Terms of reference, bylaws & membership application
BYLAWS AND CONSTITUTION
BENEFITS OF JOINING THE SOCIETY
APPLICATION FOR MEMBERSHIP
BYLAWS & CONSTITUTION
The Pelvic Floor Society (TPFS)
The objectives of the group:
- Provide a forum for members to engage in critical discussion on the investigation, diagnosis, management and epidemiological studies of pelvic floor problems.
- The group will support relevant clinical, and will occasionally promote collaborative trials to address specific problems.
- To facilitate the interchange of information on pelvic floor disorders between members of the group and between TPFS and other interested parties in the UK & Ireland and worldwide.
- Set and monitor the standards of pelvic floor investigation (to include anorectal physiology, proctography, MRI, dynamic US etc), minimal data sets and its medical (biofeedback, physiotherapy etc) surgical management throughout the UK & Ireland.
- Engage with the DOH and NICE and develop a strategic policy approach to colorectal pelvic floor dysfunction, pelvic pain and the commissioning of a robust integrated service.
- Provide an advisory role to and work with interested bodies e.g., RCSEng, RCR, RCOG, BSG, UKCS, BSUG, DOH, NICE, NIH, NHSE/S/W, Commissioners etc to promote the speciality.
- Support and develop educational initiatives (including scientific meetings) to disseminate the issues around these aims to a broader audience. Develop a training curriculum and courses in the investigation & management of pelvic floor problems
- Organise & fund UK pelvic floor clinical fellowships and provide opportunities for suitably qualified trainees to undertake formal research projects.
Article 1. Membership.
Membership will be considered annually at the AGM. TPFS should be kept “small”, though no strict upper limit should be enforced. Proposed new members will need to be able to demonstrate excellence (clinical practice and/or research) in the delivery of their individual pelvic floor sub-specialty.
1.2. Proposed new members must be in established posts (colorectal surgeons, uro-gynaecologists, urologists, radiologists, physiologists, specialist nurses, physiotherapists, chronic pain specialists, psychologists, pure scientists etc) and actively engaged in the management of patients with, or in the study of pelvic floor problems.
1.3. Potential members will need to be nominated by at least two members of TPFS, both of which must be present at the meeting at which the nominee’s application will be considered (in exceptional circumstances and with the prior permission of the Chairman of the membership Committee, alternative members may speak in place of the formal proposer and seconder).
1.4. Proposals and supporting information, which must include a brief CV, must be sent to the Chairman of the Membership Committee at least one month before the appropriate meeting to allow circulation to all members of the Membership Committee and to the Hon Secretary. The CV must include full name and contact details, details of current appointment and a brief summary of current clinical practice/ research plus recent presentations & publications appropriate to the application.
1.5. At the relevant Annual General Meeting, the Chairman of the Membership Committee will report the views of the Committee on each applicant. He/she will also either pre-circulate or table a summary sheet of all the applicants. Should a vote be necessary, at least two thirds of those members present (including senior members) must be in favor before membership is granted. The proposer is responsible for informing the candidate of the result and the Secretary will write to those who are elected.
1.6. The Chairman and Secretary are not allowed to propose (but may second) new members.
1.7. The Membership Committee shall comprise the Chairman of that Committee plus four other members, these members to represent different specialties within the group. Membership of the Committee will be by election at the appropriate AGM and will, normally be for three years, but is renewable.
1.8. Members must attend the full scientific programme of at least two out of every four meetings in the two-year period of a single TPFS Chairman. If more than two meetings are missed, the reasons can be submitted to the Secretary prior to the election of the next Chairman. Members who fail to satisfy the attendance requirements, without acceptable reasons, will automatically be disqualified. They may request permission to be put up for re-election. The re-election will follow the same procedure as that for new members. The Honorary Secretary shall be responsible for recording attendance at each meeting and will do this by combining information in the Visitors Book with the list of registration fees received.
1.9. Honorary Membership: exceptionally, honorary membership may be offered, allowing the person to attend all scientific meetings but not to take part in business meetings or in the administration of the Group.
1.10. Senior Membership: members reaching their 60th birthday will, on informing the Secretary, be automatically granted senior membership. Senior members may attend both scientific and business meetings and may propose or second candidates for membership. They do not need to comply with the attendance rule but will have no voting rights, other than for proposed new members.
1.11. Membership list: the secretary shall maintain an updated list of members, this to include the speciality and membership status for each member. It will also identify current officers and Committee members. Each member is responsible for ensuring the accuracy of his/her entry and advising the secretary, at the earliest possible opportunity, details of any changes or omissions of postal address, phone and fax numbers or e-mail address. For this purpose, a copy of the membership list will be tabled at each AGM.
1.12. Annual Fees. Fees (minimal/token) may be proposed by the officers and approved by the membership
1.13. TPFS Membership can be terminated by a written request to the Chair, failure of the member to attend two of three consecutive closed meetings or by the failure of the member to pay fees [if introduced] for 14 consecutive months.
Article 2. Meetings.
2.1. Business Meeting.
The Group will normally meet two times per year on the last Friday in January and October. The AGM will follow the October Scientific meeting. The selected venues will ideally be easily accessible, have adequate parking and provide a Meeting Hall with good acoustics, reliable AV facilities and adequate adjacent space for tea/coffee and industrial exhibitions. The cost of meetings should be kept to a level that encourages younger members and guests to attend. Alternatively TPFS will run a day @ ACPGBI AGM with a scientific meeting in July.
2.2. There will be an Annual General Meeting on the Saturday morning of the October/November meeting. The AGM is for members only and all members must try to attend. The day-to-day business of the Group shall be run by a Working Committee comprising the Chairman, the Chair elect, the Honorary Secretary, the Honorary Treasurer, the Honorary Secretary of the Membership committee, Honorary Secretary of the Training committee, Honorary Secretary of the Scientific Programme committee, Honorary Secretaries of the Research and Development committee, Honorary Secretary of the Quality Assurance and Clinical Governance committee, Hon Representatives from Wales, Scotland and Ireland plus one member-at-large (the latter to be co-opted, as appropriate).
2.3. Scientific Meetings.
Scientific meetings will normally be open to both members and guests. To keep numbers within reason, guests will be limited to one per member (speakers are not included in this restriction) unless prior permission has been obtained from the Secretary. On special occasions, there may be fully open meetings. The membership may request, at a Business meeting, that a specific future meeting be designated as a closed meeting attended only by members and invited experts.
2.4. The Programme Committee shall select the scientific programme of each meeting. This Committee shall be made-up from three members of TPFS, and should be representative of the different specialties. In addition, all of the executive members may contribute to any programme. Each Programme Committee will be elected at the appropriate AGM to hold office for three years. The Programme Committee has the right to approach both members and non-members with invitations to talk on specific topics. They should pinpoint speakers who can give a good review of current hot topics. Members are encouraged to suggest possible themes to the Programme Committee for forthcoming sessions.
2.5. Abstracts of free communications should be sent to the Secretary before a given date (usually, 6-8 weeks before the particular meeting) for circulation to the Programme Committee. Abstracts not selected will not be retained (unless a specific request is made by the Programme Committee) but may be re-submitted for a subsequent meeting. Any Abstract that has also been submitted elsewhere must be appropriately identified. Abstracts may be published in Colorectal Disease.
2.6. In addition to the submitted abstracts, the Programme Committee will arrange either a Debate or a major presentation by a distinguished speaker for each meeting. The Programme Committee will also approach specific members to present Hobby Horse talks, as appropriate.
2.7. To encourage debate, most presentations should follow the format of 10 min. presentation and 10 minute discussion. The Chairman of each session will ring a bell after 10 minute of each talk. The Secretary will remind speakers, in advance, that a maximum of 10 slides should be adequate for a 10-minute presentation.
2.8. After the October/November Scientific Programme, there will be a Dinner. The Dinner is considered to be an integral part of the overall meeting, which both members and guests should attend.
2.9. Notice of meetings.
Notice of business or other meetings will be circulated to the membership at least three months prior to the date of the meeting. Meetings will also be advertised nationally.
2.10. Business Meeting Quorum.
Ten members of TPFS shall constitute a quorum at a business meeting.
Article 3. Officers.
3.1. Officers. TPFS Officers shall be the Chair, Chair-elect, Hon Secretary, Treasurer, Hon Membership Secretary, Hon Secretary of the Training committee, Hon Secretary of the Quality Assurance and clinical governance committee, Hon Secretaries (x2) of the Research and Development committee, and Hon Secretary of the Programme committees. The representatives for Wales, Scotland, Ireland and BSUG/UKCS These officers shall constitute an Executive Committee. They may propose fees and will function as the administrative body of the TPFS.
3.2. Terms of Office.
The Chairman & Chair elect will serve for 2 years and will not be eligible for re-election. The remaining officers will serve for 3 years and may be re-elected but cannot hold an officer position for more than 6 consecutive years. Terms will end at the General Meeting held at the Annual Open Scientific Meeting.
3.3. Election of Officers.
Selection of Chairman: During the course of the Autumn/Spring meeting, the Chairman and Secretary will seek nominations for the proposed new Chairman and will confirm that those nominated are prepared to stand. The Secretary will circulate the list of nominations, together with the papers for the Autumn meeting. Election will be by ballot (name to be written on a voting slip) at the Spring Business Meeting and decided by simple majority. When there are more than 2 nominations, all but the top two candidates will be eliminated at the first vote and a second vote will be held. If two (or more) candidates tie for 2nd place at the first vote, then all such candidates will be included in the second vote. In the event of a tie, the retiring Chairman may exercise a casting vote.
Nominations for the remaining Officers should be made to the Secretary 90 days prior to the October (Winter) AGM. Thereafter they shall be announced to all PFS members and be elected by a simple majority vote by the membership by means of a ballot. All Officers must be members of TPFS and members of a specialist parent society (e.g. ACPGBI, BSG, BSUG, UKCS, POGP etc).
3.4. Removal of Officers.
Any Officer who fails to attend two consecutive business meetings, or fails to pay fees, shall no longer be an Officer of TPFS.
The Executive Committee when submitted in writing will officially accept resignations of Officers.
Vacancies in the Executive committee, with the exception of the Chair (see below), shall be filled from the general membership of TPFS. Written nominations by at least two PFS members are required to place members into consideration for filling a vacancy of the Executive Committee. In the event of multiple nominations for consideration, the remaining members of the Executive Committee will make the choice.
The Chair shall be responsible for announcing annual meetings, conducting meetings in an orderly fashion, submitting an annual report to the ACPGBI AGM and carrying out any other duties that serve to foster the objective of TPFS. The Chairman will be a member of council and the executive of the ACPGBI for the duration of office.
The duties of the Chair-Elect are to assist the Chair in the performance of his/her duties and to assume the position of the Chair in the event of a vacancy or resignation. In addition, the Chair-Elect will succeed the Chair at the conclusion of the Chair’s term of office. The chair-elect is a member of the membership committee.
3.9. Hon Secretary.
The duties of this role shall be to provide minutes of meetings, Bylaws and correspond as appropriate with the membership and other associations.
The Treasurer shall maintain the treasury & liaise with the treasurer of the ACPGBI
3.11. Hon Secretary Membership Committee
The duties of this role are to organize applications of membership and their process. In addition the elected "chair" will represent TPFS on the External Affairs Committe ACPGBI.
3.12. Hon Secretary Programme Committee
The duties of this role are to organize the scientific committee. The Secretary will be a member of the scientific committee of ACPGBI.
3.13. Hon Secretary Training & Education Committee
The duties of this role are to organize issues relating to training (trainees and consultants). The officer will be a member of the training committee of the ACPGBI
3.14. Hon Secretary Quality Assurance & Clinical Governance Committee
The duties of this role are to organize issues relating to clinical governance.
3.15. Hon Secretaries of Research & Development Committee
The duties of this role are to organize and promote research and the development of new practices and data collection as well as maintain TPFS web site.
3.16. The BSG & BSUG/UKCS & POGP will have representation (co-opted if necessary) on the executive committee
Article 4. Committees.
4.1. Aims and Objectives.
Standing committees will be established at the discretion of the Executive Committee at general or extraordinary meetings to pursue the aims and objectives of TPFS. The Executive Committee may create Adhoc committees for a specific purpose at any time. An adhoc committee will cease to exist at the time of the general meeting or earlier if their purpose has been achieved. Adhoc committees may be re-appointed to complete their tasks.
All committees shall be established to provide a working core of three and a maximum of twelve members of TPFS but are free to recruit consultant members who will have no vote on the Committee. A member selected by the Executive Committee will chair each Committee; in the case of the Executive Committee, the Chair will be TPFS-Chair.
4.3. Appointment in Committees.
The Executive Committee will appoint all members to committees. The term of the Committee members is two years. Committee members may be re-appointed. In the case of the Executive Committee, they may be re-elected according to article 3.2.
4.4. Standing Committees.
TPFS shall have the following standing committees:
- Executive Committee
- Membership Committee
- Programme Committee
- Education & Training Committee
- QA and Governance Committee
- Research and Development Committee
4.5. Executive Committee.
The Executive Committee shall be composed of all Officers listed above. It may propose fees and will function as the governing body of TPFS. It shall also be charged to assess the financial status of TPFS to ensure financial integrity and security within TPFS. The Committee shall also oversee the handling of the treasury by the Treasurer.
4.6. Membership Committee
The charge of this Committee shall be to process applications of membership, distribute submitted abstracts and nominate applicants who fulfill the ethos of TPFS to the membership at the 6/12 business meetings.
4.7. Programme Committee.
The charge of this Committee shall be to arrange all meetings of TPFS and to gain emphasis for TPFS in the programs of established pelvic floor meetings internationally.
4.8. Committee on Training and Education
The charge of this committee shall be to oversee matters relating to the above
4.9. Committee on Quality Assurance and Clinical Governance
The charge of this committee shall be to oversee matters relating to the above
4.10. Committee on Research and Development
The charge of this committee shall be to oversee matters relating to the above and to communicate news of educational and scientific interest to the members of TPFS on a regular basis in written and/or electronic format. This Committee will also be responsible for updating information related to TPFS on its web site as well as the ACPGBI’s (and other appropriate professional bodies) website’s and journal’s.
4.11. Committee Quorum.
Two thirds of the voting members of any TPFS committee shall be considered a quorum. Attendance at a committee meeting shall be either in person or by electronic communication.
Article 5. Finances.
5.1 TPFS Activities.
TPFS is responsible for financial support of all its activities, including meetings. Annual membership fees payment to TPFS shall be included in the members’ ACPGBI annual fees payment; these funds will be held by ACPGBI in a restricted account for the exclusive use of TPFS. TPFS will not collect membership dues independently and may not collect such dues on behalf of the ACPGBI. Sponsorship will be sought from industry.
5.2 Financial Responsibility
All debts and liabilities incurred by or on behalf of TPFS are the sole responsibility of TPFS, and are not the responsibility of the ACPGBI. Any contractual or other arrangements with third parties shall contain a statement to that effect.
The aims of the society are to set and raise standards in Pelvic Floor Surgery and to update members on the advances in the speciality. TPFS works closely with the ACPGBI where our Secretariat is located. We also collaborate with other organisations including the UKCS, BSUG and female reconstructive Urology of BAUS, POGP, Pain Society etc. TPFS hold two meetings a year: Annual Scientific meeting, Annual Research Meeting and several PFCourses. The Research Meeting is free to members of the society. TPFS has an Executive and six sub-committees. Members are encouraged to apply to join any of the sub-committees i.e. QA & Governance, Training, Scientific Meetings and Research & Development.
Who is eligible to join?
Any Colorectal member of the pelvic floor MDT and is currently working in the UK or Ireland and is believed to be suitably qualified by the society can apply to join as a full or associate member by paying the annual subscription fee of the ACPGBI.
Who is eligible for Full Membership?
Any consultant colorectal surgeon and fully paid up member of the ACPGBI may become a member of TPFS as well as an fully paid up member of BSUG, UKCS & BAUS, POGP.
Who is eligible for Associate Membership?
Any colorectal trainee in the UK who has passed their MRCS examination and is in a training or non training post and who is believed to be suitably qualified by the society can apply to join as an associate member by joining ACPGBI.
Benefits of Joining: Full membership includes membership to ACPGBI & UKCS. As a result members receive a copy of Colorectal Disease every month and have a discount rate when registering for national and international meetings. Professional representation at NICE, NSEngland, ACPGBI, RCS & RCOG.
Professional advice, support and mentoring: Recognised regional & national network including study days.
Access to TPFS database: A surgical audit database has been produced for Full Members to record their cases and outcomes for incontinence and prolapse surgery. This is free to TPFS members and should be helpful for appraisal, revalidation and applying for clinical excellence awards. It is also a CQUINS requirement.
Citations for Awards: The Society is keen to provide citations for members who wish to apply for national awards (this might be extended to local awards).
Research: Members who wish to undertake research can be helped with methodological and statistical advice.
Committee Elections : Elections for Committee Members and Officers shall be held at the Annual General Meeting. Full members can submit nominations for committee members and these should be submitted a week prior to the AGM.
Guidelines and validated questionnaires will all be accessible through the website. Members wishing to discuss interesting cases will be able to post their clinical case via the website for a consensus opinion. The education committee will update the website about Courses and any changes related to SpR and Subspecialty training which is of immense value to the regional and national trainees. We aspire to offer education grants. Development of workshops to meet the specific needs of members and discounts on workshop fees. Full Members can place adverts for courses that they are organising provided they are vetted by the Committee for free on the committee website.
Membership will be granted based on the ability to demonstrate excellence in the delivery of specialist pelvic floor services. Members should be actively engaged in the study or management of patients with pelvic floor disorders. There is currently no subscription charge for membership of the Pelvic Floor Society outside of the requirement for colorectal members to be members of ACPGBI.
Members of the Pelvic Floor Society will be able to enjoy discounted rates to attend local and national scientific meetings affiliated to e.g., ACPGBI, or organised by, the society. The Pelvic Floor Society will meet two times per year in January and October. An AGM will be held after the October meeting. Members must attend the full scientific programme of at least two out of every four meetings over a two-year period to retain membership to the society. Members who fail to satisfy the attendance requirement, without acceptable reason, will lose their member status and will have be proposed for re-election following the same procedure for new members.
(Subscription year runs from 1st January to 31st December)
Ordinary membership applies to medical practitioners on the specialist registrar, associate specialists in any discipline related to pelvic floor disorders, non-medically qualified scientists holding a permanent appointment in the UK or Ireland and doctors in long-term locum consultant posts in the UK or Ireland (> 1 year), all of whom have a demonstrable interest in the diagnosis and management of pelvic floor disorders. Ordinary members will have full voting rights and will be required to attend two out of every four national meetings.
Affiliate membership applies to specialist nurses, behavioural therapists,physiotherapists, clinical scientists, staff grades and other technicians working in the field of pelvic floor disorders. Members have full voting rights and will be required to attend two out of every four national meetings.
Associate membership applies to medical practitioners in training appointments who have a special interest in pelvic floor disorders. They will have no voting rights and have no requirement to attend regular meetings.
Senior membership applies to those aged over the age of 60 that no longer wish to be ordinary members. Senior members will have no requirement to attend regular meetings but will give up their voting rights in doing so. They will however be able to propose new members to the society.
Overseas membership applies to duly registered medical practitioners residing and practicing outside the UK and Ireland, who have a demonstrable interest in pelvic floor disorders. Overseas members will have no requirement to attend regular meetings and will have no voting rights although they will be able to propose new members to the society.
Proposal Form - Membership of the Pelvic Floor Society