College Students Against Cancer
Boulder Chapter Bylaws
Article I – Membership
Section 1: It shall be the aim of this chapter to maintain a growing, active membership
in keeping with the growth of the University of Colorado at Boulder.
Section 2: A permanent record of active, advisory, and alumni members will all be
kept on file in the archives of the chapter. This record shall consist of copies of all
active and alumni membership and a list of elected and appointed officers for each
semester. The Secretary shall maintain these records.
Section 3: A member is considered active when they have attended fifty percent of
meetings and/or activities.
Article II – Officers
{Section 1: Elected Chapter Officers shall be odd in number and not be allowed to cast
a vote of abstention.}
{Clause 1: The Elected Chapter Officers shall be described as President, VicePresident, Secretary, Historian, Office Manager, Treasurer, Publicity,
Recruitment and Retention, Relay for Life Chair, Outreach Coordinator, and
Webmaster.}
{Section 2: Terms will be for the duration of one semester.}
{Section 3: Shall be responsible for following all duties as described in Article III
Clause 1: All officers shall be responsible for working with other officers in
manner of their given duties.}
{Section 4: Each currently elected officer shall be liable for knowing and
understanding all the bylaws.}
Article III – Duties of Elected Officers
{Section 1: President
Clause 1: Lead and organize all general, executive, and appointment meetings.
The Executive Retreat is included as an executive meeting and thus shall be
organized by the currently elected President as set forth in Article VI Section 3
Clause 2.
Clause 2: Maintain goals previously agreed upon during as described in Article
V Section 3.
Clause 3: Ensure all currently elected officers are meeting requirements and
duties as set forth in Article III.
Clause 4: Delegate responsibilities as sees fit and mediate within the student
group.
Clause 5: Be aware of all University of Colorado at Boulder policies, which
includes maintaining knowledge of all implications of being affiliated with the
University.
Clause 6: Be an honest and honorable member of SOFO
Clause 7: Become the representative to and maintain connections with other
student groups affiliated with the University of Colorado at Boulder campus.
Section 2: Vice President
Clause 1: Whenever the President is incapable of performing given duties as
described in Article III Section 1; the Vice-President shall be responsible for
fulfilling these duties.
Clause 2: Shall be the hospital liaison to all such facilities in the
Denver/Boulder area. To these hospitals, the Vice-President shall be
accountable for establishing relationships, act as the representative for CUBoulder’s Chapter of College Students Against Cancer, and coordinate
activities at all hospital visitations made by the group members.
Clause 3: Maintain a current list of events and service projects with contact
information for each activity.
Clause 4: Be liable for all committee functions and provide guidance to all and
any committee heads that request such assistance.
Section 3: Secretary
Clause 1: Attend every type of meeting to take notes and then transfer them to
a computer to have the Webmaster post these minutes on the website. A copy
of these minutes must be submitted to each officer’s folder after each meeting.
Clause 2: Keep a record of all passwords, including but not limited to the
webmail accounts of the general and executive email, the online calendar, the
computer and the listserve.
Clause 3: Reserve any space needed for meetings or events and schedule all
office hours for the currently elected officers.
Clause 4: In charge of writing and sending the biannual alumni newsletter and
the member newsletter.
Clause 5: Be the volunteer coordinator which includes but is not limited to
keeping track of volunteer hours, being in charge of volunteer applications and
care for liability waivers.
Section 4: Officer Manager
Clause 1: Keep the office supplies current and organized. This includes
restocking any items that other officers have noted as being required. This
includes keeping the filing cabinet organized and up to date.
Clause 2: Responsible for filing any liability waivers that may arise and be
accountable for sending any documents that have been requested.
Clause 3: Maintain the College Students Against Cancer Boulder Chapter
general email account in which the mass population at the University of
Colorado has access to the officers, and this includes forwarding any emails to
specific officers. Any phone messages that have been taken need to be
forwarded to the appropriate officer. All mail received will also be forwarded
to the appropriate officer.
Clause 4: Retain records of all members; Alumni members; Current members;
and Associate members.
Clause 5: Be an honest and honorable member of SOFO.
Section 5: Webmaster
Clause 1: Maintain the web site, by working with currently elected officers for
postings, including but not limited to updating the meeting minutes and the
contact information for currently elected officers, incorporating applicable
links into the site for member use, maintain relations with other related sites,
and sending general group email when necessary, all in a timely manner.
Clause 2: Maintain the listserve.
Clause 3: Be responsible for incorporating new ideas into the website, focusing
on keeping members and the general Denver/Boulder community attracted.
Section 6: Treasurer
Clause 1: Be an honest and honorable member of SOFO.
Clause 2: Report the budget and balance of the SOFO account at every
executive meeting.
Clause 3: Keep meticulous track of the budget and compare with SOFO. This
involves being knowledgeable of SOFO’s policies and regulations.
Section 7: Publicity
Clause 1: Be in charge of advertising to the campus and general
Denver/Boulder community through a variety of mediums including flyers,
chalking, emails and press releases.
Clause 2: Work closely with Recruitment and Retention officer to benefit the
group, and work with other officers as needed.
Clause 3: Be an honest and honorable member of SOFO.
Clause 4: Maintain contacts with local media and responsible for creating all
press releases.
Section 8: Recruitment and Retention
Clause 1: Work with the Publicity officer to better engage in recruitment and
retention responsibilities.
Clause 2: Organize and plan all recruiting meetings and then continue to keep
in contact with all new members to make them aware of the different ways in
which they can become involved or more aware of the effects of cancer.
Organize and run recruitment meetings.
Clause 3: When refreshments are requested at a meeting, being the officer who
organizes the needed items and works with the Publicity officer on getting
these items before the meeting.
Clause 4: Facilitate a major recruiting event at the beginning of every semester.
Section 9: Outreach
Clause 1: Establish educational programs for the University of Colorado at
Boulder campus and the Denver/Boulder community.
Clause 2: In charge of finding any new conferences or internships that
members of College Students Against Cancer would find beneficial.
Section 10: Historian
Clause 1: Fill out a detailed activities form to document all events and ensure a
detailed breakdown of every activity, including problems and suggestions for
future improvement.
Clause 2: Keep track of event contacts, and attend or send specific people to
attend to as many events as possible to act as photographer.
Clause 3: Create each semester a scrapbook with labeled photos.
Section 11: Relay for Life Chair
Clause 1: Recruit committees and committee heads at the start of fall semester
to better facilitate the American Cancer Society’s fundraiser Relay for Life.
Clause 2: Work closely with the American Cancer Society representative and
coordinate logistics of hosting the Relay for Life, set up any team captain
meetings, and organize all Relay events with the University’s administration.
Clause 3: Maintain all committees through such means as described but not
limited to meetings, regular progress reports, and phone calls.
Clause 4: Act as the liaison between committees, University administration,
and other student groups helping with the Relay for Life.
Article IV – Nominations, Elections, and Appointments
{Section 1: At least two weeks prior to the annual election meeting of the chapter, as
set in Article IV Section 2 Clause 1, nominations shall be requested for the active
elected offices. Nominations made during these meetings will be posted in the office
and brought forth at the executive meeting, convening in the given time constraint. All
nominees will be notified of their nomination immediately by the officer who
originally nominated said nominee. Nominations may be submitted until the first
speech by a nominee for the office in question is given. A nominee may respectfully
decline their nomination at any time until the election of office takes place.}
Section 2: Voting
Clause 1: The vote shall be held at the second to last meeting of the semester.
Clause 2: All elections shall be by secret ballot.
Clause 3: You must be present at the election meeting to cast a vote.
{Clause 4: Votes shall be counted by an impartial third party, which includes
any officer who is not currently seeking the voted upon office.}
Section 3: Should an office other than President become vacant up to three weeks
before elections, the Executive Board will schedule an election for one of the next
three regular meetings.
Section 4: Should the office of the President become vacant at any point, the VicePresident shall become the current President and the position of Vice-President shall
be filled according to Article IV Section 3.
Section 5: If no candidate receives the majority of the vote when quorum prevails, the
candidate receiving the lowest vote count (or candidates in the event of a tie at the
lowest vote count) shall be removed from the ballot, and a runoff election shall take
place. If the runoff election does not yield the majority vote, the presiding officer shall
declare this vote null and void and nominations will be re-opened for both new and
previously nominated candidates.
{Clause 1: In the event that the removal of the candidates receiving the lowest
vote result in only one remaining eligible candidate, the presiding officer shall
declare this election null and void and a new election shall be conducted at a
time when more voting officers can attend the meeting.}
Article V – Meetings
Section 1: The Executive Board shall decide upon and arrange for the times and places
of all regular and officer meetings.
Section 2: A quorum at all general and executive meetings of this chapter will be fifty
percent plus one of the total active membership at the time. No chapter business may
be conducted without a quorum.
{Section 3: At the first executive meeting of each semester, goals will be agreed upon,
which will be for the short and long term. These goals will encompass all hopes and
desires of the University of Colorado at Boulder College Students Against Cancer
Chapter currently elected officers.}
Article VI – Executive Board
Section 1: The Executive Board of this chapter shall consist of all elected and active
officers. Each member of the Executive Board will have one vote. An Executive
Board member is considered active if they attend seventy-five percent of meetings and
activities, unless excused by the President.
Section 2: The Executive Board shall meet weekly during each semester. Special
meeting of the Executive Board may be held at the call of any of the members of the
Executive Board.
Section 3: Duties of the Executive Board.
Clause 1: The Executive Board is responsible for executing all policies and
activities voted upon by the chapter.
Clause 2: The Executive Board shall participate in an Executive Retreat at the
beginning of each semester.
Clause 3: The Executive Board shall prepare and distribute a tentative semester
calendar at the recruiting meetings.
Clause 4: The Executive Board shall conduct short-term and long-term goal
planning sessions with the chapter at the beginning of each semester.
Clause 5: A transition meeting between the current Executive Board and the
newly elected Executive Board shall be held at the end of each semester. The
purpose of such stated meetings shall be to evaluate the current semester and
begin the planning for the new semester. This meeting shall be prepared by the
current Executive Board and attended by all current and newly elected
Executive Board members.
{Clause 6: The Executive Board shall analyze and discuss any chapter
problems and plan for their solutions in a timely manner.}
Clause 7: Executive Board members will approve all expenditures over onehundred US dollars with the rest of the Executive Board.
Clause 8: It is the Executive Board’s responsibility to make a general budget to
be proposed at the third general meeting.
Clause 9: It is the Executive Board’s responsibility to make sure that all twenty
required office hours are held.
Section 4: If an Executive Board member is not fulfilling their duties, the President
will give them a warning and if they do not improve, the other Executive Board
members will hold a vote. A unanimous vote is required to remove an Executive
Board member from office.
{Section 5: If an Executive Board member wants to resign their position, they must
give the rest of the Executive Board two weeks notice and arrange to transfer
responsibilities to their replacement.}
Article VII – Standing Committees and Commissions
Section 1: Committees shall be formed when needed, composed of members and
officers and overseen by an appointed member.
Article VIII – Amendments
Section 1: These bylaws may be amended at any regular meeting provided:
Clause 1: The proposed amendment has been read before the active chapter at
a prior meeting.
Clause 2: The proposed amendment has been posted in the office between the
time of its reading and the meeting in which it is voted on.
Clause 3: The amendment is approved by a two-thirds vote of the active
members present.
Bylaws:
Although there may be many copies of the bylaws, there should only be one official
copy. This one should be in the care of the Secretary whose responsibility it is to enter any
amendments that are duly passed in a timely fashion. The Secretary should also bring this
copy to any meeting where it may be necessary to consult it (i.e. chapter meetings, Executive
Board meetings, to consider an appeal from the president’s interpretation). It is also the
responsibility of the Secretary to see that the successor is given the official copy upon taking
office.