Policies and Customs of the Santa Clara County

Dental Society
Revised May 2002

Distinction from the By-Laws

A separate document from the By-Laws, subservient to the By-Laws and in no way contradictory to the By-Laws.

Purpose

To allow the Board of Directors of the Santa Clara County Dental Society (SCCDS) flexibility in dealing with the routine business of the Society. To describe and record the functional, traditional and routine workings of the Society not meant for the By-Laws.

In this way to provide the Officers, the Board of Directors and Committees a "Workbook" of the actual functions of the Society and the continuation of these functions (if desired from year to year). Policies are made by the Board and can be changed or rescinded at the discretion of the Board.

Changes in Policy

The Board of Directors by majority vote can adopt new or remove old policy. The Executive Director will notify by mail the committees or persons affected by changes in policy.

A policy change goes into effect immediately or at a later date as decided by the Board. A Committee or persons disputing the policy change forces discussion at the next Board of Directors' meeting.

General Monthly Meetings

Regular monthly meetings are held the second Thursday of each month unless the Board of Directors orders a change of date. Notification is sent to the membership two weeks prior to normal meeting times. No meetings are planned during the summer months (June, July, August).

Traditionally, the monthly meeting is a dinner meeting beginning at 6:00 p.m. for a social hour, followed by dinner at 7:00 p.m.

Any business of these meetings is kept at a minimum except for the January meeting which is a membership meeting usually entirely devoted to the installation of the President.

Speakers, or other programs, are presented at nearly all of the monthly meetings.

Occasionally, table clinics are presented at these meetings on special areas of interest in dentistry, by various groups and vendors, and by a specific specialty of dentistry.

An applicant for membership in the Society must be introduced to the membership at a general monthly meeting prior to acceptance to membership.

Board Meetings

Board meetings are held on the first Thursday of the month starting at 6:15 p.m. If the first Thursday is a holiday, an alternate time is designated. In September, all board members are given a copy of the dates of the next year's meetings.

Board meetings recess during the summer months (June, July, and August) unless business requires a special meeting.

Executive Committee

The Executive Committee meets as needed to provide input to the President and the Executive Director in developing the agenda for the Board of Directors' meeting. On the Board agenda the Executive Committee offers their recommendations in voting matters.

The Executive Committee, with consultation with the committee liaisons on the Board, shall monitor the progress of the Strategic Plan.

The Executive Committee is not empowered to bring about official change to any of the standing policies, customs or By-Laws of the Society. The Board of Directors is the governing body of the Society.

Delegates to the CDA House of Delegates

The By Laws designate how the delegates to the CDA House of Delegates are selected.

Delegates to the ADA House of Delegates should serve as a Society Delegate to the CDA House of Delegates.

The incoming Trustee should serve as a delegate prior to their installation as Trustee at the end of the House.

Trustees to the CDA shall not serve as Delegates to the CDA House of Delegates but can serve as an alternate delegate.

Duties of Officers

Duties of the President:

The President shall be Chairperson of the Board of Directors of the Society.

The President shall perform such other duties prescribed by Sturgis' Rules of Order.

The position of President is a one year term. At the end of the administrative year the President will advance to the position of the Past President.

Duties of the Past President:

The Past President is to serve in an advisory role to the Officers of the Santa Clara County Dental Society.

The Past President shall chair the Nominating Committee.

The position of Past President is a one-year term. At the end of the administrative year, the Past President has completed the leadership series for the SCCDS.

Duties of the President-Elect:

The President-Elect is to assist the President in fulfillment of the President's duties.

In the absence of the President, the President-Elect shall assume the role and duties of the President.

The President-Elect shall coordinate the SCCDS Strategic Planning Meeting with the assistance of the Treasurer and Secretary.

The position of President-Elect is a one year term. At the end of the administrative year, the President-Elect shall advance to the position of the President.

Duties of the Treasurer:

The Treasurer shall Chair the Budget and Finance Committee. The Treasurer shall assist and advise the Executive Director in the preparation of the budget.

The Treasurer shall call meetings for the purposes of reviewing last year's budget, developing the new budget, and any other financial issues of concern to the Society.

The Treasurer shall review the monthly budget reports and appraise the Board of Directors on the budgetary status of the Society at the Board of Director's meetings.

Twice annually, the Society's Treasurer shall provide a comprehensive review of the Society's finances to the Board of Directors.

The Treasurer position is a one year term. At the end of the administrative year, the Treasurer shall advance to the position of the President Elect with the voting consent of the membership.

Duties of the Secretary:

The Secretary shall see that motions made and passed by the Board of Directors are reflected in the minutes of the meeting.

The Secretary shall monitor and verify the accuracy of meeting minutes for all SCCDS Committees and meeting groups. Though the SCCDS Staff will record all minutes, it is the Secretary's responsibility to ensure the minutes are organized, accessible, and accurate.

The Secretary keeps a checklist of all duties assigned to various committees at Monthly Board Meetings and sees that deadlines are met.

The Secretary shall be responsible for coordination of the Annual Leadership Conference to be held in January each year for the previous year's officers and the newly elected officers, committee chairs and Board members.

The Secretary works with the Treasurer to become knowledgeable in the financial management of the Society.

The position of Secretary is a one year term. At the end of the administrative year, the Secretary shall advance to the position of the Treasurer with the voting consent of the membership.

Duties of the Editor:

The Editor oversees the Editorial Board and is responsible for the Society's monthly publication, The Cutting Edge.

Although the official position of Editor is a one year term, anyone considered for this position will be advised that two years in the position is preferable for the purpose of continuity.

Duties of the Trustees:

The Trustees shall act as a liaison between the California Dental Association and the SCCDS.

The Trustees shall report to the SCCDS Board of Directors on the actions of the Board of Trustees at CDA.

Duties of the Board of Directors

The Board of Directors is responsible for all activities, policies, and budgetary decisions of the Santa Clara County Dental Society. The Executive Director and SCCDS Staff are accountable to the Board.

The Board of Directors shall attend Board meetings and be well informed on issues and agenda items in advance of meetings. They shall actively participate at the meetings and contribute their skills, knowledge and experience. They shall listen respectfully to other points of view, participate in organizational decision-making, and become educated about the needs of the association and the people whom they serve.

The Board of Directors shall attend other society functions to show their commitment to the Society, i.e. general monthly meetings, new member activities, Strategic Planning meeting, etc. They shall represent the association to the public and to the dental community.

The Board of Directors shall ensure that all new actions further the Strategic Goals of the Society. They will also perform any other duties assigned by the President of the Society.

Duties of the Committees

At the beginning of the calendar year, the previous year's committee chairperson and the newly-appointed members shall have a joint meeting to review previous committee activities and to orient new members.

All committee chairs shall help mentor their members towards leadership. All committee chairs should attend the Leadership Training Conference, Strategic Planning meeting, and any other meetings that pertain to their committee and to the Society.

All committees are to receive their direction from the Board of Directors and are to report to the Board of Directors. All expenditures and all projects must be approved by the Board prior to implementation. A Board member shall be designated to act as a liaison between each committee and the Board of Directors.

All committees will take minutes and submit them to the Board of Directors.

The following are the Standing Committees:

By-Laws Committee
Community Relations Committee
Continuing Education/Program Committee
Dental Auxiliary Recruitment and Retention Committee
Dental Care Committee
Editorial Board
Ethics Committee
Finance and Budget Committee
Information Technology Committee
Legislative Committee
Media Spokesperson Committee
Membership Committee
Nominating Committee
Peer Review Committee
Screening Committee for CDA Positions

The non-standing committees are:

Foothill Community College Advisory Committee
San Jose City College Advisory Committee
Smithwick Scholarship Committee
(These three committees are monitored by the Dental Auxiliary Recruitment and Retention Committee.)
Save Our Kids Smiles Community Health Committee
(This committee is monitored by the Community Relations Committee.)

Duties of the By-Laws Committee:

When possible, the incoming President shall select the Chairperson for this Committee from members who have previously served on the Committee.

All matters pertaining to the interpretation or amending of the By-Laws and/or policy shall be referred to this Committee.

The Committee shall survey both the By-Laws and the Policy documents to ensure that duplications and contradictions are avoided.

The Committee shall act in styling and drafting the By-Laws and Policy into standard form.

Duties of the Community Relations Committee

When possible, the incoming President shall select the Chairperson for this Committee from members who have previously served on the Committee.

The Committee shall supervise and advise any group member or group, acting independently, authorized or unauthorized by the Society, on all matters relating to dental health education. It will partner with other organizations that are serving the dental needs in the community on joint projects.

The Speaker's Bureau shall function as a sub-committee of the Community Relations Committee. The duties of the Bureau shall be to: maintain a staff of dentists and auxiliary personnel for use in all speaking engagements requested; maintain a master list of all organizations and schools which have utilized the Speakers' Bureau, the dentist or auxiliary person who spoke, and the subject and the name of the contact in the organization or school. The speakers of the Bureau will be divided into geographical areas and lecture preference and meet annually to introduce speakers to prepared lecture materials and visual aids and orient new speakers in public speaking and in the goals of the Speaker's Bureau.

Save Our Kids Smiles (SOKS) is a non-standing sub-committee under the Community Relations committee. It works with the school nurses to help provide care for the indigent children in the valley who are in need of dental care.

Duties of Continuing Education/Program Committee

When possible, the incoming President shall select the Chairperson for this Committee from members who have previously served on the Committee.

The Committee shall arrange speakers for the program at each monthly meeting. Speakers shall not present material that is self-promoting. It is customary not to have dentists from our own Society speak at the meetings.

The Committee will identify and present potential speakers or programs to the Board for continuing education courses. Upon approval by the Board, the arrangement for the continuing education classes will be handled by the Executive Director and staff.

All finances involved in the presenting of continuing education shall be handled solely by the Society. By direction of the Board of Director's, the Society's Executive Director shall fix honorarium and handle arrangements with the presenters of continuing education.

The Society will not offer any endorsement of any nature. At the inception of CDA's for-profit subsidiaries, component societies of the CDA collectively agreed that local endorsements will not be offered.

Duties of the Dental Auxiliary Recruitment and Retention Committee

When possible, the incoming President shall select the Chairperson for this Committee from members who have previously served on the Committee.

The duties/mission of the Dental Auxiliary Recruitment and Retention Committee is to develop and implement programs which seek to solve our auxiliary shortage.

The Committee will develop relationships with appropriate organizations with similar concerns regarding this shortage and develop programs that will increase educational opportunities in the dental support fields.

San Jose City College Advisory Committee, Foothill College Advisory Committee and Smithwick Scholarship Committee are non-standing committees under this Committee. The San Jose City College and the Foothill College advisory committees are liaisons between the dental educators in the area and the Society. The Smithwick Scholarship Committee administers the Smithwick Scholarship given every year at the San Jose City College Dental Assisting Program. A maximum of 4 scholarships are given out each year for $250. each, totaling $1000. per year.

Duties of the Dental Care Committee

When possible, the incoming President shall select the Chairperson for this Committee from members who have previously served on the Committee.

The function of the Dental Care Committee of the SCCDS is to advise, evaluate, and inform the Board of Directors and members of the Society on all matters involving the dental profession and it's relationship with third party entities. The Committee is to ensure that the public and the profession have access to information concerning issues of quality and/or appropriateness of dental care. The Committee also acts as a liaison between the Society's members and third party entities when questions arise concerning proper reimbursements for dental services provided by these members.

In addition, it shall serve as a liaison between the Society and the Council on Dental Care of the California Dental Association, and at all times clearly define and represent to that body the standards of care and ethics endorsed by this Society.

Duties of the Editorial Board

When possible, the incoming President shall select the Editor from members who have previously served on the Committee.

The Editorial Board's mission is to create and provide high-quality, informative monthly publications for SCCDS's membership.

The Executive Director shall review all editorials for appropriateness of content.

Duties of the Ethics Committee

When possible, the incoming President shall select the Chairperson for this Committee from members who have previously served on the Committee.

Every member of our Society is obligated to know and expected to follow the provisions of the Code of Ethics of the CDA.

Pursuant to this obligation, the Ethics Committee will inform and educate our members regarding the tenets of the Code of Ethics. The Committee also will assist our members with ethical decisions and with advertising guidelines, restrictions, and requirements.

The Committee shall perform an annual review of members' advertisements in various media to determine if there may be possible violations of the Code of Ethics. These media shall include, but are not limited to, telephone directories, printed materials, television and radio announcements, and web sites.

The Committee shall notify any member of a possible violation of the Code of Ethics by letter. The Committee shall require the member to respond to the notification letter within 30 days stating that he/she will modify the advertisement(s) to conform with the Code of Ethics. If the member does not respond affirming his/her intention to modify the advertisement(s), the Committee will forward the case to the appropriate subcommittee of the Judicial Council of CDA for further review and possible disciplinary action.

The Committee shall also review the applications of prospective applicants to join our Society to insure that they are complete, that they contain no misrepresentations, and if the applicant advertises, that the advertisements meet the ethical guidelines. If any of the preceding criteria are not met, before the applicant is accepted to membership, a member of the Ethics Committee shall attempt to counsel the applicant to remedy the problem(s) with his/her application and/or advertisement. If this counseling is unsuccessful, the application and copies of all documents and correspondence will be forwarded to the appropriate subcommittee of the Judicial Council of CDA for review and dispensation of the application.

Duties of the Finance and Budget Committee

The Budget and Finance Committee is chaired by the Treasurer and includes the Past President, President, President-Elect, Secretary, Editor, and one member at large, either from the Board, or a past-Treasurer elected by the Board in December. The Executive Director serves as a non-voting member.

The Executive Director has in the past prepared this budget with the cooperation of the Treasurer of the Society. In the case of either a new Treasurer or Executive Director, a past Treasurer or Executive Director should be consulted for continuity.

It is the duty of the various Committees to submit to the Treasurer a request for annual operating expenses in early September. Prior to the October meeting, the Finance Committee shall review the proposed budget from the Executive Director and the Treasurer and make any changes or additions.

At the October Meeting of the Board, the Finance Committee shall place before the Board the proposed budget of the following administrative year excluding salaries, payroll taxes, and retirement contributions which will be decided by the Board. The Executive Director will provide input on staff members compensation. The Treasurer will obtain from the Society's accountants the Bay Area CPI index and the COL and proposed employer payroll taxes and retirement contribution for different salary scenarios.

During the October Board meeting under Executive Session, the salaries of all staff will be determined so that the Budget can be finalized. If there are disagreements on the budget or if more information is needed, the Board can suspend the vote on the budget until the next meeting. The Proposed budget for the following administrative year is to be approved by the Board of Directors no later than the November Board Meeting.

Monthly review of expenditures of the Society are made for the purpose of maintaining expenditures within the budget. An annual financial review is made of the Society's expenditures. This is performed by an outside agency.

It is the duty of the Finance committee to keep the Board appraised of any reasonable overages and to report such in a timely manner.

The Secretary is required to attend all budget planning sessions held by the incumbent Treasurer.

Duties of the Information Technology Committee

When possible, the incoming President shall select the Chairperson for this Committee from members who have previously served on the Committee.

The Information Technology Committee is charged with keeping our technology up to date. This may include: computer systems used by the Society, the web site, and any other technology that is used to help communicate with our members and the public.

Duties of the Legislative Committee

When possible, the incoming President shall select the Chairperson for this Committee from members who have previously served on the Committee

The Legislative Committee shall support the legislative policies of the CDA and the ADA as they apply to the best interests of our membership and the public, and to act when requested at the direction of the CDA Legislative Council and the Cal-D-Pac Chairperson.

The Legislative Committee shall endeavor to create good lines of communication with our elected representatives by serving as a source of information and as a "sounding board" in matters relating to dental health legislation to influence legislation favorable to ethical dentistry.

The Legislative Committee shall oversee and disburse the funds from our local political action committee (Con-D-Pac) account as the Committee deems appropriate or as requested by Cal-D-Pac. The Treasurer of the Committee shall file timely reports as required by State law.

Duties of the Media Spokesperson Committee

The members of this Committee shall be current and past presidents of the dental society, the president-elect and the secretary.

These members shall represent the society to the media concerning all aspects of dentistry.

Duties of the Membership Committee

When possible, the incoming President shall select the Chairperson for this Committee from members who have previously served on the Committee.

This Committee shall greet and introduce all new members at the Regular Monthly Meetings.

The Committee shall review all applications to insure they are complete and accurate. The Membership Committee shall refer all applications that include advertisements to the Ethics Committee for review for possible violations of the Code of Ethics, as well as applications which are incomplete and/or appear to contain a significant misrepresentation of fact.

The Committee is also responsible for recruitment of new members and retention of active members.

Duties of the Nominating Committee

The Chairperson shall be the Past President.

The Committee shall nominate the most qualified and competent person for each available office while, whenever possible, selecting a person who also represents a cross-section of the Society. The cross-section criteria shall include geographic area of practice, ethnic background, gender and specialty or general dentistry practice. The Nominating Committee shall also consider regular attendance at the monthly meetings and past committee activity in making the selections.

The Committee shall consider as many candidates as possible for each position and discuss and evaluate the past experience of each person to develop a slate of officers that can carry on the business of the Society in the best interests of organized dentistry.

The Nominating Committee shall submit their proposed nominees to the Board of Directors prior to announcement of the Proposed Slate to the general membership. Candidates should not be formally contacted by the Committee concerning their nominations until the Board of Directors has been notified.

The Committee shall meet in February so that their nominees can be presented to the Board at their March meeting and subsequently to the membership in April. Meeting in February gives the Nominating Committee another month to reconvene if a nominee does not accept the position offered.

Duties of the Peer Review Committee

When possible, the incoming President shall select the Chairperson for this Committee from members who have previously served on the Committee.

The activities and polices of the Peer Review committee are established and directed by CDA. This committee handles disputes between patient and doctor when there is a question of quality in standards of practice, or malpractice. The examining panel is part of peer review.

Duties of the Screening Committee for CDA Positions

The members of the Screening Committee are all volunteers currently serving at the CDA on a Council or Board. The two Trustees are the Co-chairs of the Committee.

The Screening Committee solicits candidates from our local Society to apply to openings at CDA. One of the two Trustees or the current President needs to write a short letter of support and sign each application.

Duties of the Executive Director:

The Executive Director oversees all society office operations, supervises office personnel, and hires & fires office personnel. The Executive Director shall designate and regulate office hours and working conditions.

The Executive Director shall oversee the budgetary expenditures and report to the Board of Directors monthly the status of the budget. The Executive Director shall purchase and replace office supplies and services and replace office equipment.

The Executive Director shall prepare the annual budget with assistance from the Treasurer.

The Executive Director shall supervise production and guide the Editor in the publication of the newsletter.

Miscellaneous:

1. Any official representative of the Society, volunteer or staff, attending an outside allied professional meeting shall provide the Board of Director's a written or verbal report of the said meeting so all may benefit.

2. Periodically, the Society's Board of Directors may wish to honor the outstanding efforts of a Committee Chairperson and recognition shall be held at a general monthly meeting with a gift, plaque or both.

3. The Society's Policies and Customs are given to appropriate volunteers.

Customs

1. Any official correspondence representative of the Society shall be generated through the Society on official Society stationery.

2. Committees serve in an advisory capacity to the Board of Directors. Solely, the Board of Directors establishes policy and the charge of the Board is to carry out the policies and By Laws of the Society.

3. President of the Society serves at the pleasure of the Board and votes on Board motions only in the event of a tie.

4. As a non-profit organization, salary bonuses are not considered, offered, or included in the annual staff compensation packages.

5. The SCCDS will have an annual conference devoted to the SCCDS Strategic Plan. During this meeting, the past accomplishments will be reviewed and goals, objectives and action plans will be developed for the coming years. This conference will be coordinated by the President-Elect with the assistance of the Treasurer and the Secretary.

6. The Society's Administrative and Fiscal year is January 1 through December 31.

7. Each new member of the Society shall be queried about their interests and be assigned to serve on a committee for at least one year. The President will do the assignments throughout the year.

The following is a Schedule of Events that are outlined in the previous Policy Manual. Only the monthly deadlines are listed.

JANUARY

The January General Monthly Meeting is the Installation of the President. The Installing Officer shall be selected by the Incoming President and is to be selected from the list of past Presidents of the Society. The January General Monthly Meeting is a prepaid meeting for the membership. Inasmuch as guests are greatly encouraged, the guest fee is to be calculated on the meeting's overall overhead costs. The location and nature of the meeting is to be established by the Incoming President.

Annual Leadership Conference with new/old Board Members and new/old Committee chairs.

Committees meet with past leadership for orientation on projects, goals, etc.

FEBRUARY

Nominating Committee meets and develops a proposed slate of officers.

MARCH

Nominating Committee presents nominations to Board for approval. If approved, nominees are contacted.

APRIL

Nominating Committee presents slate of nominees to the general membership at the monthly meeting.

AUGUST

During the month of August, The Executive Director shall work with the following year's President in the establishment of the following year's Standing and Non-Standing committees. Current Committee Chairs are asked for their input, i.e. changes, recommendations and their continuing interest.

SEPTEMBER

Board members are given a calendar of all dates for next year's Board meetings.

At the September General Monthly meeting an announcement is made that next year's committees are being formulated and volunteers are requested.

All Committees must submit their budget requests to the Treasurer by September 10th.

OCTOBER

The proposed Committees for the following administrative year are presented at the October Board Meeting for approval. Following approval, all nominees for committees are contacted seeking confirmation of their appointment.

Finance Committee to submit proposed budget to Board. Executive Director to advise on salary increases for staff. Treasurer to bring information from accountant regarding salary increases. The Board meets in Executive Session to determine salaries and to finalize budget.

NOVEMBER

The Budget must be finalized by the November Board meeting.

DECEMBER

The Board will elect one member at large to serve on the Budget and Finance committee for the following year.

At the Society's December Board Meeting, all incoming officers and members of the Board will be invited to join the meeting. The Installing Officer shall be the current Immediate Past President. The Installing Officer shall install all positions with the exception of the President. The installing officer shall recognize by commentary and gift those members leaving the Board.

The Installing Officer shall then present to the current President the Society's traditional plaque and appropriate gift of appreciation. The current President shall then recognize the Immediate Past President by commentary and appropriate gift.

All present shall be encouraged to attend the Installation of the President at the January General Monthly meeting. The meeting shall be adjourned to a wine and appetizer gathering.