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The Zonta Club Manual October 2006

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The Zonta Club Manual October 2006 The Zonta Club Manual October 2006 Zonta International Advancing the Status of Women Worldwide HOW TO USE THIS MANUAL This revised and updated Club Manual is intended to be used as a guideline and inspiration for club boards and club committee members. To make it more user-friendly, the manual is divided into 3 parts: Part 1 – Basic Club Operations is important for understanding the functioning of both Zonta International (ZI) and the club. This part is a “must read” for anyone tasked with running a Zonta club. The job and committee descriptions are generally found on separate pages making it easy to copy for the members needing this information. Part 2 – Resources and Reference Materials is meant as a reference handbook on specific topics and discusses these topics in greater detail. Reading this part will enhance knowledge and understanding of Zonta and the efficiency of club administration. Part 3 – Forms consists of almost all forms the club should need during the year. Please copy the official ones if needed. Most official forms are also available on the Web site. We encourage you to use the forms on the Web site to ensure that you are using the most up-to-date version. The suggested forms may be changed as suits the club best. The Zonta Club Manual is intended for use in combination with, and not as a substitute for, the Zonta International Bylaws. HOW WILL THIS MANUAL BE REVISED? This manual will be revised as needed to reflect the current Zonta International Bylaws and Rules of Procedure and to provide clubs with updated policies. Acknowledgements: This revised manual is based on intensive work coordinated by then ZI Director Kirsten Theisen with contributions and ideas from many Zontians all over the world especially Patricia Lawson and the team from District 24 in biennium 1998-2000. If you have comments, ideas, constructive critique, please contact your District Governor. 1 Zonta Club Manual TABLE OF CONTENTS PART 1 – BASIC CLUB OPERATIONS: SECTION 1: Zonta International Mission, Objects and Structure SECTION 2: Club Leadership: The Club Board SECTION 3: Zonta Club Committees SECTION 4: Club Nominating Committee and Club Elections SECTION 5: Zonta Meetings SECTION 6: Zonta Communication SECTION 7: Club Calendar PART 2 – RESOURCES AND REFERENCE MATERIALS: SECTION 8: Zonta International Foundation SECTION 9: Zonta International Biennial Conventions SECTION 10: Zonta Archives SECTION 11: Zonta History and Zonta Emblem SECTION 12: Zonta International Service Program Projects 1956-2008 SECTION 13: Zonta International External Relations SECTION 14: Frequent Questions and the Answers About Zonta International SECTION 15: Club Bylaws SECTION 16: Parliamentary Procedure SECTION 17: Installation Ceremonies SECTION 18: US Tax Matters and Filing Requirements PART 3: – FORMS 3 Part 1 – Basic Club Operations Section 1 11 MISSION, OBJECTS AND STRUCTURE........................................................................................................................ 11 MISSION STATEMENT...................................................................................................................................... 12 OBJECTS............................................................................................................................................................ 12 ZONTA INTERNATIONAL ORIGINS AND SYMBOLS...................................................................................... 12 THE STRUCTURE OF ZONTA INTERNATIONAL........................................................................................... 12 THE ZONTA INTERNATIONAL BOARD OF DIRECTORS.............................................................................. 12 DISTRICTS......................................................................................................................................................... 13 AREAS ................................................................................................................................................................ 13 CLUBS................................................................................................................................................................ 13 MEMBERSHIP ................................................................................................................................................... 15 ZONTA INTERNATIONAL FOUNDATION....................................................................................................... 16 ZONTA INTERNATIONAL HEADQUARTERS.................................................................................................. 16 SOURCES OF INFORMATION ......................................................................................................................... 17 ZONTA INTERNATIONAL ORGANIZATION AND COMMUNICATION......................................................... 18 ZONTA INTERNATIONAL ORGANIZATION AND COMMUNICATION CHART ........................................... 19 Section 2 21 CLUB LEADERSHIP: THE CLUB BOARD .................................................................................................................... 21 CLUB LEADERSHIP AND SUCCESSION PLANNING.................................................................................... 22 THE CLUB BOARD ........................................................................................................................................... 22 THE ROLE AND RESPONSIBILITIES OF THE PRESIDENT.......................................................................... 25 THE ROLE AND RESPONSIBILITIES OF THE PRESIDENT-ELECT............................................................. 27 THE ROLE AND RESPONSIBILITIES OF THE VICE PRESIDENT ................................................................ 27 THE ROLE AND RESPONSIBILITIES OF THE SECRETARY ......................................................................... 28 THE ROLE AND RESPONSIBILITIES OF THE TREASURER......................................................................... 30 FINANCIAL ACCOUNTABILITY AND RESPONSIBILITY POLICY ................................................................ 32 INSURANCE AND RISK MANAGEMENT......................................................................................................... 33 Section 3 35 ZONTA CLUB COMMITTEES...................................................................................................................................... 35 MANDATORY (STANDING) COMMITTEES .................................................................................................... 36 OPTIONAL COMMITTEES ............................................................................................................................... 36 APPOINTMENT TO COMMITTEES ................................................................................................................. 36 DIRECTION AND PLANNING .......................................................................................................................... 36 COMMITTEE RESPONSIBILITIES................................................................................................................... 37 STATUS OF WOMEN SERVICE (STWS) COMMITTEE................................................................................... 38 ORGANIZATION, MEMBERSHIP & CLASSIFICATION (OMC) COMMITTEE ............................................. 40 PUBLIC RELATIONS AND COMMUNICATIONS COMMITTEE.................................................................... 42 UNITED NATIONS COMMITTEE..................................................................................................................... 44 FINANCE COMMITTEE.................................................................................................................................... 45 Section 4 47 NOMINATING COMMITTEE AND ELECTIONS ............................................................................................................. 47 THE NOMINATING COMMITTEE.................................................................................................................... 48 CAMPAIGNING POLICY .................................................................................................................................. 48 CLUB ELECTIONS ............................................................................................................................................ 50 Section 5 53 ZONTA MEETINGS .................................................................................................................................................... 53 RIGHTS AND RESPONSIBILITIES ................................................................................................................... 54 PARLIAMENTARY PROCEDURES................................................................................................................... 54 CONDUCTING CLUB BUSINESS..................................................................................................................... 55 DUTIES OF PRESIDING OFFICER/CHAIRMAN ............................................................................................55 CONTENTS OF MINUTES ................................................................................................................................ 56 SUGGESTED LANGUAGE OF A MEETING.................................................................................................... 57 HOW TO PRESENT A MOTION.......................................................................................................................
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