European Paediatric Orthopaedic Society

Statutes

Article 1

NAME

The name of the Society (which was founded at the Hôpital Bretonneau on March 13th 1982) shall be the “European Paediatric Orthopaedic Society” (Société Européenne d’Orthopédie Pediatrique), abbreviated to EPOS.

Article 2

OBJECTIVES AND PURPOSE

The Society’s objective shall be to advance all aspects of Children’s Orthopaedics, particularly in the fields of clinical practice, scientific research and education. The Society is dedicated to enhancing the care of children

Article 3

MEMBERSHIP

Section I – Qualification and Classes of Membership.

Membership of EPOS is a privilege for those qualified in paediatric orthopaedic surgery or who have contributed significantly to the development of the specialty. There are six classes of membership comprising: active, corresponding, associate, candidate, emeritus and honorary membership.

a) Active Membership: To be considered for active membership the Executive Committee must be satisfied that the proposed member contributes to paediatric orthopaedic surgery in the fields of clinical practice, research or education. Members must reside and work either in European countries or those which border the Mediterranean. Election to membership is subject to approval by the General Assembly. Each active member has full voting rights at the General Assembly. Active members will pay normal membership dues.

b) Corresponding Membership: Corresponding membership is open to paediatric orthopaedic surgeons residing outside the larger European Community, which in this context includes those countries that border the Mediterranean. Corresponding members should have made significant contributions to paediatric orthopaedics. They will pay the normal membership dues and are entitled to vote. They are not, however, eligible for Board election.

c) Associate Membership: Associate membership is open to others who are not paediatric orthopaedic surgeons. The Executive Committee must be satisfied that these members make a significant contribution to paediatric musculoskeletal diseases in clinical, research or teaching fields. Election to membership is subject to approval by the General Assembly. Associate members will pay the normal membership dues and are entitled to vote. They are not, however, eligible for Board election.

d) Candidate Membership: Candidate membership is open to those who are still in training and/or not qualified in paediatric orthopaedic surgery according to the relevant rules of their own country. They must produce evidence of their standing to the Executive Committee. Their election will be confirmed by the General Assembly. Candidate members will pay a reduced membership fee (50% of the active membership fee). They have no vote and are not eligible for Board election. The duration of candidate membership is limited to five years. On completion of their training they may apply for active or corresponding membership of the society.

e) Emeritus Membership: At the age of 65 years Active and Corresponding members are eligible for emeritus status. A member may request transfer to emeritus status following retirement or ill health. Emeritus members will pay no membership dues but will continue to receive Society information. They are entitled to vote at the General Assembly. They are not eligible for Board election.

f) Honorary Membership: Honorary members will be elected by the General Assembly. Recommendations for Honorary membership should be made to the Executive Committee. Five co-signatories should support the application for Honorary membership. Honorary members will be chosen from Active, Corresponding or Emeritus members of EPOS and internationally recognised personalities who have given distinguished service to paediatric orthopaedic surgery. They will be excused from paying membership dues. They are entitled to vote at the General Assembly. They are not eligible for Board election, unless they are active members.

Section III – Nominations for Active and Corresponding Membership.

a) Active, Corresponding and Associate Membership
EPOS requirements for election as an Active, Corresponding or Associate member of EPOS:
Active and Corresponding members must be qualified in paediatric orthopaedic surgery according to the rules of their own country. Applicant members need to spend at least 50% of their time in paediatric orthopaedic practice.
Associate members must be qualified in branches of medicine which treat or study disorders of the paediatric musculoskeletal system. Before applying for membership, applicants need to attend at least one meeting of EPOS and to have published a paediatric orthopaedic related paper in a peer reviewed Journal or presented a paper or a poster at an EPOS meeting.
Applications for membership should be submitted to the General Secretary for consideration by the Executive Committee. Each letter of application should be accompanied by a curriculum vitae and a list of publications in Paediatric Orthopaedics. Each applicant needs two sponsors, one of whom should be a fellow National and the second, an Active or Corresponding member from another country. One sponsor must be an Active member.

b) Candidate Membership
EPOS requirements for election as a Candidate member of EPOS: applicant members need to be in approved training programs. Applications for Candidate membership should be submitted to the General Secretary for consideration by the Executive Committee. Each letter of application should be accompanied by a curriculum vitae and a letter of recommendation from one member of EPOS and the head of their department.

Applications for Active, Corresponding, Associate and Candidate memberships should be received by the General Secretary by the end of September for consideration by the Executive Committee prior to election at the Annual General Meeting of EPOS.

Section IV – Continuing Membership.

Membership of EPOS carries responsibilities as well as privileges. To maintain membership, members must attend at least two meetings every 5 years. Any member who fails to satisfy this requirement without having notified the General Secretary may have his membership terminated. Any member who fails to pay his dues for two consecutive years will have his membership terminated.

Article 4

EXECUTIVE COMMITTEE

Section I – General Powers. The affairs of the Society shall be managed by the Executive Committee.

Section II – Executive Members. The Executive Committee shall consist of eleven elected members and shall be composed of the Officers of the Society and five elected Councillors.

The Officers of the Society shall be the President, the Vice President, the Second Vice President, the Past President, the Secretary General and the Treasurer.

a) The President, the Vice President and the Past President. From 2003 the President shall be elected for a one year Term of Office. The President shall be elected two years before his term of office by a majority of the General Assembly. Following election as President Elect, he shall serve as Second Vice President for one year, Vice President for one year, President for one year and Past President for one year. If the President be absent the Vice President shall act for him.

b) The Secretary General: He shall be elected by a majority of the General Assembly. He should be elected one year prior to taking up office. In this proleptic year he may attend as an observer at the Board Meeting immediately prior to his appointment. The Secretary General’s term of Office shall be for a minimum of 3 years but may be extended for one further year at the wish of the General Assembly.

The Secretary General shall be responsible for preparation of the minutes of the Committee meetings and minutes of the Society meetings. He shall receive all applications for membership and present them for consideration to the Executive Committee. He shall keep a register of members.

c) The Treasurer: shall be elected by a majority of the General Assembly. He should be elected one year prior to taking up Office. In this proleptic year he may attend an observer at the Board Meeting immediately prior to his appointment. The Treasurer’s term of Office shall be for a minimum of 3 years with the possibility of renewal for one further year subject to the approval of the General Assembly. The Treasurer shall receive all dues and income on behalf of the Society and publish an annual financial report. The financial report shall be approved by the Society’s Auditor before the Annual Congress.

d) Councillors: Each of the five Councillors shall be elected by a majority of the General Assembly. Each should be elected for a 3-year period. Each Councillor will be allotted specific responsibilities to include representation upon and co-ordination of the following: the Scientific Committee, the Reading Committee, the Education Committee, the Statutes Committee, the Membership Committee, the Communications Committee, and the International Relationships Committee together with such other Committees as may be formed. One Councillor will take responsibility for editing EPOS news. One of the five Councillors should represent younger EPOS surgeons: this Councillor will be under 40 years old at appointment. While re-election to the Executive is possible candidates may only be reconsidered when they have been off the Board for at least one year.

e) The Historian: the Historian of EPOS shall be invited to attend the Executive Committee Meetings. He has no voting rights.

f) Journal of Children’s Orthopaedics shall be the official publication of EPOS. The editor(s) in chief of the JCO shall serve on the Executive Committee as scientific advisor(s) with no voting rights.

g) Chairmen of the Scientific and Reading Committees shall be asked to attend the Executive Committee. Unless they are elected Council members they shall have no voting rights.

Other attendees at the Executive Committee: From time to time others may be asked to serve particular roles on the Executive Committee. Such advisers shall have no voting rights.

Section III – Election of Officers and Councillors.

The Nomination Committee shall prepare a list of nominees for each vacant board position every year. The Nomination Committee consists of 5 members and a Chairman.

Each year one of the past presidents of EPOS not sitting on the Board will act as Chairman of the Nomination Committee.

Candidates for membership of the Nomination Committee will be proposed from amongst those members attending the 1st business meeting of the General Assembly. A vote will take place to elect five members to the Nomination Committee. Election will be by a majority vote. If there is a tie, a second vote will take place between the tied candidates.

The five members of the Nomination Committee cannot be members of the Board and they are not eligible for officer or councillor positions. No one is allowed to serve on the Nomination Committee for two consecutive years.

At least one month prior to the General Assembly of the annual meeting, the Nomination Committee shall present its list of recommended nominees to the members of EPOS via the General Secretary.

Election of officers and councillors shall be by vote of those members present at the annual meeting of the society and those receiving the majority of the vote shall be elected. No proxy vote will be allowed by an absent member otherwise entitled to vote. Each voting member who is present at said business session shall be entitled to vote for each officer and councillor to be elected.

Section IV – Vacancies: a vacancy in any office because of death, resignation or other inability to act may be filled by the Executive Committee. The nominee will serve until the next Annual General Meeting when a fresh election will take place.

Section V – Functions: the Executive Committee shall be responsible for the general administration and finances of the Society. It shall be responsible for the sub-committees, all of which are answerable to the Executive Committee. It shall submit to members of the General Assembly the place, date and programme for the Annual Congress. It shall nominate the Scientific Committee for each Congress. The Executive Committee shall meet at least twice each year. One meeting will be held in association with the Annual Congress. The second meeting shall be held in October or November in the country of convenience.

The Executive Committee carries a responsibility for ensuring EPOS members maintain ethical standards and are dedicated to the pursuit of optimal care for their patients. The Executive Committee may expel from membership any member who fails to satisfy the professional standards of his own National Society, who fails to attend meetings at least once every three years or who fails to settle dues.

Section VI – Annual Congress: the Congress shall be held in a different European country each year. It may be held in any City sufficiently large to be readily accessible by the usual means of transport. The Executive Committee shall appoint a member or group of members from the host country to be responsible for organising the Annual Congress. Two years prior to the meeting the host organisers shall present to the Executive Committee their plan and the financial arrangements for the meeting. A designated Councillor shall assist in organisation of the meeting.

Scientific presentations for the Congress will be selected by the Reading Committee. Organisation of the meeting, nomination of appropriate Chairmen, audio-visual and meeting requirements and all recreational activities shall be the responsibility of the host member supported by the designated Councillor.

Members may bring guests to the Annual Congress subject to the limitation of accommodation and to the payment of appropriate dues.

Section VII – Auditor: An auditor shall be appointed by the Executive Committee. The auditor shall ensure that the Society’s affairs have been managed with probity. The appointment of the auditor may be renewed or replaced at the Committee’s discretion.

Section VIII – Committees: Standing Committees for EPOS shall include the Membership Committee, the International Relations Committee, the Education Committee, the Communications Committee, the Statutes Committee, the Scientific Committee, and the Reading Committee. Each Committee shall have an elected member of Board represented upon it. Committees may be established to address any domain of activity recommended by the Executive Committee or the General Assembly.

Section IX – Expenses: Travelling expenses for those participating in Committees and sub-Committees may be reimbursed by EPOS. Where meetings are held simultaneously with the Annual Congress, however, expenses may not be reimbursed. Where an overnight stay is essential the cost of a single room in 3 star accommodations may be reimbursed.

Article 5

GENERAL ASSEMBLY

Section I: A General Assembly of all members of the Society shall be held during each Annual Meeting of the Society. This assembly shall receive the Annual Report of the President, the Secretary General and the Treasurer together with the reports of individual Committees. Venues for future meetings will be discussed and voted upon by the General Assembly. The meeting dates will be announced. Specialist topics for meetings will be chosen by the General Assembly.

Section II: The Assembly must approve any modifications of the powers of the Executive Committee and approve the appointment of new Active, Corresponding, Associate, Candidate, Emeritus and Honorary Members.

Section III: Only members present shall constitute the Assembly. There shall be no proxy voting. Decisions shall be taken by a simple majority of the members present. In the event of an equally split vote the President shall hold the casting vote.

Twenty-five members shall constitute a quorum.

Any proposals to modify Statutes should have been circulated to all members at least 2 months before the General Assembly. The approval of two-thirds of the General Assembly is necessary to allow Statute modifications.

Section IV: Active, Corresponding, Associate, Emeritus and Honorary Members may vote in the General Assembly. Candidate members have no vote.

Article 6

ACTIVITIES

The Society shall hold an Annual Meeting. The Society shall foster common research projects to include multi-centre trials, collaborative research ventures and training opportunities for young surgeons. The Annual Congress may be organised in co-operation with other International Societies of Paediatric Orthopaedics but these should occur no more frequently than on alternate years. The conditions and financial arrangements for such combined meetings shall be negotiated with the appropriate Society.

The Society may contribute to the scientific programme at EFORT meetings. The organisation and the format of this contribution shall be the responsibility of a selected member of the EFORT Board, an elected member of EPOS Executive Committee and a member of the Scientific Committee.

Where National and International Paediatric Orthopaedic Meetings take place the Society may consider offering recognition and support provided each meeting meets stringent academic and instructional requirements. In general the Society will not financially support such meetings.

Alliances may be contracted with other Societies of Paediatric Orthopaedic Surgeons. A formal protocol of agreement should be drawn up detailing the conditions of the alliance. This protocol of agreement shall be considered by the General Assembly.

Article 7

DUES

The fiscal year for the Society will begin on 1st January. Dues for all classes of member shall fall due on this date. Changes in dues shall be recommended by the Treasurer, considered by the Executive Committee and confirmed by simple majority at the General Assembly. Any member who has not paid his dues for two consecutive years shall be considered to have resigned and will not receive further information from the Society. A registration fee shall be levied for each Annual Meeting. All fees and dues shall be paid in Euros.

Article 8

FUNDS

The funds of the Society shall derive from annual dues and from any surplus from the Annual Meeting together with such legacies or gifts as may be offered from individuals or representative organisations. The Society is considered a non-profit making organisation.

Article 9

OFFICIAL LANGUAGES

The official language for all activities of the Society shall be English.