Adopted January 13, 2011 – Amended June 4, 2018
The membership of the Southwest Academy of Restorative Dentistry shall be limited to 125 Active Members.
Section 1. Classification. The membership of this Academy shall consist of Active, Honorary, and Life Members. The qualifications for each class of membership shall be as provided for herein.
Section 2. Active Members. Active members shall possess the following qualifications for admission. They shall:
(a) be members in good standing for a period of at least five consecutive years in their professional organization, to be approved by the Governing Council, before being eligible for proposal to membership; and
(b) be recognized for excellence in the provision or teaching of restorative dentistry or in the specialty support of restorative dentistry; and
(c) be willing to render their best efforts for the purpose of stimulating progress in their professional activity, and
(d) have contributed meritorious service in the profession; and
(e) be willing to cooperate in order to promote the best interest of dentistry and the Academy; and
(f) have attended at least three annual meetings as a guest.
Section 3. Honorary Members. Honorary members may be elected by a majority of the voting members after recommendation by the Governing Council for distinguished service in the field of dentistry. Honorary membership shall not include voting privileges or payment of dues. Only an appropriate fee to cover meeting costs, as determined by the Governing Council, not to exceed 50% of an Active member’s dues amount, shall be borne by Honorary members.
Section 4. Life Members. A member is eligible for life membership after the age of 62 with fifteen (15) years of Active membership, or when he/she feels that circumstances may designate. The Secretary shall present this information to the Governing Council of the Academy for action. If approved, it shall be reported to the membership of the Academy. He/she is to retain all privileges of membership but is exempt from the payment of dues and regular attendance. Only an appropriate fee to cover meeting costs, as determined by the Governing Council, not to exceed 50% of an Active member’s dues amount, shall be borne by Life members.
ELECTION OF MEMBERS
Section 1. Applications for Membership. A candidate’s application for membership must be signed by three (3) active or life members, the sponsoring member and the two co-sponsoring members and include a letter of recommendation from each of the three (3) members. The application must be submitted to the Secretary-Treasurer on the form furnished by the Academy. The Secretary-Treasurer shall present properly completed applications to the Governing Council for discussion and decision. After due consideration of the applications, the Governing Council shall report their recommendations to the Academy members at the General Meeting. Eligibility for active membership will be determined by the majority vote of the members of the Governing Council in attendance and by the majority of the voting members at the annual business meeting.
The approved candidates shall be invited to membership in the Academy. Candidates who accept the invitation to membership shall attend the next annual meeting and shall be received into membership at the General Meeting of the Academy.
RIGHTS AND PRIVILEGES OF MEMBERS
Section 1. An Active member in good standing shall have all of the rights and privileges usually accorded active members, including the right to vote, to hold office in the Academy, to sponsor new members, and to make nominations.
Section 2. An Honorary member shall have all of the privileges of Active membership except the right to vote, eligibility for Life membership or sponsorship of new members.
Section 3. A Life member shall have all of the rights and privileges of Active membership except to hold a position of office.
Section 4. Good Standing. An Active member of this Academy is in good standing if dues and assessments are paid by July 1 of the current fiscal year, and if he/she has not been absent from two or more consecutive annual meetings without excuse therefrom granted by the Governing Council. Excused absence request must be submitted to the Secretary-Treasurer in writing and it must delineate the reason(s) for the absence so the Council may properly consider and approve or disapprove the request. Excused absence will include illness, personal or professional business beyond the member’s control, and speaking engagements at a major dental meeting.
At each meeting of the Academy, the Secretary shall make an attendance roll call at the business meeting.
Section 5. Forfeiture of Membership.
(a) Violation of the Constitution and Bylaws of the Academy, or any part thereof, or any act of any member which in the judgment of the Council, is contrary to the welfare and best interests of the Academy and its members, any act or omission of any member which, in the judgment of the Council, constitutes negligence in the practice of dentistry or a violation of the dental practice act or rules of the Board of Dental Examiners of the jurisdiction in which the member practices, may be grounds for forfeiture of membership in the Academy, which would require a 2/3 vote of the Governing Council.
(b) If any Active member shall fail to attend two consecutive annual meetings without excuse there from granted by the Council, as stated in Chapter III, Rights and Privileges of Members, Section 4, Good Standing, he may be dropped from membership upon a 2/3 vote of the Council.
(c) Any member who is delinquent in the payment of his/her dues shall forfeit his/her membership in the Academy automatically at the beginning of the next annual meeting of the Academy.
Section 6. Reinstatement. Reinstatement of a member of the Academy who has been dropped for nonpayment of dues may be made at the discretion of the Council, provided such prior member pays the arrears, the current year’s dues, plus a delinquent payment penalty equal to
one year’s dues.
INITIATION FEE AND DUES
Section 1. Fiscal Year and Dues Year. The fiscal year for the Academy shall be from October 1 to September 30 inclusive.
Annual dues shall be due and payable on July 1 of each year, and all dues shall be past due if not paid within three months or by September 30th of each year. After this date dues are subject to a late payment penalty of 25% of the annual dues amount. Dues are considered delinquent if they are not paid by July 1st of the following year or 12 months after they were originally due. Chapter III, Section 5, part (C) of these bylaws defines the parameters of membership forfeiture for delinquent dues.
Section 2. Initiation Fee. The initiation fee for new members shall be determined by the Governing Council, and shall be paid as a condition of, and upon election to, Active membership.
Section 3. Annual Dues for Active Members. Annual dues for Active members shall be determined by the Governing Council and approved by a majority vote of the members at the General Meeting at the annual meeting of the Academy. Dues are to be reviewed every two years by the Governing Council. There shall be no refunds.
Section 4. Dues for Honorary and Life members. Honorary and Life members shall be exempt from payment of dues but shall be required to pay an appropriate fee to cover meeting costs, to be determined by the Governing Council, not to exceed 50% of Active member’s dues amount.
Section 5. Fees for Guests. All guests at the annual meeting shall pay an admission fee, the amount of which shall be determined by the Governing Council. The fee will include the cost of luncheon.
Section 1. Annual Meeting. There shall be at least one annual meeting of the Academy held at a place and time to be determined by the Governing Council.
Dates of the Annual meeting will be determined and published to the membership one year in advance.
Section 2. Admission to the Annual Meeting. Admittance to the annual meeting shall be by current membership or by guest invitation of a member in good standing.
(a) Guests. A guest may attend annual meetings if invited by a member in good standing. Abrogation of this rule is at Council discretion in specific instances.
A member’s technician or dental hygienist, upon payment of the prescribed guest fee, may be admitted to the meeting.
Section 3. Special Meetings. Special meetings of the Academy may be called by a majority vote of the Governing Council of the Academy.
OFFICERS AND THE GOVERNING COUNCIL
Section 1. Officers. The officers of the Academy shall be the President, Vice-President, and Secretary-Treasurer.
Only Active members in good standing shall be eligible to hold office.
Section 2. Election of Officers. Election of officers by the general membership shall be held each year at the Annual Meeting of the Academy. The retiring Vice-President shall become President for the ensuing year automatically. The position of Vice-President shall be chosen from the current Governing Council members by a vote of the current Governing Council. The Secretary-Treasurer’s position is a two-year term, and shall be nominated by a current Governing Council member.
The Governing Council at the annual meeting shall present nominations for officers and for members of the Governing Council to the Academy. Additional nominations may be made by written petition of three Active members and delivered to the Chair of the Governing Council at least twenty-four hours before the election.
Officers and Governing Council members are elected by a majority vote of the general membership at the Annual Meeting.
Section 3. The Governing Council. There shall be an executive board known as the Governing Council, which shall have full power to act on behalf of the Academy in the interim between meetings of the Academy.
The Governing Council shall consist of the President, the Immediate Past President, the Vice-President, the Secretary-Treasurer, and three other Active members, one serving a three-year term, one serving a two-year term and one serving a one year term. Each year at the Annual Meeting, the retiring Governing Council member will be replaced by election.
Section 4. Vacancies Among Officers and Members of the Governing Council. Vacancies occurring among the officers and members of the Governing Council during the year shall be filled by vote of the remaining members of the Governing Council.
Section 5. Governing Council Authority. The Governing Council shall transact all business of the Academy except the election of officers and members. By vote of the Governing Council itself, however, or by written petition of three Active members, any matter may be brought before the Academy for action.
The Governing Council shall designate to the President its selection of all ad hoc committees.
Business meetings of the Governing Council shall be open to members of the Academy as spectators provided a written request has been submitted to the Secretary-Treasurer and approved by the President and Vice-President.
The Governing Council shall report its proceedings to the Academy at each annual meeting.
Section 6. Governing Council Meetings. The Governing Council shall hold its annual meeting on the day immediately preceding the annual meeting of the Academy. In addition to the annual meeting, additional meetings may be conducted at the discretion of the Council via electronic mail (e-mail) or by telephone.
At any meeting duly called, five members shall constitute a quorum except that there shall be no quorum unless at least two of the following officers are present: the President, the Vice-President, the Secretary-Treasurer.
Any member of the Governing Council who is absent from two consecutive duly called meetings of the Governing Council shall be dropped automatically as a member of the Governing Council unless he/she can show good cause to the Governing Council for such absence.
Section 7. Special Meetings of the Governing Council. Special meetings of the Governing Council shall be called by the President or when requested by two or more members of the Governing Council.
DUTIES OF OFFICERS
Section 1. President. The President shall:
(a) Preside at all meetings of the Academy;
(b) Perform such duties as pertain to the office;
(c) Upon approval of the Governing Council, appoint all committee members not otherwise provided for herein;
(d) Fill any vacancies on committees occurring during the year after conferring with the relevant committee chair not otherwise provided for herein;
(e) Have general supervision of the work of all committees, and be an ex-officio member thereof.
(f) Hotel room expense of the President, while attending the meetings of the Academy and the Governing Council, shall be paid by the Academy.
(g) Select recipient of the President’s Award – The President will select the recipient of the President’s Award, recognizing an individual who has contributed the most to the success of his/her year as President of SWARD.
Section 2. Vice–President. The Vice-President shall:
(a) Assume the duties of the President in the absence of the President;
(b) Propose to the Governing Council the meeting program for the year, which they will be President, one year in advance for discussion and approval by the Governing Council.
Section 3. Secretary-Treasurer. The Secretary-Treasurer shall:
(a) Keep a record of the proceedings of the meetings of the Academy and
(b) Notify the members of meetings, nominations for membership and
(c) Assist in the processing of nomination and election of members as set
forth in Chapter II of the bylaws;
(d) Keep a listing of members showing their payment of dues, and notify
the Council of members who are delinquent in the payment of dues;
(f) Keep copies of the current Constitution and Bylaws on hand at all times;
(g) Poll the Governing Council on questions of policy.
(h) Take charge of the monies of the Academy; keep an account of same,
and pay all bills approved by the Governing Council.
(i) Present an official audit of the financial affairs of the Academy at the
(j) Necessary meeting expenses, including hotel room expense, of the Secretary-Treasurer, while attending meetings of the Academy and the Governing Council, shall be paid by the Academy.
Section 1. The current edition of Robert’s Rules of Order shall govern at annual and special meetings for the Academy, on points not otherwise covered herein.
Upon recommendation of the Governing Council, the bylaws of the Academy may be amended at any annual meeting by the vote of not less than two-thirds of the Active and Life members present and voting, provided that the members of the Academy shall be notified in writing of such proposed change at least twenty days prior to the annual Meeting at which action is to be taken on the proposal.