INTERNAL REGULATIONS

Luxembourg Society for Surgery of the Hand (LSSH)

ARTICLE 1: SOCIETY MEETINGS

The Society shall meet at least twice a year:

1) Autumn/Winter Meeting:
Held in Luxembourg or at a venue selected by the Executive Committee. This meeting may take place during the LSSH Symposium.

2) Spring/Summer Meeting:
Held in Luxembourg or at a venue selected by the Executive Committee.

These meetings precede the various scientific events organized by the LSSH.

The official working language of the Society is French. French and English are the official languages of communication.

Honorary President

The Honorary President is appointed by the Executive Committee. This position is honorary and advisory. The Honorary President represents the LSSH before national and international institutions, advises the Secretary General and the members of the Executive Committee on scientific matters and the organization of symposia, and has voting rights.

Secretary General

The Secretary General is elected for a renewable three-year term, with no limit on the number of terms. The Secretary General is responsible for the management of the LSSH, maintaining cohesion within the Society, and fostering relations between LSSH members and other national and international scientific societies. The Secretary General has voting rights.

Treasurer

The Treasurer is elected for a renewable three-year term, with no limit on the number of terms. The Treasurer manages the Society’s budget, collects membership fees, presents the annual financial report, and is authorized to carry out financial transactions on behalf of the LSSH. The Treasurer has voting rights.

Scientific Director

The Scientific Director is elected for a renewable three-year term, with no limit on the number of terms. The Scientific Director actively contributes to the development of the LSSH’s scientific events, including the preparation of scientific programs, the selection of speakers, and the drafting of a summary article for each symposium. The Scientific Director has voting rights.

Communications and External Relations Officer

The Communications and External Relations Officer is elected for a renewable three-year term, with no limit on the number of terms. This officer promotes the LSSH through any appropriate means, including the Society’s website, press articles, and social media. They maintain communication with national and international scientific societies as well as the LSSH’s corresponding international members. The officer has voting rights.

Industry and Partnership Relations Officer

The Industry and Partnership Relations Officer is elected for a renewable three-year term, with no limit on the number of terms. This officer is responsible for promoting the LSSH among industrial and commercial partners.

Consulting Member

The Consulting Member is elected for a renewable three-year term, with no limit on the number of terms. The Consulting Member is consulted on all actions and decisions concerning the LSSH and has voting rights.

Administrative Coordinator

The Administrative Coordinator is elected for a renewable three-year term, with no limit on the number of terms. The Administrative Coordinator supports the work of the Secretary General, coordinates communication among members, updates information on the Society’s website, validates registrations for courses and symposia, and is responsible for managing membership fees.

ARTICLE 3: ROLE OF THE EXECUTIVE COMMITTEE AND COMMITTEES

A) EXECUTIVE COMMITTEE

The Executive Committee is responsible for all decisions concerning the Society and ensures its sound administrative, financial, and strategic management. It defines the Society’s overall direction, supervises its activities, and ensures compliance with the Articles of Association and the decisions adopted by the General Assembly.

Decisions are made by a simple majority of members present or represented. In the event of a tie, the Secretary General shall have the casting vote.

The Executive Committee is responsible for appointing members of the Society and assigning the functions and responsibilities necessary for its operation.

The Executive Committee determines the amount of the annual membership fee and may revise it according to the Society’s operational needs and objectives.

The Executive Committee may terminate the membership of a member in the event of:

Failure to pay membership fees despite reminders;
Serious professional misconduct;
Conduct detrimental to the interests, reputation, or proper functioning of the Society;
Failure to comply with the Articles of Association, these Internal Regulations, or decisions of the governing bodies.

Any decision to terminate membership shall be preceded by a procedure allowing the member concerned to present observations or a defense.

B) APPOINTMENT AND CATEGORIES OF MEMBERS

The Executive Committee reviews applications according to the following membership categories:

1. ASSOCIATE MEMBERS

Associate Members include medical and allied healthcare professionals, as well as physicians undergoing specialist training.

Do not have voting rights at the General Assembly.
Are appointed by decision of the Executive Committee, either upon direct application or following nomination by the Executive Committee.
Must pay an annual membership fee.

2. FULL MEMBERS

Full Members include, by right, members of the Executive Committee.

Full Members also include hand surgeons and/or physicians who can demonstrate regular clinical activity in hand surgery for at least three years.

Have voting rights at the General Assembly.
Are eligible for positions on the Executive Committee.
Are appointed by decision of the Executive Committee.
Must pay an annual membership fee.

3. HONORARY MEMBERS

Honorary Members are individuals recognized for exceptional services rendered to the specialty or to the LSSH.

Are exempt from membership fees.
May not hold elected office, with the exception of the Honorary President.
Do not have voting rights.

The Honorary President is appointed by the Executive Committee.

C) WEBSITE, MULTIMEDIA AND COMMUNICATION

The LSSH website is maintained and regularly updated by the Communications and External Relations Officer and the Administrative Coordinator.

The website enables registration for events organized by the LSSH, renewal of membership fees, and the distribution of educational content.

The official website of the LSSH is:

www.luxssh.com

E) SCIENTIFIC AND EDUCATIONAL ACTIVITIES

The scientific and educational activities organized by the LSSH are the responsibility of the Executive Committee.

Speakers who are not members of the Executive Committee, whether or not they are members of the LSSH, may be invited by the Executive Committee to participate in the organization of scientific or educational events.

The scientific and educational content produced during LSSH events is the exclusive property of the LSSH. It may not be transferred or sold except by decision of the Executive Committee.

Such educational material may be made available to third parties following approval by the Executive Committee.

The Communications and External Relations Officer and the Administrative Coordinator are jointly responsible for the management of the website www.luxssh.com and the Society’s digital communication. Information is published primarily in French and English.

F) HUMANITARIAN MISSIONS

The LSSH may participate in and support humanitarian missions following the presentation of the proposed mission and its objectives.

Any commitment by the LSSH, in any form, to a humanitarian mission shall require approval by the Executive Committee and shall be decided by a simple majority vote.

ARTICLE 4: GENERAL ASSEMBLY

A) ORGANIZATION

The General Assembly consists of all members whose membership fees are up to date.

During the General Assembly, the Executive Committee may consult members on any matters it considers appropriate. However, the Executive Committee remains the Society’s decision-making body.

The General Assembly shall meet at least once each year on a date determined by the Secretary General in consultation with the Executive Committee.

B) QUORUM AND VOTING

Quorum: Two-thirds (2/3) of Full Members must be present or represented on the first call. No quorum is required on the second call.

Ordinary decisions are adopted by a simple majority of Full Members present or represented.

Amendments to the Articles of Association or the dissolution of the Society require a two-thirds majority of Full Members present or represented.

C) ROLE OF THE GENERAL ASSEMBLY

During the Ordinary General Assembly:

The Executive Committee shall inform members of decisions concerning the life of the Society, the activities carried out during the previous financial year, and the strategic directions planned for the future.

Members shall be invited to:

Approve the annual report presented by the Executive Committee;
Approve the financial statements for the previous financial year;
Approve, where applicable, amendments to the Articles of Association within their competence;
Submit candidacies during the renewal of the Executive Committee;
Present proposals, observations, or information to the Executive Committee to contribute to the Society’s development and proper functioning;
Vote on any matter included on the agenda.

Decisions of the Ordinary General Assembly shall be adopted by a simple majority of members present or represented, unless otherwise provided by the Articles of Association.

An Extraordinary General Assembly may be convened by the Executive Committee in the following circumstances:

Amendment of the Articles of Association;
Significant changes affecting the life, organization, or activities of the Society;
Merger, division, or legal restructuring of the Society;
Early dissolution of the Society;
Any exceptional situation requiring a decision by the members.

The procedures governing notice, quorum, and voting for both Ordinary and Extraordinary General Assemblies are defined by the Articles of Association and, where applicable, by these Internal Regulations.

Signatures

Secretary General:
Dr. Germain Pomares

Treasurer:
Dr. Christophe Duysens