Hampton Roads Claims Association

ARTICLE I

NAME

 

Section 1

The name of this association shall be the

Hampton Roads Claims Association.

 

ARTICLE II

OBJECTIVES

 

Section 1

The purpose of the Hampton Roads Claims Association is to promote harmony and good business relations among the members; to develop a high standard of ethics; to ensure prompt and just settlement of meritorious claims, and to create a spirit of confidence in those with whom we deal.

 

ARTICLE III

MEMBERSHIP

 

Section 1

1. Active membership shall be composed of persons actively engaged in claim work, for an insurance company or companies or self-insurers, preferably on a full-time basis, and not engaged in any other profession.

2. Associate membership shall comprise professions and vocations directly connected with the insurance industry.

 

Section 2

Membership shall be by individual members; each member being allowed one vote with no restriction as to the number of members from any one office or firm.  Any eligible person shall be enrolled as a member upon filing a written application with the secretary, bearing recommendation by the Membership Committee, and upon such application being accepted by a majority of the members present at the regular meeting following the filing of such application.  

 

Section 3

Any member may be expelled from membership for just and due cause by a two-thirds majority of the active members present and voting at a regular meeting following the preceding regular meeting where it has been announced by the presiding officer that it was the intention to take such a vote.

 

Section 4

Any member six months in arrears with his dues shall be automatically dropped from membership.  Such member may be reinstated upon paying arrears dues within six months of being dropped from membership.

 

Section 5

Lifetime membership may be awarded to any active member having at least ten continuous years of paid membership who has rendered exceptional and meritorious service to the association.  Dues will not be required. Lifetime members shall be accorded full privileges of active membership; shall have the right to vote, and may be elected to any office of the association.  

 

Written petitions for nominations for lifetime membership shall be submitted to the membership committee for appropriate consideration and recommendations to the Board of Directors.  The Board of Directors by their approval shall pass the petition on to the membership who shall be called upon to vote on the nomination.  

 

ARTICLE IV

OFFICERS

 

Section 1

The officers of the association shall be President, Vice President, Secretary, Treasurer, Parliamentarian, and State Association Delegate.  The officer position of President and Vice President must be filled by an active member and cannot be filed by an associate member.

 

The association shall pay reasonable expenses actually incurred by the State Association Delegate in attending State meetings to include meals, lodging, tip, and either the actual cost of public transportation or mileage at the prevailing allowable IRS business rate, tolls, and parking.  Receipts will be necessary where appropriate.

 

Section 2

 The election of officers and the Board of Directors shall be the preferred order of business at the annual meeting of the association.  They shall be elected by a majority of votes cast by those present at the annual meetings of the association.  

 

Section 3

Each officer shall take office at the next meeting following the annual meeting and shall continue if office until relieved or his successor is elected.  

 

Section 4

Vacancy in Office:  In the event a vacancy occurs in the office of the President, the Vice President shall succeed to the office as soon as practical.  If the office of Vice President is unwilling to assume the presidency, the Board of Directors shall choose one of the members to be acting President, until a special election may be held.

 

If a vacancy occurs in any office, a successor shall be appointed by the Board of Directors to complete the unexpired term and shall remain in the office until the term of office for the year has expired.

 

ARTICLE V

DUTIES OF OFFICERS

 

Section 1

The President shall preside at all meetings of the association.  The President may call special meetings of the association whenever such meetings seem necessary or advisable, and appoint from the membership a member for any particular duty which may become necessary or advisable for the proper function of this office.

 

Section 2

The Vice President shall perform the duties of the President when the latter is absent or incapacitated.  

 

Section 3

The Secretary shall notify the membership of the time and place of meetings; take minutes of all business meetings; handle correspondence for and on behalf of the association; keep an active register of membership, showing their names and addresses; and perform all other duties incidental to the Office of Secretary.  

 

Section 4

The Treasurer shall handle all financial affairs of the association, collect the dues and any assessments voted by the membership, and spend the same in accordance wit the direction of the Board of Directors’ approval.  The Treasurer shall keep an accurate record of all receipts and expenditures, and a register of all members showing payment of dues and assessments.  

 

Section 5

The Parliamentarian shall see that meetings are conducted according to Parliamentary procedure to maintain order in the organization, to assist the President and other officers in conducting meetings.

 

Section 6

It is agreed that everything discussed at meetings of the association shall be held in strict confidence except when otherwise agreed.

 

ARTICLE VIII

COMMITTEES

 

Section 1

It shall be the duty of the President to appoint standing committee chairmen.  The President shall also appoint such special committees as authorized by the membership or Board of Directors during his/her term of office.  The committee chairmen may appoint their own members to serve on these committees, with the exception of the education and scholarship committees.

 

Section 2

The standing committees’ duties shall be:

 

1. LEGISLATIVE:

To keep members of the association advised of the national, state, and local laws and matters that have been passed affecting the interest of this association.

 

1. EDUCATION AND SCHOLARSHIP:

Administer the special education fund, handle scholarship awards, and arrange education programs for the membership.  This committee shall be comprised of three persons.  One person shall be the chairman and be appointed by the President.  One person shall be selected by the association membership, and the third person shall be Archer B. Crittenden, or such person as he may designate.  Upon his death, an officer of Crittenden Adjustment Company, or its successor, shall serve as one member of the committee.  

 

1. MEMBERSHIP:

To increase the membership and attendance, to investigate the qualifications of applicants for membership, and report recommendations thereon to the association.

 

1. PROGRAM:

To arrange programs of interest for the members and to secure suitable speakers for association meetings when desired.

 

1. PUBLICITY AND PUBLIC RELATIONS:

To issue such items of news to the press and insurance periodicals which in its opinion faithfully and accurately chronicle the activities of the association or any of its committees, to arrange for joint gatherings or meetings with other associations; to cultivate and maintain good will with public officials and other organizations.  

 

1. CLAIMS DIRECTORY:

This committee shall be responsible for preparing and editing the claims directory, the collection of subscriptions, and management and accounting of the funds collected. 

 

1. ENTERTAINMENT:

These duties consist of arranging, preparing and carrying out the social activities of the association.

 

1. GRIEVANCE:

This committee shall handle complaints that the members have, and the President shall refer discussions or complaints during the meeting to the committee for consideration and review.  The grievance committee shall report to the membership the results of their investigation and/or consideration.

 

1. BY-LAWS:

To review the By-Laws and recommend such revisions as necessary so that they are always current.

 

ARTICLE IX

DUES

 

Section 1

Each member of this association shall pay annual dues of $30.00, to be paid in full by April 1st of each year.

 

ARTICLE X

PROCEDURE AT MEETINGS

 

Section 1

ORDER OF BUSINESS:

 

1. Introduction of guests

2. Reading of minutes of previous meeting

3. Program

4. Election of officers

5. Report of Treasurer

6. Report of Committees

7. Reading of membership applications and action thereon

8. Unfinished business

9. New business

10. General discussion

11. Adjournment

 

ARTICLE XI

AMENDMENTS

 

Section 1

Proposed amendments to the Constitution and By-Laws must be submitted in writing to the President or Secretary.  Any proposed amendment shall be given due consideration at the next meeting of the Board of Directors, and if deemed advisable that the amendment be adopted, it shall be read by the Secretary at the next regular meeting of the association, when it shall be voted upon, and if the majority of votes are cast in its favor, it shall be immediately adopted.