Below is the Constitution of the Association for Cardiothoracic Anaesthesia and Critical Care.

 
1.  Name

The name of the Association shall be the Association for Cardiothoracic Anaesthesia and Critical Care, also known as the ACTACC.

2.  Objective

The objectives of the ACTACC shall be:

  1. To promote the highest standard of peri-operative management and care for patients suffering from cardiovascular disorders undergoing cardiac surgery, thoracic surgery or cardiology procedures and patients requiring cardiac intensive care.
  2. To further the development of the art and science of cardiothoracic anaesthesia and critical care. To that end the ACTACC is committed to the following:
    1. To hold regular educational meeting.
    2. To encourage the presentation of original research.
    3. To encourage national and international links with like-minded groups.
    4. To be active in all matters concerning the training of future cardiothoracic anaesthetists.
    5. To represent the views of cardiothoracic anaesthetists to any other interested parties.
3.  Trustees of the ACTACC

The trustees are listed at Companies House. They are responsible for ensuring that the ACTACC has a clear strategy and that its’ work and goals are in line with its vision. A trustees’ role within the ACTACC are to be the ‘guardians of its purpose’, making sure that all decisions put the needs of the beneficiaries first.

They are responsible for safeguarding the organisation’s assets; both physical including property, and intangible ones such as reputation. They are also responsible for ensuring the organisation is run sustainably. In doing so they must comply with the requirements of the Companies Act and Charities Act as to keeping financial records, the audit of accounts and the preparation and transmission to the Registrar of Companies:

  1. Annual returns.
  2. Annual reports.
  3. Annual statements of account.

The trustees must also keep the following proper records:

  1. All proceedings at general meetings.
  2. All proceedings at meetings of the trustees.
  3. All reports of committees.
  4. All professional advice obtained.

All records will be filed and retained by the current administration service.

4.  Membership

Full membership of the ACTACC shall be open to the following:

  • Medical practitioners in anaesthesia who are active in the care of cardiothoracic patients, or in research in matters relevant to cardiothoracic anaesthesia.

Retired full membership of the ACTACC shall be open to the following:

  • Full members who have retired completely from clinical practice. Members who have taken partial retirement or retire and return will not be eligible.

Overseas membership of the ACTACC shall be open to the following:

  • Open to overseas (non-UK) practitioners of cardiothoracic anaesthesia, of specialist register equivalence, at the discretion of the ACTACC executive committee.

Honorary membership of ACTACC shall be open to the following:

  • Full members of ACTACC will be awarded lifetime membership if nominated by their peers to be distinguished contributors to ACTACC and cardiothoracic anaesthesia and the nomination is subsequently validated by the ACTACC executive committee.

Retired full members and honorary members will continue to enjoy the rights and privileges of membership, including the right to vote.

5.  Subscription

Each of the different types of ACTACC members shall pay the relevant subscriptions annually and at such times as decided by the administration and executive committee.

6.  Committee

The Committee shall consist of no fewer than eight full members to be elected from among, and by, the full members by ballot (electronic, postal, or other) normally for a term of 3 years. A Committee member may be re-elected by the members for a further term of 3 years.  If the Committee member takes on an Officer role they may extend their term to complete this role. A Committee member may be re-elected after a period of not less than 3 years have elapsed since his or her departure from the Committee.

Upon election to the executive committee, each member will become a director and thereby trustee of the association and bound by the conditions listed within clause 3 above. Their details will be registered and held active at Companies house for the duration of their tenure. Upon completion, they will demit their role as director and trustee.

The Committee shall have up to three trainee elected members who may serve a single three year term. This will be additional to the members cited above. The duration of this term will be limited if a trainee is admitted onto the specialist register and takes up consultant level employment. This limit will be up to the next Annual Scientific Meeting or until a replacement is identified following an election process. They can then be immediately available for election to the Committee as a consultant member as above.

The Officers of the Committee shall be the President, Honorary Secretary and Honorary Treasurer. They shall be elected from members of the Executive Committee, by the full members of the same Committee and their appointment shall be ratified every year.  The role of President shall involve one year as President elect, one year as President and one further year as immediate past President. Honorary Secretary and Honorary treasurer role will have a maximum term of 3 years.

Elected members of the committee, co-opted members and those with positions of responsibility will be confirmed by members vote at the AGM.

The Executive Committee shall meet quarterly. Two of these meetings should be face to face, including one to coincide with the Annual Scientific meeting.

The executive committee in addition to oversight of general business will be responsible for providing representatives to the following associated committees:

  1. Council of the College of Perfusion Scientists (CCPS).
  2. National Cardiac Benchmarking Collaborative (NCBC).
  3. National Institute of Academic Anaesthesia (NIAA).
  4. Critical Care Leadership Forum (CCLF).
  5. Intensive Care Society (ICS).
  6. Congenital Cardiac Anaesthesia Network (CCAN).
  7. British Society of Echocardiography (BSE).
  8. Society for Cardiothoracic Surgery in Great Britain and Ireland (SCTS).
7.  Responsibilities of the Committee

The general policy of the Committee shall be to serve the objective and the members of the ACTACC.  Accordingly, the officers shall perform the duties ascribed to them by the full membership.

Subject to the limitation hereinafter mentioned, the Committee shall in addition have power to do the following:

  1. Co-opt such additional members as it requires to maintain adequate expertise in appropriate fields of interest to the ACTACC.
  2. To appoint or review Subcommittees as it may from time to time decide are essential to deliver the ACTACC objective, and will determine the powers and terms of reference of such Subcommittees. (Appendix 1).
  3. To appoint and dismiss paid employees.

All such actions of the Committee must be available for the scrutiny and approval of the full membership at the next meeting of the ACTACC. Approval will be determined by a simple majority vote.

8.  Subcommittees

There shall be the following subcommittees:

  1. Cardiac Anaesthesia.
  2. Cardiac Intensive Care.
  3. Echocardiography.
  4. Meetings and Events.
  5. Thoracic.
  6. Research.
  7. Training.
  8. Women in Cardiothoracic Anaesthesia.
  9. Paediatrics and Grown Up Congenital Heart disease (GUCH).

Members of these committees will be co-opted from the membership of the Society but will include at least one member of the main committee, who will usually act as the Chair. Alternatively the Executive Committee will co-opt a member with the appropriate expertise and seniority to chair the subcommittee. Each chair will report separately to the Executive Committee. There should be 5-8 members per committee. The maximum term for each member, including chairs, will be six years.

9.  Trainee Representatives

There will be a minimum 1 and maximum of 3 trainee representatives within the executive committee. These will be in addition to the core executive members listed above. They will be appointed following a formal process:

  1. Nominations will be sought from trainee members, linkpersons and the ACTACC membership.
  2. Completion of application form.
  3. Shortlisting of viable candidates by executive committee.
  4. Virtual interview.
  5. Confirmation by executive committee.

The tenure of posts is described in clause 6 above.

The appointed trainee representatives will be responsible for chairing the training subcommittee and fulfilling the requirements, common to each sub-committee, as stated in Appendix 1.

10.  Expense Policy

Expenses shall be granted to members of the executive committee, subcommittee chairs and invited co-opted members to cover attendance for executive committee business. Travel shall be by regular standard class unless advanced first class fares or discounted rates are of similar value. Accommodation will also be provided when the duration of business makes return travel on the date of business impractical.

An expense claim form should be completed and returned with receipts to info@actacc.org within 3 months. These will then be forwarded to the treasurer for approval and payment within one month of receipt. Any expense considered unreasonable will be reviewed formally within the executive committee and will need approval by majority vote for payment to be made.

11.  General Meetings

General meetings shall be convened by the President for the attendance of the full members only. Other than in exceptional circumstances such meetings will occur once yearly, will occur during the scientific meeting, and will consider all matters deemed of interest by the full members or the officers of the ACTACC. Notification of the date, time and place of this meeting should be given at least 14 days prior to the meeting. At the Annual General Meeting the full members will be entitled to attend for the following additional purposes:

  1. Receiving the annual report of the committee.
  2. Receiving election results.
  3. Receiving the annual statement of accounts, and to fix the amount of the subscription for full and other members.
  4. Approve resignations from officers, and nominations for replacements.
  5. Whenever necessary for voting on proposals to amend this constitution in accordance with the provisions in clause 19.
11.  Extraordinary General Meetings

The President or Secretary may at any time at their discretion within 21 days of a written request to do so signed by not less than 20 full members having the power to vote and giving reasons for the request, call a special general meeting of the ACTACC.

12.  Conduct of Meetings

Subject to the provisions of clause 19 regarding alterations to the constitution, all questions arising at any general meeting shall be decided by a simple majority of those present and entitled to vote.

At any meetings of the full members, 20 full members present or by proxy, shall form a quorum. At any Executive or sub-committee meetings, one half of the members shall form a quorum.

Meeting agendas, minutes including attendance records, and action trackers shall be kept by the Executive Committee and each subcommittees and the appropriate chair or secretary shall ensure that these records of proceedings and resolutions are forwarded to the ACTACC administrative team for digital storage. These shall each be accessible by members within the ACTACC website.

13.  Information Governance and General Data Protection Regulations (GDPR)

The organisation will maintain its legal obligations for information governance as per the data protection act 2018. The administration and officers will ensure that all information, necessary for the completion of association business, is used according to the following principles:

  1. Fairly, lawfully and transparently.
  2. Specified, explicit purposes.
  3. In a way that is adequate, relevant and limited to only what is necessary.
  4. Accurate and, where necessary, kept up to date.
  5. Kept for no longer than necessary.
  6. Handled in a way that ensures appropriate security, including protection against unlawful or unauthorised processing, access, loss, destruction or damage.

Any breaches should be raised to the executive committee and pending a review process reported to Information Commissioner’s Office (ICO).

14.  Equality Diversity and Inclusion (EDI)

The Equality Act 2010 provides legal protection for nine protected characteristics:

  1. Age.
  2. Disability.
  3. Gender reassignment.
  4. Marriage and civil partnership.
  5. Pregnancy and maternity.
  6. Race.
  7. Religion or belief.
  8. Sex and sexual orientation.

ACTACC will seek to remain cognisant of its duties under the Act. The administration and officers will take a systemic approach adopting an inclusive culture which will be applied to employment policies and practices, and evidenced through personal behaviours.

15.  Standing Orders

The Committee shall have power to adopt and issue standing orders and/or rules, which shall go into operation immediately following the next general meeting where a simple majority of members have given approval.  In exceptional circumstances, standing orders may become operational before obtaining this approval of the general membership, providing that the Committee is unanimous in its recommendation and that the proposed standing order is consistent with the provision of the Constitution. (See Appendix 1).

16.  Income and Expenditure

The subscription rate for the coming year will be proposed and agreed at the Annual General Meeting. This shall become payable on the date of each individual’s membership renewal. Members will receive clear notification of any change in membership rates. This will include a minimum of four weeks before payment will be due.

All monies raised by and on behalf of the ACTACC shall be applied to further the objectives of the ACTACC and for no other purpose. No surplus monies shall be distributed to members. Reasonable expenses shall be paid to members of the Committee, and any member of the Association acting on behalf of the Association. 
The Treasurer shall keep proper accounts of the finances of the ACTACC. The statement of accounts for the last financial years shall be submitted to the full members at the Annual General Meeting. The Treasurer shall be responsible for the accounts of all monies accruing to the ACTACC, whether they are subscriptions, grants, donations, bequests, loans or from any other source whatsoever. The treasurer shall liaise with the association accountant and ensure that the accounts are filed annually with HMRC and Companies House at the corporation year end. Any taxation due will be settled with HMRC promptly.

Accounting records must be made available for inspection by any Trustee at any time during normal office hours and made available for inspection by normal ACTACC members following approval by the executive committee.

A copy of the latest available statement of account must be supplied on request to any ordinary member. A copy must also be supplied, within two months, to any other person who makes a written request and pays the organisation's reasonable costs.

17.  Property

The title of all or any real property which may be acquired by or for the purpose of the ACTACC shall be vested in Trustees who shall be appointed by the full members and who shall enter into a Deed of Trust setting forth the purpose and conditions under which they hold the said property in trust for the ACTACC. The number of Trustees shall not be fewer than two.

18.  Dissolution

If the Committee decides by a simple majority that there are grounds for the dissolution of the ACTACC then it shall give notice that such a resolution is to be put before the full membership at an extra-ordinary general meeting, or at the next annual general meeting.  If such a decision is then confirmed by a simple majority vote of full members, then all debts and liabilities will be settled at the earliest opportunity.  Any residual assets shall be transferred to such charitable purposes of as like a nature as possible to the objectives of the ACTACC as the full members may determine.

19.  Alteration to the Constitution

Any proposal to alter this Constitution must be delivered in writing to the President or the Secretary of the ACTACC. A proposal should be accompanied by a petition of support signed by not less than 20 full members. Upon receipt of such a proposal, the resolution to change the constitution shall be put to the membership at the next annual general meeting, or if more appropriate, at an extra-ordinary general meeting as per clause 9. An alteration will require the approval of a two thirds majority of members present at the meeting whether in person or virtual.

No alteration can be made to this Constitution which would be incompatible with paragraph 2 (Objectives) or which would prejudice the status of the ACTACC as a potential charitable institution.


Appendix 1
Standing Orders

Current standing orders of the ACTACC are as follows:

  1. To hold an annual scientific meeting.
  2. The site of the meetings will be chosen to ensure equitable geographic representation.
  3. The ACTACC will appoint a local organiser who will be responsible for identifying and chairing a local organising committee. They will responsible for the scientific, social and business content of the meeting. They will be expected to provide regular reports and updates to the executive committee in preparation for the meeting. Advice on funding and minimum standards for the meeting will be provided by the meetings subcommittee. The local organising committee will have autonomy to source an appropriate venue, identify faculty and engage industry sponsorship. The projected budget will need approval by the executive committee before any contracts are signed which may expose ACTACC to financial liability.
  4. The ACTACC does not exclude research presented at other major meetings but will not represent research previously presented at an ACTACC meeting. These criteria apart, no only scientific merit shall be used in judging which original research is to be presented in the free paper sessions.
  5. The free papers at the Annual Scientific Meeting will be divided into three categories; research, audit and quality improvement, and case presentations. The top presentation in each category will be rewarded with a prize. The value of the prize will be proposed by the local organising committee and verified by the executive committee prior to the meeting. The judging panel will be convened by the local organiser and should include a minimum of three senior members. One of which should be a member of the ACTACC research subcommittee. Prizes will be awarded before the closure of the meeting.
  6. There will be a separate poster competition at the Annual Scientific meeting. Prizes, proposed by the organising committee and verified by the executive committee prior to the meeting, will be judged by a panel of peers appointed by the local organising committee. The prizes will be awarded before the closure of the meeting.
  7. The ACTACC is committed to the development of clinical audit and to encouraging a collaborative effort on clinical audit between all of the Cardiac and Thoracic units in the UK. ACTACC will host a national audit annually. The executive committee will invite members to submit an audit proposal for consideration. If successful, the owner of the proposal will be responsible for delivering their project. Support will be provided by the ACTACC administration, the executive and relevant subcommittees.
  8. The executive committee will meet quarterly. Two of these four meetings should be planned and organised to be face to face, including the committee meeting at the Annual Scientific Meeting.
  9. Each subcommittee will plan to meet a minimum of twice annually. Additional meetings can be arranged according to workplan and project delivery.
  10. Each subcommittee chair will be responsible for compiling a list of confirmed members, including email and phone contacts, and forwarding these to info@actacc.org. A central database will be maintained for each subcommittee to facilitate communication.
  11. Each subcommittee chair, or nominated officer, will be responsible for circulating an agenda and papers at least one week ahead of any scheduled meeting.
  12. Each subcommittee chair, or nominated officer, will be responsible for generating minutes and action tracker from each meeting. These will be circulated to subcommittee members for approval and the President for noting. Finalised minutes and action tracker should be forwarded to info@actacc.org for filing on the website within two weeks from the date of the actual meeting. They will then also be circulated to the remaining members of the executive committee for noting.