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BYLAWS PENNSYLVANIA COUNCIL OF NAIW BYLAWS
1. NAME
The name of the Council shall be PENNSYLVANIA COUNCIL OF NAIW.
2. CONFORMITY
A. These bylaws shall be supplemental to the NAIW bylaws and standing rules. If any amendment to NAIW bylaws or standing rules causes these bylaws to conflict with NAIW bylaws or standing rules, the PENNSYLVANIA COUNCIL OF NAIW bylaws shall automatically conform to NAIW bylaws and standing rules.
B. Dues or assessment of individuals or local associations shall be prohibited.
3. COUNCIL DIRECTOR
A. The Council Director shall be elected at the Annual Council Meeting for a term of one (1) year or until a successor is elected and assumes office. The Council Director shall assume office and duties on July 1. The Council Director shall serve one (1) year or until a successor is elected and assumes office. Council Director cannot serve more than two consecutive terms in office.
B. The Council Director shall:
1. Perform duties as stated in NAIW bylaws and standing rules, the Council’s bylaws, by the Board of Directors, by the Executive Committee, by the National President, The Council Director’s and Council Director’s-Elect manual. 2. Preside at the Pennsylvania Council of NAIW Annual Council Meeting. If unable to attend, an alternate, appointed by the Council Director, shall preside. In the event the Council Director is unable to appoint an alternate, the Regional Vice President shall appoint the alternate. 3. Appoint standing committees as provided in NAIW bylaws and standing rules and these council bylaws. 4. Maintain Council Nominating Committee file in accordance with procedures established by the NAIW Board of Directors and contained in the Nominating Committee manual. 5. Fill any vacancy that may occur in a council-elected position, other than Council Director and Council Director-Elect, with the concurrence of the Regional Vice President. Local associations and active members may submit names of candidates from the council to the Council Director for consideration. 6. Council Directors shall attend the Annual Council Leadership Training Meeting Hosted by National NAIW.
C. Vacancies:
1. Should a vacancy occur in the position of Council Director, the Council Director-Elect shall immediately assume the office of Council Director completing this term and the one to which elected.
4. COUNCIL DIRECTOR-ELECT
A. The Council Director-Elect is elected to serve from the close of the Annual Council Meeting until they assume office and duties of the Council Director on July 1.
B. The Council Director-Elect shall:
1. Perform the duties as stated in NAIW bylaws and standing rules. 2. Appoint all standing committees except as otherwise provided in NAIW bylaws and standing rules and these council bylaws. 3. Confirm the date and site of the Annual Council Meeting, immediately following election to office, in accordance with these bylaws and subject to the approval of the current Regional Vice President. 4. Attend one (1) budgeted on-site planning visit with the annual council meeting planning committee.
C. Should a vacancy occur in the position of Council Director-Elect, the vacancy shall be filled by appointment of the Regional Vice President and with concurrence of the Board of Directors. The vacancy should be filled by a member from the council.
In the event there is no Council Director-Elect to serve as Council Director, the vacancy shall be filled by appointment of the Regional Vice President with concurrence of the Board of Directors. The vacancy should be filled by a member from the council.
Local associations and individual members in the council may submit names of candidates.
5. COMMITTEES
A. Council Nominating Committee
The Nominating Committee shall be formed in accordance with Article IV, Section 3.D. of the NAIW bylaws.
1. The Council Director-Elect shall appoint a Nominating Committee in accordance with Article IV, Section 3.D. of the NAIW bylaws and Council Nominating Committee procedures adopted by the NAIW Board of Directors. 2. The chairman of this committee, appointed by the Council Director-Elect, must have previously served on a Council Nominating Committee. 3. The Nominating Committee shall be appointed no later than July 1st preceding the Annual Council Meeting. 4. The committee receives recommendations and qualifications of candidates from councils, local associations, and active members. In addition, the committee can submit its own nominations. At the Annual Council Meeting the Committee shall submit at least one name for each position to be filled. Following the report of the committee, additional nominations may be made from the floor. The nominations are for the following positions: · Council Director-Elect. · Delegate to the Regional Nominating Committee. · Alternate to the Regional Nominating Committee. · Any additional elected positions provided for in these bylaws. 5. The chairman of this committee shall have no vote.
B. Bylaws Committee
1. The Council Director-Elect shall appoint a chairman and two (2) members to review the bylaws. 2. The committee shall be appointed no later than December 15th. 3. The committee shall consider and/or correlate proposed amendments submitted, together with its own, and submit amendments receiving a majority vote of the committee to the Annual Council Meeting for consideration. 4. The committee may receive recommendations for proposed amendments from local associations and active members, which shall be submitted, to the Annual Council Meeting for consideration. 5. The chairman shall distribute the proposed amendments to all local associations and members-at-large no later than sixty (60) days prior to the Annual Council Meeting. 6. The committee shall correlate and publish all bylaws and amendments adopted at the Annual Council Meeting, and furnish revised copies to NAIW headquarters for distribution to all local associations, members-at-law, and the Regional Vice President immediately following adoption at the Annual Council Meeting.
C. Credentials Committee
1. The Council Director shall appoint, no later than July 1, a chairman and at least two (2) members, who shall be present at the Annual Council Meeting. The committee shall receive credential forms, certify delegates and alternates and register delegates and alternates at the Annual Council Meeting. 2. Any member who contests a delegate or alternate certification shall do so to the committee. The Council Director shall make the final decision on contested delegate or alternate certification.
D. Council Education Committee
1. An Education Chairman shall be elected at the Annual Council Meeting and shall assume office and duties on July 1. 2. This committee shall assist the Council Director in managing the cooperative efforts with the insurance industry regarding insurance education within the council. 3. This committee shall assist in supporting the education needs of the members. 4. This committee shall promote NAIW programs within the council.
E. Council Legislative Committee
1. A Legislative Chairman shall be elected at the Annual Council Meeting and shall assume office and duties on July 1. 2. This committee shall assist the Council Director in managing the cooperative efforts with the insurance industry regarding legislative issues within the council. 3. This committee shall assist in supporting the legislative needs of the members in legislation. 4. This committee shall promote NAIW programs within the council.
F. Council Membership Development Committee
1. A Membership Development Chairman shall be elected at the Annual Council Meeting and shall assume office and duties on July 1. 2. The Chairman may appoint three (3) members as liaisons throughout the council, to assist in the duties of this committee, with the concurrence of the Council Director. 3. This committee shall assist the Council Director in the organization of new associations and recruitment of active members within the council. 4. This committee shall promote membership development and retention within the council.
G. Council Public Relations Committee
1. A Public Relations Chairman shall be elected at the Annual Council Meeting and shall assume office and duties on July 1. 2. This committee shall assist the Council Director in managing the cooperative efforts with the insurance industry regarding public relations issues within the council. 3. This committee shall assist in supporting the education needs of members in insurance education, legislation, and safety issues in the council. 4. This committee shall promote NAIW programs within the council.
H. Council Safety Committee
1. A Safety Chairman shall be elected at the Annual Council Meeting and shall assume office and duties on July 1. 2. This committee shall assist the Council Director in supporting the safety efforts of the members. 3. This committee shall promote NAIW programs within the council.
I. Technology Committee
1. A Technology Chairman shall be elected at the Annual Council Meeting and shall assume office and duties on July 1. 2. This committee shall assist the Council Director in supporting the technology efforts of the council and help improve electronic communications within the council. 3. This committee shall promote cyber crime awareness and assist local associations with technology related issues.
J. Other council committees may be appointed by the Council Director
6. MEETINGS
A. The Annual Council Meeting shall be held in accordance with Article IV, Section 3.A. of the NAIW bylaws. The council meeting should be held for the purpose of transacting any business that may properly come before it.
1. The date of the Annual Council Meeting shall the third Saturday in October. Should a conflict occur the meeting must be held between the dates of October 1 and December 1 subject to the approval of the current Regional Vice President. 2. The voting body of the Annual Council Meeting shall consist of one (1) delegate from each of the local association in the council. 3. Members-at-large (excluding Student Members-at-Large) in attendance at the Annual Council Meeting shall meet and elect a certified delegate. 4. Delegates at the Annual Council Meeting shall register with the Credentials Committee prior to the business session and their national dues must have been paid. 5. The meeting program and planning shall be at the discretion of the Council Director-Elect. 6. The registration fee for the Annual Council Meeting shall be determined by the hosting association with the approval of the Council Director-Elect. 7. The national representative shall be the Regional Vice President of the region who shall be provided time on the program to address the assembly. 8. There shall be a delegate’s briefing open to all members conducted by the Council Director and the Regional Vice President. The purpose of the briefing shall be to review any proposed amendments to NAIW bylaws and standing rules or council bylaws.
B. Fund raising at the Annual Council Meeting shall be limited to:
1. Those associations who will be hosting an Annual Council Meeting, regional conference, mini board or national convention. 2. Associations having hosted an Annual Council Meeting, regional conference, mini board or national convention resulting in a deficit. 3. Fundraising will also be allowed for the purpose of establishing a Council Fund or to add revenue to an existing Council Fund.
C. The Council Director and/or the Council Director-Elect, and/or committees are authorized to conduct meetings in-person, by telephone or through other electronic communications media as permitted by law.
7. NOMINATIONS AND ELECTIONS
A. Nominations shall be in accordance with Article IV, Section 3.D. of the NAIW bylaws.
1. Candidates shall be in attendance at the Annual Council Meeting. 2. All candidates shall submit a resume of their qualifications to the Nominating Committee.
B. Elections shall be held in accordance with Article IV, Section 3.D. of the NAIW bylaws. A voice vote will be taken if there is only one candidate for office.
8. RECOMMENDATIONS
A. The council and active members may submit recommendations to be considered at the regional conference and the national convention provided:
1. That the recommendation was circulated to all associations and members-at-large and that the recommendation received a majority vote of the certified delegates present and voting, or 2. That the recommendation received a two-thirds (2/3) vote of the certified delegates present and voting without previous notice.
9. PENNSYLVANIA COUNCIL OF NAIW FUND
A. Money may be accepted into the fund by virtue of donations and through proceeds from council functions.
B. The fund shall be administered by a custodian who is the most immediate past Council Director consenting to serve and if unable to serve then the custodian shall be a member appointed by the council.
C. The custodian shall: 1. Have general supervision and management of the receipts and disbursements during their term, which shall coincide with the fiscal year. 2. The custodian shall have two (2) signatures, the Council Director and Custodian. The custodian shall not be authorized to contract for or make expenditures, other than Council Director expenses set forth in these bylaws, in excess of $150 without prior approval by majority vote of the Council Director, Council Director-Elect and elected Council Committee Chairs. 3. Keep an itemized summary of all transactions and make a detailed report at the Annual Council Meeting. 4. Submit books and records for audit by July 1. 5. File any and all tax forms required.
D. The Council Director shall appoint two (2) members who are in attendance at the Annual Council Meeting to audit the fund by August 1.
E. It is recommended that the Fund be invested in an interest bearing account insured by FDIC.
F. The custodian of the Fund shall be covered by a fidelity bond. The bond amount shall be adequate to protect the fund amount.
G. Expenditures from or dissolution of the Fund shall be limited to those authorized in the Council Fund Guidelines adopted by the NAIW Board of directors and published in the NAIW Comprehensive Manual.
H. Council Director’s and Council Director’s-Elect budgets will be given to the Council for reimbursement of the Council Director and Council Director-Elect expenditure each July by National NAIW.
I. Budget funds are restricted in accordance with National NAIW Standing Rules. Council Director shall have a budget allocated for their term of office to be used to make one (1) visit to each association in their Council and for communications (photocopying and postage) with members in the Council, not to exceed the budgeted amounts.
J. Council Director-Elect shall have a council budget allocated for their term of office to be used to make one (1) site visit to see the location and meet with the host association to plan the program for the Annual Council Meeting.
K. Expense vouchers must include a copy of the airline ticket, or a detailed account of mileage. Mileage will be reimbursed at the per-mile rate established by the NAIW Executive Committee. This per-mile rate is intended to reimburse the owner/driver of the car for the operations and maintenance costs such as oil, fuel, tires, etc. It is not designed for effecting major repairs on an automobile, and expenses due to mechanical breakdown are not reimbursable. The per-mile rate reimbursed will not exceed the cost of a commercial airline ticket between the same points. In determining the mode of transportation – air or car – the less expensive option, which compatible with the scheduling requirements, should be chosen.
L. For Postage and Photocopying – A separate expense voucher must be submitted for postage and photocopying. A copy of the mailing piece(s) for which reimbursement is sought must accompany the expense report.
M. All expense reports are to be typed or printed in ink and MUST be submitted within 30 days from the date of the expenditure, except for the month of June, which must be received by your Council no later than June 30th to be considered for reimbursement. Expense vouchers must accompanied by receipts for any expense over $10.
N. Any unused Council Director and/or Council Director-Elect budget funds given to the Council by National NAIW must be returned to National NAIW and be received by July 10th of the following fiscal year in accordance with Policy I.C.10.
10. AWARDS
A. Awards may be presented at the Annual Council Meeting with the approval of the Council Director.
11. AMENDMENTS
A. Associations in the council and active members may submit recommendations for amendments to or revision of the council bylaws.
B. These bylaws may be amended at the Annual Council Meeting by a majority vote of the delegates present and voting provided written notice has been submitted to Pennsylvania Council associations and members-at-large at least sixty (60) days prior to the annual meeting, or by a two-thirds (2/3) vote of the certified delegates without previous notice.
C. These bylaws may be revised at the Annual Council Meeting by a majority vote of the delegates present and voting provided written notice has been submitted to Pennsylvania Council associations and members-at-large at least sixty (60) days prior to the annual meeting, or by a two-thirds (2/3) vote of the certified delegates without previous notice.
D. Amendments to these bylaws or revision shall become effective at the close of the Annual Council Meeting at which adopted unless otherwise specified in said bylaws.
12. PARLIAMENTARY AUTHORITY
The rules contained in the latest edition of Roberts’ Rules of Order, Newly Revised, shall be the parliamentary authority for all matters of procedure not specifically covered by NAIW bylaws, standing rules, procedure manual and these bylaws.
As Amended 10/07 |
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