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Local Association Book

Useful for those interested in starting a new local association and for current and future local association presidents. We hope this handbook helps, however, if there

is anything that you need assistance with, please feel free to contact the FIWT Executive Director, Kristie Gray, at 800-856-6677, or you can email her at

fiwt@msn.com.

Federation of Insurance Women of Texas, Inc. 2616 Portland Avenue

College Station, TX 77845 800-856-6677

www.fiwt.com /fiwt@msn.com

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Table of Contents FIWT Organizational Chart ................................................................................................ 3

FIWT Meetings ................................................................................................................... 4

New Local Association Requests for Membership in FIWT ............................................. 5

Officers, Committees and Membership ........................................................................... 6

Rewards and Responsibilities of Belonging To An Organization ................................ 7

Sample Copy of Local Association ByLaws and Standing Rules ........................................ 10

Sample Standing Rules and Regulations ............................................................................. 19

Local Association’s Presidential Duties to FIWT ............................................................ 20

Change Of Local Association Officers ................................................................................ 23

Federation Of Insurance Women Of Texas, Inc. Corporate Charter ............................. 24

FIWT President Official Visit ............................................................................................ 26

Sample President’s Time Table ................................................................................... 28

Rudiments of Parliamentary Procedure & Meeting Agenda ......................................... 30

Sample Meeting Agenda ............................................................................................. 34

Sample Local Association Meeting Scripts ................................................................. 36

Sample Local Association Budget ............................................................................... 40

Topics, Questions, Comments or Recommendations for Discussion ........................... 41

FIWT CETIA Education ...................................................... Error! Bookmark not defined.

Traveling Workshops .................................................... Error! Bookmark not defined.

Local Association Marketing Book ................................................................................. 45

Part I - Marketing ......................................................................................................... 45

Article 1: Eight Basic Steps to Marketing Your Nonprofit Organization ........................... 45

Article 2 – 10 Tips to Increase Membership ......................................................................... 46

Part II – Meetings ......................................................................................................... 48

........................................................................................................................................... 48

Part III – Events ............................................................................................................ 49

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FIWT Organizational Chart FIWT Organizational Chart cannot be shown in the shape of a typical organizational chart. Here is a representation of the structure:

❖ Dark black boxes shows the Executive Committee ❖ The larger box outlined in black shows the Board of Directors ❖ The committee chairs and the liaisons report to the President as seen on the

right.

❖ The Executive Director takes instruction from the Board of Directors

❖ The Local Association Members take direction from their Local Association President

President

President Elect Vice President

Corresponding Secretary

Recording

Secretary

Committee Chairs

Immediate Past President

Liaisons

Members At

Large Rep.

Executive Director Local Association Members

Parliamentarian Budget Audit

Local Association

Presidents

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FIWT Meetings

Delegates Board of Directors

Association Representation

4 votes 1 vote

Number of Meetings 1 3

Frequency of Meetings

Annual (October) Post-Convention Mid-year Conference

Pre-Convention

Quorum 2/3 of local associations represented

Majority of voting members of Board of Directors

Who votes Delegates only Members of *Board of Directors only

Who can debate or present motions

All members Board members only

Meeting Configuration

Classroom

• Officers and Parliamentarian at head table

• Association Signs with 4 seats for each Local & Members at large Delegates

U-shaped

• Officers and Parliamentarian at head table

• Association Presidents, Members at large representative or proxies

• Budget Audit chair with no vote

• Executive Director with no vote

Responsibilities Hearing Reports Electing Officers Approve By-laws and Standing Rules changes

Approve Budget Approve Procedures Changes Approve Annual meeting registration fee (at Mid-year meeting)

*Board of Directors: **Executive Committee

• Executive Committee** • Elected FIWT Officers

• Local Association Presidents or Proxy

• Immediate Past President

• Member at large Board Representative

• Executive Director (ex-officio member without vote)

Ex officio – Frequently boards and committees contain some members who are members by virtue of their office, and, therefore, are termed ex-officio members. When such a member ceases to hold the office his membership of the board terminates automatically.

(Ref: Robert’s Rules, Art. IX, paragraph 51)

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New Local Association Requests for Membership in FIWT

1) Write a letter of request to be recognized as a local association member 2) Include name of new local association 3) Include adopted By-Laws and Standing Rules for review by state By-Laws Chair 4) Determine Officer positions and elect officers. 5) Include names, employers, address and phone numbers of newly elected officers 6) Give time and location of monthly meetings THESE ITEMS SHOULD BE SENT TO THE FOLLOWING: EXECUTIVE OFFICE – ADDRESS ABOVE AND CURRENT FIWT PRESIDENT ELECT/MEMBERSHIP CHAIR

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Officers, Committees and Membership While not all local associations have the same officers and committees, following are the FIWT officer positions and committees. The description and general duties of each of the following are outlined in the FIWT ByLaws and Standing Rules found in Section VI. You may want to start with the basic positions and committees and add new ones as your local grows. Officers President – Has general supervision and direction of all officers, committees and members. President Elect – Promotes membership and succeeds to the office of President immediately after serving as President Elect. Vice President – Promotes education Corresponding Secretary – Conducts the general correspondence and other duties as directed by the President. Recording Secretary – Keeps written record of all proceedings of all meetings. Committees Membership ByLaws Local association members Past Presidents Members-at-Large Long Range Planning and Resolutions Industry Members Scholarship Associate Members Budget/Audit Insurance Community Service Education Resource Career Awareness Parliamentarian Nominating Minutes Tellers Scrapbook Social Media FIWT Under 40

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Rewards and Responsibilities of Belonging To An Organization People join organizations because of the benefits they will gain. While the answer to “What’s in it for me” is the reason for joining, responsibilities as well as rewards come with the membership. To gain the most benefit, members should be aware of their reasons for affiliating with a group and should shoulder their share of responsibility. RESPONSIBILITIES:

1. Attend Meetings “I don’t know what’s going on” is a complaint frequently heard. The chances are that members haven’t been attending meetings regularly.

2. Be Punctual The habitually late member disrupts the meeting and can annoy others.

3. Pay Dues on Time The treasurer who makes ten calls to remind a member to write a check is a jewel. Not too many of these exist. If you do not intend to renew your membership send a letter of resignation. If you slide past the renewal date you may find that you have been dropped for non-payment of dues and reinstatement just adds more delays.

4. Be Supportive Loyal and Enthusiastic is the only way to benefit from any membership, be involved.

5. Ask Questions if you Don’t Understand the Discussion If you are floundering, the chances are other members are puzzled as well. Ask for an explanation. It is your right, and makes the decision making process easier and faster.

6. Speak Out Many times a vocal majority runs an organization because other members are afraid to ask questions and voice their opinions on topics.

7. Accept Majority Decisions It is your right to discuss and vote, but when the majority rules, you should accept the decision gracefully, regardless of whether you were for or against the question. The member who threatens resignation when outvoted is letting personal issues cloud what is best for the whole group and democracy

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rules. You do have the right of resignation if the group embarks on a course that you cannot morally or ethically accept. However, if the group tackles a project that you think is not advantageous or profitable, or elects an officer that you believe is incapable, you should still give the local your support and work to try to change the situation diplomatically and professionally.

8. Be Prepared to Complete any Job You Accept If you don’t have the time, don’t let yourself be talked into taking a position as a committee member, chair or officer. When you accept the responsibility of a position, plan your activities so you can perform your duties efficiently and enthusiastically. If your health, family or work situations change and you can no longer handle the responsibilities then notify the president immediately. Asking for help or resigning a position shows that you care but ignoring the problem hurts others.

9. Be Friendly to New Members Treat new members as you would have wanted to be treated when you first joined. Make them feel wanted and get them involved – be a mentor.

10. Keep Your Balance Don’t live and breathe for just the local or others will resent the involvement, your spouse, children, employers or even other members. Life is all about balance.

11. Don’t Resign Because You Must be Inactive While age or poor health may keep you from working on a committee or serving as an officer, your attendance at meetings (when possible) and serving as a mentor in person or by phone is invaluable.

REWARDS:

1. Meeting People and Making Friends Few of us are happy huddled in a cave, hermit-style. We want friends, and we need to meet people. What better way is there than joining a group where shared interests provide common goals and enjoyment.

2. The Joy of Accomplishment While most of us work for our bread and butter in routine jobs, we taste the frosting of life by accomplishing something worthwhile. Raising money for scholarships, improving your community or the environment, helping to educate others and ourselves takes us out of the workday world and can give life more meaning, especially when we do these projects with friends and peers.

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3. Developing Qualities of Leadership and Becoming Known in the Community

The person who gets the shakes when faced with speaking before a group will gain self-confidence by getting involved as a committee member, chair or officer. The knowledge you gain through this service will help you in other areas of your life.

4. The Intangibles While prestige, professional or economic advantage, educational and social opportunities can be the motives for joining an organization, the intangible rewards are the reasons most members continue as members. When people unite to work for common interest, the “What’s in it for me” changes to “What can I do to help”, resulting in personal growth and expanded horizons. The respect, admiration and personal relationships that develop among members cannot be measured but make you a very successful individual and the organization prosper.

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Sample Copy of Local Association ByLaws and Standing Rules

Provided by: Insurance Women of the Metroplex

ARTICLE I The name of this association shall be IWM ASSOCIATION INC., DBA INSURANCE WOMEN OF THE METROPLEX. ARTICLE II 1. The purpose of this association shall be:

a. To unite various groups of insurance professionals for the purpose of education. b. To encourage and support the insurance principles, programs, and regulations that

are in the best public interest. c. To encourage high standards of ethical and professional conduct by all members. d. To promote a greater public understanding and knowledge of the insurance industry

and to foster good fellowship among its members. 2. IWM Association Inc., dba Insurance Women of the Metroplex shall be a non-profit and a non-union association in all respects. ARTICLE III MEMBERSHIP - VOTING Membership shall be comprised of those who are actively employed as or retired from employment as: 1. Any person in the insurance/related profession or occupation. 2. Any member who has retired from the insurance industry shall have the same privileges

as an actively employed member and may retain this membership status until they enter into another full-time business or profession other than that of insurance.

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MEMBERSHIP - ASSOCIATE (Non-Voting) 1. Any individual having a bonafide interest in and who supports the objectives of this

association, and who is not otherwise qualified for any other class of membership. 2. Associate members shall be exempt from duties of active membership and may enjoy all

the privileges of the association except those of voting and holding office. MEMBERSHIP - HONORARY Honorary membership may be conferred upon those members whom the association wishes to honor for some distinctive service and they shall be exempt from dues. Election to honorary membership shall be conferred by the Executive Board. MEMBERSHIP - STATE IWM Association Inc., dba Insurance Women of the Metroplex is a member association of the FEDERATION OF INSURANCE WOMEN OF TEXAS, Inc., a Texas Non-Profit Corporation. ARTICLE IV OFFICERS The officers of this association shall consist of a President, President Elect, Vice President, Secretary, Treasurer and three (3) Directors. ARTICLE V GOVERNING BODY The governing body of this association shall be The Executive Board, consisting of the Officers, and Chairs &/or Co-Chairs of the Standing Committees. ARTICLE VI ELECTIONS The election of officers shall take place annually at the April meeting and all contested elections shall be by ballot. ARTICLE VII MEETINGS

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1. The meetings of the association shall be held at least once a month at a place designated by the Program and Entertainment Chair.

2. The Fiscal year of the association shall begin on June l and end on May 3l of the

following year. 3. Special meetings may be called by the President, or upon written request of ten (l0)

members of the association. ARTICLE VIII DISSOLUTION In the event of dissolution, all assets shall be distributed to community service project(s) designated by the members in good standing at the time of dissolution. ARTICLE IX AMENDMENTS The Constitution of this association may be amended by a two-thirds vote of the members present at any meeting, provided the proposed amendment and/or amendments have been presented at the preceding meeting, or provided that a copy of the proposed amendment and/or amendments have been sent to each member at least one week before action is to be taken. BYLAWS ARTICLE I DUTIES OF OFFICERS 1. The President shall be the Executive Officer. The President shall preside at all meetings

of the association and of the Executive Board. The President shall appoint all committees except the Nominating Committee and not otherwise provided for in the By-laws The President shall be a member, ex-officio, of all committees except the Nominating Committee. The President will be the IWM representative on the FIWT Board of Directors beginning in 2008 at the Post Convention Board Meeting .At the year end meeting the President shall present a written report of the work of the association during the President's term.

2. The President Elect and Vice President, in their order, shall assume the duties of the

President in the President's absence. The President Elect and Vice President shall present written reports at the year end meeting.

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(a) The President Elect shall act as Chair of the Membership Committee. (b) The Vice-President shall act as Chair of the Program and Entertainment Committee.

3. The Secretary shall keep an accurate record of the proceedings of all meetings, maintain

the historical record of the Association and update this record each year and perform such duties as may be requested by the Executive Board. The Secretary shall also furnish members copies and/or updates of the history of the Association.

4. The Treasurer shall be the Chair of the Finance and Budget Committee, receive all monies

of this association and keep accurate records of all financial transactions. 5. The Directors will be available to committee Chairs to guide and advise on association

rules, regulations, Constitution & Bylaws, and past procedures. 6. If a vacancy occurs during the year, except the office of President, such vacancy shall be

filled by the Executive Board. ARTICLE II GOVERNING BODY 1. The Governing Body of this association shall be an Executive Board consisting of the

Officers, who shall be duly elected at the April meeting and the Chair &/or Co-Chair of the Standing Committees, who serve by appointment by the President.

2. The President shall be designated as Chair of the Executive Board. 3. Any elected or appointed officer or committee Chair who misses three (3) consecutive

executive board meetings or three (3) consecutive regular monthly meetings may be replaced by the Executive Board.

ARTICLE III DISBURSEMENTS All disbursements shall be made by check drawn by the Treasurer. The Treasurer shall disburse by order of the Executive Board signed by any two (2) of the following:

a) Treasurer b) President c) President Elect d) Vice President

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ARTICLE IV MEMBERSHIP 1. New application for membership shall be made in writing to the Executive Board. The

application must be signed by two (2) board members in good standing. Upon approval by a majority vote of the Executive Board and payment of required dues, the applicant shall be enrolled as a member.

2. Renewal member applications and dues are due by June 1. If the renewal application and

dues have not been received by July 1, member is no longer in good standing. A new application must be submitted in accordance with Article IV, section 1.

3. Dual memberships in more than one local association are permissible. It is the

responsibility of the member to advise which local will be their primary local association. Voting privileges are only permitted in his or her local association. Dues will remain the same for dual membership regardless of voting privileges.

ARTICLE V ELECTION OF OFFICERS 1. It shall be the duty of the Executive Board to appoint a Nominating Committee of five (5)

members sixty (60) days prior to the April meeting of the association. The Chair shall be the first person nominated to the committee.

2. For the purpose of assisting the Nominating Committee, members are requested to

provide suggestions showing the name for each office to be filled. These suggestions are to be given to the Chair of the Nominating Committee.

3. The Nominating Committee shall determine one candidate for each office and shall

notify such nominees and obtain their acceptance for such nominations. At least one week prior to the election of officers, the Chair of the Nominating Committee shall mail a list of the nominees selected by the Nominating Committee to all members.

4. The election of officers shall take place at the April meeting, or at a special annual

meeting called by the President to take care of any unusual situation that may arise. All contested elections shall be decided by ballot. Additional nominations may be made from the floor for each office.

5. Officer Eligibility and Officer Vacancy

a. The prerequisite for the candidate of an elective office other than President,

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President Elect or Director is that they shall have served as a Chair of at least one Standing Committee for this association for one year and beginning in October 2008, must have taken the FIWT Essentials Class or its equivalent.

b. Candidates for President, President Elect or Director shall have served as a Chair of a

Standing Committee for this association for one year and must also have been an officer for this association for one year and beginning in October 2008, the President, President Elect or Director must have taken the FIWT Essentials Class or its equivalent.

c. In case of vacancy occurring in the Nominating Committee, it shall be filled by

appointment by the Executive Board. ARTICLE VI COMMITTEES 1. There shall be the following Standing Committees and such others as may be necessary

from time to time to promote the objective and interest of the association. They are:

Communication Membership Community Service Program & Entertainment Constitution & By-Laws Publicity & Public Relations Education Scholarship Finance & Budget Ways & Means FIWT Events Coordinator Web Administrator Long Range Planning

2. The President Elect shall serve as Chair of the Membership Committee. 4. The Vice President shall serve as Chair of the Program and Entertainment Committee. 5. The Treasurer shall serve as Chair of the Finance and Budget Committee. 5. The Education Committee Chair shall be responsible for the educational development to

be conducted by the association. Chair shall keep the membership advised of local, state and national legislation affecting the insurance industry and be a liaison between the association and the Independent Insurance Agents of Texas.

6. The Publicity Committee Chair shall maintain adequate press relations and secure

desirable publicity for the association. They shall compile the President's scrapbook to be presented at the Installation of Officers.

7. The Constitution and Bylaws Committee Chair shall review the Constitution and By-laws

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of the association. Committee is responsible for updating the IWM Procedures Manual as changes occur.

8. The Community Service Committee Chair shall be responsible for the community service

projects the association is sponsoring and enlist the aid of the members in carrying out the success of these projects.

9. The Communication Committee Chair shall be responsible for reminding the members of

meetings and other functions which the association is sponsoring and do any other communicating which the President feels necessary.

10. The Ways & Means Committee Chair shall be responsible for all fund raising events with

the assistance of the entire membership. 11. The Scholarship Committee Chair shall solicit and receive applications and be responsible

for the review and selection of scholarship recipient. 12. The FIWT Events Coordinator shall be responsible for keeping the association informed of the Federation Education Conference and the Federation Annual meeting. 13. The Web Administrator shall be responsible for maintaining and updating the IWM

website, IWM email account and IWM Facebook account. ARTICLE VII SPECIAL APPOINTMENT 1. The President shall appoint a Parliamentarian whose duty it shall be to see that the

meetings of the association are conducted in accordance with "Robert's Rules of Order Current Edition" wherein they do not conflict with the Constitution and Bylaws of this association. The Parliamentarian shall sit in on all meetings.

2. An Auditing Committee to be appointed in March by the outgoing President to consist of

at least four ( 4) members and one (1 ) alternate to audit the financial records before they are turned over to the new Treasurer. Members of this committee shall include at least one (1) "past" Treasurer. The Audit committee report is due by the June Executive Board meeting.

3. The Executive Board shall appoint delegates to the State meeting (convention). When

attending State meeting, voting delegates being previously instructed as to the decision of the general assembly, shall be guided by such instructions. No voting delegate shall have the power or authority to deviate from these instructions verbally or otherwise. If such deviation shall occur, it shall be construed as a violation of the delegate's authority

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and such delegate shall be subject to investigation and action of the Executive Board. 4. The President can appoint a Chaplain who will be responsible for giving the invocation at

the General Assembly meeting. 5. The President can appoint a Chair to be responsible for the Employer Appreciation

function. 6. The President can appoint an Installation Banquet Chair who will be responsible for

coordinating the Installation Banquet with the incoming President. ARTICLE VIII MEETINGS 1. The regular meeting of the association shall be held by the 2nd Tuesday of each month at

a time and place designated by the Program and Entertainment Chair. 2. Special meetings of the association shall be called at any time by the President. Notice of

special meetings shall be given at least three (3) days in advance of the meetings and only such business as is set forth in the notice shall be transacted at the meeting, except by unanimous vote of the members in attendance. When a special meeting has been held, those minutes shall be read and approved after the minutes of the previous regular meeting are read. No minutes are read at the special meeting unless it is an adjourned special meeting.

3. The Executive Board shall meet once a month preceding the General Assembly meeting

at a time and place designated by the President, except a January meeting will not be held.

4. Special meetings of the Executive Board shall be called by the President at the

President's discretion or by the President upon the written request of three (3) members.

5. The members present shall constitute a quorum for the transaction of business at

meetings of the association. 6. Five (5) members shall constitute a quorum of the Executive Board. ARTICLE IX DUES

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1. The annual dues of the association shall be $60.00 per year due on June 1 of each year for active and associate members of which a portion is remitted to FIWT on or before November 1 of each year. Dues include one (1) name badge and one (1) manual with binder.

2. Dues are payable in advance upon application for membership and thereafter each year

on June 1. No member shall be deemed to be a member in good standing who is in arrears for dues on July 1.

3. Membership dues shall not be transferable from one individual to another unless paid by

an agent or a company, then only to another employee in that particular office. ARTICLE X ORDER OF BUSINESS

a) Program b) Announcements c) Report of Executive Board d) Report of Officers e) Report of Committee Chairs f) Report of Special Committees g) Unfinished Business h) New Business i) Adjournment

ARTICLE XI AMENDMENTS The By-Laws of this association may be amended under the same procedure as outlined under Articles IX of the Constitution.

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Sample Standing Rules and Regulations These Standing Rules may be amended or suspended by a two thirds vote without previous notice or by a majority vote with such notice. 1. Education Chair or anyone asked to participate in a program shall be exempt from paying

a fee for attending workshops. 3. IWM Emblem shall be the association logo, and association colors are Blue & White. 4. All resignation of Officers and Committee Chairs must be submitted in writing to the

Executive Board. 5. In the event the Installation of Officers or the Christmas party is held on a regular

meeting night, the business portion of the meeting can be waived without a vote. 6. The IWM member of the FIWT Nominating Committee will be the President or a proxy

appointed by the Executive Board. 7. A complete copy of the Procedure Manual shall be furnished to the President, President

Elect and the Directors. The manual changes shall be approved by the Executive Board and the General Assembly.

8. An annual award shall be given to the "Employer of the Year" in appreciation for his or

her support of our association and FIWT. A recommendation is made by a member, selected by an impartial party and presented at the Employer Appreciation function.

9. An annual award shall be given to the "IWM Member of the Year" in recognition of his or

her contributions to our association and professionalism in our industry. A recommendation is made by a member, selected by an impartial party, and presented at the Installation Banquet.

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Local Association’s Presidential Duties to FIWT As President of your Local Association, you not only have the responsibility of providing leadership to your local association, but also you have a responsibility to FIWT. You are a member of the FIWT Board of Directors. You are the key link between your local association and FIWT. Miscommunication, or even worse, no communication with or from the Executive Office, FIWT Officers and the Committee Chairs results in misinformation and misunderstandings. The duties of local associations are listed in Section II of the Standing Rules. In an attempt to clarify these duties, the following list has been expanded in greater detail. MEMBERSHIP

• Dues must be sent to the Federation office by November 1st of each year. Dues are based on the September 1st membership. Fees are assessed if dues are late to the FIWT Executive Office

• Changes in membership rosters and new membership dues should be sent to the Executive Office as they occur.

• Remind members to keep the FIWT Online Directory current. BY LAWS

• A copy of each Local Association’s By-Laws and Standing Rules must be on file with the FIWT. All proposed changes to your local By-laws and Standing Rules must be submitted to the FIWT By-laws Chair for approval. This is necessary to insure that each Local Association By-Laws and Standing Rules are compatible with the FIWT By-laws and Standing Rules

• If your association wishes to propose a change to the FIWT By-laws or Standing Rules, these must be sent to the By-laws Chair no later than June 30th of each year. Normally, you will receive a letter from this committee well in advance requesting any proposed change.

• Prior to the FIWT Convention in October, the Local Association President will receive a copy of all proposed changes to be voted on at the Annual Meeting. These should be circulated to your local members and discussed in order to give your delegates and membership a full understanding of the proposed changes.

• All voting delegates to the Annual Meeting should have a copy of the By-Laws and Standing Rules and be knowledgeable about the FIWT By-laws.

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COMMUNICATION

• The Local Association President is to send requested reports to the appropriate officer or committee chair by the published deadlines.

President - the final report for the Post Convention Board

Meeting. (This report is sent to the Executive Director) President-elect - results for the Membership Award. Vice President - results for the Education Award. Community Service - results for the Community Service Award.

• Share all correspondence received from the FIWT Executive Office/Executive board with your membership at your next meeting.

• As you leave office and a new president is elected, please submit complete new officer information, (name, office, mailing address and telephone/fax number, and email information) to the Federation Executive Office, the Federation President, president-elect, and corresponding secretary. This information is necessary in order to prepare the correct Executive Board roster for the Post-Convention Board Meeting and to ensure correspondence is addressed to the proper person. If correspondence is received after you leave office, please forward to the new local president.

• Prepare a detailed file to pass on to the new incoming Local Association president to prepare and assist in the upcoming year.

INDIVIDUAL INVOLVEMENT WITH FIWT

• Encourage your membership to get involved in FIWT activities. Urge them to volunteer to serve on a committee. The interested individual should notify the FIWT President-Elect early in her term, preferable by a written note, stating which committee appeals to her or him and why.

• The name of a candidate for election to a FIWT Office accompanied by a FIWT Leadership Nomination Form, FIWT Essentials (or its equivalent) certificate and a picture is to be given to the Executive Director prior to the first business session of the Annual Meeting.

THE FORUM

• Send your Local Association news to the Executive Office for publishing in the FIWT ezine, “The Forum”. By sharing information on your activities with other locals, everyone will stay informed on what is happening statewide.

• The Forum is published 2 times a year. The Local Association Presidents receive notification of publication by email. It is the local president’s responsibility to notify and distribute to the local members. If for some

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reason, a local member cannot receive an electronic copy of The Forum, upon written request to the Executive Director, a copy will be mailed directly to the member.

• The Executive Office will send notice of deadline dates for requesting articles for the “The Forum” to the Local Association Presidents.

SOCIAL MEDIA

• The FIWT President appoints a Social Media chair to keep FIWT active on FaceBook and other social media. Send documents or flyers to him/her for help advertising your local events and meetings. Keep connected to the FIWT FaceBook page so you can also stay current with FIWT news.

SCRAPBOOK

• The FIWT President appoints a Scrapbook chairduring her term in office. One of the important tasks is to compile a scrapbook of the President’s year in office. This scrapbook is presented to the president at the Annual Meeting. Naturally, the President wants a remembrance from all Local Associations, included in her scrapbook. Please send copies of newsletters, articles, or pictures from your local association activities. Definitely include something from the President’s official visit to your association. This scrapbook will be a treasured memento and we want your local to be included. Answer all correspondence received from the Federation Executive Office/Executive Board as quickly as possible.

EXECUTIVE DIRECTOR

• The Executive Director is the only paid person of FIWT. She takes direction from the Executive Committee which is the FIWT Officers and the immediate Past President.

• Her contact information:

Kristie Gray

Executive Director

2616 Portland Avenue College Station, TX 77845

Phone: Toll Free: Email

469-362-5777 800-856-6677 fiwt@msn.com

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Last Duty of a Local Association President Communications is a very important part of transition from one leader to another. To enable you as an outgoing officer and on behalf of the incoming officer, the last duty you should consider is to notify the FIWT Executive Office of the change in Presidents. This form should be contained in your local President’s Notebook so that this procedure does not get overlooked.

Send this form to: Kristie Gray, Executive Director FIWT 2616 Portland Avenue College Station, TX 77845 Phone: 469-362-5777 Toll Free: 800-856-6677 Email: fiwt@msn.com

Change Of Local Association Officers Effective Date: ________________________________________ Local Association: ______________________________________ Newly Installed President: ________________________________ Address: _________________________________ City/State/Zip: ____________________________ **Office Phone Number: __________________________________ Fax Number: ___________________________________________ Email: _________________________________________________ **Please include 800 phone numbers if you have access to this at your office. This will help with FIWT expenses.

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Federation Of Insurance Women Of Texas, Inc. Corporate Charter Section 1 - NAME The name of this organization shall be the Federation of Insurance Women of Texas, Inc., a non-profit corporation in the State of Texas (hereinafter shall be referred to as the Federation). Section 2 - OBJECTIVES The objectives of this organization shall be: A. To unite various groups of insurance professionals for the purpose of education. B. To encourage and support those insurance principles, programs, and regulations that are in the best public interest. C. To enlighten members as to the insurance laws of the State of Texas and to the rules and regulations for the writing and placement of insurance as approved by the Texas Department of Insurance. D. To support and encourage all activities to reduce loss of life and property. E. To encourage high standards of ethical and professional conduct by all members. F. To promote a greater public understanding and knowledge of the insurance industry and its vital and necessary role in our society. G. To assist and coordinate the activities of the various local organizations and Members- at-Large who become affiliated with this association. H. To generally promote the best interest of its membership by all reasonable and honorable means and to engage in such other activities or purposes as shall be necessary, convenient, or incidental to any of the foregoing purposes. Section 3 - REGISTERED OFFICE The address of the registered office of the corporation is 1117 Red Hawk Drive, Frisco, TX 75034 (2831 E. Eldorado Parkway, Suite 103-192, Frisco, TX 75034)) and the name of the registered agent at such address is Kristie Gray. Section 4 - DURATION The period of its duration shall be perpetual. Section 5 - DIRECTORS The number of directors shall be determined by the By-laws, but shall consist of not less than ten (10) members. Page - 21 Revised: 11/1/2010 Approved: 10/09/2010

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Section 6 - DISSOLUTION Upon the dissolution of the corporation, assets shall be distributed for one or more exempt purposes within the meaning of Section 501 © (3) of the Internal Revenue Code and its Regulations as they may hereafter be amended, or corresponding section of any future federal tax code, or shall be distributed to the federal government or to a state or local government, for a public purpose. Any such asset not so disposed of shall be disposed by a district court of the county in which the corporation*s principal office is located to one or more organizations exempt under Section 501© (3) or described in Section 170 © (1) or (2) or their successor statues, as said Court shall determine, which are organized and operated exclusively for such purposes. Page - 22 Revised: 11/1/2010 Approved: 10/09/2010

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FIWT President Official Visit

You will receive correspondence like the following in the early part of the year. This is your communication from the Corresponding Secretary to help her make plans for the FIWT President’s visits. To: Local Association Presidents, Members-at-Large Representative Re: FIWT President Official Visit Information Ladies, Plans are being made for the Official Visit from your FIWT President! The form attached is to help in planning that visit. Please respond, to me, as soon as possible so that we can make plans to see everyone! My information is on the bottom of the form. If there is a specific date you want us to visit, please show that as your first choice on the form. There are also places on the form to show your second and third choice for visits. The President and I are both employees of insurance agencies. We will be using vacation time for the visits so most likely we will only be able to come to each local once. However, we would still like to know about the installations, bosses appreciation or fund raising special events that your local association may have. Please invite us to these functions as you feel led to and it may be possible for us to attend. Since we will be traveling using our vacation time, it would be helpful if plans can be made in the evenings or on the weekends. Have you considered planning a joint meeting with other local associations for this visit? Anything you can do to help us stay within the confines of our budget and to minimize our time out of the office would be appreciated. The President is happy to come and install your local association officers. However, if she does that, she needs to know the information as shown on the form. Please read the section about the props/gifts and know that the cost for these is not included in the FIWT budget. We are very excited about traveling around the state and hope to get to visit each of the local associations. Please help us with this by talking to your local as soon as possible to get a firm date in mind so that we can put it on our calendar and make plans! Have a great year and I will be in contact with you soon! Thanks, Corresponding Secretary

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Sample Form for FIWT President’s Official Visit Association Name:___________________________________________________________________

Contact Person: _______________________________________________________________

Address: ______________________________________________________________________

Office Phone:_______________________________ Cell Phone:________________________

Fax Number:_____________________________ Email:_________________________________

Date of Event -1st Choice:_______________________ Time: ______________ Arrive By:_______

Length of Time Scheduled for President’s Part:______________________________________

Location Address of Meeting: ___________________________________________

Visit function: ( ) Installation of Officers ( ) Social Only ( ) Employer Recognition ( ) Joint Association Meeting ( ) Business Meeting Note: If Officers’ Installation, please provide list with name of each incoming and outgoing officer and the duties of each of the offices. The cost of installation props and/or gifts for the incoming officers is the responsibility of the local association. The cost is not an expense covered within the President’s FIWT budget. It is recommended that the local purchase the props/gifts and have them available at the installation. If the local prefers the President to pick a theme and bring the props/gifts, please advise the budget limit for the items. The President will provide the local with the receipt for reimbursement.

( ) Officer props/gifts will be provided by local. ( ) Officers props/gifts will not be provided by the local.

Local’s theme:____________________________________; Or, ( ) President’s choice of theme

Recommended Dress: ( ) Business Casual ( ) Formal ( ) Church Dress ( ) Work/Professional ( ) After 5:00 ( ) Costume ( ) Casual If airport transportation or overnight lodging is required, will your local association make these arrangements? ( ) Yes ( ) No

If yes, please phone, email, or fax necessary information to my office. If no, please recommend local accommodations. We would also accept invitations to lodge in members homes, if offered, to help FIWT reduce expenses. Other Dates/Events: 2nd Choice________________________________________________ Other Dates/Events: 3rd Choice____________________________________________________ Please Return to: FIWT Corresponding Secretary, Email address, Mailing Address:, Phone and Fax Numbers We know that some local associations have a tradition of giving a cash gift to off set our expenses. Please know that these gifts are appreciated and, for clarification, do not have to be routed through the FIWT Executive Office.

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Sample President’s Time Table

May President's first Executive Board Meeting is the last Tuesday in May.

• Before or after Installation meet with the Director's concerning assignment of Standing Committees.

• Meet with Officers to review duties of each office(refer to Procedural Manual).

• Bank signature cards need to be signed prior to first Executive Board Meeting.

• Get submitted budget approved by Executive Board.

• Make sure the last year’s IWM history is ready to be distributed at the June General Assembly Meeting.

June • General Assembly Meeting - 2nd Tuesday of the month –

• Approve budget.

• Board Meeting -- last Tuesday of the month

July • General Assembly Meeting - 2nd Tuesday of the month –

• Make tentative arrangements for FIWT President's visit.

• Board Meeting -- last Tuesday of the month

August

• General Assembly Meeting -- 2nd Tuesday of the month -

• Board Meeting -- last Tuesday of the month –

• Executive Board to select delegates to October Annual Meeting.

• Review FIWT Candidates.

September • General Assembly Meeting -- 2nd Tuesday of the month –

• Notify FIWT Nominating Committee Chairperson of Nominating Committee. representative.

• Notify FIWT of IWM Board of Directors representative

• Notify FIWT of the Convention Delegates

• Sent the following reports to FIWT: o Final report for Post Convention Board Meeting o Membership Contest information (to President Elect

) o Education Contest information (to Vice President) o FIWT Community Service report(to Committee Chair)

• Board Meeting -- last Tuesday of the month

November • General Assembly Meeting - 2nd Tuesday of the month

• Board Meeting -- last Tuesday of the month

December • Christmas Party –There will not be a business meeting per the IWM Constitution & By-Laws, unless some one requests a business session.

No Executive Board Meeting is held during December.

January • General Assembly Meeting - 2nd Tuesday of the month –

• By the General Assembly Meeting appoint a Chairperson of

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the Employer Appreciation and Installation Banquet Event.

• Board Meeting -- last Tuesday of the month. - Have Executive Board appoint a Nominating Committee of five members with the first person selected to be the Chairman.

February • General Assembly Meeting - 2nd Tuesday of the month

• Board Meeting -- last Tuesday of the month.

March • General Assembly meeting - 2nd Tuesday of the month

• Attend IWM Bowling Tournament

• Notify FIWT of IWM Board of Directors representative for Mid Year Conference.

• Board Meeting - last Tuesday of the month. - Appoint an Audit Committee with one past Treasurer.

April • General Assembly Meeting - Elect Officers and attend Mid-Year Educational Conference.

• Attend FIWT Mid-Year Conference.

• Board Meeting - last Tuesday of the month

• Prepare year-end report and records to be turned over to incoming president.

• Remind Treasurer to suspense for the invoice from storage facility and P.O. Box rental.

• Collect Handbooks and final reports from Committee chairs.

May • Installation of Officers - Final report due before passing the gavel on to the incoming President.

• Make sure FIWT is informed of new president. See form

Sample provided by Insurance Women of the Metroplex.

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Rudiments of Parliamentary Procedure & Meeting Agenda These few items are in no way intended to supersede or supplement Robert’s Rules of Order, but it is hoped that they may give a little better working knowledge of parliamentary procedure to groups that have not found the time to enter into a more serious study or parliamentary rules. The following is a sample agenda for Order of Business and how each item can be handled: ORDER OF BUSINESS

1. Call to Order 2. Roll Call (Optional, but advised) 3. Reading and Approval of Minutes 4. Reports of Executive Committee (Recommendations acted on under New

Business) (Executive Committee is comprised of officers and immediate past president)

5. Reports of Officers 6. Reports of Standing Committees 7. Reports of Special Committees 8. Unfinished Business (From previous business meeting) 9. New Business 10. Program or Speaker (If applicable) 11. Announcements 12. Adjourn

HOW EACH ITEM IS HANDLED CALL TO ORDER - Two taps of the gavel by the President promptly at the appointed time and she/he says “The meeting will please come to order”. ROLL CALL – President will call for Secretary to come forward If roll call is used the Secretary will call the roll and advise the president that a quorum is present to conduct business. A quorum for a business meeting is a majority of the total membership roster. A quorum for a board meeting or executive committee meeting is a majority of the members on the board or the committee. READING AND APPROVAL OF MINUTES – President will call for Secretary Secretary will read the minutes from previous business meeting then move back to her seat. The President rises and asks if there are any corrections. If none, she states “Do I hear a motion to accept the minutes are read?” Requires a Second. Or if there are corrections they are notated and the President states “Do I hear a motion to accept the minutes as corrected?” Requires a Second. The President calls for the vote by

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saying “Those in favor of accepting the minutes as “read” or “as corrected” please say “aye”. Those opposed say “no”. The President will than say “the ayes have it and the minutes are approved.” EXECUTIVE COMMITTEE REPORT – President asks the Secretary to come forward There may not be a report at each meeting, generally only as needed due to business the committee wishes the membership to approve. The Secretary reads the report and then returns to seat. If a vote is required by the membership then the President states “Action on this recommendation(s) will be deferred to New Business”. OFFICER’ REPORTS – President calls each officer to come forward If only information is given in these reports, no action is necessary. Only reports carrying recommendations need a motion to dispose of them. If action is necessary then the President would state “Action on this recommendation will be deferred to New Business”. NOTE: Some locals have a Treasurer as an officer and others have a Budget/Audit Chair. Whichever is the case in your local then the Financial Report is given either as an Officer Report or Standing Committee Report. The financial report should always be written and a copy given to the President and Secretary. Once read the President asks “Are there any questions about the report?” The President should field the questions as they are made to the chair but it can be referred to the treasurer or budget/audit chair for clarification. When finished the President states “The financial report is filed for audit.” STANDING COMMITTEE REPORTS – President calls each chair to come forward Chairs make reports of action or accomplishments taken by the committee. If action is required on an item it is deferred to New Business. SPECIAL COMMITTEE REPORTS – President calls each chair to come forward Same as Standing Committee Reports above UNFINISHED BUSINESS – President calls applicable officer or chair to come forward Any business left incomplete from the previous business meeting must now come before the membership for disposal before any new business can be discussed. Of course, it may be deferred or postponed if more information is required before completion. NEW BUSINESS – President calls applicable officer or chair to come forward Recommendations from Executive Committee, Standing Committees or Special Committees are new acted upon. It is not necessary to read the report again. The officer or chair presents the motion to the membership by saying “Madam President, the (name of committee) moves (state motion)” A motion from a committee does not require a Second.

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All motions should be in writing and a copy presented to the President and Secretary at the time the motion is made. The President then reads the motion again and asks for discussion. Once finished the chair calls for the vote. This done on each recommendation separately as sometimes a motion is amended from the floor. Remember that when a motion is changed on the floor then the amendment must be approved or denied first, then the original motion on the table is approved or denied as amended. These are two separate actions. Never leave a motion hanging. Once the above is finished the President asks “Is there any other New Business to come before the meeting?” If there is handle is the same as above – do remember though that a motion from an individual must have a Second before it can be brought before the membership. PROGRAM OR SPEAKER Self Explanatory ANNOUNCEMENTS Self Explanatory ADJOURN The President will state “If there is no other business then the meeting is adjourned.” Pause “We are adjourned.” One tap of gavel The following is a quick study in presenting motions. SEVEN STEPS IN PRESENTING A MOTION

1. Obtain the Floor The member rises, addresses the Chair (President or President Officer), the presiding officer recognizes the member by name or by a nod, this gives the member the right to speak –known as the right to the floor. PLEASE, when you are in a meeting where you are not known by the Chair, state your name for recognition purposes.

2. Present a Motion Thus “I move that “state motion” and then step back or be seated while action is taken

3. Second the Motion If a motion is made by an individual it must be seconded – if made by a committee it is not required

4. State the Motion

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The Chair again states the motion and asks for discussion “Is there any discussion”

5. Debate or Discussion The motion has been made, seconded (if required) and stated by the Chair, it is now ready for discussion or debate. The mover of the motion is entitled to speak first on the motion. Each person to speak must be recognized by the Chair.

6. Call for the Question After all who wish to speak have had the opportunity to discuss the motion, the Chair then states “Are you ready for the question?” The chair then repeats the motion and says “All those in favor of this motion as stated, say aye, (Pause), all opposed say no.” Be sure to always call for the affirmative and negative votes when asking for verbal responses.

7. Announce the Vote The Chair says, “The ayes (or no’s) have it, and the motion is approved/denied.” A tie vote is a denied vote as a majority vote is necessary to approve a motion by the membership. If a motion is controversial it is better to have a standing vote rather than verbal, or even a paper ballot. Once it is definitely determined the vote is tied then the Chair may vote.

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Sample Meeting Agenda

Provided by the Lubbock Insurance Association BOARD MEETING AGENDA Date_____________ QUORUM IS EQUAL TO 2/3 OF THE BOARD—8 MUST BE PRESENT FOR A QUORUM CALL TO ORDER INVOCATION “RULES OF THE DAY”—INFORMAL PROCEDURE FOR SMALL BOARDS” MOTION- SECOND-VOTE READING OF THE MINUTES—“THE SECRETARY WILL READ THE MINUTES” “ARE THERE ANY CORRECTIONS TO THE MINUTES” “IF THERE ARE NO (NO FURTHER) CORRECTIONS, THE MINUTES ARE APPROVED AS READ (CORRECTED) OFFICER REPORTS—With no discussion V-PRESIDENT-_____________-MAY WE HAVE THE VICE PRESIDENT’S REPORT SECRETARY-________________-MAY WE HAVE THE SECRETARY’S REPORT TREASURER-________________-MAY WE HAVE THE TREASURER’S REPORT COMMITTEE REPORTS PROGRAM-______________ MEMBERSHIP-______________ PUBLICITY-__________________ EMPLOYMENT-____________________ COMMUNITY SERVICE-_________________

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TELEPONE-___________________ BY-LAWS-___________________ EDUCATION- _____________________ LEGISLATION-BY-LAWS-_____________________ WAYS & MEANS-_____________________________ SCHOLARSHIP-_________________________ GOLF TOURNAMENT-____________________ CHAPLIAN-_______________________ NOMINATING-________________________ NEW BUSINESS—In order of officer/committee reports NOMINATING COMMITTEE—READ BYLAWS—CUSTOMARY IN LIA FOR PAST PRESIDENT TO CHAIR AND BE THE MEMBER FROM THE BOARD MOTIONS-Procedure REPEAT MOTION =The motion made is…. CALL FOR SECOND DISCUSSION QUESTION REPEAT MOTION-THE MOTION BEFORE THE BOARD IS: ALL IN FAVOR-RAISE RIGHT HAND ALL OPPOSED BY LIKE SIGN MOTION CARRIES OR MOTION DENIED ANY FURTHER NEW BUSINESS ENTERTAIN MOTION TO ADJOURN SECOND ADJOURN

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Sample Local Association Meeting Scripts 1. Provided by the Insurance Women of the Metroplex General Assembly Meeting Agenda for _________________Date Meeting Called to order by President at (time). Will the meeting please come to order? (Tap the gavel at this time). Introduction of visitors: Welcoming Committee Chairman Invocation and Pledge of Allegiance: Chaplain Dinner: Please enjoy your Meal Speaker Introductions: By Vice President Announcements: Are there any announcements? Roll Call (silent by the Secretary). Verify that the Secretary has taken a Silent Roll Call. Reading of the Minutes by the Secretary: The minutes of the _____________date General Assembly meeting have been circulated. I hope you have taken the time to review them. Are there any corrections to the minutes of the _________date General Assembly meeting? If not, the minutes are approved as circulated. or If so the minutes are approved as corrected. Report of officers Office Name Report (Ok to put “see attached” for written

report) President-Elect VP Secretary Treasurer Are there any corrections or questions of the Treasurer’s report? If not, the report is filed for audit Report of Standing Committees ( ok to put “see attached” for the report)

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Committee Name Report Communications Community Service Constitution and Bylaws FIWT Events Coordinator Education Long Range Planning Publicity and Public Relations

Scholarship Ways and Means Web Administrator Report of Special Committees (Committees that President appoints) Welcoming – Unfinished Business - Is there any unfinished business? New Business - Is there any other business? There being no further business, the meeting is adjourned

Copies go to the Secretary and the Parliamentarian

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2. Provided by the Lubbock Insurance Association LUBBOCK INSURANCE ASSOCIATION ORDER OF BUSINESS DATE______________ Call to Order—hit gavel one time Opening-

a. call for prayer requests-- b. invocation c. acknowledge guests

Announcements a. Board meeting date___________ b. FIWT Mid Year Information c. Membership renewals due by 11-1 to FIWT Please, if you have not submitted

your forms, do so to _________________ immediately d. Meeting for Installation of officers to be held ______________ at

__________________ Minutes of previous meetings

a. has everyone read the minutes b. are there corrections to the minutes? c. There being no corrections, the minutes stand approved as circulated OR

Correction having been made, the minutes stand approved as corrected Treasurer’s report

a. Has everyone read the report? b. Are there any corrections to the report: c. There being no corrections, the report stands approved as circulated OR

Corrections having been made, the report stands approved as corrected Committee Reports

a. Education- b. Publicity- c. Community service- d. Legislation-Pass— e. Program- f. Ways & means- Laurie-Pecan Sales g. Big I golf tournament

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Old business-- New Business— Nominating Committee—__________________ (presents list of officers) The nominating committee has submitted the name of _________________for President. Are there nominations from the floor for the office of President? Will there be a nomination from the floor for the office of President? There being none, I declare the nominations for the office of President to be closed. President- V-president- Secretary- Treasurer- As there is only one nominee for each office (or offices not contested) the election may be by voice vote. Those in favor of the election of the candidates as presented please say aye…Those opposed, nay They ayes have it and the chair declares: ______________-President ______________-Vice President ______________ -Secretary ______________ -Treasurer IF NOMINATIONS FROM THE FLOOR—written ballot must be used Pass out paper for ballots Nominating committee to pick up ballots and count Report of vote Make declaration of office May I have permission to destroy the ballots? Thank you, the ballots will be destroyed Other new business: There being none, we will proceed with reports from the delegates to convention: Is there any other business to come before this meeting? Hearing none, the meeting is adjourned.

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Adjourn—hit gavel once

Sample Local Association Budget

Office or Committee Projected Income Projected Expenses

President

President Elect.(membership)

Vice President (Programs)

Secretary

Treasurer

Communications

Community Service

Constitution/Bylaws

Education

FIWT Events Coordinator

FIWT President's Visit

Installation/Employer Appreciation

Long Range Planning

P.O.Box Rental

Publicity

Referral

Scholarship

Storage Rental

Ways & Means

Welcoming

Total

Sample provided by the Insurance Women of the Metroplex.

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Topics, Questions, Comments or Recommendations for Discussion For example: 1. Members that join but never attend meetings. This is great for membership count and the funds are always welcome; however, this can present problems when we need a quorum to vote. It has never been mentioned to allow these members, company members, etc. to give a proxy to another member at the time of a vote. How are other locals handling this situation?

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Educational Seminars

7 Deadly Sins in Covering Your Accounts – 2 HR CE – Class # 12391 To assist participants in identifying and understanding seven common mistakes insurance agents make in advertising insurance protection for their clients. Great E & O prevention class! The Customer Bought A Boat – 1 HR CE – Class # 104571 A customer calls your agency to discuss boat insurance coverage, no what? This class discusses insurance coverage needs for watercraft. Commercial Property – 2 HR CE – Class # 12393 This is a basic property insurance program. Upon completion the participant will understand the difference between direct and indirect loss, be able to distinguish between real property and personal property and understand the principle of insurable interest. Ethics by Avoiding the Seven Deadly Sins – 2 HR Ethics – Class # 93834 The 7 Deadly Sins class listed above was converted into an Ethics class. The Ethical Road To Mayberry Series of 1 Hour Ethics Seminars with video clips from the Andy Griffith Show to show ethical situations. 1 Ethics Hour - The Ethical Road to Mayberry: Loaded Goat, Class # 22921 1 Ethics Hour - The Ethical Road to Mayberry: Horse Trader, Class # 23825 1 Ethics Hour - The Ethical Road to Mayberry: The Pickles, Class #108960 More Than a Policy – 2 HR CE – Class #12397 The course is designed to sharpen the customer service skills of Insurance Agents, Customer Service Representatives and other Insurance Professionals by identifying the key elements of service that customers expect, and developing a planned approach toward meeting their needs. NonSubscription Basics – 1 HR CE – Class #111030 Participants will gain an understanding of the definition of non-subscription including what it is, who is eligible, and the

risks involved. NonSubscription Explanation of Benefits – 1 HR CE – Class #111031 Participants will learn about the policy structure including specific benefits and exclusions. The Role of Ethics in the Insurance Industry – 2 HR Ethics – Class # 1405 This class will have an overview of why Ethics is important in the insurance industry. The material will cover consumer protection and how it applies to products that are sold in the insurance industry. Sailing Through the Claims Triangle – 2 HR CE – Class # 12401 Making the claims process easier to understand. This gives the class participants a brief outline concerning the nature of claims. In the class we will review the responsibilities of the company and the insured rights, duties and conditions for Personal and Commercial Lines. Study of Employment Practices Liability – 1 HR CE - Class # 95901 Mentions who the EPL policy protects: the entity, employees, job applicants, part-time and seasonal employees. Discusses employment laws, policy clauses and

coverages. Study of Errors and Omissions – 1 HR CE - Class # 101259 This class will cover what professions need E&O insurance and why they need it. The discussions will include definitions, insurance clauses and coverage’s that are included in an E&O policy. In addition, the class will discuss how an E&O policy is rated and what underwriters look for in quoting this line of coverage and gain a general overall knowledge of Errors or Omissions liability

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Study of Cyber Liability – 1 HR CE - Class #102134 The Cyber Liability Class is an introductory class defining cyber liability and why it is so important for businesses to be covered. Students will discuss the many threats on the internet and in everyday business. Finally, the discussions will include cyber liability policy basics with specific examples of typical coverages and exclusions.

Non- CE Courses

FIWT Essentials – 1 HR Non-CE FIWT Essentials is a course about the history of FIWT and includes the structure of the current

organization. The course is a requirement for any members wishing to serve as a committee chair or officer of FIWT. FIWT Instructors can provide the FIWT Essentials at a local association

meeting after May 1, 2013.

Introduction to FaceBook – Beginners course

Exceling in Excel – Beginners course

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Thank you for your interest in the FIWT Education Programs. Please help us with the

arrangements for this class by completing the following information and emailing to FIWT

Executive Director at fiwt@msn.com .

FIWT is very pleased to offer this service to you and hope this is a favorable experience for

your local association. FIWT does pay for expenses for the instructor however, if your local

association would like to share in the expenses, please indicate in the appropriate space below.

***FIWT members will continue to receive their membership benefit of classes thru FIWT.

The classes are free from FIWT fees but will charge the minimal TDI Sircon fee of $.67 per CE

hour. People attending the classes that are not members will be charged a $10 per class fee.

This fee will include the Sircon fees and other related FIWT fees.

NAME OF CLASS(ES):

DATE OF CLASS(ES):

TIME:

LOCAL CONTACT: PHONE:

EMAIL:

LOCATION OF CLASS:

TRAVEL ARRANGEMENTS Provided by

FIWT Local Instructor

LODGING: Provided by

FIWT Local Instructor

Confirmation #

TRANSPORTATION Provided by

FIWT Local Instructor

MEAL: Provided by

FIWT Local Instructor

OTHER INFORMATION

1 Number Attending Class

2 Will Someone be Available to Help Instructor

3 Will a Charge be Made for this Seminar?

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Local Association Marketing Book

FIWT Officers and Executive Director are here to help you grow your local associations. While our primary focus is the promotion and events at the state-level, we feel there is an urgent need to help the local associations. We’ve put together information from various resources in hopes that you can easily read and apply some of the ideas to your local meetings and events.

Part I - Marketing What is Marketing- Marketing is defined as the commercial process of promoting, selling and distributing a product or service. This applies to our locals in that we need to market and/or advertise our local associations to increase membership. Do Local Associations need to market themselves – Yes! Word of mouth is one of the greatest advertising tools. Hopefully your local members are able to talk with their co-workers and business contacts and encourage them to get involved. However, a local association can’t rely on word of mouth exclusively.

Article 1: Eight Basic Steps to Marketing Your Nonprofit Organization

Source: Laura Lake, About.com Guide

Marketing is an unfamiliar concept for many nonprofit organizations. It's important that these organizations understand that marketing is more than just the old sense of making a sale or obtaining a donation. Marketing is a way to satisfying the consumer and donor needs, but where does the nonprofit organization start? Below are eight steps that will get you started in brainstorming marketing ideas that could make a significant difference in the bottom-line of your organization.

1. Define your target market, research similar organizations and associations.

Target Marketing – for your local the target market would be the insurance agencies and insurance-related companies in your geographic area.

• Agencies – owners, CSRs, any and all staff

• Companies – MGAs, finance companies, restoration companies, architectural firms, risk management companies and/or position in a restaurant, hotel or other business, Community College – Insurance or Business departments, etc.

2. Determine the desired outcome of your marketing efforts. (To increase membership)

3. Using the information gathered in Step 1 and 2 develop brochures and marketing materials that describe the benefits, services, donation opportunities, and values of your organization.

1. Marketing Materials

• Website

• Direct Mail – can be email or stamped mail

• Brochures

• ‘Newsletters

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• Press Releases

4. Develop a social media marketing strategy. Social media such as Twitter and Facebook can provide you with ways to reach out to those interested in your organization in a low cost and effective way. Social media works great when it comes to reaching those who are passionate about causes that individuals hold dear to their hearts.

5. Develop and maintain a professional internet marketing presence by creating a web site. You can use a web site as a great resource to display useful information, news, monthly newsletters, events, create community, share alternatives to donating money, and showcase the benefits of your organization.

6. Research and maintain your prospect and customer databases. Do not let these resources

be wasted. Use them for special mailings, follow-up telephone calls, event invitations, alliance development, research profiling, and market segmentation.

7. Show and advertise the results and objectives that your organization achieves. You fill find that it is effective to showcase those that are receiving benefits, inversions, activities, and projects.

8. Always actively search for alliances with other organizations, commerce, government, advertising media and business. This step alone often brings the most benefit to nonprofit organizations. It can be time –consuming for a volunteer organization to develop a new business plan and put together a marketing plan. The good news is you’ve already got a group of committed people in your organization. You can take the phone book or yellow pages, split it in parts and have your members involved in the process of inviting people to your meetings. All your members can participate online on Facebook and Twitter (its free – remember?). Microsoft Word and Publisher offer sample brochures that you can use to develop your own brochure - or do a search on Google for other samples. Most of all, make it fun! The deep felt devotion that your local members feel is contagious – you just need to get people through the door. However, you also have to make it worth their time to attend a meeting.

Article 2 – 10 Tips to Increase Membership Source: www.clubrunner.ca

Every organization should have a good mix of membership strategies for retention and to increase growth. The start of a new year is a good time to evaluate your membership plan. 1. Exude a warm and welcoming attitude A warm and welcoming executive can translate into a warm and welcoming organization. Your executive needs to take a pro-active approach in meeting and greeting potentially new members. The president, in fact, should stand at the door, and shake the hand of members and guests as they come in for your monthly meeting. It can be hard for people to walk into a roomful of people they don't know. Introduce yourself, take an interest in them, and introduce them to other members.

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2. Make everything you do a "media event" Now that digital cameras are so easy to use, take a picture at all your events - your keynote speaker at the monthly meeting, your new member inductions, when you meet with your politician - and send it to your local newspapers. Newspapers, especially weeklies, are always looking for items of local interest. 3. Want to get the media more interested in what you're doing? Invite a local journalist to speak at your meeting. When the organization invited the assistant managing editor of the local newspaper, she not only spoke about her life in the media but also gave us tips for ways to get better media coverage. She also took the business cards of everyone there, and wrote profiles of several business owning members. 4. Get to know your members Make sure your executive, including the Membership Secretary and her committee, makes a special effort to get to know each member by name. This can be a challenge, as your group grows, but it is essential. A member needs to feel that he or she is a valued part of the organization, regardless of how much service or volunteer hours are contributed. 5. Set up a local association website People increasingly expect an organization to have a website. Online search has become the most common and easiest way to research an organization for more information. You want to ensure that you are not missing out on valuable exposure online. Setting up a local website is also a valuable resource to your members, who need to find timely local information quickly and easily. A web based system such as ClubRunner makes it easy for your local to have a professional website in addition to communication tools, and is very affordable for non profits. 6. Get new members involved on committees and special projects Ensure that members are aware of what your committees are, and encourage them to get involved. A wide variety of skills and talents are needed to run a successful organization, and everyone's contribution is needed. Use your organization’s website to feature all the committees and what they do. 7. Have a membership contest! Any member who brings in a new member during the year has their name put into a hat. The drawing is held in April, and the winner gets their membership dues for the coming year reduced by half! There can be various takes on this – maybe the member who brings in the most members during the year gets a free membership the following year. The key issue is that your membership grows as a result of a collaborative effort. 8. Send postcards to local businesses Use postcards as a promotional tool. If you see an article in your local newspaper about a new business or about a person who has a special appointment or achievement, send them a postcard with congratulations and invite them to come to a meeting. Better yet, invite them to join the local. Many people might believe your organization is exclusive and would find it a great honor. There is a trend to hand-write envelopes and invitations to local events – this helps make the person receiving the invitation feel important and less part of a direct mail list. 9. Challenge every member to bring a friend to at least one meeting per month Ask one guest to provide a short comment toward the end of the meeting about what they thought about the meeting. This will give you a good indication whether they are a potential member.

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Sometimes they'll convince themselves to join right in the middle of their comments! Just make sure to tell the guest at the beginning of the meeting that these comments will be requested at the end so the guest is not caught off-guard. 10. Make use of other organizations in your community to "spread the word" about your Local association. Service organizations, networking organizations, and professional associations are always looking for speakers. Most municipal councils are open to presentations by local non-profit organizations. Economic development organizations often organize conferences and one-day seminars where you might have an opportunity to speak to others about your organization. In conclusion, find ways to get your local association names in front of the people that you would like to become members. Be creative in your approach. Let’s think back to taking a class in school. What classes were most interesting for you? Was it the class that the teacher sat at the front and talked the whole time? Or was it the class in which you learned by doing, by being a part of something? Being involved makes people feel more ownership and take on more responsibilities. No one volunteer wants to do it all, so form committees and encourage people to work together. The local associations work on a variety of community service projects. The events that you describe and the pictures that you send for the Forum are great items to use as a press release. A press release can be sent to a variety of outlets online since the number of people reading print magazines and newspapers continues to decline.

Part II – Meetings

Once you have gotten them to the first meeting, remember the old saying – First Impressions are important. Make sure they are greeted by someone and welcomed to the meeting. Put your best foot forward so they know they you are a fun group but also professional. Here are a few tips for meetings

1. Agenda – offering an agenda helps keep the meeting on schedule. Limit the number of agenda items to allow for adequate discussion.

2. Focus on strategic and forward-thinking issues, rather than reviewing past history, helps keep meetings interesting for all members and makes the discussion more useful to the organization.

3. Maintain order, not allowing small side discussion, or dominance of discussion by a small group. Ask members to turn their cell phones to vibrate and if they must accept a call, they should leave the room.

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4. Establish a culture of open discussion, respect for all views and free exchange of information helps ensure that all views are heard and no one is intimidated.

5. Keep meetings as short as possible. Don’t let conversations get off target or become a gripe session – this is the fastest way to lose members!

6. Host your meetings in a mutual location. While some companies offer free meeting space, consider your members. Would a potential member be more or less likely to attend a meeting held at a competitors’ office? Country clubs, libraries, schools, and even restaurants with private rooms are great places to host a meeting. Try to centralize the location so most of the members are not driving for an hour to get to the meeting.

In conclusion, a fun but professional meeting will keep them coming back. Business has to get done, but keep on focus to get through the business so you can have fun….or do a fun activity to start off the meeting.

Part III – Events Many of the local associations use events as a fundraiser or to increase membership. Some members have mentioned the desire for a “how to” guide for event planning. The most important part of event planning is to expect the unexpected, plan as best you can, but accept that things don’t always go as planned. Events are also a way to increase income from outside sources – you don’t want your members to have to continuously dish out money for the organization. Below is a list of a few fundraising events: Host a Murder Mystery Dinner - People want to be entertained. Make the evening fun. There are plenty of sources of free scripts and event planning tools for Murder Mysteries online. Goblin Insurance – “sell” Goblin Insurance to homes and businesses prior to Halloween. You insure that should their place get dirty on Halloween from toilet paper or eggs, you’ll clean it up. Only the cleanable stuff, not replacing broken windows or damaged property. Host a float in a local parade – purchase matching shirts for your group. If it costs too much to purchase special shirts with your local logo on them, just find a cheap t-shirt that best represents your group. Coffee and Conversations Party – as the name suggests an informal meeting – perhaps a membership drive Bake Sale Jingle Bell Run and/or walk – competitive race for the holiday season Charity Event – have a contest decorating different types of chairs – child’s chair, computer chair, rocking chair, plastic outdoor chairs, etc. Have some prizes but then auction off the chairs for addition al funds. This could actually be done with a variety of items in the home and business – picture frames, aprons, decorative shelves, lamps, pillows, slippers. Garage Sale, Resale, consignment or auction of donated items from members, places of business, sports memorabilia, etc. Barbeque or Chili cook-off – men in particular really enjoy this event Board Game Tournament – not just dominoes, but bingo, bunko or card games

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Craft Fair – create items that are personalized or out of the ordinary. Host an event and solicit other crafters. Charge for the space rental – just a minimal amount to encourage many vendors to attend. Publicize the event. Either charge for the space rental or charge to enter, but charging for both isn’t necessary. Cooking Class or Cookbook –put together some of your members’ favorite recipes, put them in a book and sell them. Child- Centered Safety classes or booths at trade shows – car seat safety, bike safety, child safety awareness. Create IDs for smaller children – charge a little more than it costs but offer parents some security. Raffle tickets – these can be sold for almost any item – A raffle for a house has been done by an organization in the Dallas area for many years. Raffles are selling tickets for a chance to win something but usually there is just one winner. Holiday Fundraisers – Popular holidays include Valentine’s Day, July 4th, Halloween, Thanksgiving and Christmas. Think of creative ways you can offer a special gift or service on these days. Local Celebrity Auction Luau – Bring the tropics to your area by hosting a traditional Hawaiian luau Miniature Golf Tournament – ask Tarrant County about this one – they tried it and will do it again! Night Golf Tournament – use glow balls, glow sticks – make it a bit more challenging Pancake Breakfast Pizza Night – the Frisco Gattitown offers groups 15% of their profits for all those that mention the group during a certain date and time. Perhaps a pizza place in your town will do the same. Make it an event like collecting cans for the local food bank and you’ll get more folks interested. Fashion Show- pick a color “Blue For You” or style and go for it Wrap It – host a gift wrapping station during the holidays Formal Tea Party Hopefully, this short list will give you some ideas on ways to have a fun event and raise money at the same time. There are larger events like the Golf Tournament and Bowling Tournament that FIWT hosts. If you need help planning one at the local level, please let us know. Remember, we are here to help you.