CDA Presents Board of Managers

Meeting Minutes

Mission Statement

The mission of the CDA Presents Board of Managers is to produce two preeminent CDA Presents per year for the dental community, and to assist the association in achieving its goals by working with other councils and committees, as well as provide expertise, in the development of CDA’s educational programs.

Composition and Terms of Office

The CDA Presents Board of Managers (board of managers) shall be composed of between 15 and 17 members: 13 manager members, one or two associate members, the Thirteenth District representative on the ADA Council on Scientific Sessions, who shall be an ex officio voting member (and may concurrently serve as a manager or associate member), and the CDA executive director, who shall be the vice chair and ex officio voting member.

The term of office for manager members shall be three years. The lifetime tenure of a manager
member shall be five terms. Full terms do not have to be served consecutively to count towards tenure. A partial term shall be no more than one and one half years.

The term of office for associate members shall serve for a term of be one year. The tenure as an associate member shall be two terms. A partial term shall be no more than six months. An associate member may not have previously served as a manager member, and may not have previously served more than one term as an associate.

1. Hosts

Primary Duties

Speaker Host:

Contact the speaker prior to the meeting, utilizing CDA communication template
Select time/location to meet speaker at show site and spend the day with them
Make general announcements and introduce the speaker from information that you obtain from speaker prior to the meeting
After speaker begins, assist room host with the crowd control and scanning at the entrance
Make ending announcement, script provided
Recommend escorting the speaker(s) to lunch and the special events

Room Host:

Assist attendees with scanning in and out of the room
Monitor crowd control
Once room is full, place room full sign in front of the door
Allow attendees to go to the restroom, handout in/out pass

Time Requirements

Must attend Host orientation. Available each day of the meeting
Arrive at the room 1 hour before start of program and remain until room is cleared following the program

Qualifications, Special Skills and Knowledge

Must be an active member of CDA
Commit to scheduled time
Communication skills a must, due to the need to interact with large number of attendees
Must be able to employ diplomacy and tact in dealing with potential difficulties
Interest in meeting planning, prior onsite meeting/conference coordination a plus

2. Board of Manager Assistants

Primary Duties

Crowd Control – Support CDA’s crowd control policy by identify overflow problems
Speaker and Host Support – Attend host training on first day of convention. This training will describe host duties and prepare you to support the hosts and follow host protocol
Monitor/Set-up Workshops – Support the needs of the workshop lead
Any Other Duties Assigned by the Chair:

Scouting report of two pre-assigned programs daily
Submit within one month of the meeting (template will be provided)

Time Requirements

Anaheim or San Francisco Meeting - 3 ½ days
Report to breakfast meeting (scheduled each day)
Daily duties as assigned by chair
Evening duties associated with the board
Does not attend quarterly meetings of the board of managers

* Your activities preclude other activities outside of CDA Presents

Qualifications, Special Skills and Knowledge

Prior service as a CDA Presents host
Component or other association meeting planning experience a plus
Ability to objectively evaluate express lectures/speakers for appropriateness to present at future CDA Presents
Communication skills a must, due to the need to interact with large numbers of professionals/attendees
Must be able to employ diplomacy and tact in dealing with potential difficulties, which arise in the normal production of CDA Presents
Must be willing to sacrifice personal time for attendance at CDA Presents and for assistance with the physical setup of the program
Must be able to work closely with the board and CDA staff during the meeting

*CDA Presents Assistant will be evaluated during the meeting

3. Committee on the New Dentist Liaison

* This position is not included in the action item but is important supporting information

Responsibilities

Attend each quarterly board meeting which consists of four one-day meetings at the CDA building in Sacramento
It is suggested that the New Dentist Liaison member serve as a back-up host at the Anaheim and San Francisco meetings if in attendance and time permits. This includes up to 3 days in Anaheim, or San Francisco
Identify and attend any program during CDA Presents that would be of interest to new dentists and submit a written report for each program. This report should include recommendations to be used in the planning of future meetings. Staff should receive the report by the next scheduled board meeting
Actively participate in the planning of CDA Presents
Program additions should be presented 18 months in advance if they are to be considered for an upcoming CDA Presents
Liaison may have the opportunity to work as an assistant in Anaheim or San Francisco if selected by chair
Acts as contact between the board and subcommittee to bring feedback and suggestions from the New Dentist Subcommittee and deliver information regarding board timeliness, protocols and questions

Protocol

One year appointment (one position available annually at the discretion of and appointed by the CDA president)
Must observe confidentiality guidelines. May not discuss speaker honorarium outside the meeting, including subcommittee. Questions about confidential matters should be directed to the chair
If a new-dentist track is developed, time-frames must be observed and respected
Agenda items should be presented prior to the meeting for consideration of addition to the agenda. He/she may contact the chair or program manager
Input from the liaison is encouraged utilizing the above protocols. It is important to the work of the board of managers
Liaison has no voting rights

Qualifications

Member of the Committee on the New Dentist who has not previously served as a liaison to the board of managers
Strong communication skills are a must
Ability to follow protocols
Ability to maintain confidentiality
Must be well-informed of trends, topics of interest, and innovations pertinent to the dental profession
Knowledge and experience with meeting planning at the local level helpful
Willingness to travel when necessary
Ability to work effectively with both the board members and the CDA staff

4. Associate Member

Primary Duties

Take an active part in the production of CDA’s two CDA Presents - Allows the volunteer to understand the scope of the work and the time commitment involved prior to applying for a manager position with longer terms and tenure
Provide expertise in the development of CDA’s educational programs
Have an understanding of CDA Presents and CDA’s Education Department and the role it has in CDA’s strategic plan
Evaluate the effectiveness of all programs to confirm they meet these objectives and mission
Evaluate the marketplace of meetings, speakers and topics to assist in planning for future meetings
Work collaboratively with other CDA councils and committees as well as outside organizations to ensure that CDA programs reflect current regulations and needs facing the profession

Time Requirements

A minimum of 15 days annually:
Board meetings:                      4 one-day meetings
Anaheim meeting:                   3 ½ days
San Francisco meeting:          3 ½ days
Scouting trip:                          4 days

Qualifications, Special Skills and Knowledge

Prior service as a host and an assistant for CDA Presents andcomponent or other association meeting planning experience
Has never been a manager member of the board of managers
Must be well informed concerning new trends, innovative ideas and topics of current interest to the dental profession
Willing to travel to other major dental meetings to scout potential speakers, and have the ability to objectively evaluate different programs and speakers for appropriateness to present at CDA Presents
Communication skills a must, due to the need to interact with large numbers of professionals from differing disciplines in the scheduling of programs and to diplomatically discuss monetary arrangements
Must be able to employ diplomacy and tact in dealing with potential difficulties which arise in the normal production of CDA Presents
Prior meeting experience, especially on the component level, is a definite asset
Must be familiar with the potential draw of different speakers in order to properly consider room size and other considerations when scheduling a program
Must be willing to sacrifice personal time, when necessary, for attendance at CDA Presents and for assistance with the physical setup of the program
Ability to anticipate membership interest in the planning of special tours and social events
Must be able to work closely with CDA staff in finalizing a program and concluding all details

5. Manager Member

Primary Duties

Take an active part in the production of CDA’s two CDA Presents
Provide expertise in the development of CDA’s educational programs
Have an understanding of CDA Presents and CDA’s Education Department and the role it has in CDA’s strategic plan
Evaluate the effectiveness of all programs to confirm they meet these objectives and the mission
Evaluate the marketplace of meetings, speakers and topics to assist in planning for future meetings
Work collaboratively with other CDA councils and committees as well as outside organizations to ensure that CDA programs reflect current regulations and needs facing the profession

Time Requirements

Additional time is required to contact speakers and negotiate honorarium. Time commitment will depend on the number of speakers assigned for each meeting. If assigned to a subcommittee, conference calls are scheduled to conduct business between board meetings. Typically, these are two one-hour conference calls. The board communicates via email as needed.

Qualifications, Special Skills and Knowledge

Must have served as an associate member
Must be well informed concerning new trends, innovative ideas and topics of current interest to the dental profession
Willing to travel to other major dental meetings to scout potential speakers, and have the ability to objectively evaluate different programs and speakers for appropriateness to present at CDA Presents
Communication skills a must, due to the need to interact with large numbers of professionals from differing disciplines in the scheduling of programs and to diplomatically discuss monetary arrangements
Must be able to employ diplomacy and tact in dealing with potential difficulties which arise in the normal production of CDA Presents
Prior meeting experience, especially on the component level, is a definite asset
Must be familiar with the potential draw of different speakers in order to properly consider room size and other considerations when scheduling a program
Must be willing to utilize personal time for attendance at CDA Presents and for assistance with the physical setup of the program
Ability to anticipate membership interest in the planning of special tours and social events
Must be able to work closely with CDA staff in finalizing a program and bringing all details to a satisfactory conclusion

Current Members	Component
Erich Manfred Werner, DDS	Santa Clara County DS
James H. Van Sicklen, Jr., DDS, Chair	San Joaquin DS
Mark J. Romanelli, DDS	Central Coast DS
David L. Rothman, DDS	San Francisco DS
Richard K. Rounsavelle, DDS	Western Los Angeles DS
Dennis D. Shinbori, DDS	San Francisco DS
Claire E. Tyler, DDS	Redwood Empire DS
Laura E. Wittenauer, DDS	Orange County DS
Craig S. Yarborough, DDS	San Francisco DS
Gary R. Ackerman, DDS	Sacramento District DS
R D. Brunner, DDS	Santa Barbara-Ventura DS
R. B. Coye, DDS	Orange County DS
Stafford J. Duhn, DDS	San Francisco DS
Anthony L. Perez, DDS	Santa Barbara-Ventura DS
Peter A. DuBois	CDA
*Staff Support:* Lee Flickner Program Manager, Meetings & Conventions 916.554.4948 lee.flickner@cda.org