Governor's Official Club Visit Check List
It is customary for the District Governor to officially visit all the clubs in the district, once in a year. As an officer of the Rotary International in the district he observes the working of the club, both internally and externally, and advises and guides the Club. He has to complete the following minimum programs during the official visit.
While meeting the club President & Secretary, the Assistant Governor & the President Elect must be present in the meeting.
While conducting club assembly, all the directors, club committee chairman and members of the club should be present.
On the occasion of his official visit, DG addresses the Rotarians and the invitees, at a public function. At such meeting avoid any Guest of honour, Special guest, Keynote speaker etc. except their presence as invitees. The District Governors is the only Chief Guest.
Guidelines requirements for all these programs are as under:-
1. Meeting with the President, Secretary and President Elect 1 (one) hour Meeting with sponsored Rotaract and Interact committees President and secretary 30 minutes.
The following records should be kept ready :-
1. Club Charter
2. Club Constitution and (updated) Bylaws.
3. (a) Copy of Semi-annual report of 1st July, 2014 and the receipt for payment of RI dues.
(b) Receipt of payment of District dues.
(c) If the visit is after 30th September 2014, copies of new member form and payment of pro-rata dues details sent to RI.
4. Updated Classification Roster.
5. Membership List (including Honorary Member) with address and telephone number and E-mail address.
6. List of the Rotarians on Board of Directors, Standing Committee and Sub Committee.
7. Club Plans and objectives in all avenues of service.
8. Club's Committees Plan.
9. Rotary Foundation Contribution Records.
10. Accounts for 2013-14
11. Budget for 2014-15
12. Reports and data of Matching grant projects.
13. Planning Guide for effective Rotary Clubs.
14. Club Bulletin.
15. Manual of Procedures & RI Official Directory.
16. Information on Rotaract, Interact, Early Act, RCC sponsored by your Rotary Club
17. Regular Meeting Attendance Register.
18. Board of Directors meeting, minutes book.
19. Presidents work book and secretary's work book & others Committee Work Book.
20. Important files, registers etc. of the club.
2. Club Assembly: (2 hours) to be attended by all Rotaraians of the Club (No guest allowed except concerned Assistant Governor)
i. List of Committees with names of Directors, Chairman and Members.
ii. Plans and Objectives of each committee.
iii. Report on the projects & activities undertaken in the current Rotary year.
3. General Meeting: (To be attended by Rotarians, families and guests) Copies of agenda of the meeting to DG, AG (At least 7 days before)
Address by the DG should be the last on the agenda to be followed by only vote of thanks, (Exception may be made if it is an installation Meeting, when chief guest will be the last speaker)
There should not be any other guest speaker if the official visit of the DG is not merged with installation meeting.
Display the Club flag, banner, RI Theme for the year, and Four Way Test along with the other banners of the Club.
Note: District Governor may request additional items or issue instructions, if needed. The presence of Assistant Governor is advisable in all the programs.
It is customary for the District Governor to officially visit all the clubs in the district, once in a year. As an officer of the Rotary International in the district he observes the working of the club, both internally and externally, and advises and guides the Club. He has to complete the following minimum programs during the official visit.
While meeting the club President & Secretary, the Assistant Governor & the President Elect must be present in the meeting.
While conducting club assembly, all the directors, club committee chairman and members of the club should be present.
On the occasion of his official visit, DG addresses the Rotarians and the invitees, at a public function. At such meeting avoid any Guest of honour, Special guest, Keynote speaker etc. except their presence as invitees. The District Governors is the only Chief Guest.
Guidelines requirements for all these programs are as under:-
1. Meeting with the President, Secretary and President Elect 1 (one) hour Meeting with sponsored Rotaract and Interact committees President and secretary 30 minutes.
The following records should be kept ready :-
1. Club Charter
2. Club Constitution and (updated) Bylaws.
3. (a) Copy of Semi-annual report of 1st July, 2014 and the receipt for payment of RI dues.
(b) Receipt of payment of District dues.
(c) If the visit is after 30th September 2014, copies of new member form and payment of pro-rata dues details sent to RI.
4. Updated Classification Roster.
5. Membership List (including Honorary Member) with address and telephone number and E-mail address.
6. List of the Rotarians on Board of Directors, Standing Committee and Sub Committee.
7. Club Plans and objectives in all avenues of service.
8. Club's Committees Plan.
9. Rotary Foundation Contribution Records.
10. Accounts for 2013-14
11. Budget for 2014-15
12. Reports and data of Matching grant projects.
13. Planning Guide for effective Rotary Clubs.
14. Club Bulletin.
15. Manual of Procedures & RI Official Directory.
16. Information on Rotaract, Interact, Early Act, RCC sponsored by your Rotary Club
17. Regular Meeting Attendance Register.
18. Board of Directors meeting, minutes book.
19. Presidents work book and secretary's work book & others Committee Work Book.
20. Important files, registers etc. of the club.
2. Club Assembly: (2 hours) to be attended by all Rotaraians of the Club (No guest allowed except concerned Assistant Governor)
i. List of Committees with names of Directors, Chairman and Members.
ii. Plans and Objectives of each committee.
iii. Report on the projects & activities undertaken in the current Rotary year.
3. General Meeting: (To be attended by Rotarians, families and guests) Copies of agenda of the meeting to DG, AG (At least 7 days before)
Address by the DG should be the last on the agenda to be followed by only vote of thanks, (Exception may be made if it is an installation Meeting, when chief guest will be the last speaker)
There should not be any other guest speaker if the official visit of the DG is not merged with installation meeting.
Display the Club flag, banner, RI Theme for the year, and Four Way Test along with the other banners of the Club.
Note: District Governor may request additional items or issue instructions, if needed. The presence of Assistant Governor is advisable in all the programs.
