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CONSTITUTION AND BY-LAWS
HARFORD-CECIL-COUNTY DENTAL SOCIETY, INCORPORATED
JANUARY, 2000
INDEX
CONSTITUTION
NAME
OBJECT
ORGANIZATION
GOVERNMENT
OFFICERS
MEETINGS
PRINCIPLES OF ETHICS
AMENDMENTS
BY-LAWS
MEMBERSHIP
ELECTED AND APPOINTED OFFICERS
STANDING COMMITTEES
SPECIAL APPOINTMENTS AND COMMITTEES
MEETINGS
FINANCES
EXECUTIVE COMMITTEE
AMENDMENTS
SUSPENSION OF BY-LAWS
QUORUM
RULES
CONSTITUTION
ARTICLE I
NAME
SEC. 1: The name of this organization shall be the Harford-Cecil County Dental Society, Incorporated, hereinafter referred to as “the Society,” or “H.C.D.S.”
ARTICLE II
OBJECT
SEC. 1: The object of this society shall be to encourage the improvement of the health of the public and to promote the art and science of dentistry.
ARTICLE III
ORGANIZATION
SEC. 1: Incorporation This Society is a non-profit corporation, organized under the laws of the State of Maryland and is recognized as a component Society of organized dentistry by the Maryland State Dental Association (hereinafter referred to as the M.S.D.A.) If this Corporation shall be dissolved at any time, no part of its funds, or property shall be distributed to, or among, its members, but after payment of all indebtedness of the Corporation, its surplus funds and properties shall be used for dental education and dental research in such manner as the then governing body of the Corporation may determine.
SEC. 2: Membership: The membership of this Society shall consist of dentists and other persons whose qualifications and classifications shall be established in CHAPTER 1 of the By-Laws.
SEC. 3: Past President Recognition: A suitable momento such as a wall plaque shall be presented to the Immediate Past President.
ARTICLE IV
GOVERNMENT
SEC. 1: Between the meetings of this Society the Executive Committee shall be the Administrative body.
ARTICLE V
OFFICERS
SEC. 1: Elected Officers: The elected officers of this Society shall be a President, President-Elect, Secretary, Treasurer, Trustee (M.S.D.A.), Delegates and Alternate Delegates (M. S.D. A. House of Delegates).
SEC. 2: Executive Committee: The Executive Committee shall be composed of the President, President-Elect, Secretary, Treasurer, and Member-At-Large.
SEC. 3: Appointed Officers: The President shall appoint a Member-At-Large to serve on the Executive Committee. The President and Executive Committee may appoint, at their discretion, any other officers deemed necessary.
SEC. 4: Delegates to the House of Delegates: There shall be elected by the members of this Society two (2) Delegates to the House of Delegates of the M.S.D.A. for two (2) year terms. In addition, this Society shall elect one Delegate for every fifty Active, Life, and Retired members and fraction thereof in its roster of members at the close of business on March 31. The terms of the Delegates shall be staggered.
SEC. 5: Alternate Delegates to the House of Delegates: The members of this Society shall elect annually two (2) Alternate Delegates to the House of Delegates of the M.S.D.A., and an additional Alternate Delegate for every three (3) Delegates to which it is entitled by virtue of the number of its fully privileged members.
SEC. 6: Trustee: The members of this Society shall elect a Trustee to serve as member of the M.S.D.A. Board of Trustees, for a period of three (3) years.
ARTICLE VI
MEETINGS
SEC. 1: The meetings of the Society shall be conducted in accordance with Chapter V of the By-Laws.
ARTICLE VII
PRINCIPLES OF ETHICS
SEC. 1: The Principles of Ethics of the American Dental Association (hereinafter referred to as the “ADA.”) and the M.S.D.A. shall govern the professional conduct of all members of this Society. This Society shall have the right to adopt additional Principles of Ethics, so long as those Principles are not in conflict with the A.D.A. and the M.S.D.A.
ARTICLE III
AMENDMENTS
SEC. 1: This constitution may be amended or altered in either of two ways:
1. By a 3/4 vote of the members present at any meeting, subsequent to one at which such amendments or alterations are proposed.
2. By the unanimous consent of those members present at the meeting at the time the said amendments or alterations are proposed.
BYLAWS
CHAPTER 1
MEMBERSHIP
SEC. 1: Classification: The members of this Society shall be classified as follows:
A. Active Members
B. Life Members
C. Associate Members
D. Honorary Members
E. Affiliate Members
F. Service Members
G. Ancillary Members
H. Retired Members
SEC. 2: Qualifications:
A. Active Members: Any ethical dentist licensed to practice in the State of Maryland who is in good standing, and not a member of any other component of the M.S.D.A., shall be eligible for Active Membership in this Society.
B. Life Member: An active member in good standing for thirty-five (35) consecutive years, or a total of forty (40) years, having attained the age of sixty-five (65) years, shall be eligible fbr Life Membership in this Society.
C. Associate Members: Professionals who are not dentists, but are related in areas of endeavor and who have a vested interest in this Society, shall be eligible for Associate Membership in this Society.
D. Honorary Members: An individual who has contributed materially to the advancement of the art and science of dentistry, and who has been nominated by any Active or Life Member and approved by two-thirds (2/3) vote of the Active and Life Membership of this Society.
E. Affiliate Members: Dentists who are in good standing of another component Society of the ADA., but have an active interest in the activities of this Society.
F. Service Members: Any member in good standing when called to extended active duty in the Federal Dental Services, shall be entitled to Service Membership in this Society and shall pay only the dues of the M.S.D.A. and the ADA. for a period not to exceed three (3) years.
G. Certified Dental Assistants who are members in good standing of the Maryland State Dental Assistants Association.
H. Retired Members: An Active member in good standing who has been an Active member for twenty-five (25) years or more, and having attained the age of seventy (70) and no longer earning income from the perfbrmance of services as a member of the faculty of a dental school, as a dental administrator, or consultant, or as a practitioner of any activity for which a license to practice dentistry or dental hygiene is required by the State, District of Columbia, the Commonwealth of Puerto Rico or a dependency of the United States, may be classified as a Retired Member upon application to this Society.
SEC. 3: “In Good Sanding:” Any member of this Society is in good standing within the meaning of these ByLaws:
A. If his/her dues and assessments as provided in these ByLaws for the current year have been paid to the Society Treasurer by or on 1 March.
B: If he/she has not been suspended or expelled by this Society.
C. If his/her license to practice in this or any other state has not been revoked or suspended, or has been restored on appeal.
D. If his/her dues have been waived by the M.S.D.A. or ADA.
SEC. 4: Privileges: The right to vote; to be elected to any office, appointed to any committee, council, board or similar position in this Society, the M.S.D.A., and the ADA.; the right of hearings; and the right of appeal shall be deemed the privileges of membership.
Right of Hearings: Any member who is charged with behavior inimical to the best interest of the public or of the profession shall have the privilege of a hearing before the peer review committee of this Society. In each instance the accused member shall have transmitted to him a written copy of the charges brought against him, together with the notice to be sent by registered letter addressed to his last known address and not mailed less than 30 days prior to the day set for the hearing. Every decision which shall suspend or expel a member shall be reduced to writing and shall contain a copy of the charges brought against the accused member, a recital of the facts found to be true, the verdict rendered and the penalty imposed. Within three days of the day on which the decision is rendered, a copy thereof shall be sent by registered mail to the last known address of each of the following parties:
I. The accused member.
2. Secretary of this Society.
3. Secretary of the M.S.D.A.
4. Secretary of the A.D.A.
Right of Appeal: An accused member shall have the right to appeal from a decision of this Society to the Judicial Council of the M.S.D.A. by filing with the Secretary of the M.S.D.A. a statement sworn to before a Notary Public giving the reasons for this appeal. An appeal from any decision to be valid must be filed within 30 days after such decision has been rendered. No decision shall be final which an appeal therefrom is pending.
A. Active Members: An Active member in good standing shall be entitled to enjoy all privileges of this Society and to any services provided by this Society for the benefit of its members.
B. Life Members: (Same as Active Members)
C. Associate Members: An Associate Member in good standing shall be entitled to enjoy any services provided by this Society for the benefit of its members but shall not enjoy any of the privileges of this Society.
D. Honorary Members: (Same as Associate Member)
E. Affiliate Members: (Same as Associate Member)
F. Service Members: (Same as Associate Member)
G. Ancillary Members: An Ancillary Member in good standing shall be entitled to enjoy any services provided by this Society for the benefit of its members, but shall not attend business meetings, nor vote, nor be elected to any office, nor be appointed to any committee, council, board or similar position in this Society.
H. Retired Members: Retired Members in good standing shall be entitled to all privileges of an Active Member, except that the years of retired membership shall not be included as years of active membership for the purpose of determining eligibility for life membership.
SEC. 5: Application:
A. All membership categories, with the exception of Honorary, must be applied for in writing to the Secretary of this Society.
B. The Secretary of this Society will, upon receipt of this letter of intent, forward to said applicant a form of application.
C. Said form of application upon completion by the applicant shall be forwarded with payment of current dues assessment to the Secretary of this Society, who shall forward monies to the Treasurer and copy of application to the Chairman of Membership Committee for review and approval. Upon approval of the membership Committee, the applicants name shall be read to the Society at the next scheduled business meeting as a new member.
D. Upon acceptance of credentials by the Membership Committee of this Society the applicant shall receive in writing notification of acceptance, the current H. C. D. S. program and a copy of this Constitution and By-Laws from the Secretary of the Society.
E. To qualify for the Retired Member status, an active member shall submit to this Society an affidavit attesting to his retirement from the performance of dental seivices as defined in Chapter 1, Section 2-H of these By-Laws. This affidavit shall be forwarded to the House of Delegates of the M.S.D.A. not later than March 31 in any given year to be acted upon as prescribed in the M.S.D.A. Constitution and By-Laws, Chapter 1, Section 2, Paragraph J.
CHAPTER II
ELECTIVE AND APPOINTED OFFICERS
SEC. 1: Number and Title (See Constitution Article V.)
SEC. 2: Nominations: The report of the Nominating Committee shall be read at the April business meeting of each calendar year. Nominations from the floor shall be accepted for an elected officer so long as the person nominated has given prior consent to having his name placed in nomination.
SEC. 3: Elections: At the May business meeting of each calendar year the officers shall be elected by a majority of the votes cast. Except by unanimous consent all such votes shall be by secret ballot.
SEC. 4: Tenure of Office: The elected officers shall serve for one (I) year, to coincide with M.S.D.A. terms of office; House of Delegates members for two (2) years; Trustees for three (3) years.
SEC. 5: Vacancies: In the event the office of President becomes vacant the President-Elect shall become President for the unexpired portion of the term. Any vacancy in the offices of the Society shall be filled by appointment of the Executive Committee. Any vacancy in the House of Delegates or Trustees shall be filled by appointment of the Executive Committee. Any committee vacancy shall be filled by appointment of the President.
SEC. 6: Duties:
A. President: It shall be the duty of the President
1. To serve as an official representative of this Society in its contacts with governmental, business and professional organizations for the purpose of advancing the objects and policies of this Society.
2. To serve as Chairman of the Executive Committee.
3. To preside at all general meetings of this Society.
4., To call special meetings of the Executive Committee.
5. To sign all certificates, citations, and letters of testimonials.
6. To duly issue orders on the Treasury.
7. To be an exofficio member on all committees.
8. To possess and maintain all pertinent objects and documents of this Society.
9. To appoint all committees.
10. To appoint members to vacancies prescribed in By-Laws, Chapter II, Sec. 5.
11. To appoint members at large to the Executive Committee.
12. To perform any other duties as may be provided in these By-Laws.
B. President-Elect: It shall be the duty of the President-Elect:
1. To assist the President as requested.
2. To serve as a member of the Executive Committee.
3. To serve as Chairman of the Program Committee.
4. To succeed to the Office of the President without other election on 1 October of the calendar year following the year he becomes President-Elect.
5. To succeed to the Office of President in the event this office becomes vacant.
6. To perform other duties as may be provided by these By-Laws.
C. Secretary: it shall be the duty of the Secretary:
1. To countersign all citations, certificates, letters of testimonials and all other official acts of the Society in conjunction with the President and affix the official seal thereto.
2. To give notice in writing to all members of the time and place of meetings.
3. To record minutes of all regular and special business meetings and all regular and special meetings of the Executive Committee.
4. To deliver all books, letters, and records of the society to his/her successor to the office.
5. To perform all other duties incident to this office.
D. Treasurer: It shall be the duty of the Treasurer:
1. To send to the Treasurer of the M.S.D.A., in conformity with the regulations of the M.S.D.A., a list of members in good standing with a voucher for their dues.
2. To serve as custodian of all monies, securities, and deeds belonging to this Society, which he/she shall hold, invest and disburse according to the directions and dictates of the Executive Committee.
3. To submit a detailed report at each regular meeting of the Society showing the various amounts received and paid and the dates of such receipts and payments.
4. To close his/her books Sept.30 and deliver them to the Audit Committee for auditing.
5. To deliver his/her books and records to his/her successor in office. 6. To perform all other duties incident to this office.
7. To be responsible for the following duties:
a. To collect all monies due the Society from any source whatever.
b. To maintain the record books as to receipts and disbursements.
c. To prepare and sign checks for all disbursements.
d. To maintain an accurate up-to-date list of the membership of the Society.
8. To serve as a member of the Membership Committee.
E. Delegates to the House of Delegates: It shall be the duty of the Delegates to the House of Delegates:
1. To attend all meetings of the House of Delegates of the M.S.D.A.
2. To report at each business meeting of this Society any transaction of said Board that affects the membership of this Society in any way.
F. Alternate House of Delegates Delegate: It shall be the duty of the Alternate Delegate to the House of Delegates:
1. To attend the meetings of the House of Delegates of the M.S.D.A. as the need arises.
2. To report to the Society pertinent business transacted.
G. Trustee: It shall be the duty of the Trustee:
1. To attend meetings of the Board of Trustees as called by the Board Chairman.
2. To report to the Society pertinent business transacted.
CHAPTER III
STANDING COMMITTEES
SEC. 1:The newly elected President shall appoint, immediately after taking office, members to the Committees of the Society.
SEC. 2: Committees:
A. Program
B. Patient Relations/Peer Review
C. Legislative
D. Constitution and By-Laws
E. Membership
F. Nominating
G. Auditing
H. Dental Health and Public Information
I. Government Dental Programs
J. Necrology and Sick
SEC. 3: Eligibility: All members of committees must be in good standing at the time of their appointment and must maintain such membership during their term of office. A member may not serve simultaneously on more than two (2) committees of this Society.
SEC. 4: Term of Office: The term of office for each committee shall be one (I) year.
SEC.5: Vacancy: In the event of a vacancy in the membership of any committee by reason of death, resignation or otherwise, the President shall appoint a qualified member of the Society to fill such vacancy for the remainder of the unexpired term.
SEC. 6: Expenses: The Society shall pay the expenses of each committee provided that such expenses are incurred in performance of its duty and that an estimate of said expenses shall have been previously authorized by the Executive Committee.
SEC. 7: Duties of Committees:
A. The chairman of each committee shall be responsible for keeping accurate records of its meetings and correspondence and shall deliver such records to his/her successor in office.
B. Specific Duties of the Committees of this Society are as follows:
1. Prozram Committee: This Committee shall be charged with the responsibility of providing a program pertaining to the Arts and Sciences of Dentistry for each regular meeting, and select a place to hold said meeting.
2. Patient Relations/Peer Review: This Committee shall be charged with maintaining a liaison between members of this Society and the patients they serve. It shall receive all complaints from whatever sources against any member of this Society, and when needed constructively and without malice review actions of their peers when these actions pertain to the Arts and Sciences of Dentistry. They are empowered to conduct whatever investigation they believe to be appropriate as set forth in Chapter 1, Section 4 of these By-Laws. After proper investigation, the Committee is empowered to dismiss complaints as unfounded as well as request corrective action by the member complained about.
3. Legislation: This Committee shall serve to provide this Society with information on proposed or pending legislation and to act as the channel for input from the Society to the M.S.D.A. Legislative Committee.
4. Constitution and By-Laws This Committee shall give careful consideration to all matters pertaining to amendments to the Constitution and By-Laws, and shall report its recommendations to the Society.
5. Membership: This Committee shall act upon all applications as outlined in Chapter 1, Section 5 of these By-Laws. This Committee shall function to investigate the professional credentials of all applicants for membership to this Society. This Committee shall exhaust every logical and ethical method in appealing for 100% membership of all potential members within the boundaries of this Association.
6. Nominating: This Committee shall present to the Society, as outlined in Chapter 11, Section 2 of these By-Laws, candidates for the various elected offices of this Society.
7. Auditing: This Committee shall be charged with the responsibility of an annual audit, upon receipt of the records and books of the Treasurer of the Society.
8. Dental Health and Public Information: This Committee shall
a. Act as a planning body studying and developing plans and programs of adequate dental care for the public including liaison with the Harford and Cecil CountyHealth Departments.
b. Arrange speaking dates and provide speakers for all civic clubs, church groups, and school groups, as requested.
c. Secure available material or write talks suitable to every type of audience together with slides, movies, pamphlets, and other auxiliary aids to education.
d. Encourage and assist this Society to study Dental Health Programs in these counties.
e. Prepare and execute a program for suitable observance of National Children’s Dental Health Week and School Career Day.
f. Give notice of all meetings to the local press and give advance publicity to clinicians.
g. Report scientific progress in dentistry.
h. Enhance the image of dentistry through a proper information program.
9. Government Dental Programs: This Committee shall:
a. Keep this Society informed on the progress of all government programs affecting dentistry.
b. Function to review in conjunction with the respective County Health Departments all pre-authorization forms submitted under the Maryland Medical Care Program.
10. Necrology and Sick: This Committee shall:
a. Send a card to each member of the Society who is ill.
b. Send an official letter of condolence to the family of any member of this Society who dies.
c. Prepare suitable resolutions on the deaths of members and to arrange for representation of the Society at the funerals of such members.
d. Present at the last business meeting of the calendar year a list of deaths of members and give such biographical sketches as may be of interest.
CHAPTER IV
SPECIAL APPOINTMENTS AND COMMITTEES
SEC. 1: Appointments: Special committees may be created by the President on his own volition, by instructions from the Executive Committee, or by a motion of this Society. SEC.2. Duties and terms of Office: The duties and term of office shall terminate at the end of the appointive year.
CHAPTER V
MEETINGS
SEC. 1: Time and Place: This Society shall meet at 6:30 P.M. on the 3rd Monday of January, February, March, April, May, September, October, and November in a place designated in advance by the Program committee or at such a time and place as shall be determined by the Society.
SEC. 2: Business Session: The business session of this Society shall be held during the regular meeting. The order of business shall be:
A: Call to order
B: Reading of minutes of previous sessions
C: Reports of officers
D: Reports of Committees
E: Reports from Delegates to House of Delegates
F: Report of Trustee
G: Unfinished business
H: New business
I: Election of Officers (May meeting)
J: Adjournment
SEC. 3: Scientific Session: The scientific session of this Society shall be held prior to the business session and shall be provided for by the Program committee as outlined in Chapter 111, Section 7-B, Sub-Section 1. of these By-Laws.
CHAPTER VI
FINANCES
SEC. 1: Dues shall be collected from active, associate and affiliate members before March 1 of each calendar year by the Treasurer of this Society.
SEC. 2: The annual dues to active members shall be $35.00 in addition to the annual dues and assessment of the ADA. and the M.S.D.A. The annual dues for associate and affiliate members is $35.00.
SEC. 3: A specific assessment may be levied for a limited period of time at the discretion of the general membership. An assessment is defined as a special payment for an explicit purpose.
SEC. 4: Fiscal Year: The fiscal year for this Society corresponds to the term of offices for the elected officers.
SEC. 5: Back dues shall be acceptable in conformity with the A.D.A. and M.S.D.A. provision only.
SEC. 6: Any active member who is extended a partial or total waiver of dues by the ADA. or M.S.D.A. may be extended a similar waiver by this Society and continue as an active member.
CHAPTER VII
EXECUTIVE COMMITTEE
SEC.1: The Executive Committee shall act in questions of immediate importance in the interim between regular meetings of this Society and shall perform other duties as may from time to time be deemed necessary.
SEC. 2: The committee shall meet at the call of the president or any two (2) of its members.
SEC. 3: A quorum shall be constituted by any three (3) members of the committee.
CHAPTER VIII
AMENDMENTS
SEC. 1: These By-Laws may be amended at any regular meeting of this Society in the same manner the Constitution may be amended, as outlined in Article VIII of the Constitution.
CHAPTER IX
SUSPENSION OF BY-LAWS
SEC. 1: These By-Laws may be suspended by a unanimous vote of the members present at any regular or special meeting, provided there exists a quorum, that the meeting takes place in compliance with all regulations in these By-Laws, and providing that nothing shall be considered or become effective that in any way conflicts with the Constitution and By-Laws of the M.S.D.A.
CHAPTER X
QUORUM
SEC.1:Fifteen (15) Active and/or Life members of this Society shall constitute a quorum.
CHAPTER XI
RULES
SEC. 1: All questions not provided for in this Constitution and By-Laws shall be governed by “Sturgis Standard Code of Parliamentary Procedure.”
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