cbmtg governance manual · position type: volunteer, board position approved: february 2014 about...

CBMTG Governance Manual

Canadian Blood and Marrow Transplant Group

CBMTG GovernanCe Manual 2

Contents

About CbMtG ............................................................................................. 3

CbMtG orGAnizAtion ChArt ................................................................... 4

boArd And CoMMittee restruCturinG .................................................. 5

About the CbMtG boArd of direCtors .................................................. 5

boArd reCruitMent And eleCtions ........................................................ 6

CoMMittee ChAir reCruitMent And seleCtion ..................................... 7

Appendix 1: president Job desCription ................................................... 8

Appendix 2: president eleCt Job desCription ......................................... 9

Appendix 3: pAst president Job desCription .........................................10

Appendix 4: treAsurer Job desCription .................................................11

Appendix 5: seCretAry Job desCription .................................................12

Appendix 6: direCtor of reseArCh Job desCription ............................13

Appendix 7: direCtor of eduCAtion Job desCription ..........................14

Appendix 8: nAtionAl reGistry steerinG CoMMittee ..........................15

Appendix 9: CliniCAl triAls network ....................................................16

Appendix 10: sMAll budGet reseArCh GrAnt .......................................17

Appendix 11: syMposiA plAnninG CoMMittee terMs of referenCe ......18

Appendix 12: nAtionAl ConferenCe plAnninG CoMMittee .................19

Appendix 13: webinAr plAnninG CoMMittee terMs of referenCe .....21


About CBMTG

the Canadian blood and Marrow transplant Group (CbMtG) is a non-profit association, incorporated with industry Canada. As such, we are governed by the association bylaws. since its inception CbMtG has been led by an executive committee that oversees the association’s operations, activities and projects.

the vision for the Canadian blood and Marrow transplant group is that “Canada will be the best place in the world to have a blood and marrow transplant.” the mission of the association is “the Canadian blood and Marrow transplant Group is the voice of experts working in the field of blood and marrow transplant.”

CbMtG represents almost 300 healthcare professionals working within the blood and marrow transplant community. About 40% are physicians, 30% are other health professionals, 25% are organizational mem-bers (institutions), and a small percentage are members in training, or corporate (sponsor) members. All activities of CbMtG are open to both members and non-members.

CbMtG provides members with access to several educational opportunities including the annual confer-ence, an annual webinar program, and symposia focused on timely topics of interest.

the organization has developed several initiatives to support blood and marrow transplant research across Canada including the clinical trials network, the small budget research grants, and the national registry.


CBMTG Organization Chart

the CbMtG board is chaired by the president. the CbMtG board includes an executive committee which approves the budget on an annual basis. in addition to the executive committee the board includes a director of research and a director of education. please see the CbMtG policy manual for additional details on the organization structure.

CBMTG BoarDCBMTG ExECuTivE CoMMiTTEE:

president (Chair of the bod and executive committee), past president, president elect, treasurer, secretary, and executive director (ex-officio)

+

DirECTor of rEsEarCh anD DirECTor of EDuCaTion

CBMTG hEaD offiCE

(reports to bod via the president)

rEsEarCh CoMMiTTEEs

(report via dir. research)

national registry steering Committee

Clinical trials network

small budget research Grants

Committee

symposia planning Committee

laboratory special interest Group

pediatric bMt subcommittee

psycho-social special interest Group

other

webinar planning Committee

national Conference planning Committee

EDuCaTion CoMMiTTEEs

(report via dir. education)

spECial inTErEsT Groups

(report via secretary)

founDaTion CoMMiTTEE

(Comprised executive and two patient representatives.

report via president)


Board and Committee RestructuringAfter a comprehensive strategic planning process and due to growth in the association’s activities, in 2014 CbMtG’s executive committee underwent a comprehensive review and restructuring.

first, the executive committee became the board of directors. this change was in name only as the executive committee had been the association’s le-gal entity (i.e. board) for many years.

this change in name facilitated the addition of two new board members – a director of education and a director of research.

the association restructured its committees to report to the board of directors as follows:

1. the national registry steering committee, small budget research grants committee and the clinical trials network now report to board of directors via the director of research.

2. the education committee whose main task had been to program the association’s webinars was renamed the webinar planning committee.

3. the local conference planning committee was replaced with a national conference planning steering committee.

4. the webinar planning committee, the national conference planning steering committee and the symposium planning committee report to the board of directors via the director of education.

CbMtG applied for charitable status in december 2013. when charitable status is provided CbMtG will strike a CbMtG foundation committee that will report to the board via the president.

please see appendices for job description for the board of directors and terms of reference for the committees.

about the CBMTG Board of Directors

the CbMtG board of directors is an elected body that governs and leads the association. the board is responsible for establishing the organization’s strategic direction and guiding the association’s growth. the board is a portfolio-based board with several working committees.

CbMtG strives to secure representation from its membership on its board. this includes both geo-graphical representation and representation from the various health care disciplines within the bMt field.

the CbMtG executive director reports to the board via the president. she/he/he serves on the bod as an ex-officio member. she/he/he executes the deci-sions of the board; she/he provides historical context for board decisions; she/he advises on governance, policy and finance questions; and, she/he leads Cb-MtG head office.

Board recruitment and Elections

CbMtG has two processes for filling vacancies:

1. regular election – usual and common way that members ascend to their position – i.e. through a regular election. elections are intended be democratic and transparent.

2. unplanned vacancies – unplanned vacancies allow the executive to appoint individuals on an interim basis, should a board member end their term in advance of the regular expiration of that term.


reGulAr eleCtions tiMeline And proCess:

the elections process will start six months before the regular term end for board positions. the treasurer, secretary, director of research and director of education shall each serve a three year term renewable once. At the end of the first term these directors shall be asked if they intend to allow their name for a second term. if they do allow their name to stand for a second term no election will be called.” the process is as follows:

6 months in advance the president, president elect and past president positions have fixed terms. the president elect will ascend to the position of president at the Annual General meeting; the president will ascent to the position of past president at the Annual General Meeting. terms are not renewable.

for the secretary, treasurer, director of research and director of education positions, six months in advance the board will identify whether specific member intends to allow her/his name to stand for a second term. please note that board members may not stand for a third term. if an election is required the next step is to review the job description and prepare a call for nominations. (please note that for the first term only the position of director of research and director of education will be appointed by the executive.)

5 months in advance review of job descriptions.

4 months in advance Call for nominations will be posted for four weeks. the call for nominations will include the position job description and nomination form.

3 months in advance upon receiving nominations, the executive committee will ensure that the nominees meet the minimum qualifications for the position. if there is more than one candidate for each position an election will automatically occur.

Candidates will be asked to complete a biography of a maximum of 250 words to be sent to the membership.

2 months in advance election results.

for additional information please refer to the CbMtG policy manual.


unplAnned vACAnCies tiMeline And proCess

if the board should face an unplanned vacancy, depending on the timing of the vacancy the bod will use their judgment to determine whether they should appoint someone to the position or hold an election. some of the factors that will affect the bod’s decision will be length of term remaining, outstanding priority work within that board member’s portfolio and the next regularly scheduled election.

the bod has the authority to appoint someone to fill the vacancy on a temporary interim basis. this term will end at the next annual general meeting; an election should be called at the earliest conve-nience. the timeframe followed for an unplanned vacancy should mirror the process followed for a planned vacancy but it is understood that the for-mal mentorship process may be shortened.

the role of the board member will be automatically vacated if:

• the director provides notice in writing to the president of the board; the resignation shall be effective at the time it is received by the board or at the time specified in the notice, whichev-er is later.

• At a special meeting of the members where

a resolution removing the board member be-

fore the expiration of their term is passed by at

least 75% of the members eligible at the vote

meeting

• if a director fails to attend three consecu-

tive meetings of the board in person or by

teleconference

• if the director dies

• if the director is found to be a mentally incom-

petent person or become of unsound mind

for more details regarding the elections process

please refer to the board recruitment and nomina-

tions policy.

Committee Chair recruitment and selection

Committee chairs are appointed by the association

board of directors. terms of committee chairs are

for a maximum of three years, renewable once for

a maximum of two terms.

if there is more than one candidate, the board

will decide based on which candidate is likely

to help the committee support the association’s

strategic plan.


appendix 1: president Job Description

position Title: CbMtG presidentposition Type: volunteer, board positionapproved: february 2014

About CbMtG

the Canadian blood and Marrow transplant Group (CbMtG) is a non-profit association, incorporated with industry Canada. As such, we are governed by the association bylaws.


position desCription

the CbMtG president is the chair of the board and shall chair board of directors and member meetings. she/he/he leads and implements policies governing the board of director and associations. the president will serve as the president-elect for two years immediately preceding her/his term; the president will serve as past president immediately following the end of her term.

reporting relationship: the president reports to the board of directors

responsibilities

the CbMtG president is:

• the association’s spokesperson

• Chair of the board of directors

• Chair of the Annual General Meeting

• liaison with association partners

• the CbMtG head office reports to the board via the president

Qualifications

• CbMtG member in good standing for the previous two years with bMt experience

• knowledgeable about CbMtG

• possesses excellent decision making, critical thinking and communication skills

• demonstrated leadership ability


appendix 2: president Elect Job Description

position Title: president electposition Type: volunteer, board positionapproved: february 2014

About CbMtG




the term of office for the president-elect is two years, immediately followed by another two-year term as president and then followed by a two-year term as past president. As president elect, this individual will serve as vice-chair of the board of directors. she/he will assist the president in the duties of president and will per-form the duties of president if a vacancy occurs. upon assuming the duties of president he/she/he will act as the chair of the board and will supervise the business of the society subject to the direction and control of the board.

reporting relationship: the president elect reports to the board of director via the president

responsibilities

the president elect is:

• the association’s spokesperson if the president is unavailable

• Chair of the board of directors if the president is unavailable

• Chair of the Annual General Meeting if the president is unavailable

• liaison with association partners if the president is unavailable

Qualifications






appendix 3: past president Job Description

position Title: past president position Type: volunteer, board positionapproved: february 2014

About CbMtG




the term of office for the past president is two years, immediately preceded by two years as president. the role of the past president is to support the current president. she/he/he will act as an ambassador of the association. she/he/he will lead efforts to fundraise on behalf of the association. she/he/he will assist the president in the duties of president should both the president and president-elect be unavailable.

reporting relationship: the past-president reports to the board of director via the president

responsibilities

the past president:

• the past president leads fundraising and sponsorship efforts

• the past president is an ambassador of the association

• he/she/he supports the president and president-elect as needed

Qualifications






appendix 4: Treasurer Job Description

position Title: treasurerposition Type: volunteer, board positionapproved: february 2014

About CbMtG




the treasurer shall serve as a member of the board of directors. the treasurer shall be responsible for the collection, receipt, custody and disbursement of all funds and securities of the society and will act as fiscal consultant to the society. At the annual business meetings of the society, the treasurer will provide a report of the monies received and expended and a detailed statement of the financial condition of the society. the treasurer will assist the board of directors in the development and presentation of the budget of the society for the ensuing term. the treasurer position is a three year term renewable once. the treasurer shall also perform all other duties incident to the office of treasurer.

reporting relationship: the treasurer reports to the board of director via the president

responsibilities

the treasurer will:

• ensure that an annual audit is done every year then presents the results of the audit to the membership

• ensure that systems and practices are in place to secure a successful audit of the association

• present a budget and financial statements to the board of director for their approval

Qualifications






appendix 5: secretary Job Description

position Title: secretaryposition Type: volunteer, board positionapproved: January 2014

About CbMtG


the mission for the CbMtG is that “the Canadian blood and Marrow transplant Group is the voice of ex-perts saving lives through stem cell transplantation.” the vision of the association is that “Canada will be the best place in the world to have a stem cell transplant”


the secretary shall serve as a member of the board of directors and, as a member of the executive Com-mittee. the secretary shall be responsible for ensuring that permanent records of the meetings and trans-actions of the board of directors, the executive Committee and the society are kept, including any reports that may be required under applicable federal, provincial, or local law. the secretary position is a three year term renewable once. the secretary shall also perform all other duties incident to the office of secretary.

reporting relationship: the secretary reports to the board of director via the president

responsibilities

the secretary will:

• special interest Groups (siGs) and Committees that do not report to the board of directors via the directors at large research or education shall report to the board through the secretary

• provide biannual membership reports for CbMtG stakeholders

• ensure policies are reviewed and revised as appropriate per a rolling schedule

Qualifications






appendix 6: Director of research Job Description

position Title: director of researchposition Type: volunteer, board positionapproved: february 2014

About CbMtG




the director of research provides leadership in the development of the association’s research activities. she/he ensures that the work of the national registry steering committee, the clinical trial network and the small budget research grants all work towards the organization’s strategic vision with regards to research. she/he identifies any gaps in research activity within the bMt field in Canada to the board then works with the board and relevant committees to meet the identified needs. the director of research will be a three year term, renewable once. the executive will appoint the first director of research. After this first time, the director of research position will be an elected position.

reporting relationship: the director of research reports to the board of director via the president

responsibilities

the director of research will:

• lead the association’s research activities

• the national registry steering committee, the clinical trials network and the small budget research grants committee report to the board via the director of research.

• report to the membership on research activities at the annual meeting.

Qualifications






appendix 7: Director of Education Job Description

position Title: director of educationposition Type: volunteer, board positionapproved: february 2014

About CbMtG




the director of education provides leadership in the development of the association’s education activities. she/he ensures that the work of the symposia planning committee, the webinar planning committee, and the national conference planning committee all work towards the organization’s strategic vision with re-gards to education. she/he identifies any educational needs within the bMt field in Canada to the board then works with the board and relevant committees to meet the identified needs. the director of education will be a three year term, renewable once. the executive will appoint the first director of education. After this first time, the director of education position will be an elected position.

reporting relationship: the director of education reports to the board of director via the president

responsibilities

the director of education will:

• lead the association’s education activities

• the symposia planning committee, the webinar planning committee, and the national conference planning committee report to the board via the director of education

• report to the membership on educational activities at the annual meeting

Qualifications






appendix 8: national registry steering Committee

Developed: february 2014

introduCtion

the purpose of the national registry steering committee is to provide national oversight and direction to the Canada-wide registry. the committee will oversee:

• A Canada-wide registry that will be used by researchers and other stakeholders

• the collection and validation of data with diagnosis of disease as a starting point

• that the data we collect is national, including both adult and pediatric information

• that centres will be paid on a per case basis to submit their data

• that efforts will be made to collaborate and find synergies with other registries so that the workload is reduced for centres

CoMMittee ChAir

the committee chair leads the committee and chairs meetings.

CoMMittee MeMbership

the committee membership will be comprised of one representative from each bMt center across Canada.

frequenCy of MeetinGs

the committee will meet on an annual basis at the organization’s annual meeting.

duties And responsibilities

TBD


appendix 9: Clinical Trials network


introduCtion

the mission of the CbMtG-Ctn is to improve the safety, availability, and efficacy of hematopoietic stem cell transplantation for adults and children in Canada and to perform clinical research trials that will define optimal hematopoietic stem cell transplantation for adults and children. in addition, we strive to conduct laboratory research that will translate into more effective treatments with reduced short and long-term side effects and to build partnerships that will help fulfil the mission of the Canadian blood and Marrow transplant Group and improve the health of adults and children throughout the world.

CoMMittee ChAir

the committee chair leads the committee, chairs meetings and assists in recruiting members.

the expected time commitment is two hours per month.


the committee membership is comprised of one representative from each of the bMt centres across Canada.


the committee will meet as needed.


CbMtG-Ctn governs the overall activities of the committee, including:

• reviewing and approving the research agenda

• formulating and monitoring policies and procedures

• Guiding research activities and overseeing communications within the Ctn and with the greater scientific community and public

• research concept proposals are solicited, developed and managed by the Ctn


appendix 10: small Budget research Grant


introduCtion

the purpose of the small budget research grant committee is to guide the association in adjudicating the grants program.

CoMMittee ChAir




the committee membership will be comprised of at least a physician, a nurse, a pharmacist and a labora-tory technician. the expected time commitment is two hours per month.


the committee will meet as needed.


the committee supports the association’s educational programming by:

• reviewing applications received and making recommendations to the board as to the grant recipients

• Making recommendations to the board with regards to advancing the research program


appendix 11: symposia planning Committee Terms of reference


introduCtion

the purpose of the symposia planning committee is to guide the association in developing educational symposia for bMt health care workers.

CoMMittee ChAir




the committee membership will be comprised of at least three CbMtG members. the expected time com-mitment is two hours per month.


the committee will meet on a monthly basis.



• brainstorming potential topics and speakers for the symposia

• reviewing presentations at the conference and considers which ones could be repeated as webinars

• working alongside the director of education to fulfil the association’s strategic vision as it relates to education


appendix 12: national Conference planning Committee


introduCtion

the purpose of the national conference planning committee is to provide oversight to the CbMtG annual conference. the annual conference will serve the educational needs of the bMt health care workers.

CoMMittee ChAir

participation as the committee chair is a three year commitment. year one will be served as chair elect; year two will be served as chair; year three will be served as past chair.

the CbMtG board chooses the location for the annual conference. upon selecting the location a leader from the host city will be asked to sit on the national conference planning committee as chair elect (year one); she/he/he will be chair in the year leading up to the conference in the host city (year two). upon completion of the conference, she/he/he will sit as past chair (year three).


the committee membership will be comprised of at least one physician, nurse, pharmacist and laboratory technician. the membership of this committee is national in scope. however, it is understood that depend-ing on the host city, there will be more members from a specific area hosting the conference.


the committee will meet on a monthly basis.



• providing oversight to the conference management

• programming the annual conference scientific program

• works with head office to ensure that the conference planning timeline is followed

• ensures call for abstracts occurs is distributed; adjudicates which abstracts will be accepted

• works with head office on the marketing and promotions of the conference

• reviews conference evaluation feedback and makes recommendations to the board based on the feedback.

• ensuring that the board policies with regards to the conference are followed and implemented; they make recommendations with regards to policy changes as needed.


appendix 13: Webinar planning Committee Terms of reference


introduCtion

the purpose of the webinar planning committee is to guide the association in developing educational we-binars for bMt health care workers.

CoMMittee ChAir

the committee chair leads the committee, chairs meetings, and assists in recruiting members.



the committee membership will be comprised of at least three CbMtG members. the expected time com-mitment is two hours per month.


the committee will meet on a bi-monthly basis.



• brainstorming potential topics and speakers for webinars

• reviewing presentations at the conference and considers which ones could be repeated as webinars

• working alongside the director of education to fulfil the association’s strategic vision as it relates to education


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CBMTG Governance Manual

Canadian Blood and Marrow Transplant Group

CBMTG Head OffiCe • Malachite Management Inc • 375 West 5th Avenue Suite 201, Vancouver BC Canada V5Y 1J6

T. 604.874.4944 f. 604.874.4378 email: [email protected] Web: www.cbmtg.org

cbmtg governance manual · position type: volunteer, board position approved: february 2014 about...

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