Bylaws

I. INTRODUCTION

The Emirati League against Epilepsy (ELAE) chapter is a professional organization of the International League against Epilepsy (ILAE) for health care providers, scientists and technologists involved in the diagnosis, treatment and research of epilepsy in United Arab Emirates (UAE).

 

The Emirates League Against Epilepsy is a chapter of the International League Against Epilepsy. The ILAE is a federation of over 100 Chapters around the world. There is only one Chapter recognized per country, and each has its own Constitution and Bylaws and its own President and officers, elected by individual members of each chapter.

 

The International League Against Epilepsy (ILAE) was founded in 1909 with the objective to advance and disseminate knowledge about epilepsy, to promote research, education and training and to improve services and care for patients, especially by prevention, diagnosis and treatment, supporting the development of International chapters, in accordance with proper guidelines governed by international bodies. To that extent, the ELAE Committee, is an extension of the international bodies vision to be recognized worldwide for its clinical leadership.

 

This document supplements ELAE by providing a tool to the ELAE Board members and the ELAE members to maintain a strong transparency as an important ELAE functionary in various roles and responsibilities.

II. TITLE AND LOCATION

The name of the organization is “Emirati League against Epilepsy” and will hereafter be called by its abbreviation “ELAE”. The office will be located in Dusseldorf Business Point – Office Suite #907, Al Barsha 1 – Dubai, UAE.

III. OBJECTIVES

The objectives of ELAE are to:

 

  • To promote implementation of standards of epilepsy care and education in UAE
  • Promote the exchange of medical and scientific information related to epilepsy
  • To develop a nation-wide education and training opportunities to all health care providers in various aspects of epilepsy.
  • To collaborate with regional and international epilepsy societies and chapters in the areas of epilepsy education and research
  • To advance professional epilepsy care in UAE to an international standards.
  • To increase awareness of the general public in UAE about epilepsy and its management options, and to organize educational forums for patients and their caregivers
  • To advocate with governmental agencies for comprehensive coverage of medical and surgical requirements of patients with epilepsy and to advocate setting driving regulations for patients suffering from epilepsy
  • To arrange scientific congresses, forums and educational and research meetings as deemed necessary
  • To attract local neurologists to participate actively in all chapter’s activities and to encourage meetings participation opportunities at local, regional and international levels.
  • To promote research and surveys in the field of epilepsy and its related subjects

IV. OFFICIAL LANGUAGE

The English language shall be the official language for scientific activities of the ELAE. Arabic language will be the formal language of communication with official UAE authorities where required.  Other languages may be used for public service announcements and awareness messaging as appropriate.

V. MEMBERSHIP

SECTION I. MEMBERSHIP ELIGIBILITY

 

5.01. Members

ELAE membership is available to every qualified physician and any allied health- care professional who is interested in the field of epilepsy, in full compliance with the prevailing regulations and the bylaws.

  • Adult and paediatric neurologists, neuroradiologists, neurosurgeons, internists, paediatricians, family physicians, neuropsychologists, neurophysiologists, and research scientists interested in the field of epilepsy can apply for membership in the ELAE
  • Membership fees are set at an annual fee of 100 AED

 

5.02        Active Members. Active Members shall be professional healthcare providers and medical researchers in the field of epilepsy. Active Membership shall be limited to residents of the UAE. Active Members shall pay dues as established by the Board of Directors. Active Members may hold elected office. Active Members shall be entitled to one vote upon each matter put before the membership for action.

 

5.03        Associate Members. Associate members shall be non-physician health care providers who are interested in the field of epilepsy or related fields, such as nurses, electrodiagnostic technicians, psychologists, provided that individuals eligible for Associate Member status are not eligible for active Member status. His/ her application should be endorsed by an active member of the ELAE Associate Membership shall be limited to residents of UAE. Associate Members are exempted from annual membership fees. Associate Members are not entitled to vote at the General Assembly Meetings. However, they may hold a non-voting elected officer position.

 

5.04        Junior Members. Any person in training or employed as a postdoctoral fellow in a professional area with an interest in the field of epilepsy may apply for Junior Membership status by completing the application process and with certification of training status from his/r her program director or supervisor. His/ her application should be endorsed by an active member of the ELAE. Junior Member shall pay 50% of the annual dues and entitled to one vote during General assembly Meetings.

 

SECTION II. MEMBERSHIP BENEFITS

 

ELAE membership offers the below benefits:

 

  • ELAE Membership number are assigned and the membership number will be eligible for discounted rates at all ILAE activities as per ILAE policies and guidelines.
  • 1 Vote per member for the executive committee position(s)
  • Priorities to attend ELAE activities at a discounted rate
  • The opportunity to chair sessions in ELAE activities and to actively participate in scientific committees related to the member’s experience and academic interest.

VI. EXECUTIVE COMMITTEE

SECTION I. OFFICERS OF EXECUTIVE COMMITTEE

 

The executive committee shall be in charge of the management of ELAE.

 

The committee comprises of:

  1. President
  2. Vice president
  3. Secretary
  4. Treasurer
  5. Three ELAE members
  6. Past President, when applicable

 

SECTION II. EXECUTIVE COMMITTEE ELECTION AND TERMS IN OFFICE

 

Members of the ELAE as mentioned in Article-5 section 2, shall meet and elect the Executive Committee through voting. Members of the executive Committee will be elected for a four years period.

 

ELECTION CITERIA:

  • Prior to the election, a letter should be sent to all members of the ELAE specifically informing them of the date and location of the election.
  • Any member can apply for a specific position in the executive committee.
  • The voting will be held by open vote: To ensure secrecy in all voting processes, the Executive Committee shall

appoint an independent third party, who shall be responsible for receiving votes

  • The applicant with the highest number of votes will be elected for that position.
  • In case of a tie, the more senior candidate will be elected.
  • If an elected member of the Executive Committee is unable to persevere in his/her position, or in case of repeated unexcused attendance to the Board meetings, the executive Board, by voting, shall end this member’s appointment and a new election for the specific position will be held.

 

SECTION III. DUTIES OF EXECUTIVE COMMITTEE OFFICERS

 

  1. DUTIES OF President

 

The President shall be the Chief Executive Officer of the ELAE and chairperson of the Executive Committee. The President shall supervise and control all the business and affairs of the organization in accordance with the statues and these bylaws and preside at all meetings of the organization. The President shall sign with any other proper officer of the organization authorized by the Executive Committee, any deeds, mortgages, bonds, contracts, or other instruments which may be lawfully executed on behalf of the organization, except where the signing and execution thereof shall be expressly delegated to some other officer or agent of the organization, or shall be required by law to be otherwise signed and executed; and, in general, he or she shall perform all duties incident to the office of President. He or she shall appoint special task force committees and commissions in unlimited numbers in consultation with the Executive Committee.

 

  1. DUTIES OF VICE President

 

The Vice-President shall perform any duties assigned to them by the President or Executive Committee.

 

 

  • DUTIES OF SECRETARY

 

The Secretary-General shall perform any duties assigned to them by the President or Executive Committee.

The Secretary General shall:

  1. Keep the minutes of the meetings of the Executive Committee
  2. Monitor and ensure that all notices are duly given in accordance with the provisions of these bylaws.

 

  1. DUTIES OF TREASURER

 

The treasurer shall perform any duties assigned to them by the President or Executive Committee.

The treasurer shall:

  1. Have the custody or oversight responsibility for all funds and securities of ELAE, the receipt and recording of contributions and funds due and payable to the organization from any sources whatsoever, and the depositing of all of these monies in the name of the Organization in depositories that are selected by the Executive Committee.
  2. The Treasurer will also prepare the budget and coordinate all economic aspects related to the activities of the ELAE.

 

6.01                Vacancies. Should the Office of President become vacant, the First Vice President shall assume that Office. The Secretary General shall assume the Office of the First Vice President and continue his/ her duties until the next election. All other vacancies occurring among the Officers or Board Members shall be filled by appointment by the Board. Such appointed Officers or Board Members shall serve until the next General Assembly meeting

6.02.   Re-election. Term of office of the members of the Executive Committee shall be four years. At the end of the first term the officer may be reelected for another term of 4 years. After 8 consecutive years, the Executive Board is dissolved and any officer of the previous Board is no longer eligible unless the General Assembly recommends with a majority (50%+1) of the votes with at least 50 % of the members present to reelect that officer for another term.

4.03.   Removal. Any Officer or At-Large Board Member may be removed at any time for cause by a two-thirds vote of all Board Members.

4.04.   Resignations. The resignation of any Board Member shall become effective immediately upon written receipt thereof by the President or in the case of the resignation of the President, by the written receipt thereof by the First Vice President.

4.12.   Attendance at Board Meetings. Should any Member of the Board fail to attend two consecutive meetings of the Board, the office shall be thereby vacated, the same as if by voluntary resignation, unless the Board Member has submitted in writing within five (7) days before or after the meeting a statement of satisfactory reasons for failure to attend, and the Board may declare the office vacant and proceed to fill said vacancy.

 

  1. ELAE MEMBERS

 

The members in the executive committee shall perform any duties assigned to them by the President or Executive Committee.

 

  1. PAST PRESIDENT

 

The ELAE Past president shall perform any duties assigned to them by the President or Executive Committee.

  • Past ELAE chapter executive board carry over:
  1. In order for a smooth transition of ELAE chapter activities and duties, the previous ELAE chapter (previously registered under Emirates Neurology society EMINS) will transition and carry over to DAC-registered ELAE and serve as the executive committee till completion of its term, ending in October, 2021.
  2. The executive board will be re-elected at the completion of the remaining 2 years of its previous term or earlier if so agreed upon by unanimous vote of the executive committee.

 

SECTION IV. EXECUTIVE COMMITTEE MEETINGS

 

The executive committee of the ELAE shall meet on regular basis, and not less than 4 meetings per year. The quorum for any board meeting will be 50% of the board members plus one. Votes of any administrative issue will be by open votes by members of the Executive Committee. The voted upon issues will be approved based on majority votes (50% plus one) from members of the ELAE executive committee attending the meeting. In case of a tie vote, the vote of the President shall count twice.

VII. FINANCIAL RESOURCES

The revenues of ELAE include the members’ fees, according to the Article V-Section I.  as well as any other contribution, subvention, donation, bequest and legacy and corresponding incomes, reserve fund and income from own assets, product from disposal of assets, revenue from publicity and sponsors, as well as other potential incomes or revenues as per prevailing laws and regulations.

The ELAE funds is currently raised through pharmaceutical/ medical distribution companies’ sponsorship and delegate registration fees. Sponsorship is raised through agreement between the appointed PCO acting as the agent between the organization and the industry. The appointed PCO sign an agreement amongst each other in order to retrieve the funds. Sponsorship is divided according to tier levels that are differentiated through exposure, number of free delegates invited by sponsoring companies and other privileges such as industry talks during the congress.

Delegation raised through individual and group registration schemas are purchased through the PCO’s online registration system whereas healthcare professionals can provide their credit card details upon purchasing a congress pass. Companies are also allowed to provide funds upon interest of purchasing group registration that is discounted based on the quantities purchased.

VIII. MISCELLANEOUS

SECTION I. FISCAL YEAR

The Fiscal year of the ELAE shall be the calendar year.

 

SECTION II. Dissolution

In the case that the ELAE dissolves due to unforeseen reasons all proceedings, in the case of existence, including surpluses, assets and other forms of valuables will be provided as charity towards the use of ELAE Research within the COUNTRY whereas an applicable process for grant of funding research will proceed.

 

VIEW BYLAWS

AMENDMENT OF THE RULES
These rules and regulations may be amended at any time by decision of the ELAE, subjected to an approval by the ILAE Executive Committee.