Assisting the District Governor

Report
Show Me Rotary
Assistant Governor
Training
Ice Breaker:
What makes your role important?
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
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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
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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 TRF
Where they can learn it
1. Rotary International’s Reporting Requirements
RI Website

Semi Annual Reports

Election of officers

Presidential Citation

Foundation contributions.

Rotary International Convention registration
2. Details of Presidential Citation
Assistant Governor’s / President Timeline
RI Website
District Website
District meetings /District Leadership Team training
Show Me Rotary (PETS)
District Webinars or Teleconferences
3. The yearly Rotary International Theme
RI 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 TRF
Where they can learn it
4. Rotary International and Rotary Foundation Strategic
Plan
RI Website
5. How to get assistance and who to call at Rotary
International and The Rotary Foundation
RI Website
District Webinars or Teleconferences
District Leadership Team
District Governor
6. Updates on Future Vision and how clubs can prepare
RI 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 District
Where 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 District
Where 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 goals
Show 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 it
District 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
What actions can you take to be helpful to the
District Governor?
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.
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 …………………….”

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