Chapter I – Membership
Section 1. Classification
- Active Members. A person who is a member of the American Dental Association and who is in active clinical practice and/or teaching dentistry and whose professional residence is Durham, Orange, or adjoining counties which have no active local societies, may be elected to active membership.
- Honorary Members. A person who has made significant contributions to the profession or those who, in the opinion of the Executive Board, have rendered services to the Society justifying this honor. This is a non dues paying member.
- Inactive Members. Those members who, because of temporary change in residence or for other valid reasons as determined by the Executive Committee, desire to retain their identity with the Society on a non-attendance, non-dues paying basis.
- Suspended Members. A member who partakes of the Society but fails to remit payment for their dues. Reappointment to previous status will be conditional upon payment of dues in arrears and also for any current calendar year. A suspended member may also be required to place on file a credit card for which future dues and assessments will be charged.
Section 2. Application for Membership
- Application for active membership must be made through the Society web portal. New members are not required to pay dues for their first year membership from the time of their joining until the end of the calendar year.
- The application of any person to be considered for honorary membership may be submitted in writing to the Executive Committee and endorsed by five active members. Alternatively, the Executive Committee may move to nominate a person for Honorary membership. Following approval of the Executive Committee, said person may be elected to honorary membership by a simple majority vote of the membership during a business meeting where a quorum is determined to exist or through a polling mechanism on the Society website.
- Inactive membership may be established passively or actively. If a member wishes to become inactive, a request should be made in writing to the Executive Board and will be considered for approval by the Board. Reestablishment of active membership may be accompanied by payment of dues to the Treasurer and notification to the Secretary. Passively, active members who have not paid dues or attended meetings during a calendar year will be automatically converted to inactive status.
Section 3. Privileges of Membership
An active member shall have all the privileges of this Society. Inactive members shall not have any privileges of the Society. Privileges of honorary members shall be determined by the Board.
Section 4. Membership Dues
- A member whose dues are not paid by February 1 shall receive a notice from the EC or their designated appointee.
- A member whose dues are not paid by March 15 shall be suspended from membership, provided a final written notice of dues due is sent to the member at least 10 days prior to the expiration of his/her membership. A report shall be made to the EC regarding members who have not paid their dues. The EC shall make appropriate recommendations to collect any unpaid dues by active members and may (shall??) make this list public to the active membership at large.
- In the event a member’s dues payment for any given year is in question, it shall always be the responsibility of the member to provide the necessary documentation to effect a resolution. The Society will not be responsible for paying any fees associated with producing said documentation.
- In addition to annual dues an assessment may be voted by the Executive Board subject to the approval by the membership by a majority vote at any regular meeting.
- There is no fee for persons who come to a meeting as a guest the first time and who are prospective members. Individuals who bring guests who are not prospective members will be billed the cost of the meal, to be determined each year by the executive committee.
Section 5. Termination of Membership
Termination of membership shall be affected by any one of the following events:
- The resignation by a member
- Persistent non-payment of dues
- Recommendation of a committee of inquiry appointed by the Executive Committee to investigate a personal or professional complaint, malfeasance, or misconduct by an appropriate regulatory or law enforcement agency. Said recommendation may be presented to the membership for approval by voting mechanisms noted in Chapter II of the bylaws. Alternatively, the Executive Committee may act on the recommendations of the investigational committee thru a simple vote of all officers.
Chapter II – Mechanisms of Voting/Membership Feedback
The Executive Committee (EC) serves at the pleasure of the membership of DOCDS. Therefore, it is the EC’s responsibility to take every measure possible to obtain membership feedback regarding proposals before the Society. In order for this to occur, the EC must present a proposal and have that proposal vetted by at least a majority of the society membership. At any membership meeting, a quorum may be said to exist if 50% of the active membership is present. Alternatively, when at least 50% the Society is accessible thru the use of member supplied demographic data; specifically email
addresses and daytime phone numbers, polling of the membership thru online or automated resources using membership provided demographic data shall be equally considered valid.
The Executive Committee further recognizes that a membership majority or quorum (50% membership) seldom exists at the time when a business meeting is conducted during monthly meetings. The EC cannot conduct business under such circumstances. Therefore, as provided above, the EC may also use any reasonable method to determine membership input provided:
- The membership is presented with an adequate description of the proposal at hand for an appropriate time period thru means at it’s disposal
- The majority of the membership is polled
- The results of the poll are made public to the membership
- The results are carried by a simple majority of votes obtained
It will be the individual responsibility of the membership to ensure their demographic data (Name, address, phone number, email address) is up to date and accurate in order that any such polling may be globally inclusive.
Nevertheless, if the EC determines thru the nature/tenor of any proposal and feedback after a vote has been obtained that further study is warranted, a committee of inquiry may be recommended by the EC. The recommendation of that committee will be submitted to the EC for review. If for any reason a committee cannot be assembled, the EC will render a decision by simple majority vote amongst the members of the EC. This decision will be final and binding.
Chapter III – The Executive Committee
Section 1. Constituency. The Executive Committee (EC) shall be composed of the following:
- The officers of this Society, who shall serve as officers of the Executive Committee;
- The immediate past president
Section 2. Meetings. The EC shall meet as often as is necessary to conduct the business of the Society, the time and place to be determined by the President.
Section 3. Quorum. Four members of the EC shall constitute a quorum for the transaction of business. Alternatively, a poll amongst members of the EC with a simple majority may be equally valid.
Section 4. Duties and Authority. The EC shall transact all business of the society that does not have to be conducted at a regular business meeting of the Society, and
- Shall at no time recommend or approve the expenditure of more than 90% of the income plus reserve for the current year unless the Society votes by ¾ majority to do so;
- Shall make periodic reports of it’s transactions to the Society
- Shall cause the Treasurer to be bonded in the amount as it shall consider adequate
Chapter IV – Duties of Officers
Section 1. President
The President shall:
- Preside at all meetings of the Society and the Board and shall exercise general supervision of the same;
- Serve as an ex-officio member of any appointed committees
- Appoint any committees of inquiry
- Perform such other duties as usually appertain to the office and such duties as may be required by the Executive Committee
- Preside over general membership meetings (venue is president’s choice
- Introduce speakers (not program speaker; Give Kids a Smile, for example)
- Make important announcements
- Announce upcoming programs
- Recognize program chair to introduce speaker
- Ask for questions following program
- Thank the speaker
- Ask for guests to be introduced
- Old business (unresolved issues, etc.)
- New business
- Other announcements
- Nominations for offices
- Repeat next month’s speaker
- Book the meeting facility for the upcoming year. Sign contract.
- Set up annual party (Christmas, Valentine’s, or Halloween; president’s choice)
- Choose and book band or entertainment
- Choose venue
- Choose theme
- Select menu
- Serve as liason to other organizations and the public as necessary (bring matters to executive committee; organizations will contact you for various reasons)
- Transition new president as immediate past president the following year
- Preside over general membership meetings (venue is president’s choice
Section 2: Vice President / Treasurer / Membership Chair
- Serve as a member of the executive committee
- Assist the president in the performance of his/her duties
- Shall succeed to the office of president subsequent to his/her election
- Occupy the President’s position in the event of his/her absence
- Keep track of membership, delinquent, current, active and new members. Keep current and complete their membership information.
- Collect and receive all money due the Society and keep an accurate account of same in suitable format provided by the Society.
- Report to Executive Committee members of record who have not paid dues to determine final disposition not later than April 30 each calendar year.
- Prepare budget statements for executive meeting comparing account balances, funds paid out, dues paid, with predicted spending amounts.
- Assist with Holiday Party – bring a check that night to pay off the band.
- Bill each member for dues and assessments as is necessary and collect all accounts receivable.
- Be responsible for all accounts payable.
- Provide documents to the accountant of the society’s choice for completion of the annual tax return as a non-profit organization and see that returns are signed and mailed.
- Perform other such duties as usually pertain to the office of Treasurer.
- Send membership renewal and dues notices to all members of the society prior to the end of the calendar year.
- Keep a record of the members of the society and their payment of annual dues.
- Take attendance at each general meeting to comply with AEGD requirements.
- Send honorarium ($150 or more if pre-approved by the Executive Committee) to the speaker.
Section 3: Secretary / Program Chair
- Keep all records of the society and the Executive Committee, minutes form meetings, etc.
- Serve as a member of the Executive Committee.
- Attend to correspondence.
- Send out dues notice (last year’s secretary should have sent one out in Dec). Make sure you send the dues notice (currently $215) by Dec of your term to the members.
- Compose monthly newsletter to be posted on the Web. Compose and mail biannual snail mail meeting notices.
- Notify members of the date, time, place, and topic of each meeting via newsletter, e-mail, and telephone.
- Send out written invitation to the Annual Dance and obtain an accurate RSVP count.
- Schedule the speaker(s) for all general meetings.
- Confirm the speaker, provide directions, provide A.V. materials as needed (keep and transport digital projector and laser pointer) and help them get set up. When confirm, remind them of length of presentation, confirm visual needs, time and place of meeting. Make sure they have directions and transportation to the meeting location.
- At each meeting, arrive by 6:00pm and welcome the speaker and answer any questions as needed. Start the food line with the speaker at 6:30pm or ask whoever is at the front for permission to break in line to allow the speaker to go through the buffet line early to be able to eat and prepare to speak before most people finish dinner. Sit at the dinner table with speaker.
- Introduce the speaker at each meeting.
- Provide treasurer with speaker information in order to allow honorarium to be paid.
- Confirm with the meeting facility the final number of guests anticipated (usually Thursday before the meeting and also 24 hours prior to meeting)
Section 4: Member at Large:
- Serve as a member of the Executive Committee.
- Process AEGD cards at each meeting.
- Print out nametags for each general meeting. Keep attendance for each meeting (for CE).
- Assist other members of the Executive Committee in their duties as needed.
- Any input, suggestions, contribution is welcome to improve our society.
Chapter V – Nominations and Elections
Section 1: Officers. The following shall be the procedure for the nomination and election of officers.
- Nomination. Nomination for officers shall be made by the Executive Committee. Additionally, any member of the Society can nominate a candidate.
- Qualification. Individuals identified for nomination should have been members in good standing for at least 1 year prior to appointment. Furthermore these individuals must possess a minimal ability to work with computers and must have internet access. The Society will not be responsible for providing or compensating for these items for any Executive Committee member.
- Election. As provided for in Chapter II of these By-Laws.
Chapter VI – Meetings
Section 1. In general, The Society shall hold a minimum of four meetings a year wherein a scientific program is the main order of business and as many social and business meetings as is needed or desired as determined by the Executive Committee.
Section 2. Quorum. As provided for in Chapter II of these By-Laws, fifty percent of the active members shall constitute a quorum for the transaction of business. Alternatively, a quorum may be said to exist if 50% of the membership is accessible thru the use of member supplied demographic data; specifically email addresses and daytime phone numbers. Polling of the membership thru online or automated resources using that demographic data shall be equally considered valid.
Chapter VII – Committees
Section 1. The President of the Executive Committee (EC) may commission to form a committee at his/her discretion to research a proposal, consider funding, consider charitable contributions, etc.
Section 2. The President shall serve ex-officio on any committee commissioned by the EC. Alternatively, the President may appoint another member of the EC to service ex officio.
Section 3. The President or his/her designee shall solicit volunteers to form a commissioned committee. The number of individuals needed to form such a committee shall not be less than 3 or more than 7 and shall be at the discretion of the President or his/her designee.
Section 4. In the event a committee cannot be commissioned, the EC shall serve in the same capacity. The findings/recommendations of said committee will be final and binding.
Chapter VIII – Amendments
The By-Laws may be amended by a simple majority of the membership thru the mechanisms defined in Chapter II of these By-Laws. PERIODIC REVIEW
The By-Laws shall be reviewed and revised no less frequently than every 5 years. The Executive Committee may appoint a committee to review these By-Laws and make recommendations. Alternatively, the Executive Committee may itself review these By- Laws and determine if any amendments or revisions are necessary.
CONSTITUTION OF DOCDSNC
The name of this organization shall be the Durham-Orange County Dental Society of North Carolina, Incorporated.
The objective of this Society shall be to promote the health of the citizens of Orange and Durham counties through fellowship, participation, and continuing education on behalf of its constituent members; and community service.
Section 1: INCORPORATION: The DOCDS is a non-profit unincorporated organization in the state of North Carolina with a tax ID number of 56-1377548. The official location of DOCDS is P.O. Box 52395, Durham, NC 27713. If this organization shall be dissolved at any time, no part of the funds or property shall be distributed to, or among, its members; but after payment of all indebtedness of the organization, the surplus funds and properties shall be used for dental education and dental research in such a manger as the governing body at the time of dissolution of the DOCDS shall determine.
Section 2: MEMBERSHIP: The membership of the Society shall be composed of the following classification: Active, Associate, Honorary, Inactive and Susended. The qualifications for various classes of membership, application procedures, and privileges of membership are found in Chapter I of the bylaws.
Section 1: LEGISLATIVE BODY: The legislative and controlling body of the DOCDS shall be the voting membership gathered together thru mechanisms described in Chapter II of the Society By-Laws.
Section 2: ADMINISTRATIVE BODY: The administrative body of the DOCDS shall be the Executive Committee and shall transact all business of the Society not otherwise provided for. It shall consist of the following: the President, the Vice- President/Treasurer/Membership Chair, the Secretary/Program Chair, and the Member-at- large. The Immediate Past President will assist in the transition of leadership and may be called upon to break a tie vote among the Executive Committee members. The Executive Committee shall meet twice annually unless other Society business requires a special meeting(s). These bi-annual meetings should occur in January and August but may occur at another time as is convenient for the Executive Committee. The Immediate Past President will attend the January meeting. The Executive Committee should not number less than four members (in addition to the Immediate Past President), but the titles and combinations of duties can be altered by a majority vote of the Executive Committee.
Section 1. Elective Officers: The officers of this Society shall be the President, Vice President/Treasurer/Membership Chair, and Program Director/Secretary, duties are defined in Chapter IV of the By-Laws. The manner of the election of these officers shall be determined by Chapter V of the By-Laws.
Section 2. Appointive Officers (Committee Members): Appointive officers may be designated and appointed by the President as deemed desirable and as is provided in Chapter VII of the By-Laws.
Time and place of the meetings of this Society shall be determined by the Executive Board, provided 10 days written notice is give the membership by the Secretary prior to said meetings. Content of these meetings shall be described in Chapter VI of the By- Laws.
The By-Laws may be amended by a simple majority of the membership thru the mechanisms defined in Chapter II of the Society By-Laws.
RULES OF ORDER
The Society shall be governed in all matters not covered by the Constitution and By-Laws by Robert’s Rules, Revised Edition.