By-Laws

1.	NAME:
	The name of the council shall be Kentucky State Association - NAIW (International), hereinafter referred to as KSAIW.
2.	PURPOSE:
	KSAIW serves it members by providing professional education, an environment in which to build business alliances and the opportunity to make connections with people of differing career paths and levels of experience in the insurance industry.
3.	OFFICERS:
	A.	COUNCIL DIRECTOR
		1.	The Council Director, hereafter referred to as Director, shall assume office and duties on July 1 and shall serve one (1) year or until successor is elected and assumes office. Directors may succeed themselves by election, not to serve more than two (2) consecutive terms.
		2.	The Director shall:
			a.	Perform the duties as stated in NAIW (International) Bylaws and Standing Rules, KSAIW Bylaws, by the Board of Directors, by the Executive Committee, by the National President, the Council Director’s and Council’s Director’s-Elect manuals.
			b.	Preside at the KSAIW annual meeting and other scheduled meetings as provided in these Bylaws. If unable to attend, an alternate appointed by the Director shall preside. In the event the Director is unable to appoint an alternate, the Regional Vice President shall appoint the alternate.
			c.	Maintain the Nominating Committee file in accordance with procedures established by the NAIW Board of Directors and contained in the Nominating Committee manual.
			d.	Appoint the Secretary.
			e.	Appoint standing committees as provided in these bylaws.
			f.	Fill any vacancy that may occur in a KSAIW elected position, other than the Director and Director-Elect, with the concurrence of the Regional Vice President. Local Associations and active members may submit candidates either from KSAIW or who have declared their association of record as being within the council to the Director for consideration.
		3.	The Director shall visit associations within the state during the current term subject to the following guidelines:
			a.	Not to exceed the travel budget allocated for the term.
			b.	Not to exceed one (1) visit per association unless the expense for additional visits is being defrayed by the local association extending the invitation.
		4.	Appoint the Nominating and Bylaws committees as provided in these bylaws.
		5.	Should a vacancy occur in the position of Director, the Director-Elect shall immediately assume the office of Director.
		6.	If elected to a second term, the Director will assume the duties of the Director-Elect for that term.
		7.	Perform other duties as pertain to this office.
	B.		COUNCIL DIRECTOR-ELECT
		1.	The Council Director-Elect, hereafter referred to as Director-Elect, is elected to serve from the close of the Annual Meeting until assuming office and duties of the Director on July 1.
		2.	The Director-Elect shall:
			a.	Perform the duties as stated in NAIW (International) Bylaws and Standing Rules.
			b.	Confirm the date and site of the annual meeting, immediately following election to office, in accordance with these bylaws and subject to the approval of the current Regional Vice President.
			c.	Attend the annual Council Director-Elect training.
			d.	Work with the host association to plan the program for the annual meeting.
			e.	Shall present a gift to the outgoing Director not to exceed $25.00 at the Annual Meeting.
			f.	Perform other duties as pertain to this office.
		3.	Should a vacancy occur in the position of the Director-Elect, the vacancy shall be filled by election by the local presidents of KSAIW. In the event there is no Director-Elect to serve as Director, the vacancy shall be filled by election by the local presidents of KSAIW. The vacancy shall be filled by a member either from KSAIW or who has declared their association of record as being within the council.
	C.	SECRETARY
		The Secretary shall, under the direction of the Director:
		1.	Conduct the general correspondence of KSAIW.
		2.	Serve as chairman of the Credentials Committee.
		3.	Shall be Historian and maintain a record of the activities of KSAIW.
		4.	Perform other duties as pertain to this office.
	D.	TREASURER
		1.	The Treasurer shall be elected at the annual meeting and shall assume office and duties on July 1.
		2.	The Treasurer shall:
			a.	Be custodian of all funds.
			b.	Submit a full written report at each meeting.
			c.	Submit books and records for audit by July 1.
			d.	File any and all tax forms required.
			e.	Perform other duties as pertain to this office.
4.	COMMITTEES:
	There shall be the following Standing Committees:
	A.	NOMINATING COMMITTEE:
		1.	A nominating committee of three (3) members, plus a chairman, shall be appointed by the Director-Elect. The Chairman shall not have a vote.
		2.	This committee shall be appointed no later than July 1st preceding the annual meeting.
		3.	It shall be the duty of the committee to nominate a slate of at least one (1) candidate for each office to be elected at the annual meeting. Their report shall be attached to the Annual meeting notice. Following the report of the committee, additional nominations may be made from the floor. The nominations are for the following positions:
			• Director-Elect
			• Treasurer
			• Public Relations Chairman
			• Delegate to the Regional Nominating Committee
			• Alternate to the Regional Nominating Committee
	B.	BYLAWS COMMITTEE:
		1.	The Director-Elect shall appoint a chairman and two (2) members to review the Bylaws.
		2.	This committee shall be appointed no later than December 15.
		3.	The committee shall consider and/or correlate proposed amendments submitted, together with its own, and submit amendments receiving a majority vote of the committee to the annual meeting for consideration.
		4.	The committee may receive recommendations for proposed amendments from KSAIW, local associations and active members which shall be submitted to the annual meeting for consideration.
		5.	The chairman shall distribute the proposed amendments to all local associations and members-at-large no later than sixty (60) days prior to the annual meeting.
		6.	The committee shall publish all bylaws and amendments adopted at the annual meeting and furnish revised copies to NAIW (International) headquarters for distribution to all local associations, members-at-large, and the regional vice president immediately following adoption at the annual meeting.
	C.	PUBLIC RELATIONS/PROGRAM COMMITTEE:
		1.	A Public Relations/Program Chairman shall be elected at the annual meeting and shall assume office and duties on July 1.
		2.	The chairman shall serve as liaison to other state industry organizations.
		3.	This committee shall assist the Director in managing the cooperative efforts with the insurance industry within the state.
		4.	The committee shall conduct the CWC Speak-Off at the annual meeting.
		5.	This committee shall promote NAIW (International) programs within the State.
	D.	CREDENTIALS COMMITTEE:
		1.	Receive Credential forms and certify the local association presidents or the local association appointed representative as delegate for each local association at each meeting.
		2.	Receive Credential forms and certify the member-at-large delegate at each meeting.
	The following Standing Committees shall be appointed by the Director:
	E.	LEGISLATIVE COMMITTEE:
		1.	This committee shall keep the membership advised of legislation affecting the insurance industry.
		2.	The chairman shall serve as liaison to the KENTUCKY INSURANCE COUNCIL.
	F.	MEMBERSHIP DEVELOPMENT COMMITTEE:
		1.	This committee shall assist the Director in the organization of new local associations within the State.
		2.	This committee shall promote membership development and retention within the State.
	G.	BUDGET COMMITTEE:
		1.	This committee shall consist of the Treasurer, the Current Director and the Immediate Past Director.
		2.	This committee shall have the duty of preparing a budget for the fiscal year for approval of the voting members at the annual meeting.
	H.	AUDIT COMMITTEE
		1.	The Director shall appoint a chairman prior to the spring meeting.
		2.	The committee shall audit the Treasurer’s accounts at the close of the fiscal year and present its report to the membership at the Annual meeting.
	I.	ADVISORY BOARD
		1.	An Advisory Board shall be made up of all charter members (Charter members shall consist of those individuals in attendance at the organizational meeting on February 20, 1982) who are active members and all Standing committee chairmen currently in office. This board shall serve in an advisory capacity, but does not have voting privileges at the meetings. A quorum will be made up of those persons in attendance at a called Advisory Board Meeting.
	J.	Other committees may be appointed by the Director.
5.	MEETINGS:
	A.	The annual meeting:
		1.	The annual meeting shall be between September 1 and December 1. The suggested meeting date for Kentucky is the Second Saturday in October. The suggested site for the annual meeting shall be rotated alphabetically by association.
		2.	The registration fee for the annual meeting shall be determined by the hosting association with the approval of the Director-Elect and subject to any restrictions in the NAIW bylaws and standing rules. The Registration Fee is to be paid to the association hosting the annual meeting. The host association is responsible for all expenses incurred in hosting the annual meeting. The following is a list of possible expenses:
			a. Council Director’s hotel room
			b. Speaker fees, travel, etc.
			c. Programs, printing, etc.
			d. Decorations
			e. Door prizes
			f. Meeting room rental
			g. Coffee breaks and meals
			Determine the registration fee based on expenses that will be incurred and donations received. Any deficit is the responsibility of the hosting association. Any surplus of funds must be used as described in NAIW Policy I.B.17, Use of Surplus Annual Meeting.
		3.	A statewide CWC Competition shall be held at the annual meeting. The winner of the competition shall be the representative at the Regional Conference. The competition shall be judged by three (3) impartial judges.
		4.	Voting members shall consist of one delegate from each local association and one member-at-large (excluding Student members-at-large) to be elected by the members-at-large attending the meeting.
		5.	The National Representative shall be the Regional Vice President, who shall have time on the program to address the assembly.
		6.	There shall be a delegates’ briefing open to all members conducted by the Director and the Regional Vice President. The purpose of the briefing shall be to review any proposed amendments to NAIW (International) Bylaws and Standing Rules or KSAIW Bylaws.
		7.	Fund raising at the annual meeting shall be limited to those associations who will be hosting an annual meeting, regional conference or national convention or associations having hosted an annual meeting, regional conference or national convention resulting in a deficit. Fund raising will also be allowed for the purpose of adding revenue to the Kentucky State Association - NAIW Fund.
	B.	KSAIW shall have one additional meeting:
		1.	In the spring, after the Regional Conference but prior to the National Convention but not on the weekend of Mother’s Day.
		2.	The site of the spring meeting shall be rotated alphabetically by association.
		3.	The spring meeting shall be held in conjunction with Kentucky State Education Day.
		4.	The registration fee for Kentucky State Education Day and the Spring meeting shall be determined by the hosting association with the approval of the Director-Elect and subject to any restrictions in the NAIW bylaws and standing rules. The Registration Fee is to be paid to the association hosting Education Day and the Spring meeting. The host association is responsible for all expenses incurred in hosting Education Day and the Spring meeting. The following is a list of possible expenses:
			a. Council Director’s hotel room
			b. Speaker fees, travel, etc.
			c. Programs, printing, etc.
			d. Decorations
			e. Door prizes
			f. Meeting room rental
			g. Coffee breaks and meals
			Determine the registration fee based on expenses that will be incurred and donations received. Any deficit is the responsibility of the hosting association. Any surplus of funds must be used as described in NAIW Policy I.B.17, Use of Surplus Annual Meeting.
	C.	Special meetings may be called by the Director or upon the written request of three (3) local association presidents. The purpose of the meeting shall be stated in the call except in cases of emergency, at least five (5) days notice shall be given.
	D.	The council director, council director-elect and council committees are authorized to meet by telephone conference or through other electronic communications media as permitted by law.
6.	DUES:
	A.	Annual dues, for those desiring membership, shall be three dollars ($3.00) per member for each local association and three dollars ($3.00) for each member-at-large and each Student member-at-large based upon July 1 roll to be paid on or before August 1 annually.
	B.	Local associations and members-at-large who have not paid KSAIW and NAIW (International) dues shall have no vote at the meetings.
	C.	Local association members, members-at-large and Student members-at-large who join between July and December 31 shall pay full annual dues; those who join between January 1 and June 30 shall pay one-half (1/2) the annual dues.
7.	A fund to be officially known as the Kentucky State Association - NAIW Fund shall be maintained and shall be used to cover such expenses as travel, postage, photo copies, telephone, bank charges, stationery and other necessary supplies and expenses incurred in relationship to KSAIW activities and approved by the voting members. The Fund shall be audited annually after June 30, to be reported at the annual meeting. The Director may spend up to $50.00 without prior approval of the voting members.
8.	A fund to be officially known as the Rita T. Spillman, CPIW Scholarship Fund shall be maintained at a bank in Lexington, Kentucky. The Purpose of this fund is to provide scholarships for students in the College of Insurance at Eastern Kentucky University. The treasurer of the Blue Grass Association of Insurance Women, Inc. shall:
	A.	Be custodian of funds in the scholarship account.
	B.	Request and receive all monies from the local associations.
	C.	Disburse funds to Eastern Kentucky University at the discretion of KSAIW.
	D.	Submit a full written report at the annual meeting.
	E.	Submit books and records for audit after June 30.
	F.	Perform other duties as pertain to this fund.
9.	USE OF SURPLUS FUNDS
	A.	Funds derived as a result of KSAIW hosting a Council Meeting or Regional Conference can be used as follows:
		1.	Donated to Associations or Councils hosting a future council meeting or regional conference AND/OR
		2.	Held in an interest bearing account such as a Certificate of Deposit, principal and accrued interest, for the hosting of a future council meeting or regional conference.
		3.	The delegates to KSAIW will vote at the next annual meeting on the distribution of any surplus funds in accordance with point # 1 and/or # 2.
A.	CORPORATE PARTNER PROGRAM:
	PURPOSE:
	A program designed to welcome and recognize those businesses interested in partnering with Kentucky State Association of Insurance Women - NAIW, which belongs to the National Association of Insurance Women, International.
	ELIGIBILITY:
	• Those businesses involved in the risk management or insurance industry.
	• Those business that provide a product or service related to the insurance industry.
	BENEFITS:
		1.	KSAIW Membership Roster - listed as a corporate partner in the membership roster (Must not include the member’s phone, fax or email addresses)
		2.	May bring literature to the business meeting for distribution
		3.	Product presentation at KSAIW meetings. Amount of time and number of presenters is at the discretion of the hosting association.
		4.	Introduction at all business meetings, if present
		5.	Thank you notes and listing in program for their support
		6.	NAIW education at member prices
		7.	Subscription to Today’s Insurance Professional
		8.	Acknowledgment in KSAIW website - www.ksaiw.org
		9.	Can attend all KSAIW functions at member prices
		10.	Web Site Link with NAIW (International)
	FEES:
	Our corporate partner(s) will have an annual fee of $100.00.
	NOTES:
		1.	No corporate partner can ever serve in an appointed or elected leadership role within KSAIW.
		2.	Individuals employed by Corporate Partners who meet the membership eligibility may join and hold office.
B.	DIRECTOR BUDGET:
	A.	Budget funds are restricted in accordance with NAIW (International) Standing Rules as follows:
		1.	Director shall have a budget allocated for their term of office to be used to make one (1) visit to each association in their state and for communications (photocopying & postage) with members in the state, not to exceed the budgeted amounts.
	B.	Anyone NAIW reimburses for airfare must secure those tickets from the travel service sponsored by NAIW. The quote must be dated at least 22 days prior to travel. Expense vouchers must include a copy of the airline ticket, or a detailed account of mileage. Mileage will be reimbursed at 80% of the current IRS allowable amount as of July 1st of that current year per NAIW (International) guidelines. This per-mile rate is intended to reimburse the owner/driver of the car for the operations and maintenance costs such as oil, fuel, tires, etc. It is not designed for effecting major repairs on the automobile, and expenses due to mechanical breakdown are not reimbursable. The per-mile rate reimbursed will not exceed the cost of a commercial airline ticket between the same points. In determining the mode of transportation – air or car – the less expensive option, which is compatible with the scheduling requirements, should be chosen.
	C.	For postage & photocopying – A separate expense voucher must be submitted for postage & photocopying. A copy of the mailing piece(s) for which reimbursement is sought must accompany the expense report.
	D.	All expense reports are to be typed or printed in ink and MUST be submitted within 30-days from the date of the expenditure, except for the month of June, which must be received by KSAIW no later than June 30th to be considered for reimbursement. Expense vouchers must be accompanied by receipts for any expense over $10.
	E.	Any unused Director and/or Director-Elect budget funds given to KSAIW by NAIW (International) must be returned to NAIW (International) and be received by July 10th of the following fiscal year in accordance with Policy I.C.10.
C.	NOMINATIONS AND ELECTIONS:
	A.	NOMINATIONS
		1.	Candidates shall submit a resume of their qualifications and willingness to serve to the nominating committee by September 1.
		2.	Candidates shall be in attendance at the annual meeting.
	B.	ELECTIONS
		1.	The Director shall be elected by ballot at the annual meeting. If there are two or more nominees for the office, the affirmative vote of a majority of the delegates entitled to vote who are present and voting shall elect. In the event there is only one nominee for the office, the Director may be elected by a voice vote. In the event the annual meeting cannot be held or in the event there is no nominee for Director, the unfilled office shall be filled by appointment by the Regional Vice President with approval of the Board of Directors.
		2.	Other Officers/Chairmen shall be elected at the annual meeting by ballot to serve for one (1) year or until successors are elected and assume office. If there is only one nominee for office or chair, a voice vote may be taken.
		3.	Installation of Officers will be at the annual meeting. Officers/chairmen shall assume office and begin their duties July 1.
		4.	No member shall hold more than one office at a time. Excluding State Director-Elect, no member shall be eligible to serve more than (2) consecutive terms in the same office/chair.
D.	EXPENSES:
	IF FUNDS ARE AVAILABLE:
	A.	KSAIW shall pay the registration fee for the Director to National Convention and Regional Conference. KSAIW shall pay the registration fee for the Director-Elect to Regional Conference.
	B.	Travel expenses to the National Convention and Regional Conference shall be paid for the Director equivalent to round trip air travel using reasonably lowest coach air fare where available or expenses in accordance with IRS allowance for mileage, and one-half (½) double occupancy hotel room rate for the duration of the convention/conference.
	C.	KSAIW shall pay up to $150.00 toward expenses to Regional Conference for the CWC winner, provided the winner's employer does not cover the expenses.
	D.	KSAIW shall pay up to $50.00 per year for expenses deemed necessary by the Director.
E.	RECOMMENDATIONS:
	A.	KSAIW and active members may submit recommendations to be considered at the regional conference and the national convention provided:
		1.	That the recommendation was circulated to all associations and members-at-large and that the recommendation received a majority vote of the delegates present and voting, or
		2.	That the recommendation received a two-thirds (2/3) vote of the delegates present and voting without previous notice.
F.	AMENDMENTS:
	A.	Local Associations in KSAIW and active members may submit recommendations for amendments to or revisions of the Bylaws.
	B.	These Bylaws may be amended at the annual meeting by a majority vote of the delegates present and voting, provided written notice has been submitted to local associations and members-at-large at least sixty (60) days prior to the annual meeting, or by a two-thirds (2/3) vote without previous notice.
	C.	These Bylaws may be revised at the annual meeting by a two-thirds (2/3) vote of the delegates present and voting, provided a revision shall have been submitted to local associations and members-at-large sixty (60) days prior to the annual meeting.
	D.	Amendments to these bylaws or revisions shall become effective at the close of the annual meeting at which adopted unless otherwise specified in said bylaws.
G.	CONFORMITY:
	These bylaws shall be supplemental to NAIW (International) Bylaws and Standing Rules. If any amendment to NAIW (International) Bylaws or Standing Rules causes these bylaws to conflict with NAIW (International) Bylaws or Standing Rules, KSAIW bylaws shall automatically conform to NAIW (International) Bylaws and Standing Rules. Per NAIW (International) Bylaws, as a formally organized state association with a charter or tax exempt filing for their state dated prior to July 1, 1985, KSAIW (chartered on February 20, 1982) shall be exempted from complying with Article IV, Section 3 on “State, Provincial, Commonwealth and Territorial Councils
H.	PARLIAMENTARY PROCEDURE:
	The rules contained in the latest edition of Robert’s Rules of Order Newly Revised shall govern in all matters of procedure not specifically covered by NAIW (International) Bylaws, Standing Rules, procedure manuals and these Bylaws.
I.	FISCAL YEAR:
	The fiscal year of KSAIW shall be from the first day of July to the last day of June, inclusive.
J.	DISSOLUTION:
	In the event of the dissolution of KSAIW, any net assets shall go to a project(s) designated by the Advisory Board pursuant to Section 501(c)(6) of the Internal Revenue Code.
	Revised October 24, 2009