PACIFIC COAST OBSTETRICAL AND GYNECOLOGICAL SOCIETY

BYLAWS, STANDING RULES, and POLICIES 

 

 

MISSION STATEMENT

 

The Pacific Coast Obstetrical and Gynecological Society is composed of physicians who are dedicated to excellence in the field of obstetrical and gynecological health care. These physicians will:

·       Be of honorable character and reputation,

·       Promote cooperative efforts and unity between private practitioners and those in the academic sector,

·       Advance scientific knowledge related to the specialty of Obstetrics and Gynecology,

·       Provide Continuing Medical Education for its participating Fellows,

·       Support physicians in training so as to encourage careers in Obstetrics and Gynecology, and

·       Address issues which impact health care delivery including social issues, disparities that affect practitioners and patients, as well as the education of patients in regards to their health.

 

BYLAWS

 

ARTICLE I 

Membership

 

Section 1. The membership of this Society shall be composed of those whose scientific and personal attributes contribute to the progress of this branch of medical science. Membership shall presuppose a continuing obligation to participate in the society's scientific programs, administration, and camaraderie. It shall consist of (a) Fellows, (b) Non-Resident Fellows, (c) Retired Fellows and (d) Honorary Fellows.

 

(a)  Fellows. The Fellowship shall be composed of Fellows, who are graduates of medical schools acceptable to the Board of Directors and who reside in the states (or province) of Alaska, Arizona, British Columbia, California, Hawaii, Idaho, Nevada, Oregon, Utah, and Washington. At the time of presentation as a Society Guestthey shall have limited their professional activities to within the field of obstetrics and/or gynecology for at least five (5) years, after completion of residency training, and shall be diplomats of the American Board of Obstetrics and Gynecology or the American Osteopathic Board of Obstetrics and Gynecology.  In addition to all rights and interests hereinafter enumerated, Fellows are eligible to hold office and vote. 

 

(b)  Non-Resident Fellows. A Fellow who has moved from the geographical area of the Society shall be eligible for Non-Resident Fellowship upon request. The Fellow shall notify the Secretary/Treasurer of the move outside the geographic area of the Society which transfers the Fellow to Non-Resident status. Non-Resident Fellows are not subject to dues or assessments. They shall pay a registration fee, to be set by the Board of Directors, when attending the Annual Meetings. A Non-Resident Fellow relocating in the geographic area of the Society shall be reinstated as a Fellow or Retired Fellow as appropriate.

 

(c)  Retired Fellows. Fellows who discontinue their medical career activities may become Retired Fellows upon notifying the Board of Directors of their retirement. Retired Fellows shall be entitled to all the rights of Fellows. They shall pay reduced annual dues as determined by the Board of Directors. They shall pay the meeting registration when attending an Annual Meeting.

 

(d)  Honorary Fellows. Distinguished gynecologists and obstetricians or other scientists who have appeared before this Society but are not eligible for Fellowship may be recommended by the Board of Directors for election to Honorary Fellowship as prescribed in these Bylaws. They shall enjoy all the privileges of Fellows but may not hold office or vote and shall not be subject to dues or assessments. They shall pay a registration fee when attending an Annual Meeting.

 

e). The income of the Society shall be derived from annual dues and assessments which shall be determined by the Board of Directors. Dues for the upcoming year shall be established by the Board of Directors at the Second Board of Directors meeting during the Annual Meeting. Fellows who are (1) semi-retired and (2) have reached the age of 65 years may pay half (50%) of the Fellow’s dues and shall retain their status as PCOGS Fellow. Retired Fellows shall pay dues as mentioned in Article 1, Section C and will retain their status as PCOGS Fellows. Payment dates for dues and assessments shall be determined by the Secretary-Treasurer. Assessments may be imposed by the Board of Directors on Fellows and Non-Resident Fellows whenever such shall be deemed necessary to sustain the financial integrity of the Society. All Fellows attending the Annual Meeting shall pay a registration fee, the amount to be determined by the Board of Directors. Supplemental financial support for the Annual Meeting in the form of educational grants as well as exhibitor sponsorships may be solicited from industry if such solicitations for educational support are carried out under a protocol approved by the Board of Directors and in compliance with guidelines of The Accreditation Council for Continuing Medical Education.  

 

f.  Guest Charges. All Caucus, Society and Personal guests will be required to pay the registration fee. Guests of the Board of Directors may be exempt from the payment of registration fees at the discretion of the Board.

 

g.  Any Fellow who is called into active military service shall be relieved of all dues and assessments while in such service.

 

h. Payment dates for dues and assessments shall be determined by the Secretary-Treasurer. However, Fellows who have not paid their annual dues by the conclusion of the yearly Annual Meeting shall be in arrears. If, after reasonable attempts at notification, delinquent dues are not paid by January 1 following the Annual Meeting, the Fellow in arrears may be dropped from membership at the discretion of the Board after discussion at the Interim Board Meeting.

 

i. Lapses in Membership

Fellows who are in good standing at the time and who allow their membership to lapse may be allowed to reactivate their membership upon the following:

• ·       A request should be submitted to the Board in writing for approval
• ·       They should pay a one-year penalty of current dues
•  

j. Minutes of the two Annual Business Meetings, the Minutes of the three Meetings of the Board of Directors, published Newsletters and the Program of the Annual Meeting will be available via the Society’s website to all Fellows, Non-Resident Fellows, Retired Fellows and Honorary Fellows.

 

Section 2. Regional Areas and Regional Caucuses.

(a)  The geographical area encompassed by the Society (Article I, Section 1 (a) shall be divided into regional areas as follows:

           (1)  Seattle (To include the states of Washington, Alaska, Northern Idaho above latitude 45 degrees, and the Province of British Columbia, Canada),

           (2)  Portland (To include the States of Oregon and Idaho below latitude 45 degrees),

           (3)  San Francisco (To include the states of Hawaii and Utah, the northern half of California including the area delineated by a line from the southern boundary of Carmel Valley extending eastward to the southern boundaries of Fresno and then past the southern edge of Ely to the Eastern border of Nevada).

           (4)  Los Angeles (To include the portion of California northward stopping at the border of the San Francisco Caucus and extending south to a line drawn from the Southern edge of Orange County extending eastward to the southern border of Coachella and then to the Arizona border and the southern half of Nevada below the border of the San Francisco Caucus).

           (5)  San Diego/Arizona (To include the State of Arizona and the portion of California below the southern boundary of the Los Angeles Caucus).

 

Each Regional Area shall have a membership consisting of the Fellows residing in that area. Retired Fellows of the Society may choose to remain in the regional area they participated in as Active Fellows or choose to join the caucus in which they newly reside. The membership in each Regional Area shall be designated as a Regional Caucus.

 

Each Regional Caucus shall have a Chair elected at the Annual Meeting A Fellow shall serve as Caucus Chair for three years and may be re-elected for additional terms by that Caucus.

 

The Caucus Chair shall be responsible for arranging and conducting all business activities of the respective caucus.They shall follow Caucus rules as outlined in the Bylaws including Article I, Section 5 as well as the Bylaws and Standing Rules. Additionally, each Caucus Chair shall serve on the Board of Directors and, in this position, shall provide direct liaison between the respective caucus and the Board of Directors.

 

(b)  The Caucus which holds the Annual Meeting shall assist the President and relevant committees in arranging the Annual Meeting.

 

Section 3. Admission to membership. Admission to membership shall occur in the sequential manner described below:

• (a)            Recommendation for Caucus Guest:  Any Fellow or Retired Fellow in a regional area may recommend an individual living in that area for consideration as a Caucus Guest by submitting their recommendation and curriculum vitae of the individual to the Caucus Chair. The Board of Directors shall likewise have the privilege of recommending individuals to any Caucus for consideration.

(b)           A Caucus may also nominate a Caucus Guest in another Caucus by recommending that individual to the appropriate Caucus Chair along with their Curriculum Vitae.

 

Each recommended individual shall qualify for Fellowship in accordance with Article 1 Section 1 (a-d), of the Bylaws, and Article I Section 3(a). The individual's qualifications and credentials shall be reviewed and certified by the Caucus Chair prior to presentation to the Caucus.

 

(b)  Nomination for Caucus Guest. Each Caucus shall convene at least annually to discuss each individual recommended as a Caucus Guest, and to select those to be voted upon as nominees. The Caucus Chair will be responsible for researching their personal and professional qualifications. The Caucus members shall thereafter vote on the proposed nominees by electronic or mail ballot. Any proposed nominee receiving an adverse vote exceeding ten (10) percent of the ballots cast may not be acceptable for consideration as a Caucus Guest for that year. A mechanism allowing for a just decision with opportunity for remediation has been established:

           1. All adverse votes shall be submitted in writing and signed

2. The Caucus Chair shall promptly discuss the reasons for the adverse vote(s) with the President of the Society who will provide oversight.

3. The President of the Society shall promptly communicate to the Caucus Chair the findings regarding whether the adverse votes are justified and whether there are possible remedial actions

4. The Caucus Chair shall communicate the outcome of this oversight to the Nominee as well as to those rendering an adverse vote.

 

If the adverse votes are accepted and no remedial action is deemed warranted the potential Nominee will not be invited back in subsequent years. If a remedial action is recommended the President will also report this to the Board and the Society Administrator to establish a record for future reference. The Caucus Chair shall be responsible for supervising and reporting on the success of the remedial action and shall recommend to the President when the requested improvements or actions are completed.

 

The Caucus Chair shall inform the Caucus of the those receiving successful results of the vote and shall submit the list of nominees, together with their curricula vitae, to the Secretary-Treasurer at least four (4) weeks prior to the Interim Meeting of the Board of Directors.

 

(c)  Selection of a Caucus Guest. The Board of Directors shall approve the proposed candidates for Caucus guest to be selected from each regional area on an annual basis. The Secretary-Treasurer will invite these individuals to attend a subsequent Annual Meeting as Caucus Guests.

 

(d)  Nomination for Society Guest. Each Caucus shall annually review the list of their previous Caucus Guests and select those to be voted upon as nominees for Society Guest at a subsequent Annual Meeting of the Society. The Caucus members shall thereafter vote on the proposed nominees by electronic or mail ballot. Any candidate receiving an adverse vote exceeding ten (10) percent of the ballots cast may not be acceptable for consideration as a Society Guest for that year. A mechanism allowing for a just decision with an opportunity for remediation has been established:

           1. All adverse votes shall be submitted in writing and signed

2.  The Caucus Chair shall promptly discuss the reasons for the adverse vote(s) with the President of the Society who will provide oversight.

3. The President of the Society shall promptly communicate to the Caucus Chair the findings regarding whether the adverse votes are justified and whether there are possible remedial actions

4. The Caucus Chair shall communicate the outcome of this oversight to the Nominee as well as to those rendering an adverse vote.

 

If the adverse votes are accepted and no remedial action is deemed warranted the potential Nominee will not be invited back in subsequent years. If a remedial action is recommended the President will report this to the Board and the Society Administrator so as to establish a record for future reference. The Caucus Chair shall be responsible for supervising and reporting on the success of the remedial action and shall recommend to the President when the requested improvements or actions are completed.

 

The Caucus Chair shall inform the Caucus of the those receiving successful results of the vote and shall submit the list of nominees, together with their curricula vitae, to the Secretary-Treasurer at least four (4) weeks prior to the Interim Meeting of the Board of Directors.

 

(e)  Selection of a Society Guest. The Board of Directors shall approve the proposed candidates for Society Guests to be selected from each regional area on an annual basis. The Secretary-Treasurer shall invite them as a Society Guest to attend the subsequent Annual Meeting two years after their attendance as a Caucus Guest. A curriculum vitae of each individual accepting an invitation as a Society Guest will be available upon request to Society Fellows.

 

Any individual invited as a Society Guest who declines the invitation or who is unable to participate in the scientific program at the Annual Meeting to which the individual was invited may be reconsidered for invitation. The Board may grant an appropriate deferment for a personal emergency or for an unforeseen delay in a circumstance where the Society Guest made a good faith effort to comply with manuscript production. Only individuals who have attended an Annual Meeting as a Caucus Guest may be considered for invitation as a Society Guest.

 

Should the Program Committee and the Board of Directors require additional presentations at an Annual Meeting an invitation to participate in the scientific program may be offered to current Caucus Guests at the following Annual Meeting. If recommended by their host Caucus, the Program Committee, and approved by the Board of Directors they would attend as a Society Guest. The presentation shall meet the Society’s requirement for participation in the scientific program. The Guest will become a Society Guest and their approval shall then occur as for any other Society Guest. Nomination for Fellowship will occur as outlined in Article I, Section 3 (g).

(f)  Presentation by Society Guests and Guests of the Board of Directors. Those accepting an invitation to participate in the scientific program at the Annual Meeting of the Society as Society Guests or Guests of the Board of Directors in anticipation of membershipshall be required to present an original work orally unless a presentation in poster format is requested by the Program Committee and approved by the Board.  Prior to the Annual Meeting presentations by Society Guests and Guests of the Board of Directors shall be submitted in manuscript form by the deadline established by the Program Committee.  

 

(g)  Nomination for Fellowship. Immediately following each Annual Meeting, the Board of Directors shall select from the group of Society Guests at that meeting those who will be proposed to the Society as Nominees for Fellowship.

 

(h)  Election to Fellowship. Within fourteen (14) days after each Annual Meeting the Secretary shall send to the Fellows and Retired Fellows a ballot listing the Nominees for Fellowship. Balloting is handled using an electronic balloting process to collect votes and analyze the ballot results.

 

If the adverse vote for any nominee for Fellowship exceeds ten (10) percent of the ballots cast, that nominee may not be accepted for Fellowship. 

 

Amechanism allowing for a just decision with an opportunity for remediation has been established:

           1. All adverse votes shall be submitted in writing and signed.

2. The President of the Society will investigate the adverse votes. This may include interviews of the candidate and of those who cast an adverse vote. The President shall discuss the findings and obtain the opinion of the relevant Caucus Chair and any other Fellows who may have pertinent information.

3. The President of the Society shall communicate to the Board the findings regarding whether the adverse votes are justified and whether there are possible remedial actions. The Board members should render their opinion to the President promptly. A lack of consensus may be cause for scheduling a special meeting.

4. The Caucus Chair shall communicate the findings to the Nominee. The President is not required to disclose the decision with those who cast an adverse vote.

 

If the adverse votes are accepted and no remedial action is deemed warranted the potential Nominee will not be invited back in subsequent years. If a remedial action is recommended the President shall report this to the Board and the Society Administrator to establish a record for future reference. The Caucus Chair shall be responsible for supervising and reporting on the success of the remedial action and shall recommend to the President when the requested improvements or actions are completed.

 

Fellowship shall be conferred on all other nominees. The Secretary-Treasurer shall inform the successful nominees and the Society of the results of the vote and shall provide direction to each new Fellow the location of the Articles of Incorporation, Bylaws, and the Transactions of the Society via the Website.

 

(i)  Election to Honorary Fellowship. Nominations for Honorary Fellowship shall be made by the Board of Directors and shall require approval by a majority vote of the Fellows voting by an electronic balloting process.

 

Section 4. Classification and Selection of Guests.

(a)  Caucus Guests and Society Guests shall be selected by the processes described above. Only Guests in these categories shall be considered as potential candidates for membership in the Society.

(b)  Board of Directors' Guests shall be selected by the Board for the special benefits to the Society anticipated by their presence.

(c)  Personal Guests, those of individual Fellows or Retired Fellows, shall be selected and invited by the Board of Directors. The Secretary-Treasurer shall confirm the intention and availability of both the invitee and the host to attend the Annual Meeting. The President and Secretary-Treasurer may substitute for the Board of Directors regarding selection and invitation if expediency is required.

 

Section 5. Caucus Duties

 

• (a)            The Caucus Chair shall understand and explain the method of nomination of individuals for Caucus and Society guests.  They shall also explain the protocol for invitation of Personal Guests.
• (b)           The Caucus shall follow voting procedures and other rules as mentioned in the Bylaws and Standing Rules.
• (c)            The individual Caucuses shall meet after the Fall meeting in order to conduct Caucus business.
• (d)           Caucus recommendations for Caucus Guests and Society Guests will follow Society Bylaws.
• (e)            The Caucus Chair shall determine the optimal method of voting for Caucus Guests. The Caucus may use an electronic process for voting.
• (f)             The Caucus shall choose a Caucus Arrangements Chair for their upcoming meeting no later than 4 years prior to that meeting. They shall be mentored by the Caucus Chair and the Society Arrangements Committee.
• (g)           The Caucus shall determine their appropriate dues on a yearly basis.
• (h)           The Caucus shall focus on enhancing recruitment of new members as a priority.
• (i)             The Caucus is encouraged to conduct social activities within their geographic boundaries, such as coffees, desserts, or similar events for introducing potential guests to the Society.

 

Article II

Management

Section 1. The Board of Directors shall manage the business affairs of the Society.

 

Section 2. The Board of Directors shall be composed of (a) the officers of the Society which include the President, President-Elect, Secretary-Treasurer, and the Assistant Secretary, (Article IV, Section 1).  Also included are the Past President, the Caucus Chairs, the Editor of Scientific Proceedings, the pertinent Arrangements and Program Chairs for upcoming meetings, the Finance Chair, the CME coordinator, the Chair of Industry, the Historian, the AV Manager and two Members at Large.

a.     Members at Large shall be Fellows of the Society for less than 5 years at the time of nomination and election and will serve a three-year term. A Fellow may not serve as the Member at Large for more than a single 3-year term.

 

Section 3. It shall be the duty of the Board of Directors to administer the ordinary and routine affairs of the Society. These duties shall provide for comprehensive oversight of the Society’s functions including, but not limited to:

 * Maintaining financial stability

 * Promoting Scientific excellence.

 * Providing high quality Continuing Medical Education

 * Monitoring and encouraging the membership process

 * Encouraging the ability of Fellows to develop strong social bonds

 * Acting as advocates and addressing issues which impact health care delivery

 

The Board of Directors shall meet at sufficiently frequent intervals to enable it to perform its duties efficiently. Minutes of its meetings, kept by the Secretary-Treasurer or Assistant Secretary or, in their absence, by a substitute appointed by the Board, shall be distributed to all Fellows and to those Non-Resident, Retired and Honorary Fellows via the website.

 

In addition, the Board of Directors shall create, maintain, amend, and enforce the policies and procedures for the Society. These policies and procedures shall be reviewed on a regular basis by the Bylaws Committee. Policies and procedures may be amended at any meeting of the Board of Directors by a majority vote of the Board of Directors, provided that written notice of the proposed amendments shall be provided to each member of the Board of Directors not less than two weeks (14 days) prior to such meeting.

 

Section 4. All voting by the Board of Directors shall be by those members who are present, either attending in person or electronically. At all Board meetings, a quorum shall consist of the President or President-Elect plus eight (8) other Directors.

 

Section 5. Any Director of the Society may be removed from office by a two-thirds vote of the Fellows who are entitled to vote in any regular or special meetings of the Fellowship of the Society. Notice of the proposed removal of a Director must be given to such Director prior to the date of the meeting at which such removal is to be voted upon. Such notice to the Director must state the cause of the proposed removal.

 

Section 6. An unexcused absence from two (2) consecutive meetings of the Board of Directors, whether attended in person or electronically, may be due cause for removal of a that Fellow after consideration by the Board of Directors.

 

Section 7. Any vacancy at a regular meeting of the Board of Directors by reason of the death, resignation, or removal of a Director shall be filled by such person as the remaining Board of Directors may appoint. This appointee shall serve during the unexpired term of the regular Director whose position has been vacated.

 

Section 8. The Board of Directors shall meet at the beginning and end of each Annual Meeting as set by the Board and at an annual Interim Meeting of the Board of Directors in March. Special meetings of the Board may be called by a majority of the members of the Board of Directors. Notice of a special meeting shall be sent electronically to each Fellow at least seven (7) days prior, stating the place, date, hour, and the business for which the meeting is called. Board Meetings shall be held with participating parties present in person or electronically. Should an urgent or emergent action be required both the President and the Secretary Treasurer are required to notify the Board within 3 days and obtain approval by a two-thirds majority vote. If approval is not obtained the Board is required to call for a Special meeting.

 

Section 9. Le Cocq Lifetime Achievement Award. The Board of Directors, in honor of Dr. Frank Le Cocq, may choose to award the LeCocq Lifetime Achievement Award to those Fellows who have provided outstanding leadership and service to the Society.  The recipient shall pay a registration fee when attending an Annual Meeting.

 

Section 10. The Board of Directors will establish the honorarium award and covered expenses for the Presidential Choice Lecture and for the Keynote Presentation.  The expenses shall be borne by the Society’s General Funds.   

 

Article III

Meetings

Section 1. Regular Meetings. The Annual Meeting of the Society shall be held at such time and place as the Board of Directors shall designate. The meeting shall consist of both scientific and business sessions. The next place of meeting shall be announced at the end of the Annual Meeting.

 

(a)       Scientific Sessions. An agenda of Scientific Presentations, developed by the Program Committee, shall be the focus of each Annual Meeting. Abstracts of these presentations shall be available to Fellows, Retired Fellows, and Honorary Fellows, via the Society’s website. and distributed to all registrants of the Annual Meeting.

(b)      Submitted Manuscripts. All presentations submitted for inclusion in the scientific program, as well as oral or poster presentations, by Society Guests, Guests of the Board of Directors who are candidates for membership and Fellows, shall be submitted in manuscript format to the Program Committee and the Editor of Scientific Proceedings. These submissions shall represent original work, data or information not previously published or presented at a regional or national meeting unless approved by the Board of Directors. All manuscripts shall be submitted by the deadline established by the Program Committee. Special presentations such as guest speakers, panel discussions or special review presentations may be exempted from manuscript submission by the Program Committee.

 

Papers included in the scientific program shall be presented by the author as chosen by the Program Committee.

 

Any author accepting a place on the program and without valid reason, as determined by the Board of Directors, who fails to present their paper at the time designated, shall not be permitted to have it read by a substitute. The Program Committee and the Board of Directors shall determine if and when they may be invited to present again.

           (c)  Business Meeting. At each Annual Meeting there shall be two (2) Business Meetings for the transaction of the business of the Society. The order of business shall be set forth by the President.

(d) The time of the Business Sessions shall be published in the program distributed prior to each Annual Meeting to which all Fellows are invited.  

 

           (e)  Transactions. The scientific presentations at the Annual Meeting, as well as the Minutes of the Annual Business Meetings and all the meetings of the Board of Directors that year, shall be included in an annual publication entitled "Transactions of the Pacific Coast Obstetrical and Gynecological Society". This shall serve as the permanent record of the Society and, annually, shall also include a roster of Fellows, obituaries of deceased Fellows, a copy of the Articles of Incorporation, the Bylaws of the Society, the Standing Rules, and any other items as the Board of Directors may designate. Editing of the Transactions shall be the responsibility of the Assistant Secretary. The Transactions will be published on the Society’s website.

 

           (f) Mailings of the Society may be in printed or electronic form at the discretion of the Board of Directors.

 

Section 2. Special Meetings of the Fellows. A special meeting may be called at any time by the President or by a majority of the Board of Directors, or upon written request of twenty (20) Fellows, at a convenient time and place to be designated by the Board of Directors. Notice of a special meeting shall be sent electronically or by mail to each Fellow at least fifteen (15) days prior, stating the place, date, hour, and special business for which the meeting is called, and no other business shall be conducted except that stated in the call for the meeting.

 

Section 3. Quorum. At all meetings of the Society, a quorum shall consist of thirty (30) Fellows.

 

Section 4. Electronic Meetings. If needed, the Annual Meeting of the Society may be held electronically. The rules regarding electronic meetings shall be specified in the Standing Rules, Number 14.

 

Article IV

Officers

Section 1. The officers of the Society shall be the President, President-Elect, Secretary-Treasurer and Assistant-Secretary.   

 

Section 2. The President-Elect of the Society shall be elected annually and hold office for one (1) year until being promoted to President.

 

The President will serve for one year. Under extraordinary and emergent circumstances, the Board may extend the length of the term of the President and President-Elect for one year or until their successors are elected. The President shall also have the privilege of choosing the Keynote Speaker and the Presidential Choice Lecturer yearly. 

 

The Members at Large and the Assistant Secretary shall be selected according to Article VI, Section 1.  Other Board Members will be appointed by the President with approval of the Board of Directors.

 

Section 3. Candidates for office may be either Fellows or Retired Fellows in good standing.  Honorary Fellows may not hold office.  

 

Article V

Duties of Officers

Section 1. The President shall preside over all meetings of the Board of Directors and of the Society and shall perform such duties as custom and parliamentary usage require. The President shall present an address to the Society at the Annual Meeting.

 

Section 2. The President-Elect shall assist the President in the performance of presidential duties and in the absence of the President shall preside. The President-Elect shall succeed the President at the expiration of the President's term. In the event of the President's death, resignation, or inability to serve as determined by the Board of Directors, the President-Elect shall succeed to the office of President for the remainder of the unexpired term as well as the subsequent term to which they were elected.

 

Section 3. The Secretary-Treasurer shall attend all meetings of the Board of Directors and of the Society and shall keep minutes of the respective proceedings. These minutes shall be published on the website.

 

The Secretary-Treasurer shall maintain a bookkeeping system that will reflect accurately the account of each Fellow as well as the financial status of the Society and that of the following:

 

• ·       The Charles Kimball Memorial Fund,
• ·       The Ted Adams Fund,
• ·       Frank Lynch Memorial Funds,
• ·       The Caillouette Fund,
• ·       The Development Fund, and
• ·       Any new Funds established subsequent to this revision  
•  

The Secretary-Treasurer shall render an account of these funds to the Board of Directors at the Interim Board Meeting, the First Board of Directors meeting during the Annual Meeting and the membership at the second Business Meeting during the Annual Meeting. The Secretary-Treasurer shall comply with all financial policies established by the Board of Directors and facilitate the publication and distribution of applicable records, minutes, financial/tax filings of the Society to the membership and to the public as required by applicable State Law. The Secretary-Treasurer will work with the Investment Committee as outlined in Bylaws, Article VI, Section 4.

 

One (1) month before each Annual Meeting the Secretary-Treasurer shall distribute the program, as submitted by the Program Chair, containing abstracts of the intended presentations at the Annual Meeting and all other information deemed desirable by the Board of Directors.

 

Notice of dues shall be distributed in mid-November. Payment dates for dues and assessments shall be determined by the Secretary-Treasurer.

 

The Secretary-Treasurer shall compile and distribute information of interest and importance to the Fellowship, in the form of Newsletters. Recommended dates of distribution include a Winter Newsletter following the Annual Meeting, a Spring Newsletter following the Interim Meeting of the Board of Directors, and a Summer Newsletter prior to the Annual Meeting.

 

The Secretary-Treasurer shall serve an indefinite period subject to Board approval and shall be replaced upon their planned resignation by promotion of the Assistant Secretary. Upon leaving office, the Secretary-Treasurer shall relinquish all records, funds, and property of the Society to the incoming Secretary-Treasurer.  The Retired Secretary-Treasurer shall be available as a mentor to the newly promoted Secretary-Treasurer for a period of at least one year or until notified by the newly promoted Secretary-Treasurer.

 

Section 4. The Assistant Secretary shall attend all meetings of the Society and of the Board of Directors and, in the absence of the Secretary-Treasurer, shall assume the duties and responsibilities of that office. The Secretary Treasurer will mentor the Assistant Secretary so as to prepare for their eventual duties as Secretary-Treasurer. Upon the promotion to Secretary- Treasurer, the Assistant Secretary shall be replaced according to Article VI, Section 1. The position may be left unfilled during the first one to two years after promotion of the Assistant Secretary depending upon the anticipated length of service of the Retired Secretary-Treasurer.  The Assistant Secretary shall serve as the editor for all non-scientific material to be published in the Transactions. In the absence of the Assistant Secretary during any transition the Retired Secretary-Treasurer shall assist with editing the Transactions of the Society. The Assistant Secretary shall perform such other duties as may be designated by the Secretary-Treasurer on approval of the Board of Directors. The Assistant Secretary shall serve an indefinite period subject to Board approval.  

 

Article VI

Committee and executive offices

Section 1. Nominating Committee. Each Caucus Chair shall appoint an individual, other than the Caucus Chair, to serve on the Nominating Committee for a five-year term. If that individual is unable to attend the annual meeting, the Caucus Chair will choose a replacement for that meeting. The Immediate Past President will serve as Chair. The Nominating Committee will consider in selecting nominees; prior positions held with the Society, participation in the scientific programs, geographical and caucus membership, and the length of time as a Fellow. The members of the Nominating Committee will serve staggered terms of five years. The committee shall nominate candidates for President-Elect annually, and for the Members at Large when their three-year term expires.  The Committee will nominate the Assistant Secretary when a vacancy occurs. The Nominating Committee shall make its report at the final Business Meeting. Nominations may also be made from the floor. Officers shall be elected by a majority vote.

 

Section 2. Arrangements Committee:  The Arrangements Committee is a Standing Committee consisting of three Fellows. They shall be appointed by the President with approval by the Board. The Committee members will mentor and advise the Caucus Arrangements Chairs. The members will have previous arrangements and or negotiating experience and a strong commitment to the mentoring and advising process. The term of office will be five years and will be renewable for a second term. The Chair will be elected by the members of the Arrangement Committee. The Committee will work in conjunction with the Board and the Secretary-Treasurer. The Caucus Arrangements Chair will begin working with the Arrangements Committee no later than four years prior to their upcoming meeting. The Caucus Arrangements Chairs duties are detailed in the Standing Rules.

Section 3. Program Committee. The Program Committee shall be a standing committee with one member selected from each Caucus to serve staggered five-year terms. Individuals appointed must agree to be a future Program Chair when he or she is the senior member. The recently elected President upon assuming office shall appoint a new member to replace any member whose term has expired or otherwise leaves the committee. If any committee member leaves before the end of their respective five-year term the President will appoint any additional new member to a four-year term and the terms of the other members will be advanced to maintain the staggered membership in the committee.

 

a)  The Frank Lynch Memorial Essay. The Program Committee, with the approval of the President, shall choose an invited speaker to give the Frank Lynch Memorial Essay.  The Fund supporting the Essayist was established in Honor of founding member and first PCOGS President, Dr. Frank Lynch (see History page at PCOGS website).  The Essayist shall be an aspiring physician in the field of Obstetrics and Gynecology currently or recently in training.  The Frank Lynch Memorial essay shall be published in the Transactions of that Annual Meeting and the essayist shall be reimbursed for expenses incurred for travel (private automobile or air coach) as well as basic hotel accommodations and meals while attending the meeting. The essayist shall not be required to pay the registration fee and shall additionally be afforded an honorarium to be established by the Board of Directors. These costs of attendance and the honorarium will be borne by the Frank Lynch Memorial Fund with Board approval. The essayist may not be a current Caucus Guest, Society Guest, or Fellow. When, in the opinion of the committee, no qualified essayist is selected, the Program committee has the option of deferring the Memorial Essay for that meeting.

 

b) The Ted Adams Scholarship. The Program Committee, with the approval of the President, shall choose the Ted Adams Scholarship recipients from amongst the submitted posters by residents and fellows in training.  The Scholarship Fund supporting the Scholarships was established in 1978 from a bequest from Dr. Adams’ wife Mary Adams’ estate after his passing (see History page at PCOGS website). The Committee shall select several residents or fellows in Obstetrics and Gynecology as they deem appropriate from submissions by eligible residents and fellows training at institutions within the geographic region of the Society to present posters at the Annual Meeting of the Society. The Board shall determine the number of candidates each year by estimating reasonable covered expenses as determined by the Secretary-Treasurer for the candidates and the estimated income from the Scholarship Fund for that year. The costs will be borne by the Ted Adams Fund with Board approval except for the selected Charles Kimball Award winner.

 

c) Charles Kimball Award. The Program Committee, with the approval of the President, shall select the Charles Kimball Award winner who has the best submitted poster from among the Ted Adams scholarship recipients. The Fund was established after the death of Dr Kimball (see History page at PCOGS website). The value of the honorarium award shall be established by the Board of Directors and borne by the Charles Kimball Memorial Fund with Board approval. Reasonable covered expenses shall be determined by the Secretary-Treasurer as per Article VI, Section 3b above.

 

d).  The James C. and Joan Caillouette Lecturer.  The Program Committee, with the approval of the President, shall choose The James C. and Joan Caillouette Lecturer (see History page at PCOGS website).   The Fund is dedicated to fund an annual lecture on the subject of population issues and family planning. When, in the opinion of the committee, no presentation is accepted, the Program committee has the option of deferring the Lectureship for that meeting.  

 

e).  The Robert Israel Award.  The Program Committee, with the approval of the President, shall choose the Robert Israel recipient as the Fellow of the Society presenting the best paper at the Annual Meeting. (see History page at PCOGS website).   That Fellow shall receive a waiver of their individual registration for the subsequent Annual Meeting.

 

Section 4. Finance Committee

(a) The Board of Directors shall appoint a Finance Committee consisting of three Fellows who are not members of the Board. These Committee Members shall demonstrate experience or interest with respect to finance, financial planning, and investments. Members shall further demonstrate a commitment to active participation with the Committee. The terms of office will be five years and will be at staggered intervals. The terms of office can be renewed for a second term. The Chair will be elected from the Committee Members but will require approval by the Board.

(b) Roles of the Finance Committee

                     (1)  Maintaining Financial Reserves

• ·       Committee Members are not primarily responsible for investment account decisions but are responsible for reviewing these accounts with the Secretary-Treasurer. The Secretary-Treasurer will provide the Committee with Financial Records as deemed necessary by the Committee. This will also include the Society’s investment adviser’s strategy and recommendations.
• ·       Committee Members may advise the Secretary-Treasurer and Board regarding planned expenditures, especially relating to the annual meeting expenses.
• ·       Committee Members may investigate and advise the Secretary-Treasurer and Board of methods to increase planned giving and methods of enhancing the long-term sustainability of the Society.
• ·       Committee Members may coordinate with the Committee on Industry. 

 

(2)  Accuracy of Financial Records

• ·       The Committee shall review the financial records of the Society quarterly. Any significant budgetary concerns will be shared with the Secretary-Treasurer and the Board. Budgetary recommendations, especially with respect to annual meeting expenditures, will also be shared with the Secretary-Treasurer and the Board.
• ·       The Committee will determine, to the best of their ability, the accuracy of the financial statements presented by the Secretary-Treasurer. If two or more Members of the Committee detect financial discrepancies, they shall immediately notify the Board and make remedial recommendations.
• ·       The Committee will determine the accuracy of the financial statements and will provide such at each Board of Director’s Meeting and at the First Annual Business Meeting.

 

(3) Monitoring Financial Expenses

• ·       Finance Committee Members shall gain an understanding of the historical as well as current expenditures of the society with a goal of controlling the growth of expenses. They shall make appropriate recommendations to the Secretary/Treasurer, the Board, and to the Arrangements Committee.
• ·       Meetings will be held quarterly or biannually. Meetings may be in person or held electronically. The Committee Chair shall maintain records of the Committee. 

 

Section 5. Bylaws Committee:  The Board of Directors shall appoint a Bylaws Committee consisting of at least three Fellows. If the Parliamentarian is currently a Fellow that person will constitute one of the three members. These Committee Members will have experience and interest in the various workings and management of the Society and will focus on the following:

• ·       They shall periodically review the Bylaws, the Standing Rules as well as the Policies and Procedures
• ·       They shall ensure that these documents accurately reflect the actual functions of the Society
• ·       They shall analyze these documents for areas where the documents need to be updated or revised because they do not reflect evolving functions or issues that appear over time
• ·       They shall report to the President and the Board if they identify areas of potential liability
• ·       They will propose amendments or revisions as determined by their efforts

 

The term of office will be five years and can be renewed for a second term. The Chair will be elected from the Committee Members but will require approval by the Board.

 

Section 6. Ad Hoc Committees. Ad Hoc Committees may be appointed by the President for special purposes if approved by the Board of Directors.

 

Section 7. Editor of Scientific Proceedings. The President shall appoint, subject to the approval of the Board of Directors, an Editor of Scientific Proceedings of the Society. The Editor of Scientific Proceedings shall serve a term of five (5) years which may be renewed.  It shall be the Editor's responsibility to supervise the manuscript review and editorial policies and procedures of the Society.

 

Section 8. Historian. A Historian, to serve for an indefinite period, shall be appointed by the President, with approval by the Board of Directors, whenever a vacancy in that office exists. They shall maintain actual or electronic records of historical interest to the Fellows and shall arrange for their delivery and display at the Annual Meeting.

 

Section 10. Audio-Visual Manager. Upon assuming office, the President, with approval by the Board of Directors, shall appoint a Society Fellow to serve as Audio-Visual Manager (A-V Manager) for the following Annual Scientific Meeting. Audiovisual presentations used to supplement oral presentations by Fellows and Guests or by members at Meetings shall submit their presentations prior to the deadline established by the A-V Manager. Any materials modified after submission will not be accepted unless approved by the A-V Manager so as to avoid interruptions in the flow of the scientific meetings. Requests for further equipment to support the audiovisual presentations at the Annual Scientific Meeting shall be submitted to the Secretary-Treasurer for approval prior to purchase. The A-V Manager will coordinate the Society’s audio-visual requirements with the Caucus Arrangements Chair, the host facility, and any outside vendors.

 

Section 11. Other Executive Officers. The President shall create and fill, subject to the approval of the Board of Directors, such other executive offices as the President deems necessary to implement the objectives and execute the functions of the Society.

 

Article VII

Discipline of Members and Guests

Section 1. The Society seeks members and guests who have an honorable character and reputation and are therefore expected to act as such. In cases of potential behavioral or ethical issues which may be detrimental to the Society, then that member or guest shall be subject to a formal hearing.

 

After a fair hearing, the Board of Directors may admonish, reprimand with corrective actions, and or expel any Fellow from the Society.  They may also prohibit future attendance of a guest for violation of any of its rules or regulations, or for unprofessional conduct.

 

Article VIII

Rules of Order Parliamentary Authority

Robert’s Rules of Order Newly Revised, Current Edition, shall be the official rules under which the business of the Society is conducted.

 

Article IX

Standing Rules, Policies and Procedures

Standing rules of the Society shall be developed and maintained.  These shall include all rules for conducting the business and social aspects of the Society that are not contained within the Bylaws.  Standing rules may be adopted, modified, or rescinded by a simple majority of the Fellows at any Business Meeting of the Society and shall not require previous notice for their consideration.  The current standing rules shall be published in the Transactions annually.  They are available by secure access to the Fellows on the Society’s website.

 

Policies and Procedures.  Policies and Procedures are also available by secure access to the Fellows on the Society’s website.

 

 

Article X

Amendments

Proposed amendments to the Bylaws must be submitted in writing to the Secretary-Treasurer and approved by the Board of Directors. Notice of Bylaws amendments shall be provided to the membership sixty (60) days prior to a regular Annual Meeting. Bylaws amendments shall be debated and voted upon at the regular Annual Meeting. Adoption of the Bylaws amendments shall require a two-thirds affirmative vote of the members present and voting.

 

Article XI

Suspension of Bylaws

Rules of orders contained in the Bylaws cannot be suspended.

 

 

STANDING RULES 

PACIFIC COAST OBSTETRICAL AND GYNECOLOGICAL SOCIETY

 

1).  The Standing Rules of the Society shall be available to Fellows by secure access to the Society’s website.

 

2)  If not provided gratuitously by the meeting facility, the Society will bear the cost of appropriate nights of housing as determined by the S-T, and approved by the Board, for the President, Secretary-Treasurer, Program Chair, and Caucus Arrangements Chair.  Other Fellows or members of the Board who make significant contributions to the success of the meeting, including but not limited to the Editor of Scientific Proceedings, the Photographer, the Chair of the Industry Liaison Committee, and the Audio-Visual Manager may, as determined yearly by the Executive committee and supported by the Board of Directors, receive a waiver of their individual registration fee and or assistance with appropriate nights of housing.  The Secretary-Treasurer’s dues and meeting registration as well as reasonable and customary meeting travel and expenses will be borne by the Society.

 

3)  The Secretary-Treasurer shall supervise the Society Administrator. The total monthly compensation shall be calculated on the total hours worked at an hourly rate approved annually by the Board. The Society shall not be responsible for paying federal withholding and FICA taxes of this individual who is to be considered an independent contractor. (1993)

 

4)  Contributions to the Society’s Funds shall be listed in the Newsletter and the Annual Program. (2002) Other contributions to the Society shall also be listed in the Newsletter and the Annual Program in the year of donation. Donations over $25,000, restricted or for widespread support of the PCOGS Mission, shall be listed as PCOGS Benefactors in the Newsletter at the time of donation and listed thereafter as PCOGS Benefactors in subsequent Annual Programs. (2014)

 

5)  The Society shall have an Industry Liaison Committee with responsibility for all industry relations as well as compliance of such activities with all ACCME guidelines. The Committee shall have a chair and up to four additional members appointed for five-year terms. The positions are renewable by the President. The Society will cover any administrative support. (2007)

 

6)  The Frank Lynch Memorial Essay papers will be preferentially judged from completed manuscript submission but may be judged from an abstract submission by the Program Committee. The Program Committee shall inform the invited Frank Lynch Memorial Essayist that it is the expectation that a manuscript will be produced to submit for publication to the journal of their choice. (2003) 

 

7)  Fellows shall be expected to participate as a formal discussant when asked by the Program Chair unless they are unable to attend that meeting. (1997)

 

8)  Official membership in the Society begins when the candidate has been notified by the Secretary of a favorable vote by the general membership. (2008)

 

9)  Those Caucus Guests who have accepted their invitation to attend as Society Guests shall be offered an invitation as a Guest of the Board of Directors at the next scheduled Annual Meeting.

 

10) To enhance continuity and aid in the planning process each Caucus should appoint a Caucus Arrangements Chair by four years prior to their upcoming meeting. The Caucus Arrangements Chair will work with the Arrangements Committee. The Caucus Arrangements Chair’s duties include:

1.     Research and evaluate possible venues for their upcoming meeting.

2.     Utilize historical Societal budget income and expenses to plan for a meeting that is financially sustainable.

3.     Recruit needed members to assist the Arrangements team with the associated functions for the upcoming meeting.

4.     Comprehend and understand changes in the economy and other factors such as geographical locations of the venues which may affect meeting costs, access, and attendance.

5.     Negotiate with at least two venues with guidance from the Arrangements Committee.

6.     Provide a diverse range of activities for the Fellows and guests to enjoy.

7.     Be responsible for the non-scientific components of the meeting itself including:

a.     Food selection and cost estimates

b.     Décor

c.     Entertainment

d.     Relations with venue

e.     Management of the Hospitality Suite

f.      Management of On-Site relations with industry

g.     Management of the meeting as it progresses as needs arise

8.     Contract review in conjunction with the Arrangements Committee and the Secretary-Treasurer (2019 updated)

 

11)  The President shall appoint, subject to the approval of the Board of Directors, a Continuing Medical Education (CME) Coordinator. The Continuing Medical Education (CME) Coordinator shall serve a term not to exceed three (3) years. It shall be the CME Coordinator’s responsibility to assist the Program Chair and the Program Committee in the process of completing the paperwork necessary to obtain CME accreditation. The Continuing Medical Education (CME) Coordinator shall also serve as a liaison to the accrediting agency and attend workshops and meetings as necessary to facilitate and maintain compliance with CME requirements. (2013)

 

12)  Meritorious Category. In addition to the Ted Adams Scholarship Award recipients, the Program Committee, with the approval of the President, may select an additional number of residents or fellows in Obstetrics and Gynecology or other related fields as they deem appropriate from abstract submissions to present posters at the Annual Meeting of the Society. This “Meritorious Category” will allow the resident/fellows the opportunity for a poster presentation at the annual meeting. The Board shall determine the number of possible “Meritorious” poster presentations each year by estimating the covered expenses for the resident/fellows and the estimated income from the Scholarship Fund for that year. The costs (waiver of registration fee) will be borne by the Ted Adams Scholarship Award Fund with Board approval. The candidate will be responsible for their own lodging, transportation, and other expenses. (2013)

 

13) The President shall appoint a Parliamentarian. The Parliamentarian is a consultant who advises the president, and other officers, committees, and members on matters of parliamentary procedure. The parliamentarian should be seated next to the president to be convenient for consultation. If there is a fee involved this fee will be approved by the Board of Directors. (2018)

 

14)  Electronic Meetings for Annual Meetings or Board Meetings

    a.  The log-in information shall be emailed to each board member or registered member for Annual Meetings including the date, time, and URL links by the Secretary-Treasurer or designee.

    b.  Members shall identify themselves as required to sign into the meeting and sign out if departing before adjournment.

    c.  The presence of a quorum shall be established by audible roll call or by the on-line list of participants at the beginning of the meeting.

    d.    Each member is responsible for their own audio and internet connections.

    e.  If a member’s connection is causing undue interference with the meeting, the chair may cause or direct disconnection.

    f.  To seek recognition by the chair, the member will use the hand raising feature or something similar.

    g.  To make an interrupting motion a member will use a designated feature for such. If needed, the member may interrupt the speaker by voice.

    h.  A member intending to make a main motion or offer an amendment, shall before or after being recognized, post the motion in writing on the chat feature. A motion or amendment may also be displayed on the screen when feasible.

    I.  Votes are taken by an anonymous voting feature of the internet meeting service. Business may also be conducted by unanimous consent.

    j.  A video of the chair shall be displayed throughout the meeting and the video of the member currently recognized to speak.

 

 Revised 9/3/2022