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Regarding WSDA’s 2020 House of Delegates and Notice for House of Delegates “Ballot without Meeting” to Consider Three Resolutions in July 2020

From: WSDA Board of Directors
To:     2019 WSDA House of Delegates
          WSDA Component Societies’ Leadership
          WSDA Affiliated Boards and Committees
          Washington Delegates & Alternate Delegates to the 2020 ADA HOD
June 17, 2020

Background

The COVID-19 Pandemic has had a significant impact on Washington’s dental community, WSDA, and society at a large. The response to this pandemic has required resiliency and flexibility from all. Over the past several months, WSDA has worked tirelessly to support both member and non-member dentists and other members of the dental team in obtaining financial support, clearer guidance from authorities, and needed PPE during the state’s shutdown of non-urgent care and subsequent reopening. WSDA has deepened partnerships with a range of associations, government agencies, and other critical allies to support Washington’s dentists in providing optimal oral health care in sub-optimal times.

As the impacts of the COVID-19 Pandemic come into focus, WSDA must assess how it provides ongoing programs and activities of the highest importance to its members. Significant reductions in budgeted revenues, especially from the cancelation of the 2020 PNDC, compel us to reassess how we continue our vital work more efficiently and more resiliently.

Until there is an effective vaccine, effective treatment, or herd immunity for COVID-19, government actions to restrict group gatherings and other community interventions will remain in effect to varying degrees across Washington.

Considering the aforementioned factors, the WSDA Board of Directors asks that the House of Delegates take several governance actions to amend the Association’s Articles of Incorporation and Bylaws and approve an alternative format for the 2020 House of Delegates scheduled for September 24-26 at the Hyatt Regency in Seattle. These carefully considered actions will allow WSDA to provide actively practicing delegates and alternate delegates with more weekdays to provide patient care, reduce Association and component society expenses, and comply with anticipated restrictions on group meetings in Seattle in September. These actions will also provide WSDA with a clear pathway to handle extraordinary events that will impact future meetings of the House of Delegates.

In summary, the Board of Directors is recommending the following governance actions:

·         The in-person meeting of the 2020 House of Delegates is canceled and replaced with a condensed virtual meeting held sometime on September 24, 25, or 26. The exact date and time of the virtual meeting will be determined by surveying all elected delegates.

·         The primary focus of the 2020 House of Delegates will be the adoption of the 2020-21 WSDA operating budget and related financial matters, the adoption of WSDA’s 2021 legislative agenda, and updates on ongoing legal activities.

·         All reports and resolutions that are not time sensitive will be referred to the 2021 House of Delegates for consideration.

·         All elections for open positions (President-elect, Board of Directors, and ADA Delegate) will be suspended until in-person elections can be held at the 2021 House of Delegates. The terms of all elected positions (President, President-elect, Immediate Past President, Board of Directors, and ADA Delegate) will be extended until 2021. Elections for all positions with terms expiring in 2020 and 2021 will be held in-person at the 2021 House of Delegates scheduled for September 9-11 at the Davenport Hotel in Spokane.

 

Ballot without Meeting

Article IV.B. of WSDA’s Bylaws provides the House of Delegates with a method for considering important, time-sensitive matters without an in-person meeting via a “ballot without meeting”. The relevant section of Article IV.B. reads:

At any time during the year a ballot without meeting may be conducted by the direction of the Board of Directors for the purpose of expediting urgent business.  Ballots signed or otherwise properly authenticated may be returned by facsimile transmission, mail or other means as approved in the ballot communication.  Such a ballot is valid if at least 2/3 of the members of the House of Delegates return ballots.  Approval of a ballot position requires a 3/4 majority of returned ballots.

In accordance with WSDA’s Bylaws, the Board of Directors submits three resolutions for consideration by the House of Delegates. This email serves as notice that a “ballot without meeting” will be sent via email to all elected delegates to the 2020 House of Delegates during the week of July 20. This ballot will ask each elected delegate to “Adopt” or “Reject” the following three Resolutions:

Enacting HD-03-2020 requires the passage of HD-01-2020 and HD-02-2020. The Board of Directors asks all elected Delegates to the 2020 House of Delegates to carefully consider these resolutions which are attached to this email.

WSDA will schedule an informational webinar prior to distributing the “ballot without meeting” electronic ballot to address any questions. Questions or concerns can also be directed to bracken@wsda.org.

 

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