ODHA's Transformation

 

ADHA/ODHA/Local Components are transforming to better serve our members.
We are building our future together!

 

A Brief History:
In 2009 ADHA conducted an in-depth analysis of the tripartite organization and began a restructuring to strengthen the organization. This thorough and thoughtful process has started at the national level and is now moved to the constituent (states) and local component levels.

ADHA’s guiding principles for the process are:

  • Legally, fiduciary and ethically compliant
  • Branding cohesiveness
  • States accountable to chartered components
  • States & components compliant with agreements
  • Component charged to meet criteria to continue to be chartered
  • Ensure ongoing compliance
  • Visionary perspective on future member needs
  • Connection and alignment to strategic plan
  • Leading the transformation
  • Alignment to member needs & developments in the profession
  • Ensure continuity and quality of member service and experience
  • Transition strategy that would take place over 1-3 years
  • Consideration of resource allocation on national and state level

Review the full background on ADHA’s Charter Agreements here

What Does This Mean for ODHA?
The ODHA Board of Trustees has been working hard for the past two years on the restructuring that ADHA is implementing. The BOT has dedicated extensive time and resources to managing the process so it will yield the best possible result for our full membership.

The process does require ODHA to make some changes. ODHA has to make decisions that 1- establish a structure that state organization can reasonably and consistently support based on current resources 2- best serve the majority of our membership 3- engage a greater percentage of Oregon’s dental hygienists in active membership.

As part of our new Charter Agreement with ADHA, ODHA must evaluate and make changes in the following areas:

  • Component Structure - ODHA is required to ensure that the component structure can function efficiently and effectively for all members.

  • Component Charter Agreements - ODHA must develop a charter agreement with each component and oversee all components.

  • ODHA Governance Structure – ODHA must evaluate and determine the best governance structure for our constituent. How is the annual meeting held and what structure does it follow to best engage our members? How is the Board of Trustees structured to best represent our membership?

  • ODHA Bylaws review - ODHA will be seeking guidance from legal counsel to review our bylaws to ensure they are in support of our organizations mission and following best practices.

ODHA leadership has analyzed ODHA’s resources and membership, evaluated the opportunities and challenges with all potential structures and thoughtfully discussed what structures will best serve all of our members around the state, be sustainable, and ensure ODHA’s future success.  Based on this process, the BOT has taken the following steps:

  • Determined we do not have the resources (financial, volunteer support, etc.) to support the current number of components. Voted to reduce number of components from current number of 10.
  • Determined and voted all components will be unincorporated, with the exception of those already established incorporated status. Previously incorporated components may choose to keep status as long as they can appropriately maintain it.
  • Recommended returning to a general assembly annual meeting. 
  • Recommended a restructure of the Board of Trustees that would combine the strengths of geographic representation and specialties within dental hygiene. 

 

Timeline - where have we been and where are we going?
The ODHA leadership is following the steps listed below to conclude their evaluation of the above recommendations. Please participate in each of these opportunities.

July 11-12, 2015 – Two-day BOT planning session for an in-depth analysis of ODHA resources and current structure. Evaluated strengths and weaknesses of different component and governance structures.

October 24, 2015 – BOT meeting with District VII Trustee, Lancette VanGuilder present to explain rechartering purpose, process and requirements. Further evaluation of potential component and governance models.

October 30, 2015 - Received charter agreement and toolkit from ADHA.

November – 11, 2015 – Elected leaders thoroughly reviewed charter agreement requirements and compared to current Oregon operations.

November 14, 2015 – Special BOT meeting held at the Oregon Dental Hygiene Conference to review charter agreement line-by-line. BOT voted to execute charter agreement pending legal review by legal counsel in Oregon.

November 23, 2015 -  State officers participated in ADHA Education Webinar on governance implications / bylaws.

December 2015 - January 2016 – Legal counsel review of charter agreement.

December 16, 2015 - State officers participated in ADHA Education Webinar on managing component finances

January 15, 2016 - State officers participated in ADHA Education Webinar on deadlines and compliance.

January 23, 2016- Oregon executed charter agreement!

January 23 - 24, 2016- BOT meeting. All component leaders invited to attend to discuss concerns and thoughts on component structure.  Further evaluation of the governance models identified as best options for ODHA.  Evaluation and discussion of component and BOT structure.
BOT discussed how to best ensure all members are given adequate opportunity to give feedback necessary to make decisions:

  • Scheduled an all member town hall meeting to be held at the Oregon Dental Conference on Saturday, April 9, 2016
  • Determined an all-member survey would be issued and results analyzed in advance of town hall meeting.
  • Determined special online meetings will be scheduled with Component Leaders to discuss process, ask questions, openly discuss concerns and give feedback to help guide the process.
  • Drafted recommendations for Trustees to take to components for feedback.

See full meeting review here.  Component Trustees and elected component leaders receive meeting reviews within one week of meetings.

February 11, 2016 - First member survey launched to gather feedback from all members.

February 17, 2016 - State officers participated in ADHA Education Webinar on Incorporated and Unincorporated Components and Compliance.

March 1, 2016 – Component leadership webinar with Portland, Mount Hood, Rogue, Northeast, Southeast and Linn-Benton Components.

March 8, 2016 – Component leadership webinar with Lane, Washington County, MPY and Central Oregon Components. Listen to the component leadership webinar here!

April 9, 2016 – Member Town Hall at the Oregon Dental Conference at 1:00pm-3:00pm. See presentation here.

April 9, 2016 – BOT meeting to evaluate member feedback and determine next steps of process. BOT  recommends transitioning back to a general session structure and called a special session of the HOD.

April 15, 2016 - Official call to Special Session of the ODHA House of Delegates sent via email and posted online. 

May 5, 2016 - Addendum to ODHA Call to Special Session sent via email to postpone the special session for the following reasons:

  • The ODHA bylaws require any proposed bylaw revisions be distributed to delegation no less than thirty (30) days prior to the HOD meeting.  Additionally, our new charter agreement requires any bylaw revisions to be approved by ADHA. Additional time is required for bylaw revisions to be drafted and reviewed by legal counsel and ADHA.
  • An alternative date may allow more delegates to participate in the special session.
  • ODHA has the full support of ADHA in this transition and can benefit from support from the National level of our tripartite organization.


June 15, 2015 - Official call to Special Session of the ODHA House of Delegates will be sent via email and posted online.  

July 23, 2016 -   A Special Session of the ODHA House of Delegates was held.  The HOD voted to move the governance structure to a voting membership structure and adjusted the bylaws accordingly. A general session annual meeting for all members will be held at the 2016 Oregon Dental Hygiene Conference on Friday, November 11, 2016 at the Sheraton Portland Airport.     View the backgroud information here.

July 23-24, 2016 - Two-day BOT planning session for an in-depth analysis and continued discussion of ODHA component boundaries and Board structure. Evaluated strengths and weaknesses of different component boundaries including major travel routes, population, membership numbers, number of licensed RDHs. and geographical barriers.  BOT approved component charter, new component boundaries and recommended a Board of Directors structure to be discussed with legal counsel.  Developed an implementation timeline.  See full meeting review here.

August  - September, 2016 - Work with legal counsel to draft restated bylaws and articles, and seek advice of board structure, implementation and timelines.   

September 10, 2016 -  BOT meeting.  Approved Board of Directors structure and term limits. Discussed policies and procedures for new component structure considering requirements from ADHA and best practices, per advisors.  See full meeting review here.

September 19, 2016 - Call for leadership posted on odha.org.  Click here for full announcement

September 26-29, 2016 - Executive Committee works with local component leaders and Trustees to schedules meeting in each local component area to discuss new component boundaries and answer questions.

September 29, 2016 - New component boundary announcement sent to all component leaders including dates of local component meetings. 

October 6, 2016 - Newsletter sent to all members including official call to annual meeting and call for leadership.

October 9, 2016 - BOT meeting.  BOT approved restated articles and bylaws from legal counsel, approved creation of annual awards including Member of the Year, Outstanding Achievement, Partner of the Year and Component of the Year.

October 10, 2016New component boundary and bylaw announcement sent to all members. 

 

How can I keep informed?

  • Read the BOT meeting reviews from your trustee following each BOT meeting
  • Read the ODHA newsletters distributed semi-monthly
  • Read ODHA emails sent from info@odha.org and take action when requested
  • Regularly visit ODHA.org for updates
  • Like ODHA on Facebook for status updates and calls to action.

 

How can I make my voice heard?

  • Take the short member surveys! Each survey is designed to be short (10 questions or less).  Links are emailed to all members, included in emails and posted on socail media.
  • Attend the Member Town Hall at the Oregon Dental Conference on Saturday, April 9th at 1:00pm at the Oregon Convention Center.
  • Call or email your Trustee anytime.
  • Call or email your state Executive Officers anytime.
  • Attend the annual meeting at the Oregon Dental Hygiene Conference on November 11-13 in Portland Oregon. More info here.

 

Calling Component Leaders!
Component leaders are asked to work alongside elected leaders charged with making these decisions. Trustees and component elected leaders should be working closely together throughout each step of this process. Component leaders will be invited to attend portions of ODHA BOT meetings and one of our web meeting with trustees and officers. We want to work hand-in-hand with component leaders and talk about the unique needs and opportunities for our component members.