Bylaws & Standing Rules

Insurance Women of Dallas, Inc dba Insurance Professionals of North Texas. Constitution Revised March 5, 2002

STRATEGY PLAN
IPNT’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
IPNT 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 IPNT 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 IPNT 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 IPNT 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 IPNT and other industry organization.

ARTICLE I - NAME

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

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 IPNT.

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 IPNT 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 IPNT 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 IPNT.

A. The President Shall:
1. Preside at all meetings of IPNT and the Executive Board.
2. Appoint all standing committee chairman and other committees as authorized by IPNT 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 IPNT 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 IPNT 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 IPNT 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 IPNT 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.
IPNT 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 IPNT 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 IPNT
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 IPNT.
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 IPNT.

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 IPNT with recommendations. It shall also review IPNT 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 IPNT 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 IPNT, 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 IPNT 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 IPNT, 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, IPNT 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 IPNT 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. Membership Dues: Full Year Membership.  Annual dues for active members shall be $35.00, plus NAIW dues. Membership dues shall be due and payable by July 1. Membership dues shall be delinquent if dues are not paid by August 1. Membership shall be cancelled if dues are not paid by the end of the last business day of August.  The membership year shall be July 1 through June 30.

Half-year Membership: Dues for active members joining January 1 to June 30 hall be $17.50, plus one-half of NAIW dues.

Corporate Partnerships: Annual fees for Corporate Partnerships shall be $100

2. The President shall be the voting delegate for the annual convention, Regional Conference and/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.
As a voting delegate, the following guidelines will be followed for reimbursements:
a) Insurance Professionals of North Texas pays registration fees for State, Regional and National conventions.
b) Insurance Professionals of North Texas will pay for other expenses up to, but not limited to:
State Meetings - $250.00
Regional Conference - $500.00
National Convention - $750.00
All expenses will be paid by the voting delegate. Reimbursement will be made when proper proof of expense and documentation are presented to the Treasurer for review and consideration. Any funds not used will be put back into the budget for the next year. If, for some reason, the expenses exceed the budget, a vote will be taken by the board as to whether or not to increase the budget. Reimbursable items are travel and lodging expenses only. Meals and other entertainment, including Regional dinners, will not be considered. Insurance Professionals of North Texas will pay for pictures that will be used in the association scrapbook.
 

3: Permanent records of IPNT shall include:
Charter
Yearbook
President’s report and history
Audit committee’s report
Minutes

4. Insurance Professionals of North Texas will present the President with his/her NAIW President’s Pin upon installation for his/her first term and with his/her Past President’s Pin upon completion of his/her term.

5. A contribution to the Insurance Scholarship Foundation of America in the amount of $25.00 will be sent in the event of death of a member or a member’s immediate family.
a) Contributions to the Insurance Scholarship Foundation of America from Insurance Professionals of North Texas will be kept by the Treasurer and reported to the membership in his/her annual report.

6. If reservations are required for a meeting, members who are on the permanent list or have sent in a reservation must pay the meeting fee unless cancellation is made by the Friday afternoon preceding the meeting. To cancel a reservation for a meeting, contact the Arrangements/Reception Committee Chairperson unless directed otherwise by the Arrangements/Reception Committee Chairperson.

7. The Board of Directors, officers and committees are authorized to meet by telephone conference or through other electronic communications media as permitted by law.

8. Any member in good standing of another Association affiliated with NAIW, who moves to this area and transfers his or her membership to Insurance Professionals of North Texas, shall be entitled to all privileges of membership.

9. Members wishing to run for office for the Texas State Council, Regional Meeting or National Convention should ask for the support of the Insurance Professionals of North Texas membership prior to running.

10. Qualifications for the Nominating Committee:
a) Must be a current and active member in good standing of Insurance Professionals of North Texas.
b) Only one committee member from any one business office is eligible. Retired members shall be considered employees of their last business office.

11. Qualifications for Officers and Directors:
a) The office of President shall be filled by a member who has been an active member in good standing of Insurance Professionals of North Texas for at least one (1) year.
b) Elected director must have completed one full term as an elected officer.
c) Not more than one elected officer and one elected director shall be from any one business office.

12. Guidelines for Committee Chairpersons:
a) The Membership Committee chairperson shall manage the recruiting of new members and handle all information on new and prospective members. The chairperson will provide the membership with an updated list of members twice a year. Membership applications and a check for the membership fee should be sent directly to NAIW, or the member can complete the application online and pay the membership fee with a credit card. The Treasurer will automatically forward the notice of new members from NAIW to the Membership Chairperson, the President and the Newsletter Chairperson so the new member can be added to the email list.

13. Guidelines for Standing Committees:
a) The Arrangements/Reception Committee chairperson will be responsible for making arrangements for and handling the reservations of Insurance Professionals of North Texas’s regular and special dinner meetings. (The Treasurer is responsible for “no-show” letters and collection of monies.)
b) The Community Service Committee chairperson will be in charge of all special community projects and will report to the membership of such activities.
c) The Education Committee chairperson shall receive assistance from the members as to the education they want presented and when. The President may appoint members to this committee.
d) The Editor of “Flashes” shall provide the newsletter to all members and others as he/she deems necessary. These may be mailed or e-mailed. All newsletters will be posted on the Insurance Professionals of North Texas website each month.
e) The Budget Committee is also the Finance Committee and will assist in promoting and supporting the financial projects of Insurance Professionals of North Texas as the President deems necessary.
f) The Insurance Professionals of North Texas Scholarship Committee will be responsible for reviewing applications for scholarships and raising funds to support the scholarships given out. Scholarships are available to Insurance Professionals of North Texas members who have been an active member of the association for one (1) year. Active member means actively participating in all ongoing functions or projects by the association and also chairing a committee of Insurance Professionals of North Texas for one (1) year.
g) The Historian will be responsible for keeping up with the Insurance Professionals of North Texas scrapbooks/yearbook and keeping them up to date with pictures and descriptions of events. The Insurance Professionals of North Texas scrapbooks/yearbook will be kept in the sole possession of the Historian. Any other distribution will require approval from the Executive Board.
h) The Audit Committee shall be responsible for auditing the books of Insurance Professionals of North Texas as of July 1 each year or more often as deemed necessary by the President or Treasurer.

14. The Standing Rules may be amended at any regular meeting by two-thirds (2/3) vote provided that the amendment has been submitted by mail or e-mail to all members ten (10) days prior to that meeting. Any amendment that has been approved by the membership will take effect immediately.

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


Insurance Professionals of North Texas Standing Rules –
approved September 2005.