Traditions and Practices Manual. ZONTA INTERNATIONAL DISTRICT 15 January

Transcription

1 Traditins and Practices Manual ZONTA INTERNATIONAL DISTRICT 15 January January 2015

2 TABLE OF CONTENTS PAGE 4 DISTRICT 15 Clubs and Areas 5 I. ORGANIZATION AND MISSION 6 II. BOARD MEETINGS 6 III. MEETING AGENDAS 6 IV.EXPENSES AND REIMBURSMENT GUIDELINES 7 Invitatins and Visitatins 8 District Representative at cnferences 8 Luzella Seeburger Memrial Pin Gvernr s Pin 8 V. DISTRICT HISTORY AND ARCHIVE COMMITTEE 8 VI. DISTRICT CONFERENCES AND SPRING WORKSHOPS 9 Hst Club Check list fr Spring Wrkshp 10 Area Directr Wrkshp Check list 11 Wrkshp Reprt frm - Hst Club 12 VII. DISTRICT FINANCES 12 Dues 12 Assessment 12 Gifts 12 Rse Fund 13 VII. OPERATIONAL GUIDELINES 13 District Calendar 13 Prtcl 13 Official Visits 14 Inter-City Meetings 14 Inter-Club Meetings 14 New Club Charter Events 15 New Clubs/First year meetings 15 Prcedure Regarding New Gvernr/Lt. Gvernr Receptins 15 Smking Regulatins 15 Accessibility 15 Plicy 15 Scial Netwrk Usage -cntinued- 2 January 2015

3 PAGE TABLE OF CONTENTS 15 IX. MATERIALS INVENTORY 16 APPENDIX 17 Rster f District 15 Clubs - Charter Number and Year 19 Rster f Z Clubs & Glden Z Clubs - Charter Number and Year 20 Rster f Past Gvernrs 21 Sample Head Table Arrangements 22 Tasts 23 Club Leadership Calendar 24 Everything I Wanted t Knw Abut Znta But Was Afraid t Ask 25 Cheat Sheet n Mtins 26 Mtin Frm 27 Cnference Rules 28 Expense Vucher Frm 3 January 2015

4 DISTRICT 15 - CLUBS AND AREAS District 15 is an fficial administrative unit f Znta Internatinal. District 15 is divided int fur (4) administrative areas based n the gegraphic lcatin f clubs. Each club is assigned t an Area as fllws: Area 1 (13 Clubs) Alpena Alpena Tri-Cunty Area Benzie Area Charlevix Area Gaylrd Area Irn Muntain/Kingsfrd Area Leelanau Cunty Marquette Area Petskey Area Rgers City Area Rscmmn Area Sault Ste. Marie Area Traverse City Area 3 (9 Clubs) Ann Arbr-Washtenaw Chatham-Kent Detrit I Detrit II Lenawee Area Milfrd Metr Detrit Nrthwest Wayne Cunty Windsr-Essex Area 2 (8 Clubs) Big Rapids East Lansing Area Grand Rapids Area Lansing Ludingtn Area Michigan Capitl Area Mt. Pleasant Owss Area 4 (9 Clubs) Farmingtn-Nvi Fentn Flint I Lapeer Area Midland Pntiac-Nrth Oakland Saginaw Suthfield Try-Suth Oakland A club may participate in ther area events and meetings. A club may request a change in Area assignment by submitting the request and supprting materials t the Gvernr. The Gvernr shall present the request t the District Bard. The District Bard shall act n the request fr reassignment and the Gvernr shall ntify the club f the Bard s decisin. Any majr change in the Area structure f District 15 shall be presented t the District Clubs and be vted n fr apprval at Fall Cnference. 4 January 2015

5 I. ORGANIZATION & MISSION The purpse f the District 15 Bard is t prmte the ideals f service and the bjectives f Znta Internatinal by prviding leadership thrugh prgrams and services t clubs within the District. The District 15 Bard shall act n behalf f the District Clubs between Cnferences, but at n time shall this bard act t change the plicies and prcedures established by a delegate bdy (Refer t ZI District Manual Sectin 2). District 15 Clubs shall elect District Officers accrding t the Znta Internatinal Bylaws. The elected fficers shall be the Gvernr, Lt. Gvernr, Treasurer and fur (4) Area Directrs. Electin f fficers are held during the last annual district cnference in the biennium. Area Directrs are elected by club delegates frm their respective areas. The Gvernr shall act as liaisn between the District and Znta Internatinal (Refer t District Manual fr bard respnsibilities). Appintments It is the Gvernr s duty t appint a District Secretary. S/he shall attend all Bard Meetings, keep the fficial recrd f Bard actin, participate in planning and prmting District prgrams and services, and serve as the District Cnference Secretary. S/he is withut a vte. A District Parliamentarian is als appinted by the Gvernr. S/he shall attend all Bard Meetings and fficial meetings f the District. S/he shall participate in all Bard activities, but s/he is withut a vte. The Parliamentarian must have the Rbert s Rules f Order and the Znta Internatinal Gverning Dcuments available at all Bard meetings and cnferences. The Parliamentarian shall be the fficial timekeeper at Fall Cnference and Bard meetings. S/he shall update the Cnference Rules as needed and ensure all attendees are infrmed f the Cnference Rules and that there is cmpliance with thse rules. Jintly with the Lt. Gvernr, s/he is respnsible fr prvisin f the training f club delegates/alternates and the rientatin f first time cnference attendees. S/he shall wrk with the Tellers, Credentials and Nminating Cmmittees t ensure prper adherence t the Rbert s Rules f Order and Znta Internatinal Bylaws fr electins. The Parliamentarian shall review the District Traditins and Practices Manual at least nce per biennium and recmmend changes and additins t the Gvernr. S/he will als at least nce per biennium, in cnsultatin with the Lt. Gvernr, review and update the District Rules f Prcedure. The Parliamentarian shall perfrm ther duties as assigned by the Gvernr. S/he will serve in an advisry capacity t the Gvernr, District Bard and clubs at their request. OUR MISSION Znta Internatinal seeks t imprve the legal, plitical, ecnmic, health, educatinal and prfessinal status f wmen thrugh service and advcacy; wrk fr the advancement f understanding, gdwill and peace thrugh a wrld fellwship f executives in business and the prfessins; prmte justice and universal respect fr human rights and fundamental freedms; be united internatinally t fster 5 January 2015

6 high ethical standards, implement service prgrams, and prvide mutual supprt and fellwship fr members wh serve their cmmunities, their natins, and the wrld. II. BOARD MEETINGS The District Bard shall meet three times each fiscal year. The three (3) meetings shall be: Summer Bard Meeting (Cnference Planning) Pre & Pst Fall Cnference Bard Meetings Winter Bard Meeting (Wrkshp Planning) At the discretin f the Gvernr, additinal meetings may be called. Meeting arrangements shall be the respnsibility f the Gvernr r her designee. S/he shall make ldging assignments fr the Bard members. Tw Bard members shall be assigned t a rm and the Gvernr shall have a single rm r a suite if desired and/r necessary. Any member f the Bard wh desires a single rm shall be respnsible fr full payment f the rm, unless n additinal cst is incurred by the District. Special meetings f the District 15 Bard will be held when requested by three members f the Bard. Such meetings shall be at a time and place cnvenient fr Bard members. Fr example, fficial meetings have been held in cnjunctin with Spring Wrkshps, Charter Dinners, Inter-City Meetings, etc. III. MEETING AGENDAS The Gvernr shall be respnsible fr preparing the tentative agenda fr apprval by the Bard. A typical agenda shall include: Call t Order Cllect (Lt. Gvernr) Minutes (Apprval) Gvernr s Reprt Lt. Gvernr s Reprt Secretary s Reprt Reprt n Club and Area Activities Area Directrs Membership Reprt Special Events Internatinal Items Old Business New Business Prgram Planning The Gvernr will seek the right fr the Bard t apprve Cnference minutes frm the Cnference delegate bdy. After review and apprval by the Bard, a cpy f the apprved minutes shall be sent t all District 15 Clubs and shall be included in the upcming Cnference prgram. 6 January 2015

7 IV. EXPENSES & REIMBURSMENT GUIDELINES Expenses fr perfrming fficial Znta business shall be paid by the District. Expenses include, but may nt be limited t mileage, meals, pstage, telephne calls, and prgram materials. A request fr reimbursement (Expense Vucher) shall be cmpleted and expenses itemized. The Vucher shall be submitted t the Gvernr fr apprval. The Gvernr will send the reprt t the Treasurer fr review. If there appears t be n questin, the Treasurer will include a check and envelpe fr quick reimbursement. All disbursement check must be c-signed by Gvernr r Lt. Gvernr. Travel expenses must be submitted within 60 days f travel, therwise they are nt paid. Expenses must be submitted 5 days befre the clsing f the fiscal year (May 31). Fall Cnference Guidelines (addendum vted n at Fall Cnference 2012) The District will fllw the ZI district manual guidelines that indicate the bard members registratins, meals and rms fr attendance at fall cnference will be paid frm the cnference budget. In additin, the cnference funds will pay fr ne half f the Bard members rms and meals fr the June bard meeting where fall cnference planning is dne. The district peratins funds will pay fr ne half f the Bard members rms and meals fr the summer bard meeting since ther Bard business is als cnducted there. Als, the district peratin fund will pay fr all transprtatin expenses fr the June and Octber bard meetings as well as the meals and ldging specific t the Octber Bard meeting. District Bard: District Bard, District Secretary, District Parliamentarian, and Internatinal Representative shall be paid by the cnference funds. The transprtatin expense fr the District Bard shall be paid frm the District budgeted cnference fund. Transprtatin expenses shall be reimbursed fr the District Parliamentarian as utlined abve. Invitatins and Official Visits t Clubs The Gvernr is respnsible fr infrming clubs f their bligatin t invite District Officers t attend their meetings. The Gvernr can reinfrce the imprtance f the visitatin prgram at Wrkshps and Cnference. An Area Directr shall visit each club in her Area at least nce each biennium. The Lt. Gvernr may elect t visit clubs, attend special meetings, and/r attend Inter-City meetings n request f clubs. The District shall pay mileage expenses fr fficial visits and fr meals when part f travel time. The Club shall be respnsible fr meals, if they are part f the meeting structure, and fr vernight ldging, if required. Upn invitatin, a member f the Bard may elect t attend club meetings and events, Inter-City meetings, annual club meetings and Charter Presentatins. If the Bard Member is requested t participate in the prgram as an fficial representative f the District, the club is respnsible fr meal expenses and vernight accmmdatins. The District will pay the mileage. When a member f the Bard elects t attend a club functin, an Inter-City meeting r a Charter 7 January 2015

8 Presentatin and is nt part f the prgram r fficially representing the District, s/he is respnsible fr her wn expenses. District Representatives at Internatinal Cnventins The utging Gvernr and the incming Gvernr shall be sent as the District representatives t the Internatinal Cnventin. The District shall cver the cst f their airfare (cach), htel (standard rm; encuraged t share), registratin, all events, and transprtatin t/frm the airprt t the event site and as therwise required. Meals (n alchl) nt cvered in registratin r event fees shall be reimbursed by the District upn submissin f apprpriate receipts. Nte: ALL REQUESTS FOR REIMBURSEMENT MUST BE MADE ON THE DISTRICT VOUCHER FORM. Luzella Seeburger Memrial Pin Gvernr s Pin Luzella Seeburger was District 15 Gvernr frm Shrtly after her term ended, she was tragically killed in an aut accident. Her family dnated her Gvernr Pin t the District. The District Bard vted t have each Gvernr receive a pin named in her hnr. It has becme a traditin that the Luzella Seeburger pin be passed frm Gvernr t Gvernr. Near the end f the utging Gvernr s term, the Treasurer shall rder a pin and gavel guard. The Gvernr s pin and guard is a District 15 expense. The utging Gvernr shall present the Luzella Seeburger Memrial Pin t the incming Gvernr at the Internatinal Cnventin. V. DISTRICT HISTORY AND ARCHIVE COMMITTEE The Cmmittee will cnsist f past Gvernrs appinted by the District Gvernr. The chair f the cmmittee will be the District Histrian. S/he will als be appinted by the District Gvernr. The Histrian may als serve as the Archivist. These appintments wuld be fr the current biennium, but pen fr re-appintment at the discretin f the incming gvernr fr the next biennium. The cmmittee respnsibilities include: T raise and maintain histrical recrds and archives and prepare them fr pssible publicatin at the District level. The rle f the ARCHIVIST is t cllect, review and manage strage f archive material such as printed dcuments, electrnic recrds and bjects. Archives are the recrds f the clubs, district r Znta Internatinal activities. The Cmmittee r the Gvernr shall appint an Archivist wh is respnsible fr reviewing, selecting, and maintaining the District 15 Archives. The rle f the HISTORIAN is t wrk clsely with the archivist t study the archives with a view t preparing a written histry. The tw rles are inter-cnnected. VI. CONFERENCES & SPRING WORKSHOPS District Cnferences (refer t Znta District Manual, Sectin 4) Each District must hld at least ne cnference per biennium prir t Nvember f the year preceding the Internatinal Cnventin. District 15 will hld an annual cnference the third weekend in Octber. 8 January 2015

9 Spring Wrkshps (refer t Znta District Manual, Sectin 5) Znta Internatinal Bylaws requires each Area t hld at least ne meeting annually, preferably during the mnths f March, April r May. Spring Wrkshps are planning and training seminars that prvide club fficers/members useful infrmatin n Znta Internatinal and District prgrams and suggestins fr club prjects and membership. All members will be recgnized fr milestne years f service as deemed apprpriate by the bard. 9 January 2015

10 HOST CLUB CHECKLIST FOR SPRING WORKSHOP Prvide the fllwing t the District Gvernr, Secretary & Area Directr by February 1 Name and cntact infrmatin ( ) f the Club Wrkshp Chair Name, address, phne number & f the Wrkshp Registrar (persn wh will receives registratin payments frm attendees) Overnight accmmdatins infrmatin Wrkshp lcatin directins & map Rms and Rm Arrangements (Usually ne large rm fr everything) Table fr Registratin (alphabet cards (i.e. A-L & M-Z)) Table fr District Treasurer and District fundraising items Tables fr displays and hst club fund raising items Pdium Micrphnes (ne at pdium, ne wireless) Table fr laptp and prjectr Screen (prjectr prvided by the District Bard) Registratin List By Club and Name Name Tags (name & club) Internet access (either cable r wireless) if needed Tables fr attendees (rund if available) Table fr bard (reserved and t the side, rund if available) Table decratins (ptinal) Prvide cntinental breakfast during Registratin Assign a member t assist the District Treasurer with the Znta Stre Prvide the lunchen Assign club members t sit at different tables t encurage netwrking Intrductins & Welcme (usually dne by Club President) District Officers (names and titles) Club President if nt ding welcme Clubs attending 10 January 2015

11 AREA DIRECTOR WORKSHOP CHECKLIST Have yu met with the Hst Club? Have they appinted a chair/c-chair? Have they appinted a Registrar? D they knw exactly what is needed fr the Wrkshp? Rms and Rm Arrangements Table fr Registratin Table fr Stre Tables fr Demnstratins Micrphnes Pdium Will they have a Registratin List? By Club? Name Tags? Have they arranged fr cffee and rlls during Registratin? Has a member been assigned t assist the District Treasurer with the Znta Stre? What are the lunchen arrangements? If needed, are mtel accmmdatins cnfirmed fr the Bard? Have yu sent a letter t all Club Presidents in yur Area, encuraging attendance f all members? Have yu supplied the Gvernr with travel directins which will be included in the Call t Wrkshp? Des the Gvernr have the name, address, and telephne number f the Registrar? D yu have the Wrkshp Evaluatin Frms? 11 January 2015

12 WORKSHOP REPORT FORM HOST CLUB Date: Area: Lcatin: Hst Club: Reprt Prepared by: Attendance: Attach a cpy f the registratin list. Number attending frm Hst Club: Number f District Officers: Ttal Attendance: Were there walk-ins (withut reservatins) the day f the Wrkshp? Yes N If s, hw many? Financial Statement: Receipts = Ttal attendance x Wrkshp Registratin Fee $ Expenditures List Lunchen $ Supplies $ $ $ $ Ttal Expenditures $ Net Prfit (r Lss) $ Nte: A hstess club may retain the prfit fr the hst club s service fund. Please indicate in the parentheses number f registrants wh did nt shw ( ). THIS FORM MUST BE RETURNED TO YOUR AREA DIRECTOR 12 January 2015

13 VII. DISTRICT FINANCES A. DUES District Dues were established by the Club Delegates at District Cnference. Any change in the dues structure als must be by a vte f the Club Delegates. District dues f $20.00 US must be paid t District 15 by June 1. Clubs are respnsible fr paying the Annual District Dues and the Cnference/Wrkshp Assessment by June 1 f each year. Checks are made payable t District 15, Znta Internatinal, and are sent t the District 15 Treasurer alng with a list f active members. Fr new members jining June 1 thrugh Nvember 30, the full year dues must be remitted t District 15 with a new member reprt frm. Fr new members jining December 1 thrugh May 31, District dues are $ The number f club delegates fr District Cnference and Internatinal Cnventin is determined by the number f club members reprted n June 1 st. District Internatinal June 1 Nvember 30 $20.00 $ $3.00 insurance (USA) December 1 May 1 $ $ $3.00 insurance (USA) Payable t Mail check with cpy f Membership frms t District 15 Znta Internatinal District Treasurer (see rster fr current infrmatin) Znta Internatinal Znta Internatinal 1211 West 22 nd St. #900 Oakbrk, Chicag, IL USA B. ASSESSMENT The Cnference Assessment prtin f the district dues was established by a vte f the Club Delegates at a District Cnference. Any change in the Assessment als must be by a vte f the Club Delegates. The purpse f a Cnference/Wrkshp Assessment is t supprt the prgrams f Znta, and t distribute the supprt fr Cnference and Wrkshps amng all members f the District. C. GIFTS The District shall give each new club, at its Charter Dinner r Charter Event, a gift f $100 t be used fr service prjects f the club s chice. Other gifts frm the District must be apprved by the District Bard. Apprval may be btained by a telephne r electrnic vte cnducted by the Gvernr. D. ROSE FUND The District 15 Rse Fund was established t cver, but nt limited t, fellwship expenses, such as cndlence flwers fr a Znta member r their immediate family such as spuse, children, parent and 13 January 2015

14 siblings (nt t exceed $60.00) and t pay fr, but nt limited t, Fall Cnference attendance expenses f the Yung Wmen in Public Affairs, Jane M. Klausman Wmen in Business and Amelia Earhart Fellwship award/schlarship recipients. The Fund will be supprted frm District fundraising effrts. VIII. OPERATIONAL GUIDELINES A. DISTRICT CALENDAR The Gvernr shall keep a Master Calendar fr the District. S/he shall apprve dates fr Cnference and Wrkshps befre any ther event is scheduled. The District Web-master shall pst the Master Calendar n the District website. The purpse fr clearing dates is t ensure maximum attendance at District and Inter-City events. Pririties fr scheduling District 15 events are as fllws: Fall Cnference Spring Wrkshps New Club Charter Events A Club s Majr Anniversary (70 th, 60 th, 50 th, 25 th ) Events develped t prmte the wrk f Znta Scial Events Inter-City Meetings which will be held in different Areas f the District may be scheduled cncurrently. The Gvernr shuld infrm clubs if this is t ccur. The Area Directrs shuld keep the Gvernr infrmed f any special meetings and events scheduled by clubs in her area. B. PROTOCOL (refer t ZI Prtcl Manual fr further infrmatin) Recgnitin At District events, such as Inter-City Meetings, all clubs that attend and members f the District Bard shuld be recgnized frmally by the Hst Club. Invitatins Invitatins t Inter-City Meetings shuld be sent t all members f the District Bard, Club Presidents and t Past District Gvernrs wh reside within the District bundaries. Presentatin f Clrs and Natinal Anthems When clrs (flags) are presented, natinal anthems sung, and tasts made, bth the US and Canada shall be recgnized. The cuntry in which the event is held shall be the first cuntry presented. When an Internatinal Representative r Zntian frm anther cuntry is present, her cuntry s clrs shall be presented third, the natinal anthem shall be played, and her cuntry shall be tasted thrugh its leader. (Sample tasts appear in the Appendix.) C. OFFICIAL VISITS Every Club is respnsible fr inviting District Officers t either a Business Meeting r a Bard Meeting. 14 January 2015

15 Area Directrs shuld be invited nce per biennium. The Lt. Gvernr shuld be invited t each club at least nce within her Biennium. Clubs als may invite the Gvernr t their meetings r fr special prgrams and events. The District shall reimburse District Officers fr mileage. Clubs shall be respnsible fr the cst f dinner and vernight accmmdatins. District Officers are excellent resurce persnnel. They can prvide clubs with prgrams n Internatinal Service Prjects, Amelia Earhart Fellwships, Friendship Cuntries, Membership and Public Relatins. They cntribute t a New Member Orientatin Prgram by presenting the verview f Znta Internatinal. In recent years, they have been supplied with excellent visual aids which give variety t these prgrams. D. INTERCITY MEETINGS An Inter-City Meeting is ne designed t prmte the bjects and prgrams f Znta Internatinal, r t celebrate the rganizatin f a new club r t celebrate a club s majr anniversary. Invitatins t these events are sent t clubs in the hstess club s area r t all clubs within the District. A club that invites three r mre ther clubs t an event is spnsring an Inter-City meeting, and the hstess clubs shuld clear the event with the Gvernr. This will ensure the club that its event is nt in cnflict with anther activity. Clubs may invite thers (e.g., District 15 Officers and past District 15 Gvernrs) if they desire. E. INTER-CLUB MEETINGS When tw r three Clubs meet tgether t share a speaker r a special prgram, it is cnsidered an Inter-Club Meeting. Usually, the Clubs are in clse prximity t ne anther. Inter-Club Meetings are an excellent way t meet new Zntians, t learn mre abut Znta, t share utstanding prgrams, and t btain new ideas fr fund raising activities and service. The Hstess Club shuld ntify the Gvernr f the meeting date t avid any cnflict with activities within the District which may decrease attendance at the event. F. NEW CLUB CHARTER EVENTS The prcess fr chartering a new club is set frth in the Organizatin Membership and Classificatin Manual. The date fr a new club s Charter Presentatin Event shall be apprved by the Gvernr and shall receive pririty n the District Calendar. N additinal District events shall be apprved fr that date r a date immediately adjacent t it. The Charter Presentatin Event shuld ccur n sner than tw mnths fllwing the fficial rganizatin date (the apprval date at Headquarters) as adequate time must be allwed fr preparatin f the Charter and the Gavel. The Gvernr serves as the Internatinal Representative at Charter Events. S/he installs the new club s fficers and presents the Charter and the Gavel. The Organizing Club r Organizer has the privilege f inducting members, etc. If the Organizer r the Organizing Club is nt available t assist the new club in planning its Charter 15 January 2015

16 Event, a District Officer will be assigned t the club fr this purpse. The Gvernr will be respnsible fr infrming the club f prtcl and s/he/he will supply mailing lists fr invitatins when necessary. Invitatins t a Charter Event are extended t all clubs in the District thrugh the club presidents. All members f the District Bard and all Past Gvernrs will als be invited t this event. G. FIRST YEAR MEETINGS OF NEW CLUBS (refer t ZI District Manual, pgs 18 & 21) H. PROCEDURE REGARDING NEW GOVERNOR AND LT. GOVERNOR: 1) The utging Gvernr shall infrm the President f the incming Gvernr s club f the expectatins f the club in terms f the Gvernr s Receptin. a. The receptin is hsted by the Gvernr s club and held in the Gvernr s hme twn. b. It is best held in early fall, usually September, s it des nt interfere with Fall Cnference. c. All clubs shuld be sent an invitatin at least 30 days in advance. d. All past Gvernrs shuld receive a separate invitatin at least 30 days in advance. e. It shuld be a special ccasin with strict bservatin f prtcl. (see Prtcl Manual) f. Ample accmmdatins must be available. 2) At Fall Cnference, in electin years, the receptin fr the newly elected Gvernr and Lt. Gvernr will be at a shared venue. The hspitality suite, if apprpriate, shuld be cnsidered fr this use. 3) The Public Relatins and Cmmunicatins Cmmittee shall ensure that the hme clubs f the Gvernr and Lt. Gvernr issue a press release annuncing their leadership psitins in June f the first year f their biennium. I. SMOKING REGULATIONS Smking will nt be allwed at any fficial District 15 functin. There will be designated smking areas in each hst facility, separate frm the functin areas. J. ACCESSIBILITY Cnferences and Wrkshp events shall be scheduled in a rm r an area that is accessible t all members. K. POLICY (refer t ZI Prtcl Manual, revised March 2014, page 36) L. SOCIAL NETWORK USAGE (refer t ZI website fr plicy) IX. MATERIALS INVENTORY Pwer Pint Prjectrs (2) Tabletp Speakers (2) Laptp (1) US Flag and Standard* Canadian Flag and Standard* Znta Flag and Standard* Club Delegate Name Plates* Head Table Name Plates* Znta Banner* Znta Flags f all Natins and Standard* Pdium signs (2)* Inventry shuld be taken at the end f each Biennium and passed n t the Gvernr. It is the Gvernr s respnsibility t see that all District 15 materials are transferred t the incming Gvernr r 16 January 2015

17 her designee. All items marked with * shuld be passed n t the next Fall Cnference Cmmittee/Club persn. 17 January 2015

18 APPENDIX Rster f District 15 Clubs - Charter Number and Year Rster f Z Clubs & Glden Z Clubs - Charter Number and Year Rster f Past Gvernrs Sample Head Table Arrangements Tasts Club Leadership Calendar Everything I Wanted t Knw Abut Znta But Was Afraid t Ask Cheat Sheet n Mtins Mtin Frm Cnference Rules Expense Vucher Frm 18 January 2015

19 DISTRICT 15 CLUBS - CHARTER NUMBER AND YEAR CLUB NAME CHARTER NUMBER CHARTERED Detrit I Club # 9 Chartered 1919 Grand Rapids Area Club # 15 Chartered 1921 Lansing Club # 16 Chartered 1922 Flint I Club # 25 Chartered 1923 Pntiac/N. Oakland Area Club # 50 Chartered 1927 Owss Club # 63 Chartered 1929 Suthfield Area Club # 87 Chartered 1929 Windsr & Essex Cunty Club # 98 Chartered 1930 Saginaw Club #156 Chartered 1938 Midland Club #197 Chartered 1947 Chatham-Kent Club #213 Chartered 1948 Muskegn Area Club #232 Chartered 1949 Disbanded 2009 Bay City Area Club #256 Chartered 1951 Disbanded 2010 Mt. Pleasant Club #289 Chartered 1952 Ludingtn Area Club #355 Chartered 1955 Traverse City Area Club #356 Chartered 1956 Milfrd Club #422 Chartered 1958 Big Rapids Area Club #424 Chartered 1958 Lenawee Cunty Club #435 Chartered 1959 Jacksn Club #454 Chartered 1959 Disbanded 2004 Kalamaz Club #464 Chartered 1960 Disbanded January 2015

20 Alpena Club #519 Chartered 1963 Petskey Area Club #683 Chartered 1971 Marquette Area Club #713 Chartered 1975 East Lansing Area Club #776 Chartered 1975 Gaylrd Area Club #780 Chartered 1976 Flint II Club #812 Chartered 1977 Sault Ste. Marie Area Club #839 Chartered 1978 NW Wayne Cunty Area Club #880 Chartered 1979 Disbanded 2010 Rgers City Area Club #928 Chartered 1980 Lapeer Area Club #977 Chartered 1981 Disbanded 2015 Irn Mtn.-Kingsfrd Area Club #997 Chartered 1981 Detrit II Club #1061 Chartered 1983 Dwnriver Wayne Cunty Club #1072 Chartered 1984 Disbanded 2010 Michigan-Capitl Area Club #1081 Chartered 1984 Rscmmn Cunty Club #1086 Chartered 1984 Try-Rchester Area Club #1132 Chartered 1985 Disbanded Benzie Area Club #1138 Chartered 1986 Leelanau Cunty Club #1203 Chartered 1988 Alpena-Tri-Cunty Club #1215 Chartered 1989 Charlevix Club #1238 Chartered 1989 Traverse City II Club #1279 Chartered 1990 Disbanded 2005 Macmb Club #1355 Chartered 1992 Disbanded 2010 Newag Club #1374 Chartered January 2015

21 Metr Detrit Club #1416 Chartered 1993 Meridian East Club #1425 Chartered 1993 Disbanded 2013 Farmingtn/Nvi Area Club #1477 Chartered 1994 Fentn Club #1491 Chartered 1994 Cadillac Club #1837 Chartered 2008 Disbanded 2014 Try/Suth Oakland Club #1868 Chartered 2010 Ann Arbr-Washtenaw Club #1907 Chartered 2012 SPONSORING ZONTA CLUB Marquette Z CLUB NAME AND CLUB NUMBER Club #276 Marquette Senir High Schl CHARTER DATE 11/1/1985 Marquette Club #439 Negaunee High Schl 2/1/1998 Charlevix Area Suthfield Area Club #580 Charlevix High Schl Club #612 Brace Lederle MacArthur Suthfield 9/14/2007 6/1/2010 Lansing Lansing Everett High Schl 2013 SPONSORING ZONTA CLUB Marquette GOLDEN Z CLUB NAME AND CLUB NUMBER Club #387 Nrthern Michigan University CHARTER DATE 4/1/1994 Lansing Club #599 MSU 4/1/2009 Midland Club#197 Nrthwd University 11/ January 2015

22 DISTRICT 15 PAST GOVERNORS (Nte: Prir t 1972, District XV was Part f District V) PIP *dentes Past Internatinal President Helen Bartlett Mary Lu Gharrity Audra Francis Barbara Geil L. Dell Henry Betty Kruger Luise Brks Dr. Geraldine Purcell Edna Nairn (PIP) Jane Rhdes Nan D. Wlctt Dr. Sylvia D. Vukmirvich Lila V. Watts Dr. Snia Parks C. Maude Milles Jacqueline Gudmundsen Eleanr Jammal (PIP) Susan Nakes Evelyn Fay Carl Curtis Helen Davisn Juliann Binienda Luise Meyer Shirley Edwards Dr. Drthea Wyatt Sue Earecksn Geraldine Gesaman Carle Calvert-Baxter Zillah Meeker Sandra Vsper January 2015

23 Luzella Seeburger Denise Quarles Karen Armaly Cheryl Hall January 2015

24 SAMPLE HEAD TABLE ARRANGEMENT FOR FALL CONFERENCE OPENING BUSINESS SESSION AND BANQUET UPPER TIER LOWER TIER District 15 Secretary District 15 Treasurer Invcatin Presenter (ptinal) District 15 Parliamentarian District 15 Gvernr Next Fall Cnference Znta Club President Fall Cnference Chair District 15 Amelia Earhart Chair Amelia Earhart Fellw District Nminating Chair (electin year) LECTERN LECTERN Internatinal Representative (dd numbered year) District 15 Lt. Gvernr Mayr (r ther Dignitary) Fall Cnference Club President Area 1 Directr Area 2 Directr Area 3 Directr Area 4 Directr Fr the banquet, tables will be reserved fr all past gvernrs and club presidents. Past gvernrs and club presidents will prcess int the rm as their names are annunced. 24 January 2015

25 TOASTS The leader f the cuntry in which the Cnference is held is tasted first (Canada r the United States). The secnd cuntry in the District is tasted next. A tast als is given t the leader f the cuntry in which the Internatinal Representative lives if utside Nrth America. (Refer t ZI Prtcl Manual 2010) SCRIPT Tastmistress: Tastmistress: Tastmistress: Respnse: Tastmistress: Respnse: Tastmistress: Please stand (wait fr participants t stand) Please jin me in tasting the leaders f ur cuntries. T the President f the United States f America T the President T the Prime Minister f Canada T the Prime Minister T the (President, Prime Minister, King, r Internatinal Representative/ther prper title) f (Name cuntry) Respnse: T the Nte: This shall be printed in the banquet prgram at fall cnference. 25 January 2015

26 CLUB LEADERSHIP CALENDAR (als in Club Leadership Manual) Mnth Actin Item r Event Wh JUNE Pay dues t Znta Internatinal and District - Jun 1 Appint club cmmittee chairs and assign members t cmmittee Set gals fr the upcming year with club fficers and cmmittee chairs. Cmplete district nminatin frms and send t District Nminatin Chair (dd years due July 15) Attend Int l Cnventin (in Trin, Italy; July 7-12, 2012) Attend Nrth America Inter-District Cnference (next ne: 2011) Treasurer President President Club Club JULY AUGUST SEPTEMBER Hld cmmittee meetings t plan fr the upcming year Submit Jane Klausman Wmen in Business Schlarships by July 1, 2011 File Fiscal Year IRS Grup Frm t IRS by Aug 15 if filing with Internatinal >$25,000 (Oct 15 if filing as a club) Elect Club delegates fr District Fall Cnference Determine ZI Fundatin Club gals fr fall cnference Cmmittee Chairs Treasurer President Bard/Club Cmplete Presidents Packet frms fr Fall Cnference & submit (Yellw Rse, 30yr Mbr., President s Parade, Znta Stre, Service f Remembrance) OCTOBER File Fiscal Year IRS E-Frm 990 nline t IRS by Oct 15, <$25,000 File Fiscal Year IRS Grup Frm t IRS if filing as a club >$25,000 (by Aug 15 if filing with Internatinal) Attend District Fall Cnference: Oct 15-17, 2010 in Harris, MI - ZI Fundatin Club Gals due President Treasurer Treasurer Club NOVEMBER Submit Amelia Earhart Fellwship applicatins t ZI by Nvember 15, 2010 Prgram Cmmittee DECEMBER & JANUARY FEBRUARY MARCH Elect club nminating cmmittee, if nt yet frmed Submit IRS Grup Subrdinate Update Frm due t ZI Register delegates and alternates fr Internatinal Cnventin Nminating Cmmittee Treasurer Secretary APRIL 2011 Wrkshp Area 4, May 15 - Lapeer Area 3, May 14 Lenawee MAY 2011 Wrkshp Area 2, May 1 Meridian East Hld electins if nt dne in April Nminating Cmmittee Submit cntributins t Znta Internatinal Fundatin Treasurer Hld electins if nt dne in March Nm. Cmmittee Attend Area Wrkshps Club Attend Area Wrkshps Club Officer installatins President 26 January 2015

27 Area 1, April 30 Gaylrd Submit Club Officer Reprt t ZI, District 15 Gvernr, & Area Directr EVERYTHING I WANTED TO KNOW ABOUT ZONTA BUT WAS AFRAID TO ASK! President WHO IS A CLUB DELEGATE? A club delegate is the representative selected by the club t represent and vte n behalf f the club at the District Cnference and/r Internatinal Cnventin. WHAT DETERMINES THE NUMBER OF DELEGATES A CLUB HAS? The number is based n the paid membership f a club: 0 30 members = 1 delegate members = 2 delegates 61 plus members = 3 delegates HOW DOES A DELEGATE VOTE? The club delegate hlds up a card when vting in the business meetings (Like a shw f hands) the delegate card will be given t yu when yu sign in at the Credentials table. HOW DO YOU ADDRESS OFFICERS? One addresses a club dignitary by stating Madam befre their club title, i.e. Madam President, Madame Chairpersn, r by stating their psitin then their name fr example, President Cke r Gvernr Smith. WHAT GOVERNS PARLIAMENTARY PROCEDURES? Rberts Rules f Order Newly Revised is t be used in the United States. The Parliamentarian is respnsible t make sure the Znta Bylaws and Rbert s Rules f Order are adhered t. HOW OFTEN IS INTERNATIONAL CONVENTION HELD? Every tw years. HOW DOES ONE MAKE A MOTION AT CLUB BUSINESS MEETINGS? a. Address the chair, President Jnes, and then state yur name. b. The Chair will recgnize yu by repeating yur name. c. State yur mtin clearly: I mve that.. d. The mtin must be secnded by anther member: I secnd the mtin. e. The mtin must be stated by the Chair: It is mved by and secnded by that f. The mtin is debated. The Chair asks: Is there any discussin? g. When there is n mre discussin, the Chair asks: are yu ready fr the questin? h. The Chair says: The questin is n the adptin f the mtin t All in favr f the mtin say aye, thse ppsed, n. As an alternative, a shw f hands r delegate cards may be used t indicate the vte. i. The decisin is annunced. The Chair says: The mtin is adpted r The mtin is defeated. 27 January 2015

28 CHEAT SHEET ON MOTIONS HOW TO PHRASE YOUR MOTION T intrduce a mtin T amend a mtin T pstpne discussin T btain fuller study T request infrmatin T end debate T end cnsideratin f an issue T take up a previusly tabled issue T cmplain abut nise r distractin T prtest f breach f rules T recnsider a hasty actin T verify a vice vte T call an intermissin T adjurn a meeting I mve that. I mve t amend the mtin by. I mve t pstpne discussin until. I mve t refer the matter t cmmittee Pint f infrmatin I mve the questin I mve t table the mtin I mve t take frm the table I rise t a questin f privilege I rise t a pint f rder I mve t recnsider the vte n Divisin I mve that we recess fr I mve that we adjurn Yu may interrupt the speaker with these mtins! NOTE: When ne makes a mtin at District Cnference r Internatinal Cnventin, it will need t be in writing. Mtin frms can be btained frm the Tellers Table lcated utside the business meeting rm. These cmpleted frms (tw cpies) are given t the District Secretary yu retain a cpy fr yurself. 28 January 2015

29 MOTION FORM I mve: Mved by: Znta Club f: Secnded by: Return t the District 15 Secretary Znta Club f: ===================================================================== MOTION FORM I mve: Mved by: Znta Club f: Secnded by: Return t the District 15 Secretary Znta Club f: ===================================================================== 29 January 2015

30 CONFERENCE RULES Cnference Rules are summarized at the cnference attendees by the District Parliamentarian. 1. Meetings f the Cnference shall be called t rder prmptly at the time specified in the Prgram. Delegates shall be in their assigned seats five minutes befre the time stated. 2. The vting bdy f the Cnference shall cnsist f the Gvernr, Lt. Gvernr, Treasurer, Area Directrs, and duly elected Delegates and Alternatives serving as Delegates. 3. A majrity f the Delegates registered shall cnstitute a qurum. 4. Any member f a club in gd standing may speak, but nly vting members may make mtins r vte. Vting shall be by shwing Delegate Cards. 5. Rberts Rules f Order-Newly Revised shall be the parliamentary authrity fr all matters f prcedure. 6. Delegates must register at the credential s table befre the first business sessin and nly again if there is a change in the vting status, i.e. alternate will be acting as delegate, carrying a prxy, etc. Delegates are seated in the frnt f the assembly in alphabetical rder by club name. 7. Mtins and amendments must be in writing, signed by the maker and secnder, and given t the District Secretary. Frms are available at the Credentials Table. 8. A member wishing t address the Cnference shall rise, address the Chair Madame Gvernr and when recgnized by the Chair, state her/his name, club name, whether s/he/he is a delegate, alternate r member and her/his purpse fr btaining the flr. 9. N member shall speak lnger than three minutes at a time. N member shall speak a secnd time n the same subject until all have spken wh desire t d s. 10. Discussin n any mtin shall be limited t 20 minutes. 11. A majrity vte shall rule, except when therwise specified. 12. The fficial Cnference Minutes shall be apprved by the District 15 Bard at the Winter Bard meeting. The minutes shall be distributed t each club and prvided in the prgram at the fllwing Cnference. 13. The Gvernr shall appint a Parliamentarian, Credentials Cmmittee, Tellers Cmmittee, Timekeeper, and ther nn-elected fficials necessary fr the Cnference. 14. Smking is nt permitted at any functin during the Cnference. Smking will nly be allwed in designated areas f the Cnference facility. 15. All cellular phnes and pagers must be placed in their silent mde during the cnference. Members 30 January 2015

31 wh must use their cell phnes are asked t leave the meeting area. EXPENSE VOUCHER FORM (SIDE 1) Name: Title: Date: Address: Zip Cde: Purpse: Telephne $ Pstage $ Htel Tips $ Meals Tips $ Transprtatin: Bus: Plane: Railrad: Taxi: Limusine: Rental Car: Private Car: Miles Traveled: (Mileage $0.25 x Miles Traveled by Private Car) $ Miscellaneus: $ Signature: (Attach bills/receipts when pssible) Ttal $ Travel expenses must be submitted within 60 days f travel, therwise they are nt paid. Expenses must be submitted 5 days befre the clsing f the fiscal year (May 31). FOR ACCOUNTING USE ONLY Audit $ District Bard $ Pstage $ District Wrkshps $ Statinery/Printing $ District Cnference $ Telephne $ Internatinal Expense $ Gvernr s Expense $ Nminating Cmmittee$ Lt. Gvernr s Expense $ Org. r Field Service $ Area Directr Expense $ Miscellaneus $ District Chairmen $ 31 January 2015

32 Gvernrs Authrizatin: Date Paid: Check Number: EXPENSE VOUCHER (SIDE 2) DATE EVENT MILEAGE OTHER EXPENSES DATE EVENT MILEAGE OTHER EXPENSES DATE EVENT MILEAGE OTHER EXPENSES DATE EVENT MILEAGE OTHER EXPENSES DATE EVENT MILEAGE OTHER EXPENSES DATE EVENT MILEAGE OTHER EXPENSES DATE EVENT MILEAGE OTHER EXPENSES 32 January 2015

33 DATE: Znta Internatinal 1211 West 22 nd Street, Suite 900 Oakbrk, Illinis, Telephne: (630) Fax: (630) January 2015