Agd house of Delegates (hod) Policy Manual

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Determining the Makeup of the House of Delegates


For Apportioning Representation in the AGD House of Delegates)

1. The paid, active, and emeritus members in each constituent academy are to be counted as of the October 1st immediately preceding the Annual Meeting.

2. A sum total is obtained of all the paid, active, and emeritus members for the entire Academy.
3. From this total is deducted the active and emeritus members who are practicing in unorganized areas. These individuals are not included in the apportionment of delegates.
4. Divide 200 into the total number of paid, active, and emeritus members for the organized constituent academies. Carry this figure to 3 decimal places.
5. Divide the figure obtained in step 4 into the number of paid, active, and emeritus members in each of the constituent academies. Carry this figure out to 3 decimal places.
6. Authorize at least one delegate for each of the organized constituent academies, and a second, third, fourth, etc. delegate to those constituent academies that have a full multiple of the factor obtained in step 4.
7. Total the number of delegates obtained in step 6 and subtract it from 200.
8. Round the highest decimal equivalent to the next higher number of delegates until the full complement of 200 delegates has been reached. (This means that 13.9 would be rounded to 14 delegates, but that 3.65 might not be rounded to 4 delegates if other constituent academies had a higher decimal equivalent to be rounded to the next higher number before the sum total of 200 delegates was reached.)

Adopted HOD 9/74

Modified HOD 5/76


(Amended House of Delegates in June 2014)
I. It is in the best interest of the Academy of General Dentistry (AGD) for its leaders to be exemplary individuals. No candidate or his/her supporters may refer disparagingly to another candidate. All candidates should be promoted on the basis of positive attributes rather than on any negative characteristics of the opposing candidate. The AGD Credentials and Elections Committee (C&E) shall be the overseeing authority for all campaign activities, questions and complaints. All AGD elections should be conducted on a high ethical level. It is, therefore, imperative that all candidates agree to the following rules before beginning their campaigns for election.
II. Commitment to Guidelines

Candidates or their representative for any contested office shall meet prior to any campaigning and again at least 60 days prior to the annual meeting to discuss the spirit of the campaign to allow for a fair and transparent campaign. An agreement to abide by the AGD Election Guidelines will be signed by all campaigns in all elections. Thereafter, all parties for a contested office may agree to any variances, but they must do so in writing and those variances are only for that office for that year. No variance shall economically impact the candidates for the other offices. Staff shall send the changes that all candidates have agreed upon to each candidate for his or her signature. Once every candidate has approved and signed the changes, a copy will be sent to the chair of the Committee to be used in settling any discussions or disagreements that might arise during the campaign. All participants in the election process shall agree to the guidelines no matter what the status of their campaign. The aforementioned agreement, shall include, but not be limited to:

a. Nominating speeches

b. Candidates Forum

c. Reception(s)

d. Financing

e. Advertising
Copies of this agreement shall be signed by each candidate and distributed to each candidate along with the chairperson of the Committee. The C&E Committee shall be charged with enforcing the agreement.
III. Participation in the Campaign

a. Because of their possible wide reaching influence, members of the Executive Committee (EC), Division Coordinators (DCs), and the C&E are prohibited to participate in any way in the campaign, including but not limited to the following:

i. Making nominating speeches

ii. Pictures or quotations in printed material from the candidate

iii. Visiting caucuses with the candidate

iv. Calling Delegates on behalf of the candidate

v. Openly expressing opinions about the candidate or the process

vi. Open and outward support of a candidate throughout the election process. The exception to this is that if these individuals are serving as Delegates or Alternates, then they may ask questions of a candidate during a candidate’s visit to his/her regional caucus.

IV. Past AGD Presidents shall not participate in campaigns. All other members not mentioned above may participate in the campaigns. Campaign committee members who are also Delegates and Alternates may submit questions to the C&E for the Candidates Forum and can participate in questions and answers of candidates while participating in their own caucus as a Delegate or Alternate.
V. Nominating Speeches:

a. A nominating speech shall be allotted for each candidate, which shall last no longer than two minutes. There will be no seconding speeches for any of the candidates.

b. The nominating speech will be given by an AGD member. A candidate may choose to have members of the same region or outside of the candidate’s region to help run the campaign, endorse the candidate in an approved brochure, or travel with the candidate to the caucuses.

c. Candidates Speech: Each candidate will be asked to present a speech to the House of Delegates (HOD) lasting no longer than five minutes.

VI. Candidates Forum:

a. There will be a Candidates Forum for contested offices. The Annual Meetings Council in consultation with both the Speaker of the House and the chair of the C&E Committee shall be charged with determining the appropriate time and location for this forum in consultation with the C&E Committee.

b. The Chairperson of C&E shall serve as moderator for the Candidates Forum.

c. Only Delegates and Alternate Delegates may submit questions for candidates to answer during the Candidates’ Forum. However, any member may request a d Delegate or Alternate to ask a question. Delegates and alternates will be asked to submit 30 days in advance of the HOD Questions may be submitted in writing to the AGD office before the HOD. Questions submitted will be sorted by staff, so those submitting questions should specify to which office their questions apply (e.g., Vice President, Secretary, Treasurer, Speaker of the House, or Editor). Delegates and Alternates may submit questions at the House of Delegates annual meeting at the First Session of the HOD in receptacles provided by C&E.

d. The Chairperson and Vice-Chairperson of C&E along with staff shall screen all questions to ensure appropriateness and proper grammar. They may combine similar questions.

e. A coin will be tossed to determine the initial order of the candidates for questioning. The order will rotate thereafter.

f. The moderator will then select questions and pose the same questions identifying the Delegate or Alternate posing the question to each candidate running for an identical office. All candidates for a particular contested office will be present when questions are presented, and will share alternatively the opportunity to answer first. Each candidate will be given an identical amount of time to answer all questions. No candidate may take more than two (2) minutes to answer a specific question.

VII. Candidates Reception:

a. The only entertaining permitted by the candidates will be in the Candidate’s Reception Room designated by the AGD so that the candidates may have informal dialogue with those who have decision-making roles within the organization. The Candidate’s Reception Room shall be open only for formal entertaining during the time designated by the AGD.

b. All candidates will select the menu and equally fund the cost of the Candidate’s Reception if they choose to participate in the reception.

c. All signs must be approved by C&E in consultation with AGD Meeting Services Department as to size, number, appropriateness, and location.

d. The same provisions apply to both contested and uncontested candidates.

VIII. Candidate Activity: Acceptable activity in the furtherance of a campaign shall include:

a. The distribution of biographical, issue-oriented, and contact information on the candidate to the AGD, regional, and constituent leaders and the appearance of the candidate at regional caucuses held in conjunction with the AGD Annual Meeting. All such materials must to be approved by the C&E Committee prior to distribution. (See X)

b. Commentary and/or biographical information will be posted on an “Election/Candidates” page on the AGD website. Each Candidate will be given the same amount of space. The C&E must approve all commentary and/or biographical information concerning the candidate before it is posted. Staff will assist in uploading the information.

c. Commentary and/or biographical information will be printed in one edition of AGD Impact so that side by side comparisons can be made.

d. A candidate shall only initiate contact with a Delegate or Alternate by mail, e-mail or fax unless the Delegate or Alternate initiates contact. A candidate may not solicit a Delegate or Alternate’s phone number. If the method of contact is via e-mail, then such e-mails shall be sent a first time, and then a second and final time with an interval of thirty (30) days between the two e-mails. AGD staff shall send out the e-mails, of all candidates, on the same day. The timing of the e-mails shall be determined per the provisions of Section II herein.

e. A candidate will formally declare his or her candidacy for the coming year’s election to constituent officers, Regional Directors, members of the Board and council and committee chairs not earlier than the latter of the commencement of the AGD Winter Board meeting or January 1st of the year in which the election is held. Notwithstanding this section, all AGD officers are primarily subject to the provisions of the AGD Bylaws, Chapter IX, Section 1(B)4, which states " An AGD officer must declare for a new office at least (30) days before the winter meeting of the Board , and resign his or her current office effective at the close of the annual meeting. Once an AGD officer declares for a new office, said resignation is irrevocable." Such notice may contain biographical and issue oriented information on his or her candidacy. A candidate shall not announce or circulate petitions for signatures at the preceding annual meeting.
f. The term "declare" in Chapter IX, Section 1(B)4 means making a written or electronic communication to the AGD Board and officers, Regional Directors, council and committee chairs and constituent officers.
g. The requirement for a candidate to "present" (a) "petition" in Chapter IX, Section 1(B)2 means that the candidate shall, via electronic or other mechanical means, transmit a petition to the AGD Secretary, with a copy to the AGD Executive Director.
IX. All information (including electronic) to be circulated to the Delegates and Alternate delegates must be approved by C&E prior to distribution to the Delegates and Alternates.
X. Staff Responsibilities:

a. Staff shall transmit all items which C&E must review to C&E within one (1) work days of staff receiving it from a candidate. Staff may also be used to aid in forwarding e-mails to Delegates. Staff are not to be used to develop brochures, make phone calls to delegates, or order supplies.

b. Staff will regularly update information on the website about each candidate and will be responsible for sending out regular e-mails through the AGD In Action to encourage members to go to each candidate’s campaign information housed on the AGD website.
XI. Campaign Materials:

a. All candidates and their supporters are prohibited from using AGD stationery including business cards issued by the HQ office in supporting a particular candidate for office. Constituent and component AGD stationery may be used only if specifically authorized by the governing body of the particular constituent or component. Individual candidates are prohibited from utilizing component, constituent or AGD stationery in their campaign letters signed by themselves.

b. Campaign “Giveaways” of any kind are not allowed. There shall be no packaged food or other gifts distributed by the candidates to anyone as part of the candidates’ campaigns.

c. There will be no items mailed by the candidates other than printed materials approved by C&E.

d. Approved badges or pins, may be used to further a candidate’s campaign.

e. All campaign materials need to be submitted for approval.

f. The submission for approval of text messages can be done over the internet.

g. Badges, pins, or other campaign items must be sent physically for approval. In the event that a sample cannot be sent, then a picture showing the full detail of the campaign item must be submitted to the C&E for approval. Once approved these will be divulged, by staff, to the other candidates of a contested office.

h. There shall be no delineated restrictions on when or where approved campaign materials and associated paraphernalia is distributed with the exception of the HOD floor, where staff will place all materials prior to the commencement of the First Session of the HOD and unless otherwise noted in these guidelines or other HOD or Board policy. Each candidate shall certify in writing that they are providing a sufficient quantity of approved materials to be distributed accounting for all seated in the HOD. This figure shall be supplied to each candidate by staff.

i. Candidates must submit a proof copy of all campaign materials, including those that are electronic only to the C&E Committee at least 45 days before the HOD for an initial review. Materials not submitted by the 45-day deadline may not be used. C&E must inform the candidates whether their materials have been approved or require revision within 15 days of their receipt by C&E, but no later than 30 days before the annual meeting. If a candidate’s materials do not pass inspection, that candidate will have until 14 days before the annual meeting to revise the materials and resubmit them to the C&E Committee for approval. If materials requiring revision have not been resubmitted by the 14-day deadline, they may not be used. If a candidate is unable to revise some or all of his or her materials to the satisfaction of C&E by the 14-day deadline, he or she may not use the materials that C&E has not approved.

j. In reviewing candidates’ materials, the C&E shall enforce the following:

i. Campaign materials may not use the likeness of an incumbent officer (unless the candidate is an incumbent officer).

ii. Campaign materials may not include endorsements from existing officers, DCs, or any member of C&E.

iii. Existing officers, DCs, or any member of the C&E may not endorse a candidate or participate in a candidate’s campaign nor may pictures of such individuals be displayed in a candidate’s campaign literature.

k. Once approved any campaign item will be divulged, by staff, to the other candidates of a contested office.
XII. Financing

a. Candidates are only permitted to accept funding from the following sources:

i. The treasury of their own region;

ii. The constituent and component AGD treasuries within their own region;

iii. Private individual donations;

iv. Their own private funds.

b. No corporate donations of any kind may be utilized.
XIII. Oversight

a. The C&E shall be charged with the implementation and monitoring of these guidelines.

b. Upon receipt of a written complaint or upon initiation of its own review of campaign related material, the Chairperson of the C&E Committee, in conjunction with the Committee as a whole, shall determine if a violation of the guidelines has occurred.

c. Upon determination that a violation has occurred by a majority vote (for purposes of this provision, the majority will be two votes of the remaining three committee members, the Chairperson will not vote unless there is a tie) the Chairperson shall forward a written letter to the candidate, notifying the candidate of the violation. Upon a second offense, the AGD President shall announce from the podium immediately after the candidate makes his or her speech during the First Session of the HOD that said candidate has twice violated the guidelines. Upon third or subsequent offenses, a written statement notifying Delegates of the number of campaign violations shall be handed to each Delegate as he or she receives their ballot.

d. If it is determined by the Appeals Task Force that a C&E member has violated these guidelines in a significant manner, they will be replaced immediately by the President. Notification will be sent to the Delegates of the replacement.

e. Any candidate so adjudicated shall have automatic right of appeal to the Appeals Task Force through expedited appeal via electronic meeting or other timely means.

f. All complaints and responses must be in writing and copies retained in a C&E file by the Executive Director.

g. The C&E will certify in writing to the Executive Director at the conclusion of the election and after review of any issues or appeals that a fair election was held.

XIV Appeal Task Force

a. This task force, appointed by the President, shall be made up of three 3 DCs.

b. All candidates shall approve of the task force prior to the beginning of the election. If additional task force members are required due to candidates' lack of approval of the aforementioned DC's, the President shall appoint a former AGD Trustee who is not nor ever has been an AGD officer.

c. The three (3) DCs should, if possible, each be from a Region which has no candidates participating in elections for the year in question.

d. The task force will dissolve after certification of a fair election by the C&E after the conclusion of the annual meeting.

e. The chair shall be specified by the appointing individual.

f. Both the C&E, and/or the Appeal Task Force may seek counsel from the AGD attorney if they desire.

XV. Appeals:

a. A candidate has the right to appeal a decision of C&E through expedited appeal via electronic meeting.

b. The Appeal Task Force will make the final decisions on all appeals. They may do this with the guidance of the AGD’s legal counsel if they choose.

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