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HomeMy WebLinkAboutNo 316 Establishing an Insurance Committee for the VillageARTICLE I - Name B Y- L A W S Sect. 1. The name of this organization shall be the Insurance Committee for the Village of Maplewood, Minnesota. ARTICLE II Purpose Sect. 1. The Maplewood Insurance Committee is formed for the purpose of advising the Village Council of Maplewood in it's Insurance matters, and of securing for Maplewood the best Insurance coverage at the most reasonable rates in keeping with serving the best interests of.the Village. ARTICLE III Membership Sect. 1. Eligibility. A member or applicant for membership must: (a Be a natural person. (b3 Have been a resident of :Maplewood for one year, or have maintained his principal office there for the s, -.Ie of Insurance for a period of one year before be- ing accepted to membership. (c) Be licensed to transact all lines of Insurance which the Committee may place for Maplewood and have been so licensed for at least one year before being accepted into membership. (d) Derive at least 750 of his earned income from his occupation as an Insurance Agent, and must remain active in the sale and service of Insurance. (e) Refrain from solicitation directly or indirectly from the Village, except as a designated repre- sentative of the Insurance Committee. (f) Endeavor to personally attend all official meetings of the Insurance Committee. Failure to attend 3 regular meetings in succession shall terminate member- ship. Anyone made ineligible by this paragraph will be eligible for reapplication after 1 year. (g) Be the only member or applicant from a single Business entity. A direct writing Company, (one which requires exclusive representation on the part of its Agents) shall be considered to be a single Business entity for purposes of this re- quirement. Sect. 2. Application Anyone meeting the eligibility- requirements of Sect. 1 may make written application to the General Chairman for membership, stating in the application that he meets the requirements of Sect. 1, and at his own expense he sha11 -1 - ti Sect. 3. Sect. 4. furnish any documents deemed necessary to substantiate his eligibility. Termination Membership termination shall be automatic on death or ineligibility under the requirements of Sect. 1, and termination shall be effective at the hour of ad- journment of the next Annual Meeting. Review Procedures Any questions concerning the eligibility of a member or applicant shall be decided by the Committee after review and recommendation by the Executive Board. Votes on such questions will be taken as set forth in Article V. ARTICLE IV Officers Sect. 1. General Chairman (a) There shall be a General Chairman elected by major- ity vote at an Annual Meeting for a term of two years. There shall be no restriction as to the number of two year terms he may serve. (b) There shall also be a Secretary elected by majority vote at the Annual Meeting. He shall take the minutes and shall preserve the records of the Committee and Executive Board Meetings. He shall report the minutes of all meetings held during the year at the Annual Meeting. _ (c) The Chairman shall call meetings as set forth in these By -Laws. He shall preside at all meetings. �d) e) He shall appoint one or more internal auditors who shall serve at his pleasure and whose duties shall be the examination of financial records of Adminis- trators prior to the Annual Meeting. (f) He shall serve with out compensation. Sect. 2. Property, Casualty and Bond Administrator (a) There shall be elected by majority vote at an Annual Meeting of the Committee an Administrator of the Property, Casualty Insurance and Bonds who shall serve for a period designated in his election. - (b) Duties. He shall service the property, casualty Insurance and Bonds placed by Maplewood. lie shall ., keep accurate records, and shall report actions and make division of commissions at the Annual Meeting to all members. (c) He shall be compensated for his service from the regular commissions allowed by the Insur- ance carrier on policies placed by him, in such amounts as the Committee shall direct by resolut- ion. Profit sharing or contingent commissions will not be deemed commissions for the purpose of this paragraph. (d) He shall be bonded in an amount not less than $5,000. Sect. 3. Vice -Administrator (a) There shall be elected by majority vote a Vice - Administrator for the office shown in Section 2, whose duties shall be to assist the Administrator, to assume Administrator's duties on the death or in- eligibility of the Administrator, and to function as such until an Administrator is elected at a special or regular meeting. (b) He shall receive no compensation, other than that allowed by the normal division of commissions shown in Sections 2. Sect. 4. Any expenses authorized by the Committee by resolution will be deducted from the commission distribution of each member in equal shares, and so noted in his state- ment. tate- ment. Sect. 5. Removal (a) Any officer of the Insurance Committee may be re- moved from office for violations of the Insurance Law, for unfaithful performance of duties, or for such other reason as may be deemed necessary by the Committee, but such removal shall occur only at a regular meeting or special meeting at which the officer shall be given ample opportunity for a hearing. (b) Removal of officers will take place only when 2/3 of the entire membership vote in favor of re- moval, and upon concurrence of Maplewood Village Council. ARTICLE V Meetings Sect. 1. Frequency (a) There shall be four regular meeting of the Committee. On shall occur on the last Thursday in October, and shall be designated as the Annual Meeting. The others shall occur in the months of January, April, and July. The exact date of these meetings will be designated by the Chairman. Mailed notices sent at least 20 days prior to any regular meeting. (b) Notification of the Annual Meeting shall be Ir published in the official paper of the Village four weeks prior to said meeting and new members shall be considered at this meeting. (c) Special meetings may be held upon 10 days written notice to members by the General Chairman, by an administrator, or by a majority of the membership. Notice of special meetings shall contain the time and place of the meeting and the subject to be considered. Sect. 2. Quorum A quorum for all meetings, regular or special shall be declared only if a majority of members are present. Sect. 3. Agenda The order of Business at an Annual Meeting shall be: 1. Call to order 2. Report of the Administrator 3. General Business, old and new 4. Consideration of applications for membership 5. Adjournment ect. 4. Voting All questions shall be'decided by a majority vote of members present unless a greater requirement is necess- ary by any other Article or Section of these By -Laws. A proxy vote will also be allowed if such proxy is in writing and declared the intention of the writer and the subject to be voted on. No proxy vote will be used to declare a quorum, remove officers, or amend By -Laws. Sect. 5. All meetings shall be held within the geographic confines of Maplewood. ARTICLE VI Executive Board Sect. 1. The Executive Board of the Committee shall consist of General Chairman, Secretary, and the Administrator and the Vice -Administrator. Sect. 2. The Executive Board shall meet as necessary to consid- er new applications, Business of the Committee and such other matters that affect the welfare of the Insur- ance program of the Village of Maplewood. Sect. 3. The Executive Board shall make recommendations to the general membership at a special or regular meeting, but no action of the Executive Board shall be binding on the ORDINANCE NO. 316 AN ORDINANCE ESTABLISHING AN INSURANCE COMMITTEE FOR THE VILLAGE THE COUNCIL OF THE VILLAGE OF MAPLEWOOD DOES HEREBY ORDAIN AS FOLLOWS: Section 1. The title of Section 210 is hereby adopted to read as follows: "210. INSURANCE CM24ITTEE." Section 2. Section 210.010 is hereby adopted to read as follows: "210.010. INSURANCE COMMITTEE ESTABLISHED. There is hereby established for the Village of Maplewood an Insurance Committee as an Advisory Board to the Village Council, and as ordered to obtain the best insurance coverage at the most reasonable rates." Section 3. Section 3. Section 210.020 is hereby adopted to read as follows: "210.020. QUALIFICATIONS AND TERM OF OFFICE. A member must have the following qualifications: A) Be a natural person. B) Have been a resident of Maplewood for a period of 1 year, or have maintained his principal office here for the sale of insurance for a period of 1 year immediately preceding his becoming a member, and shall continue to be a resident throughout his membership on the Committee. C) Be licensed to transact all lines of insurance which the Committee may place for Maplewood, and have been so licensed for at least 1 year before being accepted into membership. D) Derive at least 759 of his earned income from his occupation as an insurance agent, and must remain active in the sale and service of insurance. E) He may not be an employee of the Village, nor hold an elective public office in said Village. F) Agent insurable under errors and ommissions. "All parties so qualifying shall be reported to the Council and appointed to the Committee and will remain members of the Committee until they fail to meet the aforesaid qualifications or resign from said Committee. "The Committee shall, within 30 days after its annual meeting, provide the Council with a full report of its proceedings for the year, including up-to-date list of the members of the Committee and the offices held in the Committee by said members." Section 4. Section 210.030 is hereby adopted to read as follows: "210.030. INSURANCE COMMITTEE PROCEDURES. The Insurance Committee shall elect its own officers and establish meeting times, except that the annual meeting shall occur on the last Thursday in October at 7:30 P.M. in the Vil- lage Hall." Section 5. Section 210.040 is hereby adopted to read as follows: "210.040. INSURANCE COMMITTEE DUTIES AND RESPONSIBILITIES. The duties of the Insurance Committee shall be as follows: 1) To review, study and make recommendations to the Village Council in regard to insurance coverage and program for the Village; 2) To prepare specifications for insurance coverage to be presented to the Council; 3) Consult with the Village Manager and various members of the staff relative to insurance programs; 4) Upon order of the Village Council to obtain such contracts of in- surance and bonds as are requested by the Council." Section 6. Section 210.050 is hereby adopted to read as follows: "210.050. COMPENSATION AND EXPENSES. The Committee shall pay all of its own expenses, including compensation to the members, if any, from earned com- missions on the insurance obtained for the Village. The Village shall have no further obligation to pay compensation or expenses." Section 7. Section 210.060 is hereby adopted to read as follows: "210.060. BYLAWS. The proposed Bylaws, a copy of which is attached hereto and made a part hereof as if fully set out herein, are hereby approved by the Village Council, and 3 copies of which are, and will be, kept on file in the office of the Village Clerk. "Any amendment to these Bylaws shall only be effective on approval by the Village Council, which may be done by Resolution." Section 8. This Ordinance shall take effect and be in force from and after passage and publication. Passed by the Council of the Village of Maplewood this 8th day of June, 1972. Attest: Motion carried. � A/4 Mayo! Ayes - Mayor Axdahl, Councilwoman Olson and Councilman Haugan. Nays - Councilman Greavu. ORDINANCE NO. 316 AN ORDINANCE ESTABLISHING AN INSURANCE COMMITTEE FOR THE VILLAGE THE COUNCIL L OF OF THE VILLAGE OF AFFIDAVIT OF PUBLICATION MAPLEWOOD DOES HEREBY ORDAIN AS FOLLOWS. Section I. The title of Section 210 is hereby adopted to read at follows: "210. INSURANCE COMMITTEE." Section 2. Section 210.010 is hereby adopted to read as 'StateofAimusaw follows: "210.010. INSURANCE COMMITTEE ESTABLISHED. There is hereby established for the County of Ramsey Village of Maplewood an insurance Committee as an Advisory Board to the Village Council, and as ordered to obtain the best insurance q�y �1e coverage at the most reasonable rates." ..........................................Q..,, Q...... .............. being duly sworn, on oath says Asst, 1%blisher Section 3. Section 3. Section 210.020 is hereby adopietl he is and during all the times herein stated has been the ........... I ..........SA ............. I .......................... to read as follows-. "210.020. QUALIFICATIONS AND TERM OF OF ...... ........... ............... ....... ............ publisher and printer Ofthe newspaper known asMaplewood Review, FILE. A member must have the following and has full knowledge of the facts herein stated as follows: (1) Said newspaper is printed in the qualifications: English language in newspaper format and in column and sheet form equivalent in printed space to at A) Be a natural person. least 900 square inches. (2) Said newspaper is a weekly and is distributed at least once each week. B) Have been a resident of Maplewood for a period of (3) Said newspaper has 50 percent of its news columns devoted to news of local interest to the com- 1 year, or have maintained his principal office here for munity which it purports to serve and does not wholly duplicate any other publication and is not made the sale of insurance for a period of 1 year immediately up entirely of patents, plate matter and advertisements. (4) Said newspaper is circulated in and near preceding his becoming a member, and shall continue the municipality which it purports to serve, has at least 500 copies regularly delivered to paying to be a resident throughout his membership on the subscribers, has an average of at least 75 percent of its total circulation currently paid or no more than three months in arrears and has entry as second-class matter in its local Post (5) Said newspaper Committee. C) Be licensed to transact all lines of insurance which -office. purports to serve the Village of Maplewood in the County of Ramsey and it has its known office the Committee may place for Maplewood, and have p of issue in the Village of North St. Paul in said county, established and open during its regular business hours for the gathering of news, sale of advertisements and sale of subscriptions and main - been so licensed for at least 1 year before being ac- tained by the publisher of said newspaper or persons in his employ and subject to his direction and cepted into membership. control during all such regular business hours at which said newspaper is printed. (6) Said news - D) Derive at least 75 percent of his earned income paper files a copy of each issue immediately with the State Historical Society. (7) Said newspaper has from his occupation as an insurance agent, and must complied with all the foregoing conditions for at least two years preceding the day or dates of pubii- remain active in the sale and service of insurance. cation mentioned below. (8) Said newspaper has filed with the Secretary of State of Minnesota prior E) He may not bean employee of the V iilage, nor hold to January 1, 1966, and each January 1 thereafter an affidavit in the form prescribed by the Secretary an elective public office in said Village. of State and signed by the publisher and sworn to before a notary public stating that the newspaper is F) Agent insurable under errors and omissions. a legal newspaper. "Ali parties so qualifying shall be reported to the Ordinance Noo Ordinance ��� Puna and appointed to the Committee and will remain Hefurtherstatesonoath4haPtheprinted ....................................................................... members of the Committee until they fail to meet the aforesaid qualifications or resign from Said Committee. ...'. .......... hereto attached as a part hereof was cut from the columns "'�""""""""""""'�"'�"���'�����-' "The Committee shall, within 30 days after its annual of said newspaper, and was printed and published therein in the English language, once each week, for meeting, provide the Council with a full report of its 1, proceedings for the year, including up-to-date list of the .......I=iec ........ - . • ..........successiveweeks; that it was first so published on Wednesday the . • .5th. members of the Committee and the offices held in the 7 7 Sand Committee by said members." day of .............. _ _ ............... v!........................... of 19.f was thereafter printed and pub - Section 4. Section 210.030 is hereby adopted to read as follows: fished on every Wednesday to and including Wednesday the .................. day of .................................... "210.030. INSURANCE COMMITTEE PROCEDURES. The Insurance Committee shall elect ..................................... I ........... 19.... and that the following is a printed copy of the lower case alphabet its own officers and establish meeting times, except that from A to Z, both inclusive, and is hereby acknowledged as being the size and kind of type used in the annual meeting shall occur on the last Thursday in the composition and publication of said notice, to wit: ,- October at 1:30 P.M. in the Village Hall." Section S. Section 210.040 is hereby adopted to read as abcdefghijklmnopgrstuvwxyz i follows: "210.040. INSURANCE COMMITTEE DUTIES AND a Z-`"� RESPONSIBILITIES. The duties of the Insurance ✓/L---'"L�"– Committee shall be as follows: ............. ..... ........ ..................... .... ........................ 1) To review, study and make recommendations to Subscribed and sworn ?o beforemethis5' tit... day of � 19. the Village Council in regard to insurance coverage and ..... ....:.T. ....... j. """ "' J program for the Village; 2) To prepare specifications for insurance coverage tole%(/'(,.�'� / ,7 , e presented to the Council: .. .......... I — ..., 3) Consult with the Village Manager and various :,IEATP{�%' Notary public r..r...=i�-:'::C.i.... County, Minnesota members of the staff relative to insurance programs; 4) Upon order of the Village Council to obtain such . ........... .....'r-,..... , � , _ ,: � ' 1i, Ramsey CCiijnty, �yj;;,:^q , contracts of insurance and bonds as are requested b My CommissionExpir .�J ITU,AC' i� -C 1.531©T3'E7( 1'eS'�' ""' 79.... ��7 the Council." f Section 6. Section 210.050 is hereby adopted to read as follom "210.050, COMPENSATION AND EXPENSES. The Committee shall pay all of its own expenses, including compensation to the members, if any, from earned commissions on the insurance obtained for the Village. The Village shall have -no further obligation to pay compensation or expenses." Section 7. Section 210.060 is hereby adopted to read as follows "210.060. BYLAWS. The proposed Bylaws, a copy of which is attached hereto and made a part hereof as if fully set out herein, are hereby approved by the Village Council, and 3 copies of which are, and will be, kept on file in the office of the Village Clerk. "Any amendment to these Bylaws shall only be ef- fective on approval by the Village Council, which may be done by Resolution." Section 8. This Ordinance shall take effect and be in force from and after passage and publication. Passed by the Council of the Village of Maplewood this 8th day of June, 1972. Ayes—Mayor Axdahl, Councilwoman Olson and Councilman Haugan. Nays—Councilman Greavu. Motion carried. • Lester G. Axdahl Mayor Attest: Lucille E. Aurelius (Review: July 4, 1972)