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Tennessee Dental Hygienists’ Association

Procedures Manual

2016 Revision

TABLE OF CONTENTSP AGE

SECTION A CALENDAR OF BUSINESS ACTIVITIES 4

SECTION BTNDHA PROCEDURESB-I ...................................General Requirements and Duties of Officers

............. 6B-II ..................................Specific Duties of Officers ...........................................

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

8B. President-elect .......................................................

11C. Vice-president ........................................................

13D. Immediate Past-president ......................................

14E. Secretary.................................................................

15F. Treasurer ................................................................

17G. Hy-Spy Editor .........................................................

20H. ADHA Delegates ....................................................

21I. Speaker of the House .............................................

23J. 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 ....................................

46B Council on Association Policy and Bylaws ...........

53

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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 Stakeholders…………………70

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

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

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

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

Addendum: HyPac Guidelines 92

TNDHA PROCEDURES

SECTION A

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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[5]

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. [6]

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 TNDHA’s 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 Member’s 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

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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

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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 during odd years.An itinerary of planned visits should be presented at the fall Board meeting. As for the 2016-17 and 2017-18, TNDHA Fund the President to visit the dental hygiene programs contained in the components where presidential visits are scheduled, and offer Web-X programs in the dental hygiene schools in other areas, with local components representation encouraged.

iv. receive a per diem per travel day when conducting TNDHA business a distance greater than 100 miles from place of residence, as budgeted.

v. attend TNDHA annual session, which is funded as budgeted.

vi. appoint chairs and members of special committees created by the Board of Trustees or House of Delegates.

vii. plan with the Council on Leadership the strategic planning session in conjunction with the Fall Board of Trustees meeting.

viii. forward any Inquiry forms to the appropriate person or council while notifying all BOT members of this action. The person and Council will review, make recommendations,

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and send reports back to the President by the date that is written on the bottom of the form. The President will report at each board meeting the status of each Inquiry Form and notify the individual(s) of the outcome of the inquiry.

2. GENERAL RESPONSIBILITIES

a. The President shall:

i. serve a one (1) year term

ii. designate a time and place for all Board meetings

iii. answer all correspondence related to the office, sending copies to related individuals and keeping a copy on file

iv. submit a president’s message for each issue of Hy-Spy.

v. authorized user of TNDHA financial accounts and shall promptly submit all receipts to the treasurer.

vi. maintain a current listing of mailing and e-mail addresses, home/office/fax phone numbers of all TNDHA officers, councils, liaisons, special committees, and component officers.

vii. assign resolutions to appropriate reference committees after consultation with the speaker of the house.

viii. have a color photo made

3. ANNUAL SESSION RESPONSIBILITIES

a. The President shall:

i. assist the Vice-President and the chair of Annual Session with plans for annual session and attend planning meetings as requested.

ii. send invitations to annual session to ADHA District VI trustee and ADHA president.

iii. assign reference committee chairs, members, and advisors thirty (30) days prior to annual session.

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iv. consult with the Secretary and Speaker of the House concerning resolutions requiring action of the House of Delegates prior to thepre-annual session board meeting.

4. DISTRICT VI AND ADHA RESPONSIBILITIES

i.The President shall: Submit a summary of TNDHA activities to the ADHA District VI trustee as requested

ii. Appoint special committee for ADHA District VI workshop, chaired by ADHA Senior Delegate, when the workshop is held in Tennessee

iii. Serve as ADHA alternate delegate, which is funded as budgeted

1. Be seated in the absence of a delegate

2. assume the powers and duties of the delegate who is unable to fulfill their responsibilities

3. communicate proceedings of ADHA House of Delegates to the delegate who was unable to attend

iv. Submit a constituent report for the ADHA Annual business meeting according to ADHA guidelines at end of term

v. Attend ADHA District VI workshop, which is funded as budgeted

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TNDHA PROCEDURES

SECTION B-II


B. PRESIDENT-ELECT

a. The President-Elect shall:

i. have served as a TNDHA officer.

ii. Shall serve a (1) one year term and succeed to the office of President without another election at the next annual session

iii. revise the Policy and Procedures Manual, inserting resolutions passed by the House of Delegates and Board of Trustees since the last revision, and issue revised manuals by electronic means to members listed in the distribution of manual section at the fall Board meeting.

iv. review this manual for updating, editing, or revising and present any proposed revisions to the Board of Trustees.

v. assist the President as required.

vi. plan all proposed council, liaison, and special committee appointments with input from component trustees.

vii. serve as President during any absence or disability of the president.

viii. appoint an individual for the installation of officers at annual session.

ix. serve as ex-officio member of all TNDHA councils with the exception of the Council of Finance.

x. serve on council of finance.

xi. serve as ADHA delegate

xii. Appoint special committee for ADHA District VI workshop, chaired by ADHA Senior Delegate, when the workshop is held in Tennessee

xiii. Attend ADHA District VI workshop

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TNDHA PROCEDURES

SECTION B-II


C. VICE-PRESIDENT


a. The Vice-President shall:

i. serve a (1) one year term

ii. assist the President as requested.

iii. Serve as a member of the Council on Annual Session

iv. Serve the year immediately following term of office as chair of the Council on Annual session

v. attend TNDHA annual session, which is funded as budgeted.


b. The Vice-President shall:

i. work with the Chair on Annual Session:

1. oversee registration, hospitality, decorations, entertainment, programs and any other responsibilities necessary for Annual Session.

2. serve as Master of Ceremonies at the President’s Luncheon, welcoming and introducing members and guests.

3. arrange for complimentary tickets for the Tennessee ADHA District VI student delegate and alternate delegate, TNDHA president and one (1) guest, one (1) Outstanding Dental Hygiene Student Award recipient from each Tennessee school of dental hygiene, ADHA District VI trustee, and all other ADHA dignitaries for the President’s Luncheon.

4. with input from the President, invite all dignitaries attending

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annual session to give greetings at the President’s Luncheon or House of Delegates

5. Develop and administer written Annual session evaluation form

ii. submit expenses with receipts to the treasurer for reimbursement.

TNDHA PROCEDURES

SECTION B-II


D. IMMEDIATE PAST-PRESIDENT

a. The immediate Past-President shall:

i. Serve a (1) one year term

ii. at the fall Board meeting, present a list of officer positions, which will be vacated the following year.

iii. submit the slate of candidates for office to the Treasurer for certification of current membership in TNDHA one (1) month prior to annual session.

iv. present a validated slate of candidates for office to the House of Delegates.

v. establish communication and strive to implement any goals established between TNDHA and the Tennessee Dental Assistants’ Association and the Tennessee Department of Health.

vi. plan and conduct the New BOT Member Orientation

vii. chair Council on Leadership

viii. serve as a member of the Council on Finance.

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TNDHA PROCEDURES

SECTION B-II


E. SECRETARY


a. The Secretary shall:

i. serve a (2) two year term

ii. call roll, certify quorum and record minutes of TNDHA meetings

iii. answer correspondence promptly

iv. provide copies of pertinent correspondence to the president, president-elect, District VI trustee, and any other person as appropriate.

v. maintain a current list of mail and e-mail addresses and home/office/fax telephone numbers of all TNDHA officers, councils, liaisons, special committees, and component officers The year each officer’s term ends shall be indicated beside their name

vi. maintain TNDHA files

1. contracts

2. maintain archives

vii. obtain annually a list from Admin Assist. of all dental hygienists licensed to practice from the Tennessee Health Related Boards.

2. BOARD MEETING RESPONSIBILITIES [15]

c. The Secretary shall:

i. at least three weeks in advance of each board meeting notify board members, District VI trustee, and chairs of all councils, liaisons, and special committees of:

1. date, time, and place of Board meetings

2. call for submission of agenda items to the president. Deadline for submission ofagenda items shall be determined by the President.

3. request typed - written reports be emailed to the President and Administrative Assistant

ii. record minutes and email copies to all board members, District VI trustee, all council chairs, liaison and special committees within 6 weeks of Board of Trustee meeting.

iii. Email post-BOT minutes to the BOT in 30 days

iv. retain a copy of each report



i. consult with the President and speaker of the house concerning resolutions requiring action of the house of delegates. Include a listing of the resolutions within the minutes of the pre-annual session board meeting.

ii. provide copies of proposed resolutions for reference committee chairs and trustees at the pre-annual session board of trustee meeting and prior to reference committee hearings

iii. record the table arrangement of the house of delegates to assure proper rotation annually

iv. call roll and certify a quorum at 1st and 2nd House of Delegates

v. copy reference committee reports for distribution prior to the 2nd House of Delegates.

4. POST ANNUAL SESSION RESPONSIBILITIES

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i. record award recipients at annual session

ii. notify any elected officers who were not present at annual session of their election.

iii. send annual session minutes to all board members, ADHA District VI trustee, and council chairs.

iv. send a list of names, mail and e-mail addresses, and home/office/fax phone numbers of all officers, councils, liaisons, special committees and component officers to the Board of Trustees.

v. submit to ADHA central office and the District VI trustee, names, addresses, and telephone numbers of TNDHA and component officers.

TNDHA PROCEDURES

SECTION B-II


F. TREASURER


a. The Treasurer shall:

i. have previously served on the Council on Finance.

ii. serve as consultant to the Council on Finance.

iii. notify ADHA of any dues increase or changes in billing as soon as they occur.

iv. Serve a two (2) year term

v. Serve on the council on annual session

vi. Register the TNDHA lobbyist with the appropriate government agency

FINANCIAL RESPONSIBILITIESa. The Treasurer shall:

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i. serve as custodian of all association monies and property pertaining to the treasurer.

ii. disperse funds subject to the direction of the Board of Trustees within 6 weeks of the BOT.

iii. maintain TNDHA checking and savings accounts.

iv. provide a typed - written report of the financial status of TNDHA at each Board meeting.

v. file Form 990, IRS Return of Organization Exempt from Income Tax at the end

of each fiscal year (June 30).

vi. submit the successive treasurer’s name to the bonding company and maintain bonded status.

vii. maintain a file for each budget line item and keep all correspondence in the treasurer’s file.

viii. balance all bank statements monthly and have the Council on Finance review statements quarterly.

ix. send an updated membership roster to the ADHA District VI trustee each January.

x. keep the ADHA District VI trustee informed of any changes in membership as changes occur.

xi. File by January 31 Form 1096 IRS Summary and Transmittal of U.S. Information returns and Form 1099 MISC-Income to line items receiving compensation in the performance of their duties.

xii. Receive, grade and send CE certificates for TNDHA on line CE courses

xiii. Co-ordinate registration for Fall CE.

xiv. Co-ordinate an annual workshop for component treasurers, as needed.

xv. maintain a copy of the contracts of lobbyist, administrative assistant and any other paid personnel or financial agreements.

xvi. annually register and pay for lobbyist with the Tennessee Ethics Committee in December

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xvii. file Corporate Annual Report with Tennessee Secretary of State before October 1st

xviii. submit final budget report summarizing all income and expenses, reconciled with the budget for that fiscal year.

xix. file Lobbyist Expenditure Report bi-annually --by February 14 and August 14.

2. PRE-ANNUAL SESSION RESPONSIBILITIES


i. December 31st, notify each component trustee of the number of component members on the previous June 30th, and, based on that information, indicate the number of delegates and alternate delegates the component is to elect for the next annual session. ii. Confirm the membership of all component delegates and alternate delegates, component officers, constituent officers, and any persons nominated for office, using the ADHA proof of payment rosteriii. Send the list of confirmed delegates and alternate delegates to the president, speaker of the house, secretary, and administrative assistantiv. Supply the administrative assistant with a current membership listv. Provide the Administrative Assistant a report of TNDHA transactions to-date alongside the current year’s budget to be distributed to the District Trustees for district caucus

3. POST-ANNUAL SESSION RESPONSIBILITIES


i. provide a copy of the approved budget to the secretary for inclusion in annual session minutes.

ii. send an annual session financial summary to TNDHA Board of Trustees

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TNDHA PROCEDURES

SECTION B-II


G. HY-SPY EDITOR

a. The Editor shall:

i. serve a 2 year term

ii. serve as circulation and scientific editor, assuring that the objective of all publications is to report, chronicle, and evaluate significant activities, developments of scientific and professional interest to the dental hygiene profession.

iii. Serve on Council on Annual session as exhibitor/marketplace coordinator

1. Responsible for receiving and recording all monies from exhibitor and marketplace participants and shall forward monies directly to Treasurer

iv. Request component reports from component secretaries

v. Notify all Hy-Spy contributors of advertising, report, and article deadlines

vi. Sell advertising space to defray expenses

vii.Publish Hy-Spy on TNDHA’s website annually or as specified by the board to include1. President’s message2. Names and contact information of TNDHA officers3. Names and contact information of component officers4. Names of TNDHA award recipients and table clinic winners5. Report of annual session activities6. Component news7. ADHA District VI meeting and ADHA annual session senior

delegates’ report8. Dates and locations of Board meetings9. CE information, if applicable10.Increase in TNDHA or ADHA dues11.Current issues relating to regulation and practice12.Report from Council on Student affairs13.Report from Council on Regulation and Practice

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TNDHA PROCEDURES

SECTION B-II


H. ADHA DELEGATES

1. ELECTION OF DELEGATES

1. The elected delegates shall:


ii. ADHA establishes the number of delegates based on TNDHA membership on June 30 for the following year.

iii. Two (2) delegates are elected. The terms of delegates #1 and #2 are staggered to provide experienced representation on the national level at all times. The President – Elect shall be the third delegate. In the event that membership allows for additional delegates, the Board will appoint them annually. The outgoing President shall serve as the alternate ADHA delegate. In the event that the alternate delegate is placed as a delegate, then the newly elected junior delegate shall be the alternate delegate.

iv. Seniority of elected delegates is determined by sequence ofelection

2. DUTIES

a. Each delegate shall

i. represent TNDHA at ADHA annual session and District VI Workshop, presenting any TNDHA suggestions or concerns that may warrant consideration by ADHA.

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ii. submit an itemized expense report to the treasurer within four (4) weeks of expenditures at ADHA annual session and District VI Workshop.

iii. immediately notify the TNDHA president and ADHA alternate delegate(s) if unable to attend any session of ADHA or District VI. Also notify ADHA central office if unable to attend ADHA annual session.

iv. serve on the Council on Leadership.

b. Senior delegate shall:

i. serve as chair of TNDHA delegation.

ii. serve as chair of special committee on ADHA District VI workshop, when held in Tennessee.

iii. coordinate with Treasurerthereservations for ADHA annual session and District VI Workshop.

iv. decide which functions and meetings at ADHA annual session the TNDHA delegation should attend and make the necessary assignments.

v. present the District VI Workshop constituent report copies to be ADHA annual session

vi. provide a written report of ADHA activities to TNDHA Secretary and the Hy-Spy editor for publication.

c. Junior Delegate shall:

i. assist Sr. delegate as needed

ii. serve on Council on Leadership

iii. serve on committee for ADHA District VI workshop, when held in Tennessee

iv. review all ADHA Annual Session materials prior to meetings

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TNDHA PROCEDURES

SECTION B-II


I. SPEAKER OF THE HOUSE OF DELEGATES

a. The Speaker of the House shall:

i. serve a (2) two year term

ii. have served as a member of the Board of Trustees or have served as a delegate at least three times in the past five (5) years and have a knowledge of Robert’s Rules of Order, Newly Revised.

iii. serve as an ex-officio member of the Board of Trustees without a vote.

iv. Presides at all meetings of the House of Delegates:

(i) seat all delegates at the opening of each session. (ii) present standing rules at the first session. (iii)appoint a sergeant-at-arms to serve during the House.

a. The sergeant-at-arms shall: 1) not be a delegate or an alternate delegate. 2) safeguard the rules of the House of Delegates. 3) be present 15 minutes prior to each meeting of

the House to check pages and allow delegates to be seated in a timely manner.

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4) direct the work of the pages, tellers, and assistants.

v. Appoint tellers to serve during the House (student members of ADHA may be tellers).

b. The tellers shall:

1) count votes on any crucial question. 2) monitor distribution of ballots during elections. 3) tally ballots immediately following elections. 4) assist the sergeant-at-arms in any other way as

needed.

vi. Appoint pages to serve during the House.

c. The pages shall:

1) deliver written motions to the Secretary. 2) relay messages from one part of the House to

another. 3) distribute election ballots and any printed

material which has been provided for the clarification of a subject brought before the House.

4) assist the sergeant-at-arms in any other way as needed.

vii. Appoint a parliamentarian to serve during the House.

d. The parliamentarian shall:

1) sit to the right of the Chair during House sessions.

2) have available and be familiar with the current copy of Robert’s Rules of Order, Newly Revised.

3) advise/assist the Speaker of the House to ensure the orderly conduct of business.

viii. perform such duties as parliamentary procedures and custom require.

ix. type and copy the proposed agenda for distribution and adoption at the first session of the House. Each delegate and ex-officio member of the House shall receive a copy.

x. serve as parliamentarian at all Board meetings.

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xi. consult with the President and Secretary concerning reference committee assignments.

xii. conduct reference committee orientation prior to reference committee hearings.

xiii. consult with the President and Secretary concerning resolutions requiring action of the House of Delegates prior to the pre-annual session board meeting.

TNDHA PROCEDURES

SECTION B-II


J.COMPONENT TRUSTEES

a. Component trustees shall:


ii. convey information between the component and the Board of Trustees

iii. obtain a substitute representative from the component if unable to attend a Board meeting and be replaced after three (3) consecutive absences.

iv. provide a list of nominees for vacant officer positions to the immediate past president by March 1 (nominations are not limited to the trustee’s component).

v. sendnames, addresses, email addresses, and phone numbers of elected delegates and alternate delegates to the TNDHA treasurer 30 days prior to annual session. Also indicate if they have previously served as a delegate. Any member seated as a substitute for a Board member may not serve as a voting member in the House of Delegates during the same association year.

vi. hold component caucuses prior to the first meeting of the House of Delegates and at other times during annual session as necessary.

1. review the resolutions, recommendations and reports.

2. Review the TNDHA Parliamentary Procedure in this

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Manual and Robert’s Rules of Order, Newly Revised.

vii. sit with the component delegates in the House of Delegates to advise but have no vote.

viii. submit a list of component officers and committee chairs with address, telephone numbers, etc to Secretary by June 1.

ix. submit a list of 40 hour CE Award recipients (indicating 1st time recipients) to Annual Session Awards Chair by March 1.

x. urge component officers to attend Board of Trustees meetings.

1. provide training workshop for component officers, giving them copies of Duties and Suggestions for Component Society Officers from the TNDHA procedures manual.

2. work with the President during development of component’s schedule to determine a date for the TNDHA President to visit the component.

3. send a list of nominees for council and liaison appointments to the President-Elect by March 1.

4. notify the Treasurer immediately of changes regarding any delegate who has resigned or been elected or appointed to the Board of Trustees. The name, address,email addresses and telephone numbers of the person fulfilling that position shall be sent in writing to the Treasurer.

5. assure that component has a current copy of TNDHA bylaws, policies and procedure manuals

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TNDHA PROCEDURES

SECTION B-III

PARLIAMENTARY PROCEDURE FOR TNDHA

A. INCEPTION OF RECOMMENDATIONS AND RESOLUTIONS

1. BOARD OF TRUSTEES

a. it is a standing rule that Board minutes are approved as e-mailed with corrections.

b. a board member or council, liaison, or special committee chair must submit a resolution and justification in writing.

c. all resolutions involving bylaws changes must be submitted to the Council on Association Policy and Bylaws chair thirty (30) days prior to the next Board meeting to assure compliance with ADHA standards

d. the Board follows basic parliamentary procedure to either accept or reject each resolution.

e. an accepted resolution resulting in a change of procedure but not policy is adopted and referred to the appropriate entity for implementation.

f. if a resolution affects policy or a change in bylaws, it is presented to the House for a vote.

2. REFERENCE COMMITTEES

a. all Board of Trustees resolutions requiring action by the House of Delegates are presented in writing to the appropriate reference committee with a written justification for the Board’s recommendation to accept or reject.

b. during reference committee hearings, testimony may be presented by any TNDHA member not serving on the reference committee conducting the hearing, (following the guidelines in this manual).

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c. reports are presented in writing to the House of Delegates.

3. HOUSE OF DELEGATES

a. it is a standing rule of the House that minutes are approved as e-mailed with corrections.

b. a resolution may be made by any seated delegate under New Business in the first session. A copy of the resolution must be immediately provided to the speaker of the House and the Secretary. Such resolutions shall require 2/3 vote of the House of Delegates for consideration. The resolution will be assigned to the appropriate reference committee.

B. PROCESSING RECOMMENDATIONS AND RESOLUTIONS

A. Robert’s Rules of Order, Newly Revised shall be followed in processing a resolution.

B. A resolution shall be presented in writing using the form provided and shall include:

a. the submitter’s name b. the resolution c. the justification

C. IMPLEMENTATION OF RESOLUTIONS

1. Any resolution passed by the House of Delegates is implemented by the appropriate officer, council, liaison, or special committee.

2. Any resolution passed by the House concerning policy or procedure is included in the annual revision of the Policy and Procedures Manual.

3. Any resolution passed by the House concerning bylaws is included in the next revision of the Bylaws.

4. Any resolution passed by the House of Delegates is in effect at the close of that annual session.

D. BASIC PARLIAMENTARY PROCEDURE

1. To make a motion: “Name - I resolve that. . .” or “I move that. . .”

2. To second the motion: “Name - Second”

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3. To debate the motion: “Name - I speak for/against this motion because. . .”

4. To call for the question: “Name - I call the question” or just “Question”

5. To vote on a motion:By show of vote cards, hands, standing or roll call by the executive secretary

a. By voice - “yea” or “nay”b. By ballot (always for elections)c. By general consent. Any member may call for a counted vote when

in doubt.

See Basic Information on Motions (next page)

Basic Information on Motions

RANKING MOTIONS Principal Characteristics

These motions are listed in order of rank. When any one of these motions is immediately pending, those above it are in order and those below are not in order.

PRIVILEGED MOTIONS

13. Fix Time to Which to Adjourn .............................................................yes no yes maj yes no

12. Adjourn ...............................................................................................yes no no maj no no

11. Recess ...............................................................................................yes no yes maj no no

10. Raise a Question of Privilege ............................................................no no X* no yes yes

9. Call for the Orders of the Day .............................................................no no no X* no yes

SUBSIDIARY MOTIONS

8. Lay on the Table .................................................................................yes no no maj no no

7. Previous Question (to close debate) ..................................................yes no no 2/3 yes* no

6. Limit or Extend Limits of Debate .........................................................yes no yes 2/3 yes* no

5. Postpone to a Certain Time .................................................................yes yes yes maj yes no

4. Commit (or Refer) ...............................................................................yes yes yes maj yes* no

3. Amend .................................................................................................yes = yes* maj yes no

2. Postpone Indefinitely...........................................................................yes yes no maj + no

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1. MAIN MOTION ....................................................................................yes yes yes maj* yes no

NON-RANKING MOTIONS Whether these motions are in order depends upon the business already under consideration and what purposethey may serve when introduced.

INCIDENTAL MOTIONS

Appeal .......................................................................................................yes * no maj yes yes

Close Nominations or the Polls ............................................................... yes no yes 2/3 no no

Consider by paragraph or Seriatim ...........................................................yes no yes maj no no

Division of the Assembly ........................................................................... no no no no no yes

Division of a Question ...............................................................................yes no yes maj no no

Objection to Consideration of a Question .................................................no no no 2/3 # yes*

Parliamentary Inquiry ................................................................................no no no Chair no yes

Point of Order ............................................................................................no no no Chair no yes

Reopen Nominations or the Polls .............................................................yes no yes maj # no

Suspend the Rules* .................................................................................. yes no no 2/3* no no

Withdraw a Motion .................................................................................... no* no no maj* # yes*

MOTIONS THAT BRING A QUESTION AGAIN BEFORE THE ASSEMBLY

Reconsider ................................................................................................yes = no maj no no

Rescind .....................................................................................................yes yes yes * # no

Take from the Table ..................................................................................yes no nomaj no no

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Key to the Markings

* -- See Robert’s Rules of Order Newly Revised for special rules. # -- Only a negative vote may be reconsidered. X – Usually no vote taken. Chair responds.= -- Debatable when applied to a debatable motion.

+ -- Only an affirmative vote may be reconsidered. See Robert’s Rules of Order Newly Revised.

TNDHA PROCEDURES

SECTION B-IV

BOARD OF TRUSTEES

A. BOARD COMPOSITION

1. Voting members of the Board of Trustees shall include: President, President-Elect, immediate Past President, Vice-President, Secretary, Treasurer, Hy-Spy editor, ADHA delegates, and one Trustee from each component.

2. All ADHA members may attend Board meetings and sit in the gallery.

B. BOARD RESPONSIBILITIES

1. The Board shall:

i. meet four (4) times a year:a. Post annual Sessionb. Summerc. Falld. Winter/ Prior to Annual Session

2. adhere to the bylaws of TNDHA.

3. control and manage the property and affairs of TNDHA.

4. conduct the business of TNDHA.

5. review all reports and resolutions submitted to the Board, make a judgment, and direct them to the appropriate officer, council, liaison, special committee or reference committee.

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6. review all financial plans, make a judgment, and present them to the appropriate council.

7. approve the tentative program of annual session to include: registration, meetings of House of Delegates and Board of Trustees, delegate caucuses, reference committees, installation of officers, President’s Luncheon, table clinics (if applicable), student member of the ADHA function, continuing education opportunities, alumni receptions, legislative workshop, hospitality suite and new Board of Trustees orientation.

8. create special committees as necessary.

9. review all contracts prior to signing.

TNDHA PROCEDURES

SECTION B-IV

BOARD OF TRUSTEES

C. BOARD MEMBERS RESPONSIBILITIES

1. Board members shall:

a. attend all Board meetings.

b. notify President and Secretary if unable to attend a Board meeting.

c. trustees shall obtain a substitute from the component if unable to attend. Any trustee missing three (3) consecutive Board meetings shall be replaced.

d. attend Strategic Planning Session

e. review reports prior to BOT meeting and contact appropriate office or council for clarity or concern if needed.

D. STANDING RULES OF THE BOARD OF TRUSTEES

1. The order of business for regular sessions of the Board of Trustees shall include the following:

a. Call to order b. Roll call c. Vote on Standing Rules

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d. Approval of minutes of previous meeting as emailed e. Approval of agenda f. Reports of officers g. Reports of councils h. Reports of liaisons i. Reports of special committees j. Review and Evaluate Strategic Plan k. Unfinished business l. New business m. Announcements n. Adjournment

2. The order of business for special sessions of the Board shall be determined by the call for such session according to Article V Section 9 of TNDHA Bylaws.

3. Agenda:

a. The agenda shall be prepared by the president and shall be distributed to Board members.

b. Agenda items may be omitted by unanimous consent of the Board.

c. New business may be added to the agenda by majority consent of the Board.

d. More important items of business shall be scheduled at a reasonably early time during the meeting if necessary.

e. the President shall officially call for submission of agenda items. Board members who have business to be placed on the agenda shall submit the item to the President observing a deadline set by the President.

f. the adoption of the agenda shall not prevent items of business from being postponed, considered, or decided during the meeting.

g. postponements shall be avoided if at all possible.

4. A majority vote of the Board shall be required to allow a Board nonmember to attend an executive session. The president shall determine a time limit for informal discussion and executive session.

5. No Board of Trustees member shall speak in debate more than one (1) time on the same question until each member wishing to speak to the issue has done so. Debate is limited to three (3) minutes per speaker.

6. Resolutions not contained in the report of an officer, council, liaison, or special committee shall be introduced under New Business.

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7. Resolutions contained in an officer’s report shall require a second for consideration. Resolutions presented in the report of a council, liaison, or special committee shall be moved and seconded by Board members for consideration.

8. A resolution may be withdrawn by the maker with the consent of the Board. A withdrawn resolution does not appear in the minutes.

9. In order to move the previous question (call the question--to close debate), one must obtain the floor, a second must be obtained, and a two-thirds vote is required for passage.

10.When a member of the Board leaves before the meeting is adjourned, that person should acquire recognition by the chair and request permission to do so.

TNDHA PROCEDURES

SECTION B-V

TNDHA COMPONENT DELEGATES

A. POWERS

Delegates shall:

i. be elected each year to serve a one (1) year term.

ii. determine the policies of TNDHA and govern its activities.

iii. amend TNDHA bylaws.

iv. have one (1) vote in the House of Delegates.

v. create special committees.

vi. elect officers.

vii. adopt a budget

B. DUTIES

Delegates shall:

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i. be a paid TNDHA member two (2) months prior to annual session.

ii. be officially registered at annual session.

iii. be familiar with parliamentary procedure in this manual and Robert’s Rules of Order, the most recent edition.

iv. review all materials sent by trustee prior to component caucus

v. attend component caucuses prior to the first meeting of the House of Delegates and at other times during annual session as necessary.

vi. notify Trustee if unable to attend any meeting of the House of Delegates.

vii. attend and vote in the House of Delegates.

viii. attend reference committee hearings.

ix. write amendments, justifications, or testimony for reference committee hearings.

TNDHA PROCEDURES

SECTION B-VI

TNDHA ALTERNATE DELEGATES

B. DUTIES (cont.)

Alternate Delegates shall:

i. be elected each year to serve a one (1) year term;

ii. be seated according to the order of election at the component meeting;

iii. fulfill the same duties and powers assigned to the Delegate who is unable to fulfill these obligations;

iv. be a paid TNDHA member two (2) months prior to Annual Session.

THE TNDHA COMPONENT DELEGATES AND ALTERNATE DELEGATES ARE MEMBERS ELECTED FROM EACH COMPONENT AND ARE NOT VOTING MEMBERS OF THE TNDHABOARD OFTRUSTEES. THE NUMBER OF DELEGATES EACH COMPONENT HAS IS BASED ON THE TOTAL MEMBERSHIP OF THE COMPONENT AS OF JUNE 30 OF THE PRECEDING YEAR. EQUAL NUMBERS OF DELEGATES AND ALTERNATE DELEGATES

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SHOULD BE ELECTED ACCORDING TO THE NOTIFICATION BY THE TNDHA TREASURER.

TNDHA PROCEDURES

SECTION B-VII

HOUSE OF DELEGATES

A. COMPOSITION

A. The House of Delegates (HOD) shall be composed of the officially elected and registered delegates or alternate delegates of each component.

1. each component shall be represented by at least two (2) delegates and two (2) alternate delegates.

2. components having more than ten (10) members shall be entitled to one additional delegate for every ten (10) members and of every major fraction thereof.

Members Delegates 0-15 2 16-25 3 26-35 4 36-45 5 46-55 6 56-65 7 66-75 8

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76-85 9 86-95 10

96-105 11 106-115 12 116-125 13

3. June 30 of each year shall be the cut-off date for determining the number of delegates allowed for the next annual session.

4. each component shall elect the same number of alternate delegates as delegates.

5. a component not represented by delegates shall have substitute delegates elected by the House from the members of that component in attendance at annual session.

6. a majority of the registered delegates shall constitute a quorum for the transaction of business at any meeting of the House.

7. TNDHA officers are ex-officio members of the House without a vote.

8. Speaker of the House shall appoint a parliamentarian, sergeant-at-arms, tellers, and pages. (student ADHA members may be used if available.) (For duties of these personnel, refer to Section B-II, I., 4.)

B. The House of Delegates shall also be composed of a Student Delegation1. Student delegation will be composed of the outstanding student from each Dental Hygiene program2. Each student represented on the delegation must be a SADHA member3. The student delegation shall elect a representative to be the delegation spokesperson4. The student delegation will be allowed one pseudo vote based on consensus of the delegationEach student representing a Dental hygiene school will be responsible for reporting all activities at the annual session and decisions from the House of Delegates5. The student delegation will be advised by an ADHA delegate.

C. SEATING

1. After the secretary's roll call the appropriate number of delegates shall be officially seated by the speaker of the House at the opening of each meeting of the House of Delegates. The student delegation, with proper designation, shall also be seated.

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2. The table arrangement for the components shall rotate annually according to the direction of the secretary.

TNDHA PROCEDURES

SECTION B-VII

HOUSE OF DELEGATES

D. DUTIES

The Delegates shall:

1. be the authoritative body and possess the legislative powers of TNDHA.

2. convene annually, except when otherwise directed by the Board of Trustees. The House of Delegates may be divided into several meetings if such is necessary to the proper conduct of association affairs, providing that the roll is called at the beginning of each meeting.

3. adopt the agenda for the House of Delegates and conduct the business of TNDHA.

4. elect TNDHA officers.

5. adopt an annual budget.

6. be replaced immediately if elected or appointed to a position on the Board of Trustees. The name, address, email addresses and telephone numbers of the person fulfilling this term shall be sent in writing to the Secretary.

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7. create special committees as necessary.

8. amend TNDHA bylaws as necessary

E. ORDER OF BUSINESS

The order of business or meetings of any annual session shall include (not necessarily in the order listed) the following items, unless changed by a two-third affirmative vote of the members present and voting:

1. Call to order 2. Invocation 3. Roll call 4. Standing rules 5. Adoption of the agenda 6. Approval of minutes of last session emailed with corrections

notwithstanding 7. Reference committees 8. New business 9. Unfinished business 10.Election of officers 11.Announce the award winners and recognize the student award recipients12.Installation of officers 13.Announcements 14.Adjournment

F. RULES OF CONDUCT FOR THE HOUSE OF DELEGATES

1. Delegates shall be required to visually wear the badge issued upon registration.

2. Delegates are to remain seated and are not to leave the room until the House approves recess, adjournment, or there is an emergency.

3. Smoking, eating, or any activities other than those pertaining to the business of this Association are prohibited.

4. The speaker may call at least one ten (10) minute recess in each House of Delegates.

G. PARLIAMENTARY PROCEDURE GOVERNING HOUSE SESSION

1. Robert’s Rules of Order, Newly Revised, current edition, shall govern the Association in accordance with TNDHAs’ Bylaws.

2. The “Basic Parliamentary Procedures for the House of Delegates Sessions” as contained in TNDHA’s Policy and Procedures Manual will be followed during the House of Delegates Session.

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3. The minutes of the last House of Delegates are approved as e-mailed and corrected.

4. The chair will utilize GENERAL CONSENT as often as possible to expedite procedures. Delegates should voice objections when there is any question.

5. Delegates shall vote on resolutions as presented by the reference committee.

6. No member shall speak in debate more than one (1) time on the same question until each delegate wishing to speak to the issue has done so.

7. The trustee will act in a consulting capacity only and address the House only by consent of the voting delegates.

8. During nomination of officers, each candidate is allowed a nominating speech of two (2) minutes and a seconding speech of two (2) minutes.

9. New resolutions to come before the House of Delegates will come under new business in the first session so that the resolution can be assigned to the appropriate reference committee. A copy of the resolution must be immediately provided to the speaker of the House and the Secretary. Such resolution shall require 2/3 vote of the House of Delegates to be received by the House for consideration.

10.President may appoint an officer of the TNDHA (i.e. Parlimentarian or Speaker of the House) to caucus with delegates that are seated without a component trustee

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TNDHA PROCEDURES

SECTION B-VIII

GENERAL INFORMATION FOR TNDHA COUNCILS

A. INTRODUCTION TO COUNCILS

The TNDHA council structure was developed to support the Association’s mission:

Lead the transformation of the dental hygiene profession to improve the public’s oral and overall health.

Council members are appointed by the TNDHA president with the approval of the Board of Trustees at the post-annual session Board of Trustees meeting. Appointments are made to provide for equitable representation of the TNDHA districts. In the event of a vacancy, the president appoints a successor with the approval of the Board.

B. COUNCIL STRUCTURE

1. Members

a. Each council shall consist of not less than three (3) members including the chair.

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b. Members shall be appointed annually with tenure limited to four (4) consecutive years.

c. The chair should have a minimum of one year’s experience as a council member prior to serving as chair of that particular council,. The entire tenure on a council shall not exceed a total of four (4) years.

d. The TNDHA president shall serve as ex-officio members of all councils.

e. Finance council must have at least one component treasurer.

2. Advisors

a. The president shall appoint one member of the Board of Trustees to serve as advisor to each council. The advisor serves in a non-voting capacity. The appointment shall be made on an annual basis.

b. The responsibilities of the advisor are to:

i. be familiar with the TNDHA strategic plan and budget

ii. be familiar with the work of the council through reviewing minutes and reports of the previous three years and by conferring with the previous advisor, the secretary, and the President.

iii. serve as the liaison between the Board and the council.

iv. serve as the resource person for the council.

v. ensure that the Council reviews all directives and inquiry forms.

vi. assist the President in assessing Council activity.

vii. assist the Council in identifying areas of interest/concern similar to those of other Councils so that they may work together, but without duplication.

viii. assist the Council with the modification and evaluation of the three (3) year strategic plan with full regard to the TNDHA operational objectives.

ix. provide comparative review of the Council’s recommendations with current TNDHA policies and procedures.

x. facilitate the Council’s extension of objectives into the

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future.

3. Subcommittees

c. As a need to accomplish the duties of the Council is identified, the Council Chair, with the approval of the President, may appoint a subcommittee.

d. The parent Council is responsible for the subcommittee. The Council Chair is responsible for the continuance of the subcommittee until its duties are completed.

TNDHA PROCEDURES

SECTION B-VIII

GENERAL INFORMATION FOR TNDHA COUNCILS

C. COUNCIL MEMBER APPOINTMENTS

1. Before Annual Session:

a. The President-Elect, encourages members who are interested in serving on a Council/Committee to complete a bio-data form

b. Interested members who respond are sent a personal/professional data form. These completed forms are returned to the President-Elect.

c. The President-Elect reviews the applications, consults with Trustees and component Presidents, and makes selections for appointments to the Council/Committees.

d. The President sends thank-you letters to previous Council/Committee members

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2.At Annual Session:

a. the President-Elect, through appropriate avenues, encourages members who are interested in serving on a Council/Committee to complete a Bio – data form.

b. the new President presents Council/Committee selections to the Board of Trustees at the Post-Annual session Board meeting.

c. the Board of Trustees approves all Council/Committee appointments from the nominations submitted. Appointments not approved at the Post-Annual session Board meeting may be approved later by e-mail ballot.

3. Following Annual Session:

The President communicates the following to Council members:

a. advises The President-Elect to contact members who are interested in serving on a Council/Committee.

b. advises each Council member of their appointment to serve on the Council/Committee.

c. identify committees included within the Council and the scopes of those Committees where applicable.

d. specify directives according to strategic plan.

e. meeting dates applicable to the Council/Committee, including the Strategic Planning Session

D. COUNCIL FUNCTIONS/PERFORMANCE

1. The Council will review the objectives of the TNDHA Strategic Plan which relate to its scope of responsibility, and shall submit reports and recommendations to the Board of Trustees for evaluation and approval.

2. Policy/Position statements defining TNDHA philosophy and/or support of a concept are referred to specific Councils/Committees by the President.

3. Directives of the House of Delegates and/or the Board requiring completion of a given task are referred to specific Councils by the President.

4. Copies of all related HOD testimony may be provided to the Chair at the Post - Annual session BOARD meeting.

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5. The Council shall develop a plan and/or mechanism for the implementation of newly adopted policy or directives received from the Board, the House of Delegates, and/or President.

6. Council actions shall be reported to the Board and/or HOD.

7. Council will review all Inquiry Forms assigned. Council will make appropriate recommendations and report back to the President by the specified date on the form.

E. ADDITIONAL GENERAL INFORMATION

1. The council chairs shall:

a. review the Policy and Procedures Manual guidelines periodically for deadline dates of various responsibilities.

b. submit a progress report and a financial report for all Board of Trustees meeting. (Refer to Appendix for the proper report format.) Prior to the meeting e-mail one (1) copy to the Secretary and one (1) copy to the President.

c. notify the President in advance if unable to attend Annual session so that a replacement may be appointed at the first Board meeting to fulfill any Annual session responsibilities of that council.

d. Upon completion of term, the Chairs must:

i. pass on Policy and Procedures Manual, if one has been issued.

ii. furnish a file containing a list of activities and council reports during term, proposed or passed resolutions pertaining to council, any pertinent correspondence, and a list of suggestions. iii. attend the New Members Orientation to transfer information to the new chair.

.

2. Council Chairs and members are encouraged to attend Annual session, Board of Trustees and Strategic Planning Session meetings. Chairs are further encouraged to hold meetings with their council members during the Fall Board of Trustees meeting.

3. All resolutions involving bylaws changes and/or additions should be submitted to the Council on Association Policy and Bylaws 30 days prior to the next Board meeting for improvement of procedural practices to comply with ADHA standards.

4. Financial responsibilities

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a. income from any council must be sent to Treasurer and then be reissued to the council, thus maintaining non-profit status with the IRS.

b. requests for reimbursement shall be submitted to the Treasurer before Annual session, if possible, or before the end of the fiscal year (June 30).

c. requests for reimbursement for over-expenditures shall be submitted to the Council on Finance Chair for approval. State the amount of over-expenditure.

d. all non-line item reimbursement requests must be submitted to the Council on Finance for review and presentation to the Board of Trustees.

TNDHA PROCEDURES

SECTION B-IX

SPECIFIC DUTIES OF COUNCILS

A. COUNCIL ON ANNUAL SESSION

The immediate past Vice-President shall serve as chair of Council on Annual Session.

The Council shall be divided into five subcommittees:

1. Event Planning & Registration; 2.Continuing Education; 3. Awards; 4. Exhibitor & Marketplace; 5. Student Tract

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1. Event Planning and Registration

A. Event Planning:

i. Obtain all hotel accommodations and arrangements for annual session: a. room reservations for the hospitality suite

The established component is responsible for the hospitality suite

TNDHA will reserve a room or purchase a room next to the hospitality suite unless the room is complementary

b.room reservations for ADHA representatives c. room reservations for lecturers d. room reservations for all Annual Session events e. establish registration fees f. negotiate hotel, food and room contracts

ii. Review Annual Session agenda to assess the following:

a. Activities b. Time allotments c. Geographic locations d. Costs e. Facilities f. Local arrangements

The President’s component is responsible for Presidents’ luncheon and Installation Program

Any additional monetary proceeds from the sale of table decorations be allocated according to the instructions of the established component

iii. Based on written evaluations and verbal feedback the council shall propose recommendations to meet the needs of TNDHA membership.

B. Registration:

The chair shall:

i. Assist the Administrative Assistant in coordination of registration area/desk

ii. provide an outline of all information available regarding registration for the succeeding chair

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iii. inform the Continuing Education chair of information needed for pre-registration no later than sixty (60) days prior to annual session.

iv. Delegate that name badges be typed, by the Administrative Assistant, with the appropriate designation following the name and under the name, i.e., RDH, retired, life, allied, honorary, student or faculty member, guest, officer title or registrar(city/district where registered). The colored ribbon used on designated badges is:

a. Purple for past presidents, president, president-elect and vice-president

b. Gold or yellow for trustees c. Green for other officers d. White for TNDHA delegates e. Blue for registrar f. Red for dental hygienist members of the Board of Dentistry g. Maroon for reference committee members

vii. Ensure that registrars be present during registration hours

viii. Ensure registrars maintain a list of members joining at annual session.

ix. Maintain a list of component delegates and alternate delegates provided by the secretary (must be at the registration desk during registration hours)

x. Ensure all persons registering will receive a registration packet provided by TNDHA.

xi. Pre-registration information and fees:

a. Pre-registration forms shall be available online. b. A pre-registration fee shall be charged members in addition to

any other expenses, i.e., meal tickets. c. Refunds on pre-registration fees will be made up to three (3)

weeks prior to annual session. d. Refunds on meal tickets will be made up to one (1) week prior

to annual session.

xii. Registration fees:

a. Registration fee will be higher than the pre-registration fee. b. TNDHA president, vice-president,treasurer, continuing

education chair, annual session chair, and invited guests of TNDHA, including any invited ADHA officer, shall pay no registration fee.

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c. Non-member hygienists will pay a registration fee to be determined annually.

d. Student ADHA members will be required to pay a nominal registration fee

xiii. All invited guests of TNDHA receive complimentary meal tickets.

xiv. The registrars shall provide a list of the total registrations for the treasurer

2. Continuing Education

a. The chair of Continuing Education council shall serve as continuing education chair for annual session.

b. The chair of continuing education council shall serve as advisor to the TNDHA Fall CE Fundraiser.

c. All components are to be included in the rotation for the TNDHA Fall CE Fundraiser - Components 1 & 2; 7 & 9; 3, 4, & 6 and 5& 8.

d. secure all speakers for annual session.

e. submit speakers’ bios and course descriptions for annual session printing.

f. oversee the development and distribution of CE certificates for courses.

g. secure all speaker A/V needs.

h. oversee publication of Annual Session materials

i. write thank you notes to guest speakers

3. Awards a. consider other special recognitions for any member or any

component deserving recognition and generate the award (i.e. member who has served TNDHA in one capacity for a long time or any component whose membership has a marked increase).

b. submit the names of all award winners to the Editor of the HY-Spy by the deadline set for publication in the Fall issue.

c. send a letter to the component trustees three (3) months prior to Annual session requesting nominations for TNDHA awards.

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d. send a letter to the Chair of each School of Dental Hygiene three (3) months prior to Annual session requesting one (1) nomination for the Outstanding Dental Hygiene Student Award and invite the recipient to be TNDHA’s guest at the President’s Luncheon during Annual session at which time the Outstanding Dental Hygiene Student recipients will be recognized.

e. submit the list of nominees for the Outstanding Dental Hygienist Award and the Dental Health Educator Award to the Treasurer for verification of current membership prior to this committee’s selection of award recipients.

f. send copies of the synopses submitted for nominees for the Outstanding Dental Hygienist Award and Outstanding Dental Health Educator Award to all Trustees two (2) months prior to Annual session with a ballot for them to return promptly.

g. have the certificates signed by the President and one other officer, with their title, prior to presentation.

h. purchase and engrave the President’s token (usually 8x10 plaque) to be presented at the President’s Luncheon at Annual session.

i. Present engraved plaques (usually 7x9) to the Outstanding Dental Hygienist, Outstanding Dental Health Educator recipient, and Cashion-Schmitt winner (most CEUs in the year).

j. A certificate shall be presented to hygienists who earn 40 or more CEUs in one calendar year.

k. Keep a record of all award recipients and submit these names to the secretary and the President-Elect at Annual session.

l. Recognize Schools with 100% ADHA membership for faculty and students

m. It will be at the discretion of the Council on annual session and the President when the awards will be presented

ii. CRITERIA FOR SELECTING AWARD RECIPIENTS

a. OUTSTANDING DENTAL HYGIENIST : Awarded to a hygienist in appreciation of service rendered within TNDHA and who is a current member according to ADHA membership deadline policy.

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b. DENTAL HEALTH EDUCATION : Awarded to a hygienist for outstanding year round contributions to dental health education from March 1 of the previous year to February 28 of the present year, and who is a current member according to ADHA membership deadline policy. These contributions are not to be remunerated or fulfillment of course requirements.

c. OUTSTANDING DENTAL HYGIENE STUDENT : Awarded to one dental hygiene student from each School of Dental Hygiene in Tennessee. The student shall be outstanding in fellow student relations, both academically and professionally. The nominee is elected by the senior students under the supervision of the Director of the School of Dental Hygiene. The award is to be mailed to the appropriate School and presented to the recipient at student graduation, capping/pinning ceremony, or award’s day ceremony. The recipients will also be recognized verbally at the President’s Luncheon.

d. CASHION-SCHMITT : Awarded to the member who acquires the most continuing education hours according to the guidelines set up for forty (40) hour Continuing Education awards. The recipient will be presented with an engraved plaque indicating the number of CE hours attained.

e. CONTINUING EDUCATION : Awarded to members who have received forty (40) or more Continuing Education units in one calendar year.

f. MARY LOU MIRABITO AWARD : Awarded to a TNDHA member or non-member in tribute to Mary Lou Mirabito for her contribution and devotion to the profession of Dental Hygiene. The recipient must be of good moral character and high ethical standards, have served as a dental hygienist for twenty (20) years or more, have served as a dental hygienist for the last three (3) consecutive years (the one allowable exception being an interruption of service due to illness, in which case the candidate must have served the last three (3) years in aggregate), and have been recommended by any member of the Tennessee Dental Hygiene Association.

g. SPECIAL TNDHA SERVICE AWARD : Awarded to the hygienist who is found to have made exceptional and distinctive contributions for the advancement and benefit of TNDHA and who is a current member according to ADHA membership deadline policy. (This award is not necessarily given annually.)

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h. DISTINGUISHED SERVICE AWARD : Awarded to the hygienist in recognition of extraordinary service within the community through volunteer work which directly benefits those outside of TNDHA. (This award is not necessarily given annually.)

i. OUTSTANDING DENTAL HYGIENE STUDENT MENTOR AWARD : This award is to recognize and thank dental hygiene student mentors for all that they give.

** All awards except (f) the Mary Lou Mirabito Award are awarded to members of TNDHA.

4. Exhibitor/Marketplace Sponsorship

a. The Hy-Spy Editor shall serve as coordinator b. Set early deadlines for notification to exhibitors

5. Student Tract

i. make every effort to schedule the functions for student ADHA members on the same day as table clinics

ii. Table Clinic Chairperson:

a. Shall contact each school of Dental Hygiene via mail three (3) months prior to Annual Session inviting their students to participate in the table clinic presentations at Annual Session.

b. Shall send a letter inviting only students participating in Table clinics to be a guest at the President’s Luncheon during annual session at which time the winners of the table clinics will be announced. An RSVP to luncheon is required

c. When contacting the schools a mailing packet is put together with the following information:

1. invitation letter stating date, location, time, application deadline, and other pertinent information

2. applications for entry including equipment needed for presentation

3. contact person and number

4. sample scoring sheet (optional)

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d. Coordinates with Annual Session Chair with following details:

1. number of participants

2. number of tables needed

3. additional needed equipment (electrical/water, etc)

4. recruits 4-5 judges to listen and judge table clinics. It is preferred that judges have not graduated from participating schools.

5. shall tally scores and identify 1st, 2nd, and 3rd place winners.

6. coordinate with TNDHA Treasurer to determine monetary prizes for winners.

7. announces winners at either President's Luncheon or other luncheon determined by Annual Session Chair

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TNDHA PROCEDURES

SECTION B-IX


B. COUNCIL ON ASSOCIATION POLICY AND BYLAWS

1. The Senior ADHA Delegate shall serve as an active advisor after returning from the ADHA Annual session.

2. The Speaker of the house shall serve as ex-officio member.

3. The Council shall:

a. review proposed changes prior to Annual session to ensure appropriate word choice, punctuation, and interface potential with the Policy and Procedures and Bylaws documents.

b. maintain TNDHA By-laws to reflect ADHA By-laws.

c. recommend changes in the By-laws to the Board of Trustees.

d. revise the By-laws to reflect HOD actions.

e. issue updated copies of the TNDHA By-laws to all persons receiving a full copy of the P&P as stated in Distribution of Manual.

f. be responsible for keeping the current Bylaws of TNDHA and ADHA. These should be given along with any other material to the successor immediately after Annual session.

[54]

TNDHA PROCEDURES

SECTION B-IX


C. COUNCIL ON CONTINUING EDUCATIONCOUNCIL CHAIR:

Immediately upon notification of appointments, the Chair should contact all members and set up a meeting to plan continuing education course(s) as directed by the Board.

1. The Council’s duties are as follows:

i. establish for each course:a. date b. fees c. continuing education credits

ii. select subject matter with input from various officers and members of TNDHA.

iii. contact speaker one year prior to the course date.

iv. negotiate a written contract with the clinician that is specific about dates, travel, ground transportation, deposits, lodging, meals, media equipment, printed supplies, deadlines, cancellation deadline, and honorarium and supply a copy to Treasurer

v. Marketing:

a. Three months prior to the course obtain mailing labels for registered dental hygienists and dentists in Tennessee and surrounding states.

b. Mailing labels for Tennessee may be obtained from Administrative Assistant

c. Obtain selected mailing labels from other states as deemed necessary.

[55]

d. Develop a brochure which contains the course title, name of speaker with bio-data, date, time, location, course objectives, who should attend, registration fees, pre-registration deadlines, sponsor(s), handicap accommodations, a registration form that includes ways to register and refund policy, and continuing education credits, and TNDHA contact information.

e. Print the brochure fourteen to sixteen weeks prior to date of course.

f. e-mail copies twelve to fourteen weeks prior to the course to: webmaster, district newsletters, ADHA, RDH, editors of Hy-Spy, District Newsletters and local newspapers.

g. Mail the brochure ten to twelve weeks prior to the date of the course. Mail from the post office or use a mail service which will fold, label, and mail the material.

h. Mail brochure to dental hygiene programs as applicable.

i. Evaluate the CE course and make recommendations based on the response

vi. Registration:

a. The Chair will appoint a registration committee to receive all registration forms and to work with a local arrangements committee.

b. The Council members will serve along with the Committee on Local Arrangements which has been appointed by the President of the local society. Delegation of duties will be determined jointly by the members. They should include:

1. Arrange speaker’s lodging reservations.2. Make reservation(s) for a meeting room(s).3. Coordinate with the hotel’s contact person:

room seating arrangements, clinician’s requests for table, lectern, and audiovisual equipment.

4. Arrange for luncheon and refreshments at breaks (if provided).

5. Negotiate a signed contract with the hotel.

The Council Chair will issue continuing education credit certificates to attendees at the end of the course which have been signed by the Council Chair and sealed with the TNDHA seal.

[56]

vii. The Council Chair is responsible for forwarding bills to TNDHA treasurer for expenses incurred from the course(s). Advances may be requested using the re-imbursement request form.

viii. The Council Chair will compile a detailed written report of the CE course to the Board of Trustees.

ix. Annual Session Responsibilities

a. secure speakers for sessionb. compile course descriptions and bio of speakersc. secure all A/V needs for speakersd. notify Annual Session Chair if hotel room is needed for

speaker.e. write thank you note to speaker.

x. TNDHA Continuing Education award credit shall not be given for course work required in the pursuit of a professional degree. Guidelines for approving courses and credit hours for the TNDHA Continuing Education Award are as follows:

TNDHA and its components grant exact credit for hours attended at their CE courses. The decision for granting Continuing Education credit in the case of emergency or exceptional circumstance, if the attendant has completed no less than one half (1/2) of the course, will be at the discretion of the sponsoring agent.

a. Courses sponsored or approved by any of the following organizations are automatically approved:

1. American Dental Association or its Constituent or Component Societies

2. Academy of General Dentistry or a state affiliate3. ADHA or its Constituent or Component Societies4. Any National, Regional or State Academy or Association

of any of the recognized specialty branches of dentistry5. National Dental Association of any of the recognized

specialty branches of dentistry6. National Dental Hygiene Association7. Capital City Dental Society (Nashville)8. American Dental Assistants’ Association or Constituent

or Component Societies9. Tennessee Academy of Dental Hygiene

b. 100% of total credit hours may come from:

1. Continuing dental education courses presented by dental schools, medical schools, and other institutions

[57]

with dental education programs. Credit equals number of hours attended.

2. Speakers not included in formal dental education courses should present vitae and course critique to component CE Chair for approval one (1) month prior to the date of the course. These can be scientific or self-enhancement courses directly related to dentistry or working in dental hygiene. Credit equals number of hours attended.

xi. Guidelines for approving courses and credit hours for the TNDHA Continuing Education Award are as follows: (cont.)

a. Maximum of 50% of total credit hours may come from:

1. Multi-day convention type meetings, registration at State, Regional or National Dental or Dental Hygiene meetings. Credit equals five (5) hours.

2. Home-study. Dental or job-related self-enhancement audio tape cassettes or course booklets furnished through ADA, ADHA or commercial outlet. Credit is established on cassette or booklet or one (1) hour per tape or booklet if not established.

b. Education presentation:

1. Dental Hygienist as essayist, lecturer, or clinician presenting to a Dental School, Dental Hygiene School, Dental Assisting School, Component meeting, Constituent meeting, study group or other professional or civic organizations shall gain credit for four (4) hours for the initial preparation and two (2) hours for subsequent delivery.

2. Publication of dental scientific article. Credit eight (8) hours.

3. Publication of dental book. Credit twenty (20) hours.

c. CPR courses. Four (4) credit hours for certification and two (2) credit hours for re-certification.

d. Continuing Education credit for one (1) hour shall be given for educational component meetings that are scientific or self-enhancement courses directly related to dentistry or working in dental hygiene for a maximum of two (2) credits, unless the component meeting(s) are approved for specific CE credits.

[58]

e. Four (4) hours of credit shall be granted for full day attendance at Board of Dentistry meetings. Two (2) credits shall be granted for half (1/2) day meetings.

f. Continuing Education credit for one (1) hour shall be given for every clock hour that a dental hygienist volunteers their services to clinics, etc. providing that they are actively performing clinical dental hygiene duties (scaling, prophylaxis, etc.) with patients.

g. Academic Education courses attended in pursuant of a degree shall not be considered as credit for those hours toward Cashion-Schmitt.

TNDHA PROCEDURES

SECTION B-IX


D. COUNCIL ON FINANCE

1. The council shall consist of at least the Immediate past President, President-elect, immediate past Treasurer, chair of reference committee B from the most recent annual session and two component treasurer appointed by the President. Treasurer shall serve as Advisor.

2. The Council chair shall:

i. verify the bonding of the Treasurer.

ii. maintain a file of the three (3) previous approved budgets.

iii. review the Strategic Plan and project sources for the needed monies to implement each objective.

iv. determine anticipated income to support the budget.

v. Present a budget to the Board of Trustees at Pre-Annual session with assistance of the Treasurerbased on the fiscal year July 1-June 30, that reflects Strategic Plan, objectives, and activities. The budget shall include:

[59]

a. Estimate of projected expenses for representatives to ADHA District VI Workshop covering transportation, lodging, meals and registration.

b. Estimate of projected expenses for ADHA Delegate(s) to ADHA Annual session covering transportation, lodging, meals and registration. Re-evaluate costs, yearly based on expense of venue

c. Allowance for all officers, councils, liaisons.

d. Required amount for a bulk rate permit change for Hy-Spy Editor when necessary.

e. Annual session expenses.

f. Student ADHA expense at Annual session. g. Special fund for Board of Trustees.

vi. present a budget at the Pre-Annual session BOARD that is supported by anticipated incomes.

vii. make recommendations for developing income resources in order to generate revenues.

viii. meet with Treasurer during Winter meeting to review the budget.

ix. review and present to the BOARD recommendations regarding:

a. all budget line item over-expenditures

b. all non-line item reimbursement requests

x. make recommendations to the Board of Trustees as to the ADHA Workshops the Delegate(s) and/or Alternate Delegate(s) shall attend or recommend funding for a specific representative(s) for a specific workshop.

xi. review all contracts prior to submission to the Board of Trustees for

approval and signature of the TNDHA President

xii. review profit and loss statements of previous year

and end of current fiscal year.

[60]

TNDHA PROCEDURES

SECTION B-IX


E.COUNCIL ON MEMBER SERVICES

1. RECRUITMENT

The Council shall: i. assess, plan, implement, and evaluate methods of increasing

membership.

ii. facilitate new member forwarding dues payment to ADHA.

iii. make available to members a membership pin. Additionally, a chain and gavel extension shall be given to each President at their installation. This extension shall be made available for purchase by Past Presidents.

iv. recommend that components select members at the local level to assist with membership recruitment programs.

v. utilize the non-member registration book from Annual session to divide the names by component and create a list. The list shall be mailed to component Membership Chair/Trustee with

[61]

directions to contact. vi. request that the Constituent/Component publish a letter

annually to encourage membership.

vii. direct the nominations from each School of Dental Hygiene for the ADHA District VI student member ADHA representative to the ADHA Annual session.

2. RETENTION

The Council shall:

i. assess, plan, implement, and evaluate methods of maintaining membership.

TNDHA PROCEDURES

SECTION B-IX


F. COUNCIL ON PUBLIC RELATIONS

1. The Council Shall:

ii. Establish and maintain a communication network with appropriate media:

a. Radio b. Television c. Newspapers d. Billboards e. social media f. e-mail g. website

iii. Utilize communications network to disseminate information pertaining to TNDHA activities in the following areas:

[62]

a. Legislative b. Community Services c. Annual Session d. Fall CE and component CE

iv. Evaluate effectiveness of the communication networks.

v. Propose recommendations based on evaluations of the effectiveness of the communication networks.

vi. Utilize ADHA resources on Public Relations.

vii. Communicate with other states relative to the Media Relations Programs.

TNDHA PROCEDURES

SECTION B-IX


G. COUNCIL ON REGULATION AND PRACTICE

The Council will consist of at least all TNDHA trustees. Chair(s) appointed by the President.

1. The council shall:

i. be a TNDHA representative for legislative activities.

ii. evaluate legislative policy formulated by the ADHA Legislative Committee for implementation by the TNDHA.

iii. formulate legislative policy for approval by the BOARD and HOD.

iv. have the authority to implement fundraising campaigns deemed appropriate for legislative purposes. The budget line items for the council shall be in addition to any monies generated by the Council.

[63]

v. evaluate all proposed legislation affecting the practice of dental hygiene or any dental affiliates and respond appropriately.

vi. work with the component presidents to appoint component legislative chairs.

vii. the TNDHA Board of Trustees empowers the Council on Regulation and Practice to proceed with the goals already voted on by the House of Delegates and hire anyone needed to support the legislative committee, with the following guidelines:

a. Expenditures are not to exceed the approved yearly budget.

b. Board of Trustees review any contract before signing. c. All contracts are to be kept on file with secretary and

treasurer.

viii. file a timely report with the Tennessee ethics commission.

ix. negotiate contract with lobbyist and submit to Council on Finance

TNDHA PROCEDURES

SECTION B-IX


H. COUNCIL ON ACCESS TO CARE

1. The Chair, Advisor, and members will be appointed by the TNDHA President, shall serve a one year term, and shall:

i. Promote public and professional awareness of the need for oral health care for underserved and vulnerable populations

ii. Advocate the availability and accessibility of quality, cost – effective oral health care

[64]

iii. Support the interdisciplinary preventive and therapeutic oral health care for underserved and vulnerable populations

iv. Support and communicate as needed with the Council on Regulations and Practice. regarding potential legislation affecting access to oral care in TN

v. Continue to research and report on reliable, published literature regarding trends that will affect access to care in TN

TNDHA PROCEDURES

SECTION B-IX


I. COUNCIL ON LEADERSHIP

1. Chaired by the immediate past president

2. The council shall be composed of the Sr. ADHA delegate, Jr. ADHA delegate, President-elect, Treasurer and the Advisor – TNDHA President

3. Plan with the President the strategic planning session in conjunction with Fall Board of Trustees meeting

4. Purpose to train and mentor leaders

5. ADHA Delegates serve as members [65]

6. Conducts New BOT Member Workshop

7. Negotiates Administrative assistant contract, submits to Council on Finance for approval prior to signature of TNDHA President

TNDHA PROCEDURES

SECTION B-IX


J. COUNCIL ON STUDENT AFFAIRS

1. The council shall consist of a chair, and advisor, and four members at large.

2. The council shall:

i. assess, plan, implement, and evaluate the methods of increasing the communication and interaction with dental hygiene educational programs throughout the state of Tennessee.

ii. send out a yearly letter to all educational programs to increase awareness and encourage membership in

[66]

TNDHA, ADHA, and their local component. iii. be involved in the planning of the student tract at annual

session each year.

iv. utilize the student registration book from annual session to divide the names by component and create a list. The list shall be mailed to component Membership Chair/Trustee with directions to contact.

v. obtain a listing yearly from the State of Tennessee Health Related Boards of all newly licensed dental hygienists licensed to practice in the state of Tennessee. This listing should be organized alphabetically by last name within each county and the arranged into TNDHA components. (The component breakdown must accompany the work order). The council will provide this listing to component Membership Chair by July of each year.

vi. establish and keep open communications with each School of Dental Hygiene through a liaison appointed by the component. The names/addresses/phone numbers of individual liaisons should be forwarded to the TNDHA Secretary.

vii. contact each school at least two (2) months prior to Annual Session, inviting student ADHA members to attend Annual Session, especially the student member ADHA function.

viii. encourage the Component dental hygiene school liaison to attend at least one meeting of student ADHA organization during academic year to update the students on activities of TNDHA and ADHA and encourage them to further professional growth through their Association.

ix. work with the Council on Annual Sessionin planning the student ADHA function at Annual Session. Edit, copy, and email the minutes from the TNDHA Board of Trustees meetings to each student ADHA advisor. The student liaison to each school shall hold a caucus with members of ADHA utilizing these materials.

[67]

TNDHA PROCEDURES

SECTION B-X

GENERAL DUTIES OF LIAISONS

A. TNDHA will sustain or develop coalition efforts via the President and Liaison to Public Health Stakeholders who will maintain and/or establish liaison with appropriate organizations.

B. Liaison reporting procedure:

1. Prompt action is necessary on recommendations contained within liaison reports.

2. Recommendations not requiring immediate attention but requiring Board of Trustees action, should be compiled, and appear as an agenda item at the

[68]

next Board of Trustees meeting and should include a discussion of liaison report recommendation to determine appropriate action.

3. Recommendations requiring immediate action will be evaluated by the President. Referral to the appropriate council, trustee, component member, etc. will be made for the necessary action. This should be followed by notification and/or ratification by the Board of Trustees.

4. The Liaison Representative should be notified of the action taken by TNDHA in response to their recommendations.

TNDHA PROCEDURES

SECTION B-XI

SPECIFIC DUTIES OF LIAISONS

A. LIAISON TO TENNESSEE BOARD OF DENTISTRY

1. The Liaison shall:

i. attend all Board of Dentistry meetings.

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ii. monitor announcements of rulemaking hearings with regard to proposed rules for the Tennessee Licensing Board.

iii. maintain an efficient and direct communication with the Council of Regulation and Practice for the purpose of generating testimony in response to proposed rule/regulation changes affecting dental hygienists in Tennessee.

iv. maintain a current copy of the Uniform Administrative Procedures Act (UAPA) for the purpose of monitoring the Board of Dentistry procedures. Provide procedural information to the Council of Regulation and Practice for the purpose of monitoring the Board of Dentistry’s response to testimony.

v. submit an informative report expediently to TNDHA BOARD members after each Tennessee Board of Dentistry meeting. (An informal report can be given at the TNDHA Post-Annual session BOARD, and a written report mailed to each TNDHA BOARD member within two (2) weeks of a Tennessee BOD meeting).

TNDHA PROCEDURES

SECTION B-XI


B. TNDHA LIAISON TO TENNESSEE DENTAL HYGIENE SCHOOLS

1. The Liaison shall:

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i. be appointed by the TNDHA President and shall serve a one year term.

ii. work with the Council on Student Affairs for maintaining an efficient and direct communication with dental hygiene educational programs throughout the state of Tennessee.

iii. Encourage involvement with the local and state meetings

iv. shall submit a report at each BOT meeting on pertinent information concerning the appointed school

v. shall chair a council whose members are the Component liaisons (which have been appointed by their Component Presidents) to the area dental hygiene schools.

vi. shall instruct the component liaison to present the Outstanding Student Award at the graduation, capping/pinning ceremony, or Awards Day ceremony of the recipient.

vii. shall write a letter to all newly licensed dental hygienists encouraging them to convert their student membership to TNDHA active membership. The letter shall be approved and co-signed by TNDHA President.

[71]

TNDHA PROCEDURES

SECTION B-XI


C. Liaison to Public Health Stakeholders

1. The Liaison shalli. Identify and initiate communication with public health stakeholders

such as the Rural Health Association of Tennessee; the Southeastern Health Equity Council and the Primary Care Association

ii. Become organizational members with public health stakeholders with board approval and as budget allows

iii. Attend regional and local meetings of public health stakeholders and actively participate in discussions to alleviate oral health concerns

iv. Submit a written report to the Board of trustees of activities regarding developments with public health stakeholders

[72]

TNDHA PROCEDURES

SECTION B-XII

GENERAL DUTIES OF SPECIAL COMMITTEES

A. Shall be established by the House of Delegates or the Board of Trustees.

B. Duties shall be designated by the House of Delegates or the Board of Trustees.

C. Chairs and members shall be appointed by the President and shall serve until their task is completed.

D. Reports shall be presented as designated by the House of Delegates or the Board of Trustees.

[73]

TNDHA PROCEDURES

SECTION B-XIII

REFERENCE COMMITTEES

I. COMPOSITION

A. Each reference committee shall consist of a Chair, three (3) members-at-large, and a non-voting consultant, each of whom shall be appointed by the President thirty (30) days prior to Annual session.

i. Each Reference Committee Chair must be either:

a. a certified delegate or alternate delegate who has previously served on a reference committee, or

b. a present or past ADHA Delegate or Alternate Delegate.

ii. The three (3) members-at-large shall be officially certified delegates or alternate delegates.

iii. The consultant shall have expertise relevant to the business of the committee they advise.

iv. Reference committee B chair must serve on council of Finance for 1 year following serving as reference committee B chair.

B. No candidate for elective office shall serve on a Reference Committee

C. There will be no fewer than two (2) Reference committees to review all reports, recommendations, and resolutions.

1. Reference Committee A - Governing and Operating

a. All proposed bylaws resolutions

b. All officer, component, council, liaison, and committee reports except Council on Finance.

c. All resolutions not related to finance.

2. Reference Committee B – Financing a. Council on Finance report.

b. Proposed budget.

c. Resolutions dealing with monetary expenditures.

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II. DUTIES

A. Attends an orientation meeting chaired by the Speaker of the house with the assistance of the Parliamentarian.

B. Review all reports, recommendations and resolutions referred to them.

C. Conducts open hearings.

D. Reports to the House of Delegates.

III. PROCEDURES

A. TNDHA President will make Reference Committee assignments.

1. Personnel2. Chair3. Materials to consider4. Consultants

B. Hearings open to all TNDHA members.

C. Any member of the Association, with the exception of Reference Committee members, may submit testimony.

D. Special forms to use in submitting testimony will be available from the Reference Committee Chair and the Trustees.

E. Written testimony should be submitted to the committee by set deadline. Testimony offered at the time of the hearing may be received at the discretion of the Committee Chair.

F. At the opening of the hearing, the Chair will announce the schedule of business open for consideration.

G. Each speaker must identify himself before testifying.

H. Scheduled speakers may address themselves once to each subject until all persons who wish to speak to that subject have spoken.

TNDHA PROCEDURES

[75]

SECTION B-XIII

REFERENCE COMMITTEES

IV. REPORTS

A. Following the hearing, the committee will go into Executive Session and remain until report is typed and ready for copying. The Secretary will furnish special forms to be used. If the committee cannot reach full agreement on an issue, a minority report with justification must be made.

B. The committee may not change the intent of a resolution.

C. The committee may consider several similar resolutions together, making one resolution embodying the intent of them all.

1. The committee should secure the consent of the maker of each resolution if possible.

2. The maker of the original resolution has the right to place the original resolution on the floor for adoption by amendment or substitution if there are objections to the form presented by the Reference Committee.

D. Reference committees shall present all assigned resolutions to the House of Delegates with their recommendations for the adoption, rejection, amendment, postponement, referral or substitution. Supporting statements may be made but are not required.

E. The report should be typed and delivered to the Secretary for copying as soon as it is finished.

F. The Chair or designated committee member is to present the report to the House of Delegates. The House will act on each resolution as it is presented.

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TESTIMONY TO A REFERENCE COMMITTEE

TO: REFERENCE COMMITTEE ___________

IN REGARD TO PROPOSED RESOLUTION # _____________

PROPOSED BYLAWS # _____________

SUBJECT OF RESOLUTION: ___________________________________________________

____________________________________________________________________________

____________________________________________________________________________

__________________________________________________________________

_________________ I agree with the resolution.

_________________ I disagree with the resolution.

I propose the following amendment: _______________________________________________

____________________________________________________________________________

____________________________________________________________________________

____________________________________________________________________________

JUSTIFICATION: ______________________________________________________________

____________________________________________________________________________

____________________________________________________________________________

____________________________________________________________________________ Use back or additional sheets, if necessary.

Signed: _______________________________________

District: ________________________________________ REFERENCE COMMITTEE REPORT

Reference Committee: __________________________ Page #: _______________________________

[77]

Considerations: ______________________________________________________________________ ___________________________________________________________________________________ ___________________________________________________________________________

Committee Members: Signatures:

1. ____________________________________ _____________________________________

2. ____________________________________ _____________________________________

3. ____________________________________ _____________________________________

4. ____________________________________ _____________________________________

**********************************************************************************************************************

REFERENCE COMMITTEE RECOMMENDATIONS Proposed Bylaws # ______________ Proposed Resolution # ____________

RESOLUTION TEXT: _________________________________________________________________

___________________________________________________________________________________

___________________________________________________________________________________

a. _____ To adopt c. _____ To postpone until:_________________________________________ b. _____ To reject d. _____ To refer to: ______________________________________________

Justification: ________________________________________________________________________

___________________________________________________________________________________

************************************************************************************************************* REFERENCE COMMITTEE RECOMMENDATIONS Proposed Bylaws # _______________

Proposed Resolution # ____________ RESOLUTION TEXT: _________________________________________________________________

___________________________________________________________________________________

___________________________________________________________________________________

a. _____ To adopt c. _____ To postpone until:__________________________________________ _____ To reject d. _____ To refer to:________________________________________________

Justification: ________________________________________________________________________

___________________________________________________________________________________

TNDHA PROCEDURES

[78]

SECTION B-XIV

DUTIES FOR TNDHA MEMBERS

A. Pay dues promptly.

B. Notify the TNDHA Secretary of any changes in name or address.

C. Encourage non-members to join TNDHA.

D. Work for the advancement of dental hygiene on the local, state and national levels.

E. Attend Continuing Education courses, component meetings and Annual session.

F. Notify component President and TNDHA President when resigning.

G. Should attend Board of Trustees meetings and Strategic Planning Session

[79]

TNDHA PROCEDURES

SECTION B-XV

DUTIES AND SUGGESTIONS FOR COMPONENTS/OFFICERS

A. GENERAL RESPONSIBILITIES

1. The COMPONENT is encouraged to:

a. be familiar with its defined boundary.

b. establish a Policy and Procedure Manual.

c. establish a Bylaws in accordance with the TNDHA Bylaws which shall be placed on file with the TNDHA Secretary.

d. elect officers and report this information to TNDHA Secretary by June 1.

e. maintain a directory of all registered hygienists within the component including their address, home and work phone numbers , e-mail addresses & fax number if available.

f. publish a letter annually to encourage membership.

g. obtain a list of non-renewed members from ADHA and contact them via telephone marketing.

h. 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 new member orientation.

i. shall elect a district trustee 60 days prior to annual session

2. The component officers are encouraged to attend Board of Trustees meetings.

B. SPECIFIC RESPONSIBILITIES

1. The PRESIDENT shall:

a. preside at all meetings.

b. be the official representative of the component.

c. appoint an Employment Chair, a separate position from the Secretary, whose term shall be three (3) years.

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d. appoint membership committee, special committees, committee Chairs, Historian, and a Liaison to the Dental Society and the Dental Assistants’ Society.

e. promptly handle correspondence from the TNDHA Council on Member Services, Retention, relating to nominations for awards.

f. promptly handle correspondence from TNDHA President-Elect relating to nominations for council appointments.

g. work with TNDHA Council on Regulation and Practice to appoint a component Legislative Chair. Report the name, address and phone numbers of component Legislative Chair to TNDHA Chair of the Council on Regulation and Practice no later than the Post-Annual session BOARD meeting.

h. appoint a Liaison to the school of dental hygiene in the component, where applicable, and report the name, address and phone numbers of liaison to TNDHA Secretary, TNDHA Liaison to Dental Hygiene Schools, and TNDHA President.

i. Be an authorized user of component financial accounts and shall promptly submit all receipts to the treasurer.

2. The VICE-PRESIDENT shall:

a. assist the President when requested.

b. serve as President in the absence of the President, unless the component has a President-Elect.

c. serve as Program Chair.

d. work with the Trustee to provide possible dates for the TNDHA President’s visit. Possible dates should be offered no later than July 1. Coordinate local arrangements when needed.

3. The SECRETARY shall:

a. perform such duties as are customary for this office.

b. handle publicity for the component.

c. serve as reporter to Hy-Spy, sending reports in accordance with deadlines set by the Editor.

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d. send notice of any address change of component officers to the TNDHA Secretary and Treasurer.

4. The TREASURER shall:

a. perform such duties as are customary for this office.

b. collect dues from new members. (ADHA directly bills current members).

c. maintain accurate membership roster using the ADHA Membership roster.

d. when requested by the Hy-Spy Editor, consult the specified ADHA membership roster, to notify the Editor of additions, corrections, and/or deletions to said roster.

e. contribute 10% of any profit over the first $250 from component Continuing Education courses (awarding 3 or more CEU’s) to the TNDHA treasury.

[82]

TNDHA PROCEDURES

SECTION C

STRATEGIC PLAN

The Board of Trustees will fulfill the roles of oversight and implementation of the strategic plan. The strategic plan is a systematic process of envisioning the association's future, and translating this vision into broadly defined goals or objectives and a sequence of steps to achieve them. The strategic planning process begins during the House of Delegates. Delegates are urged to present testimony verbally and in writing for all forums. The Board of Trustees reviews all testimony prior to the fall board meeting, where the board proceeds with the strategic planning process as they create proposed objectives, strategies and action plans which fall within the parameters of the associations' goals. The strategic plan is then sent to councils for implementation. The Leadership council establishes a cost proposal with funding requests to be sent to the finance committee. The finance committee reviews the proposed budget, refines it further, and proposes recommendations. The budget is presented to the board for consideration and approval at the winter board meeting. At the pre-annual session Board of Trustees meeting the strategic plan for the upcoming year is reviewed again, finalized, and approved. The process repeats itself annually.

[83]


Distribution of Handbook

I. The Council on Association Policy and Bylaws shall distribute a complete copy of the Policy and Procedures to:

A. TNDHA Officers (19)

1. President 2. President-Elect 3. Immediate past president 4. Vice-president 5. Treasurer 6. Secretary 7. Hy-Spy Editor 8. Speaker of the house 9. ADHA Delegates (2) 10.Trustees (9)

B. Component Presidents (9)

C. TNDHA Council/Liaison Chair (13)

1. Council on Annual session 2. Council on Association Policy and Bylaws 3. Council on Continuing Education 4. Council on Finance 5. Council on Member Services 6. Council on Public Relations 7. Council on Regulation and Practice 8. Council on Access to Care 9. Council on Leadership 10.Council on Student Affairs 11.Liaison to Tennessee Board of Dentistry 12.Liaison to Dental Hygiene Schools 13.Liaison to Public Health Stakeholders

D. Total distribution (45)

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II. The Secretary shall distribute excerpts to all council, liaison, and special committee members as appropriate.

Excerpts shall include:

1. Association Policy Statements 2. Introduction to councils 3. General duties 4. Specific duties 5. Financial reimbursement procedure and form

[85]

TENNESSEE DENTAL HYGIENISTS’ ASSOCIATIONTNDHA BOARD OF TRUSTEES MEETING

DATE -- LOCATION

Call to Order Invocation Roll Call Approval of minutes Adoption of Agenda

[01] Speaker of the house

OFFICERS’ REPORTS[02] President [03] President-Elect [04] Immediate past president [05] Vice-president [06] Secretary [07] Treasurer [08] Hy-Spy Editor [09] Senior ADHA Delegate [10] Junior ADHA Delegate [11] First District Trustee [12] Second District Trustee [13] Third District Trustee [14] Fourth District Trustee [15] Fifth District Trustee [16] Sixth District Trustee [17] Seventh District Trustee [18] Eighth District Trustee [19] Ninth District Trustee COUNCIL REPORTS

[20] Council on Annual Session [21] Council on Association Policy and Bylaws [22] Council on Continuing Education [23] Council on Finance [24] Council on Member Services [25] Council on Public Relations [26] Council on Regulation and Practice [27] Council on Access to Care [28] Council on Leadership [29] Council on Student Affairs

LIAISON REPORTS

[30] TNDHA Liaison to Tennessee Board of Dentistry [31] TNDHA Liaison to Dental Hygiene Schools [32] HYPAC[33] TNDHA Liaison to Concerned Dental Profession Committee[34] SPECIAL COMMITTEE REPORTS [35] TNDHA Liaison for Headstart[36] TNDHA Liaison on Oral Health Initiatives Committee[37] TNDHA Liaison to Public Health Stakeholders

UNFINISHED BUSINESSNEW BUSINESSANNOUNCEMENTS

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ADJOURNMENTAll these items should be included but not necessarily in this order.

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REPORT # _______ DATE _________________

REPORT OF ______________________________

SUBMITTED BY ___________________________

RESOLUTION _____ INFORMATION ONLY ____

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TENNESSEE DENTAL HYGIENISTS’ ASSOCIATION

FINANCIAL REIMBURSEMENTSPROCEDURE

A. Officer, council, liaison, or committee requiring TNDHA reimbursement for expenditures must complete and file the proper form with the Treasurer and/or Council on Finance within thirty (30) days of expenditure. (If not submitted within sixty days no payment is required of TNDHA.)

1. If reimbursement request is a line item in the budget, send form to the TNDHA Treasurer.

2. If reimbursement request is an over-expenditure of a line item in the budget, send form to the Council on Finance Chair. State the amount over budget.

3. If reimbursement request is not a line item in the budget, send form to the Council on Finance Chair.

B. All receipts must accompany the request form when filed.

C. Any reimbursement request presented without receipts must have a complete explanation of the expenditures.

D. Advancement on line items in the budget may be requested from the Treasurer. Any advancement must be accounted for immediately following use of the budgeted money and an accounting made in the Annual Report to TNDHA by the officer, council, liaison, or committee Chair.

E. Budget amounts for officers or council, liaison, or committee line items may be obtained through direct billing from the business rendering services.

F. ALL INCOME OF ANY COUNCIL, LIAISON, COMMITTEE OR HY-SPY MUST BE SENT TO THE TREASURER AND THEN RE-ISSUED TO THE APPROPRIATE RECIPIENT.

G. Reimbursement request forms may be obtained from the Treasurer or a copy made from the one in this Manual.

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TENNESSEE DENTAL HYGIENISTS’ ASSOCIATION

DISTRICT COMPONENTS

1st District Carter, Greene, Hawkins, Johnson, Sullivan, Unicoi, Washington

2nd District

3rd District

Anderson, Blount, Campbell, Claiborne, Cocke, Grainger, Hamblen, Hancock, Jefferson, Knox, Loudon, Monroe, Morgan, Roane, Scott, Sevier, Union

Chattanooga Area Dental Hygiene Society

Bledsoe, Bradley, Grundy, Hamilton, Marion, Meigs, McMinn, Polk, Rhea, Sequatchie, Van Buren

4th District

5th District

Bedford, Coffee, Franklin, Moore, Rutherford, Giles, Lincoln, Marshall

Nashville Area Dental Hygienists’ Society

Cheatham, Davison, Dickson, Hickman, Lawrence, Lewis, Macon, Maury, Sumner, Trousdale, Williamson, Wilson

6th District Cannon, Clay, Cumberland, Dekalb, Fentress, Jackson, Overton, Pickett, Putnam, Smith, Warren, White

7th DistrictBenton, Carroll, Chester, Crockett, Decatur, Dyer, Gibson, Hardeman, Hardin, Haywood, Henderson, Lake, Lauderdale, Madison, McNairy, Obion, Perry, Wayne, Weakley

8th District

9th District

Henry, Houston, Humphries, Stewart, Montgomery, Robertson

Memphis Area Dental Hygienists’ Association

Fayette, Shelby,Tipton

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Personal/Professional Data Form

NAME ______________________________________________________________________________

HOME ADDRESS ______________________________________________________________________ (street)

_____________________________________________________________________________________ (city) (state) (zip code)

OFFICE PHONE ( ) __________________________ HOME PHONE ( ) _______________________

MOBILE PHONE ( ) _________________________ FAX ( )_______________________________

E-MAIL ADDRESS: __________________________ DISTRICT________________________________

POSITION YOU SEEK:ELECTIVE OFFICE COUNCILS __________ President-Elect __________ Council on Annual Session __________ Vice-President __________ Council on Association Policy and

Bylaws __________ Secretary __________ Council on Continuing Education __________ Treasurer __________ Council on Finance __________ Speaker of the House __________ Council on Member Services __________ Hy-Spy Editor __________ Council on Public Relations __________ADHA Delegate __________Council on Regulation and Practice

__________Council on Access to Care __________Council on Leadership __________Council on Student Affairs

LIAISONS COMMITTEES __________ Liaison to TN Board of Dentistry __________ Committee on Research __________ Liaison to Dental Hygiene Schools __________ Liaison to ETSU __________ Liaison to Concerned Dental Profession Committee

POSITION(S) YOU HAVE HELD IN THE PAST: Please indicate whether on Component/Constituent Level________________________________ _________________________________

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________________________________ _________________________________________________________________ _________________________________________________________________ _________________________________

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INQUIRY FORM

Note: Inquiry Forms are to be used by an individual(s) to express ideas, suggestions, or concerns that affect the organization. These forms are to be submitted in writing or by email to the TNDHA President.

Question:_________ Concern:_________ Suggestion:________

REFERENCE: (specifically when referencing a report/meeting/council, etc.)

____________________________________________________________________________________

____________________________________________________________________________________

MEMBER INPUT (RECOMMENDATION): ____________________________________________________________________________________

____________________________________________________________________________________

____________________________________________________________________________________

____________________________________________________________________________________

____________________________________________________________________________________

MEMBER RATIONALE: ____________________________________________________________________________________

____________________________________________________________________________________

____________________________________________________________________________________

____________________________________________________________________________________

____________________________________________________________________________________

PLEASE PRINT:NAME: _____________________________________________________________________________

REPRESENTING: Self: ____________ District number: ____________

Email: _________________________________ Phone: ________________________________ ………………………………………………………………………………………………………………………..

ADMINISTRATIVE USE ONLY:ACTION: Referred to Council_________ Referred to Board of Trustees________

Referred to Council_________

ACTION: To be Reported Back to Inquiring Member By date: ______________

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HYPACGeneral Information and Guidelines

General: HYPAC is a separate entity from ADHA in that all funds associated with HYPAC is completely independent from ADHA. The Tennessee Dental Hygienists Association operates under the umbrella of ADHA through a tripartite structure and as such has its own HYPAC (Hygienists for Progress) that operates under the dictates of the Federal Election Commission (FEC) and Tennessee state laws. Definition: Tennessee’s ‘Hygienists for Progress’ is a non- partisan group of politically active dental hygienists who are dedicated to representing the professional interest of Dental Hygienists in Tennessee and the communities they serve. The committee enables dental hygienists to interact with and financially support political candidates who support the mission and goals of the Dental Hygiene profession in Tennessee.Mission: To ensure the standards of oral health care, protect the integrity of the dental hygiene profession, provide a stronger voice for oral healthcare concerns and promote continued professional growth.Goals: Raise money to contribute to political candidates in TN who support the mission of

Tennessee’s Hygienists for Progress Increase membership Build a coalition of experts (dentists, people who work with the underserved, and others

who support our mission)

Each state’s PAC has different laws regarding how it is to be operated. Below are basic rules that must be followed as well as clarifications for the State of Tennessee.Basic Rules:

PAC funds must be completely independent from Association funds Items that are sold for a PAC fundraiser must be paid for by PAC monies. Association monies cannot be used to aid in the fundraising for PAC

Clarifications for Tennessee: Tennessee allows corporate funds to be donated to a PAC, so we are not limited to

accepting PAC dollars from only individual members.

Procedures for Hygienists for Progress: The TNDHA President will appoint an individual to serve as Chair of the Hygienists for

Progress committee.

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The Chair will serve a two (2) year term The President will strive to appoint a minimum of 3 additional members, one from

each of the grand divisions. The committee members will serve a term of one year

Duties: Committee members will encourage and initiate fundraising activities throughout the

year Committee members along with TNDHA lobbyist will select legislators for PAC

donations Committee members will participate and help coordinate Lobby Day

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