President

Is President Elect the year before serving

Is President Elect the year before serving

– The role of President is to be the chair of the Board of Trustees, vested with authority by the
House of Delegates. This position promotes the mission, vision, and goals of the association as outlined
in the Strategic Plan. The President serves a 1-year term and automatically progresses to Immediate Past
President. Under direction and guidance of the President, these responsibilities may be shared or
delegated within the limitations of the MnDHA Bylaws.
Time Commitment: average of 4-6 Hours per week.
Duties of Office:
 Be an advocate for hygienists who are members of MnDHA
 Be familiar with and understand the MnDHA Bylaws, Policies and Procedures
 Be familiar with the ADHA Constituent Agreement
 Communicate with ADHA District Trustee monthly to:
o Update them on MnDHA
o Receive information from ADHA
o Disseminate information from ADHA to the MnDHA Board
 Determine the frequency of MnDHA BOT meetings as minimally outlined in MnDHA Bylaws
 Preside over all meetings of the BOT and the HOD
 Attend industry and strategically important events
 Maintain a working relationship with strategically important state dental industry associations
 Keep members informed of association business via quarterly newsletter articles
 Leads the Association in annual strategic plan development/review
o Works with Board to develop short- and long-term
o Create Association goals that align with the strategic plan
 Works with the Secretary to create BOT and HOD meeting agendas 2 weeks prior to BOT
meetings that include:
o financial updates
o regular review of the strategic plan progress
o progress reports of councils, components, and officers
o additional business of the Association as required
o Updates from ADHA
 Work in collaboration with IPP and PE to coordinate the work of officers, councils, and
committees
 Mentors PE into role of President and includes PE on all communications and decisions
 Assists VP with development of annual session
 Nominates and appoints members to vacant positions for councils and committees as outlined
within guidelines of Bylaws
 Coordinate visits to dental hygiene program sites with the Student Liaison Chair
 Assists all BOT members and Council Chairs as needed
 Serves as an Ex Officio member of all Councils and Committees
 Serves as Lead Delegate to ADHA Annual Conference
 Send quarterly reports to Secretary 2 weeks prior to BOT meetings
 Send Annual report to Secretary 60 days prior to MnDHA Annual Session
 General responsibilities of all members of the BOT

President Elect

Elected Position

President Elect

President Elect – The President Elect is a voting member of the BOT and will be the principal support
contact for the President.  This is a one-year term followed by automatic progression to President.
Time Commitment: average of 4-6 Hours per week.
Duties of Office:
 Be an advocate for hygienists who are members of MnDHA
 Be in constant communication with the president
 Become familiar with the mission, vision, and goals of the association as outlined in the Strategic
Plan and MnDHA Bylaws, Policies and Procedures.
 Become familiar with the ADHA Constituent Agreement
 In the absence or at the direction of the President, the President Elect will be the presiding
officer for BOT meetings.
 Under guidance of the President, familiarize and participate in strategic plan and agenda
development.
 Monitor strategic plan goals and report outcomes at BOT meetings.
 Assist the President as requested with outside appearances and correspondence as needed.
 Works with the Secretary to create BOT and HOD meeting agendas 2 weeks prior to BOT
meetings that include:
o financial updates
o regular review of the strategic plan progress
o progress reports of councils, components, and officers
o additional business of the Association as required
o Updates from ADHA
 Work in collaboration with IPP and President to coordinate the work of officers, councils, and
committees
 If not already a previous attendee, apply to attend ADHA Unleashing Your Potential (UYP). o
Identify additional candidates of BOT that would benefit from UYP attendance and encourage
application.
 Primary point of contact for component chairs
 Serves as Alternate Delegate to ADHA Annual Conference
 Assist Nominations Committee to identify open leadership positions of forthcoming term. o
Assure positions of elected offices, council and committee chairs have been slated for election
and appointment for seamless leadership transition into term as President.
 Send quarterly reports to Secretary 2 weeks prior to BOT meetings
 Send Annual report to Secretary 60 days prior to MnDHA Annual Session
 Commit to and carry-out general responsibilities of all BOT members

Immediate Past President

served the year after being President

served the year after being President

Immediate Past President – The Immediate Past President is a voting member of the BOT and an
advisor to the President. This is a one-year term without automatic progression to another office.
Time Commitment: average of 4-6 Hours per week.
Duties of Office:
 Participate in the annual strategic plan development process.
 Participate as an ex officio member of all councils and committees
 Preside as Chair of the audit committee
 Plan the Annual BOT Leadership Retreat.
 Update the MnDHA Procedure Manual as needed
 Send quarterly reports to Secretary 2 weeks prior to BOT meetings
 Send Annual report to Secretary 60 days prior to MnDHA Annual Session
 Commit to and carry-out general responsibilities of all BOT members

Secretary

Secretary

Secretary

Secretary – The Secretary is a voting member of the BOT and will be the principle agent to record the
business of the BOT and the annual meeting of the HOD. This is a one-year term without automatic
progression to another office.

Time Commitment: average of 1 hour per week with an increasing commitment as we get closer to annual session
Duties of Office:
 Be an advocate for hygienists who are members of MnDHA
 Create Association emails for all new BOT members and committee members within 48 hours
of election
 Annually grant and restrict access to all document cloud storage to current BOT members and
Committee Chairs upon election and termination
 Participate in the annual strategic plan development process
 Attend all BOT meeting and provide input into the BOT decision making process
 Works in conjunction with the President and President Elect to create BOT and HOD meeting
agendas 2 weeks prior to BOT meetings that include
o financial updates
o regular review of the strategic plan progress
o progress reports of councils, components, and officers
o additional business of the Association as required
o Updates from ADHA
 Collect, upload, and share BOT reports and information prior to meetings
o BOT packets should be dispersed to board members 1 week prior to meetings to allow for review
prior to meeting for efficient meeting operations
o Packet should include BOT agenda BOT minutes and task list from the previous meeting, reports
from all BOT members, councils and committees, any information relevant to
 Record accurate minutes during BOT meetings and assign and collect task list from
alternate members
 Responsible for the uploading and sharing of minutes, reports, task list and agendas of
MnDHA to document cloud storage within 1 week of the meetings
 Identify number of delegates, as defined by the MnDHA Bylaws, for MnDHA Annual
Session in collaboration with the President and President Elect.
 Compile and disperse the delegate manual for MnDHA annual Session 30 days prior to
the meeting.
 Commit to and carry-out general responsibilities of all BOT members

Vice President

elected position

Vice President

Vice President –The Vice President is a voting member of the BOT and the principle organizer of the
Associations Annual Session.  This is a one-year term without automatic progression to another office. 
Time Commitment: average of 2 hours per week with an increasing commitment as we get closer to annual
session
Duties of Office:
 Be an advocate for hygienists who are members of MnDHA  
 Attend all BOT meeting and provide input into the BOT decision making process 
 Report to BOT quarterly on annual session planning progress 
 Attend quarterly nominating committee meetings 
 Be familiar with the mission, vision, and goals of the Association 
 Participate in the annual strategic plan development process 
 Plan and oversee Annual Session  
 Advise on all association events  
 Plan student activities at annual session in coordination with the Student
Liaison Chair
 Send quarterly reports to Secretary 2 weeks prior to BOT meetings 
 Send Annual report to Secretary 60 days prior to MnDHA Annual Session 
 Commit to and carry-out general responsibilities of all BOT members

Treasurer

Treasurer

Treasurer

Treasurer –The Treasurer is a voting member of the BOT and ensures all fiscal operations of the
Association are conducted legally and efficiently.  This is a two-year term without automatic progression
to another office.
Time Commitment: average of 1 hours per week with an increased commitment as we get closer to
budgeting, taxes, and annual session.
Duties of Office:
  Work with the BOT to draft an annual budget to present to the BOT for approval
 Manage the deposits, withdrawals, accounts payable and accounts receivable for the
Components and the State
 Keep accurate up to date records of all association transactions
 Maintain a list of all vendor accounts, monitor automatic payments, and
update as needed
 Work with the BOT’s chosen accounting firm to prepare annual taxes
 Complete sales and use tax yearly
 File with secretary of state and attorney general yearly
 Be the contact person for all financial accounts
 Prepare for the audit and respond to auditing committee requests
 Gather bids for and renew insurance policies as needed
 Participate in the annual strategic plan development process
 Send quarterly reports to Secretary 2 weeks prior to BOT meetings
 Send Annual report to Secretary 60 days prior to MnDHA Annual Session
 Commit to and carry-out general responsibilities of all BOT members
 Be available to answer any questions Audit Committee may have

General responsibilities of all members of the BOT
 Be familiar with the associations By-laws, Policies and Procedures
 Attend all BOT meetings
 Abide by the primary fiduciary responsibilities of board members
o Duty of Care: Take care of MnDHA by ensuring prudent use of all assets, including
facility, people, and good will;
o Duty of Loyalty: Ensure that all MnDHA activities and transactions are, first and
foremost, advancing its mission; Recognize and disclose conflicts of interest; Make
decisions that are in the best interest of the nonprofit corporation; not in the best
interest of the individual board member (or any other individual or for-profit entity).
o Duty of Obedience: Ensure that MnDHA obeys applicable laws and regulations; follows
its own bylaws; and that the nonprofit adheres to its stated corporate
purposes/mission.

Component Chairs

Elected by component at General Assembly

Component Chairs

Component Chairs –There will be one chair for each component. A component chair is a voting member of the
BOT. This is a two-year initial term without automatic progression to another office.
Time Commitment: average of 2 Hours per week with increased commitment prior to component meetings
Duties of Office:
 Plan a meeting for component area at least biannually that includes both CE and social
aspects
 Provide Newsletter Editor with component information for quarterly newsletter within 3
weeks of the BOT meeting
 Maintain and update contact list for nonmembers who attend events in their component o
send contact list to the membership chair as requested
 Recruit and elect delegates for MnDHA Annual Session as defined by the MnDHA bylaws ●
Attend MnDHA Annual Session
 Send quarterly reports to Secretary 2 weeks prior to BOT meetings
 Send Annual report to Secretary 60 days prior to MnDHA Annual Session
 Assist and support MnDHA activities as assigned
 Attend BOT meetings, both virtual and in-person
 Commit to and carry-out general responsibilities of all BOT members

ADHA Delegates and Alternate Delegates

elected at General Assembly

ADHA Delegates and Alternates

ADHA Delegates and Alternates – The number of Delegates and corresponding Alternate Delegates will be
determined by ADHA.  Delegates/Alternates representing MnDHA will be determined in the MnDHA Bylaws. This is
a one-year term without automatic progression to another office. Time Commitment: 2 hours a month
Duties of Office:
 Represent the interests of MnDHA at ADHA Annual Conference, District Meetings
 Become familiar with the mission, vision, and goals of the association as outlined in the Strategic Plan
 Be familiar with and understand the MnDHA Bylaws, Policies and Procedures
 Be familiar with the ADHA Constituent Agreement
 Review and provide MnDHA with input on proposed by law and policy changes
 Attend all required meetings and HOD meetings at ADHA Annual Conference
 Report ADHA Annual Conference results to the BOT within 2 weeks of ADHA Annual Conference
 Monitor and report ADHA policy updates to the MnDHA BOT throughout the year
 Attendance at BOT meetings and all MnDHA events is recommended
Duties of the Lead Delegate:
 Report delegates to ADHA
 Ensure all delegates are registered for ADHA annual Conference and coordinate travel arrangements
 Obtain and disperse delegates packet prior to the first meeting
 Inform delegates of required meetings
 Set expectations for delegates
 Coordinate report to MnDHA BOT post ADHA annual Conference