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By-Laws

Table of Contents

ARTICLE I Membership
Section 1. Qualifications for Membership
Section 2. Membership Rights and Privileges
Section 3. Election of Members
Section 4. Voting Rights
Section 5. Termination of Membership
Section 6. Resignation
Section 7. Reinstatement
Section 8. Transfer of Membership

ARTICLE II Dues and Arrears

ARTICLE III Officers of the Society: Responsibilities and Duties
Section 1. President
Section 2. President-Elect
Section 3. First Vice-President
Section 4. Second Vice President
Section 5. Treasurer
Section 6. Secretary
Section 7. Immediate Past-president

ARTICLE IV Board of Directors: Responsibilities and Duties

ARTICLE V Non-Governing (non-voting) Societal Positions
Section 1. Consultants to the Board of Directors
Section 2. Historian
Section 3. AAO-HNS Committee Chair
Section 4. Society Newsletter Editor
Section 5. Information Technology Officer

ARTICLE VI Committees of the Society
Section 1. Standing Committees
Section 2. Other / non-standing committees/Executive Committees
Section 3. Committees - Structure/Leadership
Section 4. Committees-Membership
Section 5. Vacancies
Section 6. Quorum
Section 7. Rules
Section 8. General Duties of Standing Committees

ARTICLE VII Contracts, Checks, Deposits, and Funds
Section 1. Contracts
Section 2. Check, Drafts, etc.
Section 3. Deposits
Section 4. Gifts
Section 5. Disbursements
Section 6. Reports

ARTICLE VIII Program
Section 1. Planning programs
Section 2. Requests for Presentation
Section 3. Papers and Presentations

ARTICLE IX Properties of the Society

ARTICLE X Amendments

ARTICLE I Membership

Section 1. Qualifications for Membership

1. Fellow: A physician who has met the criteria for regular membership and has the following additional qualifications:

Diplomat of the American Board of Otolaryngology (or its equivalent) in good standing,
At least 3 years out from completion of residency training,
50 surgical rhinologic cases in two years,
Publications or other evidence of scholarly activity in rhinology,
Attendance at two American Rhinologic Society meetings or ARS-sponsored courses over a 3 year period,
Sponsorship by two ARS members (in good standing) through letter of recommendation.

2. Member

A physician who has completed an ACGME-accredited residency program inOtolaryngology-Head & Neck Surgery

3. Honorary Member

Conferred on a physician or scientist in recognition of distinguished achievement in the field of Rhinology or allied sciences by a General membership vote acting uponthe recommendation of the Board of Directors.

4. Charter Member

Conferred on a physician who has met the requirements of the regular membership and was accepted for membership during the calendar year 1955.

5. Resident Member

An otolaryngology resident in an ACGME approved otolaryngology residency training program.
Application to the Secretary with receipt of a letter of recommendation from the chairperson or residency program director of his/her residency program confirming he/she is in good standing.
Upon leaving residency, elevation to Associate membership can be initiated through the standard application process.

6. Affiliate Member

Professional association with a fellow, regular, associate, honorary, or charter member.
Written application and sponsorship by two Members of the Society in good standing and current in their dues.

7. International Member

Any physician who practices the specialty of Rhinology in countries other than the United States and Canada, and whose geographical location prohibits him or her from regular attendance at meetings, and who holds a valid and unrestricted license to practice medicine in his or her respective country shall be eligible to become an International Member.

8. Emeritus Fellow

This class of membership is limited to those who have achieved Fellowship in the American Rhinologic Society, but have retired from the active practice of Medicine. Fellows can become Emeritus Fellows upon written request to the Secretary.

Section 2. Membership Rights and Privileges

1. Fellow : Fellows shall have the same rights and privileges of Regular members and shall be eligible to vote, serve on one or more committees, and in addition may hold office

2. Members: Regular members shall have the rights and privileges of membership and shall be eligible to vote, and serve on one or more committees, but may not hold elected office.

3. Honorary Member

4. Charter Member: A charter member shall have the rights and privileges of a regular member

5. Resident Members: A resident member shall not have voting privileges receive the Journal nor have voting privileges, but shall enjoy all the other privileges of the Society.

6. Affiliate Members: Affiliate members shall not be eligible to vote, hold office, or serve on any committee other than advisory and may not pay dues or assessments but will pay registration fees and fees for social events.

7. International Member: An International Member shall be eligible for reduced membership fee, and fellow/membership registration rate at the Annual Meeting. They shall receive normal society mailings, however they shall not receive a journal subscription. They shall not be eligible to vote or hold office.

8. Emeritus Fellow: An Emeritus member shall have all privileges of a regular membership except he/she shall neither be eligible for any elected office nor be eligible to vote. Emeritus members shall not be required to pay dues or assessments. They shall be required to pay registration fees and fees for social events, as do all active members.

Section 3. Election of Members

The ARS has a formal, credentials-based membership application process that is outlined in Section 2, paragraph 2 of the Society's Policy and Procedure Manual.

Section 4. Voting Rights

Each fellow, life fellow, life member, regular and charter member shall be entitled to one vote on each matter submitted to a vote of the membership at general membership meetings and Society Business Meetings.

Section 5. Termination of Membership
1. The Board of Directors by an affirmative vote of two-thirds of all of the members of the Board may suspend or expel a member for cause after an appropriate hearing.

2. The Board of Directors may also expel any member who shall be in default in the payment of dues as set forth in Article II of these By-Laws.

3. A member who does not attend for three successive annual meetings without just cause may after due notification be dropped from the Society rolls.

Section 6. Resignation

Any member may resign by filing a written resignation with the Secretary, but such resignation shall not relieve the member so resigning of the obligation to pay any dues, assessments, or other charges theretofore accrued and unpaid.

Section 7. Reinstatement

Upon written request, signed by a former member and filed with the Secretary, the Board of Directors may, by affirmative vote of two-thirds of the members of the Board, reinstate such former member to membership upon such terms as the Board of Directors may deem appropriate.

Section 8. Transfer of Membership

Membership in this Society is not transferable or assignable.

ARTICLE II Dues and Arrears

Section 1. Dues

The Society is a 501 (C)(3) non-profit educational organization, which requires its members to pay dues which are non tax-deductible. The annual dues rate shall be established by the Board of Directors and shall be payable in advance as outlined in the Policy and Procedure Manual of the Society.

Section 2. Arrears

Failure to pay dues may result in a member being dropped from the active membership roles by a process outlined in the Society's Policy and Procedure Manual.

ARTICLE III Officers of the Society: Responsibilities and Duties

Section 1. President

1. The President shall be the principal executive officer of the Society.

2. The President shall serve as spokesperson for the Society.

3. The President shall preside at all meetings of the Board of Directors, Executive committee, and Regular meetings of the Society.

4. The President may sign with the Secretary and any other proper officer of the Society authorized by the Board of Directors, any deeds, mortgages, bonds, contracts or other instruments which the Board of Directors have authorized to be executed, except in cases where the signing and execution thereof shall be expressly delegated to the Board of Directors, or by these By-Laws, or by statute to some other officer or agent of the Society, and in general shall perform all duties incident to the office of President, and such other duties as may be prescribed by the Board of Directors from time to time.

5. The President shall be an ex-officio member of all committees except the Nominating Committee.

6. The President shall, upon approval of the Board, appoint one member of each standing Committee to serve a three-year term as chairperson. (This individual is initially selected/nominated by the Committee on Committees, and then presented to/approved by the Board of Directors.)

7. The President shall designate two society members to serve as Consultant for two-year terms. There will be four Consultants at any one time.

8. The President’s term is completed at the conclusion of the Annual Scientific Meeting or the Annual CME dinner symposium, (whichever is held last).

9. The President shall meet with the leadership of other otolaryngology societies.

10. The President shall assist in planning Society events and choosing Presidential Awards.

Section 2. President-Elect

1. The President-Elect shall assist the President in whatever duties may be assigned by the President or the Board.

2. Upon completion of the term of the President, the President-Elect shall become President of the Society.

3. In the event of death or resignation or inability of the President to perform the duties of office, the President-Elect shall become President of the Society for an un-expired term and shall be eligible to serve in the same office for the following year.

4. The President-elect is the Program Committee Chairperson for the COSM & Annual Scientific meetings. He/She is responsible to assure ACCME guidelines are met for the meeting. The President-elect is responsible for planning the Society's COSM and Annual Scientific meetings.

5. Members of the ad hoc abstract committee are selected and appointed by the President-elect.

Section 3. First Vice-President

1. The First Vice-President shall perform such other duties as from time to time may be assigned to the First Vice President by the President or by the Board of Directors.

2. In the absence of the President and the President-Elect, or in the event of their inability or refusal to act, the First Vice-President shall perform the duties of the President, and when so acting, shall have all the powers of and be subject to all the restrictions of the President.

3. The First-Vice President will organize and moderate the Annual CME Dinner Symposium, typically held after the Annual Scientific Meeting. He/She is responsible for fund raising, menu development, program confirmation, and assuring ACCME guidelines are met for the planning and follow through of their symposium.

4. The First-Vice President will become President-elect when the President’s term is completed.

5. The Second Vice President will serve as the chairperson for the Committee on Committees.

Section 4. Second Vice President

1. The Second Vice-President shall perform such other duties as from time to time may be assigned to the Second Vice President by the President or by the Board of Directors.

2. The Second Vice-President shall serve as an Ex-officio member of the American Academy of Otolaryngology Head & Neck Surgery Foundation's Committee on Rhinology and Paranasal Sinuses. This officer should contact the AAO-HNS the chair of this committee at the beginning of his to plan on attending any schedule meeting for this group.

3. In the absence of the President, President-Elect, and the First Vice President or in the event of their inability or refusal to act, the Second Vice-President shall perform the duties of the President, and when so acting, shall have all the powers of and be subject to all the restrictions of the President.

4. At completion of his/her term the Second Vice President should no longer chair standing committees, so that the First Vice President, President-elect and the President should not chair any standing committees while holding these offices.

5. The Second-Vice President will become First Vice-President when the President’s term is completed.

6. The Second Vice President will serve as a member of the Investment Committee.

7. The Second Vice President will serve as the Society Liason to all other societies. All communication regarding Society meeting participation and information should be addressed to and followed up by the Second Vice President.

Section 5. Treasurer

1. If required by the Board of Directors, the Treasurer shall post a bond payable by the Society for the faithful discharge of his duties in such sum and with such surety or sureties as the Board of Directors shall determine.

2. The Treasurer shall have charge and custody of, and be responsible for all funds and securities of the society; receive and give receipts for moneys due and payable to the Society from any source whatsoever and deposit all such money in the name of the Society in such banks, trust companies or other depositories as shall be selected in accordance with the provisions of these By-Laws; and in general perform all the duties as
from time to time may be assigned to the Treasurer be the President or by the Board of Directors.

3. The Treasurer shall make an annual financial report to the general membership.

4. The Treasurer works closely with the Secretary and the President in development of an effective budget for the Society.

5. The Treasurer oversees the administration of general funds, securities, properties, and assets of the Society.

6. The Treasurer ensures accurate books of account are maintained and reports investments to the Executive Committee and attends meetings of the Audit Committee.

7. The Treasurer presents a report to the general membership at the Society Business Meeting and performs other duties as assigned by the President.

8. The Treasurer of the Society is allocated a budget of $3000 for the year for secretarial and other administrative functions.

9. The Treasurer will Chair the Investment Committee.

Section 6. Secretary

1. The Secretary shall keep accurate meeting minutes of the members, the Board of Directors and Executive Committee on paper and on computer media and shall disseminate minutes within 6 weeks of a meeting.

2. The Secretary shall see that all notices are duly given in accordance with the provisions of these By-Laws or as required by law.

3. The Secretary shall be custodian of the Society records and of the seal of the Society and see that the seal of the Society is affixed to all documents, the execution of which, on behalf of the Society under its seal is duly authorized in accordance with the provisions of these By-Laws.

4. The Secretary is responsible for maintaining Society membership lists with a register of the post office address of each member that shall be furnished to the Secretary by such members on computer media.

5. The Secretary is responsible for mailing dues notices, and other duties in keeping with the general responsibilities of the office and other duties assigned by the President.

6. The Secretary will take role call of each BOD meeting and obtain and circulate disclosure statements from each Board member.

7. The Secretary will present a rolling calendar and table of organization update at the beginning of each Board meeting as part of the agenda and subsequently submits this to the webmaster following the meeting. All new or changed items should be highlighted and approved at the Board meeting.

8. The Secretary shall report on the status of membership dues payments based on category of membership at each meeting of the BOD.

9. The Secretary will also present a membership update to include the number of members in each category of membership at the outset of each BOD meeting. Next he/she will present the registration results of the each of the last three Annual Fall and Annual Spring Meetings to include the membership status of the registrants. This information will also include a capsule summary of costs and revenues for these meetings. There also will be a brief presentation of the Fees Schedule for the Society showing membership charges and meeting registration fees.

10. The Secretary will report on the attendance at each Scientific Meeting during the past 3 years at each meeting of the BOD.

11. The Secretary organizes and disseminates via email BOD Agenda Books in advance each Annual, Spring and Winter BOD meeting.

12. The Secretary will confirm eligibility of all proposed officers and committee members prior to their approval by the President.

13. The Secretary shall correspond with COSM and AAO-HNS Secretaries.

14. The Secretary shall perform all duties incident to the office of Secretary and such other duties as from time to time may be assigned to him the Secretary by the President or the Board of Directors.

15. The Secretary of the Society is allocated a budget of $55,000.00 for secretarial and other administrative functions for the Society.

16. The Secretary organizes all teleconferencing of the executive committee and BOD.

17. The Secretary will assist where appropriate in the dissemination of information by the Research Grant Committee announcing and promoting meetings, Society awards and Research Grant Award deadlines through mailings, journal advertisements and email, in conjunction with the IT Committee.

18. The Secretary will arrange for meeting space for all societal meetings as well as arrange for appropriate AV equipment.

19. All Correspondence regardless of form shall carry the logo of this society. Using regular mail ARS letterhead is preferred.

20. The Secretary will order ample supply of ARS letterhead annually and distribute it to all Officers, Board members, and Committee chairs before November 1st.

21. The Secretary is responsible to share vital information with all members of the Executive Committee, he shall update the Chair of the IT Committee when appropriate, as well as the Chair of the Newsletter.

22. All material, property and equipment of the American Rhinologic Society shall be maintained by the Secretary. Any material shall be made available to any members of the Society for medical research and education upon application to the Board of Directors.

23. The Secretary will establish and maintain an “expense database” of all Society expenses by entering each Society expense invoice into the database.

24. The Secretary will forward all invoices to the Treasurer for final approval and payment.

Section 7. Immediate Past-president

The Immediate Past-President is responsible for presiding over the ad-hoc ARS BOD Study Group Initiatives. It is his or her responsibility, at the behest of the BOD, during the year following completion of his/her presidency to complete the project with a report to the ARS BOD. It is the duty of the Immediate Past-President to bring this work to publication in the Journal of the Society. The ARS BOD Study Group is comprised of all voting members of the BOD and consultants of the ARS BOD. It will convene at least once during this Immediate Past-Presidency term and work toward the development of a consensus/evidence based statements that properly reflect the current state of knowledge and practice of Rhinology. The term of the Immediate Past-President is one year.

ARTICLE IV Board of Directors: Responsibilities and Duties

The business and affairs of the Society shall be managed by its Board of Directors. The Board of Directors shall have all powers and responsibilities conferred upon a non-profit corporation in the State of Illinois, as now, or hereafter amended, except as such powers or responsibilities may be limited by the Constitution, By-Laws or Policies and Procedures of this Society.

ARTICLE V Non-Governing (non-voting) Societal Positions

Section 1. Consultants to the Board of Directors

Consultants advise the BOD at the request of the President and assist in determining the nature of and implementation of the Immediate Past-Presidents ARS BOD Study Group Projects. Consultants are designated by the President and serve a two-year term, which can be renewed only one time. Consultants to the Board may be present at Board Meetings, but do not have the right to vote.

Section 2. Historian

1. The Society may designate one of its Fellows to serve as Historian. The Historian shall serve a three-year term, which may be renewed once upon majority vote of the Board of Directors.

2. Candidates eligible for this position must have served as either a consultant member of the Board of Directors or as an Officer of the Society.

3. Nominees for Historian may come from either the President, Executive Committee, BOD or the Committee on Committees.

4. The Historian is elected and appointed by a majority vote of the Board of Directors at either its annual fall, winter or spring meetings.

5. The Historian must maintain good standing within the Society to include compliance with dues and meeting attendance requirements.

6. The Historian may attend meetings of the Board of Directors but may not vote at such meetings.

7. The Historian shall keep current the records with names, addresses, and dates of the Past-Presidents, Secretaries, Historians, Treasurers, as well as the winners of the Maurice H.Cottle awards, The American Rhinologic Research Awards, The International Rhinology Research Awards, The Golden Head Mirror Award and The Presidential Awards.

8. The Historian shall maintain correspondence with past officers of this society and winners of the Golden Head Mirror Award. The Historian will serve as a liaison with them and facilitate their involvement in the American Rhinologic Society functions.

9. The Historian will report all historical updates annually.

10. The Historian will identify, maintain and store all important documents and artifacts of historical importance to the Society.

Section 3. AAO-HNS Committee Chair

The Chairperson of the Rhinology and Paranasal Sinus Committee of the American Academy of Otolaryngology Head & Neck Surgery Foundation will be a non-voting ex officio member of the Board of Directors.

Section 4. Society Newsletter Editor

The Editor of the Newsletter shall be appointed by the Board of Directors to serve a term of three years. The Editor may be reappointed by the Board of Directors, provided, however that the Editor may not serve more than six consecutive years as Editor.

Section 5. Information Technology Officer

The Chairperson of the Information technology Committee will also serve as the Information Technology Officer. This officer shall report to the Board at its regular meetings and will manage the budget allocated for information technology activities. The information technology officer is responsible for the Society's day-to-day internet activities.

Section 6: International Forum of Allergy and Rhinology Editor

The Editor of the International Forum of Allergy and Rhinology, the official journal of the ARS, will be a non-voting ex officio member of the Board of Directors.

ARTICLE VI Committees of the Society

Section 1. Standing Committees

The following committees comprise the standing committees of the Society, having been appointed by the President and approved of the Board of Directors:

1. ACCME Committee

2. Audit Committee

3. Awards Committee

4. By-Laws Committee

5. Education Committee

6. Information Technology Committee

7. Membership Committee

8. Newsletter Committee

9. Patient Advocacy Committee

10. Research Grant Committee

11. Ethics Committee

12. Resident and Fellow's Committee

Section 2. Other / Non-standing Committees/Executive Committees

Other committees exercising the authority of the Board of Directors in the management of the Society may be designated by a resolution adopted by a majority of the directors present at a meeting at which a quorum is present. Except as otherwise provided in such resolution, members of each such committee shall be members of the Society, and the President of the Society shall appoint the members thereof. Any member may be removed by the person or persons authorized to appoint such committees, or unless such member shall cease to qualify as a member thereof. The non-standing committees are:

Executive Committee
Committee on Committees
Nominating Committee
Program Committee
Investment Committee
Development Committee
International Liaison Committee
Pediatric Rhinology Committee

Section 3. Committees - Structure/Leadership

1. Each standing committee will have a chairperson, who will be nominated by the Committee on Committees and presented to the ARS Board of Directors. If approved by the Board, the candidate will be submitted to the President of the ARS for approval. If approved the President will appoint the committee chairperson.

2. The Chairperson must be a member in good Society standing and current with dues.

3. The term of appointment for the chairperson shall be for a period of three years, which may be renewable once, or until requested by the chairperson to the President to resign from that position.

4. Chairpersons are expected to attend the annual spring, fall and winter Board meetings to report their committee's activities to the Board. If the Chairperson cannot attend a representative from his/her committee should attend to make the presentation.

5. If a chairperson is elected to a position as Officer of the Society, he should tender his resignation as committee chairperson.

6. In addition to a Chairperson, each standing committee of the Society shall have at least two other members serving on the committee for continuity.

7. The committee members should serve three year terms with the expiration of terms being rotated over three years for continuity.

8. Each member of a non-standing committee shall continue as such until the next annual meeting of the members of the Society, or until a successor is appointed, or may be reappointed, unless the committee shall be dissolved, or unless each member is removed from such committees, or unless such member shall cease to qualify as a member thereof.

9. Committee members must be in good standing and current with dues in the Society.

Section 4. Committees-Membership

1. Committee members will be nominated by the committee chairperson.

2. Nominations will be presented to the Committee on Committees.

3. The Committee on Committees will consider the nominations and approved nominations will be submitted to the ARS Board of Directors.

4. Those nominees approved by the Board will be submitted to the President who will appoint new committee members.

5. Committee appointments are a three year term. At least one new committee member will be appointed to each committee yearly. Committees will be composed of at least three society members, with one member serving as chairperson.

6. Committee member may be re-appointed to a second consecutive term.

7. Announcement related to committee membership will be noted in the Society Newsletter and on the Society WebSite.

Section 5. Vacancies

Vacancies in committee membership should be filled. The Committee Chairperson will nominate a prospective committee member to the Committee on Committee Chair. The Committee on Committees will consider and discuss nominees. Thereafter, the Committee on Committee will approve nominees and forward approved nominations to the Board of Directors. Those Nominees approved by the Board will be submitted to the President. The President shall appoint new committee members. Committee nominations will be approved once the nominees’ membership standing is confirmed through the Secretary’s office.

Section 6. Quorum

Unless otherwise provided in the resolution of the Board of Directors designating a committee, a majority of the whole committee shall constitute a quorum (7) and the act of a majority of the members present at a meeting at which a quorum is present shall be the act of the committee.

Section 7. Rules

Each committee may adopt rules for its own government consistent with these By-Laws, and subject to the approval of the Board of Directors.

Section 8. General Duties of Standing Committees

Each committee shall submit a detailed written report to the Board at either the fall or spring meetings as well as a brief presentation to the Society. Each committee shall also submit a summary of the report to the Society's Newsletter and WebSite. The report shall be prepared by the each committee's chairperson or designee. The ARS Board of Directors may charge a committee with a project and require interim progress reports.

ARTICLE VII Contracts, Checks, Deposits, and Funds

Section 1. Contracts

The Board of Directors may authorize any officer or officers, agent or agents of the Society, in addition to the officers so authorized by the By-Laws to enter into any contract or execute and deliver any instrument in the name of and on behalf of the Society, and such authority may be general or confined to specific instances.

Section 2. Check, Drafts, etc.

All checks, drafts, and other orders for the payment of money, notes or other evidence of indebtedness issued in the name of the Society, shall be signed by such officer or officers, agent or agents of the Society, and such manner as shall from time to time be determined by resolution of the Board of Directors. In the absence of such determination by the Board of Directors, such instruments shall be signed by the Treasurer, or an assistant treasurer and countersigned by the President, President-Elect, or Vice-President of the Society.

Section 3. Deposits

All funds of the Society shall be deposited from time to time to the credit of the Society in such banks, trust companies or other depositories as the Board of Directors may select.

Section 4. Gifts

The Board of Directors may accept on behalf of the Society any contribution, gift, bequest or devise for the general purpose or for any special purpose of the Society. Unless otherwise designated, any such contribution or gift will be available for the Dr. Maurice H. Cottle Research and Education Fund.

Section 5. Disbursements

Disbursements of over $5,000.00 from the General Fund must be with the majority approval of the members of the Board of Directors present at the meeting or two-thirds of the general membership.

Section 6. Reports

A report of all the activities of the Board of Directors and of the Standing Committees shall be made to the general membership annually.

ARTICLE VIII Programs

Section 1. Planning programs

The presentation of all programs of the American Rhinologic Society shall be planned and executed by the Program Committee. This committee shall have the power to arrange, select, and provide the scientific programs of this society with the approval of the BOD.

Section 2. Requests for Presentation

Requests for the presentation of scientific papers at the meetings will be reviewed carefully by the Program Committee and selections made according to subject material and type of meeting planned.

Section 3. Papers and Presentations

All papers are to be presented to the President-elect (Program Chair) in full and complete form at the time of their delivery, for future publication in the Transactions of the Society or any other organ of the Society. These papers shall become the property of the Society. They will not be read at the time of the presentation but will be delivered in lecture form. Any visual aids and exhibits in the form of drawings, specimens or photographs, charts or slides may be used to clarify and enhance the scientific value of such presentations.

ARTICLE IX Properties of the Society

Section 1. Properties

All material, property and equipment of the American Rhinologic Society in the form of projectors, slides, screens, tape or other recordings, books, pamphlets, photographs, charts, drawings, anatomic specimens, etc. acquired by the Society shall be maintained by the Secretary. All materials shall be made available to all members of the Society for medical research and education upon application to the Board of Directors.

ARTICLE X Amendments

Section 1. Amendments

These By-Laws may be amended in the same manner as the method of amending the Constitution of this Society, as provided in Sections 1 and 2 of Article VII.