Article V - Executive Director and Other Employees
Article VI - Membership
Article VII - Time and Place of Meetings
Article VIII - Officers and Management
Article IX - Committees
Article X - Amendments to the Constitution
Chapter I - Duties of Elective Officers
Chapter II - Duties of the Board of Directors
Chapter III - Duties of Committees
Chapter IV - a. Membership, Classification, and Election
Chapter IV - b. Membership, Classification, and Election
Chapter V - Election of Officers
Chapter VI - Meetings
Chapter VII - Resignation, Reprimand or Expulsion
Chapter VIII - Fees and Dues
Chapter IX - Ethics
Chapter X - Rules of Order
Chapter XI - Amendments to the Bylaws
Chapter XII - Saving Clause
Chapter XIII - Enabling Act
Chapter XIV - Order of Business
Southwest Society of Oral and Maxillofacial Surgeons Constitution
Article I: Name
The name of this organization shall be the Southwest Society of Oral and Maxillofacial Surgeons, hereinafter referred to as "the Society" or "this Society."
Article II: Definition
Oral and maxillofacial surgery is the specialty of dentistry which includes the diagnosis, surgical and adjunctive treatment of diseases, injuries and defects involving both the functional and esthetic aspects of the hard and soft tissues of the oral and maxillofacial regions.
Article III: Objects
The Mission of the Society shall be to provide optimum health care and to advance the science of oral and maxillofacial surgery in the fields of education, research, professional service and public relations; to cooperate with other dental and medical societies; to promote unity and harmony, and to cultivate fellowship and social pleasures among its members.
Article IV: Organization
Section 1. This Society is established as a not-for-profit organization, and it is intended that it so function.
Section 2. In the event this Society is dissolved, the disposition of all funds and properties shall be determined by the Board of Directors serving in that capacity at the time of dissolution.
Section 3. The administrative office shall be at the office of the Executive Director.
Article V: Executive Director and Other Employees
Section 1. The Executive Director shall maintain an office which shall be the official address of this Society, and be responsible for the administrative affairs of the Society as delegated by the Board of Directors. He shall at all times be directly responsible to the President and shall be directed in his duties by the Secretary-Treasurer.
Section 2. The Executive Director may deposit, disburse, and invest funds within the limits prescribed and as directed by the Board of Directors, and under the supervision of the Secretary-Treasurer.
Section 3. He shall be the custodian of all records, funds, and properties of this Society and shall keep a current record of transactions, investments, membership, and minutes of the Society and the Board of Directors. These duties shall at all times be subject to the approval and under the direction of the Secretary-Treasurer.
Section 4. He shall conduct the official correspondence of the Society. He shall officially notify all applicants for any type of membership of the results of their election and shall send to the successful candidates a certificate of membership and a copy of the Constitution and Bylaws. He shall maintain a current copy of the Constitution and Bylaws.
Section 5. The salary of the Executive Director shall be determined by the Board of Directors.
Section 6. The Board of Directors shall have the power to employ such personnel as it deems necessary to manage the affairs of the Society and shall fix the compensation of such employees.
Article VI: Membership
Section 1. The membership of this Society shall consist of six classifications: Active, Life, Retired, Honorary, Affiliate, and Resident Qualifications for each classification shall be prescribed in Chapter IV of the Bylaws.
Section 2. Only Active and Life members may vote or hold office in this Society.
Article VII: Time and Place of Meetings
Section 1. The Annual Meeting of the Society shall be held at such time and place as may be determined by the Board of Directors.
Section 2. Interim meetings may be held upon the affirmative vote of three-fourths of the Board of Directors, or by majority vote of a quorum of the Active and Life members.
Article VIII: Officers and Management
Section 1. Elective Officer. The elective officers of the Society shall be the President Elect, Vice President, and Secretary-Treasurer.
Section 2. Board of Directors, hereinafter referred to as "the Board" shall consist of the President, President Elect, Vice President, Secretary-Treasurer and the three immediate Past Presidents.
Section 3. The Board of Directors shall be the governing body of this Society, manage its affairs, conduct its business, and control the disbursement of its funds.
Section 4. Four Directors shall constitute a quorum of the Board.
Article IX: Committees
Section 1. The President shall appoint four standing committees to serve during his term in office.
Section 2. The four standing committees shall be:
A. Membership Committee
B. Constitution and Bylaws Committee
C. Nominating Committee
D. Program Committee
Section 3. The Membership Committee shall consist of at least three Active or Life Members, one of whom shall be appointed by the President to chair the Committee.
Section 4. The Constitution and Bylaws Committee shall consist of at least three Active or Life Members, one of whom shall be appointed to chair the committee.
Section 5. The Nominating Committee shall be composed of the immediate Past President and two Active or Life members elected from the floor at the Annual Meeting. The immediate Past President will chair the committee.
Section 6. The Program Committee shall be chaired by the Vice President. The President shall appoint other Active or Life members to serve as required.
Section 7. The President may appoint other committees as he deems necessary for the proper operation of the Society. The duties of the committees listed above are detailed in Chapter III of the Bylaws.
Article X: Amendments to the Constitution
Section 1. Amendments to the Constitution may be made at the Annual Meeting by a three-fourths affirmative vote of the Active and Life Members in attendance provided a quorum is present.
Section 2. It is preferred that all amendments to the Constitution be submitted in writing by the Constitution and Bylaws Committee and mailed to the membership for review at least thirty days before the Annual Meeting.
Chapter I: Duties of Elective Officers
Section 1. President
The President shall be the chief executive officer of the Society. He shall preside at all meetings of the Society and the Board. He shall act as an advisor to and shall be an ex-officio member of all committees. He shall appoint the Standing Committees of the Society and such other committees as deemed necessary. In the event any of the elected officers shall resign, become incapacitated or disqualified from office, the President shall appoint a successor for the unexpired term. He shall affix his signature to certificates of membership and to official documents representing the Society. He shall perform such other duties as pertain to his office.
Section 2. President Elect.
A. The President Elect shall assist the President in the performance of duties, preside in his absence, and succeed to his office in case of a vacancy for any cause.
B. He shall be an ex-officio member of all committees without suffrage.
Section 3. Vice President.
A. The Vice President shall assist the President in the performance of his duties and in the absence of the President or President Elect shall preside.
B. He shall serve as Chairman of the Program Committee.
Section 4. Secretary-Treasurer.
A. The Secretary Treasurer shall certify the minutes of all meetings of the Society and the Board.
B. He shall make a full and detailed report of the financial affairs of the Society at the Annual Meeting.
C. He shall be the official custodian of all records, funds, and property of the Society, directing and supervising the Executive Director in the matters as required for the prudent and efficient transactions of such Society affairs.
Chapter II: Duties of the Board of Directors
Section 1. The Board of Director shall have final authority in all business and administrative affairs of the Society.
Section 2. They shall determine the time and place of the Annual Meeting.
Section 3. They shall authorize all salaries and employment benefits of the employees of the Society.
Section 4. Four members shall constitute a quorum of the Board.
Chapter III: Duties of Committees
Section 1. The Membership Committee shall:
A. Certify that candidates are ethically and professionally acceptable for membership.
B. Certify that candidates meet the requirements for the class of membership they are requesting.
C. Investigate all charges that might lead to reprimand or expulsion and report the results of such investigation to the Board.
Section 2. The Constitution and Bylaws Committee shall:
A. Evaluate all proposed amendments to the Constitution and Bylaws. It is preferred that all amendments to the Constitution and Bylaws be submitted in writing to the Constitution and Bylaws Committee and be mailed to the membership for review at least thirty days before the Annual Meeting.
B. In the event proposed changes are made at the Annual Meeting, evaluate those changes and make recommendations accordingly.
Section 3. The Nominating Committee shall submit the name of at least one Active or Life member for each elective officer.
Section 4. The Program Committee shall plan and arrange for the scientific program for the Annual Meeting. If such is required for any special or interim meetings, they will bear the same responsibility for these meetings.
Chapter IV: a. Membership, Classification, and Election
Section 1. Classification: The members of the Society shall be classified as follows:
Section 2. General: All candidates for any classification of membership must provide evidence of acceptable ethical and moral standing in the profession.
Section 3. Qualifications:
A. Active Member. The following requirements shall be a prerequisite to active membership:
1. Residence in Arizona, Arkansas, Louisiana, New Mexico, Oklahoma, Texas, Colorado, Wyoming, or Montana.
2. Board eligible or having met the requirements for board eligibility to take the American Board of Oral and Maxillofacial Surgery examination, or be Board Certified.
3. Practice. An applicant must have limited his practice to the specialty of oral and maxillofacial surgery for a minimum period of three years preceding the date of application un less he is educationally qualified in another specialty recognized by the American Dental Association or American Medical Association and his practice is limited to that specialty in addition to oral and maxillofacial surgery. The time spent in advanced education in an accredited oral and maxillofacial surgery program is applicable toward the practice qualifications providing the formal education precedes the practice of the specialty.
4. Submission of such written evidence or qualification as shall be required of the applicant.
B. Life Member. The following requirements shall be a prerequisite for Life Membership.
1. Active membership at the time of application
2. Thirty-five years of Active membership or have reached the age of sixty-five and have been an active member for ten years.
3. Dues paid for the year in which Life membership is requested.
4. Written application for Life membership. Dues are waived for a Life member and he is granted all privileges of an Active member.
C. Retired Member. Active and Life Members of the Society who have retired from Active practice may be granted Retired membership by the Board after written notification to the Board. Dues are waived for a Retired Member, who shall have the same privileges as an Active Member except to vote and hold office. In the event of return to active practice, Retired members ill revert to their former status.
D. Honorary Member. Honorary membership may be granted as follows:
1. Those who have made distinguished contributions to the specialty of oral and maxillofacial surgery.
2. Those holding no other class of membership in the Society.
3. Those who have received written nomination bearing the names of five Active members, and who are recommended by the Board.
Election shall be by three-fourths affirmative vote by members of the Society voting, provided a quorum is present. No more than on Honorary Member may be elected every year. An Honorary Member shall be granted the right to attend the Annual Meeting, but shall not enjoy any other rights reserved solely for Active and Life members.
E. Affiliate Members. This class of membership shall be granted to those individuals who reside within the territorial limits of the Society and are employed by the dental services of the Armed Forces, Public Health Service, Veterans Administration, or those who reside or practice outside the territorial limits of the Society.
1. Such applicants must complete the same application procedure as that for Active membership.
2. Applicants residing or practicing outside the territorial limits of the Society must be comparably qualified as Active members, both professionally and ethically.
3. Affiliate members shall have the same privileges as an Active Member except the right to vote and hold office.
F. Resident Member. The following requirements shall be prerequisite to Resident Membership:
1. Enrollment in an American Dental Association's (ADA) Commission of Dental Accreditation (CODA) accredited program in oral and maxillofacial surgery in the Southwest Society Region consisting of Arizona, Arkansas, Louisiana (Shreveport training program only), New Mexico, Oklahoma, Texas, Colorado, Wyoming, and Montana.
2. Resident members may attend the Southwest Society Annual Meeting with waiver of the general registration fee and upon payment of the resident registration fee.
3. Resident Members shall not be required to pay the membership application fee provided they apply for Active Membership by July 1 during the year in which they complete training or within one year following that July 1 date. Regular dues need not be paid until the first calendar year following acceptance as Active Members.
4. Resident members shall not have the right to vote or hold office.
5. Payment of annual dues or any assessments shall not be required of Resident Members.
Chapter IV: b. Membership, Classification, and Election
Section 4. Application
A. Application Procedure
1. An applicant for Active or Affiliate membership in the Society shall complete the regular application form obtained from the Executive Director and endorsed by two Active members in or near the community of his practice.
2. Such application must be accompanied by a non-returnable application fee as determined by the Board. This application fee will be the first year's dues. Once elected to membership, he will pay annual dues beginning the calendar year following the year of his election.
3. A letter verifying successful completion of formal training from the program director is required.
4. An applicant is granted two years to complete all application requirements. Thereafter, the application is declared null and void and the application fee is forfeited.
B. Application Processing
1. The Executive Director shall inspect all applications to verify the qualification of the applicant and the completeness of the application. Thereafter, copies shall be sent to the Membership Committee for review before the Annual Meeting.
2. The Membership Committee shall conduct such investigations as it deems necessary concerning each applicant.
3. The Membership Committee shall report its recommendations to the Board and subsequently to the Society for action at the same Annual Meeting.
4. A three-fourths affirmative vote of the Society in quorum is required for election to membership.
C. Applicants for Affiliate Membership who have fulfilled the requirements as established in Chapter IV, Section 3, Part E of the Bylaws may be elected to membership upon recommendation of the Membership Committee and an affirmative vote of three-fourths of Active and Life members present and voting at the Annual Meeting providing a quorum is present.
Chapter V: Election of Officers
Section 1. The General Assembly shall elect each year at the Annual Meeting, a President Elect, Vice President and a Secretary-Treasurer. Each officer shall serve for a period of one year or until their successors are elected and installed.
Section 2. The President Elect shall ascend to the Presidency upon completion of his term of office.
Section 3. The President shall become a member of the Board of Directors for three years upon completion of his term of office.
Section 4. If the President Elect becomes deceased, incapacitated, resigns, or is disqualified from office, the Society shall elect a President at the next Annual Meeting.
Section 5. After nominations have been received from the Nominating Committee, nominations may be made from the floor by an Active or Life member.
Section 6. The slate of candidates may be voted on together if there is only one candidate per office. If there is more than one candidate for any office, then this office may be voted on separately. The candidate receiving a majority of the votes cast shall be declared elected.
Section 7. The election and installation of officers shall be the last order of business at each Annual Meeting.
Chapter VI: Meetings
Section 1. Admission to Meetings. Admission to meetings is confined to members, trainees in accredited oral and maxillofacial advanced educational programs, visiting oral and maxillofacial surgeons, those lecturing or addressing the Society, and specially invited guests who have been granted such privilege by the President or the Board.
Section 2. Training programs in oral and maxillofacial surgery are encouraged to participate in the Annual Meeting. A portion of the scientific program at each Annual Meeting shall be reserved for presentation by trainees and each year the invitation to so participate will be rotated among the training institutions in the geographical bounds of the Society.
Section 3. Business sessions shall be restricted to members of the Society. None but Active or Life members shall be entitled to vote or hold office in the Society. Ten percent of the total Active and Life members shall constitute a quorum.
Section 4. The Board shall have an official meeting at least once a year. The President shall determine the time and place of such meeting and shall so notify the members of the Board.
Chapter VII: Resignation, Reprimand or Expulsion
Section 1. A member may be censured, suspended or expelled from this Society for unethical or gross misconduct, either professional or civic, or of a violation or any provisions set forth in the Constitution and Bylaws of the Society. While under censure or suspension, he shall not be allowed to vote or hold office.
Section 2. Any Active or Affiliate member who fails to limit his practice to oral and maxillofacial surgery shall have his membership revoked by majority vote of the Board. He may reapply for membership after again limiting his practice to oral and maxillofacial surgery for one year. He shall be required to pay the initiation fee at that time.
Section 3. No punitive action shall be taken against any member until, and unless, specific charges have been filed in writing with the Secretary-Treasurer of the Society. The Secretary-Treasurer shall send a complete and accurate copy of these charges to the Membership Committee. If the majority of this committee considers the charges warrant investigation, a complete and accurate copy of these changes must then be sent by the Secretary-Treasurer of the Society to the accused. The Chairman of the Membership Committee shall set a time and place for the hearing of the charges. After the close of the hearings, if the Committee is satisfied that it had adequate evidence, it shall weigh the evidence and make a decision on the charges. Having made this decision, it shall make a written report of its findings and recommendations to the Board. Three-fourths vote of the Board is required for censure, suspension, or expulsion. The accused may appeal to the Society and a three-fourths vote of the Society in quorum is required for censure, suspension, or expulsion.
Section 4. Suspension or censure will have a time limit established, during which time the affected individual will not be allowed to vote or participate in activities of the Society. Once the time limit has been satisfied, the Board may reinstate the appropriate membership category.
Section 5. Members expelled from the Society for any cause shall be eligible to apply for membership again after three years from the date of expulsion and on the same terms and in like manner as an original applicant.
Section 6. A member of the Society in good standing and not under charges unbecoming a member of the Society, and not in arrears for dues, may honorably resign providing such resignation is received in writing by the Secretary-Treasurer.
A. Resignations are not acceptable if the member is delinquent in payment of dues.
B. A member who is delinquent in dues for two years shall
Have his membership revoked by the Board.
Section 7. A member who resigned while in good standing and desires to apply for membership within two years of his resignation, may e reinstated by paying the established dues for those two years. If more than two years has elapsed since his resignation, he may apply for membership on the same terms and in a like manner as an original applicant.
Chapter VIII: Fees and Dues
Section 1. The Board shall establish an application fee for Active and Affiliate membership. This is a non-returnable fee and must be paid at the time application for membership is made. The application fee shall apply as payment in full of dues to the end of the calendar year.
Section 2. Annual dues shall be established by a three-fourths affirmative vote of the Society in quorum at the Annual Meeting and will remain in effect unless changed by a like vote. Annual dues shall apply in full to Active and Affiliate members. Life, Retired, and Honorary Members shall be exempt from the payment of annual dues.
Section 3. A member in good standing unless otherwise disqualified when dues payment is current. Any member who is delinquent in payment of dues for two years shall have his membership revoked after being notified by certified mail, return receipt requested with notice of arrears and a copy of this section of the Bylaws.
Section 4. Any member having had his membership revoked for non-payment of dues may be reinstated within one year of such action by paying all past and current dues. If more than one year has elapsed since such revocation, he must make application on the same terms and in like manner as an original applicant.
Section 5. Any member may have his dues waived for the entire year if such causes a financial hardship by applying in writing to the Secretary-Treasurer and by an affirmative vote of the Board.
Chapter IX: Ethics
The members of this Society are committed to the Code of Professional Conduct of the American Association of Oral and Maxillofacial Surgeons and to the laws governing dental and medical practice in the states included in the geographical boundaries of the Society.
Chapter X: Rules of Order
Section 1. Sturgis Standard Code of Parliamentary Procedure shall be the official reference in matters of parliamentary procedure except as it may conflict with he Constitution and Bylaws of the Society.
Section 2. The code of parliamentary procedure as above stated may be suspended only on a three-fourths affirmative vote of Active and Life members present in quorum.
Chapter XI: Amendments to the Bylaws
Section 1. Amendments to the Bylaws may be made at the Annual Meeting by a three-fourths affirmative vote of the Active and Life Members in attendance provided a quorum is present.
Section 2. It is preferred that all amendments to the Bylaws be submitted in writing by the Constitution and Bylaws Committee and mailed to the membership for review at least thirty days before the Annual Meeting.
Chapter XII: Saving Clause
In the event any court of competent jurisdiction shall hold any part of the Constitution and Bylaws or any amendments hereinafter adopted to be invalid for any reason, such ruling shall apply only to the contested provision and shall not affect the remaining portion of the Constitution and Bylaws then in full force and effect.
Chapter XIII: Enabling Act
This Constitution and Bylaws supersedes and repeals all previous Constitution and Bylaws. Resolutions and enactments in conflict herewith are declared of no effect. It shall not however, be construed to prevent the present Officers, Members of Standing or Special Committees previously provided for, from continuing their present tenure of service until this act becomes effective.
Chapter XIV: Order of Business
The following is established as a recommended order of business or agenda for the business session of the Annual Meeting.
Call to order by the presiding officer
Approval of minutes of the previous meeting
Establish annual dues for coming year
Standing Committee reports
Special Committee reports
Executive Director's report
Report on scheduled future meeting(s)
Election of Nominating Committee members
Nominating Committee report
Election of officers
Installation of officers