District Team Training Seminar

Roles and Responsibilities of

Assistant Governors

Roles of Assistant Governors

Assistant Governors help: Provide support to their assigned

clubs in their area and Assist the district governor

Roles of Assistant Governors

Meeting with and assisting club presidents-elect

Attending each club assembly Suggesting ways to enhance Rotary

development Identifying and encouraging the

development of future district leaders

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 2010 -2011

1. Before District Conference March 19-20, 2010:

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”

2010-2011 Rotary Foundation Fund Development Club Goal

Rotary International Club Membership Goal

           

April 2010

Confirm with each Club the dates for Club Assemblies

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

By April 2010 Confirm with each Club President

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

PETS will be held April 8-10, 2010 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, 2010

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

By May 31, 2010

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

and Objectives for 2010-2011 Secure a copy of each Club’s

“Planning Guide for Effective Rotary Club” for 2010-2011

By June 1, 2010

Send the following to Governor-Elect Pat:

Copy of Clubs Goals and Objectives

Copy of Clubs “Planning Guide for Effective Rotary Clubs”

Attend the Installation for District Governor Pat in Bristol, TN

June 8, 2010 Bristol, TN

July 1, 2010 through

June 30, 2011

Governor Pat Combs plans to have conference calls with the Assistant Governors throughout the year.

Visit each Club in your Area at least once a quarter

Prepare a written memo of 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, dinner, Governor’s remarks, dessert, etc

Consider a presentation of a gift to the District Governor

Invite and plan for District Governor’s spouse, J.B.

November – December 2010

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 2011

November –December 2010

Inquire and discuss with the Presidents the status of the “Presidential Citation” and “Gold Club Achievement Award 2010-2011”

December 2010/January 2011

Work with Presidents - Elect in preparation for 2011-2012

February 2011

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

March 2011

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

March 1, 2011 District Team Training Seminar (DTTS) on

March 3-5, 2011Assistant Governors & District Committees to attend DTTS

Promote and attend the District Conference held:

March 2011

April 1, 2011

Send “Presidential Citation” form to District Governor Pat

President-Elect Training Seminar (PETS) on April 7-9, 2011

May 15, 2011

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

Have a Great Year!