ByLaw

Bylaw of “Surgical Society of Ethiopia”

Surgical Society of Ethiopia Constitution & Bylaw

Introduction

Physical ailments that need surgical attention are wide spread among the Ethiopian population whether young or old. However, the number of surgeons to meet the demand was very few. Until recently, this field used to be handled by foreign staff. Engaging local practitioners in the field of surgery took many years and was a slow process. Nevertheless, after this field of study was incorporated in the Addis Ababa University in the 1970’s significant progress has been made.

The surgical education that is given in Ethiopia enabled not only to remedy the acute shortage of surgeons but also strengthened the educational system of the university. In addition to this, in the past two decades the number of surgeons who received training abroad has increased.

Hence, the Ethiopian Surgical Society has been established to create expertise that uses basic and needed technology to render quality surgical treatment to the Ethiopian population as well as to protect the profession and the right of the practitioners.

Article 1: Formation

The Society has been established based on the 1952 (E.C.) Civil Code, Article 404 and the registration of associations’ regulation number 321/1959 (E.C.) as of May 1, 1995 (E.C.) for an indefinite period of time.

Article 2: Terminology

The Society which is established under this bylaw will be called “Surgical Society of Ethiopia” and here after referred as “Society.”

Article 3: Definition

The Society’s trademark or logo will be a surgical blade around which a serpent is coiled up. And it will be encircled by the following text both in English and Amharic: “Surgical Society of Ethiopia / የ ኢ ት ዮ ጵ ያ የ ቀ ዶ ሕ ክ ም ና ማሕ በ ር ። ”

Article 4: Address

The main office of the Society is found in Addis Ababa, Lideta-Kirkos Sub city, Kebele 10, in the same compound where the Medical Society office is located. The Society will establish Branch Offices in different parts of the country as needed.

Article 5: Objectives

The objectives of the Society are described as follows:

To facilitate conditions where by the members can share viewpoints, knowledge and experience.
To improve and expedite basic surgical treatment services.
To enhance the surgical competency of its members to treat and cure patients.
To protect and promote the members’ rights and benefits.
To protect and promote members’ freedom of thinking and career.
To prepare scientific articles that deal with the profession and the activity of the Society.
To control the quality of surgical treatment given to patients.
To control the qualifications of surgical practitioners during registration and license renewal.
To encourage and speed up research activities in areas those are related with surgical practice.
To create conducive environment where by the members can share viewpoints; and fellowship is fostered.
To formulate and materialize policies and guidelines as well as render consultation service for governmental and non-governmental institutions.
To give professional support for governmental and non-governmental institutions so as to open medical colleges and meet the required standards. This will help to materialize the goal of the Society.
To work together with other similar Societies that are found in Ethiopia and abroad.

Article 6: Qualifications for Membership

6.1 Active Members

Any surgeon who has specialized in the field and has a well-established reputation and works in Ethiopia could be an active member.

6.2 Associate Members

Postgraduate surgical trainees, general practitioners who have at least five years of surgical experience, specialists in other fields, surgical nursing teachers, and institutions that undertake surgery are eligible to join as associate members.

6.3 Honorary Members

Honorary membership will be given to surgeons who have made outstanding contributions; especially which is of great importance to the third world and who are recommended by the executive committee and got 2/3 of majority vote by the general assembly.

6.4 Foreign Members

Foreign membership is open only for those surgeons who are interested in improving the surgical service in Ethiopia.

6.5 Lifetime Members

Any member who paid the total amount of subscription fee for ten years or who has regularly paid the annual amount for fifteen years will be given a Lifetime Membership.

Article7: The Rights of Members

Every Active Member

Has the right to vote for officers elect and to be voted for the same;
Has the right to give suggestions regarding the activities of the Society;
Will be a beneficiary of privileges and special rights the Society provides.

Article 8: The Rights (Obligations) of Members

Every Active Member

Has to pay the registration fee and annual membership fee as outlined on the bylaw of the Society;
Has to abide by the Society’s bylaw and related rules that enforce it;
Has to abide by the ethics of the profession;
Has to contribute to the success of the Society’s objectives.

Every Associate Member

Can attend the general assembly meeting as well as scientific conferences and can benefit from the services the Society provides. But cannot vote or be voted for positions of office;
Has to pay registration and annual fee and follow the rules and regulations of the Society.

Every Honorary Member

Will be a beneficiary of the Society’s services.

Every Foreign Member

Enjoys the rights and respects the obligations pertaining to associate members.

Article 9: Membership Fee

Every active member will pay ETB 1000.00 for annual membership fee.
Every associate member will pay 500.00 annual membership fee.
Institutions will pay ETB 5000.00 for registration and ETB 2000.00 annual membership fee.
Fee to attend a meeting scientific conference, CMEs and CPD courses will be decided by the specific program.

Article 10: Cessation of Membership

Membership of the Society will cease for the following reasons:

If a member submits a written application of resignation.
If a member does not pay membership fee for three (3) consecutive years.
If a member does not comply with the rules and regulations of the Society and if two third of the general assembly vote for his/her dismissal.
A member who has ceased his/her membership will not get any refund for the payments he/she has made to the Society.

Article 11: Reapplying for Membership

If a person who has terminated membership on his/her own accord or who has been dismissed for not settling payment applies to resume membership, has to pay the sum total of the accrued fee.
A member who has been dismissed by the general assembly for disregarding the rules and regulations of the Society can resume his/her membership when the general assembly annuls the decision it has made and when the person pays the sum total of the accrued fee.

Article 12: Chapter offices

Surgical society of Ethiopia will have the right to establish and organize chapter offices at the different corners of the country.

Article 13: Rights and responsibilities of Chapter offices

Can delegate the SSE in every activity in their geographic territory except communication with ministerial and regional health berue, international communication, long term partnership agreement with institutions or societies, having a separate bank account and having an official stamp. Those activities are expected to pass through the central SSE office as to the civic society directive of the Federal democratic republic of Ethiopia.
Will be accountable for every activity that they are doing in their areas.
Should regularly report their annual plan and performance report to the central SSE EC.
Should work hard on member recruitment and collect annual membership fee from all members of their vicinity using SSE receipt and transfer to the central SSE. Out of the total membership fee collected by chapter offices, 75% will be used by the central SSE EC and 25% will be sent back to the chapter offices for their regional activities. When chapter offices collect money from sponsors using SSE receipt (should be done like that as to the Ethiopian civic society directive), all money should be transferred to the SSE account and 75% of the total collection will be sent back to the chapter offices to be used for their local activities while 25% will be used by the central SSE EC.
Chapter offices should spend finances in a clear financial term and in an auditable way.
Chapter offices should undergo through annual activity and financial auditing by the representatives of EC and auditors assigned by SSE.

Article 14: Structure of the Society

The Society is composed in this way:

The overall governor of the SSE will be the general assembly and the following will be assigned by the GA.

Article 15: Power and Duty of the General Assembly

The general assembly is the overseer of the Society; its duty and power are described as follows:

Will select executive committee members, auditor, president, vice president and secretary.
Make decisions regarding the policies and duties of the Society;
Will assess the yearly accomplishment and approve plan and budget;
Will assess and approve the yearly performance and audit report;
Will approve all membership applications for the Society;
Will analyze whether a member fails to abide by the rule and regulation of the Society and will decide whether to dismiss him/her from membership;
Will hear a performance report of the executive committee to make sure that the objectives and plans of the Society are carried out;
Will make amendments to the bylaw;
Will make a decision regarding changing the Society’s head office or opening Branch Offices;
Will appoint an external auditor to audit the Society’s account, including chapter offices;
Will decide whether to dissolve the Society or not;
Will execute other duties which are not assigned to other Society’s officials.

Article 16: Power and Duty of the Officials of General Assembly

The general assembly will have a president, a vice president and secretary; their power and duty are described as follows:

President

16.1.1. Will preside the meeting of the General Assembly;

Will follow up the implementation of regulations and decisions made by the general assembly;
Following the general assembly’s approval, the president will present performance and audit report for the concerned governmental bodies and donors;
Will prepare an agenda for the general assembly and submit it to the secretary.

14.2 Vice President

will officiate in the absence of the president;
will execute other duties handled to him by the president;

Secretary

16.2.1. In collaboration with the president will prepare an agenda for the general assembly;

16.2.2. Will keep minutes at the general assembly’s meeting; C. will properly maintain documents of the assembly;

16.2.3. Will present decisions made by the general assembly for concerned parties.

Article 17: Meetings, Elections and Decision Making Procedures of the General Assembly

There will be an annual meeting of the general assembly and an extraordinary meeting in case of emergency.
Extraordinary meeting could be called if more than10% of the members of the Society made a request.
If the general assembly conducts an election, first the whole assembly will select three nominating committee members and then the election will be carried out.
The nominating committee will initially prepare the ground for the assembly to establish the necessary requirements for election and then conducts the election.
By the whole assembly we mean that 51% of the regular members of the Society are in attendance; if the figure is less than that and an invitation is sent for the second time and is ascertained that it has been delivered to the concerned person, then the attendees can pass resolutions; however, they can only decide on the points of the agenda sent to them.
Decisions will be made only by members who attend the meeting; in case of an equal vote, the decision the president favors will hold.

Article 18: The Executive Committee’s Power and Function

Will appoint and dismiss the Society’s president.
Follows whether the president is materializing the decisions and plans of the general assembly that promote the Society’s objectives.
Accepts the Society’s management proposals regarding formulating or improving policies and when necessary adds its own input and then presents it to the general assembly to pass a resolution.
To materialize the Society’s program, the committee will investigate areas where financial or material support could be obtained; and plans ways to get assistance.
Investigates and facilitates ways by which the Society will foster conducive working environment with governmental and non-governmental organizations.
Suggests or report to the General Assembly to open Branch Offices in different parts of the country where necessary.
Will assess a performance report forwarded by the management, adds its own suggestions and presents it to the general assembly.
Will be answerable to the general assembly.
Will prepare a procedure regarding employment.
Will prepare a short, medium- and long-term plan and budget of the Society and presents it to the general assembly for resolution.
Will formulate a course of action.
Can convene an extraordinary meeting when needed.
May appoint different committees and/or missed EC members (Not more than three) to work under the supervision of the president when it finds it necessary for smooth operation of the work.

Article 19: Meeting and Voting Procedures and Terms of the Executive Members

Executive members will have nine (9) regular meetings in a fiscal year; in case of emergency there will be an extraordinary meeting.
The chairman or the secretary can call for an extraordinary meeting.
If more than half of the members are available on a meeting, it can be considered as the general assembly.
A decision will be made by the vote of the majority; if the equal vote is given the decision the president favors will hold.
The Executive member’s term will be two years. But an executive member can be replaced by another person upon the decision of the general assembly. An executive member cannot be elected more than twice.
Executive members will serve as volunteers.

Article 20: Power and Functions of the Executive Members

The President

Will chair the regular as well as the extraordinary meetings;
Will in all work-related activities with governmental and non-governmental institutions and organizations represent the Society;
Will take the lead in directing and cooperating the Society’s work;
Will be a signatory of the Society’s account together with the treasurer;
Will present the annual report at the general assembly;
Will be answerable to the executive committee.

Executive Secretary

Will assume the responsibilities of the president in his absence;
Will keep minutes at the meetings of the executive committee. The Society’s documents and stamp will be kept in the hands of the executive secretary;
Will be in charge for every internal communication of the Society;
In collaboration with the president, prepares an agenda for the executive committee to consider;
Will be answerable to the executive committee.

The Treasurer will be answerable for the president and have the following functions and responsibilities:

Will see to it that the Society’s income and expenses are properly maintained;
Will see to it that the Society’s account is maintained according to a well-known accounting procedure;
In collaboration with the President will handle the Society’s account, cheque or money transfer as a signatory;
Will see to it that the Society’s financial records and related documents are properly maintained.

Cashier

Will collect the Society’s account by issuing receipts;
Will control the Society’s financial records and keep the current statement as well as important documents;
Will keep /up to ETB 5000.00/ petty cash; will make expenditures according to the Society’s budget;
Will prepare the annual financial statement; makes arrangements so that the audit is done accurately;
Makes arrangements so that the Society’s properties are safe;
Presents all documents and records that are necessary for the accurate auditing of the account;
Will be answerable to the executive committee.

Purchaser and Liaison Officer

Will make purchasing for the Society;
Will execute duties given by the executive secretary;
Will be answerable to the executive committee.

Public Relations Officer

In collaboration with the executive committee, the public relations officer:

Will encourage surgeons to be a member of the Society;
Will share information regarding the activities and the performance of the Society;
Will help to increase the distribution of journals;
Will organize fund raising and leisure events.

Program Officer

In collaboration with the executive committee, the program officer

Will make arrangements for conferences, seminars, ongoing medical learning sessions, etc;
Will make arrangements to prepare documentary materials;
Will record issues which are related to the above mentioned matters.

A Member who represents the Ethiopian Society of Orthopedics and Traumatology

The member:

Will follow up the meeting of the executive committee and will participate on decision making;
Will execute jobs given by the executive committee;
Will be answerable to the executive committee.

Article 21: Finance

The Society’s income sources are membership fees, donations, bequests, Journal distribution, and payments for training and services.

Article 22: Auditing

The Society’s financial account will be audited once a year; when necessary this can be done at any time of the year.

The financial account of the Society will be audited with two members of the Society who are appointed by the assembly or with certified auditors.
Auditors of the Society will be appointed by the assembly at the time of election.
Auditors will present an audit report and are answerable to the general assembly

Article 23: Fiscal Year of the Society

The fiscal year runs from July 9 to June 30.

Article 24: Property /Finance Management

By the end of every fiscal year the manager:
Will prepare detailed report about the property of the Society;
Will prepare a financial statement and a report about the previous year’s performance of the Society;
Will keep the Society’s financial records and documents in good order.
The entire income of the Society will be used for the advancement of its objectives.
The Society will have official financial statement.
The executive committee will see as to how much money the Society has; and the money will be handled according to the financial principle and the decision of the general assembly.

Article 25: Amendments to the Bylaw

Any part of this bylaw will be amended based on the vote of the general assembly.

Article 26: Dissolution of the Society

The Society will dissolve with a decision of its ¾ members who paid full amount of membership fee; all the remaining assets will be transferred to the government or to a non-governmental organization which has the same objective as the Society.

Article 27: Application of the Bylaw

This bylaw will be effective as soon as the approval is obtained from the concerned governmental authority.