FEDERATION OF INSURANCE WOMEN OF TEXAS, INC. DUTIES OF IMMEDIATE PAST PRESIDENT

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1 FEDERATION OF INSURANCE WOMEN OF TEXAS, INC. DUTIES OF IMMEDIATE PAST PRESIDENT DUTIES The FIWT Immediate Past President while not a FIWT elected officer, is a member of The Board of Directors and Chairman of the Executive Committee By Laws Article VII, Section 2 The Executive Committee shall consist of the elected officers and immediate Federation Past President. The Immediate Past President shall serve as chair of the Executive Committee. Any vacancy in the chairmanship of this committee shall be filled by the President from among the Past Presidents of the Federation with the approval of the Board of Directors. The Executive Committee shall review the day to day operations of the Federation as needed and act as an intermediary between the Executive Director and the Board of Directors. The Executive Committee shall make recommendations to the Board of Directors for ratification where applicable. The Immediate Past President shall; 1. Attend all meetings and planning meetings of The Board of Directors and/ or Executive Committee 2. Conduct, along with the FIWT officers, the Executive Director Contract review and present findings and recommendation to Board of Directors., 3. Oversee the FIWT Leadership and Community Service award selections and presentations. PROCEDURES I. POST CONVENTION MEETINGS II. FIWT LEADERSHIP AND EDUCATION MID YEAR EXPO III. PRE-CONVENTION BOARD MEETING IV. ANNUAL MEETING/CONVENTION V. FIWT FORUM ARTICLES VI. MISCELLANEOUS VII. TIMELINE VIII. AWARDS CEREMONY Immediate Past President Page 1 November 1, 2015

2 I. POST CONVENTION MEETINGS ORIENTATION MEETING On Sunday morning after the Annual Meeting and just prior to the Post Convention Board Meeting the President conducts the orientation for the new Officers, Local Association President / Members-At-Large Board Members and special Committee Chairs designated by the President. This time is used to review the duties of each position, ask questions, and provide an informal setting to meet the FIWT leadership. The incoming FIWT President will determine if the Immediate Past President will attend the Orientation Meeting. POST CONVENTION BOARD MEETING The Official Board meeting is held on Sunday morning after the Annual Meeting. The President will conduct a short business meeting, may install the Local Association President / Members-At-Large Board Members and provide information on the coming year. The Immediate Past President will attend this meeting. II. FIWT LEADERSHIP AND EDUCATION MID YEAR EXPO As this is sponsored by FIWT, the Immediate Past President should be in attendance at this meeting. She should be available to assist the FIWT Officers as requested. IPP will present report at Board meeting, advising dates and details in upcoming Awards program. BOARD MEETING As Immediate Past President you will attend this board meeting but are not required to present a report. III. PRE-CONVENTION BOARD MEETING BOARD MEETING As Immediate Past President, you will be required to present your final report to the Board. If a formal Board packet is prepared you will need to have this report ready several weeks in advance to send to the Executive Office (you will be advised of the deadline date). In this report you will report on the Executive Director Contract review. Any recommendations that require Board of Directors approval will be presented as motion with New Business. Immediate Past President Page 2 November 1, 2015

3 IV. ANNUAL MEETING/CONVENTION As this is sponsored by FIWT, the Immediate Past President should be in attendance at this meeting. She should be available to assist the FIWT Officers as requested. The Immediate Past President will be the hostess for the presentation of the FIWT Leadership and FIWT Community Service Awards that will be presented during the FIWT Installation Dinner. However, as shown in procedures below, the actual awards may be presented by sponsors of the awards. V. FIWT FORUM ARTICLES DEADLINES The President will determine the number of issues that will be published. Once this is determined, the Executive Office will notify each Officer and Immediate Past President of these deadlines. As Immediate Past President your contribution to the Forum should be limited to activities which relate to your duties as Immediate Past President (awards sponsorships and/or nominations) VI. MISCELLANEOUS OFFICERS RETREAT The two planning retreats will be set by the President. These are typically held in the winter and summer with the site determined by the President and Executive Office. All officers and the Immediate Past President will be invited plus the President may decide that a particular chair be included depending on the business pending prior to the annual meeting, i.e. Convention Liaison, Parliamentarian, Long Range Planning, Budget/Audit, Executive Committee, etc. It is a working meeting that finalizes plans for the annual meeting and convention. The Summer Planning retreat is the meeting in which the Immediate Past President will conduct the FIWT Executive Director Contract review. Immediate Past President Page 3 November 1, 2015

4 VII. TIMELINE / GUIDELINES FOR IMMEDIATE PAST PRESIDENT Please note more detailed information on FIWT awards is found at end of timeline. JANUARY- Attend winter planning retreat if one is scheduled. Prepare any items that you have been asked to present / discuss at this meeting. APRIL- 1. Send to each local seeking sponsorship for FIWT Community Service Award. Advise that sponsorship will be awarded to first received requesting to sponsor of first business day of May. Once sponsor is selected advise all members of sponsor. 2. If there has been a change and there is not a set FIWT Leadership Award Sponsor send sponsorship s out to industry members seeking sponsor. Currently there is a permanent sponsor for this award ( Litchfield Special Risks) 3. Attend Leadership & Education Mid Year Expo. Advise members during Business meeting when applications for awards will be available and time table for nomination forms to be received ( Month of July) MAY- 1. Use the month of May to announce the FIWT Community Service sponsorship and remind members of dates that nominations will be accepted. Send a few s during the month to create excitement. 2. Assuming Summer Planning will be held in July, you should begin working on Executive Director Contract Review in May. You may obtain review form from the Past President for term prior to your term or develop your own review form to utilize. Keep in mind and always remain diligent in fact that this is an Executive Director Contract review. The Executive Director is not an employee of FIWT. Therefore, you should only be reviewing the execution of the contract FIWT has in place with the Executive Director. Copy of contract is on file with Executive Office and available for your review. JUNE- Depending on when Summer Planning meeting will be held, you will want to determine by June how contract review will be handled. If your preference is that each Officer completes a review form to be discussed at planning meeting, send the review form to officers 2 weeks prior to Summer Planning meeting. If you plan to hold contract review as a group discussion you would not need to send review forms to officers. JULY- 1. See Awards time table below. Nominations for Community Service and Leadership Awards will be received during the month of July. 2. Attend Summer Planning meeting. Executive Director Contract review will be completed at this time. After meeting with officers for discussion you and current President can decide if entire Executive Committee will discuss review Immediate Past President Page 4 November 1, 2015

5 findings with Executive Director or if this review will be conducted with just Immediate Past and Current President with Executive Director. 3. Once review is completed, finding will be reported by Immediate Past President in final report at Pre Convention Board Meeting. Any changes that require FIWT Board of Directors approval will be presented during New Business portion of meeting via a motion made by Immediate Past President. AUGUST- 1. Select and confirm willingness of judges for the FIWT awards. Community service judges are set (see below). However, you should still confirm their willingness to participate. 2. Prior to asking, you need to confirm none of the nominees are members that you would ask to judge. Executive Director can help you with this. SEPTEMBER- 1. Handle FIWT Award selection. (See Below) OCTOBER- 1. Attend Annual Convention. Immediate Past President will include in final report at Pre Convention Board meeting, finding of the Executive Director contract review. Any changes that require FIWT Board of Directors approval, will be presented during New Business portion of meeting via a motion made by Immediate Past President 2. The Immediate Past President will be the hostess for the presentation of the FIWT Leadership and FIWT Community Service Awards that will be presented during the FIWT Installation Dinner. However, as shown in procedures below, the actual awards may be presented by sponsors of the awards. VIII. AWARDS CEREMONY Immediate Past President Page 5 November 1, 2015

6 FIWT Community Service and Leadership Awards Two awards will be given out annually during the Installation Banquet. Community Service Award The purpose of this award is to honor a member of FIWT for their outstanding community service abilities and accomplishments. Eligibility Candidates must be a member in good standing of FIWT. Candidates must be nominated by their employer, co-worker or any FIWT member. No self nominations allowed. Judging Criteria Candidates will be judged based on their contributions to their local association, local community and FIWT. Judging Committee for the Community Service Award is made up of Immediate Past President, Com Service Chair, and a rep from the sponsor (either local association or company). Committee members are asked to keep all information confidential. Winner receives crystal or glass award and $250 cash Sponsorship of Community Service Award The cost of the Community Service Award Sponsorship is $300. $250 cash will be awarded to the winner and the remainder will cover a crystal award for the winner. Sponsor will be invited to Awards Ceremony to present the award to the winner. Sponsor name or logo will appear on event materials. (NOT ON ACTUAL AWARD) Sponsorships are sold on a first come, first serve basis. Sponsors can be agencies, companies, or any other Insurance-related field. FIWT Local Associations will be given first option to sponsor award. They can honor a past or current member by sponsoring and presenting the award in their honor. Leadership Award Immediate Past President Page 6 November 1, 2015

7 The purpose of this award is to honor a member of FIWT for their outstanding leadership abilities. Eligibility Candidates must be a member in good standing of FIWT. Candidates must be nominated by their employer, co-worker or any FIWT member. No self nominations allowed. Current FIWT officers, Immediate Past President and past winners are not eligible Judging Criteria Candidates will be judged based on their leadership contributions to their local association, FIWT and the insurance industry. The judging committee for this committee will have three people the Immediate Past President and two additional past FIWT Presidents. The Past Presidents must be currently working in the Insurance Industry (not retired). The committee is kept confidential and all information sent to committee members is confidential as well. Sponsorship of Leadership Award The cost of the Leadership Award Sponsorship is $ 500. The winner will be given $250 cash and a crystal award. Remainder of the sponsorship will go towards helping cover costs of the evening. Sponsor will be invited to Awards Ceremony to present the award to the winner. Sponsor name or logo will appear on event materials. NOT ON ACTUAL AWARD. Sponsorships are sold on a first come, first serve basis. At this time FIWT has a permanent sponsor for this award- Litchfield Special Risk. Until that changes, a new sponsor will not need to be requested each year. Confirm with Executive Director prior to April 1 st that sponsor not needed. Sponsorships must be confirmed and paid by September 1 of the current year. Sample Timeline based on end of October convention. If convention is scheduled for earlier in October, adjustments to schedule should be made. Immediate Past President Page 7 November 1, 2015

8 January March Apri May May August 1 August 1-5 August 5 September 15 September 15 IPP begins updating nomination forms. Executive Committee can review criteria for each award as needed Secure sponsorship for Community Service Award Confirm Leadership Nomination still in place. If not, Secure nomination for Leadership Award Announce Sponsorships and open nominations Nominations received in Exec Office. Executive Director will cover information such as person s name, local and any other information to keep the nomination as confidential as possible. ED will the nomination forms to IPP as a group with numbers Community Service Nomination # 10, 20, etc. The numbers are a way of keeping all nominations organized since names have been eliminated. In no way does it reflect opinion of ED but instead is simply numbered by order received. Confirm judges for both awards Selection committee reviews nominations and selects winners Finalist names given to ED to order award Begin working on script for presentation Immediate Past President Page 8 November 1, 2015