Board of Directors

The Board of Directors is responsible for transacting the business of the Academy as delegated to it in the Bylaws. Each member of the Board is responsible for attending all Board of Directors meetings and as many Academy meetings as possible. If the chair of a committee is not able to attend a Board of Directors meeting, He or She should send a representative from their committee to that Board meeting. If an officer is unable to attend a Board of Directors meeting, he or she should notify the President and submit a written report to the President prior to the Board of Directors meeting. At Academy meetings, members of the Board of Directors are responsible for seeking out new members and guests and welcoming them to the meeting and for discussing with Academy members any issues they have about the Academy.  While all members of the Academy have the responsibility for nominating qualified new members to the Academy, the Board of Directors have a special responsibility to identify new members for the Academy and to identify existing members of the Academy who might serve in leadership roles in the future.

President

The President is a voting member of the Board of Directors. The President presides over meetings of the Academy and meetings of the Board of Directors. The President presents a report to the Board at its meetings which presents the status of ongoing business, new business and issues identified by members for discussion and resolution. The President may also present new initiatives to the Board of Directors for consideration and, if approved, may appoint an ad hoc committee or task force to address the new concern(s). The President may also consider a special program or symposium in addition to the regularly scheduled Academy meetings for the presentation or discussion of an issue of general interest to members of the Academy. These programs are usually 2-4 hours in length, in a setting and with speakers chosen by the President or appointed ad hoc committee, and with ample opportunity for interactive discussion. The President is also responsible for reporting any significant actions of the Board to the General Membership either by correspondence or at the Academy meetings. The President prepares the charter for special committee(s) and presents the charter for approval by the Board of Directors. The President coordinates with the Vice President or President Elect (as appropriate) to ensure a smooth transition at the end of the President’s term.

Vice President

The Vice President is a voting member of the Board of Directors. The Vice President will assist the President, as necessary, and will preside over Board of Directors meetings when the President cannot attend. The Vice President will assume the Presidency if the President cannot fulfill their term of office or at the end of the President’s term of office. The Vice President and the immediate Past President will communicate with the Chairs of committees to insure that the work of the committees is going forward as necessary with timely reports to the Board of Directors.

The Immediate Past President
The Past President will hold office for two years following his/her Presidency. The Past President is a voting member of the Board of Directors. The Past President will also serve as a non-voting member of the Nominations committee. The Vice President and Past President will communicate with the Chairs of committees to insure that the work of the committees is going forward as necessary with timely reports to the Board of Directors.

Secretary

The Secretary is elected for a two-year term in odd years (e.g., 2015) with his/her term beginning at the Annual meeting in the following even year. The Secretary is a voting member of the Board of Directors. The Secretary keeps the business records of the Academy, minutes of meetings, results of elections and memberships on committee. The Secretary sends and receives communications between the members of the Board of Directors and the membership of the Academy. He/she maintains current contact information for each Academy member. The Secretary sends out announcements about Academy meetings and receives member reservations which are then transmitted to the host for the meeting. The Secretary also sends out a reminder one week before each Academy meeting to remind members that if they didn’t RSVP, The Cosmos Club may not be able to accommodate them or their guests. The Secretary participates in the voting process for Officers, Directors and Committee members by sending out the nomination ballot and tallying the results, notifying officers of their election and reporting those results to the Board of Directors.  The Secretary presents the secretary’s report to the Board of Directors. This report will include a review of minutes of the last meeting (after which the Board will vote to accept the minutes), report on the previous Academy meeting (number of attendees, any business conducted), report on the membership (deaths, new emeritus members, # of active members, etc.) and any other business the Secretary brings to the Board. The Secretary is responsible for preparing the minutes of the Board meeting which includes a summary of all officer and committee reports, handouts, the deliberations of the Board, and their outcomes. The minutes are then sent to board members for review. The Secretary notifies the membership of Academy meetings and compiles the number of acceptances for the caterer. The Secretary makes arrangements with the Cosmos Club (or other venue) for General Meetings including reserving rooms, selecting menus, and signing contracts. The secretary maintains the official roster of the Academy Membership. The Secretary also prepares the agenda for the Board of Directors and General Academy meetings. The Secretary is responsible for notifying each new member of their election to the Academy, inviting them to the next AOM meeting, and informing them that dues will be waived during the first year (until the next dues cycle). The Secretary prepares Membership Certificates and Certificates of Appreciation for the Academy.

Whenever possible, Academy documents should be kept in electronic format. The Secretary is responsible for maintaining the electronic archives of the Academy. The Secretary should provide a copy of the Academy’s electronic archives to each new President, Vice President or President Elect and the Secretary elect. Dues notices should be maintained for two years and then discarded.

Treasurer

The Treasurer is elected for a two-year term in odd years with his/her term beginning at the Annual meeting in the following even year. The Treasurer is a voting member of the Board of Directors. The Treasurer keeps the financial records and accounts of the Academy, paying bills received and maintaining the bank account(s). The Treasurer will be the official signatory on financial transactions of the Academy. The Treasurer attends Board of Directors and Academy meetings and reports on the financial status of the organization at these meetings. The Treasurer prepares records for annual review by the Audit committee in January.  The Treasurer is also responsible for sending out dues notices to all Academy members and for obtaining current contact information for each member and relaying the contact information to the Secretary.

Directors

One Director is elected every two years in even years for six-year terms. The term of office of each Director begins at the Annual meeting in the following year.  Directors are voting members of the Board of Directors. The Directors are responsible for attending Board of Directors and Academy meetings to provide continuity and oversight of the operations of the Academy, and to assist the President in transacting the business of the Academy as necessary.

Chairs of Standing Committees

Each Chair is responsible for conducting the business of the Academy as stated in the Bylaws of the Academy and as directed by the Board of Directors. Each Chair is a voting member of the Board of Directors. Chairs will hold meetings as needed (either by email, by phone or in person) and will involve all members of the committee. They will ensure that each member of their committee understands that in the last year of their tenure, they will be chair of the committee. The Chair will report any vacancies on their committee immediately to the chair of the Nominations committee and to the Board of Directors at their next meeting. Each chair will update the Board of Directors at each Board of Directors meeting about the activities of the Committee as appropriate. The chair will ensure a smooth transition for the next committee chair and will be available to advise the next committee chair.

Chairs of Special Committees

Each Chair of a Special Committee is responsible for conducting the business of the Academy as stated in the Charter for the committee (prepared by the President and approved by the Board of Directors). Each Chair of a Special Committee is a voting member of the Board of Directors will update the Board of Directors at each Board of Directors meeting about the activities of the Committee.

Nominations Committee

The Nominations committee is responsible for identifying and recruiting members who are willing to serve as officers or to serve as members of one of five elected standing committees of the Academy. Members nominated to serve as an officer, director or committee member may be identified by a request for nominations. The Nominations committee may also recruit members to serve, as needed, and self-nominations can be submitted to the Chair of the Nominating committee at any time. The Nominations committee may also solicit suggestions for nominees from the Board of Directors. None of these suggested nominees are binding upon the Nominations committee. The Nominations Committee alone determines the slate of officers and committee members to be presented to the Academy membership for vote. The committee operates independently from the Board of Directors.

Nominations to be considered by the committee in a given year include:

  • Officers – The President, Vice-President, Secretary and Treasurer are elected in October of odd years for two-year terms beginning at the Annual meeting in the next year.
  • Directors – one Director is elected every October of even years for a six-year term beginning at the Annual meeting in the next year.
  • Nominating committee member – one member is elected every year for a five-year term, with automatic ascendancy to Chair of the committee in year five.
  • Admissions committee member – one member elected every year for a five-year term, with automatic ascendancy to Chair of the committee in year five.
  • Program committee member – one member elected every year for a four-year term, with automatic ascendancy to Chair of the committee in year four.
  • Constitution & Bylaws committee – one member elected every year for a four-year term, with automatic ascendancy to Chair of the committee in year four.
  • Audit committee member – one member elected every year for a three-year term, with automatic ascendancy to Chair of the committee in year three.

The Nominating committee will contact each nominee and verify their willingness to serve. The Chair will present the slate of officers and committee members to the general membership at the fall (October) meeting. The chair will include any additional nominees nominated from the floor and prepare a ballot which includes the term of service (# years), a short (1-2 sentences) summary of each nominee (such as current and/or former professional position(s), number of years as a member of the Academy, previous Academy positions held, etc.). The chair will forward the final ballot within 15 days of the fall meeting to the Secretary for transmission to the membership for a vote. Voting will be closed 30 days after the ballots are sent out. The AOM secretary will transmit the results of the election to the Chair of the Nominating committee, who will present the slate of new officers and committee members to the Board of Directors at the December meeting. The Secretary will then send out announcements by email to each of the newly elected officers and committee members telling them of their election, notifying them that will begin their term at the Academy’s Annual (Winter) meeting, and informing them of their responsibilities and term of office. The chair will also present the newly elected slate of Officers, Directors and Committee members at the winter Annual Meeting of the Academy.

When notified of vacancies on committees or of a leadership position, the Nominations Committee will select a candidate to complete the term of office and present their nomination to the general membership at the next Academy meeting. The nomination will be confirmed by majority vote.

The Chair is responsible for the operations of this committee, insuring that nominees for election are properly identified, that candidates agree to serve, and that an annual ballot is prepared and sent out for voting by the membership in the time frame described by the Constitution & Bylaws. The Chair is responsible for convening meetings of the committee and for the coordination of committee activities so that all members of the committee are involved in the nomination process. Actions of the committee must have input from all committee members and be approved by a majority of the members. The Nominations Committee will ensure that its nominees comprise a representative cross section of the Academy with respect to race, gender and Medical School affiliation.

Admissions Committee

The Admissions committee reviews and approves applications of candidates for admission as active members to the Academy. The Admissions committee also has the responsibility to seek out under-represented groups in the Academy as new members. Candidates for admission are nominated by members who submit an official application form signed by two active members, a Curriculum Vitae (CV) of the candidate and signed letters of support from two active AOM members. The application is submitted to the Chair of the Admissions committee. Applications are received throughout the year. The applications are reviewed by all members of the committee and approved or not by majority vote for presentation to the Board of Directors for final vote. The Chair of the Admissions committee will present the names of approved nominees at the Board meetings or via email if appropriate. If presented at a Board meeting, it is customary to circulate a copy of the nominations packet and to present a very brief biography of each nominee. The nominations packet of each approved nominee should be sent electronically to the Secretary. The Chair is responsible for contacting the two proposing members (those writing letters of support) for each nominee, informing them of the decision of the Board, and ensuring that one will be prepared to introduce the new member at the next Academy meeting. The Secretary is responsible for notifying each new member of their election to the Academy, inviting them to the next AOM meeting, and informing them that dues will be waived during the first year (until the next dues cycle).

The Chair is responsible for the operations of this committee. It is the responsibility of the Chair to receive new applications and to be sure that the application is complete. If the Chair is unable to attend a scheduled Board of Directors meeting or to introduce new members at an AOM meeting, then the Chair must arrange for another member of the committee to present the report of the committee to the Board of Directors and/ or to present new members at the Academy Meeting. The Chair may use his/her judgment about what information in the application package needs to be verified. Verifications may be obtained from no-cost publicly available websites: www.docboard.org for medical licensure; www.abms.org for medical specialty board certification; www.avvo.com for bar admissions; and employer websites for employment. Some organizations now use www.pubmed.gov to verify publications listed on an applicant’s CV.  Neither medical licensure nor board certification is required for AOM membership, but the chair may choose to verify any of these claimed on the nominee’s CV.

Program Committee

The Program committee arranges speakers for each of the AOM meetings in October, February and May. The speakers are largely drawn from the membership or other regional experts able to speak on a medically-related topic of interest to the general membership. The speaker’s honoraria consist of an invitation to the social hour and a dinner at the evening Academy meeting. The Academy does not pay stipends to speakers. The Chair will introduce the speaker at the AOM meeting. The Chair will be responsible to identifying the Audio-visual equipment needed by the speaker, arranging for same and ensuring that this equipment is functioning prior to the talk. Topics should be of general interest, timely and highlight new developments in the Medical and Public Health fields. In the 2014 Membership survey, the program topics desired by the membership included: a scientific topic related to health care (86%), controversies in health care (75%), healthcare policy and public health issues (74%), medical care issues (63%), emerging treatments and procedures (63%), and medical ethics (49%). The membership seems particularly receptive to controversial topics. While new research findings are usually presented, these talks are not in themselves research presentations. The Chair will moderate a short question and answer session at the end of the talk and then thank the speaker.

The Chair is responsible for the operations of this committee. It is the responsibility of the Chair to convene the committee and to generate a discussion in the committee about possible speakers. Once a potential speaker is identified, a member of the committee will be charged with inviting the speaker and communicating the acceptance to the Chair and other members of the committee. The Program committee is responsible for preparing a short biography of the speaker and forwarding this to the Secretary for dissemination to the membership with the meeting announcement. The Chair of the committee will present the name of the speaker, the title of their talk and a brief biography of the speaker at the Board of Directors meetings preceding the AOM meeting at which they are scheduled. If the Chair is unable to attend a scheduled Board of Directors meeting or to introduce the speaker at the AOM meeting when they are scheduled, then the Chair must arrange for another member of the committee to present the report of the committee to the Board of Directors and/ or to introduce the speaker at the AOM Meeting. The Chair should also consider nominating as appropriate, any speaker not already a member of the Academy for membership in the Academy.

Constitution & Bylaws Committee

The Constitution & Bylaws (C&B) committee is responsible for considering changes to the C&B suggested by members of the Academy.  The Chair of the C&B committee will attend Board of Directors meetings and should be prepared to answer procedural questions. The committee should perform and annual review of the  C&B. The Chair of the C&B committee should present to the Board for final vote by the Board any suggested revisions considered by their committee. Members of this committee must have or acquire a clear understanding of the Academy’s C&B. The Chair of the C&B committee ensures that at all meetings, the Board and the Academy membership conducts Academy business in accordance with the C&B.

The Chair is responsible for the operations of this committee. It is the responsibility of the Chair to convene the committee for an annual review of the C&B and to format revisions requested by the Board of Directors. The results of the Annual review of the C&B are generally presented at the December Board meeting. If the Chair is unable to attend a scheduled Board of Directors meeting, then the Chair must arrange for another member of the committee to attend the meeting and to present the report of the committee.

Audit Committee

The Audit committee is responsible for annual review of the accounts and financial status of the AOM with the assistance of the Treasurer. The Chair of the committee will present the findings of the audit for the previous year and approval of their committee at the winter meeting of the Board of Directors and also at the Annual (winter) meeting of the Academy.

The Chair is responsible for the operations of this committee. It is the responsibility of the Chair to convene the committee for an annual review of the finances and accounts of the Academy and to obtain the approval of each committee member. The Annual review takes place in January. The Chair of the committee is expected to attend Board of Directors meetings and to transmit proceedings of the Board of Directors back to their committee as appropriate. The Chair will present the findings of the audit for the previous year and approval of their committee at the spring meeting of the Board of Directors. If the Chair is unable to attend a scheduled Board of Directors meeting, then the Chair must ask another member of the committee to attend the meeting and to present the audit report of the committee at the spring meeting.

Medical School Committee

The Medical School committee is responsible for considering how the Academy might support issues and opportunities at the four regional medical schools (The George Washington University, Georgetown University, Uniformed Services University Health Sciences and Howard University).

The most important activity supported by this committee is the annual Medical Student Ethics Essay competition. The committee helps to identify members to serve as coordinators for submission of student essays from their institution. The Chair will moderate the ethics awards portion of the May Academy meeting. The committee also considers other concerns at the medical schools which the President or members of the committee might identify that merit discussion or support by the Academy. In 2015, the Medical Schools Committee will be responsible for making recommendations to the Board about more clearly defining the role, functions, any additional responsibilities of this committee. The committee should also make a recommendation about how members of this committee are elected or appointed.

The members of this committee are currently appointed by the President. The Chair will be appointed by the President and will be responsible for convening the committee and for its operations.  The Chair will attend Board of Directors meetings and will present the report of the committee, including the proceedings of the Ethics Assay competition. If the Chair is unable to attend a scheduled Board of Directors meeting, then the Chair must arrange for another member of the committee to attend the Board meeting and to present any reports.

Strategic Planning Committee

The purpose of the Strategic Planning Committee is to develop written strategic recommendations for consideration by the Academy of Medicine Board of Directors. The members and chair of the committee are appointed by the President. The committee has been charged to

1. Poll and interview the membership of the Academy about (to include but not limited to the following):

– What activities are most important to the membership of the Academy (social hour, the scientific talk, special meetings such as the president’s meeting, the ethics competition, the timing and length of the meetings)?

– What should the Academy be doing that it is not doing?

– What concerns do the members have about the Academy?

– How can we increase the participation in Academy activities of more of our members?

– What are the long term trends of which the Board of Directors needs to be aware (membership, financial, political, policy, etc.)?

– Why did members resign from the Academy?

2. Recommend to the Board of Directors changes in the Academy’s leadership and committee structure, membership, programs and operations based on input from the membership and the deliberations of the strategic planning committee.

3. Consider if the Academy is configured correctly (leadership structure, committees, dues, location of the meetings and number of active members) to support programmatic and operational recommendations of the committee. Make recommendations about the use of the Academy website for posting of medical activities, speakers and meetings of medical organizations in the D.C. are (noting if these meetings are open).

4. Review the mission statement of the Academy, recommend any changes to that statement, and propose a vision statement for the Academy if appropriate.

5. Prepare a final report for the Board of Directors. The final report should include strategic risks for the organization, options to mitigate these risks, advantages and disadvantages of each option, possible future directions for the Academy, and the recommendations of the committee. The final written report will serve as a record of the Committee’s recommendations, deliberations and findings.

6. Assist the Board of Directors with the implementation of new strategic objectives.

Website Committee

The purpose of the Website Committee is to improve the functionality, usefulness and ease of use of the Academy’s website for the membership of the Washington Academy of Medicine and to present information about the Academy to non-members and potential new members. The members and chair of the committee are appointed by the President. The committee has been charged to:

1. Oversee, manage and improve the Academy’s website.

2.Recommend to the Board of Directors changes that will improve functionality and content of the website.

3. Oversee approved changes to the functionality of the website.

4. Report to the Board any problems with the website.

5. Make recommendations to the board about how the website can be used to conduct the business of the Academy more efficiently.

6. Poll the membership regarding additional functionalities the membership would like to have on the Academy’s website.

7. Compile a handbook to outline how the website is maintained and information on the website is updated.

8. Keep the website current using information provided by the officers and committee chairs.

9. Ensure that the bills for the website (e.g., upgrades for WordPress and WordPress plugins, domain name registration, and website hosting) are submitted to the Treasurer for payment in a timely manner to guarantee continuous functioning of the website.

10. Make recommendations to the Board of Directors about privacy issues relating to information on the website and to Academy email communications.

11. Consider alternative social media platforms to conduct Academy business.

 (Updated: February 2015)