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.)

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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.

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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

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 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.)

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 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.)

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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.

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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.

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 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)

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 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

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 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).

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