District 5690 - Governor's Visits

Rotary International requires the District Governor to make an official visit to each club in the district within the first six months of the Rotary year and then to make a written report for each visit to the RI Secretariat. The primary purposes of the official visit are:

2. To offer suggestions and assistance for areas in which a club may be weak or is experiencing problems;

The District Governor’s (DG) official visit to a club consists of a club assembly, at which time the Assistant Governor (AG) conducts a meeting with the officers, directors and committee chairpersons of the club. The AG will provide a report of the club assembly to the DG. The DG will later attend an actual club meeting (See Official Visit Schedule attached). The AG is an extension of the DG and is a resource to your club as well as the DG. The AG assigned to your club should be the club's primary contact for questions, training or other matters concerning your club. Your club's AG should be welcomed and treated as a guest at all club meetings they attend.

In order to preserve continuity of leadership and to aid in planning for the following year, it is expected that the District Governor Elect (DGE) will attend as many of the official visits as possible. DG and DGE partners may also attend official club visits and, therefore, should be included in the invitation and in your planning.

1. The Official Visit Schedule will include a list of the dates for the Governors Official Club visits and will be distributed at PETS/SETS training.

2. Each club president will coordinate the confirmation of a date for the Club Assembly with the AG by June 15, 2005. The AG will insure that the date, time, and location of the assembly are provided to the DG and DGE.

3. Not less than two weeks prior to the DG’s scheduled visit, the AG will obtain from the club president the times and locations of the club meeting, along with detailed instructions and/or map of the location.

4. The AG will be responsible for communicating these times and instructions to both the DG and the DGE.

5. Meals associated with the club assembly and/or club meeting should be provided by the club at no cost to the DG, DGE, AG or their partners.

6. Lodging for the DG, DGE, AG and/or their partners, when these individuals are traveling to distant locations that require overnight lodging, may require the advice and assistance of the club when arranging for these accommodations. It is not expected, however, that the club will be held financially responsible for any expense for lodging that may be involved.

Point of information: There are some RI funds provided each year to help cover the DG’s travel & lodging expenses associated with the Official Visit to each club. No RI funds, however, are made available to cover the cost of any additional visits to the club for the celebration of club anniversaries or other such special occasions.

1. The club’s officers, directors and committee chairpersons will be asked to introduce themselves, share any personal information they desire, and then describe their area(s) of responsibility in Rotary.

2. Each director and chairperson should provide a written summary of goals with action plan for their areas of responsibility to the AG. If the responsible person is absent, the club president or designated committee member should cover that area and provide the written report. They should also be prepared to discuss any areas of concern and answer questions from the AG and, of course from the DG or DGE, if present.

3. The club assembly will be scheduled in the first 4 weeks of the Rotary year at a time and location that is most convenient for the club and the AG. It is important to select a venue that is conducive to the matter with few interruptions. For example, it may be less expensive for the club and more efficient to have the assembly at the home of a member versus a restaurant.

1. While a head table is not necessary, if there is a head table, the DG, DGE and AG should be seated at that table, if possible. Also consider appropriate seating for their partners, should they attend.

2. Allow at least 30 minutes in the meeting’s agenda for the DG’s address to the club. The DG is your club’s program for the day. Please keep other matters to a minimum. However, if you have inductions or presentations, the DG would be happy to officiate. Please make the AG and DG aware that you would like to include something special. Also make sure you budget time in the meeting agenda.

4. It is suggested the club president follow Rotary tradition by leading members and guests in a standing ovation when the DG is introduced and at the close of the address to the club.

5. Gifts from the clubs for the DG are not expected. Traditionally, the presentation of a contribution from the club to The Rotary Foundation Annual Fund, or some other such Rotary endeavor in honor of the DG’s visit has been considered appropriate if the club wishes to do anything.

1. The DG will follow up each official visit with a letter to the club president, which will include observations and recommendations. Copies will be sent to the DGE and AG.

2. The club president is expected to share this letter with the club’s Board of Directors at its next meeting and discuss any action that might be needed.

3. The AG will continue to meet monthly with the club presidents, presidents-elect and secretaries, and to make quarterly visits to each club to help monitor the club’s growth, their progress toward goal attainment, and to assist them in accessing district and RI resources as needed. The AG will also keep the governor updated on the accomplishments and needs of each club.

4. The DG may make additional visits to personally assist clubs that have special needs. The DG may also attend and participate in as many special occasions as the schedule permits. Since schedules are set months ahead and there are 30 clubs in the district, it is important to advise the DG as soon as possible if a club would like them to attend or speak at a function. In cases where there is a conflict in schedule, the AG or the DGE may be asked to represent the governor at the function.

It is common sense to take a method and try it. If it fails, admit it frankly and try another.

District Governor’s Official Visit