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PCSO Policy Manual
REGIONAL MEETINGS
Regional meetings are held in the Southern California area, San Francisco Bay area, and the Northwest. At present, three meetings are held each year in Los Angeles (March, June, and December), three in San Francisco (February, June, and November) and two in the northwest (January and June).
(Policy and Procedure Manual Table of Contents)
STANDING COMMITTEES
The Budget and Finance Committee shall be comprised of the Secretary-Treasurer, who shall be the Chair, four (4) members, and the President Elect who shall serve as advisor.
The committee shall:
1. prepare an annual budget including the estimated amounts of revenues and expenses for the ensuing year,
2. allocate, in accordance with its best judgment, the amount of funds available to meet the various requests and present its recommendations to the Board of Directors,
3. consider all fiscal matters of the Society and make recommendations to the Board, as appropriate.
Policy regarding the investment of reserves and other funds have been developed and are attached.
Constitution & Bylaws Committee
The Constitution and Bylaws Committee shall consist of five (5) members, including the Chair.
The committee shall:
1. make recommendations to the Board regarding revisions to the Bylaws as may be deemed advisable and not in conflict with the provisions and policies of the AAO,
2. study all amendments proposed by members or by the Board, and report its recommendations to the Board of Directors,
3. review changes in the AAO Bylaws and submit recommendations to the Board for revisions as appropriate,
4. recommend Bylaws changes to the various component societies.
Continuing Education Committee
The Continuing Education Committee shall be comprised of a chair, others on the current year’s annual session committee, the Program Chair and Assistant Chair from each regional meeting. Others with past or future program responsibility may be asked to participate.
The Committee shall meet during the Annual Session, and by phone when necessary, to coordinate and communicate about past and future presenters and topics.
Education and Research Committee
The Committee shall be comprised of the directors of the orthodontic programs within the geographic boundaries of the PCSO and the PCSO representative to the AAO Council on Orthodontic Education. The PCSO President-Elect shall attend committee meetings as an observer.
The term of committee members shall be indefinite, but determined by their position as chair of their respective orthodontic programs.
The Committee shall discuss items of mutual interest pertaining to orthodontic education and research programs.
Membership, Ethics and Judicial Concerns Committee
The Committee shall be comprised of twelve members, one member from each component within the PCSO boundaries and the PCSO representative to the AAO Council on Membership.
The committee’s responsibility shall be to review and make recommendations to the Board in response to requests for active, affiliate, and retired membership status, transfers of membership from outside the PCSO area, reinstatement of membership, waiver of dues, provide information about deceased members, and attend to other membership related matters.
In addition, the committee shall study all membership matters and develop programs relating to membership, including the recruitment of qualified orthodontists as members.
Members whose membership has been canceled within the previous three years may apply for reinstatement by making such request in writing and submitting a $250 reinstatement fee and payment for delinquent dues.
Members whose membership was canceled more than three years prior may re-apply for membership in the same manner in which first time applicants apply.
The purpose of the Mentor Program is to foster camaraderie among the membership and help with the professional development of new members.
The program is designed to identify experienced members who are willing to act as mentors and match them with recent graduates and new members who are interested in participating.
The Mentor effort is overseen by the Membership Committee, which shall manage the program in their respective geographic areas, making matches between mentors and new members. The headquarters office is to mail program information to new members and maintain records of matches.
The Mentor Committee will:
1. send all newly approved Active members information about the Mentor Program with their welcome letter following the Annual Session, and
2. continue public relations at regional meetings and in the PCSO Bulletin.
Nominating and Awards Committee
The Nominating and Awards Committee shall be comprised of the three most immediate past presidents and the Trustee who shall serve without the right to vote, with the most recent past president to serve as chair.
The Committee shall be responsible for presenting nominations for the offices of Secretary-Treasurer and President-Elect to the Secretary-Treasurer, no less than sixty days prior to the Annual Session.
If possible, the Committee shall complete its nominating responsibility prior to the AAO Annual Session, to allow the current Secretary-Treasurer and nominated Secretary-Treasurer to meet with the executive director during the AAO Annual Session.
The Committee shall be responsible to provide nominations for Society and other awards as requested.
The Publications Committee shall be comprised of a number of members determined by the PCSO Bulletin Editor, sufficient to provide written reviews of presentations at all PCSO meetings. The Editor shall serve as chair.
The committee’s responsibilities shall be to provide written reports of the presentations made at all PCSO meetings for possible publication in the PCSO Bulletin.
Committee members shall receive an honorarium of $200 per year and the Editor an honorarium of $6,000 per year. In addition, travel expenses for committee members attending the Annual Session shall be reimbursed.
The committee shall be comprised of the Editor, President-Elect, and five members-at-large, one of whom shall serve as chair as appointed by the President. In addition, the chair shall serve as a non-voting member of the Executive Committee.
The committee’s charge is to review and evaluate the Strategic Plan on an ongoing basis, consider new issues and priorities and make recommendations to the Board of Directors. Typically, the committee shall hold an annual meeting during the Annual Session.
ABO Phase III Preparation Course Committee
Each year during the PCSO Annual Session, a course in the preparation for the ABO Phase III Examination shall be offered. A committee of three members shall organize and present the course.
The senior member shall serve as chair. Each year, the senior committee member shall retire and make a recommendation to the Board for his or her replacement.
The course registration fee shall be $150. For orthodontists who have graduated from an orthodontic program within the prior two years the fee is $75.
The Headquarters Office shall manage the meeting, in concert with the committee.
The Executive Committee shall be comprised of the President, President-Elect, Secretary-Treasurer, and Trustee. In addition, the Strategic Planning Committee Chair shall serve as a non-voting member.
The committee shall have the authority to conduct business during times that the Board cannot meet.
As one of its assigned duties, the Committee shall meet with the Executive Director in advance of the Interim Board meeting to develop a report to include his work performance, responsibilities, role, and management fee adjustments.
Each year, the President shall appoint a committee of members to assist with the development and management of the Annual Session. Typically, the Committee shall be comprised of the following positions: general chair, member program chair, staff program chair, local arrangements chair. Other positions may be added when appropriate.
General Chair
The general chair is charged with overseeing the entire meeting. As such, the chair has no specific responsibilities, except to make certain other committee members are performing their duties and that the meeting meets the expectations of the Society.
Member and Staff Program Chairs
The program chairs are charged with developing the clinical and management program, contacting and confirming speakers, and assisting with the on-site management of the program.
Local Arrangements Chair
The Chair is responsible for providing information about potential off-site activities and other assistance that can only be provided by a member in the local area
Annual Session Expense Reimbursement and Honoraria
The Board has established a number of policies relative to the expenses of Board members and gifts to some officers, as follows:
1. Board members, Delegates, and Alternates - Reimburse of cost of hotel room, travel to and from the meeting, travel related expenses to be reimbursed and a per diem of $35.
2. Annual Session General Chair, Member and Staff Chairs - Reimburse of cost of travel to and from the Annual Meeting site and cost of hotel room.
3. Outgoing President - Engraved plaque.
4. AAO Representatives - Complimentary registration.
5. Annual Session Honoree - Engraved plaque and complimentary registration, invitation to Appreciation Dinner.
6. Award of Merit - $1000 check (from anonymous donor), engraved plaque, complimentary registration, invitation to Appreciation Dinner.
Speaker Honorarium
The level of honoraria is dependent upon the category of speaker; PCSO member, AAO member residing outside outside the PCSO region, speaker traveling from outside the US and Canada, and representatives with commercial interests. The honoraria ranges from $1000 to $2500 per day, plus travel and hotel expenses.
Registration Fees
The Board shall have the authority to determine the Annual Session fees each year. Present policy is as follows:
1. Retired Members - Registration fees equal to the cost of complimentary food provided at the meeting.
2. Residents - Complimentary registration fees.
3. Associate - Registration fees shall be the same as those for active members.
A late registration penalty of $50 shall be in effect six weeks prior to the beginning of each annual session and fees increased $75 for on-site registration.
Reserve Fund Investment Committee
This committee will be composed of the President-Elect (Chair), Secretary-Treasurer, and one member of the Budget and Finance Committee. The Executive Director shall serve as advisor.
The Budget and Finance Committee member shall be appointed by the President and shall serve a maximum of two terms of three years each.
The Reserve Investment Committee shall meet in person during the Annual Session or Interim Board Meeting, or both and by telephone on a quarterly basis, for the purpose of reviewing the investment portfolio.
AAO COUNCIL REPRESENTATIVES
Each AAO constituent society is allowed one member on each of nine AAO Councils. Council representatives are nominated by the Board for a maximum of four terms of two years each and elected by the AAO Board of Trustees.
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