Constitution and Bylaws
The Society of Urodynamics, Female Pelvic Medicine and Urogenital Reconstruction
St. Louis, Missouri, USA
ARTICLE I: NAME
The name of the society is The Society of Urodynamics, Female Pelvic Medicine and Urogenital Reconstruction.
ARTICLE II: PURPOSES
The purposes of the Society of Urodynamics, Female Pelvic Medicine and Urogenital Reconstruction are to optimize the care of men and women with lower urinary tract dysfunction and/or pelvic floor disorders through education, research and health care policy. The society also fosters interdisciplinary dialogue and communication, promotion of the development of young scientists, and the development of scientific, educational, and professional activities through publications (a medical journal that is the official journal of the society), meetings, and original activities to assist in the establishment of standards of care. In addition, the society develops, promotes and sponsors educational opportunities in the science of urodynamics, female urology and urinary tract reconstruction. The Society of Urodynamics, Female Pelvic Medicine and Urogenital Reconstruction is a not-for-profit corporation in the state of Illinois for these purposes of education, research, health, culture, and professional advancement.
ARTICLE III: MEMBERSHIP
This committee, appointed by the president of the society, will consider candidates (applicants) who have completed the membership application and have recommendations from two members in good standing of SUFU. Qualified candidates are individuals who provide healthcare for or participate in research regarding disease states that pertain to the society’s mission. The committee will review the credentials of prospective members (applicants) and recommend the category of membership to the EXECUTIVE COMMITTEE. Final approval will be determined by a majority vote of the Executive Committee. The Chair of the committee will be appointed by the President and be a non-voting member of the EC (unless a member-at-large).
CATEGORIES OF MEMBERSHIP:
MEMBER: A qualified candidate, as defined above, who is a physician (MD, or DO) who has completed residency training, a PhD or basic science researcher recognized within the field or a physicians in fellowship training programs related to the field. The individual must submit two letters of recommendation from other members of the society. The admission period is rolling. This category includes voting rights on society issues.
AFFILIATE MEMBER: A health care professional who is a qualified candidate, as defined above, who does not satisfy the criteria as Member including physicians in residency training, medical students, allied health professionals (nurse, NP, PA) and physical therapists. Letters of recommendation are not needed. The admission period is rolling. There are no voting privileges.
SENIOR MEMBER: At the age of 65 a member may request Senior Membership. If approved, this allows the individual to attend and participate in the meetings of the society and requires no payment of dues. There is no subscription to the journal of the society and no voting privileges.
HONORARY MEMBER: A distinguished contributor may be designated as an Honorary Member in the society. The initiation of such a request may come from any regular member and will first be evaluated by the Membership Committee Chairperson and then proceed to the Executive Committee for final approval. Honorary membership allows the individual to attend and participate in the meeting of the society and receive a complimentary subscription to the journal of the society. An Honorary Member does not need to request renewal of this status and membership dues are waived. There are no voting privileges.
AFFILIATE INTERNATIONAL MEMBER: An individual (MD, PhD, DO) in good standing with their parent organization that has a signed letter of collaboration with SUFU. There are no voting privileges and no subscription to the journal of the society. The admission period is rolling. Letters of recommendation are not needed.
CORPORATE MEMBER: An individual working in the pharmaceutical or medical device industry whose business focuses on diseases states pertinent to the society’s mission and who does not satisfy the criteria for Member or Affiliate Member. Letters of recommendation are not needed. The admission period is rolling. There are no voting privileges or subscription to the journal.
PROPOSAL FOR MEMBERSHIP APPLICATION:
The individual must complete the application and submit a copy of his/her most recent curriculum vitae. There must be two (2) letters from Members supporting the application for Full Membership. The application for change in category will be considered by the Membership Committee and presented to the Executive Committee for examination and consideration on a rolling basis. Final approval will be determined by a majority vote of the Executive Committee.
PROPOSAL FOR TERMINATION OF MEMBERSHIP:
- Nonpayment of Dues: Society dues must be paid as proscribed by the Executive Committee. After one (1) year of nonpayment of dues, an individual’s name will be deleted from the membership list. After this time, reapplication to the society must then be made for return of membership. Reapproval is not automatic and approval, when achieved, may not necessarily be in the same membership category. The reapplication process will be the same as the initial application process. When dues are not paid within the calendar year, no journal subscription will be forthcoming.
- Impropriety: A member may be expelled by the Executive Committee upon conviction of a serious crime, upon revocation, suspension or surrender of the individual’s license to practice medicine, for reasons of improper or unethical conduct. Misconduct within the society or actions that encroach upon the society’s activities may also prompt expulsion by the Executive Committee. A one time appeal process by the Executive Committee can be initiated at the request of the expelled member. Expulsion is final.
On the recommendation of the Secretary/Treasurer, dues may be set for each category following approval by the Executive Committee. Payment of dues must be completed within the calendar year. Included with payment of dues is a one-year subscription to the journal of the Society.
ARTICLE IV: OFFICERS OF THE SOCIETY
Officers of the society consist of: President, Vice President, and Secretary/Treasurer.
- Preside over business meetings and the Executive Committee
- Act for the society in case of an emergency
- Represent the society publicly; to speak for the society and to negotiate for the society with the advice of the Executive Committee.
- Appoint committee chairpersons
- Appoint acting positions on the Executive Committee at the time of death, disability, or resignation of any committee members
Term of Office: 2 years, non-renewable
- Succeed to the presidency on the death, disability, or resignation of the President; to appoint the Secretary/Treasurer to also perform the duties as Acting-Vice-President; and to inform the Nominating Committee of the need to select a new candidate for recommendation as Secretary/Treasurer to the next Executive Committee meeting
- Organize the scientific programs at the Annual SUFU Winter Meeting as well as other meetings as indicated by the Executive Committee.
Term of Office: 2 years, non-renewable
- Maintain all correspondence
- Maintain minutes of each meeting, scientific or business, and to maintain a file of reports from the committee chairpersons, and any and all documents pertinent to the running of the society
- Recommendation to the Executive Committee of the appropriate level of dues for each category of membership
- Maintenance of the budget and facilitation of the annual audit (the budget will be reported annually to the membership) by an independent Certified Public Accountant (CPA). Accounting procedures will include savings and checking accounts; records of receipts and disbursements with explanation; record of dues billed and received; expenses of each meetings, function, publication, project, or other activity.
- Make disbursements from the society as deemed necessary by the Executive Committee
- File an annual report with the Secretary of State of the State of Illinois.
- Maintain membership roles for use in correspondence (accuracy of addresses and telephone, facsimile (FAX), and E-mail numbers are the responsibility of the individual member)
Term of Office: 2 years, non-renewable
ARTICLE V: EXECUTIVE COMMITTEE
- Officers of the society (President, Vice-President, Sec/Treas.)
- The two (2) immediate past-presidents
- Six (6) members-at-large
- The editor-in-chief of the Society’s journal or his/her deputy editor at the recommendation of the Officers of the Society (non-voting)
- The chairperson of the Membership Committee (non-voting) unless a Member-at-Large
- The chairperson of the Fund Raising Committee (non-voting)
- The chairperson of the Communication/Website committee
- The chairperson of the Education Committee
- The chairperson of the Residency Education Committee
- The chairperson of the Health Policy Committee
- The chairperson/Senior Co-chair of the Basic Science Committee (non-voting)
- SUFU Foundation President
- The chairperson of the SUFU History Committee (non-voting)
- The chairperson of the Young SUFU Committee (non-voting)
- Meet annually and on other occasions when convened by the President with no compensation.
- Formulate policy regarding program selection for the scientific meetings; levels of dues, finances and spending; publications; publicity; equipment, procedures and formal advice in this regard; editorial policy; endorsements; nature, scope and frequency of meetings; acceptance and solicitation of endowments, donations and other finances
- Select the Executive Director and oversee activities of Executive Director for day-to-day operations of the Society; review the Executive Director’s yearly report of same
- Authorize new standing and/or ad hoc committees
- Set or approve procedures, quorums, majorities, credentials, and qualifications for the nomination, election, and oversight of officers
- Determination of financial aspects of awards given at the annual scientific meeting
- Formulate/review/approve the various issues involving fellowships including guidelines, programs, the FPMRS “match”, certificates and accreditation.
- It is mandatory that all Executive Committee members will attend all meetings and other business functions deemed necessary by the President
- Determined by the President in accordance with the bylaws.
- One member at large shall be designated liaison to the Young SUFU committee
Term of Office: 2 years. Term is renewable up to two terms in succession at the discretion of the nominating committee upon completion of every 2 year increments
ARTICLE VI: AUDIT REPORT
Independent Certified Public Accountant (CPA) recommended by the Secretary/Treasurer with approval by the Executive Committee
To conduct an annual audit of the society every year.
ARTICLE VII: NOMINATING COMMITTEE
- The Vice President who will serve as chair
- Two (2) members of the Society at large appointed by the President
- Two (2) immediate Past Presidents
To nominate members for approval by the Executive Committee for the offices of President, Vice-President, Secretary/Treasurer and six Members-at Large of the Executive Committee.
The Nominating Committee will be responsible to:
- Nominate one member-at-large or Committee Chair to the position of Secretary/Treasurer
- Decide on members-at-large to step down
- Select up to six candidates to be voted on by email for the available member-at-large positions.
Term of Office: 1 year
ARTICLE VIII: STANDING COMMITTEES:
- MEMBERSHIP: To review and check membership application and determine if requirements of membership have been met. Membership chairperson, nominated by the President and approved by the Executive Committee on a yearly basis, may name additional membership committee members in consultation with the President, monitor the membership review process, and report recommendations to the executive committee.
- FUND-RAISING: A duty of the Executive Director and his/her staff.
- EDUCATION: to oversee the FPMRS Fellowship “Match” Program and fellowship educational programs for SUFU. The Chairperson, previously a Member At Large member, nominated by the President and approved by the Executive Committee may name other committee members in consultation with the President. The term is 2 years, renewable once by the incoming or standing president with the approval of the EC, once in succession.
- RESIDENCY EDUCATION: To interact with the American Board of Urology (ABU)and Society of Academic Urology (SAU) as well as direct residency education matters for SUFU. The Chairperson, previously a Member At Large member, nominated by the President on the basis of interaction with SAU and ABU, and approved by the Executive Committee may name other committee members in consultation with the President. The term is 2 years, renewable once by the incoming or standing president with approval of the EC once in succession.
- HEALTH POLICY: To provide advice regarding coding, reimbursement, legislative issues, clinical practice guidelines, practice parameters, and quality and safety initiatives for the SUFU membership, and to identify and develop statements, as needed. Chairperson, previously a Member At Large member, nominated by the President and approved by the Executive Committee The Committee will include the ad hoc FDA liaison, AUGS Coding Committee Liaison, AUGS Quality Committee Liaison, SUFU Representative to the PPC and up to four SUFU members who hold full membership and are in good standing. Committee members will be nominated by the Chairperson and approved by the Executive Committee. The term for committee members will be 2 years, once renewable. Term for the Chair is 2 years, renewable once by the incoming or standing president with the approval of the EC.
- AWARD: This Committee determines the annual winners of the Zimskind, SUFU Lifetime Achievement, SUFU Distinguished Service Award and other awards. The Chairperson will be the most past, past president of SUFU and therefore will have a maximum term of 2 years. The SUFU President will appoint other individuals to this committee subject to approval of the EC whose terms are renewable on an annual basis. Potential award nominees will be presented to the Executive Committee for approval.
- COMMUNICATION/WEBSITE: This Committee will be comprised of a Chairperson, previously a Member At Large member, and two subcommittees: one that will be responsible for monthly newsletters, and one that will monitor and update the website on a quarterly basis. The Subcommittees will work under the direction of the Chairperson. The Chairperson has the discretion to implement additional subcommittees of the Communication/Website Committee as needed. The Chairperson is nominated by the President and is subject to approval by the Executive Committee. The Chairperson will designate individuals to serve on the Communication subcommittees on an ad-hoc basis subject to approval of the Executive Committee, whose terms are one year renewable. The term of the Chairperson is 2 years, renewable once by the incoming or standing president with the approval of the Executive Committee.
- YOUNG SUFU MEMBER: The Young SUFU Member Committee will engage early career SUFU members in SUFU leadership activities and foster development for future leadership roles in the society. SUFU Full Members who are in good standing and are more than 2 years but less than 10 years post training are eligible for membership on the committee. The Committee will be composed of 10 voting members. Successive members will be nominated by the sitting Young SUFU Member committee, nominated by a member of SUFU, or self nominated to replace the members rotating off, subject to approval by the Committee Chair and the SUFU EC. No more than one committee member from a single institution or practice shall be permitted on the committee at the same time. The term is two years once renewable. One committee member, selected by the committee and approved by the EC, will serve as chair. The term is two years, non- renewable. A member-at large will be appointed by the President to serve as a non-voting advisor/liaison. In the event that a committee member or chair surpasses the 10-year post-training period, they shall be allowed to finish their term on the committee or as chair.
- SUFU HISTORY COMMITTEE: The SUFU History committee will prepare and maintain an accurate history of the Society and keep records pertinent to its history. Prepare for publication including electronic publications, any historical issues relative to the Society and present it to the Executive Committee for approval as well as arrange for a eulogy of members who have made outstanding contributions to the Society at the annual meeting, as requested by the EC. The Chairperson is a regular member of SUFU, nominated by the President and is subject to approval by the Executive Committee. The Chair may appoint up to two additional committee members who are regular SUFU members, on an ad-hoc basis subject to approval by the President, to assist with Committee duties.
- FINANCE COMMITTEE: The Committee will advise the Board of Directors on the fiscal policies of SUFU and, with the approval of the Board, formulate fiscal rules and regulations and reserve polices. In cooperation with professional investment advisory services employed by the SUFU, the Finance Committee shall advise the Executive Committee on the sale, purchase, and/or transfer of SUFU investments. The Finance Committee shall: recommend SUFU’s investment counselor(s) and/or growth manager(s); monitor the Section’s portfolio at least quarterly for evaluation of performance and outcomes related to established guidelines and objectives; provide formal reports on performance with recommendations for Board of Directors meetings biannually. The Treasurer shall be Chairperson and the Committee will include the immediate past president and up to six SUFU members who hold full membership and are in good standing. Committee members will be nominated by the Chairperson and approved by the Executive Committee. The term for committee members will be 2 years, once renewable.
ARTICLE IX: SPECIAL COMMITTEES
Special committees may be authorized with their form and function designated by the Executive Committee
ARTICLE X: OFFICIAL JOURNAL OF THE SOCIETY
A journal subscription is included in the dues assessment.
ARTICLE XI: MEETINGS
A. At least one (1) Annual Scientific Meeting will be organized by the Executive Director.
- An Awards Committee selected by the President will determine the winners, if any, of the following awards at each annual scientific meeting
- Zimskind Award for the advancement of knowledge in the field
- Lifetime Achievement Award / Blaivas Lectureship
- Distinguished Service Award.
- Any other award determined by the Executive Committee.
- Financial amount of awards are to be determined by the Executive Committee
B. One (1) Business Meeting will be held annually in conjunction with the independent scientific meeting, chaired by the President and attended by the Executive Committee. Agenda for this meeting will include:
- Approval of the minutes and committee reports by the Secretary/Treasurer or committee chairperson
- Secretary/Treasurer’s financial report including results of annual audit
- Introduction of officers on alternate years
- Announce the following year’s scientific meeting
- Old business
- New business
C. In addition to the annual scientific and business meetings, other meetings may be sponsored if adhering to criteria set forth below.
- Special meetings of the Society may be called by the President themselves or when directed to do so by resolution of the Executive Committee or at the written request of Members representing a majority of all voting Members. Any such request shall state the purpose or purposes of the proposed meeting and include a verified list of members who are requesting the proposed meeting. The request must be provided with at least sixty days’ notice of the proposed meeting
- Approved meetings shall be called either by written notice post-marked/received 5 to 40 days prior to the date of the meeting or by announcement at the previous annual meeting
- Meetings with less than 10% of the membership in attendance may be dismissed for lack of a quorum or shall become advisory to the Executive Committee, but may make no binding motions.
ARTICLE XII: CALENDER
The Executive Committee will establish a time line via the Executive Director for meeting notices; call for abstracts, and regulations for meeting cancellations (including refunds) to submit to the Executive Director on, at least, an annual basis.
ARTICLE XIII: AMENDMENTS TO THE CONSTITUTION AND BY-LAWS OF THE SOCIETY
- All proposals to change the bylaws of SUFU (amendments) must be presented and approved by the BOD 60 days prior to an executive committee in-person meeting or the annual business meeting
- Any amendment will be electronically mailed to all members at least 30 days prior to any vote to change the bylaws.
- Until December 31, 2006, proposed amendment may be brought to the voting membership at the annual business meeting for discussion and a floor vote.
- No vote will be accepted if less than 25 members vote.
- After December 31, 2006, all voting will take place by electronic mail.
LEGAL AND PARLIAMENTARY REFERENCES
- Sturgis A: Standard Code of Parliamentary Procedure, 2nd Edition, New York City, McGraw Hill, 1965 (Library of Congress number 65-24530
- 1975 Missouri Revised Statutes, Chapter 355: General Not-for-Profit Corporation Law