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PCSO Policy Manual
SOCIETY MANAGEMENT SERVICES
The Board shall contract for management services with an association management firm. Primary responsibilities of the firm are to provide a headquarters office and staffing for the management of PCSO programs and services. Specific responsibilities are outlined in a contract of engagement.
General areas of responsibilities include:
1. management of finances and preparation of financial statements,
2. overseeing of annual audit, annual financial review and preparation of the tax return,
3. management and sales of Bulletin publication, subscription, and advertising,
4. management of the membership application process,
5. management of the Mentor program,
6. management of all meeting and conferences,
7. maintenance of all Society records,
8. authority to sign all contracts, except the management services contract,
9. investigation and recommendation of annual meeting sites,
10. staff committees when appropriate,
11. organize, staff Board meetings, develop Board meeting agenda books and minutes,
12. provide headquarters office, with appropriate office staffing and equipment.
(Policy and Procedure Manual Table of Contents)
DELEGATION TO THE AAO HOUSE OF DELEGATES
The AAO shall determine the number of delegates allocated to the PCSO each year, currently nine.
Currently, the delegation is comprised of the President, President-Elect, Secretary-Treasurer, and six other members, at least four of whom shall be current board members. The President shall appoint all delegates
In addition, four alternates shall be considered part of the delegation, one of which shall be the Editor and three others who shall be appointed by the president.
All delegates and alternates shall be reimbursed for their travel costs and hotel expenses, and provided a per diem of $35 including days of travel and attendance at the AAO Annual Session.
All members of the delegation are expected to attend all meetings of the delegation, House of Delegates, and reference committees.
The delegation shall meet immediately prior to each Interim Board meeting and report its deliberations to the Board.
(Policy and Procedure Manual Table of Contents)
BOARD OF DIRECTORS
Composition:
The Board of Directors shall consist of eighteen (18) voting members (the President, President-Elect, Secretary-Treasurer, the Trustee and fourteen (14) component directors) and five non-voting members (the three non-voting directors, the Immediate Past President and the Editor).
Each component shall elect its own directors, whose terms are limited to two terms of two years.
Each component is limited to elect one director, except California, which shall elect seven. The following components shall alternate the election of voting and non-voting Directors: Hawaii/Nevada, Alberta/Saskatchewan, and Alaska/Idaho.
The president-elect and secretary-treasurer are nominated by the Nominating Committee and elected by the membership. Officers are elected to one term of one year.
The Trustee is nominated by any member and elected by the Board and is limited to four terms of two years each. The President, President-Elect, Secretary-Treasurer and Trustee shall not be considered as component representatives.
Members of the Board must be Active members in good standing. Should the status or standing of any officer change during the term of office, that office shall be declared vacant and be filled by appointment by the president.
Should the status or standing of any director change during the term of office, that office shall be declared vacant and be filled by the component from which that director was elected.
The Board of Directors shall:
1. serve as the managing body of the Society, vested with full power to conduct all Society business, subject to the Articles of Incorporation, the Constitution, and the Bylaws of the Society.
2. have the power to establish rules and regulations not inconsistent with the Bylaws to govern this organization.
3. have the power to direct the President to call a special meeting of the Board of Directors.
4. have the power to elect the Trustee,
5. have the authority to appoint the Editor,
6. convene twice during the annual session and hold a Spring Interim meeting,
7. contract for services to manage the Society and administer its programs,
8. approve, during its interim meeting, an annual budget,
9. have the authority to commit and expend funds as it deems necessary,
10. meet with residents in each orthodontic program and present information about the benefits of membership in the AAO, PCSO, and component society, on an annual basis,
11. have the use of a telephone calling card to use for Society related telephone calls,
12. provide candidates for each AAO Council vacancy.
Each member of the Board, Committee chair, and Council representative is expected to provide a written report for each Board meeting, if appropriate. Council representatives are to be invited to attend the Interim Board meeting and other meetings as is necessary.
Also see the Board of Directors reimbursement policy.
Each year, the president shall appoint two Board members to serve as liaison to the Board of Directors of the California Association of Orthodontists; one liaison member to be from the Northern California and one from Southern California.
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