National Lung Cancer Roundtable Bylaws

1. PREAMBLE
The National Lung Cancer Roundtable (NLCRT) is a national coalition of public, private, and voluntary organizations, and invited individuals dedicated to reducing the incidence of and mortality from lung cancer in the U.S., through coordinated leadership, strategic planning, and advocacy.
2. PURPOSE
To facilitate national lung cancer awareness, prevention, early detection, and optimal therapy through public education, provider education, and health policy activities.
3. MEETINGS
1. The full NLCRT will have at least one yearly meeting, to be designated as the Annual Meeting. Elections for officers and Steering Committee members will be held at the annual meeting. Notice of full NLCRT meetings will be sent at least 90 days prior to the date of the meeting. Agendas will be available no less than 30 working days prior to the date of the meeting.
2. The Steering Committee will meet at least twice a year. NLCRT staff will send notice of committee meetings (stating date, time, and place) at least 30 days prior to the date of the meeting. Agendas will be available at least 15 working days prior to the date of the meeting. Emergency meetings of the Steering Committee may be called at the discretion of the Chair.
3. The conduct of meetings will be inclusive, respectful, and productive. The Chair will facilitate the meetings to find points of broad agreement and refer lengthy discussions, if needed, to specific smaller groups.
4. Attending the Annual Meeting is required, but attending other face-to-face meetings is optional.
4. MEMBERSHIP
1. The NLCRT will consist of member organizations and a limited number of invited individuals who reflect a broad involvement in increasing lung cancer screening, promoting smoking cessation, and optimizing treatment for lung cancer patients.
2. The NLCRT Membership Committee will review membership applications and submit their recommendations to the NLCRT Steering Committee for approval.
3. General Criteria for Membership: Organizations or individuals must meet one or more of the criteria listed below to be considered for membership:
1. Have a strong interest in reducing lung cancer morbidity and mortality;
2. Have outstanding expertise and reputation in lung cancer information and research;
3. Have special expertise in lung cancer prevention, early detection, and treatment;
4. Can deliver lung cancer education;
5. Can deliver lung cancer screening services.
6. Can deliver smoking cessation/tobacco treatment services
4. Categories of Membership
1. Organizational Membership
Organizations that fulfill the purposes of the NLCRT and meet the general criteria for membership.
2. Individual Member
Individuals who the NLCRT Steering Committee invites to be members due to their distinguished activities focused on increasing lung cancer screening and promoting smoking cessation
3. Corporate Associates
Corporations (or unincorporated businesses) that have a special affiliation with the NLCRT. Corporate associates must meet one (1) of the following: Make products that aid lung cancer screening, prevention and treatment. The efficacy of these products must be supported by scientific research. Demonstrate a commitment to lung cancer education and screening.
5. Representation and Voting Privileges
Member organizations may send up to two (2) representatives to each NLCRT meeting. Each organization may designate a representative and an alternate. Each member organization/individual shall have one vote on the NLCRT. Corporate and international member organizations shall have all the participatory rights of organizational or individual members except for voting rights or the right to serve as an elected officer of the NLCRT. Corporate members are, however, encouraged to seek and accept appointments to task groups. Members with governmental affiliation (designated as non-advocacy members) will abstain from voting on policy issues.
6. Maintenance of Membership
1. NLCRT members should attend at least one meeting per year to maintain membership;
2. Membership in the NLCRT, including use of the logo, should not be used for an endorsement or promotion of a commercial product or for personal financial gain.
5. OFFICERS
1. The officers of the NLCRT will be a Chair and a Vice Chair.
2. Duties and responsibilities of the Chair
1. Provide leadership for the NLCRT;
2. Preside over meetings of the Steering Committee, Executive Committee and the NLCRT;
3. Serve as spokesperson for the NLCRT;
4. Assume responsibility for issues arising during the period between meetings, in consultation with the Executive Committee.
3. Duties and responsibilities of the Vice Chair
1. Assume the role of Chair when needed;
2. Carry out responsibilities as requested by the Chair.
4. Term of Office
The term of office for the Chair and Vice Chair will be a two (2) year renewable term. The Vice Chair may succeed the Chair.
5. Election of Officers
1. From a slate prepared by the Nominating Committee, the Chair and the Vice Chair will be elected by a majority of the voting members of the NLCRT who are present at the Annual Meeting.
2. Any vacancy occurring in the position of Chair or Vice Chair will be filled by a majority vote of the Steering Committee and the position will be held until the next scheduled annual election by the NLCRT.
6. THE STEERING COMMITTEE
1. Duties and Responsibilities of the Steering Committee
Steering Committee responsibilities will include the planning and implementation of NLCRT projects, as well as approving new members of the NLCRT.
2. Members
1. The Committee will consist of no fewer than seven (7) and no more than eleven (11) members plus the Chair and the Vice Chair of the NLCRT.
2. The Committee members must represent the membership of the NLCRT in the following ways:
1. At least one (1), but no more than two (2) permanent members who will represent the ACS.
2. No fewer than five (5) and no more than nine (9) rotating members drawn from the various constituent groups of the NLCRT.
3. Election and Terms of NLCRT Steering Committee
1. The Nominating Committee will meet yearly by conference call, at least two months before the Annual Meeting, to prepare a slate of candidates for Steering Committee membership. The Nominating Committee will present the slate of candidates via email to the NLCRT membership at least 30 days prior to the Annual Meeting to be voted on at the Annual Meeting.
2. The term of office for Steering Committee members will be a two (2) year, renewable term. A Steering Committee member may be elected to serve for two (2) consecutive, two year terms. A former Steering Committee member would be eligible for reconsideration after one year off the Committee.
4. The Executive Committee of the Steering Committee
1. Consists of the NLCRT Chair and Vice Chair, and a representative of the ACS.
2. Is responsible for dealing with issues that arise during the period between the full meetings of the NLCRT and the Steering Committee.
3. Appoints members to fill vacancies which occur on the Steering Committee between elections to fill out the remainder of the term.
7. STANDING COMMITTEES
1. The standing committees will be Bylaws, Membership, and Nominating.
2. Bylaws Committee
1. Members: Five members appointed by the Chair of the NLCRT. The Chair of the Bylaws Committee will be appointed by the Chair of the NLCRT.
2. Duties: To make and/or review any proposed bylaws amendments and present them, in writing, to the NLCRT membership at least 30 days before the Annual Meeting for a vote at the Annual Meeting.
3. Amendments: Bylaws amendments will require a 2/3-majority vote of the NLCRT members present at the NLCRT Annual Meeting.
3. Membership Committee
1. Members: Five members reflecting the diversity of the NLCRT shall be appointed by the Chair of the NLCRT. The Chair of the committee shall be appointed by the Chair of the NLCRT.
2. Duties will include the review of applications for membership and making recommendations for membership to the Steering Committee.
4. Nominating Committee
1. Members: Five members to be appointed by the Executive Committee of the Steering Committee. At least three members of the Nominating Committee should be member representatives who do not currently serve on the Steering Committee. The Chair of the Nominating Committee will be appointed by the Executive Committee.
2. Duties: The Nominating Committee will meet yearly by conference call, at least two months before the Annual Meeting, to prepare a slate of candidates for both Steering Committee membership and the Chair and/or Vice Chair of the NLCRT, as needed. The slate of candidates will be emailed to the NLCRT membership at least 30 days prior to the Annual Meeting to be voted on at the Annual Meeting.
3. Elections will take place at the Annual Meeting, and the candidates will be chosen by a majority vote of the NLCRT members who are present.
8. TASK GROUPS
To achieve the goals of the NLCRT, the Steering Committee will appoint Task Groups to organize and implement projects by various NLCRT members.
9. AMENDMENTS TO THE BYLAWS (see Bylaws Committee)
Recommendations of changes to the bylaws can be made to the Steering Committee for consideration and referred to the Bylaws Committee for review.
1. Bylaws amendments should be presented in writing to the NLCRT membership at least 30 days before the Annual Meeting for a vote at the Annual Meeting.
2. Bylaws amendments will require a 2/3-majority vote of the NLCRT members present at the NLCRT Annual Meeting.