible to hold office.  No members 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.

SECTION 5:  Election:

The officer shall be elected by a majority vote cast by the active members in good standing.  Ballots with instructions for their use shall be posted on the WCRA Webpage 30 days prior to the Annual Meeting.  In order to be valid, the ballot must be cast electronically per instructions on the WCRA Webpage and must be received 15 days prior to the Annual Meeting.  Only valid ballots shall be tabulated by the Nominating Committee.  The results of the election shall be announced to the nominees at least seven days prior to the Annual Meeting, and announced to the general membership at the Annual Meeting.  In the event of a tie, the Executive Committee shall vote to break the tie.

SECTION 6:  Vacancies:

Officer vacancies occurring by resignation, incapacity or death shall be filled by appointment of the president with the approval of the Executive Committee.  The vice-president shall complete the unexpired term of the president in the event of vacancy.  Any officer may resign at any time by giving a written notice of such resignation to the president.

SECTION 7:  Duties:

A.  President:

The president shall preside at all meetings, shall appoint all standing committee chairmen, shall be a member ex-officio of all committees except the Nominating Committee, shall appoint qualified members to fill vacancies in office and perform such other duties and responsibilities as listed in the job description.

B.  Vice-President:

The vice-president shall assume the duties of the president in his/her absence, shall assist the president in carrying out his/her duties.  The vice-president shall oversee the educational content of Association meetings and perform other duties and responsibilities as listed in the job description.

C.  Secretary:

The secretary shall keep a record of all proceedings of the Association and see that the minutes are distributed appropriately, shall keep the official roster, shall keep attendance records, shall have on hand at each meeting a list of all existing committees and their members, and shall send out a notice of each meeting and perform such other duties and responsibilities as listed in the job description.

D.  Treasurer:

The treasurer shall be responsible for the receipt and disbursements of all funds of the Association and shall keep an accurate account thereof and perform such other duties and responsibilities as listed in the job description.

ARTICLE VI

Liaisons

NCRA Liaison

The National Cancer Registrars’ Association (NCRA) Liaison shall be an appointed position.  The National Cancer Registrars’ Association liaison shall be responsible to the Executive Committee and shall act as a communication link between the NCRA and the WCRA and shall perform such other duties and responsibilities as listed in the job description.

ARTICLE VII

Executive Committee

The Executive Committee shall be composed of the officers of the Association and the chairmen of the Standing Committees and the immediate past president and the National Cancer Registrars’ Association liaison.

SECTION 1:  Powers and Duties:

A.  The Executive Committee shall act for the Association between scheduled meetings of the general assembly and shall be responsible for the management of the business of the Association.

B.  The Executive Committee shall authorize the appointment of committees to carry on the business of the Association.

C.  The Executive Committee shall vote expenditures of moneys for special purposes.

D.  The Executive Committee shall have the right to create, combine or dissolve special committees or to change their composition or responsibilities as the need arises.

E.  The Executive Committee shall approve appointments to fill vacancies in office.

SECTION 2:  Business Communication:

A.  The Executive Committee must meet at least once a year prior to the Annual Meeting.

B.  Matters requiring action and/or discussion may be transacted by mail and/or phone/facsimile, computer E-mail and voting done according to transmittal source.  Business by mail and/or phone/facsimile or computer E-mail is valid if all committee members are informed uniformly, and if more than half of the committee members respond.

ARTICLE VIII

Standing Committees

The Standing Committees of this Association required to carry on the work of the Association shall include the following:

A.  Program/Education Committee

B.  Bylaws Committee

C.  Nominating Committee

D.  Newsletter/Website Committee

E.  Membership Committee

SECTION 1:  Duties:

A.  Program/Education Committee:

This committee shall consist of a chairperson and member(s) as needed/appointed by chairperson.  Ex-officio, the Vice-President will be a member of this committee.  They shall plan the place and date of the meeting and prepare and arrange the educational program, hotel accommodations, etc.

B.  Bylaws Committee:

This committee shall consist of a chairperson and member(s) as needed/appointed by chairperson.  The committee shall receive all proposed amendments 60 days prior to the Annual Meeting.  They shall submit them to the secretary to be mailed to the membership 30 days prior to the Annual Meeting.

C.  Nominating Committee:

This committee shall consist of a chairperson and member(s) as needed/appointed by chairperson.  The committee shall prepare at least 30 days prior to the Annual Meeting a ballot of names of members who have agreed to accept an office if elected.  This specific details are further explained in Article V, Section 3 and 5.

D.  Newsletter/Website Committee:

The committee shall consist of a chairperson and member(s) as needed/appointed by the chairperson who shall be responsible for the publication of an Association newsletter sent to the membership on a regular basis, and for its editorial content. The committee shall also be responsible for the maintenance and editorial content of the Association website.

E.  Membership Committee:

This committee shall consist of a chairperson member(s) as needed/appointed by the chairperson who conduct membership drives, accept suggestions for persons to be contacted for membership, keep on file all membership applications, and other duties pertaining to membership in the operation of the Association.

SECTION 2:  Eligibility:

Only active and associate members in good standing may be eligible to serve on any standing committee.

SECTION 3:  Appointment:

The president shall appoint all committee chairmen.  Committee chairmen shall appoint committee members who may not be other committee chairmen or officers.

SECTION 4:  Reports:

All committees shall report to the president on their yearly activities in writing one week prior to the Annual Meeting.

SECTION 5:  Committee Term:

All committee members shall serve a term of one year.

ARTICLE IX

Finance

SECTION 1:  Fiscal Year:

The fiscal year shall be from November 1st through October 31st.

SECTION 2:  Budget and Expenditure of Funds:

The Executive Committee shall draw up a budget for the fiscal year.  The president may authorize the treasurer to issue checks in payment of organizational expenses not to exceed the annual budget without authorization of the Executive Committee.  The Vice-President shall have his/her signature on a signature card at the bank so as to have the authority to issue checks for the normal course of business in the absence of the treasurer.

ARTICLE X

Parliamentary Authority

The conduct of the meeting shall be established by presiding officer at each meeting.

ARTICLE XI

Amendments

SECTION 1:  Amendment Procedure:

Any proposed amendments shall be submitted in writing to the chairman of the Bylaws Committee.  A copy of the proposed amendment shall be sent to all members 30 days prior to being voted upon.  An affirmative vote of at least two-thirds of the total active members present and voting shall be required to adopt any amendment.  The amendment shall become effective
upon adoption.

ARTICLE XII

Dissolution

SECTION 1:  Dissolution Procedure:

This Association shall not be dissolved while there are 25 percent of the members in good standing dissenting.  This dissolution may be effective only by consent of three-fourths (3/4) of all active members.  Notice of the intent to dissolve this Association must be mailed to each 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.

SECTION 2:  Assets on Dissolution:

In the event of dissolution of this Association, none of the assets shall be distributed to any member, but they shall be transferred to medical institutions or projects which a majority of the delegates attending a meeting of the membership for the purpose of dissolution shall approve the designee.

Revised July 2010