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
