Bylaws of Insurance Women of Monmouth County

Click for Standing Rules

Revised July 1, 1999

article i

name

The name of this non-profit organization shall be the Insurance Women of Monmouth County, an association affiliated with the National Association of Insurance Women (International), hereinafter referred to as the Association.

article ii

purpose

NAIW serves its members by providing professional education, an environment in which to build business alliances, and the opportunity to make connections with people of differing career paths and levels of experience in the insurance industry.

membership and dues

Membership

Active Member Membership is open to individuals, as defined in the membership eligibility policy, and to those no longer employed in the risk and insurance field but who have been a member of NAIW for at least five (5) years. All active members are entitled to make recommendations, and hold both elected office and appointed positions at all levels of the association.

Admission, Renewal, Resignation, Revocation

Application for and renewal of membership shall be made on the official form obtained from NAIW headquarters, accompanied by the required amount of dues. New applications shall receive approval of the local association board of directors. Membership is effective upon receipt at NAIW headquarters of these items. Resignation and revocation provisions are outlined in Article III, Section B of the NAIW bylaws.

Dues

Dues shall be payable on or before June 1 in an amount set forth in the standing rules plus the prescribed amount payable to NAIW, and in accordance with Article III, Section C of the NAIW bylaws.

Fiscal Year

The fiscal year of this association shall be from the first day of July to the last day of June of the following year, inclusive.

officers

The officers of this association shall be president, first vice president, second vice president, recording secretary, corresponding secretary, treasurer, and one (1) director.

Term of Office

These officers shall be elected annually for a term of one (1) year, or until their successors are elected and assume office. They shall assume office and duties on July 1. No member shall hold more than one office at a time.

Duties of Officers

The officers shall perform the duties prescribed by these bylaws, the standing rules and the parliamentary authority adopted by the association.

The president shall:

Preside at all meetings of the association and the Board of Directors.

Appoint all standing committee chairmen except chairmen of the bylaws, membership and program committees and such other committees as authorized by the association or Board of Directors.

Be an ex-officio member of all committees except the Nominating Committee.

Perform other duties as pertain to the office of president.

The first vice president shall:

Perform the duties of the president in the event of her absence or disability.

Be chairman of the program committee.

Perform other duties as pertain to this office.

The second vice president shall:

Perform the duties of the president and first vice president in the event of their absence or disability.

Be chairman of the membership committee.

Perform other duties as pertain to this office.

The recording secretary shall:

Take minutes of the meetings of the association and Board of Directors, and special meetings, if any.

Provide a copy of the minutes of the meetings to the president.

Maintain an accurate list of attendance at both the regular and Board of Directors meetings.

Perform other duties as pertain to this office.

The corresponding secretary shall:

Handle all correspondence as directed by the Board of Directors.

Read all correspondence as directed by the president.

Be responsible for the issuance and mailing of the monthly bulletins to all members and others as directed by the Board of Directors.

Perform other duties as pertain to this office.

The treasurer shall:

Be custodian of all funds of the association. Receive all monies and disburse funds only upon the sanction of the Board of Directors or the membership.

Pay annual dues to NAIW when billed. Pay new member dues to NAIW immediately upon acceptance by the Board of Directors.

Submit a full itemized written report to the president at each regular and Board of Directors meeting.

Submit her books and records for audit when required.

Mail renewal dues notices to all members 60 days prior to the due date.

Maintain an itemized record in a permanent file of all receipts and expenditures.

File any and all tax forms required.

Perform other duties as pertain to this office.

The director shall:

Assist the officers of the association as may be required.

Be chairman of the bylaws committee.

Vacancies

A vacancy in the office of president shall be filled by the first vice president who shall succeed to the office of president for the remainder of the term.

If a vacancy should occur during the year in any other office, the vacancy shall be filled by the Board of Directors.

Any member of the Board of Directors having missed three consecutive meetings except for illness or unless prior approval was granted shall forfeit the office held. Member shall be so notified in writing by the recording secretary.

nominations and elections

Nominations

No later than the regular meeting in January a nominating committee of three (3) members shall be elected by the general membership.

The nominating committee shall nominate one (1) or more candidates for each office to be filled at the annual meeting.

The nominating committee shall report to the membership at the regular meeting in March. Each candidate shall have consented to serve.

The list of nominees shall be published in the April bulletin.

Nominations from the floor shall be permitted prior to the election. The candidate shall have consented to serve.

Elections

Officers and the director shall be elected by ballot in April.

In the event there is only one candidate for any office, voting on that office may be by voice.

meetings

The regular meetings of the association shall be held on the fourth Tuesday of each month, unless otherwise ordered by the association or by the Board of Directors.

The meeting in which the officers are installed shall be known as the annual meeting and shall be for the purpose of receiving reports of officers and committees and for any other business that may arise.

Special meetings may be called by the president or by the Board of Directors or upon written request of five (5) members. The purpose of the meeting shall be stated in the call. Except in cases of emergency, at lest three (3) days notice shall be given.

Thirty percent (30%) of the members shall constitute a quorum at any regular or special meeting.

This association shall be entitled to representation at the annual convention, regional conference and state council meetings of NAIW as out lined in Article VII, Sections A.2, B.2 and C.2 of the NAIW bylaws. The delegate and alternate shall be elected by the Board of Directors.

Associations are entitled to propose amendments to the NAIW bylaws as outlined in Article XI Section A of the NAIW bylaws. Proposed amendments may be made by associations as outlined in the regional and state standing rules.

board of directors

Board of Directors

The Board of Directors shall consist of the officers and one director, all of whom shall have a vote.

Committee chairmen shall attend and participate at all Board of Directors meetings without vote.

Duties

The Board of Directors shall:

Supervise the affairs and conduct the business of this association between business meetings

Make recommendations to the membership.

Be subject to the orders of the membership.

Not act in conflict with actions taken by the association.

Meet monthly at a time and place determined by the Board of Directors.

Perform the duties prescribed in these bylaws, the standing rules and the parliamentary authority adopted by the association.

The Board of Directors shall have the authority to:

Expend funds allotted in the approved budget.

Authorize non-budgeted expenditures not to exceed fifty dollars ($50.00) without prior approval of the membership.

A majority of the Board of Directors shall constitute a quorum.

It is recommended the Board of Directors secure a Fidelity Bond to meet the needs of the association.

committee

There may be the following standing committees: Bylaws; Education; Legislative; Long Range Planning; Membership; Public Relations; Safety; Sunshine; Employment; Program.

Duties of Standing Committees:

The chairman of the Bylaws Committee shall be the incoming director. This committee shall consider all written proposed changes of the national, regional and state bylaws and standing rules and shall present them to the association with recommendations. It shall also review local association bylaw changes and submit them for approval.

The Education Committee shall recommend and supervise educational programs and courses of study in insurance and related subjects. The Education Committee should promote NAIW programs.

The Legislative Committee shall keep the membership advised of local, state and national legislation affecting the insurance industry and shall promote a legislative program.

The Long-Range Planning Committee shall recommend goals to the Board of Directors to further the purpose of the association and NAIW as outlined in Article II of the NAIW bylaws.

The chairman of the Membership Committee shall be the second vice president. This committee shall receive applications for membership and make appropriate recommendations to the Board of Directors. The chairman shall maintain a permanent file of all membership applications, and shall provide all new members with a copy of the association bylaws and standing rules. This committee may give assistance in organizing new associations and work with the state Membership Development Committee chairman.

The Public Relations Committee shall foster public relations programs and shall submit news items and photos of association activities to local press and insurance industry media and to Today’s Insurance Women editor at NAIW headquarters for publication.

The Safety Committee shall foster safety programs.

The Sunshine Committee shall carry out the wishes of the association.

The Employment Committee shall assist members in obtaining positions and serve as a resource for insurance employers of the community.

The chairman of the Program Committee shall be the first vice president. This committee shall plan and arrange the association programs at each regular meeting, in cooperation with other committees to further the objective of the association, unless otherwise instructed by the president.

parliamentary authority

The rules contained in the latest edition of Robert’s Rules of Order Newly Revised shall be the parliamentary authority for all matters of procedure for this association not specifically covered by its bylaws and standing rules.

amendment of bylaws

These bylaws may be amended at any regular meeting by a two-thirds (2/3) vote provided that the amendment has been submitted in writing at the previous regular meeting or has been mailed to the entire membership at least ten (10) days prior to the meeting at which it will be considered.

A copy of the revised bylaws must be sent to NAIW headquarters immediately following approval by the membership. If the revision is not in compliance with NAIW bylaws it must be reworded and voted on again by the membership.

dissolution

To effect dissolution of this association, these bylaws must be rescinded by a two-thirds (2/3) vote of the membership after ten (10) days notice has been mailed to each member. In the event of dissolution, the association shall notify the regional vice president and state director in writing indicating the reason(s) for the dissolution and shall return the association charter and NAIW materials to the regional vice president as outlined in Article VI, Section C.3 of the NAIW bylaws.

B. The Board of Directors then holding office shall distribute the assets of the association remaining after the payment, satisfaction and discharge, or adequate provision thereof, of all liabilities and obligations of the association to one or more corporations, societies, or organizations operated not for profit which shall be deemed to further the field of insurance.

Standing Rules

Revised March 6, 1990

Amended October 1999

1. MEMBERSHIP ELIGIBILITY

A. For the purpose of determining the eligibility for membership in the association, a person will be considered to be "employed in the risk and insurance field": if their primary employment consists of the following activities:

1. Insurance agents or brokers and their employees.

2. Employees of insurance companies

3. Employees of industry related bodies and organizations including but not limited to:

a. Local, state or federal insurance regulatory agencies or bureaus.

b. Insurance premium finance and accounting services.

c. Insurance publications or insurance education organization

d. Local, state or national industry trade organization.

e. HMO and PPO type organizations.

4. Risk counselors and risk managers and their employees.

5. Employees of firms engaged in loss control, claims adjustment, inspection services, insurance litigation or employee benefits.

6. Insurance educators.

7. Insurance consultants.

Persons "employed in the risk and insurance filed" shall also include persons who are self-employed in any or all of the above described categories.

Regardless of change of employment status during the year, the category of active member is retained for the duration of that fiscal year.

This policy was adopted 1/14/94 for prospective applications only and is not intended to and does not deprive any person of membership who was a member in good standing as of 6/12/91.

B. Employees of glass companies, law firms, cleaning services, employment agencies, insurance-related computer services, and other organization who might seek membership as a means of financial betterment are not eligible as new members to NAIW. The "Grandfather" clause covers those who are already members.

The above ineligible classes of employment are eligible as Support Membership in the Insurance Women of Monmouth County only.

2. DUES

A. The dues of this association shall be as follows:

ACTIVE MEMBERS $20.00 plus NAIW National Dues

ASSOCIATE MEMBERS $20.00 plus NAIW National Dues

SUPPORT MEMBERS $30.00

This category shall include retired members ONLY when they no longer wish to retain their National membership, or for those not eligible for Associate member status.

The dues billing shall include at all times a separate listing of the amounts due NAIW and INWOMOCO.

B. New members will remit dues with application and shall pay the full dues amount if the application is to be submitted to NAIW between July 1 through December 31. N New members whose application will be submitted to NAIW between January 1 and June 30 shall pay for one-half the full annual dues amount.

C. The Membership chairman shall obtain new member applications and appropriate

Dues and submit to the Board of Directors for approval at the board meeting immediately following receipt. The Treasurer shall immediately remit dues to NAIW following acceptance of membership by Board of Directors.

D. The membership chairman shall develop a new membership list in August of each year, for distribution to the general membership in September.

E. Transfer of Membership:

In the event of receipt of an application for membership as a transfer from another association affiliated, NAIW dues status shall be verified by the membership chairman with NAIW headquarters. Upon receipt of status and acceptance of application, the transfer member shall pay dues as follows:

1. Assuming NAIW dues are paid – transfer member shall pay only for the INWOMOCO portion of the dues in accordance with item 2B.

2. If NAIW is unable to verify current membership, transfer member shall be notified and pay dues as new member in accordance with item 2B.

3. In the event of a transfer of a current INWOMOCO member to another local association affiliate, INWOMOCO portion of dues may be reimbursed upon receipt from transfer association that member has been accepted by their association and has paid their required transfer dues. Reimbursement shall be pro-rated from date of membership or renewal to date of acceptance by transfer association.

3.OFFICIAL VOTING DELEGATE

A. The president shall be official delegate to the Regional Conference and the National Convention of NAIW (International). In the event the president is unwilling or unable to attend, the official delegate shall be the next ranking officer attending the NAIW functions. If no officer is attending, a representative from the general membership shall be chosen.

B. The Board of Directors shall appoint delegates as needed to represent the association at NJ State Council meetings. The delegate to the annual meeting will be appointed in advance of the annual meeting. The meeting delegate shall be responsible for reporting on council meetings and activities to the Board of Directors and to the general membership. The president shall be alternate delegate to the NJ Council of NAIW.

4. REGION 1 CONFERENCE EXPENSE

The delegate’s allowed expenses for attendance at the Region I Conference shall be paid in full. Allowed expenses shall be as follows:

A. Registration

B. One-half the rate of a double room for a period of three nights or the full rate of the single room, should an odd number of people (i.e. 3 people) attend the Region I Conference.

C. Meals not included in the registration fee for the period of the conference.

D. Transportation – if traveling by air – round trip super saver; round trip coach if

Super saver is unavailable. By car – tolls plus mileage as allowed by IRS. By train or bus – round trip coach fare.

5. REGION 1 MINI-BOARD EXPENSE

A. The President’s allowed expenses for attendance at the Region I Mini-Board shall be paid in full. Allowed expenses shall be the same as those specified for Regional Conference except the room expense shall be for a period of two nights.

B. In the event the president is unable to attend, the next highest ranking officer of the association shall be allowed reimbursement as specified for the President.

6. NAIW NATIONAL CONVENTION EXPENSE

A. The delegate’s allowed expenses for attendance at the NAIW National Convention shall be paid in full (subject to the amount stated in the budget). Allowed expenses shall be the same as those specified for Regional Conference except the room expense shall be for a period of four nights.

B. The alternate delegate will be chosen by the Board of Directors. The association shall pay the registration fee for the alternate delegate.

7. REGULAR MEETINGS

A. Those persons who do not cancel their dinner reservations within 24 hours of the meeting shall pay in full for their dinner.

B. Guests who are interested in becoming members may attend no more than 3 regular meetings. If their membership application has not been received by that time they shall be refused any further reservations.

C. The Program chairman shall be in charge of reservations.

D. The 50-50 collection shall be handled by someone other than the treasurer.

8. ELECTION OF OFFICERS

A. Election of officers of the association shall be held in the month of April. The nominating Committee shall publish the list of nominees in the April bulletin to the membership.

B. The outgoing president, at the expiration of her term of office, shall be elected director for a period of one year. In the event the president is unwilling or unable to serve as director, a nominee shall be selected from the general membership by the nominating committee.

9. INSTALLATION OF OFFICERS

A. Installation of officers shall held in the month of May or June.

B. The installing officer shall be either the Region I Vice President, the NJ State Director of the NJ State Director Elect, a National officer, or a past officer of the association.

C. Installation expense shall include:

1. Flowers for the head table;

2. Flowers for the incoming officers;

3. Candles and/or materials used in the installation ceremony;

4. A gift for the outgoing president;

5. A gift for the installing officer if not a member of the association.

10. BUDGET AND AUDIT COMMITTEE

A. The chairman of the Budget and Audit committee shall be the immediate past president. She shall prepare a budget for the ensuing year and submit it to the Board of Directors at the first board meeting of the new association year.

B. The chairman shall appoint two members to audit the treasurer’s books prior to the first board meeting of the new association year. The books shall be transferred to the new treasurer at this meeting.

11. EMPLOYMENT COMMITTEE

The president shall be the chairman of the Employment committee.

12. COLLEGE OF INSURANCE

This association shall be sponsor of and pay the annual dues fee to the College of Insurance, subject to the funds budgeted.

13. INSURANCE WOMAN OF THE YEAR

A. The Insurance Women of the Year shall be presented each year at installation.

B. Candidates shall submit their application prior to March 1.

C. In the event that no applications are received by March 15, the judging committee shall select three (3) candidates, and complete the application based on telephone interviews with the candidates and/or their employers.

D. Applications shall be judged by a committee comprised of the current president, a past president, and a past recipient of the award.

E. Judging shall be based on NAIW activities and educational endeavors.

F. The recipient must be a member in good standing and may not be eligible for the award again until a period of fiver (*5) years have passed since receiving the award.

G. The recipient shall receive an engraved plaque as her award.

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