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P&P NumberCategoryP&P TitleReview PriorityStatusCurrent Sunset DateDescription
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1001FinanceGeneral BookkeepingUpdated Feb 20252028To maintain non-profit and business bookkeeping practices in compliance with IRS and California Corporations code.
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1002FinanceBudgeting & Financial ManagementUpdated Feb 20252028Sound financial management of the Associations resources and adherence to regulatory requirements for non-profit status.
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1003FinanceInvestmentsUpdated Feb 20252028To maximize Association’s reserve funds for financial sustainability of the Association.
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1004FinanceExpense ReimbursmentUpdated Feb 20252028Clarification of expenses which are eligible for reimbursement for Board Members when traveling to requested meetings in their Board service.
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1005FinanceUncollectible DebtUpdated Feb 20252028To assure proper review and approval of uncollected accounts receivable of any Association assets.
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1007FinanceCompetitive BiddingUpdated Oct 20242027To create a bidding process for services and supplies that is transparent and fair to both CAHIP and its vendors
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1008FinanceContract NegotiationsArchived 10/9/24To create a bidding process for services and supplies that is transparent and fair to both CAHIP and its vendors.
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1009FinanceRefundsUpdated Oct 20242027To establish a policy to respond uniformly to refund requests received for event registrations that are later cancelled.
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1015Finance
Complimentary Registration for CAHIP Past Presidents
Updated Nov 20242027
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1017FinanceNew Chapter Seed MoniesUpdated Oct 20242027To further assist with membership outreach through the proper development of new local chapters
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1018FinanceDuties of VP Finance & CommitteeUpdated Nov 20242027To insure prudent financial management
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2001Executive BoardDuties of SecretaryUpdated Dec 20242027To insure proper minutes are taken and distributed to leadership, the Associationʹs Policies and Procedures are kept up to date, and that the Board of Directors and the Association follows its stated Policies and Procedures. Definition: Secretary shall include Executive D
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2004Executive Board
Membership Affinity & Endorsed Product Programs
2022 ArchivedEstablish a method for selecting programs and/or products to be offered to members and to establish a method for entering into endorsement or sponsorship agreements and provide non-dues revenue.
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3001Board of DirectorsConflict of InterestUpdated Nov 20242027It is the Policy of CAHIP to maintain the highest ethical standards between CAHIP and both present and past leaders and employees and to clearly define what conflicts of interest might occur. No person dealing with CAHIP shall receive special favor or consideration because of that individual’s current or former position with CAHIP. No person acting on behalf of CAHIP should have a material, financial stake in transactions concerning the Association without the full knowledge and written consent of the Board of Trustees. PROCEDURE: Definitions: For purposes of this Policy and Procedure: 1. Conflict of interest means any transaction in which a current or former CAHIP Leader has a material financial interest.
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3002Board of DirectorsRules of ConductUpdated Dec 20242027Establish rules of conduct and an efficient and effective process of decision making.
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3003Board of DirectorsAssociation MinutesArchived Dec 2024To establish a replicable trail and institute correct minutes keeping, including the accurate recording of the results of motions by the CAHIP Board of Directors and to assure the distribution of this information to the CAHIP Board of Directors and members.
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3004Board of DirectorsImplementation of P&PsUpdated March 20252028Facilitate the process of implementing new and amended Policy & Procedures and disseminating information about such to the membership. All Policies and Procedures should be reviewed in 3-years unless reauthorized by the CAHIP Board of Directors.
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3008Board of DirectorsBylaws CommitteeN/A2022 ArchivedTo provide for a special CAHIP Bylaws Committee to review state bylaws; review proposed amendments to the CAHIP Bylaws for applicability and correctness, and other related duties as may be directed by the Board of Directors
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3010Board of DirectorsDelegate Calculation MethodN/A2022 ArchivedIn accordance with CAHIP’s Bylaw the following method of calculation will be used to register Delegates for CAHIP’s annual House of Delegates Meeting.
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3011Board of DirectorsCandidate StatementsUpdated Nov 20242027To ensure a fair and impartial campaign process to nominated CAHIP Executive Board Candidates
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3012Board of DirectorsExecutive Board Election TimelineUpdated Dec 20242027To establish an annual Executive Board Timeline for election procedures
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3013Board of DirectorsHouse of Delegates MeetingUpdated Dec 20242027To detail the procedures in conducting CAHIP’s Annual House of Delegates Meeting. POLICY: CAHIP’s Annual House of Delegates meeting will be conducted with the following procedures so that the elections processed will be conducted ethically and fairly for all CAHIP members.
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3015Board of DirectorsNABIP Meeting AttendanceUpdated March 20252028Establish criteria for sending CAHIP Board members to National Association of Health Underwriters (NAHU) Meetings – Capitol Conference and Annual Convention.
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3016Board of DirectorsGovernance CommitteeUpdated Nov 20242027To provide for the organization and function of an Ad Hoc CAHIP Governance Committee, such committee serving in an advisory capacity to the CAHIP Board of Directors to provide perspective and recommendations on issues relating to the governance of the Association.
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3017Board of DirectorsInter Chapter Disputes2026From time to time, disputes between chapters may occur. This policy outlines procedures for resolution of these disputes.
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3018Board of DirectorsIntra Chapter Disputes2026From time to time, disputes within a chapter may occur. This policy outlines procedures for resolution of these disputes.
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3019Board of Directors
Guidelines to Standardize Chapter Meetings and Events
Created June 20252028Establish best practices and standard templates for communications at local chapter events/meetings to include various State/National updates. Refers to Appendix A.
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4001MembershipMembership Retention & RenewalArchivedEstablish policies and procedures by which CAHU’s Membership will be maintained and managed.
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4002MembershipRouting of New Membership ApplicationsArchived 2022
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5001AwardsAwards Qualification YearUpdated March 20252028Qualifications for CAHIP Awards
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5002AwardsAwards ReviewUpdated March 20252028All CAHIP awards & award criteria shall be reviewed by Ad Hoc Awards Committee every 3 years
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7009CommunicationMember Mailing ListUpdated Oct 20252029CAHIP will make its active membership mailing list and email list available at a fee negotiated by the CAHIP Board. The minimum value is estimated at $500. Mailing list provided will be an Excel spreadsheet listing member name, company name and company mailing address, and email. Phone numbers are not provided. CAHIP VP of Corporate Relations should review requests.
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7011CommunicationChapter Event AnnouncementsUpdated Oct 20252029To provide CAHIP Local Chapters opportunity to promote their major events to all CAHIP members within limits so that members are not flooded with communications.
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7012CommunicationWebsite AdvertisingArchived Feb 20262026To enhance non-dues revenues to the Association.
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7013CommunicationCAHIP BlogsArchived Dec 2024To establish criteria for member interaction through the use of CAHIP’s Blogs.
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7014CommunicationOnline Job BoardsArchived Feb 20262026Offer online Job Board to members and enhance non-dues Revenue for the Association.
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7016CommunicationUse of CAHIP LogoUpdated Feb 20262029Allow Members to use CAHIP logo.
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7017CommunicationCommunication to MembersUpdated Feb 20262029To create significant member value by providing ongoing timely and relevant communications to the CAHIP membership
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8001EducationUse of CAHIP CE CoursesUpdated Aug 20252028CAHIP offers Continuing Education (CE) for the sole benefit of its members. CAHIP CE courses are only offered at CAHIP or local chapter events. An exception can be made for a co-sponsored event or with an agreement with a member hosting an event.
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