NYSDA Councils - Committees - BOT
NYSDA Councils – Core Responsibilities
(Bylaws Chapter VIII, Section 120 – Duties of Councils)
Council on Awards. The duties of the Council on Awards shall be:
1. To consider nominees for the William Jarvie and Harvey J. Burkhart Award (also referred to as the Jarvie-Burkhart Award) in accordance with criteria and guidelines established by the Board of Trustees.
2. To consider nominees for the New York State Dental Association’s Dr. Mark J. Feldman Distinguished Service Award for meritorious service in accordance with criteria and guidelines established by the Board of Trustees.
3. To annually recommend to the Board of Trustees, the recipient(s) of the Jarvie-Burkhart Award when appropriate.
4. To annually recommend to the Board of Trustees, the recipient(s) of the Dr. Mark J. Feldman Distinguished Service Award when appropriate.
Council on Dental Benefit Programs. The duties of the Council on Dental Benefit Programs shall be:
1. To monitor the delivery of dental care through insurance mechanisms, government-funded programs, health maintenance organizations, prepaid group practice systems, and any other system for the delivery of dental care.
2. To maintain liaisons between the Association and agencies sponsoring, administering, or implementing government-funded or privately funded dental care programs, and dental service corporations.
3. To evaluate in accordance with established policies of the Association, the dental care programs of all systems for the delivery of dental care, and to report these evaluations and recommendations to the House of Delegates.
4. To initiate negotiations with and respond to any agency sponsoring, administering, or implementing dental care programs for the purpose of establishing mutually acceptable conditions.
Council on Dental Education and Licensure. The duties of the Council on Dental Education and Licensure shall be:
1. To monitor and make recommendations, including the formulation and recommendation of policy on:
a. Dental education and dental auxiliary education
b. The recognition of categories of dental auxiliaries
c. Associated subjects that affect all dental, dental auxiliary, and related education.
d. Dental licensure and dental auxiliary credentialing.
2. To act on behalf of this Association in maintaining effective liaison with the New York State Education Department, the New York State Board for Dentistry, pre-doctoral and post-doctoral education programs in the State of New York, and programs involved in the training of auxiliary personnel in the State of New York.
3. To monitor and disseminate information on continuing dental education and to encourage the provision of and participation in continuing dental education.
4. To make recommendations to the House of Delegates as to the means and methods of improving and instituting dental education policies.
Council on Dental Health Planning and Hospital Dentistry. The duties of the Council on Dental Health Planning and Hospital Dentistry shall be:
1. To develop plans and programs for adequate dental care for the public, and to promote the dental health of the pubic within the framework of policies adopted by the House of Delegates.
2. To assist component societies in the development of dental health policies and programs within their jurisdiction.
3. To establish, maintain, and encourage relations with the New York State Department of Health, the New York State Education Department, and such private agencies as are interested in programs for the dental health of the community.
4. To maintain close working relations with other councils and agencies of the Association in the evaluation of dental health educational material directly associated with their activities submitted by non-dental organizations and make recommendations thereof to the House of Delegates.
5. To study the dental service programs and residency programs in hospitals and other patient care settings, other than hospitals, and the rules and regulations under which they are operating, when warranted.
6. To maintain liaison and cooperate with the New York State Department of Health and other interested agencies in matters pertaining to dental services in hospitals and patient care units other than hospitals.
Council on Dental Practice. The duties of the Council on Dental Practice shall be:
1. To formulate and recommend policies relating to dental practice.
2. To study, evaluate, and disseminate information concerning various forms of business organization of a dental practice, economic factors related to dental practice, practice management techniques, auxiliary utilization, and dental laboratory services to the end that dentists may continue to improve services to the public.
3. To develop educational and other programs to assist dentists in improved practice management and to assist constituent and component societies and other dental organizations in the development of such programs so that dentists may continue to improve the delivery of their services to the public.
4. To encourage and develop satisfactory relations with the various organizations representing the dental laboratory industry and craft as well as the dental trade industry.
5. To formulate programs for establishing and maintaining the greatest efficiency, quality, and service of the dental laboratory industry and craft in their relation to the dental profession.
6. To encourage and develop satisfactory relations with the various organizations representing dental auxiliaries.
7. To gather, formulate, and disseminate information related to auxiliary utilization, management, and employment practices.
8. To serve in a consultative capacity to those educational and promotional activities directed to the public and the profession, and to assess their impact on dental practice.
9. To monitor and disseminate information on new dental technologies.
Council on Ethics. The duties of the Council on Ethics shall be:
1. To consider proposals for amending the Code of Ethics and to make recommendations to the House of Delegates.
2. To recommend advisory opinions and interpretations of the Code of Ethics of the Association to the House of Delegates.
3. To consider appeals from members of the Association subject to the decision of censure, suspension, or expulsion by a component society and to hold hearings and render decisions thereon. No decision by a component society shall become final while an appeal is pending or until the thirty (30) day period for filing notice of appeal has elapsed. Subject to the approval of the House of Delegates and in conformity with the judicial procedures established by the American Dental Association, the Council on Ethics may establish rules of procedure with respect to such appeals.
4. To adjudicate disputes arising under Chapter X, Section 30, of the Bylaws.
5. To review disciplinary cases referred to it by component societies in the pre-hearing stage, and where appropriate, to conduct hearings on such cases.
Council on Governmental Affairs. The duties of the Council on Governmental Affairs shall be:
1. Encourage the improvement of the health of the public and to promote the art and science of dentistry in matters of legislation and regulations by appropriate activities. To protect the public and the dental profession in matters of legislation and regulations, and to make recommendations of plans and methods to the House of Delegates in conformity with its established policies.
2. Review and provide feedback to Council staff liaison on legislation, regulatory activity, policies, and governmental programs relating to dentistry and oral health in the State of New York.
3. Advise appropriate legislators of the position of the Association with respect to all proposed legislation of significant interest.
4. Assess past, current, and future legislative and regulatory activity to determine key Association policies for future advocacy programs and events.
5. Serve as Association volunteers at advocacy events throughout the year, as deemed necessary.
6. Disseminate information that will assist the constituents and components involved in legislation and regulation affecting the dental health of the public.
7. Review, on an annual basis, the external lobbying services provided to NYSDA, and make recommendations related to such to the Board of Trustees for their consideration.
Council on Membership and Communications. The duties of the Council on Membership and Communications shall be:
1. To develop and maintain a public relations program for this Association, including the dissemination of information on and publicity concerning the activities of the Association.
2. To develop and maintain good professional relations between members of this Association and other constituent societies of the American Dental Association.
3. To develop and maintain good relations between this Association and organizations representing other health professions.
4. To conduct an ongoing study of membership problems and formulate plans for maintaining and increasing the membership of this Association, in conformity with policies adopted by the House of Delegates.
5. To recruit and retain dentists who have graduated from dental school within the previous ten years (also referred to as “new dentists”), in the tripartite system of organized dentistry.
6. To provide information and assistance for new dentists to facilitate the transition from dental school to active practice.
7. To establish, maintain, and encourage positive relationships with the faculty, students, and staff of New York State's dental schools.
8. To formulate programs with the Association's component societies and the American Dental Association that support and facilitate the participation of new dentists in the tripartite system of organized dentistry.
9. To work effectively with other councils and agencies of the Association on those educational and promotional programs and/or activities directed to the public and the profession.
Council on Nominations. The duties of the Council on Nominations shall be:
1. To meet no later than sixty (60) days prior to the annual session in accordance with Section 60 of this Chapter of the Bylaws.
2. To confirm the eligibility of all nominations for elective office and the position of Trustee representing the Second Trustee District of the American Dental Association in accordance with Chapter VI, Section 20, and Chapter XIII, Section 20A of these Bylaws.
3. To consider all eligible nominations for elective office of this Association.
4. To select one (1) candidate for each elective office in accordance with Chapter VI, Section 30 of the Bylaws.
5. To draft a report listing all eligible nominees for elective office and the Trustee representing the Second Trustee District of the American Dental Association, as well as the Council's recommendation for each elective office.
6. To present its report to the House of Delegates at the first meeting of the annual session.
Council on Peer Review and Quality Assurance. The duties of the Council on Peer Review and Quality Assurance shall be:
1. To develop recommendations to the House of Delegates for policies relating to peer review as the Association’s quality assurance mechanism.
2. To develop a Peer Review Manual for the use of component society peer review committees and component staff.
3. To develop an educational and training program for the members of component society peer review committees and component staff.
4. To provide technical assistance to component society peer review committees.
5. To promote peer review to Association members and the public.
6. To coordinate the activities of component society peer review committees.
7. To oversee the maintenance of statistical information regarding peer review activity of the New York State Dental Association.
8. To consider appeals of decisions of component society peer review committees in accordance with criteria set forth in the Peer Review Manual.
Council on Professional Liability Insurance. The duties of the Council on Professional Liability Insurance shall be:
1. To consider issues of professional liability impacting members of the Association and make recommendations to the House of Delegates with respect thereto.
2. To work in liaison with appropriate agencies of the Association in the development and maintenance of the Association’s Risk Management Program.
3. To coordinate the activities of the Component Professional Liability Claims Committees.
4. To supervise the maintenance of statistical information regarding professional liability claims activity of the Association.
5. To periodically review the Association’s Professional Liability Claims Review Guidelines, and make recommendations to the Board of Trustees with respect thereto as indicated.
Board of Trustees – Powers & Duties
(Bylaws Chapter V, Sections 100 & 110)
Section 100. Powers:
A. The Board of Trustees shall be the managing body of the Association, vested with full power to conduct all business of the Association, subject to the laws of the State of New York, the Articles of Incorporation, the Constitution and Bylaws, and the mandates of the House of Delegates. The power of the Board of Trustees to act as the managing body of the Association shall not be construed as limiting the power of the House of Delegates to establish policy with respect to the governance of this Association in all its activities, except for areas expressly reserved in these Bylaws as powers and/or duties of the Board of Trustees, as the same may be amended by the House of Delegates from time to time in accordance with these Bylaws.
B. It shall have the power to establish rules and regulations not inconsistent with these Bylaws to govern its organization and procedure.
C. It shall have the power to direct the President to call a special session of the House of Delegates as provided in Chapter III, Section 80, of the Bylaws.
D. It shall have full discretionary power to cause to be published in, or to be omitted from, any official publication of the Association any article in whole or in part.
E. It shall have the power to establish ad interim policies when the House of Delegates is not in session and when such policies are essential to the management of the Association, provided, however, that all such policies must be presented for review and consideration by the House of Delegates at its next session.
F. It shall have the power to remove a council member for cause in accordance with procedures established by the Board of Trustees in its Rules.
G. It shall have the power to elect honorary and affiliate members.
H. It shall have the power to approve the recipient(s) of the William Jarvie and Harvey J. Burkhart Award.
I. It shall have the power to approve the recipient(s) of the New York State Dental Association’s Dr. Mark J. Feldman Distinguished Service Award for meritorious service.
J. It shall have the power to appoint its members to committees that shall have the power to perform any duty that the Board of Trustees may lawfully delegate.
K. It shall have the interim power to supervise, monitor, and guide the activities of all councils and special committees in order to ensure the fulfillment of initiatives and directives assigned to each council or special committee by the House of Delegates or Board of Trustees, subject to the requirement that all interim actions of the Board must be approved by the House of Delegates.
L. In accordance with the laws of the State of New York, it shall have the power to transact its business by unanimous consent via mail ballot, including electronic mail; to authorize the councils, commissions and committees of this Association to transact their business by mail ballot; and to establish rules and procedures for itself and for councils, commissions and committees of this Association to govern the use of ballots circulated and returned by U.S. mail, overnight courier, facsimile transmission or electronic mail.
M. It shall have the power to appoint agents and/or other representatives for the purpose of supervising, managing and otherwise conducting business under its direction and in accordance with these Bylaws and the laws of the State of New York. No such appointment shall relieve the Board of Trustees of its fiduciary duties as the managing body of the Association as provided in these Bylaws.
N. It shall have the power to select for election by the Association as a shareholder, the board of directors in any wholly-owned subsidiary of the Association.
P. It shall have the power to serve as the court of last appeal of the Association in disputes not otherwise provided for in these Bylaws.
Section 110. Duties: It shall be the duty of the Board of Trustees:
A. To provide for the lease, purchase, sale, mortgage, maintenance and/or supervision of the Headquarters Office and all other property or offices owned or operated by this Association.
B. To appoint the Executive Director of the Association.
C. To appoint an Editor who shall be Editor-in-Chief of all official journals of the Association, and as such, shall exercise full editorial control over such publications, subject to policies and procedures established by the Board of Trustees and these Bylaws. Any active, life, or retired member in good standing of this Association is eligible to be appointed as Editor.
D. To determine the date and place for convening each annual session and provide for the management and general arrangements for each annual session.
E. To cause to be bonded by a surety company the Secretary-Treasurer, the Executive Director, and employees of the Association entrusted with Association funds.
F. To provide guidelines and directives to govern the Secretary-Treasurer’s custody, investment, and disbursement of Association funds and other property as provided in Chapter VI, Section 100D, of these Bylaws; and to cause all accounts of the Association to be audited by a certified public accountant at least once a year.
G. To prepare a budget for carrying on the activities of the Association for each ensuing fiscal year, and present for action by each House of Delegates, a resolution setting forth the proposed dues of active members for the following year. Notice of such a resolution shall be sent to each component society not less than fifteen (15) days before such session to permit prompt, adequate notice by each component society to its delegates and alternate delegates to the House of Delegates of this Association, and shall be announced to the general membership in an official publication of the Association at least fifteen (15) days in advance of the annual session.
H. To submit to the House of Delegates at the opening meeting of the annual session, in printed form, nominations for membership to the councils, except as otherwise provided in these Bylaws.
I. To appoint annually, upon the recommendation of the President, the chair of each council, except as otherwise provided in these Bylaws, and to act upon council nominations for consultants and advisers except as otherwise provided in these Bylaws.
J. To provide interim guidance and supervision to all councils and special committees in order to ensure the fulfillment of initiatives and directives assigned to each council or special committee by the House of Delegates or Board of Trustees.
K. To review the reports of councils and special committees of the Association and to make recommendations concerning such reports to the House of Delegates.
L. To submit an annual report to the House of Delegates of its activities and those of the Secretary-Treasurer and Executive Director.
M. To elect associate members.
N. To establish other funds as divisions of the General Fund in accordance with the provisions of Chapter XII of the Bylaws.
O. To appoint special committees of the Association in accordance with Chapter IX, Section 10 of these Bylaws.
P. To perform such other duties as are prescribed by these Bylaws.
Q. To establish such administrative agencies of this Association as may be necessary to implement the Association’s programs, to assign the duties of such agencies through the Executive Director of the Association under whose jurisdiction each shall operate, and to require reports of such agencies through the same channels.
Board Committees – Key Duties
(Organization and Rules of the Board of Trustees)
Annual Sessions Committee
Duties. The duties of the Committee shall be to make all arrangements for the Association’s Annual Session in cooperation with the Board of Trustees.
Audit Committee
Duties. The duties of the Committee shall be:
1. To monitor the financial reporting policies and process, the system of internal controls, and the audit process;
2. To recommend an audit firm to the Board of Trustees to provide an annual independent financial statement audit as well as prepare the Association’s annual tax returns;
3. To receive and review such annual audit and tax returns;
4. To ensure that every five years either the audit firm or the partner-in-charge be replaced for such financial statement audit;
5. to meet with management and the audit firm, both collectively and separately, to discuss the audit, audit process, internal controls, and any material issues that arose during the course of the annual audit; and
6. to recommend to the Board of Trustees any operational, internal control, or other audits the Committee deems appropriate.
Budget Committee
Duties. The duties of the Committee shall be:
- to assist the Secretary-Treasurer in the review and development of the annual budget for consideration by the Board of Trustees;
- to review Association investment policies and performance of investment portfolio and develop recommendations to the Board of Trustees; and
- to serve as a resource to the Board of Trustees, the Reference Committee assigned the resolution to adopt the budget and the membership on the annual budget.
Substance Use Disorder and Well-Being Committee
Duties. The duties of the Committee shall be:
1. To be a statewide source of information with regard to substance use disorder and well-being for the dental profession.
2. To develop a confidential, non-judgmental, non-punitive, and therapeutically oriented program to assist members suffering from substance use disorder and direct them into appropriate treatment programs.
3. To provide oversight and support to component dental society substance use disorder and well-being committees.
4. To develop and maintain a relationship with dental schools, hospital residency programs,
The New York State Department of Education, the New York State Department of Health, and those private or public agencies that are interested in programs and information that assist dentists in need of treatment and recovery.
Strategic Planning Committee
Duties. The duties of the Committee shall be:
1. To formulate the Strategic Plan of the Association and present that plan for review, modification, and approval by the Board of Trustees;
2. To monitor in collaboration with Senior Management, the Association’s action plans that support the Strategic Plan goals and objectives and report these findings to the Board of Trustees;
3. To note current and future trends which might impact the future of the Association and report those trends to the Board of Trustees;
4. To provide, with the support of Senior Management, guidance to Association agencies in meeting the goals of the Strategic Plan;
5. To provide information to the component societies of the Association about the Strategic Plan as appropriate to encourage tripartite support and involvement.
Information Technology Committee
Duties. The duties of the Committee shall be to monitor developments with electronic health records and information technology and further the Association’s goals for education, research, enabling change, and membership value, and to make recommendations related to such to the Board of Trustees.
Diversity and Inclusion Committee
Duties. The duties of the Committee shall be:
1. Develop a Diversity and Inclusion policy for adoption by the NYSDA House of Delegates.
2. Develop events to embrace our total diverse population and offer a value proposition to all members.
3. Develop a leadership program providing a pathway to become involved within the tripartite of organized dentistry.
4. Monitor its own composition and recommend to the NYSDA President suggested additions and/or changes to those participating.
Crisis Management Committee
Duties. The duties of the Committee shall be to develop policy and manage crises as they occur.
Duties: The duties of the Committee shall be:
1. To establish and maintain performance review procedures for the Executive Director and review the Executive Director’s performance pursuant to those procedures on an annual basis. The Committee may engage human resources firms to help design a performance review and performance evaluation process, including, but not limited to, development of a progressive discipline process or other mechanisms allowing for setting performance benchmarks and addressing deficiencies in meeting such benchmarks. Such performance benchmarks shall be shared for approval by the Board of Trustees;
2. To establish the recommended salary, including increases, and develop guidelines for any additional fringe benefits other than the customary employee benefits that may be offered to the Executive Director;
3. To review the expenses submitted for reimbursement by the Executive Director;
4. To forward recommendations to the Board of Trustees on the Executive Director’s performance, contract, salary, and benefits;
5. To review and recommend approval of guidelines developed by the Executive Director for additional fringe benefits, other than the customary employee benefits, that the Executive Director may offer to other Senior Management Team Members;
6. To receive a report from the Executive Director on the performance of senior management based upon the Executive Director’s annual performance review of other Senior Management Team Members;
7. To receive a report from the Executive Director of his/her decisions regarding salary and fringe benefits for senior management for the ensuing year; and to review and make recommendations annually regarding stipends for officers and trustees.;
8. To forward a succession planning program for the Executive Director position to the Board of Trustees for their adoption.
National Campaign Strategy Committee
Duties. While the committee’s objectives and priorities may not always align with the candidates', it must strive to align those priorities with what is best for the tripartite and, specifically, NYSDA. Candidates are not required to have NYSDA’s endorsement to run for office, but would be required to be endorsed in order to receive funding or organizational and staff support. The committee will also formulate an internal and confidential strategy, in consultation with the Board of Trustees, for candidates and offices that it will seek to fill in the next four to five years
Additional Information for Members
The NYSDA Constitution and Bylaws are available on the NYSDA website and are accessible to all members.
Minutes from the Board of Trustees and all Councils are always distributed to:
- The Board of Trustees
- Component Executive Directors
- Component Presidents
- Component Presidents-Elect
- Council Chairs