Congratulations! You've been appointed to one of the Academy's Councils, Committees, or Task Forces, known as CCTFs. We welcome your participation and thank you in advance for your time. The activities of a CCTF have a direct impact on the decisions made by the leadership of the Academy and help support and advance the strategic goals of the Academy. The information contained in this guide will help you be an effective CCTF member. We have included helpful general information. If you have any questions about the mission or function of your particular CCTF, please contact either the Chair directly or your staff liaison. We'd like to extend an additional welcome to our resident members. Residents represent the future of our specialty and we hope that your early involvement in the Academy will foster a long-term desire to promote the interest of the specialty through the Academy and ultimately the health and treatment of your patients. Residents are non-voting members and while the precise role of the resident will vary depending on the specific CCTF, rest assured that your participation is highly valued. This slide provides an overview of your responsibilities as a CCTF member. The next few slides will drill down into the detail of all responsibility. Time Commitment. CCTFs generally meet face-to-face at the annual meeting and at the Innovation Academy meeting if the Chair determines there is sufficient business to conduct. In addition, some CCTFs meet during the year via conference or video call and or conduct additional business by email. In general, CCTF meetings and calls are scheduled well in advance of the actual event. Every attempt is made to accommodate the majority of members across multiple time zones and care is taken to schedule calls to minimize time away from clinic and patients. Terms of Office begin and end at the conclusion of the annual meeting. Incoming CCTF members are invited to attend meetings held at the annual meeting as non-voting guests. Attendance and Participation. Participation in meetings may be either in person or virtually, depending on the Chair and the needs of the CCTF. Responding to email requests for information, availability emails, and responses to email ballots are all important CCTF member responsibilities. In order for an action item to be approved, a quorum, 50% plus one of the voting CCTF members, must be present at all meetings or calls. Not having a quorum slows down the work of the CCTF. At any time during your appointment term, should your business or personal commitments change and you have difficulty fulfilling your CCTF appointment, please contact your Chair and discuss your options. Unless excused by the Chair, a member with 50% or more unexcused absences for meetings, calls, or email ballots within a one-year period may be removed from their appointment. Be Prepared. Agenda and background materials are sent prior to each meeting or call. Read through all the agenda materials. If there is anything you need more in-depth information on, contact the Chair or Staff Liaison in advance of the meeting. This provides time to gather additional information to have available at the meeting or call. The Academy relies on its CCTFs to thoroughly review and make suggested edits and ultimately approve many items, including Academy policies, public messages, and more. Therefore, careful review and consideration of all motions by all CCTF members is of the utmost importance. Try to arrange to join the meeting or call approximately five minutes prior to the beginning of the session. Once a quorum is established, the business of the meeting can promptly begin to be respectful of everyone's busy schedules. Parliamentary Order. The Academy follows the American Institute of Parliamentarians' Standard Code of Parliamentary Procedures, previously Sturgis, when running a meeting. As mentioned earlier, a quorum is the minimum number of voting members of a CCTF who must be present for valid transaction of business. For a Chair to declare a quorum, there must be participation by 50% plus one of the voting CCTF members. If a CCTF has 13 voting members, seven must be present at the beginning of the meeting or call. Once a quorum is established, it carries throughout the meeting. However, should any of those originally counted towards the quorum leave the meeting, a member may request another call for a quorum. If a quorum is no longer present, the CCTF may no longer take any motions during that meeting or call. To keep the work of the CCTF moving forward, discussion can take place and any motions could be handled by email ballot. Parliamentary Procedure are the general accepted rules, precedents and practices commonly employed in the governance of deliberative assemblies. Points to remember. Be recognized. It's important that a voting member of the CCTF first have the floor before presenting a motion or new order of business. This is typically done simply by the raise of a hand and recognition by the Chair. Chairs cannot make motions. Motion is presented. The appropriate language to use is, I move that we. Once a motion has been proposed, another member must second the motion for it to be considered by the CCTF. Motion is seconded. The appropriate language to use is, I second or I second the motion. Motion is discussed. Only motions that have been properly moved and seconded should be discussed. Vote is taken on motion. After discussion, the Chair should call for a vote for the motion on the floor. Voting can be conducted by voice vote, yay or nay, or by raise of hands, or by roll call or email ballot. Most votes can be determined by a simple voice vote or raising of hands. Duty of Care. The duty of care means that member leaders are required to exercise ordinary and responsible care in the performance of their duties, exhibiting honesty and good faith. Ordinary and responsible care means that care that a similarly situated, prudent person would exercise in similar circumstances. Duty of Loyalty. The duty of loyalty requires members to pursue the best interests of the AADA rather than their own personal or financial interests or those of another individual or entity. Duty of Obedience. Subject to compliance with the law generally, the duty of obedience requires the member to act consistently with the organization's mission and purpose and its articles of incorporation, bylaws, and other policies or procedures. Confidentiality and Conduct. As a member serving within the Academy's governance structure, you have agreed to maintain the confidentiality and any confidential or proprietary information that you encounter in your service to the Academy. You should assume that all information discussed or presented to you as a CCTF member is confidential and proprietary. As a member serving within the Academy's governance structure, you are expected to behave responsibly and professionally, in person or virtually, and to abide by the conduct of AADA meetings and the AADA Activities Board Governance Policy. There may be times all members do not agree on a point of view. However, if a vote is taken and a motion approved, the members should support the decision as a whole as the committee speaks with one voice on the outcome. In order for the Academy to operate most effectively, to further the purposes of which it is organized, it is important that Academy decisions and actions not be unduly influenced by any special interests of individual members. Therefore, it has always been, and continues to be, important to identify outside interests that may be direct, indirect, or potential conflicts of interests that might improperly affect Academy activities or decisions. The Academy has adopted a formal system for the disclosure and evaluation of outside interests and management of any actual and potential conflicts. When you complete your Disclosure of Outside Interests form, you also agree to abide by the Academy's Code of Conduct, Policy Agreement, and Copyright Assignment of Work Product Policies. Disclosure forms must be updated a minimum of once every 12 months, and reflect relationships for the past 24 months. You can find these policies in the Governance Handbook. This is the Academy's governance structure, how we keep the Academy moving. If you look to the sidebar of this slide, you will see how projects move through the structure. It might also give you a glimpse into why some projects take longer to work their way through the structure than others. A lot has to do with where they originate and how active the particular entity is. You can find the mission statement, time commitment, skill set, composition, and other specifics of each of the governance entities in the Governance Handbook. The Governance Handbook is a great reference for you during your service on a CCTF. You can access the handbook and other helpful information on the Academy's website. In summary, as a member of a council, committee, or task force, be prepared and compliant, attend and participate at meetings, and review the governance resources. These tips will help you succeed in your role as a CCTF member. Thank you for taking the time to review this presentation. We appreciate your time and commitment to the Academy. If you have any questions, please reach out to your staff liaison or email the Academy at csciwc at aad.org.

video transcript

CCTFs

decision-making

responsibilities

conflicts of interest