Constitution |
THE COMMONWEALTH DENTAL ASSOCIATION |
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| Index
to Parts of Constitution: 1. Aims and Objectives 2. Title, Head Office and Official Language 3. Powers of Association 4. Regions 5. Membership 6. Annual Subscriptions 7. Officers 8. General Assembly 9. The Executive 10. Amendment |
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| Part 1 | Aims and Objectives |
| 1.1 | The Commonwealth Dental Association (hereinafter called ‘CDA’) is an international non-governmental dental association with the aims and objectives set out below. It was established on 24 April 1991 as the result of a decision taken at a meeting of Commonwealth National Dental Associations (NDA) representatives, representing 23 Commonwealth countries (‘the Commonwealth Oral Health Initiative’) held in London on 14 & 15 May 1990. |
| Its objectives are: | |
| 1.1.1 | To exchange information, experience and expertise between member associations on all aspects of their work and, in particular, in the promotion of oral health. |
| 1.1.2 | To develop and to promote primary oral health care strategies, including the application of appropriate technology in co-operation with National Dental Associations in member countries, with emphasis on the prevention of oral and dental diseases. |
| 1.1.3 | To provide technical co-operation and advice to member associations of countries within the Commonwealth, in particular in the training of a professional and auxiliary oral health workforce and the cost-effective delivery of oral health care. |
| 1.1.4 | To promote the ethical practice of dentistry among member associations. |
| 1.1.5 | To facilitate continuing dental education programmes including distance learning for dental surgeons and oral health care personnel working in the Commonwealth countries. |
| 1.1.6 | To participate actively in the work of the Commonwealth Health Ministers, insofar as is consistent with the Association's consultative and observer status. To liaise and work with WHO and with FDI. |
| 1.1.7 | To edit and to publish a regular bulletin and technical reports which shall be sent to all National Dental Associations within the Commonwealth, as well as to appropriate governmental, health and professional institutions. |
| 1.1.8 | To hold regular meetings and conferences and generally to carry on all such lawful activities as may be incidental to the promotion or carrying out of the foregoing aims and objectives of the Association. |
| 1.1.9 | To assist small member countries to establish National Dental Associations. |
| Part 2 | Title, Head Office and Official Language |
| 2.1 | The Association shall be known as the Commonwealth Dental Association. |
| 2.2 | The official language will be English. |
| 2.3 | The office of the Association will be co-located with the headquarters of The Commonwealth Foundation and the Commonwealth Secretariat. |
| Part 3 | Powers of the Association |
| 3.1 | The Association in General Assembly may make such by-laws and rules as may be deemed necessary for the governance and management of the Association's business and affairs, including the qualifications, classifications, admission and expulsion of members, the subscriptions which it may deem advisable to impose and the number, constitution, powers and duties of its Officers, and may from time to time alter or repeal all or any of such by-laws and rules as it may see fit. |
| 3.2 | No Officer of the Association shall, merely by reason of such office, be or become personally liable for any of its debts and obligations. |
| 3.3 | The Association may receive, acquire, accept and hold real and personal property by way of gifts, purchase, legacy, lease or otherwise for the purpose of the Association and may sell, lease or invest or otherwise dispose thereof in such manner as it may seem advisable for such purpose. |
| 3.4 | The Association may seek grants for the lawful conduct of its activities from such organisations, foundations and trusts as may seem appropriate to the General Assembly. |
| Part 4 | Regions |
| 4.1 | The
Commonwealth Dental Association shall be organised into
six Regions: (1) Europe (2) South East Asia (3) Pacific/Australasia (4) Canadian/Caribbean (5) West Africa (6) East, Central and Southern Africa |
| Part 5 | Membership |
| Ordinary Member | |
| 5.1 | Membership of the Association shall be open to the National Dental Associations within the member countries of the Commonwealth and associated states and dependencies. |
| 5.2 | Responsibilities of Members |
| Members of the Association as a condition of membership shall agree to accept, uphold and be governed by the Constitution and By-laws of the Association in force at the time of becoming members and any amendments or additions which may from time to time be made thereto; and shall further agree to abide by and accept the rulings and decisions of the General Assembly of the Association. | |
| 5.3 | Termination of Membership |
| 5.3.1 | Notice of termination of membership shall be given in writing to the Secretary at least three months before the next annual subscription is due. |
| 5.3.2 | Expulsion of a member shall be by two-thirds majority vote of the General Assembly. A request for expulsion of a member cannot be considered by the General Assembly unless at least three months' notice has been given in writing to every member Association by the Secretariat. |
| 5.3.3 | A member shall automatically cease to be a member if the member country ceases to be a member of the Commonwealth. |
| 5.4 | Friends of CDA |
| Any person who supports the aims and objectives of the Association and pays the annual subscription set by the Executive, shall be regarded as a 'Friend of CDA' and shall be eligible to enjoy the privileges of a member of CDA, but without the right to vote. | |
| 5.5 | CDA Fellows |
| The Executive shall have the right to award fellowships of the CDA to people who have provided distinguished service to the Association, but without the right to vote. | |
| Part 6 | Annual Subscription |
| 6.1 | The annual subscription for membership of the Association shall be determined by the General Assembly and shall apply for three years until the next following meeting of the General Assembly. The subscription shall be payable annually on 1st January and falling two years in arrears may be deemed by the General Assembly to be good grounds for termination of membership under the provision of Clause 5.3.2 above. |
| 6.2 | The annual subscription for membership of the Association shall be determined by the General Assembly and shall apply for three years until the next following meeting of the General Assembly. The subscription shall be payable annually on 1st January and falling two years in arrears may be deemed by the General Assembly to be good grounds for termination of membership under the provision of Clause 5.3.2 above. |
| Part 7 | Officers |
| The Officers of the Association shall be the President, Immediate Past-President, President-elect, Executive Secretary, Treasurer and Regional Vice-Presidents, of whom there shall be one elected triennially from each of the six Regions referred to in Part 4 above. | |
| 7.1 | Election |
| The Officers shall be elected, upon the nomination of member Associations, at each triennial Ordinary Meeting of the General Assembly and the election shall take place at the end of that meeting. Officers shall be elected for a three-year term of office. Nominations for Officers shall be called for by the Executive Secretary six months prior to the General Assembly. | |
| 7.2 | Duties and Regulations pertaining to Officers |
| 7.2.1 | The President shall be the Chief Officer of the Association and shall take office at the beginning of each Ordinary Meeting of the General Assembly. He shall act as chairman of the Executive during his term of office. He may nominate any one of the Officers to act on his behalf between Ordinary Meetings of the General Assembly. |
| 7.2.2 | In the event of the President being unable to carry out his duties, the Executive shall nominate a replacement. |
| 7.2.3 | The Treasurer shall be responsible for the administration of the funds of the Association and shall prepare annually a budget and an audited financial statement. Audited statements for the period under review shall be submitted to the meeting of the Executive held immediately prior to each Ordinary Meeting of the General Assembly or earlier at the request of the Executive. |
| 7.2.4 | The Executive Secretary shall be responsible for the day-to-day administration of the work of the Association and for keeping a record of all meetings of the General Assembly and the Executive. He shall prepare and distribute an annual progress report of work and activities. |
| 7.2.5 | Regional Vice-Presidents will be responsible for promoting the aims and objectives of the Association within the Regions. They will submit to the Secretary a quarterly report of activities within their Regions. They shall facilitate the implementation of Association activities within their Regions. |
| 7.3 | Vacancies |
| In the event of vacancies of a CDA Executive Officer occurring during a term of any office, the Executive may fill the vacancy until an election can take place at the next General Assembly. | |
| Part 8 | General Assembly |
| The General Assembly shall consist of the following voting members: | |
| 8.1 | Voting Members |
| 8.1.1 | One delegate nominated by each Member Association; |
| 8.1.2 | The Officers of the Association. |
| 8.2 | Observers |
| The following shall be entitled to attend without the right to vote: | |
| 8.2.1 | All non-voting delegates nominated by member Associations, from within their membership, subject to a maximum of three per country; |
| 8.2.2 | Such observers as may be invited by the General Assembly. |
| 8.2.3 | CDA Friends |
| 8.2.4 | CDA Fellows |
| 8.3 | Term of Office |
| Members of the General Assembly, or those subsequently nominated by their member associations, shall continue as members until the day preceding the next General Assembly. | |
| 8.4 | Voting Privileges |
| 8.4.1 | Each voting member shall have one vote. |
| 8.4.2 | The Chairman shall exercise a vote only in the case of a tied vote when he shall have the casting vote. |
| 8.4.3 | Voting may be in person or by proxy by another member of the General Assembly. |
| 8.5 | Meetings of the General Assembly |
| 8.5.1 | Ordinary Meetings of the General Assembly shall be held every three years at such time and place as may be determined by the Executive, and whenever possible within 6 months before the triennial meeting of the Commonwealth Health Ministers. |
| 8.5.2 | Special Meetings may be called by the Executive, or on requisition of one half of subscribing member associations, providing that at least three months' notice in writing is given to all members of the Association. |
| 8.6 | Resolution in Writing |
| A resolution in writing, signed by seventy-five percent of the members of the General Assembly shall be as valid and effective as if it had been passed by a meeting of the General Assembly duly called and constituted. | |
| 8.7 | Duties and Powers of the General Assembly |
| The General Assembly shall have the following powers: | |
| 8.7.1 | To elect the Officers of the Association; |
| 8.7.2 | To establish ad hoc committees as appropriate; |
| 8.7.3 | To make such by-laws and regulations and to perform such other acts not elsewhere excluded as shall make for the welfare, order and good government of the Association; and |
| 8.7.4 | To consider and, if found appropriate, approve the budget and financial statement; |
| 8.7.5 | To approve the triennial reports of the activities of the CDA; |
| 8.7.6 | To approve the programme of work and regional activities of the CDA |
| 8.8 | Chairman |
| The Chairman of the General Assembly shall be the President elected at the last Ordinary Meeting of the General Assembly or, in the event of his inability to preside, normally the Immediate Past-President or such Officer as the General Assembly may elect for the purpose of chairing the meeting. | |
| 8.9 | Auditor |
| An external Auditor shall be appointed by the General Assembly at each Ordinary Meeting. The Auditor shall examine annually the Financial Statement of the Treasurer, including such tests of accounting records and other information as will enable him to give an opinion on the Financial Statements. | |
| Part 9 | The Executive |
| The Executive shall consist of the Officers of the Association. | |
| 9.1 | Powers and Duties |
| The Executive shall exercise all rights and powers of the General Assembly between meetings of the General Assembly and shall always act in accordance with the policies of the Association. It shall examine and, if found appropriate, approve and manage all financial matters subject to the budget adopted by the General Assembly. This will include investment and borrowing of funds as instructed by the General Assembly. | |
| In addition to acting on behalf of the General Assembly between meetings, the Executive shall undertake the following duties: | |
| 9.1.1 | Obtain and submit nominations for the posts of Officers for consideration by the General Assembly at its next Ordinary Meeting. |
| 9.1.2 | Approve annually the budget and financial statement submitted by the Treasurer; and prepare triennially those to be recommended to the General Assembly at its next Ordinary Meeting. |
| 9.1.3 | Consider the agenda for the next Ordinary Meeting of the General Assembly. |
| 9.1.4 | Make arrangements for the suitable indemnity of all Officers and other persons administering the funds of the Association. |
| 9.1.5 | Nominate the signing officers of the Association and indicate their terms of office and the limits of their authority. |
| 9.1.6 | Develop a programme of work for approval by the General Assembly. |
| 9.1.7 | Implement the programme of work approved by the General Assembly. |
| 9.1.8 | Prepare position papers and such documents as may be required to further the aims and work of the Association. |
| 9.1.9 | From time to time, as required, the Executive should appoint a CDA Editor and Co-Editor of the CDA News and such other persons as shall be required to carry out other functions as shall be deemed necessary. |
| 9.2 | The Executive shall meet immediately prior to each meeting of the General Assembly, or upon the written requisition of six members of the Executive, provided that at least three months' notice is given to all members of the Executive. At other times it may conduct its business by post or by other appropriate methods of communication. |
| Part 10 | Amendments |
| 10.1 | Provisions of this Constitution may be amended by a two-thirds majority of voting members present in person or by proxy at any ordinary meeting of the General Assembly, providing that three months' notice in writing shall have been given to all member associations. |
| January2000 | |
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ŠThe Commonwealth Dental Association 2000
Last Revised:15/11/2003