Bylaws

Rules that regulates our actions as a society.

Revised June 10, 2018

Definition of ISAR

The International Society of Arthroplasty Registries (ISAR) is an organization made up of member registries. Its registered office is in Gothenburg, Sweden (organization number 802456-0156). ISAR was established in 2005.

1. Aim

The aim of International Society of Arthroplasty Registries is to improve the outcomes for individuals receiving joint replacement surgery worldwide. The society will facilitate and enhance the cooperation and sharing of information by member registries and further develop the capacity of individual registries to meet their own aims and objectives.

2. Membership of ISAR

The registries will be represented by individual members or officers of the specific registry who have been nominated according to that registry’s internal process.

a) Full Membership

National Registries

A national registry is a registry that receives at least 80% of national data and validation processes in place.

Regional registries that are deemed “High quality” can be nominated by the steering committee to become full members of ISAR but this will require approval by members at the Business meeting.

b) Associate Membership

National Arthroplasty Registries in development, Regional Registries or Multinational Registries.

National Registers with completed organisational structures, but < 80% data coverage or no completed validation and any Regional Registry or Multi-national Registries.

3. Governance

a) Steering Committee, Officers and other Members

The steering committee is formed by the elected officers of ISAR and supported by any co-opted members, secretarial support and working group chairs. The steering committee reports to the general membership at the Business meeting.

At the first Steering Committee meeting after the business meeting it will be decided who will be authorised signatories of the Society (act as “firmatecknare”). It is recommended the President, Secretary or Treasurer be authorized signatories.

b) Officers

The Officers of the Society shall be the president, past president, president elect, secretary/treasurer and four members at large. This group constitutes the Steering Committee.

c) Election of Officers

Elections will take place during the ISAR Business meeting to be held during the ISAR Congress meeting. In the event of an ISAR congress meeting not taking place during the calendar year then this will revert to an ISAR meeting to be held during the AAOS or any other time deemed to be appropriate by the steering committee.

A term of office shall begin at the close of the Business meeting and shall terminate 2 years hereafter. No member may serve more than one consecutive term in the same office except for the Secretary-Treasurer. The Secretary/Treasurer may serve in the same office for not more than four (4) consecutive terms.

If a member is unable to fulfill their duties then the steering committee can co-opt another member to serve on the committee. A full member will be elected at the next Business meeting

d) Members at Large

There are three members at large to represent the broader registry community. These will be elected in the same way as officers and serve a term of two (2) years and not exceed two (2) terms in office. Any extension of tenure will require ratification at the business meeting. Members at large have voting rights at the Steering Committee.

e) Adjunct members

There are three (3) adjunct members. One representing the device industry, identified by AdvaMed, one representing NORE (the Network of Orthopaedic Registry Europe) and the third representing NARA (Nordic Arthroplasty Registry Association). They can participate in the steering committee’s meeting, but cannot vote. These members will serve for two (2) years (term) and the individuals nominated to represent these organisations may not serve for more than two (2) consecutive term or four (4) years in total. The nominations of these adjunct members should be made by the societies or associations that they represent and not by the ISAR steering committee. In the interests of economy if a member of NARA is also an elected officer then there will be only two adjunct members.

f) Accountant

The accountant is elected at the business meeting and will serve for two (2) years.

g) Disclosure

At the beginning of each year members of the Steering Committee will be required to submit to the Chair a disclosure of competing interests.

4. Nomination and Voting

a) Nomination

The Steering committee will normally make nominations for all available officers including President elect. Alternative nominations can be made from the general membership as long as the nomination is seconded. These nominations should be made at least four (4) weeks prior to the Business meeting.

b) Voting

One vote is apportioned to each fee paying registry member of ISAR. Full members and associate members are treated equally. A majority vote shall decide. Proxy votes are acceptable as long as they are submitted to the Secretary at least 24 hours prior to the start of the Business meeting. The registry shall nominate an individual voting on its behalf.

5. Quorum

A Quorum for a meeting of the Steering Committee is four members plus the President or authorized deputy for the meeting. There will be a minimum of six Steering Committee Meetings per year but these, by the very nature of the ISAR Committee will be on conference call with either a web based forum or by telephone. All members must be able to simultaneously hear one another and have the opportunity to speak to the meeting.

6. Sub Committees

The Steering Committee may appoint standing Sub Committees as it sees fit. The number of Sub Committees may vary according to ISAR objectives and the chairperson of the Sub Committee reports to the Steering Committee. The Steering Committee will review the Sub Committees every 2 years.

7. Change of Bylaws

Any proposed changes to the Bylaws shall be submitted to the ISAR secretary at least four (4) weeks prior to the Business meeting unless there are exceptional circumstances. The definition and interpretation of “exceptional circumstances” will be open to the discretion of the ISAR membership at the Business meeting. A By Law can be changed by a majority vote at a scheduled Annual Business Meeting.

8. Bylaws Review

The Steering Committee will review By Laws every three years.

9. Annual Membership Fees

The annual membership fees will be recommended by the Treasurer yearly. Fees will be reviewed and ratified at the Annual Business Meeting. The Steering Committee, at its discretion, can decide to waive the annual fee in some circumstances.

10. Meetings and Reports

Annual General Meeting, Business Meeting and Congress

a. General Meeting

The general meeting is an open meeting, which may be held during any major meeting such as AAOS, EFORT, SICOT, although this will generally be held during the AAOS. The objective of this meeting is to encourage communication between registries and provide a platform to demonstrate the value and relevance of registries to the wider orthopaedic and public community.

b. Business Meeting

The Business meeting is a closed meeting (limited to ISAR members) and will deal with ISAR strategy, operational delivery and financial probity. The business meeting will be held at the time of the ISAR congress. Only paid members of ISAR will be able to vote at the Business meeting and one vote (or proxy) will be accepted per member Registry. In the event that the congress is not held then the Business meeting will revert to the AAOS.

One vote is apportioned to each fee paying registry member of ISAR. Full members and associate members are treated equally. A majority vote shall decide. Proxy votes are acceptable as long as they are submitted to the Secretary at least 24 hours prior to the start of the Business meeting. The registry shall nominate an individual voting on its behalf.

The announcement of the business meeting will be sent to all members four (4) weeks prior to business meeting.

The Business meeting will deal with:

1) A List of votes to be decided at the business meeting

2) Election of chairman for the business meeting and secretary for the meeting.

3) Election of one person to approve the protocol together with the chairman.

4) Question if the meeting has been announced according to the bylaws.

5) Agenda for the business meeting

a. Annual report from the Steering Committee for the business year

b. Economic result including balance sheet and income statement for the business year

6) Accountant’s report of the Steering committee’s report

7) Granting discharge for the Steering committee

8) Decision of the annual membership fee

9) Decision of strategy for next business year and budget

10) Decision on suggestions submitted by Steering Committee and/or members

11) Election of:

a. President Elect of the Society (every second year)

b. Secretary/Treasurer (every second year)

c. Members-at-large (every second year)

d. Accountant (every second year)

Only items on the Agenda will be decided at the business meeting

c. Congress

The ISAR congress is an open meeting that brings together the International Registry Community. It provides a forum for the presentation of scientific outputs from registries and for registry collaboration. ISAR welcomes all parties who have an interest in registries to attend.

d. Reports

An Annual report on the activity of ISAR during the previous calendar year shall be presented at the Business meeting together with a financial report from the Treasurer. These reports to be approved by Voting Members of ISAR at annual general meeting.