Vision
To be the Canadian national forum for oncology pharmacy practitioners and other health care professionals interested in oncology pharmacy.

To be the official representative of Canadian oncology pharmacy practitioners at an international level.

Values
The activities, educational meetings and professional representatives of CAPhO will:

• support the exchange of information and experience of services provided on all aspects of oncology pharmacy practice in Canada.
• enhance professional networking, education and development through various means of communication, structured educational programs, and other means as appropriate
• develop and maintain standards of practice in the area of oncology pharmacy
• foster the education of pharmacists, pharmacy technicians, and other health professionals in the knowledge and practice of oncology and oncology pharmacy
• promote occupational health and safety issues for pharmacy personnel working with hazardous cytotoxic agents
• support and develop accreditation and recognition of oncology as a specialty area of pharmacy practice
• foster the development of pharmacy-based research in the practice of oncology pharmacy and related areas

Membership:

The membership of CAPhO is comprised of individual members interested in the practice of oncology pharmacy in Canada.

Executive Officers:

The Executive officers are the President, President-elect, Treasurer and Immediate Past President. The Executive Officers shall be pharmacists or pharmacy technicians currently working in oncology. All Executive Officers shall be members in good standing in CAPhO. The Executive Officers are responsible to the Executive Committee and manage and operate the Association.

Executive Committee:

The Executive Committee is comprised of the Executive Officers, the Secretary, the Communications Officer, Education Officer, two Members at Large and the NCIC Pharmacists’ Network Liaison. The Executive Committee members shall be pharmacists or pharmacy technicians currently working in oncology.

Standing Committees:

Committees are formed to recommend programs and policies to the Executive Officers. Committees are permanent and ongoing. All Committee members shall be pharmacists or pharmacy technicians currently working in oncology.

Task Forces:

To respond to changing needs of the Association and its members, task forces are formed to deal with specific issues. Task forces are dissolved once their work is complete. All Task Force members shall be pharmacists or pharmacy technicians currently working in oncology.

President
The duties and responsibilities of the President include, but are not restricted to:

• attend all meetings of the Executive Officers and Executive Committee
• represent the Association at other meetings as required
• together with the Treasurer, cosign cheques on behalf of the Association that are in excess of $1000
• preside at Executive Officers’ and Executive Committee meetings and the Annual General Meeting
• establish agenda in conjunction with Executive Committee members
• prepare and submit annual report of activities to the membership at the Annual General Meeting
• attend the National Oncology Pharmacy Symposium and participate as required
• ensure chairs are appointed for Committees and Task Forces
• ensure Terms of Reference are established for Committees and Task Forces
• review minutes and ensure clarity and accuracy
• prepare correspondence as required
• ensure maintenance and safekeeping of all official records of the Association
• maintain communication with members

President-elect
The duties and responsibilities of the President-elect include, but are not restricted to:

• attend all meetings of the Executive Officers and Executive Committee
• perform the duties of the President in the absence of the President 
• attend the National Oncology Pharmacy Symposium and participate as required
• act as secretary for Executive Officers and Executive Committee meetings
• assume the office of President at the completion of the term as President-elect

Immediate Past President
The duties and responsibilities of the Immediate Past President, include, but are not restricted to:

• meet with incoming President to ensure smooth transition of office
• conduct an information session for incoming Executive Committee members
• attend all meetings of the Executive Officers and Executive Committee
• serve as Chairperson in the absence of the President and President-elect
• serve as Chairperson of the Nominating Committee (unless the individual is running for election for another position).
• ensures the nominations and election process are executed according to the Bylaws

Treasurer
The duties and responsibilities of the Treasurer include, but are not restricted to:

• manage financial transactions as per established rules (see attached)
• together with the President, cosign cheques on behalf of the Association that are in excess of $1000
• attend all meetings of the Executive Officers and Executive Committee
• conduct banking transactions within budgetary guidelines
• authorize disbursement of funds under the direction of the Executive Committee
• review propose plans and programs with regards to financial implications for the Association
• provide updates of financial status at meetings of the Executive Officers and Executive Committee regularly
• submit an annual budget to the Executive Committee
• present a financial report to the Annual General Meeting
• arrange payments & maintain records of all expenditures and revenues for educational events
• maintain a current Expense Claim Form

Other Executive Committee members:

Committee chairs are appointed by the Executive Officers.

Secretary
The duties and responsibilities of the Secretary include, but are not restricted to:

• attend all meetings of the Executive Committee and the Annual General Meeting
• record, distribute and maintain minutes of all meetings of the Executive Committee, Annual General Meeting and other meetings as required
• maintain electronic template of CAPhO official logo and letterhead

Communications Officer
The duties and responsibilities of the Communications Officer include, but are not restricted to:

• attend all meetings of the Executive Committee and the Annual General Meeting
• coordinate publication of newsletter
• oversee third-party mailings/distribution
• act as the official liaison between CAPhO and the webmaster

Education Officer
The duties and responsibilities of the Education officer include, but are not restricted to:

• attend all meetings of the Executive Committee and the Annual General Meeting
• appoint chair(s) for the National Oncology Pharmacy Symposium (NOPS) Organizing Committee and the Professional Development Committee on the recommendation of the Executive Committee
• oversee the educational activities for CAPhO members
• oversee the NOPS Organizing Committee and the Professional Development Committee activities
• act as liaison between the CAPhO Executive and NOPS Organizing Committee and the Professional Development Committee
• assume the duties of the NOPS Chair(s) and/or the Professional Development Committee Chair if the chairperson(s) is unable to carry out their responsibilities
• in collaboration with the President, elaborate and coordinate a contract with a Meetings management company if needed

Members-at-large
The duties and responsibilities of the Members-at-Large include, but are not restricted to:

• attend all meetings of the Executive Committee and the Annual General Meeting
• represent the CAPhO membership at the Executive meetings
• participate in assigned projects
• arrange for appropriate recognition of retiring Executive member(s)
• appoint the chairs of the Awards and Membership Committees on the recommendation of the Executive Committee
• liase with the Awards Committee and Membership Committee
• assume the duties of the Awards and/or Membership committees if the chairperson(s) is unable to carry out their responsibilities

NCIC Pharmacist Network Liaison

A representative of the NCIC Pharmacists’ Network shall serve as a member of the Executive Committee. This representative shall be appointed by the NCIC Pharmacists’ Network Steering Group and shall be approved by the CAPhO Executive. The duties and responsibilities of the NCIC Pharmacists’ Network Liaison include, but are not restricted to:

• attend all Executive Committee meetings and the Annual General Meeting
• act as liaison between CAPhO and the NCIC Pharmacists’ Network
• participate as a member of the NOPS organizing committee

NOPS Chair

The current NOPS conference chair shall attend executive meetings. Their duties and responsibilities include, but are not restricted to:

• attend all Executive Committee meetings and the Annual General Meeting
• act as a liason between the CAPhO Executive Committee and the NOPS organizing committee
• provide a report to the executive at each meeting of the progress of the organization of the upcoming NOPS conference
• provide a final report to the Executive Committee at the meeting immediately preceeding the NOPS conference

Committees:

• All committee chairs and committee members shall be members in good standing of CAPhO and shall be pharmacists or pharmacy technicians currently working on oncology.
• Committee chairs are appointed by the Executive Committee.
• Committee chairs shall recruit committee members as required.
• Committee chairs shall attend all Executive Committee meetings.
• Terms of reference or duties and responsibilities are established by the Executive Committee in collaboration with the committee chairs and shall be reviewed and updated annually but the committee chair.
• The committee chair shall conduct meetings.
• The committee chair shall submit an annual summary of activities to the Executive Committee.
• Funding for annual or special events shall be granted on an annual basis. The committee chair shall ensure an annual budget is submitted to the Treasurer.
• Correspondence on behalf of the Association should be copied to the President. Official Association letterhead/logo should be used.

NOPS Organizing Committee

The NOPS Organizing Committee's duties and responsibilities include but are not restricted to:

• Organize the National Oncology Pharmacy Symposium (NOPS)
• liaise with the contracted meeting management company
• hold regular conference calls to plan the symposium
• submit an annual budget to the Treasurer
• solicit sponsorship for symposium events
• establish program of NOPS and find speakers
• publicize event to members and others
• contract room and food with hotel
• ensures availability of audio-visual equipment for the symposium events
• submit material for newsletter as appropriate
• arrange payments & maintain record of all expenditures and revenues (financial transactions outside the budgeted sums shall receive prior approval by the Treasurer)
• report regularly to the Education Officer
• review committee terms of reference annually and update as necessary

Professional Development Committee

The NOPS Organizing Committee's duties and responsibilities include but are not restricted to:

• coordinate additional educational events for the CAPhO membership, as required.
• submit an annual budget to the Treasurer
• submit material for newsletter as appropriate
• review committee terms of reference annually and update as necessary
• report regularly to the Education Officer

Awards Committee

The Awards Committee's duties and responsibilities include but are not restricted to:

• attend all meetings of the Executive Committee
• coordinate the Awards Program of the Association
• submit an annual budget to the Treasurer
• solicit sponsorship for awards program
• conduct a call for applications
• conduct a selection process
• correspond with all applicants following completion of selection process
• coordinate with Treasurer the payment of grant monies to successful applicants
• submit material for newsletter as appropriate
• arrange payments & maintain record of all expenditures and revenues (financial transactions outside the budgeted sums shall receive prior approval by the Treasurer)
• report regularly to Member at Large
• review and update the terms of reference for the awards committee annually
• current awards include:
  • ISOPP travel award(s)
  • NOPS poster award(s)
  • CAPhO Distinguished Service Award
  • CAPhO Past President Award

Nominating Committee

• coordinate, with the Past President, the call for nomination and election process according to bylaws.

Membership Committee

The membership of CAPhO is comprised of individual members interested in the practice of oncology pharmacy in Canada. The purpose of the Membership Committee is to develop, promote and build the value of membership in CAPhO. The Membership Committee’s duties and responsibilities include, but are not restricted to:

• the chair shall attend all meetings of the Executive Committee
• creating activities that shall maintain and expand the membership and enhance involvement of members in governance and committee structures of CAPhO
• maintain a current , accurate, and accessible database of members
• review and update the terms of reference for the Membership Committee annually.
• submit an annual budget to the Treasurer

Financial Rules

The finances of the Canadian Association of Pharmacy in Oncology shall be the responsibility of the elected Treasurer of the Association.

Budget

At the beginning of each fiscal year, the Treasurer will draft a budget for the Association. The budget will be developed in cooperation with other members including Committee Chairs. The Treasurer will review propose plans and programs with regards to financial implications for the Association.

The budget will be passed by the Executive Committee by majority vote. Voting by the Executive Committee may be performed by a show of hands or by secret ballot (in person or by using mail, electronic mail or fax returns). The outcome of the vote will be documented in the minutes of a Executive Committee meeting.

If the budget is not accepted, it must be modified until a majority vote can be achieved.

Annual Financial Statement

At the end of each fiscal year, all transactions will be summarized into an annual Financial Statement for the Association.

At the end of each fiscal year, the Treasurer will arrange for an independent audit of the financial statement. The audited financial statement will be presented to the membership at the Annual General Meeting.

Specific financial matters may be raised for discussion, motions and votes by any member. Resolution of these matters will become incorporated into the financial rules as indicated.

Any significant difference between the budget allowance and the actual expenditures for any account will be described in the explanatory body of the Annual Financial Statement.

The current account of the Association will be established so that signing privileges will include at least 2 members of the Executive Officers (one of who is the CAPhO Treasurer).

Members with cheque signing privileges will submit to the CAPhO Treasurer or its agent, regular statements of the cheques they have issued, accompanied by receipts or written explanations for the monies spent.

All monies received for membership dues will be acknowledged by an official receipt from CAPhO.

Any transaction outside the budgeted sums shall receive prior approval by the Treasurer. Any transaction outside the budgeted sums in excess of $2000 requires approval of the Treasurer and at least one other Executive Officer.

CAPhO committee may also establish current accounts if necessary, to pursue their respective duties/projects. CAPhO may issue grants from time to time to maintain a minimal working balance in the account. All monies in these accounts will be included in the Annual Financial Statement.

Any financial transaction in excess of $1000 requiring a cheque for payment shall be cosigned by the Treasurer and the President of the Association.

Any transaction which has not received prior budget approval and is in excess of $2000 requires approval of the Treasurer and one other Executive officer.

The Treasurer is responsible for safe deposit or investment of any monies belonging to the Association. Investments shall be organized so that adequate funds remain available for routine operating expenses of the Association.

Committee financial transactions

Committee Chairs shall be responsible for submitting any Budget requests 60 days in advance of the Annual General Meeting to the CAPhO Treasurer.

Routine management of a committee's (or task force) financial transactions may be performed by an agent of the Treasurer, as approved by the Treasurer and the Committee Chair. The agent is another member of CAPhO.

Expected financial transactions to be performed by an agent shall be reported to the Treasurer by submitting an annual budget. Any transaction outside the budgeted sums shall receive prior approval by the Treasurer.

Committee expenses for each fiscal year shall be submitted within 1 month of the end of the fiscal year for reimbursement.

Committee members incurring expenses on Association business shall be entitled to have their reasonable expenses reimbursed by the Association.

Reimbursement of expenses

Members incurring expenses on Association business shall be entitled to have their reasonable expenses reimbursed by the Association.

The expense claim form must be completed and submitted with accompanying receipts within 30 days of the event.

Reimbursement guidelines are as follows:

• accommodation: the standard single room rates of the convention hotel will be reimbursed. When accompanied by a spouse, the added cost of double occupancy and meals must be deducted from the hotel bill when submitting the expense claim.
• meals: the cost of personal meals, other than those provided by the Association, will be reimbursed to the current maximum daily allowance stated on the Expense Claim Form.
• transportation: the maximum allowable expense shall be reimbursed according to the allowable expense on the Expense Claim Form
• miscellaneous: telephone calls, printing, photocopying, postage, parking expenses incurred on behalf of the Association shall be reimbursed upon receipt of proof of payment. Extra expenses incurred such as entertainment, personal telephone calls, movies, etc. shall not be covered.

Persons traveling on Association business are entitled to transportation, accommodation and services which meet reasonable and adequate standards of convenience, safety and comfort. In applying this general policy it is hoped that the same care will be exercised in incurring expenses as would be used if traveling at personal expense.

Reimbursement requests, other than those approved during the budget process, must be submitted to the Treasurer prior to the event.

Canadian Association of Pharmacy in Oncology

Categories of Membership

Active Members are persons with health related professional qualifications who support the objectives of and pay fees to the Association

Corporate Members are corporations who support the objectives of and pay fees to the Association

Applications

Applications for membership shall be in a form prescribed by the Executive Committee and shall be accompanied by the prescribed fees.

Fees

The membership year shall commence on January 1.

Membership fees shall apply to the membership year for which they are paid.

Fees of existing members shall be due on January 1 of each year, after which date a member whose fees remain unpaid shall be deemed to be in default and shall not be entitled to privileges of membership.

Changes in fees shall come into effect only after approval from the members.

Executive Officers

The Executive Officers of the Association shall be:

• a President
• a President-elect
• a Past President
• a Treasurer

Quorum

A majority of Executive Officers shall constitute a quorum at any meeting of Executive Officers

Voting

Each Executive Officer shall have a vote. Voting rights of all officers shall be equal.

The method of voting shall be as specified under article 7.4.4.

Meetings

The Executive Officers shall hold a meeting at the call of the President. Special meetings may be called by the President or by the majority of Executive Officers. Notice of meetings shall be communicated to each Executive Officer not less than seven days before such meeting is held.

Meetings of the Executive Officers may be held without formal notice if all Executive Officers are present or those absent have signified their consent to such meeting being held in their absence.

Meetings of the Executive Officers may be held by means of a conference telephone or other communication equipment by means of which all persons participating in the meeting can hear each other.

Minutes of the Executive Officers meeting shall not be distributed to the general membership of the Association, but shall be distributed to the Executive Committee.

Duties and Responsibilities of Executive Officers

The Executive Officers shall manage & operate the Association. They may do all things not otherwise prohibited which in their opinion shall best carry out the objectives of the Association.

The Executive Officers shall consider and take action upon all matters delegated to it by the Executive Committee and all matters which require attention between meetings of the Executive Committee.

The Executive Officers shall perform duties incident to their office and report to general meetings.

The Executive Officers shall have the following duties: The President shall be the principle elected official of the Association. The President shall preside at all meetings of the Association and shall be the spokesperson for the Association. In the absence of the President, the President-elect shall assume the duties of the President.

The Treasurer shall be responsible for submitting an annual budget, and shall present a financial report at the Annual General Meeting.

Remuneration

Executive Officers shall not receive remuneration for their work for the Association, but shall be entitled to have their reasonable expenses reimbursed by the Association.

The Executive Committee shall consist of:

• The President
• The President-elect
• The Past President
• The Treasurer
• Education Officer
• Two Members-At-Large
• NCIC Pharmacists’ Network Liaison
• Communications Officer
• Secretary

Term of Office

Committee Chairs shall be appointed for a two year term and may be reappointed for another two years at the time of, or immediately following, the Annual General Meeting.

The President-elect, President and Past President shall hold office for a two-year term. The Treasurer shall hold office for a two-year term and can be re-elected for a maximum of another two years.

Non-elected Executive Committee Members (Secretary, Members-at-large, Education Officer, Communications Officer) shall hold a term of 3 years which may be renewed at the discretion of the President.

Such terms shall commence with the installation of Officers at the Annual General Meeting and terminate at the installation of Officers of the second annual meeting thereafter.

Quorum

A majority of members of the Executive Committee shall constitute a quorum at any meeting of Executive Committee. Where no quorum is present, notice of a further meeting shall be communicated to all Executive Committee members giving not less than ten days notice, and no quorum shall be necessary.

Voting

Each Executive Committee member shall have a vote. Voting rights of all members shall be equal.

The method of voting shall be as specified under article 7.4.4.

Meetings

The Executive Committee shall hold not less than two regular meetings each year. Special meetings may be called by the President or by the majority of Executive Committee members. Notice of meetings shall be communicated to each member of the Executive Committee not less than seven days before such meeting is held.

Meetings of the Executive Committee may be held without formal notice if all members of the Committee are present or those absent have signified their consent to such meeting being held in their absence.

Meetings of the Executive Committee may be held by means of a conference telephone or other communication equipment by means of which all persons participating in the meeting can hear each other.

Minutes of the Executive Committee meeting shall be made available to the general membership of the Association.

Duties and Responsibilities of the Executive Committee

The Executive Committee shall control the property and affairs of the Association.

Remuneration

Executive Committee members shall not receive remuneration for their work for the Association, but shall be entitled to have their reasonable expenses reimbursed by the Association.

Annual General Meeting

The Association shall convene a meeting of its members annually, and this meeting shall be called the Annual General Meeting and shall be held in Canada.

Special Meetings

Special Meetings of the Association may be called at any time by the President with the approval of the Executive Officers. The President shall call a special meeting if at any point they receive receipt of a written demand by no less than 5% of the voting members of the Association which states the business to be transacted at such a meeting.

Notice of a special meeting shall be communicated at least 30 days prior to the special meeting to all active members of the Association.

Quorum

At any General Meeting of the Association, 15% of the total active membership present in person shall constitute a quorum. Where no quorum is present, those members present may declare a quorum.

Voting

Only active members may vote at meetings of the Association. At any meeting of member, each member shall be entitled to give one vote. There shall be no voting by proxy.

At all meetings of members, every question shall be decided by a majority of the votes unless otherwise required by the bylaws of the Association or by law.

Every question shall be decided in the first instance by a show of hands unless a secret ballot is demanded. Upon show of hands, every member present in person shall have a vote and, unless a secret ballot is demanded, a declaration by the chairperson that a resolution has been carried or not carried. An entry to that effect in the minutes shall be sufficient evidence of the fact without proof of the number or proportion of the votes recorded in favor of or against such resolution. In the event of a tie vote the motion shall be defeated.

When issues are to be voted on at times other than meetings of the Association, a mail ballot may be used to obtain membership's input.

Nominating Committee

A Nominating Committee of three Active members shall be appointed by the Executive Officers.

Members of the Nominating Committee shall be appointed for no more than two consecutive years.

Any member of the Nominating Committee wishing to stand for office in the Association must first resign from the Nominating Committee.

Call for nominations

A call for nominations shall be mailed to all members of the Association at least 30 days prior to the election.

Only active members are eligible to nominate for election, vote, or stand for election in the Association.

Positions for which nominations are to be sought are:

President-elect
Treasurer

Nominations for elections shall be in writing and be signed by the nominee. Each nomination shall be submitted to the Nominating Committee prior to the commencement of the Annual General Meeting.

Vacancies

A Executive Officer's seat shall be deemed vacant if an officer:

• ceases to be a member in good standing of the Association
• resigns
• dies

Where a vacancy occurs, the Executive Committee may appoint a successor from among qualified members of the Association and such appointee shall hold office until for the remainder of the term or until an election can take place.

Election Date

Membership shall elect Officers at the time of the Annual General Meeting. The election may be held during the Annual General Meeting or by mail immediately prior to the Annual General Meeting.

Election Procedure

The Chairperson of the Nominating Committee shall conduct the election, which shall be by secret ballot.

The candidate receiving the highest number of the cast ballots shall be declared elected. In the event that there is a tie between two winning candidates, the President shall break the tie.

Where a question arises with regard to the election(s) (including validity of the election(s)) that is not provided for in these Bylaws, the Chairperson of the Nominating Committee shall decide the question in the Chairperson's sole discretion.

If for any reason the President-elect is unable to assume the office of President, an election for President shall be held. The current President shall remain in office until the election has been held. The term of the current President may be extended for a period defined by the Executive Committee.

If for any reason the President is unable to assume the office of Past President, the most recent available Past President shall assume the position.

Fiscal Year

The fiscal year of the Association shall be January 1 to December 31. The Executive shall submit to each Annual General Meeting an accounting of the funds received and expended during the financial year completed preceding such meeting.

Amendment of Bylaws

The Executive Committee may repeal or amend or re-enact this or any bylaw of the Association, but such repeal or amendment or re-enactment shall remain in force only until a general meeting is called for the purpose of considering same of the next Annual General Meeting, and if the said change is not then adopted and confirmed by a vote of the Active members present it shall cease to be in force from the date of such meeting.

Notice of amendment to Bylaws

Notice in writing of any proposed changes in the Bylaws of the Association to be presented at the Annual General Meeting, shall be distributed to the general membership at least one month prior to such meeting.

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