TxTRA By-Laws

Article I: Name

The name of this organization shall be the Texas Tumor Registrars Association, herein referred as to TxTRA.

Article II: Purpose

The Purpose of TxTRA shall be:

  1. To promote research and education in Tumor Registry and Cancer Program Administration so that we may be of greater service to the cancer patient and physician.
  2. To raise the level of knowledge and performance of Tumor Registrars through discussion and exchange of ideas.
  3. To disseminate information to members of TxTRA regarding current activities, research, and trends in the cancer field.
  4. To initiate and/or participate in programs to improve and standardize the compiling of Tumor Registry information.
  5. TxTRA is hereby declared to be a non-profit organization. It is not, nor shall it ever become, a trade union or collective bargaining agency.

Article III: Members

Section 1: Classes of Membership

  1. Active Membership: An Active Member shall be a person whose primary occupation is involved with the Tumor Registry profession. An Active Member who has paid the current dues shall be entitled to vote, hold office, or chair a committee.
  2. Associate Membership: An Associate Member is a person who is genuinely interested in furthering and maintaining the standards and goals of TxTRA but who does not meet the qualifications of active membership. An Associate Member, who has paid the current dues, shall be entitled to vote and may attend meetings of their choice, but shall not hold office, or chair a committee.

Section 2: Special Designations

  1. Honorary Membership: Any person, recommended by the Executive Committee, who has made a significant contribution to the profession of Tumor Registry and/or Cancer Program Administration or rendered distinguished service in the profession or its related fields may be elected to honorary membership by a unanimous vote of the members present and voting. Rights carried with the honor include the right to attend meetings and to speak, but not to vote, make motions, or hold office.
  2. Charter Membership: Persons signing the adoption of these bylaws on November 3, 1972 and all who joined TxTRA on or before the date of the first Annual Meeting shall be considered Charter Members.

Section 3: Application for Membership

  1. All applications for membership shall be submitted in writing on the form provided by TxTRA and shall be sent by the applicant directly to the Chairman of the Membership Committee. The application shall be accompanied by payment of the current annual dues.
  2. The Membership Committee shall review all applications for approval or rejection as outlined according to the Approvals Procedures of the Membership Committee.

Section 4: Annual Membership Dues

Membership will be based on fiscal period of January 1st through December 31st of each year. The amount of the annual dues shall be established by the Executive Committee and shall be payable in advance, on or before January 1st of each year. After thirty (30) days, delinquent members will be notified by mail. Those whose dues are not paid within fifteen (15) days thereafter shall forfeit their membership.

Section 5: Membership Resignation

Any member desiring to resign from TxTRA shall submit a resignation in writing to the Secretary, who shall present it to the Executive Committee for action. No member’s resignation shall be accepted until current dues are paid.

Section 6: Reinstatement

  1. A former member whose resignation has been accepted by TxTRA shall be reinstated upon payment of the current year’s dues and submission of a new application.
  2. A former member whose membership has been forfeited for nonpayment of dues must submit a new application for membership together with the annual dues plus the reinstatement fee established and approved by the Executive Committee. If disapproved, the dues plus the reinstatement fee shall be refunded.

Article IV: Officers

Section 1: TxTRA Officers

  1. President
  2. President Elect
  3. First Vice President
  4. Second Vice President
  5. Secretary
  6. Treasurer

Section 2: Eligibility

Only an active member in good standing who has been a member for one full year and has attended a minimum of one business meeting of TxTRA prior to nomination shall be eligible for the office of President Elect: a member must have served or will have completed one year on the Executive Committee prior to election.

Section 3: Nomination

Nomination for office shall be made by the Nominating Committee from the list of eligible members. Each nominee shall give consent before his name is placed on the ballot.

Section 4: Duties of Officers

  1. President: Shall preside at all meetings; be a member ex-officio of the Board of Trustees and of all committees except the Nominating Committee; shall appoint a Parliamentarian immediately after installation; shall have the privilege of calling a special meeting if two or more members request such and may have the privilege of calling a meeting for special emergencies.
  2. President Elect: Shall assist the President and Vice Presidents in their duties throughout the year; shall be kept informed regarding proceedings of TxTRA; shall succeed to the office of the President; shall serve as Chairman of the Membership Committee.
  3. First Vice President: Shall assume the Presidential duties in the absence of the President; shall succeed to the office of President or President Elect, in case of vacancy; shall serve as Chairman of the Education Committee.
  4. Second Vice President: Shall succeed to the office of President, President Elect or First Vice President in case of vacancy; and serve as Chairman of the Publications Committee.
  5. Secretary: Shall be custodian of all records and transactions of TxTRA and committee reports; shall keep the official roster; shall conduct the general correspondence of TxTRA; and shall serve as Chairman of the Nominating Committee.
  6. Treasurer: Shall be responsible for receipt and disbursement of all funds and keep an accurate record thereof; and shall serve as Chairman of the Finance Committee.

Section 5: Elections

  1. The officers shall be elected by ballot to serve as above state or until their successors are elected.
  2. Ballots shall be prepared and mailed by the Nominating Committee to the Membership at least sixty (60) days prior to the Annual Meeting.
  3. The President shall appoint three (3) Tellers to count the votes. Election shall be by plurality vote. In case of a tie, the election shall be decided by lot.
  4. Term of office shall begin at the close of the Annual Meeting at which the officers are installed.
  5. No member 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.
  6. Any officer nominated and elected to fill another office shall be considered as having resigned from previous office.

Article V: Meetings

Section 1: Annual Meetings

The Annual Meeting of TxTRA shall be held in the Fall of the year and shall be for the purpose of installing officers, receiving reports of the officers and committees, and for any other business that may arise. A definite time and place shall be determined by the Board of Trustees. Notice of this mailing shall be sent to all members at least thirty (30) days prior to the meeting.

Section 2: Other Meetings

  1. Special Meetings may be called by the President or the Executive Committee and shall be called upon the written request of ten per cent (10%) of the active members of TxTRA. The purpose of the meeting shall be stated in the call and no other business shall be transacted. EXCEPT in case of emergency, at least fifteen (15) days notice shall be given.
  2. Official business meetings of TxTRA may also be held in conjunction with workshops, seminars, or other special events that notice of such meeting is sent to the membership at least thirty (30) days prior to the meeting.
  3. Matters requiring action between official business meetings of the Executive Committee may be decided by mail vote or by telephone vote conducted by the President. A majority vote of all Committee members will rule.

Section 3: Quorum

One third (1/3) of the active membership of TxTRA present at any meeting shall constitute a quorum.

Section 4: Notification of Meetings

Notification of meetings may be printed in the official newsletter of TxTRA and qualify as official notification of the membership provided notification meets the specific time requirements stated above.

Article VI: Board of Trustees

Section 1: Members

The Board of Trustees shall consist of not less than three (3) nor more than (10) active members of TxTRA. Each Past President shall become a member of the Board of Trustees for one (1) year. In addition, the officers above are ex-officio members of the Board of Trustees, and the Chairman of the Standing Committees subsequently designated are also to be ex-officio members of the Board of Trustees.

Section 2: Term of Office

Except as provided herein, trustees shall hold office for a period of three (3) years, or until their successors are chosen.

Section 3: Quorum

A quorum of the Board of Trustees shall consist of five (5) members of said board present and voting at any official meeting of said board. In the event of a vacancy occurring among the Trustees, or any office of TxTRA, the Board of Trustees may fill such vacancy by electing some member of TxTRA to fill out the unexpired vacant term.

Section 4: Duties

The Board of Trustees shall have general charge of the business affairs and the property of TxTRA; may make such rules and regulations as it shall, from time to time, deem necessary for the management and well being of TxTRA and for carrying out it’s objectives; and may delegate to the Executive Committee any of its functions and powers upon terms specified in a resolution to that effect adopted by a two-thirds (2/3) vote of the Board, a quorum being present. Decisions of the Board of Trustees shall be taken by a majority vote, a quorum being present, except in cases where the Articles of Incorporation or Bylaws otherwise specify.

Section 5: Meetings

Regular meetings of the Board of Trustees shall be held immediately before or after the annual meeting; and in the Spring, the place and date to be fixed by the President.

Article VII: Executive Committee

Section 1: Members

The officers as designated above, together with the immediate past President and the Chairman of the Standing Committees, as hereinafter outlined, shall constitute the Executive Committee.

Section 2: Duties

  1. The Board of Trustees may authorize the Executive Committee to perform between the meetings of the Board, such duties as the Board may, from time to time, deem expedient. It shall be the duty of the Executive Committee to facilitate the conduct of business of TxTRA, not in conflict with the Board of Trustees or these bylaws or Articles of Incorporation.

B. It shall be their further duty to act as:

  1. The Board of Censors of TxTRA, and
  2. The Grievance Committee, and
  3. The Mediation Board

Section 3: Members of the Board

This group shall become ex-officio members of the Board of Trustees during the term of their several offices.

Section 4: Meetings

The Executive Committee shall meet at the call of the President, or upon request of three (3) of its active members. It shall make a complete report at each meeting of the Board of Trustees.

Article VIII: Committees

Section 1: Standing Committees

  1. Membership: President Elect, Chairman
  2. Education: First Vice President, Chairman
  3. Publications: Second Vice President, Chairman
  4. Nominating: Secretary, Chairman
  5. Finance: Treasurer, Chairman
  6. Bylaws: Parliamentarian, Chairman
  7. Ways and Means: Presidential Appointee, Chairman
  8. Program: Presidential Appointee, Chairman

Section 2: Members

The committees shall consist of the Chairman as stated above and three (3) members. The Past Chairman will remain on the committee as a member for an additional year and two (2) new members to serve one (1) year terms will be appointed by the present Chairman. In the event of a vacancy on any committee, that Chairman shall appoint a new member to fill out the vacancy.

Article IX: Parliamentary Authority

The rules contained in the current edition of Robert’s Rules of Order, Newly Revised, shall govern TxTRA in all cases to which they are applicable and in which they are not inconsistent with these Bylaws and any special rules or order TxTRA may adopt.

Article X: Amendment of Bylaws

The Bylaws may be amended by two-thirds (2/3) vote of members voting at any Annual Meeting provided the amendment has been proposed by the Bylaws Committee and approved by the Board of Trustees and has been sent, in writing, to the Secretary and a copy of the proposed amendment has been sent to all members at least thirty (30) days before the Annual Meeting.

Article XI: Dissolution

Section 1: Notice of Intent

Dissolution may be effective only by consent of two-thirds (2/3) of all voting members. Notice of intent to dissolve TxTRA must be mailed to each voting member at least thirty (30) days 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: Distribution of Assets

In the event of dissolution of TxTRA, none of the assets shall be distributed to any member. Upon dissolution, any assets remaining after all obligations have been satisfied, or provided for, shall be transferred to a nonprofit entity determined by a majority of the voting membership attending a meeting for the purpose of dissolution.

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