Bylaws & Standing Rules

Insurance Women of Dallas, Inc. Constitution Revised March 5, 2002

STRATEGY PLAN
IWD’s strategy is based on a combination of several sources; the organization’s mission and history; the view of members; and assumptions of the environment in which members and an insurance industry association will have to operate in the future.

MISSION
IWD is an association of insurance persons dedicated to the highest standards of performance and integrity, it’s purpose is to promote insurance, education, encourage professional development of its members, and provide a foundation for mutual support within the association and the industry.

MAJOR/GENERAL OBJECTIVES

MEMBERSHIP
Attract and retain an IWD membership which will provide a strong association foundation and increase membership services.

A: Goal
1. Increase membership retention
2. Increase new membership by 5% annually.

B. Strategies
1. Aid in strengthening member commitment.
2. Recognize the members as our most valuable resource.
3. Re-enroll former members.
4. Establish regular means of measuring members demographics, attitudes, expectations and motivations.
5. Develop alternative and improved means of direct communication of members.
6. Provide improved and additional programs and services to meet member needs.
7. Foster a member network.
8. Promote IWD and NAIW through media and other public relations resources.

I. PROGRAM PLANNING:
Provide programs that create educational resources and an environment which encourages personal and career development of members.

A. GOAL:
1. Continue with priority commitment of education
2. Increase the number of members with CPIW/CPIM designation
3. Design/co-sponsor programs eligible for CPIW/CPIM designation
4. Offer and promote programs designed to respond to varying of members in different specialty areas and at different levels of professional development.

B. STRATEGIES:
1. Programs promoted shall be relevant to the insurance industry and/or person and career development of members
2. Promote existing education programs
3. Evaluate on a regular basis, the special needs of the association they relate to the education and legislation

II. EXTERNAL AFFAIRS:
Promote IWD and NAIW within our industry, and public and other organization

A. GOALS:
1. Cooperate in education efforts with other industry organizations.
2. Forge strong and cooperative relationships between IWD and other industry organization.

ARTICLE I - NAME

The name of the non-profit organization shall be the Insurance Women of Dallas, Inc. an association affiliated with the National Association of Insurance Women (International), hereinafter referred as IWD.

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.

ARTICLE III - MEMBERSHIP AND DUES

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

B. 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. Membership is effective upon receipt at NAIW headquarters of these items. Resignation and Revocation provisions are outlines in Article III, Section B of the NAIW Bylaws

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

No person shall be deemed to be a local member in good standing whose dues are in arrears on August 1, and local membership shall cease in IWD.

Membership Dues for renewal membership will not be accepted for anyone who has not paid for any reservation for which the member has been billed.

D. Fiscal Year
The fiscal year of IWD shall be from the first day of July to the last day of June of the following year, inclusive.

ARTICLE IV - OFFICERS

Section 1.
The officers of IWD shall be president, vice-president, treasurer, secretary and two (2) directors.

Section 2. Term of Office
A. These officers shall be elected annually for a term of one (1) year. They shall take office at the beginning of the fiscal year, July 1.
B. No member shall hold more than one office at a time. No member may hold the same office for more than two (2) consecutive terms.

Section 3. Duties of Officers The officers shall perform the duties prescribed by these Bylaws, Standing Rules and the parliamentary authority adopted by IWD.

A. The President Shall:
1. Preside at all meetings of IWD and the Executive Board.
2. Appoint all standing committee chairman and other committees as authorized by IWD or the Executive Board.
3. Be an ex-officio member of all committees except the Nominating Committee.
4. Appoint a member to serve as parliamentarian without vote on the Executive Board.
5. Perform duties as pertain to this office.
B. The Vice-President Shall:
1. Be an active aide to the President.
2. Perform the duties of the President in the event of absence or inability of the President
3. Chair the membership committee
4. Maintain a current membership list and furnish a copy of the Executive Board, members and to National headquarters office.
5. Maintain a detailed equipment register, updating as appropriate, but a least annually.
6. Perform other duties as pertain to this office.

C. The Treasurer Shall:
1. Be custodian of all IWD funds.
2. Receive all monies and deposit in a bank designated by the Executive Board.
3. Disburse funds upon proper documentation signed by the President or the Vice-President.
4. Pay dues to NAIW as required.
5. Submit written financial statements at regular and Executive Board meetings.
6. Review all investments annually and recommend to the Executive Board the investment vehicle(s) to be used on maturing investments as well as funds which should be invested differently to take advantage of market conditions.
7. Submit books and records for audit when required.
8. File any and all tax forms required.
9. Serve as chairman of the Budget Committee
10. Perform other duties as pertain to this office.
11. Abide by General Accounting Principles.

D. The Secretary Shall:
1. Take minutes of the meeting of IWD and the Executive Board. Copies of all minutes are to be supplied to the Audit Committee.
2. Maintain an accurate list of the membership
3. Maintain attendance records of the membership
4. Conduct the general correspondence of IWD at the direction of the President.
5. Send cards to members who are all ill or bereaved.
6. Perform other duties as pertain to this office.

E. The Executive Board Shall:
Perform such duties as pertain to this office.

SECTION V. VACANCIES:

A. A vacancy in the office of the President shall be filled by the Vice-President who shall succeed to the Office of President for the remainder of the term and then serve the full term for which elected.
B. If a vacancy should occur in any other office, the vacancy shall be filled by the Executive Board.
C. Should an officer fail to perform the duties of the office or be unable to fulfill those duties, the Executive Board upon two thirds (2/3) vote may remove the officer from office.

ARTICLE V: NOMINATIONS AND ELECTIONS

Section 1. - Nominations

A. The Nominating Committee will consist of three (3) members and one (1) alternate. The committee shall be elected by the Executive Board as its September meeting: two (2) members and an alternate from the Board of Directors and one(1) member from the membership. The member from the Executive Board receiving the most votes shall act as Chairman. Should the Nominating Chairman fail to perform the duties of or be unable to fulfill the duties of Chairman, the other elected member from the Executive Board shall serve as Chairman and the alternate shall serve as a member of the committee. Should the member from the membership fail to perform the duties as a committee member, the Alternate shall serve as a member of the Committee. (Refer to Standing Rule 11 for qualifications). Voting shall be by ballot.
B. The Nominating Committee shall meet no later than one (1) week after the regular February dinner meeting.
C. The Nominating Committee shall select one or more candidates for each office and two candidates to serve as Directors. (Refer to Standing Rule 12 for qualifications).
D. The Nominating Committee shall file a report with the Secretary who will in turn notify each member at least ten (10) days prior to election at the regular meeting in March, or as soon thereafter as possible. The nominating committee shall make a report to the membership at their regular meeting in March.
E. The Nominating Committee shall have secured consent to serve from each nominee.
F. Nominations from the floor shall be permitted prior to election. The credentials and consent to serve of such candidate shall be presented by the nominator.

Section 2. Elections

A. Election of officers and directors of the Board shall take place at the March meeting, or as soon thereafter as possible.
B. All elections shall be by ballot except in the event there is only one (1) candidate for any office, voting on that office may be by voice.

ARTICLE VI - Meetings

Section 1.
The regular meetings of IWD shall be held at least once a month at a time and place designated by the voting members, unless otherwise ordered by the Executive Board.

Section 2.
The regular meeting in June shall be known as the annual meeting and shall be for the purpose of installing officers and directors, receiving reports from officers and committee chairman and for any other business that may arise.

Section 3.
Special meetings may be called by the President or the Executive Board and shall be called upon by written request of three (3) members. The purpose of the meeting shall be stated in the call. Except in cases of emergency, at least three (3) days notice shall be given.

Section 4.
Twenty-five percent (25%) of the members shall constitute a quorum at any regular meeting or special meeting.

Section 5.
IWD shall be entitled to representation at the annual convention, regional conference, and state council meetings of NAIW as outlined in Article VII, Section A.2, B.2, and C.2 of the NAIW Bylaws. The delegate and alternate shall be elected by the Executive Board.

Section 6.
Associations are entitled to propose amendments to the NAIW Bylaws as outlines 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.

ARTICLE VII - EXECUTIVE BOARD

Section 1.
The Executive Board shall consist of the officers, the immediate Past President, who serves as a director, two elected directors and the chairman of the standing committees.

Section 2. Duties
The Executive Board Shall:
A. Supervise the affairs and conduct the business of IWD between business meetings.
B. Make recommendations to the membership
C. Be subject to the orders of the membership
D. Not act in conflict with actions taken by IWD
E. Meet monthly at a time and place determined by the Executive Board
F. Perform the duties prescribed in these bylaws, the standing rules and the parliamentary authority adopted by IWD.
G. The chairman of each standing committee shall be the voting member of the Board of Directors In their absence, the one member of the committee designated by the chairman may attend to represent the committee and cast the vote.
H. Special meetings of the Executive Board may be called by the President on one (1) days’ notice by personal call to each member. The President shall call a special meeting of the Board at the request of any two (2) members of the Executive Board.

Section 3. The Board of Directors shall have authority to:
A. Expend funds allocated in the approved budget.
B. Authorize non-budgeted expenditures not to exceed one hundred and fifty dollars ($150.00) without prior approval of the membership.

Section 4. A majority of the Executive Board shall constitute a quorum.

Section 5. The Executive Board shall secure a fidelity bond to meet the needs of IWD.

ARTICLE VIII. COMMITTEES

Section 1. There shall be the following standing committees: Bylaws, Education and Public Relations

Section 2. Duties of the Standing Committees:

A. The Bylaws Committee shall consider all written proposed changes of the National, Regional and State Bylaws and standing rules and shall present them to IWD with recommendations. It shall also review IWD bylaws and standing rules changes and submit them for approval.
B. 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.
C. The Public Relations Committee shall foster public Relations and shall submit news and pictures of IWD activities to local press and media and to the “Insurance Professional” editor, NAIW headquarters, for publication; shall foster safety programs and select a Fireman and Policeman of the Year to be recognized during NAIW Week; shall keep the membership advised of local, state and national legislation affecting the insurance industry and shall promote a legislative program; and shall be responsible for planning all special events of IWD, including NAIW Week events.
D. Refer to Standing Rules for other committees.

ARTICLE IX - PARLIAMENTARY AUTHORITY

The rules contained in the latest edition of Robert’s Rule of Order, Newly Revised shall be the parliamentary authority for all matter of procedures for IWD not specifically covered by its bylaws and standing rules.

ARTICLE X - AMENDEMENT OF BYLAWS

A. 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 by the U.S. Postal system at least ten (10) days prior to the meeting at which it will be considered.

B. Approved amendments shall become effective immediately unless otherwise specified in the amendment. If any amendment to the bylaws causes them to conflict with NAIW bylaws, Regional or State standing rules, this document shall automatically conform to the NAIW bylaws. A copy of the revised bylaws must be sent to NAIW headquarters immediately following adoption.

ARTICLE XI - DISSOLUION

A. To effect dissolution of IWD, these bylaws must be rescinded by a two-third (2/3) vote of the membership after ten (10) days’ notice has been mailed to each member. In the event of dissolution, IWD 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 Executive Board 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 IWD to one or more corporation, societies, or organizations operated not for profit which shall be deemed to further the field of insurance.

Insurance Women of Dallas, Inc.
Standing Rules
Revised March 5, 2002

STANDING RULES

1. Annual dues for active members shall be $35.00, plus NAIW dues. Dues for active members joining January 1 to June 30 hall be $17.50, plus one-half of NAIW dues

2. Section A:
The President shall be the voting delegate for the annual convention, Regional Conference or State Council meetings of NAIW. The alternate shall be the Vice-President, or if unable to serve, the Treasurer. The voting delegate shall report to the members either orally or by publication in Flashes.

3: Permanent records of IWD shall include:
Charter
Yearbook
President’s report and history
Audit committee’s report
Minutes
IWD Memorial Scholarship Report

4. IWD will present the President a NAIW pin upon completion of a year as President.

5. A contribution to the IWD Memorial Scholarship Fund in the amount of $25.00 will be sent in the event of death of a member.

6. Reservation(s) for a meeting must be paid by the member unless cancellation is made by the established deadline by contacting the Arrangement Chairman unless directed otherwise by the Arrangement Chairman.

7. Any member in good standing of another NAIW Association affiliated with NAIW, having moved to this area and having transferred their membership to IWD, shall be entitled to all privileges of membership.

8. Members wishing to run for office or committee chairman position for the Texas State Council, or any office on the Regional and/or National level must first be approved by the Executive Board and the membership if IWD.

9. Qualifications for nominating committee:
(a) Must have been a member of IWD for at least one (1) year.
(b) Only one committee member eligible from any one business office. Retired members shall be considered employees of their last business office.

10. Qualification for officers and directors:
(a) The office of President shall be filled by a member who has served at least one term as an elected officer.
(b) Elected directors must have completed one full term as an elected officer.
(c) Not more than on elected officer and one elected director shall be from any one business office.

11. Guidelines of officer’s committee shall:
(a) The member/organization committee shall:
(1) Receive applications for membership and make appropriate recommendations to the Board.
(2) Acknowledge the new members at a meeting.
(3) Give assistance in organizing new Associations.
(b) The budget committee shall, at the beginning of the fiscal year, submit to the Board for approval, a budget for current year.

12. Guidelines of other standing committee’s duties:
(a) The arrangement/reception committee shall be responsible for making arrangements for and handling the reservations of IWD regular meetings. Letters regarding “no-show/delinquent dinner meeting fees shall be mailed within ten (10) days of the dinner meeting.
(b) The community services committee shall have charge of any special community projects.
(c) The education committee shall have a minimum of three members appointed by the President, each of whom serve a three year term. The terms should be staggered to build continuity of work into the committee. The President shall name the chairman from these and the chairman shall be the voting member on the executive board; in her/his absence, one of the appointed members may cast the vote.
(d) The editor of “Flashes” shall arrange for the publication of the IWD bulletin.
(e) The finance committee shall be responsible for the promotion and support of special financial projects of IWD for which provision have not been made.
(f) The IWD memorial scholarship committee shall be responsible for the raising of funds. The selection of annual recipient(s) of the scholarship(s) shall be the responsibility of the IWD memorial scholarship committee. Submissions for scholarship(s) shall be by an area college/university selected by IWD and all credentials of the suggested recipient(s) shall be made in advance for the review and approval of the IWD memorial scholarship committee. The amount of the scholarship(s) to be awarded shall be approved by the board prior to presentation of the award(s). It is required that each recipient(s) has a Major or Minor in Insurance.
(g) The Telephone Committee shall be responsible for contacting the membership regarding meetings, special events or other issues as requested by the President.
(h) The Yearbook Committee shall be responsible for the publication of the yearbook.

13. Guidelines of the other committee duties: (chairman without vote on the Executive Board)
(a) An Auditor or Auditing Committee shall be responsible for auditing the books of IWD as of July 1 or more often, if necessary.
(b) A Claims Professional of the Year committee shall select a member to be recognized as “Claims Professional of the Year”. Recognition shall be given at a time determined by the President.
(c) A committee comprised of past recipients shall select the Insurance Woman of the Year. The committee shall set eligibility selection requirements. Recognition shall be given at a time determined by the President.
(d) A committee shall select a recipient as Rookie of the Year. Recognition shall be given at a time determined by the President.

14. A written updated outline of committee procedures and functions shall be transferred from the outgoing committee chairman to the incoming chairman with a copy to the President for a permanent committee procedure file.

15. The Insurance Women of Dallas, Inc. yearbook is to be kept in the sole possession of the members. Any other distribution will require the approval of the Executive Board.

16. These Standing Rules 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 have been sent in writing by the U.S Postal System to the entire membership at least ten(10) days prior to the meeting at which it will be considered. Any amendment of the Standing Rule hall become effective immediately upon it adoption by the membership.

IWD Standing Rules approved March 5, 2002.