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PCSO Policy Manual
INTRODUCTION
The purpose of this manual is to define the policies and procedures of the Pacific Coast Society of Orthodontists (PCSO) and to help guide and direct members and others providing the Society’s leadership and administration.
The policies and procedures contained herein may be changed only by the Board of Directors and cannot be in conflict with the Bylaws of the PCSO or the American Association of Orthodontists (AAO)
Periodically, the president shall appoint a member or committee to review the Policy and Procedure Manual. Any changes shall be approved by the Board of Directors and the executive director shall update the Manual on an on-going basis.
The following acronyms are used frequently in this Manual: PCSO (Pacific Coast Society of Orthodontists), AAO (American Association of Orthodontists), ADA (American Dental Association), and CDA (Canadian Dental Association).
(Policy and Procedure Manual Table of Contents)
GENERAL POLICIES
Rules of Order: Sturgis Standard Code of Parliamentary Procedures shall govern Society deliberations when not in conflict with the PCSO or AAO Bylaws.
Code of Ethics: The PCSO Code of Ethics is that subscribed to by the AAO.
Conflict of Interest Statement: Individuals serving as fiduciaries of PCSO shall at all times act in a manner consistent with their legal and ethical responsibilities to the Society, and shall exercise particular care that no detriment to the Society results from conflicts between their interests and those of the Society.
If any individual believes that he or she may have a conflict of interest, the individual shall promptly and fully disclose the possible conflict and shall refrain from participating in any way in any matter in which the possible conflict relates until and unless any such possible conflict has been satisfactorily resolved.
In consideration of this policy, all members of the Board of Directors, Committees, and staff will sign the official Conflict of Interest Statement.
Legal Issues: A legal firm shall be designated to provide legal counsel on an as needed basis. If legal services are required from another source, the Executive Committee or Board of Directors shall provide approval prior to any engagement. Members requesting legal services may make requests to the Board or Executive Committee for financial support.
Rotation of Election of PCSO Leaders: Due consideration is to be given to component proportional membership when making the nomination, selection, or appointment of officers, trustee, committee chairs, council representatives, or delegates.
Society Banking: An official bank shall be designated by the Board and accounts shall be used for all disbursements and deposits. A brokerage firm shall be designated by the Board and shall be used for the purchase of investment instruments.
Society Accountancy Firm: An official and independent accountancy firm shall be designated by the Board and shall perform financial reviews and audits. Financial and tax issues shall be referred to the firm, in consultation with the Secretary-Treasurer.
Committees: Standing committees have responsibilities that help the Society achieve its goals. An ad hoc committee may be appointed at the President's discretion to perform work in specific areas not addressed by standing or other committees.
Unless otherwise stipulated in the Bylaws, committee terms are limited to two terms of three years. Committees are encouraged to meet during the annual session.
Manuscripts: All manuscripts read before the Society shall become the property of the Society. Permission for the publication of a manuscript may be obtained from the Publications Committee.
Component Presidents Attending Board Meetings: All Component Presidents are welcome to attend PCSO Board Meetings as advisory members without voting rights.
Reimbursable Expenses for Members: Board members, AAO Delegates and designated Alternates, Committee members, and others authorized by the Board shall be reimbursed for their travel related expenses and granted a $35.00 per diem for travel days and for each day of attendance at meetings approved by the Board.
No per diem shall be provided for days when all meals are provided. PCSO will supplement the cost of a single room when PCSO members attend meetings on official business, at the request of the attendee.
Board members may use frequent flyer miles for travel to meetings and be reimbursed at the 21-day advance purchase fare.
Reimbursement of Travel Expenses for Staff: Travel and related expenses for the executive director and staff traveling on official business shall be reimbursed.
Under some circumstances, the Central Office shall make hotel and air reservations for those to be reimbursed as noted above. Under all circumstances, air travel is to be reimbursed at coach fare levels, for reservations made in advance, and if at all possible, at the lowest available fare.
Guests Invited to Meetings: Individuals invited or requested by the President, Board or executive committee to attend meetings or to travel for other official reasons may be reimbursed for all travel related expenses, including the cost of travel and hotel accommodations.
Communications and Correspondence: The President and Executive Director are to receive a written copy of all official meetings minutes, communications of officers and PCSO and AAO committee chairs.
Distribution to others is at the discretion of the originator. Distribution of communications by the Executive Director shall be made to the President, and Secretary-Treasurer, Board of Directors, and others as appropriate.
Use of Mailing List/Labels: Use of the computer generated list or mailing labels of PCSO members is restricted. Such lists or labels:
1. may be used by any Active or Affiliate Member, at cost, for the purpose of obtaining an associateship or selling or relocating a practice;
2. shall be available, at no-cost, to any PCSO member for the purpose of disposing of or selling the practice of a disabled or deceased member;
3. shall be available, at cost, to any department of orthodontics associated with a university within the PCSO area;
4. shall be available, at cost, to any Component Society within the PCSO area;
5. Shall not be available to any commercial group or individually sponsored seminars or courses.
Presentation of Meetings, Courses, or Other Functions Prior to, During, or After Official PCSO Meetings: The planning of meetings, courses, and other functions by other organizations and companies prior to, during, and after PCSO meetings is encouraged, with the stipulation that their scheduling not conflict with PCSO programming. Such organizations and companies are requested to advise the PCSO headquarters of plans for such events in advance of their final confirmation.
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