Ever wonder how we get things done in your Oregon Chapter. Check out our Step-by-Step Guide:
Table of Contents
Board Meetings …………………………………………… 3
Circle of Excellence ……………………………………… 5
Treasurer …………………………………………………... 6
Monthly Meetings ………………………………………… 7
I Day ………………………………………………………… 8
Connections Visits ………………………………………. 9
Membership ……………..………………………………… 10
Candidate Development ………………………………… 11
Scholarships ……………………………………………… 12
Social Media & Visibility …..……………………………. 13
Mentoring New Designees ……………………………... 14
Board meetings are held as scheduled by the President. The President will send out the date and time of the meeting, create and distribute the Agenda and any relevant documents to be discussed at the meeting.
Two Weeks Prior To Scheduled Board Meeting
- Email formal Agenda to Board Members to allow for appropriate preparation of materials, progress reports, and conversation around hot topics with reminder of the date, time and place of the meeting. Include information on call-in option.
Take Minutes at the Board Meeting
- The Secretary notes time meeting is commenced, who is in attendance, any additional information discussed that is not already on the draft Agenda, and note time of adjournment of meeting. (See Template on Page 5)
After Board Meeting
- Secretary & Treasurer email final Board Meeting Minutes and Treasurer’s Report to Board members for vote of approval.
OREGON CHAPTER CPCU
A regular meeting of the Board of Directors of the Oregon Chapter of the CPCU Society was held on < >. The meeting was called to order at < > by President, < >. A quorum <was/was not> present. We heard reports of the Officers and Directors in attendance.
The following was discussed during the Board meeting:
Immediate Past President:
The meeting was adjourned at < >.
The next regular meeting of the Board will be held on < > at < >.
Circle of Excellence (COE)
This is the responsibility of the Chapter President-Elect. It takes coordination with the Society and our Chapter’s Governor to determine the proper steps to obtain the Platinum or Gold status.
First week of December (before the upcoming year)
- Hold the Annual Chapter Planning meeting (half day off-site meeting)
- Invite the Chapter’s Governor
- Create an upcoming year Chapter Plan
- Submit the Plan to the Chapter’s Governor
- Review the Chapter Plan and responsibilities at the January BOD
- Stress the need to document every COE activities in each Board Report throughout the year.
- Review progress on the Chapter Plan and responsibilities at the March BOD Meeting
- Create the first write up of the Chapter COE progress to share at the June BOD Meeting
- Update the write up of the Chapter COE progress to share at the September BOD Meeting.
- Identify any outstanding key activities and responsibilities.
- Stress completion of all key Chapter Plans and responsibilities by the first week of November.
- Finalize write up of the Chapter COE progress to share at the November BOD Meeting.
- Submit “draft” write up to our Chapter Governor for review/input.
- Finalize write up of the Chapter COE progress to share at the December BOD Meeting.
- Submit final write up to our Chapter Governor.
The Treasurer is an Officer of the Chapter and is responsible for all funds and securities of the Chapter. The Treasurer will receive all monies due and payable to the Chapter via check, cash or PayPal and provide receipts to payers upon request. The Treasurer will deposit all monies in the name of the Chapter in bank(s) as selected in accordance with the provisions of the Chapter Bylaws. The Treasurer will create and monitor an Annual Budget for the Chapter and prepare updated statements for each Chapter Board meeting. The Treasurer will submit financial reports to the Society upon request and to the Chapter membership at its Annual Meeting. The Treasurer will submit annual State and Federal Tax forms. The Treasurer will be considered a candidate to succeed to the office of Vice President at the end of the presiding Vice President’s term.
November (before the upcoming year)
- Meet and work with the President and President-Elect to define the budget for the upcoming year during the annual November planning meeting.
December (before the upcoming year)
- Report on the current year YTD budget results and share the final draft of the upcoming year budget for vote at the December BOD Meeting.
- Report on the prior year financial results compared to budget at the January BOD Meeting
- Process all Chapter payments and receipts
- Prepare and submit Treasurers Report at each BOD Meeting:
- Ensure Expenses reported according to accrual accounting (reported as incurred, not paid).
- Revenues from National membership reimbursement are recorded as paid not incurred, due to various timing of payments each quarter.
- Ensure Bank Statements accurately reflect current cash flow each period.
These responsibilities mainly fall under the oversight of the Director of Education. The Director of Education follows up with each Board Member assigned to a Monthly Meeting to assure that all steps outlined below are completed and on time. Six regular meetings per year are the expectation typically held in Feb, March, April, May, June, Oct or Nov (Oct or Nov may be used as I Day). Dec is social event.
- Solicit Board Member assignments for each monthly meeting at the first BOD Meeting.
- Discuss potential topics or speakers of interest.
- Begin to contact desired speakers for tentative commitments. The amount of time allotted for the presentation (60 minutes with Q&A)
- Note some months may be suited to a topic (March is Ethics).
- Contact other associations to invite them to join and/or jointly sponsor the selected meetings.
- Schedule status meetings or conference calls as needed until calendar and planning are complete and as any needed changes arise.
- Determine venue for each meeting (prefer company conference rooms).
- Determine menu and order food for each meeting.
- Document monthly meeting schedule with dates, times, topics and speakers.
- Submit schedule and descriptions of meetings and events for publication on the website at least 2 months prior to each meeting.
- Provide speaker with details of location and times. Identify if the speaker prefers a gift card for speaking or a preferred charity for donation.
- Obtain the speaker’s Bio and Outline to submit for CE at least 2 months prior to each meeting..
- Confirm equipment needs with the location (screen, podium, microphones, etc.).
- Maintain & submit a receipt to the Treasurer for any incurred expenses on the Chapter Credit Card or spent via check. For any out of pocket expenses incurred, submit “Expense Reimbursement” form (in appendix) to the Treasurer with the invoice attached.
On Day of Monthly Meeting
- Pass out the attendance checklist and announce to the participants that they must sign-in as evidence of attendance and CE.
- Introduce the speakers after the President’s remarks that open each meeting. Also announce the donation to charity on behalf of the speaker if elected by the speaker.
- Send a thank-you email or note to the speaker.
This is the responsibility of the President-Elect who creates a Committee in order to determine site, overall theme, speaker selection and all logistics to ensure attendance. The President-Elect works with the Director of Education to ensure successful planning of the event.
- Create the I Day Committee during the January BOD Meeting.
- Document all activities in the I Day Plan (spreadsheet).
- Explore venues and target May for contract signing.
- Determine I Day theme and identify potential speakers.
- Determine potential date and times for I Day.
- Identify potential sponsors and vendors and assign who will contact.
- Sign contract with the venue.
- Post save the date on the Website.
- Invite the National Society President to attend.
- Obtain outline of course content from instructors/speakers.
- Register instructors and apply for CE credits with the Oregon and Washington Insurance Departments.
- Report expected expenditures and request checks for fees needed.
One month prior to an event
- Reconfirm with speakers. Obtain information on any needed audiovisual equipment the speaker may need. Ensure that registration material is sent again to the membership.
After the event is completed
- Submit CE credits to the Insurance Department vendor the following day.
- Send “thank you” to speaker or confirm it was sent by committee member who scheduled speaker.
Each year on the day prior or just after I Day the Immediate Past President is responsible to schedule 2 Connections visits with Insurance Companies, Agencies or other interested organizations (Colleges, Professional Associations, etc.) to meet with current and potential CPCU candidates and promote the value of the designation and membership.
- Work with the Chapter Board to identify contacts in the Companies, Agencies, etc.
- Enlist the assistance of Chapter Board Members who have personal contacts in these targeted potential Connections visits.
- Confirm with the current National Society President his/her availability for the day.
- Make all the contacts and work out the appointments.
- Confirm all logistics for the Society President.
- Confirm all appointments including number who will attend each visit.
- Assemble a “Connection Kit” of materials to hand to each attendee (all available from the Society website):
Day of Connections Visits
- Breakfast/Coffee with the National Society President.
- Complete each Connections visit.
- Write a Thank You to contacts and to the National Society President.
- Fill out Connections Visit Feedback Form (available on the Society website) and submit with a week of the visits.
- Once the Feedback Form is submitted, National will send out a Thank You note to participants as well.
The Director of Membership will work to maximize the annual renewal of members and conversion of New Designees. The work will involve phone and email contact with those who have not renewed or converted by the middle of January of the new Chapter year. The Director may enlist other Board members in this process who have personal relationships with Members or New Designees. The Director will also serve as a member of the Annual I Day Committee.
November (of preceding year)
- Obtain a list of current paid and unpaid members.
- Send an e-Blast to all paid members reminding of them to renew for January.
December (of preceding year)
- Generate list of paid members for the upcoming year
- Report progress at the December BOD Meeting
- Generate list of paid members.
- Report progress at the January BOD.
- Create strategies to renew members who were paid the prior year.
- Send a personal email to a targeted group of unpaid members asking them to return to paid status.
- Maintain list of paid members.
- Send out e-Blasts on each communication item that arises in the monthly BOD Meetings.
The Director of Candidate Development will be responsible to personally contact each New Designee as well as those professionals who have completed 4 of the 8 CPCU Examinations. The Director will encourage all they contact inviting them to Monthly Meetings, I Day, and Social Networking Events. The Director may also find opportunities to speak at local Secondary Education events encouraging students to consider CPCU and a career in the insurance industry. The Director will also co-chair the annual Scholarship Committee alongside the President, if an annual scholarship is approved by the Chapter Officers. The Director will also serve as a member of the Annual I Day Committee.
- Personally contact each New Designee.
- Create a team from the New Designees and Board to begin making contacts with those that have completed 4 of 8 exams.
- Determine key Insurance Professional Associations for outreach:
- Promote enrollment on our Chapter Website and Social Media.
- Plan and register to provide a booth at key Insurance Professional Associations.
The Scholarship Committee is chaired by the Director of Education who serves as the Scholarship Proctor handling the administration of the scholarship program including selection of worthy recipients. One or two scholarships are traditionally awarded each year. New members are recruited each year to keep the committee discussion fresh with new ideas.
- Identify Scholarship Proctor and set up Scholarship Committee.
- Post Scholarship Application on Website.
- Determine if annual budget is on track to fund scholarships.
- If yes, create e-Blast and website announcement of the scholarship.
- Create the application.
- Review applications.
- Obtain tuition bills or other proof of attendance at the University.
- Coordinate with Vice President regarding recipient and family attendance at aware presentation.
- Make Scholarship Presentations at the Annual I Day.
Social Media & Visibility
The Director of Social Media & Visibility will serve as Chapter Webmaster to assure that the website remains current and attractive. This involves an annual update of the Leadership, posting of all Monthly Meeting information, and photos of Chapter events. The Director will be responsible to keep all Social Media sites up to date. The Director will also work with the Board in creating at least one Social Event per year involving invites to other professional groups such as IPOP. The Director will also serve as a member of the Annual I Day Committee.
- Post photos & updates of all Chapter functions on Social Media.
- Post Chapter Scholarship recipient(s) on Social Media.
- Post on Social Media the newly elected Board of Directors.
- Contact groups to arrange a volunteer event in May and December of each year.
Monthly Website and Social Media Updates
- Review & update Chapter Meetings Schedule – eliminate completed meetings and highlight next upcoming meeting. Also post photos of the most recent completed meeting.
- Review and update Chapter News Column – eliminate old news and highlight new items in a priority order of appearance.
- Assure that all Social Media (Facebook, Linked-In, Twitter) are current and active.
Mentoring – New Designees
These responsibilities mainly fall under the responsibility of the Director of Candidate Development.
- Solicit Board Member commitment to take 1 or more New Designees as a Mentee.
- Goal is to encourage new CPCU designees to become active with Chapter or National CPCU Society activities.
- Develop an adequate pool of candidates for Chapter board positions or committees.
- Once assigned a New Designee, call the Designee, congratulating them on their achievement.
2. Try to setup a face to face meeting for coffee or lunch. Or if they come to a monthly meeting, try to talk to them at that time. It’s best if they can place a name to a face.
3. To foster conversation, try to touch upon a variety of topics:
a. Talk about the Candidate’s personal journey to finish the designation. Why did they embark on this endeavor? What did they get out of the courses? What do they hope to do with the new designation (network, find a new job, become active in the Chapter)?
b. If appropriate, talk about your journey. Also, what has the Chapter or Society meant to you.
c. Discuss the upcoming National Conferment. Encourage them to attend.
d. Talk about upcoming Chapter activities and/or meetings.
e. Discuss opportunities to volunteer with the local Chapter – find out if they want to become involved.
f. Discuss whether they know of any upcoming CPCU candidates. Would they be willing to talk to them about Chapter events? Would they help support that individual to finishing the designation?
Understand that there will be New Designees who do not want to be “bothered”. But if we don’t intentionally ask and foster interest in volunteering, we’ll never know who wants to get involved!