AGD Constituent Action Report Format
What is an Action Item Report?
The goal of an Action Item Report is to give the Board relevant facts so it can take action
on a decision on the subject of the report. In many instances the action item report will
have financial implications.
Steps to creating a successful action item report include:
 Confirm who wants the report and why.
 Gather data related to the topic.
 State the required Board action to be taken.
 Provide an introduction, necessary information, advantages and
disadvantages, unknown factors and budgetary implications that are essential
to making an informed decision on the requested action item.
Below is a sample action item report your constituent can adopt or modify to fit your
needs.
Sample Action Item Report
AGD Constituent Action Report Template
Reinstate 2nd Continuing Education Program
Prepared by: Include the author(s) of the report.
Dr. John Doe, Continuing Education Chair
Date of Report: Include the date the report was prepared.
August 1, 2011
Total Financial Cost: Give the approximate total of all costs including direct and
staffing costs (if the constituent has paid staff) that would be necessary if this action is
approved. For example:
$10,000, Direct Costs (Approximate Hotel, Meals, Speaker Honorarium expenses
for second member continuing education program, etc.)
$0.00 Staff Cost (existing staff time)
$10,000 Total Costs
Budget Ramifications:
Please specify if the funds are budgeted or unbudgeted and the impact this request will
have on current or future budgets.
$10,000 is being requested from the 2011 contingency (emergency) fund
Action/Timeline:
Clearly define action, the deadline for the action to take place and when it will go into
effect. For example:
Recorded vote at the September 2011 Board meeting. Implementation in November 2011.
3/10/10
Resolved:
The ______ AGD Continuing Education Committee recommends the following:
"Resolved that a second member continuing education program of the _____ AGD
be approved.”
Introduction:
Explain the item(s) to be reviewed. For example:
A second member continuing education program for the Continuing Education
Committee is on the list of strategic planning items and constituent metrics to be
completed in FY2012 .
Approve 2nd Member Continuing Education Program:
The ____ AGD Board, as part of its annual goal setting strategy, recommended that the
CE Committee explore options to increase member value by offering more continuing
education programs in 2012. The Board, at its May meeting, approved this goal.
However, implementation of a second program was placed on the Pending Projects list, a
list of items that would have significant financial implications but important enough to
consider funding.
Necessary Information:
The first bullet point will reflect leaders that had input in the report. The remaining
bullets will list all background information that the reader will need to make an
informed, knowledge-based decision. For example:
 Dr. John Does, chair for the Continuing Education Committee and members
including Drs. _____, _____, _____ and _____ have provided input for the
information of this report.
 The Continuing Education Committee is scheduled to meet November 15.
 The committee feels a second continuing education program is of value to members
and supports the ____ AGD metric and goal # ___ in the strategic plan.
 A second CE program held during the AGD dues renewal would be a tangible benefit
of their AGD membership and encourage continued membership within the
organization.
 The the 2nd CE program would provide additional non-dues revenue for the
constituent.
What We Don’t Know:
List the unknown factors that may be helpful to the reader. For example:
 We don’t know how many members will register for the second CE program.
Advantages and Disadvantages:
Advantages:
List the pros. For example:
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

Continuing education is the hallmark of the AGD and most members join because of
the opportunities.
The courses offered by the ____ AGD have been a revenue stream for the ____ AGD.
Disadvantages:
List the cons. For example:
 The continuing education market is saturated and members can have their CE needs
met in a variety of ways outside of the ____ AGD.
 The cost of a second CE program, there is only so much funding available.
How it Fits into the ____ AGD Strategic Plan:
Add the appropriate goal and objectives that align with this action. For example:
Goal # 1: The ___ AGD will increase the value of AGD membership by providing
benefits and services for general dentists.
Objective 1: Establish __AGD as the premier CE organization/provider in the state.
Therefore, a 2nd Continuing Education program will directly support Goal 1.
Responsible Staff Liaison & AGD member:
List the constituent leader(s) responsible for this report. Include their contact
information. For example:
John Doe, DDS MAGD, CE Chair, ____ AGD
123.456.7890 - p
John.doe@yahoo.com
3/10/10
H&S Research Findings
Non-Member/Member Needs Assessment – (Summarized)
Non-Members
1. AGD existing benefits are not a driver for membership.
2. AGD must allocate its resources according to drivers for membership.
3. AGD must differentiate itself from the ADA in a positive and dynamic way.
o There is a lack of Information about AGD in the dental community.
4. The following three goals/mission/brands were identified as drivers to join an
organization:
 Voice of the general dentist.
 An advocate for general dentists.
 Greater consumer awareness and image-building.
5. Non-members wanted assistance with practice management, particularly in
marketing, when they were beginning their careers.
Members
1. AGD must increase its younger dentists’ involvement to avoid issues with the
organization’s long-term viability.
2. AGD must allocate resources according to member interest.
3. Members identified the following three goal/mission/brands most often as the
AGD:
 The voice of the general dentist.
 An advocate for general dentists.
 Greater consumer awareness and image-building.
4. Members define advocacy as lobbying and legislative activity and creating
greater consumer awareness.
5. Members want more practice management resources.
6. AGD must communicate its Strategic Plan.
Consumer Research/Member Perceptions of a General Dentist – (Summarized)
1. “Family dentist” is the only term/phrase that accurately can replace “general
dentist.”
2. Personal or professional recommendations are the primary influencing factor
in how Moms decide on a dentist.
3. The public would be more intelligent about dental care and general dentistry if
they knew there were better Web sites available.
4. Moms of young children (younger than five years old) offer AGD the greatest
opportunity for awareness.
5. There is a lack of awareness and usage of dental associations and
organizations among the public.
6. Members want the public to be made more aware of the AGD’s CE
requirements.
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