BYLAWS OF THE FIRST TRUSTEE DISTRICT
OF THE
AMERICAN DENTAL ASSOCIATION

Adopted: September 22, 1991
Amended: October 17, 1993
Amended: October 21, 2002
Amended: October 18, 2006
Amended: September 6, 2007

Name
These shall be the Bylaws of the First Trustee District of the American Dental Association and they shall replace and supersede any previous rules and manuals of operation.
Composition of the First Trustee District
1. In accordance with Chapter IV, Section 30, Bylaws, American Dental Association, the First Trustee District is composed of the following Member Constituent Societies:
  1. Connecticut State Dental Association
  2. Maine Dental Association
  3. Massachusetts Dental Society
  4. New Hampshire Dental Society
  5. Rhode Island Dental Association
  6. Vermont State Dental Society
Membership
1. Members
  1. Membership of the caucus with voting privileges as specified in these bylaws shall be limited to all members of the First Trustee District certified by the American Dental Association as Delegates or Alternate Delegates to the current session of the ADA House of Delegates.
2. Ex-officio members
  1. The following individuals shall serve as ex-officio members of the caucus with privileges of the floor but without the right to vote or propose motions:
    1. Member constituent society officers and executive directors (chief administrative staff person).
    2. Present ADA officers and council members, past ADA officers and trustees who have served on behalf of, or who currently reside in, the First Trustee District.
    3. One ASDA member dental student from each of the four dental schools within the First Trustee District.
3. Attendees
  1. The following individuals may attend the caucus:
    1. Invitees of the trustee or the caucus coordinator to present information to the caucus but with no other privileges of the floor.
    2. Other guests by majority vote of the caucus.
    3. Any member wishing to have guest address or sit in on the caucus must have prior approval of the trustee and/or the caucus coordinator.
Purposes
The purposes of the First Trustee District shall be:
1. To represent the interest of the dental profession of this Trustee District and the public which it serves;
2. To organize and conduct the affairs of the First Trustee District in an orderly and efficient manner;
3. To strengthen the position of the First Trustee District in association affairs on all matters pertaining to the profession of dentistry;
4. To receive the report of the First District Trustee;
5. To provide a forum where delegates, alternates, and member constituent societies may present resolutions and other matters for consideration, support or approval;
6. To inform and assist the representatives of the member constituent societies to be more effective in matters before the ADA House of Delegates;
7. To develop strategies and assign speakers to address the House of Delegates on issues of interest to the caucus;
8. To select by ballot, when required, a nominee for the office of Trustee in accordance with the Bylaws of the American Dental Association, Chapter VII, Board of Trustees, Section 40, Nomination and these Bylaws;
9. To elect a Caucus Coordinator in accordance with these Bylaws.
Meetings of the Caucus
1. There shall be a minimum of two meetings of the Caucus each year to be held prior to and during the Annual Session of the American Dental Association.
2. Additional meetings of the Caucus, as deemed necessary may be called by the trustee or a majority of the delegates and alternates from any two member constituent societies.
3. The following agenda shall be used at meetings of the Caucus. It may be altered by the Caucus Coordinator with permission of the delegates and alternates present and voting.
  1. Call to Order; (quorum)
  2. Introduction of guests;
  3. Minutes;
  4. Report of the Trustee;
  5. Report of the Caucus Coordinator;
  6. Report of the Caucus Secretary/Treasurer;
  7. Acceptance of the budget (at the first preconvention Caucus);
  8. Report of each Reference Committee at the appropriate ADA Caucus;
  9. Report of the Resolutions Committee;
  10. Special guests (at ADA meeting as they arrive);
  11. Referred Business;
  12. New Business;
  13. Announcements;
  14. Adjournment.
    Note: Other matters, elections and appointments at the appropriate time in accordance with these Bylaws.
Quorum
1. Two thirds (2/3) of the Seated Delegates (delegates of their designated alternates) of the First Trustee District shall constitute a quorum for the transaction of business at any meeting.
  Note: With a total of 32 Delegates, 2/3 = 22.
Voting
1. All delegates and alternates may vote on all Caucus matters except as states in the next paragraph.
2. Only seated delegates will vote on matters pertaining to the Bylaws and in election of the Caucus.
3. The Caucus shall not usurp the authority of the individual constituent society delegations to act in their own behalf.
4. However, in an effort to strengthen the position of this Trustee District in national dental affairs, the Caucus may submit resolutions, amendments to existing resolutions, or take whatever action it deems necessary in promoting those interests which best serve the member constituent societies.
5. All votes supporting Caucus action on resolutions will require a majority vote of all delegates and alternates present and voting before endorsement may be made.
Officers
The officers of the Caucus shall be the:
1. Trustee
2. Caucus Coordinator
3. Caucus Secretary/Treasurer
4. Caucus Whip
Duties of the Officers
1. Trustee
  1. Shall be the ranking officer of the Caucus.
  2. Shall make a report of the business of the ADA at all Caucuses.
  3. Shall nominate a Caucus Coordinator in accordance with these Bylaws.
  4. Shall, in consultation with the Caucus Coordinator, appoint a Secretary/Treasurer.
  5. Shall initiate all calls to Caucus except as otherwise prescribed in these Bylaws.
  6. Shall make such other appointments or assignments not covered in these Bylaws as necessary to; conduct the affairs of this Trustee District. Such appointments or assignments shall terminate at the end of the next Annual Session of the ADA.
2. Caucus Coordinator
  1. Eligibility, Election, and Term of Office:
    1. Eligibility: Any ADA Delegate or Alternate from the member constituent societies is eligible to be Caucus Coordinator.
    2. It is understood that if the caucus coordinator is an alternate delegate he/she shall serve as secretary of his/her constituent association so that he/she can be continuously present on the floor of the House of Delegates for the entire meeting.
    3. Election: The Caucus Coordinator shall be nominated by the Trustee at the District first preconvention Caucus in odd numbered years and elected at a Caucus meeting during the subsequent ADA Annual session by a majority vote of the Seated Delegates present and voting. If the nominee is not elected, the Trustee will nominate another person.
    4. Term of Office: The elected Caucus Coordinator shall serve a two year term, beginning at the end of the Annual Session at which elected, or until the successor is elected. He/she may serve two terms, if renominated by the Trustee and reelected by a two thirds (2/3) vote of the Seated Delegates present and voting.
  2. Duties: The Caucus Coordinator:
    1. Shall be responsible for the notification of all eligible persons of all scheduled meetings within a reasonable period of time to ensure full participation.
    2. Shall preside over all meetings of the First Trustee District Caucus.
    3. Shall, in consultation with the Trustee, supervise all correspondence.
    4. Shall, in consultation with the Trustee, make all Reference Committee assignments of Delegates and Alternates and appoint a Chairman to report to the Caucus for each Reference Committee.
    5. Shall, in consultation with the Trustee and member Constituent Society Presidents, be responsible for developing strategies and assigning speakers to address the House of Delegates on matter of interest to the Caucus.
    6. Shall appoint a Resolutions Committee, made up of six (6) members including a Chairman, one from each member Constituent Society, to draft and transmit resolutions from the caucus to the Secretary to the House of Delegates.
3. Caucus Secretary/Treasurer
  1. Eligibility and Appointments: the Caucus Secretary/Treasurer
    1. Shall be a Delegate or Alternate from the First Trustee District.
    2. Shall be appointed for a period of one year by the Trustee, in consultation with the Caucus Coordinator.
  2. Duties: the Caucus Secretary/Treasurer
    1. Shall work under the direction of the Trustee and/or the Caucus Coordinator and fulfill all duties assigned.
    2. Shall be responsible for credentialing and recording attendance at Caucus meetings.
    3. Shall be responsible for keeping the minute of all meetings and mailing the appropriate minutes in the call of the meetings. All Caucus records are to be delivered to the next Secretary/Treasurer at the end of the term of office.
    4. Shall be responsible for collection and expenditure of all monies necessary to affect the business of the Caucus.
    5. Shall render an annual financial report to the Caucus accompanied by an annual audit in accordance with these Bylaws. All financial records are to be delivered to the next Caucus Secretary/Treasurer at the end of the term of office.
4. Caucus Whip
  1. Eligibility and Appointments: the Caucus Whip
    1. Shall be a Delegate or Alternate from the First Trustee District.
    2. Shall be appointed for a period of one year by the Trustee, in consultation with the Caucus Coordinator.
  2. Duties: the Caucus Whip
    1. Shall work under the direction of the Trustee and/or the Caucus Coordinator and fulfill all duties assigned.
    2. Shall be responsible for assisting the Trustee and Caucus Coordinator in fostering strategic alliances between the ADA First District delegation and other delegations of the ADA House of Delegates.
    3. Shall work with the Caucus Coordinator to organize and facilitate testimony and other floor activities for the delegation at the ADA House of Delegates.
    4. Shall be responsible for ensuring communication between reference committee chairs and the Caucus Coordinator regarding all resolutions being tracked by the delegation for testimony and/or amendment
Election Procedure for Trustee
1. The Nominating Committee’s name shall be changed to the Election Committee
2. The Trustee shall be nominated and elected in the manner prescribed in these Bylaws and in the Bylaws of the American Dental Association, Chapter VII, Sections 40 and 60 (Quoted at the end of these Bylaws).
3. The candidates for Trustee shall announce their candidacy no earlier than January first of the third year of the current Trustee’s four year term.
4. An Election Committee shall be convened by July 1 of the year before of a Trustee-Elect is elected. This Committee shall be made up of one member, selected by the State Society, from each of the states in the District. The current Trustee shall be the Chairman of the Election Committee, but shall have no vote.
5. The Election Committee shall present the candidates for Trustee Elect to the Caucus at the preconvention Caucus. Additional nominations may be made from the floor of the Caucus.
6. The candidates are encouraged to visit the Member Constituent Societies.
7. The election shall take place then at the preconvention Caucus thee same year (third year of the current Trustee’s four year term).
8. The Trustee shall appoint a Committee of Tellers.
  1. The committee shall consist of six (6) seated delegates, one from each member constituent society.
  2. One member from a neutral constituent shall be named chairman.
  3. Before the ballots are cast, each candidate shall be allowed a maximum of fifteen (15) minutes to use at his/her discretion, of which at least five minutes must be reserved for Questions and Answers. This fifteen minute presentation shall take place without the other candidates present.
  4. The committee of Tellers:
    1. Shall prepare the ballots which shall contain only the names of the candidates in alphabetical order;
    2. Shall distribute one ballot in a sealed envelope to each seated delegate present at the Caucus as the Secretary/Treasurer calls the roll of eligible seated delegates; who then proceed to a secure/private area;
    3. Shall ensure that the BAllots shall be "voted and cast" in a confidential manner by use of a secure voting area, at which one delegate at a time votes privately.
    4. Shall collect the ballots in a covered container.
    5. Shall then proceed to a private area to count the ballots;
    6. Shall report the result to the Caucus as soon as the count is completed.
  5. A majority vote of the seated delegates present and voting shall elect a nominee.
  6. If there are more than two candidates, and one does not attain a majority vote:
    1. The candidate with the lowest vote shall be dropped and there shall be another ballot of remaining candidates;
    2. If two candidates tie for lowest vote, and there are two or more higher candidates, the two lower ones shall be dropped and there shall be a new ballot with the other candidates;
    3. If two candidates tie for lowest note and only one candidate is higher, all three shall be reballoted until this situation changes.
    4. These procedures shall be repeated immediately until one candidate receives a majority vote and is elected trustee-nominee.
9. Before the ADA Annual Session at which the Trustee is to be elected by the House, the ADA shall be notified of the selected nominee for Trustee.
Protocol for First District Support of National Office Candidates Finances
1. Candidates from the First District for National Office Candidates Association must declare their candidacy to the First District by March 1 in the year in which the candidates will announce their candidacy to the American Dental Association.
2. No district vote for support of any First District candidate can be held unless the candidate is supported by their constituent state society or association by written announcement to the District by March 1 of the same year.
3. This rule may be suspended by a two-thirds (2/3) vote of the seated delegates present and voting.
Finances
1. The finances of the Caucus shall be managed by the Caucus Secretary/Treasurer.
2. There shall be an annual audit of the financial records conducted by two executive directors, appointed by the Caucus Coordinator, from constituent societies other than the home society of any of the officers of the Caucus. This audit shall accompany the annual report of the Caucus Secretary/Treasurer.
3. All administrative expenses incurred by the district shall be prorated on the basis of the number of delegates, alternates, and the executive director to each member constituent societies.
4. The budget of the Caucus shall not include the housing and transportation expenses of anyone except the Caucus Coordinator, who shall be reimbursed for one night’s lodging at the preconvention caucus and $50.00 for meals.
5. The Caucus Coordinator and the Caucus Secretary/Treasurer shall be reimbursed for out-of-pocket expenses in the conduct of their office.
Amendments
1. These Bylaws may be amended at any legally constituted meeting (Notice and Quorum) of the First Trustee District by a two-thirds (2/3) vote of the seated delegates present and voting, provided that a thirty (30) day notice is given of the proposed amendments.
2. These Bylaws may be amended by unanimous vote of the seated delegates without notice.
Parliamentary Authority
1. The rules contained in the latest edition of Sturgis Standard Code of Parliamentary Procedure shall govern this Caucus unless superseded by these Bylaws or Special Rules.

End Bylaws
________________________________________

Footnotes

ADA Bylaws (Revised 1/1/91), Chapter VII Board of Trustees

Section 40. Nomination: The delegates from the constituent societies of the trustee district in which the term of the trustee is to terminate shall hold a caucus to select a nominee or nominees for the office of trustee. Such caucus shall be called by the trustee whose term is about to expire, or by the trustee’s designee. The notice of the time and place of such caucus shall be reported to the secretary of the House.

At the caucus the delegates shall nominate one (1) or two (2) candidates for the office of trustee, whose name or names shall be presented to the House of Delegates in accordance with the following rules. An action take at a duly constituted caucus of the trustee district to nominate or select a trustee may be reconsidered at a later caucus during the appropriate annual session.

A person receiving the unanimous vote of the delegates present and voting at the caucus shall be the only nominee presented by the district.
In the event that one (1) candidate receives a majority vote, one(1) or more of the delegates voting in the minority may select another nominee and the names of both the nominees shall be presented to the House of Delegates a the nominees of that district.
The number of votes received by each nominee in the caucus shall be reported to the House of Delegates.
A nominating speech of four (4) minutes shall be allowed in the House of Delegates on behalf of each nominee. Seconding speeches are not permitted except that two (2) members of the House of Delegates will be permitted to indicate their second from the floor.

ADA Bylaws (Revised 1/1/91) Chapter VII, Board of Trustees

Section 60. Election: The trustee shall be elected by the House of Delegates according to the following rules;

If there is only one (1) nominee from a trustee district, the Speaker shall declare such nominee elected.
If there are two (2) nominees from a trustee district, the election shall be by ballot in accordance with Chapter V, Section 140. The nominee receiving the largest number of votes cast shall be declared elected.

Standing Rules

92-1 A Minutes Review Committee shall be appointed by the Caucus Coordinator. It shall be made up of three (3) members of the Caucus from states not represented by the Trustee, Caucus Coordinator, or Secretary/Treasurer. The committee shall be empowered to correct and approve the official minutes of the Caucus.

92-2 If a Delegate or Alternate Delegate speaks against a First District resolution, substitute resolution, or amendment to a resolution before an ADA Reference Committee or on the floor of the ADA House of Delegates, the speaker will clearly state that he/she is expressing a personal viewpoint.

First District Caucus (Revised 10/21/02)
Page 4 Line 7
It is understood that if the caucus coordinator is an alternate delegate he/she shall serve as secretary of his/her constituent association so that he/she can be continuously present on the floor of the House of Delegates for the entire meeting.

The word “alternate” was added on page 4, line 7.

First District Caucus (Revised September 2006)

Section X.G.3
After defining number of minutes for candidates’ speeches, ADD:
“….of which at least five minutes must be reserved for Questions and Answers”
I. Section X.b
Change March 1st to January 1st

First District Caucus (Revised September 6, 2007)

Officers
The officers of the Caucus shall be the
1. Trustee
2. Caucus Coordinator
3. Caucus Secretary/Treasurer
4. Caucus Whip
Duties of the Officers
1. Caucus Whip
  1. Eligibility and Appointments: the Caucus Whip
    1. Shall be a Delegate or Alternate from the First Trustee District.
    2. Shall be appointed for a period of one year by the Trustee, in consultation with the Caucus Coordinator.
  2. Duties: the Caucus Whip
    1. Shall work under the direction of the Trustee and/or the Caucus Coordinator and fulfill all duties assigned.
    2. Shall be responsible for assisting the Trustee and Caucus Coordinator in fostering strategic alliances between the ADA First District delegation and other delegations of the ADA House of Delegates.
    3. Shall work with the Caucus Coordinator to organize and facilitate testimony and other floor activities for the delegation at the ADA House of Delegates.
    4. Shall be responsible for ensuring communication between reference committee chairs and the Caucus Coordinator regarding all resolutions being tracked by the delegation for testimony and/or amendment

BYLAWS OF THE FIRST TRUSTEE DISTRICT OF THE AMERICAN DENTAL ASSOCIATION

BYLAWS OF THE FIRST TRUSTEE DISTRICT
OF THE
AMERICAN DENTAL ASSOCIATION