Agd house of Delegates (hod) Policy Manual



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Diagnostic Imaging

2013:304-H-6 “Resolved, that the Academy of General Dentistry supports general dentists’ utilizing all forms of diagnostic imaging determined to be clinically necessary.”


2013:307R-H-6 “Resolved, that the Academy of General Dentistry supports general dentists’ utilizing cone beam imaging of the head and neck after receiving education on the capture and interpretation of such images cone beam imaging."
Submission to insurance carriers


2006:22R-H-7

“The AGD endorses the most current radiographic recommendations developed by the Food and Drug Administration once reviewed by the appropriate AGD agency which will serve as a guide to the general dentist’s professional judgment of how to best use diagnostic imaging tools for each patient, and be it further


Salaried Dentists

90:58 H 7


"Resolved, that the AGD strongly support governmental dentists being remunerated at a level competitive with dental incomes in the civilian sector, and be it further


Resolved, that the AGD support legislative proposals that promote an increase in remuneration for dentists serving in the government to a level that is competitive with dentists in the civilian sector."


Sedation
Adequate facilities for teaching

87:57 H 7


"Resolved, that the Academy of General Dentistry use the following definition to define adequate facilities for the teaching of conscious sedation at the undergraduate and continuing dental education levels:



'An area equipped with suction, monitoring equipment, emergency drugs, and equipment to deliver oxygen under positive pressure in relatively quiet and private surroundings.'"


Teaching of, at the undergraduate and CE levels

86:36 H 7


AMENDED HOD 2008





2008:204-H-7

“Resolved, that the following resolution be amended to read:
“Resolved that policy 86:36-H-7 be amended so that it reads:
"Resolved, that the Academy of General Dentistry supports the teaching of conscious sedation at the undergraduate and continuing education levels in dental schools and other adequate teaching facilities as defined by the AGD's Education Council.”


Smoking
AGD position on use of Tobacco


90:41 H 7

"Resolved, that the Academy of General Dentistry believes that the use of tobacco has a significantly adverse impact on the public's oral and general health and encourages its members and all general practice dentists and members of the dental health team to promote tobacco abstinence through patient education; and be it further

Resolved, that the AGD encourages all dental offices to serve as model tobacco free environments and to work actively within the community to promote tobacco abstinence and to educate school age children on the hazards of tobacco use."


Specialty License Laws

73:20 H 10


"Resolved, that the Academy of General Dentistry continue to oppose the creation of specialty licensure laws within various states and that state Academies should remain vigilant against further expansion of these programs."





74:11 H 11


"Resolved, that the Academy of General Dentistry express its strong opposition to development of specialty license laws as part of state dental practice acts and that the AGD continue to support the position of the American Dental Association."




Specialty Listings

74:5 H 11


"Resolved, that the Academy of General Dentistry urge its members to oppose specialty listings whenever proposed because of the adverse effect such a policy has on selection by the public of a general dentist as the primary vehicle of entry into the dental care delivery system."




State Board of Dentistry

94:16 H 7


"Resolved, that in the interest of the dental health of the public, the Academy of General Dentistry support maintaining the dental licensing authority at the State Board level, and be it further



Resolved, that the Academy of General Dentistry support a single State Board(s) of Dentistry in each state, as the sole regulating authority(ies) for entry level licensure of dentists and hygienists, and be it further


Resolved, that the AGD support state board examinations for entry level licensure, and be it further
Resolved that the following resolution be sent to the ADA's 1985 House of Delegates:
'Resolved, that the American Dental Association, in the interest of the dental health of the public, supports a single State Board of Dentistry in each state, as the sole regulating authority for the delivery of dental care'
and be it further
Resolved, that the following resolution be sent to the ADA's 1994 House of Delegates:
'Resolved that the American Dental Association, in the interest of the dental health of the public, support maintaining the dental licensing authority at the State level and be it further
Resolved, that the American Dental Association support a single State Board of Dentistry in each state, as the sole regulating authority for entry level licensure of dentists and hygienists', and be it further
Resolved that the ADA support state board examination for entry level licensure."
Sterilization
Procedures

92:25 H 7


"Resolved, that the Academy of General Dentistry believes the public good is best served by sterilization procedures for the dental office that provide patients with maximum protection against any possibility of cross contamination and that demonstrate the dentist's commitment to patient health and safety, and be it further


Resolved, that the AGD reaffirms its policy of sterilization by currently accepted methods, including heat sterilization of dental instruments between every patient, and be it further


Resolved, that the Academy of General Dentistry work with the American Dental Association, the Canadian Dental Association, the National Dental Association, and the Centers for Disease Control to encourage all dentists to follow this policy and to raise public awareness of the safety of the dental office and the measures that ensure health and safety of the public and of all involved in dental care delivery."
Surveys
Of dental schools, annually

94:23 H 7


"Resolved, that the annual survey of dental schools to investigate the progress toward an academic postgraduate degree or other recognition for the general practitioner be discontinued as it is no longer effective in evaluating the activities of dental schools with regard to the training of general dentists."




Table of Allowances
Acceptable reimbursement mechanism

76:52 H 11


"Resolved, that the Academy of General Dentistry go on record as endorsing the table of allowances as an acceptable reimbursement mechanism."


Public Relations Policies


Public Information Officers On Constituent Board Of Trustees

87:50 H 7


"Resolved, that the Academy of General Dentistry recommends that all AGD constituents place their Public Information Officers (PIO) on the constituent Boards of Directors to recognize the dedication and accomplishments; and be it further


Resolved, that AGD constituents be encouraged to require their PIOs to serve a term of no fewer than two years in order to properly organize ongoing programs for promoting dental health to the public; and be it further


Resolved, that the above statements be added to the text of the next updated AGD Constituent Officers manual and communicated as a separate item of interest to all current constituent presidents, presidents elect and PIOs and to newly elected and newly appointed PIOs."
Spokesperson Training Program






2014:106-H-6


“Resolved that HOD Policy 98:18-H-7 be amended as follows:

“Resolved, that the AGD Spokesperson Training Policy be revised as follows to refine and maintain the confidentiality of the selection process and to provide earlier notification to candidates:

Spokesperson training will be conducted every other year for 10 individuals considered to be leaders of the AGD.


Participants in each workshop will be chosen by the following process: 1) the Council shall choose ten individuals, including any of the top three officers of the organization who have not yet received training, and at least five alternates listed in preferential order at the meeting approximately one year in advance of the workshop, 2) the names shall not be published in the resolution but shall be published in the report so that the Board will not be inhibited in the approval process, 3) the Board shall approve the individuals to attend the workshop at least nine months in advance of the workshop, and 4) the individuals shall be notified within 30 days of the Board decision, in a letter sent by the Executive Director.
In determining workshop participants, the Communications Council will place priority on a cross-section of the membership who are representative of the AGD,
Spokesperson training will be conducted in conjunction with a scheduled AGD meeting, the meeting to be decided by the President in consultation with the Communications Council Chair and Executive Director, to make maximum use of existing resources.”

Governance and Operations Policies

AGD Foundation Policies
Foundation
Focus on access to dental care and oral health literacy


2002:34-H-7

“Resolved, that the AGD Foundation be asked to direct its fundraising toward projects dealing with increasing utilization and access to dental care for the underserved and indigent of all ages and their oral health literacy development, and be it further


Resolved, that the AGD’s agencies be directed to build appropriate projects that will address the above concerns.”
Governance and Strategic Initiatives Policies
Academy of General Dentistry
Clinician
Code of Conduct


2014:116F-H-6


“Resolved, that 90:35-H-7 be amended following approval of the separation of governance and the scientific session.”

"Resolved, that it is the policy of the Academy of General Dentistry that all practice related clinicians at any program provided by the AGD, who have a personal interest or financial investment in a company or product abide by the following:

1. While it is permissible to mention a product or company in a scientific session and distribute a handout that includes a company name, address, and phone number, clinicians shall avoid anything that could be construed as pushing or actively attempting to sell a particular product or company.


2. A clinician is prohibited from displaying his/her products anywhere except in the exhibit hall but the clinician may make reference to such an exhibit.
3. No salesperson representing a company or product may take an active role in the presentation of a course at the scientific session without written approval of the Annual Meetings Council. Such requests must be submitted to the AGD national office five months prior to the date of the meeting."

Goals and objectives
2012:103-H-6 "Resolved, that AGD adopt the new Strategic Plan Goals. And be it further,
And be it further,
“Resolved, that AGD Adopt the Vision Statement.”
“The Academy of General Dentistry pursues excellence in all of its activities.”

Mission statement


2003:19-H-7

“Resolved, that AGD’s mission statement be revised to read as follows:
The mission of the Academy of General Dentistry is to serve the needs and represent the interests of general dentists, to promote the oral health of the public, and to foster continued proficiency of general dentists through quality continuing dental education in order to better serve the public.”


Official language

95:2-H-7

“Resolved, that the Academy of General Dentistry declare that English is the official language of the Academy of General Dentistry.”



Use of logo and phrase "member of AGD"


89:40 H 7

"Resolved, that all rights to the use of the AGD logo are under the purview of the Academy of General Dentistry, its constituents and components and members of the AGD may not make personal use of the AGD logo without first obtaining the approval of either the component or, if one does not exist in the area, the constituent AGD, and be it further

Resolved, that AGD members be permitted to use the logo and/or the phrase 'member of the Academy of General Dentistry' in communications with the public and be it further


Resolved, that the use of the AGD logo and/or phrase "Member of the Academy of General Dentistry is permitted only when it is not in conflict with (1) The principles of Ethics of the American Dental Association and its constituents and components, or, in Canada, the Canadian Dental Association and the appropriate provincial dental society, and (2) the dental licensing authority in whose jurisdiction the dentist practices."
Annual Meeting
Caucus visits


2001:4-H-8


“Resolved, that scheduling of caucus visits for the top three officers and candidates be developed by the Executive Director 45 days in advance of the Annual Meeting, and be it further

Resolved, that the President identify individuals from his/her administration, who may be selected by the Regional Directors, so the Executive Director may schedule them three weeks in advance of the Annual Meeting, and be it further

Resolved, that individuals wishing to address caucuses with specific issues may do so by obtaining the permission of the Regional Director in the three-week interim after the caucus visits have been scheduled.”



Candidates


2002:5-H-7

“Resolved, that the following ground rules be adopted for candidate caucus visits for candidates for AGD office:
a) Visitations by candidates to caucuses shall last no more than 15 minutes.
b) Any individual who is a member of the region and is eligible to be in the caucus may pose a question through the Chair to a candidate.”


Delegates
Committee reports sent to, 10 14 days prior to

71:8 H 2

"Resolved, that all committee reports be in the hands of the delegates 10 days to two weeks prior to the annual meeting, including the audited treasurer's report."




Composition
2013:314RB-H-6 Resolved, that the New Dentist Committee coordinate the AGD Student Member Delegate Program, and be it further,
Resolved, that the two (2)AGD Student Member Delegates and the two (2) AGD student member Alternate Delegates be recommended by the American Student Dental Association leadership to the Executive Committee of AGD for approval and assignment of Caucus attendance to begin by the 2014 HOD, and be it further,
Resolved, that the House of Delegates continues to be calculated on the basis of 200 members from the constituents and the addition of the two students shall not affect the proportionality of constituent representation to the HOD.”
Delegate/alternate list on web site

2014:116I-H-6


“Resolved, that 2000:8 H 7 be amended following approval of the separation of governance and the scientific session.”

“Resolved, that the names, addresses, fax numbers, e-mail addresses, and telephone numbers for all delegates and alternate delegates shall be posted each year 60 days previous to the House of Delegates in the Members Only section of the AGD web site so that members may communicate effectively with their representatives.”



Per diem and travel reimbursement


75:24 H 10


"Resolved, that the Executive Director be directed to make full payment for travel and per diem allowance to each state delegate to the annual House of Delegates Meeting when the delegate's position has been maintained by the delegate and/or alternate delegate for the full meeting."





2010:112-H-7


“Resolved that Policy 96:56-H-7 be amended so it reads:

"Resolved, that the AGD pay eligible delegates to its House of Delegates:

1. Per diem equal to the number of days the House of Delegates meets in session, at a rate equal to the per diem designated for members of the Board at the same annual meeting.


2. Ground transportation to and from his/her local airport at an amount equal to that designated for members of the Board.
3. Ground transportation to and from the meeting city airport to the headquarters hotel at an amount equal to that designated for members of the Board.
4. Actual air, bus or rail transportation expenses from residence to location of meeting, but in no event to exceed round trip coach airfare (receipt must be attached).
5. If an individual travels by automobile, an allowance based on the prevailing IRS rate may be given providing the total cost does not exceed the fare designated by the AGD's official air carrier to travel to and from the meeting.
and be it further,
Resolved, that any additional subsidy to an AGD delegate is based upon the policies of the constituent which the delegate represents, and be it further
Resolved, that this policy shall become effective at the close of the 1996 Annual Meeting.


Dental Practice Council sub-committee on the Code


2007:311-H-6

“Resolved, that the AGD House of Delegates (HOD) urge the AGD Dental Practice Council to maintain a standing entity on the Code on Dental Procedures and Nomenclature (Code) to dedicate its time and efforts exclusively to ensuring that the voice and needs of general dentists get adequate representation in the Code revision process before the ADA’s Council on Dental Benefit Programs (CDBP) and the Code Revision Committee (CRC).”


Distribution of commercial literature

2014:116H-H-6


“Resolved, that 98:1-H-7 be amended following approval of the separation of governance and the scientific session.”

“Resolved, that the distribution of literature concerning dental meetings be limited to that portion of the exhibit hall designed for that purpose at the AGD’s scientific session, and be it further

Resolved, that commercial interests not be allowed to have literature distributed in the AGD House of Delegates at the Annual Meeting, and be it further


Resolved, that the Credentials and Elections Committee be given the responsibility for determining what other materials may be distributed to the House including the scrutiny of candidate materials to see that they comply with the AGD Election Guidelines, and be it further
Resolved, that the AGD’s Executive Director and Speaker of the House determine whether literature concerning business being considered by the House is appropriate for distribution or display on the screen.”
Elections
2012:302-H-6 AMENDED HOD 2013
2013:311-H-6 AGD ELECTION GUIDELINES

(Approved House of Delegates in June 2013)
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 all contested offices. The Annual Meetings Committee in consultation with both the Speaker of the House and the chair of the C&E 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 may formally announce his or her candidacy for the coming year’s election to constituent officers, Regional Directors, and members of the Board and Committee 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. 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.
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.



2014:111-H-6


“Resolved, that the Election Guidelines be amended at paragraph VI, so that they read:

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.”





2014:112-H-6


“Resolved, that the AGD Election Guidelines be amended, so that they read:

...

Section VIII (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.

...”




Officers must remain neutral

2000:2-H-7


“Resolved that the AGD officers, in the best interest of the organization, remain neutral in elections for AGD office.”




Minutes, manuals, and reports

96:36-H-7


"Resolved, that council and committee minutes be treated as confidential documents, circulated only to those who attended the meeting, and that council and committee reports be considered public documents, and be it further


Resolved, that council and committee minutes may be made available under the following circumstances:


1. To the President, President-Elect and Vice President and all members of the council who did not receive an approved copy of the minutes providing at least two weeks have elapsed since the meeting,
2. To members of the Board who request special sections from the minutes,
3. To other agencies of the organization who have a need to see the specific section of the minutes in order to facilitate their deliberations,
4. In response to a subpoena,
5. In response to a request from anyone who is entitled by law to have access to the minutes,
6. Upon the agreement of the council chairperson, the President and the Executive Director that access to the minutes should be permitted,
and be it further
Resolved, that Board minutes are considered confidential documents, distributed first to only those who attended the meeting, with the corrected minutes to appear in the next Board agenda book which is distributed to all Trustees, Regional Directors and appropriate council and committee chairpersons, and be it further
Resolved, that once Board minutes have been approved, they will be available to any member and to any other party that is legally entitled to have access to the minutes, and be it further
Resolved, that workbooks for council and committee meetings are restricted to the President, President-Elect and Vice President and the members of the working council or committee, and be it further
Resolved, that members of the Board may request specific sections of workbooks which they identify from agendas which they receive, and be it further
Resolved, that the distribution of workbooks for the Board meetings are restricted to the members of the Board, regional directors, constituent presidents who have been invited and have indicated they will attend a specific meeting, and those council or committee chairpersons attending the meeting, and be it further
Resolved, that copies of HOD minutes are considered public documents once the minutes have been approved by the next House of Delegates and that such minutes can be made available to any member who requests a copy providing that they are willing to pay for the photocopying and shipping charges, and be it further
Resolved, that HOD minutes are available for public scrutiny or to anyone legally entitled to see them upon payment of any photocopying or shipping costs, including an additional charge to non-members, approximating 150 percent of the cost, and be it further
Resolved, that House of Delegates manuals are to be distributed to all delegates, alternate delegates, members of the Board, regional directors, council and committee chairpersons, past presidents, the salaried executive of those constituents which have one, and former trustees or officers who have requested to receive them, and be it further
Resolved, that additional copies of the House of Delegates manual may be purchased by individual members at a price based on the cost of producing and shipping them, and be it further
Resolved, that this policy supersede all other policies with regard to the distribution of minutes and workbooks within the AGD."


2002:7-H-7

“Resolved, that the minutes for AGD meetings include only the actions of the body and the relevant considerations to the actions and omit attributing comments to specific individuals in the room with the exception of the makers of the motions.”


Resolutions, selecting for action

96:37-H-7


"Resolved, that the Speaker of the House and the Executive Director determine those resolutions from the Board which would require action by the House of Delegates, and be it further


Resolved, that in the absence of a consensus, the resolution in question will be submitted to the House of Delegates."


Resolutions with Board votes

96:54-H-7


"Resolved, that the Secretary's report to the House of Delegates, effective with the 1997 Annual Meeting, include the resolutions acted upon by the Board, with the exception of those involving strategies in the long range plan and those that are deemed of a confidential nature by the Board, be published with notation of each Trustee's corresponding vote."




House of Delegates
Access to floor by constituent executives

95:5-H-7

“Resolved, that the rules of procedure be changed to allow constituent executives officially listed on the Constituent Officers List access to the floor during the House of Delegates meeting by allowing them to sit with their delegations, and be it further

Resolved, that no constituent be allowed to seat more than one officially listed executive on the floor of the House of Delegates


Consent calendar

98:2-H-7

“Resolved, that the AGD House of Delegates operate with a consent calendar with each Reference Committee deciding which resolutions are to be placed on a consent calendar based on meeting all of the following criteria:





  1. Recommended by a unanimous vote of the Board not counting those absent or abstaining.




  1. Receive no opposition or attempts to amend in the Reference Committee hearing.




  1. Have had no suggestions for changes in wording by the Reference Committee.

and be it further


Resolved, that any delegate have the right to remove a resolution from the consent calendar.”
Press releases

2014:116G-H-6


“Resolved, that 94:35 H 7 be amended following approval of the separation of governance and the scientific session.”

"Resolved, that the House of Delegates direct the staff to include a framework press release for alternates, delegates and officers in the House of Delegates Manual."



Seating of Council and Committee Chairpersons

91:35 H 7


"Resolved, that AGD council and committee chairpersons or a member of that council as appointed by the President be asked to sit in the front row of the House of delegates with the appropriate staff when resolutions from their agencies of the AGD are being considered and be it further





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