Delegates and Alternates
Types of Voting
Club presidents are required to report the club delegate(s) and alternate(s) OR proxy to Zonta International Headquarters by 1 May. Voting devices must be ordered and programmed in advance.
The online Voter Credentialing Form will be available to club presidents by logging in to their My Zonta account to access their club dashboard.
According to the Zonta International Bylaws Article X Section 4, the number of club votes and delegates is determined by the number of fully paid members on record at Zonta International Headquarters as of 1 March 2020. The Zonta International Membership Team will send club presidents an email detailing the number of votes their club is entitled to after the deadline
According to the Zonta International Bylaws Article X Section 4, delegates must be members from a club in good standing. A club in good standing has completed the following:
- Paid their 2020-2021 international dues in full
- Provided to Zonta International Headquarters a current and complete club membership list
- Paid district dues and area dues (if applicable).
Please see the Governing Documents for a further explanation of “good standing.”
Delegates and Alternates
A delegate is a person elected by the club to formally represent the club in voting at convention. An alternate is a person elected to formally represent their club in the event that the delegate is unable to do so. Both delegates and alternates have to be credentialed with Zonta International.
After the delegate(s) and alternate(s) are registered for convention, the club president must fill out the online Voter Credentialing Form in order to register their delegate(s) and alternate(s) with Zonta International Headquarters. The form will be available to club presidents by logging in to their My Zonta account to access their club dashboard
It is very important that the delegate(s) and alternate(s):
- Frequently visit the Zonta International Convention website to familiarize themselves with any new information and the updated schedule.
- Register in a timely manner for the convention.
- Understand the proposed amendments to the Bylaws of Zonta International and other decisions that will be voted on at convention.
- Attend training sessions and participate in business sessions at convention.
- Be responsible for voting machines according to the instructions given in the training sessions.
- Report back to the club the results of the convention.
Any club unable to send a delegate to convention may be represented by proxy. A proxy is a club designated by another club in its district to carry their vote to convention. If it is not possible to assign a club within your own district to carry your proxy vote to convention, please contact us at firstname.lastname@example.org. A club electing to be represented by proxy is entitled to its total votes. Any one (1) club may carry proxy votes for up to two (2) other clubs, except that the total votes carried by one (1) club may not exceed five (5).
A club electing to be represented by proxy must locate a club within their district and contact that club to obtain agreement that the potential proxy club can and will carry their votes. After the proxy club agrees to represent the initial club, the initial club’s president should fill out the Voter Credentialing Form. The form will be available to club presidents by logging in to their My Zonta account to access their club dashboard
A delegate may vote for their own club and carry votes from up to two (2) other clubs as a proxy during voting sessions. To exercise voting privileges, delegates must check-in at the credentialing desk at convention, wear their delegate identification in all meetings and be seated in their designated area at least 10 minutes before the scheduled meeting time.
The credentialing desk will be closed 30 minutes prior to the scheduled start of each business session. If a delegate is not checked-in before business sessions begin, they must wait until the desk re-opens in order to obtain their voting device and identification.
If permanently leaving the convention, delegates must report to the credentialing desk and surrender their delegate identification and voting machine. The alternate may then check-in to assume the status of delegate for the remainder of the convention.
In the event a delegate leaves the convention temporarily, the alternate may assume the status of delegate only for the absent period.
Types of Voting
Below is a description of the type of voting that takes place at the convention. Be sure delegates are prepared to vote on each topic.
- Officer elections
- Director elections
- Nominating committee elections
The ballot is prepared in advance but changes are possible the day prior. Votes are tallied but not announced immediately on-screen. Results are announced (and are visually on-screen) later that day. Immediately following the election, a representative from the voting device vendor will meet with the election committee to verify the election results.
2. Bylaws issues:
Proposed bylaws changes will be projected with revision marks. The document will be available on the Club Mailing webpage. Amendments from the floor may require live changes on-screen. The results of each vote will be projected on screen at the end of each voting period showing the raw vote and the percentages.
The strategic plan and biennial goals documents will be available on the Club Mailing webpage. Amendments from the floor may require live changes on-screen. The results of each vote will be projected on screen at the end of each voting period showing the raw vote and the percentages.
4. Procedural votes from the floor:
Each procedural issue/vote will be projected on screen. The results of each vote will be projected on-screen at the end of each vote showing the raw vote and the percentage.
There will be some voting each day. The heavy voting days are usually the second full day (with elections and bylaws) and the last day (the biennial goals); however, this may change as the convention program schedule changes.