Minutes of the Annual General Meeting of the Federation of Canadian Dentistry Student Associations

held June 15, 2013 in the MacDonald Room, Fairmont Château Laurier Hotel, Ottawa, Ontario

Participants:                                                            

• Yorhy Auclair, Association des étudiants de médecine dentaire de l'Université Laval
• Toufic Boulos, Association des étudiants (es) en médecine dentaire de l’Université de Montréal
• Jay Chan, University of British Columbia (UBC) Faculty of Dentistry Dental Undergraduate Society
• Athena deBrouwer, University of Western Ontario Dental Student Society
• Reza Entezarion, University of British Columbia (UBC) Faculty of Dentistry Dental Undergraduate Society
• Hayley Faulkner, Dental Student Society of the University of Toronto
• Pier-Mathieu Gagnon, Association des étudiants (es) en médecine dentaire de l’Université de Montréal
• Dacre Hamilton, Saskatchewan Dental Student Society
• Louis-Philippe Jacques, Association des étudiants de médecine dentaire de l'Université Laval
• Ullas Kapoor, Saskatchewan Dental Student Society
• Robert Karanofsky, McGill University Dental Students' Society
• Evgeniya Kazachenko, University of Alberta Dental Students Association
• Jeffrey Lam, Dental Student Society of the University of Toronto
• Benjamin Lamarche, Dalhousie Dentistry Students' Society
• Linda Lan, University of Alberta Dental Students Association
• Victor Toan Le, Manitoba Dental Students' Association
• Mark MacPherson, McGill University Dental Students' Society
• Shannon Munsie, University of Western Ontario Dental Student Society
• Heather Patry, Dalhousie Dentistry Students' Society
• Allison Simpson, Manitoba Dental Students' Association

Guests/observers:

• Jiwon Lee, President, American Student Dental Association
• Dr. Benoit Soucy, Director, Clinical and Scientific Affairs, Canadian Dental Association
• Dr. John O’Keefe, Director, Knowledge Networks, Canadian Dental Association
• Monique Bouchard, Coordinator, Education, Canadian Dental Association
• Dr. Richard Holden, Board of Directors, Canadian Dental Association
• Anita Counter, Senior Vice-President, Sales & Marketing, CDSPI
• Paul Harris, Vice-President, Marketing, CDSPI
• Dr. Jack Gerrow, Registrar, National Dental Examining Board of Canada
• Dr. Mary-Anne Wiseman, President-Elect, National Dental Examining Board of Canada

1.     Welcome and Opening Remarks

Since due notice of the meeting had been given and a quorum was present, the Chairperson called the meeting of the Federation of Canadian Dentistry Student Associations (FCDSA) to order at 8:30 a.m. on Saturday, June 15, 2013 in the MacDonald Room of the Fairmont Chateau Laurier Hotel, Ottawa, Ontario.  Mr. Jay Chan acted as Chairperson and Ms. Monique Bouchard acted as Recording Secretary.

Mr. Chan welcomed the Council members and the guests/observers to the meeting. The Council members expressed their thanks to CDSPI for once again sponsoring the AGM. Participants introduced themselves. All were welcomed to participate in discussions.

It was noted that there were 13 new members of Council.  In order to provide context for the new Council members as well as the guests/observers, Mr. Chan provided some background on the creation of FCDSA. A more detailed report on the work done since the federation’s creation in June 2012 would be provided during the Year in Review. 

2.     Adoption of the Agenda

The agenda was adopted as circulated.  It was noted that the program would be flexible so that additional time could be allotted for further discussion of any particular item if needed.

3.     Approval of Minutes – June 16, 2012

IT WAS MOVED, SECONDED AND RESOLVED that the minutes of the meeting of the Canadian Dentistry Student Associations held June 16, 2012 be approved.

4.     The Year in Review – A Report from the Executive

Mr. Chan delivered The Year in Review – A Report from the Executive, containing updates on activities and actions taken by the Executive and Committees/Working Groups formed by the Council on June 16, 2012. 

Here are some highlights from the report:

• President attended the NDEB AGM, funded by NDEB with interim funding from CDA.
• Committees/working groups addressed the election, invitations to Council meetings and communications.
• CDSPI agreed to sponsor the 2013 AGM and CDA agreed to provide interim funding.
• Executive, Anita Counter and Paul Harris of CDSPI worked to define relationship and develop branding.
• The Executive met seven times by conference call and during the International Dental Students Conference.
• All members of the Executive attended IDSC at their own expense.
• Planned meeting of Council in March was cancelled due to lack of quorum.
• Executive drafted bylaw amendment and resolutions to establish a separate FCDSA bank account.
• Executive established process/timelines for submissions of proposals and resolutions to Council.
• Vice President attended American Student Dental Association (ASDA) Annual Session in Atlanta (March) after Executive secured approval from CDSPI to use some 2013 AGM funds.
• President attended CDA Annual General Meeting and President’s Installation Dinner, funded by CDA

Meeting resources included the following reports/documents:

• Summary of Activities – June 2012 – June 2013
• Report on the 2012 planning tasks as recorded in the minutes of the June 16, 2012 meeting
• Report to CDSPI on June 16, 2012 meeting. The total expenses were $30,101.79 and within budget.
• Process for Submission of Proposals and Resolutions to the FCDSA Council, January 14, 2013
• Vice President’s Report on the ASDA Annual Session 2013
• President’s Report on NDEB AGM (October 20, 2012) and CDA AGM (April 18-20, 2013)

5.     Reports from Working Groups and Committees

5.1     Council Invitation Working Group (CIWG)

Considering strategic partners, and consulting with CDA staff and others, the Council Invitation Working Group (CIWG) was to determine appropriate organizations or individuals to be invited to Council meetings. The CIWG submitted a report to the Executive for review before presentation to the Council for approval and use prior to the next AGM.

The Executive agreed to recommend to the Council the approval of the proposed list at the Council meeting on March 20, 2013.  As there was not quorum present at that time, the Executive agreed to adopt the report on an interim basis and present it for formal approval at the AGM.

IT WAS MOVED, SECONDED AND RESOLVED that, in descending order of priority, the following organizations be invited to send one representative to attend the Annual General Meeting of the Federation of Canadian Dentistry Student Associations (FCDSA) as observers:

• Canadian Dental Association (CDA)
• CDSPI
• American Student Dental Association (ASDA)
• National Dental Examining Board (NDEB)
• Canadian Dental Regulatory Authorities Federation (CDRAF)
• Canadian Medical Student Association (CMSA)
• Student Professional and Ethics Association (SPEA)
• Emerging Health Leaders (EHL)
• Central Veterinary Student Association (CVSA)

Funding for travel and accommodation will be provided only if funds are available.  Otherwise, organization representatives are invited to attend at their own expense.

5.2     Election Protocol Working Group (EPWG)

Paragraph 10.5 of the FCDSA General Bylaws states that “The process by which candidates will be elected to the Executive will be determined by the Council and outlined in the election protocol of the federation.”  Using approved bylaw content, the Election Protocol Working Group (EPWG) was to determine a process by which elections will be conducted.  A draft protocol was submitted to the Executive for review before presentation to the Council for approval and use prior to the next AGM.

The Executive agreed to recommend to the Council the approval of the proposed Election Protocol at the Council meeting on March 20, 2013.  As there was not quorum present at that time, the Executive agreed to adopt the report on an interim basis and present it for formal approval at the AGM.

There was some discussion of whether the Election Protocol should include the acceptance of nominations during the AGM itself and whether or not nominees could run for more than one position.  It was agreed that the Protocol did not disallow either situation so no changes were needed.

IT WAS MOVED, SECONDED AND RESOLVED that the Election Protocol dated April 15, 2013 be approved.

It was agreed that Council members are responsible for making their local association aware of the election protocol, timelines and regulations.

5.3    Internal Communications Committee (ICC)

The Internal Communications Committee (ICC) was tasked with drafting a plan of action by which the FCDSA can make dental students aware of its existence, as well as creating a portal for communication.  Members of the ICC worked with Paul Harris of CDSPI, who introduced them to the concept of branding.  Mr. Harris presented a number of questions (listed below) to the Executive in order to clarify the image that the federation is to project, and how it planned to do so. The Executive provided their responses to these questions and input from the Council is needed regarding the branding questions and the communications lines.

• What is the purpose of branding?
• Who are we trying to reach and how?
• What is important to our audience?
• What is the general message we want people to receive about the federation?
• What can we offer?
• What do we want our audience to feel?
• What do we want our audience to do?
• How should our audience contact us?

The ICC also presented five potential FCDSA logos developed by the CDSPI art department.  The ICC welcomed feedback on the logos and will continue to work on this aspect of branding.

5.4     External Communications Committee (ECC)

The External Communications Committee (ECC) was to consider the structure and functionality of a website for the FCDSA in order to connect and advocate for Canadian dental students, offering news and sharing best practices. 

• The ECC determined that the intent of the website is as follows:
• Represent, connect, advocate, support dental students
• We want dental students to feel like they can connect to us, we’re trustworthy, autonomous
• Medium for other dental students to share best practices
• Hub for future opportunities (i.e. how to specialize?), events, exchanges, volunteering abroad

The ECC presented a sample home page, tabs/content headers and possible content for each area.  The ECC welcomed feedback on the layout and design, tabs/content headers and content and noted that Council members should consider the branding questions posed by the ICC when providing feedback. 

The bilingual website will be developed in stages.  In order to move forward, it was agreed that a Website Development Team was needed, with volunteers from the Council who could work with Dean Smith of CDA and Paul Harris of CDSPI.  The website would be discussed in more detail during the planning sessions later in the meeting.

6.       Presentations from Invited Organizations

6.1     Canadian Dental Association (CDA)

Dr. Benoit Soucy presented on behalf of the Canadian Dental Association (CDA) and provided an overview of organized dentistry in Canada.   Dentistry is considered a profession because it is based on a complex body of knowledge and skills. In Canada, this is provided by academic institutions and certification agencies.  A profession is committed to competence, which forms a social contract with society.  The basis of this social contract is trust.  The public grants a profession the right to considerable autonomy in practice and the privilege of self-regulation or disciplining its own members.  If there is trust, the government doesn’t interfere with regulators.   Quality control is provided by accreditation agencies.  In Canada, provincial regulatory bodies serve that function (except for the northern territories where dentistry is regulated directly by the government).

Dentists are represented by a number of professional organizations including local societies, professional societies, specialty associations, provincial associations and a national association.  CDA is a federation comprised of Corporate members (the provincial dental associations with the exception of Quebec) and delivers a variety of programs under two main areas of focus - knowledge and advocacy.

 6.2    National Dental Examining Board of Canada (NDEB)

Dr. Mary-Anne Wiseman presented on behalf of the National Dental Examining Board of Canada (NDEB).  The NDEB was incorporated in 1951 by an Act of Parliament of Canada to establish qualifying conditions for a national standard of competence for general dental practitioners and to issue certificates to dentists who meet the standard. 

Dr. Wiseman reviewed the NDEB certification process, explaining the various paths taken by graduates of accredited programs and graduates of non-accredited programs.  The NDEB has established sophisticated reciprocal agreements with a number of countries: Australia, Ireland, New Zealand and the United States.  There is also has a special Quebec-France agreement. Foreign trained dentists from other countries apply to the equivalency process. 

Dr. Wiseman provided recent data on class size, the number of non-accredited applicants and recent changes in the distribution of the number of new dentists coming from Canadian DDS/DMD programs, US, NZ and Australian programs, QP/DC Programs and the equivalency process. 

6.3     American Student Dental Association (ASDA)

Jiwon Lee (Columbia) presented on behalf of the American Student Dental Association (ASDA).  Established in 1971, ASDA is a national student-run organization that protects and advances the rights, interests and welfare of dental students.  It introduces students to lifelong involvement in organized dentistry and provides services, information, education, representation and advocacy.  ASDA works with other organizations such at the American Dental Association and the U.S. state societies to represent the student voice and affect change.  ASDA has over 20,000 members from 65 schools.  Its Board of Directors holds yearly strategic planning sessions where it determines future goals and how success will be measured

6.4     CDSPI

Anita Counter presented on behalf of CDSPI.  CDSPI was originally incorporated in 1959 to provide administration and accounting services to dentists for several provincial government post-treatment payment programs, but later became involved in the administration of insurance plans for dentists.  Its mission is “To provide a full range of customized financial solutions for individuals in the Canadian dental community throughout their lives.”

CDSPI provided a savings of $4.5M through their no-cost student package over the last five years. This benefit has been funded by established dentists within the dentists own insurance program.  Unfortunately, not every dental student benefits since the competitive environment can misrepresent CDSPI’s offering.  Ms. Counter clarified that only 55% - 59% of students are aware that CDSPI is part of organized dentistry and only 25% know that it is a not-for-profit company. CDSPI's members include the Canadian Dental Association, nine provincial dental associations and the Territories.

Ms. Counter provided an overview of the student debt faced by the new generation of dentists.  75% of students say debt is a major concern.  CDSPI strives to support students with relevant financial literacy lectures and products developed just for them. 

7.       Presentation by JCDA-OASIS

Dr. John O’Keefe, CDA Director, Knowledge Networks, delivered a presentation regarding the new JCDA-OASIS initiative which was launched April 19, 2013.  The initiative consists of three components:

JCDA.ca - Essential Dental Knowledge

JCDA.ca is an online, open access, clinical and scientific publication indexed in Medline, Journal Citation Reports and Science Citation Index.  It includes three main sections: Research, Clinical Dentistry and News & Issues.

OASISdiscussions.ca - Answering Clinical Questions

OASIS Discussions is an online space where Canadian dentists submit their clinical questions (anonymously, if preferred) and receive rapid credible answers from expert colleagues.

OASIShelp.ca - Chairside Decision Support

OASIS Help is a clinical decision support system designed to help dentists and dental team members with clinical decisions. It provides point-of-care support through a user-friendly searchable database of clinical knowledge in these priority areas: Medical conditions with implications for dental treatment; Prescription drugs with implications for dental treatment; and Medical and dental emergencies likely to be encountered in dental practice.

JCDA Oasis seeks to build community around content by serving as a gathering place around knowledge.  The initiative, designed by Canadian dentists, includes knowledge developed by over 120 general dentists in order to support the dental team. 

Dr. O’Keefe proposed that, as FCDSA and JCDA Oasis are both in their nascent stages, the two might explore common causes and see how they might help each other.  JCDA could help the federation establish its brand, as Canadian dental students join the many groups with knowledge to share.

There was some discussion regarding how FCDSA members might participate.  No clear decision was taken and the Executive will continue to examine the possibilities.

8.       Short-term Planning – 2013-2014

The Council considered projects for 2013 – 2014, including activities to be undertaken, any related or other policies/protocols to be developed, processes to be established, and any needed committees/working groups to be responsible for the work. It was noted that many discussion topics originally identified as long-term were discussed under short-term planning.

Council was reminded of the SMART goal setting method.  In order for goals to be achievable, they must be specific, measurable, attainable, relevant and time-bound.   Any actions required are summarized after each section and related resolutions are recorded under item 10.3 Proposals and resolutions from planning sessions.

FINANCES

• Is it time for a Finance Committee? 
• If so, what would be its responsibilities?
• Should we approach additional sponsors? 
• What activities would/could they sponsor

Discussion – Finance Committee

• The Council is responsible for approving activity plans and budgets and should receive annual financial reports to ensure activities stay on budget.
• A Finance Committee could oversee this and provide annual reports.
• FCDSA might want to add an Executive position (e.g. Vice President, Finance) to produce reports and proposals.  Council could appoint the Vice-President as the Chair of a Finance Committee so a new Executive position is not required.

Discussion – Activities and sponsors

• FCDSA needs to maintain liaison with other national organizations.  Funding is needed to attend meetings of the CDA, CDSPI, and NDEB, the ASDA Annual Session and the National leadership Conference.
• The International Dental Students Conference (IDSC) provides an opportunity for students to network so it is in alignment with FCDSA goals.  FCDSA involvement would increase our visibility/name recognition.
• FCDSA might be able to provide financial and/or organizational assistance to ISDC. 
• Some faculty don’t see the value in the ISDC.  FCDSA involvement would contribute legitimacy.
• A regularly held event is easier to organize and would be easier for students to get time off to attend.
• IDSC needs ongoing thread to provide continuity – contacts, decision making, processes, proposals, etc.
• Local people are needed – crucial - to organize it. Need incentives for schools to organize it.
• Currently there are no IDSC registration fees. Once a fee is established, you can spend a lot of time discussing fees instead of focusing on the program.  The alternative is to find sponsors – or a single sponsor who want(s) to access students all over Canada.  Package sponsorship might be possible.
• When approaching potential sponsors, it is important to have clarity on what you need and what you can offer.  It’s helpful to develop metrics - # of attendees, website hits, logo placement etc.
• CDSPI is interested in sponsorship needs/opportunities.
• Vendor fairs might also provide revenue.
• ASDA can provide advice but US has 65 schools with 25,000 students.  There is more of a challenge in Canada, but FCDSA can learn from ASDA’s experience.

Actions required

• Establish a Finance Committee.
• Seek sponsorship for AGM.
• Seek sponsorship for liaison with other national organizations.
• Consider offering support to IDSC.
• Discuss sponsorship opportunities with CDSPI and other possible sponsors.
• Establish an IDSC Working Group

MEETINGS

• How can we make our meetings greener?
• Is it time to offer assistance to the IDSC? 
• If so, what kind of assistance would we/can we offer?

Discussion

• Resources should be electronically available.
• Council members should use laptops during the meetings.
• Look into internet access – may be expensive and can sometimes be distracting, but can be managed.
• IDSC might allow for a second face to face meeting, but since Council members attend at their own expense, there might be limited participation.
• FCDSA might be able to provide financial and/or organizational assistance to IDSC (see above). 

Actions required

• Continue to provide resources electronically.
• Look into cost of internet access during future AGMs.
• Establish an IDSC Working Group (see above).

BRANDING

• What is the purpose of branding?
• Who are we trying to reach and how?
• What is important to our audience?
• What is the general message we want people to receive about the federation?
• What do we want our audience to feel?  What do we want our audience to do?

 Discussion

• There was no time to do a plenary discussion of the branding questions.
• More consideration and discussion is required before a branding strategy is adopted.

 Actions required

• Survey Council members for further input on branding.
• Discuss feedback with CDSPI and determine next steps.

 PROPOSED LOGOS

• Do any/all of the proposed logos represent the Federation and its objects?
• What impression does it/could it convey? What are the positives?  Negatives?
• How does it make you feel?
• Are we ready to select a logo or is more work needed?

 Discussion

• There was no time to discuss the proposed logos.
• More consideration and discussion is required before a logo is selected.

 Actions required

• Survey Council members for further input on proposed logos.
• Discuss feedback with CDSPI and determine next steps.

 WEBSITE

• Layout and design. Positives?  Negatives?
• What do we eventually want our audience to do?
• What do we want the audience to feel about the FCDSA as contributed by the website?
• What kind of URL should we have?
• Brainstorm items on website content - pages, resources and news items
• Who should serve on a development team?  Are you interested?

Discussion

• Website site can be developed in stages based on the needs expressed by the members.
• A Facebook page could be set up as a point of contact before (and perhaps after) the website is established. We’d need to seek permission to invite individual members to the Facebook page.

 Actions required

• Establish Website Development Team.
• Establish a Facebook page.
• Survey Council members regarding permission to invite students to the Facebook page.
• Survey members regarding website content.

ENGAGING COUNCIL MEMBERS AND STUDENTS / COMMUNICATIONS LINES

• How should individual members of the member associations communicate with the Executive?
• How are junior and senior members identified?
• How can we ensure that outgoing Council members are replaced?
• How do we engage Council members in the work of the Federation?
• Should we/could we consider leadership development seminars?
• How should our audience contact us?

 Discussion – engaging Council members and students

• FCDSA needs to reach out to students early – perhaps with a presentation during orientation week. 
• CDSPI visits each school, so FCDSA slides could be included and/or a Council member could attend.
• Goal is to improve communication between now and the next AGM.
• The timing of the AGM may not be the best time for some.  We should survey member associations.
• We could approach dentists via provincial dental journals to maintain communication through the year.
• We need to increase communication between meetings – but what do we communicate about?
• Volunteers are needed for the newsletter and presentation – and possible newsletter.
• We need to recognize that the current work will be more helpful to future students as opposed to current students, but this is a necessary stage that a new organization must go through.

Discussion – lines of communication

• The creation of a general secretariat or president email (secretariat@fcdsa.ca or president@fcdsa.ca) would make ongoing contact with the FCDSA easier as no names are needed.  Email records can also be easily maintained on a central server.
• We still need to decide where we want the students to be engaged – their local association or FCDSA?

Discussion - defining member benefits for members:

• Need a survey to determine which benefits members want. These might include:
• Providing volunteers opportunities, including committees.
• Facilitating how-to-guides for schools.
• Helping students share experiences – especially the first year.
• Leadership seminars might be an option if funding is available. 
• We need to offer something not already provided by other organizations – eg. Advocacy for tuition or sharing information on how to lobby for fluoride.

Discussion – ensuring Council representation and participation:

• In order to maintain some continuity on the Council, schools need to be encouraged to name Council members who can participate for at least two consecutive years.
• Current quorum is too high and increases the chance that Council meetings are cancelled due to lack of quorum.  Quorum needs to provide adequate school representation and be high enough to maintain credibility, but not be too high.  A proposed quorum change will be considered later in the meeting.
• More positions and committees would help make people accountable and reliable.  Short time commitments help increase volunteerism levels.  Scope of each group should be clear and focused on a particular task to be completed within a designated time frame.
• Expanding the AGM to 2 days might allow the inclusion of a leadership seminar.

Actions required

• Create working group to develop PowerPoint presentation
• Better define/develop member benefits – develop short biannual surveys of member associations (and their individual members) to determine their needs
• Encourage schools to name Council members that can participate for at least two consecutive years.
• Survey Council members regarding timing of AGM.
• Executive to consider expanding the AGM to 2 days.

NATIONAL ORAL HEALTH AWARENESS MONTH

• Is it time to get involved in the NOHAM?  How could FCDSA get involved?

 Discussion

• This topic was not discussed.

Actions required

• No actions required. This could be discussed at a future meeting.

ISSUES OF CONCERN

• What are the issues of immediate concern to your member association? 
• What could FCDSA do to help address those concerns?
• What are the issues of immediate concern to the FCDSA and what could it do to address those concerns?
• If funding is available, which organizational meetings would you like the Executive to attend?

 Discussion

• Some of these questions were addressed under other discussion topics
• Not all students are aware of the existence of FCDSA.

 Actions required

• Please see actions required under Finances and Engaging Council members and students / Communications lines.

AREAS OF FOCUS

• What should the federation focus on for the next year? 
• What results would you want before the next AGM?

 Discussion

• There was no discussion of these specific questions but the actions required regarding each of the other discussion topics determined areas of focus for the next year.

 Actions required

• Create needed working groups to take on the responsibility of each of the required actions noted above.

9.       Long-Term Planning - 2014 onwards

Discussion topics originally identified as long-term planning were discussed under short-term planning.

10.      Proposals and Resolutions

10.1     Amendments to FCDSA Bylaws

 10.1.1       Paragraph 7.03 – Definition of the Executive

IT WAS MOVED, SECONDED AND RESOLVED that paragraph 7.03 of the General Bylaws of the Federation of Canadian Dentistry Student Associations, dated June 16, 2012 be amended to read as follows:

7.03      The Executive of the federation is composed of the President, Vice-President, and three (3) Regional Councillors: Councillor of Western Canada, Councillor of Central Canada and Councillor of Eastern Canada, elected by the Council from among the serving members of the Council during the AGM. 

10.1.2       Paragraph 9.16 – Quorum for Meeting of the Council

IT WAS MOVED, SECONDED AND RESOLVED that paragraph 9.16 of the General Bylaws of the Federation of Canadian Dentistry Student Associations, dated June 16, 2012 be amended to read as follows:

9.16       Quorum for a meeting of the Council shall be 80% of the total number of member associations.

10.1.3       Paragraphs 14.01 and 14.02 – Financial Arrangements

IT WAS MOVED, SECONDED AND RESOLVED that the title for the current paragraph 14.01 of the General Bylaws of the Federation of Canadian Dentistry Student Associations, dated June 16, 2012 be amended to read as follows:

                                FINANCIAL ARRANGEMENTS

IT WAS MOVED, SECONDED AND RESOLVED that a new paragraph be added to the General Bylaws of the Federation of Canadian Dentistry Student Associations, dated June 16, 2012 as follows and that paragraphs of the bylaws be renumbered as required:

14.02     The banking business of the federation shall be transacted at such bank, trust company or other firm or corporation carrying on a banking business in Canada or elsewhere as the Council may designate, appoint or authorize from time to time by resolution. The banking business or any part of it shall be transacted by an officer or officers of the federation and/or other persons as the Council may by resolution from time to time designate, direct or authorize.

10.2   Transaction of banking business and signatories

After further review of the issue, the administration of CDA determined that the proper separation of FCDSA and CDA monies is well worth the costs associated with the maintenance of a separate bank account for the Federation. As the secretariat for the Federation, CDA would lend any assistance to set up this new account and its management. 

Requirements of the proposed bank (TD Commercial Banking) are as follows:

• Evidence of the Federation’s existence.
• Name / Occupation / Address / Employer Name and Employer Address of all Directors.
• Name / Occupation and Title / Home Address / Home Phone Number and Date of Birth of all signing authorities.
• Number of signatories required to operate the account (if applicable, please provide details on limits per signor and specific signing combinations).
• Two pieces of ID (one with photo) from all signing officers.

In order to establish the account the FCDSA Council needed to pass a resolution to amend the bylaws.  In addition, a number of other resolutions are required:

Resolution to designate the bank with which FCDSA wants to transact banking business.

IT WAS MOVED, SECONDED AND RESOLVED that the Federation of Canadian Dentistry Student Associations (FCDSA) designate TD Commercial Banking as the bank with which FCDSA will transact banking business, as outlined in the form of resolution provided by TD Canada Trust and attached to these minutes as Appendix I, and that such form resolution is approved.

Resolution to designate the number of signatories required to operate the account.

IT WAS MOVED, SECONDED AND RESOLVED two signatories be required to operate the bank account of the Federation of Canadian Dentistry Student Associations (FCDSA), including at least one member of the FCDSA Executive.

Resolution to designate specific individuals as signatories to operate the account.

IT WAS MOVED, SECONDED AND RESOLVED that the following be appointed official signatories for the bank account of the Federation of Canadian Dentistry Student Associations (FCDSA):

• FCDSA President
• FCDSA Vice -President
• FCDSA Regional Councillor - Western
• FCDSA Regional Councillor – Central
• FCDSA Regional Councillor – Eastern
• Appointed signing officer 1
• Appointed signing officer 2

and that each may sign all cheques and take all such other steps as are outlined in the form of resolution provided by TD Canada Trust and attached to these minutes as Appendix I, and that such form resolution is approved.

IT WAS MOVED, SECONDED AND RESOLVED that Dr. Benoit Soucy serve as appointed signing officer 1 and that Ms. Monique Bouchard serve as appointed signing officer 2 for the bank account of the Federation of Canadian Dentistry Student Associations (FCDSA).

After the election of officers, all the authorized signatories will be known. The manager of the TD Bank will be present after the meeting to verify identification of Council members, including the signatories.  Council members will sign the official resolution to establish the account and signatories will provide signature samples. Documents will be filed with the bank to open the account.

10.3   Proposals and resolutions from planning sessions

IT WAS MOVED, SECONDED AND RESOLVED that a Finance Committee be established consisting of five members of the Council, including the Vice-President, who will serve as Chairperson.  Committee responsibilities will include the following:

• Development of activity plans and related budgets for the approval of Council.
• Exploration and securing of sponsorship funding to support proposed activity plans.
• Presentation of a financial report of all revenues and expenditures to the Council on an annual basis.

Council members Heather Patry (Dalhousie), Athena deBrouwer (Western), Ullas Kapoor (Saskatchewan) and Victor Le (Manitoba) will serve on the Finance Committee.  The incoming Vice-President will serve as Chairperson.

IT WAS MOVED, SECONDED AND RESOLVED that, subject to the availability of funding, the FCDSA Executive seek invitations to attend meetings with the following organizations during 2013-2014 to represent the FCDSA:

• CDA
• CDSPI
• NDEB
• ASDA Annual Session
• National leadership Conference

A second FCDSA rep might attend, depending on funding and member association interest.  Ms. Lee will report back to ASDA and pass along FCDSA’s interest in attending the next ASDA Annual Session.

IT WAS MOVED, SECONDED AND RESOLVED that an IDSC Feasibility Working Group be established consisting of three Council members. Working Group responsibilities will include the following:

• contact previous International Dental Students Conference (IDSC) organizers to obtain input and determine need for/reaction to possible FCDSA involvement in future IDSC.
• Consider the feasibility, implications and logistics related to FCDSA involvement in the IDSC beginning in 2015 or 2016.
• Develop a plan of action for consideration at the next AGM. 

Council members Toufic Boulos (Montreal) – Chairperson, Reza Entezarion (UBC) and Dacre Hamilton (Saskatchewan) will serve on the Working Group. 

IT WAS MOVED, SECONDED AND RESOLVED that a FCDSA Website Development Team be established consisting of three members of Council.  The Website Development Team responsibilities will include the following:

• Develop a timeline for the development of the website
• Obtain support and advice from CDA and CDSPI
• Materialize the website
• Conduct the survey
• Development website material

Council members Linda Lan (Alberta), Toufic Boulos (Montreal) and Evgeniya Kazachenko (Alberta) will serve on the Development Team. The incoming President will name a Chairperson. CDA and CDSPI will provide staff support and advice. 

It was agreed that the Website Development Team conduct a survey regarding member needs and possible website content.

It was agreed that the Website Development Team consider including an area dedicated to acknowledging and/or recognizing what schools are doing and share what is done at each school.  This would help provide visibility to various programs. 

It was agreed that the External Communications Committee (ECC) create a Facebook.  It was agreed that the President issue a communiqué to member associations asking for permission to invite students to the Facebook page.  Member associations will be asked to reply by August 1.

IT WAS MOVED, SECONDED AND RESOLVED that a Working Group be established consisting of three Council members to develop a PowerPoint presentation to be modified by respective member associations for presentation to new and current students of member associations at the discretion of the members associations.  The presentation will include the Federation mission as well as short and long-term goals. The presentation should be ready for distribution by August 12, 2013.

Council members Pier-Mathieu Gagnon (Montreal), Victor Le (Manitoba), and Hayley Faulkner (Toronto) will serve on the Working Group. The incoming President will select a Chairperson.

11.       Election of Officers

The meeting resources included a call for nominations for positions on the Executive.  Three nominations were received before the meeting.  Two nominations were received from the floor.   Each Nominee was invited to deliver a short speech prior to the election.  As there was only one candidate for each position, all candidates were elected by acclamation:

IT WAS MOVED, SECONDED AND RESOLVED that the followed be elected for a one-year term to end at the completion of the next Annual General Meeting:

• President                                              Shannon Munsie (Western)
• Vice-President                                     Toufic Boulos (Montréal)
• Regional Councillor – Eastern            Heather Patry (Dalhousie)
• Regional Councillor – Central            Victor Le (Manitoba)
• Regional Councillor – Western         Jay Chan (UBC)

IT WAS MOVED, SECONDED AND RESOLVED that the following specific individuals be appointed to operate the account based on their election to the Executive of the Federation of Canadian Dentistry Student Associations (FCDSA):

• Shannon Munsie (Western), President
• Toufic Boulos (Montréal), Vice-President              
• Jay Chan (UBC), Regional councillor  - Western Canada
• Victor Le (Manitoba), Regional councillor  - Central Canada
• Heather Patry (Dalhousie), Regional councillor - Eastern Canada

12.       Next Meeting

The next meeting of the FCDSA will be held in June 2014.  The Secretariat will work to identify an appropriate date that is the most convenient and to secure appropriate meeting space and accommodation.

 13.       Adjournment

Shannon Munsie, incoming President, addressed the gathering and thanked everyone for their contributions throughout the day.  She expressed special thanks to Jay Chan, the outgoing President, for his efforts during the federation’s first year.  She also thanked the rest of the outgoing Executive team and thanked CDA and CDSPI for supporting the organization.

As there was no other business to discuss, the meeting ended at 4:00 p.m.

Jay Chan, President

Monique Bouchard, Recording Secretary