Page 1 of 6 MINUTES COUNCIL ON MEMBERSHIP & MEMBERSHIP SERVICES Oklahoma Dental Association ODA Building 10:00 am Presidential Boardroom MEMBERS PRESENT Dr. Lindsay Smith (TC), Chair Dr. Justin Beasley (OC), New Dentist Chair Dr. Ed Braly (C), Seated for Dr. Nathan Talley Dr. Carrie Chastain (NW), Board Liaison Dr. Matt Cohlmia (OC), Seated for Dr. Matt Heim Dr. Tim Fagan (N), Seated for Dr. Kendra Yandell Dr. Krista Jones (OC), Seated for Dr. Somer Heim MEMBERS ABSENT Dr. Somer Heim (OC) Dr. Matt Heim (OC) Dr. Nathan Talley (SW) Dr. Kendra Yandell (E) OTHERS PRESENT Ms. Lynn Means, Executive Director Mr. John Bobb-Semple, Operations Manager Ms. Lacey Trent, Membership Services Manager Mr. Jerrell Welch, Director of Membership & IT Mr. Daryn Lu, OUCOD DS2, ASDA Delegate CERTIFICATION OF QUORUM AND APPROVAL OF MINUTES Dr. Lindsay Smith, Chair, called the meeting to order at 10:10 a.m. and certified a quorum. Minutes from the January 13, 2012 meeting were presented. It was motioned and seconded to approve the minutes as written. The motion passed. REPORTS/UNFINISHED BUSINESS Sub Council on New Dentist Dr. Justin Beasley reported on New Dentist activities and events: Dr. Beasley reported on the New Dentist/OUCOD Reception held at the ODA Annual Meeting in April. The Council discussed their feelings on the success of the event and how to continue the event with better success. Lynn Means will contact Dr. Stephen Young, Dean of the OUCOD, to gather his thoughts on the event and if he would like to continue the combined event in future years. It was suggested that the New Dentists host a reception like event in the ODA Hospitality room immediately after the ODA House of Delegates meeting. This information will be forwarded to the Annual Meeting Planning Committee for further discussion.
Page 2 of 6 The most recent New Dentist After Hours was held in Oklahoma City at the ODA Building with Dr. Drew Wendelken speaking on Oral Surgery. The Council discussed hosting the next After Hours in Tulsa later in the fall of 2012. The ADA New Dentist Conference will be held in Washington, DC on June 22-24. Dr. Kendra Yandell of Poteau and, recent graduate, Dr. JayCee Van Horn will attend to represent the ODA. Membership Status Report The Council reviewed an updated ODA Membership Status Report and, as of, there are 1088 full dues equivalent members, 25 retired members and 226 student members, with a total active membership of 1499. Jerrell Welch announced that there have been four dues billings so far in 2012 and another statement will be mailed this month. New Member Welcome The Council reviewed a list of new ODA members since January 01, 2012. Dr. Smith encouraged the Council members to make contact with the new members from their Component and invite them to meetings and other ODA activities to encourage their involvement. Recent Recruitment Initiatives The Council conducted a Recruitment Calling Campaign to non-members across the state in April. Each of the Component Officers and Council members were given non-members to call from within their district. From these efforts, four new member applications have been received to date. The Council discussed conducting a continuation of the Calling Campaign, but making a few changes in order to gain more participation from members. The Council will ask for participation from members and Component Officers rather than just assigning calls and the callers will have the opportunity to choose some of the non-members they make calls to; this will give the opportunity for members to call friends or class mates. A new list of non-members will be sent to the Council and Officers soon. OUCOD Student Events and Recruitment The Annual Junior/Senior Night for OUCOD students was held January 19th at the OU Faculty House. The first Senior Signing Day event was also held during this event. The event was very successful. Senior JayCee Van Horn won the $1,000 stipend to attend the ADA New Dentist Conference in June in Washington, DC. The Council hosted a Senior Breakfast at the OUCOD on March 3 rd before Dentist Day at the Capital. This event was the second Senior Signing Day for the ODA. To date, we have received applications and information for 52 students in the 2012 graduating class. The Council would like to host another Senior Breakfast for the class of 2013. Lacey Trent will be contacting Dr. Dunn Cumby to discuss the possibility of speaking to the students during one of his lectures to ensure a captive audience.
Page 3 of 6 The Council would also like to talk to the class of 2013 at the end of the summer before they begin their preceptors. Lacey Trent will contact Dr. Suzie Beavers about this opportunity and the possibility of sponsoring a lunch. Actions of the ODA House of Delegates The Council reviewed the actions from the 2012 House of Delegates meeting. It was brought to the Council s attention that proper notice was not provided regarding the Federal Dentists Resolution. Therefore, the Resolution must be presented as a Bylaws amendment, forwarded to the Council on Bylaws and Rules, and approved by the ODA House of Delegates at the 2013 meeting. Dr. Matt Gray motioned that the Federal Dentist Members resolution shall read as follows: Resolved, that federal dentist ADA members, living in Oklahoma, are members of the ODA and its components, pay $0 state and component dues, and have benefits of membership, including the ODA Journal and membership directory, and be eligible to vote and hold office and serve on Councils and Committees. A federal dentist member, in order to vote and hold office, must pay full Tripartite membership dues. A distinction will be made in the ODA Directory for these members. Drs. Matt Cohlmia and Justin Beasley seconded. This resolution will be forwarded to the ODA Council on Bylaws and Rules. ADA Membership Recruitment and Retention Conference Dr. Smith reviewed the ADA Membership R & R Conference that was held in Chicago on March 29-31, 2012. He shared several recruitment ideas he gained from the Conference: Early Bird Gets $1,000 this program encouraged members to pay their upcoming dues in full by December 1 st of the prior year. Each member that completed this task was entered into a drawing for $1,000. The Council discussed the opportunity for the ODA to conduct a similar event in 2012 for the 2013 dues. Dr. Matt Gray motioned and Dr. Matt Cohlmia seconded. All members who pay their 2013 dues in full on or before December 1, 2012 will be eligible for a drawing worth $500 to be spent towards an ODA sponsored event(s) registration costs. The total amount of $500 must be spent in one calendar year. Non-Renews by Component The list of non-renew dentists from each component was given to the Council. The Council is also asked to contact them to encourage renewal.
Page 4 of 6 NEW BUSINESS Conflict of Interest Statements Dr. Smith requested that all Council members complete and return their Conflict of Interest Statements at the close of the meeting. Annual Council Policy Review Dr. Smith asked the Council to take time to review the Council policy and notify Lacey Trent of any changes they felt necessary. Any changes will be discussed at the next Council meeting. Annual Review of Council Duties The Council reviewed the Council duties as listed in the ODA Council manual. Dr. Matt Gray motioned to remove #9: Conduct an Associate Member appreciation function annually from the Council duties. Dr. Justin Beasley seconded the motion. 2012-2015 Strategic Plan The Council reviewed the new 2012-2015 Strategic Plan and the objectives that Membership and Membership Services is responsible for. The Council will create a stabilization plan and prioritize all membership objectives at the next Council meeting. In relation to the strategy to develop an ODA Leadership Academy, Dr. Krista Jones suggested conducting leadership courses for new dentists and recent graduates. She also mentioned that maybe Components could pay registration fees for these dentists to attend such courses. Lacey Trent will contact the Oklahoma Optometric Association and the Florida Dental Association to get their curriculum on leadership per their respective events. Council Appointments The Council appointed Dr. Matt Gray to serve as the liaison to the Communications Advisory Committee. The Council appointed Dr. Justin Beasley to continue serving as the Chair of the New Dentist Committee. ASDA Members The Council discussed the potential benefits of having OUCOD ASDA members serve on ODA Councils and Committees. Daryn Lu, DS2, was present to discuss that several students would be interested in this type of involvement in the ODA. Lacey Trent will be in contact the Daryn Lu and other ASDA officers from OUCOD to inform them of ODA Councils and Committees and see where they might be interested in serving. The Council will readdress this at the next Council meeting.
Page 5 of 6 OUCOD ASDA Website OUCOD ASDA President Seth Brooks sent a letter to the ODA offering the opportunity to be a sponsor of the new OU ASDA website, www.ouasda.com. There are three levels of sponsorship that the Council considered. Dr. Matt Gray motioned to sponsor the OU ASDA website with a $500 Platinum sponsorship. Dr. Justin Beasley seconded the motion. This sponsorship is to come from the Student Programs line item in the MMS budget. 2012-2013 Directory Lacey Trent reported that the ODA staff is working on the ODA Directory and it will be printed in late August. As chosen by the Council, the 2012-2013 ODA Directory will be Thunder Blue. The ODA staff will seek a sponsorship to offset the costs of the Directory. 2012 Student Fall Festival Lacey Trent reported that the Student Fall Festival will be held on August 21 st at the ODA building. 2012 Risk Management Seminar Lacey Trent reported that the Risk Management Seminar will be held in Oklahoma City on either September 7 th or 14 th, depending on the venue. ODA New Dentist Conference Dr. Beasley reported that the council will host ODA New Dentist Seminar CE for New Dentists at the ODA Building on October 26 th. Dr. Beasley and Ms. Trent will work together to plan and execute the details of the event. 2013 Budget The 2012 budget was discussed line by line. The Council decided to increase the several line items according to inflation costs and need. Dr. Matt Cohlmia motioned and Dr. Justin Beasley seconded to suggest the ODA Council on Membership and Membership Services budget continue as requested at a total of $53,700. Membership Dues Statement Jerrell Welch discussed the revised Members Dues Statement for 2013 with the added OKMOM voluntary line item and the increased voluntary ODF line item. Dr. Tim Fagan motioned for approval of the 2013 Members Dues Statement as shown, Dr. Krista Jones seconded. Mr. Welch reported that a recent letter concerning the dues installment payment options was mailed to all ODA members. He expects that many members will take advantage of the six or 12 month installment payment options.
Page 6 of 6 Mr. Welch also dispensed the new 2013 Installment Dues Statement as it will be sent to all members for the 2013 dues billing later this year. Recruitment Initiatives Ms. Trent reviewed the ODA s collaborative efforts with the ADA on the upcoming long-time nonmember and women non-member marketing campaigns. Next MMS Council Meeting The next Council on Membership and Membership Services meeting will be Friday, January 11, 2013 at 12:00 p.m. ADJOURNMENT There being no further business, the meeting adjourned at 1:01 p.m.