ISHA Constitution
1. The Society shall be called the International Society for Hip Arthroscopy (ISHA) and will be taken as formed on 18th May 2008.
2. The vision of the Society is to be the premier international society for education and research in arthroscopic hip surgery.
3. The mission of the Society is to achieve its vision through meetings, discussions and publications.
4. Description. ISHA is a non-profit-making Society which aims to stimulate research and education in hip arthroscopic surgery and thereby expand the network of healthcare professionals undertaking the procedure safely.
5. Membership
- a. Ordinary Membership is open to either surgeons or physicians who have a special interest in hip arthroscopic surgery as shown by either their research or publications in the field, or by the presentation of a paper to the Society, and who have been in clinical practice for a minimum of two years following accreditation (or equivalent) in their field. Exceptions may be made following consideration by the Executive Committee. Application for Ordinary Membership should be made to the Membership Secretary on the standard application form, which should be signed by a proposer and seconder, both of whom are members of the ISHA. The application will be inspected by the Executive Committee and membership will be granted only after consideration by the Ordinary Members at an Annual General Meeting (AGM), or an Extraordinary General Meeting (EGM).
- b. Honorary Membership may be offered to distinguished surgeons, physicians, scientists, and other practititioners who have a special interest in hip arthroscopic surgery. This status, which is by invitation from the ISHA only, will be confirmed by the Executive Committee and presented to the Ordinary Membership at an AGM or EGM for their approval.
- c. Associate Membership is open to surgeons and physicians in training. This status will be confirmed by the Executive Committee and presented to the Ordinary Membership at an AGM or EGM for their approval. Application for Associate Membership should be made to the Membership Secretary on the standard application form, which should be signed by a proposer and seconder, both of whom are members of the ISHA. The application will be inspected by the Executive Committee and membership will be granted only after consideration by the Ordinary Members at an Annual General Meeting (AGM), or an Extraordinary General Meeting (EGM). Associate Members are not eligible to vote on matters concerning the Society.
- d. Affiliate Membership is open to those who are not surgeons or physicians and/or who do not possess a medical qualification. Application for Affiliate Membership should be made to the Membership Secretary on the standard application form, which should be signed by a proposer and seconder, both of whom are members of the ISHA. The application will be inspected by the Executive Committee and membership will be granted only after consideration by the Ordinary Members at an Annual General Meeting (AGM), or an Extraordinary General Meeting (EGM). Affiliate Members are not eligible to vote on matters concerning the Society.
- e. Emeritus Membership is open to Ordinary Members on reaching the age of 65 years and who are no longer in full clinical practice. This status will be confirmed by the Executive Committee and presented to the Ordinary Membership at an AGM or EGM for their approval. Emeritus Members are not eligible to vote on matters concerning the Society unless they form part of the Executive Committee.
- f. Cessation of Membership will occur on:
- i. Receipt of a Member's written resignation, or
- ii. After failing to pay any subscription fee for two years, or
- iii. Failing to attend a minimum of one Society annual meeting every three years (Ordinary Members only), or
- iv. As a result of a decision by the Executive Committee that cessation is in the best interests of the Society. Examples might include, but not be limited to, loss of licence to practise, criminal behaviour, or unethical practice of any kind.
- g. A member of the Executive Committee can be removed from their post either by a unanimous vote of all other members of the Executive Committee, or if they fail to attend more than two consecutive meetings of the Executive Committee.
6. Governance of the Society will be provided by an Executive Committee comprising 13 individuals, as follows:
President
Immediate Past President
President-Elect
Vice President
Secretary
Membership Secretary
Editorial Secretary
Treasurer
Conference Secretary
Research Secretary
Education Secretary
Member Without Portfolio (2)
- a. The President shall hold office for one year only and is not normally eligible for re-election.
- b. The Immediate Past President shall hold office for one year and is not eligible for re-election.
- c. The President-Elect shall hold office for one year and succeed the President at the end of the Presidential term of office.
- d. The Vice President shall be elected for a term of one year and succeed the President-Elect at the end of the Presidential term of office.
- e. The Secretary shall be elected for a period of three years and may be re-elected.
- f. The Membership Secretary shall be elected for a period of three years and may be re-elected.
- g. The Editorial Secretary shall be elected for three years and may be re-elected.
- h. The Treasurer shall be elected for a period of three years and may be re-elected.
- i. The Conference Secretary shall be elected for a period of three years and may be re-elected.
- j. The Research Secretary shall be elected for three years and may be re-elected.
- k. The Education Secretary shall be elected for three years and may be re-elected.
- l. The Member Without Portfolio shall be elected for three years and may be re-elected.
The Executive Committee has the power to co-opt other members for specific duties from time to time.
An outline of taskings for each individual Officer may be found at Annex A.
Election process.
The Secretary will invite nominations from the Ordinary Members not less than 60 days before an AGM or EGM. Nominees, who will give their written consent to nomination, shall be proposed by an Ordinary Member and seconded by a further Ordinary Member. Election will be by postal vote or email not less than 30 days before an AGM or EGM.
7. Meetings
The dates for meetings will be selected by the Executive Committee. The President may alter any date for an Executive Committee meeting or cancel any regular meeting which has been scheduled.
There will be two types of meeting of the Society - Scientific and Business. These may take place concurrently.
Scientific Meetings.
The Society will normally hold a Scientific Meeting once a year at a time and place recommended by the Executive Committee.
Scientific Meetings of the Society shall be open to all categories of Membership, including those persons in the process of applying for Membership, and non-Members. Members may bring guests but should notify the Conference Secretary of this intention in advance of the Meeting. An attendance fee may be charged to Members and guests at each Scientific Meeting.
Business Meetings.
The Executive Committee will meet at least once each year, a quorum for voting being four Executive Committee members.
An Annual Business Meeting for the membership only will take place during the AGM of the Society.
At the AGM the result of any elections will be announced and an Annual Report from the Treasurer, supported by a detailed balance sheet, will be received.
An Extraordinary General Meeting (EGM) of the Ordinary Membership may be held either at the request of the Executive Committee or if requested by 30% of the Ordinary Membership.
Chairmanship
The President shall take the Chair at all Business Meetings.
In the absence of the President, or if he/she declines to take the Chair, the President-Elect shall take the Chair.
In the absence of both the President and the President-Elect, or if both decline to take the Chair, the Vice-President shall take the Chair.
If the President, President-Elect and Vice-President are absent, or if all of them decline to take the Chair, the Executive Committee members present will choose one of their number to preside.
Order of Business.
Unless the Chair directs otherwise, the order of business at Executive Committee meetings shall be:
- a. the Chair shall be taken
- b. apologies for absence will be read and introductions made, as appropriate
- c. the Minutes of the preceding meeting shall be taken as read and, subject to any correction, confirmed
- d. matters arising from the Minutes will then be discussed
- e. individual reports from Executive Committee Members will be taken, in the order given in section 4 (above)
- f. any other business shall be taken in the order directed by the Chair
- g. the date and location of the next meeting will be decided
Motions.
Motions may be proposed at Executive Committee meetings by:
- a. the Chair
- b. individual Executive Committee members
Motions shall be included in the agenda for the meeting if notice has been received not less than 21 clear working days before the meeting and, in the opinion of the Chair, the motion relates to the affairs of the Society. An Executive Committee Member's motion which has not been received within 21 clear working days before an Executive Committee meeting shall be taken only in case of urgency, as determined by the Chair.
Voting.
Decisions taken at an Executive Committee meeting may be confirmed by a simple majority vote, which may include the Chair. In the event of a voting tie, the Chair of the meeting will have a further casting vote.
If deemed appropriate by the Executive Committee, a decision at the Annual Business Meeting of Members shall require a majority of votes of the Ordinary Members and Honorary Members present. In the event of a voting tie, the Chair of the meeting will have a further casting vote.
8. Finance
There shall be an annual subscription, the level of which will be decided by the Executive Committee in consultation with the Treasurer, and payable by direct debit to the Society's bank on an annual basis. The membership year will be from the 1st June. Associate Members, Affiliate Members and Emeritus Members will be permitted a reduced subscription rate, at a level to be decided by the Executive Committee in consultation with the Treasurer. The ISHA may also receive grant support from external sources including, but not limited to, grant-giving bodies and orthopaedic manufacturers.
9. Amendments to the Constitution
No change in the Constitution of the Society will be confirmed except at an AGM or EGM, and after a minimum of 30 days' notice has been given to the Ordinary Members, and then approved by a majority of the Ordinary Members present at the AGM.
Annex A - outline of tasks for Executive Committee Members
It must be emphasised that Membership of the Executive Committee reflects a leadership position and the outlined tasks do not necessarily mean that the individual must perform the tasks unassisted. Subcommittees may be formed under the supervision of the Executive Committee Member. The list of responsibilities for each Member is not exhaustive.
President, Immediate Past President, President-Elect, Vice President
Together responsible for governance; chairing of Executive Committee Meetings, Annual Business Meetings and EGMs (in accordance with the Constitution); agenda preparation for Executive Committee Meetings, Annual Business Meeting and EGMs; spokespersons for the Society if required; manufacturer liaison; insurer liaison
Secretary
Preparation of Minutes, logistic arrangements for Executive Committee Meetings, Annual Business Meeting and EGMs (but not AGMs); focal point for all external approaches to the Society; arranging for adequate insurance for Executive Committee activities; certification of Ordinary Members (if required); web site creation and management; appointment of administrative support staff
Membership Secretary
Establishing validity of membership applications; membership criteria; membership renewal advice; expanding the Ordinary and Associate Membership; identifying individuals for Emeritus and Honorary Membership; collection of subscriptions
Editorial Secretary
Responsibility for ISHA publications; review of abstract submissions for Scientific Meetings; accuracy of conference programmes; production of patient information literature; developing and maintaining universal documentation; accuracy of press releases
Treasurer
Maintaining the financial integrity of ISHA; handling of bank account(s) and investments where applicable; seeking sponsorship; calculating a suitable annual subscription level
Conference Secretary
Appointment of and liaison with conference organisers; overall responsibility for logistic arrangements for ISHA Scientific Meetings and instructional courses (but not Annual Business Meeting or EGMs); notification of the Membership of Scientific Meetings and instructional courses
Research Secretary
Assisting and/or initiating areas of research in hip arthroscopy; assisting with research grant applications where appropriate; development of multicentre research projects; appointment of Fellows supported by the Society
Education Secretary
Preparation of programme for Scientific Meetings and instructional courses; course recognition; identifying suitable areas for instructional courses; other forms of continuing professional development
Member Without Portfolio
Act in support of Secretary; assist Education Secretary in programme preparation for Scientific Meetings; act in support of Editorial Secretary; act in general support of the ISHA
