SSO Bylaws

(Revised 4/8/09)

ARTICLE I Name and Purpose

Section 1 — Name

The official name of the organization shall be THE SOCIETY OF SURGICAL ONCOLOGY, INC (Founded as THE JAMES EWING SOCIETY).

Section 2 — Purpose

The purpose of The Society shall be to improve the diagnosis and treatment of patients with malignant diseases.

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ARTICLE II Membership

Membership in The Society shall consist of Active, Senior, Honorary, Associate and Candidate members. The Society shall be the sole judge of the ethical and professional qualifications requisite for election or termination of membership.

Section 1—Active Membership

A. Qualifications: Active Membership in the Society is limited to physicians and other scientists who have a major professional interest and commitment to oncology, as demonstrated by a combination of the following activities:

1. Criteria for Surgeons:

a. Certification by the American Board of Surgery or an equivalent surgical specialty Board.

b. Evidence of continuing commitment to Surgical Oncology as demonstrated by such activities as:

(1) Oncologic teaching or research.

(2) Involvement in activities of the American Cancer Society.

(3) Involvement in activities of the Commission on Cancer of the American College of Surgeons.

(4) A leadership role in hospital or community cancer activities.

(5) Authorship of publications on topics pertaining to Oncology in peer-reviewed medical journals.

(6) Membership in other oncologic societies.

2. Non-Surgical Oncologists:

a. Must be an acknowledged expert in a non-surgical field who has made significant contributions to Surgical Oncology or any scientist with a doctoral level degree, not in clinical practice, doing research in cancer or a cancer-related field.

Examples of contributions to Surgical Oncology or qualifications of the individual include:

(1) Editorial Board membership of a major medical journal or editor of a major text book on oncology.

(2) Having held office in a major national oncologic Society.

(3) Fundamental original contributions to cancer research or teaching.

(4) Recognition by peers as a leader in the field of Surgical Oncology.

(5) Having a continuing commitment to oncology as evidenced by:

(a) Involvement in activities of the American Cancer Society or the Commission on Cancer of the American College of Surgeons.

(b) A leadership role in hospital or community cancer activities.

B. Rights: An Active Member shall have the right to vote and shall be eligible to hold any office within the Society. Active Members shall have the right to attend, participate in and submit abstracts for presentation at meetings of the Society. An Active Member shall be designated as a Fellow of the Society of Surgical Oncology.

C. Recommendations for Active Membership:

1. An applicant must submit a completed membership application along with any required application fees.

2. The Chair of the Membership Committee shall present the Committee’s recommendations to the Executive Council for review and approval.

3. Graduates of SSO-approved surgical fellowship training programs can apply for transfer from Candidate Membership to Active Membership upon successful completion of an SSO-approved training program, as attested by their Training Program Director.

4. Reinstatement. If membership is terminated for any reason, reinstatement shall be at the discretion of the Executive Council.

D. Number of Members:

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

E. Termination of Membership:

1. Any member may terminate membership by submitting a written letter of resignation to the Secretary.

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 Council may 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.

F. Dues: Dues shall be established by the Executive Council and be payable to the Treasurer of the Society upon receipt of the annual statement. Any member not in clinical practice may apply for a reduction in dues.

Section 2 – Senior Membership

A. Qualifications: Senior Membership in the Society is an option for those Active Members who have reached the age of 70 and/or are no longer in active practice. The Executive Council may recommend Senior Membership status at a younger age under unusual circumstances. New candidates for membership who are 70 years of age or over and are no longer in active practice of medicine shall be eligible for election to Senior Membership.

B. Rights: A Senior Member shall have the right to vote and to attend, participate in and submit abstracts for presentation at meetings of the Society. A Senior Member in good standing shall be designated as a Fellow of the Society of Surgical Oncology.

C. Election to Membership: All Active Members upon reaching age 70 and/or no longer in active practice may request transfer to Senior Membership. Transfer to Senior Membership is effected by vote of a majority of the Executive Council.

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

E. Termination of Membership:

1. Any member may terminate membership by submitting a written letter of resignation to the Secretary.

2. The Executive Council may 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. Such actions shall be determined by majority vote.

F. Dues: Senior Members who have paid annual membership dues for any ten-year period shall not be required to pay dues. The Executive Council may establish annual Senior Membership dues if deemed necessary. Dues, if assessed, shall be payable to the Treasurer of the Society upon receipt of the annual statement.

Section 3 – Honorary Membership

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

B. Rights: An Honorary Member shall have the right to attend, participate in and submit abstracts for presentation at meetings of the Society.

C. Recommendations for Honorary Membership: The names of candidates for Honorary Membership shall be submitted by Active Members of the Executive Council.

D. Election to Membership: Election to Honorary Membership is by approval of the SSO Executive Council.

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

F. Termination of Membership:

1. Any member may terminate membership by submitting a written letter of resignation to the Secretary.

G. Dues: Honorary Members shall not be required to pay dues.

Section 4 – Associate Membership

A. Qualifications: Associate Membership in the Society shall be limited to any non-physician healthcare provider (eg: nurse clinician, physician assistant) who is involved in surgical oncology patient care.

B. Rights: An Associate Member shall have the right to attend, participate in and submit abstracts for presentation at meetings of the Society.

C. Recommendations for Associate Membership:

1. An applicant must be proposed for membership by either an Active or Senior Member in good standing, along with one seconder who must also be either an Active or Senior Member in good standing.

2. The Chair of the Membership Committee shall present the Committee’s recommendations to the Executive Council for review and approval.

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

D. Number of Members:

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

E. Termination of Membership:

1. Any member may terminate membership by submitting a written letter of resignation to the Secretary.

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. Re-instatement of membership will require payment of all delinquent dues.

3. The Executive Council may 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.

F. Dues:

1. Dues shall be established by the Executive Council and payable to the Treasurer of the Society upon receipt of the annual statement.

Section 5 – Candidate Membership

A. Qualifications: Membership in the Candidate group in the Society is limited to Trainees or ABS Board-eligible surgeons (or equivalent) who have one of the following:

1. Must be a surgical resident in a surgical residency program approved by the Accreditation Council for Graduate Medical Education; or

2. Must be in training, in a fellowship training program approved by the Society of Surgical Oncology.

3. Have completed their surgical training, but have not yet become Board-Certified; or

4. Be in training in a non-SSO approved fellowship program.

For 1 and 2 above, must have received the recommendation of their current training program director of his/her career interest in oncology. If elected, will remain in the candidate group for a minimum of one (1) and a maximum of six (6) years. Candidate members must verify their training status or Board-eligible status every third year.

B. Rights: A Candidate Member shall have the right to attend, participate in and submit abstracts for presentation at meetings of the Society.

C. Recommendations for Membership in the Candidate Group:

1. A formal application is submitted to the SSO Membership Committee, along with a letter from their current Training Program Director.

2. The names of candidates for membership in the Candidate group shall be submitted to the Secretary and approved by the Executive Council.

D. Number of Members: There shall be no limit to the number of members of the Candidate group.

E. Termination of Membership:

1. Any member may terminate membership by submitting a letter of resignation to the Secretary.

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.

F. Dues: Dues shall be established by the Executive Council.

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ARTICLE III Officers

Officers of The Society of Surgical Oncology shall be the Past-Presidents, President, President-Elect, Vice-President, Secretary and Treasurer. In the event that the President becomes unable to perform the duties of the Presidency, the order of succession of the officers shall be the President-Elect, the Vice-President, the Secretary and the Treasurer.

Section 1 – Past-Presidents

A. Election: The offices of the Past-Presidents shall be filled by the two most immediate Past-Presidents.

B. Term of Office: Each Past-President shall serve for two years.

C. The Past-Presidents shall be members of the Executive Council with vote.

Section 2 – President

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

B. Term of Office: The term of office shall be one year.

C. Duties:

1. All customary duties of the office of President.

2. Preside at the Annual Business Meeting and other meetings of the Executive Council during the term of appointment.

Section 3 – President-Elect

A. Election: The President-Elect shall be elected by a simple majority of ballot vote at the Annual Meeting.

B. Term of Office: The term of office shall be one year.

C. Duties:

1. All duties assigned by the President or the Executive Council.

2. Succeed to the office of the President if a vacancy in the Presidency occurs.

Section 4 – Vice-President

A. Election: The Vice-President shall be elected by a simple majority of ballot vote at the Annual Meeting.

B. Term of Office: The term of office shall be one year.

C. Duties: Perform all duties assigned by the President or the Executive Council.

Section 5 – Secretary

A. Election: The Secretary shall be elected by a simple majority of ballot vote at the Annual Meeting.

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

C. Duties:

1. Receive and answer all correspondence for the Society.

2. Maintain a current roster of membership, 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. Maintain a correct record of all the transactions of the Society. The original record shall be sent to the Archives Room and one copy shall be kept by the Secretary for the current year.

5. Receive applications for membership and present them to the Membership Committee.

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

7. Notify members of the Annual Meeting, including the business and social functions. Notify members of Executive Council of scheduled meetings.

8. Approve payments from the Treasury and forward the recommendation to the Treasurer for appropriate action.

Section 6 – Treasurer

A. Election: The Treasurer shall be elected by a simple majority of ballot vote at the Annual Meeting.

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

C. Duties:

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

2. Keep records of checking and savings accounts.

3. Disburse funds as may be necessary to meet appropriations and expenses of The Society upon the recommendation of the Secretary and with the ultimate approval of the Executive Council.

4. Prepare an annual financial statement and a budget for presentation at the Annual Meeting.

5. Notify Executive Council of members delinquent in payment of dues.

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

D. Bonding: The Treasurer shall be bonded at the expense of The Society.

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ARTICLE IV Executive Council

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

Section 1 – Members

A. Number of Members: There shall be 18 voting members.

B. Type of Members:

1. Officers: 7 voting members.

a. Two Past-Presidents

b. President — Chair of Executive Council

c. President-Elect

d. Vice-President

e. Secretary

f. Treasurer

2. Committee Chairs: 2 voting members, including the Chair of the Community Surgical Oncologist’s Committee and the Chair of the International Committee. The Chair of the Community Surgical Oncologists Committee and the Chair of the International Committee shall serve as members of the Executive Council.

3. Elected Members: 9 voting members, including (3) Councilors-at-Large.

a. Six members from the Active Membership shall serve as members of the Executive Council. Each shall serve for a three-year term following approval by the voting members at the Annual Meeting. This shall be alternated so that two new members are elected each year. If an elected member of the Executive Council becomes an officer, he/she must resign at the Annual Meeting as an elected member so that a replacement may be made.

b. Councilor-at-Large: three (3) members from the active membership shall serve as members of the Executive Council. Each Councilor-at-Large will serve a three-year term which will be staggered so that one new Councilor-at-Large is elected each year. To be eligible to serve as a Councilor-at-Large, an individual must have been a member of the Society for a minimum of five (5) years at the time of his or her nomination and must be no older than age 45 years.

c. Upon completion of a three-year term, a member may not serve again as an elected member of Council until at least one year has elapsed, unless elected as an officer.

4. Non-Voting Members

The Executive Council may, at its discretion, invite one or more Chairs of standing committees to be ex officio members with such privileges as it may deem to be useful, except the privilege of suffrage.

Section 2 – Meetings

A. Number: There shall be two meetings of the Executive Council between the Annual Meetings. One shall be held immediately prior to the Annual Business Meeting, and one shall be held approximately three to six months before the next Annual Business Meeting. Additional meetings may be called at the discretion of the President.

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

C. Quorum: A simple majority (8) shall be considered a Quorum.

D. Attendance: All officers and the nine elected members are expected to attend all meetings of the Executive Council. Chairs of committees may be invited to present a committee report.

Section 3 – Duties

A. Conduct the affairs of The Society during the interim between the Annual Meetings.

B. Review all applications for membership proposed by the Membership Committee and accept or reject such applications.

C. Review proposed amendments and policy changes for presentation at the Annual Meeting. Recommendations pro and con for action shall be determined after review and presented to the entire membership for vote at the Annual Meeting.

D. Select the James Ewing Lecturer, the recipient of the Layman’s Award, the recipients of the Laboratory Research Award and the John Wayne Clinical Research Award, or other special awards in conjunction with the annual meeting.

E. Review and approve the format of the scientific session for the Annual Meeting.

F. Select the dates, time, and place for the Annual Meeting.

G. Fill by appointment any vacancy in office except the President and President-Elect.

H. Set the initiation fee and dues for all types of membership.

Section 4 – Executive Committee

A. An Executive Committee comprised of the President, President-Elect, Vice-President, Secretary and Treasurer shall discuss and act upon matters that arise between scheduled meetings of the Executive Council. Minutes shall be recorded and distributed to the Executive Council within 30 days. Actions of the Executive Committee shall be subject to review by the Executive Council.

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ARTICLE V Committees

The Committees of this Society shall be appointed by the President to aid the Executive Council in conducting the affairs of the Society. The Chairs of the standing committees may be invited to report to the Executive Council. They shall not have the right to vote at meetings of the Executive Council. Appointments of new Committee Members and Committee Chairs shall be made by the newly-elected President at the time of the Annual Business meeting.

Section 1 – Standing Committees

The Standing Committees shall be:

A. Committee on Constitution and Bylaws:

1. Duties

a. Receive suggestions and initiate proposals for amendments to the Constitution and Bylaws.

b. Maintain the records of the Society, current memorabilia and record activities for posterity by appointing a Historian.

2. Composition: Each member shall be appointed for a three-year term. The senior-most member shall serve as Chair of this Committee. Additional members may be appointed for a one-year term by the President at the request of the Chair. The outgoing Chair shall remain on the Committee as an ex officio member for one year following completion of their term.

3. Meetings: Time, place, and number of meetings shall be determined by the Chair. All recommendations shall be presented to the Executive Council by the Chair. Report of the Committee’s meetings shall be made at the Annual Meeting by the Chair.

B. Local Arrangements Committee:

1. Duties: Recommend local tour groups and desirable sites for the various social events planned at the Annual Meeting.

2. Number of Members: Six. Each member shall be appointed for a one-year term by the President and President-Elect. Additional members may be appointed by the President at the request of the Chair. All members shall reside in the area in which the Annual Meeting will be held.

3. Meetings: Time, place and number of meetings shall be determined by the Chair. Written and verbal reports shall be given to the Executive Council by the Chair.

C. Membership Committee:

1. Duties: Receive from the Secretary of the Society all applications for candidates for membership or change of status of members. Obtain all pertinent data and make all investigation needed concerning an applicant to insure sufficient basis for approval of membership, for type of membership, or for change in status of membership. Submit recommendations to the Executive Council.

Review and make recommendations to the Executive Council for criteria for membership in the Society.

2. Composition: The Secretary shall serve as Chair of this Committee. Each of the other members shall be appointed for a three-year term. New members shall be appointed each year to replace the outgoing members. Additional members may be appointed for a one-year term by the President at the request of the Chair. In addition, the Chair of the Training Committee will be an ex officio member of the Membership Committee. The outgoing Chair shall remain on the Committee as an ex officio member for one year following completion of their term.

3. Meetings: Time, place, and number of meetings shall be determined by the Chair. The Chair shall report at the Annual Meeting and present the new applicants for vote.

D. Nominating Committee:

1. Duties: Present annually a slate of nominees for the Offices of President-Elect, Vice-President, Secretary, Treasurer and vacancies in the elected membership in the Executive Council and two candidates for each vacant position as Councilor-at-large.

2. Number of Members: Five. The membership of this Committee shall consist of the three (3) most recent Past-Presidents, and two (2) members of the Executive Council, appointed by the President for a one year term, one of whom shall be a Councilor-at-Large. The Chair shall be the Past-President who is senior as to year of office.

3. Meetings: Time, place, and number of meetings shall be determined by the Chair, so that the slate of nominees shall be presented to the membership sixty (60) days prior to the Annual Business Meeting.

E. Scientific Program Committee:

1. Duties:

a. Plan and arrange the Scientific Program for the Annual Meeting of the Society.

b. Solicit and receive papers from residents sponsored by a member of the Society to be considered for a Clinical Award and a Basic Science Award. Select recipients from the candidates. The Committee shall have the right to declare that there is no winner, should inadequate papers be presented for consideration. The prize shall be set by the Executive Council each year at the interim Fall meeting.

2. Composition: Each member shall be appointed for a four-year term by the President. New members shall be appointed each year to replace the outgoing members. One of the four senior-most members shall be appointed by the President to serve as Chair of this Committee. The outgoing Chair shall remain on the Committee as an ex officio member for one year following completion of their term. The Chair of the Continuing Medical Education Committee, Corporate Relations Committee, Clinical Affairs Committee, Coding and Reimbursement Committee, Community Surgical Oncologists Committee, Issues and Government Affairs Committee, Disparities Committee, and the Editor of the Annals of Surgical Oncology shall be members ex officio.

3. Meetings: Time, place, and number of meetings shall be determined by the Chair. The Chair shall present the recommendations of the Committee to the Executive Council for approval prior to the Annual Meeting.

F. Education Committee:

1. Duties: Oversee the educational offerings of the Society including, but not limited to, its Annual Meeting, scientific publications and Web site.

2. Composition: The committee shall consist of the President-Elect, Editor of the Annals of Surgical Oncology, and Chairs of the Continuing Medical Education, Scientific Program and Web Site Committees. The President-Elect shall serve as Chair.

3. Meetings: Time, place and number of meetings shall be determined by the Chair. All recommendations shall be presented to the Executive Council. A report of the Committee’s activities shall be made at the Annual Meeting.

G. Committee on Training:

1. Duties: Assist in the development of training programs in Surgical Oncology and to review and re-evaluate existing programs for conformance to standards set by the Society. To continually review the status of Surgical Oncology and make appropriate changes in Training Guidelines for Surgical Oncology programs. To approve the training programs to be certified by the Society and to review the current approved training programs to ascertain their conformity with the training guidelines.

2. Composition: Each member shall be appointed for a four-year term. New members shall be appointed each year to replace the outgoing members. The Chair of the Training Committee shall serve for three years. At the time that the term of the current Chair expires, the President in consultation with the Executive Committee shall name one of the current members of the Committee as the new Chair. The outgoing Chair shall remain on the Committee as an ex officio member for one year following completion of their term. The Chair of the Training Committee will be an ex officio member of the Membership Committee and Training Program Directors Subcommittee. Training Program Directors shall be prohibited from serving on the Committee on Training.

3. Meetings: Time, place and number of meetings should be determined by the Chair. Every effort should be made to coordinate meetings with other major scientific meetings so as to conserve funds as much as possible. A report of the Committee proceedings should be given by the Chair at the Annual Meeting.

4. Training Program Directors Subcommittee – Breast:

a. Duties: Serve as a communications forum for breast fellowship training program directors.

b. Members: All directors of SSO Approved Breast Fellowship Training Programs with the Chair appointed by the President. The Chair of the Committee on Training shall be an ex officio member.

c. Meetings: Time, place and number of meetings shall be determined by the Chair. All recommendations shall be presented to the Committee on Training or — in the event of extenuating circumstances — the Executive Council. A report of the Committee meeting shall be made at the Annual Meeting by the Chair.

5. Training Program Directors Subcommittee – Surgical Oncology

a. Duties: Serve as a communications forum for surgical oncology fellowship training program directors.

b. Members: All directors of SSO Approved Training Programs with the Chair appointed by the President. The Chair of the Committee on Training shall be an ex officio member.

c. Meeting: Time, place and number of meetings shall be determined by the Chair. All recommendations shall be presented to the Committee on Training or — in the event of extenuating circumstances — the Executive Council. A report of the Committee meeting shall be made at the Annual Meeting by the Chair

H. Corporate Relations Committee:

1. Duties: Develop relationships with corporations and industry for support of the educational, programmatic and research objectives of the Society.

2. Composition: Each member shall be appointed for a three-year term. New members shall be appointed each year to replace the outgoing members. One member shall be appointed by the President as Chair of this Committee for a three (3) year term. Additional members may be appointed for one-year terms by the President. The outgoing Chair shall remain on the Committee as an ex officio member for one year following completion of their term. The Chair of the Corporate Relations Committee will be a member of the Program Committee ex officio.

3. Meetings: Time, place, and number of meetings shall be determined by the Chair.

I. Committee on Issues and Government Affairs:

1. Duties: Consider matters of vital interest to the Society, such as: government relations, legislative affairs, strategic planning, educational issues, and relationships to other medical and non-medical societies. The Committee shall make recommendations to the Executive Council pertaining to these matters. The Committee shall make recommendations to the Program Committee regarding panel presentations at the annual meeting.

2. Composition: Each member shall be appointed for a three-year term. New members will be appointed to replace the outgoing members. One of the three senior-most members may be appointed by the President to serve as Chair of the Committee for a three (3) year term. The Chair shall be an ex officio member of the Scientific Program Committee. The outgoing Chair shall remain on the Committee as an ex officio member for one year following completion of their term.

3. Meetings: Time, place and number of meetings shall be determined by the Chair. All recommendations shall be presented to the Executive Council by the Chair. A report of the Committee meeting shall be made at the Annual Meeting by the Chair.

J. Clinical Affairs Committee:

1. Duties: Address all matters pertaining to clinical activities of the Society such as: standards of care, socioeconomic affairs, clinical trials and clinical research. The Committee shall make recommendations to the Executive Council pertaining to these matters.

2. Composition: Each member shall be appointed by the President for a three-year term. New members may be appointed each year to replace the outgoing members. One of the three senior-most members shall be appointed by the President to serve as Chair of the Committee. The Chair shall be an ex officio member of the Scientific Program Committee. The outgoing Chair shall remain on the Committee as an ex officio member for one year following completion of their term.

K. Continuing Medical Education (CME) Committee:

1. Duties:

a. Provide the Council with an annual written report and evaluation of all educational programs and recommendations for future programs.

b. Computerize all on-going educational programs by subject matter, speaker and program evaluation to establish a data base.

c. Prepare reports to the Accreditation Council for Continuing Medical Education as required.

d. Have available on a consulting basis a professional educator with extensive background and experience in CME.

2. Composition: The committee shall consist of appointed members and three ex officio members. The Chair shall be appointed by the President for a five (5) year term and may be appointed to one additional consecutive term. The other appointed members shall be appointed for two-year staggered terms. New members shall be appointed each year to replace the outgoing members. The outgoing Chair shall remain on the Committee as an ex officio member for one year following completion of their term. In addition, the Executive Director of the SSO, Chair of the Corporate Relations Committee, and the Chair of the Scientific Program Committee shall serve as ex officio members of the CME Committee.

3. Meetings: The committee shall establish regular meetings with one meeting immediately following the annual convention.

L. Finance Committee:

1. Duties: Oversee the finances, investments, and management of the Society and submit its recommendations to the Executive Council for approval.

2. Number of Members: Three. The committee shall consist of the President, President-Elect and Treasurer, with the Treasurer serving as Chair.

3. Meetings: Time, place and number of meetings shall be determined by the Chair.

M. Fellowship & Research Grant Committee:

1. Duties: Review and prioritize all applications submitted to the James Ewing Foundation of the SSO (The Foundation), monitor the awards granted and report to the SSO Executive Council.

2. Composition: The Committee shall consist of members appointed by the President. The Chair shall be appointed for a three (3) year term, and may be reappointed to one additional consecutive term. The other members shall be appointed for three-year staggered terms. New members shall be appointed each year to replace outgoing members. One of the two senior-most members shall be appointed by the President to serve as Chair of the Committee. The outgoing Chair shall remain on the Committee as an ex officio member for one year following completion of their term.

3. Meetings: Time, place and number of meetings shall be determined by the Chair. All recommendations shall be presented to the Executive Council by the Chair.

N. Web Site Committee:

1. Duties: Consider recommendations and initiate changes to the Society’s Web site to enable it to function as a valuable source of member information.

2. Composition: Members shall be appointed for three-year terms on a staggered basis. New members shall be appointed each year to replace the outgoing members. One of the two senior-most members shall be appointed by the President to serve as Chair of the Committee for a three (3) year term. The outgoing Chair shall remain on the Committee as an ex officio member for one year following completion of their term.

3 Meetings: Time, place and number of meetings shall be determined by the Chair. All recommendations shall be presented to the Executive Council. A report of the Committee’s activities shall be made at the Annual Meeting.

O. Coding and Reimbursement Committee:

1. Duties: Monitor and effect coding changes; act as the Society advocate on coding and reimbursement issues: and provide technical assistance to members facing difficult coding problems.

P. Community Surgical Oncologist’s Committee:

1. Duties: Address all matters pertaining to community surgical oncologists as they relate to activities of the Society such as: standards of care, socioeconomic affairs, clinical trials, clinical research, and education. Make recommendations to the Executive Council pertaining to these matters.

2. Composition: The Committee shall consist of members appointed by the President. The Chair shall be appointed for a three (3) year term, and may be appointed to one additional consecutive term. The other members shall be appointed to three-year staggered terms. New members shall be appointed each year to replace outgoing members. One of the two senior-most members shall be appointed by the President to serve as Chair of the Committee. The Chair shall be an ex officio member of the Scientific Program Committee. The outgoing Chair shall remain on the Committee as an ex officio member for one year following completion of their term.

3. Meetings: Time, place, and number of meetings shall be determined by the Chair. All recommendations shall be presented to the Executive Council by the Chair. A report of the Committee meeting shall be made at the Annual Meeting by the Chair.

Q. International Committee:

1. Duties: Address all matters pertaining to members outside of the U.S. as they relate to activities of the Society such as: international promotion of membership in the Society, attendance at Society meetings by international practitioners, clinical trials, education, standards of care, and socioeconomic affairs. The Committee shall make recommendations to the Executive Council pertaining to these matters.

2. Composition: The Committee shall consist of members, appointed by the President. The Chair shall be appointed for a three (3) year term, and may be appointed to one additional consecutive term. The other members shall be appointed to three-year staggered terms. New members shall be appointed each year to replace outgoing members. One of the two senior-most members shall be appointed by the President to serve as Chair of the Committee. The outgoing Chair shall remain on the Committee as an ex officio member for one year following completion of their term.

R. Past Presidents’ Council

1. Duties: Provide advice to the Executive Council on matters pertaining to the Society when called upon.

2. Number of Members: The Council shall consist of five members, all appointed by the President for one-year terms. Members may be appointed for up to three consecutive terms. Additional members can be approved by the Executive Council as necessary.

3. Meetings: Time, place, and number of meetings shall be determined by the Executive Council. The Chair shall be the Past-President who is senior as to year of office. All recommendations shall be presented to the Executive Council by one member of the Council.

S. Disparities Committee

1. Duties: Address matters pertaining to health disparities in surgical oncology as they relate to activities of the Society. Make recommendations to the Executive Council pertaining to these matters.

2. Composition: The Committee shall consist of members all appointed by the President. The Chair shall be appointed for a three (3) year term, and may be appointed to one additional consecutive term. The other members shall be appointed to three-year staggered terms. New members shall be appointed each year to replace outgoing members. One of the two senior-most members shall be appointed by the President to serve as Chair of the Committee. The Chair shall be an ex officio member of the Scientific Program Committee. The outgoing Chair shall remain on the Committee as an ex officio member for one year following completion of their term

3. Meetings: Time, place, and number of meetings shall be determined by the Chair. All recommendations shall be presented to the Executive Council by the Chair.

T. Outcomes Committee

1. Duties: Address matters pertaining to outcomes research as they relate to activities of the Society. Make recommendations to the Executive Council pertaining to these matters.

2. Composition: The Committee shall consist of members, all appointed by the President. The Chair shall be appointed for a three (3) year term, and may be appointed to one additional consecutive term. The other members shall be appointed to three-year staggered terms. New members shall be appointed each year to replace outgoing members. One of the two senior-most members shall be appointed by the President to serve as Chair of the Committee. The outgoing Chair shall remain on the Committee as an ex officio member for one year following completion of their term

3. Meetings: Time, place, and number of meetings shall be determined by the Chairman. All recommendations shall be presented to the Executive Council by the Chair.

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ARTICLE VI Meetings

Section 1 — Annual Meeting

A. Number: There shall be one annual meeting for the entire membership. This meeting shall consist of scientific and business sessions. The scientific session shall be called The Annual Cancer Symposium of the Society of Surgical Oncology.

B. Time: The dates and place of the Annual Meeting shall be determined by the Executive Council.

Section 2 – Executive Council Meetings

A. Number: There shall be two meetings of the Executive Council each year. Additional meetings may be called at the discretion of the President of the Society.

B. Place: The date, time, and place shall be determined by the Executive Council.

Section 3 – Committee Meetings

A. Number: The number of meetings needed shall be determined by the Chairs of the respective Committees to complete the business of the Committee before the Council report is due or before the Annual Meeting report is due.

B. Place: The date, time, and place shall be determined by the Chairs of the respective Committees with the approval of the Chair of the Executive Council. The Committees shall conduct as much of their functions as possible by correspondence.

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ARTICLE VII Funds

Section 1 – Types of Funds

A. Dues:

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

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

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

C. Contributions: Any contribution or grant directed to the Society shall be received by the Treasurer. Such contributions shall be used as the contributor requests. If no specification has been made concerning the use of the contribution, the Executive Council shall determine its utilization in the best interests of the Society.

D. Fiscal Year: The Society’s fiscal year shall be January 1- December 31.

Section 2 – Disbursement

Bills shall be paid by the Treasurer after endorsement by the Secretary.

Section 3 – Statements

The Treasurer shall prepare an annual statement and budget for presentation at the Annual Meeting and submit appropriate reports to the Internal Revenue Service.

Section 4 – Disbandment

Should the Society be disbanded for any reason, all monies and properties, either real or vested, shall be distributed to the James Ewing Foundation.

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ARTICLE VIII Amendments

Section 1 – Procedure for Amending the Constitution and Bylaws

A. An amendment to the Constitution and Bylaws of this Society may be originated by the Executive Council or by any Active Member in good standing, provided that an amendment proposed by the Active Member is presented in writing and endorsed by at least five other members in good standing.

B. A proposed amendment must be presented to the Committee on Constitution and Bylaws. In order to be considered at the next Annual Meeting, it must be submitted at least three months prior to the Annual Meeting. This Committee shall review the proposed amendment and forward it to the Executive Council with its recommendations at least three months prior to the Annual Meeting.

C. The Executive Council shall review the proposed amendment and circulate it to the Active Membership at least one month prior to the Annual Meeting.

D. The proposed amendment shall be presented at the Annual Meeting with the recommendations of the Executive Council.

E. A vote by a two-thirds (2/3rds) majority of those cast at the Annual Meeting shall amend the Constitution and Bylaws, and such amendments shall be incorporated into the existing Constitution and Bylaws.

F. Alternatively, the Executive Council may submit a proposed amendment to the membership for a mail ballot. A vote by a two-thirds (2/3rds) majority of those cast by mail ballot shall amend the Constitution and Bylaws, and such amendments shall be incorporated into the existing Constitution and Bylaws.

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ARTICLE IX Parliamentary Procedure

The conduct of meetings will be governed by Roberts Rules of Order, as most recently revised. In case of a conflict between Roberts Rules of Order and this Constitution and Bylaws, this Constitution and Bylaws will govern.