Ice Breaker: Follow Up: What are some of the reasons you heard that makes the AG role important in a district?
Timeline: Assistant Governor’s timeline for Club Presidents to fulfill their duties and responsibilities.
January / February: Assist President Elect in filling out the new year Planning Guide Membership Goal Report Foundation Goal Form Confirm President / Secretary Elect register for PETS training
March: Plan to attend “Show Me Rotary” with your Club Presidents & Secretaries Remind Current Club Presidents Presidential Citation Requirements Form Due
April / May: Encourage your clubs members to register for RI Convention & attend your District Conference Plan to attend your Club’s installation ceremony of new Officers Work with incoming Club Presidents & Officers for smooth transition Prepare your end of year “Memo of Club Visit” after your final visit and submit to District Governor by May 15th
June: Remind your Club Presidents Foundation monies turned in to District Rep. District Grant application due Semi Annual Report (SAR) is due with payment to Rotary International no later than July 1st
July: New Club Presidents begin July 1st Plan the Official Visits with your District Governor Follow up with your clubs to assure District Dues payment is submitted by due date
August /September /October: Get to know your Clubs Visit at weekly meetings & Board meetings Stay on top of club events Support your Club Presidents
November: Club Follow Ups IRS form 990 (or E-Postcard) must be submitted for previous year no later than November 15 Election of New Officers for December Review requirements for Presidential Citation
December: Assist your Clubs with December requirements New year elections schedule for Officers & President Elect Clubs must report next year’s officers to District & Rotary International Completed SAR form due with payment by January 1st to Rotary International
Timeline: Follow up: What makes this timeline effective in helping you do your job?
Assisting the District Governor: Who are you to the District Governor? The Assistant Governor is the voice of the District Governor in your area The Assistant Governor is the liaison between the club and the district The Assistant Governor is a source of website/newsletter/podcast information to help promote Rotary news and communication
Assisting the District Governor: What do you need to know? About Rotary International and The Rotary Foundation (TRF) Rotary International’s requirements for reporting Details of the presidential Citation (or other awards) each year The yearly rotary International theme Rotary International and Rotary Foundation’s Strategic Plans How to get assistance and who to call at Rotary International and the Rotary Foundation Updates on Future Vision and how clubs can prepare
Assisting the District Governor: About Your District Dates and deadlines on your district calendar Your district’s plan for implementing Future Vision Your district’s process for applying for grants (DSG/MG) Ongoing International projects your district has been funding Your district’s yearly goals Your district’s strategic plan and how you fit within it What Assistant Governor expenses will be covered and how you will be reimbursed by the district
Assisting the District Governor: About Your Clubs The club’s strategic plan The club’s signature project The club’s membership goal The club’s foundation goal The club’s polio contribution goal The club’s “Planning Guide for Effective Rotary Clubs” Individuals within each club who could be nominated for district awards or recognition such as club champion, district Rotarian of the year or similar awards
Where Assistant Governors will learn what they need to know about Rotary International and the District What AGs need to know about RI and TRFWhere they can learn it 1. Rotary International’s Reporting Requirements Semi Annual Reports Election of officers Presidential Citation Foundation contributions. Rotary International Convention registration RI Website Assistant Governor’s / President Timeline 2. Details of Presidential CitationRI Website District Website District meetings /District Leadership Team training Show Me Rotary (PETS) District Webinars or Teleconferences 3. The yearly Rotary International ThemeRI Website District Website District Leadership Team training Show Me Rotary (PETS)
Where Assistant Governors will learn what they need to know about Rotary International and the District What AGs need to know about RI and TRFWhere they can learn it 4. Rotary International and Rotary Foundation Strategic Plan RI Website District Webinars or Teleconferences 5. How to get assistance and who to call at Rotary International and The Rotary Foundation RI Website District Leadership Team District Governor 6. Updates on Future Vision and how clubs can prepareRI Website Sign up for the Future Vision Update newsletter DG and District Foundation chair forwarding e-mails District Webinars or Teleconferences
Where Assistant Governors will learn what they need to know about Rotary International and the District What AGs need to know about their DistrictWhere they can learn it 1. Dates and Deadlines District meetings / District Leadership Team training Show Me Rotary (PETS) District calendar on the website District newsletter District Webinars or Teleconferences 2. Your District ’ s plan for implementing Future Vision District meetings / District Leadership Team training Show Me Rotary (PETS) District Conference District website District newsletters District Webinars or Teleconferences 3. Your District ’ s process for applying for grants (DSG/MSG) District meetings / District Leadership Team training District Conference Show Me Rotary (PETS) District Grants chair District Foundation chair
Where Assistant Governors will learn what they need to know about Rotary International and the District What AGs need to know about their DistrictWhere they can learn it 4. Ongoing International projects your district has been funding District meetings / District Leadership Team training District Conference Show Me Rotary (PETS) District website District 5. Your district’s yearly goalsShow Me Rotary (PETS) District meetings / District Leadership Team training District website District newsletters District Governor ’ s official visits 6. Your district’s strategic plan and how you fit in itDistrict meetings / District Leadership Team training District website District Webinars or Teleconferences 7. What AG expenses will be covered and how you will be reimbursed by your district. Communication between district governors and AG ’ s
1. Answering the club presidents’ questions will cut back on the time the District Governor needs to spend with details. 2. Sending a monthly Assistant Governor newsletter to your club presidents that highlights deadlines and important dates to remember will keep those items in the awareness of your club presidents. 3. Meeting with your club presidents monthly (by teleconference/face to face) will help you keep a pulse on each club and the needs that arise. 4. Informing your club presidents of the Official Visit date of the District Governor and making sure the District Governor is the only speaker that day will help visits go more smoothly. What actions can you take to be helpful to the District Governor?
5. Being in attendance when the District Governor makes the Official Visit to each of your clubs so that you can make introductions and informing the District Governor about the uniqueness of each club, of recent accomplishments of the club, or of any club concerns will help the visit be more effective in building rapport between district and clubs and in helping to expedite strategies to alleviate concerns. 6. Alerting the District Governor when a club is declining, suggesting a plan of action you will take to help the club be more effective, and collaborating with the District Governor to implement the plan will help retention of clubs. 7. Asking the District Governor for answers to questions you may not be able to answer for your clubs or upon the District Governor’s suggestion seeking advice from Rotary International’s Club and District Support personnel will give clubs accurate answers.
8. Being a mentor to your clubs. This means asking questions that guide the club to come up with a decision or plan that works for the club and not something you believe they should do. This will allow clubs to then take responsibility for their own issues resulting in the likelihood that they will carry through with the plan. 9. Sharing good fund raising events, service projects, and dynamic club ideas you have learned from visits with other clubs or from reading the Rotarian magazine, Rotary International articles, or the Rotary Foundation updates will energize clubs to be more creative in the projects they generate and in the meetings they hold. 10. Encouraging your clubs to support other clubs in their fund raising projects will generate collaborative experiences resulting in more networking and humanitarian service throughout the district.
11. Participating in and assisting with district training events such as District Leadership Training and District Assembly, as well as the Foundation Banquet and District Conference will allow you to share your talents so the entire district benefits from your leadership. 12. Informing the District Governor of important club events that he/she may want to participate in will help build rapport between the district and the clubs. 13. Reporting to the District Governor changes in club leadership occurring during the year will help with continued effective communication to the appropriate leadership of your clubs. 14. Participating in monthly Webinars/Teleconferences will help keep you informed since you are the voice of the District Governor in your area.
15. Assisting the secretary of each club to be 100% compliance with e-mail addresses/photos on the district’s communication tool (DaCdb/Club Runner) will assure Rotarians are being informed about Rotary events and information about the district. 16. Assisting the secretary of each club to designate chairs of committees such as Foundation/Membership/Service/Public Image/Club Trainer, etc. on the district’s communication tool (DaCdb/Club Runner) will help district committee chairs communicate effectively with club chairs in each specific area. 17. Assisting the secretary of each club to designate all club officers and past presidents on the district’s communication tool (DaCdb/Club Runner) will help with information distribution about PETS/SETS and help the District Governor to call on past presidents to fill district positions.
Supporting and Strengthening Clubs: What support does a president need from an AG to be effective in leading a club.
Public Image and Communications: Help your clubs promote the public image of Rotary! Public Image: The clubs in your area decided to combine resources and want to write a Public Image grant for their area. What can you do as the Assistant Governor to help the clubs write the grant and implement the grant if it is approved by Rotary International?
Public Image and Communications: Public Image: A couple of your clubs have websites and none of them use social media. How can you as the Assistant Governor help your clubs be more effective with electronic media (websites/Facebook/Twitter/event sign up) to promote Rotary’s Public Image?
Public Image and Communications: Communications: Your clubs have only a 60% compliance rate with e-mails and only 40% compliance rate with photos on your communication tool for the district (DaCdb/Club Runner). How can you as the Assistant Governor help your club get a 90-100% compliance rate in both areas?
Public Image and Communications: Communications: Your clubs rarely use the District Communication tool (DaCdb/Club Runner) to publish their activities and events on the calendar. How can you as the Assistant Governor help your clubs to begin to publish on DaCdb/Club Runner these important events?
Humanitarian Service: 1.Annual Fund/Polio Contributions 2.Permanent Fund 3.GSE Involvement 4.Ambassadorial Scholars 5.District Simplified Grants/Matching Grants 6.Signature Projects for Fundraising
Wrap Up: “The idea I most treasure from today’s seminar is …………………….”