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Tennessee Dental

Hygienists Association

Procedures Manual

2016 Revision

TABLE OF CONTENTS

PAGE

SECTION ACALENDAR OF BUSINESS ACTIVITIES4

SECTION BTNDHA PROCEDURES

B-I ...................................General Requirements and Duties of Officers .............6

B-II ..................................Specific Duties of Officers ...........................................8

A. President .............................................................8

B. President-elect .......................................................11

C. Vice-president ........................................................13

D. Immediate Past-president ......................................14

E. Secretary.................................................................15

F. Treasurer ................................................................17

G. Hy-Spy Editor .........................................................20

H. ADHA Delegates ....................................................21

I. Speaker of the House .............................................23

J. Component Trustees ..............................................25

B- III.. Parliamentary Procedure ........................................................................27

B-IV Board of Trustees and Its Duties ..............................................................31

B-V Powers and Duties of Component Delegates .........................................34

B-VI Powers and Duties of Alternate Delegates .............................................35

B-VII House of Delegates .36

B-VIII General Information for and duties of Councils ........................................41

B-IX Specific Duties of Councils

A Council on Annual Session ....................................46

B Council on Association Policy and Bylaws ...........53

C Council on Continuing Education ..........................54

D Council on Finance ..............................................58

E. Council on Member Services ............................... 60

F. Council on Public Relations ................................. 61

G. Council on Regulation and Practice ......................62

H. Council on Access to Care ................................ ..63

I. Council on Leadership ..........................................64

J. Council on Student Affairs .....................................65

B-X General Duties of Liaison & Specific Duties of Liaisons... ..................... 67

A Liaison to Tennessee Board of Dentistry ............. 68

B Liaison to Dental Hygiene Schools........................69

C Liaison to Public Health Stakeholders70

B-XI General Duties of Special Committees ..................................................71

B-XII Reference Committees ..........................................................................72

B-XIII Duties of Members ................................................................................. 77

B-XIV Duties/Suggestions for Components/Officers ........................................ 78

SECTION CSTRATEGIC PLAN .........................................................................81

APPENDIX

Distribution of Manual ........................................................................................ 82

Board of Trustees Meeting Agenda ...................................................................84

Report Format ................................................................................................... 85

Financial Reimbursement Procedure .................................................................86

District Components .......................................................................................... 87

Personal/Professional Data Form ...................................................................... 88

Financial Reimbursement Form ......................................................................... 89

Component Map ................................................................................................ 90

Inquiry Form .............................................................. ....................................... 91

Addendum: HyPac Guidelines92

TNDHA PROCEDURES

SECTION A

TNDHA CALENDAR OF BUSINESS ACTIVITIES

POST ANNUAL SESSION BOARD MEETING: (to be held at AS)

New BOT Member Orientation

Review and adopt council appointments

Review and act on referrals from the House

Evaluate mission, goals, and objectives

SUMMER

Board meeting

Evaluate current strategic plan

Review council recommendations and action plans

ADHA District VI Workshop

ADHA Annual Session

FALL

Board meeting

Evaluate current strategic plan

Strategic planning session

Fall Retreat

Develop strategy and action plans

Hy-Spydistribution

Council and Liaison meetings:

Council on Access to Care

Council on Annual Session

Council on Association Policy and Bylaws

Council on Continuing Education

Council on Finance o Council on Leadership

Council on Member Services o Council on Public Relations

Council on Regulation and Practice

Council onStudent Affairs

Special Committees

TNDHA Liaison to TN Dental Hygiene Schools

Liaison to Board of Dentistry

Liaison to Public Health Stakeholders

Liaison to TDA Oral Health Initiatives Committee

WINTER & PRE-ANNUAL SESSION

Board meeting

Evaluate current strategic plan

Council on Finance reviews budget

Review council recommendations and action plans

Annual Session mailing

Council on Association Policy and Bylaws reviews proposed resolutions and bylaws

ANNUAL SESSION

House of Delegates

Student Tract

Reference committees and caucus sessions

Delegates vote on association policy, bylaws, and business brought before the House

Delegates vote on officers for the upcoming year

Installation of officers

Legislative workshop/update

TNDHA PROCEDURES

SECTION B-I

GENERAL REQUIREMENTS AND DUTIES OF OFFICERS

1. Must have served as an officer on a component level.

2. Shall serve as a member of the Board of Trustees, holding no more than one (1) voting position.

3. Shall represent the general membership to the best of their ability.

4. Shall be familiar with TNDHAs bylaws, policies, and procedures.

5. Shall be familiar with the parliamentary procedures guidelines in this manual.

6. Shall review the Policy and Procedures Manual periodically for deadline dates of various responsibilities.

7. Shall submit a written and financial report at each BOT meeting in the form prescribed by the president.

8. Shall notify the president fifteen (15) days in advance if unable to attend a Board meeting or annual session.

9. Shall give written notification immediately to the president if any prolonged absence from TNDHA activities is necessary.

10. Shall submit an itemized expense account four (4) weeks prior to annual session to the Council on Finance including only expenses pertaining to TNDHA.

11. Shall, upon completion of term, attend the BOT New Members Orientation to:

a. Pass on the Bylaws and Policy and Procedures Manual.

b. Provide a file containing:

i. A list of all activities during term.

ii. Any proposed or passed resolutions pertaining to the office.

iii. Any pertinent correspondence.

iv. A list of suggestions.

c. Answer any questions the successor may have.

12. Shall participate in Strategic Planning Session

13. Shall promptly submit requests for reimbursement of budgeted expenses to the treasurer.

14. Shall submit all budget line item over-expenditures and non-line-item reimbursement requests to the Council on Finance for review and presentation to the Board of Trustees for a recommendation.

15. Shall be suspended or terminated from their leadership capacity(elected officer, committee chair, or council member) in TNDHA if their license has been suspended by the Board of Dentistryor by failure to execute the duties of the office or position as outlined in the TNDHA Procedure manual. The suspended leader can petition the Board of Trustees for reinstatement if their license is restored.

16. Shall address any Inquiry Forms according to protocol.

TNDHA PROCEDURES

SECTION B-II

SPECIFIC DUTIES OF OFFICERS

A. PRESIDENT

1. EXECUTIVE RESPONSIBILITIES

a. The President shall serve as:

i. the official TNDHA representative at all professional functions.

ii. chair of the Board of Trustees, presiding at all meetings.

iii. ex-officio member of all councils.

b. The President shall:

i. call special meetings of the Board of Trustees and House of Delegates as necessary.

ii. follow guidelines in this manual and present proposed council chairs and members for Board approval at the post-annual session meeting.

iii. Shall visit components/Dental Hygiene schools on an alternating schedule. Even numbered components will be visited during even years and odd numbered components will be visited

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