MEMPHIS DENTAL HYGIENISTS' ASSOCIATION
BYLAWS
AND
PRINCIPLES OF ETHICS
2005 Revision
THE MEMPHIS DENTAL HYGIENISTS’ ASSOCIATION
BYLAWS AND PRINCIPLES OF ETHICS
2005 Revision
ARTICLE I Name and Definition…………………………….3
ARTICLE II Organization and Jurisdiction….……………….3
ARTICLE III Mission and Purposes ………………………...3
ARTICLE IV Members…………….......…………………….4
ARTICLE V Elected Officers………………………………..8
ARTICLE VI Duties of Officers………...…………………..10
ARTICLE VII Appointed Officers…………………….……...16
ARTICLE VIII Component Responsibilities...…………..…… 17
ARTICLE IX Meetings…………………………....…………17
ARTICLE X Absentee Voting……………….....…………...18
ARTICLE XI Board of Trustees…………………………...…19
ARTICLE XII Councils/Committees…………………………. 20
ARTICLE XIII Liaisons………………………...………………21
ARTICLE XIV Publications…………………………………….22
ARTICLE XV Foundations and Special Section……..………..22
ARTICLE XVI Amendment of Bylaws…………………………22
ARTICLE XVII Principles of Ethics…………………………….23
ARTICLE I
NAME AND DEFINITION
Section 1. Name.
This association shall be the Memphis Dental Hygienists' Association (MDHA), also referred to as "the association" or "this association." The logo of this association is a pyramid with the letters MDHA circumscribed.
Section 2. Definition.
This association is a component of the Tennessee Dental Hygienists’ Association, also referred to as TDHA, which is a constituent of the American Dental Hygienists’ Association, also referred to as ADHA.
ARTICLE II
ORGANIZATION AND JURISDICTION
Section 1. Organization.
This association shall adopt and maintain a Bylaws and Principles of Ethics which shall be in agreement with the Bylaws of both TDHA and ADHA. This association shall also adopt and maintain an Archives, Policies, and Procedures Manual, which shall be in agreement with TDHA and ADHA. A current copy of said documents shall be filed with the Executive Secretary or Director of TDHA and posted on the association website.
The association shall use its funds only to accomplish the purposes and mission stated in these Bylaws. No part of the association’s funds shall inure or be distributed to the members of the association. On dissolution of this association, all funds remaining shall be distributed to one or more regularly organized and qualified professional associations; trade associations; or charitable, educational, scientific, or philanthropic organizations to be selected by the association’s Board of Trustees.
The fiscal year for the association shall be July 1 through June 30 of each year.
Section 2. Jurisdiction.
The jurisdiction of this association shall be the ninth (9th) district of TDHA, also called the Memphis area district.
ARTICLE III
MISSIONAND PURPOSES
Section 1. Mission.
The mission of this association is to:
· improve the public's total health;
· to advance the art and science of dental hygiene by ensuring access to quality oral health care;
· to increase awareness of the cost-effective benefits of disease prevention;
· to promote the highest standards of dental hygiene education, licensure, practice, and research;
· to position the dental hygienist as a preventive oral health professional, and
· to represent, protect, and promote the interests of dental hygienists.
Section 2. Purposes.
The purposes of this association shall be to:
· improve the oral health of the public,
· increase public access to oral health care through less restrictive supervision,
· increase public oral health care delivery through expanded functions by dental hygienists,
· maximize the utilization of dental hygiene services and continue consumer advocacy in the healthcare delivery system,
· serve as the local authoritative resource on all issues related to dental hygiene,
· increase recognition of the dental hygienist as a licensed professional to ensure
credibility to the public,
· promote the dental hygienist as a primary care provider of preventive and therapeutic services,
· advance the art and science of dental hygiene,
· maintain the highest standards of dental hygiene education and practice,
· represent and protect the interest of the dental hygiene profession,
· improve the professional competence of dental hygienists through continuing education,
· foster research in oral health,
· provide professional communication,
· increase membership and participation in ADHA,
· encourage dental hygienists to assume a more active role in the regulation of the dental hygiene profession so dental hygienists can ultimately become self-regulating,
· promote the development of a governing board of dental hygiene for the self-regulation of dental hygiene education and licensure,
· provide for a viable financial base,
· publish a newsletter at least annually, and
· conduct other activities as may be permitted by the State of Tennessee to carry out the purposes of this association.
ARTICLE IV
MEMBERS
Section 1. Classifications of Members.
Members shall meet the following requirements and such other uniform requirements as may be established by the association’s Board of Trustees.
A. Voting Members.
Membership in ADHA, TDHA, and this association shall be required.
1. Active Members.
Any hygienist who holds a certificate or degree in dental hygiene granted:
· pursuant to a dental hygiene program accredited by the American Dental Association Commission on Dental Accreditation, which has a minimum of two academic years of curriculum provided in a college or institution of higher education, or
· by an agency approved by the United States Department of Education Council on Post-Secondary Accreditation, or
· by a national voluntary agency dental hygiene program, or
· who is licensed to practice dental hygiene in Tennessee under the provisions of a "grandfather clause”,
and who agrees to adhere to the bylaws of this association, and who is currently
licensed, practicing, or residing within the jurisdiction of this association shall be
eligible for active membership upon application to this association.
2. Life Members.
Any voting member of this association who is elected by unanimous vote of the Board of Trustees and by a majority vote of the membership of this association present at any given session, for outstanding contributions to both dental hygiene and to this association, shall become a life member. Life members do not pay annual membership dues. The life member shall receive all publications of this association and shall be entitled to all services provided by the association for its members.
3. Retired/Senior Members.
Any voting member who has reached the age of sixty-two years and has been
An active member for at least twenty-five years, twenty consecutive years, or
continuously from the date of eligibility for membership, shall be eligible for
retired/senior membership upon application to the Executive Director of ADHA,
submitted through and verified by this association and TDHA, and accompanied
by proof proof of qualification.
Retired/senior members shall be exempt from paying annual membership dues.
The retired/senior member shall receive all publications of this association and
shall be entitled to all services provided by the association for its members.
4. Members with Disabilities.
Any disabled dental hygienist who has been a voting member, and is prohibited from being employed due to the disability shall be eligible for disability membership upon application to the Executive Secretary of ADHA, submitted through and verified by this association and TDHA, and accompanied by proof of qualification.
Annual dues shall be waived for members with disabilities.
B. Non-Voting Members.
1. Allied Members.
Any individual who supports the purposes and mission of this association and who is not otherwise qualified for any other class of membership shall be eligible for allied membership upon recommendation by a majority vote of the Board of Trustees and two-thirds vote of the membership of this association present at any given session.
Allied members only pay fifty percent of the active member dues.
2. Student Members.
Any student in an accredited dental hygiene program, or a graduate of an accredited dental hygiene program who is pursuing a baccalaureate or graduate degree complementary to a career in dental hygiene, shall be eligible for student membership upon application to the association.
Student members are exempt from annual membership dues.
3. Honorary Members.
Any individual, not a dental hygienist, who has made outstanding contributions to the art and science of dental hygiene or dental health, shall be eligible for honorary membership upon a majority vote of the Board of Trustees and two-thirds vote of the membership of this association present at any given session.
Dues shall be waived for all honorary members.
4. Supporting Members.
Any licensed dental hygienist who is not employed in a dental hygiene-related career and who agrees to adhere to the Bylaws of this association shall be eligible for supporting membership upon application to the Executive Director of ADHA, submitted through and verified by this association and TDHA, and accompanied by proof of qualification. Enrollment in this category shall require membership in ADHA, TDHA and this association.
Annual membership dues shall be reduced by fifty percent for all
supporting members.
5. Corporate Members.
Any corporation, institution, or organization which supports the mission of this association shall be eligible for corporate membership upon application to the Secretary of MDHA.
Annual membership dues to shall be reduced by fifty percent for all corporate
members.
C. Additional Classifications of Membership.
This association shall have the right to establish additional classifications of
membership which are not in conflict with the Bylaws of ADHA or TDHA.
Section 2. Privileges of Members.
A. Voting Members shall have the right to vote; hold office; be elected or appointed to any office, board, council, or committee of this association; be elected a delegate or alternate delegate to the TDHA House of Delegates; attend any general meeting of this association; receive the publications of this association; and such other privileges as the Board of Trustees may determine.
B. Non-Voting Members shall be entitled to attend any general meeting of this association, but without the right to vote or hold office; and such other privileges as the Board of Trustees may determine.
Section 3. Duties for Members.
Members shall pay dues promptly; notify the Secretary of any changes in name or contact information; encourage non-members to join the association; work for the advancement of dental hygiene on the local, state, and national levels; attend continuing education courses, component meetings, and TDHA annual sessions; notify MDHA when resigning; and attend any Board of Trustees meetings and sit in the gallery, but may not contribute to board discussions unless addressed, and may have no vote on issues.
Section 4. Application for Membership.
All applications for membership must be submitted to this association if this is the component the applicant wishes to join. Payment of tripartite dues for the current year must accompany the application for membership when submitted to ADHA.
Section 5. Dues.
The dues of the association are on an annual basis, payable according to the member’s anniversary date specified with ADHA. The amount of annual dues, fees, and assessments for any class of membership in the association shall be established by the membership of this association. A two thirds affirmative vote of those present at any given meeting shall be required for any dues increase.
Section 6. Transfer of Membership.
A member of this association may transfer membership to another component by written request to the Secretary or Director of TDHA, who shall affect the transfer and shall notify both components. Full membership privileges shall be granted to the transferred member without payment of current dues provided current dues have been paid to the previous component. Members may only be part of one component.
Section 7. Loss of Membership.
A. Non-Payment.
If a member fails to pay dues, fees, or assessments within thirty days from the time they become due, membership shall automatically terminate.
B. Suspension/Termination.
Membership in this association may be suspended or
terminated by the Board of Trustees for cause. Sufficient cause for such suspension or
termination of membership may be:
· violation of these Bylaws and Principles of Ethics,
· revocation of license by the Board of Dentistry,
· any unlawful act or practice, or
· other conduct deemed by the Board of Trustees to be prejudicial to the best interest of the association.
A statement of the charges shall be sent by registered mail to the last
recorded address of the member, accompanied by notice of the time and place of the
meeting at which the charges are to be considered. At least thirty days notice shall be
given, and the member shall have the opportunity to appear in person or to be represented
by counsel and to present any defense to such charges before action is taken by the Board
of Trustees. The Board of Trustees may adopt such rules as may be necessary to assure
due process to the member. The decision for suspension or expulsion shall be by a two-
thirds vote of the Board of Trustees.
C. Resignation.
A member not charged with violation of the Bylaws of this association,
TDHA, or ADHA may resign at any time by making written request to the Secretary of
this association, the Secretary or Director of TDHA, and/or to the Executive Director of ADHA, as applicable. No member's resignation shall be accepted until all prior dues, fees, and assessments are paid.
D. Reinstatement of Continuous Membership.
Any member who has forfeited membership for non-payment of dues may be reinstated as a continuous member upon show of good cause, tender of all past and current dues within one year of the date of forfeiture, and upon approval by majority vote of the Board of Trustees.
ARTICLE V
ELECTED OFFICERS
Section 1. Officers.
The elected officers of this association shall be the President-Elect, Vice-President, Secretary, Treasurer, and Newsletter Editor. The TDHA Trustee, TDHA Delegates, and TDHA Alternate Delegates shall be ex-officio officers of this association.
Section 2. Qualifications.
All elected officers shall be voting members of this association.
Section 3. Nominations.
Nominations for office shall be made by the Immediate Past-President. If possible, the Immediate Past-President shall report at least two candidates for each office to be elected by the membership of this association. Additional nominations may be made from the floor. Nominating speeches shall be limited to two minutes in length.
Section 4. Elections.
The officers shall be elected by ballot by the members of this association; to serve the term designated for each office or until a successor is elected. Candidates must receive a majority of the votes cast to be elected. In the event that no candidate receives a majority of the votes cast on the first ballot, the two candidates receiving the highest number of votes shall be voted upon again by ballot. In the event that there is only one candidate for an office, such candidate shall be declared elected by the Parliamentarian. Elections are to be held at the April association meeting. .
Section 5. Term of Office.
The President, President-Elect, Vice-President, and Immediate Past-President shall serve one year terms or until a successor is elected. The Secretary, Treasurer, and Newsletter Editor shall serve two year terms. The term of office shall begin with the fiscal year.
Section 6. Installation.
Officers shall be installed at the May association meeting.
Section 7. Limitations on Service.
No member shall hold more than one office at a time. A member having served more than a half term in an office shall be deemed to have served a term.
Section 8. Vacancies.
A. Should the office of President become vacant, the President-Elect shall serve as
President for the unexpired term and the full term immediately following.
B. Should the office of President-Elect become vacant, it shall be the responsibility of the Immediate Past-President to present candidates for approval by the Board of Trustees. The candidate shall then be approved by a majority vote of the membership of this association.
C. Should the office of the President and President-Elect become vacant, the Vice-President shall serve as President for the unexpired term.
D. Should the office of Vice-President, Immediate Past-President, Secretary, Treasurer, or Newsletter Editor become vacant, such vacancy shall be filled by a majority vote of the Board of Trustees to serve until the next election of officers.
Section 9. Resignation.
Any elected officer may resign by submitting a resignation in writing to the Board of Trustees.
Section 10. Removal.
Any elected officer may be removed for cause. Sufficient cause for such removal may be:
· violation of these Bylaws and Principles of Ethics,
· revocation of licensure by the Board of Dentistry,
· any unlawful act or practice, or
· other conduct deemed by the Board of Trustees to be prejudicial to the best interest of the association.
For removal of an elected officer for cause, it shall be necessary for the body which elected that officer to hold a formal hearing. A statement of the charges shall be sent by registered mail to the last recorded address of the officer, accompanied by notice of the time and place of the meeting at which the charges are to be considered. At least thirty days notice shall be given, and the officer shall have the opportunity to appear in person or to be represented by counsel and to present any defense to such charges before action is taken. The body holding the hearing shall adopt such rules as may be necessary to assure due process to the officer. The decision for removal of an officer from their office shall be by two-thirds vote of the members of this association present at the hearing.
Section 11. Compensation.
No elected officer shall receive compensation from this association for service as an office. MDHA is to have no salaried employees. However, the Board of Trustees may authorize reimbursement of expenses incurred in the performance of the officer's duties for the association, and prescribe procedures for approval and payment of such expenses.
ARTICLE VI
DUTIES OF OFFICERS
Section 1. General Duties.
Officers shall perform the duties prescribed by these Bylaws and Principles of Ethics; the MDHA Archives, Policies and Procedures Manual; and the parliamentary authority adopted by the association.
Officers must:
· be members of ADHA;
· represent the general membership to the best of their abilities;
· be familiar with the MDHA Bylaws and Principles of Ethics and the MDHA Archives, Policies, and Procedures Manual;
· be familiar with the parliamentary procedure guidelines as written in the Archives, Policies, and Procedures Manual;
· review the MDHA Bylaws and Principles of Ethics and MDHA Archives, Policies, and Procedures Manual guidelines periodically for deadlines of various responsibilities; and
· attend all MDHA Board of Trustees meetings and association meetings.
Upon completion of term, officers shall:
· pass on the Bylaws and Principles of Ethics and the Archives, Policies, and Procedures Manual;
· allocate time for a one-on-one question and answer session with successor; and
· furnish a file containing a list of all activities during term, any proposed or passed resolutions pertaining to the office, any pertinent correspondence, and a list of suggestions.
Section 2. Specific Duties.
A. President.
1. Executive Responsibilities
The President shall:
· have general supervision and direction of all officers of the
association;
· be chairman of the Board of Trustees;
· preside over meetings of the Board of Trustees and at all association meetings;
· be an ex-officio member of all councils/committees;
· be the official MDHA representative at all professional
functions;
· call special Board of Trustees meetings whenever necessary; and
· submit a written annual report before July 1 of each year to the Board of Trustees.
2. General Responsibilities
The President shall:
· designate a time and place for all Board of Trustees meetings;
· answer all correspondence related to the office, sending copies to related
individuals, and keeping a copy on file;
· submit a President’s message for the newsletter or association website in the fall;
· maintain a current listing of all officers, councils/committees/subcommittees, chairs and members, liaisons, and constituent officers including contact information;
· appoint (with the approval of the Board of Trustees) committees, committee chairs and members, subcommittees and members, liaisons, and a Historian as directed in the Archives, Policies, and Procedures Manual;
· promptly handle correspondence from the TDHA Council on Member Services, relating to award nominations; and
· promptly handle correspondence from the TDHA President-Elect relating to top nominations for council appointments.
B. President-Elect.
The President-Elect shall succeed to the office of President without another election.
The president-Elect shall:
· have the powers of and perform the duties of the President during any absence or disability of the President;
· serve as ex-officio member of all MDHA councils/committees;
· review the Bylaws and Principles of Ethics and Archives, Policies, and Procedures Manual for updating, editing, or revising, and present any changes to the Board of Trustees;
· submit a written annual report by July 1 of each year to the Board of Trustees, and
· have such other powers and duties as may be determined by the Board of Trustees or the President.
C. Vice-President.
The Vice-President shall:
· serve as program chair and meet with the Board of Trustees to plan the year’s continuing education programs as soon as possible after installation;
· arrange meeting places, dates, fees, and the number of continuing education credits for each meeting of this association;
· negotiate a written contract with any speaker if payment is to be made;
· coordinate travel arrangements, lodging, and any necessary equipment for speakers coming from out of town if necessary;
· create brochures, as appropriate, in cooperation with the Newsletter Editor, to advertise special continuing education courses of the association;
· Obtain mailing labels of the registered dental hygienists in 9th District from the TDHA Secretary or Director for any brochure mailings for special continuing education programs through-out the year;
· Mail brochures for special continuing education programs to all registered dental hygienists in TDHA 9th District, the Hy-Spy editor, RDH magazine, Access magazine, and any other periodicals or interested parties;
· Co-ordinate registration, activities, and clean-up for all continuing education programs;
· evaluate all continuing education courses and make recommendations to the Board of Trustees as appropriate;
· work with the District Trustee to provide possible dates for the TDHA President to visit, by July 1, and coordinate local arrangements when needed;
· work with the Newsletter Editor to handle publicity for the component;
· serve as reporter to the MDHA newsletter;
· submit a written annual report by July 1 of each year to the Board of Trustees; and
· have such powers and duties as may be determined by the Board of Trustees or the President.
D. Immediate Past-President.
The Immediate Past-President shall:
· present a slate of candidates for officer positions which will be vacated the ensuing year before the March association meeting, after presenting the slate to the Treasurer for certification of current membership in ADHA;
· submit a written annual report by July of each year to the Board of Trustees; and
· have such powers and duties as may be determined by the Board of Trustees or the President.
E. Secretary.
The secretary shall:
· maintain an accurate membership roster;
· maintain a current list of MDHA officers, councils/committees/subcommittees including chairs, and liaisons, and their contact information; and send notice of any contact changes to the Secretary or Director and Treasurer of TDHA;
· record the minutes of each officer and membership meeting;
· be responsible for all association correspondence and answer all correspondence promptly;
· maintain MDHA files;
· order MDHA stationary as needed;
· serve on the TDHA Table Clinics Committee;
· serve as reporter to the TDHA newsletter, sending reports in accordance with
deadlines set by the Editor;
· provide continuing education verification slips for all eligible credits obtained at any MDHA meetings, programs, or functions (which include the program title; presenter’s name; program date, location, and time; number of continuing education credits awarded; and the Secretary’s signature);
· submit a written annual report by July 1 of each year to the Board of Trustees, including the minutes of each meeting; and
· shall have such other powers and duties as may be determined by the Board of Trustees or the President.
F. Treasurer.
1. General Responsibilities
The Treasurer shall:
· serve as custodian of the books, monies, financial records, and
property of the association;
· be attentive to fiscal matters;
· notify TDHA of any dues increase or necessary changes in billing as soon as they occur;
· collect dues from new members (ADHA directly bills current members);
· disperse funds subject to the direction of the Board of Trustees;
· disperse funds for advances and expenses incurred by any association member for activities approved by the Board of Trustees;
· provide an oral report of the association’s financial status at each monthly meeting;
· maintain an accurate membership roster using the ADHA membership roster;
· submit a written annual report by July 1 to the Board of Trustees; and
· shall have such other powers and duties as may be determined by the Board of Trustees or the President.
2. Financial Responsibilities
The Treasurer shall:
· have the books reviewed in August of each year to present a balanced budget,
· maintain a file for each line item and keep all correspondence in the treasurer’s file,
· provide $50 toward expenses for TDHA Delegates at TDHA Annual Session,
· reimburse or submit a check to cover travel expenses for the TDHA Trustee to attend TDHA Board meetings,
· balance all bank statements monthly,
· contribute 10% of any profit over the first $250 from component continuing education courses (awarding 3 or more CEU’s) to the TDHA Treasurer, and
· purchase and engrave the incoming President’s token, plaque, or gavel to be presented at the last association meeting of the year.
G. Newsletter Editor.
The Newsletter Editor shall:
· serve as circulation and scientific editor,
· use the MDHA Board of Trustees as reporters,
· notify all contributors to the newsletter of deadline dates for each publication for any reports or articles,
· obtain and place on file a written and signed formal agreement with the printer of choice regarding specifications,
· submit an itemized report of all transactions at each Board of Trustees meeting,
· sell advertising space as available and contact current/potential
advertisers as often as necessary to establish/maintain contracts,
· serve as reporter to ADHA publications and the Tennessee Dental Association Journal,
· publish the newsletter,
· work with the Vice President to handle publicity and create brochures advertising special continuing education programs for the component, and
· have such other powers and duties as may be determined by the Board of Trustees.
The objectives of all association publications shall be to report, chronicle, and
evaluate significant activities and developments of scientific and professional interest
to the dental hygiene profession.
The newsletter shall be published annually at a time determined by the Board of
Trustees and include:
· The President’s message
· Names and contact information of MDHA officers and the TDHA Trustee
· Names of TDHA award recipients and table clinic winners
· TDHA Annual Session activities
· Legislative news
· Dates and locations of TDHA Board of Trustees meetings
· CE information
· ADHA, TDHA, or MDHA dues increase, if applicable
· Current issues relating to Regulations and Practice
The newsletter shall be mailed to all association members, each newsletter
advertiser, ADHA District VI Trustees, TDHA President and Hy-Spy Editor, ADHA
President and Editor, Chair of each dental hygiene school within the association’s
jurisdiction, all 2nd year/senior dental hygiene students of those dental hygiene
schools, and keep one issue on file.
H. Component Trustee.
The Component Trustee shall:
· be elected by the TDHA House of Delegates and serve a 2 year term;
· represent the component at all TDHA Board of Trustees meetings and have one vote;
· obtain a substitute representative from the component if unable to attend a Board of Trustees meeting and shall be replaced after three consecutive absences;
· report actions taken by the TDHA Board of Trustees to the membership at each meeting and relay information from the component to the TDHA Board of Trustees;
· discharge her powers and duties on the TDHA Board of Trustees so as to be in the best interest of the entire association;
· send a list of nominees for vacant TDHA officer positions to the Immediate Past President by March 1 (nominations are not limited to the Trustee’s component);
· send a list of nominees for TDHA council/committee and liaison appointments to the President-Elect by March 1;
· direct the component to elect all officers and the new President to appoint all
committees prior to Annual Session, and submit the list to the TDHA
Secretary or Director by June 1;
· ensure training workshops for component officers are scheduled each year;
· urge component officers to attend TDHA Board of Trustees meetings;
· deliver a copy of the TDHA Bylaws and the Policy and Procedures Manual to the component President;
· verify ADHA membership and send names and addresses of elected Delegates and Alternate Delegates to the TDHA Executive Secretary 30 days prior to Annual Session, remembering that any TDHA member seated as a substitute for a Board of Trustees member may not serve as a voting member in the House of Delegates during the same association year;
· notify the TDHA Secretary or Director immediately of changes regarding any
Delegate(s) who have resigned or been elected or appointed to the Board of
Trustees;
· sit with the component Delegates in the House of Delegates to advise, but have no vote;
· hold component caucuses prior to the first meeting of the House of Delegates and at other times during Annual Session (if necessary) to review resolutions,
recommendations, and reports and review TDHA parliamentary procedures;
· submit a one page typed annual report of Trustee activities, including any resolutions, to the TDHA Secretary or Director by the deadline determined by the Secretary, Director, or President;
· work with the TDHA President during development of component’s schedule to determine a date for the President to visit the component and notify the Vice President;
· provide, by March 1, to the Chair of the TDHA Council on Annual Session, the names of the 40 hour CE award recipients from the component, and signify if the person is a first time recipient;
· provide, by March 1, to the TDHA Chair on Annual Session, nominations for the TDHA awards including a two page typed synopsis of the nominee’s qualifications for Outstanding Dental Hygienist and Outstanding Dental Health Educator; and
· submit a written annual report by July 1 of each year to the Board of Trustees.
ARTICLE VII
APPOINTED OFFICERS
Appointed officers may be established by the Board of Trustees. Definitions, qualifications, duties, term of employment, termination guidelines, and compensation shall be established by a majority vote of the Board of Trustees.
ARTICLE VIII
COMPONENT RESPONSIBILITIES
The component shall:
· be familiar with its defined boundary,
· establish Bylaws and Principles of Ethics in accordance with the TDHA Bylaws and Principles of Ethics and place them on file with TDHA,
· establish an Archives, Policies and Procedures Manual in accordance with the TDHA Archives, Policies, and Procedures Manual and place it on file with TDHA,
· elect officers and report this information to TDHA by June 1 of each year,
· maintain a directory of all registered hygienists within the component including their address, home and work phone numbers, e-mail address, and fax number if available,
· publish an annual newsletter to encourage membership,
· obtain a list of non-renewed members from ADHA and contact them via telephone marketing,
· attempt to contact new members and new graduates in one or more of the following methods: a personal letter, publications, a directory, a schedule of events, or a new member orientation,
· provide continuing education at monthly meetings, free of charge for members, and for fee for non-members, and
· keep the membership updated on state legislative issues and Board of Dentistry activities.
ARTICLE IX
MEETINGS
Section 1. Parliamentary Authority.
For procedures not covered in the Bylaws and Principles of Ethics or MDHA Policy and Procedures, Robert’s Rules of Order Newly Revised (RRONR) shall be the authority.
Section 2. Voting.
Every question which shall come before a meeting of this association, the Board of Trustees, or a committee shall be decided by a majority vote of members present unless otherwise provided by these Bylaws and Principles of Ethics.
Section 3. Quorum.
A majority of the voting members present at any meeting of this association, the Board of Trustees, or a committee shall constitute a quorum.
Section 4. Official Call.
The official call, giving the time and place of each meeting of this association, shall be given at the previous meeting of the association and shall be published in the newsletter.
Section 5. Sessions.
There shall be a meeting of this association monthly, except the months of June and July. August and December meetings are at the discretion of the Board of Trustees. Members of this association shall be entitled to attend all meetings of this association.
Section 6. Business.
The membership of this association shall serve as the legislative body, vested with full power to determine all policies which govern this association in all of its activities, subject only to the Bylaws and Principles of Ethics of this association, the Policies and Procedures of this association, TDHA, and ADHA, or the State of Tennessee.
Section 7. Special Meetings.
Special meetings of this association may be called by the President upon request of three-fourths of the Board of Trustees or two-thirds of the membership in attendance at the previous association meeting. Such special meetings shall be held within thirty days of such request and no sooner than five days. The time, place, and purpose of a special meeting shall be determined by the President. Only that business specified in the call may be transacted during the special meeting.
Section 8. Scientific Sessions.
This association shall hold a minimum of one scientific session annually for the purpose of presenting scientific, technical, and educational information designed to encourage advancement of the art and science of dental hygiene, to bring about standardization of methods and materials, and to improve the professional competence of the dental hygienist. Additional scientific sessions, in the form of seminars, symposia, and workshops, may be scheduled from time to time by the Board of Trustees and councils for the purpose of improving scientific and technical communication and encouraging education and training at all levels of the dental hygiene profession.
Section 9. Annual Meeting.
The annual meeting of TDHA shall be known as the Annual Session and shall be held at a time and place determined by the TDHA Board of Trustees. The TDHA House of Delegates shall meet during annual session. The voting members of the House of Delegates shall consist of at least two delegates from this association, selected by the voting members of the association. This association shall be entitled to one additional delegate for every ten members. For each delegate, this association may have one alternate delegate. Non-voting members of the TDHA House of Delegates shall be any elected or appointed officers and one student delegate from the dental hygiene school in the district.
ARTICLE X
ABSENTEE VOTING
Section 1. Electronic-Mail Ballot.
Any question may be submitted by e-mail within an established body of the association for determination in lieu of a meeting of that body. If one-third of the members of any such body challenge an electronic ballot on the grounds that insufficient information is available for proper consideration of the question, the question shall be postponed to the next regular or special meeting of that body. A report of any action taken by e-mail shall be verified, binding, and effective as if such action were taken at a regular or special meeting. The report shall be made a part of the minutes of the next meeting of said established body.
Section 2. Conference Communication.
Members of the Board of Trustees or of any council or committee may participate in a meeting through conferencing or similar communication by means of which all persons participating in the meeting can communicate with each other at the same time, and such participation shall constitute presence in person at the meeting.
ARTICLE XI
BOARD OF TRUSTEES
Section 1. Composition.
The Board of Trustees shall consist of the President, President-Elect, Vice-President, Immediate Past-President, Secretary, Treasurer, and Newsletter Editor. The TDHA Trustee, Delegates, and Alternate Delegates shall be ex-officio members.
Section 2. Powers.
The Board of Trustees shall be the administrative body of the association, vested with full power to conduct all business, and manage all affairs of the association, and shall have the power to enact interim policies when the membership of the association is not in session and when such policies are necessary to the proper conduct of association affairs. All such policies shall be reported to the membership at the next association meeting for ratification.
Section 3. Duties.
The Board of Trustees shall:
· be responsible for all property, real and personal, owned or held by the association, and
establish officers and agents to entrusted with such property;
· create special committees as needed;
· establish the fiscal year of the association;
· review all financial plans, make judgment, and submit to the membership of this association for adoption a budget for each fiscal year;
· provide leadership and organizational guidance to the committees and delegates;
· develop a strategic plan;
· review the reports of officers, councils, and committees of the association and any resolutions to come before the membership, make judgments, and direct them to the appropriate officer, liaison, or committee;
· adopt rules and regulations for the conduct of the affairs of the association;
· review all contracts before they are signed;
· appoint such agents, attorneys and others it deems necessary; and
· perform such other duties as are prescribed or permitted by the laws of the State of Tennessee for a Board of Trustees, or by TDHA or ADHA Bylaws, these Bylaws, and the Policies and Procedures adopted by the association membership.
Section 4. Meetings.
A. There shall be at least four regular meetings of the Board of Trustees each year.
1. Prior to Annual Session
2. Fall
3. Midwinter
4. Immediately after Annual Session
B. A special meeting may be called by the President. The President shall call a special meeting upon request of three-fourths of the Board of Trustees. The President shall determine the time and place for the special meeting. Special meetings shall be held within thirty days of the request and no sooner than five days. Business shall be limited to that which is stated in the call.
Section 5. Vacancies.
In the absence of the President, President-Elect, Vice-President, or Secretary, the Board of Trustees shall elect one of its voting members to serve as Chairman Pro-Tem of that office for the specified meeting.
ARTICLE XII
COUNCILS/COMMITTEES
Section 1. Establishment.
Councils/Committees can be established by the membership or the Board of Trustees. Councils/committees shall have such duties as designated by the membership or the Board of Trustees, and shall conform to the duties mandated in the association Bylaws and MDHA Policies and Procedures Manual, including the preparation and the filing of reports.
Section 2. Composition.
Councils/committees shall have no fewer than three members, including the Chair, who shall be voting members of the association. If cooperative efforts with other associations make the appointment of a non-member desirable, it shall be made only with the approval of the Board of Trustees. An elected officer shall be appointed, by the President, as a non-voting advisor for each council/ committee. Advisors are to be appointed annually. The President and President-Elect shall serve as ex-officio members of all committees.
Section 3. Appointments.
The council/committee Chair and members of councils/committees shall be appointed annually by the President with the approval of the Board of Trustees, and shall have a tenure limited to four consecutive years or until the assigned task is completed. The Chair shall have a minimum of one year’s experience as a council/committee member prior to serving as Chair of that particular council/committee, if possible.
Section 4. Vacancies.
In the event of a council/committee vacancy, the President shall appoint a successor, with the approval of the Board of Trustees.
Section 5. Subcommittees.
As a need to accomplish the duties of an established council/committee is identified, the council/committee Chair, with the approval of the President, may appoint a subcommittee. The parent council/committee is responsible for the subcommittee. The council/committee Chair is responsible for the continuance of the subcommittee until its duties are completed.
Section 6. Committee Duties.
In the event that there are not enough volunteer members available to form a needed council/committee, the council/committee duties shall be delegated to Board of Trustee members by the President.
Section 7. Special Councils/Committees.
Special councils/committees shall be established by the Board of Trustees as necessary, and their duties designated by the Board of Trustees. Chairs and members shall be appointed by the President, and shall serve until their task is completed. Reports shall be presented as designated by the Board of Trustees.
ARTICLE XIII
LIAISONS
Section 1. Composition.
MDHA shall develop or sustain coalitions via the President who will maintain and/or establish liaisons with appropriate organizations. These organizations shall include:
· the dental hygiene school in the district,
· local dental society,
· local dental assistants’ society, and
· Tennessee Board of Dentistry.
Quarterly reports of the organization’s activities and appropriate recommendations shall be
in writing and given to the Board of Trustees by the liaison as appropriate.
Section 2. Reporting Procedures.
Liaisons shall initiate action as necessary on recommendations contained within their reports. Recommendations not requiring immediate attention, but requiring Board of Trustees action, shall be compiled and appear as an agenda item at the next Board of Trustees meeting, and shall include a discussion of the recommendations to determine appropriate action. Recommendations requiring immediate action shall be evaluated by the President. Referral to the appropriate council/committee, Trustee, member, etc. shall be made for the necessary action. This shall be followed by notification and/or ratification by the Board of Trustees. The liaison representative shall be notified as soon as possible of the action taken by MDHA in response to their recommendations.
ARTICLE XIV
PUBLICATIONS
Section 1. Publication.
There shall be an official annual newsletter of this association. This newsletter is to be mailed to all association members in the fall of each year.
Section 2. Additional Publications.
Additional publications may be authorized by the Board of Trustees. The editors of these publications shall be appointed by the Board of Trustees and shall submit an annual report.
ARTICLE XV
FOUNDATIONS AND SPECIAL SECTIONS
The membership of this association may establish, administer, operate, or dissolve a foundation or special section as a separate entity to perform or engage in functions or activities deemed necessary or appropriate by the membership and upon terms and conditions established by the membership.
ARTICLE XVI
AMENDMENT OF BYLAWS
These Bylaws and Principles of Ethics may be amended at any meeting of the membership or Board of Trustees by a two-thirds affirmative vote, provided that a copy of the proposed amendment has been presented in writing at the previous association meeting, or without notice at any association or board meeting by a three-fourths affirmative vote, provided that unanimous consent has been obtained for consideration of the amendment(s).
ARTICLE XVII
PRINCIPLES OF ETHICS
Each member of the association has the ethical obligation to subscribe to the following principles:
* Provide oral health care utilizing highest professional knowledge, judgment and ability.
* Serve all patients without discrimination.
* Hold professional patient relationships in confidence.
* Utilize every opportunity to increase public understanding of oral health practices.
* Generate public confidence in members of the dental health profession.
* Cooperate with all health professionals in meeting the health needs of the public.
* Recognize and uphold the laws and regulations governing this profession.
* Participate responsibly in this professional association and uphold its purpose.
* Maintain professional competence through continuing education.
* Exchange professional knowledge with other health professions.
* Represent dental hygiene with high standards of personal conduct.
