And you thought you were only part of a local association…

1. And you thought you were only part of a local association… What you should know about IAIP Structure

2. IAIP Organizational Tree Legend International – Officers, Committees, Executive Committee, Board of Directors (4 International Officers) Regional – There are 9 Regions that form IAIP and each Region has an Regional Vice President “RVP” Council – Each State/Territory has a Council Director “CD”and Council Committees. There are 48 Councils. Local – Officers & Committees IAIP operations are conducted by an International Staff directed by the Executive Vice President. The Executive Vice President reports to the International President and the Board of Directors.

3. National – Officers, Executive Committee & Board of Directors Officers – Titles and Duties President – The President’s primary responsibility is leadership of the association. The president works directly with the Executive Vice-President to accomplish the objectives of the association by achieving the short- and long-term goals set by the Board of Directors. President Elect – The President-Elect must learn about the industry and the association to prepare for the term as president. By maintaining close communication with the President they can ensure a smooth transition from one year to the next. Vice President – The VP responsibilities include, serving on the Board of Directors, the Executive Committee and the Budget and Finance Committee. In addition, the VP acts as the PR/Program officer, responsible for determining program content – including activities related to education, public relations and safety Secretary – The responsibilities of the Secretary include acting as the member services and internal communications officer, responsible for determining activities and providing direction to national staff in the areas of bylaws and membership benefits programs. Executive Committee The members of the committee are the National Officers as listed above. This committee conducts the administrative business of IAIP and is ultimately responsible to the Board of Directors. Board of Directors The members of the Board of Directors are the International Officers along with the Regional Vice Presidents. The Board has the responsibility of conducting IAIP business, establishing policies of the association, etc. The Board has 3 regular meetings each year: August, January and pre-convention.

4. Regions Region III consists of 54 local associations. There are 927 members. (as of 10/12)

5. Regional Vice President Regional Vice President – “RVP” –Each Region elects an RVP at their annual regional conference. The RVP is the highest ranking officer in the region and is the regional representative to the Board of Directors. A primary responsibility of the RVP is communication with the Council Directors and members in their Region. Other responsibilities of the RVP include: • answer questions and address concerns of the council directors • offer leadership training • serve as the official IAIP (International) representative to the annual council meetings in their region • assist local associations in their activities • aid in the organization of new associations • formulate plans for the region • aid in recruitment of members-at-large • prepare written reports for the August, January, and pre-convention Board of Directors meetings, including council or regional activities of interest, bylaws and standing rule amendments proposed by active members, local associations and the region

6. Council Director / Elect Council Director - “CD” -Each state, province, commonwealth, or territory within a region can choose to form a council, which is under the guidance of a Council Director. The responsibilities of the director include the following: • visiting local associations within the council via combo meetings • organizing new associations • promoting membership development and retention within the council • promoting IAIP’s programs and projects • managing cooperative efforts with the insurance organizations within the council • performing any other duties outlined in the council’s bylaws • serving as liaison to the Regional Vice President, International Officers, and IAIP (International) by communicating any pending issues within and among the local associations and councils • transferring files and the Comprehensive Manual to the successor • preside over the annual meeting Council Director-Elect – Is voted in at the Annual meeting and prepares to assume the duties and office of the council director the following July 1st. The CD-Elect begins work with the association hosting the annual meeting during his/her term as CD.

7. Local Association Officers Each Local Association is required to have, at a minimum, a President and Secretary. Local Associations need to individually determine what officers are necessary to accomplish the goals of their individual association. President –Is the highest ranking officer of the local association and presides at all meetings of the association. In addition the President should appoint a chairmen to all committees distribute information to the members that is received from the CD, RVP, any International officer or committee chair of IAIP. work closely with the President Elect or VP to ensure a smooth transition President-Elect –Varies by Association; but assists President and learns the President’s duties while serving in this position. Vice President -Varies by Association; but assists President and learns the President’s duties (or President-Elect’s duties) while serving in this position. Secretary –Is responsible for recording and maintaining original minutes as these become part of permanent records. The secretary also reports on incoming or outgoing correspondence. Treasurer –The treasurer is responsible for the funds of the association and should be someone with an aptitude for figures and some bookkeeping experience. The treasurer is responsible for collecting and disbursing funds and maintaining all records to become part of permanent records. A monthly income and expense report should be regularly submitted by the treasurer to the association.

8. Bylaws • Council and Association bylaws allow for slight variances, however where Council and Local Bylaws are more restrictive – National Bylaws rule! • There are parameters for making changes to your bylaws. • “These bylaws shall be supplemental to IAIP bylaws and standing rules. If any amendment to IAIP bylaws and standing rules causes these bylaws to conflict with IAIP bylaws or standing rules, the local, council or regional bylaws shall automatically conform to IAIP bylaws and standing rules.”

9. Meetings / Conferences Local –Dates, times and how-often are established by the individual local association. The Program Chair, who is also often the VP or President-Elect selects the location, menu, secures the speaker or speakers and takes reservations for the meeting. The quality of the programs should provide the kind of information members need and want for professional knowledge and growth. Council - Councils shall hold an annual meeting for the purpose of transacting any business that may properly come before it. The site and date shall be determined in accordance with the council bylaws, subject to the approval of the current Regional Vice President. Most importantly each local association is allowed to, and encourage to, send a delegate and alternate to the conference. Those individuals are responsible for voting on any issues or changes that come to the conference. It is important for the Delegate and Alternate to understand their duties and responsibilities before arriving at the Council Meeting. Regional – Each Region holds an annual conference to be scheduled between February 1 and April 15. These meetings encourage and provide networking, education sessions and guest speakers. Most importantly each local association is allowed to, and encourage to, send a delegate and alternate to the conference. Those individuals are responsible for voting on any issues or changes that come to the conference. It is important for the Delegate and Alternate to understand their duties and responsibilities before arriving at the Regional Conference. Regions shall hold an annual conference for the purpose of transacting any business that may properly come before it. The members of the region shall designate the site. The voting body of the regional conference shall consist of one delegate from each local association in the region. National -purpose of electing officers, receiving reports, and transacting such other business as may properly come before it. Any active member of IAIP has the right to attend the convention and to speak.

10. Delegates/Alternates • Each local association elects a delegate and alternate to attend Council, Regional and National Conferences. • These individuals are selected to vote on behalf of the association. The alternate will replace the delegate if the delegate is unable to attend the conferences, business meetings, etc. • Associations should review and discuss any items that are to be brought forward to vote on at these conferences. Delegates/Alternates may be sent either instructed (told how the association wants their vote) or uninstructed, but informed (the delegate/alternate makes the voting decision based on the information presented). • These are the individuals the association has elected to represent and vote for them. Therefore it is important that they understand the process, responsibility, etc.

11. Parliamentary AuthorityPolicy & Procedures • Roberts Rules of Order - The rules contained in the current edition of Robert's Rules of Order Newly Revised shall govern the proceedings of IAIP in all cases to which they are applicable and in which they are not inconsistent with these bylaws, any special rules of order that IAIP may adopt, and any statutes applicable to this organization that do not authorize the provisions of these bylaws to take precedence.

12. Comprehensive Manual / Website • Comprehensive Manual -Everything you want and need to know is in this manual!! From the structure of the organization to award forms, it’s all here and accessible on the website! • Chapter 9 of the Comprehensive Manual -This chapter contains the official policy statements of IAIP. This is your ultimate reference guide and one of the first places you can turn to secure answers to your questions! Of course this does not mean you can’t ask your Council Director and/or RVP, but it is great to know where all the answers are!! • Website –There is so much at your fingertips right at www.internationalinsuranceprofessionals.org There are updated and information is being added all the time. Be sure to check it out!