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CPPC Policies

CPPC
Policies

A Policy Book for the
Claims Prevention & Procedure Council

(Revised 2015)

Our Mission Statement:

The continued establishment of a forum in which all members can meet as equals, and through cooperative education, find better ways to serve our customers, as well as each other.

Our Vision:

To provide a structured procedure for the claim process, as well as develop strategies aimed toward claim prevention.

Our Values:

Mutual trust and respect
Continuous improvement

 

Table of Contents

Membership and Registration

Spring Workshop

Fall Convention

Room Blocks

Local Meetings

Election Procedures

Board of Directors

Executive Committee

Board Seats

New Board Member Policy

Board Meeting Policy and Procedures

Board Minutes

What Requires a Vote by the Entire Board/Executive Committee

Roster Listing

Repair Brokers

National Source Member Listings

Membership Announcements

Article Submissions to Monthly Publication

Code of Ethics

 

Membership and Registration

Membership to the CPPC is open to any reputable individual or firm involved in the Moving and Storage industry or related business in claims handling or processing.  Thus, membership is open to, but not limited to:

  1. Licensed Household Goods carriers;
  2. Household Goods moving and storage companies;
  3. Furniture repair services
  4. Licensed insurance companies
  5. Branches of the  U.S. Military

New membership and renewal of existing membership can be obtained by completing a written membership application form and fulfilling the dues obligation.  Membership is probationary pending approval by the Board of Directors. New memberships are also offered for one year with paid registration and attendance at any CPPC meeting.

An online membership application form is available at: www.claimsnet.org.  The completed membership form and membership dues (U.S. funds for International members) are to be mailed to:

          CPPC
P.O. Box 1117
Newburgh, IN. 47629-1117

A membership form and subsequent payment of annual dues is required for membership.  Existing members will be mailed a renewal of membership notice and invoice for the membership dues.  

Termination of Membership
Membership may be voluntarily terminated at any time by any member wishing to withdraw.  A written notice of membership termination must be sent to CPPC office via mail or e-mail at: cppc@claimsnet.org.  No unused portion of the membership dues, advertising fees or other monies paid shall be refunded in the case of early termination of membership.

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                                   $150.00   first year
$300.00 subsequent years
___________________________________________________________
Van Lines, with agency network                     $150.00   first year
$300.00 subsequent years
___________________________________________________________
Moving/Storage & Insurance Comapanies /
Independent Adjusters                                  $100.00   first year
$200 subsequent years
___________________________________________________________
All Vendors                                                  $87.50   first year
$175 subsequent years
___________________________________________________________

Branch Listing or
Additional members at same location:            $50.00

***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 Spring Workshop Policy

In the spring of each year, the Claims Prevention and Procedure Council (CPPC) will plan and host an educational seminar / work shop for the full membership. 

This workshop will be held annually each April (traditionally the last weekend of 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. (Other sites may be considered based on interest and practicality.)

The chair of the spring work shop will be a sitting CPPC board member who will generally follow traditional formats, while always considering current topics and events.

The educational panels held within the work shop format will consist of equal representation of repair vendors, van line personnel, insurance & appraisal personnel.

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 newsletter pending details for the upcoming work shop at least 5 months in advance in order to give the general membership ample opportunity to adjust their schedules to respond.

Past workshops have scheduled the CPPC board of directors to meet prior to the work shop and again at its end.  Meetings will be open to all CPPC members.

Also it is suggested that four to six months prior to the work shop 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.

CPPC Fall Convention Policy

In the fall of each year, the Claims Prevention and Procedure Council (“CPPC”) will plan and host, in varying locales, a Convention that will offer members an opportunity to meet in order to discuss general concepts regarding the direction of the CPPC organization and to offer opinions and ideas of current interest in the claims and moving industries.               

The Convention will occur annually and will attempt to be held in the month of October.

The Convention will attempt to be held in an alternating rotation between eastern and western resort-type destinations.

The Convention will be scheduled as an event that takes place over three days.

The CPPC will establish with a destination hotel, a block of rooms (with an attempt also to garner a preferred rate), for Convention attendees and their guests.

The CPPC will plan and publish an agenda for the Convention for claims and moving concepts based upon current trends in the industries and also based upon input from the CPPC membership.  The agenda items will attempt to have equal, appropriate representation from repair vendors, van line representatives and insurance/appraisal experts.

The CPPC Board of Directors will hold Board Meetings that are open to all CPPC members at the open and close of the Convention.

Room Blocks

The room blocks are set up at the CPPC meetings to accommodate active participants of our events and their guests. This block is calculated on anticipated attendance based on past conventions or workshops.

Should your firm need more than two rooms, please contact the CPPC office. Often we can adjust the size of our block to accommodate a larger turn out if reservations are made early. It should be noted that all are advised of room block rates and expiration dates.

The CPPC cannot accept responsibility for reservations made with the hotel after the room block expiration date or once block is filled.

Local Meetings

Local or Regional meetings are encouraged and supported by the CPPC.  These are generally informal meetings in a metropolitan area where there is a significant local draw to discuss transit claims and regional issues.

This concept offers an opportunity for members to gather and discuss issues in another forum than the annual CPPC Workshop and Convention.  Also, this allows members the chance to experience the advantage of the CPPC without the monetary burden of travel to our annual events.

The following are policies for these meetings:

  • Meeting Place – This can be a local restaurant or other gathering place.  Also, an office of a mover or repair company can be used.  The CPPC does not pay for any meeting location. 
  • Organizer – Any member or members can organize and run a local meeting.
  • Director Help – The Office of the CPPC will help with the organization, promotion and publicizing of any meeting after the necessary information is communicated.  A post-meeting summary is encouraged; and, if provided to the CPPC office, will be published, as this may encourage others to attend or organize future meetings.  This can include emailing or faxing all area members with information, or publicizing the event in the newsletter and on the website.
  • Format:  The organizer determines the format.  Generally, local meetings have been held as an informal meeting allowing participants to determine content.  The organizer should come prepared with an agenda with several topics for discussion.
  • Fees – There are no set fees for local meetings, as there is no CPPC expense.  There is an attempt to keep these meetings  informal and inexpensive. 
  • Frequency – This is to be determined by the group.  There have been monthly meetings (such as third Wednesday of every month), quarterly, and semi-annual meetings (often splitting the time between the workshop and the convention). 
  • Attendees – Any member who involves the CPPC welcomes all CPPC members.  Competitors within the organization cannot be excluded.
  • Successful Attendance – It has been found that as few as 6 regular attendees can make a successful local CPPC meeting.

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.

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 Nominating 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.

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 that 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 obtained employment 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

  1. 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).
  2. 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

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. As a member of the Board, I will:

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.