European Paediatric Orthopaedic Society

Statutes

STATUTES OF THE EUROPEAN PAEDIATRIC ORTHOPEDIC SOCIETY, Z.S.

Article 1

NAME AND SEAT

The name of the Society which was founded at the Hôpital Bretonneau on March 13th 1982 is “European Paediatric Orthopaedic Society, z.s.” (Société Européenne d’Orthopédie Pediatrique) (hereinafter referred to as “EPOS” or “Society”). The legal seat of the Society is Prague, Czech Republic.

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,
  • enhancing the care of children.

The Society has no profit purposes.

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 in a country, which is listed in annex to these statutes. Election to active 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, who do not reside in any of the countries listed in annex to these statutes. Corresponding members should have made significant contributions to paediatric orthopaedics. Election to corresponding membership is subject to approval by the General Assembly. Each corresponding member shall pay the normal membership dues and is entitled to vote. They are not, however, eligible for Executive Committee 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 Executive Committee 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 Executive Committee 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 Executive Committee 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 Executive Committee election, unless they are active members.

Section II – Membership Application process

a) Active, Corresponding and Associate Membership

EPOS requirements for election as an Active, Corresponding or Associate member of EPOS are as follows:

Active 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.

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 EPOS Annual meeting and to have published a paediatric orthopaedic related paper in a peer reviewed Journal or presented a paper or a poster at an EPOS Annual meeting.

Applications for Active, Corresponding and Associate membership have to be submitted online and must be addressed to the Secretary General for consideration by the General Assembly. Each letter of application must be accompanied by a curriculum vitae and a list of publications in paediatric orthopaedics. Each applicant needs two sponsors. The two letters can either be from EPOS Active or Corresponding Members from the same country (National fellows) or from EPOS Active or Corresponding Members from outside the country or one letter from an EPOS Active or Corresponding Member from the same country and one letter from an EPOS Active or Corresponding Member from outside the country.

Membership application for EPOS trilogy graduates and travelling fellows:

  • Attendees who will have completed the BAT trilogy will be eligible for EPOS Active, Corresponding or Associate membership depending on their qualification upon their request.
  • The President of EPOS or the Chairman of the EPOS Educational Committee will automatically sponsor their applications and there is no need to provide additional sponsor letters.
  • Applicants will have to submit their application online, providing a curriculum vitae and their certificate of successful completion of the EPOS trilogy.

b) Candidate Membership

EPOS requirements for election as a Candidate member of EPOS are as follows:

Applicants must be in an approved training programs. Applications for Candidate membership have to be submitted online and must be addressed to the Secretary General for consideration by the General Assembly. Each letter of application must be accompanied by a curriculum vitae and a letter of recommendation from an EPOS Active, Corresponding or Associate member and the head of their department.

Membership application for EPOS trilogy graduates and travelling fellows:

  • Attendees who will have completed the BAT trilogy will be eligible for EPOS Candidate membership depending on their qualification upon their request.
  • The President of EPOS or the Chairman of the EPOS Educational Committee will automatically sponsor their applications and there is no need to provide additional sponsor letters.
  • Applicants will have to submit their application online, providing a curriculum vitae and their certificate of successful completion of the EPOS trilogy.

Applications for Active, Corresponding, Associate and Candidate memberships have to be received by the EPOS Central Office by 20 March for consideration and approval by the General Assembly during the following Annual meeting of that same year.

Section III – Termination of Membership

Membership in the Society may be terminated by the death of a member, resignation, dropping for non-payment of dues, or due to unethical conduct. 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 Executive Committee shall be the executive body of the Society. The affairs of the Society shall be managed by the Executive Committee.

Section II – Members.

The Executive Committee shall consist of eleven elected members and shall be composed of six 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, the Second Vice President and the Past President
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 is 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 Executive Committee immediately prior to his appointment. The Secretary General’s term of office shall be of 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 Executive Committee and minutes of the General Assembly. 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
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 as an observer at the Executive Committee 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 meeting.

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 Executive Committee for at least one year.

The Executive Committee represents the Society externally. The President of the Executive Committee alone or jointly Vice-President and Second Vice-President act on behalf of the Society. While signing on behalf of the Society, the name of the Society shall be accompanied by the signature of the President alone or the signatures of the Vice-President and Second Vice-President together.

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 members of the Executive Committee they shall have no voting rights.

h) Other attendees at the Executive Committee
From time to time other advisers 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 Executive Committee will act as Chairman of the Nomination Committee.

Candidates for membership of the Nomination Committee will be proposed from amongst those members attending the opening of the 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 Executive Committee 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 Annual General Assembly 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 General Assembly 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 General Assembly shall be entitled to vote for each Officer and Councillor to be elected.

Section IV – Vacancies

Any 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 meeting of the Annual General Assembly when a fresh election will take place.

Section V – Functions of the Executive Committee

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 meeting. It shall nominate the Scientific Committee for each Annual meeting. The Executive Committee shall meet at least twice each year. One meeting will be held in association with the Annual meeting. 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. The EPOS Executive Committee shall not receive remuneration from the Society. They can be reimbursed only for the actual expenses incurred on behalf of EPOS.

Section VI – Annual meeting

The Annual meeting shall be held each year in one of countries listed in the annex to these statutes. The Annual meeting cannot take place in the same country twice in a row. 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 meeting. Two years prior to the Annual 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 Annual meeting 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 meeting subject to the limitation of accommodation and to the payment of appropriate dues.

Section VII– 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 the Executive Committee represented upon it. Committees may be established to address any domain of activity recommended by the Executive Committee or the General Assembly.

Section VIII – Expenses

Travelling expenses for those participating in Committees and sub-Committees may be reimbursed by EPOS. Where meetings are held simultaneously with the Annual meeting, 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

AUDITOR

An auditor shall be selected by the Executive Committee and approved by the General Assembly. The auditor shall ensure that the Society’s affairs have been managed with probity. The appointment of the auditor may be renewed or replaced.

Article 6

GENERAL ASSEMBLY

Section I:
The General Assembly is the supreme authority of the Society and is composed of all members of the Society. It shall be held during each Annual meeting of the Society. The General 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 of the General Assembly will be discussed and voted upon by the General Assembly. The meeting dates will be announced in advance. Specialist topics for meetings will be chosen by the General Assembly.

Section II:
The General Assembly shall 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 at the General Assembly 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 7

ACTIVITIES

The Society shall hold the 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 meeting 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 of EFORT (European Federation of National Associations of Orthopaedics and Traumatology) 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 approved by the General Assembly.

Article 8

RESOURCES AND DUES

The fiscal year for the Society will begin on 1st January.

The resources of the Society are composed of the membership dues paid by the members, as well as registration fees to the Annual meeting and education courses organized by the Society.

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 9

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 10

OFFICIAL LANGUAGES

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

Article 11

LIABILITY

The liability of EPOS is limited to its own assets and members are not personally responsible for the debts of EPOS.

Article 12

SOCIETY DISSOLUTION

The approval of two-thirds of the General Assembly is necessary to decide on the dissolution of the Society.

In case of dissolution, the remaining assets of the Society shall be given or transferred to a non – profit association with a similar purpose and shall not be returned to either its founders or the members. Such organizations should be domiciled, registered and tax exempted in Switzerland.

Article 13

FINAL PROVISIONS

The matters not governed by these Statutes are governed by generally applicable law.

These Statutes were approved the General Assembly of 5 April 2019.

The Statutes are executed in Czech and English version, in case of any discrepancies between them, the Czech version of the Statutes shall prevail.

ANNEX to the statutes of European paediatric orthopedic society, z.s.

List of countries

Albania, Andorra, Armenia, Austria, Azerbaijan, Belarus, Belgium, Bosnia-Herzegovina, Bulgaria, Croatia, Cyprus, Czech Republic, Denmark, Estonia, Finland, France, Georgia, Germany, Greece, Hungary, Iceland, Ireland, Italy, Kazakhstan, Kosovo, Latvia, Lichtenstein, Lithuania, Luxembourg, Macedonia, Malta, Moldova, Monaco, Montenegro, Norway, Poland, Portugal, Romania, Russia, San Marino, Serbia, Slovak Republic, Slovenia, Spain, Sweden, Switzerland, The Netherlands, Turkey, Ukraine, United Kingdom and Vatican city state.

Algeria, Egypt, Israel, Lebanon, Libya, Morocco, Palestine, Syria and Tunisia.

The Statutues were approved by majority of votes at the General Assembly on April 5th 2019, in Tel Aviv, Israel

  • EPOS Statutes (as of April 2019) | PDF document | 16 pages | 210 kb