The PACFIC COAST OBSTETRICAL and GYNECOLOGICAL SOCIETY

2025 BYLAWS, STANDING RULES, and POLICIES 

Approved October 2025

ARTICLE I. Society Name

The name of the organization shall be the Pacific Coast Obstetrical and Gynecological Society (PCOGS).

ARTICLE II. Objectives

1. The objective of the Society shall be to encourage and support ongoing improvement in the standards of clinical practice and the advancement of scientific knowledge pertaining to the obstetrical and gynecological care of women and their related health issues.

2. The Society is dedicated to promoting to physicians in training the benefits of continually improving the standard of practice during their future careers.

3. The Society is further committed to developing knowledge and understanding of cultural and ethnic diversity as it pertains to the care of reproductive-age girls and women of all ages.

ARTICLE III. Membership

Section 1. General Requirements

1.The Society shall be composed of qualified physicians from obstetrical and gynecological training programs whose scientific and personal attributes contribute to the advancement of the field of female reproductive health.

2.Membership shall presuppose a continuing obligation to participate in the Society's scientific programs and administration, and to engage in activities which enhance camaraderie amongst the Fellowship.

Section 2. Specific Requirements

1. The Fellowship shall consist of (a) Resident Fellows, (b) Non-Resident Fellows, (c) Retired Fellows and (d) Honorary Fellows who are graduates of training programs acceptable to the Board of Directors and who reside in the states (or province) of Alaska, Arizona, British Columbia, California, Hawaii, Idaho, Nevada, New Mexico, Oregon, Utah, and Washington.

2. At the time of presentation as a Society Guest, they shall be diplomats of the American Board of Obstetrics and Gynecology, of the American Osteopathic Board of Obstetrics and Gynecology, or a Fellow in the Royal College of Obstetricians and Gynaecologists of Canada. 

3. In addition to all rights and interests hereinafter enumerated, Fellows are eligible to hold office and vote. 

4. Non-Resident Fellows.

   1. A Fellow who has moved from the geographical area of the Society shall be eligible for Non-Resident Fellowship upon request.

   2. 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.

   3. Non-Resident Fellows who choose to attend an Annual meeting shall pay annual dues as set for that year, appropriate to their practice category of either time, part-time, or retired. 

   4. They shall also pay a registration fee, to be set by the Board of Directors, when attending the Annual Meetings. If accompanied to the meeting by a spouse, significant other or children they shall also pay appropriate registration fees

   5. A Non-Resident Fellow relocating to a geographic area of the Society shall be reinstated as a Fellow or Retired Fellow into the appropriate geographic Caucus.

5. Retired Fellows.

   1. Fellows who discontinue their medical career activities may become Retired Fellows upon notifying the Board of Directors of their retirement.

   2. Retired Fellows shall be entitled to all the rights of Fellows.

   3. Retired Fellows shall pay reduced annual Society dues as determined by the Board of Directors.

   4. They shall pay Caucus dues only if attending the Annual Meeting.

   5. They shall pay the meeting registration fee when attending the Annual Meeting.

6. Honorary Fellows.

   1. 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.

   2. They shall enjoy all the privileges of Fellows but may not hold office or vote and shall not be subject to dues or assessments.

   3. They shall pay a registration fee to attend the Annual Meeting.

Section 3. Society Income/Revenue

1. The income of the Society shall be derived from annual dues and assessments which shall be determined by the Board of Directors.

2. Dues for the upcoming year shall be established by the Board of Directors at the Second Board of Directors Meeting.

3. Fellows who are (1) semi-retired and (2) have reached the age of 65 years may pay half (50%) of the Fellows’ dues and shall retain their status as PCOGS Fellows.

4. Retired Fellows shall pay dues as mentioned in Article III, Section 2, Item 5c and will retain their status as PCOGS Fellows.

5. Payment dates for dues and assessments shall be determined by the Secretary-Treasurer.

6. 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.

7. All Fellows attending the Annual Meeting shall pay a registration fee, the amount to be determined by the Board of Directors.

8. 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 are carried out under a protocol approved by the Board of Directors and are in compliance with the guidelines of the Accreditation Council for Continuing Medical Education. 

9. Guest Charges.

   1. All Caucus, Society, and Personal guests and companions will be required to pay a registration fee.

   2. Guests of the Board of Directors may be exempt from registration fees at the Board’s direction.

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

11. Payment of Dues

    1. Payment dates for dues and assessments shall be determined by the Secretary-Treasurer.

    2. However, Fellows who have not paid their annual dues by the conclusion of the yearly Annual Meeting shall be in arrears.

    3. If, after reasonable attempts at notification, delinquent dues are not paid by January 1st 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.

12. Lapses in Membership

    1. Fellows who are in good standing at the time and who let their membership lapse may be permitted to reactivate it under the following conditions.

    2. A request should be submitted to the Board in writing for approval

    3. They should pay a one-year penalty of the current dues

13. 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.

1. The geographical area encompassed by the Society (Article III, 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, Montana, Wyoming, and the Province of British Columbia, Canada),

   2. Portland (To include the States of Oregon, Colorado, 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 boundary 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 States of Arizona, New Mexico, and the portion of California below the southern boundary of the Los Angeles Caucus).

2. Each Regional Area shall have a membership comprising the Fellows residing in that area. 

3. Retired Fellows of the Society may choose to remain in the regional area in which they participated as an active Fellow or choose to join the caucus in which they currently reside.

4. The membership in each Regional Area shall be designated as a Regional Caucus.

5. The Board of Directors may permit Fellows, upon request by the current Caucus Chair, to join a Caucus other than that in which they are geographically assigned, for reasons of convenience, length of travel, or for purposes of membership development.

6. Caucuses

   1. Each Regional Caucus shall have a Chair elected at the Annual Meeting.

   2. A Fellow shall serve as Caucus Chair for three years and may be re-elected for additional terms by that Caucus.

   3. The Caucus Chair shall be responsible for arranging and conducting all business activities of the respective caucus.

   4. They shall follow Caucus rules as outlined in the Bylaws, including Article III, Section 5, as well as the Bylaws and Standing Rules.

   5. Additionally, each Caucus Chair shall serve on the Board of Directors and, in this position, shall act as a direct liaison between the respective Caucus and the Board of Directors.

   6. The Caucus hosting the Annual Meeting will plan the meeting with the assistance and oversight of the President, the Secretary-Treasurer, and other relevant committees.

Section 3. Admission to Membership.

1.Admission to membership shall occur in the sequential manner described in the following clauses

1. Recommendation for Caucus Guest: 

   1. Any Fellow or Retired Fellow in a regional area may recommend a physician, either in their final year of an Obstetrical and Gynecological Residency, or in a Fellowship or academic or clinical practice, who lives in that area for consideration as a Caucus Guest by submitting their recommendation and curriculum vitae to the Caucus Chair.

   2. The Board of Directors shall likewise have the privilege of recommending individuals to any Caucus for consideration.

   3. 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.

   4. Each recommended individual shall qualify for Fellowship in accordance with Article III, Section 2, Items 1 and 2.

   5. The individual's qualifications and credentials shall be reviewed and certified by the Caucus Chair before being presented to the Caucus.

2. Nomination for Caucus Guest.

   1. Each Caucus shall meet at least once a year to discuss each individual proposed as a Caucus Guest and to select those to be voted on as nominees.

   2. The Caucus Chair will be responsible for researching their personal and professional qualifications. 

   3. All Caucus members, including those who personally attended their interim Caucus meeting, shall thereafter be solicited for their signed vote on the proposed nominees by electronic ballot.

   4. 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.

   5. The procedure allowing for a just decision with an opportunity for remediation is as follows:

      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 inform the Caucus Chair of the findings regarding whether the adverse votes are justified and if there are any possible remedial actions.

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

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

      6. If the adverse votes are accepted and no remedial action is considered necessary, the potential Nominee will not be invited back in future years.

      7. The Caucus Chair shall communicate the outcome of this oversight process to the Nominee.

      8. If remedial action is recommended, the President will report this to the Board

      9. Any actions arising out of Article X Section Y, Item vii or viii above shall be reported to and recorded by the Society Administrator.

      10. The Caucus Chair will be responsible for overseeing and reporting on the success of the remedial measures and will advise the President when the requested improvements or actions are completed.

      11. The president will be responsible for deciding if the recommended remedial actions have been successfully completed.

      12. This process shall remain confidential, except for the final decision. 

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

3. Selection of a Caucus Guest.

   1. The Board of Directors shall approve proposed candidates for Caucus guests, to be selected from each regional area annually.

   2. The Secretary-Treasurer will invite these individuals to attend a subsequent Annual Meeting as Caucus Guests.

 

1. Nomination for Society Guest.

   1. Each Caucus shall annually review previous Caucus Guests and select those to be voted on as nominees for invitation as a Society Guest at an Annual Meeting of the Society.

   2. All Caucus members, including those who personally attended their interim Caucus meeting, shall thereafter be asked to submit their signed vote on the proposed nominees via electronic ballot.

   3. 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. The procedure allowing for a just decision with an opportunity for remediation is as follows:

      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 Society’s President, who will provide oversight.

      3. The Society's President shall promptly inform the Caucus Chair about whether the adverse votes are justified and if there are any possible remedial actions.

      4. If the adverse votes are accepted and no remedial action is considered necessary, the potential Nominee will not be invited back in future years.

      5. The Caucus Chair shall communicate the outcome of this oversight process to the Nominee.

      6. If remedial action is recommended, the President will report this to the Board

      7. Any actions arising out of Article X Section Y, Item vii or viii above shall be reported to and recorded by the Society Administrator.

      8. The Caucus Chair will be responsible for overseeing and reporting on the success of the remedial measures and will advise the President when the requested improvements or actions are completed.

      9. The president will be responsible for deciding if the recommended remedial actions have been successfully completed.

      10. This process should remain confidential except for the outcome.

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

2. Selection of a Society Guest.

   1. The Board of Directors shall approve the proposed candidates for Society Guests from each regional area on an annual basis.

   2. The Secretary-Treasurer shall invite them as Society Guests to attend the subsequent Annual Meeting two years after their attendance as a Caucus Guest.

   3. If the Guest is not yet Board-certified due to their early attendance as a Caucus Guest, the Board may choose to grant a deferment.

   4. A curriculum vitae of everyone accepting an invitation as a Society Guest will be available upon request to Society Fellows. 

   5. Any individual invited as a Society Guest who declines the invitation or is unable to participate in the scientific program at the Annual Meeting for which they were invited may be reconsidered for an invitation.

   6. The Board may grant an appropriate deferment for a personal emergency or an unforeseen delay if the Society Guest made a good faith effort to meet manuscript submission requirements.

   7. Only individuals who have attended an Annual Meeting as a Caucus Guest are eligible to be considered for invitation as a Society Guest. 

3. 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 extended to current Caucus Guests at the upcoming Annual Meeting.

4. If an upcoming Society Guest is prepared to present one year after attending as a Caucus Guest, they may submit a request to the Board at the next Board 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 must meet the Society’s requirements for participation in the scientific program. The Guest will then become a Society Guest, and their approval shall proceed as with any other Society Guest. Nomination for Fellowship will be conducted as outlined in Article III, Section 3 (g - i).

5. Presentation by Society Guests and Guests of the Board of Directors.

   1. Those accepting an invitation to participate in the scientific program at the Society's Annual Meeting as Society Guests or Guests of the Board of Directors, in anticipation of membership, shall be required to present an original work orally unless a poster presentation is requested by the Program Committee and approved by the Board.

   2. Presentations by Society Guests and Guests of the Board of Directors must be submitted in manuscript form by the deadline set by the Program Committee.  

6. Nomination for Fellowship.

   1. Immediately after 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.

7. Election to Fellowship

   1. Within fourteen (14) days after each Annual Meeting, the Secretary-Treasurer shall send a ballot listing the Nominees for Fellowship to the Fellows and Retired Fellows.

   2. An electronic voting process shall be used to collect votes and analyze the results. 

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

   4. The procedure allowing for a just decision with an opportunity for remediation is as follows:      

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

      2. The President of the Society will review the adverse votes. This may include interviews with the candidate and those who cast negative votes.

      3. The President shall discuss the findings and seek the opinion of the relevant Caucus Chair and any other Fellows who might have relevant information.

      4. 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.

      5. The Board members should promptly share their opinions with the President.

      6. A lack of consensus may lead to scheduling a special meeting. 

      7. The Caucus Chair shall communicate the findings to the Nominee.

      8. The President is not required to disclose the decision those who cast an adverse vote.

      9. Society Administrator to establish a record for future reference

 

1. Fellowship shall be awarded to all other nominees.

2. The Secretary-Treasurer shall notify the successful nominees and the Society of the vote results and shall direct each new Fellow to the location of the Articles of Incorporation, Bylaws, and the Transactions of the Society on the Website.

1. Election to Honorary Fellowship.

   1. Nominations for Honorary Fellowship shall be made by the Board of Directors and must be approved by a majority vote of the Fellows voting through an electronic balloting process. 

Section 4. Classification and Selection of Guests.

1. Caucus Guests and Society Guests shall be selected through the processes described in Article III.

2. Only Guests in these categories will be considered as potential candidates for membership in the Society.

3. Guests of the Board of Directors shall be chosen by the Board for the specific benefits their presence is expected to bring to the Society. 

4. Personal Guests shall be invited by the Board of Directors.

5. The Secretary-Treasurer shall confirm the intention and availability of the invitee and their host or appropriate mentor to attend the Annual Meeting.

6. This process shall begin at or before the Interim Board Meeting.

7. The President and Secretary-Treasurer may act on behalf of the Board of Directors to approve a Personal Guest if the Society receives a proposal for a Personal Guest after the Interim Board Meeting.

8. Personal Guests should be Obstetrician Gynecologists who are qualified and interested in pursuing Society Membership.

9. Personal Guests may attend the Annual Meeting twice, as the Society's goal is for them to pursue Membership.

10. Attendance at more than two meetings requires special permission from the President and Secretary-Treasurer of the Society. 

Section 5. Caucus Duties

1. The Caucus Chair shall understand and explain the method of nominating individuals for Caucus and Society guests.

2. They shall also clarify the protocol for inviting Personal Guests. 

3. The Caucus shall follow voting procedures and other rules as mentioned in the Bylaws and Standing Rules.

4. The individual Caucuses shall meet after the Fall meeting to conduct Caucus business.

5. Caucus recommendations for Caucus Guests and Society Guests will adhere to Society Bylaws.

6. The Caucus Chair shall use electronic voting for both Caucus and Society Guests.

7. All Caucus members, including those who personally attended their interim Caucus meeting, shall later be asked to submit their signed votes on the proposed nominees via electronic ballot. 

8. Caucus Arrangements Chair

   1. The Caucus shall select a Caucus Arrangements Chair for their upcoming meeting no later than four years before that meeting.

   2. The Caucus Chair and the Society Arrangements Committee shall mentor the Caucus Arrangements Chair.

   3. The President and Officers of the Society shall be responsible for overseeing this process.

9. The Caucus shall set its appropriate dues annually.

10. The Caucus will prioritize improving the recruitment of new members. 

11. The Caucus is encouraged to host social events within their geographic areas, such as coffee and dessert gatherings, to introduce potential guests to the Society. 

ARTICLE IV. Management

Section 1.

1. The Board of Directors shall oversee the Society's business affairs.

Section 2. The Board of Directors

1. The Board of Directors shall comprise:

   1. The officers of the Society, which include the President, President-Elect, Immediate Past President, Secretary-Treasurer, and the Assistant Secretary (Article VI, Section 1).

   2. The Caucus Chairs, the Editor of Scientific Proceedings, the relevant Arrangements and Program Chairs for upcoming meetings, the Finance Chair, the Bylaws Chair, the CME Coordinator, the Chair of Industry, the Society Arrangements Chair, the Historian, the AV Manager, and two Members at Large. 

   3. Members at Large

      1. Shall be nominated and approved by the Board

      2. Shall be Fellows of the Society for less than 5 years at the time of nomination

      3. They will serve only one three-year term.

      4. During their term, Members-at-Large shall be participating members of the Membership Development Committee.

      5. They shall also participate at least once at the registration desk at the Annual Meeting. 

2. 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.  The policies and procedures of the Society 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 14 days prior to such meeting. (Up for change at the 2026 IBM)

 

 

Section 3. Duties of the Board of Directors

1. It shall be the duty of the Board of Directors to oversee the daily and routine operations of the Society. These responsibilities shall include comprehensive supervision of the Society’s functions, including but not limited to:

   1. Maintaining financial stability

   2. Promoting scientific excellence.

   3. Providing high-quality continuing medical education

   4. Monitoring and encouraging the membership process

   5. Encouraging the ability of Fellows to develop strong social bonds

   6. Acting as advocates and addressing issues that impact health care delivery
       

2. The Board of Directors shall meet at sufficiently frequent intervals to enable it to perform its duties efficiently.

3. 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.

4. The Board of Directors shall develop, maintain, modify, and enforce the Society's policies and procedures.

5. The Society's policies and procedures may be amended at any Board of Directors meeting by a majority vote, provided that written notice of the proposed changes is given to each Board member at least 14 days before the meeting. 

Section 4. Voting by the Board of Directors

1. All voting by the Board of Directors shall be done by those members who are present, whether attending in person or electronically.

2. At all Board meetings, a quorum shall consist of the President or President-Elect plus nine (9) other Directors.

 

Section 5. Removal of a Member of the Board of Directors

1. Any Director of the Society may be removed from office by a two-thirds vote of the Fellows entitled to vote at any regular or special meetings of the Society.

2. An unexcused absence from two (2) consecutive meetings of the Board of Directors, whether attended in person or electronically, may be grounds for removal of that Fellow after review by the Board of Directors.

3. Notice of the proposed removal must be given to the Director before the meeting date where the vote will take place. Such notice must include the reason for the proposed removal. 

 

Section 7. Vacancy of a Member of the Board of Directors

1. 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.

2. This appointee shall serve during the unexpired term of the regular Director whose position has been vacated.
    

Section 7. Meetings of the Board of Directors

1. The Board of Directors shall meet at, or near, the beginning and end of each Annual Meeting as determined by the Board and at an annual Interim Meeting of the Board of Directors in March.

2. Special meetings of the Board may be called by a majority of the members of the Board of Directors.

3. Notice of a special meeting shall be sent electronically to each Board Member at least seven (7) days in advance, stating the location, date, time, and purpose of the meeting.

4. Special meetings of the Board shall be held with participants present either in person or electronically.

5. If urgent or emergency action is needed, both the President and the Secretary-Treasurer must notify the Board within three days. 

 

Section 8. Le Cocq Lifetime Achievement Award

1. The Board of Directors, in honor of Dr. Frank Le Cocq, may select to award the LeCocq Lifetime Achievement Award to Fellows who have demonstrated exceptional leadership and service to the Society.

2. The recipient must pay a registration fee to attend the Annual Meeting. 

 

Section 8. Presidential Choice Lecture and Keynote Presentations

1. The Board of Directors will set the honorarium and covered expenses for the Presidential Choice Lecture and the Keynote Presentation.

2. These expenses shall be paid from the Society’s General Funds.   

ARTICLE V. Meetings and Scientific Presentations

Section 1. Regular Meetings

1. The Society's Annual Meeting shall take place at a time and location determined by the Board of Directors.

2. The meeting will include both scientific and business sessions.

3. The venue for future meetings will be announced at the conclusion of the Annual Meeting.

4. Scientific Sessions.

   1. An agenda of scientific presentations will be the focus of each Annual Meeting.

   2. Abstracts of these presentations will be available to Fellows, Retired Fellows, Non-Resident Fellows, and Honorary Fellows via the Society’s website and distributed to all registrants of the Annual Meeting.

   3. Submitted Presentations.

      1. All oral presentations to the Society must be submitted in manuscript format to the Program Committee and the Editor of Scientific Proceedings.

      2. Poster presenters must also submit an abstract to the Program Committee and the Editor of Scientific Proceedings. 

      3. For Society Guests, Fellows, and Guests of the Board of Directors who present original research, these submissions shall not have been previously published, submitted for publication, or presented at a regional or national meeting unless approved by the Program Committee and the Editor of Scientific Proceedings.

      4. For Residents and Fellows in training programs, oral and poster presentations must not have been previously published. If they have already been submitted for publication or presented at a regional or national meeting, this must be disclosed when submitting to the Program Committee and the Editor of Scientific Proceedings for their review and decision.

      5. Special Presentations, including Keynote Lectures, Guest Lectures, and Presidential Choice or Caillouette Lectures, as well as panel discussions, may be exempt from the above requirements for manuscript submission and rules regarding previous presentations, as determined by the Program Committee and the Editor of Scientific Proceedings.

      6. All manuscripts must be submitted by the deadline set by the Program Committee and the Editor of Scientific Proceedings, and this deadline must be approved by the President. 

Section 2. Rules for Presenters

 

1. Papers included in the scientific program must be presented by the author selected by the Program Committee

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

Section 3. Conduct of Business Meetings

1. During the Annual Meeting, there shall be two (2) Business Meetings for conducting the Society's business.

2. The President shall determine the order of business. 

3. The date and time of the Business Sessions will be published in the program distributed before each Annual Meeting, which all Fellows are invited to attend. 

 

Section 4. Transactions Document and other Mailings

1. Transactions of the Pacific Coast Obstetrical and Gynecological Society.

   1. The scientific presentations at the Annual Meeting, the Minutes of the Annual Business Meetings, and all meetings of the Board of Directors that year shall be included in an annual publication titled "Transactions of the Pacific Coast Obstetrical and Gynecological Society." The document shall serve as the Society's permanent record.

   2. The document shall also include, each year, a roster of Fellows, obituaries of deceased Fellows, a copy of the Articles of Incorporation, the Society's Bylaws, the Standing Rules, and any other items the Board of Directors may designate.

   3. The Assistant Secretary shall be responsible for editing the Transactions.

   4. “The Transactions” will be published on the Society’s website. 

2. Mailings from the Society may be distributed either in printed or electronic form at the discretion of the Board of Directors

Section 5. Special Meetings of the Fellows

1. A special meeting may be called at any time by the President, a majority of the Board of Directors, or upon written request of twenty (20) Fellows, at a location and time designated by the Board of Directors.

2. Notice of a special meeting shall be sent electronically to all Fellows at least fifteen (15) days in advance, including the place, date, time, and purpose of the meeting.

3. No other business shall be conducted except for what the meeting was called for. Special meetings of the Fellows may also be held electronically. 

Section 6. Quorum

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

Section 7. Electronic Meetings

1. Electronic Meetings. If necessary, the Society's Annual Meeting may be held electronically.

2. The rules for electronic meetings will be outlined in the Standing Rules, Number 17.  

ARTICLE VI. Officers

Section 1. List of Officers

1. President

2. President Elect

3. Immediate Past-President

4. Secretary Treasurer

5. Assistant Secretary

Section 2. Candidates for Office

1. Candidates for office may be either Fellows or Retired Fellows in good standing.

2.  Honorary Fellows may not hold office. 

Section 3. President Elect

1. The President-Elect of the Society shall be elected annually and hold this office for one (1) year until becoming President.

Section 3. President

1. The President will serve for one year.

2. In extraordinary and urgent circumstances, the Board may extend the President's and President-Elect's terms by one year or until their successors are chosen.

Section 4. Secretary Treasurer

1. The Secretary-Treasurer shall serve an indefinite term, subject to Board approval, and will be replaced upon their planned resignation by promoting the Assistant Secretary.

Section 5. Assistant Secretary

1. The Assistant Secretary shall be chosen in accordance with Article VIII, Section 3

Section 6. Members at Large

1.The Members at Large shall be chosen in accordance with Article IV, Section 2, Item c.

ARTICLE VII. Duties of Officers

Section 1. President’s Duties

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.

2.The President shall present an address to the Society at the Annual Meeting.

Section 2. President-Elect’s Duties

1.The President-Elect shall assist the President in performing presidential duties

2.In the absence of the President, the President-Elect shall preside.

3.The President-Elect shall succeed the President at the end of the President's term.

4.In the event of the President's death, resignation, or inability to serve, as determined by the Board of Directors, the President-Elect shall assume the office of President for the remaining period of the unexpired term and the next full term for which they were elected. 

Section 3. Secretary-Treasurer’s Duties

1.The Secretary-Treasurer shall attend all meetings of the Board of Directors and of the Society and shall record minutes of the proceedings.

2.These minutes shall be accessible to all Fellows on the secure portion of the Society’s website.

3.The Secretary-Treasurer shall keep a bookkeeping system that accurately reflects each Fellow's account as well as the Society's financial status and that of the following:

1. The Charles Kimball Memorial Fund,

2. The Ted Adams Fund,

3. Frank Lynch Memorial Funds,

4. The Caillouette Fund,

5. The Development Fund, and

6. Any new Funds established after this revision 

1. The Secretary-Treasurer shall report on the funds in Section 3.3 (above) to the Board of Directors at the Interim Board Meeting, the first Board of Directors meeting during the Annual Meeting, and to the membership at the second Business Meeting during the Annual Meeting.

2. The Secretary-Treasurer shall adhere to all financial policies established by the Board of Directors.

3. They shall also oversee the publication and distribution of relevant records, minutes, and financial/tax filings of the Society to the membership and as required by State Law. T

4. The Secretary-Treasurer will collaborate with the Investment Committee as outlined in Bylaws, Article VIII, Section 4. 

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

9.Payment dates for dues and assessments shall be determined by the Secretary-Treasurer.

10.The Secretary-Treasurer shall gather and distribute information of interest and importance to the Fellowship through Newsletters.

11.Suggested distribution dates include a Winter Newsletter after the Annual Meeting, a Spring Newsletter following the Interim Meeting of the Board of Directors, and a Summer Newsletter before the Annual Meeting. 

12.When leaving office, the Secretary-Treasurer shall transfer all records, funds, and property of the Society to the incoming Secretary-Treasurer.

13.The Retired Secretary-Treasurer shall be available as a mentor to the newly promoted Secretary-Treasurer for at least one year or until notified otherwise by the new Secretary-Treasurer. 

ARTICLE VIII. Committees and Positions

Section 1. Nominating Committee

1. Each Caucus Chair shall appoint an individual, other than the Caucus Chair, to serve on the Nominating Committee for a five-year term.

2. If that individual is unable to attend the annual meeting, the Caucus Chair will select a replacement for that meeting. The Immediate Past President will serve as the Chair.

3.The Nominating Committee will consider various factors when selecting nominees, including prior positions held with the Society, participation in scientific programs, geographical and caucus membership, and the length of time as a Fellow.

4. Members of the Nominating Committee will serve staggered five-year terms.

5. The committee shall annually nominate candidates for President-Elect and for the Members at Large when their three-year terms expire.

6. The Committee will also nominate the Assistant Secretary when a vacancy occurs.

7. The Nominating Committee shall present its report at the final Business Meeting.

8. Nominations may also be made from the floor.

9. A majority vote of the Fellows shall elect officers present and voting.

Section 2. Arrangements Committee

1. The Arrangements Committee is a Standing Committee composed of at least three Fellows.

2. They shall be appointed by the Board of Directors.

3. The Committee members will mentor and advise the Caucus Arrangements Chairs.

4. Members should have previous experience in arrangements and/or negotiating, along with a strong commitment to mentoring and advising.

5. The terms of office are detailed in Standing Rule 18.

6. The Chair will be elected by the members of the Arrangements Committee.

7. The Committee will collaborate with the Board and the Secretary-Treasurer.

8. The Arrangements Committee will begin mentoring the Caucus Arrangements Chair at least four years prior to their upcoming meeting.

Section 3. Program Committee

1. The Program Committee shall be a standing committee, with one member selected from each Caucus to serve staggered five-year terms.

2. Appointed individuals must agree to serve as a future Program Chair when they are the senior member.

3. The newly elected President, upon taking office, shall appoint a replacement for any member whose term has expired or who otherwise leaves the committee.

4. If any committee member departs before completing their five-year term, the President shall appoint an additional new member from that same Caucus to serve the remainder of the term. 

5. Awards

   1. The Frank Lynch Memorial Essay.

      1. The Program Committee, with the approval of the President, shall choose an invited speaker to deliver the Frank Lynch Memorial Essay.

      2. The fund supporting the essayist was established in honor of Dr. Frank Lynch, a founding member and the first President of PCOGS.

      3. The essayist must be an aspiring physician in Obstetrics and Gynecology, currently or recently in training.

      4. The Frank Lynch Memorial Essay will be published in the Transactions of that year's Annual Meeting, and the essayist will be reimbursed for travel expenses (either private automobile or air coach), as well as basic hotel accommodations and meals during the meeting.

      5. The essayist will not be required to pay the registration fee and will receive an honorarium, the amount to be determined by the Board of Directors.

      6. These expenses and the honorarium will be covered by the Frank Lynch Memorial Fund, subject to the Board's approval.

      7. The essayist must not be a current Caucus Guest, Society Guest, or Fellow.

      8. If, in the committee's opinion, no qualified essayist is chosen, the Program Committee may postpone the Memorial Essay for that meeting. 

   2. The Ted Adams Scholarship.

      1. The Program Committee, with the approval of the President, shall select the recipients of the Ted Adams Scholarship from among the posters submitted by residents and fellows in training.

      2. The Scholarship Fund supporting these awards was established in 1978 from a bequest by Dr. Adams’ wife, Mary Adams, following his passing.

      3. The Committee shall select several residents or fellows in Obstetrics and Gynecology, as deemed necessary, from submissions by eligible residents and fellows training at institutions within the Society's geographic region, to present posters at the Society's Annual Meeting.

      4. The Board shall determine the number of candidates each year by estimating reasonable expenses, as set by the Secretary-Treasurer, and the expected income from the Scholarship Fund for that year.

      5. Costs will be covered by the Ted Adams Fund, subject to Board approval.

   3. Charles Kimball Award.

      1. 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.

      2. The Fund was established after the death of Dr. Kimball. The value of the honorarium award shall be determined by the Board of Directors and paid from the Charles Kimball Memorial Fund subject to Board approval.

      3. Reasonable covered expenses shall be paid from the Charles Kimball Memorial Fund, subject to Board approval.

   4. The James C. and Joan Calliouette Scholarship Fund.

      1. The Program Committee, with the approval of the President, shall select the James C. and Joan Calliouette Lecturer.

      2. The Fund is dedicated to supporting an annual lecture on population issues and/or family planning.

      3. If no essayist is chosen, the Program Committee has the option to defer the Lectureship for that meeting.  

   5. The Robert Israel Award.

      1. The Program Committee, with the approval of the President, shall select the Robert Israel recipient as the Fellow of the Society who presents the best paper at the Annual Meeting.

      2. That Fellow will receive a waiver of their individual registration for a future Annual Meeting. 

Section 4. Finance Committee

1. The Board of Directors shall appoint a Finance Committee composed of at least three Fellows.

2. The Chair shall be a member of the Board of Directors, but all other members shall not be members of the Board.

3. These Committee Members shall demonstrate experience or interest in finance, financial planning, and investments.

4. Members shall also show a commitment to active participation in the Committee.

5. The terms of office are outlined in Standing Rule 19.

6. The Chair will be elected from among the Committee Members but must be approved by the Board.

Section 5. Bylaws Committee

1. The Board of Directors shall appoint a Bylaws Committee consisting of at least three Fellows.

2. The terms of office are described in Standing Rule 19.

3. The Chair will be elected from the Committee members but will require approval by the Board.

4. If the Parliamentarian is currently a Fellow, that person will constitute one of the members.

5. The Committee members will have experience and interest in the various workings and management of the Society.

Section 6. Membership Development Committee

1. The Board of Directors shall appoint a Membership Development Committee consisting of at least three Fellows.

2. The terms of office are described in Standing Rule 19.

3. The Chair will be elected from among the Committee Members but requires approval by the Board.

4. The Committee Members will have an interest in enhancing membership in the Society. 

5. They shall make recommendations to the President and the Board regarding ways to accomplish this, including, but not limited to, the following:

   1. Providing recommendations for the best use of our website, including improvements that will enhance recruiting.

   2. Creating tools and methods to enhance mentoring for new members and guests.

   3. Assisting Caucus Chairs and the Editor of Scientific Proceedings in supporting the development of the prospective Society Guests’ research paper.

   4. Reporting on issues and challenges that may act as barriers to membership for our members and guests. These issues may include suggestions on how to make the Annual Meeting a welcoming, enjoyable, and inclusive experience for Fellows, guests, and their families.   

   5. Making recommendations that consider the changing demographics of the Society to effectively achieve its objectives.

Section 7. Industry Relations Committee

1. The Board of Directors shall appoint an Industry Relations Committee consisting of at least three Fellows.

2. The terms of office are outlined in Standing Rule 19.

3. The Committee will elect a Chair and a Vice Chair, subject to the approval of the Board.

4. The Committee Members will have an interest in or experience working with industry to develop relationships and improve support from exhibitors. 

5. The Committee shall be responsible for all industry relations and adherence to all ACGME guidelines.

6. Caucus duties are detailed in Standing Rule 9.

Section 8. Ad Hoc Committee

1. The President may appoint Ad Hoc Committees for specific purposes with the approval of the Board of Directors.

Section 9. Editor of Scientific Proceedings

1. The President shall appoint an Editor of Scientific Proceedings of the Society, subject to the approval of the Board of Directors. 

2. The Editor of Scientific Proceedings shall serve a term of five (5) years, which may be renewed. 

3. The Editor shall be responsible for overseeing the manuscript review process and ensuring adherence to the Society's editorial policies and procedures. 

Section 10. Historian

1. A Historian, to serve for an indefinite period, shall be appointed by the President, with approval from the Board of Directors, whenever a vacancy in that office exists.

2. The historian shall keep accurate electronic historical records and shall organize their delivery and display at the Annual Meeting.  

Section 11. Audio-Visual Manager

1. Upon taking office, the President, with approval from the Board of Directors, shall appoint a Society Fellow to serve as the Audio-Visual Manager for the upcoming Annual Scientific Meeting.

Section 12. Potential Other Committees

1. The President shall establish and appoint members to any other Committees, subject to the approval of the Board of Directors, as the President considers necessary to achieve the Society's objectives and carry out its functions. 

ARTICLE IX. Discipline of Members and Guests

Section 1. Potential Other Committees

1. The Society seeks members and invited guests who possess an honorable character and reputation and are therefore expected to demonstrate these qualities.

2. In cases of potential behavioral or ethical issues that may harm the Society, the member or invited guest shall be asked to meet with the Society's Officers to review the issue(s).

3. The Officers shall report their findings to the Board of Directors, who may admonish, reprimand with corrective actions, or expel any Fellow from the Society.

4. They may also prohibit future attendance by an invited guest for violating any rules or regulations, or for any conduct deemed unprofessional. 

5. Any companion exhibiting disruptive behavior that is considered harmful to the Society, or its members may be asked to leave the meeting. The Board will decide on any further corrective actions and consequences. 

6. A two-thirds vote of at least a quorum of the Board of Directors is required for all disciplinary actions.

ARTICLE X. Rules of Order and Parliamentary Authority

1. Robert’s Rules of Order Newly Revised, the most recent edition, shall be the official rules under which the business of the Society is conducted.

ARTICLE XI. Suspension of the Bylaws

1. Rules of order contained in the Bylaws cannot be suspended.