MANUAL OF OPERATIONS

REVISED MAY 2010

 

 

The Dental Forum has thrived for more than seventy-five years- rich in history and tradition.  The purpose of this document is to improve the organization and ensure the viability of the Dental Forum through the changing times of an evolving profession. 

 

 

OFFICER AND POST RESPONSIBILITIES

 

President

 

            Term: one year          

            Duties -Chairs Executive Committee

                        -Runs meetings

                        -Ex-officio member of all committees

 

President- Elect

            Term:  one year

            Duties:            -Chairs Finance Committee and prepares budget for his presidential year

- Runs Forum meetings in President’s absence

 

Treasurer

            Term:  one year

            Duties:  -Prepare monthly and annual financial reports

                        -Vice Chair of Finance Committee

- Manages accounts; sends billing statements to members in January and August.

-Meet annually with accountant to file tax return (Current accountant David Dieffenbach- 262-242-4350)

-Pay bills

 

Secretary (Nominated by Membership Committee-elected by Active membership)

            Term: one year

- Coordinate meeting announcements with web master and printer for active and life members

- Contact MAC on Tuesday before Friday meeting to give number of attendees for meeting/ attendees for lunch.

-Takes minutes, read correspondences at meetings, respond to correspondences as needed

                        -Appoints one person to the Program Committee

-Monitors membership attendance and reports to Membership Committee

                        -Vice Chair of Membership Committee

                        -Member of Program Committee

-Write and send thank you letters following presentations

-Coordinate new member/honorary member certificates

-Coordinate documentation required for continuing education credit

-Ballot preparation for new member nominations

 

Program Chair

Term: one year, appointed

-         Secure program speakers- coordinate documentation required of all presenters (Conflict of Interest, AV requirement, CE)

-     Coordinate AV and room set-up needs with MAC

-     Confirm MAC availability for following year in September of year before program

-        Coordinate housing/transportation for speaker

-     Food Service Issues day of meeting- Martin

-        Catering- Corinne dial 1400 or “O” and page day of meeting

 

Librarian (Appointed by Membership Committee)

            Term:  three years, renewable

-        Maintains old records

-        Assists in directory booklet

A-V Coordinator (Appointed by Membership Committee)

            Term:  three years, renewable

                        -Handles/ maintains audio-visual equipment

-Arrange for equipment needed by speaker-confirm one week prior to meeting.

                        MAC standing order

                                    -podium

                                    -lavaliere wireless microphone

                                    -table stand for LCD projector

                                    -VGA and extension cords

                                    -Contact: Brian-dial “O” and page

                        -Control lighting during presentation

                        -Maintain /prepare name badges for each meeting

                        -Serve as greeter at Forum meetings.

Webmaster (Appointed by Membership Committee)

            Term: three years, renewable

                        -Handles/maintains web site

-Email meeting and social event notices with advance notice from   Program chair, Event Chair, or Secretary

-Forward RSVP information to Secretary, Program Chair

 

 

 

 

COMMITTEES

EXECUTIVE- PRESIDENT (CHAIR), PRESIDENT-ELECT, SECRETARY

 

FINANCE- PRESIDENT-ELECT (CHAIR), TREASURER (VICE CHAIR), CHAIRS OF CHRISTMAS/PICNIC/PROGRAM COMMITTEE

 

PROGRAM- 3 ELECTED MEMBERS AND SECRETARY, PLUS OTHERS “RECRUITED” AS NEEDED

 

MEMBERSHIP-3 ELECTED MEMBERS (ONE YEAR ROTATION), PRESIDENT, SECRETARY. SENIOR MEMBER IS CHAIR.

                        -Nominate new Secretary annually

-Nominate new Membership Committee member annually

-Review/screen new members, Life member, Honorary members

-Secure confirm Historian, AV, Librarian, Christmas Party, Golf Outing Chairs.

-Review/act on absentee and delinquent issues.

 

                        CHRISTMAS PARTY- 3 YEAR TERM

o   Coordinate entire Christmas Party

o   Provide expense and attendance information to Treasurer for billing purposes

 

 

WALTER FARRELL MEMORIAL OUTING CHAIR- 3 YEAR TERM

            Coordinate annual golf outing

Provide expense and attendance information to Treasurer for billing purposes

 

GENERAL INFORMATION

 

 

Finances

            -Checking account is at U.S. Bank. 

            - We currently have tax-exempt status

            - We are in the process of reactivating our non-profit status

            - Scientific Meeting Fees- Guest fee- $45

                        - Life Member fee- $45

                        -  Graduate Student Fee- none  (we do not provide meals)  

            -  Initiation fee for new members- $150.00

            - Annual member fee- $1000

-  Christmas party and Golf outing- “pass through events”-cost is divided among participants

 

-Memorials- Memorials to MUSOD of $100 are given upon the death of any Active or Life Member.

 

Finance Timetable

October- January - Committees meet to prepare budget for next fiscal year. Prepare billing including guests to January meeting and Christmas party participation.    

 

January- Billing Statements sent

 

February- Committee Budget request are forwarded to Finance Committee

 

March- Finance Committee meets to prepare budget

April- Budget forward to Executive Committee

 

May- Dues for following year set.  Budget approved by Membership

 

August- Send out tuition/ second half of year guest fee/ Golf Outing participant bills. Change authorized signatures at bank.  Complete and present year’s financial statement. 

 

 

Secretary

 

            -All mailings go to Life members

-August mailings and statements (as appropriate) go to Active, Life, and Honorary members (who are local and attend regularly).

- Report attendance of members and guests to Treasurer

- January statements coordinated with Treasurer

-Coordinate activities with Webmaster

- Contact for room arrangements at MAC- Corinne  Kangas (or Ann) 414-273-4100,ckangas@macwi.org

 

Secretary timetable

           

January- Announce Membership openings after Membership Committee reviews Life Member requests. Distribute new member forms and sponsor letters. Work with Treasurer to prepare billing for guests, Christmas Party. 

 

March- Verify slate of Officers for election in April.  Collect new member applications. Forward to Membership Chair

 

April- Prepare and distribute member candidate information. 

 

May- Coordinate RSVP with Golf Outing chair and Webmaster, to get final count to Golf Outing chair.  Engrave gavel.  Send new member letters with directory, and invoice for $150 Initiation fee. Confirm that Program Chair has reserved MAC for following year’s program.