Webinar Series : Chartering New Clubs

1. Webinar Series : Chartering New Clubs Featuring: Zonta Sponsoring Organizing Mentoring Chair of Kampala Presented by: Ragna Karlsdóttir International Membership Chairman 9 a.m. CST session Kerry Dixon International Membership Vice-Chairman 9 p.m. CST session 20 March 2014

2. A New Zonta Club? • The idea / the interest • Action • Success • Follow up

3. Things We Will Discuss: • Getting the right people to coordinate the new club • Appointing the right Sponsoring Organizing Mentoring (SOM) Chair • Authorization Form • Developing an action plan • Using your network • Chartering the new club • The charter celebration • Mentoring the club

4. Please remember that this content should be adapted to your country and culture

5. Get the Right People to Coordinate the Formation of the New Club SOM = Sponsoring, Organizing, Mentoring The SOM Committee coordinates the new club • It is good for the SOM to have on their committee: members with extensive knowledge of: • Zonta at the club, area, district and international level • Zonta’s programs and projects • Zonta’s advocacy initiatives and tools

6. Appoint the Right SOM Chair • This individual should be energetic, resourceful, hard-working and knowledgeable • The chair is responsible for the work of the committee • Works with the district membership chairman (Lt. Governor) and Governor and keeps them informed of the progress

7. New Club Authorization Form This form is found at: http://www.zonta.org/MemberResources/Forms.aspx. Send to: memberrecords@zonta.org. This will initiate the process for HQ to send an Organization & Extension (O&E) kit to the SOM chair which contains useful information to form the new club.

8. Develop an Action Plan The SOM chair should call a meeting with the committee to: • Appoint a member responsible for the potential member list • Determine which location the club will be chartered in and the date to charter the club • Develop the budget for expenses

9. Develop an Action Plan - Continued The SOM Committee should determine: • Meeting frequency and schedule • Date, time, location and program of first information meeting • Offer the club that is forming one or more ideas for their local service project

10. Use Your Network! • Collect names using many different sources • Current member family, friends, colleagues, family friends – anyone within their network • Business organizations, associations, Chamber of Commerce, etc.

11. Chartering the New Club • 20 members are needed • Club name to be approved by board liaison to the district of the chartering club • Completed Club Officer Contact Information Form • Completed Member Report Form for Charter Clubs (Form B) • Completed Dues Payment Transmittal Form (Form C) • Send dues and fees

12. The Charter Celebration • The date • Enough time for the payment to reach HQ so that this allows time for the charter and gavel to arrive • SOM chair should help with the preparation

13. Mentoring the New Club • The SOM Committee chair should attend meetings of the new club if possible • Make sure that any questions are resolved • Offer to help develop the first budget for the new club • This may last for a few months up to a few years depending on the strength of the club that has chartered

14. Kampala, Uganda Charter

15. Nanou Leenesonne, SOM Chair of Kampala, Uganda • Thought of Zonta chartering a club in Uganda during a volunteer medical outreach in the country • District 27 partnered with District 18 towards this initiative • Current club president of Kampala knew many professional, active women and this lead to collecting 20 names to charter the club • Planned the date when they wanted to charter the club • Sent necessary forms to Zonta HQ

16. Nanou Leenesonne, SOM Chair of Kampala, Uganda • Zonta club of Damme(sponsoring club) gave a gift to help the Kampala club begin • Sponsoring club also offered to help the Kampala club with: • Developing their first budget • Fundraising tips • The day after the charter, Zonta club of Damme organized a medical work project in Kampala

17. Key Things to do: • Have the right people in place to serve on the SOM committee • Have the right person serve as the SOM chair • Offer the club that is forming one or more ideas for a service project in the local community • Develop a plan of action and follow that plan

18. Key Things to not do: • Do not develop an SOM Committee that cannot commit to the process of chartering the new club • Do not let too much time pass before the club is chartered as those who were once interested may lose interest

19. A New Zonta Country Startinga Zonta club in a new country needs authorization of the international board • Authorization for Entering a New Country Form found at:http://www.zonta.org/MemberResources/Forms.aspx • New country requirements found at:http://www.zonta.org/MemberResources/Manuals.aspx. (ZI Membership Manual) Send to: Chairman of international Membership Committee who will request Board approval

20. A New Zonta Country • The International Board decides which district the potential club will belong to • The SOM club may be from any district but will work with the Governor and Lt. Governor of the new club. • Process same as for a new club (Above)

21. Questions? We want to hear from our audience!