New Hampshire Comprehensive Cancer Collaboration Board

Article 1 – Name of Group

The name of the organization shall be the New Hampshire Comprehensive Cancer Collaboration, hereinafter called the Collaboration.  The Collaboration is a group of public and private partners dedicated to reducing the burden of cancer in New Hampshire. It is an open organization that seeks broad representation on its working groups.

Article 2 – Collaboration Membership

  • Section 2-A Persons who are interested in the purpose of the Collaboration may be eligible for membership.

  • Section 2-B: TYPES OF MEMBERS

    • 2B.i.  Organizational- Any organization, public or private, existing in the State of New Hampshire interested in cancer is eligible.  Each organization member accepted may designate a representative member who shall be the principal contact between the member organization and the Collaboration and who shall be empowered to represent the member organization at membership meetings of the Collaboration. If this appointed person changes jobs within the organization or leaves it, the organization may appoint a new representative member. If the organization has several programmatic departments involved in cancer control, it may have additional memberships.

    • 2B.ii.  Individual- Any individual interested in working toward cancer prevention and control may be eligible for membership.

  • Section 2-C. Voting- If the Board decides that the full membership needs to vote on a business issue, voting shall take place at the Annual Meeting. Those present shall be entitled to one vote. A simple majority vote of those present shall decide all votes.

  • Section 2-D. Removal of Member- At the discretion of the Board of Directors, a member shall be removed from membership status in the Collaboration should there be a substantial breach of ethical or moral conduct or if the member no longer qualifies for membership.

  • Section 2-E. Speaking for the Collaboration- Only designees of the Board of Directors shall speak for the Collaboration.

  • Section 2-F. Annual Meeting- A meeting of the full Collaboration membership shall be held annually. Business to be taken up at this meeting shall include business as the Chair shall specify in the agenda of the meeting.  Notice of the annual meeting accompanied by a detailed agenda shall be electronically posted on the Collaboration’s web site at least twenty-one (21) days prior to the date of the meeting.

Article 3 – Vision and Mission

  • Vision Statement- The vision of the Comprehensive Cancer Collaboration is for New Hampshire to be a state where cancer incidence, morbidity, and mortality are significantly reduced or eliminated and people enjoy a healthy quality of life.

  • Mission Statement-The mission of the Comprehensive Cancer Collaboration is to reduce significantly the incidence of, suffering from, and mortality due to cancer for people in New Hampshire through prevention, early detection, treatment, rehabilitation, and palliation.  We will accomplish this goal by means of an integrated and coordinated alliance of stakeholders that will utilize available epidemiological data and evidence based research to set priorities for action.

Article 4 – Definition of Terms

  • CDC is the acronym for Centers for Disease Control and Prevention

  • DHHS is the acronym for New Hampshire Department of Health and Human Services, specifically the Division of Public Health Services, Chronic Disease Control and Prevention Section and Comprehensive Cancer Control Program

  • NCI is the acronym for the National Cancer Institute

  • Board is the New Hampshire Comprehensive Cancer Collaboration Board. The New Hampshire Comprehensive Cancer Collaboration is the overarching public/private organization, which the Board serves

  • New Hampshire Cancer Plan is the overarching, guiding document for implementation activities concerning cancer, for New Hampshire.

Article 5 – Board of Directors Membership

  • Section 5-A BOARD MEMBERSHIP: The Board shall be composed of representatives reflective of the population of the State of New Hampshire.One representative from each of the following national partner organizations and one member of the Management Contracting Agency shall be invited to serve on the Board:

    • American Cancer Society, New England Division

    • NH Division of Public Health Services, Comprehensive Cancer Control Program

    • American College of Surgeons

                  Up to nineteen additional directors shall be elected to the Board. Each director has one vote.

  • Section 5-B. TERM AND REQUIREMENTS OF Directors:  The nineteen at-large directors may serve up to four consecutive two-year terms.  The Board operating year is defined as beginning on July 1 of each year and ending on June 30 of the following year. At-large directors may serve additional terms to complete an elected Board Leadership term of office.  They also may return as at-large directors after a two-year absence.  All directors shall be required to maintain active membership as demonstrated by participating in meetings on an on-going basis via conference calls and e-mails, and serve on at least one of the Board working groups or committees.  If a director, without prior notification, does not attend Board meetings on an on-going basis via conference call or in person, or does not serve on one of the Board working groups for a period of six months, the director shall be removed from the Board. 

  • Section 5-C- BOARD DIRECTOR RESPONSIBILITIES: The role of the Board is to guide the overall direction of the New Hampshire Comprehensive Cancer Collaboration and to address issues and questions as they may arise.  Directors shall have the following responsibilities:

    • Provide leadership, guidance and recommendations to the Board of Directors and the working groups/committees to ensure that the objectives and goals are consistent with the mission and vision statements.

    • Actively participate in a working group or committee.

    • Attend 80% of scheduled Board meetings by phone, in-person, or electronically.

    • Promote private and public sector support for the endorsement and implementation of the NH Cancer Plan.

    • Engage community organizations and individuals in the work of the Collaboration and assist in the recruitment of volunteers to the Board of Directors, the working groups and committees.

    • Provide feedback, advice and comments to the Board of Directors on issues relevant to the work of the Collaboration.

    • Assist with fiscal responsibilities such as budget preparation, budget review and grant writing.

    • Vote to elect Board members and leadership consistent with the Guiding Principles.

    • Provide proper notice to the Board Chair of intent to resign.

    • Advise the Management Contracting Agency on fulfillment of responsibilities with regard to the Collaboration.

    • Advise the NH DPHS Comprehensive Cancer Control Program on work related to responsibilities with of the Collaboration.

  • Section 5-D PROCEDURE FOR RESIGNING FROM THE BOARD:  Directors who wish to resign from the Board shall submit a letter of resignation to the Board Chair, indicating the date that the resignation will be effective.  The Board Chair shall be responsible for informing the Board of the resignation.

  • Section 5-E VACANCIES: Should the position of any elected director become vacant, the remaining directors may appoint a successor who shall hold office for the remainder of the term.  If the seat of a director appointed by an agency resigns, that agency shall appoint a new representative.

Article 6 – Board Leadership

  • Section 6-A BOARD CHAIR: The Board Chair shall be elected from among the directors. The Board Chair election shall occur every two years.

    BOARD CHAIR RESPONSIBILITIES: In addition to the director responsibilities, the chair shall also have the following responsibilities:

    • Provide leadership, guidance and recommendations to the working group Chairs to ensure that the objectives and goals are consistent with the vision and mission statements and the current NH Cancer Plan

    • Plan and oversee the promotion of Board activities

    • Convene scheduled meetings or conference calls and preside over the business conducted

    • Ensure all Board members are provided the necessary materials to serve in their capacity including but not limited to agendas and meeting minutes

    • Promote private and public sector support for the endorsement and implementation of the NH Cancer Plan

    • Engage community organizations and individuals in the work of the Collaboration and assist in the recruitment of volunteers to the Board of Directors, the working groups and committees

    • Provide feedback, advice and comments to the Board of Directors on issues relevant to the work of the Collaboration

    • Assist with fiscal responsibilities such as budget preparation, budget review and grant writing

  • Section 6-B BOARD VICE-CHAIR: The Board Vice-Chair shall be elected from among the Board directors.  The Board Vice-Chair election shall occur every two years. Therefore, the Vice-Chair may be expected to be in a leadership position for four years.  Generally, it is expected that the Vice-Chair will assume the role of Chair after the Chair’s term expires.

    BOARD VICE-CHAIR RESPONSIBILITIES: In addition to the member responsibilities, the Vice-Chair shall also have the following responsibilities:

    • Serve as member of the Executive Committee

    • Prepare for and attend meetings of the Board and Executive Committee

    • Participate in the work of a committee and/or working group.

    • Chair the Board Nominating Committee

    • Serve as chair in the absence of Chair

    • Assume all duties and responsibilities of the Board Chair in the event the Chair relinquishes the position until the role of Chair is officially filled by the Board. 

  • Section 6-3 VACANCIES: If a vacancy occurs in the Board Chair position, the Board Vice-Chair will assume the position and a new election will take place for the Board Chair and Vice-Chair within six months. If elevated to the Chair, the Vice-Chair shall serve the remaining portion of the term of the previous Chair and may be reappointed for a full term.

Article 7 – Meetings

  • Section 7-A REGULAR MEETINGS:

    • 7-A-i.Frequency  There will be a minimum of four (4) meetings of the Board each year.  One meeting may be in conjunction with the annual meeting of the Collaboration.  Special meetings of the Board of Directors may be called by the Chair or by five (5) directors of the Board.

    • 7-A-ii. Notice  Board meetings shall be open to any member of the Collaboration. Notification of Board meetings shall be given to each Director at least twenty-one (21) days prior to the meeting.  If a special meeting has been called, only seven (7) days prior notice need be given to the Board of Directors.  Requests to place items on Board meeting agendas should be received by the Chair seven (7) days prior to the meeting.  Board meeting proposed agendas will be given to Directors at least five (5) days prior to the meeting to anticipate topics under discussion.  Each meeting will close with an Open Forum to accommodate topics as needed.

    • 7-A-iii. Closed Sessions The Board may decide to go into closed session (to include only Board directors) if there is a personnel issue or other confidential matter to discuss.

  • Section 7-B  QUORUM: Every effort shall be made by the Board to resolve issues by consensus.  Fifty-one percent of the current Board Membership will constitute a quorum.  A minimum of five members or a majority of the voting members present or participating shall constitute the action of the entire Board.

Article 8 – Committees & Working Groups

  • Section 8-A COMMITTEES:  The following standing Committees shall be established and maintained by the Board and shall be led by a chair or co-chair, one of whom must be a voting member of the Board.  These standing committees will have 4-7 members.  The Chair of the Board will appoint members of standing committees.  The committee members will elect the Chair and Co-Chair of the standing committees.

    • Nominating Committee – The role of the Nominating Committee is to identify candidates to serve on the Board of the Collaboration, ad hoc committees, and Board Leadership positions.

    • Finance Committee – The role of the Finance Committee is to guide and advise the Board on all financial matters related to the mission of the Collaboration.  The Chair or Vice-Chair of the Collaboration must be a member of this committee.

    • Executive Committee  Circumstances or opportunities may arise to support initiatives that further the mission of the Collaboration that require rapid decision-making authority absent a full meeting of the Board.  An Executive Committee comprised of three (3) voting Board members(i.e., the Board Chair, Vice-Chair, and immediate Past Chair) and the non-voting NH CCC Manager will consider appropriate requests for the Collaboration’s support, including but not limited to financial and policy support.

  • Section 8-B OTHER WORKING GROUPS: the Board Chair as needed may appoint other committees or working groups (e.g., Communications, Public Policy, Medical Advisory).

  • Section 8-C PROCEDURE FOR RESIGNING FROM WORKING GROUPS:  Working group Leaders who wish to resign from the working group shall submit a letter or resignation to the Board Chair, indicating when the resignation will be effective.  The Board Chair will be responsible for informing the other Board members of the resignation.

Where Working Groups are closed panel rather than open (e.g., Executive Committee), members who wish to resign shall submit a letter of resignation to the working group leader, indicating the date that the resignation will be effective.  The working group leader shall be responsible for informing other working group members of the resignation.

Article 9 – Public and Private Resources 

The Board will actively support and assist individual member and non-member organizations in the development of financial resources, both public and private, that will further the goals of cancer control in New Hampshire.  This support and assistance may be in the form of letters of support, letters of commitment and, when requested, providing representation on resource development committees. The Board will, when possible, participate in the preparation of applications for the use of any public and/or private funding that is available in New Hampshire for comprehensive cancer control planning.

Article 10 – Parliamentary Authority

The Board will normally seek to make decisions by consensus, but, when not possible, the Board will operate utilizing Roberts Rules of Order and make decisions by majority vote.

Article 11 – Conflict of Interest

On any matter brought to vote, a member with a conflict between the interests of the Collaboration and the member’s organization will be responsible to declare such conflict.  If there is a conflict of interest, the Director shall recuse her/ himself from the discussion and abstain from voting.

Article 12 – Amendment of Guiding Principles

The Guiding Principles of the Board may be adopted or amended by a two/thirds vote of the board.  Any proposed changes will be brought to the attention to all directors, in writing, at least 30 days before the vote to change is made.  Amendments to these by-laws shall take effect at the adjournment of the meeting at which they are adopted unless otherwise provided.

Article 13 – Dissolution

The Collaboration’s Board may dissolve by a majority vote of the existing Board. 

The original Guiding Principles were approved at a meeting of the Collaboration’s Board on November 2, 2006. These revised Guiding Principles were approved at a Board meeting October 2, 2015.