1 SOROPTIMIST INTERNATIONAL OF THE AMERICAS, INC. SOUTHERN REGION FORMS MANUAL May 2015
2 5/22/15 Procedures Section
3 Resolution or Amendment to Southern Region Bylaws or Procedures FORM 1p Conference Proposal # Proposed by: a) Amend Designated Bylaws or Procedures b) submit Resolution Now Reads: Would Read: Reason: Financial Impact
4 FORM 2p Nomination Form for Officers and Directors Clubs and/or Individual Members Clubs: Please use Club letterhead when submitting a name to the Nominating Committee. You may submit name(s) of either a member of your own Club or a member of a Club other than your own. (See reverse side for qualifications for each office.) Individual Member: Please use your Club s letterhead or identifying stationery when submitting your name to the Nominating Committee. (See reverse side for Qualifications for each office) Due: November 15, 20 To: Chair Southern Region Nominating Committee Nominee is suggested for the office of (Indicate Governor-elect, Secretary, Treasurer, or District Director. On District Director, please include district number.) Soroptimist International of, in Southern Region, submits the following name for consideration by the Committee: Name Street Address City State Zip Phone Cell Nominee is a regular member in good standing of Soroptimist International of Classification is Position held Name of company or organization Soroptimist Experience: (Give dates, if possible) Brief Comments: (on quality of leadership in Soroptimist responsibilities, fundamental knowledge of Soroptimist, its objects, ideals and programs, on abilities, experience in organization work, unusual leadership qualifications.) SOROPTIMIST INTERNATIONAL OF PRESIDENT DATE (See reverse side for guidelines)
5 (FORM 2p Reverse) BYLAWS 4.2 To be eligible for election to office, candidates must be regular members in good standing. In addition, candidate for Governor Elect shall have served on the Region Board within eight years prior to the term for which being nominated and shall have served as Club President. PROCEDURES Board D. Term Limits A member who has served more than half a term in any office shall be deemed to have served a full term.
6 FORM 3p Soroptimist International of the Americas Southern Region Candidate Resume for Officers and District Directors Name: Address: Phone Cell Classification: Title: Regular Member of Soroptimist International of: SOROPTIMIST EXPERIENCE Club: Region: Other: (See Reverse Side)
7 (FORM 3p Reverse) EDUCATIONAL BACKGROUND BUSINESS/PROFESSIONAL EXPERIENCE MEMBERSHIPS IN OTHER ORGANIZATIONS (INDICATE OFFICES HELD RECOGNITION/HONORS RECEIVED PLEASE STATE WHY YOU WISH TO SERVE AS AN OFFICER OR AS A DISTRICT DIRECTOR. WHAT IS THERE SPECIFICALLY IN YOUR BACKGROUND, TRAINING, EDUCATION AND INTERESTS THAT QUALIFY YOU? WHAT DO YOU SEE AS THE GOALS AND OBJECTIVES OF THE REGION? HOW WOULD YOU HELP ACHIEVE THESE GOALS? WHAT SPECIAL QUALITIES WOULD YOU BRING TO THE BOARD? I hereby certify that the above information is true and that I am willing to serve if nominated and elected. Signature of nominee: Date: Return this form by (date) to: Please submit picture suitable for distribution? Resume limited to this form only.
8 Soroptimist International of the Americas Southern Region Conference FORM 4p CONFERENCE CREDENTIALS FORM Upon arrival at REGION CONFERENCE, identification will be issued to each Delegate when Delegates register with the CREDENTIALS COMMITTEE at the Registration Desk. Please complete the information below. Sign and return the original form to the Southern Region Treasurer no later than sure to keep a copy of the form in your club files. CLUB: DISTRICT: DESIGNATE CODES NEXT TO THE NAMES BELOW: (P) PRESIDENT (D) DELEGATE EACH CLUB IN GOOD STANDING IS ENTITLED TO THREE (3) VOTES. NAME (Type or Print) CODE Region Officer District Director SIGNED: (President or Secretary) First Timers (Type or Print) Return form by April 13, 2013 to: (Name and address included here) Note: If a delegate s name needs changing, please do this at the Registration Desk upon arrival. FORM 5p
9 CREDENTIALS SUMMARY REPORT FORM 5p Conference Southern Region, 20 PRELIMINARY CREDENTIALS REPORT Presidents Delegates Board Members Total Voting Non-Voting Soroptimists Federation Official Visitor Federation Guest(s) Guests Total Attendees FINAL CREDENTIALS REPORT Presidents Delegates Board Members Total Voting Non-Voting Soroptimists Federation Offcial Guest Federation Guest(s) Guests Total Attendees
11 FORM 6p CREDENTIALS REPORT CONFERENCE, SOUTHERN REGION, 20. Clubs in Southern Region Clubs Represented District I District II District III District I District II District III ********************************************************************************************* District I Presidents Total Voting Delegates* Delegates District II Presidents Total Voting Delegates* Delegates District III Presidents Total Voting Delegates* Delegates Board Members Total Voting Body Total Voting Body Federation Guest Federation Official Visitor Non-Voting Soroptimists Guests (non Soroptimists) TOTAL ATTENDANCE: *Includes Board members from District
12 FORM 7p Region Conference City Proposal Proposed City: State: Is there a local Club? If yes, are they able to help and how? Airport and Average Prices: Hotels and Prices: Transportation: Local Attractions and Entertainment: Soroptimist International of Club President: Date: Submit completed form by, to
13 FORM 8p Soroptimist International of the Americas, Inc. Southern Region CELEBRATION OF LIFE If a Soroptimist member of your club passed away after April 1, 20, please complete this form to be included in a Celebration of Life in the Program Booklet and at the memorial Sunday,. If available please include a picture of your deceased member to display and be added to the Southern Region Memorial Book. Mail completed form with information by to: Type or print name of deceased member Soroptimist International of District Indicate all that apply if the deceased member was a ( ) Past President ( ) Charter Member ( ) Region Officer ( ) Federation Officer ( ) International Officer ( ) Other Memorial Service information to be placed in our Conference Booklet: Club Contact Person Phone/ Please send complete and mail to
14 FORM 9p POLICIES AND FEES 1. Registration of $25.00 is required for all non-voting Soroptimists. 2. Mandatory Conference Registration for Clubs is prepaid at a rate of $200 per club. 3. Meal tickets are required for all meal functions and may be purchased as a full package or individual. 4. Registration Badges are required for all conference sessions. All tickets and badges will be distributed on-site, at registration. 5. Full payment must accompany registration form. One form per registrant. Forms may be photocopied. Check or money orders only (no bills issued) 6. Your cancelled check will serve as confirmation of registration. 7. A Late Fee of $20.00 will be added to registrations received after. Cancellations made after are subject to a $20.00 administration fee. Hotel prices may also be at a higher rate after, on a space available basis and cannot be guaranteed. 8. No refunds will be made for no shows and cancellations within 14 days prior to conference. 9. Full Package for Delegates includes all business sessions and workshops. 10. Full Package for Non Delegates requires registration fee of $25 and includes all business sessions and workshops. 11. Individual meals may be purchased. 12. Vegetarian meals will be substituted if requested on registration form. 13. Business casual attire will be worn for all business functions. Saturday Banquet Casual Elegance - Sunday - Casual (travel).
15 FORM 10p Soroptimist International Southern Region Conference Deposit/Expense Form Please Use One form for each budget item Requested Amount $ Check payable to one of the following: Officer s Name or Company Address City State Zip Mail to: Attach original receipt/invoice to this form Please place an X by the appropriate budget item INCOME EXPENSES Conference Meals Meal Hotel Non delegate registration Entertainment Programs/covers Program Sponsorships Seminars/Workshop Badges/Ribbons Other (Describe) Table Decorations Copy/fax/Computer Flowers Conference Bags Donations Bartender Equipment Laurel Society Raffle Public Relations Postage/supplies Transportation Hospitality Total Funds to be deposited Submitted by Date Source of Funds Treasurer s Record Governor s Approval Date Check# Date
16 Southern Region Conference Southern Region Board FORM 11p Remember the following points in all motions: Motions Soroptimist International of the Americas Southern Region Date of Motion 1. Who will follow through on the action? (Governor, Governor Elect, Board, Committee, etc.) 2. If money is involved, are funds available and how will it be financed? 3. Should there be a deadline date for completion of the action? 4. If the action requires reporting back to whom? And when? 5. Is the motion clear to you and will it be clear to others? SUBJECT OF MOTION: MOVED THAT: SECRETARY S RECORD Motion No. Motion by (Signature) Carried Lost Referred rescinded by Motion No. VOTING: Unanimous Affirmative Negative
17 FORM 12p Southern Region Judge s Tally Sheet for Scrapbook Award Award is for the conference year 20 AWARD JUDGE JUDGE JUDGE POINTS #1 #2 #3 TOTALS Originality, Presentation 20 Neatness, Organization 20 Use of Materials 20 Current Activities 20 Current Publicity 20 TOTALS Originality in presentation of ideas; telling of a story. 2. Neatness and organization of content and layout. 3. Creativity and variety in use of materials, such as paper, color, embellishments. 4. Incorporation of current Soroptimist and club mission, themes, activities, and projects. 5. Incorporation of current club publicity.
18 FORM 13p Southern Region Judge s Tally Sheet for Website Award Conference Award is for the conference year 20 AWARD JUDGE JUDGE JUDGE POINTS #1 #2 #3 TOTALS Content 25 Creativity 25 Overall Appearance 25 Use of Internet Tools 25 TOTALS 100 Content will be based on Soroptimist-specific information included on the website (WOA, VRA, Governor s Service Award, SI, SIA and club news, etc.). Creativity will be based on innovation, overall layout, and design of the website, including use and creative placement of pictures and graphics. Overall Appearance of the club s website will be based on overall presentation, color scheme, visual appeal and neatness. Use of Internet Tools will be based on the effective use of links within the website, how interactive the website is, use of Pay Pal, Facebook, Twitter, LinkedIn or other similar tools, availability of forms (such as membership application forms), etc.
19 FORM 14p Nomination Form for Southern Region Honoree to Laurel Society Submit to: Governor of Southern Region annually by April 15. Soroptimist International of, in Southern Region, submits the following name for consideration by the Board Name Street Address City State Zip The above named person is a member in good standing of Soroptimist International of in Southern Region for years. Classification Position held Name of company or organization Soroptimist Experience: Contributions to Southern Region: SOROPTIMIST INTERNATIONAL OF PRESIDENT DATE (See reverse side for guidelines)
20 (FORM 14p Reverse) Laurel Society Guidelines 1. Nomination form will be included in the call to conference each year of the biennium. 2. Must be a living member, in good standing, of a Southern Region club. 3. The honoree(s) may not be a member of the Southern Region Board making the selection. 4. A current member of the Laurel Society is not eligible. 5. The honoree(s) should be an extraordinary member whose contributions of time, talent and belief in the Soroptimist mission to improve the quality of life by participating in programs of service. Soroptimists who believe in this mission, who have extended friendship and have demonstrated success in their personal, career and club endeavors are ideal candidates. 6. The Board will select the honoree(s) from the nominees presented. 7. Form 14p shall be used to nominate a member(s). 8. Annually nominations must be received by April 15.
21 FORM 15p Submit to: District Director two weeks prior to District Meeting Guidelines for Governor s Service Award Soroptimist International of, in Southern Region submits the following project for nomination as the Governor s Service Award. Club District Contact: Street Address City State Zip Telephone: Project Name Brief Description of Project: SOROPTIMIST INTERNATIONAL OF PRESIDENT DATE (see reverse side for criteria)
22 (FORM 15p Reverse) Criteria for Governor s Service Award 1. Each participating club will submit a brief written description of its project, the judging of which will be based on the following criteria: (See Form L) a. Made a Difference for Women and Girls b. Impact on Community c. Public Recognition of Club s Involvement d. Meet specific identifiable community needs e. Innovative/creative approach 2. At District meeting, clubs submitting a service award project will be limited to a five minute presentation. 3. A vote of delegates at District meeting will determine the winner to compete at Conference for the award. 4. At Conference, each District winner will be limited to a 5 minute presentation. 5. A vote of the conference delegates will determine the winner of the Governor s Service Award.
23 FORM 16p Formula to Judge Governor s Service Award Made A Difference for Women and Girls (Max. 30 pts.) Impact on Community (Max. 25 pts.) Public Recognition of Club s Involvement (Max. 20 pts.) Meets Specific Identifiable Community Needs (Max. 15 pts.) Innovative/Creative Approach (Max. 10 pts.) Total Points
24 FORM 17p Soroptimist International of Southern Region Travel Expense Voucher Name: Address: (Street, City, State, Zip) Purpose of Expenses: Itemize OTHER Expenses On Form O 20 Mo/Day Hotel Meals Registration Transportation/ Mileage Tolls/ Tips Explain / / / / / / / Total Final Total Reimbursement Return with Receipts to Region Governor Requestor s Signature Gov. Approval Signature Title Name (Print) Date / /20 Telephone Number Date / /20 Title Budget Category Charged: Treasurer Check No: Date: 20
25 FORM 18p Soroptimist Iternational of Southern Region Other Deposit/Expense Form Please Use One form for each budget item Requested Amount $ Check payable to one of the following: Name or Company Address City State Zip Mail to: Attach original receipt/invoice to this form Please place an X by the appropriate budget item Gov. Round Table Expense Gov. SIA Expense SR Website Supplies District Director Expenses Non-Travel Postage Committee/Renaissance Chairs Recruitment and Retention Program Council Public Awareness Membership Fund Raising/Laurel Society Quilt Award List Names (Ex. Laurel Society) Fund Raising/Other Other (Describe) Total Funds to be Deposited $ Source Funds: Submitted by Date Governor s Approval Date Check # Date
26 FORM 19p Southern Region, Treasurer Contact Information Soroptimist International of Southern Region Year Dues Invoice SI Club Name, Treasurer Address City/State/Zip Current Members dues X $20.00 $ New Members dues X $20.00 $ Retired Members dues X $20.00 $ Life Members dues X $ 0 $ District Meeting Fee + $ Mandatory Conference Fee + $ Total Dues Also enclose the following Copy of Federation Roster Form 200 Forms 5008 (for new Members) Forms 5010 (for changes) $ Please remit to the above address by July 1.
27 FORM 20p Alicia Zachman Emerging Leader Award Nomination Form Please complete this form and submit to Southern Region Governor on or before February 15 th. Nominations can be mailed, ed, or faxed. Nominee Name: Address: Telephone: Address: Club: Member Number: Date Joined: Occupation: Job Title: To Be Completed by Club President or Chair: 1. Has the nominee held any offices (appointed or elected) at the District or Region level? Yes No If yes, please list the positions held. 2. List the positions held by the nominee at the club level To Be Completed by Nominee: (Please limit each response to 200 words. You may use a separate sheet to respond.) 1. Why did you join Soroptimist? 2. Describe your interest in Soroptimist leadership opportunities and which positions you would like to pursue. 3. If selected, would you be willing to participate in a Mentor Program and share the information gained with other members of Southern Region? 4. Based on your current professional job, which area of leadership training do you feel would be most beneficial to you? 5. Please describe any leadership experience you have had in your current or a previous professional work position. 6. Other than Soroptimist, are you involved in other volunteer endeavors? If yes, please briefly describe. Club President: Nominee: Signature Signature Date:
28 District Handbook
29 FORM 1h REPORT OF DISTRICT DIRECTOR OFFICIAL VISIT Date: Soroptimist International of District Club Website Address President Treasurer Attendance during visit: Members Guests Total Purpose of Meeting: Describe the spirit of the meeting: What is outstanding about this club? Are there areas of weakness that need either District or Region level intervention? If yes, list possible problem solving solutions including lead club person, club goals, time line, etc: List the club s 3-5 top activities. Include events or projects such as Live Your Dream, Dream It Be It, service, membership, public relations, and/or fundraising: Describe club communications, both internal and external, and include club account activity: Submitted by District Director ( ) on (date) Submit to both the current Governor and Governor-Elect. Please use the back of this page if more room is needed.
30 DIRECTOR S DISTRICT MEETING TIME LINE 1. One year prior to the meeting accept the invitation from a club to host the meeting. FORM 2h (Page 1) (a) Host Club (b) Date (c) Location 2. Six to four months prior to the meeting: (a) Contact the club President to obtain names, addresses, and phone/fax numbers of: (1) General coordinator (2) Registration (3) Meeting treasurer (4) Meeting Secretary (b) Select topic for keynote address and contact speaker (optional): Topic Speaker Address Phone and fax numbers (c) Send confirmation to each presenter/speaker with the following information: Logistics of the day (when, where, time) Desired content of the workshop or speech Length of presentation, including time for questions and answers Lodging, meals and travel arrangements/allowance Request a copy of her/his resume for use when doing introductions Ask if any special equipment will be needed (computer, projector, flip chart, etc.) Remember these costs will need to be added to your projected expenses. 3. Three months prior to the meeting: (a) Meet with the host club President, General coordinator and Committee to confirm: (1) Meeting location (verify name, address, phone number) (2) Meal costs: breakfast $ lunch $ (3) Registration deadline (date): (4) Name and title of person giving community welcome, if any: (5) Name of persons doing: Pledge to the Flag Thought for the day
31 DIRECTOR S DISTRICT MEETING TIME LINE Roll call of clubs (if not the Director) FORM 2h (Page 2) Credentials report (b) Map of the area with meeting place clearly marked (c) Review budget with President and General coordinator (d) Raffle (optional) (e) Discuss meeting theme and room arrangements with President and coordinator: (1) Theme (2) Room arrangements/properties: General sessions and meals: Estimated attendance Number of people per table Same or different room for meals Tables: rounds rectangles Placement of registration table Tables for club sales: Estimated # Workshops: number of rooms and seating styles Obtaining and placement of U.S. flag and Soroptimist banner Location and working condition of electrical outlets and switches Head Table: Number of people Modesty cloth, Name cards, Water glasses and pitchers. Lectern placement Equipment: audio, visual-flip chart, easel, computer, projector etc. Decorations 4. Two months to 30 days prior to meeting: (a) Check with the host club on arrangements for printing of the program and to ensure everything is proceeding according to schedule. 5. Two weeks to seven days prior to meeting: (a) Proof read and approve the printing of the meeting program (b) Prepare meeting dialogue using the agenda as an outline (c) Visit the meeting site, if possible to confirm set up 6. The Day: (a) Arrive early on the meeting day, give everything one final check 7. One to two weeks following the meeting: (a) Send thank-you notes to all meeting participants and the host club 8. One week to 45 days following the meeting: (a) Obtain the final financial report from the host club, including receipts for all expenditures. (b) Within 45 days after the meeting, send a copy of the final District Meeting Financial Report (Form 5h), including all receipts and a club check (if meeting has an overage) to the Region Treasurer. Send 3 additional copies as required on Form 5h. (c) Approve the minutes. Send copies to each club in the District, the Governor and Governor-elect.
32 HOST CLUB TIME LINE AND DISTRICT MEETING CHECK LIST (Director: please mail to Host Club President FORM 3h (Page 1) 1. Eight to six months prior to meeting: District Director and host club Coordinator and Treasurer hold budget discussion and make preliminary arrangements for meeting facility, meals. 2. Five months prior to the meeting: District Director, host club Coordinator and Treasurer meet to finalize. (a) Meeting location (b) Meal costs: Breakfast$ Lunch$ (c) Registration deadline date: (d) Name and title of person giving community welcome, if any (e) Name of persons doing: Pledge to Flag Thought for the day Roll Call of clubs Credentials report (f) Map of area with meeting place clearly marked. (g) Meeting theme and room arrangements/properties: Theme Room arrangement/properties: General sessions and meals: Estimated attendance number of people per table Tables: rounds rectangles Placement of registration table, delegate tables, and chairs Tables for club sales, if any, estimated # Workshops: number of rooms seating style? Obtaining and placement of U.S. Flag and Soroptimist banner Location and working condition of electrical outlets and switches Head table arrangements: Number of people Modesty cloth Name cards Water glasses and pitchers Lectern placement Equipment: audio visual, flip chart, microphones, e (h) Raffle (optional) (i) Lodging needs 3. Two-three months to 30 days prior to meeting: (a) Acquire material for registration packets (b) Contact printer to make arrangements for printing of the program (District Director to provide) (c) Contact those providing services and supplies to ensure all is on schedule. (d) Collect items for goodie bags" (optional)
33 FORM 3h 4. Forty-five (45) days prior to the meeting: (Page 2) (a) Send the Official CALL 5. Two weeks to seven days prior to meeting: (a) Print meeting program (after District Director approval) (b) Process registration forms (advise District Director of clubs who have not registered) (c) Develop a list of attendees and prepare name badges (d) Prepare registration packets 6.. The day before: (a) Do set-up and decorating of meeting location, if possible 7. The Evening before: (a) Social Dinner (optional) 8. The Day: (a) All committee members and other club members involved in the meeting should arrive early. (b) Give everything one final check (c) Manage registration 9. One week to 45 days following the meeting: (a) Prepare financial statement and submit to District Director. Include copies of source documents, supporting receipts and invoices for expenses. If income exceeded expenses, include a club check for the appropriate amount made payable to Southern Region and send it to the District Director. (b) Secretary submit minutes to District Director for distribution to clubs and Region board members.
34 FORM 4h SAMPLE DISTRICT MEETING BUDGET For use by District Director in obtaining registration fee for District Meeting. EXPENSES: Rent of premises for event Complimentary x $ per meal Decorations for head table only Duplicating and postage for program and minutes Pro-rata share of common call Guest speaker acknowledgment, if any Misc. needs $ $ $ $ $ $ $ TOTAL EXPENSES $ Divide total expenses by number of projected attendees. This will be the registration fee needed to cover all expenses of meeting. Remember, the meeting is to be self-supporting. When estimating number of attendees, refer to previous years District Meeting. When projecting the attendance, don t over estimate. Your registration fee needs to be sufficient to cover all expenses even if the attendance is less than previous years. Meals cannot be increased to cover additional costs of the meeting. Contact Region Treasurer for a check from the Region (Forms Manual FORM 18p ) for the district fee per club times the number of clubs in your district. All attendees will pay the registration fee and meal costs.
35 FORM 5h DISTRICT MEETING FINANCIAL REPORT Hostess Club: Soroptimist International of Prepare 4 copies and disburse as follows: Original: Region Treasurer Copy: Region Governor Copy: District Director: Copy: Club records AMOUNT RECEIVED: Registration fees from each club Total $ No. of $25/each $ Registration and ea. $ TOTAL RECEIPTS $ AMOUNT DISBURSED: Meals ea $ Complimentary ea Duplicating and postage for program and minutes Decorations: head table Guest speaker acknowledgment Rent for premises, if any Refunds, if any Other (please describe) TOTAL DISBURSEMENT $ $ $ $ $ $ $ $ NET PROFIT OR LOSS $ Chair Director Approval
36 FORM 6h DISTRICT MEETING EVALUATION Date District # Location Are you a new member? Have you attended a District Meeting in the past? What session gave you the most information? What Program areas of Soroptimist would you like to see on the agenda next fall (check several)? Live Your Dream Awards STOP TRAFFICKING Disaster Grants for Women/Girls Club Grants for Women and Girls Workplace Campaign to End Domestic Violence Other (topic) Would your Club host a District Meeting? What topics would you like presented at District Meetings? Membership Public Awareness Leadership Fund Raising Other (topic) Are Friday night activities beneficial? Yes/No Explain How do you suggest we get other club members to attend the next District Meeting? Comments:
37 GOVERNOR S SERVICE AWARD FORM 15p (See Procedures Section, Southern Region Forms Manual)
38 TRAVEL EXPENSE VOUCHER FORM 17p (See Procedures Section, Southern Region Forms Manual)
39 DEPOSIT/EXPENSE FORM FORM 18p (See Procedures Section, Southern Region Forms Manual)
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