Officer Duties Defined
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2012 – 2013 Slate of Officers
General Information :
Officers
The Elected officers of this association shall be the President, President-Elect, Vice-President, Immediate Past - President, Secretary, Treasurer and Communications Director. The TDHA Trustee, Delegates, and Alternate Delegates shall be ex-officio officers of this association
Term of Office
The President, President-elect, Vice-President and Immediate Past-President shall serve one year terms or until a successor is elected. The Secretary, Treasurer and Communications Director shall serve two year terms. The term of office begins with the fiscal year.
Section 6. Installation
Officers shall be installed at the May Association meeting
Section 7: Limitations on Service
No member shall hold more than one office at a time. A member having served more than a half term in an office shall be deemed to have served a full term.
General Duties:
Officers shall perform the duties prescribed by these Bylaws and Principles of Ethics; the MDHA Archives, Policies and Procedures manual; and the parliamentary authority adopted by the Association. Officers must; be members of ADHA, represent the general membership to the best of their abilities, review and be familiar with the MDHA Bylaws and Principles of Ethics and parliamentary procedure guidelines of the MDHA Archives, Policies, and Procedures Manual; attend all MDHA Board of Trustees meetings and association meetings
President – Elect
General Duties:
The President-elect shall succeed to the office of President without another election.
1. Have the powers of and perform the duties of the President during any absence or disability of the President
2. Serve as ex-officio member of all MDHA councils/committees
3. Have such other powers and duties as may be determined by the Executive Board or the President
4. Serve as Chair of the Employment Committee
Vice – President
General Duties:
1. Serve as program chair and meet with the Executive Board to plan the year’s continuing education programs as possible after installation
2. Arrange meeting places, dates, fees and the number of continuing education credits for each meeting of this association
3. Negotiate a written contract with any speaker if payment is to be made
4. Coordinate travel arrangements, lodging, and any necessary equipment for speakers coming out of town if necessary
5. Coordinate registration, activities and clean-up for all continuing education programs
6. Evaluate continuing education courses and make recommendations to the Executive Board as appropriate
7. Work with the District Trustee to provide possible dates for the TDHA President to visit by July 1 and coordinate local arrangements when needed
8. Work with the Communications Director to handle publicity for the component
9. Serve as reporter to the MDHA newsletter
Secretary:
General Duties:
1. Maintain an accurate membership roster
2. Maintain a current list of MDHA officers, councils/committees/subcommittees including chairs and liaisons, and their contact information and send notice of any contact changes to the Secretary or Director and Treasurer of TDHA
3. Record the minutes of each officer and membership meeting
4. Be responsible for all association correspondence and answer all correspondence promptly
5. Maintain MDHA files
6. Order MDHA stationary as needed
7. Serve as reporter to the TDHA newsletter, sending reports in accordance with deadlines set by the Editor
8. Provide a continuing education verification slips for all eligible credits obtained at any MDHA meetings, programs, or functions ( which include the program title, presenters name, program date, location, and time, number of continuing educations credits awarded and the Secretary’s signature
9. Shall have such other powers and duties as may be determined by the Board of Trustees or the President
Treasurer:
1. General Responsibilities
i. Be the principal financial officer of the Association
ii. Shall have charge of and be responsible for the maintenance of adequate books of account for the Association
iii. Shall have charge and custody of all funds and securities of the Association and be responsible for the receipt and disbursement thereof
iv. Shall deposit all funds and securities of the Association in such banks or other depositories as shall be selected in accordance with the provisions of these Bylaws
v. Provide an oral report of the association’s financial status at each monthly meeting
vi. Maintain an accurate membership roster using the ADHA membership roster
vii. Shall have such other powers and duties as may be determined by the Executive Board
2. Financial Responsibilities
i. Have the books reviewed in August of each year to present a balanced budget
ii. Maintain a file for each line item and keep all correspondence in the treasurer’s file
iii. Provide per diem expenses for TDHA Delegates at TDHA Annual Session, not to exceed $200.00 total per delegate.
iv. Reimburse or submit a check to cover travel expenses for the TDHA officers to attend TDHA Board meetings not to exceed $200.00 per officer
v. Balance all bank statements monthly
vi. Contribute 10% of any profit over the first $250.00 from component continuing education courses ( awarding 3 or more CEU’s to the TDHA Treasurer)
Communications Director
General Responsibilities:
i. Serve as circulation editor
ii. Use the MDHA Executive Board as reporters
iii. Notify all contributors to the newsletter of deadline dates for each publication for any reports or articles
iv. Obtain mailing labels of the registered dental hygienists in 9th District from the TDHA Secretary for any brochure mailings for special continuing education programs through-out the year
v. Mail brochures for special continuing education programs to all registered dental hygienists in TDHA 9th District, The Hy-Spy editor, RDH magazine, Access magazine, and any other periodicals or interested parties
vi. Create brochures in cooperation with the Vice-President to advertise special continuing education courses of the association
vii. Submit an itemized report of all transactions at each Executive Board meeting
viii. Sell advertising space as available and contact current/potential advertisers as often as necessary to establish/maintain contracts
ix. Serve as reporter to ADHA publications and the Tennessee Dental Association Journal
x. Publish a Newsletter annually
xi. Have such other powers and duties as may be determined by the Executive Board
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