District Team Training Seminar

Roles and Responsibilities of

Assistant Governors

Roles of Assistant Governors

Assistant Governors help: Provide support to your assigned

clubs in your area and Assist the District Governor

Roles of Assistant Governors

Meeting with & assisting club presidents-elect Attending each club assembly Suggesting ways to enhance Rotary development Identifying & encouraging development of future district

leaders Submit Area Advocates names to DGE by DTTS Insure Area Advocates attend DTA (March 31)

Visit clubs at least four times a year

Monitor the progress of each club’s service project

Encourage clubs to follow through on the governor’s requests and recommendations.

Help clubs plan and schedule the governor’s official visit.

Hold regular meetings with club presidents and secretaries to discuss strategies to meet club goals

Identify and support clubs in need of special attention

Recognize outstanding projects and Rotarians

Provide governor updates on club strengths and weaknesses

Represent governor at club assemblies related to the Official Visit

Checklist for Assistant Governors 2012 -2013

1. Before District Conference on March 16-18, 2012:

Set up file folder for each club in your Area

Set up an initial meeting with PE’s

Initial Meeting with PE’s includes:

Deliver a President’s Kit Discuss progress made on the

completion of items found in the PETS letter from Governor (February)

Review the following forms with the Presidents-Elect:

Review Forms with Presidents-Elect

“Planning Guide for Effective Rotary Clubs”

2012-2013 Rotary Foundation Fund Development Club Goal

Rotary International Club Membership Goal

           

Confirm with each Club the dates for their Club Assemblies

Remind PE’s that their Club’s goals and objectives should be sent to you at least one week prior to their Club Assembly

April 2012

By April 2012 Confirm with each Club President

Elect that he/she is coming to PETS with the items required in the PETS letter/e-mail and offer assistance

PETS will be held April 12–14, 2012 Begin preparation for District

Governor’s Official Visit with PE’s by stating dialogue concerning dates and time for the visit in their Area

By May 15, 2012

Complete form “Memo of Club Visit” after your final visit to the club and submit to the District Governor

By May 31, 2012

Complete all Club Assemblies Secure a copy of each Club’s Goals

and Objectives for 2012-2013 Secure a copy of each Club’s

“Planning Guide for Effective Rotary Club” for 2012-2013

By June 1, 2012

Send the following to Governor-Elect Woody:

Copy of Clubs Goals and Objectives

Copy of Clubs “Planning Guide for Effective Rotary Clubs”

Attend the Installation for District Governor Woody Sadler

June 15, 2012 VMI Marshall Center for Leadership and Ethics Lexington, Virginia

July 1, 2012through June 30, 2013

Governor plans to have conference calls and e-mail updates with the Assistant Governors throughout the year.

Visit each Club in your Area at least once a quarter

Send a brief e-mail to the Governor outlining your visit

Keep track of dates, training opportunities, elections, application deadlines, etc.

Communicate with the presidents by e-mail

Meet with Club Presidents as a group every 60 – 90 days:

Have an agenda for each meeting Get a written report from each President on

status of goals and objectives Send a written report after each meeting to the

District Governor Make time to allow Presidents to bring their:

issues/questions/successes/celebrations/best practices to the meeting

Prepare for District Governor’s Official Visit to your Area. The date

will be determined at PETS: It is important that the Clubs

come prepared with possible dates for the Governor’s visit.

Preparation for Governor’s Visit Includes:

Discuss with Presidents which Club will host

Supervise planning and execution and offer support

Prepare agenda for meeting with Governor/Presidents prior to the general gathering

Governor’s Visit

Determine length of the entire meeting which includes the pre meeting with Governor/Presidents, reception, meal, Governor’s remarks, dessert, etc.

Consider a presentation of a gift in the form of a donation to TRF for the District Governor.

Invite and plan for District Governor’s spouse.

November – December 2012

Remind Presidents that Club Elections must be held before the end of December

Remind Club Secretaries to report election in a timely manner to Rotary International and send a copy to you

Promote District Conference to be held in March 15-17, 2013

November –December 2012

Inquire and discuss with the Presidents the status of the “Presidential Citation” and “Gold Club Achievement Award 2012-2013”

December 2012/January 2013

Work with Presidents - Elect in preparation for 2013-2014

February 2013

Receive, via e-mail, each Club’s “Gold Club Report” using the Excel Spreadsheet Form

March 2013

E-mail to the District Governor each Club’s “Gold Club Report” by:

March 1, 2013 District Team Training Seminar (DTTS) on

March 2013Assistant Governors & District Committees to attend DTTS

Promote and attend the District Conference held:

March 15-17, 2013

April 1, 2013

Send “Presidential Citation” form to District Governor Woody

President-Elect Training Seminar (PETS) in April 2013

May 15, 2013

Send to the District Governor all “Memo of Club Visit” forms for each Club in your Area

Have a Great Year!