Board Job Descriptions
The President presides over all business and Executive Committee meetings; he/she also acts as a member ex officio of all standing and special committees and should attend these meetings whenever possible.
In conjunction with the Education Committee Chair, the President plans dates of Executive Committee meetings, business meetings and educational seminars for the term of office.
Finally, the President plans the date and structure of the Annual Meeting, coordinating these plans with the Education Chair, the Vice President, the Treasurer, and the Executive Committee. The Annual Meeting is traditionally held two to four weeks after Labor Day; dates that conflict with religious holidays, pageants, and related professional meetings are to be avoided.
The Vice President assists the President in performing his/her duties, assumes the duties of the President in his/her absence, and shall complete the un-expired term of the President in the event of a vacancy.
The Vice President has a close working relationship with the President and must maintain an informed status of any and all issues regarding ORANJ in the event he/she must assume leadership of the Association.
The Secretary is responsible for taking minutes of all Executive Committee meetings, and prepare copies for distribution to all members of the Committee.
The Secretary also conducts official correspondence at the direction of the President and/or Executive Committee.
Finally, the Secretary is responsible for maintaining inventory of official stationery.
The Treasurer is responsible for all monies and funds belonging to the association, including the payment of all bills by check or credit card as authorized by the President.
The Treasurer also is the Chair of the Finance/Ways & Means Committee; and assists in the preparing of all budgets for individual committees.
In Conjunction with the Membership Committee, the Treasurer prepare a list of paid registrants for education meetings and distributes the list to both President and Education Chairperson.
The Education Committee consists of two Co-Chairs and ten cancer registrars. The Committee is responsible for the organization of two, one day educational conferences, and an annual two day educational conference.
Members of the committee volunteer to perform various functions: coordination of speakers, application to NCRA for CE credits, development of brochure with distribution, registration, copying and collating hand outs, various mailings, event planning, etc.
All of the activities are reported to President and Executive Committee.
Responsibilities of the Membership Chairperson are:
- Maintaining a membership roster and distributing it to the Executive Committee members upon request.
- Providing a mailing label list to various committees upon request.
- Sending out notices and information via e-mail to the membership upon request. Renewals are sent to active members prior to the end of the membership year no later than November 1.
- Accept new applications and renewals.
- Maintain the NJ Hospital Directory and distribute to the membership and new applicants.
The role of Historian is to maintain photographic documentation of the ORANJ yearly meetings. This is to include the two continuing education seminars and yearly annual meeting. The photographic documentation is maintained in the ORANJ Scrapbook, which was established in 1984.
The responsibilities of this committee shall include insuring that the Association’s bylaws are kept current and procedurally correct, reflecting changes in the Association’s direction and goals. This shall be accomplished by maintaining and updating the bylaws, examining, writing and proposing changes to be made, forwarding all proposed modifications to the Secretary for mailing to the membership of the Association at least thirty (30) days prior to discussion and vote by the General Assembly (Article VIII, Section F, Number 3 of the bylaws of ORANJ).
In addition, the Chairperson will:
- Fulfill all duties as outlined above.
- Recruit at least two committee members.
- Call meetings as needed during the appointed year and submit minutes of the meetings to the President.
- Review the current bylaws annually and make recommendations for changes as needed.
- Receive and consider written proposals, signed and dated, from the membership and make recommendations to the General Assembly based on the merit (i.e. Compatible with goals, legality, good of the whole, etc.) of the proposal.
- Prepare a typewritten, copy-ready proposal that is directed to the general membership from the Bylaws Committee. This document should then be forwarded to the Secretary as directed above for distribution. The format is to include:
- Bylaw stated as currently written
- Bylaw written as proposed change
- Reason for change (if applicable)
- Present the proposal to the General Assembly for the vote:
- A quorum is 1/5 the voting membership. An affirmative vote of at least 2/3 of voting members present shall be required to adopt any amendment.
- Submit a written Annual Report of the committee’s activities to the President one month prior to the Annual Meeting.
The Nominating Committee chairperson is responsible for providing nominees for election to office as provided in the bylaws (Annual Election/unexpired terms):
- Recruit candidates for vacant positions through those who are personal contacts (known to committee members), those who are self-referred, and references/suggestions from other ORANJ members.
- Be sure of a candidate’s eligibility to serve for the proposed position, including good membership standing. The bylaws should be consulted for the office of Presidency.
- Obtain the consent of the nominee (written or verbal) and a copy of said nominee’s resume. Those nominees for the office of President and Vice President should also include a mission statement, which must be included as part of the ballot.
- Prepare the ballot for mailing:
- The contents are to include the ballot, balloting envelope, and mission statement of nominees for President and Vice President, and voting instructions to members.
- Be responsible for preparing the ballot and its contents, including mailing envelopes, return envelopes (addressed to the Nominating Committee Chairperson), mailing labels (see Membership Committee Chairperson), posting, typing and printing.
- Be responsible for mailing the ballot in accordance with the ORANJ bylaws.
- Be responsible for election returns:
- Provide at least 2 committee members to be present when returned ballots are validated and tallied. If there are not enough committee members, the Chairperson may ask any ORANJ member in good standing who is not a candidate. The President is to be notified in this circumstance.
- Validate all ballots before opening ballot envelopes, making sure that unopened envelopes meet all mailing instructions. Those that do not meet mailing requirements are not to be counted.
- Tally votes and submit written report to the President. The President is to notify winners and losers.
- Reserve all ballots until the election is officially declared and the results are uncontested. Notify the incoming President of any members who indicated their willingness to serve on a committee. The ballots are then to be destroyed at the direction of the Executive Committee
The Publications/Public Relations Committee is responsible to:
- Publish a newsletter at least twice yearly. Usually Spring and Fall or otherwise specified by the President and Executive Committee.
- Develop other forms of communication in conjunction with the Executive Committee that would be of use to the Tumor Registry community. This may include, but is not limited to, booklets, handouts, flyers, website, etc.
- Keep a historical file of newsletters that have been published in the past.
- Keep track of the volume and number of the newsletter.
- Have the Executive Committee and general members act as reporters of news and information for the newsletter. This has included information from the State Cancer Registry, medical records, pertinent legislation, and tumor registry communities both statewide and national.
- Make note of a blank page format that has been developed on a desk top publishing computer program known as First Publisher. This can be copied and placed in any typewriter or computer program that prints in columns. The Chairperson will reserve the right to use her/his own software, provided that the format remains as appropriate for the Association’s newsletter.
- Use regular features of the newsletter, including President’s Corner, Job Listings, and NJSCR Committee Update.
- Take advantage of educational opportunities that may arise that allow the committee, along with the Executive Committee, to develop booklets, pamphlets, and flyers on tumor registry information. This information may also publicize the Association.
- For each newsletter contact the Ways and Means Chairperson for newsletter advertisements. Also contact Membership Chairperson for mailing labels.
Ways & Means
The purpose of the Ways & Means Committee is to plan fund-raising activities for the year and to execute these activities with the approval of the Executive Committee:
- The Ways & Means Committee will keep inventory of the 50/50 raffle tickets or any unsold tickets until the next committee takes over.
- The committee will investigate different fund-raising activities which have included the sales of candy bars, portfolios, mugs, pens, bus rides, cookbooks, posters, buttons, balloons, and key chains.
- At educational meetings a 50/50 raffle will be held, at the current cost of 6 tickets for $5.00. Half of this money will be awarded, as the prize while the other half will go to the Association. (Hint: it is easier to tabulate the money generated by the raffle if one person handles only the raffle money while someone else manages the items for sale).
- The committee will write letters to solicit contributions from pharmaceutical companies, software vendors, etc. to help offset the cost of the educational meetings. A letter should be sent no later than February of a given year if donations are being requested for the Annual Meeting. This allows the companies ample time to process the request. A list of past contributors, including names and addresses, should be provided to the incoming Committee Chairperson.
- This committee should arrange for Tumor Registry Week promotional supplies well in advance of the date (usually in mid-April). The names of the companies used and a bill or estimate of the cost should be provided to the incoming Committee Chairperson.
- Letters to tumor registry software providers, such as software vendors or consultants, who solicit space in the ORANJ newsletter, should be written two months prior to any publication. A copy of the form used by the past committee should be given to the incoming committee so that they may duplicate it or use it as a model for their own form.
- Letters should be sent to any company that may be interested in renting vendor space at the Annual Meeting. As the time for the meeting approaches, the committee chairperson should call the convention facility to set up tables for both Ways & Means and the vendors. Keep in mind that computer vendors will need outlets with their tables in order to demonstrate their product.
- Monies collected from any sale or raffle will be transferred to the Treasurer on an Accounts Receivable Cash Remittance Form. A copy of this form should be kept on file for the incoming committee chairperson.
- The cost of candy, sale items, 50/50 raffle tickets, etc. should be forwarded to the Treasurer on a Reimbursement form. A copy of this form should also be kept on file for the incoming committee chairperson.
- A final report on the committee’s fund-raising will be due at the Annual Meeting.
- ORANJ will purchase textbooks to be raffled off at the September Annual Meeting. Membership will be provided the opportunity to submit the names of books you would like to have considered for this give-away. Books will be given during the 50/50 raffle, using raffle tickets for the winning numbers. Members are requested to have their choices submitted by July 15 to assure the committee adequate time to obtain your requests. The Ways and means Committee will handle this responsibility.
This position is held by special appointment as designated by the President:
- This committee will be responsible for directing the questions of ORANJ members to the appropriate NJSCR personnel.
- This committee will become familiar with, and get involved with, procedures/plans for the future at the NJSCR.
- This committee will be representative to the general membership in fielding questions or problems relating to registry function with the NJSCR. These questions/problems should be of interest to the majority of the membership and not the day to day organization of the registry.
- The Chairperson will select a committee and meet on a regular basis, at least quarterly.
- This committee will be responsible for preparing a final report to the Executive Committee for the ORANJ Annual Report.
The Parliamentarian duties are:
- Be responsible for ensuring that business meetings run according to Robertï¿½s Rules of Order.
- Be familiar with the by-laws of the organization.
- Have a copy of Robertï¿½s Rules of Order on hand at all business meetings of the association.