SOCIETY OF MEMORIAL GYNECOLOGIC ONCOLOGISTS BYLAWS

ARTICLE I:  NAME AND PURPOSE

Section 1:  Name

The official name of this association shall be the Society of Memorial Gynecologic Oncologists. Hereafter, this association will be known as the Society in these Bylaws.

Section 2: Mission

The mission of the Society shall be to encourage research and disseminate information about new developments, to improve the knowledge and practice of gynecologic oncologists as it relates to the prevention, detection, and treatment of cancers arising from the female genital tract.  

ARTICLE II:  MEMBERSHIP

This Society shall consist of Active, Associate, Senior, Honorary, and Inactive Members. This Society shall be the sole judge of the moral, ethical, and professional qualifications requisite for election or termination of membership.

Section 1:  Active Membership

Qualifications:  Active Membership in this Society is limited to attending physicians and former attending physicians and those physicians who successfully complete a fellowship program in gynecologic oncology at Memorial Sloan-Kettering Cancer Center.

Rights:  An Active Member shall have the right of suffrage, of participation in meetings of the Society, and shall be eligible to hold any office or receive any honor within the Society. He shall be elected in accordance with provisions outlined below.

Recommendations for Active Membership:

1.         The Secretary-Treasurer shall notify individuals eligible for Active Membership and send them an application form. Upon receipt of the completed application form, initiation fee, and two letters of recommendation from two Active Members serving as Proposers, the application is to be reviewed and approved by the Executive Board.

2.         Names of candidates approved by the Executive Board shall be circulated to the Active Membership by the Secretary-Treasurer at least one month prior to the annual meeting. This list shall include the names of the Proposers, the candidate’s qualifications, and the type of membership recommended.  A short sketch of each candidate's qualifications shall be included. If any member desires additional information, it should be obtained from the Proposers.  All names rejected by the Executive Board shall be automatically reconsidered for the next two years without need for reapplication.  

3.         If membership is terminated for any reason, reinstatement shall be at the discretion of the Executive Board.  

Election to Membership:  

1.         All candidates must be voted upon by secret ballot.

2.         To be elected, a candidate must have an affirmative vote of 80% of those cast.  

3.            Candidates rejected by membership vote shall not be reconsidered until three years have elapsed. However, the Proposers shall be notified by the Secretary-Treasurer whenever a candidate is rejected.  

4.             Candidates rejected three times by the Executive Board or once by the Active Membership of the Society shall have their names kept on a confidential list by the Secretary-Treasurer and their applications will be destroyed.  

Number of Members: There shall be no limit to the number of Active Members.  

Termination of Membership:  

1.         Any member may terminate his membership by submitting a written resignation to the Secretary-Treasurer.  

2.         Failure to pay dues for two consecutive years shall result in termination of membership provided the member has been notified three months in advance of such termination. Reinstatement of membership will require payment of all delinquent dues.  

3.         The Executive Board shall terminate membership in the Society if in its opinion, a member has not acted in accordance with accepted ethics of the medical or scientific professions. This shall be determined by a majority vote.  

Dues: Dues shall be payable to the Secretary-Treasurer of the Society upon receipt of the annual statement.  

Notification of Fellows: Prior to the completion of their training, the Fellows in gynecologic oncology at Memorial Sloan-Kettering Cancer Center will be notified by the Secretary‑Treasurer of their eligibility to apply for membership.  

Section 2:  Associate Membership  

Qualifications: Associate Membership in this Society shall be limited to physicians and scientists who have had training in cancer and manifest a continuing interest in this field. The conduct of an Associate Member shall be in accord with the ethics of the medical and scientific community.  

Rights:  An Associate Member shall have the right of attending and participating in the annual meeting of the Society. He does not have the right of suffrage, participation in business meetings of the Society, and holding elective office. He may be appointed to committees. He shall be elected to Associate Membership in accordance with the provisions described above for active membership; however, it is not required that he served a fellowship in gynecologic oncology at Memorial Sloan-Kettering Cancer Center.  

Recommendations for Associate Membership: Similar to procedure outlined for Active Membership (see above).

Dues: Associate Members shall pay annual dues.  

Election to Membership: Election to Associate Membership is the same as the procedure outlined for Active Membership.  

Number of Members: There shall be no limit to the number of Associate Members.  

Termination of Membership:  

1.         Any member may terminate his Associate Membership by submitting a written letter of resignation to the Secretary-Treasurer.  

2.             Nonpayment of dues will constitute grounds for forfeiture of Associate Membership. 

3.         The Executive Board shall terminate membership in the Society if in its opinion, a member has not acted in accordance with accepted ethics of the medical or scientific professions. This shall be determined by a majority vote.  

Section 3:  Senior Membership  

Qualifications:  Senior Membership in this Society shall be limited to those Active and Associate Members who have reached the age of 65 and desire to transfer to Senior Membership. This transfer is not mandatory nor automatic.  

Rights:  A Senior Member who has been transferred from Active Membership or elected to this membership shall have the rights of an Active Member but shall not hold office. A Senior Member who has been transferred from Associate Membership or elected to this membership shall have the rights of an Associate Member. A Senior Member may serve on any committee.

Election of Membership: All Active and Associate Members upon reaching age 65 shall be notified by the Secretary-Treasurer of their eligibility for transfer to Senior Membership. This transfer can then be initiated based on the member's letter of request.

Number of Members: There shall be no limit to the number of Senior Members.  

Termination of Membership:  

1.         Any member may terminate his membership by submitting a written resignation to the Secretary-Treasurer.  

2.         The Executive Board shall terminate membership in the Society if in its opinion a member has not acted in accordance with accepted ethics of the medical or scientific professions.  This shall be determined by majority vote.  

3.         There is no requirement for Senior Members to attend annual meetings.  

Dues: Senior Members shall not be required to pay dues.  

Section 4: Honorary Membership  

Qualifications: A person distinguished for his services or attainments in the field of cancer may be elected to Honorary Membership in this Society.  

Rights: Honorary Members shall have the right to attend the annual meeting but shall not have the right of suffrage, holding office, and appointment to committees.  

Number of Members: There shall be no limit to the number of Honorary Members.  

Reinstatement of Previous Status: An Honorary Member may apply to the Executive Board for reinstatement of previous status.  

Dues: Dues shall not be required of Honorary Members.  

Termination of Membership: Similar to the procedure outlined for Senior Membership.  

Section 5:  Inactive Membership  

Qualifications: Active, Associate, Senior, and Honorary Members who are in good standing may be permitted to apply to the Executive Board for Inactive Membership when unable to participate in the activities of the Society for reasons acceptable to the Executive Board. 

Rights: An Inactive Member shall be excused from all obligations of membership.  

Number of Members: There shall be no limit to the number of Inactive Members.  

Reinstatement of Previous Status: An Inactive Member may apply to the Executive Board for reinstatement of previous status.  

Dues: Dues shall not be required of Inactive Members.  

Termination of Membership: Similar to procedure outlined for Senior Membership.  

ARTICLE III - OFFICERS  

The officers of the Society of Memorial Gynecologic Oncologists shall be President, President-Elect, Secretary-Treasurer, and Immediate Past President. In the event the President becomes unable to perform the duties of the Presidency, the order of succession of officers shall be President-Elect, Secretary-Treasurer, and Immediate Past President.  

Section 1:  President

  Election: The office of the President shall be filled by the immediate past President-Elect.  

Term of Office: The term of office shall be until the next annual meeting.  

Duties:  

1.         All customary duties of the office of President.  

2.         Preside at the annual business meeting and all other functions at the annual meeting.

3.         Appoint members of each standing and ad hoc committee and its Chairperson with the approval of the Executive Board.  

4.         Serve as Chairperson of the Executive Board.  

Section 2:  President-Elect  

Election: The President-Elect shall be elected by a simple majority of ballot vote at the annual meeting.  

Term of Office: The term of office shall be until the next annual meeting.  

1.         All duties assigned by the President or the Executive Board and assume the duties of the President if the President becomes disabled.

2.             Responsible for all arrangements for the annual meeting to be held two years following his election as President-Elect.  

3.         Select the Scientific Program Chairperson and Scientific Program Committee for the meeting to be held two years following his appointment as President-Elect.  

4.         Serve as Parliamentarian at all Society and Executive Board business meetings.  

Section 3: Secretary-Treasurer  

Election: The Secretary-Treasurer shall be elected by a simple majority vote at the annual meeting. A Secretary-Treasurer-Elect shall be elected one year prior to expiration of the three-year term of the incumbent Secretary-Treasurer and shall be a voting member of the Executive Board.  

Term of Office: The term of office shall be three years.  

Duties:  

1.         Receive and answer all correspondence for the Society.  

2.         Keep the roster of membership up-to-date, noting changes of address, changes in status, etc.  

3.         Notify all new members of their election. Notify members of a change of status.  Notify members of Presidential committee appointments.  

4.         Keep or cause to be kept in permanent form a correct record of all the transactions of the Society. The original record shall be sent to the Archives File of the Society Historian.  

5.         Receive applications for membership and forward them to the Executive Board.  

6.         Act as custodian of the papers of the Society and its committees' reports.  

7.         Notify members of the annual meeting, including the business and social functions.  Notify members of the Executive Board of scheduled meetings.  

8.         Direct the sending of statements and collect membership dues.  

9.         Keep records of checking and savings accounts.  Disburse funds as may be necessary to meet appropriations and expenses of the Society upon recommendation and approval of the Executive Board.  

10.       Prepare an annual financial statement and a budget for presentation at the annual meeting.  

11.       Notify Executive Board of members delinquent in payment of dues.  

12.       Prepare and submit appropriate reports to the Internal Revenue Service.  

13.            Succeed to become President if both the President and President-Elect become disabled or resign.  

14.       An individual can serve only one three-year term as Secretary-Treasurer.  

ARTICLE IV:  EXECUTIVE BOARD  

The Executive Board shall act as the governing body of this Society, and shall act in accordance with the following rules and regulations.  

Section 1: Members  

Number of Members:            7  

Type of Members:  

1.         Officers

a.             President-Chairperson

b.             President-Elect

c.             Secretary-Treasurer

d.             Immediate Past President  

2.         Elected Members:  3  

a.         Three members from the Active Membership shall serve as members of the Executive Board. Each shall serve for a three-year term and shall be elected by a simple majority of ballot vote at the annual meeting. This shall be alternated so that one new member is elected each year. If an elected member of the Executive Board becomes an Officer, he must resign at the annual meeting as an elected member so that a replacement may be made.  

b.         Upon completion of a three-year term, a member may not serve again as an elected member of the Executive Board until at least one year has elapsed.  

c.         Any Executive Board office vacated by resignation, death, or promotion to another office will be replaced by appointment of the President for the years of the unexpired term or elected at the next annual meeting.  

d.         The Immediate Past President shall serve a one-year term on the Executive Board. 

Section 2: Meetings  

Number: There shall be a meeting of the Executive Board prior to the annual meeting and at the conclusion of the annual meeting.  Additional meetings may be called at the discretion of the Chairperson of the Executive Board.  

Place: The date, time and place shall be selected by the Executive Board.  

Quorum: A simple majority shall be considered a quorum.  

Attendance: All officers and the three elected members are expected to attend all meetings of the Executive Board. Chairpersons of Committees may be invited when a Committee report is due.

Section 3 - Duties  

Conduct the affairs of the Society during the interim between the annual meetings.  

Review all applications for membership and accept or reject such applications.

Review proposed amendments and policy changes for presentation at the annual meeting. Recommendations for action shall be determined and presented to the entire membership for vote at the annual meeting.  

Approve the selection of the Society of Memorial Gynecologic Oncologists Annual Lecturer as recommended by the President.  

Review the format of the Scientific Session for the annual meeting, which is the responsibility of the President.  

Select the dates, time, and place for the annual meeting at least two years in advance.  

Determine and recommend for approval by the Active Membership the amount of Initiation Fees and Dues for all types of membership and fees for guests to attend annual meetings.  

A major responsibility will be to determine, direct, and approve any scientific investigations undertaken by the Society.  

 ARTICLE V:  COMMITTEES  

The Committees of this Society shall be appointed by the President to aid the Executive Board in conducting the affairs of the Society. The Chairpersons of the Standing Committees may be invited to report to the Executive Board. They shall not have the right to vote at the meetings of the Executive Board unless as a member of the Executive Board.  

Section 1:  Standing Committees  

There shall be one Standing Committee and others established as necessary by the Executive Board.  

Nominating Committee  

Duties:  Present a slate of nominees for the offices of President-Elect, Secretary-Treasurer, and vacancies in the elected membership of the Executive Board.  

Number of Members: The membership of this Committee shall consist of the three most recent Past-Presidents.  The Chairperson shall be the Past-President who is senior as to year of office.  

Meetings: Time, place, and number of meetings shall be determined by the Chairperson, so that the slate of nominees shall be available for presentation at the annual meeting.  

Quorum: A quorum shall be a simple majority of members.  

Section 2: Ad Hoc Committees  

These Committees shall be appointed by the President as the need arises concerning committee functions in the areas of auditing, bylaws, history of the Society and custodian of records, local arrangements, scientific programs and other areas in which the Executive Board approves creation of such committees by the President.  

ARTICLE VI:  MEETINGS  

Section 1 - Annual Meetings  

Number: There shall be one annual meeting for the entire membership. This meeting shall consist of combined scientific and business sessions.  

Time: The dates and place of the annual meeting shall be selected by the Executive Board at least two years in advance.  

Quorum:  The active members present at the annual business meeting shall constitute a quorum.  

Section 2:  Guests  

Each member may invite official guests to the annual meeting.  Persons in training in gynecologic oncology at Memorial Hospital are automatically invited as guests to the annual meeting.  Names of these guests will be submitted to the Secretary-Treasurer in advance of the meeting.  

ARTICLE VII: FUNDS  

Section 1:  Type of Funds

 

Dues:  

1.         Dues are required of all Active and Associate Members. The amount shall be determined by the recommendation of the Executive Board.  

2.         Dues shall be payable to the Secretary-Treasurer of the Society upon receipt of the annual statement.  

3.              Initiation Fees:  All new members except Honorary Members shall be assessed an initiation fee as determined by the Executive Board.  

Dues and initiation fees as noted above will be determined by the Executive Board and approved by the majority vote of the members voting at the annual meeting. Special assessments will be fixed by the Board. Any assessment fixed by the Executive Board shall be approved by majority vote of the Active Members.  

Contributions:  Any contribution or grant directed to the Society shall be received by the Secretary-Treasurer. Such contributions shall be used as the Contributor requests.  If no specification has been made concerning the use of the contribution, the Executive Board shall determine its utilization in the best interests of the Society with majority approval by the Active Members.  

Section 2:  Disbursements  

Bills shall be paid by the Secretary-Treasurer.  

Section 3:  Statements  

The books should be balanced by September 1 of each calendar year.  

Section 4:  Audit