Vol. 41, No. 1-Winter, 1981 49

Minutes of the Executive Council

SESSION I October 10, 1980

1. The meeting was called to order a t 1: 17 p.m. by President John T. Hughes. Also attending were: President-Elect Gene Lewis; Secretary-Treasurer W. Thomas Fields; Council members Gerald Orner, Selvin Sonken, Robert Faine, Richard Graves, Patricia Jones, and John Elliott (immediate past president); Committee Chairpersons John Norton, Bruce Butler, Martha Liggett, and James Wade; and guests Elizabeth Bernhard, Robert Davies, Joseph Doherty, John King, and Gordon Vidmar.

2. It was moved, seconded, and approved to dispense with the reading of the minutes of the last meeting of the Executive Council and to approve them as published in the Spring Issue, 1980, of the Journal.

A. Local Arrangements: Chairperson Norton reported that all details are in readiness for the meeting in October 10-1 1, 1980. The Council accepted the report.

B. Awards/Nominations: Chairperson Elliott reported his Committee’s slate of candidates for 1980-8 1 officers of the Association. The candidates were as follows: President-Gene P. Lewis (automatic accession); President-Elect-Joseph Doherty, Raynor Mullins (elect one); Secretary- Treasurer-W. Thomas Fields (continued term); Executive Council-Robert Dumbaugh, Howard Field, Robert Isman, and Gordon Vidmar (elect

Chairperson Elliott then announced the winners of the Annual Dental Student Merit Award Contest. First place was awarded to Kalman Klass and Cheryl Rhoden of the University of Iowa School of Dentistry for their project entitled “Aspects of Planning a Dental Health Educational Program for Montessori Preschool Children and Their Parents.” Second place was won by Henry Cisneros of the University of Minnesota School of Dentistry for his entry entitled “Oral Health Findings in a Minnesota Latino Population.” Third place was awarded to Robert L. Merrill, Jr. of the University of North Carolina School of Dentistry for his project entitled “S.H.A.C., A Clinic for the People.”

The Committee offered six nominees for the selection of a new member to the American Board of Dental Public Health. (The Board selected J. Earl Williams as the member- elect.)

The Committee selected Dr. John Knutson as the recipient of the Association’s Distin- guished Service Award. The award will be presented posthumously and will be accepted by Dr. Knutson’s daughter, Kristin Thurman.

Chairperson Elliott submitted the following names for Life Membership: E. A. Pearson, Luis Hernandez-Brouzes, Fred D. Lewis, Jr., and Sidney L. Miller. These members have met the requirements of the By-Laws.

Chairperson Elliott returned to a discussion of the Dental Student Merit Contest and expressed concern that, as presently structured, the Contest apparently is not attractive to students. Response has been low traditionally and this year only four entries were submitted. After discussion, the following resolution was moved, seconded, and approved:

3. President Hughes called for committee reports as follows:

two).

Resolved, that the Student Merit Award Contest be made more attractive to prospec- tive entrants by publicizing it in the New Denrisr, a publication of the American Student Dental Association; by sending announcement letters to appropriate depart-

50 Journal of Public Health Dentistry

ment heads as well as deans; by offering a cash award of $200 plus a travel supplement of $100; and by opening the contest to both dental students and dental hygiene students in accredited dental schools.

The Council accepted the report and recommended its adoption by Assembly.

C. Membership Committee: Chairperson Wade presented the Committee’s report. (See Attachment I.) The Council accepted the report.

D. Policy Committee: Chairperson Jones presented the Committee’s report. (See Attach- ment 11.) The Council accepted the report and recommended its adoption by the Assembly.

E. Planning Committee: Chairperson Graves presented the Committee’s report. (See Attachment 111.) The Council accepted the report.

F. Work Plan Committees (WPC‘s) 1. WPC on Operations: Chairperson Orner presented a comprehensive report of the

Committee’s activities. (See Attachment IV.) Following a great deal of discussion regarding the need for a central staff, the Council accepted the report and adopted the following resolutions:

Resolved, that the WPC on Operations act to amend the Articles of Incorporation of AAPHD in the State of Illinois in order to develop capabilities and mechanisms for attracting grants and contracts within that State’s General Not-For-Profit Corpora- tion Act. Resolved, that the WPC on Operations negotiate with George K. Degnon Associates management firm to provide a management and financial analysis for the Association with a ceiling expenditure of $3,000.

Both resolutions were approved unanimously and recommended to the Assembly.

Additional discussion of Association operations centered around rising costs and the need for a dues increase next year.

2. WPC on Competency: In Chairperson Bird’s absence, Secretary-Treasurer Fields read the Committee’s report. The Committee is examining the appropriateness and timetable of the previous list of objectives. Development of draft guidelines will continue during 1980-81. This report was accepted by the Council.

3. WPC on Relationships: Chairperson Sonken reported that our relationships with other organizations currently depends primarily on individual members and their membership in other groups. Without specific policies and a central management structure to assure proper dispersal of information, AAPHD representation in other organizations is meaningless. Chairperson Sonken stressed the urgency for policy development and management analysis as prerequisites to productive efforts from the WPC on Relationships. The Council accepted this report.

4. WPC on Oral Health: Chairperson Faine reported that he had appointed four sub- committees, as follows: a. Subcommittee on Community and School Water Fluoridation, chaired by Jim

Calderone b. Subcommittee on the Use of Auxiliaries in Delivering Preventive Services, chaired

by Joe Alderman c. Subcommicee on Legislative Activities, chaired by Martha Liggett d. Subcommittee on Curriculum Development of Preventive Practices for Dental

and Dental Hygiene Schools, chaired by Howard Field.

Chairperson Faine informed the Council that the Subcommittee on Community and School Water Fluoridation has completed an excellent document which will be appropriate for widespread distribution. The most appropriate method of publica- tion (JPHD, monograph, pamphlet) and distribution is still under consideration; but a brief summary of the document can be found in Attachment V. Chairperson Faine then reported on the activities of the Subcommittee on the Use of Auxiliaries in

Vol. 41, No. 1-Winter, 1981 5 1

G. H.

I.

J.

K.

L.

M.

N.

Delivering Preventive Services. This Subcommittee’s report can be found in Attachment VI. Chairperson Faine then asked Martha Liggett to present the report of the Subcommittee on Legislative Activities (see Attachment VII). In concert with recommendations included in this report, the Secretary-Treasurer was directed to 1) develop letterhead stationery identifying a n address for the Subcommittee on Legislative Activities; and 2) develop a budget line for that Subcommittee in the amount of $760.

Finally, Chairperson Faine presented the report of the Subcommittee on Curriculum Development of Preventive Practices for Dental and Dental Hygiene Schools. The Curriculum Package is partially developed and will be completed during 1980-81. The Subcommittee is maintaining contact with the American Association of Dental Schools to ensure compatibility of efforts.

The Report of the WPC on Oral Health was accepted by the Council. Historian: No report. Ad Hoc Logo Committee: Chairperson Dort could not attend so President-Elect Lewis reported that the Coininittee had received about 10 entries. Therefore it was decided that the deadline would be extended through February 1, 1981, with further publicity through J P H D . The Council accepted this report. Ad Hoc Committee on Continuing Education: In Chairperson Bird’s absence, Secretary-Treasurer Fields read excerpts from the Committee’s report. Since the report consisted of a proposal already published in 1979 in the J P H D , the Council accepted the report as final and directed the incorporation of future activities in this area into the WPC on Competency. Secretary-Treasurer: Secretary-Treasurer Fields presented the report of that office (see Attachment VIII).

The Council directed the Secretary-Treasurer to close the Educational Materials Fund and transfer those monies to the general account to help cover the new budget line for the Subcommittee on Legislative Activities.

The Council accepted the report, subject to approval by a n Audit Committee. (Note: An Audit Coininittee subsequently reviewed the accounts and reported to President Hughes that all was in order.)

Program Committee: President-Elect Lewis announced that preparations were complete for an informative scientific program and distributed agendas to all present. The Council accepted the report. Editor: Editor Striffler was not present, so Secretary-Treasurer Fields read his report. (See Attachment IX.) The Councilaccepted the report and discussed the fact that Editor Striffler’s term had expired as had Associate Editor Horowitz’s. Since the individuals in these offices are appointed by the President after consultation with the Executive Council, a motion was made, seconded, and unanimously passed that the Executive Council recoininend reappointment of both individuals for another three-year term. President-Elect Lewis indicated that these appointments would be made during Executive Council, Session 11, and that he would write letters asking these individuals to accept reappointment. American Public Health Association, Dental Health Section: Chairperson Max Schoen could not attend, so Secretary-Treasurer Fields reported on activities of the Dental Health Section. (See Attachment X.) The Council accepted the report. Meetings Attended during 1980: Secretary-Treasurer Fields reported that he repre- sented AAPHD a t the Annual Session of the American Association of Dental Schools. Past-President Elliott reported that AAPHD will host the next meeting of the National Dental Specialty Organizations. He will attend the NDSO meeting October 11, 1980, to gather more information and coininit AAPHD to act as host.

52 Journa l of Public Heal th Dentistry

0. Other business: 1. President Hughes stated that he had talked with John Greene about a meeting to

discuss AAPHD concerns, as directed by the Executive Council during last year’s Session 11. An insufficient number of people were able to travel to such a meeting to make it worth pursuing.

2. President Hughes announced that the 44th Annual Meeting will be held in Kansas City, Missouri, on October 23-24, 1981. President-Elect Lewis added that Russell Sumnicht will be the Local Arrangements Chairman.

3. Council Member Faine informed the Council that the terms of two of our Consultants to the Commission on Accreditation will expire shortly and two replace- ments must be appointed. President-Elect Lewis will make the appointments a t a later date.

4. President Hughes informed the Council that he had appointed Secretary-Treasurer Fields as our representative on the Appeals Board of the Commission on Accredita- tion.

President Hughes adjourned the meeting.

Respectfully submitted,

W. Thomas Fields Secretary-Treasurer

ATTACHMENT I Report of the Membership Committee

In spite of much activity and change in the membership roster, total membership for 1980 remained static. The following table describes the various membership components:

~~

VOTING ASSOCIATE STUDENT HON/ LIFE TOTAL

1979 Roster 429 18 46 36 529

72 - New Members 33 5 34

Changes from other member- 16 10 3 ship categories

Delinquent -53 - 4 -12

29 -

- 69 -

Changes to other inember- - I 1 -6 -12 ship categories

~ - - 3 - 4 Deceased - 1

1980 Roster 413 23 59 33 528

- 29 -

Vol. 41, No. 1-Winter, 1981 53

ATTACHMENT I1 Annual Report of the Policy Committee - AAPHD

October 10, 1980

I. COMMITTEE MEMBERS Dushanka Kleinman, Gordon Vidmar, Jane Forrest, Patricia Jones, Chair.

Develop and adopt a protocol for policy development and a manual of policies and procedures.

Coininittee members met on two occasions and worked by mail and telephone to address the charge as set forth in the work plan of October 1979.

The Coininittee discussed policy within the organization, speaking with most chair- persons of standing committees and others. Mechanisms for policy development were explored by receiving protocol of other organizations and by seeking guidance in the literature. As a result, a draft of a Protocol for Policy Formulation, Development, Statement and Achievement is now under development. The draft should be reviewed and refined into a final resource document in the coining year.

Resolutions and policy need to consider Coininittee activity and vice versa. If Committee activity does not reflect policy, then policy needs to be changed or developed. There is a reciprocity between policy and resolutions. Policy depends and is based upon resolu- tions and resolutions should support policy development.

A policy is a principal plan and/or a course of action inherently considered by the originator to be wise, expedient, or prudent conduct or management. A policy statement expresses specific policy that is the result of a systematic decision making process par- ticular to AAPHD. Policy needs to follow established regulations within the Constitu- tion/ By Laws and Resolutions.

Policies are made so that objectives may be reached. Policies commit organizations and their resources to a course of action designed to achieve those objectives. Policies should make a difference and not be paper tigers that read “good” to parochial interests.

Because some policies often are stated in terms too broad and/ or too ideal to make their achievement practical, it is recommended: ( I ) that individual “action decisions” be made as subsets of such policies, and (2) that the following steps be followed for determining the best alternatives for achieving the “action decisions.” Briefly, a committee or person originating policy considerations to the House should:

11. COMMITTEE CHARGE

111. COMMITTEE ACTIVITIES

Step 1: Write the Policy Statement in a sequence directed at convertingawareness of need into “do-able” actions. Step 2: Establish objectives for the policy Statement in t e r m of results desired and resources available. Step 3: Set priorities. Classify objectives as critical or essential orjust nice to have. Step 4: Develop alternatives for achieving objectives. Step 5: Policy decisions are made based on objectives not on alternatives, so evaluate alternatives against the objectives. Step 6: Tentatively choose the best alternative. Step 7: Assess the adverse consequences looking at problems and solutions Step 8: Make a final policy decision

The benefits of following such a protocol are that it helps to convince other people, it upgrades policies and decisions, and it provides for evaluation of policies and decisions as required in the Constitution/ By Laws.

Part I1 of this report is a list of AAPHD categories of policy, resolutions, and dates.

54 Journal of Public Health Dentistry

In summary, a t present there are 11 categories. In six of these there are no resolutions. Thirteen resolutions (10 actual with three reaffirmations) fall into five categories. From 1950-1978: six resolutions were passed in the 50's (three of those reaffirmations), one resolution was passed in the 60's, and six in the 1970's.

In review of the resolutions the Committee believes that there are too many categories and proposes to collapse categories into the following: Old Categories Dental Care Program Dental Education Dental Manpower Financing Health Education Health Planning Licensure Prevention Quality Assurance Research Other

New Categories Dental Care Program (and related matters) Education (and related matters) Prevention (and related matters) Legislation (and related matters) Quality Assurance (and related matters) Health Planning (and related matters) Association Management

The Coininittee also proposes that the parameters of each category should be loosely defined. For example, the Dental Care Program category could include matters related to solo, group, private, and institutional practice; fee-for-service as well as capitation, and all factors that impinge upon dental care programs.

The Policy Coininittee proposes that a small subcommittee shall be appointed for each category for a review of resolutions within the category, and that the Committee shall, during the coming year, be prepared to revise, accept, rescind, amend the old, or develop new resolutions with objectives and a timetable to achieve a n end.

The Policy Committee has investigated the global picture of policy within the organization and determined that this Committee must:

1. Identify areas of need for policy development. 2. Coordinate efforts between and among committees to reflect policy and/or to

3. Identify and distribute guidance and support for policy development among

4. Facilitate policy development in a timely manner to increase impact.

develop policy as needed.

committees and members.

IV. PROBLEMS The Coininittee can identify no major problems in achieving the recoininended activities beyond those normally associated with time availability and commitment of members.

The Policy Committee recommends: 1. Acceptance of new categories under which old policies (resolutions) will be orga-

nized and new ones developed. 2. Refinement of a mechanism for policy development and circulation of the protocol

by February I , 1981. 3. Formation of subcoininittees of Policy Coininittee relative to each new category

charged to complete activities outlined in this report by July in order to facilitate House action, when necessary, by the October 1981 annual meeting.

V. RECOMMENDATIONS

4. Complete update of the A A P H D Reference Manual.