SAMPLE MEETING SCRIPT



SAMPLE MEETING SCRIPT

_____________________________COUNCIL

_______________________ , _______ (CITY, STATE/PROVINCE)

(Date)

(Time)

(Room Name/Number)

CD:

(SOUND GAVEL) the meeting will come to order. The ____(nd or th) annual meeting of the _____________________ Council of the International Association of Insurance Professionals is now in session at _________ a.m./p.m.

Good morning/afternoon, I am , Council Director of the Council of the International Association of Insurance Professionals, and the presiding officer of this meeting. Welcome to the th annual meeting of the Council of the International Association of Insurance Professionals. This meeting is called each year for the purpose of conducting the business of the Council and to provide the members an opportunity for education and fellowship.

(OPTIONAL: READING OF COLLECT, PRESENTATION OF COLORS, SINGING OF ANTHEMS, PLEDGE OF ALLEGIANCE)

At this time, I would like to introduce those seated at the head table (HEAD TABLE IS OPTIONAL) Please hold your applause until everyone has been introduced. Please stand as your name is called - Beginning at my far right:

(READ NAMES, PAUSING AT THE END FOR APPLAUSE AND TO ALLOW TIME FOR THOSE INTRODUCED TO RESEAT THEMSLEVES.)

Please join me in a warm welcome for these members and guests. (PAUSE FOR APPLAUSE)

As many of you have been involved in hosting a meeting know, a tremendous amount of planning and hard work goes on behind the scenes. (INTRODUCE PRESIDENT OF HOST ASSOCIATION AND MEETING CHAIRMAN. SAMPLE INTRODUCTION FOLLOWS.)

I have been extremely fortunate to have had the opportunity to work with (association name), who have gone out of their way to make this meeting a success. I’d like to introduce at this time the president of that association . has been a member of ________________ for___ years and is employed by as _______________.

(PAUSE FOR APPLAUSE. DIRECTOR MAY WISH TO ALLOW THE PRESIDENT AND/OR THE MEETING CHAIRMAN A FEW MOMENTS TO SAY A BRIEF MESSAGE OF GREETING TO THE ATTENDEES.)

Thank you . It is an honor to introduce to you some very special guests who are with us today.

(INTRODUCE DIGNITARIES. THOSE WHICH MIGHT BE APPROPRIATE TO INVITE INCLUDE THE MAYOR OF THE HOST CITY, THE PRESIDENTS OF STATE CHAPTERS OF PIA, IIAA, AND/OR CPCU.)

We appreciate the support of all our guests. You are each invited to remain with us for the balance of our business session; however, we understand if you must leave at this time to complete your schedule for today.

, chairman of the credentials committee and a member of will present the report of the credentials committee.

CREDENTIALS CHAIRMAN:

Madam/Mister Director, attached is a list of names of voting delegates who have registered up to this time. The __________________Council of the International Association of Insurance Professionals has a total of associations. There are associations with delegates registered at this meeting (and members-at-large registered.) Each association having one delegate with one vote (and there being one delegate representing the members-at-large with one vote) the total voting strength is . On behalf of the committee, I move that the roll of delegates hereby submitted be the official roll of the voting delegates at this time.

CD: It is moved to adopt the report of the Credentials Committee. Since this motion comes from a committee, no second is necessary. Is there any discussion? Hearing none, the question is on the adoption of the report of the credentials committee. Those in favor of adopting the credentials committee’s report, say “aye” (PAUSE FOR RESPONSE) Those opposed, say “No.” (PAUSE FOR RESPONSE) The “Ayes” have it, and the report of the credentials committee is adopted.

The chair recognizes , a member of , for presentation of the annual meeting rules. (ALTHOUGH THE BYLAWS CHAIRMAN TRADITIONALLY PRESENTS THE MEETING RULES, IT MAY ALSO BE DONE BY ANY PERSON ASSIGNED BY THE COUNCIL DIRECTOR.)

BYLAWS CHAIRMAN: (ANY CORRECTIONS SHOULD FIRST BE STATED.)

Madam/Mister Director, copies of the proposed annual meeting rules have been distributed to all delegates. On behalf of the committee, I move the adoption of the annual meeting rules as printed.

CD: It is moved to adopt the annual meeting rules. Since this motion comes from a committee, no second is necessary. Is there any discussion? Hearing none, the question is on the adoption of the annual meeting rules. Those in favor of adopting the annual meeting rules say, “Aye.” (PAUSE FOR RESPONSE) Those opposed, say “No.” (PAUSE FOR RESPONSE) The “Ayes” have it, and the annual meeting rules are adopted.

The chair recognizes for the adoption of the meeting program. (THIS MAY BE AN ASSIGNED PERSON; USUALLY IT IS THE BYLAWS CHAIRMAN. THE MEETING PROGRAM DOES NOT NECESSARILY HAVE TO BE AN EXPENSIVELY PRINTED PIECE. IT WILL SUFFICE TO HAVE A FEW SHEETS OF PAPER LISTING THE ORDER OF BUSINESS AND THE COMMITTEE CHAIRMEN/MEMBERS.)

MEMBER: Madam/Mister Director, a printed copy of the program has been provided to each person registered for the meeting. On behalf of the committee, I move the adoption of the printed program as the official order of business for this meeting and that the meeting secretary be directed to make any necessary editorial or clerical corrections.

CD: It is moved to adopt the printed program as the official order of business and that the meeting secretary be directed to make any necessary editorial or clerical corrections. Since this motion comes from a committee, no second is necessary. Is there any discussion? Hearing none, the question is on the adoption of the printed program as the official order of business for this meeting and that the meeting secretary be directed to make any editorial or clerical corrections necessary.

Those in favor say, “Aye.” (PAUSE FOR RESPONSE) Those opposed, say “No.” (PAUSE FOR RESPONSE) The “Ayes” have it, and the program is adopted. Those desiring an editorial or clerical correction for the permanent record, please see the meeting secretary.

INFORMATION ONLY: If a change in the printed program is necessary while the meeting is underway, the chair (if she/he feels it is justified) can say: If there is no objection, the following change will be made in the order of business. (PAUSE FOR RESPONSE.) There being no objection, please correct your program to read . . .

CD: The following committees are appointed to assist in conducting the business of this meeting. They are listed on pages of your program. (READ NAME OF COMMITTEE AND NAME OF CHAIRMAN ONLY.)

Credentials: Chaired by

Nominating: Chaired by

Bylaws: Chaired by

Timekeepers: Chaired by

Tellers: Chaired by

Pages: Chaired by

The pages can be identified by . They are responsible for passing notes and messages in the meeting room, making sure members who wish to speak can get to a microphone and helping fill the needs of the members present. So, if you need assistance, please contact one of the pages.

Committee to Approve Minutes: Chaired by

(NOT ALL THE ABOVE COMMITTEES ARE APPROPRIATE FOR EACH COUNCIL.)

We are especially pleased to have as our guest at the Council meeting, (NAME AND TITLE OF INTERNATIONAL REPRESENTATIVE.) Please join me in welcoming her/him.

(THE REGIONAL VICE PRESIDENT IS THE OFFICAL INTERNATIONAL REPRESENTATIVE TO THE COUNCIL MEETING.)

RVP: (REPORT)

CD: , chairman of the Bylaws Committee and a member of will present the report of the Bylaws Committee.

BYLAWS CHAIRMAN: (PRESENTS AMENDMENTS TO BYLAWS. SEE APPENDIX A FOR THIS PROCEDURE.)

CD: Thank you . (THE BYLAWS COMMITTEE TRADITIONALLY REPORTS FIRST. IF THERE ARE TO BE REPORTS FROM OTHER STANDING COMMITTEES, THOSE REPORTS SHOULD BE PRESENTED IN THE ORDER THE COMMITTEES ARE LISTED IN THE BYLAWS.)

The report of the nominating committee will be given by , member of .

NOMINATING COMMITTEE CHAIRMAN: (REPORT)

CD: Thank you . You have heard the report of the nominating committee. The chair declares that elections are now in order. The chair will read the position and the name of the person nominated by the nominating committee. Nominations from the floor are in order after each position has been read.

For the office of Council Director-elect ________________________________________

Are there any nominations from the floor? (PAUSE) Hearing none, the nominations for the office of Council Director-elect are closed.

Those in favor of ____________________________ for Council Director-elect, please say “AYE.” (PAUSE) Those opposed, say “NO” (PAUSE)

The “AYES” have it and the chair declares elected to the office of Council Director-elect of Council for (year).

IF THERE ARE NOMINATIONS FROM THE FLOOR:

CD: and have been nominated for the office of Council Director-elect. The tellers will distribute the ballots. Delegates, please mark your ballot and fold it in half. The tellers will now collect the ballots and prepare their report.

TELLERS CHAIRMAN: (READS REPORT, ANNOUNCING NUMBER OF VOTES CAST FOR EACH CANDIDATE, BUT NOT DECLARING A VICTOR. EVEN IN A LANDSLIDE ELECTION, THE NUMBER OF VOTES CAST FOR EACH CANDIDATE MUST BE ANNOUNCED TO THE ASSEMBLY. AFTER READING THE REPORT, THE TELLER CHAIRMAN GIVES IT TO THE COUNCIL DIRECTOR.)

CD: The total number of votes cast was __. The number necessary to elect was (majority). Candidate received _____________votes; candidate received

____________ votes.

The chair declares elected Council Director-elect for the term.

THE FOLLOWING POSITIONS MAY BE OPTIONAL, DEPENDING ON THE COUNCIL BYLAWS.

CD: The nominee for __________________________________ is_______________________________

Are there any further nominations from the floor? (PAUSE) Hearing none, nominations for the position of ___________________________________ are closed. Those in favor of _________________________ as ______________________________________ say “Aye.” (PAUSE) Those opposed, “NO.” (PAUSE)

The “AYES” have it and the chair declares elected to the position of ________________________________

IF THERE ARE OTHER COUNCIL POSITIONS THAT ARE FILLED BY ELECTOIN AT THE ANNUAL MEETING, THE ABOVE PROCEDURE IS FOLLOWED FOR ELECTION OF CANDIDATES TO ALL POSITIONS.

REFER TO WORDING UNDER THE COUNCIL DIRECTOR-ELECT ELECTION SECTION SHOULD THERE BE NOMINATIONS FROM THE FLOOR FOR EITHER OF THESE POSITIONS. NOTE: BE SURE TO CHECK THE COUNCIL BYLAWS TO VERIFY THE ELECTED POSITIONS.

Thank you to the nominating committee for all their hard work.

It is now my pleasure to call on , our newly elected Council Director-elect.

CD ELECT: (REMARKS)

CD: Thank you, , I’m sure you can count on the support of Council.

Is there any new business to come before this meeting at this time? Are there any messages or announcements?

(DIRECTOR MAY WISH TO CALL ON HOST ASSOCIATION PRESIDENT, MEETING CHAIRMAN AND/OR INTERNATIONAL REPRESENTATIVE FOR CLOSING REMARKS.)

(RETIRE THE COLORS – OPTIONAL)

CD: Having completed the adopted meeting program and there being no further business to come before this assembly, this meeting is adjourned at a.m./p.m. SOUND GAVEL)

Appendix A

SCRIPT FOR PRESENTING AMENDMENTS TO COUNCIL BYLAWS:

Bylaws

CHAIRMAN: On behalf of the bylaws committee, I move the adoption of proposed amendment number (READ AMENDMENT) (The text of the amendment is found on page of the handout.)

(AN AMENDMENT MAY ALSO BE BROUGHT BY A MEMBER FROM THE FLOOR. IF SO, A SECOND IS NECESSARY.)

CD: It is moved and seconded to amend bylaw number by inserting/striking to read . Is there any discussion? (PAUSE)

Bylaws

CHAIRMAN: The reason for amendment number is:

The Council Bylaws Committee recommends a (yes/no) vote on this amendment.

CD: Any further discussion? (PAUSE) Hearing none, the question is on the adoption of proposed amendment number , which is to add to/delete from bylaw number . If adopted, the bylaw would then read .

Since written notice of this proposed amendment has been submitted to local associations and members-at-large at least sixty-days prior to this meeting, this proposed amendment needs only a majority vote for adoption.

OR

Since this amendment was not presented in writing to the local associations and members-at-large sixty days prior to this meeting, a two-thirds vote of the delegates present and voting is needed for its adoption.

(INDICATE HOW VOTE WILL BE CAST: VOICE OR STANDING VOTE.)

All those in favor, say “AYE.” (PAUSE) All those opposed, “NO.” (PAUSE)

The amendment to bylaw is adopted / defeated.

Bylaw now reads / remains as written.

(ANY AMENDMENT PASSED BY THE ASSEMBLY MUST BE SENT TO IAIP’S CORPORATE CENTRE FOR THEIR RECORDS. UNLESS THE AMENDMENT CONFLICTS WITH ANY OTHER BYLAWS OF THE INTERNATIONAL ASSOCIATION OF INSURANCE PROFESSIONALS, IT WILL BE CONSIDERED EFFECTIVE AT THE END OF THE ANNUAL MEETING.)

IF UNACCEPTABLE AMENDMENT IS PRESENTED, THE DIRECTOR WILL STATE:

CD: The chair rules that this proposed amendment is out of order (GIVE REASON).

................
................

In order to avoid copyright disputes, this page is only a partial summary.

Google Online Preview   Download