Insurance Women of South Carolina, Inc.

Bylaws

September 2004

 

 

I.                    NAME

 

The name of the Council shall be Insurance Women of South Carolina, Inc., a council of NAIW.

 

II.                 CONFORMITY

 

These Bylaws shall be supplemental to NAIW Bylaws.  If any amendment to NAIW Bylaws causes these rules to conflict with NAIW Bylaws, the South Carolina State Council Bylaws shall automatically conform to NAIW Bylaws.  Dues or assessment of individuals or local associations shall be prohibited.

 

III.               STATE DIRECTOR

 

A.     State Directors assume office and duties on July 1 and shall serve one (1) year or until a successors are elected and assume office.  State directors cannot succeed themselves by election.

B.     The Director Shall:

 

1.      Perform the duties as stated in NAIW bylaws and the State Director’s manual.

2.      Preside at the South Carolina State Council annual meeting.  If unable to attend, an alternate appointed by the State Director shall preside.  In the event the State Director is unable to appoint an alternate, the Regional Vice President shall appoint the alternate.

3.      Appoint standing committees as provided in NAIW bylaws.

4.      Maintain the State 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 state elected position, other than state director and state director-elect, with the concurrence of the Regional Vice President.  Local associations and active members may submit candidates to the State Director for consideration.

 

C.     The Director shall visit associations within the state during the current term subject to the following guidelines:

1.      Not to exceed the travel budget allocated for the term

2.      Not to exceed one (1) visit per association unless the local association extending the invitation is defraying the expenses for additional visits.

D.     Funds shall be provided by the State Fund to cover registration expense and up $500 to send the State Director to the National Convention and that the State Director Elect shall have allocations for her registration to be paid and up to $300 for National Convention. 

 

E.       Should a vacancy occur in the position of state director, the state director-elect shall immediately assume the office of state director.

 

IV.       STATE DIRECTOR-ELECT:

      

A.     The State Director-Elect is elected to serve from the close of the annual meeting until they assume the office and duties of State Director on July 1.

 

B.     The Director-Elect Shall:

1.      Perform the duties as stated in NAIW bylaws.

2.      Appoint all standing committees except as otherwise provided in NAIW bylaws.

3.      Confirm the date and site of the annual meeting, immediately following elections to office, in accordance with these bylaws, and subject to the approval of the current regional vice president.

4.      Attend the annual leadership meeting and one (1) budgeted on-site planning visit with the annual meeting planning committee.

 

C.     Should a vacancy occur in the office of state director-elect, the vacancy shall be filled by election of the local presidents of the state council. In the event there is no state director-elect to serve as state director, the vacancy shall be filled by election of the local presidents of the state council.

 

V.            COMMITTEES:

            

A.     State Nominating Committee – The Nominating Committee shall be formed in accordance with Article V, Section A.1.C of the NAIW Bylaws.

    

1.      There shall be a Nominating Committee that shall be appointed by the state director-elect no later than March 15.

2.      The chairman shall be appointed by the state director-elect, and shall not have a vote.  The chairman must have previously served on the state nominating committee.

3.      This committee shall meet at the annual meeting and recommend one (1) or more candidates for office.  Consideration shall be given to members recommended by the local associations.

4.      In addition to submitting a nomination for the position of State Director-Elect and a member and alternate to the Regional Nominating Committee, this committee shall recommend candidates for any additional elected positions provided for in these standing rules.

 

B.     State Bylaw Committee:

 

1.      The Director-Elect shall appoint a chairman and two (2) members to review the State Bylaws.

2.      This Committee shall be appointed no later than December 15.

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 meeting for consideration.

4.      The Committee may receive recommendations for proposed amendments from local associations and active members, which shall be submitted at the state 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 State Meeting.

6.      The Committee shall correlate and publish all bylaws and amendments adopted at the State Meeting, and furnish revised copies to NAIW headquarters for distribution to all local associations, members-at-large, and the Regional Vice President immediately following adoption at the State Meeting.

 

         C.  Credentials Committee:

 

1.      The State Director shall appoint a chairman and at least two (2) members, who shall be present at the annual meeting.  The Committee shall receive credential forms, certify delegates and alternates and register delegates and alternates at the Annual Meeting.

2.      Any member who contests a delegate or alternate certification shall do so to the committee.  The State Director shall make the final decision on a contested delegate or alternate certification.

 

D.         State Public Relations/Programs Chairman:

 

1.      A Public Relations/program Chairman shall be elected at the Annual Meeting and shall assume office and duties on July 1.

2.      The Chairman may appoint four (4) members as liaisons for public relations, education, legislation and continuing education with the concurrence of the Director.

3.      This Committee shall assist the Director in managing the cooperative efforts with the insurance industry within the State.

4.      This Committee shall assist in supporting the educational needs of the members in insurance education, legislative, safety issues and continuing education within the State.

5.      This Committee shall promote NAIW programs within the State, including Communicate with Confidence Speak-off.

    

E.          State Membership Development Committee:

 

1.      A Membership Development Chairman shall be elected at the annual meeting and shall assume office and duties on July 1.

2.      The Chairman may appoint three (3) members as liaisons throughout the State to assist in the duties of this committee, with the concurrence of the Director.

3.      This Committee shall assist the Director in the organization of new associations and recruitment of active members within the State.

4.      This Committee shall promote membership development and retention within the State.

 

F.          Awards Committee:

 

1.      A Chairman shall be elected at the Annual Meeting and shall assume office and duties on July 1.

2.      The Chairman shall appoint five (5) members and two (2) alternates as members of the Committee.

3.      This Committee shall administer the following awards:

 

a.  Sarah J. McNulty Memorial Award

1.      Each applicant will fill out the Sarah J. McNulty Memorial Award applications.  Each association may submit one (1) candidate.

2.      Each member of the committee, except the Chairman shall judge each entry individually and forward the results to the chairman for final tally.  In the event of a tie, the tying entries shall be re-evaluated by each committee member individually until such time as a winner is determined.

3.      The presiding State Director and the immediate past State Director are ineligible as a candidate for this award.

 

b.      Achievement Award

1.      Each participating association shall complete the South Carolina Achievement Form and submit to the committee by August 1.

2.      A Certificate furnished by the association hosting the State Meeting shall be awarded to the winning association.

 

c.       Brenda s. Boone Membership Award

1.      Any active member of Insurance Women of South Carolina is eligible to participate.

2.      Committee to provide forms and means for a drawing at annual State Meeting.  Member does not have to be present at meeting to win.

 

3.      Winner will have his/her NAIW and local dues paid for the following July 1.  Funds for this award will be based on annual contributions designated for this purpose and held in reserve in the State Fund.

 

            3.  The Awards shall be awarded annually at the Annual State Meeting.

            

4.      Any changes in the application forms shall be made at the annual State Meeting by a majority vote of the delegates.

 

G.         Sarah Johnston McNulty Memorial Scholarship:

 

1.      This scholarship was established in 1988 by Colonel (USAF Ret.) James M. McNulty and Phil R. Crolley as a memorial to Sarah Johnston McNulty who was a longtime and much loved member of the Insurance Women of South Carolina.  The purpose of this scholarship is to provide educational assistance to a newcomer in the insurance industry, any person seeking employment in the insurance industry or any other person in the insurance industry wishing to continue their insurance education.  Preference will be given to USAF affiliates and shall NOT be limited to members of the National Association of Insurance Women.  Funds shall not exceed $500 per scholarship and successful completion of educational objectives made at the time of application is mandated for continued funding.

2.      Interested candidates shall make application on the prescribed form to the president of local association of NAIW.  Endorsement of a local association is required.  The application shall be submitted to the State Director by July 5^th.

3.      Annual committee is made up of the most recent three prior award recipients with the first of these three recipients being chairman.  If three prior award recipients are not available, then the State Director will appoint members of the IWCS to fill the vacancy(s), including chairman. Committee members will screen and rank candidates individually, returning applications to chairman for final tally.  Successful candidates(s) will be notified by Colonel McNulty and/or Phil Crolley, and the previous year’s recipient will make the presentation at the annual State Meeting.

4.      This scholarship is not retroactive nor is it transferable.  This scholarship is not affiliated with the National Association of Insurance Women (International) nor any affiliate thereof.  The funding and maintenance is of a private nature and can be withdrawn or modified at the discretion of Colonel McNulty or his appointed representative.

 

H.         Other scholarships are to be administered by the Awards Committee.  Criteria are to be established by the sponsor.

 

I.            Other state committees may be appointed by the.

 

VI.              FUND:

   

A.     A fund shall be established as the Insurance Women of South Carolina, Inc., Council of NAIW Fund.  Money may be accepted into the Fund by virtue of donations and through proceeds from State Council functions.

B.     A custodian who shall be the most immediate past State Director consenting to serve shall administer the Fund.

C.     The custodian shall:

1.      Have general supervision and management of the receipts and disbursements during the term, which shall coincide with the fiscal year.

2.      With the State director, approve all expenditures and sign all checks from this fund.

3.      Keep an itemized summary of all transactions and make a detailed report at the annual State Meeting.

4.      Submit books and records for audit when required.

5.      File any and all tax forms required.

       

D.     The State Director shall appoint two (2) members who are in attendance at the annual meeting to audit the Fund at the annual State Meeting.

E.      It is recommended that the Fund be invested in an interest bearing account insured by the FDIC.

F.      A fidelity bond should cover the custodian of the Fund and the State Director.  The amount should be adequate to protect the Fund amount.

G.     Expenditures from this fund shall be limited to those authorized in the State Fund Guidelines adopted by the NAIW Board of Directors and published in the NAIW Comprehensive Manual.

 

VII.            Meetings

 

A.     The State Annual Meeting shall be held in accordance with Article VII, Section C.1 and 2 of the NAIW bylaws.

 

1.      The date and site of the Annual State Meeting is determined by the State Director subject to the approval of the Regional Vice President.

a.       The suggested date for the South Carolina Council of NAIW State Meeting is the third (3^rd) weekend of September.

b.      The suggested site shall be rotated so that the Annual Meeting will be sponsored by 5 (five) groups of local associations, which will assume the responsibility of hosting the State Meeting every five (5) years.  New associations formed during this rotation will fall into groups of their sponsoring associations.  Any association may choose to bypass their turn in hosting the Annual Meeting but they shall advise the State Director-Elect at least two (2) years in advance in order to be excused.  The groups are as follows:

 

2005 – group #1 – Greenville, Piedmont

2006 – group #2 –  Midlands and Members at Large

2007 – group #3 – Charleston and Low Country

2008 – group #4 – Columbia and Spartanburg

2009 – group #5 – Pee Dee and Aiken

2010 – Restart with Group #1

 

2.      Each Association shall have the right to send one (1) certified delegate to vote, provided the delegate’s credentials form has been received by the chairman of the Credentials Committee and national dues have been paid.

3.      Members – At-Large, in attendance at the State Meeting, shall meet and elect a certified delegate.

4.      Certified delegates at the annual meeting shall register with the Credentials Committee prior to the business session.

5.      The meeting program and planning shall be at the discretion of the Director-Elect.

6.      The registration fee for the annual meeting shall be determined by the hosting association with the approval of the State Director-Elect and subject to any restrictions in the NAIW Bylaws.

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 State Director and the Regional Vice President.  The purpose of the briefing shall be to review any proposed amendments to NAIW Bylaws or State Bylaws.

 

B.     Fund Raising at the annual meeting shall be limited to those associations who will be hosting an annual meeting, regional conference or national convention or associations having hosted an annual meeting, regional conference or national convention resulting in a deficit.  Fund raising will also be allowed for the purpose of establishing a State Fund and to add revenue to an existing State Fund.

 

VIII.         NOMINATIONS AND ELECTIONS:

 

A.     Nominations shall be in accordance with Article V, Section A.1.c of the NAIW Bylaws.

1.      Candidates shall be in attendance at the Annual Meeting.

2.      All candidates shall submit a resume of their qualifications to the Nominating Committee.

 

B.     Elections shall be held in accordance with Article V, Section B.3 and 4 of the NAIW Bylaws.

 

IX.              RECOMMENDATIONS:

 

A.      The State 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 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.

 

X.                 AMENDMENTS:

 

A.     Associations in the council and active members may submit recommendations for amendments to or revision of the State Bylaws.

B.     These Bylaws may be amended at the Annual Meeting by a majority vote of the certified delegates present and voting provided written notice has been submitted to South Carolina 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 Meeting by a two-thirds (2/3) vote of the certified delegates provided the amendments shall have been submitted to South Carolina Council Associations and members-at-large sixty (60) days prior to the Annual Meeting.

D.     Amendments to these Bylaws or revision shall become effective at the close of the Annual Meeting at which adopted unless otherwise specified in said Bylaws.

 

XI.              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, procedure manuals and these Bylaws.

 

XII.            STATE COUNCIL DISCONTINUANCE/REFORMATION PROCEDURES:

 

A.     Under the direction of the president, headquarters’ staff shall conduct a mail vote of the State’s members to determine the approval or disapproval of a State Council discontinuance or reformation.  A two-thirds (2/3) approval vote of the State’s members voting shall be required discontinue ore reform a State Council.  The results of the vote shall be sent to the State’s members within the month following the deadline date for the return of the ballots.

B.     In the event of a State council discontinuance, The Council shall cease operations at the end of the fiscal year in which the vote is taken.  Remaining funds must be disbursed to a civic, welfare or education project designated by the governing Internal Revenue Service tax codes.

C.     In the event of State Council reformation, The Council shall re-form on the first day of the fiscal year following the approval date.