The following resolutions were adopted during the Annual General Meeting of the Federation of Canadian Dentistry Student Associations held June 16, 2012 in the MacDonald Room, Fairmont Château Laurier Hotel, Ottawa, Ontario.

IT WAS MOVED, SECONDED AND RESOLVED that the French name of the federation as indicated in the title and opening paragraph of the General Bylaws of the Federation of Canadian Dentistry Student Associations, dated April 16, 2012 be amended to read as follows:

Fédération des associations étudiantes en médecine dentaire canadiennes

IT WAS MOVED, SECONDED AND RESOLVED that the current paragraph 3.01 of the General Bylaws of the Federation of Canadian Dentistry Student Associations, dated April 16, 2012 be deleted and that the sections and paragraphs of the bylaws be renumbered as required.

IT WAS MOVED, SECONDED AND RESOLVED that the current paragraphs 7.01 and 7.02 of the General Bylaws of the Federation of Canadian Dentistry Student Associations, dated April 16, 2012 be amended to read as follows:

7.01       Any Canadian dentistry student association representing students from an accredited DDS or DMD program whose governing body has expressed interest in participating in the work of the federation will be designated a member association once their request for membership has been received and reviewed by the governing body of the federation.

7.02       A member association wishing to withdraw from membership must give written notice of its intention to withdraw its membership to a member of the Executive of the federation.  Such withdrawal will take effect as of the end of the next Annual General Meeting (AGM).

IT WAS MOVED, SECONDED AND RESOLVED that the current paragraphs 7.03 and 7.04 of the General Bylaws of the Federation of Canadian Dentistry Student Associations, dated April 16, 2012 be amended to read as follows:

7.03       At the publication of these bylaws, no membership fees are required. All changes in membership fees shall be determined by the Council.

7.04       A member association shall designate two representatives from the DDS or DMD program to the Council. Such representatives shall be entitled to vote on behalf of the member association at meetings of the Council. Other privileges of membership shall be determined by the Council.  The tenure of those representatives is defined in paragraph 9.01.

IT WAS MOVED, SECONDED AND RESOLVED that the current paragraphs 9.01 and 9.02 of the General Bylaws of the Federation of Canadian Dentistry Student Associations, dated April 16, 2012 be amended to read as follows:

9.01       The Council is composed of two representatives named by each member association and whose appointment, including name and contact information has been received by the federation secretariat (as described in paragraphs 14.01 and 14.02 of these bylaws). A council member shall be currently enrolled in an undergraduate dentistry program at the school represented by that Council member.

9.02       Each member association shall appoint one junior member and one senior member. Normally, a junior member will progress to the role of senior member. Representatives should be in different years.

IT WAS MOVED, SECONDED AND RESOLVED that the current paragraphs 10.02, 10.04 and 10.06 of the General Bylaws of the Federation of Canadian Dentistry Student Associations, dated April 16, 2012 be amended to read as follows:

10.02     Other meetings of the Council may be convened by the Executive or upon the receipt by a member of the Executive of a written petition signed by no fewer than a majority of the members of the Council (50% + 1). When such a petition is received, the Executive has fourteen (14) days in which to call such a meeting.

10.04     The AGM may not be held only by telephone, electronic or other communication facility.

10.06     Notice of any meeting may be waived by unanimous consent of the Council and any irregularity in the notice or the calling of any meeting does not invalidate any of the proceedings at the meeting when there has been substantial compliance with the provisions of this section.

IT WAS MOVED, SECONDED AND RESOLVED that the current paragraphs 10.11, 10.13 and 10.14 of the General Bylaws of the Federation of Canadian Dentistry Student Associations, dated April 16, 2012 be amended to read as follows:

10.11     Council members are entitled to introduce agenda items; move, second, and speak to resolutions. For resolutions introduced by Council, each member association will hold one (1) vote, to be cast by the senior member.  Each member of Council shall be entitled to vote in the election of the Executive, including regional councillors.

10.13     The process for the submission of proposals/resolutions to the Council shall be determined by the Executive from time to time and communicated to the member associations.

10.14     Every question or resolution or disputed conflict of interest submitted to a meeting of the Council shall be decided by a majority (50% + 1) of the votes cast, except for changes to these bylaws, to the election protocol, or to the membership fees, which require an affirmative vote of at least two-thirds (2/3) of the members of the Council present at the AGM or other meeting of Council called to consider changes to these bylaws or changes to the election protocol, or to the membership fees.

IT WAS MOVED, SECONDED AND RESOLVED that the current paragraph 11.01 of the General Bylaws of the Federation of Canadian Dentistry Student Associations, dated April 16, 2012 be amended to read as follows:

11.01     The Executive of the federation is composed of the President, Vice-President, and three (3) Regional Councillors: Councillor of Western Canada, Councillor of Central Canada and Councillor of Eastern Canada. The members of the Executive shall be elected by the members of the Council from among the members of the Council during the AGM. Serving members of the Executive shall be currently enrolled in an undergraduate dentistry program. Regional councillors shall be currently enrolled in an undergraduate dentistry program in their designated region.

IT WAS MOVED, SECONDED AND RESOLVED that the title for the current paragraph 11.04 of the General Bylaws of the Federation of Canadian Dentistry Student Associations, dated April 16, 2012 be amended to read as follows:

Qualifications to Serve as President

IT WAS MOVED, SECONDED AND RESOLVED that the current paragraph 11.07 of the General Bylaws of the Federation of Canadian Dentistry Student Associations, dated April 16, 2012 be amended to read as follows:

11.07     The specific duties of the President are to:

a) chair meetings of the Council;

b) act as the chief spokesperson of the federation;

c) act as chief liaison with affiliated groups and associations;

d) serve as official signatory for agreements that commit the federation with other parties and have been approved by the Council;

e) review all invoices received that draw on federation funds prior to payment, ensuring that expenditures are in accordance with activity plans and budgets approved by the Council;

f) serve as ex officio member of all committees;

g) make interim appointments to fill vacancies arising in all committees;

h) appoint members of Council to serve as liaisons to committees;

i) perform such other duties as may be required by the Council; and

j) delegate such duties and responsibilities as he/she deems appropriate.

IT WAS MOVED, SECONDED AND RESOLVED that the title for the current paragraph 11.08 of the General Bylaws of the Federation of Canadian Dentistry Student Associations, dated April 16, 2012 be amended to read as follows:

Duties and Responsibilities of the Vice-President

IT WAS MOVED, SECONDED AND RESOLVED that a new paragraph be added to the General Bylaws of the Federation of Canadian Dentistry Student Associations, dated April 16, 2012 as follows and that paragraphs of the bylaws be renumbered as required:

11.13  If the office of regional councillor becomes vacant, the Executive will appoint another Council member from that region to complete the term.

IT WAS MOVED, SECONDED AND RESOLVED that the current paragraph 12.04 of the General Bylaws of the Federation of Canadian Dentistry Student Associations, dated April 16, 2012 be amended to read as follows:

12.04     Notice of any meeting may be waived by unanimous consent of the Executive and any irregularity in the notice or the calling of any meeting does not invalidate any of the proceedings at the meeting when there has been substantial compliance with the provisions of this section.

IT WAS MOVED, SECONDED AND RESOLVED that the current paragraphs 13.03, 14.01 and 15.01 of the General Bylaws of the Federation of Canadian Dentistry Student Associations, dated April 16, 2012 be amended to read as follows:

13.03     A member of the Council or the Executive shall not be present (by physical or electronic means) for discussion and voting on any matter that raises a conflict, unless the person’s presence is required to maintain a quorum.

14.01     The secretariat of the federation shall serve as an office responsible for the administrative affairs of the federation and will assist with carrying out the goals and objectives as determined by the federation.  The secretariat will be hosted by the Canadian Dental Association (CDA) at its offices located at 1815 Alta Vista Drive, Ottawa, Ontario, K1G 3Y6.

15.01     The Council shall set the fiscal year-end of the federation, from time to time.

IT WAS MOVED, SECONDED AND RESOLVED that the current paragraph 16.02 of the General Bylaws of the Federation of Canadian Dentistry Student Associations, dated April 16, 2012 be deleted and that the sections and paragraphs of the bylaws be renumbered as required.

IT WAS MOVED, SECONDED AND RESOLVED that the current paragraphs 17.01 and 18.01 of the General Bylaws of the Federation of Canadian Dentistry Student Associations, dated April 16, 2012 be amended to read as follows:

17.01     The Bylaws of the federation may be repealed or amended by an affirmative vote of the Council as specified in section 10.14.

18.01     These general bylaws for the Federation of Canadian Dentistry Student Associations take effect June 16, 2012.

IT WAS MOVED, SECONDED AND RESOLVED that the General Bylaws of the Federation of Canadian Dentistry Student Associations, dated April 16, 2012 be approved, as amended.

IT WAS MOVED, SECONDED AND RESOLVED that the followed be elected for a one-year term to end at the completion of the next Annual General Meeting:

  • President                                        Jay Chan (UBC)
  • Vice-President                               Shannon Munsie (Western)
  • Regional Councillor – Eastern     Toufic Boulos (Montréal)
  • Regional Councillor – Central     Athena deBrouwer (Western)
  • Regional Councillor – Western   Linda Lan (Alberta)

IT WAS MOVED, SECONDED AND RESOLVED that an Election Protocol Working Group (EPWG) be established to determine the process by which elections to the Federation of Canadian Dentistry Student Associations (FCDSA) will be conducted.

The EPWG will be composed of Gabriel Pissardo (Montréal), Athena deBrouwer (Western) and Jay Chan (UBC). The EPWG will submit a draft protocol to the Executive for review within the next six months so that a final draft might be circulated to the Council for approval and use prior to the next Annual General Meeting.

IT WAS MOVED, SECONDED AND RESOLVED that a Council Invitation Working Group (CIWG) be established to determine which organizations or individuals are to be invited to meetings of the Federation of Canadian Dentistry Student Associations (FCDSA) Council. 

The ICWG will be composed of Jay Chan (UBC), Robert Karanofsky (McGill) and Shannon Munsie (Western). The ICWG will submit a draft list to the Executive for review within the next six months so that a final list might be circulated to the Council for approval and use prior to the next Annual General Meeting.

IT WAS MOVED, SECONDED AND RESOLVED that an Internal Communications Committee (ICC) be established to consider communication strategies and methods to make dental students aware of the Federation of Canadian Dentistry Student Associations (FCDSA). 

The ICC will be composed of Phil Hou (UBC), Toufic Boulos (Montréal), Shaun Sharma (Toronto) and Gabriel Pissardo (McGill). Paul Harris (CDSPI) and Dean Smith (CDA) will serve as consultants. The ICC will submit a progress report to the next Annual General Meeting.

IT WAS MOVED, SECONDED AND RESOLVED that an External Communications Committee (ECC) be established to consider the structure and functionality of a website for the Federation of Canadian Dentistry Student Associations (FCDSA). 

Membership of the ECC will be determined by the Executive.  Dean Smith (CDA) will serve as consultant. The ECC will submit a progress report to the next Annual General Meeting.