INDEX

PageI. MEMBERSHIP....................................................................................................................1

A. Membership.........................................................................................................…..1B. AAO Application Process.................................….................................................…1C. New Member Orientation…………………………………………………………..2D. Application for Dues Waiver……………………………………………………….3

II. COMPONENT ORGANIZATIONS................................…..............................................4A. Component Societies................................................................................................4

III. BOARD OF DIRECTORS AND OFFICERS.........................................…......................4A. Guidelines for nomination, election, and installation of officers, directors and

delegates of the RMSO...............….…….............4B. Installation of officers.......................................................................... ....................5C. Officer's Duties.........................................................................................................6D. President........................................................................................……....................6E. President-Elect.............................................................................………..................6F. Vice President...........................................................……........................................7G. Secretary/Treasurer...................................................................................................7H. Directors of the RMSO.........................................................……............................7I. Suggested Agenda for Board of Directors Meetings............................................…9

IV. DELEGATES TO THE AMERICAN ASSOCIATION OF ORTHODONTISTS......10A. RMSO Delegates to the American Association of Orthodontists...........................10

V. TRUSTEE TO THE AMERICAN ASSOCIATION OF ORTHODONTISTS............12A. RMSO Trustee to the American Association of Orthodontists..............................12B. Nomination and Election to the Board of Trustees of the AAO.............................13C. Commitments and Duties as the RMSO Trustee to the AAO………………….…16

VI. COMMITTEES.................................................................................................................18A. Editorial Committee…………………..............……........……..............................18B. Future Meeting Site Committee..............................…................................…........18C. Strategic Planning Committee.............................….......................................…....18D. Nomination & Bylaws Committee...................................................................….18E. Program Committee…............................................................................…...….…19F. Technical Exhibits Committee…………………………………………………...20G. Distinguished Service Award…………………………………………………….20H. ABO Director…………………………………………………………………….20

VII. RMSO ANNUAL MEETINGS...............................................................................…….20A. RMSO Annual Meeting Introduction, Details and Protocol.................................20

a. RMSO Annual Meeting Introduction...…...............................................20b. RMSO Annual Meeting Details.................................................…...... ...21c. Protocol for V.I.P. Guests at the RMSO Annual Session................. ......22d. RMSO Refund/Cancellation Policy………………………………… …23e. Program Chairman........................................................................….…..23f. Suggested Agenda for the First and Second Business Meetings.............24

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X. Guidelines and the Functions of the Councils of the AAO………..…………….25a. Council on Insurance..........................................................................….25b. Council on Government Affairs..............................................................26c. Council on Communication....................................................................27d. Council on Orthodontic Education.....................................................…28e. Council on Membership Ethics and Judicial Concerns...... ...................29f. Council on Orthodontic Health Care…………………………………...30g. Council on Orthodontic Practice…………………………...…………..30h. Council on Scientific Affairs…………………………...……………...30i. Council on Information Technology………...……………………...….31j. Council on New & Younger Members…………………………………31k. American Association of Orthodontist's Foundation..............................31

XI. EXECUTIVE DIRECTOR......................................................……...................33a. General job description.............................................................................33b. Duties....................................................................................…................33

Appendix i Annual Session Planning Guidelines RMSO Position Description/ResponsibilitiesAppendix ii President's Suggested TimelineAppendix iii American Association of Orthodontists Council and Committee Manual

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I. MEMBERSHIP

Membership

1. An associate member in the RMSO shall pay annual dues, as designated by the AAO.

2. The RMSO will follow the same policy as the AAO as it relates to reinstatement of membership for non payment of dues.

3. RMSO membership will officially begin crediting years towards Life Membership when a member changes from associate to active member status in the RMSO.

4. An Active Member of the RMSO who is called into Active Military Duty will automatically receive a dues waiver during their deployment.

5. A new and complete Membership Directory, which includes all Active Members and all Retired Members (does not include Associate Members), is to be produced periodically as determined by the Board of Directors.

6. The New Officers List for the year will be handled by the Executive Director. The New Officers List will be placed in each Edition of the Publication of the RMSO Newsletter.

AAO Application Process

Associate/New Member Application Process.

1. The associate application is received from the AAO. The AAO sends out the necessary membership information to the associate, however, the same information with a personal letter is also sent from the RMSO Executive Director

2. In addition to the membership application, the following documentation is also required:

3. A copy of Orthodontic Residency Certificate.4. Proof of residency completion form signed by department chairman. 5. Proof of ADA membership form signed by local, or regional, or state dental society.6. When all the information is complete, the applicant’s name is presented at the next Board of

Directors meeting for approval.

When the application has been approved by the Board of Directors. the Executive Director requests in writing to the AAO Membership Secretary that the "Membership Certificate" be sent to the member. The Executive Director also sends a letter to the member that the application is The new member’s newsletter introduction and picture will be published in the next issue of the RMSO newsletter.

MEMBERSHIP TRANSFERS

1. TRANSFERS INTO THE RMSO1

a. The AAO sends a notice to the RMSO that a member has moved into the constituency. b. The name is presented to the RMSO Board of Directors for approval. c. Once approved, the previous constituency is notified and their file is forwarded to the

RMSO2. TRANSFER OUT OF THE RMSO

a. The AAO advised the RMSO that a member has moved out of the RMSO constituency.b. The name is presented to the RMSO Board of Directors for approval.c. Once approved, the RMSO forwards the file to the new constituency.

RETIREMENTS1. The RMSO member advises the RMSO that they are no longer practicing orthodontics. (Must be

completely retired to become a retired member.)2. A form sent to the member for completion.3. When the form is returned, the name is presented to the RMSO Board of Directors for approval.4. Upon approval, the member and the AAO are notified of the approval to change the membership

status to retired.

NEW MEMBER ORIENTATION AGENDA. Whenever possible, the RMSO will conduct a new member orientation for it’s members.REQUEST FOR DUES WAIVER

When a members finds it necessary to apply for a dues waiver, they can submit a letter requesting a waiver of dues or complete the Dues Waiver form. Tthe circumstances surrounding the request must be in the letter. If the member has an approval of dues waiver from the ADA, that should be sent to the RMSO. If the member is requesting a waiver due to a medical condition and does not have the ADA waiver, documentation from a Doctor regarding the medical situation must be sent to the RMSO.

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APPLICATION FOR DUES WAIVER

Name:___________________________________ Date:_______________________

Office Address:_______________________________________________________

__________________________________________________________________________________________________________________________________________Phone:____________________________ Fax:______________________________Home Address:_______________________________________________________________________________________________________________________________________________________________Phone:____________________________Illness or Injury (describe nature and extent)______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________Anticipated time out of office:___________________________________________When do you expect to resume normal practice:____________________________Are you able to practice part-time_____________ How Much %______________Have you applied for a dues waiver from the ADA__________________________

Was it granted________________________________________________________Additional information you would like us to know in considering your request:_______________________________________________________________________________________________________________________________________________________________________________________________________________

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II. COMPONENT ORGANIZATIONS

Component Societies

1. The component societies, shall inform the Executive Director of RMSO of the death of any of its members and the RMSO will advise the AAO office.

2. All component presidents should attend the RMSO Board of Directors' meetings and give a written report updating activities in their area and submitting a list of new prospective members in their area

III. BOARD OF DIRECTORS AND OFFICERS

Guidelines for Nomination, Election, and Installation of Officers, Directors, and Delegates of the RMSO:

1. Immediately after the RMSO Annual Meeting, the Nominations Chairman will send a letter to each component advising the need for nominating candidates.

2. A list of candidates are to be submitted to the Board of Directors at their ad interim meeting or the first meeting at the Annual AAO Conference

3. The proposed ballot should be published in the summer RMSO Newsletter.

4. The President shall call upon the chairman of the Nominations Committee to read the report of the Committee at the general membership meeting of the RMSO annual session.

5. The President shall read the report of the Nominations Committee at the last business meeting of the annual session noting that this "report shall not, however, constitute election of the candidates" and instructing the membership that further candidates' names may be submitted upon motion, which needs to be seconded, by any member of the society who has the right to vote.

The membership shall then vote for the candidates for officers, directors, and delegates at this "last business meeting of the annual session. this election shall be by secret ballot if it is a contested

6. The President-Elect of each component shall be nominated as the at-large director and each component secretary will be nominated as the alternate director from their component unless the component o0rganization submits different nominees to the RMSO President before April 30th prior to the election.

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INSTALLATION OF OFFICERS

Installation of the officers, directors, and delegates shall be done at the last business meeting. (Note: the current trustee to the AAO is also a member of the RMSO Board of Directors.)

The installation shall be done by the trustee or the immediate past trustee from the RMSO to the Board of Trustees of the AAO. If the immediate past trustee or the current trustee is not available, then a past president of the RMSO should perform the installation.

A short, formal ceremony shall charge the officers, directors, and delegates to uphold their office and perform their duties to the best of their abilities for the term of their offices.

The following is a short suggested summary of the duties of the officers of the RMSO.

President - shall lead and preside at all meetings of the Society and Board of Directors; shall appoint all committees not otherwise provided for in the Constitution and By-Laws; shall be an ex-officio member of all committees of the Society except the Nominations Committee; shall perform all other duties as appertain to this office by custom.

President-Elect - shall assist the President in the performance of his duties and shall be an ex-officio member of all committees except the Nominations Committee; shall succeed to the office of President at the installation of officers at the end of his term without further election; shall have the primary responsibility for the planning of the clinical program for the annual session of the year that he/she will be President.

Vice-President - shall assist the President in the performance of his duties and shall preside in the absence of the President; shall succeed to the office of the President in case of a vacancy; shall appoint a Reference Committee to consider and report to the Society upon the President's address. Shall keep the "Policy and Procedure Manual" current. The Vice President will also serve as the chairman of the finance committee. The Vice President will conduct a Leadership Orientation Spotlight during the Annual Meeting RMSO Board meeting.

Secretary-Treasurer - shall see that minutes are kept of meetings of the Society and Board of Directors; shall conduct the correspondence of the Society; shall work in conjunction with the President of the Society; shall keep all valuable papers of the Society and maintain the Society's bank account. In addition to the customary duties of the Secretary-Treasurer, he/she shall also serve as an alternate delegate to the House of Delegates of the American Association of Orthodontists.

Board of Directors - in addition to the President, President-Elect, Vice-President, Secretary-Treasurer, and trustee to the Board of Directors of the AAO, the RMSO has six additional active members elected to one-year terms on the Board of Directors from Colorado, Utah, Montana, New Mexico Wyoming and Eastern Idaho. Their duties are to assist the officers of the Society in the general supervision of the business of the Society in the interim between annual sessions. The Past President is also a member of the Board of Directors in an advisory non-voting capacity.

The twelve members of our Society who make up the Board of Directors have the responsibility of running the Society. The Board also has the responsibility to elect a trustee to represent the RMSO at the Board of Trustees of the AAO. The trustee serves a two-year term. The Board also elects an editor to represent the RMSO at the AAO.

Delegates - represent the RMSO at the American Society of Orthodontists' House of Delegates at the annual sessions; delegates are responsible for running the business of the AAO.

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After summarizing the duties of the officers, directors, and delegates, the person doing the installation shall charge them with their duties with something similar to what follows:

"I charge all of you to perform your duties as leaders and representatives of the Rocky Mountain Society of Orthodontists to the best of your abilities and for the benefit of the RMSO."

"Members of the RMSO, these are your leaders. Give them your support and cooperation as they perform their duties in your behalf. Please give our new leadership a big hand of applause."

OFFICER'S DUTIES

President1. The RMSO President, Secretary, Chairman of the Membership and the Component Society President

shall send a letter to orthodontists new in the RMSO area to welcome them and to invite them to apply for membership in the RMSO.

2. When financial matters concerning RMSO arise between annual meetings, the President shall initiate a conference call to all members of the Board of Directors to discuss the matter. If the financial matters relate to the AAO, then the conference call shall also include all the delegates.

3. The President shall appoint either the Chief Delegate, the Secretary-Treasurer, or himself/herself to attend any AAO Trustee's meeting that the RMSO Trustee is unable to attend.

4. The immediate past-president will chair the Nominating Committee consisting of himself/herself and the last five presidents.

5. The President shall call a Special Caucus Meeting if needed by providing a written communication to the offices and Board of Directors. A conference call will be held for discussion and voting.

6. The number of committee and council representatives at future RMSO ad interim Board Meetings are to be limited to those areas that are of concern for that particular meeting.

7. The President will notify the members of the Executive Board of all changes in contractual arrangements involving the RMSO and outside parties. This includes but is not limited to contractual arrangements involving accounting, investment, and management entities.

President Elect

1. Initiate planning for RMSO Annual Meeting when President Elect is scheduled to serve as President.

2. Preside at meetings of the RMSO and the RMSO Board, in the absence of or at the request of the President.

3. Perform administrative duties as directed by the President, Board, or the general membership.

4. Be the official representative of the RMSO, at the request of the President.

Vice President

1. The Vice President shall assume the duty of updating the Policy and Procedure Manual of RMSO.6

2. The Vice President shall serve as chairman of the finance committee

3. The Vice President shall conduct a Leadership Orientation Spotlight during the Annual Meeting RMSO Board meeting.

Secretary - Treasurer

1. The Treasurer's report comparing the current year with past year shall be published in the RMSO Newsletter annually.

2. The Treasurer's books for the RMSO shall have an unaudited review by a CPA every third year with a CPA filling the taxes annually. An audit and investment committee will be appointed by the President to review the books in the off years and review the investments.

3. The Secretary-Treasurer and any other person in RMSO who is authorized to sign checks shall be bonded.

4. Whenever appropriate, the Treasurer shall place monies not considered necessary for routine payment of bills in a regular savings account to accrue interest.

5. Whenever appropriate, as determined by the Treasurer, money will be transferred from a regular savings account to a higher interest paying certificate of deposit.

6. The Secretary-Treasurer shall prepare a proposed budget each year for the Board to consider.

7. The term of office for the RMSO Secretary/Treasurer is to be 1 year.

DIRECTORS OF THE RMSO

1. The Board of Directors consists of eighteen (18) members:

2. Directors are elected to office by the following sequence. The President-Elect of each component shall be nominated as the at-large director and each component secretary will be nominated as the alternate director from their component unless the component organization submits different nominees to the RMSO President before April 30th prior to the election. It is the director of the Component Society's responsibility to attend as many meetings as possible, and report back to the Component Society. The director is an extension of the Component Society and represents the Component Society at any RMSO meeting. If the director is unable to attend any meetings, then he is to contact the alternate director and if he is unable to attend then contact the President of the Component Society. Each Component Society has two voting members, the Director and the President, for each meeting of the Board of Directors. Should either the President or the Director not be able to attend a meeting, the alternate director or a designee can be appointed by the Component Society

3. The RMSO Component Presidents will be voting members of the board. (The Idaho Component President position may be one of the following positions, President, President Elect or any other designee.)

4. The term of office of a Director is for one (1) year.

5. The immediate Past President does not have a vote.

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6. A Director shall be appointed by his or her Component Organization to serve on the Board of Directors.

Expense Reimbursement – The Board of Directors, Council Representatives and delegates/alternate delegates that are invited to the ad-interim meeting will be reimbursed up to a maximum of $250 for necessary travel expenses.

Suggested Agenda for the Board of Directors Meetings.

BOARD OF DIRECTORS MEETING

Call to Order

Invocation

Minutes of the Previous Meeting

Financial Report and Budget Presentation

Delegate Report

Trustee Report

AAO President's Report

Council Reports:

1. Communications2. Governmental Affairs3. Information Technology4. Insurance5. Membership, Ethics, and Judicial Concerns6. New and Younger Members7. Orthodontic Education8. Orthodontic Health Care8. Orthodontic Practice9. Scientific Affairs

RMSO Committee Reports

1. Editorial Committee2. Nominations and Bylaws3. Programs4. Technical Exhibitors5. Strategic Planning

6. Future Meeting Sites

Unfinished Business

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New Business

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IV. DELEGATES TO THE AMERICAN ASSOCIATION OF ORTHODONTISTS

RMSO Delegates to the American Association of Orthodontists

A. The delegates can elect one of their members to serve as Chief Delegate if necessary.

B. The duties of the RMSO Chief Delegate are as follows:

1. Organize and lead the delegation.

2. Organize and preside at caucuses.

3. Make reference committee assignments.

4. Direct the delegation on the floor of the House of Delegates to maximize the influence and efficiency of the designation.

5. In consultation with the treasurer, determine the prorated amount of travel and per diem to be reimbursed each member of the delegation.

6. Make an annual report to the RMSO Board of Directors at its annual meeting and attend other Board meetings when requested by the President.

7. May be asked to attend AAO Trustee meetings in the absence of RMSO Trustee.

8. Delegates and alternate delegates will be reimbursed for travel and per diem as directed by the Policy Manual of RMSO. Delegates unable to attend all of the meetings outlined above will have this reimbursement prorated according to the number of meetings attended.

THE DUTIES AND RESPONSIBILITIESOF A DELEGATE OR ALTERNATE DELEGATE

TO THE AMERICAN ASSOCIATION OF ORTHODONTISTS

A. Be prepared to attend the annual AAO Meeting in whatever city it is being held for that particular year. The cities are all chosen in advance.

B. At the various annual AAO Meetings, you will be expected to give considerable time to the attendance of (1) Board Meetings of your particular constituency, and (2) to the various Reference Committee Meetings that are involved with the final determinations of various resolutions that will be brought before the House of Delegates.

C. Generally, you will be required to have a meeting with the Head Delegate for the RMSO prior to the Board Meeting that takes place at each annual AAO Meeting. This is sometimes accomplished the night prior to the Board Meeting, which is usually held around 7:00 a.m. the first day of the meeting.

D. You will be assigned to a certain Reference committee, meaning that of all the resolutions to the House of Delegates, a certain portion of these will be given to you, a certain portion to the Second Delegate, and a certain portion to the Third Delegate.

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If you are an Alternate Delegate, you will be assigned to one of these Reference committees.

E. After you have been assigned to various Reference committees, you will attend the RMSO Board Meeting, at which time you will be instructed by the Board and the members present as to what resolutions the RMSO may wish to support or not support.

F. You will then attend a Reference Committee Meeting, at which time you are expected to voice the concerns of the RMSO on any or all of the resolutions that appear before the Reference Committee. You are not instructed on how to vote. The Reference Committee, in turn, will modify, drop or combine the resolutions, and return to the various delegates who are then present, the new modified or dropped resolutions at a subsequent meeting with the Board of Directors of the RMSO. At this time some of these may again be approved, altered or accepted as whole.

G. You then will be expected to attend the sessions of the House of Delegates. This takes most of the day, and as a Delegate, or Alternate Delegate, you will alternate back and forth within the confines of the registered delegates to vote on the various issues as they are presented to the House of Delegates.

H. You are expected to be there on the final day of the AAO Meeting for the House of Delegates Meeting. It is a long-day meeting. Generally, the Last item brought up is one of the most important; that is, the Annual Budget for the following year. There are only 4 delegates of the RMSO, and we must have our people there to vote. Many times this is a time of turbulence because the issues of increased dues, other costs. etc., to the RMSO are brought into play, and the voice of the RMSO must be made quite clear and precise to the House of Delegates.

I. You will then vote on each issue through an electronic procedure. The pros and cons of the various resolutions are debated and this takes up a great part of the day. You must be prepared to spend the last day of the AAO Meeting at a Delegate or Alternate Delegate at the meeting of the House of Delegates.

J. The real difference between a Delegate and an Alternate Delegate is rather small. As an Alternate Delegate your vote is equally as strong as the Delegate whom you would be replacing, however, you must be there.

K. Some 2-3 weeks prior to the AAO Meeting you will be sent a thick bundle of papers that include all the resolutions submitted prior to that date, and it is a good idea to spend time going over these resolutions and becoming familiar with them.

L. You will also need to become familiar with the format of how the resolutions are presented. This you will learn on site, however, you must spend considerable time prior to the AAO Meeting reviewing these resolutions and becoming quite familiar with them. The Head Delegate for the RMSO will lead you though these steps. You must, however, know what the steps are, when they are to be taken, and must be familiar with the resolutions prior to their appearance in the House of Delegates.

M. These meetings will affect your travel plans. The RMSO will reimburse you for some of your travel expenses, and will give you a per-day stipend for each day you are involved in the AAO Meeting serving as a Delegate.

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N. You will also be expected to attend as a Delegate or an Alternate Delegate, the annual opening session of the House of Delegates.

O. Most of the time that the AAO Meeting is in session, you will be involved in various meetings and not be able to attend many of the lectures or clinics. The AAO does have a policy where Delegates can rent videos or audiotapes of the various lectures or clinics.

P. The AAO waives the registration fees to the Annual Session for the Delegate and Alternate Delegates. They also will be on the VIP list for housing in the headquarters hotel

Q. If you should be asked to serve as a Delegate or Alternate Delegate, you must be prepared to spend several years doing this as it will take several years for you to get familiar with the process and feel comfortable with your position within the House of Delegates.

V. TRUSTEE TO THE AMERICAN ASSOCIATION OF ORTHODONTISTS

1. The American Association of Orthodontists Board of Trustees is made up of eight constituent trustees plus the President-Elect, President, and Past-President of the AAO. The RMSO of course is entitled to one Trustee on the Board. The Editor of the AJODO and the Speaker of the House of Delegates are non-voting members of the Board.

2. The RMSO Trustee is elected to a two-year term. The Trustee can stand for reelection for a maximum of four, two-year terms. At the end of the fourth term, the Trustee representing the Rocky Mountain Society can move through the aforementioned chairs of the A.A.O. If the RMSO Trustee is serving their eighth and final year as Trustee, they become the Secretary/Treasurer.

3. The Trustee to the AAO representing the RMSO will represent our constituency in all matters before the AAO Board of Trustees.

4. The Trustee will be required to attend all AAO Board of Trustee meetings.

5. The AAO Trustee will be asked to attend other meetings as well.

6. The Trustee shall be a voting member of the RMSO Board of Directors, but shall not serve as an officer of the RMSO or a Director from a RMSO component while serving as Trustee.

7. The Trustee shall report to the RMSO Board of Directors at all of their meetings, as well as to the general assembly at the RMSO Annual meeting. Additionally, the Trustee will report to the RMSO membership, through the RMSO newsletter.

NOMINATION AND ELECTION OF THE TRUSTEES TO THE AAO BOARD

When a new trustee is to be elected to the Board of Trustees of the AAO, the President of the RMSO shall:

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1. Send a letter to RMSO Board members notifying them of the need to elect a Trustee. Each Board Member will be asked to submit names to the President prior to the RMSO Board meeting at the AAO Annual Session.

2. Send a reminder notice to RMSO Board members to submit trustee nominees to him in a timely manner, and

3. Report the submitted names to the RMSO Board members at the RMSO Board meeting held prior to the AAO Annual Session. Request further names for consideration so that the President can contact each nominated person to determine if they are willing to serve.

The President will contact by letter each of the members whose names were submitted. He will request a letter from them regarding their willingness or unwillingness to serve in the Trustee capacity. Along with this requested letter, the President will outline the duties and time sequencing and the possible time commitment for a person serving as Trustee.

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This is a sample letter for consideration of trustee nomination

Date:

To:

From:

Re: Nomination for the election of a RMSO trustee to the AAO.

This letter is to inform you that your name has been submitted to be considered for nomination as the Rocky Mountain Society of Orthodontist's trustee to the AAO Board of Directors. The Board of Directors of the RMSO must make a decision at the annual meeting regarding the nominee to replace the current trustee when he moves to the office of the President-Elect of the AAO.

The trustee is elected for two-year terms and would assume his duties at the AAO meeting . We want the trustee to serve as long as they are able, to a maximum of four terms. The trustee position requires a large commitment of time and effort, and we want you to be aware of the involvement required. Enclosed is the outline of terms and ascension of the trustee through the offices and chairs to the President of the AAO.

If you want to be considered for nomination as the RMSO trustee, please send me a letter stating your willingness to serve. Please fill out and send the enclosed resume with your letter.

If you do not want to be considered as the RMSO trustee, please send me a letter requesting that your name be withdrawn.

I would appreciate receiving your letter by ____________.

Thank you.

Sincerely,

President RMSO

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ROCKY MOUNTAIN SOCIETY OF ORTHODONTISTSTrustee Résumé

Date:____________Name:______________________________

Birthday:___________

Dental School and Year of Graduation:______________________________________________

Orthodontic Training and Year of Completion:________________________________________

Number of years in orthodontic practice:__________________________

Please list offices held in the RMSO, RMSO committees, AAO councils, etc.:______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Positions served in other dental organizations:____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Interests and other organizations:____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Comments (use additional paper if needed):

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COMMITMENTS AND DUTIES AS THE RMSO TRUSTEE TO THE AAO BOARD.

Enclosed is an outline of the commitment one makes, as far as time and duty as a Trustee to the AAO Board. Also, these commitments will be followed by some general comments, which might be useful in your considerations as to your desire to serve in this capacity. With regard to the time and travel responsibilities, these commitments seem to be increasing as the years pass. At least this has been the situation in recent history with the issues, which are brought before the Board and the general management of the American Association of Orthodontists.

You will be elected to serve as Trustee at the RMSO annual meeting prior to the completion of the sitting RMSO Trustee’s final year as a Trustee.

As Trustee-elect, you will be invited to the pre-AAO Annual Session Board of Trustee’s meetings. This short period of time as a non-voting member of the Board should give you a quick perspective of how the Board of Trustees functions.

At the conclusion of the aforementioned AAO Annual Session, you will enter your first year as Trustee representing the RMSO. Your predecessor shall move to President Elect of the American Association of Orthodontists in most cases.

Your first year as the representative of the RMSO to the Board of Trustees will commence at the post AAO Annual meeting session of the Board. In other words, as Trustee-elect and subsequently becoming Trustee, you will be at the AAO Annual Session for approximately nine days. As Trustee, you will serve on numerous committees of the Board, including the Budget and Finance Committee, the Central Office Advisory Committee, the Board Policies Review Committee as well as a lettered Board Committee, which deals with issues that come before the Board of Trustees during the year. Similar types of commitments occur during your second year as Trustee representing the RMSO. Prior to the conclusion of your second year as Trustee, you will have to decide whether you want to continue as the Trustee representing the RMSO. The calendar year to which you serve as Trustee is from the conclusion of an Annual Session of the AAO to the conclusion of the AAO Annual Session two years hence. If you should choose to stay on as Trustee, you will be re-elected every two years. On the eighth year as Trustee you will be the Senior Trustee on the AAO Board. You will serve as Secretary-Treasurer at this time. At the conclusion of this final (eighth) year, you will then become President Elect, subsequently President, and then Past President.

Under present Board organization, and with proper seniority, you will become a member of the Executive Committee of the Board as well as the Budget Advisory Committee during your sixth year on the Board.

During your seventh year on the Board, you will become chairman of the Budget Advisory Committee and will be nominated for Secretary-Treasurer of the AAO for your final year as a member of the Board. You will continue to serve on the Executive Committee of the Board.

At the conclusion of the final House of Delegates Session, during your seventh year as Trustee representing the RMSO you will also become Secretary-Treasurer of the American Association of Orthodontists.

At the conclusion of the AAO Annual Session of your eight-year on the Board, you will become President-Elect of the AAO. At the conclusion of your ninth year on the Board, you will become President of the AAO and at the conclusion of the tenth year, you will become Past-President of the organization.

This schedule is designed assuming the continuation of present policy and by-laws of the American Association of Orthodontists.

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Some general comments on Trustee obligation: There are numerous meetings which one is requested to attend during the year. Most of

these meetings are in St. Louis area, other than the AAO Annual Session. There are meetings of Councils, which may be in locations other than St. Louis. Also, you may be asked to represent the AAO in Chicago in conjunction with the ADA.

Present AAO Board of Trustee meetings are: o AAO Annual Session in the city designated. This usually means a total

commitment of approximately nine days. There are usually three days of Board meetings prior to the Annual Session, and one day of post-annual Board meeting.

o The August Board meeting is generally in St. Louis, and usually last three days.o The November Board meeting is also in St Louis and usually lasts three days.o The February Board meeting is again in St. Louis, and usually lasts four days.

The February Board meeting is the Budget meeting and this is the reason for the prolonged period.

o As a Trustee to the American Association of Orthodontists you will be assigned to a Council each year as the Trustee Liaison. This will commit you to one or two meetings each year, depending on the Council to which you are assigned. Most meetings are in St. Louis, with the exception of the Council on Governmental Affairs, which meets in Washington, D.C. and an occasional meeting of the Council on Orthodontic Education, holding one of its meetings in conjunction with an ADA committee or council. Most Council meetings are two to three days in duration.

As an officer (President, President Elect, Secretary/Treasurer) you are required to attend the ADA Annual Session. The attendance of Trustees is encouraged, but elective, based on the House Policy regarding Trustee attendance at the ADA Annual Session guidelines.

When you become a member of the Budget and Finance Committee and the Executive Committee, you may be requested to add an additional day to the standard Board meetings.

As President and President Elect, you will be asked to attend meetings of the Canadian Association of Orthodontists as well as European Orthodontic Society representing the American Association of Orthodontists.

Numerous conference calls are called during the year for the entire Board or various committees of the Board. Many times these calls are a couple of hours in duration, depending on the need. I would expect two to five calls per year, as necessary. Phone calls and electronic communication between and among the Board Members, Staff and Councils is frequent. You will also receive large quantities of reading material. You will receive extensive reading material in the weeks prior to the various Board of Trustee meetings.

Obviously, calls from constituent members who use the AAO Directory come to the office of the Trustee occasionally. These are not frequent, but are a necessity to the communication within our constituency.

As an officer of the American Association, you will be requested to visit on a rotational basis, the constituent Societies of the American Association of Orthodontists.

VI. RMSO COMMITTEES

A. EDITORIAL COMMITTEE

1. The "Newsletter" Editor shall be appointed under this Committee.

2. Two publications of the RMSO Newsletter will be established.17

B. FUTURE MEETING SITE COMMITTEE GUIDELINES

1. This committee shall be composed of RMSO members.

2. Sites and dates for the RMSO Annual Meeting shall be at least four years in advance. Final approval to be made by the RMSO officers and Board of Directors. Chairman and Executive Director select 3 cities that would be good for a meeting city. Executive Director gets proposals from hotels in three cities. The three best proposals go to the committee for the final selection.

C. STRATEGIC PLANNING COMMITTEE

1. The Strategic Planning Committee is an ad hoc committee of the RMSO.2. This committee will review the AAO Strategic Plan and recommendation the direction for

the RMSO to conduct activities to contribute to the success of this plan.

D. NOMINATION & BYLAWS COMMITTEE

1. The RMSO By-laws state that "the Nominations Committee shall have five (5) members," and the Committee shall give a list of candidates for the elective officers, the Board of Directors, and the delegates of the AAO to the annual business meeting.

2. The immediate past president of the RMSO shall chair the Nominations Committee which consists of the last five presidents of the RMSO.

3. The Nomination Committee should report on or make recommendations on the following officers and delegates: President-Elect, Vice-President, Secretary/Treasurer, at large directors, alternate delegates, and three delegates. (Note: the previous President-Elect shall succeed to the office of President without further election.) Per the By-laws, the rest of the officers, directors, and delegates are to be "elected for a term of one (1) year from their date of installation and until their successors are elected and installed."

Note: The selection of the AAO Trustee from the RMSO is a function of the RMSO Board of Directors and is not a duty of the Nominations Committee.

4. The Nominations Committee shall have its slate of officers published in the last Newsletter sent to the membership prior to the annual session.

5. With the preceding background information, the following guidelines for the Nominations Committee are presented:

a) The Nominations Chairman shall contact the RMSO President and Senior Delegates one month prior to the annual AAO meeting to discuss the current status of the RMSO Board members and delegates and their effectiveness in the performance of their duties.

Within one month after the annual AAO meeting, the Nominations Committee chairman shall have contacted his committee members by letter or phone, and a slate of officers, directors, and delegates shall be sent to the RMSO President with a copy to the Secretary/Treasurer. All of the persons nominated shall have stated their

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willingness to serve. Consideration should be given to the representatives on the AAO councils when recommending delegates and alternate delegates in order to maintain an effective and informed delegation.

6. The Secretary/Treasurer and the Nominations Committee chairman shall be responsible to send a copy of this report to the editor of the Newsletter with a request that it be published in the last Newsletter sent to the membership prior to the RMSO annual meeting.

7. The following is a list of the slate of officers, directors, and delegates to be included in this report:

a. Presidentb. Vice-Presidentc. Secretary/Treasurerd. Delegates As determined by the AAO with a minimum of twoe. Alternate Delegates As determined by the RMSO

Note: AAO Trustee is not a function of this committee and is not named in this report although the Trustee is on the Board. He/she is elected by the Board. The Immediate Past President is also on the Board, but is not named in this report.

Traditionally, geographical representation has been a consideration when recommending At Large members to the Board.

8. The Nominations Committee chairman shall ask the Secretary/Treasurer to include this report in the written reports sent to the Board of Directors prior to the RMSO annual meeting.

9. The Nominations Committee chairman shall read his report at the request of the President at the first general membership meeting at the RMSO annual meeting.

E PROGRAM COMMITTEE

1. The Chairman will be the President that will be in office during the year of the meeting.

2. Coordinate all activities in conjunction with the Executive Director for the Annual Meeting.

F. TECHNICAL EXHIBITORS COMMITTEE

1. In conjunction with the Executive Director, coordinate the activities of the annual meeting trade show.

G. FINANCE COMMITTEE

The Finance Committee will be chaired by the Vice President and consist of the Secretary/Treasurer and Past President. Their duties are to review the quarterly reports from the investment company and make recommendations for changes if necessary.

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H. WILLIAM C. GAYLORD DISTINGUISHED SERVICE AWARD1. The Executive Committee will determine the recipient of this award.2. The past three recipients of the award will be asked for nominations.3. This award does not need to be given annually.4. The William C. Gaylord Distinguished Service Award winner will be given a complimentary

registration for them and their spouse. 5. The award will be a silver Nambe tray with the inscription “RMSO Distinguished Service

Award – Year Given – Recipient’s name. 6. The criteria for the award will be our geographic location and a long-term association with

orthodontics.7. The past year’s winner will present the award to the new recipient if they are present at the

annual meeting.

H. ABO DIRECTOR

The RMSO shall have an ABO Director as appointed by the American Board of Orthodontists. The RMSO will assist in the selection of the ABO Directors as determined by the ABO.

VII. RMSO ANNUAL MEETINGS

A. RMSO Annual Meeting Introduction, Details and Protocol

a. RMSO Annual Meeting Introduction

The primary purposes of the RMSO annual meeting are to:

1. conduct the business of the Association;

2. encourage the continued professional education of the members and;

3. provide a professional and social setting where members can become better acquainted and therefore more likely to cooperate and participate in the organizational and professional activities of the RMSO.

Meeting Suggestions:A. having meetings with balance scientific and social programsB. at resort areasC. varying the meetings from August through September, October, and November (to the

extent practical) andD. consider "out-of-area" locations every 3 years or so.E. coordinate the calendar with the AAO and book facilities as far out as possible to assure a

more favorable set of dates.F. Costs of sleeping rooms and facility rentals are a consideration.G. The layout of the property based on our requirements is essential. If the Executive Director

is not familiar with a property it may be necessary to conduct a site visit to assure success.

b. RMSO Annual Meeting Details

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1. A fee shall be assessed for registration for the annual meeting sufficient to cover the expense of the functions.

2. Members of the American Dental Association and other health professionals may attend RMSO meetings as guests. They will pay a fee plus any other registration and activities fee paid by the regular members. The Editors of State Dental Journals in RMSO area will be notified by the Executive Director so that proper announcement may be made of forthcoming meetings.

3. Non-members. Those persons who desire to attend the annual meeting who are not members of the American Dental Association and other health associations shall pay a registration fee up to a set amount, plus any other registration and activity fees paid by regular members who attend the meeting.

4. RMSO shall not supplement funds for fees for sporting activities, but these costs should be borne by the participants in each athletic event. This is not to be misinterpreted that RMSO will not pay for trophies to be awarded.

5. Suggested outline for agenda for Board of Directors meeting shall be included in the policy manual.

6. The fees for a member to attend a meeting will be adjusted for three years after joining (no charge the first year, 50% the second and third year).

7. Honorariums. The honorarium for non RMSO clinicians shall be determined by the Board for each teaching hour or portion of hour. Per diem travel allowances shall consist of round trip air coach fare, room and meals for each day he/she is on the program corresponding to the rates the hotel makes available to our members and free tickets to all meeting events.

8. Honorariums for RMSO clinicians will be determined plus they will receive a plaque.

9. The RMSO President should host the AAO President and the AAO Executive Director to dinner one night during the meeting. The RMSO Treasurer will reimburse this expense.

10. The RMSO President-Elect should obtain a plaque for presentation to the out-going President at the second business meeting following the installation of new officers.

11. If the annual meeting site hotel makes gratis rooms available, the first room shall be used by the RMSO president; the second room shall be offered to the RMSO Secretary/Treasurer.

12. The RMSO Exhibitors Committee shall have the prerogative to review the space available compared to the number of exhibitors applications and then to determine the number of exhibits that would be allowed.

13. Any officer of the ABO invited to the RMSO annual meeting will be treated as any AAO staff member with all fees complimentary.

14. The AAO Legal Counsel shall review the RMSO meeting contracts to determine if there are unfavorable conditions for the RMSO in the legal wording.

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15. The sequence for nominations, election, and induction of RMSO officers shall be included in the RMSO Policy Manual.

16. The sequence for electing the RMSO Trustee to the AAO shall be included in the RMSO Policy Manual.

17. The Executive Director is to provide: (1) meeting registration services, (2) conference planning, (3) technical exhibitors management, and (4) contract negotiations with the meeting facility.

18. Office staff personnel will be incorporated into the RMSO Annual Meeting. Their registration fee will be based on the cost of basic expenses of a meal, reception, and soft drinks.

19. The Annual donation to the AAO Foundation on behalf of the RMSO Membership is to determined by the Board.

c. Protocol for VIP Guests at the RMSO Annual Session

1. The President of the RMSO should write a warm personal letter to the President of the AAO inviting President and spouse to attend the RMSO at its annual session. This invitation should be sent shortly (a month or two) after the RMSO president has been installed. The timing gives the AAO President the opportunity to start planning his/her itinerary of constituent visitations.

2. Arrange to have the President and spouse pre-registered not only at the meeting, but also at the hotel. Even though the AAO pays the hotel room, it should be noted that the constituent society is hosting the officer and thereafter should make every effort to ensure that the room is of guest quality and size.

3. Arrange with the hotel to have a bouquet of flowers and/or a fruit basket delivered to the room prior to the arrival of the Guest. A welcome note attached is desired so that the identity of the giver is known.

4. If feasible, arrange to pick up the Guest(s) at the airport and deliver them to the hotel and also arrange transportation back to the airport.

5. Arrange for complimentary tickets to be given to our Guest(s) for all scheduled events. In addition, the President's badge should have an identifying ribbon indicating the office so that all our members will be able to identify the Guest.

6. Arrange to have a host designated to "look after" our Guest(s) during his/her (their) stay. For evenings when planned society events are not scheduled, the designated host should be encouraged to arrange a dinner party for our Guest(s) including several of the constituent members to be selected by consultation with the constituent president.

7. The host should be someone who is not too involved with other constituent activities and also one personally acquainted with out Guest(s). A past president of the AAO should be given consideration in making this appointment. An advance invitation is in order.

8. In laying out the program, consideration should be given to allocating time for our guest to address and The constituent President should advise the AAO President when he/she is to

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speak and determine actual time for the address. This should be done a month or so prior to the constituent annual session. The Guest (President) should be invited to attend the Board meetings and to participate in discussion if the occasion warrants.

9. Guests should be notified if formal attire is proper at any of the society functions.

d. RMSO Refund/Cancellation Policy

The Rocky Mountain Society of Orthodontists Board of Directors has approved the following policy regarding refunds and/or cancellations at all RMSO meetings.

No cancellations will be accepted and no refunds will be issued, for any RMSO meeting registration fees that are received in the RMSO office seven (7) full business days or less in advance of the Annual Session.

No cancellations will be accepted and no refunds will be issued, for any ticketed event including those involving food and beverage unless received at least seven (7) full business days in advance of the first day of the meeting.

No cancellations will be accepted, and no refunds will be issued on-site for any fees or any ticketed events at any RMSO meeting.

Exceptions to the cancellation and refund policy may be made only by the RMSO Board of Directors, in case of documented medical or personal emergency and then only upon written request.

The RMSO office will process all approved refunds within thirty (30) full business days after the completion of the meeting. A $25 administrative fee will be deducted from all approved refunds.

e. Program Chairman

1. Program chairman has leeway to establish different honorariums for clinicians at the annual meetings. The Program Chair is encouraged to seek sponsorships for all honorariums.

2. The Program Chairman shall give a report to the Board on what he/she is planning and stating what arrangements he/she had made with the clinicians regarding the following:

(a) Travel arrangements

(b) Time on the Program

(c) Honorariums that will be paid

f. Suggested Agenda for the First and Second Business Meetings

First Business MeetingDate

Location

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1. Call to order

2. Invocation

3. Minutes of Previous Meeting

4. President's Address

5. Secretary-Treasurers Report

6. Report of membership committee and presentation of new members

7. Report of any other committee deemed important (By Laws)

8. Report of Nomination Committee

9. Trustee Report

10. Report of AAO

11. New Business

12. Adjournment

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Second Business MeetingDate

Location

1. Call to Order

2. Presidential remarks

3. Nomination of officers

4. Election of officers

5. Installment of officers

6. Newly installed presidential remarks

7. Presentation of past president's plaque

8. Adjournment

VIII. GUIDELINES AND THE FUNCTIONS OF THE COUNCILS OF THE AAO

A. Council on Insurance

1. It would be helpful if this individual had some experience in insurance be it at the State Dental level, a District Dental level, or even a component orthodontic level. Some component societies do have a mini Council on Insurance.

2. The individual should be reasonably aware of insurance contracts, the verbiage within these contracts, and have an overall grasp of the mechanics of how insurance premiums and dividend are derived, how profits and reserves are accumulated, and how excess reserves could be distributed through either dividends or premium reductions.

3. A member of the Council on Insurance should be well familiarized with their own personal liability, office overhead, disability, auto and home insurance polices, and be somewhat familiar with the "fine print" in insurance contracts and be aware of options that are available in these various types of insurance. In the long run, the AAO may offer a greater variety of types of insurance to its members; and experience and knowledge in these areas other than immediate liability insurance would be of some benefit.

4. A member of the Council on Insurance should be willing to give time and effort to attend at least 2 annual meetings in St. Louis. For the most part, the weekend meetings begin on Friday afternoon and end by Sunday at noon. Someone would have to leave his or her domicile either late Thursday night or Friday morning and be prepared to return late Sunday night.

5. A member of the Council on Insurance will have conference call discussions which are usually set up in advance and usually set up in the time frame of 5-7 pm, Rocky Mountain Time.

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6. The individual will also be given periodic updates on activities of other insurance vendors as to what they are offering, and the individual must be prepared to read these, understand them, and be able to categorize them within the needs of what the council feels the AAO membership should be offered.

7. A member of the Council on Insurance should be aware that he is expected to serve at least several terms because it takes a good 3-4 meetings to become thoroughly conversant with the AAO policies, as well as the various vendors that offer these policies.

8. The various insurance companies do report at the semi-annual meetings and one annual report on the total yearly activities is also presented. A member of the Council on Insurance should be prepared to be at these meetings and have meaningful questions to ask. This takes some willingness to read the reports you receive and be quite conversant with these reports so that when they are delivered in person, you can evaluate them and have any questions or problems answered.

9. I think a member of the Council on Insurance should also be aware of the role that an administrator plays versus the role of a provider. He should also be aware that in our particular situation, the AAO demands a royalty from the administrator, and whenever possible, the provider. This is rather unique and not always achieved by all associations, but is one of the things that has been accomplished by the AAO in the sponsorship of various policies.

10. A member of the Council on Insurance must be prepared to give at least 2 annual written reports to the Board of Directors. The annual meeting of the Board of Directors requires a written report as does the semi-annual one which is usually held sometime along with the National AAO Meeting. Along with this, we have our growing newsletter from the Rocky Mountain Association of Orthodontists, and an article should be presented in a timely fashion to be printed and distributed to the membership concerning activities on the Council of Insurance.

11. In general, the considered individual for the Council on Insurance should have some background in insurance, but it does not need to be extensive; he/she should be most willing to devote the time and effort to read and study materials, and be prepared to attend the annual and semi-annual meetings as your attendance is required at these meetings, and be prepared to serve at least several 2 year terms.

B. COUNCIL ON GOVERNMENT AFFAIRS

The Council on Government Affairs was established by the AAO By-Laws. The Council is a working body, which serves in an Advisory capacity to the AAO Board of Trustees. Each constituency of the AAO is represented on the council by one constituent member. Nomination to serve on the council comes from the Board of Trustees and you are elected by the AAO House of Delegates. You have a two-year term of office and can be elected for four terms.

The duties of CoGA are to:

1. Study, and make recommendations to the Board of Trustees and the House of Delegates concerning legislation which may effect the practice of Orthodontics;

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2. Formulate and recommend policies related to legislative and regulatory issues and to governmental agency programs, and;

3. Monitor the action of governmental bodies, agencies, and health associations in regard to legislative and regulatory initiatives at State and Federal levels which may effect the specialty of Orthodontics.

The Council usually meets two times per year in Washington, D.C. The meetings are usually two days and you are encouraged to meet with your Senator (or Representative) or their staff to gather input on health care issues and to voice the opinions of the AAO. The AAO reimburses you for expenses incurred. There is no additional honorarium.

You will then provide written and/or oral reports to the RMSO Board of Directors upon request. You may be asked to communicate with RMSO members who reside where State initiatives or regulations would affect the Orthodontic profession.

C. COUNCIL ON COMMUNICATIONS

Responsible for communications efforts between AAO national organization, RMSO constituency and RMSO component organizations. Also, serve as a consultant to the RMSO standing committee on communications.

1. Attend bi-annual Council on Communications meetings.

(a) Meetings are typically July and December of each year in St. Louis.

(b) AAO staff will inform you of times and arrange hotel and flights if needed.

(c) Following each meeting, immediate report to RMSO Trustee about activities. * Also, send this report or revised report to RMSO Executive Director for inclusion

in Newsletter and Board Report.

2. Attend RMSO annual meeting.

a) Attend board meetings and review written report.b) Inform board members of local, constituent and national PR and advertising program

and progress.3. Attend annual Component Meeting.

(a) Hand-out written report and give oral report.

The bulk of the work involves ingesting the information about time progress of the National PR and Advertising Program and reporting this information back to the RMSO in a responsible and timely fashion. Typically, this involves the written reports above, oral reports whenever possible, videotapes can be shown, etc.

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The Council on Communications also has several other ongoing projects and responsibilities. It is your responsibility to also keep the RMSO updated on the progress and status of these projects.

The description is only a guideline to help in the initial steps of the council position. It is not intended to be a comprehensive description of all projects, duties, and responsibilities. As your time on the council lengthens, so will be the responsibilities. This is a living, changing document.

D. COUNCIL ON ORTHODONTIC EDUCATION

GUIDELINES REGARDING PURPOSE, DUTIES, AND AUTHORITYOF THE COUNCIL OF ORTHODONTIC EDUCATION

THE PURPOSE

The purpose of the Council on Orthodontic Education is to act as an advisory, working, and study body between the American Association of Orthodontists, its constituent organizations, and orthodontic education in general. In a sense, the COE acts as a liaison between the AAO and all AAO recognized forms of orthodontic education. However possible, the COE provides help in advancing the quality of orthodontic education.

MEMBERSHIP

The Council consists of one member from each constituent organization of the AAO, plus two members nominated by the American Board of Orthodontics. At least four members are in private practice, and at least three members are in orthodontic education.

AUTHORITY

The Council has authority to study and make recommendations on any matters concerning orthodontic education. Often, information is sought from outside AAO sources.

DUTIES

It is the duty of the COE to study and make recommendations on matters pertinent to orthodontic education, and to consult with appropriate organizations regarding the same.

TIME TABLES

January: Submit proposal of the Council budget to the Board of Trustees, Budget and Finance Committee.

February:Report to the Board of Trustees, and report to constituents and orthodontic department chairmen.

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March: The COE meeting is at the annual meeting of the American Association of Dental Schools. With the COE meeting in conjunction with the AADS meeting, there is opportunity for COE members to participate in meetings and affairs of the AADS relative to orthodontic education. At the end of this meeting, there is a report to constituents and orthodontic department chairmen.

April: The COE provides a report to the House of Delegates.

August: The COE reports to the Board of Trustees of the AAO.

September: There is a COE meeting, generally held in St. Louis at the AAO home office. At the end of that meeting, there is a report to constituents and orthodontic department chairmen.

November: There is a report to the Board of Trustees of the AAO.

The Council on Orthodontic Education gives one an internal look at many of the problems faced by orthodontic educators. The COE is most often divided into sub-committees working on specific projects with specific deadlines. For example, one committee is in charge of organizing a meeting for orthodontic educators in conjunction with the AAO meeting. Very often conference calls are involved. These may increase in the future, as it is a way to minimize expense to the AAO. Besides responsibilities in sub-committees, often there are projects into which the COE representative is required to provide meaningful input.

The AAO staff is very supportive and provides a constant source of information through mailings to all COE members. A notebook is kept, which compartmentalizes areas of information, and at the meetings (two per year), the agenda involves moving through input and projects as a result of telephone conferences and mailings.

E. Council on Membership Ethics and Judicial Concerns

The Membership council is a council of the AAO. Its purpose is to serve as a working body, to study specific assignments, and to advise the House of Delegates and the Board of Trustees of the American Association of Orthodontists. Its authority is limited to the study of the recommendations made within the organizational structure of the AAO. An evaluation of the assigned tasks is made earlier in the fiscal year by the chairman of the Council. Members are then informed and solicited for their suggestions, so that action can be taken and recommendations can be made at the Council’s annual meeting in St. Louis. The council meets once or twice each year in an executive session, which consists of all the voting members, plus a liaison trustee from the Board of Trustees.

Members of the Council on Membership are expected to attend all meetings and to respond promptly to any correspondence or requests made by the House of Delegates, the Board of Trustees, or their constituent society. Each of the eight constituents is represented on this council by one person. It is the responsibility of the constituent trustee and the Board of Directors to see that the Rocky Mountain Society is represented on this council. This is to ensure that each constituency has an equal vote on all matters of business. A member may

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serve on the Council On Membership for four two-year terms. The Council meets once or twice each year and reports to the House of Delegates and the Board of Trustees.

The purpose of the Council is to study all matters and develop programs relating to membership. also, to study, maintain, and promote the principles of ethics and code of professional conduct. The Council has been assigned to serve as the association’s body to hear disciplinary proceedings and appeals. It is the obligation of the Council to recruit all qualified dentists as members of the AAO.

Following meetings of the Council On Membership, a written report is to be submitted to the home constituency. This report should include the proceedings of the council with special emphasis on items that pertain to the constituency region. The Council member is to provide to the membership committee chairman, of the constituency, a report, which he is to duplicate and submit to each component membership chairman.

The Council on Membership member is to attend at least one regularly scheduled Rocky Mountain Society board meeting, and is to be available at other meetings, such as the AAO annual session. It is the responsibility of the trustee of the Rocky Mountain Society to ensure that all council members are functioning as they should, including the Council On Membership, so that his constituency is properly represented.

F. COUNCIL ON ORTHODONTIC HEALTH CAREThe Council shall consult and interact with appropriate organizations concerned with the provisions of orthodontic health care. They shall study and make recommendations on all matters concerning prepayment plans that are related to dental care.

G. COUNCIL ON ORTHODONTIC PRACTICEThe Council shall develop and conduct educational programs, seminars and conferences to assist orthodontists and their staffs in developing improved patient care, management and delivery systems for the benefit of their patients. They shall establish and maintain data on such matters as orthodontic office plans and designs, office procedures and practice arrangements, associations, transitions and dispositions. They shall address clinical and management problems that might arise due to orthodontic materials, devices, equipment and/or systems. They shall develop programs to assist orthodontists and their staffs to meet regulatory requirements, and to develop recommended strategies to initiate changes in these regulations, where indicated, which will be referred to the Board of Trustees for referral to the appropriate council.

H. COUNCIL ON SCIENTIFIC AFFAIRSThe Council shall encourage and sponsor the advancement of orthodontic research. They shall recommend such awards for achievement in the field of orthodontic research as established by the AAO. They shall organize and maintain a research section at the annual session of the AAO.

I. COUNCIL ON INFORMATION TECHNOLOGY

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The Council is responsible for the development, implementation, and ongoing, administration of information technology as it affects the operation of the AAO and the Association’s relationships with its members, health-realted entities, and the public.

J. COUNCIL ON NEW & YOUNGER MEMBERSThe Council is responsible for promoting the importance of AAO membership to new/younger orthodontists and students.

K. AMERICAN ASSOCIATION OF ORTHODONTIST'S FOUNDATION

The American Association of Orthodontist's Foundation (AAOF) Representative is elected or appointed by the RMSO Board of Directors to represent the constituent society as a member of the Board of Directors of the AAOF.

Purpose: The AAOF is a separate foundation autonomous from the American Association of Orthodontists, although it works through the membership of the AAO and its purpose is to support the advancement of the art and science of orthodontics, promote education or orthodontists, promote orthodontic research, and to act as the fiduciary for endowment funds to achieve the goals and purposes of the Foundation.

Term: Terms are for four years with a maximum of eight years consecutive service.

Qualifications: The person elected or appointed to represent the RMSO on the AAOF Board of Directors should be knowledgeable regarding the workings of the RMSO and AAO; willing to accept fiduciary responsibilities; preferably well-known in his/her constituent society; and willing to stay motivated within the constituent society to work for the purposes of the Foundation. This person is expected to make or have made a substantial contribution to the Foundation.

Meetings: There are normally two weekend meetings per year at the AAO office in St. Louis that require a Friday and Saturday night stay and a possible interim meeting at the annual AAO meeting. The St. Louis meetings are usually the first weekends in April and August each year. There are duties to be performed at the AAO meetings as the Foundation has a booth and other fund-raising events so the representative is expected to attend the annual AAO meetings.

Information: The AAOF came into existence in 1961 and administered a principal of approximately $400,000 in 1991 at the time the six million Endowment Campaign was initiated. The Foundation currently has raised its endowment goal from six million to ten million with a goal of receiving pledges from one-third of the AAO membership. There is currently more than six million pledged to the AAOF Endowment Campaign that began in 1991 with over 4.1 million already earning interest for awards and grants to benefit the specialty. The AAOF Board chooses the recipients of the Jarabak and the Salzmann Awards given at the AAO annual meeting.

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Reports: The AAOF Representative needs to submit reports in a timely manner to the RMSO Board of Directors at least twice a year as requested by the RMSO Executive Director.

Communication with the AAOF office in St. Louis: The representative must have a FAX to communicate with the AAOF coordinator in St. Louis, Mr. Robert Hazel. There is also telephone and written communication required.

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IX. EXECUTIVE DIRECTOR

General Job DescriptionThe Executive Director is hired by the Board of Directors and a job description is available.

A. Duties of the Executive DirectorThe Executive Director will oversee the duties listed below and may perform the tasks as outlined or assign to a staff member.General Management

Maintain a historical file of all RMSO documents, etc. Plan and coordinate meetings of the Board of Directors. Compile and reproduce materials required for the Board of Director’s Meetings. Set policies and procedures for the Executive Director to interact with the

Rocky Mountain Society of Orthodontists. Keep up-to-date, the organizations bylaws in conjunction with the Bylaws

Committee. Act as the general mailing house for materials to be sent to the Rocky Mountain

Society of Orthodontists and distribute as necessary. Coordinate with the AAO necessary activities to ensure the correct individuals

receive the required information.

Financial Management Monitor the overall finances of the association, including the preparation of an

annual organization budget in conjunction with the President or President-Elect and Secretary/Treasurer-Elect.

Maintains the funds in a manner exemplifying fiduciary responsibility. (Check writing would be handled by the Executive Director and forwarded to the Secretary/Treasurer for signature.)

Deposit all funds in the Rocky Mountain Society of Orthodontists bank account. Oversees preparation of periodic financial reports. Bookkeeping Purchasing Liaison with the CPA

Membership Services Membership record keeping Maintain a database of members to eliminate the need to contact the AAO for

mailing labels. Contact via telephone new members approved after the Board of Directors

meetings.

Publications With the direction of the Editor, coordinate the receipt of articles for the

publications. Coordinate design, artwork, and printing with the printer. Coordinate the acquisition of advertiser Coordinate the mailing of the publications

Meetings Services- Registration Services Develop a registration form. Receive and process forms to include bank deposits.

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Prepare a confirmation letter to be sent to advance registrants. Prepare packets for attendees to be distributed on-site. Provide alphabetical listings of advance-registered participants for use on-site. Coordinate on-site registration to include staffing requirements, equipment

(typewriters, counters, supplies, etc.) Coordinate on-site financial to include staffing requirements, equipment (typewriters,

counters, supplies, etc.) Coordinate on-site financial to include cashier instructions, bank deposits, and

attendance counts. Post-conference process all on-site registrants. Provide total attendance lists after the meeting to include alphabetical and financial

data. Registration coverage for the meeting will be discussed prior to each conference with

the President and President Elect to assure adequate staffing of the registration and conference management/administrative requirements.

Conference Management Budget development in conjunction with the President or President-elect and

Secretary/Treasurer Facility negotiation including meeting room requirements and costs, sleeping room

requirements and costs, all food and beverage requirements and costs, complimentary rooms, and cancellation penalties.

After selection of speakers for the meeting, Executive Director will coordinate needs & requirements (i.e. audio-visual, handouts, hotel accommodations, where sessions are located, etc.)

Negotiate with airlines and car rental agencies. If official designation status is requested, this would be with Board approval only.

Assist with the design and development of the attendee brochure. Coordinate meeting room requirements with the facility. Determine the most economical contractors for audiovisual, decorating, printing, and

other needs that may be of assistance in a successful meeting. Develop a meeting specifications guide for use on-site that will advise all parties

concerned (hotel, suppliers, staff, etc.) of all specific requirements for the conference. Send thank you letters to all suppliers associated with the success of the meeting on

behalf of the Rocky Mountain Society of Orthodontists. Conduct a post meeting evaluation if requested.Exhibit Management Design an exhibit brochure and contract to attract as many suppliers as the facility can

accommodate. Develop a contract and requirements designated by the facility in use at the time of the

meeting. Coordinate the assignment of exhibit space to vendors. All correspondence that is necessary to the exhibitors to insure a successful

participation on their part. Coordinate the exhibit floor layout with the facility to insure maximum use of exhibit

space and exhibitor satisfaction. Coordinate floor plan approval by the local fire department (if required). Coordinate the sales effort for exhibit space including the telemarketing and follow-up. Coordinate the selection of a service contractor to acquire the best pricing for

exhibitors, drayage, security, electrical, storage, etc. to insure a successful exhibition. Approve all bills and prepare a financial recap of the exhibition at the end of the

meeting.34

Conduct a post meeting evaluation if requested.

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ANNUAL SESSION PLANNING GUIDELINES

RMSO

POSITION DESCRIPTION/RESPONSIBILITIES

i

Appendix i

RMSO PRESIDENT

- Serves as chairman of the Planning Committee and all its meetings. - Appoints the General Chairman and consults on the selection of other RMSO member

participants of the committee. - Works closely with the General Chairman, the RMSO Executive Director to ensure the overall

educational and fiscal success of the Annual Session. - Serves as arbitrator for any conflict resolutions between RMSO members serving on the

committee. - Presents the proposed Annual Session budget to the Board of Directors for approval. - Approves Annual Session theme. - Approves keynote speaker. - - Selects, with input from the RMSO Executive Director, the sites of VIP dinners. - Provides a report to the Board, on the success of the meeting at the Board meeting immediately

following the annual Session.

ANNUAL SESSION GENERAL CHAIRPERSON

- Responsible to the RMSO President for the overall programmatic planning of the Annual Session.

- Selects and appoints, with RMSO President's approval, the other RMSO member participants of the committee.

- Assigns specific programming responsibilities and completion dates. - Closely monitors progress of program chairperson to ensure task completion dates are met. - Acts as arbitrator, when necessary, during program chairmen conflict resolutions. - Provides input to the RMSO President on the keynote speaker. - Provides input to the RMSO Executive Director on the major optional group social functions. - Provides input to the RMSO President and Executive Director on development of the Annual

Session budget. - Provides input to the RMSO President on the Annual Session theme. - Responsible to the RMSO President and Executive Director for maintaining programmatic

budgetary guidelines. - Monitors all Annual Session events on-site.

SCIENTIFIC PROGRAM CHAIRPERSON

- Responsible for the determination of orthodontist scientific topics for the Annual Session. - - Assigns specific programming responsibilities and completion dates to the other

scientific program chairperson, as needed. - Responsible for ensuring the appointed program chairperson complete his/her assigned tasks by

the completion dates. - Responsible for the selection of all scientific program speakers including, but not limited to,

lectures, hands on courses and workshops. Seeks sponsorships of speakers. - Responsible for the initial notification of honoraria to the speaker selected, using the specific

RMSO guidelines as established by the RMSO Board of Directors or sponsorship of speakers. - Selects and appoints scientific lecture moderators.

ii

- Coordinate with the RMSO Executive Director, the scheduling of the scientific program during the Annual Session.

- Works closely with the RMSO Executive Director on-site to ensure all speaker and participant needs are provided.

- Send letters of appreciation following Annual Session to all orthodontists scientific program participants.

ROUNDTABLE SESSION CHAIRPERSON (If utilized in the Program) - Responsible for Announcing and Advertising the Round Table Session. - Responsible for finding participants. - Responsible for moderating the Roundtable Discussion Session(s) during the Annual Session. - Responsible for identifying and appointing members to assist in collecting tickets at this event. - Responsible for ensuring the event commences and ends as scheduled. - Responsible for any opening announcements regarding the Roundtable event format. - Responsible for any closing announcements regarding upcoming Annual Session events of

general interest.

TABLE CLINIC CHAIRPERSON (If utilized in the Program) - Responsible for moderating this event during the Annual Session. - Selects and appoints a committee to assist clinicians during this event where needed. This

committee should be in the Table Clinic area at least two hours prior to opening. Equipment and setup assistance will be provided by the RMSO audio-visual company and the general service contractor.

ORTHODONTIC STAFF PROGRAM CHAIRMAN - Responsible to the General Chairperson for the development of this program. - Responsible to the General Chairperson for maintaining established budgetary guidelines. - Selects all staff program topics and speakers including, but not limited to, lectures, workshops

and hand-on courses. Topics must include all staff work areas and responsibilities. - Responsible for the initial notification of honoraria, where applicable, to staff program speakers,

utilizing guideline established by the RMSO Board of Directors. - Works with the Scientific Program Chairperson to program any joint sessions with orthodontists. - Selects and appoints program moderators, as needed. - Coordinates with the RMSO Executive Director the scheduling of the orthodontic staff program

during the Annual Session. - Works closely with the Executive Director on-site to ensure all speaker and participant needs are

provided. - Send letters of appreciation to all orthodontic staff program participants following Annual

Session.

SPOUSE PROGRAM CHAIRPERSON (If utilized in the Program)

- Responsible to the General Chairperson for the development of this program. - Responsible to the General Chairperson for maintaining established budgetary guidelines. - Selects all spouse program topics and speakers.

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- Responsible for the initial notification of honoraria, where applicable, to spouse program speakers, utilizing guidelines established by the RMSO Board of Directors or Planning Committee..

- Works with the Scientific and Staff Program Chairperson to program any joint sessions with orthodontists and orthodontic staff.

- Coordinates with the RMSO Executive Director the scheduling of the spouse program during the Annual Session.

- Works closely with the RMSO Executive Director on-site to ensure all speaker and attendee needs are provided.

- Send letters of appreciation to all Spouse Program participants following the Annual Session.

LOCAL ARRANGEMENTS CHAIRPERSON

- Responsible to the General Chairperson for the completion of assigned tasks by designated date. - Selects and appoints session monitors to assist moderators in maintaining the optimum

educational environment in lecture rooms. - Recommends to the RMSO President, General Chairperson, and RMSO Executive Director, sites

for the VIP event, and other optional group social events. - Assists Executive Director in planning and executing optional athletic activities. - Provides volunteers, as requested to assist with VIP and speaker "meet and greet" activities. - Recommends to the Executive Director any viable off site tours.

RSMO EXECUTIVE DIRECTORThe Executive Director will oversee the duties listed below and may perform the tasks as outlined or assign to a staff member.General Management

Maintain a historical file of all RMSO documents, etc. Plan and coordinate meetings of the Board of Directors. Compile and reproduce materials required for the Board of Director’s Meetings. Set policies and procedures for ACE Management to interact with the Rocky

Mountain Society of Orthodontists. Keep up-to-date, the organizations bylaws in conjunction with the Bylaws

Committee. Act as the general mailing house for materials to be sent to the Rocky Mountain

Society of Orthodontists and distribute as necessary. Coordinate with the AAO necessary activities to ensure the correct individuals

receive the required information.

Financial Management Monitor the overall finances of the association, including the preparation of an

annual organization budget in conjunction with the President or President-Elect and Secretary/Treasurer-Elect.

Maintains the funds in a manner exemplifying fiduciary responsibility. (Check writing would be handled by Executive Director and forwarded to the Secretary/Treasurer for signature.)

Deposit all funds in the Rocky Mountain Society of Orthodontists bank account. Oversees preparation of periodic financial reports. Bookkeeping Purchasing

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Liaison with the CPA

Membership Services Membership record keeping Maintain a database of members to eliminate the need to contact the AAO for

mailing labels.

Publications With the direction of the Editor, coordinate the receipt of articles for the

publications. Coordinate design, artwork, and printing with the printer. Coordinate the acquisition of advertisers Coordinate the mailing of the publications

Meetings Services- Registration Services Develop a registration form. Receive and process forms to include bank deposits. Prepare a confirmation letter to be sent to advance registrants. Prepare packets for attendees to be distributed on-site. Provide alphabetical listings of advance-registered participants for use on-site. Coordinate on-site registration to include staffing requirements, equipment

(typewriters, counters, supplies, etc.) Coordinate on-site financial to include staffing requirements, equipment (typewriters,

counters, supplies, etc.) Coordinate on-site financial to include cashier instructions, bank deposits, and

attendance counts. Post-conference process all on-site registrants. Provide total attendance lists after the meeting to include alphabetical and financial

data. Registration coverage for the meeting will be discussed prior to each conference with

the President and President Elect to assure adequate staffing of the registration and conference management/administrative requirements.

Conference Management Budget development in conjunction with the President or President-elect and

Secretary/Treasurer Facility negotiation including meeting room requirements and costs, sleeping room

requirements and costs, all food and beverage requirements and costs, complimentary rooms, and cancellation penalties.

After selection of speakers for the meeting, Executive Director will coordinate needs & requirements (i.e. audio-visual, handouts, hotel accommodations, where sessions are located, etc.)

Negotiate with airlines and car rental agencies. If official designation status is requested, this would be with Board approval only.

Assist with the design and development of the attendee brochure. Coordinate meeting room requirements with the facility. Determine the most economical contractors for audiovisual, decorating, printing, and

other needs that may be of assistance in a successful meeting. Develop a meeting specifications guide for use on-site that will advise all parties

concerned (hotel, suppliers, staff, etc.) of all specific requirements for the conference. Send thank you letters to all suppliers associated with the success of the meeting on

behalf of the Rocky Mountain Society of Orthodontists. Conduct a post meeting evaluation if requested.

v

Exhibit Management Design an exhibit brochure and contract to attract as many suppliers as the facility can

accommodate. Develop a contract and requirements designated by the facility in use at the time of the

meeting. Coordinate the assignment of exhibit space to vendors. All correspondence that is necessary to the exhibitors to insure a successful

participation on their part. Coordinate the exhibit floor layout with the facility to insure maximum use of exhibit

space and exhibitor satisfaction. Coordinate floor plan approval by the local fire department (If required). Coordinate the sales effort for exhibit space including the telemarketing and follow-up. Coordinate the selection of a service contractor to acquire the best pricing for

exhibitors, drayage, security, electrical, storage, etc. to insure a successful exhibition. Approve all bills and prepare a financial recap of the exhibition at the end of the

meeting. Conduct a post meeting evaluation if requested.

Target Function H. Assigned to

6 months prior

Research local area for golf coursesCheck availability and costs for tournament at golf course (greens fees, carts, tournament format, scoring procedure, course rules, prizes and prize holes, catering, beverage tickets, etc.)

Golf Committee and ACE

Management

Negotiate and sign contract with golf course; initiate deposit and request direct billing for remainder of tournament charges.

ACE Management

5 months prior

Announce tournament dates and location. ACE Management

4 months prior

Investigate transportation options and costs (hotel shuttle, rental van, coaches, etc.)Prepare budget for tournament and determine registration fees, sponsor costs, etc.Announce tournament dates and location.

ACE Management

Call previous sponsors and key vendors to solicit tournament sponsors.

Golf Committee

3 months prior

Prepare and send registration materials for sponsors and registrants. Request handicap/average score, pairing requests and club rentals on registration form.

ACE Management

vi

2 months prior

Collect and process registration forms from golfers and sponsors.Send acknowledgement and thank you to sponsors.

ACE Management

1 month prior

Collect golf items from tournament sponsors and/or vendors (golf balls, tees, etc.)Confirm transportation arrangements.

ACE Management

2 weeks prior Confirm tournament format, cart rules, prize holes, betting hole, sponsors and hole assignments for final program.Order signs for tournament sponsors.Prepare instructions for assistants to help during tournament (prize holes, betting holes, check-in, arrival time, etc.)

ACE Management

Determine golf pairings and tee times (if necessary). Golf Committee

1 week prior Confirm number of golfers, pairings and tee times with golf course.Confirm inclement weather policy with golf course and consider alternate date(s).Confirm club rentals with golf course.Confirm guarantee for lunch, dinner, snacks, drink tickets, etc.Confirm total amount due to golf course and prepare request for payment.

ACE Management

1 week prior Reconfirm transportation arrangements.Prepare and print golf program.Confirm sponsor and betting hole assignments and set-ups (if any).Confirm tournament start time (tee times) with golfers.Confirm prizes with pro shop.Confirm assistants to help with check-in, course preparation, betting holes, prizes, etc.

ACE Management

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1 day prior Deliver sponsor signs to golf course.Confirm tee times, pairings and prize holes with golf course. Request extra golf cart(s) for assistants, etc.Confirm catering guarantees and drink tickets.Request registration table for tournament check-in.Assemble golfers kits (sponsor promo items, program, tickets, etc.)Prepare cash box for mulligan purchases and betting hole(s).

ACE Management

Tournament Day

Arrive early to make sure sponsor signs and prize markers are delivered to appropriate holes.Golf carts are pre-assigned by golf course; deliver golfer kits and score cards to each cart.Set-up tournament check-in and mulligan sales station.Review instructions and send assistants to pre-assigned stations.Check-in golfers and send to pre-assigned carts.Review announcements with starter prior to golfers’ departure to assigned holes.Liaison with course staff and catering throughout the tournament.Take photos of golfers, sponsor signs, etc. during the tournament.Assist with collection of score cards, posting of results and distribution of prizes.

Golf Committee and ACE

Management

1-2 weeks post

Post tournament photos, names of winning teams and prizes on web site and/or newsletter.Send thank you letters to tournament sponsors.Review and reconcile bill from golf course (golfers, meals, etc.) for final payment.Prepare final attendance report and close event file.

ACE Management

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President's Suggested TimelineRMSO Annual Meeting

x=done

Task Assigned to:

Prepare speaker list with First, Second & Third ChoicesCommittee Conference callWrite speakers with speaking requestsContact possible speaker sponsorsChoose 3 possible keynote speakers and callOrder outgoing President plaque

FAX confirmed speakers to Program Chairman for coordinationIf needed, call prospective speakers for acceptance letterConfirm keynote speakerWrite report for Board of Directors booklet listing speakers and subjects. Create enthusiasm.Write report for Board of Directors booklet on proposed Annual Session Budget. Indicate meeting activities

Board MeetingAttend critique Review. Hotel layout and determine location for scientific, staff, spouse sessions, exhibits, meals and activities.Begin draft of exhibitors’ kit.Line up official airline, rental cars, etc.Select contractors for the meeting (Ground Transportation from airport, Audio Visual Decorators, Printers, Computers, etc.)Visit Meeting siteConfirm all speakersDraft initial flyer to attendeesConfirmation of all speakers due in to begin draft of the attendee registration information. Send confirmation letters.Send invitation to AAO President

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Appendix ii

Page 2 of the President' Suggested Timeline

Send initial flyer with a newsletter to exhibitorMail initial flyer to AttendeesFinal draft of exhibitors kit to printerFinal draft of attendee. Registration to the printer.Board meeting/InterimMail attendee registration informationMail exhibitors kits informationBegin gathering all materials required for the final programReview the status of golf, 5K, Corporate games and tennis tournament arrangementsSecond mailing if needed for exhibitsInformation requirements for the final program to be determinedReview of all speaker requirements and follow-up as necessaryPre-register all speakersSend out advance registration information to exhibitors along with a newsletter and sports registration informationReview VIP's and pre-register along with hotel reservationsAll sports activities final arrangements must be made with facilities at this timeAll information to the printer on programMeeting to go over all final arrangements to ensure all things are readySend sports activities chair people a roster of participantsMeeting specification guide to the hotelPrint final reportsProofs of the program from the printerBanquet event orders, reviewed from the hotelPack materials for meetingPre-convention meeting at the hotelMeetingCritique meeting

2

Thank you letters sent

3

American Association of Orthodontists

Council and Committee Manual

1

Appendix iii

TABLE OF CONTENTS

Page NumberI. Meetings..........................................................................................................................2

II. Duties, Programs and Assignments, Responsibilities......................................................2

III. Agenda ............................................................................................................................3

IV. Procedures.......................................................................................................................3

V. New Member Orientation...............................................................................................3

VI. Chairman........................................................................................................................3

VII. Consultants.....................................................................................................................4

VIII. Communications.............................................................................................................4

IX. Subcommittee..................................................................................................................5

X. Reports...........................................................................................................................5

XI. Minutes..........................................................................................................................6

XII. Budget............................................................................................................................6

XIII. Travel Expenses.............................................................................................................7

XIV. Dinner Expenses............................................................................................................7

XV. Retiring Members.........................................................................................................7

XVI. Gifts from Vendors.......................................................................................................7

XVII. Van Service...................................................................................................................7

XVIII. Publications..................................................................................................................8

XIX. Report of Council on Orthodontic Health Care..........................................................8

XX. Nominating Procedures................................................................................................8

XXI. Sexual Harassment and Fraternization........................................................................8

1

COUNCIL AND COMMITTEE MANUAL

I. MEETINGS

Councils and committees should hold formal meetings, if so budgeted, so as to adequately transact business. In view of the expenses involved with formal meetings, serious consideration should be given to the use of conference calls, whenever possible. The Executive Office will make arrangements for all such calls. Meetings should be held well before the time of the Annual Session, preferably at AAO Headquarters in St. Louis, Missouri. If business is to be conducted by correspondence only, this should be initiated very early to allow time for several months for interchange of ideas among the members.

A one-day meeting of a council or committee may be held on either Saturday or Sunday and a two-day meeting may overlap only one day of a weekend.

Only the following persons shall be present during regular council or committee deliberations: voting members, liaison trustee, Executive Director, management staff assigned to the committee, secretary and/or recorder, and attorney.

Consultants may be present only when their input is required; they shall be excused prior to council or committee deliberations. Guest may be invited for special presentations or consultation and shall be excused prior to any related discussion or other council deliberations.

An executive session consisting of voting members and liaison trustee only shall be held at least once during every meeting. The time for executive session shall be included in the agenda adopted at the beginning of the meeting.

Members are expected to attend all meetings and respond promptly to all correspondence. Whenever possible, meetings should be scheduled and members notified at least three months in advance.

The liaison trustee assigned to a council or committee and the Executive Director shall be included in any meeting or telephone conference to be held by a council or committee.

II. DUTIES, PROGRAMS, AND ASSIGNMENTS

Councils and committees of the AAO are advisory, study and working bodies. Their authority is limited to study and recommendations within the organizational structure of the Association. Specific duties of the councils are defined at Article VIII of the AAO By Laws. The House of Delegates and the Board of Trustees may assign other duties to a council or committee as it deems wise.

An evaluation of assigned tasks should be made early in the fiscal year by the chairman of the council or committee. Members should then be informed and their suggestions solicited. There should be active lines of communication established between members. This will be facilitated if copies of any pertinent correspondence between members and the chairman are sent simultaneously to all of the members.

COUNCIL MEMBER RESPONSIBILITIES AND DUTIES (February 20-22, 1993)

2

The constituent trustee shall be responsible for monitoring and transmitting the following guidelines to the constituency when deemed appropriate.

Because the council member is the direct personal source of representation and information between the constituency and the national organization, it is expected that:A. The council member attends the regularly scheduled council meetings, conference calls and extra

meetings.

B. Following meetings of the council, a written report is submitted to the home constituency. This report should include the proceedings of the council with special emphasis on items that may pertain to the constituency region (the transcribed minutes of the meeting are not an acceptable substitute).

C. The council member is to attend at least one of the regularly scheduled meetings of the home constituency and is to be available (or the information be available) when needed at other meetings, such as the AAO annual session.

D. In the case of the a planned absence (or resignation) it shall be the responsibility of the trustee to ensure that the council member is replaced and the constituency is properly represented on the council and at the meetings.

III. AGENDA

The agenda for a meeting of a council or committee should be developed by the chairman along with liaison trustee and staff input. The agenda and the agenda book should be distributed at least two weeks prior to the meeting.

IV. PROCEDURES

Each council and committee should develop, and annually review, a manual of procedures that shall include, but not be limited to, the following:

- Responsibilities as enumerated in By Laws, guidelines or special directives;

- Background information it feels will be of value;

- Current projects and their history;

- Recent and proposed meeting schedule.Each member should keep this manual up to date and bring it to all meetings.

V. NEW MEMBER ORIENTATION

Proposed nominees should received the material, as specified in IV above, prior to agreeing to accept a nomination.

V. CHAIRMAN3

Amended February 20-22, 1993

Each year council/committee members, in office at the time of the meeting at which nominations are made for a chairman, shall make nominations for the chairman for the following year.

At least two individuals shall be nominated for chairman for the ensuing year. After these individuals are nominated, the eight constituent representatives shall vote by written ballot for his/her choice for chairman and give the ballots uncounted to the liaison trustee. If the nomination of chairman is during a telephone conference call, ballots are to be mailed to the liaison trustee immediately after the conference call. The ballots shall be available to the Board of Trustees for their use at the February meeting at which time chairman are selected. The names of the nominees for chairman are to appear only in the trustee agenda as an item of business.

Chairman for the next year will be elected at the February meeting of the board of trustees. New chairman should meet with the new Liaison Trustee at the Annual Session.

COUNCIL CHAIRMAN ATTENDANCE AT REFERENCE COMMITTEES (December 7-8, 1991)

Council chairman or their council member designee should be available as a resource during all reference committee hearings during the AAO annual session.

VII. CONSULTANTS

Consultants to councils and committees may be retained on recommendation of the Council or Committee to the AAO President. If the proposed consultant is an orthodontist and after consultation with the appropriate constituent trustee, the President may appoint such consultant. Whenever possible, reports are requested from consultants or representatives appointed by the Board of Trustees to any organization, council or committee. Appointments will be made only for a specific purpose and/or a specific meeting(s) of a council or committee.

VIII. COMMUNICATION

No council or member of a council may communicate with any outside person, organization or agency in such a way as to imply authority to represent the Association or present an Association position or point of view without direction from the Board of Trustees. Council and committee chairmen and members shall clear with the Executive Committee of the Board of Trustees any communications, which purports to set forth policy or a stand of the AAO, or committees the Association in any way, unless a definite policy exists or a directive has been given in a particular situation. Chairmen should check with the Association's Executive Office to determine if policy exists in a given area.

Any type of questionnaire, memorandum, or information mailing developed by an AAO council or committee for dissemination to members of the Association (rather partially or totally) shall be submitted for review by the Executive Committee of the Board of Trustees before being distributed.

4

Any letters or memorandum on the official letterhead of the Association shall be distributed from the Executive Office so that a complete file of each council or committee is on record. This policy is not required for communications within the council.

The chairman is requested to send AAO officers and/or inter-related committees copies of important correspondence.

The AAO Executive Office staff will provide approved secretarial assistance for each council and committee, including the copying and dissemination of correspondence referred to above.

Any pamphlet or publication prepared by a council or committee for dissemination shall be submitted to the Executive Office for review by the Executive Committee of the Board of Trustees before printing.

Any Association material listing the membership of a council or committee shall include the Board of Trustees' ex-officio member.

IX. SUBCOMMITTEES

Any subcommittees formed by a council or committee shall be limited to the members thereof.

X. REPORTS

The chairman must submit an Annual Report by January 1 for submission to the House of Delegates and a copy thereof to the Board of Trustees. The Annual Report shall state any recommendations for House of Delegate action in the form provided in the Manual of House of Delegates.

COUNCIL CHAIRMAN REPORTS (Amended February 20-22, 1993)

It shall be the duty of the chairman, in cooperation with the liaison trustee and staff, to see that the council's report is received at the proper time.

A. Council/committee reports should include:

1. A statement of the question, subject, or work assigned to the council/committee, and any important instructions given to it.

2. A brief explanation describing how the council/committee performed its work.

3. A description of the work that the council/committee performed or, in the case of the deliberative or investigative committee, its findings and conclusions.

4. The names of the members of each council/committee.

5. All meetings should be reported. Specific reference to dates, location, attendance and additional appropriate information should be submitted.

5

Council/committee reports should be as brief as possible, consistent with clarity. Reports should provide the background necessary for an understanding of any recommendations the council/committee is making and presenting for decision by the voting body.

B. Recommendations from councils/committee should not be included in the body of the report, but should be attached to the report. Each recommendation should be in the form of a motion or resolution to be presented, discussed, and acted on as a separate motion by the voting body. It is extremely important that the motion should be stated in a form that will allow the voting body to vote directly on the proposal itself, rather than whether to agree or disagree with the recommendation of the council/committee.

1. Phrasing the motion:

- should be concise and clear- should be stated in the affirmative

2. Phrasing the motion in resolution form:

Avoid prefacing statements introduced by the word whereas and stating the reasons for the resolution. Such statements contained in the whereas are of no legal effect and sometimes are the cause of disagreements and misunderstandings.

A resolution is usually introduced in such a form as:

"RESOLVED, that the AAO develop guidelines for involvement in alternate delivery programs, and be it further,

RESOLVED, that these guidelines be reported back to the 1990 House of Delegates."

A. Specific programs, with appropriate program titles (either underlined or bold-typed), should be presented separately.

B. Response to assignments from the House of Delegates and/or Board of Trustees should be presented separately and designated as such ("Response to Assignments from the 1990 House of Delegates").

C. When recommendations or resolutions are presented as attachments, the financial implications should be stated in specific dollar amounts with details; or, if no financial implications, it should be stated as none.

D. Prior to finalizing a report, copies shall be distributed to each council or committee member for approval. If no objections are received by the chairman within ten days of receipt of the report, it shall stand approved by the council or committee as distributed.

Any member(s) not so approving, has the privilege of submitting a written minority opinion, which must then accompany the finalized report.

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E. In addition to the Annual Report, a council or committee should submit interim reports to the Board of Trustees. All interim reports shall be in writing and follow the format adopted by the Board of Trustees.

XI. MINUTES

The minutes of a meeting shall be sent to members of the council or committee in draft form no later than two weeks from the close of the meeting. A return sheet, enclosed with the draft, will request individual approval of the minutes three weeks after stated or for additions or corrections to the minutes (see Attachment 2). The assigned management staff will verify the validly of any suggested additions or corrections utilizing available records and report all additions or corrections in his/her verification at the next meeting of the council or committee prior to the formal approval of the minutes.

Minutes of proceedings of council and committees shall be prepared by a person designated by the Executive Director. The method of recording the minutes shall be under the direction of the Executive Director. Council/Committee members may take contemporaneous written notes for their personal use, but tape recordings by council/committee members is not permitted.

XII. BUDGET

November 18-19, 1988

Annual budget requests shall be prepared in consultation with the Executive Office. The Board of Trustees directs that budget requests must have line items delineating the various proposed expenditures for which the funds are being requested. Such proposed expenditures shall include specific line item requests to reflect: projected travel expenses by (individual) members, meeting expenses, conference call expenses, and all other related/significant expenses. Budget requests should not include funding of Executive Office responsibilities. Councils and committees should, however, fully describe the objective, which are being recommended so that potential Executive Office requirements may be accurately assessed. Additional funding requests (non-budgeted) shall include a detailed project plan and shall be submitted to the Board of Trustees for review and decision.

XIII. TRAVEL EXPENSES

August 22-24, 1992

1. Council members, committee members, consultants and task force members shall be reimbursed at an amount not to exceed coach class airfare, ground transportation and other actual reasonable expenses for meetings they are authorized to attend on AAO business.

2. Travel accident insurance will be provided in the amount of $500,000 for Board members and their spouses, as well as council members, task force members, consultants and staff when traveling on AAO business.

7

3. Any exceptions to these policies must be approved by the Board of Trustees prior to travel.

XIV. DINNER EXPENSES

August 22-24, 1992

The Executive Director or his designee is responsible for the selection for lodging, restaurants, or other venues for meetings of councils and committees. Members of committees, councils or staff may suggest locations that may be considered appropriate for particular meetings. The selection of facilities will be guided by the appropriateness of the function, convenience, reasonable and moderate pricing and overall expense to the Association. The AAO will not reimburse expenses that in the judgment of the Executive Director fall outside these guidelines and policy.

XV. RETIRING MEMBERS

The Board of Trustees will recognize retiring council chairman and members with a certificate of appreciation.

XVI. GIFTS FROM VENDORS

Gifts from vendors and prospective vendors in any form to Board, council, committee and staff members are unnecessary and considered inappropriate. If such vendors wish to show appreciation to the Association, they shall be advised to consider a gift to the AAO Foundation.

XVII. VAN SERVICE

The tip for the driver of a full van shall be $10, and the responsible person for giving the driver a tip shall be the President for Board meetings or the Chairman for council or committee meetings.

XVIII. PUBLICATIONS

The patient newsletter, Orthodontic Dialogue, Direct, new pamphlets and forms, and current pamphlets and forms that are being reprinted, ad copy, movies, video and audiotapes are to be reviewed and approved at the council level by the full council or the chairman of the council and a subcommittee thereof. The council's recommended copy is to be reported to the Board for informational purposes prior to printing/production of the material. If there is any disagreement among the council or subcommittee, the Board Committee C shall act as an appeals board for determining final copy for publication/production. The Bulletin and the new leadership newsletter shall be reviewed and approved by Board Committee C.

XIX. REPORT OF COUNCIL ON ORTHODONTIC HEALTH CARE

The Board of Trustees has authorized the Council on Orthodontic Health Care to forward a report to the ADA each year.

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XX. NOMINATING PROCEDURES

NOMINATING PROCEDURES FOR COUNCIL/COMMITTEE MEMBERSHIP August 9-10, 1980

The President shall notify the members of the Board of Trustees at the August meeting regarding imminent vacancies in councils and/or committees. The Trustees shall then present such appropriate information to their respective constituent organizations for review and consideration. Trustee reports, with recommendations to the House of Delegates for nominations, shall be submitted to the Board of Trustees at the February meeting.

XXI. SEXUAL HARASSMENT AND FRATERNIZATION

SEXUAL HARASSMENT

It is the policy of the American Association of Orthodontists that all employees and members should enjoy an environment free from unlawful harassment. The Association is committed to maintaining a pleasant, professional work environment, and behavior that could be perceived as sexual harassment is strongly discouraged. This policy prohibits unlawful harassment in any form, including sexual harassment, unlawful harassment relating to race, color, age, ethnicity, religion, and disability or any other legally protected characteristic.

Sexual harassment has no place at the Association, and will not be tolerated.

Sexual harassment is any unwelcome sexual advance, verbal or physical, when:

a. Submission to the advance is reasonably believed to be a condition of employment; or

b. Submission to, or rejection of, the advance is a basis of employment or managerial decisions; or

c. The conduct interferes with an individual's work performance; or

d. The conduct creates an offensive or intimidating work environment.

All members in leadership positions are warned not to engage in such conduct in connection with the performance of Association activities. This includes the member's relationship with AAO staff, as well as anyone that the member encounters as part of his/her Association responsibilities (e.g. other members and staff of other associations, exhibitors, vendors, etc.).

Member leaders are urged to remember that their position carries authority and that it may be difficult for an AAO employee to differentiate between requests that must be addressed as part of their assigned duties and personal requests.

A member, an AAO employee, or anyone else may bring a complaint of sexual harassment to the Executive Director. In the event of a conflict of interest or in the absence of the Executive Director the information may be reported to the General Counsel. All complaints will be

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addressed promptly, and confidentially will be maintained to the extent possible. No adverse or retaliatory action will be taken against an employee or leader for filing a complaint. Complaints will be investigated in a fair and impartial manner, and the complainant and the person complained about will be informed of the result of the investigation.

FRATERNIZATION

Members of the Association should not engage in sexual relationships with AAO employees. Such conduct can adversely affect the operation and reputation of the Association.

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ATTACHMENT NUMBER 1

RESOLUTION TO THE HOUSE OF DELEGATES

Resolution No.________________________________ New Amendment

Title:_________________________________________________________________

Submitted by:_____________________________________ Date:________________

RESOLUTION:

BACKGROUND INFORMATION:

BUDGETARY IMPLICATION:

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ATTACHMENT NUMBER 2

PRELIMINARY REVIEW OF MINUTES

Council:___________________________________________ Meeting:___________________________________________

Mailing Date:________________________________________

Return Date:_________________________________________

All council members are requested to review the draft minutes and submit comments to the Central Office within three weeks of receipt of minutes. The revised draft of the minutes will be included in the Agenda Book for the next scheduled Council meeting.

Attached are my suggested corrections or my changes for the minutes.

I have no corrections or changes for the minutes.

_________________________________________ ______________________Signature Date

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