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At the Annual General Meeting of the Association the following meeting guide shall be observed unless the Executive Council votes otherwise at the regularly scheduled Executive Council meeting last preceding the CIU meeting:
A business session of the Institute shall be held at any meeting of the CIU according to a schedule adopted by the Executive Council. At this business session the following meeting guide shall be observed:
*NOTE: Positions such as Secretary, Conference Director, Technical Director, and/or Treasurer can be extended for an additional year if turnover is high in a particular year without having the incumbent take on an additional term of office.
To be eligible to serve in this position, it is strongly recommended that the candidate has served on the Executive Council or have similar industry experience. The Vice Chair shall be responsible for the Annual General Meeting program including the meeting format, topics, speakers and the coordination of all activities. This individual will also be the main contact for the Program Director in coordinating the various education sessions throughout the year.
The Chair presides over the Annual General Meeting and the Executive Council Meetings. He/she shall call and preside over at least one meeting of the membership on an annual basis and Executive Council meetings throughout the year. He/she shall also be responsible for the establishment of special committees as recommended by the Executive Council and may delegate the Continuing Education Credits audit to an executive member.
The Chair will act as the principle liaison with the CLHIA and other major underwriting Associations such as the AHOU. The Chair is the primary spokesperson and as such is responsible for responding to member's inquiries and those from within and outside the industry taking into consideration any conflict of interest which will then be passed to the Vice Chair.
The immediate Past Chair shall chair the Executive Council Nominating Committee consisting of the Chair, Vice Chair and Past Chair. The Past Chair shall also collect nominations for one member to serve as a CIU representative on the ALU board. Once nominees are determined the Executive Council will vote on a representative. Throughout the year, the Past Chair will act as a resource to other Executive Council members regarding historical and traditional issues as relating to the functioning of the CIU and support the Chair. Past Chair is responsible for reviewing and presenting to the Executive Council any necessary changes to the By-Laws and Constitution.
The incumbent shall be responsible for keeping and distributing full and accurate minutes of the Executive Council Meetings and ensure action items are addressed or carried over to the following meeting. He/she shall be responsible for sending out the notice of the Executive Council Meetings.
Other duties include manning and coordinating full coverage of the registration desk at the annual general meeting, maintaining CIU records, ordering gifts/plaques for departing Executive Council members and engraving the gavel to be presented to the Past Chair. The Secretary will also assist in proof reading correspondence as requested by other council members and any necessary help for the Program Director for other education sessions throughout the year.
For the Annual General Meeting, the Secretary will assist the Conference Director with duties as required including but not limited to preparing and distributing annual program booklets, speaker gifts, annual meeting signage, and the gavel.
The incumbent shall have duties pertaining to all conference arrangements at the site of the Annual General Meeting. The above responsibilities must be closely coordinated with the Chair, Vice Chair and the CIU's professional administrator. He/she is the primary liaison with the convention hotel with primary responsibilities for establishing the room layouts, catering, meals and reservations (including the Monday evening dinner/reception and entertainment). He/she is also responsible for the registration material including nametags, ordering ribbons for the Executive Council members, and attendee lists.
The Conference Director may be asked to assist the Program Director on other education sessions throughout the year. An Executive Council member may assist with this position and become a preferred candidate for Conference Director in the future.
The incumbent will apprentice the current Treasurer's job so as to fill it in years two and three. In addition he/she will assist other officers as required.
The Treasurer is responsible for maintaining the content of the CIU Financial Management Policy. The incumbent shall work closely with the administrator and audit or supervise the audit of all financial activities as they apply to the CIU. The Treasurer shall receive, disburse and account for all the funds of the CIU and shall open and maintain an account in the name of the CIU in such chartered bank or trust company as the Executive Council may approve. He/she shall annually present a report of the CIU's financial activities to the Executive Council and the Membership. In addition he/she is responsible for developing an annual budget for the CIU operations and the annual meeting. He/she liaises with the Program Director for education seminars throughout the year.
The incumbent shall work directly with the CIU professional administrator in reference to membership issues relative to keeping the database up-to-date, the membership categories per application correct and the web site current with all published information.
Duties include technical support for the Annual General Meeting, assisting with main stage slides for the executive council and for the speakers, contact for hotel AV prior to the Annual General Meeting and onsite during the meeting to ensure correct equipment is ordered as requested by the speakers. Technical assistance may also be requested by the Program Chair for the additional education sessions offered throughout the year.
Opportunity exists to recommend changes to the website or enhance education opportunities through technology.
Assistant Program Director:
The incumbent will apprentice the current Program Director so as to fill it in year two. He/she will assist the Program Director as required in developing the education sessions throughout their term. The Assistant Program Director will also assist with the Annual General Meeting planning as required.
The incumbent will be responsible for organizing and planning the education sessions throughout the year while working closely with the Vice Chair, Assistant Program Director and Program Committee while utilizing the Technical Director and Conference Director as needed. Responsibilities include booking venues, setting up webinars, arranging speakers, setting up planning meetings and assigning tasks to the Assistant Program Director and Program Committee. He/she will also assist with the Annual General Meeting planning as required. Regular updates will be provided to the Executive council throughout the year.
Executive Council Members:
The incumbents will be available to accept assignments
from other Executive Council members who have specific
duties. They will also provide input on matters of CIU
policy and future direction. At least one Executive Committee
Member will serve as liaison to the Technical Director
and will assist in preparing the presentation material
for the Annual General Meeting. One may also be called
on to assist the Conference Director.
The Nomination Committee shall be chaired by the Past Chair and will be made up of the Past Chair, Chair and Vice Chair. Candidates for Executive Council positions shall be solicited from the membership and the final slate of candidates shall be identified no later than 60 days prior to the Annual General Meeting. The slate of new Executive Council members shall be presented for an electronic vote no later than 60 days prior to the Annual General Meeting.
The newly elected Executive Council will be introduced
at the Annual General Meeting.
The committee's primary purpose is to make recommendations to the Executive Council concerning education seminars, Annual general Meeting and related activities. The Program Committee shall organize at least one education seminar per year. The committee shall be made up of no less than 4 CIU members. The Executive Council can choose newly appointed members by majority vote. Term of office on the Program Committee is 2 years but can be extended.
The Chair, subject to the Executive Council approval, shall appoint other committees as necessary.
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