Political structure - Mandates

Board of Directors

The Order is governed by the Board of Directors composed of one President and 16 directors. Eleven directors are elected, and four are appointed by the Office des professions du Québec. The Board of Directors is responsible for the general administration of the Order's affairs and for the application of the provisions of the Professional Code and its corresponding regulations. The Board of Directors exercises all the rights, powers and prerogatives of the Order, except those of the members of the Order at the general meeting.

Executive Committee

The Executive Committee is composed of five members elected from among the members of the Board of Directors: the President of the Order, the Vice-President, and three directors, including one director appointed by the Office des professions du Québec. The Executive Committee administers the day-to-day affairs of the Order, and may exercise all the powers it receives from the Board of Directors.

Annual General Meeting

The Order holds an Annual General Meeting during which the President presents a report on activities during the current year. The members approve the financial statements and elect auditors to audit the books and accounts.

Committees

The Order appoints standing and statutory committees to supplement the assistance of its departments and services and to manage its affairs, in accordance with the provisions of the Professional Code. The mandates of these committees are as follows.

Admission Committee

Acting by delegation from the Board of Directors, the Admission Committee examines and decides on applications to practise of the profession.

Audit and Investment Committee of the Fonds d’assurance-responsabilité professionnelle

The mission of this Committee has been defined as follows:

  • Ensure compliance with the obligations of the Fonds d’assurance-responsabilité professionnelle (Fonds) regarding sound business, accounting and financial practices.
  • Monitor the independence of the external auditor and of the appointed actuary, their practices and internal quality control policy.
  • Have the external auditor review the accounting policies and internal control and information management systems during the annual audit.
  • Review all significant correspondence between the external auditor and senior management regarding audit findings in accordance with generally accepted accounting principles in Canada.
  • Ensure the implementation and monitoring of capital management and stress testing policies and report to the Board of Directors on these matters.
  • With respect to the investment policy:
    • Recommend to the Board of Directors the approval of the investment policy.
    • Review the investment policy annually or as required for the annual assessment by the Board of Directors.
    • Ensure that investments reflect the legal obligations of the fund.
    • Evaluate investment performance and ensure compliance of investment portfolios.
    • Evaluate the performance of the investment portfolio manager(s).
    • Make recommendations to the Board of Directors with respect to retaining, as required the services of advisors.
    • Recommend to the Board of Directors one or more external investment portfolio managers and a custodian, and the terms of their respective management or custodial contracts, as required.
    • Report to the Board of Directors on its activities at each meeting and submit its recommendations to the Board.
    • Review quarterly reports of the professional investment portfolio manager(s).
  • Annually assess the performance (skills and resources) of:
    • The external auditor and appointed actuary of the fund and their fees.
    •  The fund’s investment portfolio manager(s) and custodian and their fees.
  • Review the annual audited financial statements before they are submitted to the Board of Directors and, if necessary, have any inaccurate information corrected.
  • Ensure the quality and compliance of the financial statements.
  • Receive and review the quarterly financial statements.
  • Ensure that the P&C financial data are consistent with the financial statements.
  • Recommend to the Board of Directors the operating budget for the coming year and ensure that a proper system of internal controls is in place.
  • Obtain the fee budgets for the auditors and appointed actuary and make a recommendation to the Board of Directors.
  • Receive, discuss and approve the reports of the external auditor and appointed actuary for recommendation to the Board of Directors for adoption.
  • Meet with the external auditor and appointed actuary every year to clarify their respective mandates.

Audit Committee

The mission of the Audit Committee has been defined as follows:

  • ensure effective monitoring of the financial activities of the Ordre des dentistes du Québec and identify the risks of loss to which it is exposed;
  • review the expense accounts of the President, Executive Director and Directors;
  • review contracts containing financial commitments in excess of $150,000;
  • advise the Board of Directors and guide management on the substance and presentation of financial information;
  • ensure that internal control mechanisms are respected and effective;
  • identify the main risks to which the Order is exposed, including information security risks, ensure that appropriate risk management techniques are put in place and ensure integrated risk management;
  • define, for recommendation purposes, the annual rate of salary increases;
  • review the annual budget estimates, ensure that the directions taken by the Board of Directors are respected and make the appropriate recommendations to the Board of Directors;
  • study the evolution of expenses on a quarterly basis according to budget forecasts and report to the Board of Directors;
  • recommend the appointment of the external auditor to the Board of Directors for a final recommendation to the General Meeting of Members;
  • review and approve the estimated cost of the external audit and accounting expertise services required;
  • ensure the independence of the external auditor;
  • review and analyze, in conjunction with the General Manager and Secretary, the Chief Financial Officer and the external auditor, the audited annual financial statements and recommend their approval to the Board of Directors;
  • ensure that reserved surpluses are invested in accordance with the Order's investment policy;
  • review policies specific to its mandate;
  • carry out other mandates as assigned by the Board of Directors.

Conduct and Ethics Investigation Committee

The Conduct and Ethics Investigation Committee exists within the Order to review and investigate any information received regarding a board member’s breach of ethical standards and ethics.

Council for Conciliation and Arbitration of Accounts

The Council acts in accordance with the provisions of the Regulation respecting the procedure for the conciliation and arbitration of accounts of dentists. It rules on any dispute between an individual and a dentist regarding the amount charged for professional services.

Dental Education Committee

The Dental Education Committee is an advisory committee with the mandate of examining, in accordance with the respective and complementary jurisdictions of the Order, universities and the Ministère de l’Éducation, de l’Enseignement supérieur et de la Recherche, issues relating to the quality of dentistry training, to ensure that dentists receive the necessary training to acquire the professional skills required to practise dentistry. Committee members are appointed for three-year terms.

Dentistry Practice Development Committee

The mandate of the Committee is to:

  • promote skill maintenance and knowledge building among members of the Ordre des dentistes du Québec (the Order);
  • encourage members to pursue continuing dental education;
  • help dentists adapt their practice to changes in the field of dentistry;
  • facilitate access to continuing dental education for all members of the Order;
  • ensure that the Continuing Dental Education Policy and, as applicable, the Regulation, meet the needs of dentists and the public.

In fulfilling this mandate, the Committee:

  • draws up the scientific and logistical program for the JDIQ;
  • recommends speakers for the annual ODQ lecture tour;
  • implements and updates the Continuing Dental Education Policy and, as applicable, the Regulation;
  • creates training sessions that the ODQ may request from time to time.

Disciplinary Council

The Disciplinary Council is responsible for hearing complaints against dentists submitted by the Syndic, the Assistant Syndic or by any other individual who suspects a violation of the Professional Code, the Dental Act, the Code of Ethics of Dentists or the regulations enacted under these laws.  The Disciplinary Council consists of a Chair, an attorney assigned by the government, and 31 dentists appointed by the Board of Directors. The Council sits in divisions of three members, i.e. the Chair and two dentists.

Elections Advisory Committee

The mandate of the Elections Advisory Committee is to answer the questions of the Election Secretary about the election process. The Committee is composed of three members appointed by the Board of Directors. 

Examination and Accreditation Committee

The Examination and Accreditation Committee is responsible for:

  • Ensuring that all hospitals have a well-structured dental service or department.
  • Ensuring that all hospitals with an existing dental department or service are accredited by the Order.
  • Establishing the standards and criteria for accrediting a hospital service or department.
  • Studying the records of applicants requesting a multidisciplinary internship, and making appropriate recommendations to the Board of Directors or the Executive Committee.
  • Researching the credentials of all applicants seeking accreditation as specialists, and making appropriate recommendations to the competent authorities.
  • Evaluating requests for a diploma or training equivalence from foreign candidates.
  • Organizing the written and practical examinations prescribed by the Board of Directors, including their date, time and location, and advising candidates accordingly.
  • Compiling and archiving the results of each candidate, and making appropriate recommendations to the Board of Directors.

Governance Committee

The mission of the Corporate Governance Committee is to constantly monitor best governance practices, primarily those applicable to professional orders, and to make recommendations to the Board of Directors for their effective application.

Subject to the duties and responsibilities of the Board of Directors, the mission of the Corporate Governance Committee has been defined as follows:

  • review by-laws, governance policies and codes, including the Code of Ethics and Professional Conduct for Directors and Committee Members;
  • ensure that the various policies of the Ordre des dentistes du Québec are reviewed by the authorities responsible for them;
  • interpret, draft and maintain governance processes;
  • periodically review the composition of committees and working groups and the definition of their mandate;
  • evaluate the performance of the Board of Directors, the committees and their members;
  • review the committee nomination process as required;
  • review the induction process for new directors as well as the compensation model and the director education program;
  • review and recommend approval to the Board of Directors of the Chairman of the Board's allowance;
  • oversee succession planning for the Board of Directors and committees;
  • identify and monitor certain categories of risk, including reputational and governance risks.

The Committee carries out the other mandates entrusted to it by the Board of Directors.


Human Resources Committee

The mission of the Human Resources Committee is to assist the Board of Directors of the Ordre des dentistes du Québec in the implementation and revision of policies and standards in order to ensure effective and motivating human resources management.

Subject to the duties and responsibilities of the Board of Directors, the mission of the Human Resources Committee has been defined as follows:

  • review the nominations received for member appointments to the Order's committees, with the exception of committees composed almost exclusively of directors, with a view to making a recommendation to the Board of Directors;
  • advise, as required, the Executive Director in the exercise of his responsibilities with respect to hiring, evaluation, compensation and succession planning;
  • act, as required, as a selection committee for the hiring of certain executives (in this case, the Trustee, the Assistant Trustees, the Director of Professional Services, the Assistant General Manager and the Director of the Professional Liability Insurance Fund of the Ordre des dentistes du Québec) and make recommendations to the Board of Directors;
  • review and recommend, as required, significant changes to the organizational structure of the management branches (including job descriptions and reporting relationships within the management team);
  • advise the Executive Director with respect to the appointment process for other members of the management team.

Subject to the duties and responsibilities of the General Manager, the Committee shall conduct an annual human resources risk assessment and inquire about the state of labour relations.

Where applicable, the review of applications and interviews for a position at the Order shall be assigned to an ad hoc committee formed by the Board of Directors as soon as a member of the Human Resources Committee indicates his or her intention to apply.

 


Joint Committee Ordre des dentistes du Québec – Collège des médecins du Québec

The mission of the joint committee has been defined as follows:

  • promote dialogue between the two professional orders on issues of common interest, particularly on issues related to the sharing of activities;
  • provide suggestions on how the sponsoring organizations can work together;
  • suggest actions to prevent disputes or reconcile points of view, in the interest of the Quebec public;
  • provide advice on draft guides, standards or regulations;
  • suggest to the boards of directors of both orders the development of common practice tools.

The joint committee is made up of three members, including two elected directors and the Executive Director and Secretary of the Ordre des dentistes du Québec.

Prix Hommage Selection Committee

The Selection Committee for the Prix Hommage awarded by the Ordre des dentistes du Québec consists of three members elected by the Board of Directors. Every year, the Committee calls for and studies recommendations for recipients of the Prix Hommage.

The award recognizes the exceptional contribution by an ODQ member to the development of the profession, in keeping with the Order's mandate to promote dental health and public protection. It is presented annually at the Soirée Hommage held as part of the Journées dentaires internationales du Québec.

Professional Inspection Committee

In furtherance of the core mission of the Order, the Professional Inspection Committee is established to protect the public. More specifically, the mandate of this Committee has been defined by the Board of Directors, in keeping with the relevant legislation, as follows:

  • Defines the short-, medium- and long-term goals of professional inspection.
  • Submits an inspection program and a method for selecting dentists and specialists to visit, and ensures that the inspections are carried out.
  • Informs dentists of all problems noted during the inspection and invites them to correct such shortcomings, where appropriate.
  • Sets priorities regarding the selection of offices to visit, taking account of the strategic objectives determined by the Board of Directors or the Executive Committee.
  • Assigns a code for the problems most frequently noted.
  • Draws up a budget for the human and financial resources required to carry out its mandate.

Review Committee

The Review Committee was created when the Professional Code was reformed in 1994. Upon request from individuals who previously asked that the Syndic hold an inquiry, the Committee issues an opinion concerning the Syndic or Assistant Syndic's decision not to file a complaint.

Within 90 days of the date it receives a request for an opinion, the Review Committee gives its opinion in writing after studying the record and the documents submitted by the Syndic or Assistant Syndic (Professional Code, section 123.4).

As per article 123.5, in its opinion, the Review Committee may:

  • Decide that there is no cause to lodge a complaint.
  • Suggest that the Syndic or Assistant or Corresponding Syndic complete the inquiry.
  • Suggest that the Syndic refer the case to the Professional Inspection Committee.
  • Decide that there is cause to lodge a complaint with the Disciplinary Council and suggest the name of an individual who may do so.

Ruling Committee on Professionnal Liability Insurance

The Ruling Committee will be responsible for processing insurance claims so as to apply the guarantees set forth in insurance contracts issued by the Fonds d’assurance-responsabilité professionnelle, in accordance with the rules and procedures adopted by the Committee.

The Committee could also be asked to develop procedures on the processing of insurance claims to be included in insurance contracts and a program on incident prevention.

Strategic Planning Committee

The mission of the Strategic Planning Committee is to develop, in collaboration with the Executive Director and the various departments of the Ordre des dentistes du Québec, the strategic plan, which includes communication issues, with a view to making a recommendation to the Board of Directors. If required, the committee will propose to the Board of Directors changes to be made to the adopted strategic orientations and objectives. The Committee will also monitor the implementation of the strategic plan, including the strategic communications plan, and the objectives pursued.

Young Members Committee

The role of the Young Members Committee is to encourage recent graduates to participate in the work of their professional order. The Committee's mandate is as follows:

  • Formulate opinions on different subjects related to the Order's mission.
  • Take an active part in seeking solutions, especially to issues affecting young dentists in Quebec.
  • Suggest activities that could help young dentists integrate the profession.
  • Exchange information on the operations of the Ordre des dentistes du Québec and the services offered.
  • Submit recommendations to the Board of Directors.