Agenda committee

The duties of the conference agenda committee include organising the arrangements and agenda for the next LDC Conference or any Special Conference.
Its membership consists of the Conference Chair, Chair-Elect and immediate Past Chair of Conference, the honorary treasurer, the chair of GDPC, and three LDC committee representatives.

Role descriptions of agenda committee members

LDC Agenda committee (AC) members

At each Annual Conference one person shall be elected to the Conference Agenda Committee to hold office from the end of the Conference at which they are elected for a period of three years. The nominations cannot be taken from the floor in the virtual conference.
All agenda committee members have in the past been expected to attend 4 all day meetings held per year held at BDA HQ in London as well as the LDC conference which is held over 2 days. Currently during the coronavirus epidemic meetings are being held virtually and more frequently than before but are generally shorter in length. The number of meetings will be determined by events moving forward.
Meeting are usually held in:
  • September
  • January
  • April
  • May
  • With LDC conference normally in June
Attendance at meetings is funded from the LDC Conference account at guild rate.

Key tasks of AC members

Read papers in advance of all AC conference organisation meetings.
Take part in discussions and debates led by the chair concerning the format, content and running of the next year’s conference.
Take part in email discussions as and when necessary.
Assist the chair during the conference.
Contribute to conference in any way you feel able to eg taking photographs, buddying new delegates, helping delegates to network.
Promote the conference locally within your LDC and generate interest within the profession for attendance at conference.

LDC Conference chair elect

Elected at conference for a 3 year period
1st year -Conference chair elect
2nd year - Conference chair
3rd year - immediate past chair

Key tasks

  • Shadow/assist chair in 1st year
  • Chair LDC official’s day afternoon session
  • Take over from chair at the end of conference and then close conference
  • Attend Scottish LDC Conference
  • Act as honorary secretary for banking purposes

LDC conference chair

Elected at conference for a 3 year period
Ist year -Conference chair elect
2nd year - Conference chair
3rd year - immediate past chair

Key tasks

  • Choose the location and venue for the conference they will chair (and special conference if necessary)
  • Establish a theme for the conference
  • Lead committee on deciding on the agenda and speakers for conference
  • Write blogs keeping LDCs in touch with developments
  • Chair all AC meetings and the conference
  • Chair LDC Officials’ day morning session
  • Liaise with stakeholders wishing to take part in conference
Attend where possible meetings to update stakeholders which may include (but are not limited to):
  • GDPC – 3 times per year
  • RLG ‐ twice yearly
  • British dental guild twice yearly
  • Young dentist committee of BDA
  • Associate group of the BDA
  • Scottish LDC conference
  • Finalise the motions for debate
  • Liaise with the conference organisation staff
  • Suggest amendments to standing orders when necessary
  • Address any complaints made to the AC
  • Ensure that Conference resolutions are considered expeditiously and appropriately by the General Dental Practice Committees or other appropriate bodies, and to report such resolutions to Conference representatives in a timely manner.

Immediate past chair

  • Be responsible for the privacy and GDPR policies of the AC and ensure they are up to date and posted on the web site
  • Analyse feedback from conference and apply learning to next conference

Treasurer

Position is for 1 year, elected each year at conference. The incumbent treasurer may be re-elected any number of times on an annual basis.

Key tasks

  • Management of LDC Conference accounts including collecting contributions from Local Dental Committees, sponsors of Conference and exhibitors, plus settling travel and subsistence claims for Conference and LDC Official’s Day as appropriate.
  • Keeping accurate financial records.
  • Presentation of Financial Statement to Conference after approval of Auditors.
  • Regular liaison with Conference Events Managers to prepare a financial budget for Conference.
Time commitment is approximately 40hrs per annum plus 8.5 days annual meeting attendance.

Honorary auditors

Position is for 1 year, elected each year at conference. The incumbent auditors may be re-elected any number of times on an annual basis.
It shall be the duty of the Honorary Auditors to examine and report upon the accounts submitted by the Honorary Treasurer to the next Annual Conference following their appointment.

GDPC

Conference elects a member to GDPC.
At each Annual Conference one person shall be elected to the General Dental Practice Committee to hold office from the end of the conference at which they are elected to the end of the third subsequent annual conference.