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Claims Prevention & Procedure Council
Continuous improvement
Membership and Registration
A member in the organization must meet the following requirements.
- Household Goods Carrier;
2. Agent of Household Goods Carrier
3. Furniture Repair Specialists or 3rd Party Vendor
4. Licensed Insurance Broker
5. Branches of the U.S. Military/Government
Any individual or entity may obtain membership by making written application and by paying the then current annual dues.
A member wishing to withdraw may voluntarily terminate membership at any time by notice to the Organization’s Director. No unused portion of membership dues, advertising fees, or other monies paid shall be refunded unless approved by the Board of Directors.
For existing members, failure to pay the renewal membership dues within 45 days of the bill date will result in the termination of the membership and /or membership privileges. Members will be sent a reminder to complete their Membership form and a dues invoice approximately 30 days prior to the bill due date. Those members that have not paid their dues 30 days after the bill date will receive a past due notice and Notice of Termination. Termination of the membership will occur 45 days after the bill date if the membership dues have not been received. Members that request reinstatement of their membership after their membership has been terminated will be subject to the full year membership dues rate.
For cause, any membership may be suspended or terminated. Sufficient cause for such action shall be a violation of the By-Laws and Code of Ethics, or any agreement, rule or practice adopted by the organization, or any other conduct detrimental to the interest of the organization. If and when any charges are made against any member, it shall be the duty of the Executive Committee to investigate such charges and notify the member that a charge has been filed. If conditions seem to warrant suspension, the Executive Committee will recommend to the Board of Directors that such member be suspended. A majority vote by the Board of Directors is required for suspension of any member. The member will be notified accordingly. In the event that a member of the Executive Committee is personally involved in the said charge, then the entire Board of Directors shall take up the investigation. The member so suspended or any other member under charges but not under suspension shall be offered an opportunity for a hearing at the next Board of Directors meeting. The Board of Directors will have the authority to take any action that it deems proper. A two-thirds vote of those present and not less than a majority of the entire Board of Directors shall be required for the expulsion of any member.
Yearly Membership Dues
International Members $165.00 first year
$330.00 subsequent years
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Van Lines (Carriers), with agency network $177.50 first year
$355.00 subsequent years
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Moving/Storage Companies, Insurance Companies $127.50 first year
$255 subsequent years
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All Vendors $115.00 first year
$230 subsequent years
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Branch Listing or
Additional members at same location: $75.00
***Note: Vendors providing zip codes for service area coverage and search options on the web can only list zip codes within their state of origin. Any zip codes for other state coverage areas must be listed via a branch location listing for that state. There will be a charge for each additional branch location as outlined in the dues schedule above.
Membership dues will be assessed yearly by the Board of Directors and are subject to change. A majority vote by the Board of Directors is required for membership dues adjustments.
Become a Member
The Claims Prevention and Procedure Council (CPPC) is committed to sharing knowledge and experience with any individual or group associated with the moving and storage industry. The CPPC also seeks to strengthen and enhance the established services through viable membership.
CPPC Workshop & Convention Policy
In the spring of each year, the Claims Prevention and Procedure Council (CPPC) will plan and host an educational and networking event for the full membership known as the Workshop. In the Fall, the CPPC will plan and host an educational and networking event for the full membership known as the Convention.
The Workshop will be held annually each April commencing on a Friday, ending on Saturday. Workshop sites will generally alternate between Chicago, Indianapolis and St. Louis giving the various van lines equal opportunity for attendance at the Workshop site based on availability and need. (Other sites may be considered based on interest and practicality.)
The Convention will usually occur in the Month of October or as availability and cost determine. The Convention will rotate between the Eastern, Central and Western sections of the US.
The educational panels held within the Workshop/Convention format will consist of equal representation for all membership.
The CPPC director will establish the hotel location as well as accommodations (room blocks, meal plans for the attendees, etc.).
The CPPC director will, also, post on the web site and publish in the CPPC Claims Journal pending details for the upcoming Workshop/Convention at least 4 months in advance in order to give the general membership ample opportunity to adjust their schedules to respond.
Past Workshop/Convention have scheduled the CPPC Board of Directors to meet prior to the Workshop/Convention and again at its end. Meetings will be open to all CPPC members.
It is suggested that four to six months prior to the Workshop/Convention an open letter be sent to the general membership asking for input regarding topics that they would like to have discussed at the upcoming work shop.
Room Blocks
Room blocks are set up to accommodate registered participants. The number of room blocks is calculated based upon the attendance of previous workshops/conventions. The rooms blocked for the event will have an expiration date, so to receive the discounted rate, early registration is suggested. Subject to hotel approval and accommodation availability.
CPPC Election Procedures
The Board of Directors is available for all CPPC Members. There are 15 Directors, 6 of which are designated seat, 5 for Moving Carriers and 1 for Insurance. The 9 remaining At-Large seats are elected representatives that serve 3 year terms. At-Large directors shall be representatives from their own respective company or organization. For consideration for nomination, you must also have your own independent CPPC Membership in good standing.
The Nominating Committee assigned by the Board puts forth the Candidates consisting of at least 1 CPPC Member for each seat available. A nominee can also be put forth in writing to the Office 7 days prior to Election but 5 seconds are required.
Candidates – Anyone seeking a Board position must be a member in good standing for at least 1 year. They must have attended a workshop or convention in the previous 2 years. A resume’ or application must be completed and submitted to the Election Committee or Office for consideration at the time the party asks to be considered as a candidate.
The Board of Directors is responsible for decisions that make the CPPC move forward. There are Board Meetings to attend prior and post every CPPC Event. Also, there may be a need for additional meetings throughout the year.
Once the List of Nominees has been determined, a vote by eligible CPPC members will be held. The results will be counted by the Nominating Committee and announced as soon as possible.
These names will be listed in front of the group. Once the list is compiled, each Nominee will be given the opportunity to speak briefly, describing who they are and why they want to serve on the board.
The Election Process:
- Nominees from the Nominating Committee are presented in front of the Membership.
- If there are more Nominees than open positions on the Board, each candidate will be given the opportunity to speak briefly advising why they would like to serve on the Board.
- Once completed, or if there are not more Nominees than open positions, an ask of "All For" and then "All Opposed" can be done to complete the process. Otherwise, a written ballot will be used.
- Then ask that the Ballots be handed out.
- All Ballots will be collected, and the Election is closed.
- Those elected to the Board will be announced once all ballots are counted and as outlined in the schedule of events.
- A tie will be decided by lot
Board of Directors
The Board of Directors shall consist of 15 members of the CPPC in good standing. There shall be six designated directors, five moving carriers and 1 insurance company will occupy these seats due to their continued commitment to the CPPC
The remaining nine board seats shall be at-large seats. The at-large seats will be elected by the membership at the annual meeting and hold office for three years. The terms of the directors will be arranged so that no more than one third of the board will be elected annually.
The Board will meet before and after the Spring Workshop and Fall Convention as needed. The CPPC will not pick up any of the cost involved in these meetings.
The Board will, at the discretion of the President and Executive Committee, call a summer meeting when needed. If a summer meeting is called, the CPPC will pick up the cost of the travel and room for the attending Board Members when the current budget allows. Reimbursement of travel will be the cost of the airfare or mileage (based on current industry allowance), whichever is less. In lieu of a Summer Board meeting, if it is determined that there is sufficient material to review; the President and the Executive Committee can call for an extra day of Board Meeting to occur in association with a Spring or Fall Event. In such cases, the CPPC will cover the cost of an additional hotel room night to accommodate that meeting.
Board members shall take on duties such as running panels, chairing or co-chairing conventions and workshops, chairing the nomination committee each year.
Board members should attempt to submit articles for the newsletter as often as possible.
The attire for the board meetings shall be casual.
Board members shall try to attend all panels, breakout groups and speakers at the conventions and workshops.
Executive Committee
The Executive Committee consists of The President, Vice President, Secretary and Treasurer positions of the CPPC Board. These positions are elected from within and by majority vote of the elected Board. The term of these positions is for a two year period and re-election is held following the spring workshop on the appropriate year. There are currently no term limits for these positions, if re-elected by majority of the Board.
The Executive Committee will constitute a “Qualified Quorum” and may exercise the powers of the Board when the Board of Directors is not in session and communication with the entire Board is not possible to react in a timely manner to the issue at hand. Meetings for the Executive Committee may be called by the President, who shall act as the Chairman of the Committee. Communication of any matters that transpire at the direction of the Executive Committee will be shared with the remainder of the Board by the President. Executive Committee will handle any day to day matters with the CPPC Director as needed.
The President shall preside over all regular and special meetings of the organization and shall perform such other duties as are usually required of this office. The President shall appoint all standing and special committees deemed necessary to carry on the work of the organization. The President shall have access to the organization’s financial accounts. The President will provide updates and/or status on pending matters to the Board by our current means of communication, e-mail on a monthly basis at minimum. The President is also responsible for a monthly “President’s Message” in the CPPC publication.
The Vice President shall assist the President and act in the President's absence or inability to serve.
The Secretary shall attend all the meetings of the members and of the Board of Directors and keep minutes of such meetings. The minutes, once reviewed and approved by the Board, will be provided to the membership in the monthly publication. The Secretary shall give all notices required to be given by these Bylaws. The Secretary can assign duties and tasks to the Executive Director as appropriate.
The Treasurer will have access to all pertinent information required to facilitate operation of the CPPC organization. The Treasurer will assign to the Executive Director overall operation of the organization including funds deposit and withdrawal, proper books of accounts, receipts, and disbursement and endeavor to have weekly contact with the Executive Director. The Treasurer will review and submit monthly financial reports to the Board as well as the proposed annual budget at the convention Board meeting. The Treasurer will have financial statements available for review to all members of the organization at the workshop and convention board meetings.
Board Seats
Board Seats will be held as follows:
Designated Board seats will be determined by the appropriate company that holds the seat. If a designated Board seat becomes open, then the Board can recruit a fellow Board member to hold that seat or another moving carrier/insurance company can be recruited to fill that position utilizing the guidelines set forth previously.
Elected Board seats belong to the person elected, except:
1. When the Board member has left previous employer and has not established new membership in the industry within 30 days. 2. The Board member elects to resign.
3. When the Board member is determined by majority vote of the Board to have acted in contrast to; or is determined to be unfit to remain on the Board of Directors in consideration of Bylaws.
New Board Member Policy
Newly elected Board of Director members shall begin their term at the Post-Board Meeting, immediately following the announcement of their election at the Spring Workshop. Upon their attendance to this meeting, the Vice President will provide them a copy of the CPPC Bylaws and Policies and Procedures.
In order to protect the security of the Board’s email correspondence; the Secretary will make sure each new member has a secure email address for Board business, one that is not accessible by anyone except them. If they need to create a new email address, that will be done within one week of being elected to the Board. That email address will be provided to the Secretary, so that an updated list of email addresses can be provided to all Board Members.
Board Meeting Policy and Procedures
- Agenda is planned in advance by the President and emailed to the Board and Director. They will consist of the Board introductions, attendance, Secretary report, pre-event meeting review, new business, post-event review, financials, selection of the next event chairperson and elections (when applicable).
- Guests will be advised that they are welcome to provide their feedback throughout the meeting; but they are to hold up their hand and wait to be recognized.
Pre-Event Meeting
- President opens the meeting and conducts welcome and introduction of Board members to any guests or new members.
- Director takes attendance.
- Secretary will present the minutes from the prior meeting.
- The meeting is turned over to the event chairperson to run through the upcoming event to ensure that everything has been planned out.
- The rest of the agenda is gone through as time allows, leaving the financials for the post-event meeting.
- Motion to close the meeting, seconded and closed. Any unfinished business will be held at the post-event meeting.
Post-Event Meeting
- President opens the meeting and conducts welcome and introduction of Board members to any guests or new members.
- Director takes attendance.
- During election years, the election begins with the position of President. The meeting will then be taken over by newly elected President, who will run the rest of the elections.
- The meeting is turned over to the event chairperson to run through the recent event, what worked, what didn’t and suggestions for future events.
- Financials are presented by Treasurer and reviewed.
- The chairperson for the next event is selected as well as their committee.
- Discussion of the location for the event 18 months to two years from the present event.
- Pick up where the pre-event meeting left off for the remainder of the agenda, including new business.
- Motion to close the meeting, seconded and closed.
Board Minutes
The Secretary is responsible for taking minutes during all Board meetings. A synopsis will be written and submitted to the Board for approval. The approved synopsis may be printed in the CPPC publication.
What Requires a Vote by the Entire Board/Executive Committee
- The location of the principle office of the CPPC
- Increase/decrease in dues for membership
- Annual Meetings
- Nominating Committee for Board Elections
- Control and Management of affairs of organization, engage assistants, elect officers and fix salaries
- Termination for Cause
Note: Executive Committee may exercise the powers of the Board when the Board is not in session and communication with the entire Board is not possible to timely react to the issue at hand.
Roster Listing
Members in good standing of the CPPC will be included in an electronic roster listing that is maintained by the CPPC Office. The roster listing will include the following information: name of firm/individual, member type (Adjuster, Appraiser, Attorney, Government, Insurance, Mover, Repair, Vendor/Supplier or Vanline Adjuster/Claim Rep), zip codes serviced, address, city, state, zip code, phone and fax numbers, service area, email/website address, and notes. The number of member’s locations included in the roster listing will be in accordance with the payment of yearly membership dues as stated under membership terms.
Repair Brokers
A repair broker does not perform the repair work themselves, but rather sub-contracts their assignments to another service and presents the assignment as their own to the client.
They will be charged for each state listing they choose to be listed as set by the policy for member listings.
National Source Member Listings
A member providing a service that is not state or zip code specific, but rather available for specialized assignment nationally will have the option for a listing as a National Source Member. These services can not be located by zip code service areas as it is not a factor of their coverage area. Examples maybe, but are not limited to, a vendor that specializes in art restoration, accepting work sent to them or by special request; or an independent claims management company accepting assignments nationally.
Membership Announcements
When a CPPC Board Member or Director receives word of an item of particular interest or concern to the membership as a whole, (i.e., illness/death of member, their family, or staff), a question will be asked if this information is for public knowledge for all CPPC members. If so, publication can be via newsletter or on-line pending the time frame of information provided.
If this information is presented to the Board close to either a scheduled workshop or convention, the Board will review to determine if this same information is deemed appropriate to announce during the Workshop or Convention as well. The appropriate or contributing CPPC member will have their final approval of any such announcement, as well.
Likewise, certain celebratory events (weddings, births, appointments, etc.) can also be submitted for consideration for a general announcement through the same media.
Timing and appropriateness will be determined by the CPPC office in consultation with the executive committee, when available. If a member (or members) of the Executive Committee are not available, other sitting Board Members will be consulted until at least three separate opinions have been voiced.
Article submission by Members to CPPC Monthly Publication
All content on articles submitted are at the discretion of the Executive Director. Any controversial topics should be presented to the Executive Committee for discussion and approval. Submitted articles should be considered if the topics appear to be timely & pertinent to the membership. Unsigned letters or requests for names to be withheld will not be disqualified for these sole reasons.
Code of Ethics
Introduction/Preamble
As a matter fundamental principle, the highest ethical standards must be set and maintained by the Claims Prevention and Procedure Council; not only for sake of the organization, but because it is the right thing to do. These ethics are a reflection of our core values being put into action.
Since values and ethics are the results of the standards we raise, and the goals we embrace, our standard must be excellence and our goals must be growth, continuous improvement, and success.
Our values and code of ethics are intended as a guideline for positive relationships and a gauge to bring the actions of the membership into the proper alignment, so as to complement each other in all that we do.
Since the actions and business practices of members reflect upon the entire group, we should operate all affairs with a measure of accountability. The moment the organization does not build within the boundaries outlined in our bylaws, there is the risk of loss of legitimacy, which could lead to the detriment of the organization.
It is the responsibility of the Board of Directors, to not only reflect the organization's core values and ethical qualities; but to also make an effort to lead the organization by example, always remembering that we are not an organization of regulation, but one of guidance and cooperation.
Therefore, since the growth, continuous improvement, and the success of the Claims Prevention and Procedure Council is directly related to effective communications and the development of healthy relationships within the claims industry, the Code of Ethics stands as the positive means to fulfill
the vision of this organization - A group that desires to not only seek after the standard, but to achieve its likeness.
Values
Truth-We shall be truthful to each other and operate our business relationships on a foundation of truth and in a spirit of honesty.
Integrity-We shall operate our business relationships with honest values and shall comply with all applicable laws and regulations, avoiding any devices or schemes that are contrary to sound business practice. We shall support all activities that are conducive to group harmony.
Equality-We respect the individual rights of all members, be they independent businessmen or representatives of a corporate entity, and understand that we come together on level ground. We do so to better understand and serve the needs of each other while at the same time giving the membership a positive environment to promote ourselves and our businesses. We do so to provide the proper atmosphere to share knowledge, experience, and display our strengths, talents, crafts and leadership abilities.
Cooperativeness-We will support a healthy environment that is beneficial to all its members, potential customers and all those associated with the group. We shall observe and respect the rights of others, exercise tolerance and commit ourselves to work together toward the vision and betterment of the organization.
CODE OF ETHICS FOR BOARD OF DIRECTORS
As a member of the Board, I will:
- Listen carefully to my teammates.
- Respect the opinion of my fellow Board members.
- Respect and support the majority decisions of the Board.
- Recognize that all authority is vested in the full Board only when it meets in legal session.
- Keep well informed of developments relevant to issues that may come before the Board.
- Participate actively in board meetings and actions.
- Bring to the attention of the Board any issues that I believe will have an adverse effect on the organization or those we serve.
- Attempt to interpret the needs of those we serve to the organization and interpret the actions of the organization to those we serve.
- Refer complaints to the proper level in the chain of command.
- Recognize that my job is to ensure that the organization is well managed, not to manage the organization.
- Represent all those whom this organization serves and not a particular geographic area or interest group.
- Consider myself a "trustee" of the organization and do my best to ensure that it is well maintained, financially secure, growing and always operating in the best interest of those we serve.
- Always work to achieve continuous improvement.
- Declare conflicts of interest between myself and my position on the Board, and abstain from voting when appropriate.
- Comply with all applicable law and regulations.
As a member of the Board, I will not:
- Criticize fellow Board members or their opinions in or out of the boardroom.
- Use the organization for my personal advantage or that of my friends or relatives.
- Discuss the confidential proceedings of the Board outside the boardroom.
- Promise to anyone how I will vote on any issue before a meeting.
- Use my position in the organization to exert undue influence in any decision-making process.
CODE OF ETHICS FOR MEMBERS
As a member of the CPPC I will:
To the best of my ability, seek after the standard and goals of the organization and honor its values and Bylaws and comply with all applicable law and regulations.