By-Laws
ARTICLE
I -DUES
A) The annual dues of the Association are $55.00
payable on September 1 of each year.
B) Associate membership dues are $35.00 per annum, also payable
on September 1 of each year.
C) Dues are delinquent on October 31 of any year and any member
whose dues are not paid by October 31 of any year is stricken
from the Membership roll.
D) The dues for members joining the Association are the annual
dues, payable with application for membership.
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ARTICLE II
- FISCAL YEAR
The fiscal year of the Association will terminate on
August 31 of each year.
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ARTICLE III -
EXECUTIVE BOARD
A) The Executive Board is comprised of the
Officers, the ex-officio President and the Association Director
to C.A.I.W.
B) The Officers are elected for one year and installed at the
Annual General Meeting. Their mandate starts on July 1 following
their elections.
C) The nomination of the Association Director to C.A.I.W. is
proposed by the Officers and is sent to the Membership ten (10)
working days prior to the Annual General Meeting where it has
to be approved.
D) In the event of a vacancy occurring in any office, other that
the office of President, the Executive Board has the right to
appoint a replacement for the said office for the balance of the
term. Vacancy occurring in the office of President is automatically
filled by the First Vice-President. The vacancy thus occurring
in the office of First Vice-President is filled by the Second
Vice-President and the vacancy of the Second Vice-President is
filled through appointment by the Executive Board.
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ARTICLE IV
-DUTIES OF THE OFFICERS, THE EX-OFFICIO PRESIDENT AND THE DIRECTOR
TO C.A.I.W.
A) The President presides at all meetings to
the Membership and the Executive Board, obtains approval of the
list of the appointed Chairpersons for the different Standing
Committees, obtains the approval from the Executive Board on the
formation of all new Committee, serves as an ex-officio member
of all committees with the right to vote in case of a tie only,
is the official representative of the Association in public appearances,
supervises the activities of all the committees and directs them
if necessary, presents a report at the Annual General Meeting
and represents M.A.I.W. at the National Annual Meeting of the
C.A.I.W. as delegate.
B) The Vice-Presidents assist the President and perform the duties
of the President in her absence. The Vice-Presidents must submit
a report at the Annual General Meeting. The First Vice-President serves as Chairperson of the Program
Committee.
The Second Vice-President serves as Chairperson of the Bulletin
Committee and is also a member of the Program Committee.
C) The secretary keeps an accurate record of all proceedings
of the Association and minutes of all regular and special meetings
including those of the Executive Board. She also conducts the
general correspondence of the Association. She must submit a report
at the Annual General Meeting.
D) The Treasurer collects all dues, receives all money due to
the Association and disburses the funds only upon sanction by
a majority of members of the Executive Board. She deposits all
funds in the name of Montreal Association of Insurance Women in
a bank approved by the Executive Board. She keeps an itemized
account of all receipts and disbursements of the Association and
prepares one audited Financial Statement as at year end, suggests
to the Executive Board any investment in order to use efficiently
the funds of the Association, is responsible to send the necessary
reports to the government concerning GST and QST, must submit
a report to the Annual General Meeting.
E) The ex-officio President serves as Counsellor, Chairperson
of the Nominating Committee and submits a report at the Annual
General Meeting.
F) The Director must attend the semi-annual meeting of C.A.I.W.,
be the liaison between the National Committees and the Executive
Board and report all information to the Executive Board. She represents
the M.A.I.W. at the National Annual Meeting of the C.A.I.W. She
must also submit a report at the Annual General Meeting held in
Montreal.
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ARTICLE
V - INDEMNIFICATION CLAUSE
Every Officer of the Association or other Executive
Board member, their heirs, liquidators or executors and administrators
and successors respectively shall from time to time and at all
times be indemnified and saved harmless, out of the funds of the
Association, from and against:
(1) All costs, charges and expenses whatsoever which the Officer
or other Executive Board member sustains or incurs with respect
to any claim, action, suit or proceeding which is brought, commenced
or prosecuted against such individual for or in connection with
any act, deed, matter or thing whatsoever, done or permitted by
such individual in or in connection with the performance of the
duties of their office, and
(2) All other costs, charges, and expenses sustained or incurred
by them in or in connection with the performance of the duties
of their office, except for the costs, charges or expenses incurred
as a result of their own intentional fault, negligence or omission.
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ARTICLE VI -
NOMINATION AND ELECTION
A) The Nominating Committee consists of at
least five (5) persons as follows :
(i) three (3) members duly elected for that purpose at a regular
meeting;
(ii) the President;
(iii) the ex-officio President who acts as Chairperson.
B) The Committee notifies all nominees and obtains their acceptance
of such nomination before the list of nominees is published.
C) Any member of the Nominating Committee becoming a candidate
for election to office has to resign and is replaced by another
member at the discretion of the Nominating Committee.
D) A complete list of Nominees is mailed to each member at least
ten (10) working days prior to the election at the Annual General
Meeting in May.
E) All elections are by ballot; a candidate is elected by a majority
vote of eligible voting members present. Where there is only one
(1) candidate for an office, the candidate is elected by acclamation
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ARTICLE VII
- MEETINGS
A) The Executive Board holds periodic meetings,
the number of which is not to be less than six (6) per year. A
vote of the majority of those present is the vote of the Board.
B) Regular meetings of the Membership of the Association are
held at least six (6) times per year at a place designated by
the Executive Board.
C) Special meetings may be called by the President, or upon written
request of one-sixth (1/6) of the members. No business may be
transacted at special meetings other than stated in the call.
D) The Annual General Meeting is held in May of each year.
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ARTICLE VIII
- STANDING COMMITEES
A) The Standing Committees are as follows:
I Program and Education
II Bulletin
III Hostess
IV Membership
V Archives
VI Insurance Information Week
VII Legislation
VIII Constitution and By-Laws
IX Communications
X Fund Raising
XI Cowan Insurance Group Award
XII Travelers Award
XIII Translation
XIV Golf
XV Web site
B) Functions of these Committees:
I Program and Education
The Program and Education Committee prepares the program of the M.A.I.W. for the whole year. The program must receive the approval of the Executive Board.
II Bulletin
The Bulletin Committee prepares a bilingual Newsletter.
III Hostess
The Hostess Committee welcomes the members and other participants enrolled in the Association’s activities and collects the payments for the said activities.
IV Membership
The Membership Committee is responsible for the renewal of the membership, maintains an updated list of the members, and provides each member with a copy of this list on or before December 31 of the current year.
V Archives
The Archive Committee ascertains that all the information issued by the Association is collected and archived. When other committees need so, it researches through the archives the requested information.
VI Insurance Information Week
The Insurance Information Week Committee coordinates all the activities related to the National Insurance Information Week.
VII Legislation
The Legislation Committee advises the membership of any amendment made to the laws affecting the Industry.
VIII Constitution and By-Laws
The Constitution and By-Laws Committee regularly revises the Constitution and By Laws of the M.A.I.W. so that they are similar to the national Constitution and By-Laws.
IX Communications
The Communications Committee advises the members, the other professional associations, the media and the public of our activities.
X Fund Raising
The Fund Raising Committee finds different sponsors and collects the necessary funds.
XI Cowan Insurance Group Award
The Cowan Insurance Group Awar gathers all the relevant information regarding the activities, the bulletin and other achievements by the members and submits a bid to the Canadian Association of Insurance Women that awards the prize at the annual Convention.
XII Travelers Award
The Travelers Award Committee gathers the relevant information regarding the Association’s activities in education as well as our members’ involvement in the education in the insurance industry and submits a bid to the Canadian Association of Insurance Women that awards the prize at the annual Convention.
XIII Translation
The Translation Committee provides a translation service to the other committees of the Association. Translate the information issued by the Association as well as the information coming from the Canadian Association of Insurance Women.
XIV Golf
The Golf Committee organizes the Tournament.
XV Web site
The Web Site Committee is responsible to maintain the Association’s Web site concerning the Association’s history, its activities as well as its publications.
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ARTICLE IX -
AMENDING THE BY-LAWS
A) The By-Laws may be amended by a two-thirds
(2/3) vote of the members present at any meeting, provided the
proposed amendment (s) has or have been presented at the preceding
meeting, or provided that the proposal has been sent or given
to the membership in writing at least ten (10) working days prior
to a regular meeting at which it is to be voted upon.
B ) Proposed amendments to the By-Laws may be initiated by any
ACTIVE member in good standing and presented in writing to the
Constitution and By-Laws Committee. After presentation to the
Executive Board, the Committee submits the proposed amendment(s)
to the membership for consideration according to the procedure
outlined in Section IX (a).
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ARTICLE X -
FELLOWSHIP FUND FRANCINE BERTRAND
GOAL : Allow the members of the Association who want to attend
the CAIW Annual General Assembly and whose employers do not pay
or only pay partially for their registration, transport and lodging
expenses.
CRITERIA : Being a member of the Association for at least
one full year and to have attended to at least two activities
during the last twelve months, including the Annual General Assembly.
The fund recipients will have to attend the CAIW General Annual
Meeting and Convention.
INSTRUCTIONS: An annual $2,500 fund is available and can be renewed
each year.
The maximum amount awarded for a recipient of the said fund is
limited to $500.
If all the amount of all the demands exceeds $2,500, there will
be a draw for amounts not exceeding $500 each.
The attributed sums will be reimbursed only upon presentation
of paid invoices.
If the member does not attend the Annual General Assembly and
the CIAW Convention, she will be asked to reimburse the sums already
paid by the Association on her behalf
All demands have to be filed by April 1st.
Every demand must be sent to the President of the Association
and will have to be approved by the Executive Committee.
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