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MINUTES OF THE EXECUTIVE & NATIONAL REPRESENTATIVES & ANNUAL GENERAL MEETING OF THE EUROPEAN HIP SOCIETY at the 6^th EFORT CONGRESS JUNE 2003 in HELSINKI

SATURDAY JUNE 7^TH 2003  - at 17.00 – 19.00 hours
and  SUNDAY JUNE 8^TH 2003 at 16.00 hours in the HELKSINKI FAIR CENTRE ROOM 307

Present at the Executive Meeting:
Martin Krismer, President
Gordon Bannister, Secretary General (Current)
Kjeld Søballe, Treasurer
Ilker Cetin, President Elect
Hervé Olivier, Secretary General (Elect)

Present at National Representatives Meeting:
Martin Krismer, President
Gordon Bannister, Secretary General (Current)
Kjeld Søballe, Treasurer
Ilker Cetin, President Elect
Hervé Olivier, Secretary General (Elect)
Tuomo Visuri, Finland
Eduardo Garcia Cimbrelo, Spain
Pal Benum, Norway
Jacque Tabutin, France
Søren Solgaard, Denmark

1. Minutes of the Last Meeting
These were accepted as a true and fair representation of accounts and accordingly documented.

2. Treasurer’s Report
The Treasurer reported that the loss of income in the year 2001 was E31,331 and in 2002 E20,315. The reason for this was principally the result of the expense of the paper version of Hip International and the failure of a number of members to pay their subscriptions. The membership income fees in 2002 were E17,112. The Treasurer’s report notes that there was no income from conferences but in fact some E7,000 was realised from the Baveno event. A further problem affecting the income of the Society was the low interest rates prevalent in the Euro zone. The Treasurer suggested that the membership fees be raised to E100 for Full membership and E75 for Associate membership. This was carried unanimously. Letters of reminder had been sent to members who had not paid their subscription on multiple occasions and it was determined that such members would reminded one more time that subscriptions were due and that failing payment of subscriptions their membership would cease.

3. Membership and Fees
Membership of the Society historically has been rather loose. At one time it was suggested that past or unpaid members be recorded, but with a commitment to pay Hip International the Society incurs an expense for every member who has not paid his subscription. These members number in the order of 120. From such members the Society not only fails to bank a subscription but also incurs an expense of almost 55 euros. It was agreed that failure to pay membership would result in expulsion and that fees would be increased to 100 euros for a Full member and 75 euros for an Associate.

4. Emeritus Members
The Society was founded over 10 years ago. A number of the members had reached retirement age. Their income has correspondingly been reduced by a half or more. The status Emeritus Member was proposed for these. This would involve receipt of the Society’s correspondence, preferably by e.mail but not the paper version of Hip International. Emeritus Members could access Hip International via the web and would be welcome to join EHS meetings on the same conditions as full members. They would qualify for a 100 euro deduction on their registration fees for meetings.

5. New Members
Eleven new members were appointed, five Full, six Associate. Two Associate members were made Full on the basis of having read a paper to the Society. One Full member became an Emeritus member on retirement.

6. Hip International
The Society had signed an agreement with Hip International to the end of the year 2003. This was to cover the indexation process which was undertaken between 2002 and 2003. Regrettably indexation was not awarded to Hip International because of insufficient citation in other index journals. There were however significant benefits to the Society from Hip International. Hip International published the abstracts and indeed full articles for the Baveno Conference, it ran a website on which the Society Constitution and membership forms were available along with any Society news. Initially concerns were expressed as to whether the Society could afford to maintain its links with Hip International. Hip International sells some 1,100 copies per year of which some 400 are taken by the Society. Approximately 150 of these go to Society members who have not paid their accounts. It was felt that the benefits of the relationship with Hip International merited renewal of the contract at an increased price of 5% stabilised until 2006. With limited circulation and the increase in fees the Society’s loss would cease and it is to be hoped that the Society would be able make a significant profit from the meeting in Innsbruck 2004.

7. European Hip Registry
The European Hip Registry aims to bring together all the hip registries of Europe. At present there is no common standard of recording and no funding to do so. It would be necessary to anonomise the registers of some countries and matters remain embryonic.
Roberto Giacometti has served on the Executive Committee for one year and his tenure comes to an end at the end of this. The Society has been invited to nominate a representative for the Executive Committee. Martin Krismer expressed an interest in fulfilling this role and it was agreed that he should do so.

8. Letter from Charles Engh
Charles Engh had sent a letter to the President inviting applications from Europe to be his Hip Fellow. This was circulated to the Executive Committee. A number of applications have been put forward. Dr Engh had not yet made his choice.

9. 2004 Innsbruck Programme
Martin Krismer, the President, had circulated the Society with a questionnaire. He had had 78 responses. These indicated that the Society would wish for a meeting of one full and two half days, running through Thursday to Saturday, with a half day in the midst for sight-seeing. It was proposed that there would be 16 hours of meetings, allowing 64 podium presentations with a presentation time of 6 minutes and 3 minutes discussion. The Society had decided on the Innsbruck venue in 2000.
The Officers of EFORT came forward with a proposal that parallel conferences for the Association of Foot and Ankle Surgery and the European Shoulder and Elbow Association be run in parallel. The European Elbow and Shoulder Association had apparently agreed to take the Innsbruck site. No communication had been received from the European Foot and Ankle Society.
Professors Puhl and Langlais, along with their financial advisor, attended on behalf of EFORT. A long series of arguments were heard and a vote was taken in which all but four of the members felt that, without agreement from EFAS and equable distribution of the returns from the trade, there was insufficient time to arrange matters given that abstracts had to be submitted by October 2003.
In the discussion Martin Krismer raised the differential attendance and importance to the trade of the European Hip Society compared to the other two. Professors’ Puhl and Langlais were unable to give any assurance as to the distribution of receipts from the trade fair, but indicated that trade wishes to concentrate their presentation to the orthopaedic community in as few destinations as possible to cut costs and would be prepared to pay more for doing so. The two abstentions were the past and present President and after the vote discussion took place that would allow the current President and the new Secretary General to negotiate on behalf of the Society, with the Executive Committees of the European Shoulder and Elbow Society and EFAS. Their conclusions would be sent to the Executive Committee who would advise.
The current Secretary General requested that he be allowed to remain on the Executive Committee until this matter had been concluded, as it had been started during his tenure and he would be winding up the affairs of the Society for the last year in any event for the next 2-3 months. This was agreed.

10. Election of Secretary General
Four names had been proposed as Secretary General. One was the current Secretary General. There was a single vote for two other candidates, who when contacted felt that there would be too much work for them to undertake given their current commitments. At the National Representatives meeting in Baveno Hervé Olivier had agreed to take over as Secretary General subject to the agreement of his personal secretary. That agreement forthcoming Hervé Olivier is elected Secretary General of the European Hip Society.
The current Secretary General will complete the duties of the current conference at EFORT and try to distil the data of the Society into electronic data as far as possible. It will probably be necessary to send curricula vitae in paper form but it should be possible to transfer most data electronically.
The current Secretary General reported that e.mail addresses had been obtained by only one third of the Society’s members. Electronic communication is the way of the future, it is very inexpensive and quick. Reiner Gradinger had given the current Secretary General the e.mails of all but three of the German members. The last act of the current Secretary General would be to attempt to get e.mails via National Representatives from the others so that the new Secretary General, Hervé Olivier, can have an easier method of communicating with members.

(Amendment to Minutes re Emeritus Members 28 October 2003)