The Pacific Coast Obstetrical and Gynecological Society is composed of individuals dedicated to excellence in the health care of women, dedicated to promoting cooperative efforts and unity between private practice physicians and the academic sector, providing continuing medical education for its membership, and advancing knowledge in the specialty. The Society also deals with concerns in the specialty other than direct patient care, including social issues, health care delivery, and patient education. The Society is dedicated to the continuance of physician’s professional learning from medical school through residency/fellowship training and beyond.
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 Guest they shall have limited their professional activities to the general 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 hold equivalent certification acceptable to the Board of Directors. 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. 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. The proposal for Non-Resident Fellowship will be recommended by the Board of Directors to the membership at a regular business meeting and must be approved by an affirmative vote of three-fourths of those present. A Non-Resident Fellow relocating in the geographic area of the Society shall be reinstated as a Fellow or Retired Fellow as appropriate. The Secretary-Treasurer shall inquire annually of each Non-Resident Fellow whether or not he or she desires to receive the "mailings" of the Society (i.e. the Minutes of the two Annual Business Meetings, the Minutes of the three Meetings of the Board of Directors, the Spring, Summer and Winter Newsletters and the Program of the Annual Meeting) at a cost to be determined by the Board of Directors.
(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 but shall not be subject to dues or assessments. They shall pay a registration fee, to be set by the Board of Directors, when attending an Annual Meeting. The Secretary-Treasurer shall inquire annually of each Retired Fellow whether or not he or she desires to receive the "mailings" of the Society (i.e. the Minutes of the two Annual Business Meetings, the Minutes of the three Meetings of the Board of Directors, the Spring, Summer and Winter Newsletters and the Program of the Annual Meeting) at a cost to be determined by the Board of Directors.
(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 By-Laws. 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, to be set by the Board of Directors, when attending an Annual Meeting. The Secretary-Treasurer shall inquire annually of each Honorary Fellow whether or not he or desires to receive the "mailings" of the Society (i.e. the Minutes of the two Annual Business Meetings, the Minutes of the three Meetings of the Board of Directors, the Spring, Summer and Winter Newsletters and the Program of the Annual Meeting) at a cost to be determined by the Board of Directors.
Each Regional Area shall have a membership consisting of the Fellows, residing in that area or a contiguous 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. No Regional Area shall have fewer than five (5) members. The membership in each Regional Area shall be designated as a Regional Caucus and each shall have a Chairman elected by the Fellows in that Caucus. A Fellow shall serve as Caucus Chairman for no more than one three (3) year term in office.
(b) A given Caucus, designated by the Board of Directors, shall assist the President and his committees in arranging the Annual Meeting.
Section 3. Admission to membership. Admission to membership shall occur in the sequential manner described below:
(a) - 1 Recommendation for Caucus Guest in a regional area. 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 a letter of recommendation and curriculum vitae of the individual to the Caucus Chairperson. The Board of Directors shall likewise have the privilege of recommending individuals to any Caucus for consideration. The curriculum vitae shall be submitted on a form composed and approved by the Board of Directors. A form shall be made available to all Caucus Chairpersons by the Secretary. Abridgment of the requested information shall invalidate the recommendation.
(a) - 2 Recommendation for Caucus Guest in a contiguous area. A Caucus may nominate a Caucus Guest residing in a border or contiguous caucus: (1) following an affirmative vote of the proposed guests’ geographic caucus and (2) following an affirmative vote of the Board of Directors, providing the sponsoring caucus follows all requirements of admission as outlined in Article I Section 3A-1. Each recommended individual shall qualify for Fellowship in accordance with Article 1 Section 1 (a), of the By-Laws, and the individual's qualifications and credentials shall be reviewed and certified in writing by the Caucus Chairman prior to presentation to the Caucus.
(b) Nomination for Caucus Guest. Each Caucus shall convene at least annually to discuss each individual recommended for a Caucus Guest, to select those to be voted upon as nominees, and to conduct any additional and appropriate business. Each Caucus shall establish a Caucus Membership Committee, chaired by the Caucus Chairman, which will be responsible for collecting names of potential candidates for the Society and research their qualifications. The Membership Committee shall submit the list of qualified candidates to the respective Caucus for preferential voting. The Caucus members shall thereafter vote on the proposed nominees by electronic or mail ballot, ranking them in order of preference. Any proposed nominee receiving an adverse vote exceeding ten (10) percent of the ballots cast shall not be acceptable for consideration as a Caucus Guest for that year. Such individuals, as well as those recommended but not selected as nominees, may be considered again in subsequent years, but only by submission of a new recommendation and curriculum vitae. The Caucus Chairman shall inform the Caucus of the results of the vote and shall submit the list of nominees in order of preference, together with their curricula vitae, to the Secretary 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 determine the number of Caucus Guests to be selected from each regional area and shall select that number from the list of nominees submitted by each Caucus, respecting but not being bound by the order of preference established by each Caucus. The Secretary shall thereafter send all Fellows and Retired Fellows the names of the individuals selected and shall invite these individuals to attend a subsequent Annual Meeting as Caucus Guests.
Whenever the preferential order submitted by a Caucus is not honored, a representative of the Board of Directors shall explain the action at the next meeting of the Caucus. Should the Caucus vote to do so, the Board of Directors may be charged to include the by-passed nominee as a Caucus Guest at the next Annual Meeting.
Unselected nominees may be recommended and nominated again in subsequent years but only via the procedure detailed in paragraphs (a) and (b) above as there shall be no automatic perpetuation of candidacy for Caucus Guest.
(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, ranking them in order of preference. Any candidate receiving an adverse vote exceeding ten (10) percent of the ballots cast shall not be acceptable for consideration as a Society Guest for that year. Such individuals as well as any previous Caucus Guest not selected to be voted upon as a nominee for Society Guest for any two (2) consecutive years shall thereafter be eligible for nomination only after repeating the entire sequence described in this Section. The Caucus Chairman shall inform the Caucus of the results of the vote and shall submit the list of nominees in order of preference, together with their curricula vitae, to the Secretary 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 determine the number of Society Guests to be selected from each regional area and shall select that number from the list of nominees submitted by each Caucus, respecting but not being bound by the order of preference established by each Caucus. The Secretary shall thereafter send all Fellows and Retired Fellows the names of the individuals selected and shall invite these individuals to attend the subsequent Annual Meeting as Society Guests. A curriculum vitae of each individual accepting an invitation as Society Guest shall be provided to the Society by the Secretary not less than sixty (60) days prior to the Annual Meeting at which the individual will appear.
Whenever the preferential order submitted by a Caucus is not honored, a representative of the Board of Directors shall explain the action at the next meeting of the Caucus. Should the Caucus vote to do so, the Board of Directors may be charged to include the by-passed nominee as a Society Guest at the next Annual Meeting.
Any individual invited as a Society Guest who declines the invitation or who fails, to participate in the scientific program at the Annual Meeting to which the individual is invited may be reconsidered for invitation, through repeat balloting in contest with other nominees for Society Guest within the regional area as noted above or by petition to the Board of Directors. The Board may grant a one year deferment for a personal emergency or for an unforeseen delay in a circumstance where a good faith effort was made by the Society Guest 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.
Under most circumstances approved Society Guests will be invited to participate in the scientific program at the Annual Meeting at least one year after their approval by the Board of Directors at an Interim Board Meeting. However, should the Program Committee or 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, as a Guest of the Board of Directors: if recommended by their host Caucus, the Program Committee, and approved by the Board of Directors. The presentation delivered by special invitation as a Guest of the Board of Directors shall meet the Society’s requirement for participation in the scientific program.
The Guest will become a Society Guest and their approval and ranking will occur as any other Society Guest. Nomination for Fellowship will occur as outlined in Article 1, 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 membership (Article I, Section 3 e) shall 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 and a statement as to the date of which the Secretary and two (2) other Fellows shall count the ballots.
If the adverse vote for any nominee for Fellowship exceeds ten (10) percent of the ballots cast, that nominee shall not be accepted for Fellowship. Fellowship shall be conferred on all other nominees. The Secretary shall inform the successful nominees and the Society of the results of the vote and shall furnish each new Fellow with a copy of the Articles of Incorporation and By-Laws as well as a copy of the Transactions of the Society for that year.
Should the Board of Directors reject a Society Guest as a nominee for Fellowship, the Caucus from which the nomination originated shall be so informed and shall discuss the rejection at their next meeting. Should the Caucus so desire, the matter may be brought before the Fellowship at the next Annual Meeting and, by the majority vote of those attending, the Board of Directors may be directed to include that individual's name in the next group of nominees for Fellowship to be voted upon by the Society.
Any nominee for Fellowship rejected by Society vote or rejected by a Board of Directors' vote which is unopposed by the nominating Caucus shall not be eligible for Fellowship for three (3) years thereafter and then only by repeating the entire sequence described in this Section.
(i) Election to Honorary Fellowship. Nomination for Honorary Fellowship shall be made by the Board of Directors and shall require a three-fourths affirmative vote of the Fellows voting by secret ballot. This ballot shall be handled in the fashion noted in paragraph (h) above.
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 following a submission of a written request to the Secretary confirming the intention and availability of both the invitee and the host to attend the Annual Meeting. The President and Secretary may substitute for the Board of Directors regarding selection and invitation if expediency is required.
Section 5. Caucus Activity
(a) Each Caucus shall formulate written rules regarding the method of nomination of individuals for Caucus and Society guests. These will supplement, but may not abrogate, any of these by-laws concerning member selection. These rules shall require the approval of the Board of Directors and shall be reviewed by the Caucus and resubmitted for the required Board of Directors' approval at five (5) year intervals. Each Caucus shall establish a Caucus Membership Committee to collect names of possible candidates and research their qualifications. The Committee shall submit their list to the Caucus for preferential voting.
(b) In formation of specific Caucus rules regarding member selection, consideration shall be given to the following:
1) Schedule of meetings;
2) Definition of a quorum;
3) Deadline for submission of recommendations for Caucus Guest;
4) Method for selection from among recommended individuals and from among previous Caucus Guests those to be voted upon as nominees for Caucus Guest and Society Guest respectively; except that the preferential voting process should not take place at an open meeting.
5) Establishment of a method of balloting which will allow determination of the order of preference of the nominees for Caucus and Society Guests and which will allow the submission of adverse votes. In determining the order of preference to be submitted to the Board of Directors, it is suggested that each Caucus tabulate the vote for proposed nominees ("n" in number) by scoring "n" for a first place, "n-1" for a second place vote, "n-2" for a third place vote, etc., thereafter listing the candidates in order of total score;
6) Designation of the individual(s) to receive and count the ballots;
7) Establishment of a method for informing the Caucus of the results of all balloting;
8) Establishment of the method to be employed in determining whether to disapprove the actions of the Board of Directors in not honoring the order of preference of the Caucus in selection of Caucus or Society Guests or in their rejection of a Society Guest from that Caucus as a Nominee for Fellowship (Section 3 (c), (e) and (h); and
9) Any other items which may have pertinence for a particular Caucus.
ARTICLE II
Management
Section 1. The business affairs of the Society shall be managed by the Board of Directors.
Section 2. The Board of Directors shall be composed of (a) the officers of the Society (Article IV, Section 1), (b) the Past President, (c) the Caucus Chairmen, and (d) the Editor of Scientific Proceedings, and (e) 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 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.
It 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 within Sixty (60 days following each meeting to all Fellows and to those Non-Resident, Retired and Honorary Fellows who have chosen to receive the "mailings" of the Society at a cost determined by the Board of Directors (Article I, Section 1, paragraphs c, d and e.
Section 4. Each member of the Board of Directors shall possess one (1) vote on matters coming before the Board. All voting by the Board of Directors shall be by each member in person, and voting by proxy shall not be allowed. At all Board meetings, a quorum shall consist of six (6) 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 meeting 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 shall be due cause for removal of a Fellow from the Board of Directors and the office from which that appointment evolved.
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 or by mail to each Fellow at least seven (7) 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. Board Meeting shall be held with participating parties present or in simultaneous communication with the proceedings. Should an urgent action be required by the Board and it is not possible or practical to conduct a meeting by direct or simultaneous communication any Board vote must be an Action by unanimous consent and requires an affirmative vote of all members of the Board of Directors (100%) after notice of requested action and publication of the requested action by mail or electronic transmission for adoption.
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 published in a program to be developed by the Secretary-Treasurer and mailed, prior to each Annual Meeting, to all Fellows and to those Non-Resident, Retired and Honorary Fellows who have chosen to receive the "mailings" of the Society at a cost determined by the Board of Directors (Article I, Section 1, paragraphs c, d and e).
(b) Submitted Manuscripts. All presentations submitted for inclusion in the scientific program, oral or poster presentations, by Society Guests, Guests of the Board of Directors who are candidates for membership (Article I, Section 3 e), 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 and published 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.
No paper on the scientific program shall be read by title unless the author is present and prepared to read his paper and the Society unanimously votes to have it read by title.
Any author accepting a place on the program and without valid reason fails to be present to read his paper at the time designated shall not be permitted to have it read by a substitute and shall be barred from a place on the program for a period of two (2) years after the session at which the author failed to keep the engagement.
(c) Business Sessions. At each Annual Meeting there shall be two (2) Business Sessions 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 mailed prior to each Annual Meeting to all Fellows and to those Non-Resident, Retired and Honorary Fellows who have chosen to receive the "mailings" of the Society at a cost determined by the Board of Directors(Article I, Section 1, paragraphs c, d and e).
(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 By-Laws of the Society, the Standing Rules, and any other items as the Board of Directors may designate. Editing of the Transactions shall be the joint responsibility of the Assistant Secretary and the Editor of Scientific Proceedings. Distribution of the Transactions shall be the responsibility of the Secretary-Treasurer. The Transactions may be published in printed or electronic form at the discretion of the Board of Directors.
(f) Mailings of the Society may be in printed or electronic form at the discretion of the Board of Directors.
Section 2. Special Meetings. 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 thirty (30) 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 sixty (60) Fellows.
ARTICLE IV
Officers
Section 1. The officers of the Society shall be a President, President-Elect, Secretary-Treasurer and Assistant-Secretary to be elected at the Annual Meeting.
Section 2. The officers of the Society shall hold office for one (1) year or until their successors are elected and installed.
Section 3. Candidates for office may be either Fellows or Retired Fellows in good standing. They should be nominated according to procedures stated in the By-Laws and elected by a simple majority. Non-Resident and 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 unexpired term.
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 distributed within sixty (60) days following each meeting to all Fellows and to those Non-Resident, Retired and Honorary Fellows who have chosen to receive the "mailings" of the Society at a cost determined by the Board of Directors (Article I, Section 1, paragraphs c, d and e). 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 both the general account, the Charles Kimball Memorial Fund, the Ted Adams Fund, and the Frank Lynch Memorial Fund. 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 public. The Secretary-Treasurer shall be responsible for the distribution of the Transactions of the Society and shall develop a roster of attendance at the Annual Meeting. One (1) month before each Annual Meeting the Secretary-Treasurer shall develop and distribute a program containing abstracts of the intended presentations at the Annual Meeting and all other information deemed desirable by the Board of Directors to all Fellows and to those Non-Resident, Retired and Honorary Fellows who have chosen to receive the "mailings" of the Society at a cost determined by the Board of Directors (Article I, Section 1, paragraphs c, d and e). On or before January 1, the Secretary-Treasurer shall mail to each Fellow a notice of dues and assessments for the coming year. On or before January 1, the Secretary-Treasurer shall inquire of each Non-Resident Fellow, Retired and Honorary Fellow whether or not he or she desires to receive the Society's "Mailings" at a cost to be determined by the Board of Directors (Article I, Section 1, paragraphs c, d and e). The Secretary-Treasurer shall compile and distribute information of interest and importance to the Fellowship, in the form of a Winter Newsletter following the Annual Meeting, a Summer Newsletter prior to the Annual Meeting, and a Spring Newsletter following the Interim Meeting of the Board of Directors. Upon leaving office, the Secretary-Treasurer shall relinquish all records, funds, and property of the Society.
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 Assistant Secretary shall be responsible for all physical property of the Society, including the historical files, and shall serve as the editor for all non-scientific material to be published in the Transactions. The Assistant Secretary shall solicit newsworthy personal information from the Fellowship and shall publish and distribute this as a Society Newsletter approximately midway between Annual Meetings. The Assistant Secretary shall carry out such other duties as may be designated by the Secretary-Treasurer on approval of the Board of Directors.
ARTICLE VI
Committee and executive offices
Section 1. Nominating Committee. Each Caucus shall elect an individual, other than the Caucus Chairman, 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 Chairman. 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. The committee shall nominate candidates for President-Elect, Secretary-Treasurer, and Assistant Secretary annually and a Member at Large every three years or if a vacancy exists. The Nominating Committee shall make its report at the final Business Session. Nominations may also be made from the floor. The election of officers will follow immediately thereafter.
Section 2. Arrangements Committee: The Arrangements Committee is a Standing Committee consisting of three Fellows. 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 Rule
Section 3. Program Committee. The Program Committee shall be a standing committee with one member selected from each Caucus to serve a five year term. Individuals appointed must agree to be a future Program Chairman when he or she is the senior member. The President-elect upon assuming office shall appoint a new member to replace any member whose term has expired or otherwise leaves the committee. In the initial year of appointment to the standing committee the President-elect shall determine the staggered term of each member from one to five years. Thereafter, each year the President-elect shall appoint a new member to serve a five year term. If any committee member leaves before the end of their respective five year term the President-elect will appoint an 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 shall choose the Frank Lynch Memorial Essayist. The Frank Lynch Memorial essay shall be published in the Transactions of that Annual Meeting and the essayist shall be reimbursed for expenses incurred in travel (private automobile or air coach) and 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 and 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 available, the Program committee has the option of eliminating the Memorial Essay.
b) The Ted Adams Scholarship. The Program Committee shall choose the Ted Adams Scholarship recipients. The Committee shall select a number of residents or fellows in Obstetrics and Gynecology or other related fields as they deem appropriate from submissions by eligible residents and fellows training at institutions within the geographic region of the Society to present posters or papers at the Annual Meeting of the Society. The Board shall determine the number of possible candidates each year by estimating the covered expenses for the candidates and the estimated income from the Scholarship Fund for that year. The costs will be borne by the Ted Adams Memorial Fund with Board approval with the exception of the selected Charles Kimball Award winner.
(c) Charles Kimball Award. The Program Committee shall select the Charles Kimball Award winner from the Ted Adams scholarship recipients. The value of the honorarium award and covered expenses shall be established by the Board of Directors. The costs and honorarium will be borne by the Charles Kimball Memorial Fund with Board approval.
Section 4. The Board of Directors shall appoint an audit committee of the Board consisting of two non-officer Board members and two fellows. They will serve two year staggered terms. The audit committee shall be responsible for the external audit of the Society, audit organization and in particular audit management.
Section 5. Investment Advisory Committee. An Investment Committee of three Fellows who are not members of the Board of Directors shall be appointed by the President and approved by the Board. The Investment Committee shall advise the Board and report the status of any investment accounts quarterly to the Board of Directors and at each Board of Director Meeting and to the membership at the First Business Meeting of each Annual Scientific Meeting. The Investment Committee Members shall serve staggered three year terms and shall be eligible for one additional three year term.
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. Caucus Chairmen. Each caucus shall elect a Chairman to serve for a term of three (3) years. This election shall occur during the Annual Meeting at which the previous Chairman's term expires. The Caucus Chairman shall be responsible for arranging and conducting all business activities of the respective caucus including the scheduling of meetings, collection of caucus dues, performance of all duties outlined in Article I, Section 5 regarding admission to membership and presentation of caucus rules to the Board of Directors at appropriate intervals as defined in Article I, Section 7. Additionally, each Caucus Chairman shall serve on the Board of Directors and, in this position, shall provide direct liaison between the respective caucus and the Board of Directors. Upon assuming office, the Chairman shall submit to the Secretary-Treasurer a written assurance that the by-laws and the standing rules have been read and will be honored in all activities. A Fellow shall serve as Caucus Chairman for no more than a single term.
Section 8. 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 not to exceed five (5) years. It shall be the Editor's responsibility to supervise the manuscript review and editorial policies and procedures of the Society in cooperation with the editors of the American Journal of Obstetrics and Gynecology (the official journal of the Society) and obtain approval of, and authority to implement such policies and procedures from the Board of Directors. The Editor or a designated representative shall serve as a member of the Advisory Committee on Policy of the American Journal of Obstetrics and Gynecology. The Editor of Scientific Proceedings shall serve as Editor for all scientific material to be published in the Transactions. The Editor shall anonymously appoint an unspecified number of Fellows each year to assist in the evaluation of the scientific presentations at the Annual Meeting and to assist in the decisions as to which of the manuscripts to recommend that the Board of Directors submit to the editors of the American Journal of Obstetrics and Gynecology for consideration for publication in that journal and which, at the discretion of the authors, shall be submitted for publication in the Transactions. At the request of Guests and Fellows, the Editor of Scientific Proceedings may allow manuscripts to be submitted to alternative medical journals or publications in lieu of the American Journal of Obstetrics and Gynecology following their presentation at an Annual Meeting.
Section 9. Historian. A Historian, to serve for an indefinite period, shall be appointed by the newly installed President whenever a vacancy in that office exists.
Section 10. Audio-Visual Manager. Upon assuming office the President shall appoint a Society Fellow to serve as Audio-Visual Manager (A-V Manager) for the following Annual Scientific Meeting. Audio- visual 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 to allow proper storage and organization. Any materials modified after submission will not be accepted unless approved by the A-V Manager to avoid interruptions in the flow of the scientific meetings. Requests for necessary equipment to support the audio-visual presentations at the Annual Scientific Meeting shall be submitted to the Secretary Treasurer for approval prior to purchase. Audio-visual purchases in excess of one thousand dollars ($1,000) also require Board approval. The A-V Manager also will coordinate the Society’s audio-visual requirements with the 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 reasonably necessary to implement the objectives and execute the functions of the Society.
ARTICLE VII
Income
Section 1. The income of the Society shall be derived from an initiation fee, annual dues and assessments. Each 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 retain their status as PCOGS Fellow. Dues shall be owed and payable in advance by all Fellows on January 1 of each year. Upon payment of dues all Fellows shall be entitled to a copy of the Transactions of the previous Annual Meeting and to a year-long subscription to the American Journal of Obstetrics and Gynecology. Retired and Honorary Fellows may obtain the Journal upon direct payment for such to 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 may be solicited from industry as long as such solicitations for educational support are carried out under a protocol approved by the Board of Directors and in compliance with guidelines of the American Medical Association and American College of Obstetricians and Gynecologists. The Secretary-Treasurer shall inquire annually of each Non-Resident, Retired and Honorary Fellow whether he or she desires to receive the "mailings" of the Society at a cost to be determined by the Board of Directors(Article I, Section 1, paragraphs c, d and e).
Section 2. Guest Charges. Society Guests shall be guests of the Society. All Caucus, Society and Personal guests will be required to pay registration fees. Personal Guests attending the Annual Meeting shall pay a registration fee and such other fees as shall be determined by the Board of Directors. Guests of the Board of Directors may be exempt from the payment of registration fees at the discretion of the Board.
Section 3. Any Fellow who is called into active military service shall be relieved of all dues and assessments and penalties for absence while in such service.
ARTICLE VIII
Discipline
Section 1. The Board of Directors, after a proper hearing, may reprimand, suspend, or expel any Fellow of the Society for violation of any of its rules or regulations, or for unprofessional conduct.
Section 2. Dues are owed and payable on January 1 of each year. Fellows who have not paid their dues by the conclusion of the Annual Meeting that year shall be in arrears. If, after notification, delinquent dues are not paid by January 1 following the Annual Meeting, the Fellow in arrears shall be automatically dropped from membership.
ARTICLE IX
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 X
Standing Rules
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 constitution or the by-laws. 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. A standing rule may not be modified or submitted for consideration more than once at the same Annual Meeting. Resolutions not included in the standing rules but necessary for the conduct of the business may be made at any time by the Board of Directors but these may not be perpetuated beyond the next Annual Meeting unless accepted as standing rules by a majority of the Fellows at that meeting. The current standing rules shall be published in the Transactions annually, as directed by the Board of Directors.
ARTICLE XI
Amendments
Suggested amendments to the Articles of Incorporation or to the By-laws must be submitted in writing to the Secretary, approved by the Board of Directors, and published to the membership sixty (60) days before a regular Annual Meeting. They shall be discussed and voted upon at the regular Annual Meeting. Adoption shall require a two-thirds affirmative vote of voting members present.
ARTICLE XII
Suspension of By-Laws
These By-Laws, except By-Law Article VIII, may be suspended during any Business Session by unanimous vote of the voting Fellows present but may not be suspended for the purpose of amending either the Articles of Incorporation or the By-Laws. These may be amended only by the process established in Article XI above.
ARTICLE XIII
Policies and Procedure
The Board of Directors shall have the duty to create, maintain, and amend policies and procedures for the Society. These policies and procedures may be amended at any meeting of the Board of Directors by a majority vote of the entire membership 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.
STANDING RULES
PACIFIC COAST OBSTETRICAL AND GYNECOLOGICAL SOCIETY
1) If not provided gratuitously by the meeting facility, the Society will bear the cost of housing the President, Secretary-Treasurer, Program Chairperson, Editor of Scientific Proceedings, the Photographer, the Chairperson of the Industry Liaison Committee, the Chairperson of the Arrangements Committee and the Audio-Visual Manager during the Annual Meeting. The Secretary-Treasurer’s dues and meeting registration as well as reasonable and customary meeting travel and expenses will be reimbursed by the Society.
2) If requested from the Assistant Secretary, a copy of the Transactions shall be provided to the library of each medical school in the geographic area of the Society.
3) The formal discussant of each presentation shall provide "peer review" by submitting an evaluation regarding the degree of suitability of the presentation for publication to the Editor of Scientific Proceedings.(1981)
4) Authors may not withdraw a paper after submission to the American Journal of Obstetrics & Gynecology without Board Approval.
5) The Secretary-Treasurer shall be allowed to employ a secretary/transcriptionist of his/her choosing. The monthly wage shall be a minimum of $500.00 per month. 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 Social Security taxes of this individual who is to be considered an independent contractor.(1993)
6) Contributions to the Ted Adams Scholarship Fund, the Charles Kimball Memorial Fund, and the Frank Lynch Memorial Fund are to 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 general 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)
7) The Minutes of the Interim Meeting of the Board of Directors shall be distributed to the Fellowship with the Summer Newsletter. In addition the minutes of the 1st and 2nd Business Meetings and the 1st and 2nd Board of Directors Meetings at the Annual Meeting shall be distributed to the Fellowship with the Winter Newsletter and published in the Transactions as directed by the Board.(2002)
8) The Society shall have an Industry Liaison Committee with responsibility for all industry relations as well as compliance of such activities with all American Medical Association guidelines. The Committee shall have a chair and up to four additional members appointed for two year terms by the President. Any administrative support will be covered by the Society. (2007)
9) Memorial Essay papers will be preferentially judged from a completed manuscript but may be judged from an abstract by the Program Committee. The Program Committee shall inform the invited Frank Lynch Memorial Essayist of their eligibility to submit a completed manuscript for possible publication in the American Journal of Obstetrics & Gynecology. (2003)
10) Fellows shall be expected to participate as a formal discussant when asked by the Program Chairman unless they are unable to attend that meeting.(1997)
11) These Standing Rules of the Society are to be published in the Transactions annually.(1993)
12) Official membership in the Society begins when the candidate has been notified by the Secretary of a favorable vote by the general membership.(2008)
13) 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.
14) 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 Chairs’ duties include:
- Research and evaluate possible venues for their upcoming meeting.
- Utilize historical Societal budget income and expenses to plan for a meeting that is financially sustainable.
- Recruit needed members to assist the Arrangements team with the associated functions for the upcoming meeting.
- 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.
- Negotiate with at least two venues with guidance from the Arrangements Committee.
- Provide a diverse range of activities for the Fellows and guests to enjoy.
- Be responsible for the non-scientific components of the meeting itself including:
- Food selection and cost estimates
- Décor
- Entertainment
- Relations with venue
- Management of the Hospitality Suite
- Management of On-Site relations with industry
- Management of the meeting as it progresses as needs arise
- Contract review in conjunction with the Arrangements Committee and the Secretary-Treasurer
The Board of Directors may authorize the Secretary-Treasurer to contract with an events coordinator or consultant when required.
15) 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)
16) Meritorious Category. In addition to the Ted Adams Scholarship recipients, the Program Committee may select an additional number of residents or fellows in Obstetrics and Gynecology or other related fields as they deem appropriate from nominations made by each Caucus, to present posters at the Annual Meeting of the Society. This “Meritorious Category” will allow the candidate the opportunity for a poster presentation at the annual meeting. The Board shall determine the number of possible “Meritorious” candidates each year by estimating the covered expenses for the candidates and the estimated income from the Scholarship Fund for that year. The costs (waiver of registration fee) will be borne by the Ted Adams Memorial Fund with Board approval. The candidate will be responsible for their own lodging, transportation and other expenses.(2013)
17) The President shall appoint a Parliamentarian. If there is a fee involved this fee will be approved by the Board of Directors. 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. (2018)
