STANDING RULES

GENERAL

1.      The names of deceased members of the Society shall be recorded in the Society's minutes as follows:  "Whereas God in His infinite wisdom has seen fit to take home our dear friend and colleague __________ and whereas his (her) life was a credit to society and dentistry; therefore, be it resolved that his (her) passing be recorded in the minutes of our Society."

2.      A twenty-five dollar [$25] memorial shall be made to the Oklahoma Dental Foundation in the name of the deceased member.

3.      The minutes of all meetings of the Board of Directors shall be made available electronically to the society; hard copies by request only.

4.      The order of business at General Assembly meetings shall be as follows:

I.          Call to Order

II.        Introduction of Guests

III.       Report of Officers

IV.       Unfinished Business

VI.       New Business

VII.     Announcements

VIII.    Program

IX.       Adjournment

5.      A notice of each General Assembly meeting shall be sent to the dentists at Tinker AFB, Children’s Medical Center, University of Oklahoma Hospital and Veteran’s Hospital.  Dentists and their significant other attending from the above entities will be comped as guests by the OCDS at the Spouse Night General Assembly meeting each year. 

6.      Detailed continuing education reports shall be made on a regular basis to the Board of Directors by the chairperson of the Council on Scientific Programs.

7.      The Council on Administration shall meet twice a year and at any other time deemed necessary by the chairperson of the council.

8.      The archives of the society shall be maintained by the Executive Secretary.  The archives shall consist of at least one copy of all minutes and significant records of the Society.  No item shall be permanently withdrawn from the archives without two-thirds [2/3] vote of the members present and voting at a regular meeting. (Rev. 10-16-2010)

9.      An Executive Director may be employed by the Society.  Employment terms, salary, fringe benefits and duties shall be determined by the Board of Directors.  The Executive Director shall function under the general guidance of the President and the daily supervision of the Secretary/Treasurer. 

SR General

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10.    A committee composed of the OCDS Officers and Program Chairman with the Immediate Past President as Chairman shall evaluate the Executive Director annually.  This Executive Director Evaluation Committee shall report to a closed session of the Board at the September Board Meeting.  This committee shall consider but not be limited to the following items listed. The committee shall report their recommendations to the Board verbally which shall be acted on by the Board and reported by the secretary in the minutes as an action item or no action taken.

1.               Review of previous written report

2.               Equipment problems or desired replacement

3.               Communication problems with members

4.               Communication problems with ODA

5.               Consider changes in meeting policy

6.               Executive Secretary comments

7.               Recommendations for increased compensation

(Could be in some other form of compensation)

8.               Strategic Planning

9.               Review job description and letter of agreement

11.    The Council on Scientific Programs shall schedule one OR two continuing education courses per year.

12.    Each officer, director, council member, appointee or any other person acting on direct behalf of the Society shall complete, sign, and date the ODA approved Conflict of Interest Policy on an annual basis, and shall update it as necessary to include new and/or changed information.

13.    The officers of the Society shall be designated as a committee to review, correct and approve the minutes of the General Assembly meetings.

14.    A standing Awards Committee shall be a diverse committee of 5 chaired by the Past President with 4 members appointed by the Past President for the purpose of submitting nominees for ODA awards each year.  Two members of the committee shall serve a two-year term and the other two shall serve a one-year term.

Rev. 9/2022

STANDING RULES

FINANCIAL

A.     A minimum of one hundred dollars [$100] honorarium shall be presented to any speaker making a formal presentation at any General Assembly meeting.

B.     The Society shall present an annual award of one hundred dollars ($100) and a certificate to the dental student(s) with the outstanding table clinic at the OU College of Dentistry’s Scientific Day.  In the event that more than one student presents the winning table clinic, the cash award shall be divided equally and additional certificates will be ordered for each winner

C.     A guest fee of twenty-five dollars [$25] shall be charged to cover dinner expenses for each non-dues paying member attending a General Assembly meeting.

D.     One thousand dollars [$1,000] shall be reserved annually to update and preserve the quality of the Mighty Mouth exhibit at the Science Museum of Oklahoma up to $10,000. 

E.      In the event that the investment accounts fall to one hundred thousand dollars [$100,000], the Council on Administration shall review the financial status of the Society and recommend appropriate action.

F.      The Society shall authorize an expenditure of up to one thousand dollars [$1,000] for wine served with dinner at the Installation meeting. The Society shall not subsidize the sale or purchase of alcoholic beverages at any other meeting, event or function.  A fee of fifty dollars [$50] will be charged to all attendees at the Installation meeting.

G.         A Contingency Fund shall be provided to the President for payment of emergency expenditures. The President can spend up to $600 per expenditure without Board approval but may not exceed the total budget expenditure of the contingency fund for the year.  The expense made will be reported to the Board at the next meeting.  The fund shall consist of no more than 3% of the annual budget.

H.         On a one-time basis, the dentist, when awarded a DDS or DMD degree, shall be exempt from payment of active membership dues for the remaining period of that year, then shall pay 25% of active membership dues for the next full calendar year following the year in which the degree was awarded, 50% of active membership dues in the second year, 75% in the third year and 100% in the fourth year.

I.         Recognizing that situations may arise when the transfer of monies is urgent and that these situations may not occur when meetings of the Board or the Council on Administration are or can be conveniently scheduled, the President, Secretary/Treasurer, and chairperson of the Council upon unanimous agreement may authorize transfer of funds from investment accounts (not to include the reserve fund account) to the checking account up to a five thousand dollar [$5,000] limit.  It is understood by the Board that such action may require cashing a certificate of deposit prior to the normal date of maturity.

SR Financial

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J.        Dentist continuing education registration fees will be set in a range of $150-$300 to be determined by the current Program Chairman for each continuing education course.  Hygienist fees will be set at 65% of the Dentist fee and Student and Assistant fees will be set at 50% of the Dentist fee for each course.  A Non-Member fee will be double the set Dentist fee. 

K.         On-site continuing education registration shall carry an administrative fee of fifty dollars [$50].

L.         A 30 percent discount on continuing education fees shall be given to individual practices who buy multiple CE registrations with a minimum purchase of 20 registrations.

M.        Continuing education fees shall be thirty dollars ($30) for an OU College of Dentistry Senior  attending each CE course.

N.     Co-sponsors who contribute monies or products to help defray the costs of any dental society functions (continuing education meetings) may be acknowledged on handouts and/or program brochures by name only. They may market their products or services during the presentation and have exhibit tables but may NOT include the Society as endorsing their products, services or advertisements. The speaker's host may announce co-sponsorships during the introductions.

O.     A page will be purchased annually in the OU College of Dentistry's senior yearbook and a donation will be made to support the graduation reception not to exceed five hundred dollars [$500] collectively.

P.      A full refund of continuing education fees will be granted one week prior to the program for any

reason.  Within one week, a written request must be submitted stating the reason for the refund. 

The refund may be granted by approval of two of the officers.

Q.        Requests for $1000 or more, not in the budget, must be presented to the Board of Directors at a

            previous meeting or mailed (electronically or by US mail) to the members of the Board 14 days

            in advance of the Board meeting before it can be considered.  The request must be approved by a

            ¾ vote of the Board. 

R.     A sum of $1000 per year will be added as a budget line item.  The money will be given to an OU dental school scholarship fund.

S.      An annual $500 donation will be made to the ODA for Dentist Day at the Capitol.