2020-2021 Nominations for open posisitions
GDDHA Nominations for the following offices for the 2020-2021 year
● President –
● VP –
● Trustee –
● Treasurer-
● Secretary –
● Historian –
The Following committees are also needing chairs and members-
● Communications Chair-
● Membership Chair-
● OCC/WCC Student Liaison-
● Fundraising chair-
President
This officer is the official representative, executor/administrator of activities and presiding officer of GDDHA.
Qualifications
Member of GDDHA
Served as officer, board member or committee chair for a minimum of one (1) year
Duties and Responsibilities
● Plan and preside over each business meeting
● Email the meeting’s agenda to all officers and board members a minimum of 10 days prior
● Remind officers and committee chairs to submit report within 5 days prior to business meeting to all board members
● Preside at all GDDHA’s speaker meetings making necessary announcements and introductions
● Appoint committee chairs
● Oversee all officers and board members
● Represent GDDHA at House of Delegates (HOD) and other events when called upon
Vice President
This office provides training for the presidency; serves as representative of GDDHA in the absence of the President; presides at business meetings and speaker meetings in the absence of the President.
Qualifications
Member of GDDHA
Served as a board member for a minimum of one year
Duties and Responsibilities
● Assume the office of the President if the President is unable to fulfill term
● Preside over the board meetings and speaker meetings if President is absent
● Attend all business and speaker meetings
● Present gift to outgoing President at last speaker meeting of the President’s term
Secretary
This officer records and maintains the written records of GDDHA
Qualifications
Member of GDDHA
Duties and Responsibilities
● Attend and record minutes of all business meetings
● Email all officers and board members the minutes of the previous meeting before the upcoming business meeting
● Attendance at all speaker meetings
● Send thank you notes to speakers after all speaker meetings
Treasurer
This officer is entrusted with the custody of GDDHA’s funds and responsible for handling its financial business and records
Qualifications
Member of GDDHA Served as board member for minimum of one year Good understanding of accounting procedures
Duties and Responsibilities
● Establish and maintain checking and saving accounts at financial institution approved by Board; should be no fee account for depositing and writing checks
● Receive and disburse Association money as directed by officers and Board
● before end of GDDHA’s fiscal year (as of 2017, that is May 31)
● Supervise collection and banking of all monies
● Maintain the financial records of GDDHA
● Email report of income and expenditures to all officers and board members 5 days before the business meetings
● Email all officers and board members a written financial report of all income and expenditures for entire year before the annual budget meeting in September ● Email all officers and board members the proposed budget before the annual budget meeting in September
● Attend all business meetings
● Send any required information to IRS each year
● Receive registrations for all speaker meetings
● Prepare sign in sheet for speaker meetings including names of all registrants
● Monitor sign in sheet at the speaker meetings or assign someone to do it
● Send list of attendees to person making the Proof of Attendance Certificates if Treasurer does not do it
● Place Proof of Attendance Certificates on table at end of seminar
● Maintain all registrations and sign in sheets for a minimum of 7 years
Historian
This person records the events of GDDHA and its members through pictures and writings.
Qualifications
Member of GDDHA
Attend meetings
Duties and Responsibilities
● Attend all meetings and take photographs
● If unable to attend, delegate responsibilities
● Provide photos and descriptions to Facebook administrator, webmaster and GDDHA Editor
Trustee to MDHA
This officer serves as GDDHA’s representative to the Michigan Dental Hygienists’ Association. Qualifications Member of GDDHA Served as board member for minimum of one year Attend MDHA Board of Trustee meetings and House of Delegates.
Duties and Responsibilities
● Serve as liaison between MDHA and GDDHA
● Attend all MDHA Board of Trustee meetings and email a report to the board members within 10 days of the BOT meeting
● Write report for newsletter on significant MDHA activities
● Serve on at least one MDHA council
● Support MDHA fundraising efforts in all ways agreed upon by MDHA
● Attend GDDHA business meetings
● Appoint a representative to attend MDHA BOT meeting if unable to attend (if the Trustee misses more than two MDHA Board of Trustees meetings without a substitute representing GDDHA, MDHA can ask for the resignation of the Trustee) House of Delegates Responsibilities
● Hold election for HOD delegates
● Responsible for submitting names and addresses for HOD delegation to MDHA before deadline
● Make room reservations at hotel housing HOD for delegation from GDDHA
● Make arrangements for Sunday breakfast at HOD delegation to review Reference Committee reports
● Responsible for emailing or arranging for printing of the manual for all delegates, alternates, student delegates and student alternates
● Forward all information regarding HOD to delegates, alternates, student delegates and student delegates 8
● Preside over the pre-HOD delegate/alternate meeting to advise delegation on proposed resolutions and proposed by-laws
● Attend MDHA House of Delegates as an advisory member of GDDHA’s delegation
Membership Committee
Membership Committee Chair
This Chair sends welcome letters to all new members and encourages potential members to join ADHA/MDHA/GDDHA.
Qualifications
Member of GDDHA
Duties and Responsibilities
● Obtain roster of GDDHA members from Treasurer/ADHA
● New members are determined by reviewing roster from ADHA
● Send welcome letters to new members
● Encourage new members to become active in GDDHA—join Board, become committee chair, etc.
● Send information regarding membership application and membership in newsletters (include membership application in newsletters that go to all dental hygienists)
● Coordinate ADHA membership campaign for GDDHA 19
● Inform non-members of various levels of membership
● Send Editor the list of new members to be included in each newsletter
● Send Webmaster email addresses of new members to be added to the e-blast list
● Send information to new graduates on importance and benefits of membership
● In conjunction with student advisor, disseminate ADHA/MDHA/GDDHA Graduation Packets to new graduates
Organize booth for MDHA/Educators/Students Day
● Invite new members to business meetings Drawing For Free
● Membership in ADHA/MDHA/GDDHA Each hygienist who attends our continuing education meetings can put their name and phone number on a small piece of paper and put it into a jug at each meeting they attend. A drawing for a free membership in ADHA/MDHA/GDDHA will be held at our May CE meeting.
Communication Committee
Communication Committee Chair
This Chair serves as the official communication liaison between GDDHA and the public.
Qualifications
Member of GDDHA
Duties and Responsibilities
● Write articles to submit to local papers (web or print) of important dental hygiene events
● Attend events to promote dental hygiene
Oakland Community College and Wayne County Community College District Student Advisors
This advisor must meet with students, attend student events and maintain communication between the students and the Board.
Duties and Responsibilities
● Be a positive role model and mentor for student members
● Convey value of ADHA membership to student members
● Oversee the selection of student officers and committees
● Ensure that the student officers and committees fulfill their duties
● Help facilitate meetings and program planning between student officers and committees
● Be an active presence at all student meeting and events
● Encourage participation in ADHA leadership and award opportunity programs
● Review all materials from ADHA Central Office, Constituents, and/or Components and share them with your students as appropriate
● Communicate with ADHA Central Office Student Relations staff as needed
● Frequently review ADHA Update, our e-newsletter, and the ADHA website for the most current association information
● Facilitate ongoing relationships between the students, local components and state associations Oakland Community College and Wayne County Community College District
Student Advisor Timeline
May/June
● Contact ADHA corporate in Chicago for ADHA handouts and membership information and distribute to students at orientation. This is mailed out in late August to the advisor; ADHA will send the advisor packet of information earlier when requested.
● Attend pinning ceremonies and pass out ADHA/MDHA/GDDHA Membership Graduation Packet to each graduate.
July:
● Arrange orientation visit. Discuss what ADHA is, what it offers, what it can do for them, cost, monthly meetings, student officer duties, obtain email addresses and ask students to “like” GDDHA Facebook page.
September:
● E-mail the students welcoming them and give a brief overview of ADHA and importance of membership. E-mail students the website for student membership and inform students that application must be completed by third week of September.
● Give a description of officers: president; treasurer (senior students), vice president and secretary (freshmen students). officers MUST be ADHA student members. Have students email advisor re: who is willing to run for an office.
● Meet with students and hold elections. Send email that evening the date of next meeting. Five days prior to meeting send out a reminder as to meeting time and place and have students email an RSVP so that the advisor will have enough food.
● Confirm faculty selection of student delegate, paid by MDHA and alternate, paid by GDDHA, if applicable per the GDDHA budget
● Provide email addresses of student delegates (and alternates if applicable) to Trustee and President as to allow students to be included on pre-HOD informational email and meeting.
September/October
● Monthly meetings begin. Food, beverages and dessert are offered at all meetings. Raffle prizes and other small gifts have been successful at previous meetings.
● Introduce officers, review Bylaws and make changes if needed. Set up committees and chair for each committee: Programs, Lunch and Learn, Fundraiser, Children’s Dental Health month. Schedule next month’s meeting. Fill out all necessary paperwork needed to send back to ADHA corporate. Setup calendar of events throughout the school year.
● At each monthly meeting discuss current information from ADHA, MDHA, GDDHA, the dental hygiene programs and school, the student association, various committee news, events happening now and in future, and officer’s report, review of minutes advisor reports etc. Food is provided by advisor at all meetings and is reimbursed by GDDHA. Schedule next meeting. Email students a reminder 5 days in advance of the meeting and the need to RSVP. Prepare sign in sheet and agenda.
GDDHA Fundraising Chair
This Chair organizes a GDDHA Fundraiser and distributes ordered items. This person may make a request for a committee at any point.
Qualification
Member of GDDHA
Duties and Responsibilities
● Advertising: Provide a flyer with information on date, pick up loca
tion, price and description of the items to be put in the August newsletter
● Pass out flyers to everyone attending speaker meeting during the effective dates of fundraiser Provide the tax ID number for 501c6 information
● Responsible for all orders and monies taken in and give checks to Treasurer
● Provide information on ideas for GDDHA fundraisers
● Supervise GDDHA fundraisers