Bylaws of the American Society for Stereotactic and Functional Neurosurgery
Vision Statement
A world in which patients with disorders of the nervous system enjoy better lives.
Mission Statement
To realize the full potential of functional neurosurgery to improve patients’ lives through education, collaboration, innovation, and advocacy.
Article I. The Society
Section 1. The Society is named: The American Society for Stereotactic and Functional Neurosurgery (ASSFN).
Section 2. The Society is an affiliate section of the American Association of Neurological Surgeons (AANS) and the Congress of Neurological Surgeons (CNS) and, as such, members are also bound by the bylaws of the parent organizations. The Society fulfills the functions of the AANS/CNS Joint Section for Stereotactic and Functional Neurosurgery.
Article II. Membership
Section 1. The members elected to this Society are divided into six types: (a) Active; (b) Associate; (c) Honorary; (d) International; (e) Resident, fellow or medical student; (f) Senior
(a) Active Members shall be medical doctors who are Active members of the American Association of Neurological Surgeons or the Congress of Neurological Surgeons, who have engaged in active participation in the field of stereotactic or functional neurosurgery in the United States or Canada. Only active members shall be entitled to hold office in the Society.
(b) Associate Members shall be M.D.’s, Ph.D.’s, engineers, and others who are not members of the American Association of Neurological Surgeons or the Congress of Neurological Surgeons, but who are interested in the research and/or clinical applications of stereotactic and functional neurosurgery. They may participate in any and all scientific activities of the Society but may not hold office in the Society or vote on Society business matters.
(c) Honorary Members shall be those individuals granted honorary membership by the officers to such qualified physicians or scientists who, in their opinion, merit such recognition. They shall not be required to pay dues and may not hold office in the Society or vote on Society business matters. They may serve on committees, but shall not be required to attend meetings.
(d) International Members shall be neurosurgeons who practice neurosurgery outside the United States and Canada. They will pay the same dues as Active Members, may attend Meetings of the American Society for Stereotactic and Functional Neurosurgery at the member registration fee, but may not hold office in the Society or vote on Society business matters.
(e) Resident, Fellow or Medical Student Members shall be, neurosurgeons in-training who are in a nationally accredited post-graduate medical training program (such as the American Board of Neurological Surgery) or in a Fellowship Program dedicated to Stereotactic and Functional Neurosurgery or Medical Students who express an interest in the field of Stereotactic and Functional Neurosurgery. They shall pay a one-time membership fee and will have the option of subscribing to the Society journal, Stereotactic and Functional Neurosurgery, at a reduced price. Upon completion of their, training they will no longer be eligible for Resident Membership status. Resident, Fellow or Medical Student Members may not hold office in the Society or vote on Society business matters.
(f) Senior Members shall be Active Members in good standing with the Society, who are both sixty-five years of age or older and no longer in the active practice of neurosurgery. Senior Members are exempt from payment of annual dues, but may subscribe to the Society journal, Stereotactic and Functional Neurosurgery at a reduced price. Senior Members may attend Meetings of the American Society for Stereotactic and Functional Neurosurgery at the member registration fee. Senior members may not hold office in the Society but may vote on Society business matters
Section 2. The ASSFN Membership Chair is responsible for reviewing credentials of applicants for membership (see Article VII, Section 1). Newly appointed members or changes in membership status are provisionally approved by the Membership Chair. Membership status receives final approval by the Officers and Board members present at the annual Board of Directors Meeting.
Section 3. A member wishing to resign membership in the Society should submit this intent in writing to the Membership Chair.
Section 4. Members who fail to pay the annual Society dues for more than a year will lose their membership in the Society.
Section 5. No form of membership in this Society should be interpreted as endorsing the qualifications of the member to practice medicine or perform clinical procedures. Members are not permitted to promote their membership in the Society as an endorsement by the Society of their clinical credentials. Members who do this shall forfeit their membership.
Article III. Governing Body of the Society
Section 1. The control of this Society is vested in an Executive Council consisting of four officers and a Board of Directors consisting of ten to fourteen members, who manage the affairs of the Society in conformity with the bylaws of the American Association of Neurological Surgeons and the Congress of Neurological Surgeons.
Section 2. Executive Council. The four officers of the Executive Council are the President, Vice-President, Secretary-Treasurer, and Past-President. The officers will serve for terms of two years.
Section 3. Board of Directors. The members of the Board of Directors consists of ten to fourteen elected persons who are active members of the ASSFN. These directors serve for a period of four years or until their successors have been chosen. New Directors will be elected every two years at the business meeting of the Society held at the Society’s biennial meeting. The number of Board of Director members to be elected at each election cycle will be determined by the Executive Council, with input from the Board of Directors, prior to any election. This will take into account the number of vacancies as well as balancing the turn-over of Board of Director members over four-year periods.
Section 4. Vacancies occurring in the Executive Council of the Society between scheduled elections will be filled by appointment by the Board of Directors. These appointed officers shall serve until the next biennial meeting of the Society. Members may not serve simultaneously in more than one office of the Society, including the Board of Directors.
Section 5. The Executive Council and Board of Directors will meet at the Annual Meetings of the AANS and CNS, as well as at the biennial Society meeting to review Society business.
Section 6. ASSFN shall indemnify and provide legal services to defend members of the Executive Council or Board of Directors against lawsuits or claims incurred as a result of or related to their work as officers of or directors ASSFN.
Article IV. Duties of the Officers of the Executive Council
Section1. The President presides at all meetings. He/She appoints all committees not otherwise provided for, is in charge of all committees with the right to vote, and supervises the execution of all Society rules. He/She represents the Society at relevant Executive Council and Board meetings of the AANS and CNS, or appoints another officer to do so as needed.
Section 2. The Vice-President performs all duties of the President in the case of his/her absence, death, resignation or inability to act. He/She assists the President in such manner as necessary.
Section 3. The Secretary-Treasurer keeps accurate minutes of the proceedings of the meetings of Executive Council and of the biennial business meeting of the Society. He/she will issue written notice of all meetings of the Executive Council and of the biennial business meeting of the Society. As Secretary, he/she is also responsible for providing notice to the members of the Society of other relevant Society business per the Society Bylaws. As Treasurer, he/she will arrange for the billing and deposit of annual dues and for the payment of Society expenses. He/she will be responsible for the distribution of Society awards. He/she will report on the financial condition of the Society at all meetings of the executive council.
Section 4. The succession of presiding officers in the unexpected event of loss of both the President and Vice-President shall be: Secretary-Treasurer, then a member of the Board of Directors elected by the entire Board of Directors, then successive members of the Board of Directors elected by the Board of Directors.
Article V. Nominations and Elections of Officers and Board of Directors
Section 1. Nominations
(a) The Board of Directors and officers will act as a nominating committee and present their recommendations for new members of the Board of Directors to the voting membership of the ASSFN at least 30 days before the scheduled date of the biennial business meeting.
(b) The officers will serve as nominating committee for the new set of officers and will present a list of officers to the voting membership at least 30 days before the biennial business meeting. This list will be voted on as a group.
(c) The Secretary-Treasurer will invite the voting members of the Society, via email, to recommend nominees for the Board of Directors at least 60 days prior to the scheduled date of the biennial business meeting.
(d) In nominating new members of the Board of Directors, the existing Board and officers will attempt to maintain a broad range of expertise among the Board members, to include all of the major subspecialties encompassed by the field of stereotactic and functional neurosurgery.
Section 2. Elections
(a) The new Board of Directors will be elected by a plurality vote of the voting members of the Society
(b) Voting for members of the Board of Directors will be done by closed ballot.
(c) The list of new officers will be elected by a plurality vote of the voting members of the Society.
(d) The vote will be conducted via online ballot. The voting period will start at least 15 days prior – but not more than 30 days prior – to the scheduled date of the biennial business meeting and will close at midnight on the day prior to the scheduled date of the biennial business meeting.
Section 3. Consecutive terms
(a) No elected officer will serve in the same office for more than one term.
(b) Members of the Board of Directors may serve no more than 2 consecutive terms. They may then not stand again for election to the Board of Directors until at least 2 years have passed since the end of their last term.
Section 4. Term of office
(a) Officers and members of the Board of Directors take office on the day after the close of the biennial meeting of the Society at which they have been elected. Terms end at the close of the biennial meeting at which their replacements are elected.
Article VI. Committees and Appointments
Section 1. Membership Committee. The Chair of the Membership Committee shall be appointed by the President of the Society for a two-year term. The Committee will survey the field of neurological surgery and related disciplines for individuals considered suitable for membership in ASSFN, and encourage such persons to apply for membership. The Committee will also contact Society members who have become delinquent in dues payment, to encourage them to maintain their membership in good standing. The Membership Committee will provide accurate data on the number of Society members, in each membership category, at the regular meetings of the Executive Council. The Committee will have the authority to grant provisional membership in the Society, and will also recommend candidates for Honorary Membership to the Executive Council.
Section 2. Scientific Program Committee. The Scientific Program Committee will be headed by the Past President of the Society, and will consist of the Past President, the President, and other positions appointed by these two officers, which will include a scientific program chair, a local host chair, fundraising/industry liaison chairs. The Scientific Program Committee will be charged with organizing all aspects of the ASSFN Biennial Meeting. In addition, the committee will appoint a AANS/CNS Program Chair and Vice Chair, each of whom will serve for 2 years. The AANS/CNS Program Chair and Vice Chair are charged with the responsibility of collaborating with the Annual Meeting Committees of the AANS and the CNS to coordinate and assist in selecting scientific papers and seminars for the meetings of those organizations, along with other relevant sessions. Individuals nominated directly by the AANS and CNS to represent ASSFN in the meetings of those organizations will also be considered members of the Scientific Program Committee.
Section 3. Communications Committee. The Chair of the Communications Committee shall be appointed by the President of the Society for a two-year term. The Committee leads communications for the Society through the ASSFN Website and Newsletter. The Committee will prepare the Society Newsletter, solicit relevant contributions from other members, and disseminate news of educational activities of the Society through the Society website and social media.
Section 4. Advocacy Committee. The Chair of the Advocacy Committee shall be appointed by the President of the Society for a two-year term. The Advocacy Committee will be charged with reviewing potential conflicts of interest in the Society, by examining policies and conduct by the Society and its members to maintain a high ethical standard, in accordance with guidelines set forth by the AANS and CNS. The Committee will also oversee Society positions statements aimed to improve payor reimbursement, and will compile resources to support appeals for services denied by payors. One member of this Committee will be appointed by the President to serve on the AANS/CNS Washington Committee for a two-year term.
Section 5. Research Committee. The Chair of the Research Committee shall be appointed by the President of the Society for a two-year term. This Committee is responsible for developing research grant awards to advance the mission of the society, including soliciting applications and selecting finalists for these awards. The Committee will oversee activities and mentorship within the Society related to research, and will notify the Society membership about available research funding opportunities.
Section 6. Education Committee. The Chair of the Education Committee shall be appointed by the President of the Society for a two-year term. The Committee is responsible for development and production of educational programming for the organization. This includes educational programming and career mentorship for medical students, residents, advanced practice providers, fellows, and practicing neurosurgeons. The Committee will collaborate with the Liaison and other committees to develop programming with collaborating organizations as appropriate.
Section 7. Diversity, Equity, and Inclusion (DEI) Committee. The Chair of the DEI Committee shall be appointed by the President of the Society for a two-year term. The Committee will strategize activities for improving diversity within the membership of the Society and within the field. This will include planning events to attract and educate individuals who are underrepresented in the field at any level of education. The Committee will also be charged with evaluating and promoting Equity and Incision within the Society, and will interface with other Committees within the society to ensure adherence to DEI principles.
Section 8. Bylaws Committee. The Chair of the Bylaws Committee shall be appointed by the President of the Society for a two-year term. The committee will maintain and update the Society bylaws as necessary.
Section 9. Terms of office for Committee members shall last from the end of one biennial meeting of the Society to the end of the next biennial meeting.
Section 10. The President of the Society shall have the power to create ad hoc committees and appoint their members as may be required in the best interest of the Society. These committees will have a committee life of no more than two years unless re-established by the President of the Society.
Section 11. When requested by other organizations, the Society President may also appoint liaisons to those organizations related to stereotactic and functional neurosurgery, such as societies dedicated to epilepsy, pain, movement disorders, psychiatry, neuroscience, and neurotechnology. When requested, he/she may also appoint representatives to standing and ad hoc committees of other organizations.
Article VII. Society Meetings
Section 1. The Society will organize a biennial scientific meeting. The Biennial Meeting Organizing Committee (described under Article VI, Section 5 – Biennial Meeting Organizing Committee) has primary responsibility for organizing the meeting.
Section 2. There will be a Business Meeting held at least once every two years at the biennial meeting of the Society to review and vote on society business. Additional business meetings may be held at annual meeting of either the AANS or CNS at the discretion of the Executive Council or Board of Directors. Additional meetings may also be held in the months after a biennial ASSFN meeting to welcome and on-board new members of the Executive Council and discuss other business of ASSFN. Convening such additional meetings is at the discretion of the Board of Directors. The business meeting shall be open to all ASSFN members.
Section 3. Quorum. At all business meetings of the Society called by the officers, 30 voting members will constitute a quorum.
Article VIII. Application for Membership
New members may join the Society upon completing an application and payment of dues, pending initial approval by the Membership Chair, and final approval by a majority vote of the Officers and Board of Directors (see Article VI, Section 1 – Membership Chair). The candidate must meet the qualification for membership described in Article II of the Society Bylaws. New member applications will be accepted either on-line or by mail addressed to the Society Secretary-Treasurer who will forward the application to the Membership Chair.
Article IX. Awards
The Board of Directors may create and offer awards for investigations, contributions or developments in the field of stereotactic and functional neurosurgery. Administration of funds for such awards shall be through the Secretary-Treasurer, as discussed in Article IV, Section 3.
Article X. Publications
The journal, Stereotactic and Functional Neurosurgery, will serve as the official journal of the Society for publication of basic and clinical research. The society will also publish a regular informational newsletter to be mailed to all Society members as well as create web-content through the official web-site of the society as described above (Article VI. Sections 3 and 4).
Article XI. Gifts
The Society may accept gifts only after review by the Conflicts of Interest Committee and approval by the Officers and Board of Directors. Such gifts from either private or industry donors are encouraged to promote Society activities, growth and scholarship. However, no gifts can be accepted that obligate the Society to adopt a bias or conflict with the ethical conduct of the organization.
Article XII. Amendments
Section 1. Amendments to these bylaws must be proposed in writing, endorsed by at least three members in good standing, and be submitted to the Secretary-Treasurer at least 60 days before the biennial member business meeting. The amendments must be emailed by the Secretary-Treasurer to the entire voting membership and / or posted on the Society website at least 30 days before the Society business meeting at which the amendments are to be acted upon.
Section 2. The vote will be conducted via online ballot. The voting period will start at least 15 days prior – but not more than 30 days prior – to the scheduled date of the biennial business meeting and will close at midnight on the day prior to the scheduled date of the biennial business meeting. The affirmative vote of the plurality of voting members of the society shall be required for the adoption of an amendment.
Article XIII. Order of Business
The Order of Procedure for the Executive Council of the Society is as follows:
- The call to order
- Approval of minutes of the past meeting
- Reports of the President, Secretary-Treasurer, and committees
- Report on the Society journal
- New Business