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Changes to the Oklahoma bylaws

BYLAWS OF INSURANCE WOMEN OF OKLAHOMA CITY

ARTICLE I - Name

The name of this non-profit organization shall be the Insurance Women of
Oklahoma City, 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.

ARTICLE III - Membership and Dues

A. Membership CATEGORIES

Category I - Active Members:

Eligibility for active membership is open to persons primarily employed
or who have previously been employed at least two years in the Risk
Management or Insurance Industry as defined in the membership
eligibility policy.  Active members are entitled to make
recommendations, and hold both elected office and appointed positions at
all levels of the association.

Renewal Bridge - Lapsed Membership for Active Members:

An individual eligible for active membership, who has been a member for
at least 3 years may rejoin without a lapse in membership by paying
current annual dues plus $50 reinstatement fee.

Renewal without Bridge - Lapsed Membership for Active Members:

An individual eligible for active membership, who has been a member for
less than 3 years or who does not desire reinstatement may join as a new
member.

Category II - Retired Members:

Eligibility for retired membership is approved for persons who have been
a member for at least 5 years, who are no longer employed by the
insurance or risk management industry and are 65 or older.  Dues will be
paid at 50% of the current local and national rate.  Lifetime
memberships are available at 700% of the annual retired membership rate,
for Local & National.

Retired Member - Lapsed Membership:

If membership lapses, retired members who meet eligibility requirements
for retired membership may rejoin at 125% of the annual retired member
rate.

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 provision are
outlined 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 the prescribed amount payable to NAIW, and in
accordance with Article III, Section C of the NAIW bylaws.

D. 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.

ARTICLE IV - Officers

A. The officers of this Association shall be President, President-Elect,
Vice-President, Secretary, Treasurer, Immediate Past President, and four
(4) Directors.

B. Term of Office

These officers, except the President and immediate Past President, shall
be elected annually and shall assume office and duties July 1. They
shall serve one (1) year or until successors are elected and assume
office. No member shall hold more than one office at a time and no
member shall be eligible to serve more than two (2) consecutive terms in
the same office. No member shall be eligible to serve more than five (5)
consecutive years on the Board of Directors.

C. Duties of Officers

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

 

1. The President shall:

a.     Preside at all meetings of the Association and the Board of
Directors

b.     Appoint all standing committee chairmen and other committees as
authorized by the Association or Board of Directors.

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

d.     Perform other duties as pertain to the office of President

e.     Appoint a member to serve as Parliamentarian

2. The President-Elect shall:

a.     Be an active aide to the President.

b.     Become acquainted with the affairs of the Association and prepare
for her term as President.

c.      In the event of the absence or inability of the President to
perform her duties, she shall perform the duties of the President.

d.     Automatically accede to the office of the President at the end of
the term.

e.     Shall prepare, publish and distribute a monthly newsletter.

f.       Serve as Chairman of the Program Committee.

 

3. The Vice-President shall:

a.     Perform the duties of the President, and President-Elect in the
event of their absence or disability.

b.     Perform other duties as pertain to this office. 

c.      Serve as Chairman of the Membership Committee.

     Second Vice President - Delete as June 30, 2003

4. The Secretary shall:

a.     Take minutes of the meetings of the Association and the Board of
Directors.

b.     Maintain an accurate list of the membership.

c.      Conduct the general correspondence of the Association at the
direction of the President.

6. The Treasurer shall:

a.     Be custodian of all Association funds.

b.     Receive all monies and disburse funds only upon the sanction of
the Board of Directors or the membership only by check signed by two of
the three signatures authorized, those being the Treasurer, President,
and/or President-Elect.

c.      Pay dues to NAIW as required.

d.     Submit written report at each regular meeting.

e.     Submit books and records for audit when required.

f.       File any and all tax forms required.

g.     Perform other duties as pertain to this office.

7. The Directors shall:

a.     Perform the duties as pertain to their office

     8. The Immediate Past President shall:

b.     Serve in an advisory capacity

c.      Perform other duties as pertain to this office

D. Vacancies

 

1.  A vacancy in the office of President shall be filled by the
President-Elect who shall succeed to the office of President for the
remainder of the term and then serve the full term for which elected.

2.  If a vacancy occurs in the office of President-Elect the vacancy
shall not be filled by special election.

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

 

ARTICLE V - Nominations and Elections

 

A. Nominations

 

1.  Nominating Committee of three (3) members for Associations
under 50 members and a committee of five (5) for Associations over 50
members shall be selected in the following manner:

 

a.     At a regular business meeting, in the month of January, a
nominating committee shall be elected by the membership. The member
receiving the largest number of votes will be the chairman.

 

2. The Nominating Committee shall invite members to suggest names for
consideration on the form provided by the Association. From the names
suggested, and any additional names the committee proposes, nominate a
candidate for each office, except the office of Director and the
committee shall nominate four (4).

 

3. The Nominating Committee shall report to the membership at the
regular meeting in March, as well as publish the nominations in the
March Newsletter. Each Candidate shall have consented to serve.

 

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

 

B. Elections

 

1.     Officers and Directors shall be elected by ballot at the regular
meeting in April.

 

2.     In the event there is only one (1) candidate for any office,
voting on the office may be by voice.

 

ARTICLE VI - Meetings

 

A.  The regular meetings of this Association shall be held August
through May, unless otherwise ordered by the Association or Board of
Directors.

B. The regular meeting in May shall be known as the annual meeting and
shall be for the purpose of installing officers, receiving reports of
officers and committees, and for any other business that may arise.

 

C. Special meetings may be called by the President or by the Board of
Directors and shall be called upon written request of twenty percent
(20%) of the 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.

 

D. Thirty-five percent (35%) of the membership shall constitute a quorum
at any regular or special meeting.

 

E. This Association 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 membership.

 

F. 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.

 

ARTICLE VII - Board of Directors

 

A. Board of Directors

The Board of Directors shall consist of the officers and four (4)
directors.

 

B. Duties

The Board of Directors shall:

 

1. Supervise the affairs and conduct the business of the Association
between business meetings.

2. Make recommendations to the membership.

3. Be subject to the orders of the membership.

4. Not act in conflict with actions taken by the Association

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

6. Perform the duties required in these bylaws, the standing rules and
the Parliamentary authority adopted by the Association.

 

 

C. The Board of Directors shall have authority to:

     1.  Expand funds allotted in the approved budget.

               2.  Authorize non-budgeted expenditures not to exceed
twenty-

                    five dollars ($25) without prior approval of the
membership.

 

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

 

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

 

ARTICLE VIII - Committees

 

A.    There may be the following standing committees: Bylaws; Courtesy;
Education; Finance; Legislative; Membership; Program; Public Relations,
Reservation and Safety.

 

B.    Duties of the Standing Committees:

 

1.     The Bylaws 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 any local Association bylaws changes and submit them for
approval.

 

2.     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.

 

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

 

4.     The Courtesy Committee shall send flowers or memorial in case of
the death of a member. Flowers or a gift shall be sent to all members
hospitalized; cards shall be sent on other occasions.

 

5.     The Membership Committee with the Vice-President as chairman
shall receive applications for membership and make appropriate
recommendations to the Board of Directors. This Committee will give
assistance in organizing new Associations.

 

6.     Public Relations Committee shall foster public relations and
shall submit new items and photos of Association activities to local
press and insurance industry media and to the Today's Insurance
Professionals editor at NAIW headquarters for publication.

 

7.     The Safety Committee shall foster and promote safety programs.

 

8.     The Finance Committee with the Treasurer as chairman shall
prepare an estimated budget of operating expenses for the ensuing year,
based on estimates submitted by Committee Chairman or expenditures from
the previous years.  Copies of such budgets shall be presented at the
first meeting of each fiscal year.

 

9.     The Program Committee, with the President-Elect as Chairman,
shall appoint a co-chairman for the Christmas, Birthday and Installation
functions. The committee shall prepare the yearbook, which shall include
the bylaws, standing rules and roster for distribution to the
membership.

 

10.  The Reservation Committee, is to call or email members

for monthly lunch reservation and call number of reservations to meeting
place.  If a member makes a reservation or has a standing reservation
and fails to cancel

at least 48 hours prior to the luncheon, the chairman will

notify the treasurer for billing.

 

ARTICLE IX - 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.

 

 

 

 

 

ARTICLE X. AMENDMENT OF BYLAW

 

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
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 these 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. DISSOLUTION

 

A.     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

 

 

1.  All members shall pay applicable NAIW dues. The dues of this
Association, including NAIW due shall be $100.00 per year for all
members. All dues shall be reduced by one half (1/2) for new members
approved on or after January 1st.

a. There shall be no refund in dues upon termination of membership.


2.  At the beginning of the fiscal year, at the Parliamentarian shall
conduct a short course of Parliamentary Procedure for the members of the
Board of Directors.

 

3. Election of Delegates and Alternate Delegates to State Council
Meeting, the Regional Conference and the National Convention shall be as
follows:

a. The Delegate and Alternate Delegate to the State Council Meeting
shall be elected at the August meeting.
b. The Delegate and Alternate Delegate to the Regional Conference
shall be elected at the January meeting.
c. The newly elected President shall automatically become the
delegate to the National Convention.
d. Alternate Delegate to the National Convention shall be elected
at the April meeting.

4. The following allowances shall be made for the Delegate to the State
Council Meeting, the Regional Conference and the National Convention.

a.     Registration fee

b.     Travel Expense in accordance with current IRS rate per highway
mile (not to exceed actual cost by air coach fare); actual cost if
chartered bus; or actual cost by air coach (14 day advance reservation).

c.      One-half double room rate as follows:

1.     State Council Meeting - 2 nights

2.     Regional Conference - 3 nights

3.     National Convention - 4 nights.

5. The following allowances shall be made for the Alternate Delegate to
the State Council Meeting, the Regional Conference and the National
Convention:

a. Registration fee

6.  The outgoing Secretary and Secretary-Elect shall review the year's
minutes at the end of each fiscal year for action taken by the
Association, which shall be included in the Standing Rules.

 

7.  Each committee assigned special program meetings shall handle the
reservations and collection of the money for the event and shall:

a. Furnish copies of the reservation list to the Treasurer
b. Turn all money over to the Treasurer who will make payment for
the cost of the affair on the date of the event.
c. If a member makes a reservation and fails to cancel at least
forty-eight (48) hours prior to the Event, the member will be billed. If
such reservation or reservations remain unpaid at the end of the fiscal
year, such balance must be cleared before the membership dues will be
accepted for the incoming year.

8. Each committee assigned a program meeting may define "guest":

 

9. Rules of Nominating Committee:

a. Form for suggested nominees shall be placed in a sealed box
provided for that purpose at the February meeting, and the box shall
remain unopened until the Chairman calls a Meeting of her committee.

10. The general operating account shall be maintained in an
interest-bearing checking account at a reputable, insured financial
institution.

 

11. We do not furnish the list of membership to various firms and
persons requesting same for whatever purpose. It is further understood
the membership list is to be used by members for the purpose of business
of the Association only and other use must be with prior approval of the
membership.

 

12. The minutes of our Association shall be bound in a permanent cover
at the best price available. Each binder shall contain minutes for a
three-year period.

 

13.  Files of each standing Committee and officer shall be retained for
a period of only five (5) years with the exception of the auditor report
of the Treasurer and the minutes by the Secretary, which shall be the
permanent record of the Association.

 

14.  At the April meeting, the President-Elect shall present to the
membership the meeting place and price for the ensuing year.

 

15.  The Association will provide a President's pin to be passed from
outgoing President to incoming President at installation.  The
Association will not be responsible for loss of the pin.

 

16.  A past President's pin showing the year of presidency shall be
presented to the outgoing President at installation.

  07/12/2002 06:25:07