Illinois State Dental Assistants Association Bylaws
Revised September 2018
Article I – Name
The name of this organization shall be the ” Illinois Dental Assistants Association.” hereinafter referred to as “ILDAA,” or “this Association.”
Article II – Objectives
To advance the careers of dental assistants and to advocate for the dental assisting profession in matters of education, professional activities, credentialing and legislation. To promote the ideals and growth of the Association which aid in the accessibility and delivery of quality oral health care to the public.
Article III – Organization Structure
Section 1. Affiliation. This Association shall be a State Association of the American Dental
Section 2. Local Organization.
A. Organization: Local Organizations may be organized in a town, city, country, or district for the purpose of furthering the objectives of this Association.
B. Name: A Local Organization may be named for a town, city, county or district; however, no two (2) Local Organizations shall adopt the same name.
C. Affiliation: Affiliation shall be granted upon the following conditions:
1. Approval by this Association; and
2. Approval by the American Dental Assistants Association.
D. Governance. Local Organizations shall be governed by Bylaws or Rules of Governance.
E. Individuals applying for membership in a local component organization shall be required to maintain membership in the ADAA and this State Association.
F. Registered Agent. The Registered Agent of this Association shall be appointed by the Executive Board.
Section 3. Study Clubs. The State Association, at its discretion, may provide for its members to organize into local member study clubs. Guidelines for the establishment and support of such local member study clubs shall be determined by the State Association.
Article IV – Membership
Section 1. Admission. Membership shall include those individuals who will support and promote the objectives of this Association, regardless of diversity.
Section 2. Active Membership Categories. There shall be the following active membership categories: Professional Membership, Student Membership, Life Membership.
A. Professional Membership. Professional membership may be granted to any dental assistant which includes, but is not limited to, the Clinical Dental Assistant, Administrative Dental Assistant, and Dental Assistant Educator, or any individual with a history of experience working in a dental assistant capacity, who will support and promote the objectives of this Association.
1. A professional member shall have the privilege of voting, holding elective office and serving as chairman or member of a council or committee.
2. Professional members shall pay annual national and state dues as determined by the adopted budget of the Association and the (State Association).
B. Student Membership. Student membership may be granted to any student enrolled in a dental assisting program, or to a graduate of a dental assisting program enrolled full-time in either a program related to dentistry or in a college degree program, who will support and promote the objectives of this Association. A student member shall have the privilege of serving as a member of a council or committee. Student members shall pay annual dues as determined by the adopted budget of the Association.
C. Life Membership. Life membership shall be granted to a professional member who has maintained continuous professional membership, or who has maintained continuous professional membership interrupted by student membership, for a period of thirty-five (35) years and who will support and promote the objectives of this Association. All life members shall have all of the privileges and benefits of professional membership and shall pay National dues at a twenty-five percent (25%) reduction.
Proviso 1: This does not affect the members who have achieved life membership before October 23, 1979 and pay no dues or members who have achieved life membership before October 8, 1988 and pay fifty percent (50%) of professional member dues, and members who have achieved special member status and pay fifty percent (50%) of professional member dues or life retired status prior to May 13, 2017 and pay no dues.
All Life Members who pay no dues shall be required to update their membership information annually via the ADAA membership renewal process in order to maintain their life member benefits and remain on the life member roster.
Proviso 2: Members who have previously achieved the status “Active Life Member” after 25 years of continuous membership prior to May 13, 2017, may continue to display their life member pin and certificate and use the designation “ADAA Life Member.” These members shall remain listed in the professional member category on the official roster and pay full dues until they achieve life- member status with thirty- five (35) continuous years of membership. This Proviso shall be removed from the ADAA bylaws on May 13, 2027.
Honorary: Honorary membership may be conferred upon an individual who has contributed substantially to the welfare of the dental assisting profession. To be elected an honorary member, the individual shall be approved through unanimous vote of the Executive Board and a two-thirds (2/3) vote of the House of Delegates
Section 3. Local Membership: A person applying for membership in a local organization shall be required to maintain membership in this Association and the American Dental Assistants Association.
Section 4. State Membership: Where no local organization exists, a person applying for membership in this Association shall be classified as an independent state member. Such members shall be required to maintain membership in this Association and the American Dental Assistants Association.
Article V – House of Delegates
Section 1. Composition and Qualifications. The House of Delegates shall be composed of delegates from the Local Organizations, delegates representing those voting members who do not belong to the Local Organization and the voting members of the Executive Board. Only professional, life, and special members may serve as delegates and alternates.
Section 2. Number and Apportionment of Delegates. Each Local Organization shall be entitled to one (1) delegate plus one (1) additional delegate for every 50 voting members. Voting members who do not belong to a Local Organization shall be entitled to one (1) delegate plus one (1) additional delegate for every 50 voting members. The record date for determining the number and apportionment of delegates shall be determined by the Executive Board.
Section 3. Registration. The deadline dates for registration for delegates and alternates shall be determined by the Executive Board.
Section 4. Meetings.
A. The House of Delegates shall meet regularly at the Association’s Annual Session.
B. A special meeting of the House of Delegates may be called by a two-thirds (2/3) vote of the voting members of the Executive Board. Fifteen (15) days’ notice shall be given. The delegate apportionment of the previous Annual Session shall prevail.
Section 5. Quorum. One-third (1/3) of the members of the House of Delegates, representing at least one-third (1/3) of the Local Organizations shall constitute a quorum for the transaction of business at any meeting of the House of Delegates. A quorum established at the beginning of the meeting shall be considered a quorum throughout.
Section 6. Duties. The House of Delegates shall be the governing body of this Association. It shall determine the policies of the Association, determine dues for all membership classifications to the beginning of the fiscal year in which such dues are applicable, adopt an annual budget, elect officers, may nominate a district trustee every three (3) years, amend the bylaws, and transact whatever other Association business is necessary. The annual budget proposed by the Executive Board to the House of Delegates for adoption shall have a line item stating the number of members at the established dues amount.
ARTICLE VI ADAA ANNUAL SESSION
SECTION 1. Qualifications for delegates and alternates to the American Dental Assistants Association Annual Session.
A. The nominee shall be a professional member in good standing of the ILDAA.
B. The nominee shall provide proof of involvement on the local and/or state levels.
C. The nominee, unless prevented by extenuating circumstances, shall be in attendance at all sessions of the Illinois Dental Assistants Association House of Delegates. The Executive Board shall rule on circumstances, other than death in immediate family and hospital confinement, provided the information is received prior to the Annual Session.
D. If elected as a delegate or alternate to the American Dental Assistants Associations Annual Session, all sixth District and Illinois Caucuses, one of the Reference Committee Section, and the First and Second Sessions of the American Dental Assistants Associations House of Delegates shall be attended.
E. All defeated candidates appearing on the ballot for the election of delegates to the American Dental Assistants Associations Annual Session shall be automatically designated as alternates. Only these alternates shall be called to fill delegate vacancies in the order of votes received, regardless of districts.
F. The delegate or alternate shall communicate the actions of the American Dental Assistants Associations House of Delegates at the next scheduled business meeting of their respective Local Organizations.
SECTION 2. Balloting. Balloting of officers, delegates and alternates shall be held during the Annual Session of the ILDAA.
SECTION 3. Time and Place. The ILDAA shall hold one meeting a year. It shall be held at the same time and place as the meeting of the Illinois State Dental Society, whenever possible. If it is not possible to meet with the Dental Society, the dates and place shall be decided upon by the House of Delegates at the preceding meeting.
SECTION 4. Registration. Admission to the general meeting, education programs, and clinics shall be limited to persons who have registered and received the official badge. Admission to the meeting of the House of Delegates shall be limited to members of the Association, except at the last meeting for installation of officers and presentation of awards when guests may be admitted by invitation. Official badges shall be issued to all members presenting current membership cards to the Credentials Committee.
Article VII – Dues
Section 1 Dues for all membership classifications “as listed in Article IV” shall be recommended by the Executive Board within each fiscal year and shall be determined by the House of Delegates through its adoption of the budget.
ADAA, state and local dues shall be paid by each member directly to the Central Office of the ADAA in accordance with the procedures and dates established by the ADAA and this Association. No dues shall be refunded to any member whose membership terminates for any reason. (Provisions shall be made for distribution of dues amounts received from ADAA Central Office for each membership category.)
Section 2. Transfer of Membership.
A. A member who has become a resident of another state may apply for transfer of membership to the State Association and Local Organization in the state of new residence. If there is no State Association and Local Organization, affiliation may be maintained directly with the Central Office of the American Dental Assistants Association.
B. Membership in the name of one person may not be transferred to any other person.
ARTICLE VIII LOCAL SOCIETIES
SECTION 1. An organization desiring to become a Local Organization of the ILDAA shall send to the State Secretary two (2) copies of a motion passed at a meeting of the Organization expressing the desire to affiliate, three (3) copies of the Organization’s Bylaws, six (6) copies of the membership list with the annual dues of the State and the American Dental Assistants Association and six (6) copies (one each) of the list of officers. One (1) copy of each of these papers is retained by the State Secretary and the remainder are forwarded to the Central Office of the American Dental Assistants Association. These Organizations shall be recognized as Local Organizations upon the majority vote of the Executive Board.
SECTION 2. Obligations of Local Organizations. Local organizations of the ILDAA are encouraged to present at least six (6) educational programs or the equivalent of twelve (12) hours of continuing education per year in order to stay in good standing with the State and the American Dental Assistants Association.
SECTION 3. Duty of Local Organizations. It is the duty of the Local Organizations to nominate responsible candidates to represent it at the American Dental Assistants Association Annual Session.
ARTICLE VIIII OFFICERS
SECTION 1. Numbers and Titles. The elected officers of the Association shall be five (5) in number. President, President Elect, Vice President, Secretary, and Treasurer.
SECTION 2. Eligibility. Only a professional, life or special member shall be eligible to serve as an officer.
SECTION 3. Nominations. In accordance with the Manual of Procedures, the Nominating Committee shall present a slate of one (1) or more qualified candidates for each office to be filled. The names of the candidates and their qualifications shall be sent to all Local Organizations at least thirty (30) days prior to the Annual Session. The report of the committee shall be presented to the House of Delegates. No name may be placed in nomination without the written consent of the nominee.
SECTION 4. Election. All elections shall be by ballot and a plurality of the votes cast shall be necessary for election. In the event that there is only one nominee for each office, a motion may be made that the nominating slate become the elective slate, providing there are no objections.
SECTION 5. Duties. Officers shall be installed and assume their duties at the close of the Annual Session at which they are elected. They shall perform the duties as may be prescribed by these Bylaws, Manual of Procedures and the Parliamentary authority adopted by the Association.
SECTION 6. Vacancies. In the case of a vacancy in the office of President, the Vice President shall become President for the unexpired portion of the term. In case of a vacancy in the office of President Elect, the office of President for the ensuing year shall be filled at the next Annual Session of the Association in the same manner as that provided for the nomination and election of elective officers, except that the ballot shall read “President for the ensuing year”. In the case of a vacancy in other offices, the Executive Board shall appoint qualified members to serve until the next Annual Session.
SECTION 7. Term of Office. These officers shall be elected biennially by the House of Delegates, to serve for a term of two (2) years or until their successors are elected and installed.
SECTION 8. Removal for Cause. The Executive Board, by two-thirds (2/3) vote of all its voting members, may remove any officer from office for just cause.
Article X Executive Board
SECTION 1. Composition. The Executive Board shall consist of the President, President Elect, Vice President, the Secretary, the Treasurer, the Immediate Past President, and three (3) elected Board Members.
SECTION 2. Meetings.
A. During the Annual session of the Association, the Executive Board shall hold meetings as often as deemed necessary by the President and all matters referred to it by the House of Delegates shall be reported on within 24 hours, if so desired.
B. Special meetings of the Executive Board may be called at any time by the President or by request of five members of the Board. Ten (10) days’ notice must be given to each member of the Board in advance of the meeting.
SECTION 3. Quorum. A majority of the voting members of the Executive Board shall constitute a quorum at any meeting. If urgent business requires a vote when the Executive Board is not in session, a mail ballot or conference telephone vote (authorized by the President or by five (5) voting members) may be taken. A majority vote of the Executive Board shall be required on any mail ballot or conference telephone vote. Such actions shall be confirmed by the Executive Board at its next meeting.
SECTION 4. Duties.
A. The Executive Board shall be the governing body of this Association when the House of Delegates is not in session, subject to the policies established by the House of Delegates.
B. The Executive Board shall have charge of the property and financial affairs of the Association. Appropriations for other than ordinary expenses of the Association shall be approved by a majority vote of the House of Delegates. It may create standing committees as deemed necessary.
C. It shall authorize the Treasurer to have the accounts of this Association audited at the close of the fiscal year and to give the report of said audit before the House of Delegates at the next Annual Session.
D. It shall be the duty of the three (3) elected Board members to serve as committee chairpersons as appointed by the President.
E. The President shall receive all officers and committee chairperson’s correspondence for approval prior to printing.
SECTION 5. Advisory Council. There shall be an advisory Council, consisting of three (3) doctors, members of the Illinois State Dental society.
ARTICLE XI COMMITTEES
SECTION 1. Standing Committees. There shall be the following standing committees appointed by the President and approved by the Executive Board:
A. Finance Committee
B. Bylaws Committee
C. General Arrangement Committee
D. Continuing Education Committee
E. ILDAA Relief Fund and Juliette A. Southard Scholarship Fund Committee
F. Membership and Student Involvement Committee
G. Program Committee
H. Public Relations Committee
I. Publicity Committee
J. Geriatric and Dental Health Education Committee
K. Manual of Procedures Committee
L. Nominating Committee
SECTION 2. Duties. All Standing Committees shall perform the duties as may be prescribed by these Bylaws, the Manual of Procedures, and the Parliamentary authority adopted by the Association. All Standing Committee Chairpersons shall prepare written reports of the current activities of their committee on a regular basis. In addition, all Standing Committee chairpersons shall prepare a written annual report to be presented at the First House of Delegates at the Annual Session. These reports shall be made in triplicate, one (1) copy each to the President, Secretary, and one (1) copy to remain in the files of the committee.
SECTION 3. Composition. All Standing Committees shall be composed of three (3) members except for the Nominating Committee which shall consist of five (5) members.
SECTION 4. Vacancies. In the event of a vacancy in a Standing Committee, the President shall appoint a qualified member to fill the vacancy for the remainder of the term.
SECTION 5. Other Committees. The Executive Board may create such other special committees, subcommittees, or task forces as shall be deemed necessary and which shall not be in conflict with other provisions of these Bylaws. The duties of any such bodies shall be prescribed by the Executive Board upon their creation.
ARTICLE XII FINANCE
SECTION 1. Fiscal Year. The fiscal year of this Association shall be from September 1 through August 31.
SECTION 2. Budget. With recommendation of the Finance Committee and the Executive Board, the House of Delegates/General Assembly at the Annual session shall adopt an annual operating budget covering all the activities of the Association for the next fiscal year.
Section 3, Bonding. Trust or surety bonds for officers and employees of the Association shall be secured by the Executive Board, and the cost shall be paid by the Association.
SECTION 3. Audit. The Executive Board shall have all accounts of the Association audited not less than annually. Within sixty (60) days following the end of each annual fiscal period. A financial report for the year just completed shall be made available to the membership.
SECTION 4. Tax Identification Number. The tax identification number for this Association is 37-6037123.
Article XIII – Dissolution:
Section 1: Per the bylaws of the American Dental Assistants Association (ADAA), this Association shall only be dissolved at the recommendation of the State District Trustee and upon 2/3 (two-thirds) vote by ballot of the ADAA Board of Trustees. Dissolution shall only occur when:
a. The State Association remains without ADAA recognized state officers for a period of seven (7) years; or
b. There are no members within the state.
Section 2: This Association shall use its funds only to accomplish the objectives and purposes specified in these Bylaws, and no part of said funds shall inure, or be distributed, to the members of this Association. If at any time this Association shall be dissolved, any funds remaining shall be distributed to one (1) or more regularly organized and qualified charitable education, scientific or philanthropic organizations to be selected by the Executive Board. The Executive Board’s selection is the ISDS foundation and stipulated for MOM- Mission of Mercy.
Article XIIII – Parliamentary Authority
Robert’s Rules of Order Newly Revised (Current Edition) shall be the parliamentary authority for
this Association and shall be applicable in all cases where it does not conflict with the Bylaws,
the Manual of Procedures and the Standing Rules of this Association.
Article XV – Amendments
Section 1. These Bylaws may be amended at a general meeting of the Organization as follows:
A. By a two-thirds (2/3) vote provided that the proposed amendments, after recommendation by the Executive Board, have been presented in writing at least thirty (30) days prior to voting and that all amendments have been reviewed and approved by the ADAA Bylaws/Manual of Procedures Committee before presentation to the membership.
B. By unanimous vote, provided approval of the amendment has been obtained from the appropriate member of the ADAA Bylaws/Manual of Procedures Committee, and that previous notice of the amendment has been given at an earlier meeting.
Section 2. A revision of these Bylaws may be ordered on the recommendation of the Executive Board and a majority vote of the House of Delegates/General Assembly. When a revision of the
Bylaws is brought before the general membership for a vote, only a majority vote is necessary to adopt an amendment to the proposed revision. A two-thirds (2/3) vote is necessary to adopt the proposed revision, provided approval of the revised Bylaws has been obtained from the ADAA Bylaws/Manual of Procedures Committee before presentation to the membership.
SECTION 2. Balloting. Balloting of officers, delegates and alternates shall be held during the Annual Session of the Illinois Dental Assistants Association.
ARTICLE XVI REPRESENTATION
The President shall be the first delegate and the President – Elect shall be the second delegate to meetings of the American Dental Assistants Association. In the event the President or President – Elect is unable to attend the American Dental Assistants Association Meeting; the Vice President shall be so delegated. In the event the Vice President is unable to attend, a delegate shall be selected by the Executive Board.
The delegates and alternates to the American Dental Assistants Associations Annual Session shall be selected at the State Annual Session in accordance to the membership in the various districts.
The Travel and Delegates Funds shall be divided equally among the elected delegates in attendance at the Annual Session, dependent upon meetings attended.