CONSTITUTION AND BYLAWS OF THE ESSEX COUNTY DENTAL SOCIETY
Ammended January 18, 2007
ARTICLE I NAME: The name of this organization shall be Essex County Dental Society, a component society of The Ontario Dental Association.
ARTICLE II OBJECTIVES: The objectives of this Society shall be:
To encourage the improvement of the health of the public.
To promote the mutual improvement of its members and the advancement of the art and science of Dentistry, and to do all things incidental or conductive to the attainment of these objectives.
ARTICLE III GOVERNMENT: The administrative body shall be the Executive Council of the Society.
ARTICLE IV OFFICERS: The elected Officers shall be the President, Vice-President, Treasurer, and Secretary.
ARTICLE V MEETINGS: At least one business meeting shall be held each year. Scientific and social meetings shall be as directed by the Executive Council of the Society. A quorum for the transaction of business at any meeting shall be at least one-fourth of the members of the Society who must be present in person.
ARTICLE VI CODE OF ETHICS: The Society shall promote and maintain the highest standards of Professional ethics in compliance with the directives of the Royal College of Dental Surgeons of Ontario, and in full co-operation with the Canadian Dental Association.
CLAUSE I MEMBERSHIP:
Section 1: Members shall be classified as follows:
Section 2: a. Active Member - a dentist licensed to practice in the Province of Ontario, active member of Ontario Dental Association, and practicing or residing in the County of Essex. Only active members may vote and hold office.
- Associate Member - a graduate of any recognized dental school, who makes application for such membership and is accepted by the Executive Council and approved by the membership.
- Honorary Member - any person, who, from time to time, the Executive Council and general membership feel, should be so honored.
- Life Member - conferred on the recommendation of the Executive Council, subject to the approval of the membership at large on any active or previously active member in his 45th year of practice in Ontario who has rendered meritorious service to the profession. Such membership shall carry with it the full privileges of active membership without payment of this Society’s dues or assessments.
- Complimentary Members - a member of a graduating class who, following graduation commences practice in Essex County, shall be classified as a Complimentary Member for the balance of his or her year of graduation.
Section 3: Only ODA members can be members of the ECDS. And only those that are ECDS members in good standing (paid their yearly ECDS dues) are eligible to discuss ECDS business, request items to be placed on the agenda of ECDS meetings or receive any of the services and benefits from the activities of the ECDS. That is to say that membership in the ODA does not mean you are a member of the ECDS. However, all ODA members regardless of their ECDS membership status are eligible to attend the portion of any ECDS meeting where ODA business is being discussed. All ODA members are eligible to vote on ODA business. All ODA members are eligible to serve as ODA Councillors but must be elected or appointed by their component society. Only ODA members can be members of the ECDS. And only those that are ECDS members in good standing (paid their yearly ECDS dues) are eligible to discuss ECDS business, request items to be placed on the agenda of ECDS meetings or receive any of the services and benefits from the activities of the ECDS. That is to say that membership in the ODA does not mean you are a member of the ECDS. However, all ODA members regardless of their ECDS membership status are eligible to attend the portion of any ECDS meeting where ODA business is being discussed. All ODA members are eligible to vote on ODA business. All ODA members are eligible to serve as ODA Councillors but must be elected or appointed by their component society.
CLAUSE II EXECUTIVE COUNCIL:
Section 1 : Composition
Immediate Past President
ECDS ODA Councillor(s) or Alternate(s)
Two senior members (Past Presidents) to act as consultants and appointed by the Executive Council
Section 2: Term of Office:
As determined by the Society with the exception of the ECDS ODA Councillor(s) or Alternate(s)as laid down in the By-Laws of the Ontario Dental Association.
Section 3: Duties:
To be the administrative body of the organization.
Section 4: Emergency Meetings:
Special emergency meetings may be called by the President, on request or approval of a majority of the Executive Council.
Section 5: Quorum:
A majority of the voting members of the Executive Council shall constitute a quorum.
CLAUSE III POWER AND DUTIES OF THE SOCIETY:
Section 1: Fiscal Year:
The fiscal year of the Essex County Dental Society shall begin June 1st of the calendar year and end May 31st of the following year.
Section 2: Finance:
The Society shall have the power to provide for its additional financial support. Members in Arrears shall be ineligible to attend any functions of this Society.
Section 3: Rules:
The Society shall have the power to establish by-laws, rules and regulations to govern its members providing such by-laws do not conflict with or limit, the by-laws of The Ontario Dental Association.
Section 4: Appeals:
An appeal by a member from a ruling by the Essex County Dental Society may be made to the Executive of the Ontario Dental Association. Appeal from the decision of the executive may be made to The Board of Governors of the Ontario Dental Association whose decision is final.
CLAUSE IV ELECTIONS:
Section 1: Elections:
All officers shall be elected by ballot at a spring meeting designated by the Executive Council. The Nominations Committee shall select at least one nominee for each position and other nominations may be made from the floor by two active members with the consent of the nominee. The nominee for president shall have been a member of the Executive Council for no less than one year. All elected officers shall assume office at the adjournment of the last spring meeting of the Society year.
Section 2: Term of Office:
The term of office for the Executive Council Officers shall be for a period between the adjournment of the last spring meeting of the Society year, and the adjournment of the corresponding meeting the following year.
Section 3: Vacancy:
In case of a vacancy occurring in the Executive Council the remaining members of the Executive shall have the power to appoint a member to fill vacancy for the unexpired term.
CAUSE V REPRESENTATIVES:
Section 1: Election:
ECDS ODA Councillor(s) or Alternate(s) Ontario Dental Association are to be elected in accordance with Clause II, Section 8 of the Constitution of the Ontario Dental Association. The Secretary shall file with the Secretary of The Ontario Dental Association at least sixty (60) days prior to their Annual Meeting, the names of the representatives and alternated so elected. The Secretary will provide each representative with proper credentials for presentation to the designated official at the opening of the Annual Meeting.
Section 2: Term of office:
Representatives elected shall serve for a term of two years with maximum of three consecutive terms.
CLAUSE VI COMMITTEES:
The Committees of this Society shall be:
- The Nominations Committee shall consist of four members - the President, who is Chairman of the Committee, and the last three Past Presidents. The duties shall be to select at least one nominee for each position of the Executive Council including ECDS ODA Councillor(s) or Alternate(s) Ontario Dental Association.
- The President shall be empowered to appoint such committees as he may deem needful at any time; or, on the majority vote of the members present at any meeting, he shall appoint committees as they direct.
CLAUSE VII DUTIES OF OFFICERS:
Section 1: Immediate Past President:
It shall be the duty of the Immediate Past President to be a member of the Executive Council with full voting power. He/She shall be a member of the Nominations Committee as well.
Section 2: President:
a. To call and preside at all meetings of the Society.
b. To arrange venues and speakers for meetings.
c. To appoint all committees.
d. To be a member ex-officio of all committees.
e. To be responsible for the installation of the incoming executive.
f. To appoint an Accountant or Chartered Accountant to compile, complete and file all required tax documentation and provide a financial statement with notice to reader.
g. To perform such other duties as are customary to his/her office.
i) to arrange for and purchase a gift for the meeting’s speaker using the societies’ funds.
Section 3: Vice-President:
a. To exercise all functions of the President in his/her absence.
b. To perform such other duties as are assigned to him/her.
c. To notify all members of the time and place of meetings no less than 10 days in advance. To confirm number of members to attend the meeting 7 days in advance of the meeting and report this number to the President.
Section 4: Treasurer:
a. To collect all monies due the Society, giving a receipt for same and holding safe keeping all Society funds in his/her possession in a chartered bank of Canada in the name of the Society. All cheques will require the signature of the President or the Vice President along with that of the Treasurer.
b. To pay all claims approved by the President.
c. To submit his/her books to the appointed accountant to create an annual financial statement with notice to reader and file the required tax documentation. To render said annual statement to the active membership at or prior to the spring election meeting. To submit his/her books for audit if requested by the President and subject to approval of the Executive Council.
d. To contact all members of the ODA in the Essex County and request them to join the ECDS prior to the first Fall Meeting. To register all members into the Society, collect all membership dues and record all contact information of the members.
e. To keep an accurate list of all the members with their addresses, fax numbers and e-mail addresses and supply a copy to the President and Secretary.
f. To ensure that all members of the ECDS are members in good standing with the ODA.
g. To deliver to his/her successor in office, by July 1st, all monies and records relating to his office.
Section 5: Secretary:
a. To keep a record of all transactions of the Society.
b. To attend to all correspondence.
c. To keep all communications and copies of replies thereto.
d. To have his/her records present at all meetings of the Society and of the Executive Council.
e. To Perform any other duties not herein specified, which may be outlined by the President.
f. To provide and sign all continuing education certificates for meeting that qualify for said certificates.
g. To turn over all records, books or other properties relating to his office to his/her successor by July 1.
CLAUSE VIII This Society is required to file a copy of its Constitution and By-Laws with the Secretary of The Ontario Dental Association.
CLAUSE IX AMENDMENTS:
Amendments to the Constitution and By-Laws may be made at any business meeting of the Society by a two-thirds (2/3) affirmative vote of all the active members present, provided that the proposed amendment (s) has been sent to each member at least twenty (20) days prior to such meeting. A copy of any amendment shall be filed with the Secretary of the Ontario Dental Association for approval by the Board.
CLAUSE X RULES OF ORDER:
Bourinot’s Rules of Order shall be followed.