DG Visit Guidelines

District Governor Club Official Visit Guidelines

Once a year the District Governor will make an official visit to each club in the District. The visit carries significant importance. The purpose of the visit is to have an engaging discussion and overview with emphasis on club activities. The visit also includes exchange of views between the District Governor and the clubs on how to achieve yearly club goals; which must be in line with the Rotary International and District goals.

Purpose of the visit:

To allow the District Governor to communicate with the Club members;
To be a useful counsellor to further the Object of Rotary among the Clubs in the District and to assist those Clubs that may need some guidance;
To motivate Rotarians to participate in service activities to strengthen the programs of Rotary;
Bring attention to important Rotary issues as they pertain to both the RI and District levels;
Recognize the contributions of Rotarians in the Club.

Process: Prior to the District Governor’s visit (preferably prior to July 1), your Assistant Governor (AG) will meet with your club officers to review the club’s “Planning Guide for Effective Rotary Clubs”. The AG will meet with the District Governor prior to the official visit to each club. Additionally, the AG will confirm with the Club President the meeting schedule and arrangements.

1. Reconfirm at least one month in advance of the District Governor’s visit to resolve any questions as to information, format of the visit and special requirements.
2. The District Governor is a guest of your club when making an official visit. Most importantly, communicate any special plans you have for the Governor so as to be sure it fits in with his/her other plans. Contact the Governor well ahead of time to confirm times and places, thus avoiding confusion and woes.

Meeting with the Club Executive or Board:

This meeting takes place prior to the Club Meeting and generally would last 1 to 1 & 1/2 hour(s); the meeting is presided by the District Governor.
Records that should be made available and appropriate copies made for the Governor are: copy of the Planning Guide for Effective Rotary Clubs (copies for each Board Member), current year’s Board members, Budget, prior year’s Financial Statement and copies of the Club Bulletin.

Viewing your Community and Projects:

If appropriate, please include a short tour for the District Governor and spouse of your community to include Rotary projects. It may also be appropriate as well to arrange for news media to cover the visit or to interview the Governor.

Meeting Procedure:

The District Governor and spouse are guests of your club for the Rotary meeting.
Your AG will offer to introduce the governor and spouse if you prefer. The Governor’s Official Visit is the program for the club and it is not appropriate to schedule any other program that day.
Encourage members to plan arriving early for the meeting or staying late in order to visit with the District Governor.
Presentations of Paul Harris Fellows, induction of new members and other honors are especially appropriate during the District Governor’s visit and the District Governor should be asked to participate in such events.
The Club President and Club Board should fully comprehend that the District Governor is not there to tell a club how it should be run, but share ideas about growing and strengthening Rotary.

Official Visits by your Assistant Governor:

Your Assistant Governor will be meeting with club officers and boards prior to the start of or early in the Rotary year.
Arrangements for these meetings should be a mutual agreement between the AG and the Club President.
The agreed meeting should last no more than 2 hours during which the AG will meet with the club president, president-elect, secretary, treasurer, members of the board of directors and committee chairs.
During this meeting, the “Planning Guide for Effective Rotary Clubs” should be discussed.

District Governor Visit Checklist:

During President, Secretary and Board of Directors Meeting

1. Planning guide for effective club to be submitted to if not already done
2. Club Charter
3. Audited accounts of the previous year
4. Club constitutions and by-laws
5. Updated classification and roster
6. Ensure Rotary Central is updated with the Club Data – Club details, Membership, ongoing
projects, etc.
7. List of PHF/PHSM with updated position of balances and potential new members
8. Board meetings minute book
9. Plan an objective of the year
10. Club committee plans
11. List and addresses of the members
12. Information on continued projects
13. Presentation of club budget
14. Copies of Semi Annual Report and dues sent to Rotary International
15. Club publication & important files
16. Receipt of district dues
17. Make sure President Elect & Secretary attends visit of District Governor
18. List of club’s district officers
19. President’s and Secretary’s work book
20. Trust deed if any

During Club Assembly

1. Achievements – Reports of projects and activities undertaken
2. Club plans for the current/upcoming year
3. Speakers for the club assembly are District Governor, Assistant Governor & Club President/Secretary

For the Club Meeting

1. Agenda duly typed including guests with their names
2. Club flags banner and R. I. Slogan banner etc
3. List of important guests and honorary members present
4. District Governor, may be accompanied by the First Lady and the District Administration