PowerPoint - Zonta International

Zonta International
District 9
Leadership Training
Congratulations and thank you for contributing your time and
talent to Zonta club leadership.
Since its founding in 1919, Zonta has grown and flourished
thanks to the passion and skill of dedicated volunteers like you.
The following training module is designed to help you succeed in
your new role. It will familiarize you with the basics of being a
club secretary and help you locate resources within Zonta to
extend your knowledge and answer your questions.
We know you’re busy, so let’s get started!
Your Most Valuable Resource
• Every Zontian should have a copy of the Club Manual.
As secretary, it is essential.
• Download as a pdf from the ZI website,
under Member Resources.
• Covers all aspects of club operation
and management, including the roles
of officers.
• Includes Zonta history and scripts for installing
new members and club board.
The Role & Responsibilities
of the Recording Secretary
Recording Secretary’s Responsibilities
• Attend meetings of the club and club board and keep a record
(the minutes) of all proceedings, stating without personal
comment what was discussed, acted upon, and the rationale.
• Bring the following items to all meetings:
• A copy of the agenda including unfinished business from
previous meetings.
• The minutes of club and board meetings for the year,
including the last meeting.
Recording Secretary’s Responsibilities
• The Secretary should also bring a policy book.
• In order to maintain easy access to the motions that set policy
for the club, it is recommended that the club keep a policy
book, divided by topics:
• Finance
• Service
• Committees etc.
• Decisions relating to specific topics are recorded in the
relevant section with a notation of the date of the decision.
Recording Secretary’s Responsibilities
• Prepare draft minutes for the president to review.
• Distribute the minutes in advance and at the next meeting
and record corrections.
• Keep proceedings of club board meetings privileged to the
club board, but provide a summary report on club board
actions to the club members.
Recording Secretary’s Responsibilities
• The recording secretary must also maintain the following files:
• Minutes of meetings
• Policy book
• Club newsletters
• Area director’s and governor’s newsletters
• The Zontian magazine
And there’s more!
• The recording secretary must report to the board as
required and brief the incoming secretary within a
reasonable time after leaving office.
The Role & Responsibilities
of the Corresponding Secretary
Corresponding Secretary’s Responsibilities
• Bring updated membership, officer and committee lists and
paper for ballot votes to all meetings.
• Ensure that existing members update their contact
information via the ZI Web site.
• Promptly report to ZI Headquarters new member contact
details (and changes for existing members if needed).
• Keep a record of all members’ attendance at meetings.
Corresponding Secretary’s Responsibilities
• Send a Club Officers Report Form to ZI Headquarters, the area
director and the district governor before May 1.
• Conduct club correspondence including communications
requested by officers and committee chairmen and letters of
thanks to guest speakers.
• Ensure that the area director and district governor receive the
club’s newsletter.
Corresponding Secretary’s Responsibilities
• Ensure that the club number is used on all correspondence
with ZI Headquarters.
• Handle the club’s E-mail box (unless assigned by the president
to another member) to ensure timely response to all E-mail
inquiries or information provided by ZI Headquarters.
• Report to the club president/board as required and brief the
incoming secretary. Pass the records of office and any other
relevant materials to the incoming secretary within a
reasonable time after the new secretary assumes office.
And there’s more!
As recording or corresponding secretary, it is your duty to
review and understand the complete range of your
You can find complete information in the Club Manual on P 25.
Learn More
As a Zonta club secretary, you have a wealth of resources
available to learn more about your duties and responsibilities
and about Zonta.
• The Club Manual is your primary reference document. It can
be downloaded as a pdf from ZI www.zonta.org. Click on
Member Resources and look for Club Manual.
• Your club’s By-laws and Rules Of Procedure.
Learn More
Other resources include:
• The Zonta International website. www.zonta.org
• Zonta International Governing Documents. This includes
the International By-laws and Rules Of Procedure.
Download at www.zonta.org.
• District 9 website www.zontadistrict9.org
• Your area director
Thank you!
Thank you for taking the time to watch this training module.
Because of dedicated leaders like you, our clubs thrive and grow
stronger. Good luck with your term and thank you for your

similar documents